The car policy: good agreements make good friends

The car policy is not mandatory, but it is binding

As a company, you are not obliged to draw up a car policy, but it is a good idea. The car policy provides clarity because it specifies everything about the use of the company car and thus prevents misunderstandings. Once the car policy is drawn up and signed by the employee, it is binding.

By the way, the car policy only applies to company cars that are also used privately. For purely professional vehicles such as vans and trucks, you are not allowed to establish a car policy. In that case, it is better to focus on prevention and awareness around appropriate driving behavior.

What should you include in a car policy?

A good car policy indicates when you are entitled to a car, how to handle that car, and what happens in case of damage or other problems. Below are some important points you should include in your car policy:

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  Who is entitled to a company car?
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  What is the budget for the vehicle?
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  What type of vehicle can the employee drive? For example, an electric vehicle (EV) or plug-in hybrid (PHEV).
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  Are employees allowed to drive the vehicle abroad?
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  Who is allowed to drive the vehicle? For example, can partners and adult children use it?
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  What are the agreements regarding repairs, maintenance, and technical inspections?
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  What do you do in case of breakdown, theft, or accident?
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  Who monitors tire changes and maintenance?
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  Rules regarding refueling and charging: in many cases, the employee has to pay for this abroad themselves.
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  A ban on smoking, alcohol, and mobile phone use while driving, and the consequences if these rules are not respected.
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  What happens to the vehicle during long-term absence (illness, time credit, or parental leave) or part-time work?
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  How and when do you return the vehicle at the end of the employment contract?
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  What happens to the home charging station once the lease contract ends?

These are just some of the matters you can include in your car policy. You can make it as comprehensive as you wish.

Regular updates: not a luxury

The world changes quickly: tax rules, environmental standards, and technological evolutions impact your fleet. Review your car policy regularly to stay up to date. As an employer, you may unilaterally change the car policy, but the question is how popular that will make you. For many employees, their company car is also their family car. For example, if you decide that your employee is no longer allowed to take the company car on vacation abroad, this has a big impact.

Clear communication about the car policy is therefore extremely important. Especially when updating the car policy, communication is crucial. Most companies choose to communicate updates clearly on their intranet. This way, employees are informed at all times.

We help you with your car policy

Drawing up or updating a car policy? Ayvens is happy to help. Whether you want to start from scratch or expand or update your existing car policy, we are happy to think along with you.