Company Fleet Usage and Driver Safety Policy

Policy

The purpose of this policy is to ensure the safety of employees who drive company vehicles and to provide guidance on the proper use of company fleet vehicles. Vehicle accidents are costly to our company, but more importantly, they may result in injury to you or others. It is the driver's responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and property damage. [Company Name] expects employees to drive in a safe and courteous manner, following all motor vehicle laws as well as the following safety rules.

The fleet administration and security departments and the fleet safety committee are responsible for general administration of this policy.

Fleet Safety Committee

The fleet safety committee is comprised of the director of operations, the fleet coordinator, a security representative, and a human resources (HR) representative. The committee is responsible for:

• Reviewing accidents and the employer's overall safety record to determine if there should be changes in policy or procedure; or if other corrective action (such as training, equipment changes, etc.), should be implemented to enhance the safe operation of company vehicles, and/or personal vehicles on company business.
• Reviewing driving records of individual employees and making recommendations to management when driving privileges should be suspended or revoked.
• Reviewing all other issues that arise with respect to compliance with this policy.

Driver Criteria & Administration

Motor vehicle records will be obtained on all drivers upon employment and no less than every six months. A driving record that fails to meet the criteria stated in this policy or is in violation of this policy will result in a loss of the privilege of driving a company vehicle.

Employees must have a valid and current driver's license to operate a company vehicle or a personal vehicle while on company business.

Personal vehicles used for company business must have appropriate insurance coverage. Personal auto insurance is the sole responsibility of the employee.

Employees are expected to drive in a safe and responsible manner and to maintain a good driving record. The fleet safety committee is responsible for reviewing records, including accidents, moving violations, etc., to determine if an employee's driving record indicates a pattern of unsafe or irresponsible driving, and to make a recommendation to executive management for suspension or revocation of driving privileges.

Criteria that may indicate an unacceptable record includes, but is not limited to:

• Three or more moving violations* in a year
• Three or more chargeable accidents within a year. Chargeable means that the driver is determined to be the primary cause of the accident through speeding, inattention, etc. Contributing factors, such as weather or mechanical problems, will be taken into consideration.
• Any combination of accidents and/or moving violations.

* Violations include any ticket, charge, or other law enforcement proceeding relating to these, as well as independent evidence of violations deemed relevant by the security department.

Any employee who has a driver's license revoked or suspended shall immediately notify the security and fleet offices by 9 a.m. eastern time the next business day, and immediately discontinue operation of the company vehicle. Failure to do so may result in disciplinary action, including termination of employment.

Drivers must report all ticket violations received during the operation of a company vehicle, or while driving a personal vehicle on company business*, within 72 hours to the security and fleet offices.

Driver Safety Rules

Driving on company business and/or driving a company vehicle while under the influence of drugs or alcohol is prohibited and will result in termination of employment.

No driver shall operate a company vehicle when his/her ability to do so safely has been impaired by illness, fatigue, injury, or prescription medication.

Cell phone use while driving should be kept to a minimum. Drivers must use hands-free devices when making or receiving phone calls while driving or pull off the road during phone conversations.

Texting while driving is prohibited and under no circumstances may drivers send or read text messages while operating a vehicle for company business.  

All drivers and passengers operating or riding in a company vehicle must wear seat belts.

No unauthorized individuals can ride in company vehicles.

Drivers are responsible for the security of company vehicles assigned to them. The vehicle engine must be shut off, ignition keys removed, and vehicle doors locked whenever the vehicle is left unattended.

All State and local laws must be obeyed.

Accident Procedures

In an attempt to minimize the results of an accident, the driver must prevent further damage or injuries and obtain all pertinent information and report it accurately.

• Call for medical aid if necessary.
• Call the police. All accidents, regardless of severity, must be reported to the police.
• Record the names and addresses of the driver, witnesses and occupants of the other vehicles and any medical personnel who may arrive at the scene.
• Complete the form located in the vehicle accident packet. Pertinent information to obtain includes license number of other drivers, insurance company names and policy numbers of other vehicles, make, model, and year of other vehicles, the date and time of the accident, and overall road and weather conditions.
• Do not discuss the accident with anyone at the scene except the police. Do not accept any responsibility for the accident. Don't argue with anyone.
• Provide the other party with your name, address, driver's license number and insurance information.
• Immediately report the accident to the security and fleet offices. Provide a copy of the accident report and/or your written description of the accident to the fleet office as soon as possible.

There will be a formal accident review conducted on each accident to determine the cause and how the accident could have been prevented.

All accidents in company vehicles, regardless of severity, must be reported to the police and to the fleet administration office. Accidents are to be reported immediately (from the scene, during the same day, or as soon as practicable if immediate or same day reporting is not possible). Accidents in personal vehicles while on company business must follow these same accident procedures. Accidents resulting in an employee's personal injury must be reported to human resources for worker's compensation purposes. Failing to stop after an accident and/or failure to report an accident may result in disciplinary action, up to and including termination of employment.