Fleet · Daily operations · 7 min read

Record a fine and recover it through salary

Record traffic and toll fines, decide who pays, and queue a driver's share for payroll with a second person's approval.

Before you begin

• The Fines, accidents and claims feature switch is on.
• To recover money through salary you need a driver on the fine, and a manager with fleet.fine.approve who is not the person recording it.

Steps: record a fine

1. Open Fleet > Compliance > Fines and click Record a fine.
2. Choose the Vehicle.
3. Enter the Date and time of the offence.
4. Leave Driver blank to let the system find who had the vehicle at that moment: the driver of a trip running then, otherwise the driver of the assignment covering it. Choose a driver yourself if none is found.
5. Choose the Violation (Speeding, Red light, Parking, Toll / Salik and so on).
6. Enter the Authority, Fine reference, Location, Amount and Black points.
7. Choose Who pays: Company, Driver, Shared, Insurance or Other.
8. For Shared, enter Driver's share, or leave it blank for half.
9. To recover from pay, tick Recover through salary (needs approval). This applies only to Driver and Shared fines.
10. Attach the fine notice and save.

The same authority and reference cannot be entered twice: "This fine is already recorded as FIN-00001."

Approve the deduction

1. A different person with fleet.fine.approve opens the fine and clicks Approve deduction (or Reject). The approver confirms the payroll period, which defaults to the current month.
2. The deduction becomes Queued and HR users are notified, for example "Payroll deduction 300.00 for Ali (2026-10)". Payroll is not built yet, so HR applies the deduction by hand.
3. When payroll has taken it, a user with fleet.fine.approve clicks Deducted by HR.

Nobody approves their own work: if you recorded the fine you see "Somebody other than the person who asked has to approve it."

Pay or dispute

• Click Paid when the fine is settled. Only Paid fines count as a cost.
• Click Dispute while an unpaid fine is being contested.

Worked example

A AED 600 speeding fine, Shared, driver's share blank, recovery through salary:

How the cost works for a paid fine: Company pays all of it (cost 600). Driver pays all (the driver's share is 600 and the company cost is 0). Shared with the deduction still pending counts as 600 until the deduction is approved, then 300.

What happens next

The Fines tab on Vehicle 360, the Fines report and the Driver report count the fine. Unpaid fines are not a cost. Paid fines that the company bore go to the cost ledger as category Fines. If the company posts costs to Accounting, the paid amount is posted.

Good to know

• Once a deduction is approved, queued or deducted, the fine is locked: "A fine already recovered from salary cannot be changed."
• The share cannot exceed the fine: "The driver's share cannot exceed the fine."
• For Driver or Shared fines with no driver found, you see "Choose the driver who was responsible."
• Users who hold only fleet.fine.view can read fines but not create, pay or dispute them.