Take-Home Vehicle Policy Example - fleetanswers.com

1 [Author Name] [Type the abstract of the document here. The abstract is typically a short summary of the contents of the document.] [ C o m p a n y A d d r e s s ] take home Vehicle Policy Example take home Vehicle Policy Operating Procedures Consultant: _____ Review/Revision Date: _____ take home Vehicle Assignments The assignment of Take-Home vehicles to improve work efficiencies and expedite emergency response is an acceptable practice only if any one of the following acceptable eligibility requirements and conditions are met by the assignees: Must be designated as on-call or emergency call-out personnel with responsibilities for maintaining electric and gas system reliability on a 24-hour, 7 day a week basis. Must travel in excess of 500 miles weekly and 25,000 miles annually to other Company business locations outside of their immediate location ( town/city).

2 Are dispatched directly from their homes during normal work hours to various locations within 30 miles of their personal residences. Individuals who live in excess of 30 miles from 10% or more of their dispatch assignments are not eligible for a Take-Home Vehicle assignment. Work at job locations that are off the main roads and difficult to access in personal vehicles during winter months ( requires a 4X4 Vehicle ). Assignments of this nature would be seasonal and at the discretion of the area Vice President. In all cases where a Take-Home Vehicle is assigned, the assigned driver shall operate the Vehicle in strict accordance with the Ground Transportation Policy 406, Do the Right Thing and any other applicable policies, procedures and guidelines. Employee s assigned Take-Home vehicles will be liable for all associated taxes in accordance with the law and as described in the Tax Policy Related to Personal Use of Company Vehicles unless exempted because their job responsibilities specifically identify call-out responsibilities.

3 Take-Home Vehicle authorization requires the written approval of an area Vice President and must be documented on the Fleet Take-Home Vehicle Assignment Authorization form. When the Take-Home Vehicle status changes for an individual, due to changes in job responsibilities that no longer meet the assignment criteria, it is incumbent upon area management to alert Fleet Operations within two weeks of that change so that fleet records can be updated. Compliance DOT Federal Motor Carrier Safety Administration regulates the operation of commercial motor vehicles by those who possess a CDL as well as the employers that use such drivers. Definitions Acceptable Driver Any Company driver who has an Acceptable Driving Record and valid drivers license for the type of Vehicle being operated. A current medical certificate is also required for CDL holders. Acceptable Driving Record An Acceptable Driving Record, when reviewed by the Company or its agent, is one that: Existing Company Employees: No more than one (1) major violation during the past three (3) years from the review date and/or, No more than three (3) total violations during the past three (3) years from the review date.

4 Additionally, if points are assigned by NM-MVD for the violations noted in this paragraph, the point total cannot exceed 8 points for Class D licenses and 4 points for those who possess a CDL. After January 1, 2001, a Company driver with a Driving Under the Influence (DUI) on his or her record must meet the following condition to remain in the Acceptable Driving Record status and to drive for Company business: A Driver with only one (1) DUI on his or her record obtained before 2001, who obtains a second DUI after January 1, 2001, must sign and comply with a Driver Specific Plan. An additional DUI conviction/citation places the driver into a Disqualified Driver status. All other Company drivers including applicants, contract and temporary workers: No major violations during the past three (3) years from the review date; or, No more than two (2) minor violations during the past three (3) years from the review date.

5 Note: Acceptable Driving Record information may be obtained by collecting information from NM-MVD, or the driver s court records or both. Industrial Hygiene/Loss Control obtains NM-MVD records and the Law Department obtains court records. At Risk Driver A driver who has an Acceptable Driving Record but who has a record of moving traffic violations on his or her driving record within the past three (3) years. Company Company X or any of its affiliates. Company Driver Any driver (Company employee, temporary worker, or contractor) who drives a Company or personal Vehicle for Company business Company Vehicles A Company Vehicle includes any Company owned, leased, or rented Vehicle , or any personal Vehicle driven by an employee or worker while conducting Company business, with the prior approval of management. Disqualified Driver Drivers or applicants that, unless under a Driver Specific Plan: Do not have acceptable driving records; Have more than two (2) Preventable Vehicle Accidents as determined by the Company Vehicle Accident Review Committee (VARC) or the Root Cause Accident Analysis Process.

6 Have a DUI/DWI citation or conviction and have not complied with the Company Drug and Alcohol Program assessment s requirements; or After January 1, possesses two (2) or more DUI violations/citations that are posted on their record resulting in permanent driving disqualification for Company business. Only Senior Vice President approval allows these drivers to drive for Company business again. Driver Specific Plan An agreement signed by the Company driver and his or her supervisor when the driver s record places the driver in the at risk or disqualified driver status. The plan places actions for the driver to meet and consequences the Company must administer for non-compliance. Major Violation Includes any moving Vehicle violation that the NM-MVD would assign six (6) points or more per violation including DUI/DWI or those that are defined by DOT Federal Motor Carrier Safety Administration as serious traffic violations for CDL holders who operate a commercial motor Vehicle .

7 Management Management who has responsibility for the driver. Minor Violation Any moving Vehicle violation that is not classified as major and that MVD would assign five (5) points or less to a driving record. Unacceptable Driving Record A driving record that does not meet the criteria as defined as an Acceptable Driving Record above. APPROVAL/RESPONSIBILITY Approval will be made by the Senior Vice President of People Services and Development. General Services-Industrial Hygiene/Loss Control will have responsibility to update the Policy as necessary including assuring Policy approval, revision, and communication related to this Policy . EXCEPTIONS An applicant for employment with a single DUI on his or her record or who exceeds the acceptable number of moving Vehicle violations can be offered a position only with Senior Vice President approval.

8 Affected applicants must sign a Driver Specific Plan and provide documentation showing completion of DUI court requirements as a condition of employment.