Assign a vehicle to an employee
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In HR, select the employee you want to assign a vehicle to.
You can access HR from the top hand menu.
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Select Vehicle from the action list.
- Select Add a New Record.
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Complete the form, using the following table as a guide.
Only fields that are added in the Screen Designer appear in this list. Review INSERT HERE to learn more.
Field
How to complete
Vehicle*
Select the More icon, then use the Vehicle Lookup screen to select the vehicle. When you select a vehicle, you’ll see more information about it that you can add to the employee’s Vehicle record: tick the box beside each item you want to include, and then click OK to add the information in the appropriate fields.
Type*
Select the appropriate option from the drop-down menu (for example, Company Car). The options available for selection are configured in Admin > System Lists > VEHICLETYPE.
Start Date*
Type or select the date when the vehicle is assigned to the employee.
End Date
Type or select the date when the employee stops using the vehicle.
Make
Type the vehicle’s make (i.e. the manufacturer; for example, Ford).
Model
Type the vehicle’s model (for example, Focus).
Registration
Type the vehicle’s licence plate registration.
First Registered
Type or select the vehicle’s registration date.
Engine Size
Type the vehicle’s engine size (for example, 2.0).
Fuel Type
Select the appropriate option from the drop-down menu (for example, Petrol). The options available for selection are configured in Admin > System Lists > FUELTYPE.
CO2 g/Km
Type the vehicle’s CO2 emissions value (for example, 78).
Fuel Options
Select the appropriate option from the drop-down menu. The options available for selection are configured in Admin > System Lists > Car Fuel Benefit.
Notes
Type any additional information about the vehicle.
Lease Company
If the vehicle is leased, select the lease company from the drop-down menu. The options available for selection are configured in Admin > System Lists > Car Lease Companies.
Monthly Lease Amount
Type the monthly cost of the vehicle lease and select the currency from the drop-down menu.
Maintenance Cost
Type the cost of maintenance for the vehicle (weekly, monthly or yearly) and select the currency from the drop-down menu.
Car P11D Value
Type the vehicle’s P11D value and select the currency from the drop-down menu.
Accessories
Type any additional vehicle accessories (for example, SatNav).
Date Fuel Card Allocated
Type or select the issue date of a fuel card for use with the vehicle.
Date Fuel Card Returned
Type or select the date when use of a fuel card for the vehicle ends.
Capital Contribution
Type the contribution value and select the currency from the drop-down menu.
Accessory Contribution
Type the contribution value and select the currency from the drop-down menu.
Annual Contribution
Type the contribution value and select the currency from the drop-down menu.
Private Fuel
Type the private fuel allowance value and select the currency from the drop-down menu.
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At the end of the screen, select Save. The vehicle details are linked to the employee in the following places:
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In HR, on the employee’s Vehicle screen.
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In Admin, on the Vehicle Management screen and on the Drivers tab for the vehicle.
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