Employee Company Car Policy

EMPLOYEE COMPANY CAR POLICY

Company Name:   Policy Effective Date:

Purpose and Scope

This Employee Company Car Policy sets forth the responsibilities, permitted use, maintenance, insurance, reporting and disciplinary provisions applicable to employees issued a company vehicle for business and permitted personal use. This policy applies to all employees who are assigned a company-owned or company-leased motor vehicle and to any other individual who operates a company vehicle with authorization.

Personal Information

Position Information

Employment Start Date:   Annual Salary (if applicable):

Vehicle Assignment

License Plate:   Assigned Date:   Odometer at Assignment:

Authorized Drivers & Permitted Use

The following are authorized to operate the assigned vehicle:

Employee (primary authorized driver)

Household member(s) approved by Company (must be listed and approved in writing)

Personal Use Permitted:   If personal use is permitted, it is limited to incidental, lawful travel and commuting consistent with this policy. Any commercial or for-hire use is expressly prohibited.

Maintenance, Fuel & Expenses

Company will pay for routine maintenance, authorized repairs and insurance as specified by the fleet program. Employees are responsible for timely reporting of maintenance needs and for avoiding negligence that causes damage. Unauthorized repairs or failure to obtain required approvals may result in employee reimbursement obligations.

Accident Reporting & Traffic Violations

The employee must report any collision, theft, vandalism or mechanical failure to their manager and the fleet administrator immediately and no later than 24 hours after the incident. The employee must cooperate fully with any accident investigation and provide copies of police reports, photographs and witness information as requested.

Employees are responsible for traffic fines, parking tickets and other violations attributable to their use of the vehicle. Repeated violations or unsafe driving may result in suspension of vehicle privileges or disciplinary action up to and including termination.

Insurance & Liability

The company maintains auto liability, collision and comprehensive insurance consistent with its fleet program. The employee must cooperate with insurance providers and the Company in claims administration. Employee reimbursement for deductibles may be required where the employee is found to have engaged in reckless or prohibited conduct.

Monitoring, Privacy and Data

Company may install telematics, GPS, dash cameras or other monitoring devices to collect vehicle location, performance and safety data. Such monitoring is for business and safety purposes. By signing this policy, the employee consents to the collection, use and retention of telematics and vehicle data in accordance with Company practices.

Acknowledgement of monitoring:

Return of Vehicle & Termination

The vehicle must be returned immediately upon request, upon termination of employment, upon reassignment or upon suspension of driving privileges. The employee is responsible for returning the vehicle in reasonable condition, subject to normal wear and tear. Costs to repair damage caused by misuse or negligence will be charged to the employee.

Driver Qualifications, Background & Driving Record

Assignment of a company vehicle is conditioned upon satisfactory driving record and successful completion of any required background or motor vehicle record checks. The employee authorizes the Company to obtain driving record abstracts and to conduct background checks prior to and during assignment. Failure to maintain an acceptable driving record will result in revocation of privileges.

Authorization to obtain records:

Disciplinary Action

Violations of this policy, unsafe vehicle operation, or failure to report incidents may result in revocation of vehicle privileges and disciplinary action up to and including termination of employment. The Company reserves the right to seek restitution for losses caused by employee misconduct.

Employment History

Provide the two most recent employers:

Dates Employed: From to

Dates Employed: From to

Education

Graduation Date:

References

Provide three professional references:

Legal Disclosures

At-Will Employment: Employment with the Company is at-will unless a separate written agreement signed by an authorized Company representative provides otherwise. This policy does not alter the at-will relationship.

Equal Opportunity: The Company provides equal employment opportunity without regard to protected characteristics and complies with applicable non-discrimination laws.

I acknowledge receipt of and agree to comply with the terms of the Company Car Policy:

Applicant Certification & Authorization

I certify that all information provided is true and complete to the best of my knowledge. I understand that falsification, omission or misstatement of material facts may result in denial of privileges or disciplinary action up to and including termination.

I authorize the Company to contact my previous employers and references and to obtain driving records and other background information necessary to determine my eligibility for a company vehicle. I understand eligibility may be contingent on results of those checks.

Authorization given:

Additional Employee Statements

Acknowledgement and Signature

By signing below, I acknowledge that I have read, understand and agree to comply with this Employee Company Car Policy and that failure to comply may result in disciplinary action and financial liability for damages or fines resulting from my misuse of the vehicle.

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