Pool vehicle management – optimize your fleet utilization
Employers often rely on vehicles to fulfill their tasks. For this reason, employers provide their staff with a company car. Not everyone gets to have a vehicle of their own. Instead, there are pool vehicles that are made available to every employee. But what is the advantage of pool vehicles in a company fleet? How can pool vehicles best be integrated into the fleet? In this post you will learn everything about pool vehicles and their management.
What is a pool vehicle?
A pool vehicle is a vehicle available for use by a number of individuals. It is a company car that is not specifically assigned to one employee. A fleet can consist entirely or partially of pool vehicles. To this end, it is important to make it clear which cars are available as pool vehicles and which groups of employees may drive them. In comparison to conventional company cars, which are driven by only one person, pool vehicles are driven more frequently, i.e. better utilized, by various individuals. This translates to a more efficient fleet. There are fewer idle periods during which vehicles are parked on company premises, and employees get to arrange their mobility as they see fit. According to estimates, cost savings are evident even in small vehicle pools: with higher utilization, the efficiency of a pool can be increased by up to 30 percent.
How are pool vehicles managed and booked?
The administration of pool vehicles is similar to that of conventional company vehicles, usually by a fleet manager or other dedicated staff, who is authorized to manage the fleet, including supervision of the pool vehicles.
How are pool vehicles managed?
Administrating pool vehicles can quickly become confusing: which vehicles are used when, to what extent is a particular vehicle utilized, etc. This is where software support comes into play. They give both employees and the fleet manager a constant overview of the bookings and vehicle utilization. With the help of corporate carsharing software, gaps in utilization are identified and overall costs optimised. Software can also provide important insights when it comes to the procurement of additional vehicles. In many cases, economizations can be made that save money and enhance a fleet’s efficiency. The CaranoCloud booking platform allows you, in a matter of clicks, to manage your pool vehicles, view upcoming appointments and evaluate utilization. Whether as digital storage for contract and vehicle data or monitoring appointments – CaranoCloud’s pool vehicle management offers maximum transparency and cost efficiency.
What about the costs of a pool vehicle?
Pool vehicles are billed either on a daily or hourly rate and the number of kilometers driven. If a pool vehicle is also to be used for personal reasons, a logbook or one-percent billing system* is recommended.
Driver’s license check for pool vehicles
Driver’s license checks are just as mandatory for pool vehicles as for permanently assigned company vehicles. This is the responsibility of the vehicle owner, i.e. the company. For smaller fleets, driver’s license checks can be easily carried out manually, but for larger fleets, an electronic verification system makes better sense. Driver’s license verification by means of an app on a smartphone is a new and efficient way to check driver’s licenses. Thanks to encrypted connections, the latest generation of electronic driver’s license verification also offers very high data security. The process is very simple: an NFC sticker is placed on the driver’s license so that data regarding upcoming checks can be transferred to Carano. The driver then uses the app to read the NFC sticker. Automatic reminders to the driver eliminates the need for time-consuming appointment coordination, thereby saving time and money, especially in the case of decentrally organized fleets.
Driver instruction and APR test for pool vehicles
Just as in the case of permanently assigned vehicles, driver training and regular company car inspections must be kept in mind. This is a legal obligation for the employer as mandated by DGUV (German Social Accident Insurance) regulation 70, which requires companies to provide instructions on the safe operation of vehicles to employees with company cars. In the case of pool vehicles, the only difference is more users need to be instructed. To keep this as simple as possible, an EdTech system is recommended. This guarantees legally compliant documentation and efficient knowledge transfer through clearly structured chapters and rounding off with a test.
Personal use and financial benefit for employees
If a company provides its employees with a pool vehicle and a financial advantage to the employee is to be avoided, an express prohibition of private use must be provided in writing. If the company does not issue such a prohibition, the use of the vehicle may result in a financial advantage to the employee. A car journey between home and work does not necessarily equate personal use of the pool vehicle, as these trips are part of the so-called sphere of employment.
However, if the company allows for the personal use of vehicles, the 1 percent rule applies according to the German Federal Fiscal Court. The financial advantage is related to the vehicle and not to the person. Hence, the financial advantage is spread out, depending on use, among all users of the vehicle. In order to allocate this as precisely as possible, the use of a logbook is recommended.