Need to get to a meeting across town? Most people just open Uber or Lyft without thinking twice. Rideshare services like these have become second nature in most modern workplaces, and it’s no wonder why: they’re fast, affordable, and easier than renting a car or navigating public transit.
The only problem is, like any other form of transport, rideshare services are not immune to accidents. It doesn’t matter how many five-star reviews the driver has - you’re still putting employees in a moving vehicle, and if something happens, your workplace safety policy better be ready for it because the consequences will be landing on your desk.
You need clear rules, legal protections, and a reliable process in place to address any issues or situations that arise.
But how do you create a truly effective rideshare safety policy that will protect both your employees and your company?
Define the Scope of Rideshare Use
Many companies already have vehicle safety policies covering personal use, fleet vehicles, and rental cars, but for some reason, rideshare often falls into a gray zone. If this is the case for your company, too, know that this approach is a mistake.
If you're reimbursing employees for Uber or Lyft rides during work-related travel, you need to treat those trips like any other form of company-related transportation. Why? Because OSHA doesn’t carve out exceptions for ridesharing. And neither will your liability insurer if something goes wrong and your internal documentation is vague.
So the first step is to be explicit: include Uber, Lyft, and any regional services in your official travel policy. Treat them as legitimate business transportation modes and spell out expectations accordingly.
What a Good Rideshare Safety Policy Actually Looks Like
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When we say 'be explicit in your policy' we mean it quite literally; it’s not enough to throw in a line about “using caution” when booking a ride. An explicit and effective policy does a few things well:
Outlines When and Why to Use Rideshare
Clarify when it’s appropriate for employees to use Uber or Lyft on the company’s dime. Are there cost limits? Does it need to be during certain hours? Is it only approved when public transportation isn’t available? Lay out those boundaries (and more) upfront so there’s no confusion later.
Addresses Behavior and Conduct During the Ride
You’re not trying to control everything, but you do want to make expectations clear. Should employees sit in the back seat? Share their ride status with someone? Avoid calls with confidential information? You can’t manage the rideshare driver’s behavior, but you can guide how your employees engage during the trip.
Includes Emergency Protocols and Incident Reporting
If there’s an accident, the last thing anyone should be doing is guessing what comes next. Your policy needs to outline step-by-step what an employee should do after an incident: call emergency services, document the scene, notify HR or the designated safety officer immediately, and collect the driver’s name, license plate, and app receipt.
And importantly, get a medical evaluation, even if injuries seem minor (or even non-existent at first). This is important both for the health of your employees and for potential insurance claims later on.
Prioritizes Legal Protection for the Employee and the Company
Your policy should direct employees to speak with a qualified professional if they’re injured in a rideshare accident. In California, for example, consulting an attorney experienced in Uber and Lyft cases is critical, not just for liability reasons, but to ensure the employee’s rights are fully protected.
And from your perspective, legal guidance can help the company navigate potential exposure, especially if there's a grey area around who paid for the ride or why the trip was taken.
Assign Monitoring Responsibility
Make sure you assign ownership internally. Maybe it’s someone in HR or the risk management team. Whoever it is for your company, they should be tracking usage patterns, reviewing incident reports, and flagging irregularities, especially for high-frequency travelers. If your people are constantly traveling, you need someone constantly checking the safety framework behind those movements.
And if you're using expense management platforms like Concur or Navan, integrate those reports into your reviews. Rideshare data is easy to analyze when it’s centralized, and this allows you to flag both safety issues and cost anomalies in one go.
Check Insurance Implications
Here's a nuance companies often overlook: Uber and Lyft provide some insurance, but coverage varies based on the driver’s status at the time of the accident. So, if the ride is in progress, there may be coverage. But, for example, if the driver was en route or waiting, things can get tricky.
Your company’s commercial policy might not extend to third-party transportation unless explicitly written to do so. So talk to your insurance broker to understand what gaps exist and how to plug them.
