Employee Vehicle Use Agreement Template

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A company vehicle policy, or company vehicle use agreement, establishes which employees are eligible for a company fleet vehicle. It also outlines the requirements for qualifying for a company car, basic rules employees must follow when using company vehicles, and disciplinary action for misusing vehicles.

What should be in a company car policy?

The company car policy must outline the duties of the employee while using a company vehicle. These guidelines include having a valid driver's licence, driving safely and responsibly, respecting traffic laws and other road users, and reporting problems or damages to the company cars promptly.

How do I give an employee a company car?
One can gift a car to someone, and as long as the vehicle's value is $14,999 or less, the recipient won't need to pay a gift tax to the IRS to receive it. However, your employee may still be on the hook to transfer title, tags, pay the insurance, and so on.

Can I refuse to use my personal car for work?

Your employer can terminate you at any time and for any reason. Refusing to use your own vehicle is a legitimate basis for termination. via

What is the purpose of a vehicle policy?

A policy helps prevent the wrong vehicle for the job

Allowing employees to select any vehicle so long as it is below a certain cost could hurt your business. By not controlling vehicle selection, management could end up with a vehicle that no one wants to drive, is not fit for purpose, and costing the business. via

Can my employer make me pay for damage to a company vehicle?

In most cases your employer is liable for any damages caused whilst you are driving a company car – within the limits of your contract for the vehicle and its use. If you are an employee and you were at fault in a car accident, in some circumstances your employer may be responsible to pay for the damage you caused. via

Can you get fired for crashing company car?

Accidents in a company car driving to and from work may be considered driving outside the scope of employment. If behavior leading to the accident was reckless or violated company rules, the employee can be fired for a car accident in a company car. via

Should you give an employee a company car?

While most employee benefits are taxable to the employee, the use of a company vehicle is not. This is because it's considered a working condition benefit, which the IRS defines as "property and services you provide to an employee so that the employee can perform his or her job." via

Why do companies give cars to employees?

The reason is that most company cars offered to employees as a perk are used for personal travel as well as business travel. The one exception is 'pool cars', where cars are not allocated to any one employee but are pooled for exclusive business use by all staff. via

Can an employer give an employee a tax free gift?

Gift vs. Compensation

As a general rule, an employer can't really give you a "gift" under the tax code. With only a couple of exceptions, the IRS considers anything your employer gives you to be taxable compensation for your services. via

How can you prevent company car misuse?

  • Have clear and detailed policies for company car use and protocols to follow in case of accidents or unforeseen events.
  • Keep a database of drivers or employees with copies of their current driving licenses.
  • via

    How does insurance work on a company car?

    The employer is insured for any covered auto, but your employees are insured for only the vehicle the business owns, hires, or borrows and if used in the scope of the business operations. While the employer would be covered for the personal use of a company vehicle, the employee may not. via

    How is personal use of a company car calculated?

    To use this method, multiply the annual lease value of the car (via the IRS Annual Lease Value table) by the percentage of personal miles driven. This will give you the Fair Market Value (FMV) of the employee's personal use of a company-provided vehicle. via

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    Under California Labor Code 2802, the employer must reimburse their employees for vehicle expenses if they are required to use their personal vehicle for work-related activities. This does not include commuting to and from work. The employee must keep track of every mile driven and report them to their employer.

    Your employer can terminate you at any time and for any reason. Refusing to use your own vehicle is a legitimate basis for termination.