Company Car Policy Template

Follow our company car policy template to establish your company’s guidelines for employees
using a company car and make the necessary changes to customize it for your business.

Granting employees a company car is intended for work purposes only, for those who require a
company car per their daily responsibilities, and for those who are to receive a car as a benefit.

Our company car policy clearly outlines who is eligible to receive a company car, what
prerequisites are required, what rules must be followed, what disciplinary action will be taken if
rules are broken and more. If you have any questions regarding the company car policy, speak
to your direct manager or HR.

Our company car policy aligns both the employer and the employee on the rules both parties
must abide by, this will help to avoid accidents and miscommunication to ensure safety and
happiness across the board.

Use our company car policy template as a starting point as you may need to change certain
perimeters to fit  your company’s needs. We recommend legal counsel review your company
car policy once complete to ensure compliance.

Company Car Policy Template

The following is the complete company car policy of ABC Productions in regards to its
employees who may be granted the use of a company car and for those who drive a company
car as per their job duties.

Policy details

An employee of ABC Productions may be granted a company car if they meet the following
criteria:

 The need to travel over 100 miles per year in order to meet with clients, partners or
vendors.
 A company car is indispensable in order to complete their daily job, such as truck drivers
and delivery drivers.
 If an agreement was reached between the CEO and employee to be given a company
car as a benefit/incentive.

ABC Productions has the final say in which employee(s) will be granted a company car. An
employee who believes they should have been granted a company car but were not, should
consult with the HR department.

An employee who has a company car is allowed to drive the company car outside of work
hours, however they are required to abide by our company car policy at all times.

Additionally, ABC Productions has the right to revoke or re-assign a company car at our
discretion.

Prerequisites to driving a company car

Employees of ABC Productions are only allowed to drive a company car if they:

 Hold a valid driver’s license.

  Have a spot-free driving record for at least 2 years, meaning they were not at fault of a
car accident or were not arrested on charges violating car and traffic laws, such as
driving under the influence.

Note: All employees are required to complete a form and to also submit a copy of their driver’s
license in order to become eligible to receive a company car.

Company car employees with disabilities

ABC Production will make reasonable accommodations in order to facilitate employees with
disabilities, additionally employees with disabilities are eligible for company cars and parking
spaces. However, employees who are on medication that severely affects their reflexes, vision
or orientation senses are not permitted a company car.

Obligations of the driver

ABC Productions expects their employees with company cars to follow the rules. Such as:

 Respect and follow all traffic laws and fellow drivers.

 Will not use a phone or text while driving.
 Never drive under the influence.
 Will not allow an unauthorized driver(s) to use their company vehicle unless it is an
emergency.
 Will not lease, sell or lend a company car.
 Will not leave the company car unlocked, unattended or parked in a dangerous area.
 Will not smoke in the company car.
 Report damages or problems with their company car to HR in a timely manner.
 Document all driving expenses, such as fuel and tolls.
 Regularly check the car to ensure all is operating functionally, such as the fuel, tire
pressure and car fluids.
 Will not double park, block entrances or commit traffic violations which can lead to fines.
 If applicable, will wear glasses or contacts while driving.

If an employee has their driver’s license suspended or revoked, they are obligated to inform HR.
As a result, their company car will be reassigned until said employee is eligible to drive again
per our policy (maintaining a spot-less record for at least two years).

Accidents

If an employee of ABC Productions is involved in a car accident with the company car, they
must immediately contact our HR department. Under no circumstance should an employee
accept responsibility or guarantee payment during an accident, unless ABC Productions
authorizes it.

Employees are required to follow all legal guidelines in exchanging information with other
drivers and should call the police if the accident is serious.

Obligations of ABC Productions

ABC Productions strives to create a safe work environment for all employees and that extends
to the company car, therefore we will:

 Ensure company cars are safe to drive before we assign them.

 Schedule periodical maintenance so all cars remain in excellent condition.
  Provide employees with a copy of our company car policy if they are assigned a
company car. (Note: this company car policy is available at all times in the employee
handbook of our employee app, Connecteam).
 Insure company cars with a reliable insurance provider.

We keep detailed records of our company cars with manufacturing date and mileage. A car that
is found too old or with high mileage will be “retired”.

We are not responsible for:

 Paying fines an employee(s) received while driving company cars that they are
responsible for, such as breaking the speed limit.
 Paying for an employee to make bail if arrested while driving a company car.

Disciplinary Consequences

If an employee does not follow our company car policies will face disciplinary consequences. If
an employee commits a minor offense, such as letting an unauthorized person drive the
company car, we might issue a reprimand and may revoke the company car.

ABC Productions will terminate an employee or may take legal action if a more serious offense
is committed, such as selling the car for personal gain or causing an accident while driving
under the influence.

Company Vehicle Policy Template

1. Driver policy overview.

The [company name] company vehicle policy gives employees guidelines for obtaining, qualifying
for, and using a company vehicle. A “company vehicle” is any vehicle [company name] assigns to
employees. This policy applies to all employees who use a company vehicle, and applies during
and outside of working hours.

2. Qualifying for a company vehicle.

Employees may qualify for a company vehicle if they drive [number] miles or more per year for
work purposes, need a company vehicle for their daily work, or are supposed to receive the use of
a vehicle as a benefit.

If you have not been assigned a company vehicle and believe you need one, contact HR.

To be eligible for a company vehicle, employees must complete a form and submit a copy of their
driver’s license. Employees are only allowed to drive a company car if they have a valid driver’s
license and a clean driving record for at least [X years].

A clean driving record means the employee has not been held at fault for a car accident or arrested
on charges of violating vehicle and traffic laws. [Company name] can assign and revoke access
to company vehicles at its discretion.

3. Company vehicles for employees with disabilities.

[Company Name] will make reasonable accommodations to facilitate company vehicle use for
eligible employees with disabilities.

4. Personal use.

[Company name] [does not allow/on a case-by-case basis allows] personal use of company

vehicles. Personal use includes using the vehicle for personal errands between business activities,
to commute between the workplace and home, or using the vehicle outside of business hours. [All
work safety rules continue to apply when a company vehicle is used for personal
purposes.]
 5. Company driver rules.

1. Obey traffic laws in your jurisdiction and be courteous toward other drivers.
2. Document driving expenses.
3. Monitor gas, tire pressure, and fluid levels.
4. Report any damage or problems to your assigned vehicle immediately.
5. Report changes to your driver privileges, such as driver’s license suspension, immediately.
6. Always lock company cars.
7. Bring vehicle to scheduled maintenance appointments.
8. Do not drive while intoxicated, fatigued, or on medication that affects your driving ability.
9. Do not smoke in any company vehicle.
10. Do not lease, sell, or lend a company vehicle.
11. Do not use a phone or text while driving.
12. Do not allow unauthorized drivers to use a company vehicle unless required by an
emergency.

Employees who violate company vehicle rules are subject to disciplinary actions which may include
verbal and written warnings, suspension of vehicle privileges, termination and legal action.

6. Accident procedures.

In case of an accident, contact the HR department immediately. They will contact the insurance
provider. Follow legal guidelines for exchanging information with other drivers and report the
accident to local police if required. Do not guarantee a payment or accept responsibility without
company authorization.

7. The company's responsibilities.

 Ensuring vehicles are safe before assigning them.

 Scheduling regular maintenance.
 Providing car insurance.
 Retiring and replacing cars as needed.

8. What the company is not responsible for.

 Paying fines that employees receive while driving company vehicles they are responsible
for.
 Posting bail for employees who are arrested while driving cars from the company fleet.