OBJECTIVE: This article provides the Help at Home Vehicle Usage Policy.
|All Company-Affiliated Branches
|To communicate the policies, procedures, and responsibilities to be followed by all Help at Home (HAH) Employees (also referred to as Drivers) driving for company business.
|To ensure HAH is prioritizing the safety of HAH Employees who are driving company-owned, leased, rental, or personal vehicles as part of their job duties.
NOTE: Employees who are found to be in violation of these policies, procedures, and guidelines will be subject to disciplinary action up to and including termination.
Table of Contents:
- Driver Qualifications and Criteria
- Motor Vehicle Driving Record (MVR) Review
- Safety and Driving Rules
- General Prohibitions
- Transportation of Authorized Passengers
- Accident and Moving Violation Reporting Procedures
- Employees Driving Personal Vehicles for HAH Business
- Employees Driving Fleet Vehicles
Driver Qualifications and Criteria
Upon hire and before driving on company business, Employees must provide their Supervisor with proof of a valid and current driver’s license. Without a current and valid driver’s license, Employees are prohibited from driving either their personal vehicle or an HAH Fleet vehicle for HAH business. This includes transporting any client or business partner on company business.
All HAH Employees driving for HAH are required to:
- Have a valid driver’s license
- Maintain a good driving record
- Immediately notify their Supervisor in the event of:
a. any accident
b. a moving violation
c. their license being suspended, revoked, expiring or otherwise becoming invalid.
- Practice safe driving at all times which includes avoiding distractions, obeying traffic laws and showing courtesy toward other drivers.
- Schedule any and all maintenance and repairs for the assigned HAH Fleet vehicle.
- Pay fines (including tickets) that Employees receive while driving HAH Fleet vehicles.
- Only allow HAH Fleet vehicles only to be driven by authorized Employees.
Motor Vehicle Driving Record (MVR) Review
All HAH Employees driving for HAH business may have their Motor Vehicle Driving Record (MVR) reviewed by HAH or a vendor designated by HAH. Additionally, following an accident, a Motor Vehicle Report (MVR) may be obtained.
HAH reserves the right to review Employees’ MVRs. Depending upon the results of the MVR review, actions may be taken, including, but not limited to:
- Employee may be required to attend driver training,
- Employee may be prohibited from transporting HAH clients or business partners,
- Employee may be prohibited from using a HAH vehicle for business use,
- Employee may be subject to additional MVR reviews.
Safety and Driving Rules
- Drivers must obey all federal, state, and local laws.
- Drivers are prohibited from using cell phones while driving for HAH business.
- Drivers are prohibited from driving a HAH vehicle while under the influence of alcohol or drugs.
- Drivers should not operate a vehicle for HAH business if they are impaired by illness, fatigue, injury, or prescription medication.
- All drivers and passengers must wear their seat belts at all times.
- Smoking is not allowed in HAH vehicles.
- Drivers are responsible for the security of the HAH vehicle that is assigned to them.
- They should ensure engine is shut off, ignition keys are removed, vehicle doors are locked whenever vehicle is unattended, etc.
While driving for HAH business, drivers are forbidden from:
- Performing any personal errands,
- Traveling across state lines in HAH fleet vehicles,
- Accepting payment for carrying passengers or materials,
- Using any radar detector, laser detector, or similar devices,
- Pushing or pulling another vehicle,
- Transporting flammable liquids or gases – unless transporting such is part of the Employee’s job,
- Assisting disabled motorists or accident victims beyond the Employee’s level of expertise.
Transportation of Authorized Passengers
When driving for HAH business, Employees may only transport those individuals related to that business activity and authorized in the Plan of Care and by the Supervisor. This policy is extremely important to the well-being of the clients. No unauthorized passengers are to ride in HAH vehicles including family, friends or unauthorized internal or external field staff.
Accident and Moving Violation Reporting Procedures
- All accidents and moving violations, regardless of severity, must be reported to the local police, your supervisor and Risk Management.
- Call 911 for medical aid, if necessary.
- Accidents are to be reported immediately from the scene, or as soon as possible.
- Accidents involving Employee’s personal injury must be reported to HAH Human Resources for Workers’ Compensation purposes.
- Following an accident, write down/save the names and addresses of drivers, witnesses, and occupants of other vehicles and any medical personnel who may arrive at scene.
- Do not discuss accident with anyone at the scene except the local authorities, your supervisor and Risk Management.
- Provide the other party with your name, address, driver license number, and insurance information.
- A formal accident investigation may be conducted to determine the cause of the accident.
- Following an accident, a Motor Vehicle Report (MVR) may be obtained.
Accidents involving Personal Vehicles being used for HAH Business
- In the event of an accident using a personal vehicle for HAH business, the Employee’s personal auto insurance is primary coverage for vehicle damage to all involved vehicles as well as injuries to any client(s), business partners, or other parties in the accident.
