Implementing a Fleet Safety Program
Supervisor Obligations
Supervisors play an essential role in carrying out a fleet safety program.
For a program to work, supervisors must
- Ensure that employees are familiar with and adhere to all aspects
of the fleet safety program
- Maintain a list of all current drivers and their drivers' license
numbers
- Conduct an annual review of all drivers' records
- Familiarize employees with new vehicles and ensure that they are aware
of and understand any unique features of the vehicles
- Investigate accidents involving department vehicles
- Ensure that employees attend all required driver education programs,
including refreshers.
Disciplinary and Other Policies
You must have a disciplinary policy to take action against employees who
commit violations of the fleet safety program. Where applicable, other
policies may have bearing on the situation. These may include policies
on:
- Drug and alcohol use
- Motor vehicle accidents, or
- Unacceptable driving records.
You may also want to consider including a provision in your disciplinary
policy that requires employees who commit violations to attend a course
designed to improve individual driving skills. Of course, this should
be used only for violations and employees that don't warrant immediate
termination.
Policies Regarding Personal Vehicles
A policy should also address employee use of personal vehicles. Generally,
employees should not use their personal vehicles to do company business
if there is a motor vehicle available in operating condition that isn't
being used. But occasionally, employees may have to use their personal
vehicles to perform their duties. To reduce the potential for accidents,
injuries and liability, employees should follow the same practices as
outlined for the operation of company-owned vehicles. In addition, your
program should outline these particulars:
Insurance
Employees who expect to drive their personal vehicles for company business
must show that they have automobile insurance in force. They should maintain
at least the state-mandated minimum liability coverage, but should be
urged to carry a higher liability level along with collision and comprehensive
coverage.
Accidents
In the event of an accident involving an employee's personal vehicle,
the employee should
- Follow their insurance carrier's procedures for reporting the accident
and obtaining information
- File an Incident Report with the supervisor, and
- If injured, file an Employee Injury Report according to the company's
policy.
Mileage claims
Your plan should address whether employees are to claim mileage from their
federal income taxes or to be reimbursed by the employer at the prevailing
IRS rate. Thus deductibles and claims for vehicle damage that are not
covered by the employee's insurance policy are the responsibility of the
employee. The thought here is that the mileage deduction/allowance is
intended to cover most if not all expenses involved in the operation of
an automobile. Any exceptions may be considered on a case-by-case basis
and should be careful not to set a precedent.
Conclusion
Employees who operate a motor vehicle for your company should be seen
not only as a driver but also as a company representative. Therefore,
employees must make a conscious effort to drive courteously, maintain
alertness and obey all traffic laws and rules of the road. Making sure
they do will help your drivers stay safe and enhance the image of your
organization.
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