Imagine two employees doing identical jobs for the same company—one based in Denver, the other in Detroit. Both drive the same number of miles for work, use similar vehicles, and perform at the same level. Yet one consistently pays significantly more out-of-pocket for their work-related driving expenses than the other, simply because of where they live. 

This isn’t a hypothetical scenario. It’s happening right now at companies across America that rely on uniform national vehicle reimbursement rates. 

The Hidden Cost of Geographic Inequality 

According to Motus’s groundbreaking 2025 State of Corporate Driving in America Benchmark Report, employees in Western states face fuel costs that are up to 37% higher than their Midwestern counterparts. This dramatic disparity reveals a fundamental flaw in how most organizations approach vehicle reimbursement for their mobile workforce. 

The research, which analyzed data from over 4,000 driving employees across multiple industries, exposes what we’re calling “the geography gap”—the growing divide between actual driving costs and reimbursement adequacy across different regions of the United States. 

Beyond Fuel: The Full Picture of Regional Disparities 

While fuel costs represent the most visible disparity, the geographic differences extend far beyond the gas pump: 

Western Region: Employees face the nation’s highest fuel costs, particularly in California, creating significant reimbursement challenges that compound with higher insurance and registration fees. 

Northeast Region: Workers deal with shorter trips but higher fuel costs, plus unique challenges from urban congestion that increase both time and expense per mile driven. 

Midwest Region: Drivers typically cover longer distances but benefit from generally lower fuel prices, creating a different cost structure entirely. 

Southern States: Employees experience some of the highest annual mileage totals, with varying fuel costs depending on proximity to refineries and state tax policies. 

The Business Impact: When Fairness Drives Performance 

The data reveals that these regional inequities aren’t just a matter of accounting—they’re directly impacting employee satisfaction and retention. Companies implementing region-specific reimbursement models report 32% higher satisfaction rates among driving employees. 

This correlation between fairness and satisfaction makes business sense. When employees in high-cost regions consistently pay more out-of-pocket for work-related expenses, it effectively reduces their compensation compared to colleagues doing identical work in lower-cost areas. Over time, this hidden inequality can drive talent away from critical markets and create recruitment challenges in expensive regions. 

The Modern Mobile Workforce: Stakes Higher Than Ever 

The importance of getting vehicle reimbursement right has never been greater. The research shows that mobile workers spend an average of 13 hours weekly working from their vehicles—roughly equivalent to 33% of a standard work week. For these employees, their vehicle represents more than transportation; it’s their primary workspace. 

This reality makes vehicle programs a critical component of workforce strategy, yet many organizations continue to rely on outdated approaches that fail to recognize regional cost variations. As the report notes, “The era of rigid corporate vehicle policies is ending. Success requires flexible, technology-enabled solutions that recognize vehicles as legitimate workspaces.” 

Industry-Specific Challenges Multiply Regional Issues 

The geographic disparities become even more complex when viewed through an industry lens. The benchmark report’s analysis of vehicle preferences across different sectors reveals how job requirements intersect with regional costs: 

• Construction workers in the Western states face the double burden of higher fuel costs and the need for larger, less fuel-efficient vehicles 

• Healthcare workers in expensive Northeastern markets must balance reliability requirements with premium fuel prices 

• Sales teams covering large territories in the South deal with high mileage volumes in states with varying cost structures 

Technology as the Equalizer 

Progressive organizations are turning to technology-enabled solutions to address these geographic inequities. Companies implementing automated mileage tracking tools report 23% faster expense processing and 17% fewer reimbursement disputes, while also gaining the granular data needed to implement fair, region-specific reimbursement models. 

Modern Fixed and Variable Rate (FAVR) programs can automatically adjust reimbursement rates based on local cost factors, ensuring that employees in all regions receive fair compensation for their work-related driving expenses. This approach eliminates the hidden geographic penalty that uniform national rates create. 

The Path Forward: From Uniform to Fair 

The research makes clear that one-size-fits-all reimbursement models are not just outdated—they’re actively creating inequity in the workforce. Rising fuel price volatility is making regional reimbursement disparities increasingly problematic for nationwide workforces, creating hidden inequities in compensation for employees doing identical work in different states. 

