Vehicle Fleet Management Plan
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Published: Tue, 09 Jan 2018
1.0 VEHICLE MANAGEMENT POLICY AND PROCEDURES
1.01 Policy: In order to reduce the cost and risk of operating and managing a motor vehicle fleet, Citibank Trinidad and Tobago Ltd will establish a comprehensive group of procedures governing the control, utilization, and maintenance of Business owned vehicles.
1.02 Scope: These policy and procedures specify the requirements for utilization, operation, and maintenance of all Citibank controlled motor vehicles. This includes vehicles owned or leased by the Business, rental vehicles, and personally owned vehicles used on Citibank business.
2.0 VEHICLE FLEET MANAGEMENT PLAN
2.01 Administrative Responsibility: In accordance with this policy, Citibank has delegated the administration of the motor vehicle fleet to the Building Superintendents. The Building Superintendent has the administrative responsibility of requesting the purchase, replacement, maintenance, control, and assignment of all Citibank vehicles. The Building Superintendents will act as the point of contact with the GSU Department and will be responsible for observing and enforcing the fleet management policies and procedures at Citibank.
2.02 Staff /Vendor Responsibility: All employees/couriers who utilize Citibank owned vehicles, vehicles rented/leased to Citibank or who use their personal vehicles on Official Citibank business and are reimbursed for mileage shall adhere to the Vehicle Fleet Management Policy and Procedures as written.
3.0 DEFINITIONS: For the purposes of this policy, the following definitions shall apply.
3.01 Employee: Anyone appointed to work for Citibank/Marketspace in a manner that causes their name to appear on the payroll as a full or part time employee; and they are routinely scheduled to work more than thirty (30) hours a week.
3.02 Course and Scope of Employment: An employee is within the course and scope of employment when he or she is engaged in activities that are related to the mission of Citibank and are in the furtherance of its affairs or business, whether on the Citibank’s premises or elsewhere.
3.03 Activities: Citibank related activities are those activities that are consistent with Citibank’s mission and that are approved by the appropriate administrative department.
3.04 Motor Vehicle: A motor vehicle is defined as a vehicle that is licensed and legal to operate on the roadways. This includes Citibank fleet vehicles and any vehicles rented or leased by the business for Citibank related activities.
3.05 Highway: The entire width between property lines of any road, street, way, thoroughfare, or bridge in this country not privately owned or controlled, when any part thereof is open to the public for vehicular traffic, and over which the State has legislative jurisdiction and police power.
3.06Vehicle Inspection Form: A form that is used by the Fleet Manager’s designee to evaluate and record the condition of each vehicle on a routine basis
3.07 Operate: To be in actual physical control of a motor vehicle upon any highway.
3.08 Minor motor vehicle accident: Repair cost- TTD$0.00 – $6,000.00
3.09 Major motor vehicle accident: Repair cost – TTD$6,000.01 and above.
3.10 The Vendor/Courier: Marketspace Limited – Courier Services contracted by the bank
4.0 TRAVEL USING CITIBANK OWNED VEHICLES
4.01 Appropriate Use: Vehicles should be used only by persons who are acting within the course and scope of Citi related activities or employment.
4.02 Eligible Drivers: In addition to meeting all other criteria in this policy, only those persons whose names appear on Marketspace’s designee sheet and are regularly scheduled to work more that Thirty (30) hours a week or any Citi Employee given such authorization should be asked or allowed to use Citibank owned motor vehicles.
4.03 Secondary Drivers: Trips of long duration may require a secondary driver to assist the designated driver. A secondary driver must have their travel appropriately authorized prior departing the premises.
A. Family members:
Unless a family member is also an employee or participation of such a person is approved as part of a sanctioned event of this institution; each Marketspace/Citibank Employee who operates a Citibank-owned vehicle should be made aware that there is no liability coverage for members of any employee driver’s immediate family who are passengers in Citibank-owned vehicles.
Hitchhikers are not allowed to ride in any fleet vehicle.
5.0 TRAVEL USING PERSONAL VEHICLES
5.01 Notice of Potential for Personal Liability: Citibank recognizes that employees occasionally use personal vehicles while engaged in Citibank-related activities. Because personal automobile insurance will be looked to first in the event of an accident, all persons who use their vehicles while conducting Citibank business should be made aware of the possibility of personal liability related to such use. The Bank does provide limited secondary liability coverage for damages arising from use of a personal vehicle; however, members of the driver’s family and other employee are excluded from coverage under that policy.
