A car policy is an important instrument in the vehicle fleet that regulates the use of company cars. It therefore plays a central role in ensuring safety, efficiency and sustainability in fleet management. In this article, you will find out what a car policy is and why it makes so much sense for the vehicle fleet.
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Definition: What is a car policy?
The car policy is a binding, internal company regulation that defines the deployment, use and management of company vehicles. It defines who is entitled to a company vehicle and under what conditions, how the vehicle is selected, which types of use are permitted (e.g. private journeys) and which rules apply in the event of damage, maintenance or return. The car policy can also be managed directly in fleet management software to make it easier to implement the guidelines.
The car policy also defines the rights and obligations associated with the use of the company car, the vehicle classes available for selection and the corresponding conditions.
Aim and purpose
A car policy serves to ensure cost transparency, legal certainty and uniform handling of company vehicles within a company. It is also an important element in fleet management.
Importance of the car policy in the fleet
A car policy plays a central role in fleet management, as it enables a uniform regulation for the use of company cars. This avoids potential misunderstandings and makes the conditions transparent for everyone. In addition, a set of rules provides a solid basis for calculating company car costs and thus enables long-term planning and management of the fleet, taking economic efficiency into account. An important component of these regulations is the company car leasing agreement, which defines the legal framework for the leasing of vehicles to employees. The Easy+ company car configurator makes it possible to store the car policy directly and simplify the entire procurement process.
A well-thought-out car policy for company cars takes into account the needs of the company and the wishes and requirements of employees entitled to company cars in equal measure. It forms the basis for effective fleet management that focuses on the safety and satisfaction of employees.
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Advantages of a car policy
On the one hand, a company car policy helps the fleet manager to control the costs associated with the use of company cars. By defining rules and regulations that are also integrated into the company’s mobility policy, employers can ensure that their employees use the company cars in the fleet responsibly and economically. Secondly, it provides a clear set of rules to increase employee safety.
1. increased safety in the vehicle fleet
A car policy should primarily be there to increase safety in the vehicle fleet. This starts with the procurement and configuration of company cars. It also regulates the required safety equipment, taking into account the position and area of responsibility of the respective employee.
According to § 2 of the Ordinance on Industrial Safety and Health all vehicles provided by the employer are considered work equipment and are subject to occupational health and safety regulations and accident prevention regulations. Appropriate protective measures are therefore required to avoid recourse in the event of an accident. A documented car policy, which includes all relevant safety regulations, helps to avoid accusations of gross negligence and protects the company from liability claims.
When drawing up a car policy for company cars, all relevant safety aspects should be taken into account. It is particularly important to consider the following points when defining the policy:
- Selection of vehicle types that guarantee the highest safety standards (focus on five stars in Euro NCAP crash tests*)
- Specifications for reducing risks when driving vehicles (frequent breaks, refreshment, driving times, etc.) in addition to regular UVV driver training
- Safety features, such as lumbar support, hands-free equipment, navigation system, head-up displays, etc.
*Euro NCAP introduced the general safety rating in 2009, based on four key areas: Adult occupant protection, child occupant protection, “vulnerable road user” protection (pedestrians, cyclists) and safety systems (driver assistance and collision avoidance).
2. more clarity and fairness
A car policy ensures that all employees are equally informed about the rules and obligations regarding the use of company vehicles. This creates a solid foundation that avoids misunderstandings and provides a level playing field for all employees.
A company car policy regulates, for example, who is entitled to a company car and under what conditions, and how the vehicles may be used. This also includes rules for private use or mileage limits. It also defines what responsibilities employees have, including maintenance, reporting damage and compliance with safety regulations.
3. increasing environmental awareness
A car policy can prioritize the use of vehicles with lower CO2 emissions, electric vehicles or hybrid models. In addition, standards for emissions and fuel efficiency can be defined, which must be taken into account when selecting new company vehicles. In this way, it helps to reduce the environmental impact of the vehicle fleet and to ensure sustainable fleet management management. In addition, the introduction of incentive systems can motivate employees to adopt a more environmentally friendly driving style.
4. cost control thanks to company car regulations
By limiting the vehicle models and makes that can be selected in the vehicle configuration, volume discounts and lower costs for maintenance and spare parts can be achieved. A narrower selection can also simplify administration and limiting optional extras can increase the resale value of vehicles.
The use of fuel-efficient or alternatively powered vehicles can be defined in a car policy in order to achieve savings in fuel costs. The introduction of usage limits or restrictions on private use also contribute to better economic efficiency.
Car policy and electromobility
With the advancing electrification of fleets, a well-thought-out car policy plays a decisive role in this context. It helps companies to integration of electric vehicles in the fleet and to manage it in a targeted manner.
A car policy for electric vehicles can be used to define specific targets for the introduction of electrically powered company cars in the vehicle fleet. This can include, for example, quotas for electric vehicles or deadlines for converting to a zero-emission vehicle fleet. In addition, criteria such as range or total cost of ownership (total cost of ownership) can be defined for the selection of e-vehicles.
Another important aspect in the electrification of the fleet is the charging infrastructure. A car policy for electric vehicles should therefore include guidelines for the installation and use of charging stations at the workplace. Possible reimbursement for charging at home or the use of public charging stations should also be considered.
A company car with just a few clicks
With Easy+, drivers can configure their desired vehicle based on the company car policy stored.
Configure vehicles based on a car policy
A car policy not only protects the driver, but also ensures corporate performance. In order to implement safety-relevant car policies holistically and reliably, a vehicle configurator such as Easy+. Here you can store the desired company car regulations for different vehicle classes and employee groups. This means that internal company regulations are already taken into account during configuration.
FAQ - Car Policy
A car policy is used to define clear rules and guidelines for the use of company vehicles.
Every fleet should have a car policy. It defines uniform rules for handling company cars, improves safety, avoids misunderstandings and saves time and costs thanks to standardized processes – especially in smaller companies.
A car policy should be introduced as soon as a company provides company vehicles. Early guidelines create clear rules and responsibilities. This ensures efficient and safe fleet management right from the start.
A functional fleet is used to fulfill the main operational tasks. This includes, for example, the transportation of goods or customer services. These fleets are geared towards the specific requirements of the company.
In contrast, there is the user-chooser fleet. These are company vehicles that are part of the salary package and serve as a motivational or recruitment tool. Employees (users) can select and configure their vehicle themselves within the framework of predefined options.
