When you leverage Cardata’s vehicle reimbursement programs, you get a suite of end-to-end products and services that allow you to receive tax-complaint reimbursements while staying focused on your core job. From our Cardata Mobile mileage tracking app, to our Cardata Cloud management portal, our technology ensures you have the right controls in place that keep your program optimized; saving an average of 30% by building and managing programs that just make sense, without increasing your burden. These are critical tools that help you reimburse employees for business driving in a way that makes sense and keeps you efficient for years to come. 

Cardata’s available technology includes…

• Cardata Mobile application for employee drivers  
• Cardata Cloud management portal 
• Direct Pay reimbursements to employees
• Insurance Verification

Additional products and services:

• Motor Vehicle Record Monitoring (MVRS): Motor Vehicle Record checks and monitoring
• Driver Safety Training for employees on the road 

What is the Cardata Mobile App?

Your reliable companion on the road.

Available for Apple & Android, Cardata Mobile is an application for drivers capturing mileage on the road. Drivers utilizing Cardata’s fully managed vehicle reimbursement programs use the Mobile App to track their business trips, view their earned payments, and manage their compliance.  

How does it work?

The easy-to-use Cardata application has a variety of features including:

• GPS-based mileage capture for accurate records: Generate defensible business expense records using real route data.
• Flexible trip capture options to support driver preference: Capture mileage automatically within a pre-set work schedule, or turn on tracking by hand to capture your mileage as you move. Add trips manually using point-to-point additions to never miss a trip.
• Time saving trip auto-classification options: Easily differentiate business and personal trips according to the driver’s pre-set, yet flexible, work schedule.
• Real-time in-progress trip indicator: Confirm your trip is being captured live as you drive.
• Auto submissions at the end of the month: Seamless integration with the Cardata Cloud platform allows for smooth mileage approvals. With no submit button necessary, drivers never miss on earned dollars.
• Pay and compliance transparency: Drivers can easily see their past payments, monthly rates, company policies, and compliance status all in-app, with relevant commute deductions applied automatically.
• Contact our in-house driver support team: When you need us most, our support team is available at your fingertips.

Why Cardata Mobile?

Cardata Mobile is part of Cardata’s powerful network of vehicle reimbursement supporting products and services. The Mobile App works seamlessly in conjunction with the Cardata Cloud, Direct Pay, and InsuranceVerification to provide an end-to-end customer experience.

Fuelled by expert trip tracking capabilities and a simple to navigate design, Cardata Mobile is the user friendly companion for your drivers. 

What is the Cardata Cloud?

Your vehicle program command center.

Cardata Cloud is a comprehensive platform for vehicle reimbursement program management. A centralized hub for administrators, Cloud offers a user-friendly interface with features such as a customizable dashboard with visual summaries of program metrics, detailed tools for tracking mileage, reimbursement, and user activity, and robust business intelligence tools for annual reviews and report generation. Cardata Cloud empowers administrators to add, edit, and monitor users, manage vehicle profiles, and track changes within the system. Cardata Cloud is a comprehensive solution for organizations seeking efficient and transparent management of their vehicle-related programs.

• Cardata Cloud is designed to power your reimbursement operations. Your drivers’ mileage is automatically uploaded to Cardata Cloud from our mobile app.
• Our reimbursement database calculates monthly reimbursements based on your company’s vehicle policies and your employee’s local driving costs.. 
• Compliance status is clear and actionable; with the option to customize compliance consequences.
• With Cardata Cloud, your managers and administrators can approve reimbursable mileage, seamlessly budget their monthly reimbursement costs, and ensure your employees are following company policies.

How does the Cardata Cloud work?

• Cardata Cloud provides a flexible dashboard offering visual summaries of program metrics, including total reimbursement, mileage trends, active drivers, and more.
• Administrators can monitor compliance,visualize monthly reimbursement and view mileage summaries.
• The portal allows administrators to check manual trips and user adjustments, ensuring accurate data entry and tracking adoption from Cardata Mobile.
• Reporting includes business intelligence (BI) tools to manage the company and vehicle profiles, and track changes made within the system. Additional resources include annual reviews, a reimbursement calculator, and access to the Driver Safety platform.

Why choose Cardata Cloud?

Cardata Cloud is a user-friendly vehicle management platform, offering centralized administration of reimbursement programs. It streamlines user management, adding, editing, and linking to employee drivers seamlessly. Boasting business intelligence tools, mobile capabilities, and flexible reports, Cardata Cloud is a versatile solution for streamlined payment processes and detailed mileage tracking, providing organizations with a comprehensive and easy-to-use tool for effective management of their mileage reimbursement programs.

