The Cornerstone Foundation Inc. 

Company Vehicle Policy 

 

1. Purpose 

The purpose of this Company Vehicle Policy is to provide guidelines for the use of company vehicles to ensure the safety of employees and staff (definition of staff to include volunteers).  This policy also ensures the proper care of company assets and minimizes liability. This policy outlines the responsibilities of employees or staff who drive company vehicles and provides guidance on permitted uses, insurance coverage, maintenance, and safety standards.  This policy also promotes accountability and responsibility among employees/staff. 

 

2. Eligibility 

Cornerstone currently has two (2) vans.  These vehicles are provided for work purposes only and are only available to employees/staff authorized by Cornerstone.  Eligible employees/staff must: 

 

• Possess a valid driver’s license with a clean driving record for the past five (5) years. 

• Be at least 22 years of age. 

• Have been with Cornerstone for at least 90 days. 

• Must be approved by our insurance carrier. 

• Successfully complete any required company-provided vehicle safety training. 

 

Employees must notify their manager or supervisor immediately if there is any change in their driving status (e.g., suspension of their driver’s license).  This information must be shared with the Cornerstone Treasurer.  Upon providing Cornerstone with the above-required documentation, Employees/staff will be notified when they are permitted to use the company vehicles. 

Any changes to the list of covered drivers will be communicated to the Cornerstone insurance carrier by the President of the Board, Vice President of the Board or Treasurer only. 

 

3. Permitted Uses 

The Cornerstone vans are to be used strictly for business purposes, as follows: 

• Traveling to and from business locations. 

• Transporting goods related to company operations, as follows: 

 

2023 RAM ProMaster van 2004 Ford Econoline  

Food bank pick up Transport nonfood items 

Transportation of perishables Transport bulky furniture and clothing 

Pick up Amazon packages twice/year Assist clients moving to housing 

Back up food pick up, as needed 

 

• Other uses only as pre-approved by the employee’s manager or supervisor. 

 

Personal Use‍ 

Personal use of company vehicles is strictly prohibited.  Unauthorized personal use of a company vehicle may result in disciplinary action, including termination. 

 

4. Vehicle Maintenance and Care 

Employees/staff using company vehicles are responsible for ensuring proper care and regular maintenance of the vehicle. This includes: 

 

• The Operations Coordinator will regularly check tire pressure, oil levels, and other fluid levels.  Employees/staff who identify an issue related to any of these items will notify the Operations Coordinator immediately. 

• Employees/staff must report any mechanical issues or damage to the vehicle immediately. 

• The Operations Coordinator will schedule routine maintenance such as oil changes or inspections in accordance with the vehicle’s manual. 

• Employees/staff using the vehicles will keep the vehicle clean and free of personal belongings. 

 

Employees must document any damage, wear, or other issues with the vehicle and report them to their supervisor as soon as possible.   Cornerstone covers the cost of standard maintenance and repairs, but damages resulting from negligence or personal use may be charged to the employee/staff. 

 

5. Driver Responsibilities 

Employees/Staff who drive company vehicles must: 

• Obey all traffic laws and drive in a safe and courteous manner. 

• Refrain from using a mobile phone while driving unless equipped with a hands-free device. 

• Wear seat belts at all times and ensure that all passengers do the same. 

• Refrain from eating or smoking in the vehicles.  Eating and smoking in Cornerstone vehicles is strictly prohibited. 

• Not drive while under the influence of alcohol, drugs, or other impairing substances. 

• Report any accidents, traffic violations, or incidents involving company vehicles immediately. 

 

Fuel Reporting‍ 

At the conclusion of any vehicle usage, employees/staff shall check the fuel level.  If the fuel tank is a quarter of a tank or less, the fuel must be refilled prior to returning the vehicle to its parking location.  Fuel expenses must be documented with receipts and submitted through the Cornerstone's expense reporting system. 

 

6. Insurance and Liability 

Cornerstone provides insurance coverage for company vehicles, which includes: 

• Liability coverage for accidents involving third parties. 

• Collision and comprehensive coverage for damage to the vehicle. 

 

 

 

In the event of an accident: 

• Employees/staff must immediately contact emergency services if necessary and file a report with the local police. 

• Employees/staff must report the accident their Supervisor within 24 hours. 

• Employees/staff may be required to cooperate with the insurance provider’s investigations and submit necessary documentation. 

 

If an employee is found to be at fault for an accident due to negligence, Cornerstone may hold the employee financially responsible for any deductibles or damages not covered by insurance.   

 

7. Restricted Activities 

Employees/staff are prohibited from: 

• Allowing unauthorized persons to drive the vehicle. 

• Transporting unauthorized persons at any time. 

• Using company vehicles for personal errands or activities. 

• Modifying the vehicle in any way without authorization (e.g., installing aftermarket parts, decals). 

• Transporting illegal substances, hazardous materials, or excessive loads. 

 

8. Disciplinary Action 

Failure to comply with the Company Vehicle Policy may result in disciplinary action, including: 

• Verbal or written warnings. 

• Suspension of vehicle privileges. 

• Termination of employment in cases of misconduct (e.g., DUI, reckless driving, unauthorized usage, theft). 

 

9. Recordkeeping 

To ensure proper oversight of company vehicles, Cornerstone requires employees to submit the following documents regularly: 

• Fuel receipts. 

• Maintenance records. 

 

Supervisors are responsible for ensuring that all necessary records are up to date and accurate. 

 

10. Policy Updates 

This policy will be reviewed annually or as needed to ensure compliance with legal standards and company requirements.  Cornerstone reserves the right to modify this policy at any time, with appropriate notice provided to employees. 

 

11. Contact Information 

For questions or concerns regarding this policy, employees may contact the Treasurer.  This Company Vehicle Policy ensures safety, responsibility, and compliance while using company vehicles for business purposes. Regular updates and adherence to this policy are crucial for maintaining a professional and secure work environment.