Company Vehicle Use and Safe Driving Policy

Purpose

Company vehicles are important tools used to serve our customers, support our field employees, and represent the company in the community. This policy exists to keep employees, customers, passengers, pedestrians, and the public safe.

When an employee drives a company vehicle, that employee represents the company. The way the vehicle is driven, parked, maintained, and cared for affects our reputation, safety record, insurance costs, customer trust, and the employee’s continued privilege to operate a company vehicle.

Driving a company vehicle is a privilege, not a right.

Simple Rule

When driving a company vehicle, drive like:

• Your family is in the vehicle.

• Your customer is watching.

• Your manager is watching.

• The company name is clearly visible.

Because at least one of those is usually true.

Who May Drive a Company Vehicle

Only employees who are approved by management may drive a company vehicle.

To be approved to drive, an employee must:

• Have a valid driver’s license.

• Maintain an acceptable driving record.

• Be insurable under company requirements.

• Follow all company vehicle and safety policies.

• Immediately report any license suspension, license restriction, serious traffic violation, DUI, reckless driving charge, accident, or other issue that may affect the employee’s ability to drive safely or legally.

Employees may not allow anyone else to drive a company vehicle unless that person has been approved by management.

This means no spouses, children, friends, customers, vendors, subcontractors, or unauthorized coworkers may drive a company vehicle.

Example

If an employee lets a friend move the company vehicle “just across the parking lot” and the friend hits another vehicle, the employee assigned to the company vehicle may be disciplined, even if the employee was not driving at the time.

Valid License Required

Employees must have a valid driver’s license at all times when operating a company vehicle.

Employees must immediately notify their direct supervisor or manager if their license is suspended, revoked, expired, restricted, or otherwise affected.

An employee may not drive a company vehicle with an invalid, suspended, expired, or restricted license unless management has reviewed and approved the situation in writing.

Seat Belts Are Required

Seat belts must be worn by the driver and all passengers every time the vehicle is moving.

There are no exceptions.

This applies whether the employee is driving across town, across a parking lot, through a neighborhood, or just around the corner.

Example

A technician driving from one side of a subdivision to another must still wear a seat belt. “I was only going a short distance” is not an excuse.

Safe Driving Expectations

Employees must drive safely, legally, and professionally at all times.

Employees must:

• Obey all traffic laws.

• Follow posted speed limits.

• Adjust speed for road, weather, and traffic conditions.

• Use turn signals.

• Keep a safe following distance.

• Yield when required.

• Watch for pedestrians, bicyclists, children, pets, parked vehicles, and property.

• Stay calm and professional.

• Avoid aggressive driving.

• Avoid unnecessary distractions.

• Protect the company’s reputation.

Being late is not an excuse for unsafe driving.

Speeding Is Not Allowed

Employees must obey posted speed limits and drive at a safe speed for conditions.

Employees may not speed because:

• They are running late.

• Dispatch needs an update.

• The customer is waiting.

• They want to finish one more call.

• They are trying to get home.

• Other traffic is moving faster.

Example

If the speed limit is 55 mph, driving 68 mph in a company vehicle is not acceptable just because traffic around the employee is moving fast.

Drive for Conditions

The speed limit is the maximum speed under good conditions. It is not always the safe speed.

Employees must slow down when conditions require it, including:

• Rain

• Snow

• Ice

• Fog

• Heavy traffic

• Construction zones

• School zones

• Narrow streets

• Parking lots

• Customer driveways

• Gravel roads

• Poor visibility

• Unfamiliar areas

Example

Driving 45 mph in a 45 mph zone may still be unsafe during heavy rain, heavy traffic, or poor visibility.

No Aggressive Driving

Employees may not engage in aggressive driving.

