20201231Suez to Staff 60-64.pdf

Michael C. Creamer (lSB No. 4030)
Preston N. Carter (lSB No. 8462)
Givens Pursley LLP
601 W. Bannock St.
Boise, lD 83702
Telephone: [phone]
Facsimile: (208) 388-1 300
[e-mail]
p resto nca rte r@o iven sp u rslev. co m
!N THE MATTER OF THE APPLICATION
OF SUEZ WATER IDAHO INC. FOR
AUTHORITY TO INCREASE ITS RATES
AND CHARGES FOR WATER SERVICE
IN THE STATE OF IDAHO
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Attorneys for SUEZ Water ldaho lnc.
BEFORE THE IDAHO PUBLIC UTILITIES COMMISSION
Case No. SUZ-W-20-02
SUEZ WATER IDAHO INC.'S
RESPONSE TO SECOND
PRODUCTION REQUEST OF THE
COMMISSION STAFF
SUEZ Water ldaho lnc., ("SUEZ Watef or "Company") submits the following
responses to the Third Production Request of the Commission Staff to SUEZ Water,
dated December 3,2020.
DATED: December 31, 2020
SUEZ WATER IDAHO INC.
/ *-----.: * 4__t*
By:
Michael C. Creamer
Preston N. Carter
Attorneys for Ap plicant
SUEZWATER'S RESPONSE TO THIRD PRODUCTION REQUEST
OF THE COMMISSION STAFF.l
1 5461 224 _1 .DOCX [30-209]
CERTIFICATE OF SERVICE
I certify that on December 31,2020, a true and correct copy of the foregoing was
served upon all parties of record in this proceeding via electronic mail as indicated
below:
Commission Staff
Jan Noriyuki, Commission Secretary Electronic Mail
Idaho Public Utilities Commission
11331 W. Chinden Blvd., Bldg. 8, Ste. 201-A
Boise, lD 83714
[e-mail]
Dayn Hardie
Matt Hunter
Deputy Attomey General
ldaho Public Utilities Commission
11331 W. Chinden Blvd., Bldg. 8, Ste. 201-A
Boise, lD 83714
[e-mail]
matt. h u nter@puc. idaho.oov
lntervening Parties
Ada County:
Lorna K. Jorgensen
John C. Cortabitarte
Ada County Prosecuting Aftorney's Office
Civil Division
200 W. Front Street, Room 3191
Boise, lD 83702
civi I pafiles@adaweb. net
CAPAI:
Brad M. Purdy
2019 N. 17th Street
Boise, lD 83702
[e-mail]
lnteruenors:
Marty Durand
Piotwrowski Durand PLLC
1020 Main Street, Suite 440
P.O. Box 2864
Boise, lD 83701
[e-mail]
SUEZWATER'S RESPONSE TO THIRD PRODUCTION REQUEST
OF THE COMMISSION STAFF.2
1 5461224_1.DOCX [3G209]
Electronic Mail
Electronic Mail
Boise City:
Abigail R. Germaine
Deputy City Aftorney
Boise City Attorney's Office
150 N. Capitol Blvd.
P.O. Box 500
Boise, lD 83701-0500
ao erm a i ne@cityofbo ise. o rq
Suez Water Customer Group:
Norman M. Semanko
Parsons Behle & Latimer
800 W. Main Street, Suite 1300
Boise, ID 83702
NSema nko@ parsonsbehle.com
Boisedocket@ parsonsbeh le. com
ldaho Fair House Council, lnc.
Ken Nagy
Attorney at Law
P.O. Box 164
Lewiston, lD 83501
[e-mail]
Micron Tech nology, I nc.
Austin Rueschhoff
Thorvald A. Nelson
Holland & Hart
555 17tt' St., Suite 3200
d aru esch hoff@ hol la nd ha rt. com
tn elson@ holland hart. om
aclee@ hol la nd ha rt.com
olqaroanoamari@hollandha rt.com
Jim Swter
Greg Harwood
Micron Technology, lnc.
8000 S. FederalWay
[e-mail]
[e-mail]
,, P; a-_-u
Preston N. Carter
SUEZ WATER'S RESPO]ISE TO THIRD PRODUCTION REQUEST
OF THE GOiltrllSSlON STAFF - 3
1W|u4_1.OOCX[3G200]
Preparer/Sponsoring Witness J. Cary
REQUEST NO. 60:
Please provide supporting documentation for the anticipated impact of post COVID-19
pandemic economic downturn on bad debt expense as stated in Witness Cary's Exhibit
No 10, Schedule 1 Page 18.
RESPONSE NO. 60:
The Company records an incremental adjustment to its bad debt reserve to reflect the
expected credit losses associated with the effect of the COVID-19 pandemic. The
adjustment is based on a combination of the results of two financial models. The accounts
receivable aging model is reflecting the effect of the increase in the aging buckets year
over year, and the second mode! is using the methodology from the American Water
Works Association ("A\AA//A') COVID-19 financial impact report on water utilities. The
A\ A/VA model incorporates the impact of the unemployment rate factor before and after
the pandemic to determine the expected incremental delinquencies.
The Allowance is calculated based on the historical rolling S-year average of uncollectible
Accounts Receivable broken out by the age of the amounts outstanding (i.e. 0-30 days,
31-60 days, 61-90 days, 91-120 days and greater than 120 days) per the Accounts
Receivable aging report. The analysis is updated on a monthly basis. Once the general
reserye calculation is performed, the initial reserve balance is compared to the historica!
S-year write-off average. The greater of the calculated initial reserve and the historical 5-
year write-off average will be included in the month's reserve balance.
