Vehicle safety is an important element of risk control for all companies, including staffing agencies. However, staffing agencies may not fully understand the various potential exposures associated with auto liability. These risks can range from the use of personal vehicles by internal employees for business purposes such as sales calls or off-site visits, to procurement of office supplies. They can also arise from temporary employees driving client vehicles as part of their assignment.  Without proper controls in place, your business could be exposed to significant risks.

Additionally, some staffing agencies utilize owned vehicles, such as 15-passenger vans or buses, to transport workers from client sites. It is important to note that motor vehicle crashes are the leading cause of work-related deaths in the U.S., according to the National Institute for Occupational Safety and Health (NIOSH). Furthermore, the National Highway Traffic Safety Administration (NHTSA) states that 15 passenger vans have a greater risk of being involved in rollover crashes than other vehicles. Given the workers’ compensation and auto liability exposure, it’s important for agencies engaging in employee transportation to have a strong vehicle safety program in place and ensure that all employees adhere to it.

A strong vehicle safety program for staffing agencies should include, but is not limited to, the following key elements:

Driver Selection

It’s recommended that drivers should meet the following criteria:

  • Be at least 21 years of age.
  • Possess a valid driver’s license.
  • Complete a satisfactory motor vehicle record (MVR) check.
  • Pass a satisfactory written or road test.

Driver Training

  • All drivers should be trained on the specific vehicle.
  • If wheelchairs are being transported, drivers should be trained on proper loading, unloading and securement of wheelchair.
  • All drivers should review and sign off on the company’s vehicle safety policy.
  • All new drivers should be trained, and current drivers should receive ongoing training.


  • A valid driver’s license and personal auto insurance should be maintained and always available.
  • Seatbelts, shoulder harness and wheelchair restraints must always be worn for all passengers when the vehicle is in use.
  • Unsafe vehicle conditions should be reported immediately.
  • No driving while under the influence of alcohol, drugs, illegal or prescribed should be allowed.
  • No smoking, talking, or texting on phone or eating should be allowed while vehicle is in operation.

Drug and Alcohol Testing

Drug and alcohol testing should be incorporated at the following times:

  • Pre-employment
  • Post-accident
  • Random

Incident Reporting

  • If anyone is injured, call 911.
  • Protect the incident scene and if possible, move vehicle to a safe location out of traffic.
  • Obtain information from other drivers involved, including:
    • Name
    • Address
    • Driver’s license number
    • Insurance company name and policy number
    • Vehicle information
  • Don’t discuss or admit fault or place blame.
  • Notify supervisor.

Vehicle Inspection and Maintenance

A proper inspection and maintenance program should include:

  • Monthly inspection of interior and exterior, lights, windshield wipers, horn, tires, warning flashers and steering.
  • First aid kids should be kept in vehicles.
  • Records of monthly inspections and regular maintenance should be kept.
  • Insurance card should remain in vehicles at all times.

Insurance & Registration

Drivers should be required to:

  • Maintain auto liability insurance with minimum limits of $100,000/$300,000 for bodily injury and $100,000 for property damage or a combined single limit of $300,000.
  • Provide annual proof of insurance.

Motor Vehicle Records (MVR)

  • Obtain annual authorization from the employee to run MVR check.
  • Determine a points system that qualifies drives as acceptable or unacceptable.
    • Include the previous 36 months for safe driver analysis.

By implementing these key elements in their vehicle safety programs, staffing agencies can demonstrate their commitment to protecting their employees and others on the road. This not only helps to ensure the well-being of their workforce but also safeguards the agency’s reputation and financial stability.

To learn more how you can strengthen your staffing agency’s vehicle safety problem, contact a Marsh McLennan Agency (MMA) advisor today.

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