The legal mobility budget: 5 benefits for companies

1. Cost and time saving

Believe it or not, the legal mobility budget saves costs.

Think for example of parking costs, fuel or the repair of mirrors after an unfortunate accident.

These mobility costs decrease through the use of shared cars, bicycles, the train …

In the Olympus app, you also enjoy advantageous rates.

In addition, it also reduces the number of working hours lost to administration.

Thierry Devresse from My Mobility Budget Butler, expert and partner in the mobility budget, confirms: “A mobility budget requires less work than managing a company car.

The only thing you have to think about is the implementation. But that effort pays off. Afterwards, you will only gain time.

See how Silverfin implemented the legal mobility budget.

2. Flexibility

The mobility budget provides mobility tailored to the needs of your employees.

They will get to choose out of a long list of means of transport. Bus, train, car sharing, bike sharing, taxi, electric scooters… it can all be done.

This way they are no longer obliged to travel by company car. They choose their own mode of transport.

Thierry continues: “The mobility budget gives your employees a very wide range of mobility options.

All these options respond seamlessly to the needs of your employees based on the time, place and people who may accompany them.

See how Business & Decision experiences the use of the mobility budget.

3. Sustainable mobility policy

When looking at corporate mobility evolutions, sustainable mobility policy is very present. Take a look at the advantageous legislation for electric company cars, for example.

That is precisely what the legal mobility budget is used for.

Not only with an environmentally friendly car, but also through alternative means of transport. You stimulate the use of public and shared transport or the purchase of an (electric) bicycle.

As a result, the legal mobility budget helps reduce CO2 emissions.

Thierry adds: “The mobility budget gives your company a modern and responsible image.

4. Increased productivity

We don’t have to tell you: exercise makes you happy. The same is true when your employees spend less time in traffic.

And happy employees? They are more productive.

All the more reason, therefore, to simplify the use of (shared) bicycles and scooters in your company.

Employees who come to work by public transport also benefit from this. They gain productive hours during the day.

They no longer have to focus on traffic and can use their time productively. The train, for example, is the ideal moment to answer e-mails.

5. An asset in the war for talent

For 6 out of 10 potential employees, a sustainable mobility policy is an important factor in their choice of employer.

With that in mind, you can offer mobility in a cafeteria plan, just like countless other companies have done before you.

But if you really want to stand out in the war for talent? Then the mobility budget is for you.

Thierry agrees. “It’s the most advantageous remuneration for employees under Belgian law. That way, you attract talent and retain it.”

Convinced of the legal mobility budget?

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Sustainable business trips: B-architecten makes it look easy

Who is B-architecten?

B-architecten is a platform of talented designers who want to weigh in on policy and have an impact on the quality of living and life.

Designing is their core task – from door handle to city district – but they also invest in innovative research. They publish and discuss, initiate their own initiatives, and seize opportunities to push the boundaries of their profession.

They are part of the ‘B’ group, together with:

  • B-bis: specialists in private projects and interior assignments
  • B-city: specialists in urban projects
  • B-juxta: specialists in restoration and heritage

Their goal? ‘Improving the architectural landscape’, according to Klaas Adriaensen.

logo B-architecten, klant van Olympus Mobility. Ze verduurzamen eenvoudig hun dienstverplaatsingen

See how they simplified the management of their service trips.

Sustainable architecture and mobility

Klaas: “At B-architecten, we are working towards a sustainable society. That starts with our architecture. Logically, we extend that mentality to the way we travel.”

He explains: “Architects often need to go to projects and appointments.

We looked for a general solution to get our people from point A to point B as quickly and sustainably as possible.”

Did planning your business trips always go smoothly?

Klaas: “We used to have a series of tickets here, for example for the train. There was also a car that was away whenever someone needed it, along with some bicycles.”

The mobility management was an administrative mess.

“Before B-architecten was also present in Brussels and Ghent, everyone came to Antwerp for the right bike keys, car keys, tickets … We then booked these in our Outlook calendars.”

How did you solve the administrative nightmare?

Klaas: We switched to the Olympus app. That way, our architects can easily move around to their projects all over Belgium.

We no longer have to look for car keys, Cambio cards or train passes.

The Olympus app combines all mobility services and replaces our current administration.”

How was the transition to the Olympus app?

Klaas: “Very simple. We first let a group of five employees who often had to go out on the job test out the app. They only gave positive feedback.