5.02 Reimbursement for Costs of Using Personal Vehicles: Mileage costs related to any significant use of personal vehicles to conduct Citibank-related business may be reimbursed to employees upon approval of department head.
5.03 Use of Personal Vehicles Not Required: No individual shall be mandated to use his or her vehicle to perform Citibank-related activities.
6.0 TRAVEL USING RENTAL VEHICLES
6.01 Travel Authorization: Rentals are only for employees whose travel is “authorized” by Citi. Authorization requires written approval from the head of the traveling employee’s department and the CCO/SCOO.
6.03 Use of Travel Agent: Rentals under the Bank-negotiated contracts or using local funds should be arranged through an Approved Vendor
7.0 PROGRAM ADMINISTRATION
7.01 Driver Requirements: All Marketspace/Citibank employees who may be called upon to drive a Citibank vehicle shall have a Valid Driver’s Permit as required by law. The records will be obtained and maintained by the GSU Department assisted by the Building Superintendents.
An acceptable rating to for any person to operate a Citibank vehicle shall be no more then three (3) minor motor vehicle accidents (not at fault) or one minor at-fault motor vehicle accident per year.
Any more than one (1) major at-fault motor vehicle accident every Two (2) years would result in the Driver being suspended if it is a Marketspace employee or all motor vehicle access privileges revoked if a Citi Employee.
An employee with a rating of more than the specified amount must attend a defensive driver training class and would also stand the cost of any repairs to any further motor vehicle accidents. It would be the responsibility of the Marketspace/Citibank employee to schedule required remedial training on his or her own time and bear the cost of this training.
Other violations –
Type A Violations
- Driving while intoxicated (alcohol or drugs).
- Homicide arising out of the use of a motor vehicle.
- Operating a motor vehicle during a period of suspension or revocation of an operator’s license.
- Using a motor vehicle for the commission of a felony.
- Aggravated assault with a motor vehicle.
- Operating a motor vehicle without the owner’s permission (stolen vehicle).
- Permitting an un-licensed person to drive.
- Reckless driving.
- Hit and run involving bodily injury and/or physical damage.
Type B Violations
- All moving violations not listed as Type A violations.
7.02 MVR Review Schedule: A motor vehicle record (MVR) shall be obtained on all employees whose job duties would include driving a Citibank owned, rented, or personal vehicle while on Citibank business. The MVR shall be reviewed and updated regularly based on the following schedule:
- Prior to employment: The Human Resources Department will ensure that prospective employees requiring an MVR submit copies of drivers license and if applicable copies of all defensive driving records. All copies of the records would be sent to the GSU Department for maintenance.
For all Marketspace employees, GSU would maintain all records and files with the assistance of the Building Superintendent.
- Annually: The driving records of all Marketspace/Citi employees who are required to drive will be reviewed annually by the GSU Department. The employee’s department head and the Building Superintendents will be notified of any change in the driver’s status.
- Upon notification of an accident or citation: If a Citibank/Marketspace employee has been involved in a motor vehicle accident or receives a traffic citation while operating a Citibank Vehicle, it is the employee’s responsibility to notify the GSU Department and their supervisor/manager of the change in their driver status.
- Failure to make such notification in a timely manner could result in a revocation of driving privileges, and /or disciplinary action.
- Upon notification of suspension, revocation or expiration of the operator’s license: Driving privileges are automatically suspended when a Marketspace or Citibank employee valid driver’s license has been suspended, revoked, or expired. It is mandatory that the employee inform their supervisor/ manager when such a suspension, revocation, or expiration occurs.
Individuals who do not have a valid driver’s license are forbidden from operating any Bank-owned or rented vehicles. They are also banned from driving personal vehicles on Citibank business while collecting for mileage.
7.03 MVR Administrative Responsibility:
The Building Superintendents shall maintain a list of all regular drivers.
Information gathered as part of this program shall be confidential. Assignment of additional driver training will be the responsibility of the GSU Head. A courier may be required to bear the expense and time of any remedial training assigned due to a poor rating. Driver training can include, but is not limited, to:
- Defensive driving classes
- One-day seminars on driving improvement
- Driver training videos on needed specific driving skills.
