DRIVING ON COMPANY BUSINESS

by Vija Kelly, Optimum HR System Associate

A lot of companies have cars that are operated for company business. It may be as simple as a clerical worker driving a deposit to the bank or as complicated as a large delivery truck that logs thousands of miles per year. Automobiles may be owned by the company, owned by an individual who is given an allowance for travel, or rental vehicles.  

All of these instances require that a company have a written policy that addresses the company’s expectations of drivers. Additionally, for vehicles that weigh 10,001 pounds or more, there are strict Motor Vehicle Regulations that need to be followed. A written policy assures that company personnel know what is expected of them, both from a safety and regulatory aspect, documents what the company is doing, and provides the basis for training of employees. Although there is overlap in policies for motor vehicle fleets and personal cars used for company business, there are significant differences on what is actually required by various regulations.

There are basically four different types of vehicles that could be driven on company business:

1. Vehicles with a gross weight of 26,001 pounds or more.  These vehicles and their drivers must meet very complicated and extensive rules including the need for a Commercial Vehicle License, routine drug testing, on duty time logging, etc. The application, employment and recordkeeping requirements are very specific including health documentation, motor vehicle record checks and motor vehicle record evaluation.
   
   There are also strict inspection and maintenance requirements for these vehicles, as there are for the next category.
2. Vehicles with a gross weight of 10,001 pounds.  These vehicles are considered “Commercial Motor Vehicles”. Although their drivers are not required to have a commercial drivers license, there are strict requirements for driver applications, records, duty time logging, etc.
3. Trucks with a gross weight of under 10,000 pounds. These are not “commercial” vehicles, but insurance companies will require that anyone who drives these vehicles meets some basic requirements and that a company have a fleet safety policy which covers safe operation.
4. Automobiles, either furnished by the company or personal, operated on company business. Rental vehicles may also be put into this category. Drivers of both types of vehicles should be required to meet basic requirements, such as no moving violations within a specified period of time, no DUIs, etc. Safe operation policies should be in writing.

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