Document Control
| Field | Value |
|---|---|
| Document Title | Company Vehicle Policy |
| Document Owner | Human Resources |
| Version | 1.0 |
| Effective Date | {{effective_date}} |
| Review Cycle | Annual |
| Classification | Internal Use |
Purpose & Scope
Set out the eligibility, allocation, use and obligations applicable to company-provided vehicles and approved grey-fleet driving on company business.
Definitions
| Term | Definition |
|---|---|
| Company Vehicle | A vehicle owned or leased by {{company_name}} and assigned to an employee. |
| Grey Fleet | Personal vehicles used for company business. |
| Authorised Driver | An employee approved to drive a company vehicle and registered with the fleet provider. |
Eligibility
- Role requires {{annual_mileage_threshold}} business miles, OR
- Role is designated as field-based, OR
- Vehicle is part of total compensation per offer
Driver Requirements
Permitted Use
| Use | Allowed |
|---|---|
| Business use | Yes |
| Commuting | Yes (subject to tax treatment) |
| Personal use | Per allocation tier |
| Family member driving | Spouse/civil partner only, with prior approval |
Maintenance & Reporting
- Servicing per manufacturer schedule via approved supplier
- Damage and accidents reported within 24 hours
- Fuel cards used for fuel only
- Monthly mileage logs submitted by 5th of following month
Tax & Compliance
Benefit-in-kind is reported in accordance with the rules of {{jurisdiction}}. Employees are responsible for compliance with local traffic law; fines remain the driver's liability.
Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Employee | Comply with the policy and complete required forms accurately. |
| Line Manager | Review, approve and document decisions in line with this policy. |
| HR Business Partner | Provide guidance, monitor adherence and maintain records. |
| Department Head | Ensure department-level compliance and resourcing. |
Review Workflow
| Stage | Owner | SLA |
|---|---|---|
| Submission | Employee | Day 0 |
| Manager Review | Line Manager | 2 business days |
| HR Review | HR Business Partner | 3 business days |
| Final Decision | Department Head | 5 business days |
| Communication | HR | Within 1 business day of decision |
Notes
Use this space to capture additional context, attachments referenced, or any deviations from standard process. All notes form part of the official record.
Governing Law & Jurisdiction
This document is governed by the laws of {{jurisdiction}} and any disputes will be resolved in the competent courts of that jurisdiction. Where local statute or collective agreement provides more favourable terms to the employee, those terms prevail.
Confidentiality & Data Protection
All personal data captured under this document is processed in accordance with {{company_name}}'s Data Protection & Privacy Policy and applicable data-protection legislation (including GDPR/UK GDPR where relevant). Records are retained for {{retention_period}} and accessed only on a need-to-know basis.
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