Appendix I: Optimized Legacy Cloud Reporting Model

Field Name

Description

The number of unique drivers currently marked as active in the system, regardless of compliance status or reimbursement eligibility. This includes all drivers eligible to log trips, submit mileage, or participate in reimbursement during a given time period. Drivers may appear here even if they are non-compliant (red/yellow/green traffic light) or temporarily ineligible due to missing documentation or policy restrictions.

The standardized classification assigned to a driver’s vehicle based on predefined criteria such as body type, weight class, or usage. This category determines rate eligibility, reimbursement calculations, and policy application within different program types (FAVR, CPM, etc.).

The primary email address associated with a user in the Cardata platform. This field may belong to a driver, admin, manager, or other platform user.

The postal or ZIP code corresponding to the starting location of a recorded trip. This value reflects where the trip began, either based on GPS (for auto-tracked trips) or entered manually by the driver.

A list or aggregated string of all manager names or groups associated with a driver or set of drivers. Each value may represent one or more supervisors responsible for oversight of those drivers.

The reason or intent behind a recorded trip, typically selected by the driver or set programmatically based on system rules. This field helps differentiate business-related travel from personal use or compliance-related trips.

Reimbursed business mileage

The name of the city or municipality where the recorded trip ended. This value represents the final geographic stop of the trip, either captured via GPS (for tracked trips) or manually entered by the driver (for manual trips).

The total number of admin users currently marked as active within a given company, tenant, or organizational scope.

A time-based trend metric that shows how many drivers fall into predefined mileage bands across a given reporting period. Used to monitor driver mileage distribution over time, compare usage trends across companies or programs, and support compliance or reimbursement model adjustments.

The country where a trip began, either captured through GPS tracking or manually entered by the driver. This field reflects the national origin point of a recorded trip and is used to identify cross-border travel, determine jurisdictional tax rules, and segment reports by geographic scope. Enables filtering or grouping of trips by originating country, supports cross-border mileage tracking, and provides input for tax, compliance, and international reimbursement policies.

The first part of a user’s full name, typically representing their given name or personal identifier. This field applies to all user types in Cardata’s platform (e.g., drivers, managers, admins) and is used for user search, personalization, filtering, and reporting. Often paired with Last Name, Driver ID, or Email for identity confirmation or role-based segmentation.

The city where a trip began, captured automatically through GPS or manually entered by the driver. This field identifies the municipal location of trip departure and is commonly used in route analysis, city-specific mileage trends, and filtering for urban, regional, or cross-city driving behaviors.

The first (given) name of a user with the Manager role, typically responsible for overseeing one or more drivers. This field enables identification, filtering, or reporting on managers by their personal first name, and is commonly paired with last name, email, or assigned driver groups for clarity.

A unique, company-issued identifier assigned to each driver for internal HR, payroll, or compliance purposes.

A system-assigned identifier used to categorize the purpose or classification of a trip — such as Business, Personal, Commute, or Mixed.

The model year of the driver’s primary vehicle, representing the year the vehicle was manufactured or designated by the automaker. This value is crucial for determining reimbursement eligibility, calculating tax depreciation, assessing fixed rate categories (FAVR), and enforcing vehicle age policies.

This field identifies which company a driver, admin, or program belongs to, and is the primary grouping dimension across all business reports. Company Name is used to segment data by customer, apply scoping rules, enforce permissions, and organize user access.

The reimbursement rate applied per mile or kilometer driven, which can vary depending on geography, fuel prices, vehicle category, or mileage bands. This rate fluctuates based on external economic indicators or internal reimbursement policies. It is distinct from a fixed rate and is used most commonly in CPM (cents-per-mile) or blended FAVR programs. Cents/mile or cents/km

The primary city where a driver is based, typically derived from the driver’s registered address during onboarding. This value helps determine regional compliance requirements, local reimbursement rates, and is used to filter drivers by location in both reporting and audit workflows.

The named location or address where a trip begins, as captured by the app's GPS tracking system or manually entered by the driver. This may reflect a business location, home office, client site, or any other designated trip start point.

The active cents-per-mile or cents-per-kilometer reimbursement rate currently assigned to a driver or vehicle, based on their program configuration, mileage band, region, and tax rules. Unlike historical variable rates, this field reflects the rate in effect right now, which is applied to any new mileage submitted.

