Elite Employee Fuel Card (BP+ Card) Term and Conditions of Use Introduction Eligible Employees of Elite Customer Solutions Pty Ltd ( Company ) and their Authorised Users (as defined below) are entitled to a discount on purchases of approved BP petroleum products using the BP + Employee Fuel Card at Approved BP Outlets (as defined below) in Australia, provided those products are solely used for private use. Eligible parties will receive a discount off the retail price of BP fuels when using a BP+ Fuel Card subject to the terms and conditions outlined herein. Purchases of the products by any means other than the BP + Fuel Card do not qualify for the discount. Eligibility The terms and conditions apply to all permanent employees and fixed term contractors (with a minimum 12 month contract) on the Company s payroll, upon commencement of employment ( Eligible Employees ). Continuous prior service within the wider BP Group is counted towards the total length of employment for the purposes of these terms and conditions and in determining the discount entitlement outlined below. Casual employees (those who are not on the Company payroll) are not eligible to any entitlements under these terms and conditions. Non eligibility Please note that a person who meets the eligibility criteria above will be unable to participate whilst they are on unpaid leave or absent from their role (excluding maternity or parental leave) or working offshore on a secondment. Definition For the purposes of this document the word Elite Employee Fuel Card will be used to refer to the BP + fuel card, which Eligible Employees obtain to purchase goods and services. Entitlements Eligible employees are entitled to one Elite Employee Fuel Card for their exclusive use only plus an additional one card for an authorized user (see Authorised User below). Version 1.2 Reviewed by: Amanda Keller Approved by: Karina Campbell Date Reviewed: 12/11/2012
Effective 1st June 2008, Eligible Employees will receive a discount off the retail price of BP Petroleum Products based on the following model. Total length of employment is inclusive of continuous prior service within the wider BP Group (e.g. transfer/promotion from one BP Company to another). Total Length of Employment Discount per litre of Approved BP Petroleum Products 0 2 years 10 c 2 5 years 20c 5 years + 35 c These Terms and Conditions (including the discount rates outlined above) may be altered by the Company s Leadership Team (LT) at any time and subsequently the changes will be communicated to employees. Additional Cards Authorised Users An Eligible Employee can nominate one (and only one) Authorised User on their Elite Employee Fuel Card application form to be issued with a fuel card. On approval of the application, the Company will issue an Elite Employee Fuel Card for the use of that Authorised User. To be an Authorised User, the person must be the Eligible Employees spouse (or defacto spouse) or father, mother, sister, brother, child or parent in law. Persons who are related to the employee by step, foster or adopted relationships can also be nominated as an Authorised User. Approved BP Outlets Approved outlets are those that have BP pumps, pole signs and other BP decor and to which BP is contracted to supply petroleum product and accepts the BP+ card for the purchase of approved BP products. Purchases from other independently or competitively branded sites are specifically excluded. Approved BP Petroleum Products BP Ultimate, Premium Unleaded, Unleaded 95, Unleaded 91, e10, Ultra Low Sulphur Diesel, BP Ultimate Diesel, Opal and BP Autogas (not bottled gas). Purchases of Other Products from BP Retail Outlets & the BP Extended Merchant Network In addition, all Elite Employee Fuel Cards can be used to purchase other non petroleum products (at normal retail prices) from BP retail outlets and products and services from member suppliers of the BP Extended Merchant Network Page 2
(refer below). The Company does not provide any discounts on nonpetroleum products purchased at BP retail outlets or products and services from member suppliers of the BP Extended Merchant Network. BP Extended Merchant Network Elite Employee Fuel Cards can also be used to purchase products and services from member suppliers of the BP Extended Merchant Network. Member suppliers include Beaurepaires, Goodyear Auto Service Centres, Bob Jane T Marts, Bridgestone, Windscreens O Brien and Ultratune. These suppliers may offer discounts from time to time when an Elite Employee Fuel Card is used for payment. Any discounts offered are provided by the member suppliers at their discretion, not by BP. The availability and level of discounts on purchases from member suppliers of the BP Extended Merchant Network is solely determined by those suppliers. Elite Employee Fuel Card users should check with their local member supplier to determine the availability and amount of any discounts available as they may change from time to time. Private Use Elite Employee Fuel Cards can only be used for purchases of product used exclusively for private purposes e.g.: