DRIVING POLICY The following are basic requirements for employees who drive OTL vehicles or periodically use their own vehicles for OTL business, i.e. transportation of materials or tools, errands, travel to and from locations during the work day, etc. Safe Driving It is OTL s expectation that any employee who drives on business will do so safely, following all motor vehicle regulations and requirements. Any unsafe operation of your vehicle is strictly prohibited and against OTL policy. Running late or trying to be more efficient does not allow you to speed or drive in an unsafe manner. When driving on OTL business follow all speed laws, stop at all signals and stop signs and arrive safely at your destination. Driving Record Motor Vehicle Records (MVR) will be obtained annually as part of this policy. You will be enrolled in the California Department of Motor Vehicle Pull Notice Program, which will require that you sign a waiver to allow OTL access to your driving records. OTL will be provided an initial motor vehicle record and will obtain ongoing updates when there is activity on your driver s license (moving violations, suspensions, DUI, etc.) Driving under the influence (DUI), reckless driving, multiple collisions or frequent citations may be grounds for a driver to be prohibited from driving on OTL business. Drivers found with unsatisfactory driving records may have to undergo remedial training or, in severe cases, may be prohibited from operating vehicles on OTL business, which in turn could jeopardize employment with OTL. Only employees with 5 or more years of driving experience will be allowed to drive on OTL business, unless preapproved by management in writing. It is expected that all drivers will have an ongoing driving record that is acceptable to OTL s insurance carrier. Any employee who loses the privilege to drive or who is informed by the Department of Motor Vehicles of a suspension or revocation of his driver s license is immediately prohibited from driving any vehicle on OTL business and under no circumstance shall that employee drive any vehicle on OTL business. Driving Evaluation OTL will conduct a basic driving evaluation to ensure that each employee is capable of safe vehicle operation. This evaluation will also include a brief visual vehicle inspection to assure it is in a reasonable and safe condition. Deficiencies found in vehicle or driving skills may result in corrective action based upon severity. In all cases, it is the goal of our OTL that no unsafe driver or unsafe vehicle should be used on OTL business. Auto Insurance OTL maintains auto insurance for its vehicles. Employees who periodically drive their own vehicles for business related purposes will be required to maintain and document OTL required or State minimum mandated levels of auto liability insurance. Drivers will be required to provide proof of insurance at each policy renewal and failure to do so may result in disciplinary action. OTL will not be responsible for the costs of insurance on personally owned vehicles, the third party liability as a result of a collision or the repair of your vehicle if involved in a collision, including any deductible. Page 1
Auto Collisions Drivers will be required to report any and all auto collisions when on OTL business. OTL s Auto Collision Report Form is attached hereto. OTL owned vehicles are covered by OTL s auto insurance policy. Property damage or liability arising out of a collision involving an employeeowned vehicle while on OTL business will be the responsibility of the employee and their auto insurance carrier and not OTL. Injuries to employees while driving on OTL business will be covered under Workers Compensation. It is critical for both OTL and the employee that detailed information is obtained and recorded while still at the collision scene. You will be expected to prepare a full written report and take photographs to help assure the ability to establish damages and prove fault. Each OTL vehicle should have a Collision Kit which includes the OTL Collision Report Form and a disposable camera in the event that you do not have other means to take photographs at the time. Additional forms or disposable cameras can be obtained from OTL s Director of Risk Management. You must notify the office immediately if involved in a motor vehicle collision, no matter how minor it may seem. You may be given specific instructions at that time regarding transportation of OTL s vehicle, obtaining a police report, and interaction with the other party. You may also be instructed to contact law enforcement, especially if bodily injury or serious property damage occurs or the other party does not provide proof of insurance, vehicle registration or driver's license when asked. Citations and Tickets OTL will not be responsible