The state, province, or regional jurisdiction where a trip began, captured either via GPS during auto-tracking or manually input by the driver. This field plays a critical role in determining mileage eligibility, tax region rules, and location-specific reimbursement rates.

Captures any adjustments that were made to the original mileage.

The total number of trips recorded by a driver or group of drivers within a given timeframe. This count includes both automatically tracked and manually entered trips and can be filtered by time period, trip type, or driver attributes. It's a key metric for measuring platform engagement, identifying high-activity users, and flagging irregular usage patterns.

The internal division, department, or team the driver is assigned to within their organization. This value supports business-unit level analysis, cross-functional cost reporting, and internal accountability for mileage and compliance. Often tied to HRIS, payroll, or onboarding data.

A system-generated identifier that maps a company to its current operational state within the Cardata platform. Statuses typically include values such as “Active,” or “Deactive.”

A generic name field used across datasets to represent the display name of an entity. This could refer to a person (e.g., driver, manager, admin), a company, a program, or a configuration label, depending on the context of the dataset.

The hardware model of the mobile device (e.g., iPhone 13, Samsung Galaxy S22) used by a driver or user to access the Cardata app. This field helps identify device-specific behavior, diagnose platform issues, and track hardware trends across the driver base.

The total monetary value reimbursed to a driver for a specific trip, time period, or claim — calculated based on the eligible mileage and applicable rate (fixed or variable). This value reflects what the company pays out to the driver, and can vary depending on trip type, program configuration, rate tier, and adjustments.

The country in which a driver is registered and operates. This field helps segment drivers by geographic region and determines which tax regulations, reimbursement rules, and compliance standards may apply to them. It’s critical for reporting, auditing, and filtering drivers across global or multinational fleets.

The total number of drivers currently active within a given company, program, or filtered view. This count may reflect different eligibility statuses (e.g., green, yellow, red) and includes only those with an active status in the system.

T

he expiration date of the driver’s current insurance policy on file. This field is critical for verifying coverage validity, enforcing program compliance, and flagging drivers at risk of operating without valid insurance.

A unique identifier assigned to each driver within the Cardata system. This ID links all trip data, policy settings, reimbursement records, and driver profile information across the platform. It’s a critical system field used for backend lookups, traceability, and ensuring data integrity between services.

The primary email address associated with a driver's account. Used for all platform communications, registration workflows, verification messages, and support correspondence. Also serves as a login credential in most identity provider configurations.

A custom, driver-specific fixed reimbursement amount that overrides the standard fixed reimbursement rate defined at the program or company level.

A comprehensive summary of the vehicle a driver has registered with their program, including key attributes such as year, make, model, trim, purchase cost, and declared odometer readings. Used to determine eligibility for specific programs, calculate fixed or variable reimbursements, and validate compliance with car policy requirements.

The postal code (ZIP code) of the location where a trip ended. Used to identify destination geography, enable routing comparisons, support tax zone validation, and power regional mileage analysis.

The total distance a driver traveled for non-business (personal) purposes, as classified by the trip tagging or tracking method. These miles are typically not reimbursed, but may be used for compliance or audit purposes, depending on the program type.

Identifies how a trip was captured — either through manual entry by the user or automatic tracking by the Cardata mobile app. This field is used to assess data integrity, validate compliance with tracking policies, and analyze behavior patterns.

The total number of managers currently marked as "Active" within a specific organization or program. A manager is considered "active" if they have platform access, are assigned to at least one driver or group, and are not archived, deleted, or inactive.

The assigned geographic region or operational zone where a driver primarily operates or is managed from. This area can represent districts, service zones, branches, or internal territories set by the company to organize drivers by location or jurisdiction. It supports segmentation, routing, compliance review, and territory-based reporting.

The full name of the driver, combining first name and last name into a single display field. This field reflects the person operating the vehicle and participating in the reimbursement program. Used for identification, reporting, and filtering across systems.

The specific model designation of the driver’s vehicle, such as “Civic,” “F-150,” or “Model 3.” It identifies the version or style of the vehicle as defined by the manufacturer, and is often used alongside the Vehicle Make and Vehicle Year to form a complete vehicle profile.

A list (aggregated field) containing the email addresses of all driver managers associated with a specific company or organizational group. This field is used for communication, escalation, reporting workflows, and access provisioning. Multiple emails may be separated by commas or semicolons.

