Vehicle Fleet FAQs

Can Holman cards be used for car washes?

Can I collect Air Miles or accept other promotional offers?

Can I use the Holman card on another vehicle?

How do I record mileage for a vehicle?

How do I transfer a vehicle between organizations?

I cannot see the unit(s) I’m supposed to report mileage for on the mileage website. How come?

I reported the incorrect mileage. How can I fix it?

I cannot see the correct unit(s) in Holman Insights. How come?

What do I do when my Holman card is lost or stolen?

Which maintenance vendors accept Holman cards?

We purchased fuel some time ago and it still hasn’t shown up under the “Fuel Trans” tab in Holman Insights. Why?

Why hasn’t our maintenance repairs shown up in Holman Insights yet?

The daily velocity report shows a transaction for $100.00 but the driver produced a receipt for $65.43. Why?

For travel over the mountain passes, do the vehicles require a snowflake designation or just the MS?

Can Holman cards be used for car washes?

Car washes available at a fuel station (i.e. Esso) can be paid for using the Holman card either at the pump or inside the kiosk. Some stand-alone car wash providers accept the Holman card as well.

Can I collect Air Miles or accept other promotional offers?

No. Promotional offers which reward with gifts, personal use coupons or redeemable points for services or goods are not permitted as such offers are inconsistent with the Standards of Conduct for provincial government employees. This includes Air Miles or other frequent traveller point programs.

Can I use the Holman card on another vehicle?

No. Each card is assigned to a specific vehicle. The card must be used for the vehicle to which it was assigned.

How do I record mileage for a vehicle?

See the instructions for recording vehicle mileage

How do I transfer a vehicle between organizations?

See the instructions for transferring a vehicle between organizations

I cannot see the unit(s) I’m supposed to report mileage for on the mileage website. How come?

Mileage administrators are setup by Org Structure code(s) and the unit needs to have that Org Structure code selected in Holman Insights for it to appear for the mileage administrator. If a unit changes its Org Structure code in Insights, the mileage administrator’s access will need to be updated – to do so, the fleet coordinator should request the change by sending an email to Holman.

I reported the incorrect mileage. How can I fix it?

Mileage administrators have 30 days to delete erroneous entries (see the Web Mileage Reporting Instructions). If the error is not caught within the first 30 days then the fleet coordinator must send an email to Holman requesting that the mileage entry be corrected.  

I cannot see the correct unit(s) in Holman Insights. How come?

Each Insights user is setup with an Org Structure code. In order to view a unit the unit’s Org Structure code must be the same as the user.  If they are not the same then the user cannot see the unit. If changes need to be made to a user’s access, the fleet coordinator should request the change by sending an email to Holman.

What do I do when my Holman card is lost or stolen?

Contact your fleet coordinator, or afterhours, call the Holman driver assistance number at 1 855-446-4274 prompt #4

Which maintenance vendors accept Holman cards?

You can find all vendors within the Holman vendor network by following this link. Any vendor you do not see within this link can be setup if Holman is provided with the company name, full address, contact, phone number and e-mail address. The fleet coordinator should request the vendor setup by sending an email to Holman.

We purchased fuel some time ago and it still hasn’t shown up under the “Fuel Trans” tab in Holman Insights. Why?

Fuel vendors are required to send Holman billing files/invoices.  Generally, transactions show within several days, but it may take longer if the fuel vendor does not submit a billing file/ invoice. There have been infrequent instances where weeks have gone by without a fuel vendor submitting billing files/invoices.

Why hasn’t our maintenance repairs shown up in Holman Insights yet?

Maintenance vendors are required to send Holman billing files/invoices. Generally transactions show within several days, but it may take longer if the maintenance vendor is delayed in submitting billing files/invoices.

The daily velocity report shows a transaction for $100.00 but the driver produced a receipt for $65.43. Why?

When a driver does a pre-authorization for a certain amount at the pump, that amount is actually taken from the card and then credited back once the fuel vendor submits their billing file/invoice. The velocity report is only capable of identifying the pre-authorization charge and not the credit but you will see the credit under the “Fuel Trans” tab in Holman Insights after the fuel vendor submits their billing file/invoice.

For travel over the mountain passes, do the vehicles require a snowflake designation or just the MS?

They can be either winter mountain/snowflake or mud and snow (M+S) designation. See the B.C. government news release.