domestic, recreation, leisure, commuting, home hobbies etc. Refer to Rules of Use (below) for further clarity. Elite Employee Fuel Cards cannot be used for purchases of product used for private business, farm or other commercial activity subject to taxation or for use in Company or commercially registered vehicles or equipment. Rules of Use All users of employee Elite Employee Fuel Card must hold a current drivers license. Each Elite Employee Fuel Card can only be used to purchase products for one nominated vehicle (the registration of that vehicle will be embossed on the Elite Employee Fuel Card). The Elite Employee Fuel Card can only be used where the purchased product is used exclusively for private purposes. One of the Elite Employee Fuel Cards must be for the exclusive use of the Eligible Employee. The two Elite Employee Fuel Card entitlements cannot be issued to two Authorised Users. Each Eligible Employee and Authorised User may claim a discount for fuel on one vehicle (car, boat, motorbike), which is registered in their name. Approved fuels are purchased with the Elite Employee Fuel Card. Each Elite Employee Fuel Card is vehicle specific with the registration number, vehicle description and Eligible Employees name embossed on the card. An employee, who was previously an Eligible Employee but is now working offshore on secondment, will not be able to nominate an Authorised User. Page 3
Both a unique PIN and odometer reading must be provided when making purchases from BP retail outlets. A Elite Employee Fuel Card must not be used to purchase the following: for a vehicle with a registration number other than that embossed on the Elite Employee Fuel Card; or for the benefit of a person other than the Eligible employee or the Authorised User; or for a private business, farm or other commercial activity subject to taxation. must not be used to facilitate access to cash. Elite Employee Fuel Card Misuse Regular audits of Elite Employee Fuel Card usage of employee accounts will be undertaken by the Company. It is the responsibility of the individual employee to ensure that both their Elite Employee Fuel Card and the Fuel Card issued to a nominated Authorised User are used in accordance with these terms and conditions. Explanations will initially be sought from the employee where the audit process identifies an irregularity in usage. Depending upon the response and the situation, the matter may then be referred to the People and Culture Director ( P & C Director ) and/or the HR Advisior. The P&C Director or delegate will then conduct an investigation into any potential breach of these terms and conditions. Based upon the results of the investigation, the P&C Director or delegate will make a recommendation to the relevant Leadership Team member with respect to any further action to be taken. A proven breach of these terms and conditions will result in immediate cancellation of all Elite Employee Fuel Card/s (both the Fuel Card(s) issued to the employee and the Authorised User). In addition, disciplinary action will be taken for any proven breach of these terms and conditions which may include dismissal. Employees should not access, alter or change employee details without the express written request of the employee or management. Any unauthorized access or altering of Elite Employee Fuel Cards details will result in the cancellation of all Elite Employee Fuel Cards and disciplinary action which may include dismissal. Payment Direct Debit Employees and their Authorised User can only access the fuel discount if their Elite Employee Fuel Cards are set up on a direct debit payment arrangement. On the 21 st day of each month, the Company will direct debit an employee's nominated bank account for the amount owing for purchases charged to the Elite Employee Fuel Card /s. The direct debit payment will be debited from one nominated bank account. If the 21st of the month falls on a public holiday or Page 4
the weekend, the direct debit for the amount owing will be taken out of the nominated bank account on the next available business day. Each month the Company will issue a Fleet Control Report (FCR) for Elite Employee Fuel Card/s with respect to the employee s and their Authorised User s nominated vehicles. The FCR will list the details of each purchase during the month at the pump price net of the discount. All other purchases will also be listed (i.e. from BP retail outlets and suppliers within the BP Extended Merchant Network). It is the employee s responsibility to ensure all purchase details are correct. Dishonored Payments If the direct debit transaction is dishonored because the employee s account contains insufficient funds, the consequences are outlined below: The first two (2) times a dishonored payment occurs, the Staffcard Administration Team will notify the employee by calling them. The employee will be required to pay the amount of the dishonored debit to the Company immediately upon notification. If the employee is unable to make the payment, the Company will temporarily suspend the account for up to ten (10) working days. If the payment