Frequently Asked Questions By Drivers Transitioning From Fleet

When it comes to fleet vehicle programs, employees know that anything relating to their company car is paid for and maintained by their employer. So, when the time comes to transition into a new program that is beneficial for the employee and the company, it’s not a surprise that employees will have questions about day-to-day operations and how they’ll be reimbursed for driving. 

That’s why Motus comes prepared! We have an awesome Support Team ready to help with anything they need. Plus, our Help Center has a ton of articles ready to assist those proactive employees.

So, what are some common questions that drivers have when they move on from their fleet program? 

Can you change cars at any time? 

Yes, you can update your primary vehicle at any time. If you need to update your vehicle, you can simply visit the forms page in the Motus app or login on Motus.com and update your Business Vehicle Information Form (BVIF). 

Pro tip to remember: Each time you update the BVIF, you’re confirming that vehicle is now the primary vehicle that you’ll be using. Each time you complete this form you will also be required to provide insurance for the vehicle.

What do you do if you have a personal trip on your log in the middle of the day? 

This is a great question! If a personal trip was recorded in your mileage log in the middle of your day, you can simply delete that trip from the mileage log. The Motus App will determine the optimal route between the previous location visited and the next stop recorded in the mileage log.  

Can I submit multiple times per month? What if I submit before the month is over? 

This is an excellent question! There is a key thing to remember that mileage entry and submission are different. When you’re submitting your mileage, you’re letting Motus know that you’re done driving for the month and you’re finalizing your mileage. This should only be done once at the end of the month. If you submit mileage early, the month closes so you won’t be able to continue logging mileage. Although you’ll enter/log mileage daily via GPS or manually, make sure to only submit mileage once per month. 

What happens if I submit my mileage late? 

If mileage is submitted after the deadline, it will be reimbursed in the following payment period. It’s important to know that your employer can set a time limit to submit late mileage and can potentially expire. Once mileage has expired, it cannot be submitted for reimbursement and that mileage would not be included towards the annual IRS requirement of 5,000 business mileage. 

Will I ever get compliance reminders? 

Every time you log into the app or website, you’ll see the status of all forms when viewing that page. You won’t be sent any notifications if all forms are on file. However, you would receive a notification each month on the 25th if there is a form missing from the file (insurance, vehicle), as well as a notification before any taxable income is applied. In addition to the out of compliance reminders, you’ll also receive reminders to submit your mileage before the deadline each month.

Is the variable reimbursement based on where I live or where I drive? 

Excellent question! It’s a combination of both, essentially. When Motus gathers the data to determine the variable rate, we gather from over 150,000 fueling stations within your Metropolitan Statistical Area, which spans a greater distance than your zip code. This helps ensure the data being gathered from where you live and would fill up your fuel tank the most during your work week. 

Where can I see the breakdown of my vehicle reimbursement? 

To find the breakdown of your reimbursement, simply login to your Motus account online by visiting the reimbursement details page. This page will show you all the fixed costs as well as all the variable costs. 

Helpful Info: You can also see some additional details that go into the calculation of your fixed and variable reimbursements such as:

• The Standard Automobile chosen by your employer 

• Retention Period 

• City Driving Percentage 

• Base Location 

How do we get reimbursed for the wear and tear of using our personal vehicle for work? 

This is a great question! Through a Fixed and Variable Rate (FAVR) reimbursement program, the goal is to provide a fair and accurate reimbursement that is individualized.

Because of this, your reimbursement is influenced by several factors that drive the calculation of costs such as: 

• Your employer’s required insurance premiums (Based on your home zip code) 

• License and Registration Fees (Based on your home zip code) 

• Taxes (Based on the MSRP of the standard automobile) 

• Depreciation (Based on your Annual Expected Business Mileage) 

The costs above are calculated based on the standard automobile your employer has chosen. 

Drivers aren’t the only ones with questions about transitioning Vehicle Programs 

Moving from one vehicle program to another involves a lot of logistics that affects everyone from the drivers on the road to the administrators’ making decisions for the company. It’s important for everyone that we’re on the same page every step of the journey to meeting your company’s goals.  

That’s why we’ve created this comprehensive guide to help business leaders understand the experience to work with us.

View The Guide