What is direct pay?

Reimburse Drivers with Cardata Payments

Directly deposit driver reimbursements. When drivers join your vehicle reimbursement program, they can securely enter their deposit details and receive their reimbursement directly from Cardata.

How does direct pay work? 

Benefits of paying through Cardata’s direct-to-driver deposits:

• On-time payments: Never miss a payday with Cardata’s pay cycle adherence.
• Taxability management: Keep your books clean. Taxable payments like income stay separate from non-taxable reimbursement.
• Reduction of administrative load: Don’t overload your payroll team, keep your reimbursements separate from traditional monthly payroll.
• Streamlined support process: Enable Cardata’s trusted support team to work directly with your drivers. Let us answer questions about driver payments and taxability.
• Express pay processing: Pay your team as early as the next day in USD and CAD.

Why choose Direct Pay?

Payments supports your vehicle reimbursement program like FAVR, Tax-Free Car Allowance, and Cents per Mile. Payments works in coordination with our other products like Insurance Verification, Mobile App, and Cloud Portal. When you reimburse with Cardata, you get a complete reimbursement solution. Design, capture, pay. 

What is insurance compliance verification?

Insurance compliance is an important part of every vehicle reimbursement program: it reduces corporate liability, keeps drivers safe, and ensures programs are tax-free. Cardata keeps eyes on employee vehicle insurance to ensure accurate and up-to-date compliance status reporting.

How does it work?

After employees submit their insurance information via Cardata’s app or Cloud web portal, our in-house team reviews and monitors these submissions to ensure compliance.

For all corporate vehicle policy regulations in addition to relevant IRS program requirements, drivers can see their compliance status in-app. If a driver falls out of compliance, our team will:

• Send regular reminders to the user prior to the reimbursement date.
• Inform the user what is missing and needs to be updated in order to be compliant.

For FAVR Programs, Cardata’s compliance team also monitors vehicle type, vehicle age, and mileage compliance relative to IRS regulations.

Why choose insurance verification?

Insurance Verification with Cardata is a service that enables your organization to reduce liability and ensure driver safety. It is also a key element to support select tax-free reimbursement programs.

What are Driver Safety Solutions?

Keep employee safety top of mind and mitigate risk on the road.

Cardata’s Driver Safety Solutions are a comprehensive system for verifying employee driving records and ensuring drivers are safe on the road, mitigating risk and increasing visibility. With this service, businesses can enhance safety, reduce the liability and risks associated with negligent driving, and ensure compliance with regulations.

Motor Vehicle Record Monitoring (MVRs)

Access to the documentation of a person’s driving history via state ordered motor vehicle records (MVRs). MVR monitoring provides crucial insights into an individual’s driving history, ensuring companies make informed decisions when managing drivers. 

Driver Safety Training

Access to a range of employee driver safety training courses. Ability to assign driver training courses directly to employees via email, including providing at-risk drivers training modules to prevent a crash or a disqualifying incident before it happens. 

Why prioritize safety for employee-owned fleets?

• 86% of vehicles involved in crashes are passenger cars or light trucks
• 10-15% drivers experience an infraction annually

When implementing driver record monitoring in a vehicle program, our partners can expect:

• Reductions in violations, crashes and claims
• Reduced insurance premiums
• Increase visibility and control over risk

Users can expect to see:

• A 22% reduction in violations
• A 14% reduction in crashes
• A 32% reduction in company risk profile events

Cardata’s technology and services unite to create a fully-managed vehicle reimbursement solution that saves time, reduces liability, and provides transparent insights into driver activity and compliance. From our user-friendly Mobile App and Cardata Cloud portal to Direct Pay and Driver Safety Solutions, each component complements the next for a seamless mobility experience. By choosing Cardata, you’re not just automating reimbursements—you’re investing in a safer, more cost-effective way to manage your employees on the road.

Cardata’s tech and services pair with our vehicle reimbursement programs. Learn about these programs here: https://cardata.co/blog/choose-a-vehicle-reimbursement-program/

About Cardata

Cardata is the fully-managed vehicle reimbursement platform for businesses whose employees use their personal vehicles for work. Founded in 1999 by fleet management leaders, Cardata is an end-to-end B2B vehicle reimbursement software and services (SaaS) company. We design and manage optimized personal vehicle programs that keep our customers focused on their core jobs, allowing them to be fair, compliant, and cost efficient for years to come.