Fleet Policy

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Fleet Policy February

Company Cars & 2023
Tools of trade / Pool
Fleet department
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Contents

1. PRINCIPLES OF SENSELET VEHICLE MANAGEMENT POLICY5

1.1 Scope 5

1.2 Definitions 5

2. PROVISION, USE & CONTROL OF SENSELET VEHICLES6

2.1 Roles and responsibilities 6

2.2 Provision of Senselet Vehicles 7

2.3 Procurement of Senselet/Leasing Vehicles 7

2.4 Use of Senselet vehicles 7

2.4.1 General Guidelines for Use of Senselet Vehicles 7

2.4.2 Vehicle usage for office purpose: 8
2.4.3 Vehicle usage for personal purpose: 8
2.4.4 Vehicle usage for other purposes: 9
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2.5 Control of Senselet Vehicles 9

2.5.1 Record-Keeping 9

3. VEHICLE INSURANCE 10
3.1 Roles and Responsibilities 10

3.2 Insurance Coverage 10

4. VEHICLE MAINTENANCE, SAFETY & PROTECTION11

4.1 Roles and Responsibilities 11

4.2 Vehicle Maintenance 11

4.2.1 Basic Maintenance 11

4.2.2 Routine Maintenance 12
4.2.3 Record Keeping 12

4.3 Vehicle Safety & Protection 12

4.3.1 Safety and Security Guidelines 12

4.3.2 Safety and Emergency Equipment 15
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5. VEHICLE ACCIDENTS, THEFT & DISPOSAL 15

5.1 Roles and Responsibilities 15

5.2 Vehicle Accidents 15

5.3 Vehicle Theft 16

5.3.1 External Reporting and Investigation of Stolen Vehicles 16

5.3.2 Internal Reporting and Investigation of Stolen Vehicles 16

5.4 Disposal of Vehicles 16

Annex I: Vehicle Daily LOG sheet 17

Annex II: Drivers KPIS (including sales drivers) 19

Annex III: Safety report form 23

Annex IV: Vehicle History record 25

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1. PRINCIPLES OF SENSELET VEHICLE MANAGEMENT POLICY

1.1 Purpose
The purpose of this policy is to ensure the safety of those individuals who drive company vehicles and to provide guidance on the proper use of company fleet
vehicles. Vehicle accidents are costly to our company, but more importantly, they may result in injury to you or others. It is the driver’s responsibility to operate
the vehicle in a safe manner and to drive defensively to prevent injuries and property damage. As such, Senselet endorses all local motor vehicle regulations
relating to driver responsibility. The employer expects each driver to drive in a safe and courteous manner pursuant to the following safety rules. The attitude
you take when behind the wheel is the single most important factor in driving safely. Fleet Management and the Fleet Safety Committee are responsible for
general administration of this policy.

1.2 Scope

This policy and procedure cover all company owned vehicles; leadership entitled, job need vehicles and pool vehicles under company financing in areas of
eligibility, it also covers the procurement, usage, maintenance, disposal and/or closing of bank lease cycle.

1.3 Definitions

• Senselet Vehicles: Any vehicle bought and registered in the company’s name, or leased by Senselet for company use, allocated to a manager or
employee to help them carry out official duty.
• Tool of trade car: Any vehicle owned by the company but allocated to a manager or employee to carry out their official responsibilities irrespective
of grade.
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• Pool vehicles: Any company vehicle attached to a department or section to facilitate daily operations but driven by a driver allocated by the
department head and such vehicle is parked after working hours on company premises.

1.4 Fleet Safety Committee

The Fleet Safety Committee is comprised of the Fleet Manager, Facility Team Leader, Safety Officer and a Human Resources representative.
The committee is responsible for:
• Reviewing accidents and employer’s overall driver safety record to determine if there should be changes in policy or procedure; or if other corrective
action (such as training, equipment changes, etc.), should be implemented to enhance the safe operation of company vehicles, and/or personal vehicles
on company business.
• Reviewing driving records of individual employees and making recommendations to Management when driving privileges should be suspended or
revoked.
• Reviewing all other issues that arise with respect to compliance with this policy.

