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Driver Logbook is an automated solution for keeping a logbook for a perk car or calculating mileage for reimbursement for private car usage. This solution is an Add-In to Geotab Drive supporting the driver on mobile devices in the daily task to categorize trips into business, commuting or private and requires that the user is associated with the vehicle as the driver during all relevant trips taken.
Driver Logbook creates an automated report in PDF format, which can be downloaded and handed-in for the driver’s tax declaration. The report is compliant with the rules posed by German tax authorities.
Features And Benefits
- Electronic logbook based on engine odometer
- Add-In for native App Geotab Drive
- Automatic functions are enabling high convenience usage
- Annual Report in PDF format in a tabular format with monthly mileage checksums
- Compliance with German Tax rules for:
- Completeness of mandatory data fields
- Continuous and consecutive listings of trips
- Revision notes for subsequent changes to the book (7-day rule)
- Bulk editing of trips
NOTE: The View/Download report feature currently only works on Drive app web application.
The Add-In is supervising the integrity of the logbook and is supporting the driver to file a complete and continuous annual log of trips. It is making sure that all business trips are filed only if all mandatory information fields are filled. Untreated trips will be shifted to the private category before the 7th day, in order to maintain the highest possible level of completeness of trip information in the logbook.
Every trip is listed and the mileage is logged in a continuous manner for the annual report in a tabular view. The tabular view allows for easy comparison and cross-checking of mileage and trips, e.g. an overview of the monthly accumulated mileage is included.
Amendments of trip information of business trips later than 7 days after the trip, are treated as subsequent accounting transactions, and are logged with a revision note. It is not possible to change business trips 7 days after the trip, without creating revision notes. All revision notes are printed into the annual report, for reasons of transparency, indicating to the tax auditor about what was the change in the book and when it was done.
The logbook is vehicle oriented and connected to the driver. So a change of vehicle or Go-Device will trigger a new logbook to be started. Multiple drivers can use a vehicle In this case the logbook will offer each driver exact their own mileage for categorization. All other accumulated mileage will be listed as private trips.
Ease of use: The logbook is fully automated to the extent that all available telematic data is utilized to pre-fill the trip information. This means that the trip date, time, address, odometer mileage, trip duration, VIN information (if available) are pre-filled. The remaining task to do for the user is to complement the data with the name of the business partner and the purpose of the trip, and of course the trip category. If the VIN can not be decoded, then the user has the possibility to manually enter vehicle type for the cover sheet of the annual report.
Data privacy: The solution can be utilized in parallel to personal mode or restricted data mode with following side condition: For trips under personal mode or restricted data mode the Add-In cannot pre-fill addresses, because the information is not available. Also the user has no possibility to enter the address manually, as a consequence trips will have incomplete trip information (missing start/stop addresses), and should best be categorized as private trips. As an alternative, if the driver ignores these trips, they will be filed as private trips after 7 days, automatically. When handling multiple vehicles in a fleet, it can happen that trips are performed without a driver assigned. These trips will be listed, but not be offered for categorization, thus will be missing from the driver’s business mileage balance. As a remedy for this situation the fleet manager needs to retrospectively assign the missing trips in MyGeotab to the driver profile. The driver can then use the Add-In to trigger a re-synchronization on a day-per-day view. As a result the Add-In will find the new trips and offer category settings.
GO7 and higher
Device Plan Requirements
Pro, ProPlus, Regulatory
Top Industry Use Cases