Setting Up Administer Company Cars

This chapter discusses how to:

Set up the company car benefit plan.
Set up company car fleet information.

Note. This chapter is required. To implement Administer Company Cars, you must complete the tasks discussed in this chapter.

Setting Up the Company Car Benefit Plan

To set up the company car benefit plan, use the Benefit Plan Table (BENEFIT_PLAN_TABLE) and Company Car Plan Table (CAR_PLAN_TABLE) components.

This section discusses how to:

Create and name the company car benefit plan.
Enter company car benefit information.
Add the company car benefit plan to benefit programs.

Note. PeopleSoft considers a company car a benefit; therefore, some of the standard benefit plan codes and tables define the company car benefit.

Use the Benefit Plan table to set up all types of benefits, not just company cars.

Pages Used to Set Up the Company Car Benefit Plan

Page Name	Object Name	Navigation	Usage
Benefit Plan Table	BENEFIT_PLAN_TABLE	Set Up HRMS, Product Related, Workforce Administration, Company Cars, Benefit Plan Table	Create and name company car benefit plans.
Company Car Plan Table	CAR_PLAN_TABLE	Set Up HRMS, Product Related, Workforce Administration, Company Cars, Company Car Plan Table	Enter company car benefit information that is specific to each company car benefit plan.

Creating and Naming the Company Car Benefit Plan

Access the Benefit Plan Table page.

Plan Type and Benefit Plan

Displays the plan type and benefit plan that you entered. Leave the remaining fields blank.

Entering Company Car Benefit Information

Access the Company Car Plan Table page.

Qualifying Period

Enter the waiting or qualifying period for participating in this plan, if applicable. Select a unit by which to measure time and enter the number of those units.

Allowance Amount

If you offer an allowance amount instead of a car, enter the amount and the currency code for that amount. The currency code appears by default from the base currency code defined in the Installation table. If you change the currency code here, the new code applies to the other currency-related fields on this page.

Price Range

Use the fields in this group box to define the price range of a car. For example, a worker enrolled in the KGCAR benefit plan might have a car with a minimum list price of 7,000 and a maximum price of 55,000.

Purchase	List the minimum and maximum amount of purchase. Specify the currency of these amounts by entering a currency code next to Allowance Amount. This code controls all amount fields on this page.
Lease andContract Hire	List minimum and maximum amount of lease or contract hire. Specify the currency of these amounts by entering a currency code to the right of the Allowance Amount field. This code controls all amount fields on this page.

Adding the Company Car Benefit Plan to Benefit Programs

To enable workers to use the car benefit plan, assign the plan to benefit programs and then assign benefit programs to workers.

To add the company car benefit plan to one of the organization’s benefit and deduction programs, use the Benefit/Deduction Program Table pages. Select Set Up HRMS, Product Related, Workforce Administration, Company Cars, Ben/Ded Program Tbl. Use these same pages to define Benefit/Deduction Programs in the Benefit Program table.

Setting Up Company Car Fleet Information

To set up company car fleet information, use the Car Model Table (CAR_MODEL_TABLE), Car Management Location (CAR_MG_LOC_TBL) , and Car Data (CAR_DATA) components.

This section lists common elements and discusses how to:

Track company cars.
Enter location information.
Enter a car profile.
Record allocation information and track car pooling information.
Record maintenance history.

Setting up car fleet information involves entering information about the cars, car models, car pool information, and vehicle maintenance. This information enables you to administer the allocation and tracking of company cars.

Common Element Used in This Section

Car ID

Displays an identification code for a specific vehicle.

Note. To prevent numbering errors, always assign a number or let the system assign one automatically.

Pages Used to Set Up Company Car Fleet Information

Page Name	Object Name	Navigation	Usage
Car Model Data	CAR_MODEL_DATA	Set Up HRMS, Product Related, Workforce Administration, Company Cars, Car Model Table, Car Model Table	Track company cars.
Car Management Location	CAR_MG_LOC_TBL	Set Up HRMS, Product Related, Workforce Administration, Company Cars, Car Management Location, Car Management Location	Enter location information detailing where car maintenance, leasing, and management occurs.
Car Profile	CAR_DATA1	Set Up HRMS, Product Related, Workforce Administration, Company Cars, Car Data, Car Profile	Enter details such as a profile of the car and accessories information.
Allocation	CAR_DATA2	Set Up HRMS, Product Related, Workforce Administration, Company Cars, Car Pool and Maint, Allocation	View allocation information, track car pool information, and enter comments about the car.
Maintenance	CAR_MAINT	Set Up HRMS, Product Related, Workforce Administration, Company Cars, Car Pool and Maint, Maintenance	Record a company car’s car pool and maintenance history.

Tracking Company Cars

Access the Car Model Data page.

Model

Displays the manufacturer and model of the car.

Engine Type

Displays the engine type.

Engine Capacity

Enter the engine capacity for the model.

High Insurance Risk

Select this check box if this is a high-insurance car.

CO2 Emissions g/km (carbon dioxide emissions in grams per kilometer)

In the U.K., vehicle tax is based on carbon dioxide emissions. Enter the grams per kilometer emissions provided by the manufacturer in accordance with government guidelines.