We quickly decided to roll out the app for the whole group.

By lowering the subscription rate for employees who barely use the app, we keep costs under control.”

How do you experience the use of Olympus Mobility for your business trips?

Klaas: “Wonderful! There are always cars and train tickets available.

It is also much simpler administratively for our architects. They have the Olympus app at hand and can buy their tickets without any problems.”

Time to talk to an app user

We talked to architect Stéphanie Collier. She and her colleagues use the Olympus app to travel sustainably to projects.

Even in Stéphanie’s private life, she puts the car aside. She and her family prefer to hop on a bicycle or use public transport.

Her favorite mode of transport? That’s got to be the train.

Has the Olympus app changed sustainable mobility for you?

Stephanie: With the Olympus app, I keep discovering new mobility services. Because they’re all bundled into one app, I try actually them out as well.”

She adds: “Because of the Olympus app, I take public transport more often than before.

Klaas picks up on this and says: “The fewer steps you have to take to book your transport, the more you will make use of different forms of transport.

He continues: “We are a relatively young team. We do not have the mindset to cross the whole country by car. With the Olympus app, we can still go anywhere without using a car.”

And that is clear in their commuting as well.

Klaas states: “At this moment there are hardly any employees who come to work by car.

What are the plans for the future in terms of mobility?

Klaas: “Let’s keep going down our current path!”

We certainly agree with that. Great work!

Thanks for the nice conversation, Klaas & Stéphanie. We’re glad that you don’t have to look for car keys anymore. 😉

Want to simplify your expense management as well?

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The legal mobility budget: 5 tips from a mobility expert

Tip 1. Update your mobility policy.

Thierry: “Implementing the legal mobility budget starts with an up-to-date mobility policy. In other words, a mobility policy focused on flexibility and reducing CO2 emissions.

Companies should look at the latest developments in mobility: electric vehicles, charging stations, charging cards… and alternative forms of transportation.

Electric cars fit nicely into Pillar 1 of the legal mobility budget: an environmentally friendly car.

The remaining budget can be spent by employees on alternative forms of transportation under Pillar 2.

Thierry Devresse van My Mobility Budget Butler, partner van Olympus Mobility

Tip 2. Think of teleworking

Thierry: “While you update your mobility policy, don’t forget teleworking either. We don’t call it ‘the new normal’ for nothing.

This extra degree of flexibility increases the success of the legal mobility budget.

By having more people work from home, employees feel less need for a big company car. Instead, they look for alternative solutions such as the mobility budget.”

He goes on: “Employees who work from home 50% of the time can even use their budget to cover housing costs. A very big advantage and one which is being taken advantage of eagerly.”

“The implementation of teleworking in your mobility policy increases the success of the legal mobility budget.”

Thierry Devresse, My Mobility Budget Butler

Tip 3. Get guided through the implementation.

“The setup and implementation of the legal mobility budget take a lot of time. Especially when you try to figure it all out yourself.

With a consultant, you can save yourself tons of work.

He or she has the right expertise and immediately ensures that you are legally in order. With one to three days of consulting from an expert, you can get started.”

See how Silverfin approached the implementation of the legal mobility budget.

Tip 4. Manage administration with the right partner

“The right guidance not only makes the implementation of the legal mobility budget easier. An external partner also saves you a lot of time for managing it.”

Thierry explains: “Keeping track of reimbursements, subscriptions, commuting… it’s a lot of work. Not to mention how to keep track of the different budgets of your employees.

With the right partner, you keep control and stay afloat.

For a completely carefree experience, My Mobility Budget Butler works with Olympus Mobility. This way companies get optimal guidance for both implementation and mobility management.”

Beheer eenvoudig het wettelijk mobiliteitsbudget met Olympus Mobility

Tip 5. Communicate

Thierry: “The legal mobility budget is not immediately clear to everyone. Good communication is therefore essential.

I recommend providing thorough presentations. Tell your employees how it works, what they can use their budget for and how they can easily keep track of it.

You could even make videos.”

Thierry adds with a laugh: “Remember that you will always get questions afterwards. You may have already familiarized yourself with the matter, but for some, it’s completely new.

Still, all your work will pay off. Smooth communication results in greater satisfaction from your employees and greater interest in the legal mobility budget.”

Want to implement the legal mobility budget?

