Start with the trips that actually matter
Most companies write one rule for all ground travel and then wonder why it is ignored. Split it. A junior employee crossing town for a meeting and a director collecting a client from JFK are different risks and deserve different rules. Define two or three trip categories and set policy per category.
Where rideshare-only policies fail
They fail at airports during surge, at 5am when supply is thin, on group travel where four people end up in three cars, and on client-facing trips where the vehicle is part of the impression. Companies that mandate rideshare universally usually find the exceptions consume more admin time than a car service account would have.
What a corporate account buys
Consolidated monthly invoicing removes hundreds of individual expense claims. Cost-centre coding means finance can allocate without chasing. Fixed pricing removes surge variance from the budget. And a single dispatch number means a stranded traveller at 2am talks to a person rather than an app.
Duty of care
For any employee travelling late, alone, or in an unfamiliar city, a named chauffeur with a licensed operator is materially different from an unknown driver. Several of our corporate clients moved to an account specifically after a duty-of-care review rather than for cost reasons.
The clauses worth including
Name the approved vendors. Set the booking lead time. State who approves exceptions. Define the vehicle class by trip category rather than by seniority. And put the dispatch number in the policy document itself, because that is the number someone needs at the worst moment.
Need a car for this?
Dispatch is staffed 24 hours a day and every quote is fixed before you book, including tolls, fuel, taxes and gratuity. Call (516) 241-6537 or request a written quote.