DOC CODE: HR-GEN

03

HUMAN
Effectivity:
RESOURCESMANUAL

Issue/Rev: 0
COMPANY SERVICE VEHICLE POLICY
Supercedes:

Recommended by: Approved by:

Prepared by:

Executive Committee CHRYSS ALFONSUS V.

DAMUY
Policy Review Committee
President & CEO

POLICY STATEMENT:

This Policy aims to provide guidelines on the provision, use and maintenance of
Company Service Vehicles.

SCOPE:

The Policy covers all employees authorized by the BU Head to use a Company Service
Vehicle for official business purposes.
POLICY GUIDELINES & PROCEDURES

General Guidelines:

Any company service vehicle should be used strictly for business purposes ONLY.

An employee who will drive the company vehicle must possess a valid driver’s license.

An employee may request to use the company service vehicle provided that he/she has
accomplished the Dispatch Request Form (DRF) which will be approved by the Department
Head and submitted to the Admin Department for scheduling purposes. Further, the Dispatch
Request Form must be forwarded at least 3 days prior to the travel requested date for Admin’s
proper planning purposes. If urgent, there should be a justification of explanation.

If the employee fails to return the vehicle in its due time given with any acceptable and
inevitable circumstances, he/she must advise the Admin for such extension together with the
approval of the BU Head the soonest possible time.

The requestor must advance all the expenses for toll fees, parking fees and fuel charges which
will be reimbursed once the receipts have been presented/issued.

The admin department will be the one to give the requestor the available driver at the moment
of the request has been granted. If not, refer to some important exceptions below:

The requestor will be the one to drive himself a car.

If conflict of schedules of the drivers arises, the one who needs an urgency will be prioritized
then the rest will follow.

5.

In the following cases, use of the Company Service Vehicle with the company driver is
mandatory:

a. Long distance trip with a minimum of 100 kilometers from BGC office to
destination.

b. If it will compromise the safety of the employees using the car and the car itself
due to bad weather, late night travel, unsafe areas, limited parking.

All requests will depend on the availability of the company driver and/or Company
Service Vehicle and the urgency and importance of business travel.
Vehicle Care

*Lipat sa Car Plan -> 4.2.1 Admin will handle all preventive maintenance of Company issued
vehicle provided that users must advise Admin through email at least 10 days prior PMS
schedule in order to get quotations and reservation schedule. Admin to decide regarding the
PMS based on car manufacturer’s manual. All records will be maintained by Admin for PMS,
major repairs, tire and battery replacements. Admin to handle preventive maintenance
expenses by means of cash advance.

The driver will conduct Service Vehicle pre-trip inspections prior to departure on any trip using
Company Service Vehicle

Fuel is for the account of the requestor and can be reimbursed following the guidelines
provided in the Travel policy of the company. All users must return the vehicle with full tank.

Cleanliness. Requestor shall ensure the cleanliness of the Service Vehicle at all times. Any
malodorous food is strictly prohibited inside the vehicle.

Accidents – A copy of the insurance policy and vehicle OR/CR shall be in the vehicle at all times.
In the event that the Company Service Vehicle is involved in an accident, the user must observe
the following procedures:

When an accident involves another vehicle, obtain the following information:

Driver’s name (and owner’s name if different from the driver) thru a valid driver’s license

Complete residence address

Landline and cellular phone numbers

Name of insurance company and policy number

Copy of OR/CR

Vehicle License Plate

If possible, obtain names, addresses and telephone numbers of any witnesses, including name,
badge number and precinct address of any investigating law enforcement agency.
Identify yourself and show your driver’s license. Do not discuss the company insurance policy
but assure the involved driver of the existence of such. Do not assume the blame of the
accident and do not agree to any settlement.

Cooperate with the investigating officer. Answer their questions factually and avoid comments
beyond that.

Note if there are any injuries reported by anyone involved in the accident.

It is the responsibility of the employee to secure a police report on the accident and appropriate
written report as required by law, in addition to notifying the Company Management through
HR and Admin.

