👇 Skip to the bottom if you just want the download 😉
What's in an Effective Employee Vehicle Policy
Implementing a well-structured employee Vehicle Policy is essential for any organization that authorizes employees to operate vehicles for work-related purposes. A comprehensive policy ensures the safety and compliance of employees while protecting the company from potential liabilities. Here are the crucial elements that make a good employee Vehicle Policy and what is important to include.
Define Who and When It Applies
A clear statement that specifies that the policy applies to all employees authorized to drive a company-owned vehicle, personal vehicle for farm business, or rental vehicle at the farm's expense.
Approval, Licensing, and Insurance
Before any employee can drive for company purposes, they must obtain prior approval from their manager. Employees must have a valid driver’s license and comply with any restrictions. Immediate notification to the farm is required if an employee’s license is suspended or revoked. Employees using personal vehicles for work must carry adequate vehicle liability insurance as required by state law, and they are responsible for all accidents and citations incurred while driving for work purposes.
Authorized Drivers and Compliance
To reduce liability for the farm, the policy should prohibit non-employees and non-business passengers from riding in fam-owned vehicles or personal vehicles used for company business. Strict adherence to all traffic laws, signals, and markings is mandatory, emphasizing the use of seat belts and compliance with all state and local driving regulations.
Fitness, Intoxication, and Distracted Driving
Employees must be physically and mentally fit to drive. The policy should prohibit driving under the influence of alcohol, illegal narcotics, or medications that impair the ability to operate a vehicle safely. To minimize risks, the policy should ban the use of hand-held devices, texting, eating, and other distractions while driving. Hands-free devices may be allowed but discouraged due to potential distractions.
Reporting Citations and Accidents
Employees must report any traffic citations received while driving for work immediately, with the understanding that they are responsible for any fines. Detailed procedures for reporting accidents should be included, outlining steps to take at the accident scene, such as calling for medical aid, reporting to the police, and exchanging information with other parties involved.
Free Downloadable Template
To help you implement a robust policy, we've worked with our lawyers to create a customizable template. This template includes all the essential components discussed above and allows you to tailor the policy to fit your farm's needs. As always, make sure your lawyer looks it over before you roll it out. Harvust Onboarding software includes this template (and more!) in Spanish, and is useable with just a few clicks. Until you become a Harvust customer, you can download it for free!
