USE OF SHORT TERM/RENTAL VEHICLES
If for some reason the company supplied/authorised vehicle is inoperable, the employee should contact their manager for a possible loan vehicle. Should a replacement vehicle not be available, the employee will be authorised to rent a vehicle. Under no circumstances should an employee use an unauthorised private vehicle or borrow a vehicle to use on company business.
Authorisation must be obtained prior to renting a vehicle. On renting you must ensure that the rental vehicle is not subject to any contractual restrictions that may not fit the purpose for which it will be used. Violations of the restrictions in the contract may invalidate the insurance coverage afforded by the contract.
In order to protect the employee as well as the company, the vehicle must be the same or similar to the one it is temporary replacing and must be judged as being ‘fit for the purpose’ for which it will be used.
The correct level of insurance must be taken out and all insurance waiver options and excess reductions must be taken.
The vehicle must be visually checked the over and any dents, scratches, etc. on the vehicle brought to the attention of the representative of the rental company to avoid dispute when the vehicle is returned. The mileage reading on the odometer must be recorded on the rental agreement and should be verified when the vehicle is returned.
No person may drive the car unless they are a signer or co-signer of the rental agreement and the use of such rented vehicles must be limited to business driving and routine personal driving by the employee only. No personal trips, including vacations, may be made with rented vehicles.
The copy of the rental agreement must be provided to the supervising manager on completion of the hire.