How can companies manage driver safety, liability, and compliance when employees use their personal vehicles for work?

At Fleet Forward Conference 2026, experts from Cardata, SambaSafety, and NCR Atleos came together to discuss the challenges of managing grey fleets and what employers can do to reduce risk.

The panel explores everything from continuous driver monitoring and insurance requirements to employee privacy and choosing the right vehicle reimbursement program.

Meet the Panelists

• Rob Minton, Automotive Industry Consultant and Moderator
• Alan Wisniewski, Director of Fleet and Partnerships, Cardata
• John Barbagallo, Strategic Advisor, SambaSafety
• Jose Rocha, Fleet Commodity Manager, NCR Atleos

Key Takeaways: Managing Grey Fleet Safety and Liability

1. Driver Safety Should Cover Your Entire Workforce

Employees who drive personal vehicles for work can create many of the same safety and liability concerns as drivers operating company-owned vehicles.

The panel discusses why employers should establish consistent safety policies across their entire driving population, including requirements for licensing, insurance verification, and driver training.

2. Continuous Monitoring Helps Identify Driver Risk Earlier

An annual Motor Vehicle Record (MVR) check provides a snapshot of an employee's driving history, but a lot can change between reviews.

The panel explores how continuous MVR monitoring and targeted safety training can help companies identify potential issues sooner and take action.

3. Employee Privacy Matters

How can employers track business mileage while respecting employees' privacy?

The discussion covers the differences between traditional vehicle telematics and app-based mileage tracking, including how flexible tracking options can help employees keep personal and business travel separate.

4. The Right Vehicle Program Depends on the Driver

Some employees need specialized company vehicles, while others may be better suited to personal vehicle reimbursement programs.

Hear how NCR Atleos introduced a grey fleet program for certain field technicians and how employers can evaluate vehicle requirements, business mileage, cost, and risk when choosing between fleet and reimbursement.

5. Clear Policies Help Reduce Compliance Gaps

A well-defined grey fleet policy should establish expectations around driver eligibility, insurance coverage, vehicle requirements, mileage reporting, and accident procedures.

The panel also discusses how reimbursement programs, including Fixed and Variable Rate (FAVR), can support consistent policies and help employers manage compliance.

Simplify Grey Fleet Management With Cardata

Cardata helps companies manage personal vehicle reimbursement, driver compliance, and safety through fully managed programs.

With mileage tracking, insurance verification, and driver safety solutions powered by SambaSafety, employers can manage their grey fleet with greater confidence.