Employee Fleet Policy

EMPLOYEE FLEET POLICY

Company Name: Policy Effective Date:

Personal Information

Position Information

Vehicle Assignment and Eligibility

Assignment Type: Company-owned Pool vehicle Mileage allowance

Vehicle Make/Model: Vehicle ID / License Plate: Assignment Date:

Eligibility requirements: Employee must possess and maintain a valid driver license appropriate for the assigned vehicle class, comply with all motor vehicle laws, and have a driving record acceptable to the company. The company reserves the right to perform driving record checks initially and periodically thereafter.

Authorized Use and Restrictions

Authorized Use: Vehicles are provided for performance of company business. Limited personal use is permitted only if expressly authorized in writing by the employee's manager. Employee shall not use company vehicles for hire, towing, transporting hazardous materials, or operating in a manner that violates law.

Personal Use Authorized: Yes No

Fuel, Cards and Expenses

Fuel card and expense handling: Employees will safeguard fuel cards and submit required receipts and expense reports within the company’s published periods. Misuse of fuel cards or submitting false fuel/expense reports is grounds for disciplinary action up to termination and restitution.

Maintenance, Inspection and Care

Employee responsibilities include routine inspection, timely reporting of maintenance needs, and presentation of the vehicle for scheduled service. Preventive maintenance costs will be covered by the company for company-owned vehicles when performed at authorized providers.

Accidents, Traffic Violations and Reporting

Immediately following any collision, theft, or traffic citation arising from the operation of a company vehicle, the employee must notify local law enforcement as required and report the incident to the company fleet administrator within 24 hours. Employee must cooperate with investigations and provide copies of police reports and insurance documentation.

Safety, Violations and Disciplinary Action

Seat belt use is mandatory for all occupants. Use of handheld devices for texting or calling while driving is prohibited unless a hands-free system is used. Traffic violations, reckless operation, or failure to report incidents are subject to corrective action up to and including termination of employment.

I acknowledge receipt of the Safety, Violations and Disciplinary Action provisions: I acknowledge I do not acknowledge

Drug and Alcohol Testing

The company maintains a zero-tolerance policy for drugs and alcohol while operating a vehicle on company business. Employees assigned a company vehicle or operating a vehicle for company business are subject to pre-employment, reasonable suspicion, post-accident, and periodic drug and alcohol testing in accordance with company procedures.

I consent to required drug and alcohol testing as a condition of continued fleet privileges:

Vehicle Tracking and Privacy Notice

Company vehicles may be equipped with global positioning, telematics, or other monitoring devices to record vehicle location, use, speed, and diagnostic information. Such monitoring is performed for safety, loss prevention, route optimization, and compliance. Employees have no expectation of privacy with respect to vehicle-installed monitoring systems.

I acknowledge receipt of this privacy notice and consent to vehicle monitoring:

Insurance and Liability

Company maintains automobile liability and physical damage insurance for company-owned vehicles. Employee may be held financially responsible for loss or damage resulting from gross negligence, intentional misconduct, or use outside authorized purposes. Employee shall cooperate with insurance claims and provide statements, documentation, and access to the vehicle as requested.

Return of Vehicle and Termination of Privileges

Upon termination of employment, transfer of position, or upon request by management, employee must return the vehicle, keys, fuel card, and any related equipment immediately. Failure to return company property may result in withholding of final pay to the extent permitted by law and other legal remedies.

Employment History (most recent 2 employers)

Education

References (Professional)

Legal Disclosures

At-Will Employment: Nothing in this policy creates a contract of employment. Employment is at-will and may be terminated by either the employee or the company at any time, with or without cause, to the extent permitted by law.

Equal Opportunity: The company is an equal opportunity employer. Vehicle assignment and privileges will be administered without unlawful discrimination.

Applicant / Employee Certification and Authorization

I certify that all information provided in this Employee Fleet Policy form is true and complete. I acknowledge receipt of and agree to comply with the terms of the Employee Fleet Policy. I authorize the company to obtain my motor vehicle record, conduct background checks, and verify employment history and references as necessary to determine and maintain fleet eligibility.

I understand that violations of this policy may result in suspension or removal of fleet privileges and may result in disciplinary action up to and including termination of employment.

Authorization to Contact Previous Employers and Conduct Background Checks: I authorize

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