Just a thought..imagine a scenario when any two of these three officials require the car at the same time for some meeting/official purpose. you have to draft the policy keeping in mind such scenarios.
Also, 3 point is a little dicey again, i don't know what functions these three seniors handle, but clubbing together all the travel may not be feasible. Give it a thought...
Create a log book, that can be filled by the driver which should have destination to and from...date, kms and timings and then who so ever travels should sign the log book in front of the entry.
This log book should be maintained by the driver and checked by the Admin head or who so ever is managing such things.
Also, for usage of petrol/diesel/CNG..you can either tie up with a petrol pump and they provide slips that can be filled and submitted, or any other such contract.
You can mention about the timings of pick up and drop also, for example: the company car will not wait for the officials for more than 5 minutes at their residence.
These are the points i can think of at this point....hope it will be of help...
this is really interesting topic.
the idea of sharing trips looks colorful, but... if one among the two gets delayed in completing the task then the other two have to wait..., and get back to the office... in this case dont you think that you are wasting your managers time.... convert the time into money ... then it looks better to hire taxi... what do you have to say..,
also, i am interested in developing a strong policy on this subject.
a. help employees use the facility and help in reducing the transport cost - against booking taxi's.
b. to ensure, that the by clubbing employees - they should not wast their time... productivity..
Request you all to join me in this and contribute your valuable inputs
looking forward for your support ....