Organizations that continue to rely on uniform national rates risk: 

• Talent flight from high-cost markets where employees are effectively penalized for their location 
• Reduced recruitment effectiveness in expensive regions where out-of-pocket costs deter candidates 
• Compliance risks as state-by-state employment regulations increasingly focus on expense reimbursement adequacy 
• Productivity losses from dissatisfied mobile employees who feel unfairly compensated 

Taking Action: The Business Case for Change 

The solution isn’t complex, but it does require strategic thinking. Leading organizations are adopting region-specific reimbursement frameworks that: 

• Account for local cost variations in fuel, insurance, and vehicle operating expenses 
• Leverage data-driven approaches that automatically adjust to market changes 
• Provide transparency so employees understand how their reimbursement rates are calculated 
• Maintain compliance with evolving state and federal regulations 

The business case for these changes is compelling. Beyond the satisfaction improvement, organizations implementing fair, region-specific reimbursement report better retention in competitive markets, improved recruitment outcomes, and stronger performance from mobile teams who feel equitably compensated. 

The Competitive Advantage of Fairness 

As the 2025 benchmark data makes clear, the geography gap isn’t going away—if anything, regional cost disparities are likely to increase as economic policies, environmental regulations, and infrastructure investments vary by state. Organizations that proactively address these inequities will gain a significant competitive advantage in attracting and retaining mobile talent. 

The question isn’t whether regional differences in driving costs exist—the data conclusively proves they do. The question is whether your organization will continue to penalize employees for geography, or whether you’ll embrace the technology and strategies needed to ensure fairness across your entire mobile workforce. 

Ready to dig deeper into the data? The complete 2025 State of Corporate Driving in America Benchmark Report contains comprehensive analysis of regional cost variations, industry-specific vehicle preferences, and strategic recommendations for modernizing your vehicle reimbursement program. Download the full report to access detailed insights that can help you eliminate the geography gap and create a truly fair reimbursement strategy for your mobile workforce. 

The post The Geography Gap: How Regional Differences Impact Vehicle Reimbursement Fairness appeared first on Motus.

San Diego’s perfect weather provided the backdrop for SHRM 2025, but inside the convention center, the conversations were heating up around one of HR’s most overlooked challenges: effectively managing and supporting employees who spend significant time working from their vehicles. 

The Original Remote Workspace 

“The State of Corporate Driving in America Quiz,” drew many HR professionals eager to test their knowledge about corporate driving trends. What we discovered was both surprising and telling—while 68% of former fleet drivers report increased job satisfaction after switching to vehicle reimbursement programs, many HR leaders were unaware of just how much time their field teams spend working from their cars. 

The reality check: Driving employees spend 33% of their work week—13 hours weekly—working from their vehicles. As one attendee put it after taking our quiz, “I never thought of vehicles as America’s original remote workspace, but that’s exactly what they are!” 

Beyond the Booth: Real Conversations, Real Challenges 

Throughout the three-day event, we had the privilege of connecting with existing Motus users who shared their success stories, while introducing ourselves to HR professionals facing familiar pain points: 

Administrative Burden Overload HR teams told us they’re drowning in manual expense reports, struggling with inaccurate mileage submissions, and spending countless hours on vehicle program administration that could be better spent on strategic initiatives. 

The Fairness Factor A recurring theme was regional inequality. Our quiz revealed that Western region employees face fuel costs 37% higher than their Midwestern counterparts, yet many organizations still use uniform national reimbursement rates.  

Technology Expectations vs. Reality While 64% of driving employees prefer GPS-based automatic tracking, many organizations are still relying on outdated, manual processes. The disconnect between employee expectations and current systems was a wake-up call for several attendees. 

The Modern Solution: Strategic Vehicle Reimbursement 

Our conversations consistently circled back to a fundamental shift in thinking—moving from viewing vehicle programs as administrative necessities to recognizing them as competitive advantages for talent acquisition and retention. 

What We Shared: The Five Pillars of Program Success 

1. Strategic Planning & Stakeholder Alignment Building compelling business cases with clear ROI projections while securing executive buy-in through data-driven presentations.
2. Change Management Excellence Developing comprehensive communication strategies and creating phased rollout plans to minimize disruption.
3. Technology Integration Implementing mobile-first solutions that integrate seamlessly with existing HR systems while providing real-time reporting capabilities.
4. Driver Experience Optimization Simplifying onboarding processes and delivering intuitive, user-friendly tools that employees actually want to use.
5. Continuous Improvement & Optimization Monitoring key performance indicators and conducting regular program reviews to ensure sustained success.