- Physical damage to an Employee’s vehicle is not covered by HAH and is the responsibility of the
Employee’s insurance company.
Accidents involving HAH Fleet Vehicles
In addition to reporting all accidents and moving violations in HAH Fleet vehicles to the local police, Employee’s Supervisor and HAH Risk Management, the HAH fleet manager Velcor must be contacted at 800-323-5916.
Employees Driving Personal Vehicles for HAH Business
Before an HAH Employees may use their personal vehicle for HAH business, they must:
- Receive approval from their Supervisor
- Provide their Supervisor with current copies of their valid driver’s license and insurance card.
- Carry the state’s minimum auto liability insurance coverage and
- Provide proof to their Supervisor of this auto liability insurance coverage at every renewal. Employees are prohibited from driving for HAH business without current auto insurance.
- Notify their Supervisor immediately if their auto insurance coverage lapses, expires or is
Employees who use their personal vehicle for authorized HAH business will be reimbursed according to the Corporate Travel and Expense Policy. Mileage will be reimbursed at the rate indicated in the Corporate Travel and Expense Policy. Employees choosing to use their personal vehicles for business travel will be reimbursed only for the actual miles driven.
- Drivers must document any and all driving expenses such as but not limited to:
- Fuel fill-ups,
- Oil changes and fluid level-checks,
- Tire repairs and replacements.
An employee cannot receive mileage reimbursement from HAH and also combine the use of a fleet fuel
card, T&E card, and/or personal credit card for gas purchases. An employee should opt for mileage
reimbursement to offset any fuel expenses when using a personal vehicle. Fuel purchases are only
permissible when a rental vehicle is used for business needs. In the event that an employees’ fleet
vehicle is in repair and the employee has arranged for a rental vehicle through HAH’s Fleet Management
Provider, the employee may use their Corporate T&E card for fuel expenses. Submission of mileage
reimbursement requests should be completed within 30 days to avoid rejection by the FP&A team.
Employees Driving Fleet Vehicles
HAH Fleet Vehicle Liability Coverage
HAH carries auto liability coverage on all fleet vehicles. Current Insurance Cards, as proof of insurance, must be placed and kept in every HAH fleet vehicle.
HAH Fleet Management
HAH has hired Velcor Leasing Corporation for fleet management services and administration, including:
- New vehicle orders and order status
- Vehicle maintenance consultation-preventative as well as on demand maintenance
- Universal fuel card
- Vehicle registration and renewal for all Velcor leased vehicles
- Accident management
- Risk management
- Customer service—questions and general assistance for service programs
Drivers of HAH Fleet vehicles should contact Velcor directly for inquiries.
- Call Velcor Fleet Management-Driver Services at 800-383-5267, or
- Email at firstname.lastname@example.org or
- Use the Velcor driver app on your mobile phone
Only HAH Employees as identified herein shall be eligible to drive a leased vehicle under these HAH Fleet Guidelines. HAH will maintain a list of company Employees who are authorized and qualified to drive HAH fleet vehicles. All others are prohibited from driving HAH fleet vehicles. No Employee will drive fleet vehicles, unless the below listed criteria are met and the Market Leader authorizes the Employee for the lease option:
Market specific: Clinical Case Manager RN/Skilled LPN / RN/Quality / Compliance Market Lead/DD Support/Market Operations Director.
Field Support Center Employees:
- Must be approved by the Vice President, or above, within the Employee’s organizational chart
HAH fleet vehicles shall be issued a universal fuel card for that specific vehicle. Authorized Drivers that are assigned to a vehicle shall be issued a personal identification number (PIN) for the fuel card that is to be kept separate. In the event a fuel card and/or PIN is lost or stolen, the Employee should immediately notify Velcor or the HAH Fleet Program Administrator.
Under no circumstances, should the fuel card be used to purchase fuel for a private or personal vehicle. Failure to adhere to this exception, shall warrant revocation of the Employees driving privileges and/or disciplinary action up to and including termination.
Employees shall maintain safe and proper working vehicles in accordance with the manufacturer’s recommendations. Employees should present their tri-fold Velcor Vehicle Maintenance Guide (VMG) to the shop when having maintenance done of their HAH leased vehicle. Drivers can use national account stores or local shops. The shop will call Velcor Leasing for approval and payment instructions. HAH Employees should never pay out of pocket for maintenance repairs. If a vehicle is in need of repair, the vehicle shall not be used for company travel until the vehicle is repaired.
Rental car reservations should be made when other means of transportation are unavailable and not as a matter of personal convenience or preference. In situations where a Rental car is required when vehicle is having maintenance work performed the Employee should only secure those rentals through Velcor. Employees should decline all optional rental car insurance offered through the rental car provider. Employees should refer to the Corporate Travel and Expense Policy for additional details on
Source: Procurement Team