This includes:

• Tailgating

• Brake-checking

• Racing

• Weaving through traffic

• Cutting people off

• Blocking another driver

• Honking out of anger

• Making rude gestures

• Yelling at other drivers

• Retaliating against another driver

• Driving in a way that appears angry, careless, or unsafe

Example

If another driver cuts off a company vehicle, the employee should slow down, create space, and let the other driver go. The public sees the company name on the vehicle before they know what happened.

Phone and Electronic Device Use While Driving

Safety comes first. Drivers must stay focused on driving.

Employees may not hold, type on, read from, or look down at a phone, tablet, laptop, dispatch device, GPS device, or other electronic device while the vehicle is moving.

This means no:

• Texting

• Emailing

• Scrolling

• Watching videos

• Reading dispatch notes

• Looking up parts

• Entering GPS addresses

• Taking pictures

• Using apps

• Video calls

• Holding the phone to talk

• Dialing by hand while driving

• Searching contacts while driving

• Reading customer messages while driving

The vehicle must be safely parked before using a device in a way that requires looking, typing, reading, searching, or handling the device.

Hands-Free Calls

Brief hands-free calls are allowed only when they are safe and necessary.

Examples of acceptable hands-free calls include:

• “I’m on my way.”

• “I’m about 10 minutes out.”

• “I need to pull over and call you back.”

• “I received the message and will check it when I stop.”

Examples of calls that require pulling over include:

• Customer complaints

• Pricing discussions

• Technical troubleshooting

• Dispatch changes that require looking at the screen

• Calling supply houses with part numbers

• Conversations involving conflict or frustration

• Anything requiring notes

• Anything requiring the driver to think hard or make decisions

• Anything that distracts the driver from the road

Hands-free does not mean risk-free. If the call is distracting, the employee must end the call or pull over safely.

Driving Conditions and Phone Calls

Even hands-free calls are not always safe.

Employees may only answer, place, or continue a hands-free call when road, traffic, weather, and driving conditions allow them to do so safely.

Employees should not answer, place, or continue a call when:

• Driving on a busy highway

• Driving in heavy traffic

• Driving on a multi-lane city street

• Changing lanes

• Merging onto or off a highway

• Turning at an intersection

• Backing up

• Pulling into or out of a driveway

• Entering a customer’s neighborhood and looking for the address

• Following GPS directions closely

• Driving in rain, snow, ice, fog, or poor visibility

• Driving through a school zone

• Driving through a construction zone

• Driving in a parking lot

• Driving on a tight residential street

• Approaching an unfamiliar location

• Feeling rushed, frustrated, distracted, or unsure

When driving conditions require full attention, the employee must let the call go to voicemail or say, “I need to focus on driving. I’ll call you back when I stop.”

A missed call is acceptable. Distracted driving is not.

Dialing and Answering Calls

Employees should use voice commands or vehicle hands-free controls whenever possible.

If a call cannot be answered or placed without looking down, typing, searching contacts, or handling the phone, the employee must pull over safely first.

It is acceptable to miss a call. It is not acceptable to risk a crash to answer one.

GPS Use

GPS should be set before driving.

If the route needs to be changed, the employee must pull over safely before entering a new address or making changes.

Simple Rule

If your eyes leave the road, your hand leaves the wheel, or your mind leaves the drive, pull over.

Discipline for Phone-Related Driving Violations

Violating the company phone-use policy while driving is a serious safety issue.

Discipline may include coaching, written warning, suspension of driving privileges, unpaid suspension, reassignment, or termination of employment, depending on the situation.

Examples of serious violations include:

• Holding a phone while driving

• Texting while driving

• Reading or sending messages while driving

• Dialing by hand while the vehicle is moving

• Looking at dispatch notes, maps, apps, photos, videos, or emails while driving

• Continuing a phone call when traffic, weather, road conditions, or driving conditions make the call unsafe

• Failing to pull over when a phone task requires attention

• Being involved in an accident or near miss while using a phone or electronic device

If an accident, crash, property damage, injury, near miss, traffic violation, or public complaint occurs and the company determines that phone use or device use contributed to the incident, the violation may result in immediate loss of company driving privileges and discipline up to and including termination.

