What is a company car policy?
A company car policy is a statement of how a business manages its company vehicles. A good company car policy sets out your rules and expectations for your employees, and describes what they can expect in return this reduces misunderstandings and legal disputes.
Why you need a company car policy?
The Company or the individual with delegated responsibility for licence checking, is personally responsible under The Road Traffic Act if they allow someone to drive a vehicle they are not entitled to drive.
Employment health and safety law applies to on-the-road work activities as to all work. It has been estimated that up to a third of all road traffic accidents involve somebody who is at work at the time.
About this company car policy template
This policy provides a guide to employees on their responsibilities, when driving for the company. It applies to both employees that drive their own vehicles and employees that are required to drive a company vehicle.
The company car policy template is ready to use, without any editing, however, because it’s in word format it can be customised to your own business needs. The company car policy template is written by professional employment consultants with many years practical experience of real small business, and is regularly updated to reflect changes in employment law and customer feedback.
What documents are included with the company car policy?
(Click any item below to find out more)
The Company car policy will help you manage company vehicles and drivers, help reduce running costs and employee disputes. It covers both, employee owned and company owned vehicles, and includes drivers responsibilities, insurance, licences, accidents, vehicle tracking, driving abroad, company vehicle returns, maintenance and drivers checks, motoring offences, congestion changes, parking fines, speeding fines, health and safety, smoking, mobile phones, satellite navigation, and expenses and tax.
To help ensure vehicles are used safely and kept in a roadworthy condition and in compliance with current legislation, it is the responsibility of all drivers to ensure that there are no obvious deficiencies in the vehicle. Therefore, a system of reporting defects is required. The defect and accident and damage forms are used to ensure an unsafe vehicle is not used until it is repaired.
The Driver Vehicle Licensing Agency sets minimum medical standards and rules for drivers, including conditions that must be reported to the DVLA. It should also be noted that some conditions may also invalidate your Company insurance cover. Managers and drivers should be aware that it is a criminal offence for a driver not to report a condition that affects their ability to drive safely.
The driver’s health and safety handbook contains 15 pages of important information and guidance you need to give your drivers as part of you driver risk assessment. It includes qualifications needed to drive, fitness to drive, road safety, seatbelts, safer driving, driving in bad weather and breakdowns and emergencies. Each item in the handbook is easy to edit using our template.
As the employer you will be committing an offence to allow employees to drive without the appropriate licence. HSE Guidelines on Driving at Work also strongly recommend that drivers' licences are checked when they join a company, or are first invited to drive on behalf of the company, and periodically thereafter. The Officers of the Company or the individual with delegated responsibility for licence checking is personally responsible under the Road Traffic Act, if they allow someone to drive a vehicle they are not entitled to. This is resolved by requiring employees to inform you of any endorsements or impending prosecutions along with periodic licence checks.
Driving at work and the risk of driving are much the same from one employer to the next because most of us use the same types of vehicles on the same roads. We have, therefore, undertaken a driver risk assessment to save you time. The driver risk assessment covers all the essential points, such as vehicle roadworthiness, wearing seatbelts, unsafe use, observing the dangers, alcohol and drugs, tiredness, training, and much more. The template is easily adapted and edited for you own business in minutes.
The HRMC require both employees and employers to keep accurate mileage and expenses records, this policy is to ensure the consistency of staff expenses claims, and see that standard mileage allowances are paid and recorded on a standard form.
Company car policy preview
This company car policy is also available or as part of our Employer Pack.