Fiscal administration, private use and privacy

By registering your trips with Fleet Complete's vehicle system, you are equipped with a completely automated trip administration that fulfils the requirements of the tax authorities. Since the requirements of the tax authorities are regularly updated, it is important that these new demands can easily be added to the reporting. The reporting module FieldLog offers the opportunity to easily put together reports and, if necessary, to change them. Concerning fiscal administration Fleet Complete will always offer you a default rapport that fulfils the latest requirements of the tax authorities.
This chapter describes how you can retrieve this reporting and how a correction of the odometer is dealt with. Additionally we inform you about the privacy protection and the storage of our data for the benefit of the tax authorities.

Reports

Fleet Complete provides you with a fiscal report that completely fulfils all the requirements set by the tax authorities. The requirements that the tax authorities demand from a trip administration, concern apart from who drove when in which vehicle, the following:

• Displaying the 'expected travel distance' (according to the route planner) next to the actual distance
• Being able to enter a 'remark' at the registered trip, for example to explain kilometres driven in excess
• Displaying the 'originally registered addresses' provided with a full post code
• Displaying the 'route driven on the map'
• Displaying the distance driven per trip, after a 'correction' has been applied resulting from the mileage on the odometer in the vehicle.

This report can be found in the 'FieldLog' module under the 'tripreports' menu.

1. Click on the report [Fiscaal overzicht RRS];
2. At [Filter] enter the period and possibly the employee and/or vehicle. The report now appears on screen;
3. You can print this report or send it to Word/PDF/XLS and print it from there through the [Export]. You can also email the report automatically to the persons involved (printing a report).

Correction odometer

The odometer in the vehicle will deviate on average 2% from the on board computer. The odometer in the vehicle produces a derivative of a number produced by an impulse counter and the on board computer registers a GPS coordinate every half second and thus shows reality. The tax authorities demand that a correction on driven distances is applied on the basis of the deviation from the odometer in the vehicle. That is why at least once a year per vehicle this should be entered into our software by you. Then the correction can be calculated over the past period (odometer vehicle').
Hint! If you do not want the correction to be calculated retroactively over all data but for example from 01-01-2012, then you fill in two correction lines per vehicle. In the first correction line you enter the mileage of the on board computer of the vehicle on 01-01-2012 (you can retrieve these in a trip report in FieldLog). In the second correction line you enter the most recent mileage of the odometer of the vehicle.

Privacy (private use)

Dutch tax regulations

In case the vehicle is used privately and for reasons of privacy it has internally been agreed that these trips remain 'hidden', a red button can be used inside the vehicle to designate private trips (red button). Hiding these trips has been activated by default for Dutch customers. Only based on written approval of the employees of your company this can be deactivated. This is a requirement of the Hallmark RRS. (applicable to Dutch law)
Hiding of private trips means: 

• The locations and the timestamps of private trips are not displayed in the reports of FieldLog
• If an employee is driving a private trip, this vehicle is not displayed on the map in FieldMap

Hint! In FieldLog you can easily retrieve how many kilometres have been driven privately per employee/vehicle per year (yearly total). This information can even be made transparent for the employee himself through the employee desk (Field service employees). This way you put the responsibility where it should be!

Audit trail

A new reporting category is available in FieldLog, named Audit trail. This reporting category falls under the reporting group ‘management reports’. A report that you put together based on this category, contains all changes that have been made by the user or by Fleet Complete to the trip data of a vehicle that is fitted with a certified system. Changes that could be made within a trip are changes in trip type and driver. You see which user changed which field at which time. You see the field’s old and new value.

Dysfunctioning system

Fleet Complete informs drivers of any dysfunctioning of the registration system. In case of one of the following situations an email and/or text is sent to the driver of the vehicle:

• Registration system active (vehicle ignition is on) and during at least 10 minutes no GPS coordinates are received on the server.
• Registration system is inactive (vehicle ignition is off) and during at least 12 hours no message from the registration system is received on the server.
• The power supply of the registration system is interrupted.

The email and/or text is sent to the default driver of the vehicle. If no default driver is known for the vehicle concerned, then the message is sent to the last known driver associated with that vehicle.

Checking private trips

To check whether correct use is being made of the private button in the vehicle, it is possible to indicate a time schedule (per employee). Here you will enter per day which time schedule applies to private trips, commuting and business trip. The distance of a trip that exceeds any of the time schedules, will be pro-rated over the time schedules concerned. Setting up of the time schedules can be found in the 'Management' module under the 'Settings' menu.

1. Click on the option 'Time table';
2. Determine whether you would like to set the time schedule per employee group of per employee;
   1. Per employee group: Click on the [edit] button after the employee group concerned
   2. Per employee: click on the [+] button in front of the employee group concerned and then click on the [edit] button in front of the employees concerned. The setting 'default timetable' will be deactivated if the employee settings are set differently from the employee group settings.
3. The opened screen shows you 3 tabs. In the second tab 'Weekdays' you indicate that you wish to use the time schedule.
   1. The trips/part of the trip before the 'end private' time and after 'start private' time are seen as private trips.
   2. The trips/part of the trip between the 'end private' time and 'start working hours' and between the 'endworking hours' time and 'start private' are seen as commuting trips
   3. The trips/part of the trip between the 'start working hours' time and 'end working hours' are seen as business trips;
4. Click [update] to confirm settings
5. In a report, select the columns after which '(TS)', time schedule, is listed, like 'Z km (TS)' or 'P km (TS)'. (create a report)

Saving data

The matters that the tax authorities demand, we will retain seven years, other data we will retain two years. Of all trips we retain the following data seven years:

• Date;
• Start and end time;
• Start and end odometer mileage;
• Distance
• Original start and end location
• GPS locations (for benefit of route)

In case you need detailed tripinformation before 2012, please consult the support department of Fleet Complete.