2. PROVISION, USE & CONTROL OF SENSELET VEHICLES

2.1 Roles and responsibilities

Senselet HR department and fleet department have responsibility for ensuring this policy and procedure are strictly followed.

All Senselet staff members are responsible for ensuring that they strictly adhere to these policies and procedures regarding their own involvement in the
procurement, use, and control of Senselet vehicles.
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2.2 Provision of Senselet Vehicles

Category Description Eligibility Vehicle type

GM/ General Manager and Based on employment contract/ As determined in the business plan
LT Leadership Team Management decision
HoD’s Department Heads Based on employment contract ‘’
Tools of Trade Employee/position Operational requirement ‘’
Pool Car Nominated custodian Operational requirement ‘’

2.3 Procurement of Senselet/ Leasing Vehicles

2.3.1 Procurement of Senselet vehicles must strictly follow PepsiCo Procurement Procedures. Refer procurement policy of Senselet. While procuring vehicles
we must procure from direct importers or assemblers with clear one year or km warranty times including preventive maintenance.

2.3.1 Leasing/Rental
Leasing or rental, whichever is the most economical, is recommended only when a vehicle is needed for a limited period and no other Senselet vehicle is
available. No vehicle can be leased commercially while a similar vehicle is being used temporarily by a staff member for unofficial use.

2.4 Use of Senselet vehicles

2.4.1 General Guidelines for Use of Senselet Vehicles

The use of Senselet office vehicles must always serve the best interests of SENSELET. The following rules apply.
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- Vehicles must be kept in good working condition to minimize repair and maintenance costs, minimize downtime and to maximize the resale
value.
- Only authorized persons holding a driver’s license a valid may drive the car.
- All drivers operating Senselet vehicles must pass defensive driving and capability assessment.
- When not in use, vehicles are to be parked in SENSELET office.
- The vehicle fuel tank must be filled completely at each refueling so that the fuel consumption rate may be verified.
- Drivers must report all traffic violations penalty received during the operation of a company vehicle, or while driving a personal vehicle on
company business*, within 72 hours to the Fleet Management.
- Any employee who has a driver’s license revoked or suspended shall immediately notify the Fleet operation team immediately, and
immediately discontinue operation of the company vehicle. Failure to do so may result in disciplinary action, including termination of
employment.

2.4.2 Vehicle usage for office purpose:

- Vehicles used for pool service upon weekly schedule

- Use of vehicles for international/regional guests. Car type for guests will be decided by management.
- Use of vehicles for business and field trips outside Addis Ababa upon planning a head.
2.4.3 Vehicle usage for personal purpose:

- Use of vehicles for leadership team members, pool cars (excluding working hours)
- Transportation To and From Work of International Staff (if needed and decided by management)
- Transportation To and From Work of National Staff (if needed and decided by management)
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2.4.4 Vehicle usage for other purposes:

- Use of vehicles for unentitled person due to emergency. The management team will assess the situation and decide.
- Use of company vehicles for government bodies. Upon prior approval from PEP compliance team and company management.
- Use of private vehicles for office use. It should not happen frequently but when Senselet uses employee’s car for company use the following points will be
ensured by the company.
• Consumed fuel will be reimbursed for an owner based on odometer recording and vehicle’s standard fuel consumption rate.
• For any insurance excess cost of damage/accident of employee’s car while on office duty, Senselet will cover the cost.
• Originally the car must be fully insured.

2.5 Control of Senselet Vehicles

2.5.1 Record-Keeping
Asset Management:
All asset management data must be completely and accurately recorded as per the Policy and Procedures for Fixed Asset Management. Refer PEP asset
management policy.
Licensing and Registration:
All motor vehicles must be registered according to the law of the Ethiopian government and must display their registration in the form of a license plate to the
vehicle in accordance with local law.
Vehicle Daily Logs
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A daily log sheet (Annex ---) must be maintained for all pool car vehicles to record the use of the vehicle. The driver is responsible for keeping the log always
updated as well as for retaining the actual log in the vehicle; this practice should be part of the driver’s job description. Whenever the vehicle is used to transport
a passenger, the passenger is required to initiate the log in the space provided. The daily logs must be reviewed each day and signed by the Fleet manager and
turned in to his line manager monthly for verification. The log will serve as a basis for any reimbursement which may be required due to private car use for
office purposes.

