Cost management and vendor payments

Know where your costs come from

The cost of each line and trip is calculated according to contract types (per trip, per kilometer, fixed monthly). Monthly shuttle cost per employee is reported with breakdowns by unit and campus.

Transparent vendor payments

• The monthly vendor payment (progress payment) is calculated from the trips actually run in completed months
• SLA indicators such as punctuality and trip completion are measured; the penalty in the contract is applied to trips that breach them
• No penalty is applied for an indicator that cannot be measured ("no data")
• The vendor payment is finalized and frozen after approval by an authorized person other than the one who calculated it

How does the cost engine calculate?

The pricing rules in the vendor contract (per km, per trip, per line, fixed monthly, per seat) are distributed across the trips actually run. This lets you see the cost for each line, region, vendor company and month, as well as the cost per trip, per kilometer and per passenger.

Empty seat cost is calculated separately: the share of cost attributable to the unused part of vehicle capacity. Lines whose occupancy stays below the threshold you set (50% by default) are flagged as capacity inefficiency. For example, if a 27-seat vehicle carries 12 people on average, a smaller vehicle or a line merge scenario can be tried.

The vendor payment process

1. Select the contract and a completed month; the vendor payment is calculated from the trips actually run.
2. Items: trip, kilometer, line, fixed monthly, seat.
3. SLA rules are applied: the measured value, threshold, result and breaching trips are listed; penalties are reflected in the calculation. If there is no data to measure, no penalty is applied.
4. The person who calculated the vendor payment cannot approve it; when a different authorized person approves it, the vendor payment is frozen and cannot be changed afterwards.
5. The vendor payment is exported as PDF and Excel.

Fewer disputes with vendors

Every item in the vendor payment is based on actual trip records: which day, which vehicle, how many kilometers, which stop was reached and how late. Because SLA violations are shown per trip, discussions with the vendor are about records, not numbers.

Frequently asked questions

Which contract types are supported?

Per-kilometer, per-trip, per-line, fixed monthly and per-seat pricing rules; these can vary by vehicle type and be combined in the same contract.

How is the SLA penalty calculated?

The SLA rule in the contract (e.g. a punctuality rate threshold) is measured from the trips run during the month. If the threshold is breached, the percentage or fixed penalty in the rule is reflected in the vendor payment. If there is not enough data to measure, no penalty is applied.

Can an approved vendor payment be changed?

No. The vendor payment is frozen after approval by an authorized person other than the one who calculated it. This rule is enforced at the database level and every step is written to the audit log.

Can we see shuttle cost per employee?

Yes. Cost reports show cost per passenger with breakdowns by line, region, campus and month.