Key dates and system reminders

This article summarizes your company's lock date timeline and other important dates.

Key dates based on direct pay date chosen:

This table displays the monthly deadlines that will need to be met in order to receive prompt and accurate mileage reimbursements.

Lock date: The lock date marks the last day drivers can add, edit, or delete mileage. Drivers have until the end of the lock date, at 11:59 PM, to make changes to the previous month’s mileage. For example, if the lock date is on the 4th of each month, they will have until 11:59 PM on the 4th to update their mileage. Once midnight comes and the date changes to the 5th, drivers will not be able to update their mileage.

Drivers can find their exact lock date in their company car policy.

Mileage lock all date: If a driver misses their lock date, they may ask someone else, such as a manager, to update their mileage for the previous month. The mileage lock all date marks the last day that managers, admin, and Cardata can edit, edit, or delete mileage on behalf of drivers.

They will have until the end of the mileage lock all date, at 11:59 PM, to make changes.

Note: Depending on the approval date, circumstances, and company, there may be some leniency on the approval date.

Approval End Date: The last day for Administrators to prorate a driver fixed reimbursement if required. The system will automatically prorate an employee's reimbursement based on the start and stop date entered into the system. If the date is changed after the 1st of the month, please review their reimbursement, as a manual prorate may be required.

Master Payment Notice: This report is generated after the driver lock date. The Master Payment Notice shows what each driver will be paid for the month. Admins will receive an email to review the report each month, and will need to click the ‘Approve’ button. This sends an email to our direct pay department notifying them of approval.

Be aware that while admin can view the master payment notice, they cannot approve the master payment notice on the approval end date. They will be able to approve the master payment on the following day. 

Payment Due: The date by which Cardata will need to have received the funds from the client for that payment cycle.

Direct Pay Date: The date drivers get the direct deposit to their bank accounts. (Pay Day)

System reminders based on direct pay date chosen:

This table displays the monthly dates that your drivers will receive reminders regarding their next lock date.

First Mileage Reminder Email: A system-generated email is sent to each active driver on the program to classify business mileage for the previous month.

Second Mileage Reminder Email: A system-generated email is sent to each active driver on the program to classify business mileage for the previous month.

Drivers Without Reimbursement Reminder: An email reminder is sent to the primary administrator identifying those employees that are active and will not receive reimbursement due to not being set up on time or not having sufficient insurance documentation.

Direct Pay Date: The date drivers get a direct deposit to their bank accounts. (Pay Day)