For SUEZ Business Units with annual revenue Iess than $10 million, '100o/o of the
Accounts Receivable balance that is outstanding for more than 90 days will be reserved
for. ln addition, a reserve may be increased for specific one-off items, such as
bankruptcies, lawsuits and back billing initiatives. Corporate Accounting posts a journal
entry in the General Ledger in PeopleSoft to adjust the Allowance for DoubtfulAccounts
and is recorded as a Bad Debt Expense - Provision. Write-offs are coded as a direct debit
to Bad Debt Expense - Write-off and a credit to Customer Accounts Receivable. The
procedure of writing off a customer Account Receivable within the CC&B billing system
falls under the responsibility of the Customer Service department and is approved in
accordance with the approvalauthority in the Delegation of Authority schedule.
In response to the COVID-19 pandemic the Company ceased all collection activities in
mid-March 2020 tor every customer class as well as reconnected services for previously
disconnected customers who were past due on their account. All customers continue to
receive water service regardless of their ability to pay through the end of 2020.
suz-w-20-02
IPUC DR 60
Page 1 of2
SUEZ WATER IDAHO INC.
GASE SUZ-W-20-02
THIRD PRODUCTION REQUEST OF THE COMMISSION STAFF
Customers continue to receive billing invoices, courtesy notifications if no payment has
been received on their account, and reminders to contact the Company should they
require extended payment arrangement plans or are in need of an additional assistance.
While the majority of customers continue to make payments on their account regularly, a
portion of customers have not made a payment on their account since March, are more
than one bill payment behind and are requiring additional time to bring their account
balance to current.
Beginning in late December 2020, the Company resumed collections activities in a limited
capacity. Commercial customers with large dollar amount past due balances will receive
reminder notices, followed by disconnection warning notices if no payment is received on
the account or no extended payment arrangement has been established. Potential
service disconnections for Commercial customers would restart no earlier than January
2021. Residentia! customer collections activities will remain on hold through the end of
2020 and wil! be re-evaluated for restart after the New Year.
While the full economic impact of the pandemic on customers' ability to pay is difficult to
predict, the Company's Accounting staff have calculated the anticipated bad debt
expense impact due to COVID-19 as of November 2020 as $412,061. Please see
Attachment 1 for the calculation of the bad debt reserve. This amount is updated monthly.
The bad debt reserve adjustment included in the Company's filing Exhibit 10 Schedule 1
Adjustment 18 at that time reflected a July 2020 anticipated impact due to COVID-19 of
$327,930 as shown in Attachment2.
Due to the suspension of collections activities, the amount of actual bad debt expense
reflected on the Company's books as of November 2020 is lower than prior year's level.
The impact to bad debt expense will become more evident after collections activities
resume for all customer classes. As of November 2020, the Aged Accounts Receivable
(for water service agreements without excess credits) over 30 days past due amount
reflects a $1.1M balance versus same period 2019 of $0.6M, or a $0.5M increase, while
the balance 0 to 30 days balance increased by $O.gfvl.
Through November 2020, 1260 customer accounts carry a past due balance over 180
days old compared to just 234 customer accounts as of November 2019. There are 64
active bankruptcies as of November 2020 compared to 57 for the prior year. Despite the
Company's efforts to encourage customers to establish payment arrangements for those
struggling with keeping their account current, the number of customers in an active
payment arrangement plans with a balance due has decreased from 370 in 2019 to 123
in 2020. As collections activities resume however, the number of customers utilizing the
Company's extended payment arrangement plans including the 12-month option are
expected to grow significantly.
suz-w-20-02
IPUC DR 60
Page 2 ol 2
CASE NO. SIJZ-W.20-02
Response No. 60
Affachment 1
Excel Spreadsheet Provided Separately
in Native Format
CASE NO. SUZ.W.2O-02
Response No. 60
Attachnent2
Excel Spreadsheet Provided Separ ately
in Native Format
SUEZ WATER IDAHO INC.
cAsE suz-w-20-02
THIRD PRODUCTION REQUEST OF THE COMMISSION STAFF
Preparer/Sponsoring Witness :J. Cary
REQUEST NO. 61:
PIease provide supporting documentation for the following transportation expenses
as shown in Witness Cary's Exhibit No 10, Schedule l, Page 21.|n your response,
please identify any additional costs necessary for future employees proformed into
the Company's revenue requirement.
a. Lease Cost & GPS fees
b. Fuel
c. P-card maintenance materials, outside service
d. Mechanic payroll and benefits
e. !nsurance
f . Depreciation
g. VA Allowance
RESPONSE NO. 61:
See attachment 1 for supporting details
a. Lease Cost
! PIease see aftachment 2. The projected amounts include
estimates for potentia! replacements of expired leases on 31
vehicles. There are additional estimates on 2 new 2020 Ford
Ranger trucks just received in December 2020.2021 estimates
also include 1 new Ford F-450 as a replacement for the valve
maintenance truck, 1 new Ford F-150 for a new T&D Supervisor
and 1 new Ford Ranger for use in the meter reading group.
b. Fuel
! 2021 forecasted estimate is based on 50,500 gal. priced at
$2.35/gal estimate and 10,000 ga!. diesel priced at $2.13/gal
estimate
c. P-card maintenance materials, outside service, GPS Fees
n 2021torecast based on anticipated return to normal maintenance
suz-w-20-02
IPUC DR 61
Page 1 of2
and other costs. 2020 had severa! unplanned larger maintenance
repairs.
d. Mechanic payroll and benefits
! 2021 forecasts mechanic Iabor of $69,802 plus 60% fringe
estimate of $41,881 for a total of $111,683
e. lnsurance
! The 2021 insurance estimate is based on Suez corporate
insurance policy and cost review. The updated insurance cost
is not yet available. We will updated this response once we
receive it.
f . Depreciation! The202l depreciation forecast initially filed was based on a2020
budget estimate that was the most current information at the time.
