Monthly Employee Commute Data That Every Corporate Transport Manager Needs - A Comprehensive Checklist

Every month, thousands of companies pay their transport vendors for employee transportation services based on reports those vendors themselves generate. These include route completion figures, safety logs and billing breakdowns. Most organizations accept these numbers at face value, with little ability to verify or interrogate them.

This checklist changes that. It’s a structured list of 25 data points across five critical categories: trips, fleet, employees, safety, and cost. These are the data points that you as a transport or workplace manager should be actively demanding from your transport vendor every single month.

This data would allow you to have visibility into actual utilization to catch problems early. It would also allow you to negotiate from a position of knowledge, and ensure your employees are safe and your money is being spent correctly.

Why this checklist matters

Most transport contracts are renewed on the basis of “things seem to be running fine.” Employees are reaching the office, invoices are paid, and no one has complained loudly enough about any issues to escalate. But beneath that calm surface, inefficiencies tend to quietly compound.

Vehicles idle for hours. Drivers don’t show up on time, or sometimes don’t show up at all. They can be replaced without documentation which could lead to Corporate bus and monthly employee commute data graphiccritical safety risks. Routes deviate without explanation. And at the end of the month, you receive a lump-sum invoice with no actual visibility. Without the right data, you have no way to know if anything is actually running the way it is supposed to, and vendors have little incentive to tell you.

The Checklist

The checklist below is scored by importance: a score of 5 = critical, must-have every month. 4 = important. 3 = useful for investigation, 2 = nice to have.

Checklist of data you should demand from your transport vendor monthly

Trip & Route Data

Data point	Why it matters	Importance ranking (out of 5)
Total trips completed vs. scheduled trips	Know the actual trips, not just planned numbers	5
Vehicle-wise on-time performance (%)	Which vehicles are consistently late?	5
Vehicle seat utilization rate (seats filled vs. capacity)	Empty seats mean wasted money	5
Actual Trip-level start and end timestamps vis-à-vis planned	Actual departure and arrival, not estimated	4
Detour and deviation report	Was the planned route actually followed?	4
Idle time per vehicle per day	Hidden cost that rarely gets reported	3

Employee & Ridership Data

Data point	Why it matters	Importance ranking (out of 5)
Employee feedback and complaint log with resolution status	Not just feedback collected, what was resolved?	5
Shift-wise ridership trends over the month	Demand forecasting needs this	4
No-show and late boarding incidents by employee	Pattern recognition for planning adjustments	4
Opt-out/ Cancellation reasons	Why are employees skipping the cab?	2

Safety & Compliance Data

Data point	Why it matters	Importance ranking (out of 5)
Incident and accident log with root cause	Root cause, not just incident count	5
Vehicle breakdown and substitution log	How often did a vehicle fail mid-route?	5
Marshal compliance report	Marshal present? Emergency contacts logged?	5
Driver license and badge validity tracker	Current status and expiry dates	5
Panic button / SOS activation log	Including false alarms and patterns	5
Speeding and harsh braking events per driver	Telematics data, not just driver self-reporting	4
Fleet age and fitness certificate status	Compliance and safety, not just operations	4
Driver attendance and replacement record	Were no-show drivers replaced on time?	4
Geo-fencing violation alerts	Was the vehicle where it was supposed to be?	3

Cost & Billing Data

Data point	Why it matters	Importance ranking (out of 5)
Transport cost breakup by business unit	Identifies which BUs are driving higher spend – essential for accurate chargebacks and budget ownership	5
Cancelled trip deduction confirmation	Are you being billed for trips that didn’t happen?	5
Cost per employee per month by route	Critical for budget allocation and HR chargebacks	4
Extra trip billing with approvals	Who authorized it? Was it documented?	4
Vendor wise cost breakup	If all vendors are fairly remunerated	4
Month-on-month cost variance with root cause	Why did the bill go up? Fuel? New routes? Detours? Has seat util decreased or trips increased	3

Business unit breakup- to know which BU has higher cost

ESG Data

Data point	Why it matters	Importance ranking (out of 5)
Total CO₂ emissions per month across all vehicles	Baseline number you need for any sustainability reporting	5
Vehicle-wise fuel consumption and emissions breakdown	Identifies which vehicles are environmentally inefficient	4
Month-on-month emissions trend	Are you improving, stagnating, or getting worse?	4
EV vs. non-EV fleet composition and usage share	Tracks progress toward greener fleet commitments	3

AI Data

Data point	Why it matters	Importance ranking (out of 5)
Driver behavior risk score based on trip data	Aggregated speeding, braking, and safety data turned into a usable score	5
Cost savings attributed to AI-driven optimizations	Proves whether the intelligence layer is delivering tangible value	5
Demand forecast accuracy report – predicted vs. actual ridership by shift	Tells you if the system’s predictions are reliable enough to act on	4
Anomaly detection log – billing or trip data flagged by the system	Automated flags catch errors humans miss in large datasets	4

Want to download this checklist? Don’t worry, we’ve got you.
Download the full checklist here, that you should demand from your transport vendor monthly.

Manually requesting reports from your vendor every month can be a losing game. Data arrives late, fields are missing, and there’s no easy way to verify what you’re being told.

MoveInSync’s Employee Commute Management platform automates all of this. Every data point in this checklist is tracked in real time and available on your dashboard whenever you need it, with zero follow-ups. Learn more about MoveInSync, book a free demo now.

Riddi Senapati

Share

Table of Contents

Latest Blogs