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Here are are a few suggestions for drafting vehicle policies that meet your needs: Be restrictive, but practical, about use of your vehicles. Drafting a vehicle policy is the best way to set and communicate the rules regarding employees' use of vehicles. The less your employees use your vehicles for personal use, the better. A business deduction is only allowed when you use your car for business purposes. The employer provides the vehicle to the employee for use in the employer’s trade or business. Employers may use the cents-per-mile method if the employer reasonably expects the vehicle to be regularly used by employees in the employer’s trade or business throughout the year (or such shorter period as the vehicle may be owned or leased by the employer), or the vehicle is at least driven 10,000 miles. California law in this area differs from federal law. California vehicle mileage reimbursement law is one such category designed to handle this issue, particularly seeing as usage of a personal vehicle is one of the largest categories of expense that people incur on their jobs. Any time an employee operates his or her own vehicle for company business, it is considered to be a “non-owned auto” exposure for the company. Deductible car expenses may include: travel from one workplace to another, business trips to visit customers/attend business meetings away from your regular workplace, or travel to temporary workplaces. Lease, sell or lend a company car. I hereby certify that, whenever I drive a privately owned vehicle on State business, I will have a valid driver's license and proof of liability insurance In order for GPS tracking of employees to meet this standard, employees would need to have a reasonable expectation of privacy regarding their location that is intruded upon in a “highly offensive” manner. If you use vehicles in your small business, how and when you deduct for the business use of those vehicles can have significant tax implications. Arguably, employees should not have an expectation of privacy when using company-owned vehicles during business hours or for work purposes. In accordance with State Policy (S.A.M. We allow two methods to determine your business car expenses: Personal Vehicles. 0753 & 0754) approval is requested to use privately owned vehicles to conduct official State business. Most employers use a set monthly car allowance, a cents-per-mile reimbursement, or some variation on these standard approaches. If sickness occurs during a business trip that requires the use of a company car, employees should take regular breaks while driving or ask HR for overnight accommodations, if needed. If your organization pays a cents-per-mile reimbursement or is considering switching to one, check out our definitive guide: These employees should be compensated for the business use of their personal vehicle. Although the company does not own the vehicle, the fact that the employee is operating the vehicle for business purposes puts the company at risk for non-owned auto liability. However, as many employment-related laws are, things can be … Employees are not allowed to: Smoke inside of a company car. Special rules for business vehicles … The court explained that employers are only required to pay for employee’s commute time in company provided vehicles if it is required. It pays to learn the nuances of mileage deductions, buying versus leasing and depreciation of vehicles. 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