However, current monthly depreciation is $1500 which would
result in an annual depreciation expense estimate of $18,000.
g. VA Allowance
! Vehicle allowance for the General Manager of $916.66/mnth and,
Director of Engineering, of $550/mnth. Totaling $17,600 annually.
suz-w-20-02
IPUC DR 61
Page 2 of 2
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SUEZ Water ldaho lnc.
Case SUZ-W-20-02
Request No.61 Attachment 2
Page 1 of 1
5UZ-W-2m
|PUCOR6l
lofl
Preparer/Sponsoring Witness :J. Cary
REQUEST NO. 62:
Please provide a schedule showing the year, make, and model of the Company's
currentfleet of vehicles, and the fleet used forWitness Cary's Exhibit No 10, Schedule
l, Page 21. For each vehicle, please state whether it is leased or owned by the
Company, along with the purchase price and net book value.
RESPONSE NO. 62:
Please see Attachment 1 for a schedule showing the current fleet of vehicles and
Attachmenl2for the fleet used for Exhibit No 10, Schedule I, Page 21. The increase from
the current flegt of 63 vehicles to the projected 69 requested for in this rate case are as
follows:
. (2) additionalleased vehicles acquired in December2020 (both 2020 Ford Ranger
4x4 SuperCab). (1) new Ford F-450 planned for lease in 2021 for valve maintenance (heavier duty
truck replacing lighter duty truck currently used. Replaced vehicle to be
repurposed). (1) new Ford F150 4x4 planned for Iease in 2021 as new T&D Supervisor truck. (1) new Ford Ranger planned for Iease in 2021for use by Meter Reader group. (1) 1996 Ford Ranger (previously sold) inadvertently included in 2021fleet count
but with no lease budget cost
The only vehicle purchased outright and owned by Suez is the 2019 Deere 60G Mini
Excavator. AII other vehicles are leased.
suz-w-20-02
IPUC DR 62
Page 1 of I
SUEZ WATER IDAHO INC.
cAsE suz-w-20-02
THIRD PRODUCTION REQUEST OF THE COMMISSION STAFF
Llne
NO-DoscrlDtlon (Yeor, Make Modol)Note
vtN
Leesedrowne
d
Purchale
Prlco
Nd Book
Value c of
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1 2006 KENWOOD TsOO 121'BBC CONV CAB SBA DUMP TRUCK Lease expired 1NKD|"U9X16Rt29397 owned
2 2OO8 FORD RANGER SUPERCAB Lease exgired 1FrYR14E18PA88046 ovvned
3 2OO8 FORD RANGER SUPERCAB Lease expired 1FTYR14E08PA9it811 Owncd
4 2@9 FORD RANGER REG CAB Lease cxDired 1FTYR1OD89PAA6777 Owned
5 IO1O FORD F15O SUPERCAB '[WD Lease expired 1FTEX1EWXAFC53163 Owned
5 ZO1O KENW TsOO 12I'BBC CONV CAB SBA DUMP TRUCK Lease expired 1NKDt09X8At273562 Owned
7 2O11 FORD F2sOSD SUPERCAB 4WD Lease cxpircd 1FD7X2B588E468474 Owned
8 2012 FORD F15O REG CA8 Lasc cxDired 1FrMF1CM2CKD82755 owncd
9 2013 FORD F15O REG CA8 Lease exDircd 1FTMF1CM5DFC50897 Owned
10 2013 FORD F15O REG CAB Lease exDired 1FTMFlCM8DFC5O898 Owncd
11 2013 FORD F15O SUPERCAB Lease exDired 1FTVX1CTXDrc11111 Owned
t2 2013 FORD F15O SUPERCAB Lease rxDir.d 1FTEX1CM1DXE99438 Own.d
13 2013 FORD F2sOSD SUPERCAB Lrase rxoirrd 1FD7X2A61DEB52625 ownad s
t4 2014 FORD ESCAPE 4D SUV FWD fease aroired 1FMCUOF75EUD3313rt own.d (s
15 2014 FORD ESCAPE 4D SUV FWD Leas. axoi.ed 1FMCUOF73EUAO5795 owh.d t s
15 2O1' FORD F15O REG CAB Lease axoired 1FTMF1CM1EFB5(xI45 Ownpd s s
t7 2O1A FORD F15O REG CAB faasc eroired lFTMF'CM3EF85II'!16 Owned s s
18 2014 FOND F15O REG CAB fEase aroired lFTMFlCMSEFB$XU7 owned s s
19 2014 FORD T15O SUPERCAB Lrese sDired IFTEXlCMSEFBs(xla8 ovvned s s
20 2O1A FORD F150 SUPERCAB faasa arbirad 1FTVXtCr6EKE59459 orryncd s 5
21 2014 FORD F15O SUPERCAB 4WD faa<a arbirad IFTEXlEMOEFBS(x)49 Owncd s s
7)2014 FORD F15O SUPERCAB 4WD Lease €xpirld 1FT\D(1ET6Erc59460 Owned s
2a 2014 FORD FIsO SUPERCAB 4WD lFTEX1EM5EKG1O7O9 Leased 393.90
AL 2014 JOHN 410 BAC|(HOE 1TO410t()('EE260336 Leas€d 4.881.(xr
25 2014 rOHN 410 BAC(HOE Lcase .xpired lT0410KXCEE259281 Owned
26 2OI5 FORD F2sOSD SUPERCAB lease expired 1FD7X2A69FEAs3697 Owned
27 2015 FORD F35OSD SUPERCAB Lcase expired 1FD8X3E63FEA47527 Owned
