current VEMA Guide - Vehicle and Equipment Management Agency ...

VARIABLE
What’s Included?
Rates and Invoices
The Variable rate is a per-kilometre fee that includes all regular repairs and
maintenance, refl ecting the costs your class of vehicle has experienced. The Variable
rate is monitored closely by VEMA and is typically updated annually.
VEMA created the Variable rate as a way to reduce the number of bills you receive.
Consolidating repair and maintenance invoices this way, signifi cantly reduces the
amount of paper you receive.
The Variable rate is also an effective way of spreading costs evenly throughout your
fl eet because a Variable rate is set for every class of vehicle in your organization’s
fl eet. For example, all subcompact sedans in your fl eet will have the same Variable
rate regardless of their age or actual expenses. The Variable rate averages out your
repair and maintenance costs making it easier to budget for future vehicles.
Variable Invoice
VEMA receives all repair and maintenance bills for all of your assigned and short-term
rental vehicles. Our staff verifi es all bills and applies any applicable discounts before
consolidating your vehicle expenses, and updates each vehicle’s individual repair and
maintenance history in Keys. You don’t receive any of the paper or administration
associated with each individual purchase made by your drivers. Instead, we send you
one Variable Invoice at the end of each month to cover all of your regular operating
expenses for the month. To do this, we need your vehicle’s monthly odometer reading.
Within the fi rst week of every month we ask you to send us the current odometer
reading for every vehicle in your fl eet. VEMA has a variety of tools to reduce the amount
of time it takes to perform this task. Call us for more information about these tools.
When we receive your distance information, we update each individual vehicle history
and generate your monthly Variable Invoice.
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