PURPOSE

The purpose of this procedure is to outline the permitted personal use of company supplied vehicles.

PROCEDURE

The personal use of a company vehicle assigned to an individual employee is allowed, subject to certain limitations. Driving rights are limited to the employee and their partner where that partner holds a valid driver’s licence.

Extending this right to a dependent requires the approval of a corporate manager. The cost of fuel and travel expenses for personal use is not to be charged to the company.

ELIGIBILITY

A company car may be used for vacation to a reasonable extent (1,000 kilometres). Prior permission must be obtained from the manager. Pool cars may not be used for vacations.

Operating expenses including fuel, oil, parking, tolls, etc. will not be reimbursed when the car is used for vacation.

PERSONAL USE OF COMPANY VEHICLE

The use of a company car assigned to an individual employee is allowed subject to local management not requiring the use of the car during that period.

Personal use of the company vehicle is restricted to within a radius of 1,000 kilometres of the employee’s headquarters point. For travel beyond a 1,000-kilometre radius of the headquarters point, the employee must secure the approval of their immediate supervisor.

The only passengers authorised to travel in a company vehicle on personal use are company employees, members of their family and their friends.

Prior to personal use, supplies, stock and equipment must be removed and stored in a secure place. Employees are solely responsible for merchandise and material stolen while the company vehicle is being operated for personal use.

Driving rights are limited to the employee and their partner. Extending this right to a dependent requires the approval of a corporate manager. The cost of fuel and travel expenses for personal use is not to be charged to the company.

Unauthorized individuals should not be permitted to drive the company vehicle at any time. Should an unauthorised individual be allowed to drive the company vehicle, the representative to whom the vehicle is assigned will be held financially responsible should there be any type of incident.

If the driver (employee or eligible family member) of a vehicle has an unusually high number of incidents or traffic violations the company reserves the right, at its sole discretion, to restrict or withdraw driving privileges from any or all of them.

Personal use of the company vehicle during any suspension or revocation period will be cause for dismissal.

NON-BUSINESS RELATED INCIDENTS

In any and every non-business incident, the driver will be responsible for the first one thousand dollars ($1,000) of repair costs charged to the company for that vehicle.

This amount, in the form of a cheque made payable to the company, shall be collected by the manager and forwarded to the office responsible for risk management.

If an employee allows someone other than a person authorised by the company to drive the company vehicle without the approval of a corporate manager, and that individual is subsequently involved in an incident, the employee will be required to make immediate payment for the damage or to reimburse the company for the total amount of the damage.

If an unauthorised driver is involved in an incident that results in a third party liability claim, the employee to whom the vehicle is assigned will be subject to a penalty equal to the value of the claim up to a maximum of $5,000.