Vehicle History Record

The fleet manager must maintain a vehicle history record (Annex ---) for each Senselet vehicle. This is the record of the vehicle’s service reliability and
dependability. It also serves as a supporting document when a request for disposal of the vehicle is made. This form must be completed, including average fuel
consumption per month, repairs, service and maintenance. The record must be kept for the life of the vehicle.

3. VEHICLE INSURANCE
3.1 Roles and Responsibilities
Senselet Finance is responsible for ensuring that all vehicles are properly insured and that policies are strictly followed. Fleet department is responsible for
maintaining vehicle insurance records.

3.2 Insurance Coverage

• Third party insurance coverage (renewal yearly)
This insurance coverage will cover cost of any damage/accident by Senselet vehicle driver fault on third party’s vehicle. (When there is an accident of two
vehicles the responsible driver for the accident will be identified by traffic police.)
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• Motor own damage/Full insurance (renewal yearly)

This insurance coverage will cover cost of any damage/accident on Senselet vehicle.
• Political violence and terrorism (PVT)
This is an insurance coverage of our vehicles for any accident happenings due to political and terrorism issues.

4. VEHICLE MAINTENANCE, SAFETY & PROTECTION

Vehicles must be maintained in good working condition to ensure maximum safety and efficiency. In addition, safety policies are designed for the safety and
protection of passengers, drivers, and third parties and must be strictly followed.

4.1 Roles and Responsibilities

Vehicles must be maintained, and that safety and protection policies are strictly followed. The Fleet Department is responsible for maintaining vehicle
maintenance records and monitoring maintenance work and safety issues.

Any staff member who uses a Senselet vehicle is responsible for reporting any obvious vehicle defects or malfunction and for personally adhering to safety
and security policies and procedures.

4.2 Vehicle Maintenance

4.2.1 Basic Maintenance
The driver is responsible for completing the following maintenance tasks:
• Clean car daily.
• Check oil, water level, tires, and battery Daily.
• Completely refill fuel tank at each refueling.
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4.2.2 Routine Maintenance

The Fleet Manager and the driver are responsible for ensuring that periodic routine maintenance is undertaken in strict accordance with the manufacturer’s
requirements as stipulated in the vehicle handbook for each vehicle model. The Vehicle maintenance will be done on garages those have a pre-signed
contractual agreement with Senselet based on PEP third party policy. Refer PEP third party policy.
4.2.3 Record Keeping
To ensure that SENSELET vehicles are maintained in the most cost-effective manner possible, the Fleet manager is responsible for completing the following
procedures:
• Verify the vehicle daily log for each vehicle daily.
• Prepare a monthly maintenance schedule for each vehicle.
• Enter the average fuel consumption in the vehicle history record once a month.
• Enter the cost of repairs, maintenance, and service in the vehicle history record as they occur.
• Alert the leadership team and his line manager to deviations in performance, fuel consumption and repairs as necessary.

4.3 Vehicle Safety & Protection

4.3.1 Safety and Security Guidelines
• General Guidelines
All Entitled managers to drive senselet vehicles, drivers and passengers must ensure that in all duties front and rear seat belts are always used for all vehicle
occupants. Children below the age of 5 must be secured with a child safety seat (while the vehicle is on personal use). Furthermore, neither drivers nor
passengers may smoke in SENSELET vehicles.

• Guidelines for Drivers

Drivers of Senselet vehicles have several obligations with respect to both occupant safety and the physical security of Senselet property with which they must
strictly conform, specifically that:
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• they are physically and mentally fit to operate a vehicle.

