Creating a Fine

This guide walks you through the process of issuing a new fine against an employee or driver. Fines are typically created by finance staff, fleet managers, or operations managers when a violation has been identified and documented.

Before You Begin

Make sure the following are set up before issuing a fine:

• The employee or driver you are fining exists in the system
• At least one fine category has been created (see Managing Fine Categories)
• You have evidence or documentation of the violation ready to upload (photos, screenshots, reports, etc.)

Steps to Create a Fine

1. Navigate to Create Fine

Go to Finance > Fines in the sidebar. Click the "Create Fine" button in the top-right corner of the page.

2. Select Fine Type / Category

Choose the appropriate fine category that best describes the violation. Categories help classify fines for reporting and trend analysis.

Common categories include Traffic Violation, Vehicle Damage, Late Arrival, Policy Breach, and Equipment Damage. If the category you need does not exist, ask your administrator to create one under Fines Categories.

3. Select Target Type

Choose whether the fine is being issued to an Employee or a Driver. This determines which list of people appears in the next step.

4. Select Person

Choose the specific employee or driver who committed the violation from the dropdown list.

5. Enter Amount

Enter the fine amount in AED. If you selected a category that has a default amount configured, it may be pre-filled -- but you can override it to match the actual fine for this specific case.

6. Select Date

Choose the date when the violation occurred. This is the date of the incident, not the date you are creating the fine.

7. Enter Description

Provide a clear description of the violation. Include enough detail for the approver to understand what happened and make an informed decision.

Good examples:

• "Ran red light on Sheikh Zayed Road -- captured by traffic camera on 15 Jan"
• "Unauthorized personal use of company vehicle on weekend -- GPS log attached"
• "Damaged rear bumper while reversing in warehouse -- photos attached"

8. Attach Evidence / Documentation

Upload photos, screenshots, traffic camera images, incident reports, or any other documents that prove the violation occurred. You can attach multiple files.

Click the upload area or drag and drop files to attach documents.

9. Submit the Fine

Review all the information you have entered, then click "Submit" to create the fine.

What Happens After Submission

• The fine is created with a Pending workflow status and Unpaid payment status
• The fine appears in the Fines List under the Pending tab
• An authorized approver will review the fine along with the attached evidence
• You can track the fine's progress from the Fines List

Issuing Fines to Multiple People

You can issue the same fine to multiple employees or drivers at once. This is useful when a group of people committed the same violation (for example, multiple drivers caught speeding on the same day).

Steps for Multi-Person Fines

1. Follow the steps above to select a fine category
2. Toggle the "Multiple" option on the form
3. Select multiple employees or drivers from the list
4. Set the amount -- you can apply the same amount for all selected people, or set individual amounts per person
5. Fill in the date, description, and evidence as usual
6. Click "Submit"

The system will create a separate fine record for each selected person. Each fine will go through its own individual approval process.

Form Fields Summary