Fleet Management

Modern day fleet operators are faced with many problems regarding the maintenance of fleet vehicles. Fleet vehicle maintenance is a daunting task that tends to affect many fleet owners. Fleet owners spend a large amount of their budget on repair and maintenance of fleet vehicles and still are unable to derive proper benefits. Vehicle maintenance of different types can be initiated and monitored by filling in various vehicle maintenance forms. These forms help in the accumulation of relevant data which can then be analyzed for various needs. Some common vehicle maintenance forms are:

1. Driver information Form: Driver information or registration form is required for all fleet drivers and must be submitted to the required authorities beforehand. The form contains the following details:

First and last name, Date of birth, License type, 8-Digit OSU ID number, Driver's license number, State, license expiration date and restrictions, if any and Driver's Signature.

This form is important as it contains the entire details of the fleet driver and any rash and negligent driving can be easily traced through it. This also ensures that the driver is authorized to drive a specified class of vehicles and there are no restrictions imposed on him by the transport authorities.

2. Mileage log form: It seeks information regarding Department name, Date, Driver, Beginning mileage, Ending mileage and Description of use.

This form is important in determining fuel efficiency and driver sincerity. This also provides feedback to check that the fleet vehicle was not used in an unauthorized manner and confined to business purposes only.

3. Fuel purchase form: One needs to provide Driver's name, Date, Office/unit, Vehicle tag number, Reimbursement amount, Reasons for reimbursement and Driver's signature and authorization approval with date on this form.

All fuel receipts or expense reports need to be attached to this form. This form is critical for a fleet vehicle business as it provides an audit trail on claimed vehicle mileage expenses. Preventing and monitoring fraudulent fuel claims is an important part of fleet management operations.

4. Vehicle pre-trip inspection form: One needs to give information like Date and department, Employee name and vehicle number, Mileage and engine hours end, any defects in brakes, tires, AC, wipers, head lights, horn or flashers along with comments.

This form is important as it provides all the details that are required for the proper maintenance and inspection of the fleet vehicle. Any repair that is to be performed is clearly listed in this form so that the extent of repair is not exaggerated by the fleet driving and support staff. This also help in the determination of normal wear-and-tear commonly associated with fleet vehicles and the normal life-cycle of the vehicle.

5. State motor vehicle commuting charge form: Seeks information regarding Vehicle year, make and model, VIN number, Driver's name, address, social security number, Driver's and unit head's signature with date.

This form contains detailed information on the fleet vehicles and is helpful in determining the commuting expenses.

The fleet owner must maintain fleet maintenance forms to conform to fleet standards, bring efficiency to their business and maintain the records for financial and accounting reporting purposes.

Contact Us | Privacy Policy |