Add vehicle usage

Here we talk you through the process of adding your vehicle usage

You can enter details about your business vehicles and business travel in the Vehicles & Travel section.


You will need access to information about your business vehicles and any employee-owned or rental vehicles used for business travel, and the distances travelled.


Don’t enter employee commuting details in this section as this is not classed as business travel. Commuting emissions are not currently supported by Ecologi Zero.

 

  1. Adding a business vehicle

To add details about the usage of vehicles that are owned and operated by your business.

  • View the Business vehicles tab.
  • Click the `Add business vehicle` button.
  • Add a description or name for the vehicle.
  • Select the type of vehicle and type of fuel (and for cars, the size).
  • Click `Add vehicle`.

 

2. Adding a 3rd party vehicle

To add details here about 3rd party vehicles used for business travel, including employee owned or rental vehicles: 

  • View the Other vehicles tab.
  • Click the `Add other vehicle` button.
  • Add a description or name for the vehicle.
  • Select the type of vehicle and type of fuel (and for cars, the size).
  • Click `Add vehicle`.

3. Adding vehicle usage
  • Find the vehicle you want to add usage for.
  • Click the `Add distance` button next to this vehicle. 
  • Enter the `Start date` and `End date` of the period you want to add travel details for.
  • Enter the `Distance` travelled and the `Unit` (miles or kilometres). 
  • Click `Add` to save.
  • The vehicle use will now be displayed in the vehicle record.

 

4. Viewing your vehicle emissions

  • Select the year you’d like to view on the top right corner of the page.
  • At the top of the page you can see the total vehicle emissions for the chosen year, and a breakdown by Business and Other (3rd party) vehicles.

Scroll down to see the emissions from the usage for each of your vehicles.
(These emissions will be prorated to reflect the year you’ve chosen to view)

 

5. Updating or deleting vehicle usage

  • Find the vehicle you’d like to change.
  • Click on the `▼` to display the usage that you’ve entered.
  • Find the usage period you’d like to change.
  • Click on the menu icon for this period.
  • Select edit or delete.

 

6. Updating or deleting a vehicle

  • Find the vehicle you’d like to change.
  • Click on the menu icon for this vehicle.
  • Select edit or delete.
  • Note that deleting a vehicle will also delete all of the associated usage you’ve entered.

How we calculate emissions from this data.

 

Ecologi Zero uses distance travelled, vehicle type, size (for cars) and fuel type to calculate emissions resulting from the usage of vehicles for business purposes.

To avoid the double counting of vehicle emissions, once distance travelled data has been entered in this section, any corresponding fuel transactions or employee expense claims (for these journeys) in the Suppliers & transactions section can be selected and set to be “Ignored”.

 

Business vehicles

Travel in business owned and operated vehicles that are powered by petrol or diesel are accounted for under scope 1, while the emissions created from the generation of energy used to power electric vehicles are assigned to scope 2. Plug-in hybrid vehicles will have both scope 1 and 2 emissions assigned. In addition, all vehicle and fuel types will have scope 3 emissions calculated, based on their usage, to account for the upstream emissions of the extraction, generation and supply of the fuel source.

To avoid double counting your electric vehicle emissions, it is important that you do not enter electricity used to charge electric vehicles on-site here. If these vehicles are charged at business premises then this electricity usage should be added and accounted for in the Energy section.

 

Other (3rd party) vehicles

All emissions from 3rd party owned vehicles used for business purposes, regardless of vehicle type or fuel source, used by the company are accounted for within scope 3. An example of this is the use of an employee-owned vehicle or a rental vehicle for business travel.