Guide to Calculating Ownership and Operating Costs of Department of Transportation Vehicles and Equipment: An Accounting Perspective

A central role of a state Department of Transportation (DOT) fleet manager is to maintain a clear understanding of the fleet’s costs. This helps in tracking activities over time, comparing costs with other fleets, communicating with stakeholders, and effectively managing fleet assets.

The TRB National Cooperative Highway Research Program's NCHRP Research Report 944: Guide to Calculating Ownership and Operating Costs of Department of Transportation Vehicles and Equipment: An Accounting Perspective provides a practical, logical, and transparent framework for conducting fleet cost accounting in state DOTs. The Guide focuses on the unique aspects of DOT fleets, although the principles in the Guide could be extended to any public fleet.

Without a complete understanding of fleet costs, the fundamental functions of fleet managers—such as equipment replacement decisions, outsourcing decisions, and budget requests—are diminished. Ultimately, fleet managers need full confidence in their fleet cost numbers to have credibility with fleet stakeholders.

The report is accompanied by a PowerPoint presentation summary.