As hybrid and remote work continues to become the norm, workplace locations, practices, procedures, and policies are rapidly changing. And the tools and processes that organizations use to compensate employees for their expenses—vehicles, equipment, home office, relocation, and everything in between—may not be able to keep up.
Organizations saddled with multiple legacy payment providers and inefficient manual processes may struggle to keep up with fluid market conditions, evolving hybrid-workforce expectations, and ever-changing or compliance requirements. This can prevent leaders from making decisions that help their companies grow. Customers also notice, when the competitors of these organizations are better positioned to provide what they need.
But some organizations are optimizing their resource allocation by implementing simple, flexible, scalable reimbursement and applying real-time data analytics to help them flag issues and improve decision-making. data driven. Updating these processes and platforms will help them reduce costs and maximize payment spending without disrupting their workforce. Their solution is software as a service (SaaS) tools that reduce administrative burden, seamlessly stay on top of trends, drive intelligence, ensure tax compliance, and compliance issues. flag markets and regions.
Transition to Seamlessness
A midsize delivery company relies on drivers using their own cars to complete their tasks. After adopting a low-cost workforce-management system to handle reimbursements, the company quickly found that onboarding each new driver to the platform was often a multi-day process that required in the company to complete many manual administrative tasks. That’s a dangerous scenario, because employees don’t get paid if any information is entered incorrectly. “The point of this solution is to make sure our drivers get paid,” said a company operations leader, “and that’s not happening.”
The organization made a seamless transition to a scalable, flexible, streamlined SaaS system for reimbursement. Adding new drivers becomes a simple process. All drivers are properly enrolled and paid—”No one misses a payment,” says the operations leader—and costs are down 30%.
In Louisiana, a distributor of beer and soft drinks once provided its sales force with company cars. These employees have long work days, each visiting about 15 accounts per day, and employees are expected to take their cars home after work. Together, that activity puts up to 20,000 miles on the odometers of company cars each year.
But the company knows that drivers are tough on these fleet cars. Frequent accidents and inconsistent maintenance lead to increased corporate risk and liability exposure. And company leaders believe employees don’t value their car benefits.
As the organization implemented a policy change for its employees to drive their personal cars rather than company cars, it implemented a payment platform that makes ongoing program management easy. which is user-friendly and easy to navigate.
The system provider manages all communications to launch the program on a new platform and performs administrative duties, verifying that all drivers are insured and comply with company policy. The change also prompted a good cultural shift. Now, with employees driving and maintaining their personal work vehicles, the company’s liability is greatly reduced, and maintenance costs are no longer an issue.
DG Yuengling & Son, the Pennsylvania stalwart that is America’s oldest brewery, has long used a mileage-tracking app to pay its sales employees for their travels. But its system was inefficient and often inaccurate, resulting in wasted time as sales reps manually updated their travel records.
Company leaders knew the brewer needed to upgrade its reimbursement platform, but were hesitant to disrupt legacy workflows without being sure that a new solution will bring real progress.
But Yuengling has adopted a user-friendly, highly accurate platform that is easy to integrate with its expense-management software, freeing its sales team to focus on sales rather than manually entering mileage into a legacy system with ineffective GPS tracking. After the switch, 92% of brewery platform users said the new tools saved them significant mileage tracking and reporting or helped them streamline their work and eliminate manual processes.
A New Tool for Development
In a challenging economic environment with a tough labor market, organizations must make critical decisions to optimize growth, revenue, and culture while retaining their top talent. Reviewing and implementing your compensation programs will help your organization make decisions that help your employees and your business grow.
Find out how Motus can help your organization create your reimbursement program.