Part 3: How to Implement a Company Car Policy

Some businesses will throw caution to the wind and roll out their fleet policy in one hit. Whoosh. Done. Next job... Not exactly best practice behaviour.

When an employee receives and signs a company car policy, that is not “it”. In fact, policy wording is pretty useless in isolation, but support it with operational procedures and it can play a big part in instilling your business' principles.

How to Implement a Company Car Policy
How to Implement Company Car Policy Changes

Employee Buy-In To Your Company Car Policy Changes

Talk to your employees to gauge reactions and temper any concerns (particularly around vehicle and fuel preferences, grey fleet vehicles and mileage reimbursement). How do they see the fleet policy changes affecting their jobs? If you can get your employees on-side from the word go, your company car fleet policy roll out is far more likely to be successful and make positive change.

Most company car policies will involve approval processes around things like journey sign-off and vehicle choice. Careful thought should be put into who, when and how approvals take place: the target is to have a rigid and efficient process which doesn't hinder a manager's other duties. Everyone involved in fleet approvals should be made aware of their responsibilities and given support during the company car policy roll out to make sure the early stages go smoothly and there isn't any employee backlash; brazen or surreptitious.

How to Implement a Company Car Policy

Aligned Administration Procedures

From company car driver forms to mileage tracking, every fleet policy is supported with administration. There’s an argument to say that if there isn't adequate checking and monitoring of a policy, then the wording itself is meaningless.

How to implement a company car policy and operational procedures

Here are some processing questions to bear in mind as you write your fleet policy and procedures:

  • How are the company car policy clauses monitored/checked? (i.e. annual license checks, insurance updates)
  • Who is responsible for completing these checks and what support and/or resources do they need to do this well?
  • What happens if the policy isn’t upheld by an employee? (i.e. driver education, disciplinary action)

Driving Licence Checks

It is not enough for HR to have a photocopy of an employee's driving licence in a bygone induction file. Since that photocopy was taken, the licence could have been replaced/updated, had endorsements added, or the driver could have been temporarily or permanently disqualified.

It's best practice for an employee's driving licence to be checked against the DVLA database on a regular basis, at least annually. If a licence is found to have endorsements against it or if a driver has been disqualified, consider how the business should react.

(Remember, we offer driving licence checking under our risk management service.)

Regular Tyre Checks

Regular tyre checks are quick and easy. If tyres are inflated correctly and have good tread, you'll save fuel and your drivers will be far safer - especially in wet and wintry weather.

Like with licence checks, tyre policy wording should be backed up with supportive action from the business. It's good practice to send drivers tyre check reminders at regular intervals. For the convenience and safety your drivers some businesses even choose to arrange grouped tyre checks for a whole fleet - leased or otherwise. Annual conferences are the perfect opportunity for some en-mass fleet vehicle checking.

How to implement a company car policy | Operational planning

Fleet Policy ContINUED

Did you know this post is part of our Fleet Policy Blog Series? Rewind to Part 1: How to Write a Company Car Policy.