28 2015 FORD F550SD CHASSTS CAB Lease exDirad 1FDOX5GY8FEA839O2 Owned
29 2015 FORD F550SD CHASSTS CAB Lcase axDircd lFDOXSGY2FE800046 Owned
30 2015 FORD F650SO 3FRNX6.tP3FV646670 L€asad 1.511.63
31 2015 FORD F650SD 3FRNX5tP7FV546559 Leased 1.780.O9
32 2015 FORD F650SD 3FRNX6tP3FV646657 Leased 2.M7.5
33 2015 KENW T8(n 121"BBC CONV CAB SBA 1NKDL79X6FJ437746 Leased 19.920.0Ou2015 FORD F15O REG CAB 1FTMF1C83GKES5059 Leased 6.506.43
35 2016 FORD F15O REG CAB 4WD 1FTMF1E8XGFC48283 Leased 7.525.66
36 2016 FORD F15O SUPERCAB 1FTEX1C86GFC48284 Laased 7.SL).90
37 2015 FORD F15O SUPERCAB 4WD 1FTFXlEG6GXFOO275 Leased s 12.503_07
38 2016 FORD F3sOSD SUPERCAB DRW 1FD8X3G63GED30699 Lcased s 3 163o2.7t
39 2017 FORD F15O SUPERCAB 1FTEX1C87HKE2593S Leased s s 11.430.10
40 2017 FORD F15O SUPERCAB 1FTEX1C89HKE25936 Lcased s s 11.413.34
4t 2017 FORD FlSO SUPERCAB 1FTEX1C8SHKE25934 Ieased s S 12,/105.49
42 2O17 FORD F25OSD SUPERCAB AWD 1FD7X2861HEE(xl674 Leased s s 20.676.98
43 2017 FORD FSSOSD CHASSTS CAB 1FDOX5GY9HE841924 Laased s s 29.886.44
44 2017 rOHN /t1OL BACI(HOE 1T0410tXVHF31l38a Lcased s s 58.062.47
4E 2O1A FORD F15O REC CAB 2WD 122 lFTMFlCBXI(F17797 Llased s s 16.675.32
L6 2018 FORD F15O REG CAB 4WD 122 1FIMF1EB5JXF17798 Le.3ed s s 20.062.27
47 2018 FORD F15O REG CAB 4WD 122 lFTMFlE87.,XF17799 Lmsed s s 20.062.27
4a 2018 FORD F150 SUPERCAE 4WD t4s lFTEXIEBUKFTT8O2 Leased 20.802.96
49 2018 FORD F15O SUPERCAB 4WD I45 lFIEXlEBX'Kt17801 Leasad 20.097.80
so 2018 FORD F15O SUPERCAB 4WD 145 lFTEXlE83.lKF17803 Leased 20.802.96ql2019 FORD TRANSIT CONNECT CARGO VAN TWB WRDR NMOl.s7825K1391392 Leased 20.244.50
52 2019 FORD TRANS]T CONNECT CARGO VAN TWB WRDR NMots7827K1391393 Leased 20.244.50
53 2019 FORD TRANS]T CONNECT CARGO VAN TWB WRDR NM0ts7829Kl391394 Leased 20.244.15
54 2019 FORD TRANSIT CONNECT CARGO VAN TWB WRDR NM0LS7E23Kl39t391 Leased 31.014.25
55 2020 FORD F150 1FTEX1EBOLKE88778 Leasrd s s 33.178.71
56 2020 FORD F150 IFTEXlE89Lt(E88777 Leased s s 32.835.09
57 2020 FORO F150 IFTEX1E87LKE88776 Leased 34,581.00
58 2020 FORD F150 1FTEX1EB5TKE88775 Leased 35,111.12
59 2020 toRD F150 1FTEX1E83LKE88774 Leased 35,110.65
6{)2020 FORD F150 1FTEX1EB1TKE88773 Leascd 35.111.12
61 2020 FORD F150 1FTEX1EBXLKE88772 Leased s s 34.578.03
62 2020 FORD F-150 1FtEX1E51tKE74981 [eased s 33.212.59
63 2019 DEERE 5OG MINI EXCAVATOR lFFO60GXLK'291179 Orned s 106.892.52 93,530.95
TOTAT COUNT OF 63 VEHICTES
SUEZ Water ldaho lnc.
Case SUZ-W-20-02
Request No. 62 Attachment 1
Page 1 of 1
suz-w-20-02
IPUC DR 62
Attachment 1
1of 1
SUEZ Water ldaho lnc.
Case SUZ-W-20-02
Request No. 62 Atlachment 2
Page 1 of 1
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SUEZ WATER IDAHO INC.
cAsE suz-w-20-02
THIRD PRODUCTION REQUEST OF THE COMMISSION STAFF
Preparer/Sponsoring Witness:J. Cary
REQUEST NO. 63:
Please provide a copy of the Company's vehicle replacement policy and any studies
the Company has performed in the last five years relating to vehicle replacement.
RESPONSE NO. 63:
Attachment 1 is a draft of the forthcoming Suez North America Fleet Policy and
Attachment 2 is the prior policy. Suez ldaho has not performed any specific studies in the
last five years relating to vehicle replacement. Suez Idaho operates fleet management
under the principals of maximizing lease terms while maintaining a manageable and
stable lease expense.
Section 8.1.4 below describes the vehicle replacement guidelines:
8.1.4 Company vehicles will be replaced because of business initiatives or when
economically justified based on analysis by the fleet operations. Vehicles deemed
to meet the criteria for replacement must be surrendered. Certain Iimited-use, low
annual mileage vehicles may be excluded from the replacement cycle (i.e. plant
vehicles). Any other exceptions to the replacement cycle require business
justification and approvalfrom the company.
