In recent years, the concept of mobility budgets has gained popularity as a means of managing transportation costs and promoting sustainable transportation practices that are tailored to the mobility needs of your employees. Mobility budgets are allocated by employers to their employees for transportation expenses, and can cover various modes of transportation such as a smaller company car (or no longer a company car), public transportation, car-sharing services, and bicycles. This approach has proven to be an effective way of reducing transportation costs while also promoting sustainable mobility practices bespoke to the individual need of the employee.

In the context of fleet management, mobility budgets, TCM are becoming an increasingly important tool for companies looking to optimize their transportation costs and improve the sustainability of their operations. In this article, we will explore the concept of mobility budgets in fleet management, their advantages and challenges, and provide examples of successful mobility budget schemes.

What is Mobility Costs?

Effective fleet management involves controlling mobility costs, which refers to the expenses associated with employee transportation. These costs can include fuel, vehicle maintenance, insurance, parking, taxation costs and other related expenses. Managing mobility costs is essential for companies to remain competitive and profitable, particularly in industries where transportation plays a significant role in operations.

One way companies can manage mobility costs is by implementing a mobility budget scheme. This system allows companies to allocate a set amount of money to their employees for transportation expenses, which can help to control and reduce mobility costs. By providing employees with a budget, companies can also encourage sustainable transportation practices and reduce their environmental impact.

Example – Mobility Budget in Belgium

The Belgian government introduced the Mobility Budget system in 2018, as part of its efforts to promote sustainable transportation practices. The system allows employees to exchange their company car for a mobility budget, which can be used to cover various modes of transportation

These are expressed in 3 pillars:

• Pillar 1 – being a green/electric company car (usually of a lower budget)
• Pillar 2 – alternative transport such as public transportation, car-sharing services, bicycles,
• Pillar 3 – remainder budget paid in cash and taxed relatively low (38.07%).

The mobility budget is determined based on the TCO value of the employee’s company car (or the average TCO of the relevant car policy category or reference car) and can be used to cover all transportation expenses covered by the 3 pillars.

The Belgian Mobility Budget system has several advantages, including reducing traffic congestion, promoting sustainable transportation practices, and reducing carbon emissions offering bespoke mobility for every individual employee. However, it also presents challenges, such as the need for clear communication and coordination between employers and employees, as well as the need for adequate infrastructure to support sustainable transportation options.

Taxation of Mobility Budgets in the Netherlands

In the Netherlands, contrary to Belgium, mobility budgets are subject to taxation, which can affect the success of a mobility budget scheme. The tax treatment of mobility budgets in the Netherlands varies depending on the specific circumstances of the employee and the company. In general, the mobility budget is subject to income tax and social security contributions, although tax exemptions may apply for certain sustainable transportation options such as electric vehicles or bicycles.

To ensure the success of a mobility budget scheme in the Netherlands, it is essential for companies to understand the tax implications and communicate them effectively to their employees. This can involve providing employees with detailed information about the tax treatment of mobility budgets, as well as offering support in navigating the taxation process.

Examples of Good Mobility Budget Schemes

Several companies have successfully implemented mobility budget schemes, achieving cost savings and promoting sustainable transportation practices. For example, the pharmaceutical company Novartis introduced a mobility budget system in Switzerland, which allowed employees to exchange their company car for a mobility budget that could be used for public transportation or car-sharing services. The system resulted in a 17% reduction in the number of company cars, leading to significant cost savings for the company.

Another example is the mobility budget scheme implemented by the Dutch energy company Eneco. The company offers its employees a range of sustainable transportation options, including electric vehicles, bicycles, and public transportation passes, all of which are covered by the mobility budget. The scheme has been successful in reducing carbon emissions and promoting sustainable transportation practices among employees.

Advantages of Mobility Budgets in Fleet Management

Mobility budgets offer several advantages for companies and their employees, including:

• Improved Cost Management: Mobility budgets can help companies manage transportation costs more effectively. By allocating a fixed budget to employees for transportation expenses, companies can control their transportation spending, reduce travel costs, and increase transparency in their transportation expenditures.
• Increased Employee Satisfaction: Providing employees with the flexibility to choose their preferred mode of transportation can enhance employee satisfaction and retention. Mobility budgets can give employees the freedom to choose the mode of transportation that best suits their needs, whether it be public transportation, car-sharing services, or bicycles.
• Enhanced Environmental Impact: Mobility budgets can help companies reduce their carbon footprint and promote sustainable transportation practices. By encouraging the use of public transportation and cycling, mobility budgets can reduce the number of cars on the road, resulting in fewer emissions and a cleaner environment.

In addition to these benefits, mobility budgets can also help companies comply with local regulations and reduce the administrative burden associated with managing transportation expenses. By streamlining the reimbursement process, companies can save time and money while also promoting sustainable transportation practices.

Overall, mobility budgets offer several advantages for companies and their employees, making them an effective tool for optimizing transportation costs and promoting sustainability in fleet management.

Challenges of Implementing Mobility Budgets

While mobility budgets offer several advantages, implementing a mobility budget scheme can also present challenges. Here are some common challenges that companies may face:

Cultural Resistance: Employees may be resistant to change and may prefer to stick with their current mode of transportation. Implementing a mobility budget scheme may require a cultural shift within the company, which can be challenging.

Administrative Complexity: Mobility budgets require a correct legal set-up and respect for formal requirements, careful administration, including tracking expenses, managing reimbursements, and communicating with employees. This administrative burden can be challenging for companies that are not prepared to manage these tasks.

Taxation and Compliance: Taxation rules and regulations can vary by jurisdiction, making it challenging to implement a mobility budget scheme that complies with local regulations. In some cases, mobility budgets may also be subject to taxation, which can reduce their effectiveness.

To overcome these challenges, companies can take several steps, including:

• Consult the right partner who has the necessary experience and can help you setting the stage
• Clear Communication: Clear communication with employees is essential for the success of a mobility budget scheme. Employers must clearly explain the benefits of the scheme and the requirements for participation.
• Technology: Technology can simplify the administration of mobility budgets, making it easier to track expenses, manage reimbursements, and communicate with employees.
• Flexibility: Mobility budgets should be flexible to allow for different transportation needs and preferences. Employers can work with employees to develop a scheme that meets their needs while also achieving the company’s transportation goals.

Overall, while implementing a mobility budget scheme can present challenges, these challenges can be overcome with the right approach and the help of an experienced partner.

Conclusion

Mobility budgets are an effective tool for managing transportation costs and promoting sustainable transportation practices in fleet management. By allocating a fixed budget to employees for transportation expenses, companies can reduce their transportation spending, increase transparency, and promote environmental sustainability and provide bespoke mobility for employees.

While implementing a mobility budget scheme can present challenges, these challenges can be overcome with a correct set-up respecting legal and formal requirements, clear communication, technology, and flexibility. Ultimately, the benefits of mobility budgets outweigh the challenges, making them a worthwhile investment for companies looking to optimize their transportation costs and promote sustainability.

As companies look for ways to reduce their carbon footprint and improve their environmental impact, mobility budgets offer a practical solution that can deliver tangible benefits. We encourage companies to consider implementing a mobility budget scheme and explore the potential advantages that this approach can offer for their operations, their employees, and the environment.

Fleet360 would be pleased to discuss your needs, your journey and our way of guiding you through the process.