1. Expense or allowance?

A mobility expense is a payment made by an employer to his employee, for which the employer or the employee has made an additional purchase. For example: buying a parking ticket.

A mobility allowance is the reimbursement of a trip that does not require an additional purchase. For example: a business trip with the employee's own car.

2. Which expenses/allowances can be managed in Mbrella?

2.1 Federal mobility budget

A Belgian incentive that allows employees to exchange their company car for a mobility budget. Employees can use this budget to spend on alternative and sustainable mobility without paying taxes on it.

In Mbrella this is registered as ‘Legal mobility budget’ (= Legal budget).

2.1.1 Activation by the employer

The legal budget needs to be assigned per employee.

2.1.2 Use by the employee

Budget

Means of Transport

Criteria

Wage code

Federal mobility budget

Public Transport

paid by Employer

Via Expenses

Reimbursable: no

Category: Public Transport

Budget: Legal

No wage code (no salary impact)

Federal mobility budget

Public Transport

paid by Employee

Via Expenses

Reimbursable: yes

Category: Public Transport

Budget: Legal

65B Mobility Budget (pillar 2)

Federal mobility budget

Shared Mobility

paid by Employer

Via Expenses

Reimbursable: no

Category: Kick scooter/Taxi/Shared Car

Budget: Legal

No wage code (no salary impact)

Federal mobility budget

Shared Mobility

paid by employee

Via Expenses

Reimbursable: yes

Category: Kick Scooter/Taxi/Shared car

Budget: Legal

65B Mobility Budget (pillar 2)

Federal mobility budget

Bike leasing

paid by employer

Via Expenses

Reimbursable: no

Category: Bike leasing

Budget: Legal

65A Mobility Budget (pillar 2)

Federal mobility budget

Bike leasing

paid by employee

Via Expenses

Reimbursable: yes

Category: Bike Leasing

Budget: Legal

65B Mobility Budget (pillar 2)

Federal mobility budget

Balance of Mobility Budget paid in cash

  • If there is a remaining balance at the end of December, Mbrella will inform the employer.

  • When the employee leaves the company, the folowing procedure has to be followed. You can choose this option as soon as the employee has been deployed in Officient (if the integration is active).

    Via employees

  • Offboardings

  • Actions: cash out

46B Payout of mobility budget balance

Federal mobility budget

Housing costs

Via expenses

Reimbursable: yes

Category: mortgage interest

Budget: legal

65B Mobility Budget (pillar 2)

2.2 Expenses/Allowances – Car & Motor Scooter

E.g.: the employee visits a customer with his own car and has to receive a mileage allowance for this.

2.2.1 Activation by the employer

The ‘Car & Scooter kilometer allowance’ can be assigned in the Mbrella Mobility Hub.

2.2.2 Use by the employee

Budget

Means of transport

Criteria

Wage code

No budget

Own car/scooter

Via allowance

Add: Car & Motor Scooter kilometer allowance

085 Allowance for car mileage

2.3 Expenses/Allowances – Public Transportation, Kick Scooter, Taxi, Shared Car…

E.g. An employee takes the bus to a customer and has to receive an allowance for this.

! PLEASE NOTE THAT THIS IS THE USE OF SHARED MOBILITY AS AN EXTRA EXPENSE. SHARED MOBILITY AS PART OF THE CAFETERIA PLAN IS EXPLAINED IN ARTICLE ‘2.9 BUDGET AS PART OF THE CAFETERIA PLAN’.

2.3.1 Activation by the employer

The business budget needs to be assigned per employee (unlimited).

In Mbrella this is registered as ‘Business Mobility Budget (= Business Budget).

2.3.2 Use by the employee

Budget

Means of transport

Criteria

Wage code

Business Budget

Public Transport

paid by Employer

Via Expenses

Reimbursable: no

Category: public Transport

Budget: Business

65C Allowance for displacements – paid by employer

Business Budget

Public Transport

paid by Employee

Via Expenses

Reimbursable: yes

Category: Public Transport

Budget: Business

087 Allowance for travel costs/displacements

Business Budget

Shared Mobility

paid by Employer

Via Expenses

Reimbursable: no

Category: Kick Scooter/Taxi/Shared Car

Budget: Business

65C Allowance for displacements – paid by employer

Business Budget

Shared Mobility

paid by Employee

Via Expenses

Reimbursable: yes

Category: Kick Scooter/Taxi/Shared car

Budget: Business

087 Allowance for travel costs/displacements

2.4 Bike Allowance

2.4.1 Activation by the employer

The ‘Bike kilometer allowance’ can be assigned in the Mbrella Mobility Hub.

