vehicles.traffic-fine·version 1.0.0·draft2 to verify
Handle a traffic fine on a company car
The fine is identified to a driver, paid or contested inside the deadline, and recorded against the vehicle.
When to use
A fine or penalty notice has arrived for a company vehicle (police stop, camera-recorded violation, parking). Not for an accident with damage or injury — use vehicles.accident. Not for the annual technical inspection — use vehicles.technical-inspection. Not for adding the car itself — use vehicles.add-vehicle.
Before you start
- The fine notice is at hand: fine number, vehicle plate, date, time, place, violation, amount, deadline, issuing authority.
- The company rule on driver-paid vs company-paid fines is known (if it is not, S4 decides it case by case).
- The vehicles module shows the car and its usual drivers.
What a run requires4
- Approval · S4 · ownerthe run stops until a named person records the decision
- Approval · S5 · ownerthe run stops until a named person records the decision
- Irreversible · S5an agent never closes it alone
- Approval · S6 · ownerthe run stops until a named person records the decision
Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).
The trail8 steps
Log the fineagent
Enter the notice into the vehicles module against the plate: fine number, date, violation, amount, deadline, authority. Scan or attach the notice.
Done when the fine exists in the module with a deadline date and the notice attached.
Identify the driveragent
Match date and time against bookings, calendars or routes; if unclear, ask the likely drivers directly.
Done when one named person is recorded as the driver, or every plausible driver has answered "not me".
⛔ A fine left with no driver named becomes a company cost by default — do not close S2 on silence.
Check the deadline and the discountagent
Read from the notice (and, for camera fines, from lvc.lv) the full amount, any reduced amount for early payment, and the last payment date.
Done when the module shows: full amount, discounted amount if any, and the exact last date to pay or contest.
Decide who pays and whether to contestownerneeds approval · owner
Approval · S4 · owner — the run stops until a named person records the decision
Present: the violation, the driver's account (dispute the facts or not), the amounts and dates, and the company rule. The owner names the payer (driver personally or the company) and contest or pay.
Done when the decision is recorded with the owner's name and date.
Pay, or hand the fine to the driveragentneeds approval · ownerirreversible
Approval · S5 · owner — the run stops until a named person records the decision
Irreversible · S5 — an agent never closes it alone
If the company pays: pay the chosen amount before the deadline via the vehicles module's payment link or the issuing authority's payment details, from the company account. If the driver pays: send the driver the fine details and payment reference in writing, and set a check date.
Done when a payment receipt exists (company) or the driver has confirmed in writing they will pay (driver).
⛔ Pay the amount the decision named — a "convenient" partial payment can forfeit the discount and still leave the fine open.
If contested, file on timeagentneeds approval · owner
Approval · S6 · owner — the run stops until a named person records the decision
Prepare the contest to the issuing authority (police or LVC): facts, evidence (dashcam, calendar, photos), the driver's statement. File within the contest deadline stated on the notice.
Done when the submission is filed and its reference number is recorded, with the payment deadline paused or noted as still running — ⚠ verify whether filing stops the payment clock; if not, the owner decides in S4 whether to pay while contesting.
Record the outcomeagent
Enter the receipt or the contest reply into the vehicles module; link the fine to the driver and the vehicle; note any penalty points for the driver in the people module if the notice states them.
Done when the fine is marked paid / contested / closed with a date and a document attached.
Verify it is clearedagent
On the check date, confirm in the authority's self-service (csdd.lv or lvc.lv) that the fine shows as settled or the contest is decided. If a driver-paid fine is still open, remind the driver once and tell the owner.
Done when the authority's record shows settled or decided, or the owner has been told it is not.
Checks — how we know it worked
- Deadline met: the payment or contest date recorded is on or before the last date from S3.
- Amount paid matches the decision in S4, and only one payment exists.
- The fine in the vehicles module carries: driver, vehicle, receipt or contest reference, closing date.
- For driver-paid fines: written confirmation from the driver exists, not a verbal "will pay".
If it goes wrong
| Symptom | Response |
|---|---|
| No driver can be identified | The company as holder answers for the fine; pay before the deadline, then recover internally per company policy; record the gap for the owner. |
| Deadline missed | Pay the full amount immediately — a further delay risks escalation or enforcement; note the extra cost as a measure failure. |
| Fine names the wrong vehicle or date | Contest in S6 with evidence (where the car actually was); do not pay "to save time" — a paid wrong fine is rarely recoverable. |
| Driver has left the company | The fine still must be answered by the deadline; the company pays and pursues recovery separately. |
| Both company and driver paid | Request a refund from the issuing authority with both receipts attached; record the duplicate as a process failure. |
What each step leaves behind
- S1the fine exists in the module with a deadline date and the notice attached.
- S2one named person is recorded as the driver, or every plausible driver has answered "not me".
- S3the module shows: full amount, discounted amount if any, and the exact last date to pay or contest.
- S4the decision is recorded with the owner's name and date.
- S5a payment receipt exists (company) or the driver has confirmed in writing they will pay (driver).
- S6the submission is filed and its reference number is recorded, with the payment deadline paused or noted as still running — ⚠ verify whether filing stops the payment clock; if not, the owner decides in S4 whether to pay while contesting.
- S7the fine is marked paid / contested / closed with a date and a document attached.
- S8the authority's record shows settled or decided, or the owner has been told it is not.
Evidence to keep
Scan of the fine notice · the S4 decision (who, when, what) · payment receipt or contest reference and reply · the driver's written confirmation · the authority's settled/decided record from S8 with date.
How this playbook improves
After every 10 fines ask: how many missed the discount window or deadline, and why — late notice arrival or slow identification? How often was the driver unidentified (S2)? Were any contests won, and did evidence available at S6 exist earlier? A new version fixes the step that caused the misses and says so in its change note.
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