Vehicle Usage Policy

VEHICLE POLICY AND PROCEDURE
I. GENERAL POLICY.
This policy is prepared as an orientation on what is expected of an authorized driver

or employee in the operation and maintenance of a company-owned vehicle assigned to
him/her. He/she is entrusted to use good judgment and have complete understanding of the
responsibilities involved, both of which are necessary to continue to drive a company-
provided vehicle on company business.
Any driver of Indophil Asia Equities, Inc. and its SBUs must meet the following
requirements:
1. Possess a valid driver’s license;
2. Maintain an acceptable driving record per company policy; and
3. Follow the guidelines stated in this policy at all times.
Vehicles are provided for official business purposes only. Personal use is prohibited
and is extended only to authorized employees, unless otherwise specified in writing. The
company may withdraw this privilege at any time without notice.
II. BASIC RULES AND REGULATIONS.
The following rules apply to use of company vehicles:
1. Only an authorized driver may drive company-owned vehicles. Absolutely no

exceptions will be allowed. No other family member or any other driver is
permitted to operate company vehicles, unless previously approved in writing
by Management.
2. Drivers are prohibited from using a company vehicle to push or tow another
vehicle. They are also prohibited from using it for personal reasons and from
loaning it to strangers or anyone else.
3. Drivers and passengers must use safety belts at all times.
4. Drivers must never operate a company vehicle while under the influence of
alcohol or any other controlled substance.
5. Drivers must not allow occupants to possess, transport, or consume alcohol,

illegal drugs or firearms in the company vehicle at any time.
Any exception to these rules requires advance approval and consent of Management
in writing. Violation of these rules will result in disciplinary action, ranging from
discontinuation of driving privileges up to and including termination of employment.
III. PROCEDURE AND GUIDELINES FOR USE OF VEHICLE.
A. An employee may request to use the company-owned vehicle, provided that he/she
has accomplished the Request Form, which will be approved by the Department
Head and submitted to the Admin Department for scheduling purposes.
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ON COMPANY-OWNED-AND-PROVIDED VEHICLE
Further, the Request Form must be forwarded at least three (3) days prior to the
travel requested date for Admin’s proper planning and scheduling purposes. If
urgently needed, there should be a justification or 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 at the soonest possible time.
B. In the following cases, use of the company-owned vehicle with the company-
authorized driver is mandatory:
1. Long distance trip with a minimum of 100 kilometers from the Davao Main
Office or Mulig Office, whichever is applicable, to the point of destination;
2. 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, and limited parking.
IV. VEHICLE CARE.
All company-provided vehicles are designated as “non-smoking” areas. The

authorized driver/employee is expected to keep the assigned vehicle in a clean, well-
maintained condition. Thus, it is pertinent that he/she takes care of the company-provided
vehicle with due diligence and extraordinary caution.
Negligence in the use of a company-owned vehicle, which results in damages, shall

be chargeable to the concerned employee or driver and may be deducted from his/her salary
after following the due process.
V. TIRE CARE AND REPLACEMENT.
Tire mileage is directly proportional to driver techniques, alignment, tire pressure and
wheel balance. All of these factors are under the driver’s control. Tire pressures must be
checked regularly and tires must be visually inspected. Alignment and wheel balance
problems must be corrected immediately to avoid drastic tire wear.
VI. MAINTENANCE AND REPAIR.
Neglecting to maintain a vehicle could result in the driver being charged for any
resulting repairs. Unusual wear and tear or neglecting to maintain the company-provided
vehicle may result in the loss of the privilege to use the vehicle and to further disciplinary
action, if necessary.
Driver safety checklists should be performed in writing at least once per month.
Drivers should inspect all safety-related equipment, including headlights, taillights, brake
lights, turn signals, running lights, license plate lights, etc.
Any repair needed for the vehicle must be reported to HR Department(?) for proper
documentation and recommendation.
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VII. OFFENSES RELATED TO USE OF VEHICLE.
Any driver of a company-owned vehicle may be charged of the following offenses

under the Company’s Employees Code of Conduct, which include, but are not limited to, the
following:
1. Omission or commission of an act resulting to injury, damage or loss to the

company of others. The penalty may be suspension or outright dismissal,
depending on the cost of damages incurred.
2. Unauthorized repair or allowing unauthorized repair of company property

resulting to loss, damage or injury. The penalty may be suspension or dismissal,
depending on the cost of damages incurred.
3. Unauthorized use or allowing unauthorized use of company properties or assets.

