Flexible benefits as an important part of employment conditions
How do you empower nearly 700 employees with greater choice and control over their rewards and benefits while keeping HR administration simple and efficient? That was the challenge Peterson and Control Union faced. Although the organisation already offered several flexible benefits, they were processed manually, creating a significant administrative burden and making employees dependent on HR for many requests. With the flexible benefits software from BCS, Peterson transformed the way it manages employee benefits. Employees can now make their own choices, while the majority of HR’s administrative workload has been automated. The result is greater flexibility and employee autonomy, less administration, and a benefits package that better aligns with employees’ needs while supporting a modern approach to employment.
An employer that looks behind work
Those who know Peterson primarily as a Rotterdam-based logistics and inspection specialist may not immediately realise just how diverse the organisation is. Peterson operates throughout the Netherlands, from Den Helder in the north to Maastricht in the south, providing inspection services, logistics solutions, certification and offshore activities. That diversity is also reflected in its workforce. From laboratory technicians and inspectors to office staff and specialists, nearly 700 employees with different backgrounds, roles and needs work across the organisation.
According to Shannon Peters-van Kooten, HR Advisor and an employee of Peterson for eighteen years, this diversity is one of the things that makes the company unique. The same applies to Peterson’s view on work-life balance. "We all know that work is important, but there is more to life than work alone," says Shannon. "At Peterson, we genuinely look at the person behind the employee. We offer flexibility, understanding for personal circumstances and support that helps employees thrive both professionally and personally."
From manual administration to employee empowerment
This people-centred approach formed the foundation for Peterson’s decisions around employee benefits. If employees have different needs, then the benefits should provide enough flexibility to accommodate personal choices. At the same time, HR faced a practical challenge. Peterson already offered a couple of flexible benefits, such as purchasing additional leave days or receiving contributions for sports activities, but all of these were still manually processed. This created additional work for HR and made employees reliant on the department for even relatively simple requests.
"In the past, we paid profit-sharing in April and the thirteenth-month payment in December," Shannon explains. "But by September, employees would already come to us asking for advances because they needed the money sooner. That made us think: why should people have to wait until December when the need arises much earlier? We started looking at how we could organise this more intelligently while also offering something extra to our employees."
That question ultimately led Peterson to introduce an individual budget (IKB), allowing employees to decide for themselves when they want to receive part of their budget and how they want to use it. At the same time, Peterson saw an opportunity to automate several administrative processes. "We wanted to give employees more control because not everyone needs the same thing at the same time," says Shannon. "But we were also looking for a system that would significantly reduce the amount of manual work within our department."
Finding a solution that fits Peterson
With a clear vision in mind, Peterson began searching for a suitable solution. Several providers were invited to present demonstrations and discuss their platforms. The evaluation process focused not only on functionality but also on usability, support and the personal connection with the supplier. "We're a true Rotterdam company," Shannon explains. "Honesty is extremely important to us. If something doesn't feel right or if we don't have a good connection with the people we're speaking to, that's usually where the conversation ends."
Peterson was looking for a platform that not only matched the organisation’s needs, but also met high standards in terms of privacy and data security. "We spoke with several suppliers. With some of them, we knew almost immediately that they weren't the right fit. We also didn’t feel comfortable approaching employees with discount codes through an external partner. We were looking for a flexible benefits platform, not a system that would expose employees to commercial marketing."
"Thanks to the software, employees can align their benefits package much more closely with their personal needs."
Shannon Peters-van Kooten
HR Advisor
Why Peterson trusted BCS
During the selection process, the flexible benefits software from BCS quickly stood out. Not only because of the platform’s capabilities, but also because of the way conversations were conducted. The combination of ease of use, privacy protection and practical support particularly appealed to Peterson. "What really stood out for us was the ability to view the platform from the employee's perspective,” Shannon says. "We're responsible for HR across the entire Netherlands. When an employee from Zwolle or Maastricht calls with a question, it's incredibly useful that we can immediately view their screen and guide them through the platform in real time."
The ability to manage many aspects independently, without relying on the supplier for every change, was another significant advantage. "Everything simply came together. The platform offered everything we were looking for, employee data remained protected, and we immediately had a good connection with the people at BCS. And of course, the pricing was good. In the end, BCS ticked the most boxes."
Building the foundation for a successful launch
Introducing a new way of working is one thing; ensuring employees actually embrace it is another. That is why Peterson invested heavily in communication around the launch of the platform, which was branded internally as My Wallet. "We made sure everyone understood what was changing," Shannon explains. "Employees received detailed information, we organised webinars and created an extensive Q&A covering every question we could think of."
My Wallet went live in 2021, with the Benefits Shop serving as the first component. This is the area within the platform where employees can make their benefit selections. Later, the simulation functionality was introduced, while further optimisations were made behind the scenes, including enhancements to the integration with ADP. As a result, the platform evolved into an increasingly comprehensive solution for both employees and HR.
