City Fleet Management implements GPS telematics for improved vehicle tracking

During the Houston FY 2026 Budget Workshop on May 16, 2025, fleet management took center stage as officials discussed the city's fuel supply contracts and vehicle usage policies. The meeting highlighted the city's reliance on a combination of in-house and outsourced transportation for fuel delivery, with contracts in place for both diesel and gasoline supply.

A key point of discussion was the policy governing take-home vehicles assigned to city employees. Currently, employees must live within a 30-mile radius to qualify for a take-home vehicle. However, the exact number of employees commuting beyond this limit remains unclear, as this data is not consistently reported across departments. Officials acknowledged the need to gather more precise information on this issue.

Concerns were also raised regarding IRS regulations, which classify commuting as a personal expense. To address this, a "take-home vehicle charge" is assessed to employees, reflecting the vehicle's capital, fuel, and maintenance costs. This charge is updated annually based on self-reported mileage data from employees, which includes both work-related and personal miles.

Looking ahead, the implementation of a new GPS telematics system, known as Samsara, promises to enhance oversight of vehicle usage. This system will allow the city to track vehicle locations in real-time and set geographic boundaries, providing exception reports if vehicles operate outside designated areas. Officials expressed optimism that this technology will improve data accuracy and help answer questions regarding vehicle usage more confidently.

As the city prepares for the upcoming budget, these discussions underscore the importance of efficient fleet management and the need for transparency in vehicle usage policies.