GUIDELINES FOR SAFETY DURING ROAD TRAVEL – to be read in conjunction with the company travel policy.

05 October 2009
OBJECTIVE: The objective of this document is to provide high levels of care and safety to our employees during official road travel. The guidelines have been structured to cover mandatory standards and recommended good practices for travel. 1.0 SELECTION OF TRANSPORT 1.1 The selection of mode of transport i.e. buses, cars, or two wheelers is left to the discretion of the concerned employee, however the mode of travel shall be as per the travel entitlement mentioned in the Travel Policy. 1.2 Two wheelers should be used only within the city. Inter-city/up-country travel by two wheelers should be restricted to only those cases where public transport is not available. While traveling by two wheelers it is mandatory that the employee wears a helmet. 1.3 All vehicles used for inter-city and up-country travel should be hired through a transport provider approved by the company. 2.0. CONDITION OF VEHICLES 2.1. It is mandatory to ensure that all vehicles hired from transport providers and used for official travel meet the requirements as given below:A. B. C. D. E. F. Foot brakes must be in good working order. Hand brake must be in proper working order. Tyres including spares must be in good condition judged by the treads. Headlights, tail/parking lights, indicator lights, brake lights, must be functioning. Both the front windshield wipers must be functioning. Horns should be operational and audible.

30 PM. this should . MAINTENANCE OF COMPANY OWNED VEHICLES 3.30 AM and 7. Vehicle has the necessary statutory/legal approvals. Evidence of checking should be maintained. 5. If complaints are not suitably dealt with.30 PM only. All seats must have the provision of a seat belt.2 A portable fire extinguisher and first aid kit should be provided in all vehicles.0. 3. and a countersigned copy (by the traveling employee) should be submitted to the transport provider along with the bills. The approved transport provider should be given the checklist which should be filled up by the driver prior to the journey.1 Inter-city journeys should be done between 5.1 4.2.G.0 TOOLS AND EMERGENCY EQUIPMENT 4.1 Routine checks must be carried out by HR/Admin every six months using a defined checklist (to be circulated separately). the transport prov ider’s service should be terminated in accordance with the contract. Under specific emergencies. if travel outside these timings is required. Driver has a valid driving license The Regional HR/Administration Manager must ensure that all vehicles hired from the transport provider comply with the above stated requirements. I. 2. Spare tyre and necessary tools must be maintained in all vehicles. 2.0 INTER-CITY/UP-COUNTRY TRAVEL.2 Routine servicing of the vehicles must be ensured. The employee concerned must ensure that he is off the highways before 7.4 Each location must prepare a list of approved transporters from whom vehicles can be hired and our requirements be built into the contracts with them. H. 3. 5. 2. at a frequency recommended by the Manufacturer. Any noncompliance reported and not acted upon by the transport provider must be viewed very seriously and the transport provider should be issued necessary warnings by HR/Admin. 4.3.

these guidelines should be part of the contract.4 Two wheelers must not be used for inter-city/up-country travel. vehicles must not exceed 80 kms/hour.1 Both driver and pillion rider on two wheelers must wear helmets irrespective of whether these are mandated by legislation or not. 7. On highways. . not include travel by public transport. 7.2 Night travel restriction does A break of 10 minutes after every 2 hours of continuous travel should be observed.3 When transport arrangements are made with a transport provider. 7.2 All passengers must wear seat belts when traveling in a company vehicle or in a vehicle hired through a company approved transport provider. Maximum speed should be reduced if adverse driving conditions are encountered. 5.3 Employees should ensure that the driver looks adequate rested. 7. In case there is no alternate public transport available. 5.0 SPEED LIMITS 6. then travel by two wheelers should be authorized by the unit head. This should be enforced for all employees who come to work on two wheelers in our factories/offices and field operations. 6.5 For trips outside the city the front passenger seat should not be used unless the number of passengers makes it absolutely necessary. before embarking on long journeys. Drivers must be instructed to ensure that all passengers have fastened their seat authorized by the Manager for each such journey. 5.1 6.0 OTHER SPECIFIC AREAS.2 Adhere to specified speed limits when travelling within a city. 5.

9. 8. then he/she will be first moved to the closest medical facility for an initial check up. Company drivers should undergo a health check once every two years.7.0 RESPONSIBILITIES 9. he can be moved to a BIL. first aid and other necessary treatment.tied up hospital. product launches) to ensure that the above condition is met. . Suitable arrangements must be made after company functions where liquor is served (e.5 7.1 Driving after consumption of alcohol is prohibited.2 If an employee meets with an accident during his/her travel.4 Ensure that company owned vehicles are used only for official purposes except where specifically permitted by the company.6. the vehicle should first be legally parked in a safe location. On discharge by the resident doctor. 8.1 Implementation of Guidelines While HR (in the Regions) and Admin (in EO) will be responsible for the appointment of transport companies and the maintenance of the list of appointed transport companies. 8. All drivers (company or transport provider) must not make or receive any telephone calls while driving.0 MEDICAL CONDITION. the implementation of all other guidelines will be the responsibility of every employee. All persons attending such functions should use public transport/buses/cars with drivers. 7.g. to ensure no one drives under the influence of alcohol. Should calls need to be made or received.

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