RiskControlBulletin

Sample Fleet SafetyProgram

SuggestedModel Program for Our Customers

Driver Selection

Pre-Hire Requirements

All applicants for employment (“Applicants”) are requiredto complete awritten application that will include listingreferencesand previousemployers. Applicants alsoarerequired to pass a pre-hiredrug test. Anything less thanaclean report isnot acceptable by

(YourCompany Name)

Applicants are required tosignaconsent formand his orher Motor VehicleRecord (MVR) will be pulled before heor she is hired. MVRs willbe kept in theapplicant’s/employee’s file.Each applicant’sdrivingrecord is re-quired to meet thefollowingcriteria:

a.Any applicant with a Type A driving violation in thelast five years is unacceptable.

b.Any applicant with three ormore TypeBdriving vio-lations or twoor more at-fault accidents in a three-year period are unacceptable.

c.Any applicant with two moving TypeB driving viola-tions or one driving accident in a three-year periodwill be put onwarning froma company monitoringstandpoint. MVRs are required tobe ordered morefrequently on these applicants, if hired.

Type A Violations

  • Driving under influenceof alcohol or drugs
  • Refusing to take asubstance test
  • Drivingwith an opencontainer (alcohol)
  • Reckless / Careless driving
  • Hitand run
  • Fleeting orevading police
  • Resisting arrest
  • Speeding 20MPH or moreover posted speed limit
  • Racing / speed contest
  • Driving on suspended or revoked license
  • Vehicular assault
  • Using vehiclein connection with a felony

Type B Violations

  • Moving violations thatinclude:
  • Speeding
  • Improper lane change
  • Failureto yield
  • Failureto obey traffic signalor sign
  • Accidents
  • Havinga licensesuspended in past related tomov-ing violations

A new drivermay be required to complete a road test witha company experienced driver. The experienced driverwill evaluate the new driver’s performance and documenttheroad test. These tests will be keptinthe new driver’semployee file.

Post-Hire Requirements

During an employee’s trial period, he orshewill ridewitha current company experienced driver, whowill observeacceptable driving behaviors, routes, and loading/unloading procedures ofthenew employee (the “newdriver”).

Motor Vehicle Record Checks

Annual record evaluationswill be performed on everydriver including the following:

  • company truck drivers
  • company cardrivers
  • salespeopleor anyone driving their personal car forcompany business

  • spouseswith access to company vehicles
  • anyonewhomay be required to drive a company caror personalcarfor company businessMVRswill bereviewed in accordance with the aforementionedcriteria.

Non-OwnedVehicle Requirements

Employees driving personal carsfor company businessmust meet the following requirements:

  • MVR checked pre-hire and annually
  • Classify the employee’s personal policies as‘BusinessUse’ policies
  • Name(Your CompanyName) as an ‘Additional Insured’ on personal auto insurancepolicy
  • Have minimum limits of $300,000
  • Provide Certificatesof Insurance to management onan annual basis

Personal Use of Company Vehicle Policy

Company vehicles taken home at night or used fornon-business activities must begiven extra considerationwhen defining the personal use restrictions. A personaluse policy willinclude, at a minimum, thefollowingsec-tions:

  • Drivereligibility requirements (authorizeddriver, ap-propriate age, acceptableMVR,etc.)
  • Management approval of personal use
  • Requirementtofollow company substance abusepolicy and accident reporting policy
  • Restricted use of companyvehiclesno (towing, over-loading, giving rides to hitchhikers, for loan or hire toothers, travelto other countries, attaching equipment,etc.)
  • Accountability for not adhering to(Your Company’sName)personal use policy

Transportation SafetyRules

(YourCompany Name)requiresall drivers comply with state and national transportationsafety rules. In addition, allemployees are required toadhere tothefollowingrules asset by management whiledriving:

  • Mandatory seatbelt use
  • Appropriate in-vehicle behaviors
  • Absolutely noalcohol or controlledsubstances al-lowed
  • Always lookout for pedestrians
  • Never attempt to exercise the right-of-way
  • Emergency cell phone useonly
  • Include additional rules

Maintenance Inspections

All drivers of regulated vehicles(greater than 10,000 lbs.GVW) are required to complete a documented pre/post-trip maintenance inspection thatwill be filed. All drivers ofpersonal passenger vehicles or non-regulated vehiclesare required to submit their vehicles foramaintenanceinspection at least quarterly. These maintenance inspec-tions will be filed.