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IPUC DR 63
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1. Policy Purpose
1.1 Purpose
2.'.t.2
2.1.3
1.1.1 This policy is for SUEZ Water in North America based employees and contractors
operating a fleet vehicle. This policy covers all SUEZ Water North American
based businesses. This policy does not apply to rentals procured during
travel or perconal vehicles.
Policy Scope:
2.1 Scope
2.1.1 SUEZ may require employees to utilize leased and/or owned vehicles to facilitate
company business. Company vehicle use implies acceptance by the employee and
his/her business of this policy which:
a) ldentifies requirements for eligibility and participation in the program
b) Establishes procedure for acquisition, assignment and replacement of vehicles
c) Establishes vehicle classifications - custodialvs pooled/facility or other classes
as determined by the business based on job titles
d) Establishes procedures for the operation of the vehicles
e) Defines employee financial responsibility, vehicle assessment, and IRS reporting (where
applicable to accommodate personal use tax and/or annual mileage reporting)
0 lndicates insurance provided for company vehicles
g) Defines use of personalvehicles and rentals for company business
h) Addresses violations of the policy
Employees who violate company vehicle policy are subject to disciplinary
actions which may include verbal and written warnings, suspension of vehicle
privileges, termination and legal action.
lmportant note:\Mere applicable, vehicles may have tracking devices
(telematics) installed for electronic logging devices (ELD) purposes or to ensure
employees' safety and promote cost efficiencies for the fleet. lf installed,
telematics devices may not be removed at any point in time without prior written
authorization from the company.
3. Eligibility
3.1 Driver/Vehicle/Role eligibility
3.1.1 Eligibility for use of any vehicle is determined by the company and may change at any
time.
a) Drivers in a fleet eligible, custodial role must maintain 10,000 business
miles/16,000 business kilometers per year to be eligible for a fleet vehicle.
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b) Drivers in a fleet eligible role who do not maintain 10,000 business miles/16,000
business kilometers per year may be transitioned to re-imbursement model and
need to turn in their fleet vehicle within 30 days of notification.
c) Drivers who are in a fleet eligible role and are expected to or have historically
driven over 10,000 business miles/16,000 business kilometers will not be eligible
for reimbursement and will be transitioned into an appropriate fleet vehicle for
their role.
d) Commuting miles are considered personal mileage by the IRS/CRA and do not
count toward the required 10,000 business miles/16,000 business kilometers per
year.
e) Specific roles require that a fleet vehicle be operated in order to perform the role's
function and are not subject to the mileage requirement, such as pooled and plant
vehicles which are exempt from the eligibility criteria.
0 Erpats will be subject to this Fleet Policy except for situations specifically covered in
the Expat Policy. Please refer to that policy for more details.
3.1.2 SUEZ employees in a fleet eligible role who have completed and passed the required
motor vehicle record check (i/MR) are authorized to operate a company vehicle.
3.1.3 Employees determined "eligible" to participate in the fleet program will be required to
complete the following:
a) Must be 21 years of age or older
b) Proof of a valid driver's license (including foreign/expat)
c) Consent to a motor vehicle record check upon offer letter into a driver eligible
position.
d) lssues that arise because of the lvlVR review will be discussed with the employee
and respective HRM prior to issuance cf a fleet vehicle
e) Employees aro not pennitted to drive on behalf of SUEZ until deemed eligible.
0 Spouse/domestic partners, with a valid license who are qualified under the same
driver eligibility IVIVR prooess as outlined in this policy may operate the fleet
vehicle as a secondary driver as needed.
3.2 ln cases where an employee's driving privileges have been suspended, their fleet
vehicle must be returned within a maximum of 30 days through one of the following
return procesaes:
3.2.1 Vehicle return processes:
a) Facility return: !f vehicle is to be returned to facility employee should make
arrangements through their manager for a facility contact take possession of and
complete the vehicle return
b) Move company retum schedule the vehicle pick up by the move company as
soon as possible and within the 30-day turn-in timeline
c) Employee turn in: If the vehicle is being handed over to another SUEZ employee
please work with your manager to make arrangement for the vehicle hand-off
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3.2.2 Vehicle return checklist:
a) 2 sets of vehicle keys with fob
b) Floor mats
c) Owne/s manual in the glove box
d) Fleet management company seMce card in the glove box
e) Remove all personal items
0 Safety kit should be left in the trunUvehicle
g) Snow tires should be left in trunk /vehicle if applicable (snowbelt vehicles only)
h) All upfitting should remain with the vehicle
Faiture to comply with the vehicle tum in process may result in the employee being liable for the co,sts
of the vehicte'inctuding but not timited to monthly tease payment & fuel charges for the time/period of
ineligibility.
4. Motor vehicle records/abstracts (tlVR) check
4.1 MVR Record Check
4.1.1 Upon hire or transfer to a role which requires a company vehicle or operating a vehicle
on behalf of the company SUEZ wil! collect driver lWRs/abstracts. SUEZ will also run
annual re-checks of abstracUMVR's. SUEZ's selected vendor partner will administer
the collection and scoring of motor vehicle records (driver history abskacts) with
respect to employees covered by this policy. A motor vehicle record check is required
to determine an lmpbyee's ongoing eligibility to be a driver. The protection of
personal information c6neaeO in connection with providlng -II4V.E services is important
to SUEZ. Your results will be kept private and confidential. tvlVR results will only be
shared on a need to know basis within the organization.
SUEZ's setected vendor for JTIVR's will contact you upon hire/transfer, and from then
on annually, with instructions on the process for Suez to obtain an [IVR/abstract.
Please pay close attention for this communication and respond within the given time
frame:
a) Drivers with a high-risk profile (Tier 2 as outlined in example 1) will have their
MVR abstract reviewed quarterlY.
b) Post-accident [\lMR's will be required for allfleet drivers in a company vehicle.
