How does bike leasing work?

As an employer, you want to encourage sustainable mobility without overloading your HR team with extra administration or complex tax rules. Bike leasing is a smart solution. But how does bike leasing actually work in Belgium? What is your role as an employer, what choices does the employee make, and where does the leasing partner come in?

In this guide, we explain step by step how bike leasing works. You will learn how to set up a bike policy, how employees finance their bike, what the fiscal rules are, and how bike leasing fits smoothly alongside other mobility solutions.

TL;DR

Bike leasing with Joule works like this: as an employer, you sign a lease agreement with a leasing partner such as Joule, usually for 36 months. Joule provides an all-in lease package including the bike, maintenance, insurance, and roadside assistance.

Your employees choose their own bike and finance it through their salary package, for example via gross salary exchange or their year-end bonus. As an employer, you remain in control of the policy, while Joule fully supports HR and employees. At the end of the contract, the bike can usually be purchased at a pre-agreed residual value.

What is bike leasing?

Bike leasing is a mobility solution where an employer provides a bike to employees through a lease formula instead of purchasing the bike outright. The bike remains the property of the bike leasing company, in this case Joule, throughout the contract and can be used by the employee for commuting and private trips.

In practice, the employer signs an agreement with Joule. Within that framework, employees can choose a lease bike and finance it through their compensation package, for example via gross salary exchange or the year-end bonus, depending on what the bike policy and sector allow.

All-in, no surprises

A key feature of bike leasing with Joule is the all-in formula. This means that not only the bike itself, but all essential services are included:

• maintenance and repairs
• insurance against damage and theft
• roadside assistance
• administrative support

For employers, this means predictable costs and minimal administration. For employees, it means worry-free cycling with no unexpected bills or practical hassle.

Leasing is not a purchase

With bike leasing, the bike does not immediately become the employee’s property. The contract typically runs for 36 months, a duration that aligns with the fiscal and practical reality in Belgium. At the end of the contract, there are usually several options, such as purchasing the bike at residual value or ending the contract according to the bike policy.

That distinction matters. Bike leasing is not a classic discounted purchase, but a usage agreement focused on comfort, service, and full support.

Why employers choose bike leasing

More and more employers choose bike leasing because it combines several objectives:

• an attractive and visible benefit for employees
• support for sustainable mobility and commuting
• opportunities for salary optimization within the existing budget
• low operational burden for HR

With bike leasing via Joule, employers do not get a standalone perk, but a fully developed mobility tool that fits a modern and future-oriented HR strategy.

How does bike leasing work via your employer?

In practice, bike leasing is a collaboration between three parties: the employer, the leasing partner such as Joule, and the employee.

The employer signs a contract with Joule. Within that framework, employees can opt into a lease bike, according to the rules set out in the bike policy.

💡 Want to dive deeper into the benefits and costs of bike leasing? Be sure to read this blog: Benefits and costs of bike leasing via the employer.

💡 Has your employer not started bike leasing yet? No worries, we got you. In this blog, you will learn how to convince your employer to start bike leasing. You can also download a handy PDF listing all the benefits, ready to share with your HR manager.

Bike leasing step-by-step plan

1. Define the bike policy: The employer sets the framework: who can participate, the available budget, which bike types are allowed, how financing works, and what happens in case of job change or long-term absence.‍
2. Choose the bike and accessories: The employee chooses a bike from a local dealer (Joule Local) or directly via Joule (Joule Mobile). Accessories such as a lock, helmet, or bike bags can be included.‍
3. Simulation and application: The employee sees the gross and net impact via a simulation. The application is submitted digitally through the Joule Hub.‍
4. HR approval: HR validates the request according to the bike policy. With a well-designed process, this requires very little effort.‍
5. Ordering and delivery: The bike is ordered and prepared. With Joule Mobile, the bike is delivered to your home or workplace. With Joule Local, you pick it up from your chosen bike dealer.‍
6. Use and service: Time to enjoy your ride! 🥳 Had a small mishap while cycling? No worries. With Joule, maintenance, repairs, insurance, and roadside assistance are fully included.‍
7. End of contractAt the end of the lease period, you have two options:In both cases, you can start a new bike lease after the contract ends.

