Appendix I: Optimized Legacy Cloud Reporting Model

When learning how to ask the right questions to Otto and sort your data using the Custom Report Builder, refer to the fields below:

Field Name	Description
Trip Id	The unique identifier assigned to each trip recorded within the Cardata platform. This Id is system-generated and acts as the single source of truth for tracking a trip in the platform. Every entry, whether manually entered or auto-tracked, has a distinct Trip Id.
Trip Date	The calendar date on which a trip was recorded or completed by a driver. This date is central to reporting mileage, calculating reimbursement, and performing time-based analyses (daily, weekly, monthly trends). It typically reflects the date of trip completion, not submission.
Trip type	Trip types distinguish whether the travel was for business or unclassified This classification directly impacts reimbursement eligibility and compliance with IRS. Personal trips have been excluded from reporting.
Trip Type Id	A system-assigned identifier used to categorize the purpose or classification of a trip such as Business and Unclassified. This is an alternative to the Trip Type field with value "2" representing business trips and the value "1" representing unclassified trips.
Trip Sequence	A numerical indicator that represents the order of trips taken by a driver on a given day. It helps determine the sequence in which trips were logged.
Trip Purpose	This is a user input field that provides reasoning behind or or the intent of a recorded trip.
Trip Origin Name	The named location or address where a trip begins, captured via GPS tracking or entered manually by the driver. This may represent a business location, home, client site, or any other designated starting point.
Trip Origin City	The city where a trip begins, captured via GPS tracking or entered manually by the driver.
Trip Origin Zip	The postal or ZIP code of the trip’s starting location, captured via GPS tracking or entered manually by the driver.
Trip Origin Country	The country where a trip began, either captured through GPS tracking or manually entered by the driver.
Trip Origin State	The state or province where a trip began, captured via GPS tracking or entered manually by the driver.
Trip Start Time	The timestamp when a trip began, captured via the app. Used to determine trip duration and sequence. Manual trips default to 23:59:59.
Trip End Time	The timestamp when a trip ended, captured via the app. Used to determine trip duration and sequence. Manual trips default to 23:59:59.
Trip Destination Address	The street address (name and number) where a trip ends, captured via GPS tracking or entered manually by the driver.
Trip Destination Name	The named location or address where a trip ends, captured via GPS tracking or entered manually by the driver. This may represent a business location, home, client site, or any other designated endpoint.
Trip Destination Zip	The postal or ZIP code where a trip ends, captured via GPS tracking or entered manually by the driver analysis.
Trip Destination City	The city where a trip ends, captured via GPS tracking or entered manually by the driver.
Trip Destination State	The state or province where a trip ends, captured via GPS tracking or entered manually by the driver.
Trip Destination Country	Identifies the final country a trip ends in. Used to determine cross-border travel, international mileage reimbursement eligibility, and compliance with regional travel policies. This value is extracted from the trip’s destination location and is critical for reporting, tax rules, and analyzing driver travel trends.
Logged Mileage	The complete mileage for a trip, calculated as the sum of the originally tracked mileage plus any adjustments made post-trip. This field represents the final mileage used for reimbursement and reporting purposes.
Trip Original Mileage	The initial calculated distance of a trip before any manual or system-based adjustments were applied. This represents the raw mileage value captured via GPS tracking, user input, or API ingestion and serves as the base distance from which any corrections, edits, or reimbursement calculations are derived. It is distinct from adjusted or final mileage and is vital for auditing, compliance reviews, and trip validation.
Trip Adjustment Mileage	The adjusted mileage for a trip, reflecting any post-trip corrections applied by the driver
Adjustment type	Indicates whether the trip adjustment adds to or subtracts from the originally captured mileage.
Trip Duration	The total time a trip takes, measured in minutes, calculated as the difference between the trip’s start and end times for tracked trips.
Trip Mileage Unit	Indicates the unit of distance used to calculate trip mileage (miles or kilometers), based on the company’s location and program settings.
Trip App Version	Identifies the exact version of the Cardata mobile app that was used to capture a specific trip. This value reflects the app build installed on the driver's device at the time of the trip.
Manual vs Tracked	Indicates how a trip was captured—either automatically via GPS tracking or manually entered by the driver.
Trip Entry	Indicates how a trip was captured and serves as an alternative to the manual vs. tracked field. This is a binary field where 1 = manual entry and 0 = automatically tracked.
Trip Count	A pre-calculated measure representing the total number of driver trips within the selected timeframe.
Reimbursement Date	The pay period associated with a driver’s mileage reimbursement
Reimbursable Mileage	The portion of business mileage eligible for reimbursement.
Reimbursement Amount	The total monetary value reimbursed to a driver for a specific time period, calculated based on the eligible mileage and applicable rates.
