Alcatel-Lucent Fleet Services
North American Fleet
Policy and Guidelines
Revision: November 2010
Alcatel-Lucent – Proprietary Use Pursuant To Company Instructions
Table Of Contents
1. INTRODUCTION 4
2. GENERAL POLICY 4
3. DRIVER RESPONSIBILITIES 4
4. MOBILE TELEPHONES 5
5. TRANSPORTATION OF HAZARDOUS MATERIALS 5
6. TRAINING 5
7. COMPANY PROVIDED VEHICLE 5
7.1 Definition 5
7.2 Vehicle Acquisition 6
7.3 Motor Vehicle Assignment Criteria 7
7.4 Commuting 8
7.5 Driver Responsibilities - Company Vehicles 9
7.6 Prohibited Uses Of Company Vehicles 10
7.7 Registration And Title 11
7.8 Insurance 11
7.9 Driver History and Safe Driving Enforcement 12
7.10 Obtaining Fuel 12
7.11 Obtaining Maintenance/Repairs for Company Provided Vehicles 13
7.12 Vehicle Replacement Criteria 13
7.13 Declaring A Vehicle Surplus 13
7.14 Pool Vehicles 14
7.15 Rental Vehicles 14
8. ASSOCIATE OWNED VEHICLES ON COMPANY BUSINESS 14
8.1 Definition 14
8.2 Requirements For Use 15
8.3 Limits of Company Responsibility 15
8.4 Reimbursable Expenses 16
8.5 Commuting Adjustments 16
8.6 Reimbursement Requests 16
9. OTHER TRANSPORTATION 17
9.1 Rental Vehicle - Passenger Vehicles 17
9.2 Expenses 17
9.3 Personal Use 17
9.4 Public Transportation 18
10. ACCIDENT REPORTING 18
11. EMERGENCY PROCEDURES 18
1. INTRODUCTION
The purpose of these guidelines is to establish a policy and a set of uniform and equitable procedures regarding the assignment and use of a motor vehicle (Company provided, employee owned, or rented).
These guidelines will serve as the minimum standards that will be used to govern the North American fleet management practices. While maintaining Alcatel-Lucent standards, other requirements may be added to more specifically define, develop and strengthen local policy to ensure compliance with local laws and market practices.
2. GENERAL POLICY
Under select circumstances suitable transportation shall be furnished or paid for by the Company and management will determine eligibility based on documented local policy guidelines.
Eligibility falls into the following categories:
· Operations
Vehicles allocated to assigned functions in order to achieve corporate objectives.
· Sales
Vehicles allocated to perform primary job function.
· Benefits
Vehicles allocated to employees who are entitled to cars as part of their compensation package.
The approved transportation may include one of the following:
- Company provided vehicle.
- Personal Vehicle per Mileage Reimbursement.
- Monthly Vehicle Allowance.
3. DRIVER RESPONSIBILITIES – ALL MOTOR VEHICLES USED ON COMPANY BUSINESS
Alcatel-Lucent drivers MUST have and maintain a valid driver’s license, applicable to the motor vehicle’s size and use. Drivers must report any suspension or revocation of a driver’s license immediately to their supervisor. No associate is to drive with a suspended or revoked license.
Associates SHALL NOT drive on Company business:
· While under the influence of alcohol and/or controlled substances.
· If they are unable to drive for health reasons or are taking medication that may impair driving.
· Utilizing a motor vehicle that is known to be potentially unsafe (e.g., brakes known to be faulty, steering problems, etc.).
· If feeling drowsy or fatigued.
Motor vehicles must be operated in a safe manner in accordance with the country laws and all applicable provisions of this policy.
Under Alcatel-Lucent Human Resources policy, smoking is prohibited 24 hours a day, 7 days a week in all company motor vehicles (e.g., cars, vans, trucks)
The driver must fasten his/her seat belt and require all passengers to do likewise each time the vehicle is used.
The driver shall ensure that all required documents are in their possession or on board the vehicle at all times (e.g., driver’s license, vehicle registration and proof of insurance).
4. MOBILE TELEPHONES
Follow laws and regulations regarding the use of mobile telephones while driving and always obey them.
Do not use a mobile telephone while driving unless legally parked or the phone is in a “hands-free” mode and mounted within the driver’s area of vision. Always give your full attention to driving.
Prior to re-fueling, turn off your mobile phone (and any other portable electronic device) and leave them inside the vehicle.
