you can download the car policy below.
For companies it is advisable to have a car policy and a car transfer agreement. The car policy regulates the guidelines for vehicle use in the fleet. In addition to reducing fleet costs, clear regulations on usage, liability and safety issues reduce the potential for operational conflicts. Because if a car policy is not in place, envy and discussions among the employees can arise.
Definition car policy
One employee would like to have a mercedes, the other a sports car, the third is satisfied with a polo car. And then there is also the question of whether you are allowed to drive the car privately and who pays for the damage in the event of an accident? The employer? The employee? Or both sides share the cost of damages? Here you need a crystal-clear company car policy – the so-called car policy. It regulates the general handling of the companies’ vehicles – and also who is allowed to drive which car. Often the car policy is also referred to as the fleet policy. Because the car policy usually refers to the complete vehicle stock in the fleet.
Set company car policy with car policy
Although the car policy is considered the central action framework for the fleet, almost one in three companies with their own vehicle fleet foregoes its use, according to a study by a market research firm. This is incomprehensible, because depending on the employee’s position, the entitlement and costing for a vehicle can change quickly. The car policy is therefore an important instrument for ensuring that vehicle allocation is transparent for employees and follows clear rules. The fleet manager, on the other hand, knows from the company car policy what costs he will have to bear. The core of the car policy is the range of vehicles and their equipment and engine features. Different groups of employees can choose between certain vehicle models and their equipment. As a result, a car policy can often reduce fleet costs through better purchasing conditions thanks to larger unit numbers, and streamline administrative processes.
Differentiation between the car policy sample contract and the company car transfer contract
The car policy pattern
Download a sample car policy agreement here& Use in the fleet!
This is why the car policy is so important
A car policy first defines the various requirements groups for the provision of company cars. This means that the company car policy specifies exactly which employees have access to which vehicles or can even be given their own company car. There may be special rules for different departments or groups in a company, if necessary. For example, managers often receive different vehicles than normal employees. Furthermore, the type of use of the vehicle is also described precisely in the car policy. Supplementary points define how the vehicle is to be maintained and how wear and tear is to be dealt with. If the topics within the company car policy are covered precisely, there are fewer points of contention afterwards. A car policy thus offers both the vehicle owner and the driver of the company car internal security and orientation. The vehicle owner is usually the company management or an appointed fleet manager.
Configuration eats up time
Among compact cars, the most popular company cars include z. B. the skoda octavia combi 1.6 TDI and volkswagen golf 1.4 TGI, in the mid-range the VW passat variant GTE. The car policy regulates which vehicle the employee ultimately receives. There are some companies that give employees free rein in configuring their vehicles. If the scope is too large, the choice can have a major impact on costs. The longer the employee spends configuring the vehicle, the more working time is lost. As a rule, employees spend around 30 hours equipping their vehicles – during working hours. To prevent this, fleet managers should define a model selection, i.e. a type of vehicle range including equipment and engine features, in the car policy. Depending on the defined employee group, the company car policy can then offer a number of vehicle models and equipment options. In this way, certain vehicle types with a predefined equipment and motorization can be specified in the car policy.
Increasing safety in the fleet with a car policy
Compliance with accident prevention regulations (UVV) is an important measure to ensure safety in the vehicle fleet and, in particular, the well-being of the employees. It is therefore also possible to include common safety rules in the car policy. If an accident occurs despite compliance with the accident prevention regulations, the car policy can be used as evidence to avoid accusations of gross negligence.
Design elements in the car policy
The design areas in the sample company car policy should first of all include the manufacturers under consideration with the corresponding vehicle models. This also includes the classification of types, equipment, possible optional extras and modes in the car policy. The provisions in the company car policy regarding payment and contractual options, such as leasing options, are important. In addition, fleet managers should also offer the option of an additional payment in this context. In addition, a regulation on subsequent changes, such as conversions, must be made.
Holding period in the company car policy
The key feature of the company car policy is the holding period of the vehicle. For this purpose, fixed rules should be established, which are, however, flexible enough to allow economic aspects to be determined individually at the time of delivery itself. For example, delivery and order situations during the upcoming vehicle changeover due to notified new vehicle models can lead to the selection of a specific point in time for the end of the holding period. However, the economic developments on the used car market are also an aspect that should be incorporated into the company car policy by dispensing with a fixed date for the handover and incorporating alternatives. Typically, time, mileage and maximum mileage can be incorporated into the company car policy. At the same time, this regulation can always be placed under an employer’s reservation, which provides for an appropriate adjustment if, for example, the economic situation of the company so suggests.
