VEHICLE
SAFETY
PROGRAM
for
*COMPANY NAME
Date
Hawaii Employer’s Mutual Insurance Company
Loss Prevention Services
D R A F T
CORPORATE DIRECTIVE
VEHICLE SAFETY
The purpose of this Corporate Directive is to set forth the policies on a fleet safety program for all employees. Each employee within his or her area of responsibility shall be accountable for carrying out this directive. This policy has been approved by management of the Corporation and must be adhered to by all company employees for all vehicles with a Gross Vehicle Weight (GVW) of 10,000 pounds or less.
Responsibility
The responsibility for carrying out this directive policy is assigned as follows:
1.Elected officers, division/subsidiary general managers and plant managers shall be responsible for evaluating performance in carrying out this directive and assuring that effective fleet safety programs are developed and implemented within their areas of control.
2.The Fleet Safety Committee has the responsibility to:
a.Inform all operating units of remedial or disciplinary policies.
b.Inform all operating units of significant changes in national laws and regulations, as well as corporate recommendations regarding fleet safety, through manuals, newsletters and other written guidelines and oral communications.
c.Conduct internal audits of divisions/subsidiaries to determine compliance with laws, regulations and corporate guidelines. Review nonconformance with the highestlevel unit manager necessary to assure that the consequences of such actions are fully evaluated.
d.Assure that each location has communicated to every driver/employee the policies and remedies of this directive and the consequences should a policy be violated.
Violations
Minimum policy violations include, but are not limited to:
1.Operating a company or personal vehicle on company business without wearing seat belts and/or restraints.
2.Failure to require passengers to wear seat belts and/or restraints while in a company or personal vehicle on company business.
3.Operating a company or personal vehicle on company business without a valid driver's license.
4.Driving while using and/or impaired by alcohol or drugs or being convicted of driving under the influence of alcohol or drugs.
5.Failure to report a collision, misrepresentation of the facts concerning a collision, or withholding information about a collision.
6.Leaving the scene of a collision (hit and run) without notifying the appropriate authorities (if required) or providing required information to other parties involved.
7.Unauthorized use of a company vehicle or use of a personal vehicle for company business not in compliance with policies outlined in this section.
8.Being involved in three (3) chargeable accidents or being convicted of three (3) moving traffic violations within an 18month period, or any combination constituting three (3) offenses within an 18month period.
Remedies
Minimal remedial or disciplinary actions are as follows:
For Violations 1 and 2
First Offense: Employee is to be handled under the normal disciplinary procedures for violation of safety rules of conduct.
For Violations 3 through 8
First Offense: Employee is suspended from driving a company car for a 12month period. Employee may drive a personal vehicle during this suspension, but MUST carry a minimum Combined Single Limit Liability of $500,000. Employee must provide a Certificate of Insurance to the Risk Manager reflecting this coverage and must name the corporation as a certificate holder.
Second Offense: Employee is suspended from driving a company car for a 24month period. Employee may drive a personal vehicle during this suspension, but MUST carry a minimum combined Single Limit Liability of $1,000,000. Employee must provide a Certificate of Insurance to the Risk Manager reflecting this coverage and must name the corporation as a certificate holder.
Third Offense: Employee is permanently suspended from driving any vehicle on company business.
Reinstatement
Prior to reinstatement of driving privileges, the employee/driver must complete a managementapproved driver training course.
Failure of the employee/driver to comply with this program may result in termination of the employee/driver.
Responsibility
It is the responsibility of the location management to notify your Risk Manager or the designated fleet administrator/human resource administrator of any violation of policy. The fleet administrator/human resource administrator is responsible for reviewing all accident reports, accident interviews and Motor Vehicle Reports and for carrying out the appropriate remedies.
VEHICLE SAFETY PROGRAM
POLICY STATEMENT
(Company name) recognizes its responsibilities to its employees and to the public it serves regarding the use of motor vehicles during its conduct of business. The Corporation's desire to eliminate, reduce and control personal injuries and property damage is not solely based upon reducing operating costs, but includes its attempt to protect its employees and the general public at large.
The Corporation hereby establishes the Fleet Safety Program as its guide to all employees who maintain or operate company vehicles which are either assigned to them on a daily basis or to which they may have access. All employees of the Corporation are charged with the responsibility of ensuring that company vehicles are utilized in a prudent manner, including all motor vehicle statutes, laws and regulations.
This policy has been approved by management of the Corporation and must be adhered to by all company employees for all vehicles with a Gross Vehicle Weight (GVW) of 10,000 pounds or less.
(Company name) will comply with all applicable laws and regulations including those that do not discriminate on the basis of race, sex, age, color, national origin, handicap or disabled veteran status.
SECTION 1
CORPORATE RESPONSIBILITIES
The Fleet Safety Committee is responsible for the design, development, distribution, maintenance and monitoring of compliance with the Fleet Safety policies and procedure of the Fleet Safety Program.
As new policies and procedures are developed, or as changes occur, they will be distributed to all locations by one or a combination of the following mechanisms:
·Corporate Directive
·Corporate Fleet Administration Manual
·Safety Newsletter
All questions, comments or ideas concerning the improvement of the Fleet Safety Program are encouraged from all locations.
