HR Fleet Policy and Procedures

Ever had an employee whose performance wasn’t up to expectations, but you found it almost impossible (or very expensive!) to do anything about? The general answer is to ensure you have proper procedures in place to measure performance, provide feedback and training and clear set of rules and guidelines that the employee has seen and preferably signed. If you follow your procedures you should not fall foul of employment law.

Fleet Policy

Often-neglected parts of HR documentation are the terms under which a company vehicle is provided to an employee. Many employees fail to take proper care of their company vehicle knowing their employer will foot the bill. Without clear guidelines as to what is and is not acceptable, the employer has little or no recourse.

Examples of neglect:

Constantly “kerbing” the vehicle

Allowing oil and water levels to fall

Putting in the wrong type of fuel

Failing to keep the vehicle clean

Repeated collision damage

Missed or late services

All these examples will at best lead to a reduction in the value of the vehicle when it is eventually sold, at worst could cost the company thousands of pounds to rectify.

Fleet Procedures

In addition to the policy items referred to above, it is also advisable to have a written set of fleet procedures. These should tell drivers how your fleet is run and what to do and where to go in the event of a problem. If a copy is kept in each company vehicle it is always available to new or temporary users and you can ensure you comply with relevant Health and Safety legislation.

Examples of procedures:

Daily vehicle checks

Mileage and expenses claims

What to do in the event of a breakdown

What to do in the event of an accident

We can help you formulate or review your Fleet Policy and Procedures to ensure no employee can claim they do not understand their responsibilities. Fleet cost savings resulting from comprehensive Policy and Procedures are difficult to estimate, but they do exist, and are significant. In any event, if you have to use the document to enforce a disciplinary matter, or recover costs, on even a single employee the cost savings will more than cover the fees.