Every vehicle must have a vehicle log that is filled out for every trip – this includes rental vehicles.
Instructions for the template:
- Type the vehicle license number at the top of the sheet,
- Print out a bunch of sheets for a given vehicle and staple them together,
- Attach the set of sheets to a clipboard or other surface one could write on,
- Attach a pen to the clipboard in some way that it cannot be removed, and finally
- Put the clipboard, pen, and sheets in the appropriate vehicle.
- Repeat the process for each vehicle.
Instruct drivers and passengers on how to fill out the Vehicle Log Sheet. Follow up frequently (check the sheets in each vehicle during the first couple weeks to make sure they are doing it correctly).
Instruct drivers what to do with completed Vehicle Log Sheets: they should bring them to the Fleet Manager or whoever is entering the data into the Vehicle Management System (VMS).
It is helpful to print out a list of all donor source project numbers (DSPN) and project names, and then put the list in each vehicle, as a reference for travelers. Compile a table with this information, print out many copies, laminate them if you can, and put a copy in each vehicle. This will help staff fill out the logs completely and correctly.
Collect Vehicle Log Sheets on a weekly basis to address gaps and avoid last minute data entry into the VMS – try to establish a reporting period from the 26th of past month to the 25th of current month. This allows the VMU to produce timely reports for Finance to help them meet their reporting deadlines.
The CRS Cost Allocation Policy (POL-FIN-ALL-020) requires that all CRS vehicles Expenses are pooled. No deviation to this Policy is allowed unless a waiver if granted by the overseas Finance Director. If VMS is used to track both Pooled and non-Pooled “Direct-Direct” Vehicles (Directly charge to activities), the Km per DSPN report will be biased (not be reflective of the real situation). Two solutions are proposed to overcome that issue:
- To overcome that issue, someone would have to produce reports for each direct-direct vehicle and manually deduct the mileage from the cost allocation report prior to sending it to Finance.
- Set up a second VMS program to track non-Pooled Vehicles. If VMS cannot be set up, manual allocation of KM per DSPN can be done using the attached Vehicle Log Sheet Template (English) and French.
It is helpful to print out a list of all donor source project numbers (DSPN) and project names, and then put the list in each vehicle as a reference for travelers. Compile a table with this information, print out copies, laminate them if you can, and put a copy in each vehicle. This will help staff fill out the Vehicle Log Sheets completely and accurately. Click here to download a template for this table: Vehicle Log Funding Source Reference Template.
A reminder for all staff: vehicle operations may be charged to the Vehicle Cost Allocation Pool (9101) or to project DSPNs. In no instance may an expense be charged to the Support Cost Allocation Pool (9103) or the Facilities Cost Allocation Pool (9102). Acct Codes 9102 and 9103 should not be included in the VMS Fund module in order to prohibit their use.