The 10 most important components
The following ten important elements should be included in the company car policy. Depending on the individual focus of the company, the car policy can also cover topics such as sustainability, image or economy. Each car policy sample PDF can be designed to fit the company’s individual strategy patterns and should therefore be written accordingly by the company itself. Care should always be taken to ensure that the strategy points in the company car policy are complete. Furthermore, the group of authorized persons of a company should always be precisely defined in the policy. This creates clarity for all employees and preserves satisfaction.
The most important points
Company cars are generally a costly undertaking, and there are consequential costs associated with them. In accordance with the company calculation, the maximum purchase price or leasing rate should be specified as a clear rule in the company car policy. Manufacturers and models should also be specified. In addition, the company car policy must clearly define the extent to which the vehicle may also be used for private purposes. An example of such a regulation can be found in the car policy sample PDF at the top of the article. If a sustainable vehicle fleet is desired, a corresponding rule must be included in the company car policy that certain types of fuel are not available for use.
Company car policy example: what should be in the car policy
The car policy should cover all important facts and situations relating to the company vehicle. Employees and fleet managers must be able to determine who must pay attention to what and who has which tasks. It is not uncommon for legal factors, safety precautions in accordance with accident prevention regulations, or ecological aspects to play a central role in the car policy. At a minimum, the company car policy should cover the following points:
1. Who may use the company car?
When a company car is handed over, the question often arises as to whether family members are allowed to use the vehicle. The car policy should regulate this in detail.
2. Within what framework may the company vehicle be used??
Employees may not always automatically drive a company car privately. If a ban on private use is included in the car policy, the employee may only drive the vehicle for company purposes.
3. How long may the company car be used? Is the handover limited in time??
The car policy defines the period over which the vehicle is driven. In most cases, the handover is limited in time. At the end of the specified period, the vehicle is returned or a changeover to a new vehicle is made. If this is clearly communicated in the car policy from the outset, there will be no subsequent discussions.
4. Who pays what costs?
Fuel costs, maintenance, cleaning, car tax – there are a lot of costs associated with a car. The company car policy must explain whether and which costs are borne by the employer.
5. What to consider in the event of an accident?
As a rule, a car policy should include brief instructions on what to do in the event of an accident – for example, document it properly in an accident report.
6. What are the special cases specific to your company??
Every company is different, so there can be various special cases that should also be recorded in a car policy. This includes, for example, regulations in the event of illness or company car taxation.
Save costs in the fleet with the car policy
Without a good car policy, managers would not be able to manage the fleet effectively. Regular review and adjustment of the car policy increases employee motivation and saves money.
A revision of the car policy is necessary, for example, in the case of:
- Changes in procurement conditions
- Use of new vehicle types
- Model change
Regular adjustment of the car policy is an important step in ensuring the long-term economic viability of the fleet and creates more transparency for the company’s employees. A good car policy is always characterized by a large scope for design. Flexibility in the general handling of company vehicles helps to adapt the rules and regulations to the individual needs of the situation. Because the obligations that employees have to comply with in relation to company cars change at regular intervals. If you then evaluate the needs of the workforce and cooperate with them, you can develop the best possible strategy and company car policy for the development of the fleet.
Identify weak points in the fleet with the car policy
A change in the car policy should not only be transparent, but also implemented sensitively and in agreement with the employees. The first step is to identify potential savings in the fleet – for example, changes in vehicle requirements or the parking situation. Other points of reducing costs may include:
- What are my total fleet costs – and how do they break down exactly??
- Are SUVs or sports cars in the fleet and therefore required by the company car policy?
- What equipment do I need for the different employees??
- Do I introduce a fuel-saving rewards program??
- Is it useful to distinguish between company cars for private use and vehicles for pure distribution with high mileage??
- How can i implement e-cars into the fleet??
- Should I determine the type and duration of use of the company car??
First the strategy, then the new car policy
Strategic approaches are usually the only way to reduce vehicle costs quickly and in the long term. However, fleet managers should also act as role models in order to gain the necessary acceptance for the changes in the car policy among the workforce. For example, by driving a smaller car and thus contributing to a reduction of costs in the company. A nice effect: operating costs are reduced, less CO2 is produced, and the company is given an additional green touch.