Fleet Administration: Full- Or Part-Time Job?

In recognizing fleet administration as a profession, management must be made aware of the fact that running a fleet is a full-time job. To that end, the National Association of Fleet Administrators (NAFA) surveyed over 600 fleet administrators on how much time they spend at their job in relation to other duties and how much they are being paid. The respondents to the nine-question survey represent fleets ranging in size from under 100 units to over 2,500 units. The fleet operations include the sales and service industry, governmental units and public utilities.

In the sales and service group, starting with the fleets that have more than 2,500 units, 20 responses were obtained. Of the 20 respondents, nine lease their fleets, nine own their fleets and two use a combination of leasing and ownership. Of the nine which lease fleets, eight indicated they spend all their time on fleet administration, while one spends between 50- and 75-percent of his time administering the fleet. An average of 4.4 persons are assigned to the leased fleets' departments and four of the nine prepare their own operating expense reports while only one depends on the leasing company to provide the information.

Three of the fleets have in-house maintenance facilities and two of the three fleet administrators are responsible for the service operations. Salaries range from over $30,000 per year for four of the administrators to $15,000 to $19,999 for one. The remaining four are in the $20,000 to $29,999 bracket.

Of the nine company-owned fleets with more than 2,500 units, eight of the administrators said they were full-time while one indicated that his responsibilities comprise 25- to 50-percent of his overall duties.

An average of 3.25 persons are assigned to the fleet departments in this category. Three of these administrators said they prepare vehicle operating expense reports, while five let corporate accounting handle the function. One fleet uses an outside management company to prepare the reports. None of these fleets has in-house maintenance facilities. Six of the administrators are in the over $30,000 per year bracket, and there is one administrator each in the $15,000 to $19,999, the $20,000 to 24,999 and $25,000 to $29,999 brackets.

The two fleets with over 2,500 units that use a combination of company-owned/leased vehicles have full-time administrators. An average of 6.5 persons are assigned to the departments while one department prepares the vehicle operating expense report and the other uses the accounting department. Neither fleet has an in-house maintenance shop. One administrator earns over $30,000 per year and the other earns between $20,000 and $24,999.

In the 1,000 to 2,500 unit category, 54 administrators responded. Thirty-four indicated their fleets are leased, 17 fleets are company-owned and three are a combination of leased and company-owned.

Of the leased fleets, 21 administrators are full-time, seven devote 50- to 75-percent of their time to the fleet, five spend between a quarter and half of their time on fleet operations and one indicated that less than a quarter of his time in spent on the fleet. An average of 3.1 persons are assigned to these fleet departments.

A total of 13 of these fleets tabulate their own vehicle expense reports. Nine depend on their accounting department, three use an outside management service and eight have their leasing companies provide the reports. Five of the fleets in this group are planning to change present methods.

Of the leased fleets, four have in-house maintenance facilities with three of the administrators responsible for their operation. More than a third (14) of the administrators are in the $20,000 to $24,999 per year bracket; eight are a step below at $15,000 to $19,999. There are six administrators each in the $25,000 to $29,999 and the over $30,000 brackets.

In the owned-fleet group, 13 of the 17 respondents are full-time while two each devote 50- to 75-percent and 25- to 50-percent of their time to fleet operations. An average of 2.75 persons are assigned to these departments. Ten of these fleet departments prepare their own operating expense reports while five rely on the accounting department. One fleet each depends on an outside management service and a leasing company to compile the reports. Two of these fleets plan to change methods.

Four of the company-owned fleets have in-house maintenance facilities with all four administrators in charge of their own shops. There are five administrators each in the $15,000 to $19,999 and $25,000 to $29,999 ranges, followed by four administrators in the $20,000 to $24,999 bracket. Two administrators are paid more than $30,000 per year and one is paid between $12,500 and $14,999.

In the fleet operations using a combination of ownership and leasing, two administrators are full-time and one spends between 25- and 50-percent of his time on fleet management. An average of four persons are assigned to these departments. One department prepares the operating expense reports, while another uses a leasing company and the third uses an outside management service. Two of these administrators are paid over $30,000 per year, while the third is in the $25,000 to $29,999 bracket.

A total of 77 fleet administrators responded from fleets with 500 to 1,000 units. A majority (50) indicated that their fleets are leased, while 18 are company-owned and nine are a combination. Of the leased fleets, 29 have a full-time administrator. Six administrators devote half to three-quarters of their time to the fleet, nine spend a quarter to half their time with the operation and six spend less than a quarter of their time on fleet management. An average of 1.85 persons are assigned to these departments.

