Mileage

Objective 

To ensure the completeness and accuracy of the company’s vehicles mileage logs.  

Background 

Koester supplies vehicles for employees for various uses. The costs of these vehicles is accounted for in our project budgets. Complete and accurate mileage logs ensure that costs are being put towards the correct project.  

Things to Consider 

1. Every vehicle should have Koester Mileage logs printed off inside a clipboard with a writing utensil.  

2. If you check out a company vehicle, you are the sole driver of the vehicle. If during the trip another Koester employee drives, the mileage log will be updated to reflect the new driver’s date, time out, time in, and name. 

3. Tickets and Fines associated with a vehicle will be assigned to the employee whose name is associated with the date and times that correspond to the mileage log at the time of the incident. 

4. Approved Koester employees are only allowed to drive Koester vehicles.  

5. Failure to fill out a mileage log completely and accurately will be grounds for revoking your privilege to drive company vehicles.  

Prerequisites 

1. Be an approved operator of a company vehicle. Check with Human Resources for approval. 

2. Prior to departure ensure that mileage logs are available in the vehicle. Mileage logs can be found here. 

3. Mileage logs shall have the Vehicle number, Start Date, and End Date filled out. 

1. If your mileage is turned in weekly use the dates of the week that correspond with a Sunday-Saturday week.  

2. If your mileage is turned in monthly use the first and last date of the month. Monthly mileage must be turned into the Tools & Equipment Department no later than the 3rd day of the following month 

Steps 

Prior to departure employees must note the date, time out, driver name, Job Name and/or number, and mileage start on the mileage log.
Upon arrival to the destination and once parked in a safe location complete the Time In, Mileage End, and Total Miles.
Prior to the next departure employees must note the date, time out, driver name, Job Name and/or number, and mileage start on the mileage log.  If the driver changes on the next departure the mileage log will be updated accordingly (see example).  If the Job that the mileage needs to be charge to changes on the next departure the mileage log will be updated accordingly (see example).
Upon arrival of the next destination and once parked in a safe location complete the Time In, Mileage End, and Total Miles.
Repeat steps as necessary.

See Also 

• Checking out a Company Vehicle 

• Company Fuel Cards 

• Becoming an Approved Operator 

• Tickets and Fines 

• Tolls