Purpose

The purpose of this Vehicle Use Policy is to establish guidelines for the responsible use of company vehicles, including expectations for safe driving, maintenance, and conduct. This policy applies to all employees who operate a company vehicle, whether on company property, public roads, or for personal use when authorized.

Scope

This policy applies to all employees who are assigned company vehicles, including those who have take-home vehicle privileges. Employees who drive personal vehicles for business purposes must also comply with these guidelines appropriately.

General Vehicle Use Requirements

• Employees must have a valid driver’s license appropriate for the class of vehicle being operated.

• Employees must have a good driving record as required by the Company insurance carrier.

• Employees must follow all traffic laws and operate the vehicle in a safe and responsible manner.

• Vehicles must be used for company-related purposes unless otherwise authorized.

• Smoking, vaping, or using illegal substances in company vehicles is strictly prohibited.

• The use of mobile phones or other distractions while driving is prohibited unless utilizing a hands-free device.

• Seat belts must be worn at all times by drivers and passengers.

• Vehicles must be maintained in a clean and orderly condition.

• Any mechanical issues or damages must be reported immediately to the appropriate department.

Take-Home Vehicle Requirements

Employees who are assigned a take-home vehicle must adhere to the following additional guidelines:

• The vehicle is to be used for work-related activities only unless personal use has been explicitly authorized.

• The employee is responsible for ensuring the vehicle is parked securely at their residence.

• The vehicle must not be loaned to unauthorized drivers.

• The employee must ensure routine maintenance and servicing schedules are followed.

• Any incidents or violations while operating a take-home vehicle must be reported immediately.

Temporary Vehicle Use

Employees who require the use of a company vehicle on a temporary basis (e.g., for a single day or short-term assignment) must adhere to the following responsibilities:

• Obtain prior approval from management before using a company vehicle.

• Inspect the vehicle for any pre-existing damage and report findings before operation.

• Use the vehicle strictly for the assigned work-related purpose.

• Return the vehicle in the same condition it was received, including cleanliness and fuel levels as required.

• Immediately report any accidents, damages, or mechanical issues.

• Follow all general vehicle use policies outlined in this document.

Accidents and Liability

Maintaining a good driving record and practicing safe driving habits is a fundamental requirement of employment. Since every employee is required at some point to drive a company vehicle in the execution of their job, adherence to defensive driving practices and company vehicle policies is essential. If an accident occurs involving another vehicle, property, or any object (parked or otherwise), and the driver/employee is found to be at fault, the following disciplinary actions will be taken:

• The employee will be responsible for paying the insurance deductible associated with the claim.

• The assessment of fault will be determined by management based on a police report, camera footage, or other available evidence.

• Employees must use caution and defensive driving techniques to prevent accidents. Speeding, carelessness, and failure to use defensive driving behaviors will typically result in the driver being found at fault.

• A first at-fault accident will result in a written warning and mandatory remedial driver training. However, if the accident is determined to involve severe negligence or gross misconduct, termination of employment may be considered.

• A second at-fault accident will result in suspension of driving privileges for a period determined by management. If the accident involves severe negligence or gross misconduct, termination of employment may be considered.

• A third at-fault accident may lead to permanent revocation of driving privileges and possible termination of employment. If the circumstances involve severe negligence or gross misconduct, termination will be immediate.

• If an at-fault accident is caused by reckless behavior, intoxication, or gross negligence, immediate termination may be considered.

Transgressions and Poor Driving Habits

Transgressions include, but are not limited to:

• Speeding or reckless driving

• Failure to obey traffic signals and signs

• Operating a vehicle under the influence of drugs or alcohol

• Engaging in distracted driving (e.g., texting, eating, excessive use of infotainment systems)

• Failing to report accidents or vehicle damage

• Unauthorized use of a company vehicle

• Repeated mechanical neglect of assigned vehicle

• Tampering with the GPS tracking device installed in company vehicles

• Modifying the vehicle beyond its original configuration, including the cab, body, engine, or cargo area, without prior and written company approval

Levels of Transgressions and Progressive Disciplinary Actions

Disciplinary actions will be based on the severity and frequency of violations.

Mild Transgressions

Examples:

• Minor speeding violations

• Failure to maintain vehicle cleanliness

• Forgetting to report minor mechanical issues

First Offense:

• Verbal warning and review of the vehicle use policy.

• Mandatory safe driving course if applicable.

Second Offense:

• Written warning placed in employee file.

• Suspension of driving privileges for up to one week.

Severe Transgressions

Examples:

• Reckless driving

• Driving under the influence (DUI)

• Unauthorized use of company vehicles

• Tampering with GPS devices

• Unauthorized vehicle modifications

First Offense:

• Immediate suspension of driving privileges.

• Possible termination depending on the severity of the violation.

• Mandatory remedial driver training before reinstatement.

Continual Transgressions

Examples:

• Repeated violations of any category

• Pattern of unsafe driving

• Willful negligence in vehicle maintenance

Consequences:

• Extended suspension of driving privileges or permanent removal from company vehicle use.

• Possible employment termination if violations are deemed willful and hazardous to company liability.

Reduction of Disciplinary Actions

Employees may reduce the severity of disciplinary actions through the following:

• Completion of a defensive driving course approved by the company.

• Maintaining a violation-free driving record for a designated period.

• Demonstrating proactive vehicle care and compliance with policies.

• Submitting to periodic driving assessments to ensure policy adherence.

Vehicle Use Policy Agreement Print & Sign