Motus will generate mileage reimbursement rates in the form of a monthly or semimonthly reimbursement total incorporating fixed and variable costs for each User’s business mileage.
Motus calculates the variable portion of the reimbursement rate to reflect the average price of fuel, maintenance, oil and tires and other variable costs in each User’s geographic territory for the applicable month. Fixed costs are based on each User’s current state and local tax rates, license, title and registration costs, and insurance costs. Depreciation cost calculations are generated prior to the expiration of the associated retention cycle and may be updated more regularly based on each User’s annual mileage trend
Client may be notified of annual changes to information upon which its Parameters and reimbursement rates are based, including without limitation insurance price updates and IRS-directed model year changes to standard base vehicle(s).
The FAVR Solution is offered as a bundle that includes Annual Insurance Checks, the Motus Mobile App, and Single Sign-on (SSO).
If the CPM reimbursement rate(s) is/are provided by Client, reimbursement amounts will be based on each User’s business miles driven in combination with the CPM reimbursement rate Parameter selected by Client.
The CPM Solution is offered as a bundle that includes the Motus Mobile App and SSO.
For FAVR, where available, in addition to Monthly reporting, Client can select business mileage reporting to occur on a Semimonthly basis (each a “Selected Frequency”).
For CPM, where available, in addition to Monthly reporting, Client can select business mileage reporting to occur on Weekly, Biweekly, or Semimonthly bases (each a “Selected Frequency”).
Users are required to submit their business mileage as follows:
· Weekly Reimbursement (CPM Only): Users are required to submit their mileage on a weekly basis through the Solution, with weekly defined as Sunday through Saturday. Users must submit their mileage no later than the end of day Saturday in order for it to be available for timely payment processing.
· Biweekly Reimbursement (CPM Only): Users are required to submit their mileage on a biweekly basis through the Solution, with the biweekly defined as two full weeks beginning on a Sunday and ending on a Saturday. Users must submit their mileage no later than the end of day Wednesday in the next period in order to be available for timely payment processing.
· Semimonthly Reimbursement (FAVR & CPM): Users are required to submit their mileage on a semimonthly basis through the Solution, with semimonthly defined as two periods per month, consisting of the 1st through the 14th and the 15th through the last day of the month. Users must submit their mileage by the mileage submission deadline, defined by the Client Parameters, as a set number of days following the end of the semimonthly period, in order to be available for timely reimbursement processing.
· Monthly Reimbursement (FAVR & CPM): Users must submit their mileage no later than the end of the fourth (4th day) of the following month, in order for it to be available for timely reimbursement processing. Users’ monthly business mileage will be reported and validated on a monthly basis.
If a User submits their prior period business mileage after the applicable mileage submission deadline, their reimbursement will be delayed to a subsequent pay period.
The Motus mobile application (the “Motus App”) is a GPS-based native application made available via download from the Apple iTunes Store for Apple devices and from the Google Play Store for Android devices. The Motus App provides the User with a self-initiated application for automated capture of actual route/miles driven by location, account name, time, and stop duration. The User’s mileage is uploaded automatically into a daily mileage log, consistent with IRS substantiation requirements. The Motus App also provides manual entry capability to capture mileage adjustments, subject to internal Client management requirements and approvals.
Users will be required to substantiate their automobile insurance coverage based upon the annual frequency (1x / year) per Client Parameters. Users can substantiate through the Motus application via a login / credential gathering process or through upload of appropriate documentation. After submission Motus reviews the information to confirm the content complies with Client Parameters. Upon completion of a baseline (initial) check Motus will attempt to automatically verify insurance for those users who previously supplied insurance login credentials. If the automatic verification attempt is not successful or determines the user to be out of compliance against the company’s required standards, the User and Client will be notified. For Users who elect to submit documentation to substantiate their automobile insurance coverage during the initial baseline check, additional requests for updated documentation will be requested at each checkpoint.
SINGLE SIGN-ON
Singe Sign On (SSO) allows Users direct access to Motus Services via Client’s internal website. Once implemented, Users are enabled to log into Client’s internal website, access a link to the Motus Platform, and based on a unique identifier authentication, Users are logged into the Motus Solutions with no additional action required.
An HRIS (Human Resource Information System) data feed integration is an automated data feed containing employee profile information between the Client’s HRIS and the Motus system. The automated data feed will eliminate the need for manual entry or requests and will ensure employee information is kept up-to-date in the Motus system. During the implementation process, Client will be provided the list of required specifications and information Client must provide in order to integrate the two systems. Client will be responsible for providing all necessary data for employee information to be added and/or updated in the Motus system. Client may incur and is responsible for all fees assessed by the HRIS vendor used to product the data feed integration with Motus.
User and Client Services Team Support
Client’s Users will receive access to the Motus Member Services Team to answer questions related to program administration and the Solutions, such as Client’s Parameters and polices, as well as technical trouble shooting. Client’s designated program administrator(s) will receive access to the Motus Client Services Team to answer questions related to program administration and the Solutions. Client’s administrator(s) will also work with the Client Services Team to request any Parameter changes that Client may request from time to time. All changes to Parameters must be recorded and approved by Client’s designated program administrator. All User terminations, additions, and changes to User-specific information must be electronically submitted to the Client Services Team.
Report Center
The Solutions provide Client’s designated administrators with the ability to run reports via the Motus Report Center. Actual reports available in Client’s Report Center may vary based on Client’s Parameters.
