Organizational Development Toolkit

Administration
Vehicle Safety and Use Policy for PREVENT

This policy is intended to promote safe and responsible driving practices and to help
prevent accidents, injuries and property damage while using PREVENT [insert specific
project name, if vehicle is for specific project use] vehicles for official PREVENT [insert
project name, if applicable] business. It is also intended to outline vehicle maintenance
responsibilities.

Definitions:

o A PREVENT [specific project, if applicable] vehicle is any titled or licensed

vehicle owned by PREVENT and used for official company [or project name]
business.
o A PREVENT [insert project] Authorized Driver is any person working for
PREVENT in compliance with this Vehicle Safety and Use Policy who has been
authorized to drive a PREVENT vehicle on official business.
o PREVENT [insert project] Official Business is any task or activity aimed at
accomplishing the contractual obligations outlined in [Project Award Number] and
any of its subsequent modifications.

Compliance:

o PREVENT [insert project] will verify that all PREVENT [insert project] authorized
drivers of the PREVENT [insert project] vehicle possess a valid driver’s license
issued by the Government of [operating country].
o All PREVENT [insert project] authorized drivers are responsible for complying
with this policy. Violation of this policy may be grounds for loss of driving
privileges for this vehicle and/or removal of the PREVENT [insert project] vehicle.

Driving Requirements & Obligations:

All PREVENT [insert project] Authorized Drivers driving the PREVENT [insert project]
vehicle on PREVENT [insert project] business agree to:

o Have a valid [insert operating country] driver’s license in effect for at least two
years and be 21 years of age.
o Have a clean driving record (e.g. no “at-fault” accidents in the last 18 months, no
history of drunk driving, driving under the influence of drugs, reckless driving).
o Use PREVENT [insert project] vehicles for authorized PREVENT [insert project]
business only.
o Never drive under the influence of drugs or alcohol.
o Not possess open or closed containers of alcohol while operating any PREVENT
[insert project] vehicle.
o Notify their supervisor within 48 hours if their driver’s license has been
suspended or revoked.

Note: This is a sample to be adapted for your use. This sample is made possible by the generous support of the American
people through the United States Agency for International Development (USAID). Its contents are the responsibility of FHI
360 and do not necessarily reflect the views of USAID or the U.S. Government.
 o Not permit any unauthorized persons to drive a PREVENT [insert project]
vehicle.
o Use seat belts and require all other occupants to do likewise. The number of
passengers should not exceed the number of seat belts.
o Operate the vehicle in accordance with all applicable rules, regulations, laws and
ordinances mandated by the [insert operating country].
o Drive at legal speeds appropriate for road conditions.
o Report accidents, thefts, damage, vandalism or other acts of criminal mischief to
the PREVENT [insert appropriate office location] and to the appropriate local law
enforcement agency within 24 hours.
o Assume responsibility for fines or traffic violations (including parking violations)
associated with his/her use of the PREVENT [insert project] vehicle.
o Not transport unauthorized passengers such as hitchhikers, family members or
friends.
o Keep detailed records of the number of kilometers traveled during each trip and
of the fuel consumption of the PREVENT [insert project] vehicle (Refer to
Appendix 1).
o Turn off vehicle, remove the keys and lock the vehicle when left unattended.
o Inspect the PREVENT [insert project] vehicle for safety concerns before leaving
the parking area or garage, checking tires, wipers, lights and other safety
equipment for observable defects. The driver is responsible for the condition of
the vehicle while it is in use and must report any defects within 24 hours to the
PREVENT [insert project] in [insert appropriate office location].
o All PREVENT [insert project] vehicle keys are kept with [insert appropriate
person] and each vehicle will have two copies of the key. Lost or stolen keys are
to be reported to the [person responsible for keys] within 24 hours of the incident.
o PREVENT [insert project] vehicle shall not be authorized for personal use.

[Note: Organization can decide if vehicles can be used for personal use, but points to consider if
personal use of vehicle is allowed are any safety protocols to be followed and mileage/gas
reimbursement for personal use of vehicle]

Vehicle Use Responsibilities:

PREVENT [insert project] is responsible for obtaining comprehensive coverage

insurance and for payment of this insurance.

Inspections of fluids, tires, belts and safety features on the PREVENT [insert project]
shall be conducted on, at least, an annual basis. Vehicle parts should be checked, as
recommended by the dealer, and replaced as necessary. PREVENT [insert project] is
responsible for vehicle repairs and associated costs, unless the driver was in violation of
the driving obligations and violations listed above at the time of the accident.

Vehicle inspections and repairs shall take place at the [specify any authorized dealer or
repair shops, if applicable]; any alternative arrangements must receive prior approval.
All repairs and maintenance records should be retained in PREVENT [insert project]
files, all required procurement and payment procedures should be followed and
documentation retained in accordance with PREVENT’s Financial and Accounting
procedures.
 Appendix 1: Vehicle Use Log

Vehicle: _____________________________

Purpose of Use Driver Time of Mileage at Arrival Final Driver Signature Notes
(indicate project) Name Departure Departure time at Mileage at (if fuel was purchased during trip,
(km) Destination Destination indicate number of liters purchased)
(km)