Use of Personal Vehicles

Company-owned vehicles (car or truck) are provided for designated employees to use on company-authorized travel only. However, there may be times when the company owned vehicles are not available and you find you have to drive your personal vehicle on company business. You must have permission from HR to drive your personal vehicle on company business.

You will be reimbursed for your mileage at the current IRS reimbursement rate. Submit the reimbursement request form to HR with date, miles driven, and destination. The reimbursement will appear on your next paycheck. You will not be reimbursed for gas burned as the mileage reimbursement covers that expense as well as wear and tear on your vehicle.

Some rules are necessary to protect you personally and also protect the company’s interests. You must agree to apply all of these rules before driving your personal vehicle on company business, even if stopping somewhere on the way to work or on the way home from work.

Any employee who drives the vehicle must have a current driver’s license, and those without a clean driving record may be prohibited from driving their personal vehicle on company business. If at any time you are charged with a moving violation (speeding, DUI, etc.) you must report it to HR and refrain from driving on company business until cleared again.

Adequate insurance coverage for the vehicle and its driver must be maintained at all times. Current evidence of insurance and registration must be kept in the glove compartment of the vehicle at all times.

You as the owner are responsible for the maintenance, cleaning and upkeep of your vehicle. It’s important to your safety to keep it in good repair and serviced on a regular basis, with oil changes every 3000-5000 miles and tire pressure checked weekly.

Do not combine company errrands with personal errands. Only go where you have been directed to go to complete the company business. Do not make additional stops or detours.

No passengers other than employees are permitted in the company vehicle while driving on company business without the express permission of a Company Officer.

Valuables of any kind are never to be left in the vehicle unattended, even while getting gas. If you are carrying valuables, drive directly to your destination without making any stops along the way. This requires that gas is purchased on the way to pick up valuables or on the way back from delivering the valuables.

If you notice a mechanical problem with the vehicle, do not drive the vehicle on company business until the mechanical problem can be repaired. You are responsible for all repairs to your personal vehicle.

You are responsible to pay any parking tickets acquired while driving your personal vehicle on a company errand.

Always drive the speed limit and obey all traffic laws while driving your personal vehicle on company business. Any moving violation ticket received by the driver while using the vehicle is the responsibility of that driver and the company will not pay for any resulting fine.

Employees are prohibited from operating a personal vehicle on company business while using a cell phone unless a hands-free or Bluetooth device is utilized.

Employees are prohibited from operating a personal vehicle on company business while under the influence of alcohol, drugs or controlled substances, whether legal or illegal, which impair one’s ability to drive safely.

If you are pulled over by the police:

1. If it’s a marked CHP or Sheriff vehicle, pull over safely. Roll down the window, place both hands on the steering wheel at 2 and 10 and wait for the officer to give you further instructions. Do not make any sudden movements. Do not reach for ID or insurance/registration until instructed to do so.
2. If you are carrying valuables and it’s an umarked car with a temporary cherry light stuck on the roof trying to pull you over, continue driving to the nearest police or fire station. Police should understand that citizens are nervous about pulling over for police in unmarked vehicles.

If you get into an accident:

1. If you are carrying valuables and for any reason you suspect you are being robbed, stay in the car with the doors locked and call the police. Do not roll down your window to speak to the other driver. Tell them through the rolled up window that the police are on the way. Try to take a photo of the other driver and their license plate through the rolled up window. Wait for police to arrive.
2. If you are hurt, stay in your car with doors locked and dial 911 for an ambulance. Tell the other driver through your rolled up window that you are hurt and an ambulance is on the way. Try to take a photo of the other driver and their license plate through the rolled up window.
3. If you can safely get out of your car, take a photo of the other driver before getting out. Next ensure everyone is okay; if not, call 911 to get an ambulance.
4. If you have valuables in your car, keep them on your person at all times – do not leave them in the car.
5. Get the other driver’s name, address, phone number, license number, and insurance information.
6. Give the other driver your, name, address, phone number, and insurance information (do not give them a business card).
7. Do not tell the other driver that you were driving on company business or that you work for LHFJ (attorneys will get that information as needed).
8. Take a photo of the other driver’s license, insurance card, and license plate.
9. Take photos of the damage to both vehicles and the area where the accident happened.
10. If the car is not drivable, call a tow truck.
11. If the car is drivable and you are not upset, return to work.
12. If you are upset and can’t return to work, call HR.
13. If you have valuables and can’t return to work, ask HR how to get them back to the office.