 

Eighteen of the respondents indicated their department prepares vehicle expense reports while 14 use the accounting department and 13 use their leasing company. Only three fleets rely on outside management services to compile the reports.

 

Five of the fleets have in-house maintenance facilities, and four of the five administrators indicated they have responsibility for the operation. Salaries of 11 of the administrators are in excess of $30,000, while 14 are in the $15,000 to $29,999 bracket. Eleven receive $20,000 to $24,999 annually and ten receive between $25,000 and $29,999. Four of the administrators pegged their salaries in the $12,500 to $14,999 range.

Of the 18 owned fleets, 11 have full-time administrators, three have administrators spending half to three-quarters of their time on fleet operations and four have personnel spending a quarter to half their time involved in this function. These fleets have an average of 1.8 persons assigned to their departments.

More than half(10) of the owned fleets rely on the accounting department to prepare vehicle operating expense reports while four fleet departments tabulate the figures themselves. Two depend on leasing companies and two use outside management service.

A total of six fleets have in-house maintenance operations and all the administrators indicated they have responsibility for their shops. Half of the administrators are in the $15,000 to $19,999 range, while four earn $20,000 to $24,999, there are paid $25,000 to $29,999 and two earn in excess of $30,000 per year.

Six fleets in this group combining ownership and leasing have full-time fleet administrators, while the other three have personnel spending a quarter to half their time managing the vehicles. An average of 1.9 persons are assigned to these fleet departments.

There are two administrators each in the $15,000 to $19,999, $20,000 to $24,999, $25,000 to $29,999 and $30,000+ brackets. One administrator in this group receives less than $12,499 per year.

A total of 111 responses were received from those handling fleets between 250 and 500 units. Of these fleets, 80 are leased, 28 are owned and only three are a combination of both. Less than half of the leased fleets (35) have a full time administrator, while 14 administrators spend 50- to 75-percent of their time managing the fleet. Twenty-one said they spend 25- to 50-percent of their time with the fleet and ten spend under 25-percent of their time on fleet administration. An average of 1.1 persons are assigned to these fleet departments. As for preparing vehicle operating expense reports, the number is split evenly between fleet departments and leasing companies with 29 fleets each. Thirteen fleets rely on accounting departments to handle the reports and four have outside companies prepare the information.

Three of the fleets have in-house maintenance operations and all are under the direction of the fleet administrator. The bulk of the administrators in this group (49) are paid between $15,000 and $24,999 per year. Six receive more than $30,000 and four are paid less than $12,499. Another six earn between $12,500 and $14,999, while 14 are in the $25,000 to $29,999 range.

Of the 28 owned fleets, 12 have full-time administrators, while six indicated they spend 50- to 75-percent of their time on fleet management. An average of one and a half employees are assigned to these fleet departments.

Sixteen of the fleets prepare their own vehicle expense reports while seven use company accounting departments and four utilize outside management services. Four fleets have in-house maintenance and all are under the direction of their respective fleet administrator.

Salaries are spread out through the middle of the range with eight each in the $20,000 to $24,999 and $25,000 to $29,999 ranges and seven in the $15,000 to $19,999 group. Two respondents said they are paid over $30,000 per year, while two others receive less than $12,499 per year. One administrator is in the $12,500 to $14,999 range.

Of the three combination fleets, only one has a full-time administrator. The other two administrators indicated they spend a quarter to half their time with the fleet operation. An average of 1.2 employees are assigned to these fleets, and all three departments prepare operating expense reports. Only one fleet has an in-house maintenance facility and the fleet administrator is in charge of it. Two of the administrators are in the $15,000 to $19,999 range, while the other receives over $30,000 per year.

In the sales and service category, fleets with 101 to 250 units had the highest number of responses (121). In this group, 84 are leased fleets, 39 are owned and eight are a combination of the two.

As fleet sizes become smaller in this survey, the number of full-time administrators decreases proportionally. In the leased category, the full-time administrators number 20 out of the 84 fleets. Those who spend half to three-quarters of their time on fleet operations total 19, while 21 spend a quarter to half their time managing the fleet. Twenty-four fleet administrators spend less than a quarter of their time on fleet matters. These fleets have only one person assigned to the department.

Although the time spent on fleet operations is less than full-time in most cases, 32 of the departments compile vehicle operating expense reports. The next highest number (23) use their leasing companies, while 18 use corporate accounting departments and nine use outside management services to compile the data.

In this group, 11 fleets indicated they have in-house maintenance facilities, with 10 of the fleet administrators taking responsibility for the shop operations. Salaries in this group again are spread out through the middle of the pay scale, with 27 earning between $15,000 and $19,999, 19 earning between $20,000 and $24,999 and 11 receiving between $12,500 and $14,999. Nine administrators are in the$25,000 to $29,999 range, another nine ear less than $12,500 and eight receive more than $30,000 per year.

