Company Car Policy - Ppt Download - CiteHR
Harsh Shukla
Ceo And Md Of 3 Uk Based Mnc's
Consultant & G.m.
Newton Michael
Country Head Hr
+1 Other

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Dear All,
We provide a leased car to our sales force. I am in the process of formulation a policy where in they are responsible for the same.
I have seen the attachments on the website and none of them are helpful to me.
I would highly appreciate if someone who follows that a policy on the same line can share the policy.
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Dear Anonymus, it is better to talk with your SENIORS of your organization to formulate a car POLICY. ONE thing you need to CAREFULLY check before PREPARING a car POLICY is if the CAR is used BASED on JOB PRIORITY BASIS or PERSON PRIORITY BASIS.
Hi Anonymous,

When formulating a policy you need to consider:

1) is he car going to be allotted to just one person, for their sole use?

2) or is the car going to be used by a number of people?

3) is there going to be a company employed driver?

4) where is the car going to be parked overnight and at the weekend?

5) is the car allowed to be used for private purposes?

If the car is as in question 1), and or a company driver is employed the policy should clearly state that:

1) the employee MUST carry out safety checks once a week, to include, oil levels; water levels; windscreen washer levels and tyre pressures.

2) the car is representative of the company, therefore it must at all times be kept clean inside and out.

3) the MINIMUM amount of fuel that MUST be kept in the tank at all times, particularly if the car is a diesel variant.

4) a log MUST be maintained recording all journeys to include odometer readings at the start and end of each journey.

If the car is as in question 2) then a manager should be given the responsibility to ensure that the above point are maintained.

In addition you should also clearly state who is responsible for servicing; maintenance and insurance. As well as the responsibility of costs should the car be involved in an accident or is totaled.

A point often overlooked is banning the use of mobile phones whilst driving (unless a Bluetooth unit is fitted) as there is ample evidence to show that many accidents occur when talking or texting while driving.

There are many other things you can add to such a policy, the above should set you thinking along those tracks.

I hope the above helps.


Hello... Dear.
It is not clear that your company is going to give car or cards to the individual sale person or to the department.
If it is for the entire Dept. you cannot make a policy..... if it is for individual you can make it...
whether the car is self driven or chauffeur driven....... and chauffeur is on contract or permanent employee of the company...?
If it is for individual................... you can put this condition:
The person can use the Company car covering the following points:
- Safty of the car
- Maintenance of the car ( either company or individual on reimbursement basis )
- Petrol of-course the company will have shed it..
- Whether the car should be used on pool based or individually...?
- Custody of the car - who is incharge for the car ?
Car policy are of many types the main one are
1- Car owner ship scheme ( Where individuals purchase a car and company reimburses the EMI + Maintenance cost )
2 - Company Car scheme ( Where company buys the car and give it to eligible employees )

Ob 9900241345
Dear Anonymous,
A ppt one made for you so that the same can be presented to your superiors
Hope its useful to you . There are other documents to follow like applying for the scheme . approvals, legal agreement formats ets

Mob : 99002 41345

Attached Files
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File Type: ppt Own your Car Policy.ppt (725.0 KB, 1300 views)

Dear friend,

Few tips for the purpose, might help & to elaborate to your suitablility. (There need not be a lengthy policy as such, it's only simple operational guidelines, delegation of duties and responsibilities together with the powers which are essential in the context.)

1. You can hire one or more contract tour/travels operators, with fixed terms, for diff.type of vehicles. :You can finalise terms after obtaining competitive quotations and renewed/reissued periodically.

2. Once arrangements are made, Your unit head or team leader could be empowered to detail or summon/allocate a suitable vehicle on day to day basis. Might put a ceiling either on likely amount involved or territory or client basis. The TL in turn will authorise a senior or experienced member of the team to authorise the log book/trip sheet.

3. All the trip sheets for thus utilised visits shall be submitted to the TL together with their bills once in a month or once in a fortnight. The TL shall satisfy himself about the bonafide use pass those bills for payment.

4. The allocation of cars shall depend on the purpose and the occasion it warrants.

5. Generally, at times we tend to scruntinize such utilisation vis-a-vis the fruits borne i.e.orders bagged by each visits especially from a sales team which cannot be justified always. However check shall be exercised adequately to curb misuses.

Alternatively -

1. When own vehicle(s) are used mileage allowances based on type of vehicles used could be reimbursed using appx. mileage estimated to & fro.

2. Depending on the requirement one or more vehicles can be hired and kept at the disposal of the team at the office premises itself which can be used as and when necessary. Power to authorise exact use could be vested in the hands of the TL and payment of bills thereof could be settled as explained above.

3. May use monthly fixed rate allowance method also to the team members, without going into elaborate procedure subject to certain guidelines which could be listed based on your requirements and checks & balances,

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