📌 What is it?
The mobility budget in RewardFlex allows your company to allocate a budget to your workers to cover their mobility expenses. This guide details the configuration steps to follow during your onboarding on the platform.
✅ Mandatory prerequisite: create your groups
Before starting the mobility budget configuration, you must create your worker groups in RewardFlex. This step is mandatory — the entire mobility budget configuration is built on these groups.
📋 Mandatory data per worker
For the mobility budget calculations to be correct, the following data must be entered for each worker:
Home-to-workplace distance (in km, calculated by road)
Gross annual salary (required for budget calculations and compliance with legal requirements)
🔀 Three configuration options
When setting up your mobility budget, you choose between three approaches:
Option A — Use the Monizze policy template: a standard pre-configured policy with default rules.
Option B — Bring Your Own Policy: a fully customised configuration with upload of your own policy.
Option C — Off-platform policy: choose this option if your employees have already signed the policy outside of RewardFlex. No document will be generated or signed on the platform; all employees will be automatically marked as signed.
The steps are similar for all three options, with a few differences detailed below.
🛠️ Configuration steps
In Mobility Budget, click on "Set up a mobility budget".
1️⃣ Policy selection
Choose between the three policy options.
2️⃣ Budget allocation by group
Define the budget allocated to each worker group.
Option A (Monizze): budgets are defined per group according to fixed amounts.
Option B (Custom): you have full flexibility over amounts, with no predefined increment.
Option C (Off-platform): you have full flexibility over amounts, with no predefined increment.
⚠️ Your groups must be created beforehand in the Groups tab. Worker data can also be uploaded at this stage if you wish.
3️⃣ Beneficiary configuration
Review and complete each worker's data. Several types of budgets can be configured:
Variable budget: automatically calculated based on the home-to-workplace distance.
With Options B and C, you can also opt for a fixed variable budget per group, or apply no variable budget at all.
Transferred budget: allows adjustments or historical budget data to be added.
Custom budget: you can replace the calculated budget with a specific amount for a particular worker.
ℹ️ Regardless of the option chosen, you can always individually adjust the budget of any worker.
📢 Checking worker compliance
Once added, the worker appears in the group list with one of the following two statuses:
✅ Compliant — All worker data is in order. You can proceed directly to the invitation sending step.
🔴 Non-compliant — Data is missing or incorrect. Click on the red pencil and complete the missing fields, which will be highlighted in red.
⚠️ The worker is still marked as "non-compliant" even though all fields are green?
Two possible reasons in the context of a mobility budget:
The budget amount exceeds 20% of the worker's annual gross salary. This is a legal requirement — the budget must be adjusted accordingly.
👉 Refer to the article on annual gross salary calculation.
The mobility budget amount does not comply with the legal caps. For 2026, the mobility budget must be between €3,233 (minimum) and €17,244 (maximum), while also respecting the 20% gross annual salary rule.
4️⃣ Service activation
Activate the available mobility services for each group. The services available under the mobility budget are:
Car leasing
Electric vehicle purchase
Electric vehicle leasing
Public transport subscription
Public transport ticket purchase
Micro car leasing
Micro car purchase
E-moto purchase
E-moto leasing
Bike leasing
Parking ticket
Car sharing
Car rental
Taxi services
Motorbike/scooter purchase
Other services (for expenses not falling within predefined categories)
Rent or mortgage reimbursement — radial distance option (available if the worker lives within 10 km as the crow flies from the workplace)
Rent or mortgage reimbursement — remote work option (available if the worker works remotely at least 50% of the time, monthly proof required)
Year-end reimbursement (pillar 3): automatically reimburses the remaining mobility budget balance at year-end.
Each service is classified under a payment category (1, 2 or 3) in accordance with mobility budget regulations.
5️⃣ Company global settings
Closing date: define the monthly expense reconciliation date.
Public transport: indicate whether public transport expenses are covered by the mobility budget or via third-party payments.
6️⃣ Policy (specific to Option B)
If you have chosen the Bring Your Own Policy option, upload your own policy here in the desired languages.
With Option A (Monizze), this step does not apply — the standard Monizze policy is used and no upload is required.
7️⃣ Go-live scheduling
Schedule the go-live date for each group.
⚠️ The go-live date cannot be retroactive — it must always be set in the future.
Once the date is reached, workers associated with active groups automatically receive an email invitation to access their mobility budget and sign the necessary documents.
👉 Find the details of this process here: What happens when I launch my mobility budget live?
🔍 Key differences between options
| Option A — Monizze Policy | Option B — Bring Your Own Policy | Option C — Off-platform Policy |
Policy flexibility | Fixed and predefined rules | Fully customisable | Fully customisable |
Variable budget | Automatic (distance-based) | Distance, fixed amount, or none | Distance, fixed amount, or none |
Policy upload | Not applicable | Mandatory upload | Not applicable |