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Internal expense policy for multi‑stop deliveries
Practical expense policy for multi‑stop deliveries: how to handle parking fees, waiting time and night surcharges — with worked examples for Zurich and Basel.
Quick answer
An internal expense policy for multi‑stop deliveries states which costs are reimbursable, how to handle receipts and how to calculate parking fees, waiting time, and night surcharges. For Swiss companies use a simple receipts-plus-flat-rate approach: reimburse parking on receipt, bill waiting time in 15-minute increments, and apply night surcharges for runs between 22:00–06:00. Below are rules and examples for Zurich and Basel.
Purpose and scope
This policy defines reimbursement rules for expenses on multi‑stop deliveries using company or private vehicles. It applies to staff and contractors delivering packages in Switzerland with at least two stops per tour. The aim is clarity, fast processing and a consistent approach to parking, waiting time and night surcharges.
Principle: receipts and flat rates
Parking and other direct costs are reimbursed against original receipts. Small recurring costs may be covered by flat rates. Waiting time and night surcharges are billed per run. Submit all expense claims within 30 days with receipts or a completed expense form.
Parking fees — rule and example
Rule: parking fees are reimbursed in full on presentation of a receipt. Example 1 (Zurich): parking ticket CHF 15 for 45 minutes = CHF 15. Example 2 (Basel): short‑term zone CHF 2 per hour, 30 minutes = CHF 1 (receipt required). Parking fines are not reimbursed.
Waiting time — tiers and example
Rule: waiting time starts after the agreed delivery window or after 10 minutes delay by the recipient. Bill in 15‑minute blocks. Recommended: first 15 minutes free, then CHF 10 per 15 minutes. Example: driver waits 40 minutes in Geneva. Deduct free 15 minutes → 25 minutes billable → two 15‑minute blocks = CHF 20.
Night surcharge — definition and example
Rule: night surcharge applies to services between 22:00 and 06:00 local time. Option A: fixed fee per run (e.g. CHF 25). Option B: percentage of base fee (e.g. 20%). Example: delivery in Bern with base costs CHF 120 and 20% night surcharge = CHF 24 extra.
Combined billing for multi‑stop tours
For multi‑stop tours reimburse parking per stop, add waiting time across stops and apply a single night surcharge per tour. Example: Zurich → Zug → Lucerne: parking tickets CHF 10 + 6 + 8 = CHF 24. Waiting times 20 + 10 minutes = 30 minutes → after free 15 minutes = 15 billable minutes → CHF 10 (one 15‑minute block). Night surcharge once CHF 25. Total expenses = 24 + 10 + 25 = CHF 59 plus base fee.
Frequently asked questions
What receipts are acceptable?
Acceptable receipts: original parking and fuel receipts, digital tickets with payment proof and signed recipient forms. Screenshots from parking apps are acceptable if they show date, time and amount.
How do I submit expenses?
Complete the expense form, attach receipts and submit digitally via the internal tool or by email to finance. Deadline: 30 days after the run.
Is there a reimbursement limit?
The policy may set per‑tour caps, for example CHF 200 per tour. Larger amounts require prior approval from a manager.
Are fines reimbursed?
Fines or penalties are personal costs and are not reimbursed.