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,
kumar.s.