Vehicle use policy

Last Revised: 2/7/17


  • You have been provided a company vehicle primarily to assist you in your job. Its use is strictly limited to business purposes. It may not be used for personal reasons.
  • Loaning the vehicle to friends, neighbors, relatives or anyone else is in violation of company policy.
  • From time to time, you may have a need to carry business associates; however, transporting strangers or hitchhikers is a violation of company policy.

Tire mileage is directly proportional to driver techniques, alignment, tire pressure and wheel balance. All of these factors are under your control. Tire pressures must be checked regularly (and kept at a PSI level as designated in the vehicle manual or as designated on the inside door panel of the vehicle) and tires visually inspected. Alignment and wheel balance problems must be corrected immediately to avoid drastic tire wear.

Neglecting to maintain a vehicle could result in the driver being charged for any resulting repairs. Unusual wear and tear above industry average or neglecting to maintain your company-provided vehicle may result in the loss of your vehicle and further disciplinary action.

It is the driver’s responsibility to have the scheduled maintenance performed at the designated intervals to ensure maximum vehicle performance for safety, operating efficiency and extended life of the vehicle:

  • Change oil according to manufacturer’s suggested maintenance schedule
  • Keep tires inflated to the proper PSI rating
  • Have tires rotated every 10,000 miles
  • Frequently inspect belts and hoses for cracks, leaks or loose fittings

Driver safety checklists should be performed in writing at least once per month. Drivers should inspect all safety related equipment, including headlights, taillights, brake lights, turn signals, running lights, license plate lights, etc. Also, check tire tread for proper tread depth, windshield wipers and horn operation.

This policy has been prepared as an orientation on what is expected of you in the operation and maintenance of your company vehicle. GUAM PRESERVATION TRUST will provide you with safe, dependable transportation. In turn, you are entrusted to use good judgment and have a complete understanding of the responsibilities involved, both of which are necessary to continue to drive a company provided vehicle on company business.

Any driver of a company vehicle (or driving on company business in any manner) must meet the following requirements:

  • Possess a valid driver’s license
  • Maintain an acceptable driving record per company policy
  • Follow the guidelines stated in this policy at all times



A valid insurance card and vehicle registration shall be carried in the vehicle at all times. In the event that you are involved in an accident, please follow these instructions:

  1. When an accident involves another vehicle, obtain the following information:
    – Driver’s name (and owner’s name if different from the driver)
    – Address
    – Telephone number
    – Name of insurance company and policy number
    – VIN, vehicle year, make and model
    – Vehicle license plate number
  2. If possible, obtain names, addresses and telephone numbers of any witnesses, including name, badge number, department name and address of any investigating law enforcement agency.
  3. Identify yourself and show your driver’s license and insurance identification card. Do not discuss insurance policy. Do not assume the blame for the accident and, above all, do not agree to any settlement.
  4. Cooperate with the investigating law enforcement officers. Answer their questions factually and avoid commentary beyond that. Do not insist that a citation be issued to the other operator. Despite your
    opinion, the officer may be trying to decide responsibility for the accident and an overly aggressive attitude on your part may result in a decision against you. In a given situation, the officer might ask if you want a citation issued to the operator. If so, answer in the affirmative and explain that this is your company’s preference.
  5. Note if there are any injuries reported by anyone involved in the accident.
  6. It is your responsibility to notify any local agency (police, etc.) of the accident and to file the appropriate written report as required by local law, in addition to notifying management.
  7. If an adjuster or any other representative from the other driver’s insurance company contacts you for a statement (either written or recorded), refer that person to management.
  8. If it is determined that the driver is at fault, you will be financially responsible for paying the insurance deductible.
  9. If you are found to be under the influence of drugs or alcohol at the time of the accident, regardless of whether you are found at fault or not, your employment will be terminated.


Minor violations include: Three minor violations within a 12-month period or five minor violations during a three-year period will result in loss of company-provided vehicle and losing the privilege of driving on company business, in any manner. It may also subject you to further disciplinary action, including possible employment termination.

  • Speeding less than 25 mph over the limit
  • Failure to wear seat belt
  • Failure to stop at a stop sign or stop light

Major violations include: If you receive a major driving violation conviction, it will result in loss of company-provided vehicle and you will lose the privilege of driving on company business in any manner. It may also subject you to further disciplinary action, including possible employment termination.

  • Driving under a suspended or revoked license
  • Hit and run or leaving the scene of an accident
  • Vehicle theft due to negligence (including failure to park the vehicle in a secure, well-lit area or parking garage, failure to lock doors, leaving keys in plain view, or leaving a vehicle running while unattended)
  • Vehicular manslaughter, homicide or assault arising out of the operation of a motor vehicle
  • Use of false motor vehicle documents, such as license or registration
  • Failure to obey school crossing guard or any school bus violation
  • Passing on the wrong side, on a hill or where prohibited
  • Reckless, careless or negligent driving
  • Driving on the wrong side of a divided roadway
  • Participating in racing or a speeding contest
  • Driving while under the influence of alcohol, even if under the legal limit; driving while intoxicated at the
    legal limit or above; and/or driving while under the influence of drugs, whether prescription drugs or any
    controlled/illegal substances
  • Implied consent or refusing the test
  • Speeding more than 24 mph over the limit
  • Eluding a police officer
  • Failure to keep an acceptable motor vehicle record

Company-provided vehicle privilege or driving on company business in any manner may be reinstated after 12 months from the date of loss of privilege, provided a clean driving record (no moving violations or at-fault Accidents) has been maintained, at the discretion of management.

Each driver is responsible for prompt payment of any fine incurred as a result of unlawful operation or illegal parking of the company vehicle.


Continued eligibility to drive a company-provided vehicle, or driving on company business in any manner, requires each driver to maintain a safe and clean driving record. This means that GUAM PRESERVATION TRUST Management reserves the right to review driving records at least once every year.

Download the Vehicle Assignment and Acknowledgment Form