for the costs of traffic citations, parking tickets, towing charges or impound fees due to unlawful driving and parking activities, even if incurred while conducting OTL business. All such charges, costs and fees will be the responsibility of the driver. Seat Belt Usage Seat belt use is mandatory for all drivers and occupants of vehicles being used for OTL business, even if employee owned, at all times while the vehicle is in motion. The driver is responsible for ensuring that all passengers wear their seat belts. Driving Distractions Employees are to be focused on their driving at all times and shall avoid distractions such as eating, drinking, tuning the radio or any activity where both hands are not on the steering wheel and the driver s full attention is not on the road. Cellular Telephone & Mobile Electronic Device Policy This policy and the procedures below must be followed by all OTL employees. The purpose of this policy is to promote a safe and productive work environment and covers the use of OTLissued devices, personal devices, and personal use of OTL issued devices. OTL has invested substantial resources into cellular and smart telephones and other mobile electronic devices ( Mobile Devices ), which is an important company asset. While at work, employees are expected to exercise the same discretion in using personal Mobile Devices as is expected for the use of OTL Mobile Devices. Employees who are provided an OTL issued Mobile Page 2
Device are allowed to use them for short personal calls within reasonable limits, however excessive personal calls and messages during the workday, regardless of the Mobile Device used, can interfere with employee productivity and be distracting to others. OTL employees may not use Mobile Devices while operating a motor vehicle under any of the following situations, regardless of whether a hands free device is used: When employee is operating a vehicle owned, leased or rented by OTL. When the employee is operating a personal motor vehicle in connection with OTL business. When the motor vehicle is on OTL property. When the Mobile Device is OTL owned or leased. When the employee is using a Mobile Device to conduct OTL business. All employees are expected to follow applicable local, state and federal laws and regulations regarding the use of Mobile Devices at all times. All employees shall be held responsible for reimbursement of any additional costs incurred by OTL as a result of a violation of this policy. Employees violating this policy may also be subject to disciplinary action, up to and including termination. The use of wireless communication devices, such as cell phones, must be done so legally. California law requires hands free use of such equipment and you will be required to follow the State requirements. State law further does not allow the use of communication devices to text or to send and receive messages. OTL will provide the necessary hands free equipment for its telephones and radios. Employees must provide such equipment for their own communication devices and use it all times. Any unsafe or illegal use of communication devices will result in disciplinary action, up to and including termination. Actual calls must be limited to critical business activity. Limit outgoing calls to important contacts and keep them extremely short. Return calls when you have arrived at your destination and inform callers that you will call them back when you are in a safe location. Prolonged or detailed calls should be avoided. Be aware that studies are clearly showing the distraction of the call itself, even with use of hands free devices, significantly increases the chance of collision. Employees found violating this policy will be subject to disciplinary action. Vehicle Maintenance Each driver is responsible for ensuring their vehicle is properly maintained. It is important that maintenance be done on time to keep the vehicle in the best and safest condition. The manufacturers maintenance schedule should be followed unless OTL provides for more frequent servicing. Employees should inspect vehicles in accordance with manufacturers suggested practices to assure proper fluid levels and proper tire inflation are maintained. Periodic pre trip safety inspections should be conducted by the driver and deficiencies noted. Tires, brakes, mirrors, windshield visibility, wipers, lights and other safety equipment must be checked before each use Page 3
