What Fleet Safety Policies Should Cover

To update your company’s safety policies regarding the assignment and use of company vehicles in compliance with today’s standards and changes, consider the following guidelines:

1. Who — Employee Eligbility: 
   • Assigned Vehicles: Only employees whose job roles explicitly require the regular use of a vehicle for business purposes will be assigned a company vehicle.
   • Candidate Evaluation: Candidates must undergo a thorough driving record check and demonstrate a history of safe driving practices.
   • Ongoing Review: Existing employees with access to company vehicles must maintain a clean driving record, undergo regular driving assessments, and complete safety training.
2. When — Permitted Use:
   • Business Use: Employees may use company vehicles strictly for business-related activities, including travel between job sites, client meetings, and other company-approved events.
   • Personal Use: Personal use of company vehicles is prohibited unless specifically authorized in writing, with clear guidelines on the extent and limits of such use.
   • Expense Coverage: The company will cover expenses for fuel, maintenance, insurance, and necessary tolls incurred during approved business use.
3. What —​ Vehicle Specifications: 
   • ​​Approved Vehicles: Only specific makes and models that meet company safety standards and are deemed appropriate for the job function will be assigned. These vehicles must be equipped with the latest safety features, including advanced driver assistance systems (ADAS), GPS tracking, and telematics for monitoring vehicle usage and safety.
   • Special Equipment: Vehicles may be equipped with additional safety or work-related equipment as necessary for specific job functions.
4. Where —​ Geographical Limits: 
   • Business Use: Vehicles may be operated within designated regions or territories as specified by the company. Any travel beyond these regions requires prior approval.
   • Personal Use: If personal use is permitted, it must be within a specified radius from the employee’s home or work location, and any travel beyond this radius requires company authorization.
5. Why — Justification for Assignment: 
   • Job Function Necessity: Company vehicles are provided to employees whose roles involve frequent travel for business purposes, transporting equipment or goods, or client interactions that require mobility.
   • Personal Vehicle Usage: The company may require employees to use their personal vehicles for business purposes only in exceptional cases and will provide reimbursement for mileage according to company policy.
6. How — Vehicle Management: 
   • Acquisition: Vehicles will be acquired through approved vendors, ensuring compliance with safety and environmental standards.
   • Maintenance: Regular maintenance and inspections will be scheduled and managed by the company’s fleet management team. Employees must report any issues or needed repairs promptly.
   • Repairs: In the event of an accident or breakdown, employees must follow the company’s protocol for reporting the incident and arranging for repairs through approved service providers.

These policies ensure compliance with current safety standards and legal requirements while promoting responsible use and management of company vehicles.

To update the key elements of safe driving policies to comply with today’s standards and changes, the following guidelines can be implemented:

1. Seat Belts
   • Mandatory Use: All company drivers and passengers must wear seat belts at all times while the vehicle is in motion. This includes the use of properly fitted child restraint systems where applicable. Failure to comply will result in disciplinary action.
   • Pre-Drive Check: Drivers are responsible for ensuring all passengers are properly buckled up before starting the vehicle.
2. Mobile Phones 
   • Strict Prohibition: The use of mobile/cell phones while driving is strictly prohibited, regardless of whether the device is hands-free. This includes making or receiving calls, texting, browsing the internet, and any other form of device interaction.
   • Navigation Exception: The only exception is the use of navigation apps, provided that the route is set up before the journey begins and the vehicle is safely parked. The use of voice-activated navigation features is allowed if the vehicle is equipped with such technology.
3. Defensive Driving 
   • Defensive Driving Mandate: Drivers are required to practice defensive driving techniques, which include anticipating potential hazards and being prepared for unexpected actions by other road users.
   • Intersection Protocol: When approaching intersections, even those controlled by traffic signals or signs, drivers must ensure that it is safe to proceed by verifying that other drivers are obeying traffic controls.
4. Accidents 
   • Crash Review Process: All crashes involving company vehicles are subject to a thorough review by a committee consisting of representatives from HR, fleet management, risk management, and legal departments.
   • Assessment Criteria: The committee will assess the incident to determine whether the driver followed defensive driving/crash avoidance techniques, and whether any safety violations occurred. The focus is on determining “chargeable” responsibility rather than fault, emphasizing the importance of preventive measures.
   • Corrective Actions: If a driver is found to have violated safety policies or failed to employ defensive driving techniques, appropriate corrective actions, including retraining or disciplinary measures, will be implemented.

These policies are designed to enhance safety, reduce liability, and ensure compliance with the latest regulatory standards and industry best practices. Fleet managers, HR, or Risk Management should review and update their policies annually to ensure they remain current and effective.

Last, incentives and sanctions should include the following key elements:

Incentives

1. Recognition Programs
   • Safe Driving Awards: Acknowledge and reward drivers who maintain a clean driving record over a specified period (e.g., annually). Awards can include certificates, plaques, or public recognition.
   • Driver of the Month/Year: Highlight exemplary drivers who consistently demonstrate safe driving behaviors.
2. Monetary Incentives
   • Bonuses: Offer financial bonuses for drivers who meet or exceed safety goals, such as a set number of accident-free miles or years.
   • Gift Cards/Vouchers: Provide gift cards or vouchers as rewards for safe driving performance.
3. Non-Monetary Incentives
   • Extra Time Off: Grant additional paid time off for drivers who consistently adhere to safety protocols.
   • Professional Development: Offer opportunities for advanced training or professional development as a reward for safe driving.

Sanctions

1. Disciplinary Actions
   • ​Verbal/Written Warnings: Implement a progressive disciplinary system, starting with verbal warnings for minor infractions, followed by written warnings for repeated or more serious offenses.
   • Suspension: Temporarily suspend driving privileges for drivers who commit severe safety violations or accumulate multiple infractions.
2. Monetary Penalities
   • ​Fines/Deductions: Impose fines or deductions from bonuses for safety violations, such as traffic violations, accidents, or failure to comply with company safety policies.
3. Corrective Actions
   • Retraining: Require drivers to undergo additional safety training or defensive driving courses if they violate safety policies or are involved in preventable accidents.
   • Probationary Periods: Place drivers on probation, during which their performance is closely monitored, and any further violations could lead to more severe consequences.​
4. Termination
   • ​Dismissal: In cases of gross misconduct, such as reckless driving, DUI, or repeated serious safety violations, termination of employment may be warranted.
5. Performance Reviews
   • ​Regular Evaluations: Conduct regular performance reviews that include an assessment of driving safety. This can influence decisions on promotions, raises, and continued employment.
6. Monitoring and Feedback
   • ​Data Tracking: Use telematics and other monitoring tools to track driving behaviors and incidents, providing objective data for determining eligibility for incentives or the need for sanctions.
   • Feedback Mechanisms: Establish channels for drivers to provide feedback on the safety policy and suggest improvements, fostering a culture of continuous improvement in driver safety.

These elements create a balanced approach that motivates safe driving behavior through positive reinforcement while also clearly outlining the consequences of unsafe actions.

Editor’s Note: This article was originally published in March 2020 and was updated on September 12, 2024, for continued relevancy.