is not made in this time frame (10 working days) the account will be closed permanently and the outstanding payment will be sent to debt recovery. The Company may deduct the amount owed from the employees next pay. If a third dishonored payment occurs, immediately the employees Elite Employee Fuel Card and any Fuel Card held by any Authorised User will be permanently cancelled and the outstanding amount owed will be sent to debt recovery. The above guidelines are only applicable if the dishonor is not a result of an administrative error. Where the dishonor is the result of an administrative error (e.g. the Company does not possess the correct bank account details) the employee will be required to correct the error immediately to enable the Company to submit another direct debit transaction. A fee will be charged to the employee s Elite Employee Fuel Card account, by the Company, if a dishonor occurs. To avoid errors in debiting the nominated account, the provision of correct banking details (BSB and full account number from the financial institution) is essential. The Company reserves the right to institute normal debt recovery proceedings should any amounts remain unpaid on an Elite Employee Fuel Card. Cancellation of the Elite Employee Fuel Card and any Fuel Card held by an Authorised User Page 5
under these terms and conditions will not entitle the employee to request the Company to provide him or her with any equivalent benefit or reward to that which the employee and/or his or her Authorised User would have had through use of the employee discount. Eligibility Ceases Employees Leaving the Company When an Eligible Employee s employment ceases with the Company or where their secondment to a participating company has ended, any employee Elite Employee Fuel Card must be returned to the Company, or given to the Line Manager on the last day of employment. When an employee leaves the Company, the associated Elite Employee Fuel Card/s will be cancelled on the day after the termination date and the final balance will be direct debited 24 hours after the employees last working day. If there are outstanding monies owing (i.e. due to a previous dishonor) then this amount owing will be deducted from the employees final pay. Death in Service In the unfortunate event of an employee s death in service, the Authorised User can continue to use their Elite Employee Fuel Card for up to one year after the employee s death. The Authorised User will be required to resubmit the Elite Employee Fuel Card application form and will be issued a new card. Process Submit an Application to apply for an Elite Employee Fuel Card (BP+ card): Complete the BP + Elite Employee Fuel Card application form found on the BPpeople portal; Complete the BP direct debit form found on the BPpeople portal Obtain Line Managers approval (signature mandatory on application form); Sign a copy of this document agreeing to the BP+ Employee Fuel Card Terms and Conditions of Use Provide a copy of the Registration of vehicle/s to Line Manager. Forward the application to Staffcard Administration team in Business Accounts Team, via internal mail. Please note that only HARD COPY application forms will be accepted. Applications will be processed within 14 working days of receipt of the above paperwork, if all the documentation is in order. Page 6
Additional/Change of Elite Employee Fuel Card New additional Elite Employee Fuel Card orders and/or cancellations require the Staffcard Additional or Change of Vehicle Details Form to be completed and forwarded to the Staffcard Administration team. The form can be found on the BP People Portal and a hard copy must be provided. Changes to Bank Account details: Should the employee wish to change the nominated bank account for Elite Employee Fuel Card payments, it is the responsibility of the employee to advise the Staffcard Administration team immediately to ensure there is adequate time to process the bank account change details. Changes to Bank Account details require a Direct Debit Form to be completed and a HARD COPY sent to Staffcard Administration team. To change bank account details, the form must be submitted no later than the 15th of the month. Lost, Damaged or Stolen Elite Employee Fuel Cards If an Elite Employee Fuel Card is lost, stolen or damaged, contact Elite Customer Solutions immediately on 1300 1300 27. Please indicate whether the Elite Employee Fuel Card was lost, stolen or damaged and provide employee name, card number and/or vehicle registration number details. The Company will order all replacement Elite Employee Fuel Cards on the same day, if advised during normal business hours. A new Elite Employee Fuel Card will be forwarded in the post and upon receipt of the new card, please destroy any old damaged Elite Employee Fuel Cards. If a replacement is not received within 3 working days, please contact Elite Customer Solutions on 1300 1300 27. All other queries relating to the Elite Employee Fuel Card should be directed to the Staffcard Administration team on: Email: Staffcard@se1.bp.com Ph: 1300 1300 27 Fax: 03 9669 5166 Page 7