Company vehicle policy template
Purpose
This policy outlines the rules and regulations regarding the use of company-owned or leased vehicles. It aims to promote safety, maintain the condition of the vehicles, and protect the company from liability.
Scope
This policy applies to all employees who are authorized to drive company vehicles, including full-time, part-time, temporary, and contract employees.
Eligibility:
- Only employees with valid driver’s licenses and a clean driving record can drive company vehicles.
- Employees must complete a driving record check and any required training before being authorized to use a company vehicle.
Authorized Use:
- Company vehicles are to be used for official company business only.
- Personal use of company vehicles is prohibited unless authorized in writing by [Manager/Supervisor Name].
Vehicle Maintenance and Safety:
- Employees are responsible for ensuring company vehicles are kept clean and in good condition.
- Employees must immediately report any maintenance issues or damage to [Maintenance Department/Manager Name].
- Regular vehicle inspections must be conducted according to the company’s maintenance schedule.
Driving and Safety Regulations:
- Employees must obey all traffic laws, speed limits, and parking regulations.
- Seat belts are mandatory for all vehicle occupants.
- Cell phones or other electronic devices while driving are prohibited unless a hands-free device is used.
Accidents and Incidents:
- In the event of an accident, employees must notify the appropriate authorities and obtain a police report.
- Employees must report any accidents, incidents, or damage to the vehicle to [Manager/Supervisor Name] immediately.
- A written accident report must be submitted to [Human Resources/Insurance Department] within [specific time frame, e.g., 24 hours].
Fuel and Expenses:
- Employees must use designated company fuel cards or submit receipts for reimbursement for fuel expenses.
- All fuel receipts must be itemized and submitted following the company’s expense reporting procedures.
Parking and Security:
- Company vehicles should be parked in secure, designated areas when not in use.
- Employees must ensure that the vehicle is locked and all valuables are removed or secured when the vehicle is unattended.
Prohibited Activities:
- The transportation of unauthorized passengers, including hitchhikers, is prohibited.
- The use of company vehicles for illegal activities, including the transportation of contraband, is strictly forbidden.
- Smoking and the consumption of alcohol or illegal drugs in company vehicles are prohibited.
Consequences of Policy Violation
Any misuse of company vehicles or failure to comply with this policy may result in disciplinary action, including termination of employment.
Employee Acknowledgment:
By signing below, I acknowledge that I have read, understood, and agree to comply with the [Your Company Name] Company Vehicle Policy.
Signature: ____________________ Date: _______________