Fleet Administration

We can administer a comprehensive list of vehicles (master fleet list) which will include all vehicles that are due for replacement. The list would include full details of all vehicles and drivers, plus any additional requirements that you have, for instance branches or offices.

We typically work 3-4 months ahead on new car orders but are happy to work to your requirements, although we would not recommend any duration shorter than 12 weeks to ensure timely delivery.

We can also administer driver renewal packs which can include:

• Replacement vehicle/Cash alternative memo
• Car Pro-Forma
• Driver Handbook
• Benchmark Car List

We can liaise with the driver over the replacement vehicle or cash alternative, bearing in mind their benchmark. We can also arrange test drives in most circumstances.

We are able to send P11D memos to drivers upon delivery of their replacement vehicle to advise on benefit-in-kind (BIK) rates.

We can organise delivery of a driver’s new vehicle and collection of their existing vehicle.

We can administer the insurance database by adding and removing vehicle details where necessary.

We currently produce quarterly master benchmark lists for our clients based on 48 months and 80,000 miles contracts (this can be adjusted to suit your fleet).

The list ensures the choice for drivers is as up to date as possible.

Upon delivery of a driver’s new car, we can send out driver packs to include:

• CVM Maintenance Card and Laminate
• Your driver handbook with details of accident procedures and contact information
• Plus anything else you require

We can manage all the first instances and renewals of your fleet’s road fund licences as well as communicating with drivers and/or Fleet Manager to ensure the fleet are confident that their vehicle is taxed correctly.

We recommend we update you with a weekly Master Fleet List to include any additions, removals and spare vehicle information. We can send this to as many or as few contacts as you require. We also recommend a weekly or bi-weekly conference call so the Fleet Manager can be kept up to date on all issues, eventualities and current fleet requirements.

We can administer reminders for drivers of upcoming servicing and MOT requirements and will ensure this is always done at least four weeks in advance to give adequate time for booking.

We can also monitor pooled mileage and advise if any contract realignments are required to avoid excess mileage charges.

We can administer all driving fines and ensure drivers are notified of fines in advance of salary deduction to allow them time to contest should they feel it has been given unfairly.

All fine recharges can be scanned and emailed directly to your chosen point of contact plus originals can also be sent out in the post.

We are able to provide regular vehicle inspections for a set fee prior to car movements amongst your fleet.

We are able to provide annual (or more often if required) driving licence checks of your company car and fleet drivers. This is to ensure nobody is driving illegally, and that any additional penalty points will affect your insurance policies. We recommend that we highlight to you anyone with 6 or more penalty points.

We are able to provide you with an annual (or more often if required) up to date list of all Cash Allowance takers. In addition we would recommend we administer annual checks on these drivers requesting:

- Copy of Driving Licence – Copy of V5 to prove vehicle suitability – Copy of valid MOT certificate – Copy of Valid Insurance Certificate to include business mileage – Copy of Valid Road Fund Licence

We can hold all master copies of all documentation relating to aspects of the services provided. Such copies would be made available to you as required and on request. The types of documentation we currently hold for clients are:

- Signed declarations – Car pro-forma order forms – Car handover forms – Driver licence copies – Inspection reports

If you are currently working with another partner or funder, we are experienced to manage relationships with these partners on your behalf for as long as you require us to.