Vehicle Use Policy Manual

Vehicle Use Policy Manual
OPERATING POLICIES AND PROCEDURES
1. USE OF COMPANY VEHICLES

1.1 All use of vehicles whether owned, leased, rented, or otherwise made available for use
must be authorized by the General Manager or the President. Owned vehicles must be
documented as part of the Company Fleet and maintained in the Fixed Asset List.
1.2 Company vehicles may only be used:
(1) for authorized purposes; such as trips to Government offices that we need to conduct
business in order to obtain documentation for company properties being processed or
already owned, and all other trips necessary to advance company inrerests, such as Tripping
for prospective buyers and clients etc.
1.3 Drivers of company vehicles must be at least 18 years old and have a valid drivers
license.
1.4 Drivers of Company vehicles must complete an approved Driver Safety Program at initial
employment and every two years thereafter. In the event of a moving violation citation or
accident in a Company vehicle, the Driver Safety Program must be retaken prior to driving a
company vehicle again.
1.6 It is the responsibility of the Administration Head or designee to ensure that all
employees who drive vehicles are up-to-date with the above Driver Safety Program and are
aware of the Company Vehicle Use Policy. The Administration Head is required to keep a
copy of the completed Drivers test for each driver.
2. VEHICLE PURCHASING AND REPLACEMENT

2.1 Company shall purchase vehicles that are more fuel efficient than what was replaced.
The General Manager will review each vehicle purchase to assure it conforms with this
policy.
2.2 All purchased vehicles should include readily available safety equipment such as early
warning devices.
3. VEHICLE OPERATION STANDARDS

3.1 Drivers of company vehicles must observe all national and local laws.
3.2 Drivers and all occupants must wear a seatbelt at all times and observe all posted speed
limits including reduced speed construction zones and road hazard warnings. All seatbelts
need to be fastened before the vehicle is put in motion.
3.3 Drivers are encouraged to briefly rest from driving every 2 hours.
3.4 Total driving time must not exceed 12 hours per day, irrespective of the number of
drivers.
3.5 Company vehicles must not be operated for travel purposes between 11:00 p.m. and
5:00 a.m., except where (1) the trip (a) is solely to return to a home base and (b) the
return trip is less than 4 hours in duration or (2) it is necessary to leave home base prior to
5:00 a.m. in order to reach a destination less than six hours away or (3) the driver is within
two hours of the destination.
3.6 Drivers must use good judgment concerning weather and driving conditions by
reviewing weather conditions in advance of the trip and make prudent travel adjustments
when necessary. Travel plans should allow for emergency stop-overs and associated
expenses due to bad weather. Drivers must slow down if adverse weather conditions exist.
Travel should not proceed in extreme weather conditions.
3.7 Drivers are responsible for the safe operation and condition of the vehicle they are
driving and should be familiar with the vehicle safety equipment. Vehicle problems or
concerns should be promptly reported to the Head Driver for expeditious action.
3.8 Towing or loading (including passengers) should not exceed the manufacturers capacity
limits. Adding storage or luggage racks above any vehicle that substantially changes the
safe operation of the vehicle is not allowed.
4. RESPONSIBILITIES AND SANCTIONS

The privilege to use company vehicles, may be withdrawn
for up to one year for violations of the Vehicle Use Policy.
4.1 It is the responsibility of the Head Driver or designee to ensure the safe operation and
condition of all company vehicles including regular maintenance and safety inspections. He
must develop a system to monitor and perform the work or make sure that all vehicle repair
and maintenance is completed on schedule and that documentation is properly filed. He will
also ensure that all vehicles are up to date on Official Registrations and Insurance.
4.2 All vehicle safety inspections must be performed under the direction of the Head Driver
on an annual basis to ensure compliance to company maintenance standards. The Head
Driver is empowered to ground and remove from service any vehicle deemed unsafe until
appropriate repairs are made or the vehicle is replaced.
4.3 Drivers of company vehicles are empowered to insist that the vehicle they are driving is
safe and operational for the intended purpose of the trip. Drivers may refuse to drive any
vehicle they deem to be unsafe until appropriate action takes place to correct the noted
problems.
4.4 Drivers of company vehicles shall not use company vehicles for personal purposes nor
allow others to use it unless expressly authorized by the President or General Manager.
4.5 Drivers are encouraged to maximize use of company vehicles to advance the business
objectives of the company and shall refrain from wasteful trips. Drivers observed to be
deliberately making wasteful trips are subject to suspension or termination.
4.6 The Internal Auditor is authorized to conduct surprise inspections to ensure that these
policies are followed and shall report to the President or General Manager all issues or
deviations discovered.

Vehicle Use Policy Manual

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Vehicle Use Policy Manual

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Vehicle Use Policy Manual

OPERATING POLICIES AND PROCEDURES

1. USE OF COMPANY VEHICLES

2. VEHICLE PURCHASING AND REPLACEMENT

3. VEHICLE OPERATION STANDARDS

4. RESPONSIBILITIES AND SANCTIONS

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