Plain-English Rule

If an employee is in an accident and the company finds that the employee was using, handling, looking at, dialing, texting, reading, or being distracted by a phone or electronic device, the employee may lose company driving privileges and may be terminated.

No phone call, text, GPS change, dispatch message, or customer question is worth a crash.

No Alcohol, Marijuana, Illegal Drugs, or Impairing Medication

Employees may not drive a company vehicle while impaired or under the influence of alcohol, marijuana, illegal drugs, controlled substances, or any medication that may affect the employee’s ability to drive safely.

This includes legal marijuana and prescribed medication if it causes drowsiness, dizziness, slower reaction time, poor judgment, or other impairment.

Employees must notify management before driving if they are taking medication that may affect safe driving.

This does not automatically mean the employee is in trouble. It means the company must keep the employee, coworkers, customers, and the public safe.

Example

If a prescription label says “may cause drowsiness” or “do not operate machinery,” the employee must notify management before driving a company vehicle.

Vehicle Inspections and Driver Responsibility

Employees are responsible for checking their assigned company vehicle and reporting obvious safety or maintenance issues.

Before operating the vehicle, employees should watch for:

• Flat or low tires

• Broken lights

• Cracked windshield

• Leaking fluids

• Warning lights

• Damaged mirrors

• Brake problems

• Loose equipment

• Unsecured ladders

• Unsecured cargo

• Unusual sounds, smells, or handling issues

Employees must not ignore vehicle problems.

If the vehicle appears unsafe, the employee must notify their direct supervisor or manager before operating the vehicle.

Example

If an employee notices a low tire in the morning and drives anyway, then has a tire failure on the highway, the issue may be treated as preventable if the employee failed to report the problem.

Vehicle Cleanliness and Professional Appearance

Company vehicles must be kept clean, organized, and professional.

Employees are responsible for:

• Removing trash.

• Keeping the cab reasonably clean.

• Securing tools, parts, and materials.

• Keeping the outside of the vehicle presentable.

• Avoiding offensive stickers, signs, flags, or personal markings.

• Not leaving food, drinks, tobacco products, or trash visible to customers.

• Not smoking or vaping in company vehicles.

Example

A customer should not see fast-food bags, tobacco cans, empty bottles, loose tools, or trash inside a company vehicle. A messy vehicle makes the company look careless.

Securing Tools, Parts, Ladders, and Equipment

Employees must secure tools, parts, tanks, ladders, materials, and equipment before driving.

Loose items can injure employees, damage the vehicle, damage customer property, or fall into the roadway.

Example

A refrigerant tank, tool bag, ladder, or heavy part that is not secured can become dangerous during a sudden stop or crash.

Parking Rules

Employees must park legally, safely, and professionally.

Employees may not block:

• Fire hydrants

• Driveways

• Sidewalks

• Handicap spaces

• Mailboxes

• Intersections

• Customer garages

• Neighbor driveways

• Emergency access areas

Employees should avoid parking on grass or soft ground unless the customer gives permission and conditions are safe.

When possible, employees should park in a way that allows them to leave safely.

Example

If a customer’s yard is wet and a company vehicle leaves ruts, the company may be responsible for repairing the damage. Employees should think before parking.

Backing Up

Employees should avoid backing whenever possible.

When backing is necessary, employees must:

• Check mirrors.

• Look behind the vehicle.

• Use backup cameras carefully, if available.

• Use a spotter when available.

• Back slowly.

• Stop if unsure.

• Get out and look if needed.

Most backing accidents are preventable.

Example

A backup camera may not show a low object, child, pet, landscaping, or traffic coming from the side. Employees must use mirrors, cameras, and direct observation.

Passengers

Only authorized passengers may ride in company vehicles.

