Fleet chargeback rate calculator

Build a defensible internal service fund rate: a fixed monthly charge that funds replacement and ownership, plus a per-mile rate that recovers what the vehicle actually consumes.

The method behind this is explained in Setting fleet chargeback rates .

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The asset

Replacement cost today ($) What an equivalent new unit costs right now, delivered and upfit.

Replacement cycle (years)

Annual cost escalation (%) The reserve has to buy the replacement at future prices, not today's.

Expected salvage / auction value ($)

Fixed annual costs

Insurance / self-insurance charge ($/yr)

Licensing, registration, permits ($/yr)

Allocated fleet administration ($/yr) Fleet office salaries, software, facilities — divided across the units they support.

Other fixed ($/yr)

Variable costs

Budgeted miles per year Under-estimating this is the most common way rates under-recover.

Observed MPG

Fuel price per gallon ($)

Maintenance, repair & tires ($/yr)

Recovery target

Cost recovery (%) 100% means the fund breaks even. Below 100% means the general fund subsidises fleet — which is a policy choice, but it should be a deliberate and visible one.

Fixed monthly charge

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Variable rate

—/mi

Replacement reserve (monthly)	—
Insurance (monthly)	—
Licensing & permits (monthly)	—
Fleet administration (monthly)	—
Other fixed (monthly)	—
Fixed monthly charge	—

Annual charge to department

—

Blended cost per mile

—

Reserve at replacement

—

Sources

GFOA — Internal service fund rate development and billing Primary — the standard reference for public-sector rate setting
GASB Statement 34 — proprietary fund reporting Primary
Colorado State Fleet Management — published motor pool rates Primary — a real published rate schedule to sanity-check against