Mobility budget onboarding and compliance checklist

Mobility budget policy implementation checklist

Before launching a mobility budget, companies should verify the following elements to ensure smooth implementation, employee adoption, and compliance with Belgian mobility regulations.

1. Eligibility conditions for employer and employee (write a mobility policy)

‍Verify whether your company and employees meet the legal conditions to grant a mobility budget, including eligibility linked to company car policies and employee categories. You can also add specific terms, such as employees can only join when their lease agreement expires, or you can limit housing costs to a certain amount. You need help writing your mobility policy? Contact us or get our 100% legally compliant templates.

2. Receive a written request

‍Does your employee want to switch to the mobility budget? Awesome! The system requires a written request from the employee, for example by e-mail.

3. TCO calculation methodology (determine the size of the budget)

‍Define a clear and consistent Total Cost of Ownership (TCO) calculation, as this determines the amount available within the mobility budget. We can take care of that too!

4. Mobility policy and approval rules

‍Establish transparent policy rules covering eligible expenses, approval workflows, spending conditions, and mobility categories available to employees.

5. Payroll and reimbursement integrations

‍Ensure that payroll systems and reimbursement flows are properly connected to avoid manual administration and reduce compliance risks.

6. EV charging and home charging policies

‍Clearly define how public charging, home charging reimbursements, charging cards, and charging budgets will be managed within the mobility policy.

7. Communication towards employees

‍Employees should understand how the mobility budget works, what options are available, and how expenses, reimbursements, and approvals are handled.

8. Mobility budget categories and spending limits

‍Define which mobility expenses are allowed within the budget and whether specific limits apply to categories such as public transport, EV charging, bikes, or shared mobility.

9. Audit logs and expense visibility

‍Companies should maintain clear reporting and audit trails to monitor approvals, reimbursements, policy compliance, and overall mobility spending.

10. Procedures for contract changes or employee departure

‍Define in advance how mobility budgets, company cars, reimbursements, and ongoing mobility expenses are handled in case of dismissal, resignation, or contract changes.

11. Sign an addendum to the contract

‍Take care of the administrative part: sign an amendment to the contract. This document contains your employee's agreement to exchange their traditional car for a budget and determines the size of the budget and the conditions.

12. Manage your budget

‍As soon as your employee starts with the mobility budget, he must be able to consult his balance at any time. Skip the paperwork and use Mbrella to manage the budget. We sync with your social secretariat to ensure a smooth payroll.

Common mistakes when implementing a mobility budget

Many companies underestimate the operational complexity of implementing a mobility budget. Common challenges include:

• unclear mobility policies
• inconsistent approval processes
• incorrect TCO calculations
• payroll integration issues
• unclear rules around reimbursements and charging costs
• poor communication towards employees

As mobility budgets become mandatory for more employers from 2027 onwards, companies increasingly need structured mobility governance instead of ad hoc reimbursements or manual spreadsheets.

What are the legal obligations regarding mobility budgets in case of dismissal or contract changes?

When an employee leaves the company or changes role, employers should clearly define how the mobility budget is handled within their mobility policy.

Companies typically need to consider:

• whether the employee remains eligible for a company car
• the impact of role or salary changes on the mobility budget
• lease contract timing and transition periods
• reimbursement and payroll implications
• internal approval and communication procedures