Post-accident MVR's will be required for all fleet drivers in a personal
vehicle white on company business, time or during the employee's regular
hours of work.
c) Failure to comply with a required MVR/abstract review may result in loss of
driving privileges.
d) ln the event an employee relocates to a different state or province and is required
to obtain a new driver's license, they are required to report and provide a copy of
the new license to HR & and SUEZ',s chosen MVR provider within 30 days.
4.',1.2
4.2 Disciplinary action:
4.2.1 Violation(s) of motor vehicle laws and/or this policy may result in suspension,
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6. Vehicle/driverclassifications
6.1 Classifications
Request No. 63 Aftachment 1
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including termination of employment. Some examples of violations include, but are not
(6sud'git"d to the followins:'- v a) Driving a company-provided vehicle on company business or personal use or
driving any vehicle on company business while impaired by alcohol, illegaldrugs,
or prescription medication that impairs safe driving.
b) Conviction of a felony as a result of acts or omissions while driving a company-
provided vehicle or any other non-company owned vehicle while on company
business.
c) Causing a motor vehicle accident that results in property damage or personal
injury while operating a company-provided vehicle or operating any vehicle on
company business.
4.2.2 Failure to report accidents and/or moving violations as required may result in
disciplinary action up to and including termination of employment. Any authorized
driver who is charged as a result of an accident or moving violation of the motor
vehicle laws may be prohibited from driving a company-provided vehicle pending
resolution of the charges. Defer to requirements outlined in the company drug and
alcoholpolicy
4.2.3 lf an employee's job requires operating a rohicle (company-provided or private) and
the employee loses his/her license or is suspended from driving due to the employee's
driving record or pending charges, the employee may be subject to suspension or
termination of employment. Employees must immediately report to their manager any
suspension, revocation or any status to their driver's license that impac{s their ability to
drive during work.
Safe Driver Policy ilVR Tier
Time Period Tier2
High Risk
36 Months 0 to 4 points 5 to 9 points 10 or more points
5. Driverineliglbillty
5.1 lneliglble drivers
5.'1.1 Drivers who fail to meet eligibili$ requirements may have driving privileges revoked,
may be subject to suspension and/or termination, and may be unabte to return to work
in a driving role untilthey are able to meet the minimum eligibility requirements set
forth in this policy. !n the event an employee's driving eligibility relies on a future court
date or other proceeding and other methods of transportation are not available, the
employee may be subject to suspension until resolution. Upon resolution of any matterpreventing an employee from becoming an eligible driver, the employee must provide
adequate documentation to their HR manager prior to being returned to work in a role
that requires them to drive in any capacity.
5.1.2 ln the event an employee who is required to drive is unable to meet the minimum
eligibility requirement, they will have their case reviewed by their senior human
resources leader. (See vehicle return process abovel
6.1.1 Custodial vehicles are utilized by one assigned employee for company business and
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6.1.2
6.1.3
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issued to a SUEZ employee (the custodian). Please note drivers of a custodial fleet
vehicle will be responsible for reporting personal use mileage upon request, no
less than annually for IRS tax reporting purposes. Assigned custodialvehicles
may be utilized:
For business purposes by the custodian, other SUEZ fleet eligible employees.
Limited and reasonable personal use by assigned driver.
6.2 Pooled vehicle management
6.2.1 pooled/facility vehicles are utilized by multiple drivers (SUEZ employF,es only) for
business purposes only and are housed at a SUEZ or customer site. Pooled vehicles
are not to be used for any personal business, such as commuting from home to an
office location or job site or commuting to meal events. The pooled vehicle must be
assigned to ttre SUEZ employee (the keyholder) who is the current site lead or region
manager who will assume controllership of the locations site/pooled vehicles. Vehicles
in thiJcategory include but are not limited to work trucks, forklifts, trailers, cranes,
loaders, dump trucks, etc.
6.2.2 The keyholder to whom the vehicle is assigned is responsible to:
a) Ensure that only authorized persons operate thevehicle: emplo.yees with the
required certifi&tions, motoi vehicle rdcord check and driver's licenses and must
be over21 Years ofage
b) Transfer keys to the new keyholder employee before changing roles or leaving
employment.
c) Facilitate and manage requests for fuel pins foreach_ pool/occasional driver. Fuel' pins must be issued-to ea-ch potential driver and will be used with the vehicle's
iuel card - pins should nevei be shared between drivers. lmportant note: fuel pins
should be cancelled in the event a driver leaves the company to avoid fuelfraud.
Contact the fleet operations to request new pins or notify of pin cancellations
needed.
d) lt is required that the keyholder keep a log of which driver utilizes the vehicle
and when. Logs should be kept in the office, not the vehicle. Driver logs will be
referenced in the event of a violation, legal issues, or damages'
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7. Leave of Absence/Termination/ Retirement:
7.f Extended absence & discontinuation of employment
7.1.1 Use of company vehicles during leave of absence
At the discretion of the company, employees on any approved leave of absence may
retain their fleet vehicle for a period not to exceed 26 weeks. Employees are required
to contact their HRM prior to the leave of absence to update their home address and
phone number.
!n all cases of extended leave or parental leave, the company reserves the right to
exchange the vehicle of the employee on Ieave to support the appropriate allocation of
vehicles within the fleet.
7.1.2 Termination/Retirement
All employees who leave the company, go on layoff status, or re@ive a severance
package must surrender the vehicle prior to the last day of active employment.
Vehicles are not to be utilized as part of a severance package. Stewards for pooled
and facility vehicles should take the necessary steps to assign those vehicles to
appropriate individuals.