A status indicator that identifies whether a driver assigned to a specific company is currently active within that organization’s program. This status considers both platform-level activation and company-specific participation, meaning a driver could be active in Cardata but inactive for a particular client program.

Indicates the current state of a driver’s app registration and onboarding process. This field reflects whether a driver has completed the necessary steps to activate their Cardata mobile account, such as verifying their identity, submitting documents, or finishing setup.

The flat reimbursement amount per mile or kilometer assigned to a driver, regardless of location, fuel prices, or vehicle type. This rate is usually pre-negotiated as part of a Fixed Reimbursement (FAVR) or legacy program setup and is applied consistently across all qualifying trips.

The expiration date of the driver’s operating license, indicating the last valid day they are legally allowed to drive. This date is critical for compliance monitoring and risk management, especially in regulated reimbursement or fleet programs.

The operating system version or firmware number of the device (e.g., iPhone, Android phone, tablet) that the driver used to access the Cardata app. This field helps monitor app behavior across different device environments, track support issues, and ensure compatibility with new releases.

Indicates whether a user (driver, admin, or manager) is currently marked as active or inactive in the system. Active users have access to Cardata Cloud or Mobile and may be eligible for mileage tracking, reimbursements, or administrative functions. Inactive users are typically deactivated due to departure, non-use, or administrative decisions.

Reflects the current stage of a user's onboarding process in the Cardata Mobile App. This status captures whether the user (typically a driver) has completed key setup steps—such as entering vehicle info, declaring odometer, accepting terms, and enabling tracking—or is still in progress. Used to verify readiness for mileage tracking and reimbursement eligibility.

The date when a driver was officially deactivated or marked as no longer participating in a Cardata mileage reimbursement program. This could result from termination, program withdrawal, eligibility changes, or HR-offboarding processes. The stop date is critical for preventing future mileage submissions, ensuring audit integrity, and removing users from active workflows.

The version number of the Cardata mobile app currently installed and used by the driver. This field allows teams to track adoption of new releases, validate feature availability (e.g. auto-tracking, insurance verification), and troubleshoot issues based on specific version behavior. Helps ensure drivers are on a supported or compliant version of the app.

A system-generated recommendation for adjusting a driver's assigned mileage band (e.g., from 1000–1500 mi/month to 1500–2000 mi/month). This recommendation is typically based on recent trip activity, reimbursement patterns, and policy thresholds. It helps admins proactively optimize reimbursements and align band settings with actual usage.

The most recent date when a driver's mobile device actively synced with Cardata systems — such as submitting a trip, logging in, or initiating a background location event. This field is key for identifying inactive devices, stale installs, or users who may not be engaging with the app regularly.

The primary street address associated with a driver’s home or designated work location. This is typically used to determine geographic eligibility for reimbursement programs, assess commute boundaries, and validate mileage start/end points.

The state, province, or regional jurisdiction where a trip ended. This field captures the final U.S. state or Canadian province for a given trip, and is used to support cross-border mileage rules, per-region rate validation, and compliance with tax or program policies based on destination location.

The total length of time a trip took to complete, measured in minutes. This is calculated as the difference between the trip’s start time and end time, regardless of whether it was manually logged or automatically tracked. Useful for identifying unusually long or short trips, flagging idle time, and supporting policy compliance based on trip duration thresholds.

The current fixed reimbursement rate (in dollars or cents) applied to eligible drivers under a fixed-rate mileage program. This value represents a consistent, non-variable reimbursement amount assigned per time period (e.g., monthly) regardless of distance traveled. Typically used in Fixed & Variable Rate (FAVR) programs to ensure base reimbursement coverage.

The reviewed or adjusted mileage band applied during compliance audits or reimbursement recalculations. This value represents the officially validated distance category that a driver falls into after internal or automated review processes. Used to compare and validate originally declared mileage bands (e.g., during audits, reclassifications, or onboarding corrections).

A list of all assigned operational regions or territories that a driver is responsible for or regularly travels within. This field typically includes geographic zones, service areas, sales regions, or territory codes used for reporting, compliance grouping, or reimbursement modeling. It reflects the scope of a driver's geographic responsibility, which may influence mileage patterns, rate bands, and reporting segmentation.

