The Use of Company Vehicles Policy establishes a comprehensive framework for the safe, responsible, and authorised use of Company-owned vehicles to protect employees, Company assets, and the public while ensuring compliance with South African road traffic legislation. It outlines driver eligibility, licensing requirements, authorised business and personal use, vehicle care and maintenance responsibilities, safe driving standards, accident reporting procedures, insurance claims, traffic fine accountability, and disciplinary consequences for non-compliance. The policy also provides detailed guidance on vehicle inspections, fuel card usage, cell phone use while driving, incident management, third-party recoveries, and insurance procedures, ensuring that Company vehicles are operated safely, efficiently, and in a manner that protects the Company's reputation and operational interests.

What's Included

1. Introduction

• Purpose of Company vehicles
• Authorised use of Company vehicles
• Driver responsibilities
• Compliance with road traffic legislation
• Protection of Company assets

2. Scope

• Employees authorised to drive Company vehicles
• Policy applicability

3. Driver Licensing

• Valid driver's licence requirements
• Professional Driving Permit (PDP) requirements
• Licence renewal responsibilities
• Driver eligibility standards

4. Personal and Private Use

• Authorisation requirements
• Permitted personal use
• Fuel cost responsibilities
• Vehicle security requirements
• Withdrawal of personal use privileges

5. Prohibited Personal Use

• Restrictions on unauthorised use
• Company ownership and operational requirements

6. Driver Responsibilities

• Pre-trip vehicle inspections
• Reporting vehicle defects
• Vehicle maintenance obligations
• Seat belt requirements
• Safe driving practices
• Vehicle cleanliness
• Accident and theft reporting
• Roadworthiness responsibilities

7. Rules for the Use of Company Vehicles

• Vehicle logbook requirements
• Vehicle tracking systems
• Authorised drivers only
• Compliance with traffic laws
• Alcohol and drug prohibitions
• Smoking restrictions
• Hitchhiker prohibitions
• Route deviation approval
• Trailer towing restrictions
• Cell phone use while driving
• Overnight vehicle security

8. Refuelling Company Vehicles

• Fuel card usage
• Correct fuel grade requirements
• Refuelling responsibilities
• Fuel card misuse

9. Use of Cell Phones While Driving

• Hands-free communication requirements
• Incoming call restrictions
• Voice command usage
• Outgoing call restrictions
• Use of smartphones and messaging applications
• Stationary vehicle communication rules

10. Accidents and Vehicle Damage

• Accident response procedures
• Reporting requirements
• SAPS reporting obligations
• Insurance documentation
• Repair authorisation
• Accident investigation process

11. Payment of Accident Costs

• Insurance excess
• Employee liability
• Salary deductions
• Negligent driving

12. Payment of Traffic Fines

• Driver responsibility for fines
• Salary deduction procedures
• Parking, speeding and traffic offences

13. Shared Use of Company Vehicles

• Vehicle handover procedures
• Kilometre recording
• Vehicle condition inspections
• Record keeping requirements

14. Disciplinary Action

• Breach of Company vehicle rules
• Driving privilege revocation
• Serious misconduct
• Dismissal considerations

15. Insurance Claims Procedure

• Internal insurance claim process
• Documentation requirements
• Finance Department responsibilities
• Unsuccessful claims

16. Third-Party Recoveries

• Collection of accident information
• Insurance recovery procedures

17. Accident Procedure (Annexure A)

• Immediate accident response
• Assisting injured persons
• Information gathering
• Witness statements
• Sketching accident scenes
• Police reporting
• Repair quotations
• Vehicle inspection after repairs