ChairpersonSupervisor, Fleet Administration
Corporate Risk Manager
Corporate Safety Director
Corporate Risk Manager
Corporate Insurance Broker Representative
The Fleet Safety Committee meets at least quarterly or as required.
SECTION 2
MANAGEMENT RESPONSIBILITIES
This Program is beneficial in controlling employee driving activities and attitudes. Management is expected to support and enforce fleet safety procedures, policies and accident prevention measures as described in this Fleet Safety Program.
Responsibility - It is management's responsibility to:
1.Designate a person to coordinate and control the implementation and maintenance of this program. The Fleet Safety Committee must be advised of this person and be kept continually advised of any changes affecting that position.
2.Involve, train and educate all supervisory personnel whose responsibilities are affected by this program.
3.Involve and educate all employees who are affected by this Program.
4.Emphasize the importance of this program and require participation and cooperation from all employees.
Administration of the Program
It is the responsibility of each location to implement and administer the Fleet Safety Program as outlined in this manual and to provide information to the Fleet Safety Committee as required. This program is designed to be sufficiently flexible to meet your individual needs. It specifies which activities are mandatory and which are recommended. We believe this approach will allow your location to set individual objectives while complying with the overall corporate objective of reducing injuries to employees and, ultimately, costs.
There are additional comments, recommendations and other prevention techniques included in this manual for your review and evaluation. These may be used at your discretion.
SECTION 3
MONITORING REQUIREMENTS
To evaluate the effectiveness and compliance of this Program, each location must maintain safety records for every employee who drives a company motor vehicle. This can best be accomplished by keeping a current record of all accidents on a calendaryear basis and to annually review the records to measure the effectiveness of the Program. Recordkeeping and reporting are discussed further in this Manual.
Evidence of vehicle violations should be addressed with that employee through counseling, additional driver's training or other means.
SECTION 4
SAFE DRIVING POLICIES AND REMEDIES
The purpose of this Corporate Directive is to set forth the Company's policies on a fleet safety program for all employees. Each employee within his or her area of responsibility shall be accountable for carrying out this directive. This policy has been approved by management of the Corporation and must be adhered to by all company employees for all vehicles with a Gross Vehicle Weight (GVW) of 10,000 pounds or less.
Responsibility
The responsibility for carrying out this directive policy is assigned as follows:
1.Elected officers or location managers shall be responsible for evaluating performance in carrying out this directive and assuring that effective fleet safety programs are developed and implemented within their areas of control.
2.The Fleet Safety Committee at Headquarters has the responsibility to:
a.Inform all operating units of remedial or disciplinary policies.
b.Inform all operating units of significant changes in national laws and regulations, as well as corporate recommendations regarding fleet safety, through manuals, newsletters and other written guidelines and oral communications.
c.Conduct internal audits of locations to determine compliance with laws, regulations and corporate guidelines. Review nonconformance with highestlevel unit manager necessary to assure that the consequences of such action is fully evaluated.
d. Assure that each location has communicated to every
driver/employee the policies and remedies of this directive and the consequences should a policy be violated.
Violations
Minimum policy violations include, but are not limited to:
1.Operating a company or personal vehicle on company business without wearing seat belts and/or restraints.
2.Failure to require passengers to wear seat belts and/or restraints while in a company or personal vehicle on company business.
3.Operating a company or personal vehicle on company business without a valid driver's license.
4.Driving while using and/or impaired by alcohol or drugs or being convicted of driving under the influence of alcohol or drugs.
5.Failure to report a collision, misrepresentation of the facts concerning a collision, or withholding information regarding a collision.
6.Leaving the scene of a collision (hit and run) without notifying the appropriate authorities (if required) or providing required information to other parties involved.
7.Unauthorized use of a company vehicle or use of a personal vehicle for company business not in compliance with policies outlined in this section.
8.Being involved in three (3) chargeable accidents or being convicted of three (3) moving traffic violations within an 18month period, or any combination constituting three (3) offenses within an 18month period.
Remedies -Minimal remedial or disciplinary actions are as follows:
For Violations 1 and 2
First Offense: Employee is to be handled under the normal disciplinary procedures for violation of safety rules of conduct.
For Violations 3 through 8
First Offense: Employee is suspended from driving a company car for a 12month period. Employee may drive personal vehicle during this suspension, but MUST carry a minimum Combined Single Limit Liability of $500,000. Employee must provide a Certificate of Insurance to the Business Unit and/or subsidiary reflecting this coverage and must name the corporation as a certificate holder.
Second Offense: Employee is suspended from driving a company car for a 24month period. Employee may drive a personal vehicle during this suspension, but MUST carry a minimum Combined Single Limit Liability of $1,000,000. Employee must provide a Certificate of Insurance to the Business Unit and/or subsidiary reflecting this coverage and must name the corporation as a certificate holder.
Third Offense: Employee is permanently suspended from driving any vehicle on company business.
Reinstatement
Prior to reinstatement of driving privileges, the employee/driver must complete a managementapproved driver training course.
Failure of the employee/driver to comply with this program may result in termination of the employee/driver.
