Payroll - Fleet Integration
Check data quality between payroll and fleet management
The Payroll - Fleet Integration module is auto-installed when you use both the Payroll and Fleet modules. This module helps check data quality between the payroll system and fleet management.
The module detects company vehicles assigned to employees but missing contracts, detects employees assigned multiple company vehicles (possibly data entry errors), and displays warnings on the payroll dashboard for processing before running payroll.
Why this module is needed
When a company provides vehicles to employees, this information affects:
Key points
• Payroll calculation: Vehicle benefits need to be included in salary
• Taxes: Company vehicles may be taxable income
• Contracts: Valid vehicle contracts needed to ensure compliance
• Policy: Each employee typically assigned only one vehicle
Interface & Main Menu
This module has no separate menu. Warnings appear automatically on the Payroll Dashboard.
Key points
• Payroll Officer: Can view all warnings
• Payroll Manager: Can view and process warnings
• Regular employees: Cannot see these warnings
Steps
1. Go to Payroll application from main application bar
2. Open Dashboard - main screen of Payroll module
3. If there are issues, you will see warnings displayed in the Warnings section
Warning: Vehicles With Drivers And Without Running Contract
There are company vehicles assigned to employees as drivers, but those vehicles have no active vehicle contract (status "open").
Key points
• Why important: Company vehicles need valid contracts (insurance, maintenance, etc.), missing contracts may violate company policy, affects vehicle benefit calculation in payroll
• Example: Employee Nguyen Van A assigned vehicle license plate 30A-12345, this vehicle has no contract in "Open" status, warning appears to remind to create contract
• How to view details: Click warning on dashboard, system displays list of vehicles missing contracts, each line shows: Vehicle name, License plate, Driver (employee)
Warning: Employees With Multiple Company Cars
There are employees assigned as drivers for more than one active company vehicle.
Key points
• Why important: Typically each employee assigned only one vehicle, multiple vehicles may be data entry error (wrong assignment), or violates company vehicle allocation policy, affects benefit calculation (should not count twice)
• Example: Employee Tran Thi B assigned as driver for vehicle license plate 30A-11111 and vehicle license plate 30A-22222, warning appears to check if this is an error
• How to view details: Click warning on dashboard, system displays list of employees with multiple vehicles, each line shows: Employee name, Number of vehicles assigned
Handling "Vehicle Missing Contract" Warning
Key points
• Special cases: If vehicle no longer in use - remove driver assignment (delete Driver field on vehicle record), if vehicle waiting for contract - temporarily remove driver assignment until contract available
Steps
1. Identify which vehicles missing contracts: Click warning on Payroll Dashboard, view list of vehicles missing contracts
2. Create contract for vehicle: Go to Fleet application, open vehicle record needing contract, go to Contracts tab
3. Click New to create new contract
4. Fill in information: Contract Type (Insurance, Maintenance, etc.), Start Date, Expiration Date, State: select Open
5. Click Save
6. Check again: Return to Payroll Dashboard, refresh page (F5), warning will disappear if contract created correctly
Handling "Employee With Multiple Vehicles" Warning
Key points
• Situation A - Data entry error (wrong assignment): Open incorrectly assigned vehicle record, delete Driver field or assign to correct person, click Save
• Situation B - Employee actually needs multiple vehicles (special case): Confirm with manager this is a valid case, note in employee record reason for multiple vehicle assignment, warning still displays but you know the reason
• Situation C - Old vehicle not returned: Open old vehicle record (no longer in use), delete Driver field, or mark vehicle as Inactive, click Save
• Check again: Return to Payroll Dashboard, refresh page (F5), warning will disappear if handled correctly
Steps
1. Identify which employees have multiple vehicles: Click warning on Payroll Dashboard, view list of employees and number of vehicles assigned
2. Check if this is an error: Go to Fleet application, search vehicles by employee name (use Driver filter), view list of all vehicles assigned to that employee
Best Practices
Key points
• Check before running payroll: Always check Payroll Dashboard before running payroll, resolve all vehicle warnings before calculating payroll, warnings help detect data errors that may affect payroll
• Vehicle contract management: Create contract immediately when assigning vehicle to employee, track expiration and set reminders, renew timely before expiration to avoid warnings
• Vehicle allocation management: Follow one employee - one vehicle principle, return old vehicle when assigning new vehicle (remove driver from old vehicle), update timely when employee leaves
• Data security: Only Payroll Officer and above can see warnings, warnings may contain information about employee benefits, do not share warning information with unauthorized persons
• When warning does not disappear: Refresh page (F5), check contract status (ensure in Open status), check company (ensure vehicle and contract same company), check active (ensure vehicle and contract both in Active status)
• Regular reporting: Weekly check dashboard to detect issues early, before payroll period check thoroughly, after changes check after any changes to vehicles or employees