The Benefits of Outsourcing Fleet Administrative Functions

There aren’t enough hours in the day.

Have you said that to yourself lately? If so, it may be time to consider outsourcing the day-to-day administrative tasks of managing your fleet – tasks that can be time consuming and often take you away from more important business issues.

Leveraging outsourced resources allows you to concentrate on your core business, and that’s a win any way you look at it.

“Outsourcing fleet administrative functions can positively affect a company’s bottom line,” says Denise Semcken, Donlen’s VP of Customer Service. “There are multiple benefits to outsourcing day-to-day tasks. First, it allows my team to support not only an organization’s financial and productivity goals, but also their drivers in critical areas such as compliance. Next, companies can often eliminate the need for additional headcount, focusing existing resources on more strategic functions. And finally, it allows the fleet manager to concentrate on higher-level responsibilities such as analysis and reporting – which can ultimately lead to a fleet that runs more efficiently.”

Donlen’s Fleet Administrative Services (FAS) can be tailored to meet your specific needs. This flexibility allows you to partner with an FAS Account Manager to build a program that meets your requirements.

Highlights of our FAS program include:

Key services:

  • Corporate vehicle policy development
  • Yearly vehicle selection recommendations
  • Vehicle ordering and driver ordering
  • Surplus vehicle management
  • Insurance card management
  • Driver surveys and communications
  • Vehicle relocation services
  • Remarketing services
  • FleetWeb® training
  • Fleet performance reviews
  • DMVR Report
  • License and title services

Cost control measures:

Keeping your drivers on the road and operating at peak performance is important to your business, but containing cost is critical. Donlen’s FAS Account Managers analyze data for cost savings and ensure drivers are in compliance with your fleet policies. They also work in conjunction with Donlen’s Strategic Consulting team to further analyze your data for cost savings potential and provide solutions such as:

  • Fuel program expense management
  • Vehicle replacement reports
  • Repair and maintenance cost analysis
  • Preventive maintenance program review
  • Business and personal taxable benefits
  • Cost saving analysis

Driver Compliance and Support

With the Donlen FAS program, your drivers will be given a toll-free number to Donlen’s Driver Support Center to answer questions regarding:

  • Vehicle ordering
  • Vehicle status/delivery
  • License and Title
  • Renewals/State change requirements
  • Violations and tolls
  • Business and personal reporting
  • Personal sales
  • Corporate fleet policy
  • Fuel
  • Maintenance
  • Rentals
  • Glass repair
  • Accident management

While we can’t actually give you more hours in a day, we can help you manage those you already spend managing your fleet.

If you’d like more information about our Fleet Administrative Services, Denise can be reached at 847-412-5439.

Winter Storm Nemo

As Winter Storm Nemo barreled toward the coast, residents prepared for the worst.

Donlen’s VP of Sales Mike O’Rourke was no exception. Mike lives in Plymouth, Massachusetts, an area targeted to have heavy snowfall. “They were predicting up to two feet with strong winds, so my family and I wanted to be prepared for what was to come.”

Mike, a former eight-year member of the Marine Reserves and currently a First Lieutenant in the National Guard, knows how to prepare for emergencies. First up: gas in the vehicles and for his snowblower and chainsaw. Then, extra water, non-perishable grocery items (including beer!), candles, batteries for the flashlights, and an ample wood supply for the fireplace in case of power outage – which ultimately occurred.







“It was the first several inches of wet, heavy snow that caused a lot of the damage in my area,” he went on to say. “Trees and power lines were knocked down under the weight.”

Massachusetts Governor Deval Patrick declared a state of emergency and banned all non-essential travel on the roads. And he deployed the National Guard to assist where needed, which meant Mike was on duty for the weekend.

By that time, roads were covered not only with snow but fallen trees and power lines. Using a chainsaw to remove a large Maple tree that had fallen across his access road and his 4-wheel drive vehicle, he was able get out to meet his obligations.

“We conducted emergency response throughout the area, which included route clearance and assisting FEMA and MEMA personnel to assess damage. We were evacuating people from high water areas, and ready to be utilized for any emergency operations.”

As part of his Army National Guard duties, Mike spent a year in Afghanistan, returning home last April.

Thanks for your service Mike. We all appreciate it.

FleetWeb® Tips

donlen-fleetweb-seemenu-fuel-costSee the average fuel cost by state in FleetWeb.

  1. Click “Show icons” link and then click “See” icon
  2. Click “+” on the Fuel tab
  3. Click “Fuel Cost” and select desired “Day Range” and click submit

Hertz Value Lease™ Deal of the Week

donlen-hertz-value-lease-nissan-altima-02132012 Nissan Altima S*

  • Estimated Mileage: 24,823
  • Exterior Color: White
  • Hertz Value Lease Base Price: $15,451

*Vehicle was available at the time of posting to FridayFleet. The exact vehicle may not be available after this date. Photo of vehicle is for illustrative purposes only. Contact your Donlen Account Manager to learn more about Hertz Value Lease vehicles that may be right for your application.

Driver’s Corner

We’re all looking forward to spring, but winter is not over yet. Dangerous weather conditions can extend through March in many parts of the country. It’s never too late to review some winter driving tips. In this short video, AAA experts explain how to drive (safely!) in ice and snow.

And Finally…

And finally, a recent survey by Hertz found that almost a third of British men rented or borrowed items to impress a date. Fast cars and fancy clothing topped the list of items, but expensive technology, a house, and even a cat or dog made the list! And it may be worth it. About 40% of the women who responded said that they agree that the car a person drives can make them more attractive. While Hertz can’t help with the temporary pet, they can definitely help in the fast car department. Need a Lamborghini or Ferrari for your next date? Or perhaps a Bentley is more your style. No problem. And when you do rent one, be sure to send us a pic in that fancy ride.

Have a nice weekend. Safe travels.

Originally appeared in FridayFleet on February 15, 2013

About Donlen
A wholly owned subsidiary of The Hertz Corporation (NYSE:HTZ), Donlen (, with headquarters in Northbrook, IL, is the fleet industry’s most comprehensive and integrated provider of financing and asset management solutions. Since 1965, Donlen has offered its clients highly personalized and responsive customer service, and their workplace excellence has been recognized as one of Crain’s Chicago Business “List of 20 Best Places to Work in Chicago” each year from 2009-2011, a Leader on “The Global Outsourcing 100®” list by the International Association of Outsourcing Professionals (IAOP) for six of the last seven years, and a National Association for Business Resources “101 Best and Brightest Places to Work For in Chicago” each year from 2007-2012. Donlen’s innovation has been awarded with the Computerworld “2012 Honors Laureate for Economic Opportunity,” named to “2012 InformationWeek 500” for innovative technology; the Stevie® “2012 Gold Award for Business Intelligence Solution,” the Silver Award for “2012 Front Line Customer Service Team of the Year,” and the “2011 Corporate Environmental Responsibility Program of the Year.”