The Intercompany Reimbursement Agreement is essential for corporate groups operating in or through the Netherlands who need to formalize their internal cost allocation and reimbursement arrangements. This document is particularly crucial in the context of Dutch tax and corporate law requirements, where formal documentation of intercompany transactions is necessary for tax compliance and transfer pricing purposes. The agreement typically covers various types of costs including management fees, shared services, and operational expenses, while ensuring compliance with Dutch transfer pricing regulations and the arm's length principle. It's commonly used when one group entity incurs costs on behalf of others or provides centralized services that need to be properly allocated and reimbursed within the group structure.
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1. Parties: Identification of the group companies entering into the agreement
2. Background: Context of the agreement, relationship between the parties, and purpose of the reimbursement arrangement
3. Definitions: Definitions of key terms used throughout the agreement
4. Scope of Reimbursement: Details of the costs, expenses, or services subject to reimbursement
5. Calculation Method: Methodology for calculating reimbursable amounts and allocation keys
6. Payment Terms: Timing, currency, and method of payments, including invoicing procedures
7. Documentation Requirements: Record-keeping obligations and supporting documentation needed for reimbursements
8. Transfer Pricing Compliance: Provisions ensuring compliance with transfer pricing regulations and arm's length principle
9. Tax Provisions: Treatment of VAT and other applicable taxes
10. Audit Rights: Rights to audit reimbursement calculations and supporting documentation
11. Term and Termination: Duration of the agreement and termination provisions
12. Governing Law and Jurisdiction: Specification of Dutch law as governing law and jurisdiction for disputes
13. Miscellaneous: Standard boilerplate provisions including severability, entire agreement, and amendments
1. Service Level Requirements: Include when reimbursement relates to specific service levels or performance standards
2. Intellectual Property Rights: Include when reimbursable activities involve creation or use of intellectual property
3. Employee-Related Provisions: Include when reimbursement covers employee costs or secondment arrangements
4. Insurance Requirements: Include when specific insurance coverage is needed for reimbursable activities
5. Confidentiality: Include when reimbursement involves access to confidential information
6. Force Majeure: Include when external events might affect the ability to perform reimbursable activities
7. Group Company Accession: Include when additional group companies may join the arrangement in the future
1. Schedule 1 - Reimbursable Items: Detailed list of costs, expenses, or services subject to reimbursement
2. Schedule 2 - Calculation Methodology: Detailed explanation of cost allocation methods and calculations
3. Schedule 3 - Transfer Pricing Documentation: Required documentation to support arm's length nature of arrangements
4. Schedule 4 - Service Levels: Detailed service level requirements if applicable
5. Schedule 5 - Invoicing Template: Standard format for invoicing and supporting documentation
6. Appendix A - Group Structure: Overview of corporate group structure and relationships
7. Appendix B - Contact Details: Key contact persons for various aspects of the agreement
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