Managing Personal-Use Tracking (PUT) for 120+ Drivers—Without the Administrative Headache

For companies with mid-size fleets, tracking personal vehicle use isn’t just another administrative task; it’s an important part of year-end tax reporting and maintaining accurate records. But managing it manually can quickly become time-consuming.

For Beiersdorf, Motorlease’s Personal Use Tracking (PUT) program helps keep more than 120 drivers organized and gives Facilities Coordinator Steve Grisanti the visibility and support he needs throughout the year.

The Challenge

Managing personal use reporting across a large fleet requires consistent participation from drivers, accurate reporting, and timely follow-up. Without an organized process, it’s easy for reporting to easily turn into a year-end scramble.

“If I had to manage personal-use tracking for more than 120 drivers—writing everybody and trying to keep up with the mileage—it would be a nightmare.”

The Solution

Motorlease’s Personal-Use Tracking program combines automated driver reminders with on-demand reporting, making it easy for both drivers and fleet managers to stay on track.

Steve receives reports whenever he needs them, allowing him to quickly identify drivers who haven’t logged their mileage or may need a reminder before reporting deadlines.

“Sam can pull the report whenever I need it. I can really see who’s holding things up, and it helps keep everything organized.”

The result is greater visibility throughout the year instead of waiting until year-end to discover missing information.

The Results

Today, Beiersdorf uses the PUT program to manage personal use reporting for more than 120 drivers. Approximately 90% of  drivers use the system without issue, with the remaining users typically needing assistance because they’re unfamiliar with the technology.

For Steve, one of the biggest advantages is knowing the process is largely handled by Motorlease while still having complete visibility into the fleet.

“It’s one less thing you have to worry about. Motorlease handles it. They give you the reports, and you can still view everything and manage it however you see fit.”

The program also helps simplify year-end tax preparation by keeping reporting organized and making it easier to identify missing information before deadlines.

Why Steve Recommends Motorlease’s PUT Program

“I’d definitely recommend it. It keeps everything organized and manageable, and you always have the information available when you need it. Having Motorlease manage the process takes something important off your plate while still giving you complete visibility.”

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