The company car policy: what to look out for?

Important points

• the standard lease amount and any personal contribution;
• rules for private use and holidays abroad;
• who pays the settlement amount upon termination of employment;
• excess/deductible in case of damage;
• charging and refuelling agreements.

Why is a company car policy indispensable for your organisation?

A well-drafted company car policy provides clarity for both employer and employee regarding the use of lease vehicles. It prevents misunderstandings and contributes to a consistent implementation of the mobility policy. Without clear agreements, disagreements can arise over matters such as private use, fuel cards, maintenance, and handling damage. This can lead to unnecessary administrative burdens and disruptions in the working relationship, which can affect productivity.

Furthermore, a comprehensive company car policy helps manage costs and risks. By setting frameworks for, for example, the type of car, options, and fuel consumption, the fleet remains financially manageable. Moreover, it addresses legal and fiscal aspects, such as the addition to taxable income (bijtelling) and responsibilities for traffic violations. This ensures compliance and protects the organisation against unforeseen expenses or liability, which is essential for sustainable fleet management.

• Prevents misunderstandings and disagreements
• Ensures cost control and risk management
• Provides legal and fiscal clarity
• Contributes to a professional image

How to integrate sustainability into the company car policy?

Sustainability is becoming an increasingly important aspect of organisations' mobility policies. Integrating this into the company car policy starts with encouraging environmentally friendly choices. This includes offering a lease budget for electric or hybrid vehicles, potentially with preferential treatment. Encouraging the use of public transport for certain journeys or facilitating cycling for commuting can also play a role, for example, by allocating part of the lease budget for this purpose.

Furthermore, the company car policy can include provisions for home or office charging infrastructure, and encourage economical driving behaviour through training or monitoring. The choice of fuel and maintenance suppliers, who prioritise sustainability, can also be considered. The goal is not only to comply with any environmental legislation but also to actively contribute to a smaller ecological footprint for the organisation, which is also positive for its image.

Frequently asked questions