Fleet Administration

PVS manages your fleet fuel cards seamlessly and effectively. Using our digital dashboard, the PVS team administer the day-to-day management tasks and provides prompt management reporting including analytical reports and spending metrics, whilst accurately forecasting spend.

PVS can process all Motoring Offences via our Fleet Check platform. Motoring offences include (but not limited to) PCN, Bus Lane Penalty, parking fines, speeding fines, not wearing a seat belt, driving without due care and attention, etc. In most cases, the fines will be transferred to the driver for payment together with company notification by PVS. On occasion, however, if the fines cannot be transferred, they will be paid by PVS and invoiced monthly. The system will be managed via Fleetcheck where PVS will identify incidents that are open, closed, or in dispute, alongside the time frames. Every email and action are saved to the database so if a dispute event was to occur, PVS has all the evidence backed up to appeal.

With reference to Taxation and V5 Management transition, this is easily accomplished by the PVS address being a ‘care of’ of the vehicles on the V5. All vehicle issues will then come straight to PVS without the need for PVS intervention. This will be done by transferring ownership online by completing a form on the DVLA website. PVS will require the 11-digit reference number on the current V5. Once the application is submitted a new V5 will be sent. The vehicles tax expiry date will be automated on our FleetCheck database so that through the DVLA website, PVS will be alerted a month in advance. This allows PVS to re-tax the vehicle. This will also be shown on the maintenance planner.

PVS compares received invoices with current supplier contracts to check whether the products/services billed is valid. In addition, PVS calculate whether ‘totals’ are correct, and parity exists between electronic and paper versions. This PVS control is based on mainly three disciplines:

• Invoice Accuracy - Did you receive that for which you are being billed?
• Contractual Accuracy - Is the invoice in line with the contract?
• Accounting Accuracy - Is the calculation of the invoice correct?

Daily Vehicle Inspections are facilitated by the FleetCheck app. The Fleetcheck Walkaround app provides drivers with the ability to upload the ‘daily walk round’ check, and the results are submitted for the relevant parties to view. PVS will keep records of this and understand whether the vehicles’ defects need to be repaired immediately. These will be assessed by PVS daily to ensure all drivers are completing this procedure. This is a fully customisable service meaning PVS will be able to meet all your requirements.

PVS is able to provide vehicle telematics and utilise existing telematics data. PVS is totally familiar with telematics utilisation and can use the online platform to extract data. PVS will then illustrate, on the dashboard, the usage of fuel, costs of fuel and journey reports. Plus, driver behaviour can be detailed by interrogating acceleration, harsh breaking, idling excessively et cetera, to understand where additional savings can be made.

With reference to Permit Management, PVS confirms the ability to administer vehicle permit requirements. The process begins at the point of vehicle entry on to the PVS platforms. Our processes demonstrate facilitates the process of adding vehicles and the ability to edit the data at any time. PVS is able to input the details of the permit requirement onto our FleetCheck database which will inform us of when those permits need renewing. Colleagues will be able to call/email/message PVS if they have any questions regarding this. If the permits are paper based, these can be sent to the driver’s home address. If they are digital, they can be uploaded to FleetCheck and sent to the driver. Access is always available. Bridge tolls are catered for via a ‘toll tag’ for the vehicle which will automatically proceed with payment from a given bank account.