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

INTERMITTENT EXPENSES
Rates and Invoices
There are two additional types of expenses that are not included in the Rent and
Variable rates; insurance and irregular expenses. These expenses are billed as each
incident occurs because they depend on specifi c situations, vehicles, or instances
where VEMA doesn’t control the fee.
Insurance
VEMA coordinates the entire insurance process on your behalf to make sure your
vehicles have appropriate insurance coverage. MPI determines the premium for
each vehicle class and sends VEMA the bill. VEMA renews the insurance for all of its
vehicles every September. New vehicles are insured as they arrive.
Insurance charges are included on your Rent Invoice.
Irregular Expenses
Irregular expenses are incident-specifi c costs that you pay only if and when an
incident occurs. This could include repairs due to an accident or driver abuse, MPI
deductibles, or installing accessories such as cell phones.
Irregular expenses, as with all repair and maintenance costs, should be Pre-Authorized
by VEMA. The vendor will send us the bill and we’ll pass it on to you in the form of a
Direct Invoice.
Direct Invoices
We will send you Direct Invoices for all of your irregular expenses on a bi-weekly
basis. Direct Invoices will include irregular expenses not included in your Rent,
Variable rates or fuel billings.
Direct Invoices simplify the billing process for you because all of your vehicle-related
bills come from the same source. VEMA tracks, monitors, and consolidates all of your
bills into a simplifi ed invoicing system before they reach your offi ce. Direct Invoices
also bring irregular expenses, such as repairs due to driver abuse, to your attention.
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