Contractor Forum

Service Trucks Usage outside of working hours

  • 1.  Service Trucks Usage outside of working hours

    Posted 11-14-2017 09:48 AM
    My technicians sometimes go home with their service trucks, does anyone have any agreement suggestions for those drivers who may use the vehicles for their personal use outside of working hours?

    Timille Nanan
    Temp Tec Limited

  • 2.  RE: Service Trucks Usage outside of working hours

    Posted 11-15-2017 08:57 AM
    our policy is that the trucks are to be parked at the house after the last call. No personal use on the weekend. Now if they need to stop by the grocery store on the way home that is fine. Also if they are on call and have a kids ball game or such they are allowed to drive. My trucks are monitored but honestly it is not a real with my current employees. Now I did have a tech that did not have a car and that is the only time I had issues outside of work.

    Shaun Davie
    Decatur Heat & Air, Inc
    Decatur, TX

  • 3.  RE: Service Trucks Usage outside of working hours

    Posted 11-15-2017 09:38 AM
    Thanks for the feedback, it is something I really need to bring under control, I monitor as well but again not a reality that the employees do as they please.

    Timille Nanan
    Temp Tec Limited

  • 4.  RE: Service Trucks Usage outside of working hours

    Posted 11-15-2017 08:57 AM
    We allow our Service Techs and sometimes our Installers to drive work vehicles home, but have a form that they must sign which states they are not to drive company vehicles for personal use. My insurance company suggested this as liability can then be put on the employee if he doesn't abide by the agreement and an accident occurs. We have not had any issues and have has this in place for several years.

    Lisa Kelly
    Manatee Air Heating & Cooling
    Bradenton FL
    (941) 758-2323

  • 5.  RE: Service Trucks Usage outside of working hours

    Posted 11-15-2017 11:01 AM
    use fleetmatics vehicle tracking.  We recouped all of our money within a month!

    Andrew Fitzhugh
    Amazing HVAC
    Baltimore MD
    (410) 685-0383

  • 6.  RE: Service Trucks Usage outside of working hours

    Posted 11-15-2017 11:14 AM
    Good Morning Timille & Fellow Contractors, 

    To set the tone, I would like to approach the question coming from an analytical standpoint.  In a very competitive HVAC market, response time on service calls is monitored and included in our metrics to quantify each technician's performance. Since we set a high bar on productivity and performance in our organization, we established a framework for our service technicians to use an assigned vehicle from our company on and off duty. 

    We launched this framework with high hopes and strategically effectuated a synergistic approach via beta testing and risk analysis. We found this stage to be very helpful in weighing the advantages and disadvantages of assigning/allowing service technicians to use company vehicles outside of working hours. 

    After 2 weeks of the test run, and with the assistance of our legal counsel, we developed the following clauses:

    1.     Nobody other than the Employee personally shall drive or have the care, custody and control of the vehicle unless the Employee first obtains the express written consent of an officer of the company. Violations will result in immediate termination of employment.

    2.     The Employee agrees to be monitored via company's GPS Fleet Tracking Platform for the company to identify specific performance related metrics as well as to differentiate job related travel from personal travel.

    The Employee agrees not to loan the
    vehicle to any person; not to operate the vehicle while incapable of safely doing so, for example, because of alcohol use, drug use or drowsiness; not to use the vehicle to push or tow another vehicle or object; nor use
    the vehicle for transportation to or from other employment; and not to park the vehicle at or near places not in keeping with the Employer's image, including but not limited to bars, taverns, liquor stores, casinos, card parlors, distributors of X-rated material, or X-
    theaters; or under any circumstances 
    in violation to company
    and conduct
    Should the Employee violate the terms of this Agreement
    the vehicle for personal use, the Employee shall hold the Employer harmless from and defend Employer against all claims, actions, suits, proceedings, costs, expenses, damages and liabilities;
    including attorney's fees, arising out of, connected with or resulting from the use of the vehicle contrary to this Agreement.

