Reduce Your Costs and Risks by Crafting a Comprehensive Fleet Policy
Is it time to get your company’s fleet policy in shape?
If you manage a vehicle fleet, you know two things for sure. One, having a sound fleet policy is essential. And two, creating a comprehensive fleet policy is difficult and time consuming.
Yes, a comprehensive fleet policy helps you control costs, reduce risk and legal liability, stay in compliance with government regulations, and plenty more. But how can you be sure that your fleet policy reflects your specific needs and objectives? How can you be sure that your organisation’s fleet objectives are aligned with your broader business objectives, whether growing revenue, controlling costs, attracting and retaining the best employees, or reducing environmental? By following a step-by-step guide.
The Fleet Policy Guide from CLM shows you step-by-step how to craft a comprehensive fleet policy.
This guide describes the key sections that you must consider for your fleet policy. It then guides you through a series of questions that help you define the right policies for the unique requirements of your business. Included in the guide are some useful links to government and other resources.
Align your fleet objectives with your broader business objectives
Decide which employees are eligible for a company vehicle, and what type of vehicle
EXPLAIN & ASSIGN RESPONSIBILITIES
Describe the responsibilities of everyone in your organisation who manages your fleet
Detail the practical steps you will take to meet your health & safety responsibilities
VEHICLE QUOTES, ORDERING, DELIVERY & RETURNS
Document the process for managing the acquisition and eventual return of company vehicles
USE OF SHORT-TERM/ HIRE VEHICLES
Define your policy on vehicles allocated for short-term use, including pool vehicles and short-term hire vehicles
Take your duty of care seriously by documenting how private vehicles may be used for business
Describe how employees claim fuel expenses, and how they are to use fuel cards
Document your process for booking routine services and repairs for company vehicles, and define situations when drivers will incur the cost of repairs
Describe the process your employees must follow in the event of an accident while using a vehicle for business
Describe your employees’ responsibility for paying charges and fines, and the consequences of not doing so
Document the process employees must follow if they operate a vehicle for business in another country
INSURANCE & AUTHORISED DRIVERS
Outline the cover and limits of your organisation’s vehicle/fleet insurance
COMPANY VEHICLE RELATED TAXATION
Help your employees understand the tax implications of using a company vehicle and of their choice of car
Document the process for handing back a vehicle in the event of termination, promotion or extended leave
Describe the steps you will take to reduce the environmental impact of your fleet