What is a fleet traffic fines log?
A traffic fines log records every fine issued to your vehicles and follows it until it is paid or canceled. Fines are usually issued to the vehicle, not the driver, so the log's first job is to link each fine to the person who was driving at the time. Its second job is to stop fines going unpaid and growing, and its third is to show which drivers and violations repeat.
This Excel fleet traffic fines template does all three, with a register, vehicle assignments, a monthly summary by driver and violation, and a driver acknowledgement form.
How to use the traffic fines log
- Record assignments: which driver had which vehicle, from which date. Leave the end date empty while it is current.
- Enter each fine when it arrives: number, date, time, vehicle, location, violation and amount. The driver fills in from the assignments.
- Confirm with the driver using the acknowledgement form, and type a name in "Driver confirmed" if someone else was driving.
- Record the payment, or the dispute and its outcome.
- Review the monthly summary and talk to drivers whose violations repeat.
How the log finds the driver at the time
For each fine, the register looks for the assignment row with the same vehicle where the fine date falls between "From" and "To", or after "From" when "To" is empty. If no row matches, it shows "No assignment found" so the gap is visible.
In the example, VAN-02 was assigned to O. Saleh until 30 September and to M. Idris from 1 October. The parking fine of 28 September goes to O. Saleh and the red-light fine of 3 October goes to M. Idris.
Fine status and days open
Many authorities add penalties for late payment, so the Overdue status is the one to act on first.
Monthly fines review by driver and violation
The summary counts fines and amounts for the month you choose, by driver and by violation, with the year's totals beside them. Repeated speeding fines for one driver call for coaching. Repeated parking fines at one depot usually mean there are not enough delivery bays, which calls for a change of route or delivery time rather than coaching. Use the review to decide which fix each pattern needs.
Transport General Authority (TGA) violations and objection deadlines
Goods and passenger transport companies in Saudi Arabia receive violations from the Transport General Authority as well as from traffic police, for example for the operating card, the driver card, the tracking device or the e-transport document (Bayan). The "Issued by" column separates them, and the violation list on Settings has TGA types you can rename or extend.
Type the objection deadline printed on the notice in the Objection deadline column. While the fine is unpaid, the date turns amber once it falls within the warning window on Settings (7 days by default), and the Monthly summary counts objections that are coming due. The template does not assume any objection period: check each violation on the TGA e-services and use the date it gives.
Recharging fines to drivers
A traffic fine is issued against the vehicle, so it reaches the company that owns it unless the driver is recorded. In Saudi Arabia, a company can add a driver as the vehicle's actual user through Absher; once the driver approves, traffic violations are registered to that driver. Whether a fine can be recharged to the driver otherwise depends on your country's rules and the employment contract. The log has a "Recharged to driver?" column and the form has a line for an agreed amount, but check your policy and local regulations first.
Limits of a spreadsheet fines log
The driver match is only as good as the assignments. When vehicles are shared or swapped during a shift and the change is not recorded, the log will name the wrong person, which is why the driver is asked to confirm. The template does not download fines from authorities.