• Option 1: Joule collects the bike. Through one of our partners (Decathlon, E-Bis, Upway, or Lucien), the bike gets a second life with a new rider. Learn more about refurbished bikes.
• Option 2: You purchase the bike at the residual value.

💡 Want to know exactly how much bike leasing costs and how it is calculated?

• 📚 Read our blog How to calculate bike leasing costs
• 📚 Read our blog How much does bike leasing cost for employees and employers
• 💰 Or run a quick simulation using our calculator

How is bike leasing financed?

Bike leasing via the year-end bonus

Belgium has a classic option: bike leasing via the year-end bonus. In practice, part or all of the gross year-end bonus is used to finance the lease bike.

Important points:

• This is only possible if the joint committee, sector agreement, or collective labor agreement allows it, or if the employer can organize it correctly from a legal perspective.
• This option is often attractive when an employer prefers not to reduce monthly gross salary but still wants to offer a bike benefit.

When do people choose this option?

• When they want to use a larger budget without monthly salary impact
• When bike leasing is part of a cafeteria plan
• When they prefer financing in one single amount

Gross salary exchange and net impact

With bike leasing via gross salary exchange, the employee exchanges part of their gross salary for the bike lease budget. As a result:

• taxable income decreases
• personal income tax often decreases
• the net impact is lower than the gross cost

For employers, this means bike leasing can often be set up in a budget-neutral way, especially when:

• the lease budget is fully financed by the employee
• existing salary components are used smartly

💡 Read more about the concrete benefits of bike leasing.

Fiscal and social impact of bike leasing

For employers, bike leasing is not only a mobility choice but also a fiscal and social consideration. When set up correctly, bike leasing fits perfectly within a salary optimization strategy, without increasing labor costs and with clear benefits for employees.

Below are the key points to keep in mind.

Benefit in kind

Good news: in most bike leasing formulas, no benefit in kind is due.

The condition is that the employee actually and regularly uses the lease bike for commuting. This does not have to be daily, but there must be a real link to commuting.

Important for employers:

• Clearly define this condition in the bike policy
• Provide a realistic definition of commuting use
• Make agreements for situations of long-term non-use

Social security impact

When bike leasing is correctly organized via gross salary exchange or the year-end bonus and linked to commuting use, no additional social security contributions are due on the benefit.

This makes bike leasing attractive for employers who want to:

• keep total labor costs under control
• offer a benefit without a traditional salary increase

Please note:

• Since tax year 2025 (income year 2024), certain exemptions apply only if professional expenses are deducted as a lump sum.
• The exact social security treatment always depends on the legal structure of the plan, such as sector agreements or individual arrangements. A clear policy is essential.

💡 Need help setting up a bike policy?

• Bike policy and bike leasing: 7 practical tips
• Or download our bike policy template to get started right away

Bicycle allowance

A common HR question: can an employee with a lease bike also receive a bicycle allowance?

In many sectors, the answer is yes, provided that:

• the employee actually cycles to work
• sector or company agreements allow it

For income year 2025 (assessment year 2026), the bicycle allowance is tax-exempt up to:

• €0.36 per kilometer
• with an annual cap of €3,610
• provided the employee deducts professional expenses as a lump sum

Bike leasing and a bicycle allowance can therefore work perfectly together when the rules are applied correctly.

Costs, residual value, and what is included

A bike lease price typically consists of:

• the bike itself (catalog price)
• accessories such as a lock, bags, or helmet
• service budget for maintenance and repairs
• insurance against theft and damage
• roadside assistance
• administration and platform services

Residual value and purchase option

At the end of the lease period, you have two options:

• Option 1: Joule collects the bike. Through one of our partners (Decathlon, E-Bis, Upway, or Lucien), the bike gets a second life. Learn more about refurbished bikes.
• Option 2: You purchase the bike at the residual value.

