Auto Safety Policy. And. Vehicle Handbook
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- Prudence Ariel McDonald
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1 Auto Safety Policy And Vehicle Handbook All employees who drive a fleet vehicle or personal vehicle on behalf of the company should keep this document in their vehicle for How to Report an Accident Headquarters Located: 4942 Summer Oak Drive Buford, GA Page 1 of 9
2 Table of Contents Introduction... 3 Authorized Drivers... 3 Driver s License, Safety & Traffic Violations and Motor Vehicle Records... 3 Smoking... 4 Mobile Phones, Dash Cameras/Recording Devices... 4 Drugs, Alcohol and Weapons... 5 Vehicle Maintenance... 5 Ladder Rack... 5 Computer/iPad Storage... 6 Vehicle Cleanliness... 6 Breakdown... 6 Fuel and Fuel Cards... 6 Tire Care and Replacement... 6 Windshield Replacement... 6 Mechanical/Electrical/Electronic Repairs... 7 Accidents and Safety...7 Personal Vehicle Use... 8 Towing... 8 Company Driver s Commitment... 9 Page 2 of 9
3 Introduction During your employment, Tech Systems, Inc. may provide you with a vehicle to be used within the scope of your employment. This Fleet Vehicle Handbook describes the terms, conditions and expectations under which you may be provided with a vehicle. Whether you are a driver of a company vehicle or a personal vehicle, you are responsible for reading and having a complete understanding of your responsibilities as they are described herein. Operation of motor vehicles is a necessary part of our business operations. Operation of motor vehicles exposes our company to losses: injury to employees, injury to the public, damage to property, interruption of operations. Accidents and/or poor driving habits can also damage our company reputation. We are committed to operating all aspects of our business in a safe and responsible manner, and we endorse the following automobile safety policies. As you represent Tech Systems, Inc. in the community, you must drive and maintain your vehicle in a responsible manner. In addition, you are responsible for the proper care and maintenance of the vehicle. Authorized Drivers Only those specifically authorized by management are to operate company vehicles for company business. This includes drivers of company owned vehicles, employees operating personal vehicles on company business and any authorized family members. Driver s License, Safety & Traffic Violations and Motor Vehicle Records Drivers and passengers are expected to wear seatbelts while operating or riding in company vehicles. The driver is responsible to ensure all occupants in the vehicle wear seat belts at all times. The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment. All drivers must hold a valid license, any revocation or suspension of license is to be immediately reported to your supervisor. Motor Vehicle Records (MVRs) will be obtained and evaluated annually by management based on the criteria below. These criteria must be met before any employee or designated person is allowed to operate a company vehicle or a personal vehicle on company business. To assist in the evaluation of individual reports, the following minimum guidelines will be taken into account. In general, the existence of one or more of these issues gives sufficient cause to consider the driver as unacceptable. Three or more moving violations in a three year period. Two or more moving violations in a one year period. Three or more at fault accidents in a three year period. Two or more at fault accidents in a one year period. A combination of three or more moving violations and at fault accidents in a three year period. Page 3 of 9
4 A combination of two or more moving violations and at fault accidents in a one year period. Suspended or revoked license. Driving while intoxicated. Driving under the influence of alcohol or drugs. At fault vehicular homicide/voluntary manslaughter. Leaving the scene of an accident. Reckless driving/drag racing. Note: Some violations are more serious than others. Violations such as running a red light, disregard of a traffic control device and failure to yield are strong indications of poor driving habits. These will be given greater weight in the evaluation process. Some traffic violations may be on our monthly Enterprise fleet billing for things like running red lights, speeding, parking violations & toll violations. Please be aware that Tech Systems pays these fines through fleet services and then will payroll deduct from the violators. Please drive defensively to avoid serious injury to yourself or someone else and to avoid the toll these violations take on our insurance rates. Tech Systems utilizes the How s My Driving program to enhance driver awareness and safety and to provide a means for the general public to