The legal mobility budget: An overview

Overview

  1. What is the legal mobility budget?
  2. Who is entitled to the legal mobility budget?
  3. How do I calculate the legal mobility budget?
  4. How do I implement the legal mobility budget?
  5. Where do employees spend their budgets on in Pillar 2?
  6. How do I keep a record of all my employees’ budgets?

What is the legal mobility budget?

The legal mobility budget is a sustainable and tax-advantageous alternative to the company car. With that budget, employees exchange their company cars for an environmentally friendly car and other alternative forms of transport.

Specifically, the legal mobility budget consists of three pillars:

  1. Environmentally friendly company cars: cars with a maximum CO2 emission of 95 g/km (this regulation will change in 2026 to cars without CO2 emissions).
  2. Sustainable mobility and housing costs: public or shared transport, purchase or maintenance of a bicycle or scooter, rental or loan …
  3. Cash: at the end of the year, your employee will be paid out the remaining budget, after a reduction of 38.07% special employee contribution.

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Who is entitled to the legal mobility budget?

The answer is twofold:

  • Employees who are already driving a company car today.
  • Employees with a position that entitles them to a company car, but don’t (yet) use it.

We also make two remarks here:

  • The legal mobility budget can only be implemented when you have had a mobility policy for three years and when at least one employee has a company car on which he or she pays VAA.
  • When you currently offer salary benefits in exchange for the company car, your employee cannot exchange these benefits for the mobility budget.

How do I calculate the legal mobility budget?

In short? Based on the Total Cost of Ownership (TCO). In other words: the total annual gross cost of the company car.

It includes costs related to the car, such as:

  • The lease or rental price of the car
  • Fuel Insurance
  • CO2 solidarity contribution
  • Non-deductible VAT

For employees who are eligible for the mobility budget, but do not have a company car, it is different. They first choose a fictitious company car. Based on that you determine their TCO.

The two official TCO formulas have since been approved in a royal decree. They will take effect in 2024. When booking a demo, you discover how you can best tackle your TCO calculation.

In the meantime, you can appeal to some concrete guidelines. The budget amounts to …

  • Minimum €3,055
  • Maximum one-fifth of the gross annual salary of the employee or €16,293 per calendar year

These amounts are indexed annually on 1 January.

Already allocated mobility budgets can be adjusted when your mobility policy allows it, without exceeding your company’s sectoral salary index.

Need a practical example? Check out how Business & Decision tackled it.

 

How do I implement the legal mobility budget?

We spoke to an expert in the field, Thierry Devresse of My Mobility Budget Butler, who broke down the implementation into five steps:

  1. Update your mobility policy
  2. Consider teleworking
  3. Draft a policy with an eye to the statutory mobility budget
  4. Establish procedures for the statutory mobility budget
  5. Communicate thoroughly with your employees

He emphasized not tackling this process alone. You will lose a lot of time trying to figure out all the legal regulations.

Social secretariats help with some of the above items, but not all. For a complete unburdening, it is best to involve a consultant such as MMBB.

See how Silverfin tackled this in practice.

Where do employees spend their budgets on in Pillar 2?

We briefly mentioned it earlier. Pillar 2 consists of sustainable means of transport and housing costs. In more detail, it covers …

  • Tickets & subscriptions for public transport within the European Economic Area
  • Tickets & subscriptions for shared transport within the European Economic Area
  • International train tickets within the European Economic Area
  • Purchase of an (electric) bike or scooter
  • Maintenance or equipment for your (electric) bike or scooter
  • Rental costs or mortgage loans of employees who live within a radius of 10 kilometers around the workplace or more than 50% work from home
  • Family members of the employee may also use the budget for the above

As an employer, you are not obliged to enter the full list. It’s best to make sure your offer meets the needs of your employees.

How do I keep a record of all my employees’ budgets?

Keeping track of expenses, remaining budgets, reimbursements… No small feat. With a digital tool like Olympus Mobility, you can keep control.

In the Olympus management portal…

  • You can easily assign budgets to your employees
  • Get a monthly overview of mobility expenses
  • No longer process reimbursements for other external purchases in Pillar 2
  • Download the Pillar 3 report at the end of the year and send it easily to your social secretariat or payroll responsible

Furthermore, your employees also get a real-time overview of their remaining budget in the Olympus app.

Want to implement the legal mobility budget?