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Car Policy

Any company with employees who regularly drive on company business should have a written fleet policy. The following points are some of the topic headings that should appear in any policy.

Objectives: to confirm why a company is providing a company vehicle, the expected driving behaviour and the importance of adhering to road safety policy. A definition of what is expected of employee when driving on company business and terms of taking care of the vehicle (a company asset).

Responsibilities: establishes the driver responsibilities and the need to adhere to policy. Acts as a point of reference on how drivers who have not followed policy will be dealt with. In addition it should also set out the companies responsibilities.

Eligibility: outlines which vehicles an employee is allowed to order and the extra features they can select. Will set out any costs that driver may have to cover. States how long the driver will keep the vehicle for and any effect of role changes May include details of opting out/cash allowances.

Taxation: Ensures drivers understand any potential Benefit In Kind liabilities when choosing a vehicle. Also sets out the process for taxing vehicles if applicable.

Fuel: As fuel can represent 20% or more of overall fleet costs companies need to set out details of effective fuel procurement (e.g. using fuel cards to reduce administration) and rules relating to the reimbursement of fuel costs to both company and employee.

Maintenance: provides the policy for vehicle maintenance e.g. in line with the manufacturers handbook.  Drivers will be advised of the instructions for maintenance, breakdown, tyre & glass replacement, accident and theft procedures. In addition the stipulation of maintenance tasks should be stipulated e.g. tyre pressures and tread, oil, fuel, water, antifreeze level, wiper blades, vehicle cleanliness and lighting checks.

Accidents: should provide advice to drivers on the procedures to follow in the case of an incident. This will include the need that incidents should be reported to line managers / fleet department for recording and investigation.

Road Safety: All companies should consider to have a written health and safety policy, including road safety if any journeys are carried out for business purposes A clear road safety policy is an essential step in exercising an employer’s Duty of Care and should address amongst other things, mobile phone usage including calls, texting, emails and web-browsing.

Sign Off form: To provide a clear audit trail of understanding and acceptance by any authorised driver Essential in the event of an accident investigation or grievance / disciplinary procedure.