Background
This biopharmaceutical company’s field teams connect healthcare providers with the therapies their patients need. More than 500 employees across commercial, medical, and reimbursement teams drive their personal vehicles to do that work.
As the field organization grew, the systems behind its employee driving program didn’t keep pace. The company engaged Motus to replace manual mileage reporting and disconnected driver checks with one employee driving program built to scale.
Challenges
The company reimbursed mileage through a general expense management tool that wasn’t designed for mileage programs. Drivers entered each trip by hand and submitted separate reports, and administrators had to pull and review that data manually.
The company was dealing with:
- Manual trip entry that took time from field employees and added work for administrators
- Little mileage visibility, which made audits and internal inquiries difficult
- No centralized way to confirm drivers met insurance requirements or to monitor motor vehicle records
- Administrative workload that grew with every new field hire
“As our field team grew, it became clear that our existing systems weren’t built to support a driver program at this scale.” said a commercial operations leader at the company.
The Motus Solution
The company selected Motus to bring mileage reimbursement and driver risk mitigation together on one platform built for employee driving.
Automated mileage capture
With Motus Reimburse, drivers no longer key in each trip. GPS mileage capture records business trips in the background as employees drive, and manual entry is still there when they need it. Submitting for reimbursement now takes far less time, which has helped adoption across the field team. Across Motus customers, GPS capture reduces time spent on manual mileage logging by 92%.
Reporting admins and HR can use
Administrators now have accurate mileage data in one place, making it easier to audit trips, look into anomalies, and answer internal questions. In many cases, HR teams can pull what they need directly from the platform instead of waiting on manual data pulls.
Risk mitigation with Motus Protect
Motus Protect added year-round insurance monitoring and continuous Motor Vehicle Record (MVR) monitoring to the same platform drivers use for reimbursement. Administrators can quickly see drivers whose coverage doesn’t meet company requirements, and MVR updates help the company confirm that employees driving on its behalf remain eligible to do so.
A program built to grow
Sales representatives, medical teams, reimbursement specialists, and other field roles all run through one system, so the company can keep adding drivers without adding administrative overhead.
The Results
With one employee driving program in place, the company has given time back to its field teams and a clearer view of its drivers to the people who manage the program.
✓ GPS mileage capture for 500+ field employees, replacing manual trip entry
✓ No more separate mileage reports through a general expense tool
✓ Accurate mileage data administrators and HR can access when they need it
✓ Year-round insurance monitoring and continuous MVR monitoring across the driver population
✓ Tools that support compliance with company policy as the field team grows
✓ One program that scales without adding administrative overhead
Conclusion
For this biopharmaceutical company, the challenge wasn’t just reimbursing mileage. It was making sure the program behind a fast-growing field team could keep up. With Motus, the company replaced manual reporting and disconnected driver checks with one employee driving program that gives time back to field employees, gives administrators accurate data, and helps reduce corporate risk exposure as the team grows.