The FAVR Advantage 

One of our most impactful conversations centered around Fixed and Variable Rate (FAVR) programs. Unlike traditional fleet vehicles or simple cents-per-mile reimbursements, FAVR programs offer: 

• Accurate, localized rates that account for regional cost differences 

• Tax advantages that benefit both employers and employees 

• Flexibility that allows employees to choose vehicles matching their work needs and lifestyle preferences 

• Transparency that builds trust and satisfaction 

“We’ve been struggling with our fleet program for years,” shared an HR director from the construction industry. “The idea that we could give employees choice while reducing our costs and administrative burden—that’s game-changing.” 

Technology That Transforms 

The automation conversation resonated strongly with attendees. When we shared that automated mileage tracking saves employees 52+ hours annually compared to manual methods, the response was immediate: “That’s more than a full work week of productivity returned to our teams!” 

Our demonstrations of mobile-first solutions showed how technology can transform the employee experience from frustration to satisfaction, with solutions like Motus that deliver 97% driver satisfaction rates and 75% reduction in administrative overhead. 

Looking Forward: The Competitive Advantage of Vehicle Programs 

What struck us most about SHRM 2025 was the shift in perspective we witnessed. HR leaders arrived thinking about vehicle programs as operational necessities. They left understanding how modern reimbursement solutions can become strategic differentiators. 

The statistics spoke for themselves: 

• 68% of former fleet drivers report increased job satisfaction after switching to reimbursement programs 
• Up to 40% cost savings compared to traditional vehicle programs 
• 95% trip capture accuracy with modern technology solutions 

The Human Element 

Beyond the data and technology discussions, what made SHRM 2025 special were the human stories. We met HR professionals genuinely passionate about improving their employees’ work experience. We connected with existing customers who shared how our solutions have transformed their operations. Most importantly, we had the opportunity to demonstrate how proper vehicle program management directly impacts employee satisfaction, retention, and productivity. 

Key Takeaways for HR Leaders 

If you’re managing employees who drive for work, consider these insights from our SHRM 2025 conversations: 

1. Recognize vehicles as legitimate workspaces requiring proper support and optimization 
2. Address regional disparities in vehicle-related costs to ensure fairness 
3. Embrace technology that automates administrative tasks and improves accuracy 
4. Focus on employee choice to drive satisfaction and retention 
5. View your vehicle program as a competitive advantage rather than an administrative burden 

Thank You, San Diego 

As we packed up our booth and reflected on three days of meaningful conversations, one thing was clear: The future of vehicle programs lies in employee-centric, technology-enabled solutions that recognize the unique challenges and opportunities of managing mobile workforces. 

To everyone who stopped by our booth, took our quiz, and shared their challenges and successes—thank you. These conversations drive our mission to transform vehicle programs from administrative burdens into competitive advantages. 

Ready to transform your vehicle program? Contact Motus for a customized assessment and discover how modern reimbursement solutions can become your competitive edge in talent acquisition and retention. 

The post SHRM 2025 San Diego: Uncovering the Hidden Challenges of Managing Mobile Workforces appeared first on Motus.

For organizations managing driving employees, choosing the right mileage tracking solution can make or break operational efficiency. That’s why customer feedback and real-world performance matter more than marketing promises. We’re thrilled to announce that Motus has once again secured the #1 position in G2’s Summer 2025 Grid Report for Mileage Tracking Software—a recognition that validates our unwavering commitment to customer success and industry leadership. 

Why G2 Recognition Matters 

G2’s quarterly reports represent the gold standard in software evaluation because they’re built on authentic user experiences, not vendor marketing. When thousands of real customers rate solutions based on actual performance, satisfaction, and business impact, the results provide invaluable insights for decision-makers worldwide. 

This Summer 2025 recognition is particularly meaningful because it reflects our sustained excellence over multiple quarters. In an increasingly competitive market, maintaining the top position demonstrates that Motus continues to evolve and exceed customer expectations season after season. 

