DHR TRANSPORTATION MANUAL – CHAPTER II VEHICLE MANAGEMENT 95
J. RECORDKEEPING AND REPORTING
Records are kept to account for vehicle usage, justify fleet size and to help determine when to
dispose of and replace vehicles.
1. Capturing Data - Vehicle operators are responsible for capturing data involved in the
operation of their vehicles. Cost and use data are captured in several ways. Drivers must
keep a daily vehicle log in their vehicle. This will be used to collect odometer readings,
expense information for fuel, oil, repairs, etc., and passenger trip information. A sample
form is provided as Exhibit 46. Other forms may be used as long as they include, at a
minimum, the information in Exhibit 46. Transportation managers should collect other
expense data such as personnel costs and insurance premiums.
A vehicle history folder should be maintained for each vehicle. Each folder should
include: daily vehicle logs; passenger trip information; maintenance records and
expenses; other expenses; and periodic inspection reports.
2. Vehicle Reporting
a. DHR Vehicle Operator Reporting, WEX Card Users
DHR vehicle operators are required to submit information on mileage,
downtime, repair, maintenance, fuel, oil, and other expenses for DHR vehicles
via the Maximo System. The reporting period for all vehicles is from July 1st
through June 30th of each year.
The Maximo system downloads fuel data from the Wright Express (WEX)
fuel program, including the fuel cost information and the number of miles
driven on each vehicle with a WEX account. In instances where errors are
generated because of mistakes at the pump or improper fuel card practices, the
organization to which the vehicle is assigned is responsible for correcting
those errors. These errors are compiled into a spreadsheet and posted for
correction. These errors should be corrected monthly. The procedure to
correct WEX reporting errors can be found by clicking here.
b. Contractors of Coordinated Transportation Vehicle Reporting, WEX
Contractors with DHR vehicles assigned to them are required to report data
for all DHR vehicles in the Maximo system. Fuel costs and the number of
miles driven on a vehicle are being tracked through the Maximo system via
the WEX fuel card. In instances where errors are generated because of
mistakes at the pump or improper fuel card practices, the organization to
which the vehicle is assigned is responsible for correcting those errors.
These errors are compiled into a spreadsheet and posted for correction. These
DHR TRANSPORTATION MANUAL – CHAPTER II VEHICLE MANAGEMENT 96
errors should be corrected monthly. The procedure to correct WEX reporting
errors can be found by clicking here.
c. Vehicle Reporting for DHR Vehicle Operators and Contractors of
Coordinated Transportation – nonWEX Card Users
Organizations with DHR vehicles that do not use WEX fuel cards must report
their vehicle cost information (fuel costs, mileages driven, maintenance costs
and repair costs) in the Maximo system manually each month for the
reporting periods mentioned in item 2a above. This should be accomplished
by using the information from item 1 above. This information will be checked
by Regional Transportation Office staff during vehicle site visits.
d. Non compliance with these requirements will result in the reassignment of
vehicles to other organizations within DHR. Vehicle reassignment will be at
the discretion of: any member of the Regional Transportation Office staff, the
Transportation Services Section Manager, and/or the director of the Office of
Facilities and Support Services.
3. Maintenance of Records
Transportation Providers and operators of DHR vehicles must establish maintain and
provide upon request by DHR or as required under the terms of the Transportation
Agreement, the following records and related information:
a. Copy of registration with the Department of Revenue Motor Vehicle Division
(DOR-MVD) (if applicable, see Section E for details).
b. Vehicle records, including at a minimum the following documentation for
Manufacturer and model
Vehicle identification number (VIN)
Odometer readings and daily trip logs
Type of vehicle (mini bus, wheelchair van, etc.)
Capacity (number of passengers)
License number (if applicable)
Special equipment (lift, etc.)
Vehicle Maintenance and inspection records
c. Driver Qualification Files (See section on Driver Qualification Files for