The Hidden Fleet

Does your organization operate a “Hidden Fleet?”

Many companies operate a “hidden fleet.” A lot of companies make the statement that “we don’t have a fleet of vehicles.” However, employees could be driving a lot more often than otherwise thought.

The hidden fleet can be:

- Part‐time help running errands in their personal vehicles.
- Home health personnel using their personal vehicle to visit customers.
- Employees take the mail to the post office.

The “hidden fleet” can also be:

- Created whenever an employee takes a personal vehicle on a company trip.
- Whenever an employee uses their personal vehicle on company business, on a regular basis.
- Whenever a maintenance employee regularly uses their personal vehicle to pick up supplies.

The “hidden fleet” can also be any incidental trips your employees take for company business. Remember the “every once in a while” trips.

What to do:

- Survey your organization for employees that “drive for the company.”
- Survey your organization for employees that use their personal vehicles for company business.
- Survey your organization for “trips” that people take, for the company.

Provide training

- Employees that drive must have routine defensive driving training.
- Make safe driving a routine safety training topic.
- Consider providing training for everyone that drives in your company.

Make Policy

- Require employees to wear their seat belts when they’re driving on company business, even in their personal vehicles.
- Require signed policy regarding seat belts and safe driving rules.

Inspect Vehicles

- Verify that vehicles are safe to drive.
- Provide checklists and resources for employees that drive their personal vehicles for company business.
- For employees that can’t afford repairs to their personal vehicles, consider making funds available to assist them in maintaining a safe vehicle for company use.

Non-Owned Vehicle Requirements

Employees driving personal cars for company business must meet the following requirements:

- MVR checked pre-hire and annually
- Classify the employee’s personal policies as ‘Business Use’ policies
- Name (Your Company Name) as an ‘Additional Insured’ on personal auto insurance policy
- Have minimum limits of $300,000
- Provide Certificates of Insurance to management on an annual basis