HR issues are never easy! The best thing to have is a company vehicle! If not that, then one way around the issue might be a company gas credit card where the Maintenance Supervisor either has control of it or requests it from the Manager and uses it to fill up snow blowers, lawn equipment and the On-Call person's vehicle (up to a set amount of money, especially since gas prices vary/) In the meantime, do employees sign something in their personnel file that says they understand they are required to travel at their own expense between properties with no reimbursement and must keep a valid drivers license and insurance on their personal vehicle? I would also educate each employee on how to keep records so they can deduct, if applicable, these costs when they file their taxes as an unreimbursed work expense. Many companies that are smaller only reimburse for travel expenses to out of town/state conferences. Just my opinion, but if staff is too lazy to record their mileage and turn it on on the specified date each month, then that says a lot about them - as a manager, I would work with the team to train each person on how to do this and it was kind of like turning in time sheets, etc. "Okay, everyone, I need your mileage expense report. Everyone report to the Office and we'll work on it together." Then everyone is there with the Maintenance Supervisor and the Manager and questions can be asked and verified so perhaps the lying can be eliminated, for those who choose to offer reimbursement.