Employee Use of a Personal Vehicle

[Note to Business Owners/Managers: (Delete before publishing) The following example policy is for sample purposes only and should be read thoroughly before distributing to employees. If you wish to integrate the following policy or one that has been adapted from the language provided, be sure it has been tailored to fit your company’s unique needs and circumstances. Business owners and managers should incorporate reference to applicable and relevant state and local laws where necessary and appropriate.]

Employee Use of Personal or Rental Vehicles

Introduction and Scope. 

[If you have been assigned to complete a task that involves the use of a personal or rental vehicle, please be aware of the following policy. This policy applies to all employees who use a personal automobile to complete a task assigned to them by [the Company], including deliveries, sales calls, onsite client visits or other assigned errands.

Requirements for Participation. 

All trips made in your personal or rental vehicle during your shift must be approved by a manager. During the use of a personal or rental vehicle for the completion of [Company] tasks, you must comply with the following:

You must possess a valid U.S. driver’s license
Immediately report to your manager any driver’s license suspension or revocation
You must maintain appropriate insurance and registration that is up to date and in good standing at all times
You must observe all federal, state, and local traffic, safety, and vehicular laws
Report any medications (prescription or over-the-counter) that may reduce your ability to drive safely to your supervisor. You may be required to avoid driving until side effects are gone or you discontinue the medication. Driving while under the influence of alcohol or drugs present in your system is prohibited and grounds for disciplinary action up to and including termination
You must not use any electronic communication devices while operating a motor vehicle

You must notify [the Company] immediately if you believe you may be out of compliance with any of the above requirements.

Mileage Reimbursement. 

Employees will be reimbursed for mileage while driving their personal vehicles for all approved [Company] tasks. The reimbursement rate is subject to change. Please note that your mileage reimbursement covers following expenses you may incur as a result of driving your personal vehicle for the completion of [Company] tasks, including fuel, maintenance, vehicle insurance, and depreciation costs.

Reimbursement Submission. 

In addition to mileage reimbursements, employees are also eligible to receive reimbursement for all necessary and actually incurred parking costs or required road tolls. Please complete a log of your mileage for all [Company] tasks and submit your log [weekly] to [Manager / Finance Department] for reimbursement together with all receipts for parking and tolls. Reimbursement for approved costs will be remitted to the same bank account [the Company] has on file for your direct deposit. If you do not have a bank account on file, [the Company] will issue you a reimbursement check.

Injuries and Accidents. 

All injuries and illnesses are to be reported immediately to your manager. If your manager is not available, you should report the workplace injury or illness to ownership. Failure to report a workplace injury or illness in a timely and proper manner may limit your ability to obtain workers’ compensation benefits.

Upon reporting a workplace injury or illness, you will be required to complete a Report of Injury/Illness form.

[The Company] will arrange medical treatment for your workplace injury or illness with an authorized medical provider. It is your responsibility to attend all scheduled appointments.

It is the goal of [the Company] to work with the authorized medical provider to ensure that you are able to return to work as soon as possible. If the authorized medical provider restricts your work activities on a temporary basis, [the Company] will make every effort to provide temporary work accommodations within those restrictions.

You should be aware that workers’ compensation insurance does not cover injuries or illnesses that arise from voluntary participation in any off-duty recreational, social, or other activity that is not related to your normal job responsibilities.