When employees and other workers drive as part of their job or services employers must navigate a range of considerations. Examples include;
- Deciding what vehicles will be supplied and with what usage
- Expectations for usage of vehicles including who has permissions for driving
- Any requirements if a staff member or worker needs to provide their own vehicle including reminders to check insurance covers business use
- How work-related mileage will be reimbursed for use of personal vehicles
- Deciding on who is responsible for insuring the vehicle, checking if insurances extend to those who will be driving including consideration for contractors and third party labour
- Clarifying what needs to be notified to who if there is an accident and who covers any excess
- Clarifying any maintenance expectations for upkeep
- Confirming whether tracking software is or could be installed and expectations around this and any expectations around log books
- What extra training might be required for example if 4WD off road courses might be needed or any specific endorsements
Waka Kotahi / NZTA offers 2 systems to help employers around drivers licences. Driver Check is available to all employers free of charge. This system can be helpful for notifying licence expiries and any changes to the status of a drivers licence. The other system TORO is limited to Employers who are required to have a transport operator rating.
Navigating employee use of vehicles, be it personal or company-owned, requires careful planning and management. By crafting clear employment agreements, establishing comprehensive procedures and vehicle agreements, and utilising the right tools you can ensure a smoother journey for everyone involved.
If you want to review what you have in place for your employees who have driving duties get in touch with sonya@growhr.co.nz