Of the 39 owned fleets, 13 have full-time administrators, while 11 spend between 25- to 50-percent of their time on fleet operations. The next highest number, nine, devotes 50- to 75-percent of its time to fleets, while fleet duties take up less than 25-percent of six fleet administrators' time. Only one person is assigned to each fleet department.

Most respondents in this category (23) prepare vehicle operating expense reports, while 13 use the accounting department and three turn to outside management services. Nine fleets have in-house maintenance, of which two-thirds are under direction of the fleet administrator. Fifteen respondents reported incomes between $20,000 and $24,999 eleven between $15,000 and $19,999 and seven between $25,000 and $29,999. Three receive over $30,000 per year, three under $12,500 and one receives between $12,500 and $14,999.

Of the eight combination fleets, three have full-time administrators, while five devote 25- to 50-percent of their time to the fleet. Again, only one person is assigned to the department. Three of the fleets prepare their own expense reports, two use accounting departments, one uses an outside management service and two use their leasing companies.

Only one of these fleets has an in-house maintenance facility and it is under the control of the fleet administrator.

Three of the administrators earn between $15,000 and $19,999, two between $12,500 and $14,999, and one over $30,000. Two administrators earn between $20,000 and $29,999 per year.

In the under 100 units category, 50 fleets responded. Of these, 27 fleets are leased, 19 are owned and four are a combination of leased and owned vehicles.

In the leased category, almost half (13) spend less than a quarter of their time on fleet management, while nine spend 25- to 50-percent of their time on fleet duties. Only two are full-time and three have fleet responsibilities that take up half to three-quarters of their time. The leased fleets average one half-time person assigned to the department, yet 12 indicated they prepare vehicle operating expense reports. Six use accounting to complete the reports, three utilize outside management services and five use their leasing companies. Two fleets have in-house maintenance which is, in both cases, the responsibility of the fleet administrator.

Salaries average a bit lower than those of larger fleets. Five administrators earn less than $12,499 per year, two earn between $12,500 and $14,999 and eight earn between $15,000 and $19,999. Seven of the 27 earn between $20,000 and $24,999, three are in the $25,000 to $29,999 bracket and only one earns in excess of $30,000.

Among the 19 owned fleets, more than half of the respondents (10) spend less than a quarter of their time managing the fleet. The next greatest number (5) spend between 25- and 50-percent of their time on fleet administration. Only two spend between 50- and 75-percent on fleet and only two are full-time administrators. As for those assigned to the department, this category has an average of .75 employees working for the fleet. Eight of the fleet departments prepare their own vehicle expense reports, while ten use the accounting department, and one relies on outside management. One fleet has an in-house maintenance facility under the direction of the fleet administrator.

Seven of the respondents indicated they receive between $15,000 and $19,999 per year. Five receive between $20,000 and $29,999, four are paid more than $30,000 per year and two earn less than $12,499 per year. One respondent receives between $12,500 and $14,999.

Under the combination category, none of the four responding has a full-time fleet administrator and half the fleets have one person who spends less than a quarter of his time on fleet duties. One fleet each has a person spending between 25- and 50-percent and 50- and 75-percent of his time on fleet work. However, these fleets average one person assigned full-time to the fleet department. All four prepare their vehicle operating expense reports and one fleet has an in-house maintenance facility, although it isn't under the direction of the fleet administrator.

Two of these administrators earn more than $30,000 per year, while one earns between $12,500 and $14,999and the other between $15,000 and $19,999.

One can assume, by the range of salaries offered in the last group, that those in the over $30,000 per year category have other, more important functions in the company to draw those salaries. However, according to the salary ranges and time spent on fleet work in the larger fleets, fleet administration is now becoming recognized as an important managerial position and ultimately, as a profession.

Salary/Time On Job Comparison

OWNED FLEETS					LEASED FLEETS
Salary	Full Time	50-75%	25-50%	Under 25%	Salary	Full Time	50-75%	25-50%	Under 25%
10,000-12,499	8%	9%	-	-	10,000-12,499	7%	12%	3%	4%
12,500-14,999	3	4	-	6	12,500-14,999	9	12	8	2
15,000-19,999	22	41	39	31	15,000-19,999	29	46	23	22
20,000-24,999	33	18	30	6	20,000-24,999	27	17	34	26
25,000-29,999	17	27	21	18	25,000-29,999	18	4	14	25
Over 30,000	17	-	9	38	Over 30,000	9	8	17	21