Can GTD help forgetful vehicle drivers?

[curtis]

I'd like to help the volunteers and staff where I work to be more reliable at turning in receipts for gasoline purchases after they "fill the tank" when they"ve been on the road transporting people/hauling donated food and produce, instead of taking them home.

The number of receipts turned in is usually well under the actual amount of charges that have been transacted each month.

This obviously cuts into the productivity of the controller as she tries to recoup the receipts.

Can GTD be implemented to help the drivers to be more reliable and solve this kind of issue and if so, does anyone have any "nuts and bolts" suggestions?

[kelstarrising]

Some ideas I thought of:

1. Pre-addressed, pre-stamped envelopes to mail the receipts to you as they incur them
2. A P-Touch label on the dashboard: Got Receipts?

[cwoodgold]

I don't understand -- could you explain? Are the volunteers driving their own
vehicles, or vehicles belonging to the organization? Are the volunteers
stating that they have spent money on gasoline and trying to get
refunded for it without handing in receipts? If not, how do you know
there are more transactions than the number of receipts?

[curtis]

cwoodgold,

The volunteers drive the organization's vehicles.

The controller compares the charges on the monthly statement against the receipts that are turned in.

[cojo]

This is the kind of thing that's made for the tickler file.

I've always had a reminder to file my expense report. I have it recurring once per month on OmniFocus, but you could also do a calendar reminder, index cards, whatever.

Back when I had a paper system, it used to help for me to drop my receipts into the folder on the day I processed my expense report. That way, when the day came, all my receipts were right there in the folder.

If they frequently fill up their tanks, I'd recommend a once-a-week reminder to process their receipts so the task doesn't seem unmanageable (oh, now I have to go gather up my receipts).

Of course, whether they actually do that is up to them, but that's more of a management problem - I think the best thing to do may be to set a deadline and explain why that deadline is there.

[Myriam]

why not keep the receipts in the car? Define a certain place in the car where they can put the receipt right after getting in the car after filling it up and ...bingo. All you need to do is get them from there.

Myriam