From 1 January 2027, Belgian organisations with at least fifty employees will be obliged to offer the mobility budget. A year later, this rule will be extended to companies employing at least fifteen people. But even before the legislation comes into force, many organisations are already looking at how they can introduce this mobility budget.
Yet they often overlook one crucial question: what should the mobility budget actually be based on? Without a detailed understanding of fleet usage, employees’ mobility patterns and the associated costs, there is a risk that they will draw up a policy that looks good on paper but does not reflect reality.
Fortunately, connected data and telematics provide the insights organisations need for a successful transition to the mobility budget. They reveal how employees travel and how vehicles are used. This enables companies to develop a data-driven mobility strategy and help their staff make informed decisions.
1. Do you really know how your fleet is being used?
Before you draw up a policy on the mobility budget, you first need to understand how vehicles are used on a day-to-day basis. Many companies still base their decisions on assumptions, rules from the past or averages. The operational reality is often different. Some vehicles remain stationary for long periods, whilst others clock up a lot of kilometres. Sometimes journeys could perhaps be avoided or shared.
This raises yet another question: is the size of your fleet in line with your organisation’s actual needs? Do you have the right number of vehicles, and are your staff actually driving the right vehicles?
Telematics provides an objective analysis of usage: journey routes, frequencies, journey times, the distinction between business and private use, utilisation rates and even peak usage times. Data-driven insights enable a shift from a theoretical approach to a concrete understanding of mobility needs. In this way, the mobility budget is not merely a means of replacing a company car with a financial allowance, but a solution for reforming the entire mobility model within the organisation.
2. How can you make your fleet more sustainable?
The mobility budget contributes to the transition towards more sustainable mobility. However, there is no one-size-fits-all solution. After all, there are many differences in usage: some journeys are suitable for alternative modes of transport (cycling, public transport, car-sharing), whilst other situations still require a private car (whether electric or not).
Analysing usage data makes it possible to identify which segments are most relevant for change: regular and short journeys; journeys in urban areas; vehicles that are rarely used, etc. This also gives you a better picture of the potential for electrifying the fleet, as well as the CO₂ savings and the financial impact. This ensures that the transition is measurable, takes place in stages and is in line with operational realities.
3. Do you have the full picture of your mobility costs?
The mobility budget depends on one factor: the true cost of the company car, or the well-known TCO (Total Cost of Ownership). But in practice, people usually don’t know much about these costs. Various variables play a role: fuel/energy, maintenance, leasing, immobilisation, driving behaviour, etc.
Telematics goes beyond a theoretical estimate. It uses real usage data to analyse costs in detail and highlight deviations or inefficiencies. This results in a better-calibrated mobility budget that is more credible for both the company and its staff. It also enables tangible savings for the organisation.
4. Can you guide your staff to make the right mobility choices?
Whilst organisations are obliged to offer the mobility budget, staff retain the freedom to accept it or decline it. In some cases, the current company car remains the most practical solution, particularly when someone frequently travels long distances. For other colleagues, a smaller vehicle or an alternative mode of transport can offer many advantages. Sometimes, employees can even use part of their mobility budget to help pay their rent or mortgage. To do so, however, they must live close to their workplace.
Making the right choice depends on various factors. Yet most employees base their decision on gut feeling rather than insight. Thanks to data and telematics, employers have the knowledge to provide their staff with personalised, evidence-based guidance. This enables them to understand the impact of each option and make the choice that best suits their needs.
5. Are you able to manage your mobility in the long term?
Setting up a mobility budget is not a one-off decision. It must be an ongoing transformation. Once the policy has been implemented, the challenge shifts to managing it: monitoring usage, measuring the impact, adjusting measures and demonstrating results.
Here too, accurate data plays a crucial role. Connected solutions enable real-time monitoring of usage. They measure the impact of decisions and ensure that reporting complies with legal requirements (mileage, business/private use, remote working, etc.). In this way, the mobility budget evolves from an administrative measure into a genuine strategic management tool.
From compliance to performance
The mobility budget is often viewed through the lens of regulations and compliance, or in terms of the benefits for employees. But its true value lies elsewhere. Corporate mobility is no longer limited to fleet management; it is becoming a comprehensive system and a strategic asset for both employers and employees.
In this context, telematics is a crucial step that organisations must take. It enables the shift from gut instinct to informed decisions. Without usage data, it is difficult to make good choices. Telematics not only makes the mobility budget more relevant, but also more measurable, scalable and sustainable in the long term.
