Independent Contractor Manual Customization Instructions

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Please review and remove this page before printing. HNI Risk Services, Inc. has provided this template as a skeleton draft for your customization. Your processes may differ from recommendations in this template. Therefore, it is imperative you review, add, delete, or make any other necessary changes. We’ve attempted to capture the current policies and procedures. Please note: Company Driver Manual Template Version 7.1 no longer has independent contractor information. Laws are changing quickly in this area and HNI recommends that you keep those materials separate to help underscore the independent status of your contractors. Please contact your HNI representative for assistance with a separate Company Driver Manual.

Please pay particular attention to the areas highlighted in yellow and red, which will need to be completed by you before distribution. Additional topics of your choosing should be added throughout the handbook. Some additional sections topics could include: Tolls and Directions.

HNI Risk Services, Inc. does not offer legal advise and strongly recommends your final Independent Contractor Manual be reviewed by your company attorney. Your HNI team can provide a list of qualified attorneys upon request.

Once this manual is implemented and distributed, any policy statements and procedures will need to be followed.

Thank you for your continued support of HNI Risk Services as we strive to lower your total cost of risk.

Independent Contractor Manual Customization Instructions
This manual is created for independent contractors only. There is a separate manual for employee drivers with similar information, but also addressing employment-related issues.

  • Please review and remove this instruction page and the previous disclaimer page before printing.

  • This document was created in MicroSoft® Word and the “find & replace” function can aid in the removal of the COMPANY NAME reference with your specific name.

  • This manual is only a skeleton for you to start with. It needs your company’s specific procedures included.

  • The Table of Contents is included twice. The first is the actual table of contents that stays within the manual. The 2nd one is the acknowledgement page or sign off page. This page should be removed and kept by the company for proof of the driver’s acceptance of the company’s expectations. This allows the company to know which version was active when the driver signed it.

  • Pay special attention to red font and yellow highlighted text.

  • Please note there are two sample footwear policies. There are also 2 forklift procedures to pick from. Delete the one you do not use or replace it entirely with your own.

  • Again, this is the IC manual template. We strongly encourage two separate books to be created when both company drivers and independent contractor drivers are both in the fleet. In our templates, Chapters 1-6 will be the same for both; Chapter 7 for IC’s will be the insurance program information whereas Chapter 7 of the driver handbook will include driver employment and HR information. For example: At-Will Statement, Performance Evaluation/Promotion, Sexual or Other Harassment, etc. That type of information should NOT be included in any manual intended for independent contractors.

Furthermore, remember once this manual is implemented any policy statements and consequence procedures will need to be followed.

Company Name and Logo
Independent Contractor Manual

Created January, 2010

able of Contents

Table of Contents i

Introduction ii

Mission Statement ii

Driver Acknowledgement iv

Chapter 1

Safe Driving Practices 1

Seat Belt Policy 1

Recommended Following Distance 2

Speed Management 2

U Turns 2

Prohibitions 3

Chapter 2

Entering/Exiting the Vehicle 4

Proper Footwear 4

Dolly Legs 4

Fifth Wheel 5

Tandems 5

Back Safety 5

Cargo Doors 6

Injury Reporting 6

Chapter 3

Driving Records 7

Driver Qualification 7

Hours of Service 8

Log Procedures 8

Log Audit 9

Chapter 4

Vehicle Maintenance 9

Chapter 5

Passenger Policy Guidelines 10

Passenger Authorization 11

Chapter 6

Standard Operating Procedures 12

Equipment Abandonment 12

Security Steps 13

Crash Reporting 13

Claims Handling 14

Post Accident Requirements 15

Training 16

C H A P T E R 7

Independent Contractor Insurance 18

Addendum 1 – Insurance Co. Guidelines 23

Addendum 2 – Drug/Alcohol Abuse Policy 24

Addendum 3Important Phone Numbers

Index 5


CUstomer Name is committed to the protection of our drivers and their long-term health. It is our policy to comply with all provisions of the Federal Customer Name Safety Administration’s Regulations (FMCSRs). Customer Name will not permit or require any vehicle to be operated in violation of the safety regulations. Specific measures will be taken to ensure compliance from all drivers. In our industry, a lot of emphasis is placed on safety while driving; however, there is a great potential for injury to our drivers while working on and around the equipment. Because of this potential for injury, Customer Name has developed this program of safe acts to follow while working on and around trucks and trailers. Customer Name expects all everyone to abide by the rules of this program, which are effective immediately. Therefore, this manual covers both safe driving and safe working practices. It affects all persons operating under Customer Name operating authority.

Purpose and Scope

This program includes emphasis on the unique issues found in our industry. The components of the program include awareness of the hazards, the use of appropriate equipment, safe work practices, evaluation of the driver’s knowledge of these safe work practices, and counseling.

Mission Statement

It is our intention to be in compliance with all federal, state, and municipal safety and highway regulations. We want to make certain that all drivers operating under Customer Name know and understand the Federal Motor Carrier Safety Regulations (FMCSR). Our mission is to have safe transportation of our products by providing the following:

  1. Training in regulatory compliance at the management level.

  2. Ongoing driver training by taking advantage of multimedia resources available.

  3. Adherence to driver hiring procedures.

  4. Continual audit of driver safety records to ensure compliance.

  5. Never to require drivers to operate a vehicle when fatigued and never to require drivers to exceed the speed limit in order to meet a run schedule.

  6. Training in the proper and safe way to distribute and secure a load.

  7. Maintain current physical exams, driving records, and licenses.

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