The family name or surname of the driver as recorded in the system. This value is used to identify drivers in reports, search queries, reimbursement records, and compliance checks. It may be combined with the driver’s first name or employee number to ensure accurate identification and avoid duplicates.

The full name (first and last) of the manager assigned to oversee one or more drivers or administrative regions within a Cardata customer organization. Managers are typically responsible for driver compliance, approval workflows, and data oversight. This value is used for filtering driver groups, escalation routing, and organizational reporting.

The postal or ZIP code associated with the driver’s primary address. This value is typically used for distance calculations, jurisdictional compliance (e.g., tax zones), regional mileage reporting, or filtering drivers by location. Can represent either a U.S. ZIP code or international postal code depending on driver geography.

The calendar date on which a trip was recorded or completed by a driver. This date is central to reporting mileage, calculating reimbursement, and performing time-based analyses (daily, weekly, monthly trends). It typically reflects the date of trip completion, not submission.

A numerical indicator that represents the order of trips taken by a driver on a given day. It helps determine the sequence in which trips occurred — e.g., first trip, second trip, third trip. Useful for analyzing behavior patterns, optimizing routes, or detecting tracking anomalies (e.g., unusually short time gaps between trips).

The designated geographic region or operational area assigned to a driver. This is typically defined by internal territory mapping used for route planning, customer coverage, or organizational hierarchy. It may align with sales zones, regional offices, or territory-based reimbursement rules.

The complete mileage for a trip, calculated as the sum of the originally tracked mileage plus any adjustments made post-trip. Adjustments can occur due to driver corrections, admin overrides, or automated system corrections (e.g., rounding, GPS calibration, or mileage audit feedback). This field represents the final mileage used for reimbursement and reporting purposes.

This field categorizes the type of office or workplace setup the driver is affiliated with. It is used to distinguish between drivers based on their work context—such as remote, field-based, home office, or corporate office, which may influence their mileage patterns, trip frequency, and reimbursement eligibility.

Identifies the final country a trip ends in. Used to determine cross-border travel, international mileage reimbursement eligibility, and compliance with regional travel policies. This value is extracted from the trip’s destination location and is critical for reporting, tax rules, and analyzing driver travel trends.

Specifies the trim level or version of a vehicle model, which typically denotes a predefined set of features, engine configurations, and interior/exterior options. Examples include “LE”, “XLT”, “Sport”, “Lariat”, etc. This detail helps differentiate vehicles beyond just Make and Model, and can impact reimbursement rates, depreciation calculations, and compliance classification.

The manufacturer or brand name of the vehicle. This identifies the company that produced the vehicle, such as Ford, Toyota, Honda, or Tesla. Vehicle Make is a key dimension in driver vehicle profiles and may influence program eligibility, insurance verification, and mileage reimbursement policies depending on client configuration.

The state, province, or territorial region where the driver is based. This is typically tied to their home address or tax residency and is important for determining applicable reimbursement rules, taxation policies, insurance regulations, and regional compliance requirements.

Describes the reason or category behind any mileage, reimbursement, or trip-related adjustment. Common adjustment types include system corrections, manual overrides, retroactive mileage updates, compliance reclassifications, or rate changes. These help track why a reimbursement or mileage entry differs from the original record.

Indicates the classification or intent of a trip taken by a driver. Trip types distinguish whether the travel was for business, personal, commute, or a custom program-defined category. This classification directly impacts reimbursement eligibility and compliance with IRS or enterprise policies.

Indicates whether a variable rate reimbursement has been applied to a trip in addition to (or instead of) a fixed rate. This typically reflects cents-per-mile compensation that varies by location, fuel prices, time of year, or mileage band. It is critical in programs that use tiered, banded, or IRS-based variable rates for driver payments.

The official role or position of the driver within their organization. This field often helps determine reimbursement eligibility, program assignment, or rate configurations. For example, distinguishing between field reps, service techs, managers, or delivery drivers. Job titles may influence mileage banding, approval workflows, and reporting filters.

The primary work email address of the driver’s assigned manager or supervisor. This is used to route notifications, escalate compliance issues, manage driver onboarding, and enable permissions for program configuration or approvals. Each driver can be associated with one or more managers depending on the organization’s structure.