Reimbursable Variable Rate	The cents-per-mile or cents-per-kilometer reimbursement rate applied to a trip, used to cover operating expenses as they are incurred
Reimbursable Fixed Rate	The flat reimbursement amount assigned to a driver, representing the business-use portion of vehicle ownership costs
Current Variable Rate	The active cents-per-mile or cents-per-kilometer reimbursement rate assigned to a driver or vehicle. This reflects the rate in effect for the current period and is applied to new mileage submissions. Useful for projecting upcoming reimbursements.
Current Fixed Rate	The fixed reimbursement amount assigned to a driver or vehicle for the current period. This is a consistent, non-variable payment (e.g., monthly) regardless of distance traveled. Useful for projecting upcoming reimbursements.
Reimbursement Variable Added	Indicates additional variable rate reimbursement has been applied to the reimbursements where applicable
Active Driver Count	A pre-calculated measure representing the number of unique drivers currently marked as active
Active Admin Count	A pre-calculated measure representing the number of admin users currently marked as active
Active Manager Count	A pre-calculated measure representing the number of managers assigned to drivers, currently marked as active
Company Driver Active Status	A status indicator that identifies whether a driver assigned to a specific company is currently active within that organization’s program.
Driver Id	A system-generated unique identifier assigned to each driver within the Cardata platform.
Driver Name	The full name of the driver, combining first name and last name into a single display field. This field reflects the person operating the vehicle and participating in the reimbursement program.
Driver First Name	The first name of the driver as recorded in the Cardata platform.
Driver Last Name	The last name (surname) of the driver as recorded in the Cardata platform.
Driver Employee Number	A company-issued unique identifier assigned to each driver, used by the customer to map and identify users between their internal systems
Driver Division Name	The internal division a driver is assigned to within their organization, as defined by the customer. Used for organizational grouping and reporting.
Driver Business Unit	The internal business unit (or cost center) a driver belongs to within their organization, as defined by the customer.
Driver Email	The primary email address associated with a driver’s account, used for communication, login, and account identification.
Driver City	The city associated with the driver's primary location, derived from their registered address.
Driver Street	The street address associated with the driver’s primary location, derived from their registered address.
Driver Zip Postal	The postal or ZIP code associated with the driver’s primary address, derived from their registered address.
Driver Territory	The geographic region or territory assigned to a driver, as defined by the customer
Driver Area	The geographic area or operational zone assigned to a driver, as defined by the customer
Driver Country	The country associated with the driver's primary location, where the driver is based, derived from their registered address.
Driver License Exp Date	The expiration date of the driver’s license, used for compliance monitoring and validation.
Driver Territory List	A list of territories assigned to a driver, as defined by the customer.
Driver Office Type	The type of office or workplace a driver is affiliated with (e.g., remote, field-based, home, or corporate)
Driver Traffic Light Explanation	The reason or justification behind a driver’s assigned traffic light status — Green (compliant), Yellow (at risk), or Red (non-compliant).
Driver Mileage Band	A categorical grouping that classifies drivers based on their typical or projected monthly mileage, often used in FAVR (Fixed and Variable Rate) programs to determine reimbursement rates. Mileage bands help segment drivers into predefined distance ranges and are foundational to calculating fair and IRS-compliant reimbursements.
Driver Insurance Exp Date	The expiration date of the driver’s insurance policy, used for compliance monitoring and validation.
Driver Override Fixed Reimbursement	A custom, driver-specific fixed reimbursement amount that overrides the standard fixed reimbursement rate defined at the program or company level.
Driver Job Title	The driver’s role or position within their organization, as defined by the customer, used for grouping, reporting, and policy application.
Driver Stop Date	The date when a driver is set to be deactivated or removed from the mileage reimbursement program, as defined by the customer.
Driver Traffic Light	The driver’s compliance status, represented as Green, Yellow, or Red, used to indicate eligibility for reimbursement or program participation.
Driver Start Date	The official start date when a driver was first activated, enrolled, or made eligible in the Cardata program. This field is used to determine when trip tracking, mileage reimbursement, and compliance monitoring began.
Driver Vehicle Profile	A comprehensive summary of the vehicle a driver has registered with their program, including key attributes such as year, make, model, trim, purchase cost, and declared odometer readings. Used to determine eligibility for specific programs, calculate fixed or variable reimbursements, and validate compliance with car policy requirements.
Driver State /Province	The state, province, or territorial region where the driver is based. This is typically tied to their home address or tax residency and is important for determining applicable reimbursement rules, taxation policies, insurance regulations, and regional compliance requirements.
Company Name	This field identifies which company a driver, admin, or program belongs to, and is the primary grouping dimension across all business reports.
Company Status Id	A system-generated identifier that maps a company to its current operational state within the Cardata platform. Statuses typically include values such as “Active (1),” or “Inactive (2).”
Manager Name	The full name (first and last) of the manager assigned to oversee one or more drivers or administrative regions within a Cardata customer organization.
Manager First Name	The first name of the manager as recorded in the Cardata platform.
Manager Last Name	The last name (surname) of the manager as recorded in the Cardata platform.
Manager Active Status	Indicates whether a manager account is active and has access to the platform.
