Fleet Management
Drawing up a car policy for expats
Updated
A standard car policy is not always suited to employees from abroad. With a few extra agreements you make it fit for expats.
Why a separate section?
Expats drive long distances to their home country more often, sometimes have a foreign licence and do not always stay for the full contract term. That calls for clear rules. Read the basics in the car policy.
Agreements to include
- permitted countries and maximum annual mileage;
- licence requirements and the deadline for exchanging it;
- personal contribution and how it is processed in payroll;
- who bears the costs of early departure;
- what happens with fines and tolls abroad.
Explanation in English
Make sure the policy is also available in English. An employee needs to understand what they are signing. Explain how the benefit in kind works and how it relates to the 30% ruling.
Align with your lease policy
Does the arrangement fit your wider lease policy? Make sure contract term and mileage match the expected length of stay. Advice on your fleet is available through fleet management.
Frequently asked questions
Can I choose a shorter term for expats?
Yes, that is often wise if the length of stay is uncertain. The monthly payment may be higher.
Does the policy have to be in English?
It is not required, but it is sensible so the employee knows what has been agreed.
Who pays traffic fines abroad?
You set that out in the policy. Usually the driver is responsible.
Terms in this article