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Vehicle Request Policy & Procedure

The vehicle request policy establishes procedures for allocating company vehicles to employees and monitoring vehicle use. Requests are granted on a first-come, first-served basis or based on urgency, and any scheduling conflicts will be resolved by managers. Employees must submit a complete request form in advance, and are responsible for checking fluid levels, returning the vehicle clean with a full tank of gas, and reporting any issues. The policy aims to share vehicles fairly while avoiding damage and ensuring operational needs are met.

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4K views2 pages

Vehicle Request Policy & Procedure

The vehicle request policy establishes procedures for allocating company vehicles to employees and monitoring vehicle use. Requests are granted on a first-come, first-served basis or based on urgency, and any scheduling conflicts will be resolved by managers. Employees must submit a complete request form in advance, and are responsible for checking fluid levels, returning the vehicle clean with a full tank of gas, and reporting any issues. The policy aims to share vehicles fairly while avoiding damage and ensuring operational needs are met.

Uploaded by

Vic Cumpas
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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VEHICLE REQUEST POLICY AND PROCEDURE

 The purpose of this Policy and Procedure is to establish a fair process for the allocation of
company owned vehicles to as many members and staff as possible, and to monitor the
use of vehicles, avoid damage and injury or abuse to the vehicle, accessories, and/or its
users.

 Company vehicle requests are strictly for business and company related purposes only.

 Request for vehicles will be honored on a first-come first-served basis, or whichever is


more urgent. The company may use its discretion to ensure that no group or individual
monopolizes the use of the vehicles.

 When scheduling conflicts arises, the Admin manager and Operations manager will make
a final decision to resolve the conflict in schedules.

 When possible, vehicle requests should be scheduled at least two days prior to the actual
date of intended use.

 Vehicle Request Form must be complete in information and signatories to avoid delay or
rejection of the request.

 It is required that the assigned driver sign out the key log, and obtain a
Usage/Maintenance Record form from the Admin Department on the day of their
scheduled use of company owned vehicles.

 The assigned driver should check the level of fluids and gas before using the vehicle. If
there are any problem, the authorized or Admin personnel should be advised before the
vehicle is used.

 The fuel tanks of the company owned vehicles should be full at all times. Gas and repair
reimbursement is subject to the company’s standard expense reimbursement policy.

 Upon return of the vehicle, please remove trash and belongings; and vacuum the interior if
necessary.

 Report any maintenance needs and/or accidents/damage immediately to the Admin.


Department.

 The keys to all owned vehicles are kept in a key box and may not be removed and/or used
without prior approval from the Admin. Manager or Operations Manager. Employees are
not allowed to keep copies of the vehicle keys in their possession. All keys must be
returned to the Office immediately upon return.

 Treat the company vehicles with respect while using them, and return them in a clean
condition. Be considerate to other groups or staff who will be using the vehicles.
Everyone’s cooperation is needed to keep this valuable resource in good shape for many
years to come.

PROCEDURE:

1. Secure Vehicle Request form from Admin. Department.


2. Complete all important details.
3. Submit the completed form back to Admin. Dept. for verification.
4. Submit to the Operations Manager and Admin. Manager for approval .and Admin.
Dept. for filling.

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