Set the rules for who may drive company vehicles, how they are used and what happens after an accident.
When employees drive company vehicles, clear rules protect people, vehicles and the business. They also prevent disputes about personal use, fines and fuel.
Check the policy against your insurance terms, since insurers often set conditions on who can drive.
15 items. Complete it digitally or on paper, whichever your team prefers.
A pest control company lets technicians take vans home but forbids personal use beyond the commute. The policy requires a pre-trip check each morning, hands-free calls only, and an accident report within 24 hours. Each technician signs it before receiving keys.
A business can be held responsible for crashes caused by employees driving its vehicles, so a policy that sets driver standards and phone rules is part of managing that risk. Personal use of a company car is generally a taxable fringe benefit, which is why the use section matters to payroll as well as to safety.
| Eligible drivers | Inspectors licensed 3+ years, no major violations in 3 years; Prairie Home Inspections, Omaha |
|---|---|
| Record checks | At hire and every 12 months, as the insurer requires |
| Use | Business and commute; personal trips allowed and logged |
| Passengers | Coworkers and clients only |
| Phones | Hands-free calls only, no texting |
| Fines | Driver pays traffic and parking tickets |
| Incidents and sign-off | Call office within 1 hour, report within 24 hours; signed by Jada |
Personal trips are allowed but logged, because the value of personal use is generally taxable to the inspector and payroll needs the mileage. The passenger limit keeps the car within what the insurer agreed to cover.
Only if your policy and insurance allow it.
State it clearly. Wage deductions are restricted, so get advice.
Usually not, but there are exceptions. Get advice for your situation.
As your insurer requires.
Only if the policy allows it, and many businesses limit passengers to coworkers and customers. Check your commercial auto policy first, because coverage for non-employee passengers and for personal trips varies. Write the passenger rule in plain words so a driver does not have to guess.
Pick one method and write it down: a reimbursement based on charging sessions logged by the charger or a flat monthly amount set from typical use. Public charging on the road can go through the fuel card or an expense claim. The method should be simple enough to check each month.
More for the same job
Use the company car policy template for the record you need today. To see who clocked in, and when, book a demo of EZTime.