The purpose of this policy is to provide guidelines for managers and employees affected by the policy. It also outlines the standard of conduct and rules applicable to employees that are in use of company vehicles for business
(Version at end of page)
Signed V25 ML 29.10.2024
Approval: Author of the document, Monica Lucas
Changes: Logistics Manager
Within the provisions stated in this policy, it is the Company’s responsibility to provide a Company vehicle serviced and maintained by the Company to employees, based on the nature of their job, who qualify for a Company vehicle. A Company vehicle will only be provided where it is deemed necessary by the Directors and Management for work purposes only. Any vehicle provided will be of a type/make as decided upon by the Directors and Management in their sole discretion.
Eligible staff who qualify for a Company vehicle must be in possession of a current, valid and unendorsed South African drivers license. All persons allocated a Company vehicle must, at their own cost, ensure that they at all times have in their possession a valid and current driving license when driving a Company vehicle. A copy of the employee's driver’s license must be submitted with management prior to the handing over of the Company vehicle to the employee. Any endorsement, withdrawal or loss of the drivers license, the employee must notify the Company on the day such endorsement, withdrawal or loss occurs and then confirmed to the Company in writing by within 36 hours.
Any employee provided with a Company vehicle, should adhere to the company code of conduct when making use of the Company vehicle. At no time, should the employee using the vehicle behave in a manner which may be reckless, endanger themselves, those around them, or company property. This includes but not limited to, driving at excessive speeds, and not following the appropriate rules of the road as set out in the Road Traffic Act. Any employee found to contravene this code of conduct, will be subjected to immediate disciplinary action and may be held liable for any costs or damages incurred.
8.4.1. It is Company policy that the driver of a company vehicle will be personally liable for all traffic fines incurred whilst driving the Company vehicle.
8.4.2. Employees must submit all traffic fines issued to them on the same day by end of business. Fines captured by speed trap, etc. must be presented to the employee concerned as soon as it is received. All fines must be paid in full on the next pay date from day of receipt. The Company will however pay the fine to the traffic department as soon as it is aware of it and the employee has been identified and confirmed.
8.4.3. If the amount of the fine is not paid to the Company as stipulated in 8.4.1. The employee concerned will be required to complete an Acknowledgement of Debt. The amount will then be deducted from the employee's next salary over a maximum period of 3 months.
8.4.5 Based on the fines received by the Company, employees found to have been driving over a speed limit by 10km or less will be allowed a payment arrangement of two instalments and over 10km a once off deduction from the next salary from the date of issue of relevant fine.
8.4.6. Disciplinary action may be taken by the Company against employees who are repeatedly found to be in transgression of the rules as set out in the Road Traffic Act as stipulated in the Company Disciplinary Code.
8.4.7. All correspondence addressed to the Company’s address in regard to a vehicle/s e.g. traffic fines will be opened by the Company irrespective of whether they are addressed to an individual or not.
8.5.1. Upon termination of employment, the employee using the Company vehicle must hand over keys, etc. to a person nominated by the Managing Director or a General Manager by no later than close of business on the last day of work. Unless otherwise agreed in writing, a Company car does not form part of the contract of employment (remuneration and benefits) and as such should an employee for whatsoever reason not work out the required notice period the company car will not be provided for during such period. A vehicle inspection will be done, prior to sign-off by the National Logistics Manager, and any damages noted, will be payable by the staff member assigned to that vehicle.
8.6.1. Company vehicles are primarily granted for business purposes only, private usage is strictly prohibited.
8.6.2. When an employee is on sick leave the Company vehicle is not to be used, and must be left at the branch, upon discretion of the Manager.
8.6.3. An employee is required to return the vehicle to the Company during leave periods, including car keys and log books, unless otherwise agreed in writing with the National Logistics Manager.
8.6.4. The company vehicles will not be used in lieu of a private vehicle, to save personal petrol money or transport costs
8.7.1. All fuel for a Company car must be purchased at company approved filling stations.
8.7.2 Log books are considered mandatory for all staff members who are allocated Company vehicles and must be kept up-to- date at all times. These will be subjected to regular checks by management. Completed log books may be required by management as supporting documents when submitting claims e.g. overtime.
8.7.3. Company vehicles are strictly forbidden for use in non-business activities, but not limited to, motor car rallies, police reserve work, lift clubs, security organizations or the like.
8.7.4. The person allocated a Company vehicle is responsible for ensuring that the vehicle and it’s use complies with all requirements of the Road Traffic Act, as well as municipal and provincial laws on licensing, number plates, etc. as well as the Company’s insurance requirements.