The Motus Difference: Built on Three Foundational Pillars 

Our continued leadership in G2’s mileage tracking category stems from our comprehensive approach to vehicle reimbursement solutions, structured around three core pillars that align perfectly with what modern businesses need: 

Expert Guidance 

With over 80 years of experience, Motus has built more successful vehicle reimbursement solutions than anyone in our space. Our deep industry expertise allows us to design optimal programs that meet your organization’s goals from day one and continue to deliver value year after year as your needs evolve. This expertise underpins our industry-leading change management solutions that adapt to any business requirement. 

Enterprise-Grade Solutions 

Our fully integrated platform streamlines vehicle reimbursements with powerful yet intuitive solutions in one centralized system. Unmatched business intelligence maximizes program value and enables data-driven decisions, while our innovative product roadmap and reliable, secure technology mean we’re continuously advancing to meet evolving workforce needs. 

Built for Every Business 

From standardized, self-managed solutions for smaller organizations to highly tailored, full-service approaches for enterprise clients, our technology scales with companies as they grow. Whether you’re managing 50 or 50,000 mobile employees, Motus provides solutions that adapt to your specific requirements and scale with your business evolution. 

What Our Customers Are Saying 

The real validation comes from the customers who use our solutions daily. Recent G2 reviews highlight the key differentiators that set Motus apart: 

On simplicity and efficiency: “Our simple set it and forget it approach makes capturing mileage virtually effortless. The app has made submitting mileage simpler and more accurate, benefiting both the driver and the company.” 

On comprehensive service: “MOTUS allows us to focus on managing our team of employees across the state and not have to constantly review compliance or usage. This allows us to keep our business running smoothly and let the experts at MOTUS handle all of the communications, documentation, taxation, and compliance issues for us.” 

On driver satisfaction: “Our drivers are more satisfied with the FAVR reimbursement over a flat rate allowance and mileage because it addresses their actual cost of ownership and operation of the vehicle.” 

Delivering on Our Core Values

Our G2 leadership position reflects how we deliver on our core value proposition: optimizing spend, reducing risk, and increasing productivity with proven solutions for employees who drive. 

Optimize Spend 

• Achieve financial objectives with tax-advantaged vehicle reimbursement solutions expertly designed to maximize value and meet employee needs 
• Annual program reviews and on-demand refresh options help scale and adapt as business objectives change 
• Up to 40% savings over other vehicle programs, with 92% of customers achieving ROI in less than 12 months 

Reduce Risk 

• Fully integrated risk mitigation solutions minimize corporate liability exposure and ensure compliance with IRS regulations and labor laws 
• Identify uninsured drivers up to 12x faster than traditional methods 
• Automatic generation of IRS-compliant records and substantiated reimbursements 

Increase Productivity 

• Enterprise-grade solutions simplify vehicle reimbursements for employees, managers, and administrators 
• Centralized visibility into field team activity helps managers better support their teams 
• Employees save up to 21 hours per year on mileage reporting with our streamlined workflows 

The Numbers Behind Our Leadership 

Our G2 recognition is supported by measurable results that demonstrate real business impact: 

• Nearly half-million active B2B users capturing mileage monthly 
• 97% customer retention rate reflecting sustained satisfaction 
• 91% of users say Motus is easy to use for mileage capture 
• 85% of employees report their transition to Motus was easy 
• Ranked #1 in G2 Mileage Tracking Grid Report since 2022 

Looking Ahead: Innovation for the Future of Work 

As we move through 2025, successful businesses aren’t just adapting to change—they’re anticipating it. Companies that prioritize efficiency, flexibility, and data-driven decision-making will stay ahead of evolving workforce demands. 

Motus remains committed to leading this evolution. Our continuous investment in technology innovation, customer success, and industry expertise ensures that organizations can confidently navigate an increasingly complex business landscape while maximizing the value of their mobile workforce investments. 

Ready to Experience the Difference? 

Our G2 leadership position reflects a simple truth: when you choose Motus, you’re choosing a partner with proven expertise, comprehensive solutions, and an unwavering commitment to your success. 

Whether you’re looking to transition from fleet to reimbursement programs, upgrade from basic mileage tracking, or implement your first structured vehicle program, our team of experts is ready to help you optimize spend, reduce risk, and increase productivity. 

Discover why thousands of organizations trust Motus to power their mobile workforce success. Connect with our team today to learn how our industry-leading solutions can transform your vehicle reimbursement program. 

Ready to improve the way you handle vehicle management? Connect with us and get started with a consultation tailored to your organization’s specific needs. 