Authorized passengers may include:

• Company employees

• Approved trainees

• Approved vendors or business guests

• Other passengers approved by management

Family members, friends, children, and pets are not allowed in company vehicles unless management gives specific approval.

Example

An employee may not pick up a child from school in a company vehicle unless management has specifically approved it.

Personal Use

Company vehicles are for company business unless management approves otherwise.

Employees may not use company vehicles for:

• Personal errands

• Side jobs

• Hauling personal items

• Moving furniture

• Weekend trips

• Towing personal trailers

• Transporting friends or family

• Going places unrelated to work

Example

Using a company vehicle on Saturday to haul mulch, pick up a grill, or help a friend move is not allowed unless management approves it in advance.

Side Work Is Prohibited

Employees may not use company vehicles, company tools, company parts, company fuel, company uniforms, company accounts, or company time for unauthorized side work.

Using a company vehicle for side work is a serious policy violation and may result in discipline up to and including termination.

Fuel Cards

Company fuel cards are for company vehicle fuel only.

Employees may not use company fuel cards for:

• Personal vehicles

• Food

• Drinks

• Tobacco

• Lottery tickets

• Gift cards

• Personal items

• Fuel for another person’s vehicle

• Car washes unless approved

• Any non-company purchase

Receipts may be required.

Example

Putting fuel in a spouse’s vehicle, personal vehicle, or friend’s vehicle using a company fuel card is theft, even if the employee planned to “pay it back later.”

Accidents, Property Damage, Injuries, Unsafe Driving Events, and Near Misses

All vehicle accidents, property damage, injuries, unsafe driving events, and near misses must be reported immediately to the employee’s direct supervisor or manager.

This requirement applies no matter how minor the incident appears.

Employees must immediately report:

• Major crashes

• Minor fender benders

• Backing into something

• Hitting a mailbox

• Scraping a parked vehicle

• Damaging a customer’s driveway

• Damaging landscaping

• Hitting a sign, fence, garage, or building

• Damage to company property

• Damage to another person’s property

• Injuries to employees, customers, passengers, pedestrians, or others

• Near misses involving unsafe driving or unsafe vehicle operation

• Damage found on the company vehicle

• Public complaints about unsafe driving

Employees should not leave the scene, make side agreements, promise payment, accept blame, argue, or delay reporting.

What To Do After an Accident or Incident

After any accident, property damage, injury, unsafe driving event, or near miss, the employee must:

1. Stop immediately.

2. Check for injuries.

3. Call 911 if anyone is hurt or if emergency response is needed.

4. Move to a safe location if possible and legal.

5. Notify the employee’s direct supervisor or manager immediately.

6. Take photos if it is safe to do so.

7. Exchange information when appropriate.

8. Cooperate with law enforcement, if involved.

9. Do not admit fault.

10. Do not argue.

11. Do not promise payment.

12. Do not leave the scene until appropriate steps have been completed.

13. Follow management instructions, including instructions regarding drug and/or alcohol testing if required.

Example

If an employee bumps a customer’s mailbox and it “doesn’t look too bad,” the employee must still report it immediately. Small damage becomes a much larger trust problem when management first hears about it from the customer.

Post-Accident Drug and Alcohol Testing

Because company vehicle use creates serious safety, liability, and insurance concerns, this Vehicle Use Policy includes specific post-accident drug and alcohol testing requirements for vehicle-related incidents.

Any company vehicle accident, personal vehicle accident while on company business, property damage incident involving a vehicle, unsafe driving event, near miss, or vehicle-related injury must be reported immediately to the employee’s direct supervisor or manager.

The incident may require drug and/or alcohol testing in accordance with the company’s Drug-Free Workplace Policy.

This may include, but is not limited to:

• Vehicle crashes

• Backing accidents

• Damage to a customer’s driveway, mailbox, garage, landscaping, or other property

• Damage to company property

• Damage to another person’s vehicle or property

• Injuries to employees, customers, pedestrians, passengers, or others

• Near misses involving unsafe driving or unsafe vehicle operation

• Incidents where drug or alcohol use may have contributed to the event

Employees are required to cooperate with post-accident testing when directed by management.