• ii. they do not drive under the influence of alcohol, drugs or medication that may impact the ability to drive;
• they inform their line manager if they are taking any medication which may impair their ability to drive.
• they possess a valid driving license which is valid in the duty station.
• they strictly comply with local driving rules and regulations and obey all local police traffic signals, signs, road markings, and instructions.
• they exercise the utmost care and courtesy while driving and parking, bearing in mind the image and reputation of SENSELET in ETHIOPIA.
• They are aware of defensive driving behavior and techniques.
• they are familiar with guidelines pertaining to accidents and insurance coverage.
• they do not use mobile phones while driving.
- For additional information refer drivers KPI (Annex ---)

• Detailed Guidelines
1. The use of a company vehicle while under the influence of intoxicants and other drugs (which could impair driving ability) is forbidden and is sufficient
cause for discipline, up to and including termination of employment. Forbidden drugs/ intoxicants include, but not limited to, Alcohol, Chat, illegal drugs.
2. Cell phone use while driving should be kept to a minimum. Drivers need to be aware when use of the cell phone is creating a distraction from safe driving
and adjust their usage accordingly, including pulling off the road to continue/finish the conversation if needed. Whenever possible, Drivers should
complete calls while the vehicle is parked and/or use the phone in a “hands free” mode via a headset or speaker. While driving, attention to the road and
safety should always take precedence over conducting business over the phone.
3. No driver shall operate a company vehicle when his/her ability to do so safely has been impaired by illness, fatigue, injury, or prescription medication.
4. All drivers and passengers operating or riding in a company vehicle must wear seat belts.
5. No unauthorized personnel are allowed to ride in company vehicles.
6. Drivers are responsible for the security of company vehicles assigned to them. The vehicle engine must be shut off, ignition keys removed, and vehicle
doors locked whenever the vehicle is left unattended.
7. All Ethiopian and Local laws must be obeyed.
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• Defensive Driving Guidelines

• Drivers are required to always maintain a safe following distance. Drivers should keep a two second interval between their vehicle and the vehicle
immediately ahead. During slippery road conditions, the following distance should be increased to at least four seconds.
• Drivers must yield the right of way at all traffic control signals and signs requiring them to do so. Drivers should also be prepared to yield for safety’s sake at
any time. Pedestrians and bicycles on the roadway always have the right of way.
• Drivers must honor posted speed limits. In adverse driving conditions, reduce speed to a safe operating speed that is consistent with the conditions of the
road, weather, lighting, and volume of traffic. The maximum operated speed for all company vehicles is 80km/hr. Drivers are to drive at the speed of traffic
and never to exceed the posted speed limit.
• Turn signals must be used to show where you are heading, while going into traffic and before every turn or lane change.
• When passing or changing lanes, view the entire vehicle in your rear-view mirror before pulling back into that lane.
• Be alert of other vehicles, pedestrians, and bicyclists when approaching intersections. Never speed through an intersection on a caution light. When the
traffic light turns green, look both ways for oncoming traffic before proceeding.
• When waiting to make left turns, keep your wheels facing straight ahead. If rear ended, you will not be pushed into the lane of oncoming traffic.
• When stopping behind another vehicle, leave enough space so you can see the rear wheels of the car in front. This allows room to go around the vehicle if
necessary and may prevent you from being pushed into the car in front of you if you are rear-ended.
• Avoid backing where possible, but, when necessary, keep the distance traveled to a minimum and be particularly careful.

• Disciplinary Measures
For Drivers, Failure to adhere to all these guidelines may result in disciplinary action, as per the HR rule and regulation (disciplinary framework) Refer PEP
disciplinary framework. Further, all instances of driving under the influence of alcohol or drugs/narcotics, whether connected with traffic accidents, shall
result in the automatic suspension of the driver’s authorization to drive SENSELET vehicles in addition to any administrative or disciplinary actions.
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4.3.2 Safety and Emergency Equipment

The Fleet department must ensure that all vehicles are equipped with basic safety and emergency equipment such as: properly inflated spare tire and rims;
tire jack and wrench; first aid kit; tool kit; jumper cables flares/warning reflectors; fire extinguisher; tow rope or chain; short handle shovel; emergency
blanket; road maps; flashlight and spare batteries; and any other equipment required to be in compliance with minimum operation security standards
(MOSS).