8. Vehicle assignment policy
8.1 Vehicle Assignment
8.1 . 1 Vehicle requests will be fulfilled based on the following criteria:
a) Existing idle fleet vehicle will be assigned whenever available
b) lf no available idle vehicle alrailable, the driver will remain on reimbursement and
a vehicle will be otdered
c) Exception: !f there is no available idle and the employee has no personal vehicle
a fleet vehicle may be procured out of dealer stock and an interim rental vehicle
provided by the fleet managenrent company
8.1.2 Medical exceptions:
a) lndividuals requiring non-standard or modified vehicles/equipment due to physical
and/or medical conditions must submit a doctor note outlining the requirement in
detail to their HRM for approva!. Each new vehicle procured for an employee with
a medicalexception will rcquire a new doctor note and HRM approval.
8.1.3 New vehicle - selection, ordering, replacement, upfitting, branding, GPS/telematics
The vehicle acquisition/replacement cycle usually occurs twice a year (spring & fal!).
Under special circumstances, such as accident or mechanicalfailure an inoperative
vehicle does not warrant repair, these vehicles may be replaced at times other than
the specified cycles.
8.1.4 Company vehicles will be replaced because of business initiatives or when
economically justified based on analysis by the fleet operations. Vehicles deemed to
meet the criteria for replacement must be surrendered. Certain limited-use, low annual
mileage vehicles may be excluded from the replacement cycle (i.e. plant vehicles).
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8.6.1
8.6.2
8.6.3
8.6.4
8.6.5
8.6.6
Any other exceptions to the replacement cycle require business justification and
approval from the company
8.2 Upfitting
8.2.1 Vehicle selections offered will have pre-approved optional equipment, color choices,
and upfit packages. Vehicle and Upfit packages will be offered based on job role and
need. lssues with the current vehicle upfitting should be brought to your manager so
they can be reviewed and approved or denied by fleet operations
8.3 Branding
8.3.1 SUEZ requires that all branding/decals/logos be requested, reviewed and approved
through the SUEZ marketing team. SUEZ approued vendors only wil! be allowed to
ensure a consistent brand.
8.4 GPSftelematics:
8.4.1 Some SUEZ vehicles will include a GPS/ELD device. These devices are criticalto
ensuring driver safety and improving overallfleet efficiency. ln the event these
devices require service please contact the fleet management company (FMC).
8.5 Left blank intentionally
8.6 lmportant notes:
All options added to the vehicle become part of the vehicle and, as such, SUEZ
property
Under no circumstances are options, other add-ons (i.e. installed satellite radio,
decals, window tint, detailing, or customizing, etc.), or upfifting to be added to the
vehicle after delivery.
Safety equipment is not to be removed, altered, or disabled.
Costs associated with the driver paid options are non-refundable and will not be
reduced from the employee purchase quote.
Under no circumstances should a vehicle's suspension or tire size / load range / ply
rating be modified or altered after delivery. The only tire size allowable on the vehicle
is the one on the door stbker from the manufacturer
Some vehicles include GPS tracking/ElD reporting tools. Under no circumstances
should these devices be removed or tampered with.
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9. Driver responsibilities for vehicle use
9.1 Responsibilities
9.1.1 All employee drivers must have a valid drive/s license or commercial motor vehicle
learne/s permit appropriate to the type of vehicle being operated in accordance with
state or federal law for the state in which they reside. lt is the responsibility of the
driver to notify his immediate supervisor of any changes to the license in a timely
manner.
9.1.2 Drivers and all occupants must wear seat belts, and/or any applicable restraints as
required by law while the vehicle is in operation.
9.1.3 Being under the influence of alcohol and/or drugs while driving a company-provided
vehicle at any time, or while driving a private vehicle on company business is strictly
prohibited and will result in revocation of drMng privileges, bss of company vehicle
and/or termination of employment. Any incident defined under this section must be
reported to the employee's manager and division human resour@s within 24 hours.
9.1.4 Employees using a legal drug that may Gause conditions of impairment are required to
report such drug use to their immediate supervisor prior to commencing work. Drivers
should avoid driving any vehicle while taking prescription and/or over-thacounter
medication that could impair the individual or affec,t safe operation of such vehicle.
9.1.5 The use of radar detectors is not allowed in any vehicle used for company business.
9.1.6 Transporting weapons, firearms, or the transport of hazardous materials is strictly
prohibited unless the vehicle is commercially rated and transport of said materials is
the intended use.
9.1.7 Vehicle doors shall be Iocked when the vehicle is in operation.
9.1.8 ln the event of a vehicle breakdown drivers should try to maneuver the vehicle off the
road and remain in the vehicle, if on a public road, until help arrives. lf you are unable
to obtain roadside assistance use whatever means you have at your disposal as to
ensure your own safety and the safety of your passengers
9.1.9 Under no circumstances should a driver attempt to change their own tire. lf you are
unable to obtain roadside assistance use whatever means you have at your disposal
as to ensure your own safety and the safety of your passengers
9.1.10 The use of company-provided vehicles to pulltrailers, boats, or any other objects is
not permifted when driving the vehicle for personal use.
9.1 . 1 1 Drivers of company4rovided vehicles must report accidents or citations for any
moving violation (including those that have occurred in a personalvehicle)
immediately to the employee's manager and HR manager within twenty-four (24)
hours.
9.1.12 An employee issued a citation or convicted of violating motor vehicle laws while
driving company-provided vehicles or private vehicles on company business will be
responsible for his/her court costs and fines and is responsible for making the
appropriate notifications as set forth above. Violations are not eligible for
reimbursement.