Refusal to test, delaying the test, leaving the scene, failing to report the incident immediately, or attempting to interfere with the testing process may result in discipline, up to and including termination.

Post-accident testing is not intended to punish employees for reporting injuries, accidents, property damage, near misses, or safety concerns. Employees are required to report all accidents, injuries, property damage, unsafe driving events, and near misses immediately.

Tickets and Traffic Violations

Employees must report any ticket, citation, or traffic violation received while driving a company vehicle.

Employees must also report any violation in their personal vehicle that may affect their license, insurability, or ability to drive safely for the company.

This includes:

• DUI

• Reckless driving

• Suspended license

• Major speeding violation

• Hit and run

• At-fault accident

• License restriction

• Any charge or violation that may affect driving privileges

The employee may be responsible for fines, penalties, or costs caused by the employee’s own driving behavior.

Example

A speeding ticket received while driving a company vehicle is the employee’s responsibility and may also result in company discipline.

GPS, Cameras, Telematics, and Driving Scores

Company vehicles may be equipped with GPS, dash cameras, telematics, driving score systems, or other safety and monitoring equipment.

These systems may track or record:

• Speed

• Location

• Seat belt use

• Harsh braking

• Fast acceleration

• Sharp turns

• Idle time

• Vehicle condition

• Possible crashes

• Driving behavior

• Camera footage, if installed

• Phone distraction, if supported by the system

These systems are used to protect employees, customers, the company, and the public.

Employees may not tamper with, disable, cover, unplug, damage, or interfere with any GPS, camera, telematics, or safety equipment.

Example

If a customer falsely claims that a technician was speeding through the neighborhood, GPS or camera information may protect the technician. If the technician was speeding, the same information may confirm the violation.

Idling

Employees should not leave company vehicles idling unnecessarily.

Idling wastes fuel, increases vehicle wear, and may appear careless to customers and the public.

Exceptions may include:

• Extreme weather

• Defrosting windows

• Safety needs

• Powering necessary equipment

• Manufacturer or job-related requirements

Example

Leaving a company vehicle running for 25 minutes while eating lunch is not acceptable unless there is a legitimate work-related or safety reason.

Road Rage and Public Complaints

Employees must remain calm and professional when driving.

Any public complaint about company vehicle operation may be reviewed by management.

Complaints may include:

• Speeding in neighborhoods

• Tailgating

• Cutting people off

• Running stop signs

• Unsafe lane changes

• Parking rudely

• Loud music

• Obscene gestures

• Aggressive driving

• Unsafe driving in school zones, parking lots, or residential areas

Employees are expected to stay professional even when other drivers are wrong.

Example

If someone calls the office and says, “Your truck almost hit me,” management may review GPS, camera footage, driving data, and speak with the employee.

Fatigue and Unsafe Driving Condition

Employees must not drive when they are too tired, sick, impaired, distracted, or otherwise unable to operate safely.

Signs that an employee may be too tired to drive include:

• Drifting lanes

• Missing turns

• Heavy blinking

• Nodding off

• Trouble remembering the last few miles

• Irritability

• Slow reactions

• Difficulty focusing

If an employee does not feel safe to drive, the employee must pull over safely and contact their direct supervisor or manager.

Example

After a long day, an employee who feels himself or herself nodding off must not “push through.” A scheduling problem is easier to solve than a crash.

Discipline

Violating this policy may result in discipline, up to and including termination.

Discipline may include:

• Coaching

• Verbal warning

• Written warning

• Suspension of driving privileges

• Removal from a company vehicle

• Reassignment

• Unpaid suspension

• Termination of employment

Serious violations may result in immediate removal from driving duties or termination.