8.0 VEHICLE OPERATIONS
8.01 Vehicle Reservations:
A vehicle may be requested by completing a Vehicle Request Form (including authorizing signature) or by having the authorizing agent E-Mail a request. A separate form is required for each vehicle or trip requested. The request for vehicle reservations should be made at least forty eight (48) hours in advance if possible. Vehicles are generally available on a first come, first serve basis but should a conflict arise the Administration will determine vehicle availability and make the assignment.
8.02 Vehicle Pick-up/Drop-off: A reserved vehicle may be picked up or dropped off by the authorized driver at the Bank’s basement car park under the supervision of security.
8.03 Citibank Fleet Management Obligations: Citibank will provide vehicles that are in safe and good driving condition. Building Superintendent will be responsible monitoring the care and maintenance of vehicles; keeping up with items such as inspections, manufacture recalls and general preventive maintenance of the vehicles. The Building Superintendent will provide the GSU Department with all required information on the maintenance and utilization of the fleet. It will also be the responsibility of the Building Superintendent to assure that the vehicles to be used by people having reservations are clean and have been serviced appropriately for their trip. The Building Superintendent in conjunction with the GSU Department will use information gathered from the fleet management program to determine appropriate repair and replacement schedules for the Bank’s vehicles.
8.04 Driver Obligations: The following conditions apply to all drivers who use Citibank vehicles. Drivers should read these obligations carefully before operating a Citibank vehicle.
Caution: The driver of the vehicle has ultimate responsibility for seeking and possessing information about driving safety and applicable laws. Citibank will not be responsible for any traffic citations resulting from the actions of the driver.
The driver must:
- Have a valid Trinidad & Tobago driver’s license, appropriate for the weight and class vehicle that they are operating.
- Have a current courier/vehicle operator file with the GSU Dept.
- Notify their supervisor and GSU Department of any change in his or her license status. This includes notification of moving violations and/or traffic accidents.
- Complete a Vehicle Use Report and maintain a detailed record of expenses such as fueling or emergency mechanical work.
- Wear seat belts when driving or occupying a Citibank vehicle.
- Assume responsibility for any and all fines or traffic violations associated with your use of a Citibank vehicle.
- Never drive while under the influence of drugs or alcohol. This includes “over the counter” or prescription medication that may effect the driver’s ability.
- Never transport passengers such as hitchhikers, family members, or friends for unauthorized use.
- Turn the vehicle ignition off, remove the keys, and lock the vehicle when you leave it unattended.
- Never drive the vehicle at speeds that are inappropriate for the road conditions.
- Report all accidents to the Building Superintendent and to the police department in the jurisdiction where the accident occurred.
- Not allow smoking in the vehicle.
- Not eat, drink, or operate any equipment that may distract or interfere with the safe operation of the vehicle.
- Not use radar/laser detection devices or wear headphones/earphones while operating the vehicle.
- Exercise caution when using cellular phones. Refer to Section 8.05 below.
- Observe traffic laws at all times.
- Drive courteously and defensively.
- Return the vehicle free of litter, noting any problems with the vehicle on the Vehicle Use Report.
8.05 Cell Phone Use:
As a general rule, the use of Business-owned and personal cellular phones while operating a moving vehicle has restrictions/guidelines for use due to the distraction and lack of concentration presented to safe driving performance.
- As a driver, your first responsibility is to pay attention to the road. Conversations should be kept to an absolute minimum. Do not read, look up an address, lookup phone numbers, or attempt to write or take notes while driving.
- Place your cellular phone in your vehicle where it is easily accessible without removing your eyes from the road.
- When possible, plan your calls before you begin your trip, or call when your vehicle is stopped at a stop sign or red light. Attempt to dial and place all calls when you are not moving or have a passenger use the phone. Learn and use the pre-programmed number dial features of your phone. Practice using this feature for commonly dialed numbers before driving so you are familiar with the procedures. If you absolutely need to dial while driving, assess the traffic and dial only a few numbers at a time.
- If your phone rings when you are driving – especially during hazardous road and/or heavy traffic conditions — let your cellular voice mail service take the call and listen to the message later when you are parked, or pull over before answering, if traffic conditions permit. Let the person you are speaking to know you are driving and that the call may need to be suspended at any time. Suspend conversations during hazardous driving conditions or situations.
- Do not engage in stressful or emotional conversations while driving. A stressful or emotional phone conversation while driving is distracting and potentially dangerous. If necessary, suspend the phone conversation.