offer feedback, both positive and negative. Negative feedback will be handled as follows: 1st Occurrence - Verbal Warning- Documented Counseling 2nd Occurrence - Formal Warning (Driver Training is recommended) 3rd Occurrence - Final Warning (Follow-up Driver Training is recommended) 4th Occurrence - Revoked Driving Privileges which may lead to termination These are general guidelines and Tech Systems reserves the right to terminate based on any single occurrence. Smoking Tech Systems, Inc. is a tobacco free company. In keeping with Tech Systems, Inc. and intent to provide a safe and healthful work environment, smoking is prohibited throughout the workplace which includes Client locations and company vehicles. Tech Systems, Inc. s smoking policy supersedes Client sites smoking policies. Tobacco products will not be permitted. Employees who fail to comply with the policy will receive a written warning for the first violation and will be terminated for a second violation. Mobile Phones, Dash Cameras/Recording Devices The use of mobile phones while driving a company vehicle or while driving a personal vehicle for company business is prohibited. This includes, but is not limited to: any handheld device that is used to make phone calls, check voic , conduct text messaging, or send/receive communication. If any employee is in violation of this policy, the employee will be subject to disciplinary actions up to and including termination of your employment with Tech Systems, Inc. Page 4 of 9
5 Wireless/Bluetooth devices for mobile phones are permitted while driving provided they are hands free and legal in the geographic area of use. All devices used for the purpose of recording audio or video while operating a company vehicle and or a personal vehicle while conducting business for Tech Systems are strictly prohibited. Drugs, Alcohol and Weapons Possession, distribution, sale, transfer, or use of alcohol or illegal drugs or abuse of prescription drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment is strictly prohibited. Refer to Employee Handbook for additional policy concerning Drugs, Alcohol and Weapons. Vehicle Maintenance Vehicles are essential in accomplishing job duties and are expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines Please notify the Tech Systems Fleet Manager if vehicles appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The fleet manager can answer any questions about an employee's responsibility for maintenance and care of vehicles used on the job. AS THE RECIPIENT OF A COMPANY VEHICLE, YOU ARE RESPONSIBLE FOR THE PROPER MAINTENANCE AND CARE OF THE VEHICLE. THE FOLLOWING SCHEDULED MAINTENANCE CHECKS ARE REQUIRED: 1. Change your oil every 5,000 miles or 7500 miles if recommended by the manufacturer 2. Keep your tires inflated to the proper PSI rating. (This is usually PSI, but you should check the owner s manual to be sure) 3. Rotate tires every 15,000 miles. 4. Inspect belts and hoses for cracks and leaks or loose fittings monthly. 5. Inspect headlights, tail lights and brake lights to ensure proper operation monthly. 6. Check wiper blades for cracks or splitting monthly. Ladder Rack When using ladder racks for transporting ladders or storage of ladders on the vehicle, ladders are to be securely fastened to the rack by using the mechanical fastening systems that are included with the rack system and additional tie down straps. A visual inspection should be made daily to ensure ladders are securely fastened. Page 5 of 9
6 Computer/iPad Storage When it is necessary to leave a computer or ipad in the vehicle, it should be stored in a manner that does not leave it in view of others. They should be stored behind or under the seats or behind storage racks to deter theft. Computers and ipad s should never be left in the vehicle overnight. Vehicle Cleanliness Cleanliness of the vehicle is the responsibility of the driver and not only reflects on the driver, it also reflects on Tech Systems, Inc. Vehicles should be washed at least monthly, trash should be removed daily along with storing parts and tools in their proper location. Breakdown If you experience problems with your vehicle that affects your safety or the safety of others which includes but is not limited to difficulty stopping the vehicle, brake grinding/rubbing, engine stalling/smoking or trouble shifting gears, Do Not Drive the Vehicle. Park the vehicle in a safe location as far from the road as possible and contact Enterprise Fleet Management. Fuel and Fuel Cards Fuel cards are to be used for the purchase of regular unleaded fuel and for company vehicles only. Tire Care and Replacement Tire mileage is directly proportional to driver techniques, front-end alignment, tire pressure, and wheel balance. All of these factors are under your