New solution for booking and management of company cars
As many of you have probably heard, we have been working for some time on a new solution for managing and booking our service vehicles. We are now ready to roll out the new solution, starting Monday, 24 August.
With the new solution, using the service vehicles will become easier and more straightforward. Going forward, booking the vehicle, and registering the journey in the logbook will be combined into one process. This means, among other things, that you will no longer have to calculate and register how many kilometres you have driven. The vehicle will automatically register the kilometers driven, and the information will subsequently be forwarded to the Finance Department. We therefore hope that the new solution will make it easier to book the vehicles while also reducing the administrative work for each individual user.
Going forward, all service vehicles must be booked via the Mileagebook Fleet app or on the website https://www.mileagebook.com/da/ by selecting Login in the top right-hand corner.
Important information about existing bookings in Outlook
We have transferred the existing bookings from Outlook to MileageBook. However, if you have made a booking recently, we kindly ask you to double-check that the booking has been transferred correctly to MileageBook.
The booking can be found under “Booking” in both the app and the web version.
Please also note that bookings made in Outlook after 24 August will no longer be valid. All new bookings must therefore be made in MileageBook.
A booking guide is attached to this email, and a more detailed guide is also available on the AU website. The website with the detailed guide is expected to be ready by the end of this week:
Important information about car keys and access
Going forward, the keys to the vehicles will be kept in the glove compartment of the vehicle. The vehicle is unlocked via the Mileagebook app, so it is important that you have the app installed and are logged in when you need to use a service vehicle.
Why are we switching to Mileagebook?
There are several reasons why we are introducing the new solution:
• More efficient financial management: Information about bookings, users, kilometres driven and project numbers is automatically forwarded to our Finance Department.
• Less administration for users: Booking and the driving log are combined into one process, and the kilometres driven are automatically registered by the vehicle.
• Better utilisation of the vehicles: We will have better opportunities to move vehicles internally at AU according to demand and thereby make more efficient use of our vehicle fleet.
• Better climate accounting: In the long term, we hope that better utilisation of the vehicles will result in more kilometres being driven in service vehicles rather than vehicles remaining unused.
There will still be a few special-purpose vehicles allocated to specific departments. As a general rule, however, all other service vehicles will be available to all users at AU Viborg.
I hope you will welcome the new solution and approach the change with a positive attitude.
If you need training in the system or encounter any problems along the way, please do not hesitate to contact me by replying to us on Fleetsupport@au.dk or 93508180 .
Thank you in advance for your help in getting the new solution off to a good start.