Driver Safety Program
SCOPE AND APPLICATION OPERATING COMPANY-OWNED
The purpose of this guideline is vehicle operator safety and OR LEASED VEHICLES
the prevention of vehicle accidents. The primary focus is on Some employees are required to operate vehicles owned or
drivers of company-provided vehicles or personal vehicles leased by the company. Some employees have an authorized
used on company business such as cars, SUVs, minivans business reason to operate personally-owned vehicles as a
and standard pickup trucks. Secondarily this document part of their daily routine (see above). The following operating
considers the incidental or episodic drivers of company guidelines are required for drivers of company vehicles but
vehicles (pool cars, vehicles used by maintenance personnel are applicable to private vehicle driving as well:
or warehouse staff).
1. The most important part of a motor vehicle is the operator.
ADP has a Fleet and Driver Safety Program for companies with A driver with the proper attitude will be courteous to other
professional drivers and/or highly specialized or large vehicles drivers, pedestrians, and will obey all traffic laws.
that require greater review of driver competency and demands
2. Drivers must be familiar with and obey all laws, codes, and
of regulatory agencies in federal and state government.
regulations of the state where the vehicle is operated.
ASSIGNMENT OF RESPONSIBILITIES 3. No employees may operate any vehicle under the
influence of alcohol, illegal drugs, chemical substances, or
Ricardo Mendez
medications or drugs that could impair safe operation of
has been assigned as Program Administrator.
the vehicle.
Management: is responsible for ensuring that driver safety
4. Drivers must possess a valid operator’s license for the
policies and procedures are established and enforced
state in which they are working. The type of license must
consistently. Management is responsible for providing
be appropriate for the type of vehicle being operated.
safe equipment free from obvious defect and damage and
providing training and information to employees. 5. Drivers must provide a copy of their current driver’s licenses
to management as verification of their driving record.
Supervisors are responsible for ensuring employees follow
proper procedures, training employees in vehicle and driver 6. Drivers who receive a traffic citation for a moving or
safety procedures and best practices, and ensuring vehicles a stationary violation must report the citation to their
and equipment are maintained in proper working order. supervisor immediately and within one business day.
Employees are responsible for following all company 7. Drivers must notify management immediately and within
procedures and guidelines established in this document, one business day, if they lose their driver’s license through
and the safe operation of all company vehicles. lapse or penalty, or if their driving privileges have been
suspended or revoked in any state.
PERSONAL VEHICLES 8. Repeated traffic convictions, or failure to report traffic
ON COMPANY BUSINESS accidents or convictions, may result in disciplinary action
or termination of authorization to operate vehicles for
The company can authorize employees to use a personal
company business.
vehicle to conduct company business if required as part of
their normal job duties. To do so, employees must review 9. Drivers must report all accidents to management
and sign the company’s Personally-Owned Vehicle Business immediately and within 24 hours, regardless of the extent
Agreement. of the damage.
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Driver Safety Program
10. Drivers of company-owned vehicles are responsible for CELLULAR TELEPHONES, “SMARTPHONES,”
maintaining the vehicle in a clean and orderly manner. AND OTHER ELECTRONIC COMMUNICATION
11. Drivers are forbidden from wearing headphones, DEVICES
headphone radios, or other such devices that might impair
The use of cell phones, “smartphones,” and other electronic
their ability to hear surrounding conditions.
communication devices while driving is an undeniable
12. Drivers may not give rides to hitchhikers or strangers. source of driver distraction that has caused serious
13. Drivers must check their vehicles daily before each trip, accidents. Various states and local jurisdictions have
and check the vehicles visually each time before driving. enacted laws restricting or prohibiting cell phone use while
Drivers must check lights, tires, brakes, and steering in driving. Our policy recognizes the sometimes necessary
particular. An unsafe vehicle should not be operated until business or personal use of these devices but restricts their
repairs are made. use as follows:
14. Engaging in distracting activities while driving is • Employees who have access to a cellular telephone while
prohibited, even when in slow-moving traffic. operating a vehicle should remember that their number one
priority is driving safely and obeying the rules of the road.
RIDERS Cell phones should be used in the following manner:
Company-owned vehicles are primarily for the use of 1. To place a call, find a safe place to pull off of the
company personnel. Exceptions must be approved by roadway.
management and will include transporting clients or 2. To receive a call while driving, let the call go to voice
prospective clients. Family members may also be included mail, then return the call when safely off the road.
if personal use of the company vehicle is authorized. Riding • Alternatively, drivers are permitted to use phones that are
as a passenger on equipment is prohibited unless the specifically designed and configured to allow hands-free
equipment has the capacity to transport personnel safely listening and talking to accept calls while driving. Long,
(i.e., jump seats, operator chairs, and seats). detailed, or distracting conversations should be avoided.
Drivers using hands-free telephones to place or receive
VEHICLE SECURITY calls must still find a safe place to pull off of the roadway.
All company-owned vehicles must be locked and secured This alternative does not apply if using a cell phone while
when unoccupied or not in use. driving is prohibited by state law or local ordinance.
• Under no circumstances is it permissible to email, text,
SAFETY BELTS “tweet,” search on the internet, access social media, or use
State statutes require seat belt use when operating a motor any other cell phone application while driving.
vehicle. It is mandatory that all employees wear seat belts All employees are expected to follow applicable state or
while driving or riding in performance of job duties. federal laws or regulations regarding the use of cell phones
at all times.
