Categories Business

Tips for Lending Employees Company Cars

  • Lending company cars requires careful evaluation of insurance needs, including collision, liability, and comprehensive coverage.
  • Liability concerns entail verifying employees’ driving credentials, providing regular driver’s training, and vehicle maintenance.
  • Guidelines for appropriate use of company cars need to be clearly communicated to all employees.
  • The security of company cars, both physical and technological, is paramount, with tracking systems offering valuable benefits.

As a business leader or entrepreneur, you may be considering lending your employees a company car as a perk or benefit for their hard work. While this can be a great incentive, there are essential factors to consider before making this decision. Lending company cars to employees requires careful planning and consideration in terms of insurance, liability, and tax implications. This guide will explore the ins and outs of lending employees company cars and help you make informed decisions regarding this significant perk.

Insurance Considerations

Insurance is the first and most crucial aspect to consider when lending employees company cars. You’ll want to ensure that you have comprehensive insurance coverage that considers the possibility of an accident involving the employee while driving on company business. Here are some important things to tackle with your employees:

Insurance Coverage

When it comes to insurance coverage, you’ll need to consider both collision and liability insurance. Collision insurance covers damage to the company vehicle, while liability insurance covers damage to other people’s property and medical expenses if the employee is at fault in an accident. It’s also advisable to include comprehensive insurance, which provides coverage for non-collision-related incidents such as theft, vandalism, and natural disasters.

Driver’s License Verification

Before lending a company car to an employee, verifying their driving credentials is crucial. This means ensuring they hold a valid driver’s license and have a satisfactory driving record. You should also consider their past experiences and comfort with driving. By doing this, you mitigate the risks associated with lending out company vehicles, ensuring both the safety of your employees and the security of your company’s assets.


Deductibles are a significant aspect of insurance policies that you’ll need to understand when lending company cars to employees. A deductible is the amount your company will pay out of pocket in the event of an insurance claim. For instance, if a company car is involved in an accident and incurs $2000 in damage, and your insurance deductible is $500, the insurance will cover $1500 while your company is responsible for the remaining $500.

Liability Concerns

In addition to insurance, liability concerns should be considered when lending employees company cars. Should an employee have an accident in a company car, the employer may be held liable for any damages or injuries. It’s essential to have a clear understanding of who is responsible for what when it comes to company cars and to make sure that all employees who are permitted to drive company cars have clean driving records. Here are some factors to prioritize:

Driver’s Training

Providing proper driver’s training to employees who will be driving company cars is vital. This includes familiarizing them with the vehicle, its features and functions, and safety protocols. Companies should also provide regular refresher courses on safe driving practices to ensure that all employees are competent drivers.

Maintenance and Inspection

It’s crucial to ensure that company cars are regularly maintained and inspected to reduce liability concerns. This means scheduling regular maintenance appointments, checking tire pressure and tread depth, and making sure all safety features, such as seatbelts, headlights, and brake lights, are in working order. Keeping detailed records of maintenance and inspections is also essential.

Appropriate Use

Establishing guidelines for the appropriate use of company cars by employees is important. This includes outlining when and where the vehicles can be used, who is responsible for gas expenses, and what to do in case of an accident or breakdown. Clearly communicating these guidelines to all employees will help reduce liability concerns and ensure that company cars are being used effectively.

Car Security

Ensuring the security of company cars is another crucial consideration. This includes physical security, like secure parking facilities and technological protection.

One technological aspect that can immensely enhance vehicle security is the utilization of a GPS tracking system. This device allows for real-time tracking of company vehicles, providing information on their location, speed, and travel history.

This data deters theft and misuse and provides valuable insights for streamlining operational efficiencies. The GPS system’s functionality should be regularly checked to ensure its accuracy and performance.

At the end of the day, lending employees company cars is a decision that requires careful consideration of factors such as insurance, liability, and security. By taking the time to assess these considerations and implementing appropriate measures, you’ll be able to offer this perk confidently and effectively manage any related risks. Remember that open communication with employees is crucial in ensuring the responsible use of company cars and minimizing potential issues. So, make sure to have well-defined policies in place before lending out company cars- your employees will thank you, and your business will benefit.