The importance of good corporate governance and greater transparency has been thrown into the spotlight more than ever before, especially with stakeholders in companies demanding better, and more transparent, financial management of their investments.One of the areas where companies can potentially control their expenses is by having proper fleet management structures in place.
From a moral point of view, companies can enable themselves to validate their whole fleet’s travel claims.With the latest SARS legislation, and the logbook requirement by SARS to validate your travel claim, it will add to a company’s credibility to empower their employees to be compliant with SARS.
In effect, partly because of the latest legislation with regard to travel claims from SARS–both for employees driving company-owned vehicles, as well as the ones who have opted for a travel allowance, or simply using their private vehicle for business purposes from time to time – the logbook issue has now, both directly and indirectly, become a (potential) liability to the company, and forms part of their holistic fleet management solution.
Most companies/employees have opted to go the travel allowance route because of the new dispensation in terms of the travel tax/allowance benefits/restrictions on the travel claims legislation from SARS.Individuals/employees within the company environment now face the responsibility of having to validate any travel claims they submit to SARS.IntelliDrive has a fleet management solution with a different approach to any other fleet management solution currently available in South Africa.Its solution accommodates the latest SARS requirements on direct and indirect fleet management, as well as the traditional fleet management requirements.IntelliDrive offers both an off-line (after the fact) and an online solution.
The off-line solution consists of a GPS-driven data logging device that is powered by the cigarette lighter of a vehicle (other power supply options are also available).The unit logs all trip data.This data is downloaded onto a computer via a USB port on a daily, weekly or monthly basis by either the driver or the fleet manager.
The tripTrack-powered software translates this data into SARS-compliant logbook reports.A variety of detailed reports can also be drawn for fleet management purposes–all dependent on what the individual or company’s requirements are.Driver behaviour can also be easily monitored with the trip data that is available.Companies that choose to assist their employees to comply with the SARS logbook requirements free up a lot of employees’ wasted time trying to compile logbooks, and enable them to be more productive.
In turn, the companies then utilise this as a tool to monitor their field personnel’s trips.It validates all trips taken and ensures that drivers and sales or technical staff members manage their trips and time more efficiently.This ensures that travel claims submitted by employees to their respective companies are validated.The system does not allow you to add trips that were not driven ... this alone could potentially save most companies a lot of money.
The facility also improves a company’s CRM reportability.All trips can be viewed on a street map that forms part of the software and these can be simulated on Google Earth.All of this is available at a once-off cost – with no monthly fees payable.The tripTrack driven once-off solution is a costeffective way for smaller companies to manage their fleet.
For companies with multi-users or larger fleets, IntelliDrive offers a ‘live’ unit which enables the user to track a particular vehicle in real-time on a screen, via a PC, laptop or cellular phone.Sophisticated add-ons are available on the system, giving the user access to the latest technology to control and manage vehicle fleets.The live system comes at a reasonable up-front cost and monthly fee to cover data and recovery costs.In the not-so-distant future, IntelliDrive will be in a position to offer the service of reporting and fleet management on behalf of customers.
Source: By TaxTALK