Fleet managers feel exposed by grey fleet, says Mycompanyfleet

Feedback from fleet managers shows that, when it comes to controlling fleet costs, one of the key areas where they feel most exposed is that of the company grey fleet, says Mycompanyfleet, the automotive arm of leading HR software supplier NorthgateArinso

Concerns over the grey fleet now top fleet managers’ list of major issues, as they look to tighten their control over fleet costs, in the light of the austerity measures introduced by the Government.

 Many companies have now embarked on regime of cost cutting in anticipation of a slowdown in the economy. For fleet managers, there are usually known and readily quantifiable costs across the whole of the company fleet, with the cost of fuel the biggest current concern.

But when it comes to controlling the cost of running the grey fleet, fleet managers feel far more exposed with less control than they do over the ‘normal’ company cars under their charge. And they also have issues around inadequate insurance, accurate mileage capture and poorly serviced vehicles which increase the corporate risks facing the company, especially duty of care.

Mycompanyfleet business development manager Paul Jackson said: “We are seeing increasing levels of enquiries from fleet managers concerned about controlling grey fleet costs. They are usually comfortable about controlling operating costs of the main fleet, but the grey fleet continues to give cause for concern.”

Mycompanyfleet’s answer to the problem is its grey fleet software solution, Driver Self-Serve, which allows fleet managers to exert greater control over the grey fleet and at the same time reduce the amount of administration.

The Driver Self-Serve system completely automates a number of grey fleet requirements such as business insurance, mileage and driver licence checks, as well as handling service reminders and other time-sensitive alerts , and  advises drivers and  fleet managers when a vehicle will need to be booked in for the next service to be carried out.

It also can be used to capture general costs such as hotel costs, airline charges and other travel costs, so that a total mobility picture can be created.

Mycompanyfleet has also increased the functionality of Driver Self-Serve to allow contract and other managers to capture all costs per project and to identify actual cost per project. This is particularly valuable on large projects where there are numbers of drivers constantly visiting different sites.

Driver Self-Serve operates through a dedicated web portal and all drivers must sign an agreement that they have adequate insurance, an up to date and valid driving licence 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 drivers’ line manager can then confirm that the driver has adequate cover to use their vehicle on company business and can then authorise payment of any appropriate mileage or motoring -related expenses.

Used in this way, the system provides the fleet manager with all of the information necessary to confirm that the vehicle and the driver meet duty of care requirements, and provides an easily followed audit trail.

 
“In these times of austerity, the Driver Self-Serve solution provides organisations with peace of mind and the means to effectively manage the risks associated with the grey fleet in a completely automated way as well as ensuring all vehicles meet fitness for purpose and duty of care requirements,” said Paul Jackson.

 “Driver Self-Serve also validates business mileages and can be used to capture all mobility and project costs. It confirms the condition and roadworthiness of vehicles being used for business purposes to ensure that the company remains legally compliant and meets its duty of care obligations, not just to its drivers but the public at large,” he added.

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