Motus Checklists

Transitioning from a Fleet Vehicle Program to Individualized Mileage Reimbursement

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Audit existing fleet program Consider all the costs associated with providing, maintaining and administering a fleet program beyond monthly lease payments or bank fees. As part of this, verify mobile employee headcount to find out how many employees will require mileage reimburse- ment for their personally-owned vehicles. Calculate vehicle program savings Determine how much your company will initially save when you eliminate the capital expenses associated with owning and managing fleet vehicles. Then, begin thinking about how to re-invest these savings back into other areas of the business. Identify vehicle policy requirements Take the time to document your requirements for things like insurance, vehicle types and accident reporting in a formal company vehicle policy. This will help your drivers remain accountable when moving from a company-provided vehicle to their own personal vehicle. Choose a fleet disposal process Consider your options for disposing of your fleet vehicles. You can work with your fleet management provider to return leased vehicles, adhere to their buyout process for company-owned vehicles or provide a buyout option to employees. Before implementing a new mileage reimbursement program, it's important for businesses to document all the tasks and responsibilities necessary to ensure a successful transition. After outlining a plan, follow this checklist to get started with a fleet transition: motus.com

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