of a vehicle and issues should be corrected immediately. Unsafe vehicles must not be operated at any time. The driver will be held accountable for the safety and overall condition of his or her vehicle. Vehicle Garaging and Storage Employees who take OTL vehicles home at night must provide a safe and legal place for parking. Off street parking in a well lighted area is required, and if this is not available, the driver must review the planned parking practices with their supervisor for authorization of the parking location. Vehicles parked on OTL property will be parked in designated areas. Vehicles will be locked and all tools and equipment will be stored for security. Driving Training Drivers may be required to attend safety training sessions directed to upgrading safe driving skills. Periodic driving safety bulletins may be distributed and you will be expected to adhere to the suggestions provided. A poor driving record as identified in Motor Vehicle Reports may require driver participation in safe driving courses. Personal Use of OTL Vehicles OTL vehicles are provided to certain employees for their business use but those vehicles are in the employee s control around the clock and are used for commuting to and from work. The following requirements govern the employee s personal use of an OTL provided vehicle: Only OTL employees who have been prequalified to operate OTL vehicles are authorized to drive OTL vehicles. No family members or others residing with the employee may operate an OTL vehicle unless they have been prequalified and written authorization has been given by OTL. Personal use of OTL vehicles shall be kept to a minimum. OTL vehicles shall not be used for vacation trips or other non business trips unless prior approval has been granted. An OTL vehicle being used for personal activity shall be operated in accordance with our established rules of operation for business activity (OTL Driving Policy). All fines, insurance deductibles, defense costs and other legal penalties arising out of ticketed offenses or collisions are the responsibility of the driver. Other Items All employees operating OTL Vehicles will be required to sign a Vehicle Use Agreement, a copy of which is attached. Transportation or storage of illegal drugs, banned substances or hazardous materials is strictly prohibited in vehicles operated on OTL business. Driving while impaired or under the influence of drugs and/or alcohol, prescription or over the counter medication, illness, fatigue or injury is strictly prohibited. Drivers must comply with all vehicle load requirements. Excessive width, length and weight of vehicle or load is the direct responsibility of the driver and he or she must be aware of these requirements. Page 4
Driver will be responsible for making certain that all materials and tools are properly secured to the vehicle and no debris can fly out or fall from the vehicle. OTL vehicles are to be driven only by employees who have been assigned or who have been authorized to operate a particular OTL vehicle. OTL vehicles are provided for use in official OTL business and are not to be used for any other reason, except for commuting to and from OTL s place of business. Family members, friends and any non OTL employees are never allowed to drive or be passengers in OTL vehicles unless explicit written permission has been given by OTL management. Employees are prohibited from using an ipod, Walkman, MP3 Player or similar personal sound device using headphones while operating a motor vehicle. Playing of radios at high volumes is also prohibited. Acknowledgement The Vehicle Driver Acknowledgement form will be completed by all drivers of vehicles used for OTL business. These Driving Policies requirements will be explained and any questions should be reviewed at time of signing of the Acknowledgement. Vehicle Driver Acknowledgement I hereby acknowledge receipt of OTL's Driving Policies and procedures and state that I have read and understand its contents. Further, I agree to abide by the policies and conditions stated in this document and understand violations may result in loss of driving privileges or based upon the severity of the infraction, disciplinary action, up to and including termination. I authorize OTL and/or its agents to request and receive a copy of my driving record from any individual or organization, including any state or municipal record keeping agency, at any time prior to or during my employment and without giving me any additional notice. Employee s Printed Name Employee s Signature Date Page 5
Vehicle Driver Acknowledgement I hereby acknowledge receipt of OTL's Driving Policies and procedures and state that I have read and understand its contents. Further, I agree to abide by the policies and conditions stated in this document and understand violations may result in loss of driving privileges or based upon the severity of the infraction, disciplinary action, up to and including termination. I authorize OTL and/or its agents to request and receive a copy of my driving record from any individual or organization, including any state or municipal record keeping agency, at any time prior to or during my employment and without giving me any additional notice. Employee s Printed Name Employee s Signature Date THIS PAGE IS TO BE REMOVED AND RETURNED TO OTL S MAIN OFFICE AFTER BEING SIGNED BY THE EMPLOYEE Page 6
