In Belgium, employees who are entitled to a company car can opt for a Mobility Budget instead.

The Mobility Budget is a monthly allowance calculated based on the Total Cost of Ownership (TCO) of the company car (including leasing, fuel, insurance, and other related costs).

Instead of receiving a company car, this amount is made available as a flexible budget that employees can use for mobility and housing expenses.

Some companies choose to:

• Allow employees to submit all mobility-related expenses for approval
• Provide visibility on the remaining mobility budget

1. Flag Mobility Budget Expenses

 Admin settings configuration

There are multiple ways to identify mobility budget expenses in Rydoo. As an Admin, you can choose the approach that best fits your company's setup:

💡 Flexible setup options:

• Custom field
• Payment method
• Expense category
• User field

Example: Custom Field

• Create a custom field: “Mobility Budget”
  • Add list values: Yes / No
  • Set “No” as default
    • Most expenses are not mobility-related, so users only adjust this field when needed

💡 You can also enable this custom field as a reporting filter, allowing Finance teams to easily extract mobility-related expenses.

Example: Payment Method

• Create a dedicated payment method:
  • Type: Transfer
  • Name: Paid with Mobility Budget
  • Ownership: Company
    • This ensures these expenses are treated as non-reimbursable 

2. Track Budget Usage

Admin settings configuration 

Create an expense rule to inform users about their budget usage:

• Users: Select applicable users
• Conditions:
  • Custom field “Mobility Budget” = Yes
  • Amount > €1
• Action:
  • Add an info flag with message:

“Maximum Mobility Budget is €1000 per year. You've used {{totalAmount}} EUR so far.”

❗ Important notes:

• Include {{totalAmount}} in the message to display the amount already spent
• This only works with rule conditions based on time periods (day/week/month/year)

User perspective

When submitting an expense flagged as mobility budget:

• Users will see an info banner
• The banner shows how much of their budget has already been used

3. Enforce Budget Limit 

Admin Settings configuration 

Create a second expense rule to handle cases where users exceed their budget:

• Define the maximum allowed amount (e.g. €1000/year)
• Apply conditions similar to the previous rule
• Add an action to:
  • Flag or block submission of the expense, when the limit is exceeded

User Experience

• If the user exceeds the allowed budget:
  • They receive a warning or error message

  • Submission can be restricted, depending on configuration