PURPOSE

The purpose of this procedure is to outline the allocation and use of company supplied vehicles performing activities on behalf of the company.

PROCEDURE

The company will provide a company supplied vehicle where:

• It is required to perform company business;
• Any employee needs a vehicle to fulfil their duties, and their manager certifies that they cannot perform such duties without the full time assignment of a company supplied vehicle.
• A position has been identified by the company, at its sole discretion, as warranting the use or assignment of a vehicle.

ELIGIBILITY FOR ASSIGNMENT

All employees must possess a valid, unrestricted driver’s license for the type of vehicle they are driving in the state in which they are to be headquartered and must not have one that is revoked or suspended in any other state. They must also have an acceptable previous driving record and be physically fit to operate the vehicle.

TOOL OF TRADE VEHICLES

Only employees authorised by the company shall drive specialist tool of trade vehicles (vehicles other than passenger and light commercial vehicles). Such vehicles shall not be used for private purposes under any circumstances unless specifically authorised in writing by the company.

For a passenger and light commercial vehicle to be considered as a tool of trade vehicle, an annual total of 15,000 or more company kilometres should be a basic rule. Under no circumstances should a vehicle be assigned as tool of trade where business use is below 15,000 kilometres per year. There is also a requirement that vehicles be used a minimum of 15 days per month on company business. Department heads ultimately must approve all assignments.

Where authorised in writing by the company, such vehicles may be used privately by the employee. The employee’s partner may use the vehicle for private use when and where it is not required for company business.

Employees are not to use, or arrange, a substitute vehicle unless authorised by the company. Such substitutions can only be of the same or a superior specification and carry adequate insurance cover. If there is uncertainty as to what level that should be, the employee must immediately contact the company.

PASSENGER AND LIGHT COMMERCIAL VEHICLES

Company provided vehicles as part of an employment benefit package may be used privately by the employee. Where authorised in writing by the company, an employee’s partner may use the vehicle for private use when and where it is not required for company business.

Employees are not authorised to use a substitute vehicle for company business unless authorised by the company. Such substitutions will only take place where the company supplied vehicle is unavailable due to breakdown or maintenance requirements.

Without exception, substitute vehicles should only be another company supplied vehicle or a vehicle sourced from a short term lease/hire company such as a major car hire organisation.

Such car hire organisations will only be used with express authorisation from the company. Any vehicle hired will be of the same or a superior specification and carry adequate insurance cover. If there is uncertainty as to what level that should be, the employee must immediately contact the company.

In certain instances, an employee currently operating a company vehicle that is due to be replaced by a new vehicle may be required to accept a surplus vehicle that was previously operated by another employee.

The company vehicle may be driven ONLY by individuals having a valid driver’s license.

Unless otherwise authorised, the company vehicle may NOT be driven by relatives of employees, business associates, other employees of the Company or friends and acquaintances of the employee; however, such persons may be carried as passengers.

Additionally the company strictly prohibits the transport of a hitchhiker or stranger, the use or attachment of tow bars, trailer or any other device or use of the company car for other than basic transportation. The company vehicle is not to be used any business venture other than the company authorised business.

The company reserves the right to cancel an employee’s eligibility to drive on company business if the employee, in the opinion of the company, has a record of repetitive incidents, violations or extensive abuse of vehicles.

In such an event where the employee has been assigned a company vehicle they shall immediately relinquish possession of the vehicle.

Where the ineligibility of the employee to drive prevents them from performing an integral part of their job function, employment may then be terminated.

VEHICLE SELECTION

Eligible employees may select a vehicle from an approved list with equipment as specified. Employees may add options at their own expense.  However, additions will be limited to equipment that is classified as an appearance or convenience option, i.e. deluxe trim, deluxe interior, sports steering wheel etc.

If equipment is added, the employee must realise that it becomes the property of the company and remains with the vehicle.

COLOR SELECTION

Exterior and interior colours shall be in accordance with the manufacturer’s standard colour selections.