Background
This global leader in consumer beverage solutions relies on a distributed field sales team to drive growth across retail partners nationwide. Like many organizations with field teams, driving is not incidental to performance; it is foundational.
However, their employee driving program had not evolved alongside their workforce demands.
The company relied on a taxable monthly car allowance combined with a fuel card program. While administratively familiar, the structure failed to reflect the real-world variability of driving costs across roles and regions.
As driving increasingly functions as a business system, intersecting cost control, employee satisfaction, and compliance, the organization recognized the need for a more strategic approach.
Challenges
Misalignment between Program Design and Driver Needs
Leadership recognized two key challenges with their existing employee driving program: increasing employees’ take-home pay and accounting for regional cost differences given the high mileage requirements of the role.
However, the flat allowance structure created challenges common to many allowance-based programs. Because payments were not tied to actual mileage or geographic cost differences, drivers with higher mileage or those operating in higher-cost regions often faced greater out-of-pocket vehicle expenses.
Without differentiation for mileage or location, the program did not consistently reflect mileage variability, regional differences in fuel and operating costs, and the balance between fixed and variable vehicle expenses.
As a result, many drivers, particularly those in high-mileage roles, struggled to keep up with wear and tear, maintenance, and fuel costs.
This misalignment surfaced clearly in engagement surveys, where dissatisfaction with the vehicle program was consistently noted.
Administrative Overhead
The legacy structure required:
- Fuel card issuance and monitoring
- Reconciliation of fuel expenses
- Ongoing check administration
These processes consumed HR resources and introduced compliance complexity. What appeared simple at scale created operational friction.
Limited Risk Visibility
The company provided a vehicle allowance to support employees who drove for work, but the program lacked structured oversight around driver risk and compliance.
MVR checks were conducted periodically rather than as part of a continuous monitoring workflow, which left potential exposure between review cycles. As regulatory scrutiny and insurance pressures increased industry-wide, the company needed stronger governance.
The Motus Solution
The organization sought a solution that would:
- Increase financial fairness for drivers without increasing total company spend
- Reduce HR’s administrative burden
- Strengthen risk oversight and compliance visibility
- Improve overall driver satisfaction
Importantly, the new approach needed to integrate seamlessly with existing workflows to ensure adoption.
Solution
Motus partnered with the company to redesign its employee driving program across two core pillars:
Motus Reimburse: FAVR
Motus implemented a Fixed and Variable Rate (FAVR) reimbursement program. FAVR is a reimbursement methodology defined by IRS guidance that calculates tax-free reimbursements based on the fixed and variable costs of owning and operating a vehicle, based on where an employee lives and how much they drive. This approach ensured equitable reimbursement without increasing overall spend.
By embedding mileage capture and automated calculations within a flexible, scalable app, the solution also reduced manual processes and improved driver experience.
The Results
Since adopting Motus solutions, the company has seen increased driver satisfaction, reduced administrative burden, enhanced reimbursement for all drivers, and even cut program costs. The implementation process was seamless, exceeding expectations thanks to the expertise of the Motus team, who proactively addressed operational needs and ensured a smooth transition.
Increased Driver Satisfaction
Drivers now receive $95-$230 more per month in tax-free reimbursements, a significant increase, enabling them to properly maintain their vehicles and feel fairly compensated for business driving demands.
“Our drivers will tell you how wonderful Motus FAVR is, and that’s the most important piece.” — Director of Field Sales
Reduced Administrative Burden
The elimination of fuel cards and manual reimbursement processes freed HR resources for higher-value initiatives.
“Motus has a thorough and knowledgeable team that made the whole implementation process so smooth.” — Director of HR
Improved Visibility and Compliance Governance
With continuous MVR monitoring, the organization strengthened oversight of driver eligibility and risk events.
“Whenever I have a question, the Motus team is always readily available to provide assistance.” — Field Sales Representative
Enhanced Driver Experience
Drivers report confidence in the accuracy, simplicity, and convenience of the platform:
“Motus is a user-friendly program that simplifies mileage tracking, so I don’t have to do it manually. I appreciate its exceptional accuracy; when I compare my actual mileage to what it tracks, it’s always spot-on. The direct deposit feature is incredibly convenient, streamlining the reimbursement process. Instead of waiting for a check and making a trip to the bank, the funds are deposited directly into my account at the end of each month, making my life that much easier. I’m very happy that our team decided to implement Motus!” — Territory Sales Manager
Conclusion
For this organization, the transition to Motus was not simply a reimbursement change; it was a structural shift in how employee driving is managed.
By moving from a taxable allowance and fuel card model to a strategically designed FAVR and continuous monitoring framework, the company:
- Increased driver satisfaction
- Streamlined administrative operations
- Strengthened compliance visibility
- Maintained cost neutrality
As employee driving continues to function as a core business system rather than a transactional expense. The organization’s experience demonstrates how organizations can simultaneously optimize spend, reduce risk, and support workforce performance through an integrated approach.