Mobility budgets and expense claims arranged in a single tool
Atos is a global leader in digital transformation with 107,000 employees in 73 countries. European number one in Cloud, Cybersecurity and High-Performance Computing, the Group provides end-to-end Orchestrated Hybrid Cloud, Big Data, Business Applications and Digital Workplace solutions.
“Mobility is an important employment condition for employees, so it has to be properly arranged.” Those are the words of Pierre van der Loo, who is responsible for Compensation & Benefits at Atos; IT unit. In his position, Pierre is concerned with the employment conditions of all 2,800 employees in the Netherlands and therefore also with their mobility. “We use one easy expense claim tool for the administration and processing of all expense claims and mobility budgets. We’ve been a customer of XXImo for many years now.”
Pierre: “Our head office is in Amstelveen and we have two other branches, one in Eindhoven and one in Groningen. Our employees often also work on location at the customer. You can imagine they cover a lot of kilometres. There are employees with a lease car, with a mobility budget and employees who claim kilometres. The administration thereof must be easy, flexible and fiscally correct. When choosing a supplier, we therefore also looked closely at knowledge and experience, so we knew the system had been well thought out and developed. That’s how the collaboration with XXImo came about.”
“This is how the mobility budget works: employees with a mobility budget claim the kilometres actually covered at a fixed rate, which are paid net. The remaining mobility budget will be paid gross later.
From January 2022, the employees, who previously received a tax-free fixed kilometre allowance, will now also receive a mobility budget in which they must claim the kilometres actually driven in order to be eligible for a net allowance. The tax-free fixed allowance is no longer allowed for tax purposes, so this budget form is a good alternative."
Together with the account manager of XXImo, I looked at how we could best structure this. He comes up with good ideas, helps answer all questions and prepares communication. That’s nice
Pierre: “Our employees currently work partly at home and partly at the office or at the customer. The way we work and travel is changing. In recent years, like any other organisation, we’ve noticed we don’t really need to travel so much for work. We can now all be at the office or at the customer's for about 2 days and work from home for 3 days. An important reason to reconsider our mobility policy.”
“We started a Mobility Brainstorming Group. This group includes employees from HR, Purchasing and members of the works council. Together we discuss developments in the market and the wishes and possibilities to respond to them. By getting all internal stakeholders together in good time, we’ll have a broadly supported mobility policy.”
“Flexible mobility is the future. Not every employee wants a lease car these days. For example, people live in the city or no longer want to be tied to a lease contract for five years. It must be possible for mobility to move along with the needs of the employee. In addition to flexibility, reducing CO2 emissions is an important topic for Atos.”
The most flexible form of mobility is a personal mobility budget from which everyone can make any desired transport choice, while as an organisation, you can still control the costs. That is the solution that Atos may opt for in the future.