AccidentReporting and Investigation

Every accident is required to be reported, investigatedand reviewed.

  • Each vehicleshould be equipped with aVehicleAc-cident ReportKit.Thekitshould includean accidentreport, disposable camera, and emergency contactnumbers. Drivers are required tosubmitthewrittenaccident report to management immediately follow-ing their involvement in a vehicle accident.
  • A police report should be obtained.

The primarypurpose of investigatingan accident is tofindout its causeand initiate action to eliminate or controlsimilar vehicle accidents. Another purpose is to determinewhether the accident is preventable. A preventable acci-dent is one inwhich the driver failsto exercisereasonableprecautions to prevent theaccident fromoccurring.Eachdriver’ssupervisor isrequired to investigate all vehicleaccidents.

Commercial DriversLicense (CDL) RequiredVehicles

Driver Qualification Files following theFederal Motor Car-rierRegulations will be maintained on alldrivers with theirCDL. A file will be maintainedon each driver operating avehicle in excess of 26,000pounds. GVW engaged ininterstate commerce and/or drivers of vehicles in intra-state commerce if the registered grossweight of the vehi-cle orcombination of vehicles exceeds 26,000 pounds.(YourCompany Name) will main-tain recordsfor the followingrequirements:

  • Application Form (FMCSR Part391.21)
  • InquiryTo Previous Employers–3 years(FMCSR Part391.23)
  • Motor VehicleRecords (MVR) Check-3 years(FMCSR Part391.23)
  • Motor VehicleRecords (MVR) annually(FMCSAPart 391.25 )
  • Annual Driver's Certificateof Violations (FMCSRPart 391.27)
  • Annual Reviewof DrivingRecord (FMCSR Part391.25)
  • Driver'sRoadTest andCertificateor Equivalent(FMCSR Part391.31) (FMCSR Part 391.33)
  • Medical Examiner'sCertificate (FMCSR Part391.43)
  • Alcohol andControlled SubstancesTesting Informa-tion and Results (FMCSRPart 382 Part 40)

Depending on thetype ofcommercial vehicle anditsin-tended use, additional requirements maybe necessary.

Informationisalso available at theFMCSA web site:

Non-Commercial Drivers License(CDL) RequiredVe-hicles

DOTstates that drivers ofvehicles10,001 pounds. GVWto 26,000 pounds. GVW donot need a CommercialDriv-ers License (CDL) or tobeina substance testing pro-gram. However, DOTrequires theemployer maintain thefollowing file for each driver of the vehicle:

  • Application Form (FMCSRPart 391.21)
  • InquiryTo Previous Employers–3 years(FMCSR Part391.23)
  • Motor VehicleRecords (MVR) Check-3 years(FMCSR Part391.23)
  • Motor VehicleRecords (MVR) annually(FMCSAPart 391.25 )
  • Annual Driver's Certificateof Violations (FMCSRPart 391.27)
  • Annual Reviewof DrivingRecord (FMCSR Part391.25)
  • Driver'sRoadTest andCertificateor Equivalent(FMCSR Part391.31) (FMCSR Part 391.33)
  • Medical Examiner'sCertificate (FMCSR Part391.43)

Depending on thetype ofcommercial vehicle anditsin-tended use, additional requirements maybe necessary.

Informationisalso available at theFMCSA web site:

This policy ismandated and supported by the managementof:

CompanyName

President/CEO/Management SignatureDate

Sample Acknowledgement Form

To be kept in employee personnel file.

I have read and understand my obligations aslisted above concerning the possession and use of acompany vehicle.Further, I understand thatfailuretoabide by this agreementshall result in suspension/revocation of my company vehicleprivileges and/or disciplinary action.

Employee SignatureDate

The information, examples andsuggestions presentedin thismaterialhave been developed fromsourcesbelieved tobe reliable,but theyshouldnotbe construed as legal orotherprofessional advice.CNA accepts no responsibilityfor theaccuracy orcompletenessofthismaterialandrecommendsthe consultationwithcompetentlegalcounseland/orother professional advisorsbeforeapplyingthismaterial in any particularfactualsituations.Thismaterial isfor illustrativepurposes and isnot intendedto constitute a contract. Pleaseremember that only the relevant insurance policycan provide theactualterms,coverages, amounts,conditions andexclusions foran insured. Allproductsandservices maynotbeavailable in all statesand maybe subject to change without notice. CNAis a registeredtrademark ofCNA FinancialCorporation.Copyright © 2013CNA.Allrights reserved.