The Company Vehicle Policy Acknowledgement Form serves as a crucial document for organizations providing vehicles to their employees in New Zealand. This document is typically implemented when assigning company vehicles to staff members, whether for business-only or combined business and personal use. It details the terms of vehicle usage, maintenance responsibilities, safety requirements, and compliance obligations under New Zealand law. The form ensures clear communication of expectations and responsibilities while protecting both the employer's assets and the employee's rights. It incorporates requirements from relevant New Zealand legislation, including health and safety, transport, and employment laws, making it an essential tool for risk management and policy enforcement.
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1. Parties: Identification of the company and the employee who will be using the company vehicle
2. Background: Brief context about the provision of company vehicle and purpose of the acknowledgment form
3. Definitions: Key terms used throughout the document including 'Company Vehicle', 'Authorized Driver', 'Private Use', 'Business Use'
4. Vehicle Details: Specific information about the assigned vehicle including make, model, registration number, and condition at time of assignment
5. Driver Responsibilities: Core responsibilities including maintaining valid license, following traffic laws, vehicle maintenance, reporting incidents
6. Vehicle Usage Guidelines: Permitted and prohibited uses of the vehicle, including business vs personal use parameters
7. Safety and Compliance: Safety requirements, compliance with road rules, and company safety policies
8. Maintenance and Care: Requirements for vehicle maintenance, cleaning, and reporting of issues
9. Accident and Incident Reporting: Procedures for reporting accidents, damage, or theft
10. Acknowledgment and Declaration: Employee's formal acknowledgment of understanding and agreement to comply with all terms
1. Fuel and Expenses: Details about fuel card usage, reimbursement procedures, and eligible expenses. Include when fuel cards or expense claims are part of the arrangement
2. GPS and Vehicle Monitoring: Information about vehicle tracking systems and data collection. Include when vehicles are fitted with GPS or telematics
3. Additional Authorized Drivers: Rules and procedures for other authorized drivers. Include when company policy allows family members or other employees to drive
4. International Travel: Guidelines for using company vehicles overseas. Include for businesses operating near borders or with international operations
5. Special Vehicle Requirements: Specific requirements for specialized vehicles (e.g., heavy vehicles, dangerous goods transport). Include when fleet includes specialized vehicles
1. Vehicle Condition Report: Detailed checklist documenting the vehicle's condition at handover
2. Driver License Details: Copy of driver's license and endorsements verification
3. Maintenance Schedule: Regular maintenance requirements and service intervals
4. Incident Report Form: Standard form for reporting accidents or incidents
5. Vehicle Use Log Template: Template for recording business vs private use for tax purposes
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