Managing the Financial Side of Commercial Fleets

Damaged Vehicles: To Repair or Not?

“Repair or replace” is one of the basic decisions fleet managers must make, often several times each year. Knowing the value of fleet assets, and collecting the right data, will help make the decision a simple one.

November 2012, by Staff

There’s been an accident.” That is the call all fleet managers dread. After making certain that no one has been injured, fleet managers begin the process of gathering information on the extent of the physical damage, any other parties involved, and what needs to be done to get the driver back on the road. The numbers come in, and the fleet manager must now face one of the more critical decisions in the business: Should the vehicle be repaired or replaced? Fortunately, there is a process that, when followed, can make the decision easier.

Knowing the Basics
Company vehicles represent an investment made by the company to provide transportation for an employee, bring products and services to its customers, or compensate a manager or executive. The damage sustained in an accident will reduce that vehicle’s value in the marketplace, which, after all is said and done, will determine the ultimate net cost of its use.

If the vehicle is leased under a typical fleet-type TRAC lease, the unamortized principal balance represents the remaining investment the company has in it. If owned, the balance is represented by the undepreciated value of the asset as carried on the company balance sheet.

The estimate of damages received from the repair shop represents the additional cost of returning the vehicle to “pre-crash” condition. Think of this cost as an additional investment in the vehicle, which, when combined with one of the values above, will result in a newer, higher total investment.

Next, the value of the unrepaired vehicle, or salvage value, represents the value of the vehicle if sold “as is” on the open market.

If repaired, the vehicle will then carry what is essentially an investment that is the total of the book value and the cost of repairs.

Thus, the question is then asked: If the vehicle is repaired, will the resulting higher “investment” value be less than, equal to, or greater than the value of the undamaged vehicle in the marketplace?

Remember, the goal in repairing accident damage is to return the vehicle to “pre-crash” condition. Performing such repairs will never increase the vehicle’s value relative to the value of a like vehicle that has not been damaged, no matter how well the repairs are performed — provided there is disclosure of the damage at the time of sale.

Gather Vital Information
A fleet vehicle is an investment with a value, both before the accident as well as after. The “after” value will either be “as is” (unrepaired) or repaired. The next step is to gather all of the information necessary to make the decision:

■ Repair estimates. The extent of the damage must be determined as accurately as possible. In the case of more serious or extensive crashes, a final estimate may not be possible to get until the repairs have begun, as some damage can’t be estimated until the vehicle is torn down. Such damage is noted as an “open” item in the original estimate, subject to assessment later. In such cases, ask the shop to give its worst-case estimate.
■ Book value is either the unamortized lease balance or the undepreciated accounting value.
■ Salvage value. An estimated salvage value can often be obtained from the shop, or by having two or more salvage buyers submitting bids. This is the “as-is” value of the vehicle.
■ Used-vehicle value: Using whatever source the fleet manager uses for used-vehicle pricing (Black Book, Kelley Blue Book, etc.), establishes the vehicle’s current market value if it were not damaged.
Once this information is gathered, the fleet manager now has the data needed to perform some basic arithmetic, which will simplify the economics of the repair or replace decision.

Calculate ‘Investment’ Options
Next, determine the basic financial consequences of the two options. If choosing to repair the damage, the company’s investment in a vehicle will be increased by an amount equal to the cost of the repairs.

Add the repair cost to the book value, and then compare this value to the used-vehicle value. The difference represents the amount by which the investment value either exceeds, or falls short of, the actual value. If it is greater, the company will now have a vehicle for which it has, in essence, paid too much for. Selling the repaired vehicle at this point would result in a loss. If it is lower, the difference would represent a gain upon such a sale. However, choosing not to repair the vehicle would result in a loss — the difference between the book value (investment) and the proceeds of the sale of the salvage.

To view an example of this process, assume the following:

Book value: $5,000.

Repair estimate: $2,500.

Salvage value: $1,000.

Market value (undamaged): $3,700.

If choosing to repair the vehicle, the economic result would be as follows:

Book value: $5,000.

Repair cost: $2,500.

New "investment": $7,500.

Market value: $3,700.

Difference: ($3,800).

Book Value + Repair Cost = New Investment - Market Value = Difference

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