With employees representing a wide range of roles, backgrounds and digital skill levels, ease of use was essential. According to Shannon, the platform’s user-friendliness played a key role in its successful adoption. "The system is incredibly easy to use. If someone can't work out how to request a lease bicycle through the platform, I'd be concerned," Shannon laughs. "Most of the questions we received were about the flexible benefits themselves, not about how to use the system."
More freedom to make personal choices
The launch of My Wallet gave employees access to more than just a new platform; it gave them greater control over their employment conditions. Employees can decide for themselves when they want to receive payments from their individual budget. The platform also enables them to buy or sell leave days and easily request reimbursements for items such as sports memberships, bicycles or trade union fees. "We wanted to give employees more control because not everyone needs the same thing at the same time. Thanks to the software, employees can tailor their benefits package much more closely to their personal circumstances," Shannon explains.
The value of that flexibility quickly became apparent. During the energy crisis, flexible benefits proved to be more than an attractive employment condition; they became a practical safety net. "We had employees who struggled with rising living costs, particularly those on lower incomes. Being able to receive part of their budget every month gave them additional financial breathing room exactly when they needed it."
Today, employees use the platform throughout the whole year. Whereas payments previously tended to be concentrated around traditional moments such as holiday allowance or the thirteenth-month payment, Peterson now sees employees making far more deliberate and personal choices. "I actually found that quite interesting to see," says Shannon. "At the start, many employees still selected May or December. Now those fixed moments have largely disappeared, and requests are spread throughout the year. Employees are genuinely using the platform in the way that works best for them."
"Processes that previously required manual administration are now largely automated. That saves us a tremendous amount of time, easily up to ten hours per month."
Shannon Peters-van Kooten
HR Advisor
Understanding the impact of every choice
In addition to the Benefits Shop, Peterson also uses the simulation functionality. This enables employees to run calculations themselves and instantly see the impact of specific choices on their gross and net salary. Whether they are considering working more or fewer hours, selecting a lease car or comparing a mobility budget, employees can explore different scenarios independently.
According to Shannon, this functionality has been extremely well received. "The simulation feature has been a real success and has saved our HR team a significant amount of time. We used to prepare all the pro forma calculations manually, but now employees can explore different scenarios themselves. Whether they're considering working more or fewer hours or comparing lease car options, they can immediately see the financial impact of their choices. It gives employees valuable insight while significantly reducing our administrative workload."
Why open communication matters
Although the collaboration got off to a smooth start, there was a short period where communication was slightly less effective. Due to changes in staffing at BCS, it sometimes took longer for questions to be addressed or feedback to be provided. For Peterson, where transparency and clear communication are highly valued, this became an important point of attention. “Its fine if something can’t be done immediately, but tell us,” Shannon explains.
Together, Peterson and BCS reviewed outstanding issues and worked through them step by step. Shannon now experiences the collaboration as very positive again. “Those regular check-ins really helped us stay connected. Sometimes they lasted five minutes, sometimes forty-five, depending on what needed to be discussed. It worked very well." The scheduled meetings are no longer necessary, as communication now takes place whenever needed. "I'm very satisfied with how things are today. Whenever something comes up, it's addressed quickly and communication is strong. That's incredibly important to us."
"The system works really well, the collaboration runs smooth, and we know BCS is there to help us find solutions when new needs arise."
Shannon Peters-van Kooten
HR Adviseur
Less administration, more time for HR
While employees benefit from greater flexibility and autonomy, Peterson’s HR team experiences the advantages of BCS’ flexible benefits software every day. Shannon explains: "Processes that previously required manual administration are now largely automated. That saves us a tremendous amount of time, easily up to ten hours per month. And to be honest, that's probably still a conservative guess."
Today, My Wallet has become an integral part of Peterson’s benefits strategy. Employees actively use the platform, processes run more efficiently and the organisation has a solution that adapts to changing needs. At the same time, Peterson sees opportunities for further expansion. "In the future, we may explore whether the platform could support student loan repayments," says Shannon. "And if I'm allowed to dream a little, I'd love to see a single central place where employees can manage all their HR-related matters, including their flexible employment conditions."
What started as a search for greater employee autonomy and less administrative work has evolved into a solution that delivers value across the organisation every day. Employees enjoy greater flexibility and control, HR benefits from more efficient processes, and Peterson has a future-ready platform that can continue to evolve alongside the needs of its workforce. Looking ahead, Shannon is confident about the future. "We are very satisfied. The system works well, the collaboration is smooth, and we know BCS is there to help us find solutions when new needs arise."
Would you like to make flexible benefits part of your rewards strategy and are you looking for an intuitive platform to support it? Whether you already work with an Individual Choice Budget or just exploring the possibilities, discover how BCS' flexible benefits software can help your organisation. Request a demo today!