8.7.5. Hands free kits e.g. earphones must be used if a cellular telephone is used whilst driving.
8.7.6. Every company vehicle must have a vehicle inspection booklet by assistant Logistics Manager. Employees allocated company vehicles must conduct weekly vehicle inspections on a Monday morning. Vehicle inspection records must be kept inside the vehicle at all times for safe-keeping and easy access. Management will conduct random vehicle inspections, at the discretion of the General Manager. All minor damages (as prescribed by management) found must be reported as soon as possible to the National Logistics Manager.
8.7.7. Should any driver of a Company vehicle fail to report an accident, damage to a vehicle, theft of or from a vehicle timeously and in terms of the Insurance Policy and/or the Law the driver will be held responsible for such loss or damage and the cost thereof which will be recovered from the driver by the Company.
8.7.8 2 bins / plastic receptacles must be placed in the back of each bakkie, and must be marked as Dirty and Clean. Clean sets that are to be delivered to the hospitals, needs to be placed in the clean bin, and soiled sets from hospitals are to be put into the dirty bins for transport. These bins must be cleaned each week with a disinfectant (bleach) and water. Any goods not related to trauma, that need to be delivered, are to be kept separate from these bins, and put into plastic bags where possible.
8.8.1. The Company will ensure that all vehicles are fitted with the following accessories on delivery (included in the benchmark value):
8.8.1.1. Radio, and or CD player / MP3 Player
8.8.1.2. Alarm and/or immobilizer
8.8.1.3. passive satellite tracking system (excluded from benchmark value).
8.8.2. Car radio / tape decks / CD players are not covered by the insurance policy, in the event of loss or damage for whatsoever reason the employee concerned will be liable for replacement/repair costs once negligence has been proven upon investigation.
8.8.3. If a loss of any item occurs as stipulated in 8.1 above, the employee will sign an Acknowledgement of Debt. The amount will then be deducted from the employee's next salary over a maximum period of 3 months.
8.8.4. Company vehicles shall not be fitted with accessories such as luggage racks, tow bars, search lights etc. unless prior approval has been granted by management in writing.
8.8.5. All business running costs (fuel, oil and maintenance) of Company vehicles will be met by the Company where applicable.
8.8.6. All Company motor vehicles will be comprehensively insured through the Company's insurance policy, which will be arranged and paid for by the Company.
Drivers of Company vehicles must ensure that they familiarize themselves with the terms and conditions of the Company Vehicle Insurance Policy.
In the event of a Company vehicle being involved in an accident, it is the driver's responsibility to (if possible):-
8.9.1 Immediately check for injury to any other person and implement appropriate measures to contact emergency services to respond to injured persons.
8.9.2 Immediately obtain personal details of the other driver/s and details of their vehicle/s.
8.9.3 Obtain the names and addresses of all witnesses and vehicle registration numbers (if applicable).
8.9.4 Report the nature and extent of the accident to the nearest police station within 24 hours and obtain details of the accident file number (CR number), police official's name and rank.
8.9.5 Report the accident and details thereof to a General Manager or National Logistics Manager within 24 hours.
8.9.6 Under no circumstances must liability be admitted to an outside party.
8.9.7 Comply with any requirements of the Company insurance policy.
8.9.8 A police report to be made to the police as soon as possible.
8.10.1 Insurance excess in respect of an accident, damage to a vehicle, loss of or from a vehicle will be payable by the Company.
8.10.2 In the event that an investigation has shown that the driver is at fault, company disciplinary process will be initiated, and the driver will be liable to pay the excess.
8.10.3 Should the insurance company not pay for the repair due to negligence or substance/ alcohol abuse, then the driver may be liable to pay for the full repair of the vehicle.
8.10.4 In the event of a hijack the Company at its discretion and investigation of all relevant facts and circumstances will consider waiving any or all excess payments by the employee involved.
8.10.5 Should the insurance approve vehicle hire, then the vehicle will be issued with one or two drivers licenses, and only they are allowed to drive this vehicle. The company will cover the insurance costs plus any petrol deposit. It is the responsibility of the driver to ensure that they treat this hire vehicle as per the company vehicle policy.
8.11.1 Each company car will be issued with the car manufacturers service log book. Cars must be maintained by the employee responsible for the car, in terms of the log book and drivers must ensure that regular services are carried out in accordance with the manufacturer's recommendations. This log book will be subject to periodic examination by the Company.
