The Car Policy is the set of rules for the use of a company car.

In practice, it is a contract between the employee and the employer which precisely defines the rights and obligations of both parties for a company car.

This contract is not legally binding but it appears to be very important when a fleet exceeds 50 vehicles.

According to the leasing company Arval, 95% of large firms and 83% of medium-sized enterprises in Belgium have a Car Policy. For companies with less than 100 people, only 48% would have implemented it.

Few SME managers have a clear vision of their fleet. They do not have the resources or the need of having a full time fleet manager or a dedicated and expensive fleet management tool. To limit the financial and administrative surprises and/or conflicts with users, we recommend some elements for your car policy.

• Status of users
• Attribution rules
• Change of models
• Geographical limitations of the vehicle (Belgium, Europe ...)
• The objectives in terms of sustainable development
• May another user (colleague, spouse ...) drive the vehicle?
• Restrictions (contests, driving lessons, rental, driving under the influence of alcohol or drugs ...) with a commitment to the driver’s responsibility
• Safety rules
• L’avantage en nature (Who is liable, how to calculate it ...)
• Framework for private use?
• When does the employee receive his car?
• If the employee leaves the company, is ill or change function?
• How long and how many km/year allowed as part of its mission?
• Automatic renewal?
• Details of insurance coverage for accidents
• For more than three accidents, replace by a lower class vehicle
• Lock in Car Policy payment procedures franchise by employees. A policy "Who breaks, pays."
• Maintenance policy (cleaning, maintenance...)
• Tire policy (summer/winter)
• Procedure in case of breakdown or accident
• Procedure in case of theft or vandalism
• List of garages
• The fuel limitations
• Review regularly the car policy.

Once these rules are set up, regularly check their application by the person in charge.

Remember also to establish a Car Scheme, a grid which includes the brands, models and options made available to employees. Whenever possible, minimize the choice to:

• Negotiate better conditions from one or two manufacturers
• Manage more easily the car pool
• No jealousy among colleagues

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Categories : Advices | Tags : Car Fleet | 1 commentaire associé