The post Motus Retains #1 Leadership Position in G2’s Summer 2025 Mileage Tracking Grid appeared first on Motus.

Enter Smart Trip—Motus’s latest enhancement designed to automate and streamline the entire mileage submission process. By leveraging machine learning and intelligent data analysis, Smart Trip is reshaping how drivers and administrators handle vehicle reimbursement programs. 

The Challenge: Manual Reviews and Hidden Costs 

Traditional mileage management creates friction on both sides of the equation. Drivers often find themselves scrolling through weeks of trip data, manually deciding which journeys qualify for reimbursement. Meanwhile, administrators spend valuable time reviewing submissions, cross-referencing routes, and catching errors that could have been prevented upstream. 

According to Motus’s 2024 driver survey, most trip deletions occur because employees accidentally recorded personal trips or commutes—highlighting a clear opportunity for automated intervention. 

This manual process doesn’t just waste time; it creates financial risk. When non-business mileage slips through the review process, companies end up reimbursing personal travel, inflating program costs unnecessarily. 

How Smart Trip Works: Intelligence Behind the Scenes 

Smart Trip transforms this experience by introducing proactive trip classification. Using machine learning algorithms, the system analyzes each driver’s historical patterns to automatically sort trips into three categories: 

Business: Clearly work-related trips that align with established patterns Personal: Non-business travel that won’t appear in submission reviews Needs Review: A typical trip that requires driver confirmation before processing. 

The system learns from each driver’s unique patterns, gaining the ability to identify when drivers are taking a longer trip than usual, or driving during days or times that they aren’t usually traveling for work. By analyzing individual driving behaviors over time, Smart Trip becomes increasingly accurate at distinguishing between business and personal travel. 

 When trips require review, drivers can review and classify trips individually or bulk-classify all trips as business for that submission period. This helps employees understand the classification logic while maintaining control over their submissions. As drivers continue to proactively classify trips, Motus will learn and sort trips automatically to save drivers’ time in the future. 

Benefits for Drivers: Less Time, More Accuracy 

For drivers, Smart Trip delivers immediate practical benefits: 

Streamlined Reviews: Instead of manually categorizing every trip, drivers focus only on flagged items that need clarification. The system handles routine classification automatically. 

Error Prevention: By identifying potentially personal trips before submission, Smart Trip helps drivers avoid reimbursement mistakes that could create complications later. 

Organized Experience: The intuitive interface keeps business and personal travel clearly separated, making recurring reviews faster and more straightforward. 

As drivers continue using the system and confirming classifications, Smart Trip’s accuracy improves, creating an increasingly seamless experience over time. 

Administrator Advantages: Cost Control and Efficiency 

While Smart Trip enhances the driver experience, administrators gain significant operational benefits: 

Improved Accuracy: Machine learning algorithms provide consistent classification logic that doesn’t suffer from human fatigue or oversight, leading to more reliable reimbursement data. 

Proactive Waste Control: By preventing non-business mileage from entering the reimbursement pipeline, Smart Trip helps control program expenses from the source rather than catching errors during post-submission reviews. 

Reduced Review Time: When drivers resolve flagged trips before submission, administrators spend less time on manual verification and exception handling. 

Looking Forward: Smarter Fleet Management 

Smart Trip represents more than just a feature update—it’s part of a broader shift toward intelligent fleet management. By automating routine tasks and providing data-driven insights, modern reimbursement programs can focus on strategic value rather than administrative overhead. 

As machine learning capabilities continue advancing, future enhancements may include predictive analytics for program optimization, automated policy compliance checking, and even more sophisticated pattern recognition for complex travel scenarios. 

Getting Started 

Smart Trip is included with Motus vehicle reimbursement programs at no additional cost. As the rollout continues, eligible customers will receive communications about activation timelines and access to training resources. 

For organizations evaluating their current mileage management approach, Smart Trip demonstrates how technology can transform traditionally manual processes into streamlined, accurate, and cost-effective operations. 

The future of fleet management isn’t just about tracking miles—it’s about intelligent systems that understand business needs and adapt accordingly. Smart Trip brings that future to your organization today. 

Ready to learn more about Smart Trip and how it can enhance your vehicle reimbursement program? Contact your Motus representative or visit our resource center for additional information and implementation guidance. 

The post Streamlining Mileage Management: How Smart Trip is Transforming the Driver Experience appeared first on Motus.