Vehicle Policy

Onsite Private Security Vehicle Policy

Purpose:

This policy outlines appropriate use of company vehicles, rule, restrictions and expectations, and clarifies use of personal vehicles, reimbursements and more.

Company Vehicles

Lock Boxes

Each vehicle is equipped with a lock box, which is to be placed on the driver side rear or driver side window.
The code to access the lock is 1789* (1, 7, 8, 9 & asterisk).
The order in which you enter the numbers do not matter, as long as all numbers and symbols are selected.
Any time the latch is released, the code will need to be re-entered to reengage the latch, and allow it to open or close.

Gas Cards/Fuel

Each vehicle is equipped with a gas card for various gas stations, depending on the contract.
PIN/Driver ID code is 6719
PIN & Driver ID are the same, the vernacular changes from station to station.
Any station requiring an area code: 84721
You’ll also need to add the odometer reading.

Gas cards should be stored in the glove compartment of the vehicle. Some of our vehicles come with an upper and lower glove compartment. Please keep the gas card in the upper glove compartment.

Fuel Type:
Please fuel the vehicles with 87-88 mid-grade octane fuel. Typically there are 3-4 options. Please choose the octane level 1 above the minimum octane. No 85 octane fuel should be used in our vehicles.

Gas cards are for company vehicle use only, unless given written permission (text) from the operations manager or HR.

Officers should monitor fuel levels throughout their shift. Anytime the fuel levels are between 1/2 and 1/4, please make arrangements to fuel the vehicle.

  • please communicate fuel levels to your co-workers to arrange to refuel.
  • ensure fueling takes place before or after the shift, or during shift changes to ensure sites remain attended.
  • do not leave sites unattended to get fuel, unless directed by the client or operations manager.
    • shifts with more flexibility, such as patrols or posts at gas stations can fuel during the shift as appropriate.
  • stay clocked-in while you’re obtaining fuel.

Vehicle Inspections/Mileage Report

Each officer must complete a thorough vehicle inspection prior to their shift, noting any new damage to the vehicle, and reporting it in their DAR.

Mileage is to be documented at the beginning and end of each shift in your DAR. This is for tax purposes and operational and quality control.

Vehicle Assignments

Officers should only operate the vehicles assigned to the shift/location to which they are assigned, unless a supervisor directs otherwise.

Vehicles are assigned next to the name of the assigned officer on the spreadsheet schedule, which is shared on Telegram. Each vehicle has an abbreviation, and the schedule has a legend on the top of the first page.
Currently, the vehicles are abbreviated more or less with the color of the vehicle and either make or model following.
For example:
(BX) stands for Blue Xterra. (GR) stands for Gray RAV4.
Eventually, we plan to assign vehicles by number, and will update accordingly.

Vehicle Operation

When you drive company vehicles you represent the company. It is important to drive with care and courtesy.

Officers are to obey all traffic laws, including speed limits, lane changes, appropriate lane usage, signaling, and right of way.

Seatbelts are always required, regardless of the rate of travel.

Officers pulled over for traffic violations in company vehicles will be given a documented verbal warning.

Officers cited with a traffic violation in company vehicles will be written up, with an action plan for improvement.

Do not operate the vehicle security light bars on highways, freeways, or residential streets. The only appropriate usage of those light bars are on client property.

Do not operate the vehicle in the dark without lights. We are not lying in wait to “catch bad guys” in the act. We are a visible deterrent, and need to be seen and need to see.

No fishtails, burnouts or donuts.

Please refrain from idling the vehicle for hours on end to utilize the A/C or Heater.
We obviously want you to be safe and comfortable, but it is not allowed to idle the vehicle for the entire shift.

Dress appropriately for the season, so you can sit in a cold vehicle for a while before needing to turn on the vehicle and utilize the heater.

If appropriate, park the vehicle with the sun to your back, or park in shade during the hot weather months.

Speed

Each location is different. Some are in urban areas, some are in the desert, some in the mountains.
There are some being driven on ice, snow, mud, sand, etc.

Regardless of the vehicle you’re driving, please ensure that you operate the vehicle safely. Reduce your speeds in off-road, dirt, gravel, mud, sand, snow and icy situations. Speed is a huge contributor to accidents when conditions aren’t optimal.

Stay on roads and paths designed for vehicles, and avoid going off-road, especially into muddy areas. We typically provide off-road capable vehicles for contracts with under-developed locations, but these vehicles have limitations.

Obey the speed limit at all times, and reduce speeds in inclement weather.

Inclement Weather

Driving in the rain/snow greatly increases the risk of vehicle accidents. Please follow these guidelines for inclement weather driving:

  • Allow yourself more time to drive. A commute that normally takes 30 minutes may take 60 minutes. Give yourself more time so you’re not in a hurry.
  • Start the vehicle and turn the heater and defrost on, before you start brushing/scraping ice/snow. Be sure that ALL windows are clear before beginning vehicle operation.
  • Reduce speeds, especially on turns and curves.
  • Increase your follow distance. You need to allow plenty of time to stop if the person in front of you suddenly stops or loses control.
  • Shift down to slow down as opposed to using the brake only.
  • If you need to use the brakes, do so by pumping the brake as opposed to “stomping” and holding it down.
  • Avoid changing lanes quickly, as snow and water often accumulate between lanes, which can cause you to slip or hydroplane and lose control.
  • Utilize your hazard flashers, and allow other people to pass you, especially if you feel they are too close to your rear.
  • Know your route. Be sure to avoid areas that are common “trouble spots”, such as steep inclines or poorly maintained roads. Know alternate routes you can take instead.
  • Utilize 4×4 settings
    • 4×4 high may be used for standard driving. Please do not exceed 65 MPH while utilizing 4×4 high.
    • 4×4 low may be used for situations where you need more torque and speeds are low. Do not exceed 25 MPH on 4×4 low settings.
    • Most vehicles require you to stop and shift into Neutral to change 4×4 settings.
    • Keep in mind sharp turns are very difficult while using 4×4 settings, so prepare accordingly.
  • Utilize chains (provided) if necessary.