The penalty is outright dismissal.
4. Deliberately damaging the property of the company and others. The penalty is
outright dismissal. The penalty is outright dismissal.
5. Substituting or attempting to substitute company materials, equipment or parts of

equipment with another of inferior quality or of lesser value. The penalty is
outright dismissal.
6. Unauthorized possession and or use of picklock, master key or similar devices.

The penalty is outright dismissal.
7. Unauthorized drinking of alcoholic beverages while on duty and or within

company premises, and Reporting to work areas under the influence of alcoholic
beverages or showing behavior of drunkenness. The penalty may be suspension
or outright dismissal, depending on the gravity of the offense.
8. Smoking in areas not designated for smoking. The penalty may be suspension or
dismissal, depending on the gravity of the offense.
9. Unofficial or unauthorized use of company name or property to obtain personal

benefits. The penalty is outright dismissal.
VIII. RESPONSIBILITIES OF AUTHORIZED DRIVERS.
Authorized drivers are responsible for the care and use of a company-owned vehicle
in their possession. These responsibilities include but are not limited to:
1. Obeying all traffic laws, rules and regulations;
2. Attention to and the practice of safe driving techniques and adherence to existing
safety requirements;
3. The mandatory use of seatbelts and shoulder harness for yourself and passengers;
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4. Operating the vehicle in a manner consistent with reasonable practices, to avoid

abuse, theft, neglect, or disrespect of the equipment;
5. Restricting the use of vehicles to authorized drivers only;
6. Accurate, comprehensive and timely reporting of all vehicle thefts and/or accidents
involving an authorized driver to Management;
7. Reporting all moving violations within seven (7) working days of the violation to
supervisor;
8. Adhering to manufacturer’s recommendations regarding service, maintenance, and

inspection; and
9. Report any defect that would prevent safe operation.

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What are the requirements for driving a company vehicle?

What are the requirements for driving a company vehicle?

What rules apply to the use of company vehicles?

What rules apply to the use of company vehicles?

VEHICLE POLICY AND PROCEDURE

This policy is prepared as an orientation on what is expected of an authorized driver

II. BASIC RULES AND REGULATIONS.

The following rules apply to use of company vehicles:

1. Only an authorized driver may drive company-owned vehicles. Absolutely no

3. Drivers and passengers must use safety belts at all times.

5. Drivers must not allow occupants to possess, transport, or consume alcohol,

III. PROCEDURE AND GUIDELINES FOR USE OF VEHICLE.

IV. VEHICLE CARE.

All company-provided vehicles are designated as “non-smoking” areas. The

Negligence in the use of a company-owned vehicle, which results in damages, shall

V. TIRE CARE AND REPLACEMENT.

VI. MAINTENANCE AND REPAIR.

VII. OFFENSES RELATED TO USE OF VEHICLE.

Any driver of a company-owned vehicle may be charged of the following offenses

1. Omission or commission of an act resulting to injury, damage or loss to the

2. Unauthorized repair or allowing unauthorized repair of company property

3. Unauthorized use or allowing unauthorized use of company properties or assets.

5. Substituting or attempting to substitute company materials, equipment or parts of

6. Unauthorized possession and or use of picklock, master key or similar devices.

7. Unauthorized drinking of alcoholic beverages while on duty and or within

9. Unofficial or unauthorized use of company name or property to obtain personal

VIII. RESPONSIBILITIES OF AUTHORIZED DRIVERS.

1. Obeying all traffic laws, rules and regulations;

4. Operating the vehicle in a manner consistent with reasonable practices, to avoid

5. Restricting the use of vehicles to authorized drivers only;

8. Adhering to manufacturer’s recommendations regarding service, maintenance, and

9. Report any defect that would prevent safe operation.

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