Versioned car policy
A binding PDF plus structured rules: budget ceilings, permitted categories, propulsion types, CO₂ limit and equipment — each rule with severity Off, Info, Warning or Blocking.
Compliance & operator liability
Car policy & vehicle ordering
A car policy as a PDF on the intranet checks no order. Here the policy is both: a binding document and structured rules every vehicle order is checked against automatically on submission.
Rule severities Off · Info · Warning · Blocking
Policy versions Published = immutable
Projection Incl. taxable benefit
On delivery Planned vehicle in the fleet
The car policy that actually fires in the ordering process
Car policies are versioned: a published version is immutable, every change creates a new version, and employees acknowledge exactly the version they read. Assignment works via employee groups or cost centres. Orders walk a clear status chain — with an automatic policy check on submission, documented exception decisions for warnings, and a per-request cost projection down to the taxable benefit.
What it does
What the module actually does
Assignment and acknowledgement
Policies apply per employee group or cost centre. Employees see their car policy in the system and acknowledge exactly the version they read — traceably documented.
Automatic policy check
On submission every request is checked against its assigned policy: blocking violations stop it with the concrete findings, warnings require a documented exception decision. The check runs against the version in force at submission.
Cost projection per request
Monthly rate, total cost over the term, cost per kilometre and the taxable benefit — including the reduced rates for electric vehicles and the 0.03 % commute surcharge. Rates and the price ceiling are tenant settings.
From order to planned vehicle
On delivery the vehicle is created automatically as a planned vehicle in the fleet, linked to its order — commissioning stays a separate, documented step.
Employee groups with cost centres
Groups for policy assignment, including per-employee cost centre maintenance directly in the group roster.
Workflow
Order path
- 01 Draft
- 02 Submitted
- 03 Policy checked
- 04 Approved
- 05 Ordered
- 06 Delivered
Frequently asked questions
That depends on the severity of the violated rule: Blocking stops the request on submission and lists the concrete findings. Warning lets it through but demands a documented exception decision with a reason. Info merely informs, and Off disables the rule.
Yes — but never silently. Published versions are immutable; a change creates a new version employees acknowledge again. Running orders keep being evaluated against the version in force at submission — a policy published later never retroactively re-grades a request.
From the tenant settings: you maintain the percentages and the gross-list-price ceiling for the reduced electric-vehicle rates yourself. The legislator has moved that ceiling several times already — which is why it is deliberately not hard-coded.
Works together with
Vehicle file
Every vehicle with technical data, registration, plate history, tyres, due dates and costs in one file.
Fleet Cost Cockpit
Total cost of ownership across fuel, maintenance, fines, insurance, damages and receipts.
Driver submissions
Drivers report odometer, tyre change, damage and fuel receipts themselves — administration just reviews.
See this module with your own data
30 minutes, no sales pressure: we show the module in the context of your fleet — self-hosted in your data centre, GDPR-compliant, made in Germany.