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Catholic Charities, Diocese of Venice, Inc. Agency Vehicle Use Log Vehicle ID #: Program/ Service: Location: Date: Drivers Name: Beginning Mileage: Ending Mileage: Reason for Use NOTE: This log should

How to fill out agency vehicle use log

Point by point instructions on how to fill out an agency vehicle use log:

1. Start by entering the date of each trip in the log. This can be in the format of MM/DD/YYYY or any other format specified by your agency.
2. Next, record the starting and ending mileage for each trip. It is important to accurately note the odometer reading at the beginning and end of every journey.
3. Include the purpose of the trip. Specify why the vehicle was used, whether it was for client meetings, business errands, or any other approved activity.
4. Record the destination of the trip. State the specific location or address where the vehicle was driven to.
5. Note the names of passengers. If anyone accompanied you during the trip, make sure to mention their names for reference and accountability.
6. Indicate the driver's name and employee ID number. This is crucial for identifying the person responsible for each trip.
7. If the vehicle was used for business-related tasks, provide additional details such as the name of the client or project.
8. If there were any vehicle-related expenses during the trip, such as fuel or toll fees, include them in a separate column or section.
9. Review the log for accuracy and completeness. Double-check all the entries to ensure that everything has been recorded correctly.
10. Submit the completed agency vehicle use log to the appropriate department or supervisor as per your agency's guidelines.

Who needs an agency vehicle use log?

1. Government agencies: Various government agencies may require their employees to maintain a vehicle use log to track the usage of government-owned vehicles for accountability and auditing purposes.
2. Non-profit organizations: Non-profit organizations often rely on vehicles for their day-to-day operations, and maintaining a vehicle use log helps to track expenses and ensure compliance with funding requirements.
3. Corporate companies: Companies that provide vehicles for their employees' use may require a vehicle use log to monitor usage, track mileage, and assess the costs associated with the use of company vehicles.
4. Fleet management companies: Fleet management companies are responsible for managing a large number of vehicles, and a vehicle use log helps them to monitor usage, schedule maintenance, and keep track of expenses.
5. Transportation service providers: Taxi and ride-share companies may require drivers to maintain a vehicle use log to track their trips, mileage, and expenses for reporting and reimbursement purposes.
6. Any organization or individual using vehicles for business purposes can benefit from maintaining a vehicle use log to track usage, mileage, and associated costs.

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