List Cost

Enter the list cost. This is a required field that the system uses for tax purposes when performing P11D calculations. The currency code field next to the List Cost field applies to all amount fields on the page.

Lease Cost

For lease costs, select Daily, Weekly, Monthly, or Yearly.

Contract Hire Cost

For contract hire costs, enter the amount in the field.

Entering Location Information

Access the Car Management Location page.

Location Type

Values include:

Garage: Select for a car maintenance facility.

Internal Management Center: Select for a location within the company that manages a car.

Lease Company: Select for a company from which you lease cars for use in the program.

Entering a Car Profile

Access the Car Profile page.

Registration No. (registration number) and VIN (vehicle identification number)

Enter the vehicle’s registration number and VIN.

Make and Model

Provide information in these required fields. Define values for make in the Translate table, and define values for model in the Car Model table.

Registration Date and Color

Enter the car’s registration date and select a color.

Provision Method and Cost

Select a provision method using the purchase, lease, and contract hire costs that you defined in the Car Model table. The system displays the car's cost in the appropriate currency based on the provision method that you select. You can override these amounts.

Management Location

Select a management location for this vehicle. This field is optional. Car management locations are stored on the Car Management Locations page.

(GBR) United Kingdom

Tax Renewal Date	Enter a date. The date that you enter is for informational purposes only.
Age of Car	Displays the car’s age calculated from the registration date that you entered on the Car Profile page.
Classic Car	Select for cars that are 15 years or older.

Accessories

For each accessory, complete the fields in this group box.

Recording Allocation Information and Tracking Car Pooling Information

Access the Allocation page.

Registration No. and VIN

Displays the registration number and VIN that you entered on the Car Profile page.

Currently Allocated To

Displays the ID and name of an individual if the car is assigned to a worker on the Company Car Allocation table.

Car Pool

Enter the start date and the end date of the car pool, and then enter the EmplID of the person who is responsible for the company car.

Recording Maintenance History

Access the Maintenance page.

Maintenance Date

Enter the date when the car was serviced.

Location

Select a location from the list of locations that you defined on the Car Management Location table. Garage is the only location type that appears here.

Action Code

Select a value from the available options.

Present Distance

Enter the car’s odometer reading as of the service date. Select Miles or Kms (kilometers).

Next Service

If you selected Full Service as the action code, enter the distance and date for the car’s next service. To enter additional car maintenance and service events, insert a new data row and enter a new maintenance date, if appropriate.

(MEX) Mexico

Because of high pollution levels in Mexico, there are legal requirements for car inspections.

Inspection Type

Values include:

Multiple Stop Day (2), New Cars (00), No Stop Day (0), and One Stop Day (1).

For example, if a car has an inspection type of One Stop, the car must not be used one day of the week.

Stop Day

Depending on the result of the inspection, you may need to specify a stop day when the car cannot be in use.

Values include:

Monday, Tuesday, Wednesday, Thursday, and Friday.

Qualifying Period	Enter the waiting or qualifying period for participating in this plan, if applicable. Select a unit by which to measure time and enter the number of those units.
Allowance Amount	If you offer an allowance amount instead of a car, enter the amount and the currency code for that amount. The currency code appears by default from the base currency code defined in the Installation table. If you change the currency code here, the new code applies to the other currency-related fields on this page.

Model	Displays the manufacturer and model of the car.
Engine Type	Displays the engine type.
Engine Capacity	Enter the engine capacity for the model.
High Insurance Risk	Select this check box if this is a high-insurance car.
CO2 Emissions g/km (carbon dioxide emissions in grams per kilometer)	In the U.K., vehicle tax is based on carbon dioxide emissions. Enter the grams per kilometer emissions provided by the manufacturer in accordance with government guidelines.
List Cost	Enter the list cost. This is a required field that the system uses for tax purposes when performing P11D calculations. The currency code field next to the List Cost field applies to all amount fields on the page.
Lease Cost	For lease costs, select Daily, Weekly, Monthly, or Yearly.
Contract Hire Cost	For contract hire costs, enter the amount in the field.

Registration No. (registration number) and VIN (vehicle identification number)	Enter the vehicle’s registration number and VIN.
Make and Model	Provide information in these required fields. Define values for make in the Translate table, and define values for model in the Car Model table.
Registration Date and Color	Enter the car’s registration date and select a color.
Provision Method and Cost	Select a provision method using the purchase, lease, and contract hire costs that you defined in the Car Model table. The system displays the car's cost in the appropriate currency based on the provision method that you select. You can override these amounts.
Management Location	Select a management location for this vehicle. This field is optional. Car management locations are stored on the Car Management Locations page.

Registration No. and VIN	Displays the registration number and VIN that you entered on the Car Profile page.
Currently Allocated To	Displays the ID and name of an individual if the car is assigned to a worker on the Company Car Allocation table.

Maintenance Date	Enter the date when the car was serviced.
Location	Select a location from the list of locations that you defined on the Car Management Location table. Garage is the only location type that appears here.
Action Code	Select a value from the available options.
Present Distance	Enter the car’s odometer reading as of the service date. Select Miles or Kms (kilometers).
Next Service	If you selected Full Service as the action code, enter the distance and date for the car’s next service. To enter additional car maintenance and service events, insert a new data row and enter a new maintenance date, if appropriate.