If any other representative from the other driver’s insurance company contacts the employee
for a statement (written) refer that person to the Company Purchasing (Insurance).

If it is determined that the employee is at fault, the staff will be responsible for the first cash
out specified in the company insurance (in physical damage).

If the driver is found to be under the influence of drugs or alcohol at the time of the accident,
regardless of whether the employee is at fault or not, the staff’s employment will be. (subject
for disciplinary action.)

Traffic and Parking Violations – The driver must strictly observe and comply with all Philippine
laws, and local laws, ordinances, and regulations, particularly on traffic rules and regulations
shall be for the sole account of the driver. If an employee receives a major driving violation
conviction, the employee will lose the privilege of driving a company vehicle. The employee may
also be subject to disciplinary action.

Examples of major violations:

Hit and run or leaving the scene of an accident

Negligence in use of the car (including failure to park the vehicle in a secure, well-lit area or
parking garage, failure to lock doors, leaving keys in plain view, or leaving a vehicle running
while unattended).

Physical injury or death arising out of the operation of a motor vehicle

Use of false motor vehicle documents, such as license/ registration, and plate number

Reckless, careless or negligent driving

Participating in racing or a speeding contest

Driving while under the influence of alcohol, drugs (whether prescription drugs or any
uncontrolled/illegal substances.

Driving over the maximum limit

Each driver is responsible for prompt payment of any fine incurred as a result of his traffic
violations.

*Note: Reword: It is the company policy that seat belts be used at all times, not only by the
driver but by all passengers as well.

Users are prohibited from overloading and/or overcrowding a vehicle that may result in unsafe
operation. It is the guideline to not carry more passengers than the number of occupant safety
restraints in the vehicle. Drivers are responsible for wearing and enforcing the use of safety
restraints by all occupants.

* Note: Move upstairs The Driver will not drive the Service Vehicle when he/she is physically ill
or is in no condition to drive the service vehicle. The Driver will not authorize any other person
to drive the Service Vehicle when such person is physically ill or in no condition to drive the
Service Vehicle.

*Note: Reword The Driver is strictly prohibited to drive if the itineraries will be based through
North to South or in South to North routes within the day. If needed, the requestor or the relief
must drive the other half route for safety purposes.

*Separate number Cellular phone Usage –In compliance with the anti-distracted driving
act 10913, texting while driving the vehicle, is strictly prohibited. Any accident resulting
from negligence due to phone or electronic devise usage will be subject to
corresponding disciplinary action. The safest and most responsible way to use a cell
phone or any hand-free device is to safely pull over and park.

Other Company Policies

*Move Upstairs Firearms or other weapons are not allowed on owned or leased company
premises including company vehicles. Possession of weapons on company property by anyone
other than a licensed person is subject for disciplinary action.

*Move Upstairs Drivers are not to transport any hazardous, prohibited material, malodorous
food, or waste in company vehicles or in any vehicle while on company business unless such
hazardous materials are ordinarily handled by the company as part of normal business
operations. Non-hazardous materials transported in a company vehicle or in any vehicle while
on company business that may potentially cause injury because of sudden impact must be
properly secured.

* Move upstairs, reword. Observe No Smoking at all times.

*Reword If the driver is negligent in the care of a company service vehicle resulting in financial
loss or excessive repair, the Company will charge back to the driver, the fair market value of
that cost.

Use of RFID is limited to business trips. Expenses coming from and going to the residence
cannot be reimbursed.

Note: Company service vehicle should be returned same day as used. Exceptions to be
cleared with BU head.

THIS POLICY SHALL BE SUBJECT TO PERIODIC REVIEW, AMENDMENTS OR

REVISIONS WHEN NECESSARY, WITH THE ABSOLUTE DISCRETION OF THE
MANAGEMENT

Acknowledgement Form

I have read and agree to abide by all the policies and procedures in this policy and I understand
my responsibilities to drive safely and maintain a safe vehicle. I give permission to Company to
secure my driving record and car maintenance records at any time.

Signature over Printed Name

Driver’s License Number: __________________

Limitations:
__________________

Date Issued:
__________________

Date of Expiration:
__________________