SFM procures all the vehicles in the State Fleet Management (SFM) program. SFM in turn, bills each agency a fixed lease rate, as well as a variable rate for the use of the vehicle. Each vehicle is billed 2 lines every month, a fixed cost and a variable cost. The total fixed-rate consists of the monthly lease payment and the SFM management fee. The total variable rate is a per-mile cost, based on fuel and maintenance for the vehicle and the insurance rate. 

It is necessary to have mileage entered or uploaded in CARS each month for billing purposes, as the variable rate is based on these entries. The billing cycle, each month, starts on 22nd and ends on the 21st of the following month. Billing runs 2 consecutive business days after the last day of the billing cycle. For example, the billing cycle for the month of August is 7/22 to 8/21 and billing would run on 8/23 (provided the 22 and 23 were consecutive business days).

Odometer entries are due one week before the billing date. All odometer readings should be in CARS by this due date, whether by upload or manual entry. For vehicles that have a Geotab telematics device installed, SFM will upload the odometer readings one day prior to the due date. The uploaded odometers should be reviewed by the appropriate personnel before billing runs, one week later. Odometer readings with discrepancies should be manually adjusted in CARS and reported to the billing department, dpa_sfmbilling@state.co.us, as soon as possible. Please refer to SFM's billing schedule and the odometer desk aid as needed.