control. You should check your tire pressure at regular intervals and visually inspect your tires. You should correct front-end alignment and wheel balance problems immediately to avoid excessive tire wear. Use National chains for tire replacement; refer to the back of the maintenance cards for companies: Goodyear, Pep Boys, Tire Kingdom, etc. Avoid using Firestone. All service work requires approval by Enterprise Fleet Management prior to any work being performed. Windshield Replacement If there is a concern for driver and/or occupant safety or if driver s view is impaired, the windshield should be replaced. Contact Enterprise Fleet to schedule replacement. If damage is storm related, also contact Tech Systems Fleet Manager, as the repair may be covered under our insurance coverage. Page 6 of 9
7 Mechanical/Electrical/Electronic Repairs Modern vehicles today are much like the systems we maintain and service and require specialized knowledge and equipment to repair. All engine, drive train, brake and electrical repairs must be performed by the vehicle manufacture s authorized dealership locations. Accidents and Safety Any employee that has an accident regardless of location is subject to post-accident drug testing. It is the employee s responsibility to immediately notify their supervisor and Tech Systems Fleet Manager of any accident. Likewise, it is the responsibility of the supervisor to notify Human Resources who will determine the necessary course of action. HOW TO REPORT AN ACCIDENT Procedure to follow for reporting/filing an accident: In the event that you are in an accident while driving a company vehicle or a personal vehicle while conducting company business, please follow the instructions below: 1. Call the police if the accident involves another vehicle, pedestrian or property. It is your responsibility to notify any state/or local agency (police, etc.) of the accident and file any appropriate written report. 2. When an accident involves another vehicle, obtain the following: Drivers name Address Telephone number Name of Insurance Company Vehicle registration number Vehicle license plate number If possible, obtain the name, address, and telephone number of any witnesses, including name, badge number, and address of any investigating police agencies. Please note if there are any injuries reported by anyone involved in the accident. Take pictures of damage area on vehicles involved if possible 3. As soon as possible after the accident occurs, provide telephone notification to your immediate supervisor and Human Resources. 4. You must take a drug test within 24 hours of any accident. You are responsible to ensure there is a drug form in your vehicle for use when necessary. Contact Human Resources if one is needed. If driving a company vehicle: 5. Contact the fleet manager to report the incident, the extent of property/vehicle damage and/or serious bodily injury. 6. Send written estimates of damage to the Tech Systems Fleet Manager. 7. If the vehicle is incurring storage charges, please let your manager and the Tech Systems Fleet Manager know. Page 7 of 9
8 8. If alternative transportation is necessary while your vehicle is in repair, contact Enterprise so that an interim rental arrangement can be made. 9. If an adjuster or any other representative from the other driver s insurance company contacts you for a statement, either written or verbal, refer that person to the Tech Systems Fleet Manager. 10. To protect your own interest, please follow the above instructions carefully. Personal Vehicle Use The company vehicle is for use in conducting business. Personal use is strictly prohibited. Towing The towing of a trailer or another vehicle is prohibited unless authorized by the fleet manager for business purposes only. Page 8 of 9
9 Company Driver s Commitment Date: 2016 My signature on this commitment form indicates understanding of my responsibilities as a Tech Systems, Inc. company driver. I have received and read a copy of the Auto Safety Policy and Vehicle Handbook and agree to fulfill all my responsibilities as listed there in. These include, but are not limited to: Adhering to all policies and procedures governing the operation of my vehicle. Ensuring all preventative maintenance is performed on my vehicle in accordance with the Manufacturers guidelines. Maintaining a professional appearance and safe operating condition of the vehicle at all times. Submitting any accident reports and a copy of the current driver s license as requested. Prohibiting use of assigned vehicle by anyone not authorized to drive company vehicles. Failure to comply with the conditions listed above can result in disciplinary action including termination. Human Resources Signature Page 9 of 9
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