Vehicle Care

Our vehicles are your work station, which you share with co-workers. Please adhere to the following guidelines and rules:

  • No smoking or vaping in, or in direct proximity to the vehicles.
  • Officers should bring grocery sacks with them to discard trash. Please empty the trash after every shift.
  • Disinfectant wipes are provided in every vehicle, and must be used to wipe down the vehicle surfaces. Every shift should wipe down:
    • Anything you touch, including the interior door handle, arm rest, steering wheel, signal and wiper controls and applicable gear shift, radio and a/c/heat knobs.
    • the center console, including cup holders, cubbies and the areas around the emergency brake need to be wiped down so the crumbs, hair, and dust that settles into those areas can be cleaned out.
    • The interior portions of the driver door panel often gets mud from our feet and needs to be wiped down.
  • Many officers utilize the charging ports in the vehicles to charge mobile devices, and our provided spotlights. Please ensure this is done while the vehicle is running, and unplug them when the vehicle is off. If devices are left plugged in and charging, the battery will be depleted.

Distraction Free Driving

We have a strict distraction-free driving policy. While driving, please refrain from activities that are distracting, including:

  • texting & social media usage
  • live-stream recordings
  • video recordings
  • DAR entries
  • phone calls (hands free devices are ok)
  • eating food
  • reaching for fallen items
  • watching tv/movie/video streams

 

Personal Vehicle Usage

The security industry is unique in that we do not go to the same work location every day. However, a standard commute is still a regular expectation for any job.

Commute Reimbursements

Due to our unique service offerings (covering rural areas in the state), we have a unique solution when it comes to the use of your personal vehicle:
We believe anything under 35 miles to be a reasonable commute. For commutes under 35 miles, the cost of fuel and maintenance is your responsibility.
For commutes over 35 miles, we have the following offering for commute reimbursement:

1a. Driving your personal vehicle back and forth (round trip) is reimbursed at $.30 per mile.
Example: a 100 mile round trip would yield $30 in reimbursements.

1b. Driving your personal vehicle to a detail with housing/hotel provided: $.15 per mile (there and back).
Example: a 100 mile round trip would yield $15 in reimbursements.

To clarify, these reimbursements are considered from your home base to hotel ($.15 per mile), and from the hotel to the work location ($.30 if over 35 miles), but will not include driving to and from restaurants, grocery stores, etc.

$.30 per mile should cover the cost of fuel, plus additional funds for wear and tear on your vehicle, including tires, oil changes, etc.
The better the fuel efficiency of your vehicle, the more you’ll be able to apply toward maintenance, wear and tear and insurance costs.

These reimbursements are paid with your paycheck, and the breakdown is viewable on your paystub.

This commute reimbursement is considered a benefit. Please reference: U.S. Department of Labor Wage and Hour Division (Revised July 2008) Fact Sheet #22: Hours Worked Under the Fair Labor Standards Act (FLSA) for information related to traveling for work.

Your Personal Vehicles

Understand that driving your personal vehicle to work is “at your own risk”:
Issues that may arise out of regular vehicle operation, including flat tires, battery issues, windshield cracks, vehicle collisions, striking animals, etc. are your responsibility.

Avoid driving your personal vehicle in areas unsuited to your particular vehicle. If there are muddy ruts and puddles everywhere and you’re driving a low-riding sedan, you should avoid driving your vehicle through it.

Be sure to maintain a proper maintenance schedule, including oil changes, and check your tire tread often.

Your Personal Insurance

It is required (not to mention a law)  for all officers to maintain an active insurance policy, which covers damage or bodily injury you may cause to others, and damage caused to your vehicles arising out of collision with other vehicles, animals or slide-offs. Insurance does not cover vehicle maintenance issues.

It is highly recommended for you to add 2 endorsements onto your policy:
1. Emergency Roadside Assistance.
– this endorsement covers the cost of roadside assistance, such as flat tire change assistance, vehicle tows and locksmith services. There is no out of pocket cost if you call the insurance company first to initiate the claim. If you call a locksmith or tow company directly, you may be responsible to pay up front, then be reimbursed by your insurance company after filing a claim.
Understand that the insurance company will only pay to tow you to the nearest repair location. If you have a preferred mechanic in St. George, but you break down in Salt Lake City, they will not tow you to St. George, unless you pay the difference.

You may also become a AAA member, as they have a roadside assistance program that applies to card holders, not individual vehicles.

2.  Rental Reimbursement.
– this endorsement provides a rental vehicle if you wreck your vehicle, and it is not drivable, or while it is in the repair shop.
– understand this endorsement does NOT provide a rental vehicle for mechanical failure.
– if you have a secondary or “extra” vehicle that you can use, this endorsement may not be necessary.

Typical coverage limits for this endorsement only covers a specific amount per day.
AS AN ESTIMATE:
$25-$35 per day will get you a compact/economy sedan
$35-$45 per day will get you a full size sedan
$45-$55 per day will get you a cross-over/small SUV
$55-$65 per day will get you a mid-full-size SUV.
Visit Enterprise or Hertz to determine an appropriate daily limit for your vehicle.

These recommended endorsements will make it easier for you to manage these emergencies, and allow you to continue working without interruption.

The cost for emergency roadside assistance is very low.
Rental Reimbursement is a little more, but still better than dealing with no replacement vehicle when yours is down.

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