Enregistrement de kilométrage pour les PME : Ce que vous devez savoir cover

Mileage Registration for SMEs: This Is What You Need To Know

Reading Time: 3 minutes
Last updated on 3 July 2024
Jonathan De Weirt
Jonathan De Weirt,
Mobility Advisor

Mileage registration requires a lot of manual work. Filling out and collecting Excel files, adjusting your bike allowances, devising a work-from-home policy…

As an SME, you’d rather not waste time on these administrative processes. Discover how you can optimize your mileage registration.

What is mileage registration?

Mileage or trip registration involves tracking the distance traveled by your employees during a given period. This includes trips made in a private or company car, as well as distances covered by bike or on foot.

Depending on the small to medium-sized company (SME), you may record business trips and/or commutes. In some companies, work-from-home days are also tracked. Therefore, mileage registration encompasses every work-related trip.

After your employees register their journeys, your payroll officer receives a monthly summary. They then calculate the corresponding mileage allowance. Your employee subsequently receives a payment on their payslip.

You’ll need these details

  • Date and time of the trip
  • Start and end address of the trip
  • Type of trip (business, commuting, working from home)
  • Mode of transportation (private or company car, bicycle, walking)
  • A brief explanation about the trip (optional)

Easily register miles

Some companies still ask employees to log their mileage in an Excel file. Such a manual process wastes valuable time.

Mileage tracking is more efficient through a mobility app. Your employees always have their smartphones at hand. In just a few seconds, the trip or remote work can be registered in the app.

They no longer need to open their laptop, search for the right Excel file and will never forget to submit their trip again. Win-win-win.

How does registering miles in a mobility app work?

Firstly, your employees indicate their mode of transportation:

  • Private or company car
  • Bicycle
  • On foot

Along with the type of journey:

  • Business trip
  • Commuting
  • Or working from home

The trip is recorded on the correct day and time. If necessary, your employees briefly explain their journey. This way, you as a mobility manager maintain control.

With such a platform, you thus obtain a digital overview of the journeys within your SME. You save time and money and prevent errors in your administration. Meanwhile, your employees enjoy a simplified registration system.

One app for all your corporate mobility needs

In the Olympus app, your employees can easily register

  • Commuting by bike, company or private car, or on foot
  • Business trips by bike, company or private car
  • Remote work

The distance is calculated automatically. If applicable, your employees can also add a brief explanation or set up recurring trips.

You can seamlessly integrate the mileage registration tool with the management of your bike leasing or offer more than 35 flexible mobility options. The possibilities are fully customizable for your SME.

Want to know more about mileage registration in the Olympus app?

Manage your mileage allowance as well

As an SME, you also gain access to the Olympus management portal, in addition to the Olympus app. On this platform, you can keep track of the miles traveled, as well as the associated mileage allowances.

For each employee, you determine the mileage allowance for

  • Commuting by bike, car, or on foot.
  • Professional trips by bike or car.

You can also easily set up your remote work allowance.

The mileage allowance in Belgium changes quarterly

Benefits of digital mileage registration

  1. Digitally recording mileage makes the whole process more efficient and reduces paperwork.
  2. It ensures that the records are accurate and up-to-date, with less chance of data errors.
  3. It provides clearer and more transparent reporting of the recorded mileage, making it easier to analyze and optimize costs.

Best practices when implementing a digital tool

Changed processes may also bring challenges. Here you’ll find a solution for every situation.

1. Inform your employees

Initially, you can expect some questions. Therefore, it’s important to communicate about the change before starting. Even during and after the transition period, it remains crucial to keep reminding your employees how they smoothly register their miles.

Of course, Olympus Mobility is also here to help. Our support team resolves 95% of inquiries within 24 hours for you and your employees.

2. Register at your convenience

With the Olympus app, your employees can register their travel on the go. They always have their mileage registration tool at hand.

Did your employees forget to fill in their registration right away? They have until next month to log their miles. This is also convenient when they temporarily don’t have service.

3. Handle data with care

The Olympus platform continuously monitors, scans, and secures its data. If employees are hesitant about sharing their location information, you can reassure them that Olympus Mobility always handles this with the necessary care and attention. This naturally applies to you as the mobility manager as well.

4. Give your employees time

Not all employees may transition smoothly to new technology. But that’s not an issue. Feel free to schedule an online meeting with them to explain the Olympus app. Olympus Mobility is happy to assist.

5. Register your miles with the Olympus app

This site is registered on wpml.org as a development site. Switch to a production site key to remove this banner.