Municipal operations rely on vehicle use, so having clear guidelines protects employees and your entity. Set clear policies for personal and take-home vehicles to minimize risk. Consider these tips when reviewing your driving policy.
- Personal vehicle: Employees should minimize use of their own cars for city business to avoid confusion over insurance liability in case of accidents. Policy should state that personal insurance is primary, and municipal insurance is secondary for work-related use. Note: there is no RMSA auto physical damage coverage for an employee’s personal vehicle.
- Passengers: Policies should make it clear that family members or other non-employees cannot ride along in member-owned vehicles without prior approval by the mayor, city administrator, etc. Extra passengers can add unnecessary liability to your entity.
- Take-home vehicles: If staff are issued a city-owned vehicle to take home, there should be a written policy that defines who qualifies, under what circumstances can a take-home vehicle be used, and rules to maintain that privilege as well as the consequence of violations. Employees should not be using take-home vehicles for personal use.
- Oversight: Require written authorization, trip/mileage logs, and regular review and inspection of take-home vehicles. This will ensure accountability and prevent misuse.
- Insurance clarity: Personal vehicle use policies should spell out exactly when and where your RMSA coverage applies and when the employee’s personal insurance must respond, especially during commuting or any approved off-duty use.
- Policy framework: A clear, written vehicle-use policy, covering both personal and member-owned vehicles, is the best way to set expectations, reduce liability, and promote safe practices.
If you need someone to review your driving policies or want guidance on policy language, reach out to us!