    The Employee agrees to notify the Employer of any necessary maintenance for the 
    vehicle.  The Employee agrees to maintain the vehicle by keeping it clean inside and out in accordance with the

    The Employee agrees to submit, at the frequency specified by
    the company
    , the required service technician's schedule, contemporaneously reporting and itemizing the business mileage the vehicle has been driven.

    Should the Employee 
    utilize the company vehicle for
    personal use, the Employee acknowledges that they may be charged for personal mileage
    , or otherwise be reimbursed to
    the company
    , at the
    rate of forty - one ($0.5
    ) cents per mile.  This rate is subject to
    change, without notice, based on current federal mileage allowances.

    Conclusion:          We found that proper technologies are necessary to ensure proper execution of this strategy. It is also crucial to track, analyze and quantify the mileage accrued by each technician, with emphasis on differentiating work & personal miles. 

    Recommendations:  Accountability for each department managers needs to be effectuated in a quantifiable manner. Ensure to consul with your attorney on legal applicability of the clauses cited as it varies state-by-state. 

    I hope that my insights did not go into too much tangent in answering your question. I am a firm believer of the creed I've been preaching to my managers, Trust but verify. There is a delicate balance to be kept in this scenario, first, making sure that each technician has the right tools, equipment and supplies when dispatched, second holding them accountable and drawing a clear line on how to use company property (in this case, company vehicle) in congruence to your company's code of conduct and resource appropriation.

    Please feel free to contact me directly if you have any questions, feedback or need for clarification. I am always enthusiastic in helping fellow contractors to further grow their business and ensure smooth operation.

    Have a great day!


    Andrea Hughes,

    VP - Business Operations & Development

    315 S 21
    st Avenue, Hollywood, FL 33020
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  • 7.  RE: Service Trucks Usage outside of working hours

    Posted 11-15-2017 11:14 AM

    we don't allow it unless they get special permission first. And only tech can be in the truck , no passengers.  Also all our trucks are GPS equipped and if one moves after house I get a text to my phone.      




    Wayne Pierce

    Assist. Service Manager,

    Sr. Technical Advisor






  • 8.  RE: Service Trucks Usage outside of working hours

    Posted 11-15-2017 12:59 PM
    I allow my men to take their trucks home since they are on call, however, in my handbook there is a paragraph about work vehicles and in it it is stated that the company truck cannot be used for personal use, if the truck is used for personal use the employee  will be immediately terminated. Every employee signs and dates a sheet stating they read the handbook, the signed sheet is then filed. We also have GPS in every truck so we can easily see if the truck was moved after hours.

    Have a great day
    Bob Cermignano

    Bob Cermignano
    Bob Cermignano Air Conditioning & Heating Inc
    Ardmore PA
    (610) 642-6323

  • 9.  RE: Service Trucks Usage outside of working hours

    Posted 11-25-2017 05:19 PM
    As with any other policy, I'd make sure: a) any policy is in writing; and b) you apply that policy in a consistent manner. Additional thoughts:
    1. You are taking on the liability related to that vehicle. The insurance goes with the vehicle, not the driver, so even if he or she is off-duty, you are increasing your liability every time that vehicle moves.
    2. Accident liability stays with the vehicle, but worker's comp does not. If your employee is using the vehicle for personal use or is even commuting (i.e., going to the first job or coming home from the last job), worker's comp won't apply.
    3. If an employee uses any company asset for more than "de minimis benefit," he or she is subject to tax on that benefit. That means you're responsible for reporting it, and he or she is responsible for paying it. This is enough to keep most owners and employees from making a habit of personal use. Using a company vehicle that's clearly marked and modified to run service to go directly to a job is considered a "working condition benefit" and exempt from the tax. You can read the details here:

    Linda Couch
    Chief Operating Officer
    Parrish Services
    Manassas VA