Manager Email	The primary email address associated with the manager, as recorded in the Cardata platform.
Manager Group Names	A list of all manager names assigned to a driver. Each value may represent one or more supervisors responsible for oversight of those drivers.
Manager Group Emails	A list of email addresses associated with managers assigned to a driver
Admin Last Name	The last name of the admin user as recorded in the Cardata platform.
Admin First Name	The first name (surname) of the admin user as recorded in the Cardata platform.
Admin Email	The email address associated with the admin user
Admin Active Status	Indicates whether an admin account is active and has access to the platform
Vehicle Make	The manufacturer or brand name of the vehicle. This identifies the company that produced the vehicle, such as Ford, Toyota, Honda, or Tesla.
Vehicle Model	The specific model designation of the driver’s vehicle, such as “Civic,” “F-150,” or “Model 3.” It identifies the version or style of the vehicle as defined by the manufacturer, and is often used alongside the Vehicle Make and Vehicle Year
Vehicle Trim Name	The trim level of a vehicle (e.g., LE, XLT, Sport), used to differentiate versions of the same make and model
Vehicle Declaration Date	The date a vehicle is registered or declared in the FAVR reimbursement program
Vehicle Year	The model year of the driver’s vehicle, representing the year designated by the manufacturer
Vehicle category Name	The standardized classification assigned to a driver’s vehicle based on predefined criteria such as body type, weight class, or usage.
Device Model	The hardware model of the device used by the driver (e.g., iPhone, Android).
Device Version	The operating system version of the device used by the driver
Device Platform	The operating system of the device used by the driver (e.g., iOS, Android, Web)
Device Last Used date	The most recent date a driver’s device synced with the Cardata platform (e.g., trip submission or login)
Cardata App Version	The version number of the Cardata mobile app currently installed and used by the driver. This field allows teams to track adoption of new releases, validate feature availability (e.g. auto-tracking, insurance verification), and troubleshoot issues based on specific version behavior. Helps ensure drivers are on a supported or compliant version of the app.
Registration Verification Status	Indicates where a driver currently stands in the Cardata registration process. This status reflects whether the driver has fully completed all onboarding steps e.g., "not started","inprogress", etc
Registration Status	Indicates the current state of a driver’s app registration and onboarding process, based on their traffic light status
App Registration Status	Reflects the driver's status on the Cardata Mobile App for drivers using the app. Indicates if the driver is registered, not registered/ on a legacy app version or exempt where applicable
	Other Fields (Less Frequently Used)
User Id	A unique, system-generated identifier assigned to every user in the Cardata platform, regardless of their role (Driver, Manager, Admin, or Superuser). This field works well when paired with the User Type field to identify the user's role
First Name	The first part of a user’s full name, typically representing their given name or personal identifier. This field applies to all user types in Cardata’s platform (e.g., drivers, managers, admins).This field works well when paired with the User Type field to identify the user's role
Last Name	The last name or surname of an individual user within the Cardata platform. This value is used to identify, group, filter, or search for users including drivers, managers, or admins. The field works well when paired with the User Type field to identify the user's role
Email	The primary email address associated with a user in the Cardata platform. This field may belong to a driver, admin, manager, or other platform user. This field works well when paired with the User Type field to identify the user's role
User Type	The role classification of a user within the Cardata platform, indicating their level of access, permissions, and system functionality. User Types typically include Driver, Manager, Admin, Superuser. This field is foundational for determining what actions a user can perform
User Active Status	Indicates whether a user (driver, admin, or manager) is currently marked as active or inactive in the system. Active users have access to Cardata Cloud or Mobile. This field works well when paired with the User Type field to identify the user's role
Name	Indicates what company a user belongs to. This field is an alternative to the company name field, and works well when paired with the User Type field to identify the user's role
Mileage band driver trend	A system-generated recommendation for adjusting a driver's assigned mileage band (e.g., from 1000–1500 mi/month to 1500–2000 mi/month). This recommendation is typically based on recent trip activity, reimbursement patterns, and policy thresholds. It helps admins proactively optimize reimbursements and align band settings with actual usage.
Audit Mileage Band	Captures what mileage band the driver is on for the purpose of determining the appropriate Mileage Band Recommendation
Mileage Band Recommendation	A data-driven suggestion, system generated recommendation for the most appropriate mileage band or distance range a driver should belong to based on their recent or historical trip activity. This recommendation may be used by Admins or the Cardata system to optimize reimbursement tiers, align with internal policy thresholds, or ensure drivers are not under- or over-reimbursed. It can support proactive adjustments or reviews during program audits or reclassification cycles.
Company Is Test	A flag indicating whether the company record is a test or sandbox environment rather than a live, production client. “Test” companies are typically used for internal QA, staging, training, demo walkthroughs, or experimentation, and should be excluded from official reporting, billing, or compliance checks.
Personal Mileage	The total distance a driver traveled for non-business (personal) purposes, as classified by the trip tagging or tracking method. This mileage is typically not reimbursed.