Veterinary charity cut costs with TMC’s online Mileage Audit system

Veterinary charity, PDSA, has taken time and costs out of its fleet administration burden by introducing TMC’s online Mileage Audit system.

TMC Mileage Audit allows PDSA to capture and analyse fuel and mileage data for the vans driven by its stock collectors, who keep the charity’s 170-plus retail shops supplied with items donated by the public.

Thanks to Mileage Audit, the charity has been able to substantially reduce the administration time needed to process mileage reports, and extract much better data for analysis. Drivers report their trips directly to the TMC Mileage Audit online system each month. TMC imports fuel card transaction data and combines it with the mileage data to provide accurate figures for fuel consumption, pence per mile costs and other measurements.

Mandatory fields in the TMC system ensure that drivers must enter all the trip details needed by head office and to ensure compliance. TMC reminds drivers by text or email when it’s time to submit mileage reports. If they don’t, the system alerts their line manager.

PDSA fleet manager, Liz Bagnall, said: “We now have more time to analyse information, whereas before it was all about inputting it. And we can be smarter in our fuel spend. TMC will help us develop our vehicle policies in the future using the data from the Mileage Audit system. For example, we may be able to further reduce fuel costs by reviewing journey details and look to see if we can improve journey planning and mpg rates.”

The system has also helped PDSA to ensure that it complies with its Duty of Care obligation towards drivers. As well as capturing mileage, it requires each driver to complete regular safety statements, including confirming that they have a valid driving licence, are still eligible to drive, enter the number of points on their driving licence and agree to the terms and conditions of the PDSA driver handbook.

“Not only that, but with TMC we can pick up issues such as drivers covering  high mileages very quickly, as the system is more transparent compared to the old paper based reports,” said Liz Bagnall. “Now we can review monthly odometer reading to ensure servicing is carried out on time, look at risk reduction steps with high mileage drivers and view our total fleet mileage each month in one report issued by TMC.”

Paul Jackson, managing director of TMC, said: “Mileage is the main driver of fleet and fuel costs. Our Mileage Audit system makes it possible to capture full, accurate and detailed records of journeys and fuel consumption. This can lead considerable savings from better planning and utilisation of vehicles and employees.

“Another benefit of our system for all users, and especially for charities and non-profit organisations, is that there is virtually no up-front implementation cost, no expensive in-vehicle technology to install, and the fee is only 99 pence per month per driver.”