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In my occupation, I drive visually impaired/blind staffers between offices within my state. All drivers are issued vehicles; some of us take our vehicles home (I'm one of them - I'm the sole driver of my assigned vehicle).
Up until last year, we had to keep written log of mileage, destination, fuel level, etc. At that time, our motor pool had installed GPS devices in our cars, whereupon I was informed by the motor pool guy the following:
Vehicles with more than one driver will still need to fill out the mileage/destination log; vehicles assigned to only one driver will not need to, as [the device] will record mileage, location, etc.
Today, I got an email from my supervisor, stating that the fleet coordinator (at my office) needed my past monthly logs. I haven't filled any out in nearly a year, given the information I got from the guy at motor pool. And I explained this. With the device, they have a rundown on mileage, location, etc. Still, they wanted documentation.
So I told him (in a nice way) to hash it out with the motor pool guy, 'cause I was told one thing, now I'm hearing another. Who's wrong? Who's right?
Which directions did you receive in writing from the appropriate authority? That's who is right.
Just as a friend told me... I never received anything in writing from either the motor pool guy or the fleet guy at my office! But I did receive a pamphlet upon the device being installed, saying it will track mileage, etc. and will eliminate paper logging.
Location: East of Seattle since 1992, 615' Elevation, Zone 8b - originally from SF Bay Area
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Yes, we too have requests from the people we support, and always make sure that it's in writing before we do it. Most often it's email but we will save it, so if a higher superior or auditor asks, we can show them. In your case, OP, without a memo or email it's the old "he said she said" and just depends on who they believe, but the pamphlet, if from your company will suffice. Unfortunately it sounds like that may have been an advertising piece from the device manufacturer, and that's not official word.
If I am informed of a change in process or procedure by someone other than my supervisor, I clear it with my supervisor first. IMO, you were wrong for not doing that
Just as a friend told me... I never received anything in writing from either the motor pool guy or the fleet guy at my office! But I did receive a pamphlet upon the device being installed, saying it will track mileage, etc. and will eliminate paper logging.
Does the pamphlet say how to retrieve the data? Find out how and then send your boss the mileage.
They should be able to retrieve the GPS log data. That's the "hard proof" here. Your paper logs could be riddled with human errors.
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