If you have not updated your vehicle allowance or reimbursement plan in the last two or three years, your plan has probably not kept up with inflation. Here are some ways to tell.
If it has been a while since your organization reviewed and updated its vehicle allowance policy or vehicle reimbursement, then it's time to face it: your policy is not keeping up with inflation. Even if you have made changes recently, now is a good time to ensure your policy works for your employees.
Here are the top three ways to tell that your auto allowance policy has not kept up with inflation:
Since the end of 2020, a lot has happened: COVID-19, supply chain challenges, wars, and global over/underproduction of fuel and vehicles. Inflation has been caused by a combination of factors, and vehicle costs have not been spared.
Not only did auto insurance premiums increase by an average of 19% from 2022 to 2023, but further expected insurance cost increases for 2024 are the latest in a long list of cost increases your mobile employees face. Many organizations still offer the same car allowance they did almost ten years ago.
Updates to vehicle allowance policies not based on data tend to be more reactive than proactive. Without using vehicle expense data to calculate an allowance or reimbursement rate, you will likely exacerbate existing problems rather than solve them.
Not all expense categories change at the same rate. As the prices of vehicles have skyrocketed over the past three years, the rate of depreciation – an expense a vehicle allowance should cover – has decreased. At the same time, insurance premiums and maintenance costs have risen significantly. How should these changes factor into your allowance amount?
Employees experience different expense levels depending on where they work and how much they drive. Employees in the Northeast urban corridor will experience higher costs than those in the rural Midwest. An employee in California may experience the highest costs of all. To pay an equitable allowance, you need vehicle expense data.
Let’s face it: estimating fuel costs has gone out of the window. Fuel costs are not as predictable as they were in previous years. Historically, fuel costs would rise in the summer, taper down in the fall, pick back up for the holidays, and traditionally be at their lowest during the winter. Now, it’s hard to predict. When fuel prices rise but car allowances do not, employees may drive less to save.
For insurance costs, employees will work to manage their expenses by reducing their premiums and scaling down their coverage. Reduced coverage could create a risk manager's nightmare for your company – getting your company involved in at-fault accidents during work hours.
If, however, you build some flexibility in your program to track with fuel and insurance costs as they change, you can protect the organization from the negative impacts on employees. Employees will not take counterproductive measures like reducing travel or reducing insurance coverage.
Whether the economy is experiencing inflation or deflation, you need a vehicle allowance policy that works for the organization and its employees. The key is to build data-based responsiveness to fluctuations and variations in vehicle expenses into your rate development model.
By incorporating this flexibility into your policy upfront, reactive decisions can be prevented from essentially shooting into the dark. Developing a methodology that accurately tracks employee expenses in different parts of the country can be time-consuming, but it will be worth it in the long term.
Contact mBurse Professional Services for advice on developing an inflation-proof vehicle allowance. You can also learn the best way to reimburse employees below.