5. TRANSPORTATION OF HAZARDOUS MATERIALS
If business needs require the transportation of hazardous materials, all local laws and regulations and Alcatel-Lucent EH&S company requirement “Hazardous Materials and Waste Management“shall be followed. See web site for more information:
http://dedom002.stgl.sel.alcatel.de/smaps/SMAPSArc.nsf/show/1AA003840002ASZZA01
6. TRAINING
Driver Safety Awareness Training is strongly recommended for all associates who drive motor vehicles on business for Alcatel-Lucent. Driver Safety Awareness Training or more intensive driver safety training may be required for certain employees, depending on their driver history (see Section 7.9).
7. COMPANY PROVIDED VEHICLE
7.1 Definition
A Company owned, rented, or leased vehicle is assigned to a qualified associate in order to achieve the desired business results or as part of the overall compensation package. The vehicle can be assigned to the particular associate exclusively.
7.2 Vehicle Acquisition
Approved Vehicle Acquisition Form can be obtained via
https://apps02.arifleet.com/ariclientformsa/alcatel-lucent/Intro.aspx
Vehicle acquisition forms must be submitted to the Alcatel-Lucent North American Fleet Manager. The Fleet Manager is responsible for obtaining all Company vehicles.
New Leases
It is Alcatel-Lucent’s policy to lease fleet vehicles where it makes the most sense. In most cases leasing offers Alcatel-Lucent capital relief, improved cash flow, simple
and economical new vehicle acquisition. Used vehicle disposition, as well as administrative services in the area of licenses, taxes, warranty, and maintenance control, are added benefits to leasing.
All new vehicles will be leased through Alcatel-Lucent’s Supply Chain Networks’ contracted lessor. Leases or purchases by individual departments, groups, or individuals outside of the SCN group from franchised automobile dealers, or non-contracted lessors are prohibited.
An approved request for a Company motor vehicle does not automatically mean that the corporation will enter into a new lease agreement to fill the request. Before a new vehicle lease will be considered, the Fleet Manager will conduct a search for a suitable surplus vehicle from the Alcatel-Lucent fleet. If a surplus vehicle is not available, the Fleet Manager will contact the organization making the request to inform them that a new lease will be required.
Vehicles leased to fill a new lease request will meet criteria of functionality and cost. That is, the vehicle of least cost that produces the lowest operational and maintenance costs, and highest salvage value over the vehicle’s life cycle for the required functionality will be leased.
Once management has determined an associate has demonstrated that he/she has met the local policy criteria for the assignment of a company vehicle, a requisition form via https://apps02.arifleet.com/ariclientformsa/alcatel-lucent/Intro.aspx must be processed. Once the forms are completed including driver’s signature and properly approved, the original should be forwarded to the Alcatel-Lucent Fleet Manager for processing.
All new owned and leased vehicles will meet the following criteria for functionality and cost:
· Lowest initial purchase cost
· Functionally suitable
· Available Safety Features
· Seat Belts (all seats)
· Air Bags (if available in country)
· Cargo Barrier – Sufficient barrier between passenger and equipment compartments (if vehicle is used to transport tools and/or equipment).
· Meets all local environmental regulations
· Retain a high salvage over the vehicle’s life cycle.
· All company owned or leased trucks, vans and SUV’s shall be equipped with a vehicle safety kit, which includes the following items, at a minimum:
1. First Aid kit with rescue blanket
2. Emergency flares, reflective triangles or safety cones
3. Reflective vest
4. Additional safety equipment required by the local EH&S organization (NOTE: if fire extinguishers are deemed to be required, the driver must be trained in their use.)
7.3 Motor Vehicle Assignment Criteria
Assignment of a company motor vehicle is at the Company’s discretion based on meeting the prescribed eligibility criteria and demonstrated responsibility as defined in the policy guidelines.
Associates should meet one or more of the following assignment criteria in order to have a permanent company motor vehicle assigned:
· Operations
Vehicles allocated to assigned functions in order to achieve corporate objectives.
· Sales
Vehicles allocated to perform primary job function.
· Benefits
Vehicles allocated to employees who are entitled to cars as part of their compensation package.
Within the above stated criteria, additional consideration will be given to:
· Daily or High Mileage Usage
· Other
Daily or High Mileage/Kilometer Usage
If an associate has a daily need for company provided transportation or drives a specified number of miles/kilometers in performance of his/her job, a Company motor vehicle should be assigned.
Other
If the associate is required to carry test equipment, tools, supplies or customer demonstration materials as part of their normal job description, a Company vehicle may be assigned.
7.4 Commuting
When in the interest of the business unit, an associate is required to have access to his/her assigned vehicle at all times, the associate will be permitted to use that vehicle for commuting. Commuting is permitted for one or more of the following reasons:
· To enable the associate to respond at any time to emergency needs of customers.
