Background
Kyocera Document Solutions America (KDA) manages a large, distributed field service workforce, with more than 160 technicians relying on personal vehicles to support customers nationwide.
Operating across multiple subsidiaries, the organization faced increasing complexity in managing mileage reimbursement, driver compliance, and program oversight at scale.
To address these challenges, Kyocera partnered with Motus to standardize its driver program by implementing a FAVR-based reimbursement model, along with centralized governance and automated compliance monitoring.
By implementing a unified solution, Kyocera gained enterprise-wide visibility into driver activity and compliance, improved operational efficiency, and ensured fair, consistent reimbursement across its workforce.
Challenges
Kyocera’s employee driving program lacked consistency, visibility, and scalability due to its decentralized structure.
Fragmented reimbursement programs
Each subsidiary operated independently, using a mix of different reimbursement methods and varied expense reporting processes. This created inconsistent practices and made it difficult to ensure a standardized approach across the organization.
Limited compliance visibility
Historically, driver eligibility and related risk information were managed through decentralized processes across subsidiaries. Insurance coverage, license status, and motor vehicle records (MVR) were maintained locally, which limited enterprise‑wide visibility for leadership. Review activities were typically performed during onboarding, with opportunities identified to enhance ongoing monitoring and reporting consistency.
Manual, time-intensive processes
Technicians spent hours each month logging mileage and submitting expense reports, while administrators manually reviewed and processed reimbursements—creating inefficiencies on both sides.
Lack of centralized governance
Without a unified platform, leadership had limited control over policy standardization, reporting, and program oversight across subsidiaries.
The Motus Solution
Kyocera selected Motus to standardize and centralize its driver program across all subsidiaries.
Motus delivered a comprehensive solution powered by Motus Reimburse and Motus Protect, fully addressing Kyocera’s operational and compliance needs.
Key capabilities included:
• GPS-based mileage tracking to automate trip capture
• Automated, IRS-compliant reimbursement calculations
• Year-round insurance and MVR monitoring
• Configurable workflows to support complex subsidiary structures
• Centralized dashboards for enterprise-wide reporting and governance
“Other vendors had to go back and check on basic questions. Motus already had answers—we could tell they were true experts in this space.” — Ian deCone, Senior Director, Business Transformation
By replacing manual processes with automation and consolidating systems into a single platform, Kyocera established a consistent, scalable framework for managing its field team.
Why Kyocera Chose Motus
Kyocera conducted a formal evaluation of multiple vendors, including both mileage tracking apps, as well as traditional expense reporting solutions, to identify a solution that could support its complex, multi-subsidiary environment.
“Motus was the only solution that met nearly all of our business requirements—other vendors only addressed pieces of what we needed.” — Ian deCone
Motus stood apart in three critical areas:
- Complete alignment with business requirements: Motus was the only vendor that met nearly all of Kyocera’s requirements—across GPS tracking, reimbursement automation, compliance monitoring, and workflow flexibility. Other solutions addressed only portions of the problem, requiring tradeoffs Kyocera wasn’t willing to make.
- Advanced compliance and risk mitigation: Year-round insurance and MVR monitoring was a key differentiator. While several vendors lacked mature capabilities in this area, Motus provided a scalable, centralized approach to managing driver risk.
- Proven expertise and implementation confidence: Motus demonstrated deep domain expertise throughout the evaluation, delivering clear, immediate answers to complex questions—unlike other vendors that required follow-up or lacked enterprise experience.
Additionally, Kyocera had prior success with Motus through an existing subsidiary, reinforcing confidence in the platform’s ability to scale across the organization.
The Results
The implementation delivered immediate and measurable improvements across the organization:
Standardized and equitable reimbursement
Kyocera implemented a FAVR-based reimbursement program, enabling location-specific, IRS-compliant payments that more accurately reflect each driver’s actual cost. The new program ensures employees are compensated fairly based on location and driving patterns.
Rapid adoption of automation
90% of drivers adopted GPS mileage capture within the second month, eliminating manual logs and improving data accuracy.
Enhanced compliance visibility
For the first time, leadership gained real-time insight into driver eligibility, insurance coverage, and safety compliance across the workforce. With year-round monitoring in place, the organization was able to identify and address previously undetected or potential compliance risks . This new level of visibility enabled Kyocera to take immediate corrective action, improve adherence to company policies, and reduce organizational risk.
“We didn’t have line of sight before. Now we can see everything.”
— Ian deCone, Senior Director, Business Transformation
Increased productivity for technicians
Automated mileage capture eliminated hours of administrative work each month, allowing technicians to focus more on customer service.
“By eliminating manual reporting, technicians are able to spend significantly more time focused on customer support.” — Ian deCone, Senior Director, Business Transformation
Reduced administrative burden
Finance and payroll teams benefited from streamlined workflows, reducing time spent on approvals and improving reporting accuracy.
Smooth enterprise implementation
Kyocera leadership described the rollout as one of the most successful enterprise implementations the organization had completed.
Kyocera leadership described the rollout as one of the most successful enterprise implementations the organization had completed.
Conclusion
By partnering with Motus, Kyocera transformed a fragmented and manual driver program into a centralized, data-driven system. The organization now benefits from greater compliance visibility, standardized reimbursement practices, and significantly reduced administrative effort.
With a scalable framework in place, Kyocera is well positioned to expand its program and confidently support a growing mobile workforce.