8. VEHICLE ACCIDENTS, THEFT & DISPOSAL

5.1 Roles and Responsibilities

Any staff member who uses an official Senselet vehicle is responsible for ensuring that these policies are strictly observed in the case of vehicle accident or
theft.

Senselet E2E supply chain department is responsible for ensuring that all vehicles are properly insured and that policies are strictly followed all accidents and
theft of vehicles are properly reported to SENSELET safety department, the traffic police and to police office.

5.2 Vehicle Accidents

• General Instructions
While driving SENSELET vehicles drivers and leadership team must be instructed in the following procedures in the event of an accident:

➢ If an injury occurs, give a priority for injured person.

➢ Check the situation (smoke on vehicle and so on) to avoid a second accident.
➢ Immediately inform the Fleet manager or line manager (if fleet manager is unavailable)
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➢ Without any vehicle movement, let the traffic policy record the accident plan.
➢ Record perfectly other vehicle’s necessary data (plate #, insurance company name & policy #, vehicle model, driver’s and owner’s address and take a
picture of the accident)
➢ Record address, if there are witnesses, passengers on another vehicle.
➢ Do not discuss the accident with anyone at the scene except the traffic police. Do not accept any responsibility for the accident. Don’t argue with
anyone.
➢ Then, fill out the insurance claim and let the insurance aware within 48 hours.

• Internal Reporting
All accidents involving Senselet vehicles must be promptly reported to safety department via the safety form (Annex ---) indicating the date and time of the
accident, the person driving, injuries (if any), and the plate number of the official vehicle involved.

5.3 Vehicle Theft

All Staff members of Senselet, through the fleet department or any other designated staff member, is responsible for ensuring that stolen vehicles are
reported. In so doing, the following steps must be undertaken:

5.3.1 External Reporting and Investigation of Stolen Vehicles

➢ Inform the police and request a copy of the police report.
➢ Await investigation (where appropriate) and determine the likelihood of recovery of the stolen vehicle.

i. Internal Reporting and Investigation of Stolen Vehicles

• Immediately aware the fleet manager
• Give all necessary information on the incident, last known location, condition and suspicion.

5.4 Disposal of Vehicles

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The disposal of vehicles must be done according to of the Policy and Procedures for Fixed Asset Management Refer PEP policy

Annex I: Vehicle Daily LOG sheet

VEHICLE PLATE NO:

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TIME METER READING PURPOSE TRIP Locations of the trip PASSENGER NAME DRIVER’S NAME AND
Date AND INITIAL
OUT IN AT TIME OUT AT TIME IN INITIAL

RERFUEL OF FUEL YES/NO

If yes:
ODOMETER READING:
AMOUNT OF FUEL:
CARD NO. : _
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Reviewed by:
Signature:
Title:

Annex II: Drivers KPIS (including sales drivers)

1) Working hours
• It is Not allowed to drive vehicles after 5:30 pm. (after work)
• Inform Fleet manager before one week for leave.
• Let Fleet manager know before four hours for immediate absence.
• Don’t be absent without permission.
• The driver needs to go to the parking place not before 6:00 am to pick up the car and reach the area of sales at 7:30 am.
• Isuzu drivers should reach the office at 8:30 am and you will start moving to the sales area at 9:30.
• Office drivers should reach the office at 8:30 am.
• At the time of reloads you need to manage your time and load as soon as possible, leave the store and go back to the sales area.
• If you need any refreshment, use some time after reloading in your sales area.
• A minimum of six hours sales per day is expected.
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• If you start late, you should finish late.

• Eight hours of work per day excluding lunch.