- Use your cellular phone to call for help or to help others in emergencies. However, do not place yourself or others in danger while doing so. If you see an auto accident, crime in progress, or other serious emergency where lives are in danger, call the relevant emergency service/s and give the exact location and information to them,
8.06 Reporting of Accidents or Damage: The driver is responsible for the immediate reporting of any accidents or damage incurred while operating a Citibank vehicle. An incident should be first reported to the nearest police station having jurisdiction. Notify the GSU Department and the supervisor as soon as practicable after any accident or incident resulting in injury or damage to the vehicle.
When you have an accident, you must:
- Get immediate medical attention if you or your passengers are injured.
- Keep calm and avoid arguments over blame.
- Make no statements concerning guilt or fault.
- Never agree to make payments for the accident.
- Notify the police; a police report may be necessary for some insurance claims.
- Discuss the accident only with police officers, the Bank’s insurance claims adjuster, or a GSU officer.
- Record as much information as you can on all other parties to the accident. This information may include names of individuals involved, driver’s license number, addresses, vehicle make, model and year, witness names and telephone numbers. Don’t forget to get the name of the city in which the accident occurred and the name of the investigating officer.
- Fill out a Vehicle Accident Report and forward it to the GSU Officer as soon as possible. Use the insurance carrier provided form in your vehicle to record information concerning the accident. This form has information about our carrier, tips on gathering information at the accident scene and a space for writing down the important information.
9.0 FLEET SIZE AND MAINTENANCE
9.01 Vehicle Disposal: Once the decision to dispose of the vehicle has been made, the vehicle should be sold as soon as practical. The longer it sits the more it will depreciate.
9.02 Vehicle Replacement Schedule: Consideration should be given to age of the vehicle, mileage, and the cost of maintenance.
9.03 Vehicle Acquisition: In order to make best use of the vehicles in the fleet and minimize overall fleet cost, the purchase of a new vehicle should be made only after careful consideration. Some of the factors involved in the decision to purchase should be as follows:
- Is this a replacement of an existing vehicle? If so, could repairs be made that would be more economical than a purchase?
- Could a utility vehicle be used in lieu of a motor vehicle?
- Is the purchase related to a documented need resulting from program growth?
- Is the vehicle essential to the mission of Citibank? Can the need be documented?
9.04 New Vehicle Delivery: All new vehicles will be inspected by the Fleet Manager or his designee upon delivery. Particular attention will be paid to any damage that might have occurred during shipment. All warranty papers and owner/operator documents will be listed and reviewed prior to accepting delivery. GSU will be notified and provided with all of the required information concerning the addition, as soon as possible, after the Bank accepts a new vehicle into the fleet. The new vehicle will be added to the preventive maintenance schedule for the care of the vehicle.
9.05 Titles and Registration: All original vehicle titles and registration receipts will be acquired and maintained by the GSU Designee.
9.06 Warrantees, Recalls and Inspections: The Fleet Manager or his designee shall be responsible for the review and appropriate response to all factory recall issues. All warranty information and inspection dates will be entered in the Maintenance Schedule reminders will be created to remind the staff of upcoming inspections or service requirements. Also inspections would be done by the Building Superintendents using the Weekly Vehicle Checklist and daily by Marketspace couriers using the daily checklist.
9.07 Preventive Maintenance: Each vehicle in the fleet shall have a Preventive Maintenance (PM) plan for regularly scheduled maintenance. This plan shall be based on manufacturer recommendations for the vehicle model, type of use the vehicle typically encounters and Citibank’s previous experience in maintaining similar vehicles. Items such as tires, brakes, lubrication / fluids and spark plugs should be placed on a regular maintenance interval.
The Building Superintendent will review the PM program annually to determine if the task and frequencies are adequate and if the results indicate the PM program is helpful in maintaining the vehicles and reducing operating cost.
9.08 Fuel Selection: All of the vehicles in the Citibank fleet are designed to operate on “premium unleaded gasoline”. Unless labeled otherwise, only premium unleaded gasoline should be used when fueling.
9.09 Fuel and Service Credit Cards: Citibank provides commercial fleet fueling at Richmond Street Center, to authorized drivers on an as need basis. It is not permissible for Citibank fueling to be used for any service other than those associated with the operation of Citi owned vehicles on Citibank business.
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