A distance report is required for seasonal vehicles by the operator on a monthly basis indicating odometer readings. Pool vehicle procedure remains the same. A distance report is to be submitted for any whole or partial month that the vehicle is transferred to a customer. The first distance report is to be submitted starting with the odometer reading noted on the transfer, and ending with the month end odometer for that same month of transfer. The reports are to be sent in by the 10th day of the month following the month that is being reported for.
Distance is to be reported to the nearest kilometer.
No decimal places should be used. This should equal the difference between the start odometer and the month end odometer for that month. Also, the start odometer used should equal the month end odometer of the report just previous to the one being reported on. In most cases the government distance and the total distance will be identical. Also, in the case of personal distance and where the customer has a vehicle establishment or quota set out by Treasury Board, the daily log area of the distance report must be completed, as per instructions from Finance Treasury Board.