COMPANY VEHICLES POLICY TEMPLATE SOUTH AFRICA – LONG HAUL & CARGO
Summary A business that has company vehicles which it requires its staff to drive may make use of a Company Vehicles Policy – cargo & long haul.
Who should use a Company Vehicles Policy for cargo & long haul? If your business employs staff who is required to drive the Company’s vehicles, then an appropriate company policy should be used. The Company Vehicles Policy sets out the manner in which the employee is required to conduct him/herself whilst using company vehicles, including the driver’s responsibilities and reporting accidents and incidents.
This Policy includes the scenario where drivers are required to transport cargo and/or travel long journeys on Company business.
Also viewed: Company Vehicles Policy – light commercial
What does the policy say? The template Policy includes: Introduction; Responsibilities; Long haul journeys; Accidents or Incidents.
What does this policy look like? The sample Company Vehicles Policy can be printed onto four pages.
What do you need to do to use the Policy?
- Read the sample Company Vehicles Policy and adapt it for your requirements, where applicable.
- Distribute the Policy to staff, and ensure that the latest copy of it is available to employees at all times.
Feel free to browse the Policies & Procedures category on our website for more sample employment policy & procedure templates.
Also viewed: Employment Contracts Pack
Company Vehicle Policy Template South Africa – Long Haul & Cargo
Introduction
In South Africa, companies often provide their employees with company cars to carry out their duties efficiently. However, it’s crucial for organizations to establish clear guidelines and policies regarding the use of these vehicles. A well-defined company vehicle policy ensures the safety of employees, protects company assets, and complies with legal regulations. This article discusses the components of a comprehensive company vehicle policy template, covering various aspects such as driver requirements, vehicle use, accident procedures, maintenance, and more.
1. Understanding Company Cars
1.1 What is a Company Vehicle?
A company vehicle refers to a vehicle owned, leased, or assigned to an employee by their employer for business-related purposes.
1.2 Importance of a Company Vehicle Policy
A company vehicle policy sets the rules and expectations for employees who drive company cars, ensuring consistent standards and minimizing risks associated with vehicle use.
2. Driver Requirements and Responsibilities
2.1 Valid Driver’s License
All employees must possess a valid driver’s license appropriate for the type of vehicle they will be operating.
2.2 Clean Driving Record
Employees with a spot free driving record, free from major traffic violations and accidents, are eligible to drivea a company car.
2.3 Driving Ability and Restrictions
Employees must demonstrate the necessary driving skills and competence to safely operate a company car. Certain restrictions for employees with disabilities, such as wearing glasses while driving company cars, may apply based on legal requirements.
2.4 Reporting Accidents and Traffic Violations
Employees must promptly report any accidents or traffic violations involving a company vehicle to their supervisor and the HR department immediately. Reasonable accommodations should be made for employees with disabilities. The employee wull be liable for paying fines.
2.5 Accepting Responsibility
Employees must accept responsibility for any fines, penalties, or legal action resulting from traffic violations or accidents while using a company vehicle. It is the employee’s responsibility to ensure they abide by all vehicle and traffic laws whilst they drive a company car under the company car policy template.
An example would be to ensure that they do not leaave the company car unlocked, ensure that they arent violating vehicle laws and much more.
3. Vehicle Use and Restrictions
3.1 Authorized Use
A company car should only be used for official business purposes as authorized by the company. Authorization must be given to drive a company car under the company car policy template.
3.2 Personal Use Limitations
Employees should refrain from using a company car for personal use unless explicitly permitted by the company car policy.
3.3 Working Hours and Vehicle Use
Employees should use a company car strictly during their designated working hours unless there is an emergency or prior authorization from the supervisor.
3.4 Professional Use Only
A company car should be used exclusively for professional purposes, and employees must refrain from engaging in activities that may compromise safety or violate traffic laws.
4. Vehicle Maintenance and Safety
4.1 Periodical Maintenance
Employees are responsible for scheduling and ensuring the regular maintenance of a company car, including checking car fluids, tire pressure, and addressing any maintenance issues promptly.
4.2 Safe Driving Practices
Employees must adhere to all traffic laws, follow legal guidelines for exchanging information in the event of an accident, and maintain spot-free driving records.
4.3 Assigned Vehicle Security
Employees must take necessary precautions to secure a company car, such as parking in authorized areas and not leaving the vehicle unlocked or with the keys inside.
5. Accidents and Insurance
5.1 Reporting Accidents
In the event of an accident involving a company vehicle, employees must report the incident to the supervisor and the HR department immediately, providing all necessary details.
5.2 Insurance Coverage
A company car should be covered by a reliable insurance provider to ensure proper coverage in case of accidents or damages.
5.3 Disciplinary Consequences
Employees who violate the company vehicle policy or fail to comply with legal guidelines may face disciplinary consequences, including potential termination.
Frequently Asked Questions (FAQs)
- Can employees drive a company car without a driver’s license? No, employees must possess a valid driver’s license appropriate for the type of vehicle they will be operating. Driving without a valid license is strictly prohibited.
- What should employees do if they are involved in an accident with a company vehicle? In the event of an accident, employees must prioritize their safety and the safety of others involved. They should follow the necessary legal requirements for reporting accidents, exchange information with the parties involved, and immediately inform their supervisor and the HR department.
- Can employees use a company car for personal purposes? Unless explicitly permitted by the company’s policy, employees should refrain from using a company car for personal use. The primary purpose of the company car is for official business-related activities.
- Who is responsible for the maintenance of a company car? Employees are responsible for scheduling and ensuring the regular maintenance of such company car. This includes routine checks of car fluids, tire pressure, and addressing any maintenance issues promptly. Any significant repairs should be reported to the supervisor or the designated department responsible for vehicle maintenance.
- What are the consequences for violating the company vehicle policy? Violations of the company vehicle policy, such as unauthorized use, reckless driving, or failure to report accidents, may result in disciplinary action. Depending on the severity of the violation, consequences may range from verbal warnings and additional training to suspension or even termination of employment.
- Are company vehicles insured? Yes, company vehicles/ company car should be covered by a reliable insurance provider. The insurance coverage ensures that in the event of an accident or damage, the necessary financial protection is in place.
- Can employees make modifications or alterations to company vehicles (company car)? Employees are prohibited from making any modifications or alterations to company vehicles or a company car without prior written approval from the appropriate department or supervisor. This includes changes to the vehicle’s appearance, performance, or any other modifications that may impact its safety or compliance with legal regulations.
- What should employees do if they notice any issues or defects in a company vehicle? Employees should immediately report any issues or defects observed in a company vehicle to their supervisor or the designated department responsible for vehicle maintenance. Prompt reporting helps ensure the safety of all employees and prevents further damage to the vehicle.
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