Confirming Authorization to Drive

Check Driving Records

Whether they are already your employee or someone you are considering for hire, there are two steps to determine whether someone is legally authorized to drive.

1. Ask to see their driver’s licence.

  • Check the issue and expiry dates to verify the licence is valid.
  • Check Licence Class and verify it’s appropriate for the vehicles they will drive for work. If you are unsure what type of driver’s licence is required, go to the ICBC Licence classes and type page.
  • Ask if their licence has been recently suspended, and if they know of any reason they are not legally authorized to drive in BC.
Employees who drive when their licences are suspended create significant liabilities. Ensure your safety policies address this possibility and instruct employees to immediately notify you if they receive driving violations, suspensions or prohibitions.

2. Have employees provide a copy of their current driving record (often called a driver’s abstract). Drivers can request copies of their abstract be emailed directly to employers through the ICBC website or by calling 604-661-2800 from the Lower Mainland or 1-800-663-3051 from elsewhere.

  • Check the abstract for contraventions (tickets, penalty points), suspensions and prohibitions. Ask questions if you see any.
Establish A System For Responding To What You See On Driver’s Abstracts

The violations and penalty points shown on driver’s abstracts are a reflection of past driving performance. They may also be an indicator of future driving behaviours. When you’re reviewing driving records, it’s beneficial to have a system to guide next steps. Here is an example.

# of Penalty Points Recommended Action(s)
0 points
  • Congratulate them.
1 to 3 points
  • Ask them about their driving history; discuss the circumstances leading to those penalty points.
4 to 6 points
  • Ask about the circumstances of the violation(s) and what steps they have taken to correct driving behaviours.
  • Consider restricting the driving duties you assign them until you have assessed their driving skills and behaviours.
  • Require they provide a driver’s abstract semi-annually rather than annually.
7 or more points
  • Ask them about the circumstances of the violations.
  • Do a ride-along assessment to evaluate driving skills and behaviours.
  • Restrict driving assignments; monthly progress check-in with supervisor.
  • Require they provide a driver’s abstract semi-annually.

Fleet operators can make bulk requests for NSC abstracts using the National Safety Code Abstract Request form.

Re-check Driving Records At Least Annually

Checking driving records annually has become a standard practice. However, because circumstances can change quickly and/or because of the nature or frequency of the driving their employees do, some employers check employee driver’s abstracts semi-annually or quarterly.

Make Sure Appropriate Insurance Is In Place

Keep a copy of the current insurance certificate in each company-owned vehicle and a copy in your office records.

For employee-owned or leased vehicles used for work, have the owner provide a copy of valid insurance at renewal. Confirm the policy shows the vehicle is insured in the correct rate class and has adequate third-party liability coverage.

Develop a process to track expiry dates so you are reminded to get a copy of renewed insurance documents.

How much liability insurance is enough? Talk with your insurance agent to find out what’s right for your company, the vehicles your employees drive for work and the purposes for which they use those vehicles.

Continue Reading:

Confirming Authorization to Drive

Confirming Driver Competence

Using SkillCheck to Assess Driver Competencies

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