Managing the Federal Mobility Budget at Scale

Mobility policies that are running themselves.

When you launch a federal mobility budget policy with 5 or 10 employees, it feels manageable.

You calculate budgets in Excel.

You approve receipts manually.
You use mobility apps for tickets, bikes or charging.
You keep an overview in a shared folder.

It works.

Until it doesn’t.

Because the real question isn’t:

Are you running your federal mobility budget policy yourself, supported by other mobility apps?

But rather:

Is your federal mobility budget policy running itself?

That’s the difference between managing mobility… and automating policy at scale.

When “a few budgets” becomes tens or hundreds

With scale, complexity doesn’t grow linearly. It explodes.

Suddenly you are managing:

• 50, 100 or 300+ individual budgets
• Different start dates
• Different FTE percentages
• Promotions and role changes
• Employees moving house
• Entries and exits throughout the year

At that moment, Excel sheets, manual controls and traditional mobility apps are no longer “good enough.”

They become operational risk.

Let’s break it down.

1️⃣ Budget calculations: manual spreadsheets or automated logic?

A federal mobility budget is not static.

It needs to be:

• Pro-rated based on start and end date
• Adjusted to FTE %
• Recalculated after promotions or role changes
• Possibly forfaitary based on home-work distance

So ask yourself:

Are you calculating home-work distances manually?
Are you maintaining Excel files to determine the correct budget per employee?
Are you re-checking calculations every time someone’s situation changes?

Or…

Are you letting Vaigo:

• Automatically pull employee data from your HR system
• Calculate budgets based on your policy rules
• Recalculate instantly when FTE or role changes
• Store a complete historical overview per employee

At scale, automation isn’t a luxury.

It’s governance.

2️⃣ Contract addenda: manual drafting or automated generation?

Every employee opting into the federal mobility budget needs a contract addendum.

With 5 employees?
You draft them manually.

With 150 employees?
You are continuously creating, sending, tracking and archiving documents.

Vaigo:

• Generates policy-compliant addenda automatically
• Personalizes them per employee
• Manages digital signing
• Stores everything centrally and visible to the employee

Your policy becomes self-executing.

Not HR-driven paperwork.

3️⃣ Receipt control: manual checks or built-in compliance?

Eventually, receipts come in.

Housing costs.
International rental cars.
Bike purchases.
Other mobility expenses.

And here’s the critical question:

Are you manually checking:

• Whether the expense is legally compliant?
• Whether the amounts are correct?
• Whether reimbursement is accurate?

Especially when housing amounts become significant.

Or do you let Vaigo:

• Validate automatically against policy rules
• Control ceilings and legal compliance
• Block non-compliant expenses
• Apply additional validations for higher amounts (e.g. > €100) or housing costs
• Process reimbursements correctly and transparently

While keeping full control through automated monthly random sample checks, prepared for your review.

At scale, compliance must be systematic — not dependent on someone having a good day.

4️⃣ Housing costs: are you auditing contracts yourself?

Housing reimbursement under the federal mobility budget requires:

• Verification of rental contracts
• Bank statement validation
• Distance checks
• Legal ceilings
• Ongoing monitoring

Are you manually checking each document?

Or do you let Vaigo:

• Validate contract and bank statement parameters
• Automatically verify home-work distance
• Monitor reimbursement ceilings
• Maintain a fully compliant audit trail

That’s what it means when a mobility policy runs itself.

5️⃣ Pillar 1 company car integration

If you are not offering it yet, most enterprise organisations eventually include a pillar 1 company car.

You then need:

• Car contract uploads
• Real cost updates
• EV charging integration
• Accurate TCO visibility

Are you manually uploading contracts and updating costs?

Or do you let Vaigo:

• Retrieve data from leasing partners or car asset management tools
• Sync real car costs
• Integrate charging data
• Automatically reflect cost changes in the budget logic

Vendor integration and automation are what separate mobility apps from mobility governance platforms.

6️⃣ Budget evolution over time

Budgets change.

• Promotions
• Role changes
• Policy updates

Employees ask:

• “How was this calculated?”
• “What was my previous budget and payout?”

Are you reconstructing history manually?

Or does your system:

• Show a complete budget history
• Provide self-service visibility
• Clearly explain every recalculation

Transparency reduces HR workload.
Automation reduces errors.

Together, they create trust.

7️⃣ Payroll integration: invisible or fully transparent?

In many organisations:

• Expenses are processed manually via payroll
• Employees don’t see what was reimbursed under which payroll code
• Finance performs manual reconciliation

With Vaigo:

• Expenses are fully integrated into payroll
• Each reimbursement is linked to the correct payroll code
• Employees see what is paid, when, why and under which payroll code
• Full auditability is guaranteed

Mobility becomes structured financial data — not loose reimbursements.

8️⃣ Post-payment vs pre-payment

Many mobility apps work with pre-payment models.

Meaning:

• Finance needs to pre-fund expenses
• There is a cash flow impact
• Reconciliation becomes more complex

Vaigo works fully post-paid.

• Housing reimbursements via payroll
• Mobility expenses processed post-payment
• No upfront pre-funding required

Finance appreciates it.
HR avoids administrative friction.
Cash flow remains controlled.

9️⃣ Lifecycle automation: the real test of scale

This is where policies either break… or prove they are scalable.

New employee

Manual setup?
Or automatic provisioning from your HR system?

Employee moves house

Manual recalculation of housing eligibility?
Or automatic re-evaluation?

Promotion

Manual budget recalculation?
Or automatic adjustment based on policy logic?

Exit

Do you:

• Manually close the budget?
• Recalculate pro-rata amounts?
• Recover overspend?
• Cancel public transport subscriptions and charging cards?

Or does Vaigo:

• Close budgets automatically
• Calculate pay-outs or reimbursements
• Stop benefits
• Finalize everything compliant and documented

That’s the moment where scale either creates chaos… or efficiency.

The Real Differentiation

With a few users, you can run your federal mobility budget yourself.

With scale, the question becomes strategic:

Do you want HR to operate the policy manually, supported by separate mobility apps?

Or

Do you want a system where your mobility policy is running itself?

Vaigo is built for the second.

Traditional Mobility Apps vs. Vaigo

You manage your mobility policy with traditional mobility apps. Vaigo lets your mobility policy run itself.

Mobility policies that are running themselves.

For HR, that means:

• Less manual administration
• Fewer compliance risks
• Full auditability
• Fewer employee questions

For Finance:

• Post-paid model
• No pre-funding
• Clean payroll integration
• Controlled costs

For employees:

• Transparency
• Self-service
• Clear budget overview
• Smooth lifecycle management

At small scale, mobility management feels operational.

At enterprise scale, it becomes a governance challenge.

That’s exactly where Vaigo makes the difference.

Are you managing your federal mobility budget manually?

Or

Is it running itself?