Northgate-is - News Item 942

Mycompanyfleet tackles grey fleet problem with Driver Self-Serve

Fleet software provider Mycompanyfleet is helping fleet managers tackle the problem of grey fleet drivers and remote company workers with the launch of its new intuitive Driver Self-Serve web portal.

With grey fleet drivers who use their own cars on company business and remote-lying field sales staff and engineers who may visit head office infrequently, verifying vehicle condition, servicing and business mileage is a constant battle for fleet managers.

Now Mycompanyfleet has developed Driver Self-Serve to meet demand from fleet customers worried about the duty of care implications posed by their grey fleet drivers, and believes it has found the answer to the problem.

Drivers, both grey fleet and company drivers, log on to the Driver Self-Serve portal and enter their current business mileages and their mileage expenses claims online as normal.

 In doing so, they sign an agreement that they accept the company’s terms and conditions and that they have had their vehicle serviced in accordance with the manufacturer’s approved service schedule, or with the company’s own bespoke servicing schedule.

The  company has the  option to add a bespoke element to the service schedule by including items, such as additional tyre pressure and fluid level checks at various mileage intervals, and making them part of the company terms and conditions.

Once the vehicle details and business mileages are entered by the driver, the fleet software system that sits behind the portal compares them against the manufacturer’s approved service schedule, and the company conditions, for the vehicle in question.

It then proactively informs the driver of the number of miles left before the next service or the next check and when the vehicle will need to be booked in for the service to be carried out.

If drivers fail to update their details, they will be unsuccessful in their mileage expenses claim, which acts as a major incentive for them to keep records accurate and up-to-date. They are also automatically flagged up in an exception report to the fleet manager for further action to be taken.

Used in this way, the system provides the fleet manager with a confirmation that a service has taken place and a record of the date, in an easily visible audit trail that meets duty of care requirements.

Andrew Leech, Mycompanyfleet business manager, said: “We all too often hear stories of the problems faced by fleet managers in verifying the condition of their grey fleet vehicles.

“Duty of care requirements state that companies must check and verify the condition of the vehicles that employees use on company business and that they are fit for purpose, even if  employee-owned.

“Driver Self-Serve not only tackles this problem, and provides a clear audit trail, but reduces the amount of administration time spent by the fleet manager as the drivers have to enter the mileage and service history details online themselves.

“Without that update and a signed agreement, the drivers do not receive their monthly mileage expenses - which is a major incentive for them to update the vehicle records as required,” he said.