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Driver Safety Program
DRIVER TRAINING DRIVER SUPERVISION
All new drivers, whether they are new hires or non-driving A supervisor’s attitude toward safe driving will greatly affect
employees being assigned to driving jobs, should be treated the attitude and driving performance of those responsible to
as new drivers. him/her.
• Proper training and orientation: This is essential to • Supervisors should be held accountable for safety
the success of new drivers. It is illogical to expect high performance in their areas of responsibility.
performance from an employee who has had no instruction • Supervision should be provided in terms of proper and safe
in what is expected of him or her. job performance.
• Duties of the Job: The new driver should become • Lines of communication between management and drivers
thoroughly acquainted with the duties of the job. Each driver should be kept open.
should be instructed in, and become familiar with, company
• It is often advisable to provide specialized training for
policy, rules and regulations regarding safety and should
supervisors in driver safety.
be trained in proper defensive driving techniques as well as
company rules and regulations for handling equipment.
ACCIDENT INVESTIGATION AND RECORDS
• Testing: For the drivers covered by this program, a written
examination and a road test is not normally required. If there It is essential that each driver and supervisor be properly
are specialty vehicles that will be used or routes with difficult instructed in procedures to follow in case of an accident,
conditions or unusual hazards, then a written and road test including the proper completion and submission of accident
should be developed and used. Road testing should be done reports and supervisor’s reports of accidents.
by a supervisor or a senior driver. • Report all accidents, no matter how small, to management
• Routes: Drivers should also be trained in the selection immediately, and within 24 hours.
of safe routes to avoid high traffic congestion and crime • Always call law enforcement officials to report an accident,
activity. A direct correlation can frequently be detected no matter how minor.
between accident frequency and route patterns. • An accident report should be completed in duplicate by the
• Company Required or Provided Training: An ongoing driver and submitted to the supervisor.
safety training program includes all drivers. Safety • In addition to the accident report completed by the driver
meetings, safety posters, bulletins and newsletters are involved, a supervisor’s report of accident should be
some of the media to keep drivers informed and up-to-date completed by the driver’s immediate supervisor. The
on driving techniques. supervisor should determine the root cause of the accident
• Vehicle Inspection: In addition to the training listed above, and make appropriate recommendations to prevent similar
the drivers will be trained in the proper inspection procedure accidents in the future.
for vehicles used. • The establishment of a procedure to review accidents,
determine their cause and provide recommended corrective
action is of prime importance if future losses are to be
controlled.
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Driver Safety Program
MAINTENANCE
Mechanical failures, while accounting for a small percentage
of vehicle accidents, can lead to severe accidents. It is
company policy to have a preventive maintenance program
for company-owned vehicles.
An effective preventive maintenance (PM) plan will be
established. Guidance may be obtained from the equipment
manufacturer. Company policy is that the PM program meets
or exceeds the manufacturer’s requirements.
Maintenance records should be kept for each piece of
equipment.
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Appendix A – Sample Management Statement Letter
TO ALL EMPLOYEES:
We have decided to initiate a safety program to improve driver safety within our company. We fully recognize that you play a
key part in our mutual effort to reduce losses involving vehicles.
In order to assist you in doing a better job, we are initiating a Driver Safety Program designed to promote safety awareness in
the part each of us play in a continuing accident prevention program.
I am personally taking charge of this safety program to promote more effective results. Ricardo Mendez
will be responsible for carrying out the details of the program and will assist each of you in performing your job safely.
I solicit your help and want you to be constantly alert to the hazards of your job, follow instructions, and avoid the “thoughtless
acts” that might involve you or your fellow workers in an accident.
Do not hesitate to bring safety suggestions to your supervisor. We cannot fix the safety problem alone, but with your help,
we can do it.
A Driver Safety Summary will be forthcoming to explain the details of our safety program.
Everyone benefits when we stop accidents.
Sincerely,
Ashish Kapoor
Signature
Title
President
Date
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Appendix B – Sample Driver Safety Summary
TO ALL EMPLOYEES:
We want each of you to know and understand our company’s position on driver safety.
Motor vehicle accidents introduce the possibility of injury to you and the general public and cost our company money. We,
as a company, are counting on your support in helping control and reduce motor vehicle accidents. We have established the
following guidelines so that we may all understand what our company’s position is, and all work together to reduce motor
vehicle accidents.
Authorized Use of Company Vehicle:
Company vehicles are provided for business use, unless prior permission is received from management for other-than-
business use. Only the assigned operators can operate the vehicle, and use of the vehicle by non-employees and family
members is not allowed, unless prior authorization is received.
Accident Reporting Procedures:
Each accident, no matter how small, must be immediately reported to your supervisor. Accident reporting material has
been provided for each vehicle. Each driver should review this material and take the necessary reporting steps in the event
of anaccident.
Driver Discipline:
All drivers must review and follow the company’s Driver Safety Program and the rules established in the Program. Failure to
follow the Program may result in disciplinary action or loss of driving privileges.
Thank you for your support.
Sincerely,
Ashish Kapoor
Signature
Title
President
Date
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MVK 10-2016
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