2.4.2 Use by the employee

Budget

Means of transport

Criteria

Wage code

No budget

Bike – commute

Via allowance

Add: Bike kilometer allowance

694 Bike Allowance (up to 0€,24/km)

696 Bike Allowance (from €0,25/km)

Business Budget

Bike – expenses/allowances

This feature is not possible

087 Allowance for travel costs/displacements

Flex Mobility Budget

Bike

Via allowance

Add: Bike kilometer allowance

694 Bike Allowance (up to €0,24/km)

696 Bike Allowance (from €0,25/km)

2.5 Commute – Car and occasional Public Transport

! PLEASE NOTE THAT THIS FEATURE IS NOT YET AVAILABLE.

2.6 Commute – Public Transport: Third-party Payer Agreement

2.6.1 Activation by the employer

The Public Transport Subscriptions can be assigned per employee in the Mbrella Mobility Hub.

2.6.2 Use by the employee

Budget

Means of transport

Criteria

Wage code

No budget

Public Transport – Third-party Payer Agreement

The employee buys the subscription chosen by the employer via the Mobility Hub.

697 Allowance for commute – paid by employer

2.7 Home working Allowance

! PLEASE NOTE THAT THIS FEATURE IS NOT YET AVAILABLE.

2.8 Budget as part of the Cafeteria Plan

In Mbrella this is registered as "Flex Mobility Budget" (= Flex Budget).

2.8.1 Activation by the employer

The Flex Budget can be assigned as part of the Cafeteria Plan.

2.8.2 Use by the employee

Budget

Means of transport

Criteria

Wage code

Flex Mobility Budget

Public Transport

Paid by employer

Private use

Via expenses

Reimbursable: no

Category: Public Transport

Budget: Business

490 Various Benefits

Flex Mobility Budget

Public Transport

Paid by employer

Commute

Via expenses

Reimbursable: no

Category: Public Transport

Budget: Business

490 Various Benefits

Flex Mobility Budget

Public Transport

Paid by employee

Private use

Via expenses

Reimbursable: yes

Category: Public Transport

Budget: Flexi Private Purpose

087 Allowance for travel costs/displacements

490 Various Benefits

Flex Mobility Budget

Public Transport

Paid by employee

Commute

Via expenses

Reimbursable: yes

Category: Public Transport

Budget: Flex Commute to work

087 Allowance for travel costs/displacements

490 Various Benefits

Flex Mobility Budget

Kick Scooter/Taxi/Shared Car Paid by employer

Private use

Via expenses

Reimbursable: no

Category: Kick Scooter/Taxi/Shared Car

Budget: Flexi Private Purpose

490 Various Benefits

Flex Mobility Budget

Kick Scooter/Taxi/Shared Car Paid by employer

Commute

Via expenses

Reimbursable: no

Category: Kick Scooter/Taxi/Shared Car

Budget: Flex Commute to work

490 Various Benefits

Flex Mobility Budget

Kick Scooter/Taxi/Shared Car Paid by employee

Private use

Via expenses

Reimbursable: yes

Category: Kick Scooter/Taxi/Shared Car

Budget: Flexi Private Purpose

087 Allowance for travel costs/displacements

490 Various Benefits

Flex Mobility Budget

Kick Scooter/Taxi/Shared Car Paid by employee

Commute

Via expenses

Reimbursable: yes

Category: Kick Scooter/Taxi/Shared Car

Budget: Flex Commute to work

087 Allowance for travel costs/displacements

490 Various Benefits

Flex Mobility Budget

Bike Leasing

Via expenses

Reimbursable: yes

Budget: Flex Commute to work

498 Company Bike

Flex Mobility Budget

Company Car/Lease

Input via Officient Fleet

This is not possible in Mbrella as the additional data (e.g. CO2) is not available

462 Benefit company vehicle commute/private

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