VEHICLE USE AGREEMENT Employee Name: Dept.: Year Make & Model VIN Condition (New/Used) Cost Requirements for Use: I agree to take responsibility for Vehicle listed above for the purpose of conducting company business. 1. I agree to abide by the OTL Driving Policy. 2. I agree to complete the OTL Vehicle Inspection Checklist prior to each use of the vehicle and will immediately bring any deficiencies to the attention of my supervisor or the Office Manager. 3. I understand that I am responsible for maintaining the vehicle in good working condition while said vehicle is in my possession. 4. I agree to return the vehicle in the same working condition that I received it to the designated personnel, normal wear & tear excepted. 5. I agree and understand that if the vehicle is damaged during my possession of it or due to my neglect or misuse that I am responsible and will reimburse OTL the amount required to repair the vehicle through payroll deductions. By signing this acknowledgement agreement, I understand my rights and responsibilities under the OTL Driving Policy. Employee Signature: Date: Supervisor Signature: Date: TO BE COMPLETED UPON VEHICLE RETURN The above vehicle was returned on the date indicated below and in satisfactory condition unless noted below. Vehicle Return Date: Inspected by: Inspector Signature: Employee Signature Upon Return: Condition Upon Return: +OTL Driving Policy 2016
VEHICLE INSPECTION CHECKLIST DRIVER NAME VIN OR UNIT # YEAR/MAKE/MODEL ODOMETER DOCUMENTATION Item Owner s Manual Registration Proof of Insurance Collision Report Kit Driver s License VEHICLE INTERIOR Item Heater / Air Conditioning Windshield Defroster Window Operation Door handles & Locks Seats Seat Belts Interior Lights Mirrors No Warning Lights On Fuel Level Checked Yes No Satisfactory Yes No VEHICLE EXTERIOR Item Windows/Windshield not Severely Cracked Windshield Wipers Headlights (Hi & Low Beams) Tail Lights Brake Lights Turn Signals/Flashers Emergency Brake Tires (Condition/Inflation) Horn No Fluid Leaks Exhaust System Wheels Vehicle Free of Damage All Loads Secured Properly Vehicle Condition Satisfactory All Defects Reported Satisfactory Yes No ENGINE COMPARTMENT Item Engine Oil Level Coolant Level Battery Secured Brake Fluid Level Transmission Fluid Level Windshield Washer Level Satisfactory Yes No ADDITIONAL COMMENTS: I have inspected this vehicle as noted above and have found it safe to operate. SIGNATURE: DATE: TIME: +OTL Driving Policy 2016
Auto Collision Report Form (Keep in Your Glove Box) When a collision occurs: First Steps Do Not Say While Still at the Scene Remain calm Get to a safe place Check for injuries Administer First Aid Call police/emt OTL Driver/Vehicle Information It s all my fault, (even if it is) My insurance will pay for everything It s OK, I have full coverage Get as much information as possible on this report. Take Pictures When the police come, cooperate and tell them what you know. Vehicle Year: Vehicle Make: Vehicle Model: Vehicle Color: Driver s Name: Driver s License #: State: Vehicle ID: Collision Details Date of Incident: Time of Incident: AM PM Weather/Road Conditions Location of Collision (Street, City, State) Collision Details Damage Descriptions (Include Photos from Several Different Angles for each Vehicle Involved) Your Vehicle Other Vehicle Towing Company Name & Phone: Towing Company Name & Phone: Other Driver/Vehicle Information Owner's Name: Owner's Phone: Owner's Address: Vehicle Make: Model Year Color License Plate No.: State: Insurance Company: Policy #: Agent s Name Other Drivers Name: Agent s Phone: Other Driver s Phone: Other Driver s License #: State: Other Drivers Address:
Passengers: Your Vehicle Other Vehicle # Passengers: # Passengers: Injuries: Names Injuries Names Injuries Police Information Officer Name: Badge Number: Department: Police Report #: Phone: Was a Citation Issued? Yes No Who Received a Citation? OTL Driver Other Driver Both Drivers Witness Information Name: Address: Home Phone: Work Phone: Name: Address: Home Phone: Work Phone: Sketch the Collision Scene: Show position of vehicle(s) and the direction of travel, as well as which direction is North. Show all traffic signs and signals relevant to the collision. Note any obstructions and/or road surface type and condition. Comments can be made to describe what happened or to clarify your diagram. If you add symbols to your diagram, clearly indicate the meaning for each symbol. Symbols OTL Vehicle 1 Other Vehicle 2 Pedestrian Stop Sign Yield Sign Stop Light Printed Name of Person Completing Form Signature Date