We may be all about capture of mileage at The Miles Consultancy and yes, that’s our bread and butter. It’s where we began now over 20 years ago. But really, our expertise and specialism runs a lot deeper than that.
Actually, it’s all about data. Processing data, harnessing data, consolidating and analysing data from multiple sources and when it comes to fleets, the sources seem endless.
Mileage data is at the heart of it all and we know that better than anybody. It’s not just about logging the distance of a business journey though; it’s about making sure of its accuracy and monitoring how the vehicle is performing. The fuel and EV charge data is managed and analysed exclusively by countless businesses too, to achieve savings and ensure compliance with policy.
There’s more too. Many fleets utilise telematics, manage vehicle leasing data, require reporting on their carbon emissions. When it comes to a fleet of vehicles, there can be a lot to unpack.
Once aspect that we’ve been able to support businesses in for a number of years now is driver and vehicle compliance. That’s ensuring that both employees and their vehicles are safe and legal on the road when driving on business, be it in a company owned vehicle or their own car. Not keeping tabs on these crucial areas can put employees at risk and expose businesses to potential fines.
Employees, of course, need to hold a valid driving licence to be able to drive on business. It may seem like a given, but these checks should not be overlooked. Keep an eye on the expiries and not only that, keep an eye on those drivers who are potentially at risk. TMC analysts shared only this week that 12,577 drivers across our customer base have three or more points on their licence, something which should be visible to a fleet manager.
This isn’t just a stat. It’s a risk to your business, your compliance record and your bottom line. If you’re not actively monitoring licence statuses and managing driver behaviour, you could be exposed.
The employee is obviously at risk too. It was reported earlier this year that around 2.3 million UK driving licences are due to expire in 2025, this coming from Freedom of Information data gathered by Co-op Insurance from the DVLA. The fine can be up to £1,000, potential for three to six points on the licence and possible vehicle seizure.
Another no-brainer is that vehicles must be taxed and have a valid MOT, whilst grey fleet drivers must have valid motor insurance specifically for business mileage. Tax and MOT statuses can be easily checked through the DVLA database electronically, but TMC data specialists found recently that there are 3,658 drivers across our clients who require valid business insurance but currently have no or unsatisfactory evidence supplied.
A sure-fire way to ensure your employees are complying is to seamlessly combine the requirement of compliance checks with your mileage capture processes and make them go hand-in-hand. Employees without a valid licence or business insurance can be prevented from claiming business mileage and any reimbursement that they may be due can be withheld.
TMC are able to facilitate this with quick, fully digital checks that are run through DVLA servers and in the case of insurance documentation, our specialist products team for validation. Ascertain which employees are at risk with incomplete or invalid checks via bespoke dashboard reporting software for complete visibility and be confident that your monthly payroll file for mileage payments is not contaminated with claims from non-compliant employees.
