Fines
Manage employee and driver fines with approval workflows and loan conversion.
The Fines module allows you to issue, track, and manage fines for employees and drivers. Common reasons for fines include traffic violations, policy breaches, equipment damage, vehicle damage, and customer complaints. This module provides a structured workflow for issuing fines, reviewing them through an approval process, and collecting payment -- either through salary deduction or conversion to a loan for installment repayment.
Navigation: Finance > Fines
Purpose
Fleet and transport operations regularly need to enforce accountability when employees or drivers violate company policies or traffic laws. The Fines module gives your finance team a central place to:
- Issue fines to employees or drivers with supporting evidence
- Enforce an approval workflow so every fine is reviewed before it takes effect
- Track the payment and collection status of each fine
- Convert large fines to loans for installment repayment
- Categorize fines by type for reporting and trend analysis
- Maintain documentation and evidence for audit compliance and dispute resolution
Module Structure
The Fines section contains three sub-pages:
| Sub-Page | Description |
|---|---|
| Fines List | View, search, and filter all issued fines with status tabs |
| Create Fine | Issue a new fine against an employee or driver |
| Fines Categories | Manage the fine types and categories used when issuing fines |
What You Will See
The main Fines List page displays a table of all fines with key details at a glance.
Table Columns
| Column | Description |
|---|---|
| Employee/Driver | The person who was fined |
| Category | The type of fine (e.g., Traffic Violation, Equipment Damage) |
| Amount (AED) | The fine amount |
| Date | When the violation occurred |
| Description | A brief note about the violation |
| Status | The current display status of the fine |
Status Tabs
Use the tabs at the top of the table to filter fines by their display status:
- All -- Show all fines regardless of status
- Pending -- Fines submitted and awaiting approval
- Approved -- Fines approved but not yet deducted or resolved
- Rejected -- Fines that were rejected during review
- Deducted -- Fines that have been deducted from salary
- Waived -- Fines that were forgiven after approval
- Converted -- Fines that were converted to a loan for installment repayment
- Cancelled -- Fines that were cancelled before approval
You can also use the search bar to find fines by employee name, driver name, or description.
Dual Status System
The Fines module uses a dual status system to track both the approval process and the payment collection separately. The display status you see in the table is a simplified combination of these two underlying statuses.
| Display Status | Workflow Status | Payment Status | Meaning |
|---|---|---|---|
| Pending | PENDING | UNPAID | Fine submitted, awaiting review |
| Approved | APPROVED | UNPAID | Fine approved, pending collection |
| Rejected | REJECTED | -- | Fine was rejected |
| Deducted | APPROVED | PAID | Fine has been deducted from salary |
| Waived | APPROVED | WAIVED | Fine was forgiven |
| Converted | CONVERTED_TO_LOAN | -- | Fine converted to a loan |
| Cancelled | CANCELLED | -- | Fine was cancelled |
The display status shown in the table is a simplified view. Behind the scenes, the system tracks the workflow status (approval process) and payment status (collection) independently. See the Approval Workflow page for full details.
Key Feature: Loan Conversion
When a fine amount is too large to deduct in a single payroll cycle, or when an employee requests to pay in installments, you can convert the fine to a loan. This creates a new loan record in the Loans module with a repayment schedule, and the original fine is marked as "Converted."
See Converting Fines to Loans for a step-by-step guide.
Next Steps
- Creating a Fine -- Step-by-step guide to issuing a new fine
- Approval Workflow -- Understand the dual status system and approval process
- Converting Fines to Loans -- Convert large fines to installment repayments
- Managing Fine Categories -- Set up and organize fine types
- Field Reference -- Complete reference of all fine fields and status values