Serious violations include, but are not limited to:

• DUI or drug-impaired driving

• Hit and run

• Texting while driving

• Holding or handling a phone while driving

• Reckless driving

• Letting an unauthorized person drive

• Driving with a suspended, expired, restricted, or invalid license

• Using a company vehicle for side work

• Using a company vehicle for unauthorized personal use

• Failing to report an accident immediately

• Failing to report property damage immediately

• Failing to report an injury immediately

• Refusing required drug or alcohol testing

• Delaying or interfering with required testing

• Misuse or theft involving a company fuel card

• Repeated speeding or unsafe driving

• Tampering with GPS, camera, telematics, or safety equipment

• Dishonesty during an accident, incident, or safety investigation

Good Company Drivers

A good company driver:

• Buckles up.

• Drives calmly.

• Leaves early enough.

• Keeps the vehicle clean.

• Reports problems.

• Protects the company’s reputation.

• Treats the public with respect.

• Secures tools and materials.

• Does not handle a phone while driving.

• Pulls over when attention is needed.

• Reports accidents and damage immediately.

• Understands that safety matters more than speed.

Real-World Situations

Situation 1: Dispatch Texts While You Are Driving

Wrong response: Read and answer the message while moving.

Right response: Wait until stopped or pull over safely.

The company does not expect employees to risk a crash to answer a message.

Situation 2: You Are Late to a Customer’s House

Wrong response: Speed and drive aggressively.

Right response: Pull over safely or wait until stopped, then notify dispatch so the customer can be updated.

A late arrival is fixable. A crash is not.

Situation 3: You Tap a Customer’s Garage Door

Wrong response: Decide it is “not a big deal” and leave.

Right response: Report it immediately to your direct supervisor or manager, take pictures if safe, and follow instructions.

Small damage becomes a big trust problem when hidden.

Situation 4: Your Vehicle Has a Warning Light

Wrong response: Ignore it for a few days.

Right response: Report it to your direct supervisor or manager before it becomes a breakdown or safety issue.

Situation 5: Someone Cuts You Off

Wrong response: Honk, tailgate, speed up, yell, or gesture.

Right response: Back off and let them go.

You are in a marked company vehicle. The public sees the company name before they see you.

Situation 6: You Need to Enter a GPS Address

Wrong response: Type while driving.

Right response: Pull over, park, enter the address, then continue.

No job is so urgent that it requires distracted driving.

Situation 7: A Friend Asks to Borrow the Vehicle

Wrong response: “Just this once.”

Right response: No.

Company vehicles are not loaner vehicles.

Situation 8: You Notice Tools Sliding Around

Wrong response: Keep driving because you are close to the next job.

Right response: Stop safely and secure the load.

Loose tools are dangerous and unprofessional.

Situation 9: You Are on a Hands-Free Call and Traffic Gets Heavy

Wrong response: Keep talking while merging, changing lanes, or looking for the customer’s address.

Right response: Say, “I need to focus on driving. I’ll call you back when I stop.”

Hands-free calls are only allowed when driving conditions are safe.

Situation 10: You Have a Minor Backing Accident

Wrong response: Hope no one notices.

Right response: Stop, report it immediately to your direct supervisor or manager, take photos if safe, and wait for instructions.

All accidents and property damage must be reported immediately, no matter how minor they appear.

Employee Acknowledgment

I understand that driving a company vehicle is a privilege. I agree to follow this Company Vehicle Use and Safe Driving Policy.

I understand that unsafe driving, distracted driving, phone use while driving, failure to report accidents or damage, misuse of the vehicle, refusal to cooperate with required testing, or other policy violations may result in discipline, loss of driving privileges, or termination of employment.

Employee Name: ______________________________________

Employee Signature: ___________________________________

Date: _______________________________________________

Manager Name: _______________________________________

Manager Signature: ____________________________________

Date: _______________________________________________

Vehicle Use Policy Agreement Print & Sign