Mileage Claim and Time Sheet Reporting

Since fleets began there has been a need for mileage claim and time sheet reporting.  Companies need to know how much mileage is used, as well as when their mobile employees are on the job.  Before technology became so advanced the mileage claims and time sheet reporting was based on trust.  Company management had to assume that their employees were being honest about their company time and mileage use.  It was nearly impossible to tell if the employee wasn’t being honest.

Unfortunately we have to consider the some employees are not as honest as others or ourselves.  Evidence of dishonesty has been found on a number of different levels.  Luckily a company can have a better monitoring system.  Using vehicle tracking systems allows a company to track their employees’ movements.  The system will even generate its own report regarding mileage and time sheet reporting.

Companies still require the employee to hand in their own reports, but they also have the GPS monitoring system to compare it with.  This allows the company to spot abuse or inaccuracies.  Employees are not as happy about the monitoring systems as the companies.  Many feel it is an invasion of their privacy.  To a degree it can be because the company knows when the person is no longer on the clock and where they are.  However, it is also beneficial to the employee.

Mobile employees entering a home are safer because the company knows where they are if something happens.  For example the vehicle could be stolen while the employee is working, which leaves them stranded.  The company immediately knows about this and therefore has a better chance at recovering the vehicle.  If the employee is in danger the company will also know that, as long as they are in the car.

So while it may seem invasive there are benefits to the employee, even if that means their mileage claims and time sheet reporting are being scrutinised.  Tracking systems will generate the accurate reports for mileage and time sheets.  From the company perspective they can gain quite a bit from them.  The reports save time and they also save on inaccuracies.

Companies have actually found they save 10 percent or more from inaccuracies and abuse when they use the vehicle tracking systems.  This helps the expensive system pay for itself.  Vehicle tracking is rather expensive.  Companies that elect to purchase the hardware pay out more in the beginning, but save money each month.  There are also leasing options for three to five years.  This allows the company to lease the equipment for a set price each month.

Savings can be found in a number of areas besides the time sheet reporting and mileage claims. For example communication between drivers, the depot, and the customer is a lot better.  Customers have a more accurate idea of when the driver will be at their location.  Overall the vehicle tracking presents a number of opportunities for both employees and companies to benefit including on their time and mileage claims.