8.11.2 It is the responsibility of employees who are allocated a Company vehicle/s to maintain the appearance of the car at an acceptable standard of cleanliness. a weekly cleaning log needs to be filled in before the driver drives a vehicle, and this must be submitted with the weekly vehicle check that is signed off by management.
8.11.3 Employees must ensure that the Company vehicle/s allocated to them are properly and safely parked at all times when not in use. This includes parking of the company vehicle at an employee/s residential premises, when they are at home. A Company vehicle/s should not be parked and left unattended overnight or over week-ends in public places. When at home, the Company vehicle must be kept behind a lockable gate.
8.11.4 Should an employee not be able to provide safe parking behind a locked gate on private property overnight or at week-ends they are to advise the National Logistics Manager. Any directive the National Logistics Manager issues in this regard must be complied with.
8.12.1 At no time may recipients of Company cars carry passengers in their vehicles whilst on duty unless such passenger/passengers are being transported for Company business purposes and authorized by management. Permission by management must be obtained in advance should it be necessary to transport non-business passengers.
8.12.2 Drivers of Company vehicles are not permitted to allow any unauthorized person including a spouse or children to drive the Company vehicle.
8.13.1 Driving a Company vehicle under the influence of alcohol or any other intoxicating substance is strictly prohibited. Disciplinary action will be taken against any employee found to be in contravention of the above. This may include suspension and /or termination. The employee may be held fully responsible for all costs, damages, prejudice suffered by the Company should the insurance company repudiate all or part of any claim.
8.14.1 To carry out core business, the Company is heavily reliant on motorized transport. As the cost of operating motor vehicles is increasing at an alarming rate it has been decided by the Company to implement satellite tracking in Company vehicles, which are utilized in the core business and may also be installed in vehicles where the cost and need are justifiable.
8.14.2 Satellite tracking is a cost effective, electronic vehicle management and monitoring system which provides both the Company and drivers with extensive information on how to efficiently operate vehicles and manage related costs. Reports that can be spooled include, but not limited to, detail on excessive idling, harsh braking, harsh cornering, and speeding.
8.14.3 Drivers are advised that the location of a vehicle is tracked 24 hours a day, 365 days of a year in terms of satellite tracking. Such information is downloaded from a vehicle continuously.
8.14.4 The right of the Company to monitor employees to ensure that they are working during working hours is entrenched. It is appreciated that monitoring will still occur outside working hours but unless this policy is breached or an employee/s has/have acted illegally, irresponsibly or negligently disciplinary action will not be taken against an employee/s for private use of the Company vehicles allocated to him / her.
8.14.5 Employee/driver must therefore not have any expectation of privacy regarding the location of the vehicle.
8.15.1 The Company will allocate each vehicle with a laminated information booklet with all Important details required by employee such as contact numbers in the event of roadside emergency i.e. flat battery, flat tyre, locked keys, fuel assistance, minor roadside running repairs, etc. This pamphlet also includes the insurance information needed, should immediate assistance be required.
Documents found in the Vehicles Folder in the Google Drive:
In the event of non compliance follow SOP NON CONFORMANCE CORRECTIVE ACTION
The Risk Assessment to is found in SOP PREVENTIVE ACTION RISK ASSESSMENT refer Document
The analytical reviews of internal audits, and any other quality related matters, are reported to management and as part of the input to management review
The Trend analysis may identify any potential and recurring incidents, where corrective action must be reported at the management review to facilitate continual improvement.
Revision 25; 29.10.2024 - ML - Checked and Confirmed. Digitally Approved by ML
Revision 24; 05.10.2024 - CR - updated links on Documents found in the Vehicles Folder in the Google Drive: 8.15
Revision 23; 26.11.2023 - ML - Checked and Confirmed. Digitally Approved by ML
Revision 22; 17.10.2022 - ML - Checked and Confirmed. Digitally Approved by ML
Revision 21; 19.10.2021 - ML - Comprehensive vehicle check sheet removed, refer Vehicle inspection working document. DIgitally Approved by ML
Revision 20; 18.10.2021 - NH - Comprehensive vehicle check sheet removed, refer Vehicle inspection working document.
Revision 19; 07.10.2021 - ML - Formatting. Digitally signed by ML
Revision 18; 02.08.2021 - ML - POPI information added. Digitally signed by ML
Revision 17, 05.05.2021 - TNA - Updating the SOP to the new format. Approval / Scope / Responsibilities / Risk Based Approach / Records and Revision History. Amending links and forms
Revision 16, Digitally signed on 02.11.2020 by ML
Revision 1-15, unknown due to googlesite change to new googlesite
Name Retained by/ in Retention period Hard copies Destroyed by