Indicates whether a Cardata Cloud Admin account is currently active and permitted to perform actions within their assigned organization. An active status means the admin can manage drivers, configure programs, access dashboards, and receive alerts. Inactive admins are disabled from logging in or taking administrative action but may still exist for audit history.

The unique identifier assigned to each trip recorded within the Cardata platform. This ID is system-generated and acts as the single source of truth for tracking a trip across audit logs, reimbursement calculations, compliance checks, and analytics dashboards. Every entry, whether manually entered or auto-tracked, has a distinct Trip Id.

The reason or justification behind a driver’s assigned traffic light status — Green (compliant), Yellow (at risk), or Red (non-compliant). This explanation provides detailed context on why a driver is flagged and what action items are pending. Common reasons include: expired insurance, missing odometer declarations, unverified documentation, or recent policy violations. Used by Admins, Managers, and Cardata teams to prioritize outreach, maintain program integrity, and support proactive compliance management.

A categorical grouping that classifies drivers based on their typical or projected monthly mileage, often used in FAVR (Fixed and Variable Rate) programs to determine reimbursement rates. Mileage bands help segment drivers into predefined distance ranges and are foundational to calculating fair and IRS-compliant reimbursements.

The full address where a trip ends, including street number, name, city, and postal code if available. This is the recorded or detected location where the driver manually stopped or where the automatic trip tracking system concluded the trip. This field is used to calculate total mileage, validate business routes, and assess reimbursement accuracy.

The internal department, division, or business unit the driver belongs to within their organization. This designation is typically aligned with organizational hierarchy or cost center structures and may influence reimbursement policies, mileage banding, reporting views, or approval flows. Business units are often used to group drivers by function (e.g., Sales, Service, Operations) or regional scope.

Specifies the operating system (OS) of the device used by the driver to record trips or access the Cardata app. Common values include iOS, Android, and sometimes Web (for browser-based access). This information is critical for diagnosing app behavior, analyzing mobile feature adoption, and filtering logs or issues by device type.

Identifies the exact version of the Cardata mobile app that was used to capture a specific trip. This value reflects the app build installed on the driver's device at the time of the trip and is critical for debugging, release regression analysis, and understanding if trip behavior aligns with known bugs or feature availability in a given version.

The last name (surname) of the driver’s assigned manager, supervisor, or administrator. This field is used for organizational context, reporting roll-ups, audit trails, and filtering workflows that group data by manager hierarchy or user accountability. It plays a key role in manager-level compliance oversight, driver assignment tracking, and targeted communication within the Cardata platform.

The email address associated with an Admin-level user. Admins typically manage program settings, driver rosters, approvals, and compliance at the company level.

A unique, system-generated identifier assigned to every user in the Cardata platform, regardless of their role (Driver, Manager, Admin, or Superuser). This ID is used to track user activity, link trip records, enforce permissions, and maintain data integrity across the application. Unlike names or emails, this field is immutable and guaranteed to be unique.

Indicates whether a trip, user, vehicle, or data row has been intentionally excluded from certain calculations, reports, compliance checks, or reimbursement processing. A value of Yes typically means the entry was manually removed, flagged, or filtered out based on business rules, exceptions, or data quality concerns. This field is crucial for maintaining accurate totals and understanding why certain records aren’t reflected in final outputs.

The first name (given name) of the driver enrolled in the Cardata program. This value is typically collected during registration and is used to identify, search, or communicate with drivers. It plays a key role in filtering reports, building dashboards, and personalizing compliance or reimbursement workflows.

A visual compliance status assigned to each driver, represented by a traffic light color (Green, Yellow, or Red). This status reflects whether a driver is currently eligible, partially compliant, or ineligible for reimbursement or program participation. It is determined by factors such as expired documentation, missing odometer declarations, insurance lapses, or setup issues.

The name of the final location or stop recorded for a given trip. This value typically comes from GPS-derived place names, manually entered locations, or named business destinations (e.g., “Home Depot – Toronto East” or “Client HQ – Chicago”). It is used to describe the endpoint of the trip in a human-readable format and may differ from formal address fields.

The official start date when a driver was first activated, enrolled, or made eligible in the Cardata program. This field is used to determine when trip tracking, mileage reimbursement, and compliance monitoring began. It may align with onboarding, employment start, or formal program inclusion depending on customer-specific workflows.