· To enable the associate to respond at any time to security needs of the Business Unit/Company.
· To obtain benefit to the Business Unit by enabling the associate to go directly from home to the first work location and from the last work location home.
It should be understood that commuting authorization does not include any other personal use when vehicles are granted for duties related to the employee’s primary job function.
Commuting Miles/Kilometer Definition
Commuting miles/kilometers are driven to and from an associate’s regular place of business, on a daily basis and during regularly scheduled overtime assignments. A regular place of business can be an Alcatel-Lucent office to which an employee is regularly assigned or one of several regularly assigned Alcatel-Lucent customers, whichever is closer to the associate’s home, round trip.
Business Miles/Kilometers Definition
Normal business miles/kilometers are those miles/kilometers driven by an employee for Alcatel-Lucent business purpose during scheduled work periods. Business miles/kilometers begin after driving the equivalent distance from the associate’s home to his/her assigned Alcatel-Lucent office or regularly assigned customer, whichever is closer. Business miles/kilometers accumulate from that point to each succeeding business stop throughout the day.
After completing the last business stop of the day, and depending on the geographic location of the stop, the miles/kilometers driven to an associate’s home could possibly be a combination of business and commuting miles/kilometers.
As an example, if an associate’s last business stop is 75 miles/kilometers from his/her home and if the associate’s normal personal commuting mileage/kilometers each day is 10 miles/kilometers, then the first 65 miles/kilometers after the last business stop would be reimbursable business miles/kilometers. However, if the last business stop was 10 miles/kilometers from the associate’s home, then all miles/kilometers to the associate’s home would be personal commuting miles/kilometers.
Mileage/Kilometers incurred as a result of being “called out” for work outside the normally scheduled work period is reimbursable as business mileage/kilometers from the associate’s home to the work site, round trip.
When, in the interest of the Company, an associate is required to have access to his/her assigned vehicle at all times, the associate will be permitted to use that vehicle for commuting and must provide a secure parking arrangement for evenings and weekends.
Associates who do not have a daily requirement for a vehicle or who do not drive the minimum required miles/kilometers should not be assigned a Company vehicle. The employees should be reimbursed for business miles/kilometers driven or paid a monthly transportation allowance for use of their personal vehicle.
Commuting authorization does not include any personal use of the vehicle when the vehicle is assigned because of an associate’s primary job function in order to achieve business results.
7.5 Driver Responsibilities (Company Provided Vehicles)
In addition to the responsibilities outlined in Section 3 (page 1), drivers of Company provided vehicles must observe the following:
· All associates who drive company vehicles must complete any Business Group mandated Driver Safety Awareness Training (LES218M or local Equivalent).
· The Company vehicle must be locked with all windows closed when unattended.
· The associate has the responsibility for all violations and/or citations issued for unsafe operations of the vehicle (including parking violations). The associate is responsible for any violation and/or tickets issued for an improperly maintained vehicle.
· If vehicles are home garaged or driveway parked, the associate must provide secure and legal storage.
· The vehicle must be maintained and operated in an efficient manner, following the maintenance instruction set forth in the driver packet and/or the vehicle manufacturer’s owner’s manual. The driver must schedule maintenance so that it does not interfere with the regular work schedule.
· Alcatel-Lucent Fleet Services shall keep or have access to all maintenance records to ensure that vehicles are being maintained properly, and will notify responsible managers of any deviations.
· The driver shall keep the vehicle clean and neat at all times.
· If the vehicle breaks down, the associate is obligated to secure the vehicle and take necessary steps to correct the problem. The equipment on an Alcatel-Lucent vehicle may not be altered from the original equipment manufacturer’s specifications (i.e., tire size and type, window shading and mirrors) unless expressly authorized by Alcatel-Lucent Fleet Services.
· The driver shall conduct a visual check of the vehicle before each daily use – check the tires; make sure the windows are clean and not cracked; look for oil or fluid leaks on the ground; check for any nearby obstructions or damage to the vehicle; check the fuel gauge and other important indicators; ensure the vehicle has all of the appropriate safety equipment, if required.
· SUPERVISORS RESPONSIBILITIES
Ensure that employees who drive Company vehicles have a valid driver’s license, applicable to the motor vehicle’s size and use.
Enforce compliance with all aspects of this Policy.
Where applicable, consider associates’ driving record (either positively or negatively) in performance appraisals.
Where appropriate, reward and/or recognize safe drivers in accordance with local reward and recognition programs.