How to Implement a Mobility Budget and Boost Employee Satisfaction

The Shift Towards Mobility Budgets: Why Now?

In recent years, the concept of mobility budgets has gained traction among companies looking to modernize their mobility policies. The impending 2026 mandate for mandatory mobility budgets for companies offering company cars in Belgium signifies a fundamental shift. This change urges companies to rethink their strategies and prepare proactively.

The primary driver behind this shift is the need for budget-neutral solutions that offer flexibility and sustainability. Traditional company car policies are becoming outdated, and employees increasingly seek options that align with their lifestyle and environmental concerns. This evolving landscape makes it imperative for companies to adopt mobility budgets not just to comply with regulations but to stay competitive and attractive to modern talent.

Understanding the Three Pillars of a Mobility Budget

A mobility budget might sound complex, but its structure is straightforward. It is built around three main pillars that offer employees a range of choices on how to spend their allocated budget:

Pillar 1 – Environmentally Friendly Car: Employees can opt for a 100% emission-free vehicle. From 2026 onwards, this will be the only permissible option under this pillar, supporting the broader goal of reducing carbon footprints.

Pillar 2 – Sustainable Mobility and Housing: This pillar covers a variety of options, from public transport, bicycles, and carpooling to housing costs for employees living close to work or frequently teleworking. This pillar is also the most tax-efficient.

Pillar 3 – Cash Balance: Any unspent budget can be converted into a net cash payout, albeit with a deduction (38.07%). This flexibility ensures that employees can make the best use of their budget according to their personal needs and preferences.

By understanding these pillars, companies can provide their employees with a comprehensive and flexible mobility solution that addresses various lifestyle needs.

Evaluating and Revising Your Current Mobility Policy

Before implementing a mobility budget, it is crucial to evaluate your current mobility policy. This involves assessing the existing car policy and identifying areas that need revision. Given that the transition to a mobility budget demands time and preparation, starting early is beneficial.

Key factors to consider include:

• Current Vehicle Fleet: Assess the types of vehicles in your current fleet and their associated costs.
• Employee Preferences: Conduct surveys or meetings to understand what your employees value in their mobility options.
• Policy Flexibility: Determine how flexible your current policy is and what changes are needed to accommodate a mobility budget.

Revising your policy to align with the mobility budget framework will require careful planning and communication with all stakeholders.

Calculating the Total Cost of Ownership (TCO)

The Total Cost of Ownership (TCO) is a critical component of the mobility budget. It includes all costs associated with owning and operating a vehicle, such as purchase price, fuel, maintenance, insurance, and taxes. Accurate TCO calculations ensure that the mobility budget remains budget-neutral.

To calculate TCO, you can use two methods:

• Forfaitaire Calculation: This method uses standard formulas and is simpler to manage.
• Real Costs Calculation: This method is more detailed and based on actual expenses over four years, offering a more accurate picture.

Using tools like the Mobility Calculator simplifies this process, providing legally compliant and precise calculations with just a few clicks. This tool eliminates the need for complex calculations and deep dives into non-core business areas, allowing you to focus on strategic decision-making.

Ensuring Compliance with Legal and Fiscal Requirements

Compliance is a crucial aspect of implementing a mobility budget. The legal framework mandates specific requirements that must be met to ensure the budget is legally sound and fiscally advantageous.

Key compliance points include:

• Minimum and Maximum Budgets: The mobility budget must fall within the legal ranges, with a minimum of €3,164 per year and a maximum of €16,875 per year or 20% of the gross annual salary.
• Documentation: A written agreement must be appended to each employment contract, and employees must submit a formal request to participate in the mobility budget.
• Traceability: Full traceability is required to ensure compliance during audits.

Adhering to these requirements ensures that your mobility budget is legally compliant and financially efficient.

Leveraging the Mobility Calculator for Accurate Budgeting

The Mobility Calculator is an indispensable tool for implementing a mobility budget. It simplifies the calculation of TCO and helps in determining the correct budgets for all employees. This tool ensures that your mobility budget is compliant with legal standards and tailored to your company's specific needs.

Using the Mobility Calculator offers several benefits:

• Time Efficiency: Save time with quick calculations that provide instant results.
• Accuracy: Ensure precise and legally compliant budget calculations.
• Ease of Use: Avoid the complexity of manual calculations and focus on strategic planning.

With the Mobility Calculator, you can streamline the implementation process, making it easier to manage and more efficient.

Communicating Changes Effectively to Your Team

Effective communication is vital when introducing a mobility budget. Employees need to understand the benefits and how the new system works. Clear and transparent communication helps in gaining their acceptance and enthusiasm.

Steps to communicate changes include:

• Informative Sessions: Hold meetings or webinars to explain the mobility budget concept and its benefits.
• Detailed Documentation: Provide written materials that outline the new policy, the choices available, and the process for opting-in.
• Feedback Mechanism: Establish a system for employees to ask questions and provide feedback, ensuring they feel heard and involved in the transition.

By keeping your team informed and engaged, you can foster a smooth transition to the new mobility budget system.

Partnering with Experts for Seamless Implementation

Implementing a mobility budget can be a complex process, but partnering with experts can make it seamless. Experts bring in-depth knowledge and experience, ensuring that all aspects of the implementation are handled efficiently.

Benefits of partnering with experts include:

• Expertise: Gain access to specialized knowledge and best practices.
• Compliance Assurance: Ensure that all legal and fiscal requirements are met.
• Time Savings: Save time by outsourcing complex tasks and focusing on core business activities.

By collaborating with experts, you can ensure a smooth and successful implementation of your mobility budget, providing your employees with the flexibility and options they need while maintaining budget neutrality.