Indicates whether a manager-level user account is currently active within the Cardata platform. An “active” status means the manager can log in, oversee drivers, access reports, and perform administrative functions. Inactive status may reflect deactivation, reassignment, or offboarding.

The family name or surname of a user with Admin-level privileges within the Cardata platform. Admins oversee platform access, manage driver profiles, configure programs, and approve compliance-related data. This field is typically paired with Admin First Name to identify and distinguish specific users in an organization.

Indicates where a driver currently stands in the Cardata registration process. This status reflects whether the driver has fully completed all onboarding steps (e.g., email verification, insurance upload, odometer declaration), is partially complete, or has failed validation. This field is used to determine eligibility for activation, tracking, and reimbursement.

Indicates how a trip was captured—either automatically via GPS tracking or manually entered by the driver. This distinction is critical for compliance reviews, fraud detection, and understanding driver behavior. "Tracked" trips are initiated and ended automatically by the app (if permissions are enabled); "Manual" trips are self-reported via user input.

A flag indicating whether the company record is a test or sandbox environment rather than a live, production client. “Test” companies are typically used for internal QA, staging, training, demo walkthroughs, or experimentation, and should be excluded from official reporting, billing, or compliance checks.

The exact time a trip concluded, captured when the driver either stops movement (in the case of tracked trips) or manually ends the journey. This timestamp is critical for calculating trip duration, validating trip legitimacy, identifying overlapping trips, and analyzing travel patterns.

The first name or given name of an Admin user associated with a customer account. Admins typically have higher-level access to manage company-wide settings, drivers, rates, and reporting. This field helps identify and filter administrative actions, assign accountability, and support user-specific queries or dashboards.

The exact timestamp when a trip began, either automatically detected by the Cardata app (for tracked trips) or entered manually by the driver. This value anchors the start of a mileage event and is used to calculate total duration, identify overlapping trips, enforce scheduling compliance, and analyze daily driving behavior.

The official date a vehicle was declared or registered into a reimbursement program by a driver or Admin. This marks the moment the vehicle becomes eligible for mileage tracking, tax depreciation calculations, and reimbursement reporting. It may reflect a new vehicle entry, vehicle replacement, or annual re-declaration depending on the program’s rules.

The exact timestamp when a trip record was deleted from the system, either by a driver, Admin, Manager, or via automated cleanup logic. This field is crucial for maintaining an audit trail, ensuring compliance reviews, and analyzing user behavior. Deleted trips may be subject to review depending on organizational policies or audit protocols.

A data-driven suggestion for the most appropriate mileage band or distance range a driver should belong to based on their recent or historical trip activity. This recommendation may be used by Admins or the Cardata system to optimize reimbursement tiers, align with internal policy thresholds, or ensure drivers are not under- or over-reimbursed. It can support proactive adjustments or reviews during program audits or reclassification cycles.

The family name or surname of an individual user within the Cardata platform. This value is used to identify, group, filter, or search for users including drivers, managers, or admins. It is commonly paired with first name for full identity resolution and supports UI display, compliance reporting, and administrative lookup tasks.

The official date when a reimbursement was issued or logged for a given driver’s mileage activity. This date reflects when the driver was paid or when the reimbursement became available, and may vary depending on payroll processing schedules, batch submissions, or platform automation rules. It is critical for financial reconciliation, audit trails, and reporting timelines.

The role classification of a user within the Cardata platform, indicating their level of access, permissions, and system functionality. User Types typically include Driver, Manager, Admin, Superuser, or Support. This field is foundational for determining what actions a user can perform (e.g., submitting trips, approving reimbursements, configuring programs), and is critical for security, audit trails, and feature access segmentation.

Indicates the unit of distance measurement used to calculate the mileage for a specific trip. This will typically be either miles or kilometers, depending on the company’s reimbursement program settings, driver profile configuration, or geographic region. Accurately understanding this unit is essential for interpreting trip lengths, calculating reimbursements, and ensuring consistent reporting across global fleets.

The initial calculated distance of a trip before any manual or system-based adjustments were applied. This represents the raw mileage value captured via GPS tracking, user input, or API ingestion and serves as the base distance from which any corrections, edits, or reimbursement calculations are derived. It is distinct from adjusted or final mileage and is vital for auditing, compliance reviews, and trip validation.