2) Vehicle Handling
• Every Driver is responsible for checking the due dates of his assigned vehicle’s 3rd party and Bolo.
• Every driver should use fuel wisely and be ready to show KM reading when refueling.
• For sales drivers it’s not allowed to refuel vehicles on sales time. It is possible to refuel after sales time or on Saturday.
• Every driver should make sure that his assigned vehicle is always clean.
• Every driver should Park as per the company parking layout.
• Every driver should Put his assigned vehicle’s garbage on appropriate cone
• Drivers should follow their vehicles’ Maintenance process and service schedule.

3) Work Ethics
• Every driver should obey orders come from both line manager and store manager.
• Every driver should have professional communication with all employees of the company.
• Every driver should be responsible and sensitive for company materials.
• It is not allowed to steal company properties.
• It is not allowed to give company properties (vehicles, materials inside vehicles and so on) for 3rd parties.
• It is not allowed to use company properties including vehicle for own purpose.

4) On Job performance
• Every driver is not allowed to wear shorts and slipper at work.
• Every driver Should always be clean.
• It is not allowed to use alcohols and smoke cigarettes at work.
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• It is not allowed to drive outside assigned route without permission.

• Always drivers are responsible for cartons on the vehicle.
• Every sales driver should check the receipt which is issued and give the right number of cartons for the sales agent/ customer. This helps both not to
make mistakes in the selling process.
• Every Van driver need to reload at least once or twice in a day the more near the more reload is expected.

5) Accident Management
• Every driver should have his license in pocket while driving.
• Every driver should drive as per rule and regulation.
• When accident happens, every driver should inform fleet manager and perform the following steps:
a. if an injury occurred give a priority for injured person.
b. Check the situation (smoke on vehicle and so on) to avoid second accident.
c. Without any vehicle movement, let the traffic policy to record the accident plan.
d. Record perfectly other vehicle’s necessary data (plate #, insurance company name & policy #, vehicle model, driver’s and owner’s address and take a picture of the
accident)
e. Record address, if there are witnesses, passengers on another vehicle.
f. Then, fill the insurance claim and let the insurance aware within 48 hours.
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Annex III: Safety report form

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ሰንሰለት የምግብ ማቀነባበሪየያ የስራ ቦታ ደህንነት

General information መረጃ
Form used to report hazardous situations & near-misses. Green are to be filled in by the person reporting the issue. The yellow area is to be
filled in after rootcause investigation. Progress is tracked in weekly factory meeting አሳዋቂው የሚሞላው በአረን ጓዴው ቦታ ላይ ሲሆን፤
በቢጫው ቦታ ላይ የችግሩ መሠረታዊ መንስኤ ተጣርቶ ይገለፃል፤ ክትትሉ በየሳምንቱ በምናደርገው ስብሰባ ላይ እንዲጣራ ይደረጋል፡፡
Date ቀን: Time :
Name ስም:
Location ቦታ: (e.g ለምሳሌ. Packing/ ፖኬጂንግ)
Equipment የማሽኑ/የእቃው ስም: (e.g ለምሳሌ. Forklift truck/ ፎርክሊፍት መኪና)
Types of hazard የደህንነት ጥሰት ዓይነቱ Potatoes
Description of accident, hazard or near miss: አደጋውን፤አስጊ ነገሩን ወይም ለጥቂት የተተረፈበትን ሁኔታ ያስረዱ

Suggested corrective action: ምን አይነት ማስተካከያ ቢወሰድ ጥሩ ነው ይላሉ

Escalation to supervisor የቅርብ አለቃ የወሰደው የማስተካከያ እርምጃ

Signature supervisor ፊርማ
Immediate corrective action taken ወዲያው የተወሰደ ማሻሻያ :
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Anex IV: Vehicle History record

MONTH/YEAR FUEL EFFICIENCY REPAIR SERVICE AND MAINTENANCE

METRE FUEL Average No. Unscheduled Voucher No. Scheduled Voucher Prepared Checked By
USAGE USAGE Km/Liter Visits to Garage Number Cost Visits to Garage Number Cost By
JANUARY

FEBRUARY

MARCH

APRIL

MAY

JUNE

JULY

AUGUST

SEPTEMBER

OCTOBER

NOVEMBER

DECEMBER
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