Company and Fleet Vehicle Policy

To ensure adequate internal controls over the use of company vehicles by assigned employees, this policy is applicable to the use of company vehicles.

This policy describes the processes that shall be followed by all staff regarding the use of company vehicles.

NKY Health may make available company owned vehicles for the use of specific employees for the provision of program services. This can include a vehicle being assigned to a particular Division/Program and/or individual.

Employee must hold and maintain a valid driver’s license, providing a copy of the license to NKY Health.

Employee must notify NKY Health of any pending or imposed restrictions on their driving license (suspension, revocation, etc.).

Employees may only drive a company vehicle after receiving permission from the Division Director, or their designee, of the Division normally controlling the vehicle.

Vehicles will be assigned to individual staff for regular use, but may also be provided for use to other approved staff as deemed necessary on a limited as needed basis and as directed by the controlling Division Director or their designee.

Company vehicles are for business use and in keeping with Section 5 of 902 KAR 8:170. 

Any incidental personal mileage during business use should be limited.

Employee will return the vehicle to the designated site location each day. A vehicle will only be allowed to be parked overnight, or during non-work hours at another location under limited situations and with prior approval of the Division Director or their designee.

Use of a company vehicle is a privilege, and approval to do so can be revoked at any time at the discretion of NKY Health, by determination of the employee’s Division Director, the Division Director controlling the vehicle if different, the Deputy Director, or District Director.

Employees who violate company vehicle policies/rules are subject to suspension of vehicle privileges and disciplinary actions up to and including dismissal.

Driver rules include:

•  Obey traffic rules

•  Employee is responsible for paying any fines received while using company vehicle due to their own actions (as determined by NKY Health)

•  Do not drive while intoxicated, or on any medication affecting your driving ability, or if fatigued to a point that affects your driving ability

•  No smoking, vaping, or use of any tobacco products in vehicles

•  Always keep vehicles locked, windows up and otherwise secured when not in use

•  Do not store personal items or valuable items in vehicle when not in use (computer, printer, etc.) and keep other items out of sight as feasible

•  Monitor gas, tire pressure, fluid levels, and related conditions

•  Staff using a vehicle will maintain the vehicle in a clean and organized condition

•  Follow guidelines/directives for scheduled vehicle maintenance appointments and monitoring

•  Report any vehicle problems or damage immediately to management

•  Follow other NKY Health policies related to vehicle use and travel as applicable

•  Secure and maintain vehicle key as directed by Division Director or their designee

•  Maintain current auto insurance card, registration and related documents in the vehicle and as directed by Division Director or their designee

•  Follow any other directives or policies/practices as ascribed

•  Utilize company fuel credit card as directed and following NKY Health policies

•  Only NKY Health employees shall be passengers in vehicles with the exception of interns, or approved job shadowing individuals.

• If involved in an accident, contact management as soon as possible. 

• Call 911 if accident involves another vehicle or pedestrians, or otherwise is needed. 

• Obtain pertinent information from other vehicle driver if possible (license plate number, drivers license info, insurance company) at time of accident. 

• Follow NKY Health policies related to workers compensation and reporting an employee incident. 

• If applicable, employee is responsible for securing a copy of the accident report from law enforcement as soon as available and providing it to NKY Health.

•  Providing auto insurance

•  Scheduling regular maintenance

•  Addressing necessary mechanical or other repairs

•  Providing means of fuel purchase for vehicle use through fuel credit card or other mechanism

•  Annual registration and related administrative actions

• • • Employees issued, or provided use of, an NKY Health fuel/credit card for company vehicle use shall only use the card for fuel purchase for the company vehicle. 

    • Should NKY Health provide and allow for credit card use for ancillary vehicle emergency needs (ex. towing, flat tire), prior approval from the Division Director or their designee must be secured before taking any action.