In both cases, you can start a new bike lease after the contract ends.

Common situations and risks

Real life happens. These are the situations HR teams and employees most often ask about.

💡 Also read: 7 most frequently asked questions about bike leasing by HR managers.

What happens to your bike if you end your lease early due to job change or termination?

Ending a bike lease early does not have to be stressful. Depending on your situation, there are several options. What is possible depends on when the lease ends, so always check your bike policy.

• You purchase the bike at a pre-agreed residual value
• You return the bike and pay an early termination fee
• A colleague takes over your lease for the remaining term
• Your employer uses the bike as a pool bike for the remaining term
• You transfer the lease to a new employer, if all parties agree

Not sure which option is best for you? We are happy to think it through with you.

Long-term illness or prolonged non-use

Some plans link fiscal benefits to actual commuting use. In the federal framework, for example, employees must commit to regular commuting use, with at least one commuting trip per year to maintain the exemption.

Best practices:

• Define what “prolonged non-use” means in your policy
• Provide a clear approach such as a temporary pause or alternative arrangements

Damage or theft

All-in coverage is your best friend here, but always check:

• what is covered (theft, vandalism, damage)
• which lock requirements apply
• how reporting and repairs are handled

Combining bike leasing with a mobility budget or company car

This is a great question because many people assume it is either one or the other. In reality, it is often both, with some rules.

Possible combinations:

• Company car plus lease bike: often possible, depending on policy and collective agreements, especially when the bike supports commuting
• Mobility budget plus bike: pillar 2 of the mobility budget often includes sustainable mobility such as a bike, but the exact setup depends on how the employer structured the budget

Read more:

• Mobility budget and bike leasing: update and rules 2026
• Mobility budget from A to Z
• Mobility budget for everyone

Calculation examples

Important: these are indicative examples. Net impact varies depending on salary, family situation, sector, social security, personal income tax, bicycle allowance, policy, and lease duration.

Employer example calculation

Example: an employer pays a year-end bonus of €3,900 (€3,000 gross plus €900 employer contribution).

• Without bike leasing: the employee receives €3,000 gross, and the employer contribution is a labor cost.
• With bike leasing: the employer still pays €3,900, but the entire amount is converted into a bike lease budget.

For the employer: cost neutral.

For the employee: more value and a larger flexible budget including the bike, insurance, maintenance, and roadside assistance.

In short: you pay the same, but you get healthier, happier, and more motivated employees in return.

Employee example calculation

Situation:

• Gross salary: €3,000 per month
• Employer contribution: 27 percent
• Lease cost: €1,200 per year (€100 per month)
• Duration: 36 months

💡 With gross salary exchange or the year-end bonus, the employee typically pays about half of the actual cost, while it remains fully budget neutral for the employer.

💡 Want to see a more detailed calculation? Read the step-by-step breakdown in this blog: How much does bike leasing cost for employees and employers

Calculate your bike leasing cost

Want to know what bike leasing would cost in your specific situation?

👉 Use our calculator to see the monthly lease amount and salary impact. Note: the tool uses generic parameters. For sector-specific scenarios, we are happy to help personally.

💡 Want to go deeper into bike leasing cost calculations? Read the blog How to calculate bike leasing, covering pricing, legal rules, and basic principles.

From plan to practice: start bike leasing now

Bike leasing does not have to be complicated. With a clear bike policy, smart financing via gross salary exchange or the year-end bonus, and an all-in formula that simply works, employers can take concrete steps toward sustainable mobility, salary optimization, and a benefit employees truly value.

Curious how bike leasing could work in your organization, how much HR time it takes (spoiler: very little), and which setup best fits your sector and compensation structure?

Contact us and we will figure it out together. 👇🏻