Responsibility
It is the responsibility of the location management to notify the Risk Manager or the Fleet Safety Manager of any violation of policy. The fleet administrator/human resource administrator is responsible for reviewing all accident reports, accident interviews and Motor Vehicle Reports and for carrying out the appropriate remedies.
SECTION 5
DRIVERS' RESPONSIBILITIES
Drivers are required to do the following:
1.A person operating a company or personal vehicle on company business is required to have in his/her possession a valid driver's license from the state in which they reside.
2.A person operating a company or personal vehicle on company business shall immediately notify his/her supervisor if his/her driver's license is suspended, revoked or deemed invalid for any reason by the state motor vehicle department or any other official agency.
3.The employees who operate or who are passengers in a company vehicle are responsible for reporting to the responsible person any malfunction.
4.Operators shall comply with all applicable state motor vehicle laws and operating regulations, vehicle registrations and state mandate inspections.
5.Before any vehicle is placed into motion by the operator, all passengers, including the driver, shall have his/her seat belts and shoulder straps fastened.
6.All employees operating a company or personal vehicle on company business will be required to comply with the Safe Driving Policies and Remedies of this program.
7.All employees operating a personal vehicle in the scope of his/her employment will carry appropriate levels of insurance on the vehicle and as specified by policies.
8.Provide a prompt report (phone report within 24 hours, written report within 48 hours) of any accident to the supervisor or designated administrator. A report is required when driving a companyprovided vehicle as well as any vehicle being driven on company business. Should the accident involve a fatality or serious injury, immediate notification to the administrator must be given.
9.Notify supervisor or other designated administrator when taking medication or when there is any condition which could impair driving ability.
10.Be accountable for the vehicles they operate. Drivers are responsible for daily vehicle inspections, for reporting any repair situation and for routine vehicle care as per procedures provided by his/her Business Unit and/or subsidiary and outlined in this program.
11.Not transport any nonauthorized passengers, i.e., hitchhikers.
12.Prevent unauthorized use of company vehicles unless an emergency condition exists or prior management approval is obtained.
SUBCONTRACTOR'S RESPONSIBILITY
Subcontractors who provide drivers to (Company Name) are required to show evidence of the following:
1.Drivers’ physical examinations (within the last two years).
2.Evidence of MVR review.
3.Evidence of driver having successfully completed accredited driver's training course.
4.Evidence of automobile and comprehensive general liability insurance with minimum limits of $1 million combined aggregate for bodily injury and property damage.
5.Evidence of Items 1, 2, 3 and 4 shall be included in all written contracts.
The requirements stipulated in Items 1, 2, 3 and 4 shall be included as part of the written contract between subcontractor and (Company Name).
SECTION 6
SAFE DRIVER PROGRAM
It is management's responsibility to organize and implement a driver safety training program which will coincide with the policies outlined in this manual (Safe Driving Policies and Remedies).
Driver safety training will help to minimize human and property losses from accidents. It additionally will help you to save money by improving the skills and responsibility of drivers, which will in turn reduce the enormous financial loss caused by vehicle accidents.
There are three courses which management suggests:
National Safety Council DDC4
National Safety Council DDC6
National Safety Council DDC8
The National Safety Council DDC courses are conducted in a classroom environment. Your location may choose to have a qualified instructor present the course or may prefer to have an individual at your location certified as an instructor. For complete information on the courses and your options, you may contact your local safety council.
SECTION 7
VEHICLE SAFETY
DRIVER QUALIFICATION
All employees provided with company vehicles will be required to meet specific requirements, as a minimum. These requirements can be expanded to include Business Unit requirements. All employees must adhere to state, federal and local laws and regulations.
Minimum requirements are:
·Possess a valid driver's license issued by the state where the employee resides.
·Obtain a motor vehicle agency record from each state in which the employee holds a license when hired and annually thereafter.
·The employee must pass all drug and alcohol tests in accordance with Corporate Policy and as applicable with all federal laws and regulations.
·Successfully pass a physical exam as mandated by (Company Name) and/or governmental authority.
The Motor Vehicle Agency record (MVR) is a valuable aid in assessing the driving ability of an employee. When evaluating the MVR, the following table can be used as a guide:
New Hire RecordAction
2 moving violations in previous 12 monthsmust go one year before receiving a company car
3 or more moving violations in 12 monthsmust go two years before receiving a company car
2 "driving under the influence" convictions not permitted to operate a
or "driving while intoxicated" company car
SECTION 8
VEHICLE MAINTENANCE
The driver shall be responsible for (1) obtaining all necessary repairs and (2) routine vehicle upkeep as outlined in the manufacturer's owner's manual.
A properly maintained vehicle will reap the following benefits:
1.Improved safety.
2.Reduced driving failures.
3.Minimize interruptions in schedules.
4.Improves public image.
5.Increases vehicle sales price when sold.
Drivers are to routinely inspect their vehicles two (2) times a week. This should be done at the start of the work day. Completion of a "Vehicle Maintenance Check List," is part of the requirement.
SECTION 9
ACCIDENT REPORTING/ACCIDENT INVESTIGATION