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9.1 . 1 3 The use of laptops, tablets, or similar electronic devices while driving non-commercial
vehicles is prohibited. Texting, emailing, web surfing or other'hands on" use is strictly
prohibited while driving. This does not apply to hands-free GPS applications as
allowed by locallaw.
9.1.'14 Do not handle your phone or any other electronic device when driving. Drivers are
required to comply with applicable federal, state, and/or local laws regarding the use
of any communication or electronic device while driving.
9.1 .1 5 Any private vehicle used for company business must be properly registered and
insured and meet applicable state inspection requirements. Drivers are responsible for
monitoring and ensure their vehicle is legal to operate at all times.
9.1.16 Drivers must adhere to all laws pertaining to motorvehicle operation.
9.1.17 Drivers are to review, understand and abide by the EHS safety policy provided by their
business unit.
9.1 .1 I Questions related to the EHS vehicle safety policy should be refered to your
business's EHS manager.
9. 1 . 19 Company vehicles may not be used to transport personal items strapped to the roof or
hood or hooked to the hitch for any reason (bikes, ski's, canoes, boats, etc.)
9.1.20 Drivers will utilize and maintain vehicles in a manner that retains the validity of the
manufacturer's warranty and ensure all options, upfitting & safety equipment provided
are not tampered with, disabled, or removed.
9.1 .21 Drivers will obtain all necessary inspections, etc. in a timely manner for registration
and maintain related documents. lt is the ernployee's responsibility to ensure
documents are updated 3060 days prior to expiration if they have not yet received
notification of renewal. Documents are to be transfened with the vehicle at time of
vehicle surrender.
9.1.22 Drivers will ensure proper and timely preventative vehicle maintenance in accordance
with the manufacturer recommendations. These Preventative Maintenance items
include but are not limited to:
a) Tire Pressure
b) OilChanges
c) Tire Rotations
d) Fluid Levels
9.1.23 Drivers will utilize SUEZ's contracted maintenance program for all repairs and
maintenance.
9.1.24 The use of any tobacco products including e-cigarettes, is prohibited in company
vehicles.
9.1.25 Company vehicles may not be used to transport strangers/hitchhikers
9.1.26 Company vehicles may not be used for any non-intended 3t party business use such
as uber, lfit, piza delivery etc.
9.1.27 Company vehicles may not be overcrowded or overloaded past the manufacturer
limitations.
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9.1.28 SUEZ will require a fleet policy acknowledgement upon hire or transfer to a fleet
eligible position. An annual policy re-acknowledgement will be required as well.
9.1.29 Drivers eligible for personal use agree to the supply the company with personal
use reports, specifically mileage, upon request and no less than annually.
9.1.30 Drivers will maintain a log of personal vs business trips separate from what is reported
through the FMC as required by the !RS.
9.1.31 Assigned drivers are responsible to ensure vehicles are only operated by a fleet
eligible driver. Drivers will be financially responsible for any damage/cost to SUEZ in
the event of a non-authorized driver.
9.1.32 Pets are not allowed to be transported in a company owned vehicle.
9.1.33 Vehicles are not permitted to be modified in any way (including the installation of any
type of hardware) without prior approvalfrorn the company's fleet operations team and
the lessor if applicable.
10. Gross-Border use of Vehacles
10.1 Employees who live in the United States and utilize their personal vehicle for frequent
business travelto Canada and Mexico should consult with their HRM and/or EHS
representative to ensure travel is compliant with SUEZ and localjurisdiction requirements.
10.2 C3tr3fi - Crossing the border into Canada orfrom Canada to the US with a company
vehicle for businesE purposes requires advance approvalfrom the authorized business
approver. ln all cases, when vehicles are driven into Canada, drivers must have a cross
border letter and insurance card obtained by calling the fleet management company prior
to travel. Under no circumstances is a company vehicle to be driven into Canada from the
US or into the US from Canada for personal use.
r0.3 Merlco - Crossing the border into Mexico with a company vehicle for business or
personal use is prohibited. Rentalshould be procured, with appropriate insurance
coverage, for business use as needed through T&L.
I l. Driver Financlal Responsibilities:
11.1 Traffic violations
1 1.1 .1 Employees are financially responsible for expenses incurred because of haffic
violations, related court expenses, vendor/supplier seMce charges, and repairs
resulting from impairment due to alcoho!, drugs or other illegal behavior while
operating the vehicle for business or personal use.
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11.2 Perconal use costs
11.2.1 Custodial employees are financially responsible to pay for tolls and other costs
associated with non-incidental personal usage (including but not limited to extended
weekend trips & vacations).
11.3 Vehicle misuse and damage
11.3.1 Employees are financially responsible to pay for damages resulting from policy
violations and/or vehicle misuse, including but not limited to use of tobacco products,
driving under the influence of drugs or alcohol, un-authorized drivers, and
unauthorized vehicle alterations.
f 2. Safety Training
12.1.1 Refer to your required EHS safety training
13. Driver Compliance- class A, hazmat, DOT
1 3.1 . 1 Refer to the commercial driver compliance requirements and policy
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15. lnsurance
15.1 Coverage & Reporting
15.1.1 Coverage for bodily injury and propefi damage is provided and is in force only when
an authorized individual drives the vehicle.
15.1.2 Vehicles are self-insured for comprehensive and collision coverage. Losses that arise
are charged to the cost center for the specific vehicle. Insurance does not extend to
employees' personal propefi within the vehicle.
a) Al! accidents, vandalism, and stolen vehicles must be reported to the Fleet
Accident Services (800-231-1044), within 24 hours of the occurrence.
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b)
c)
Accidents involving bodily iniury must also be reported immediately to the
business EHS manager. Please refer to the fleet management company's
accident driver's packet for more information and requirements.
lf you need proof of insurance, please contact the fleet management company
or use the mobile app to request a replacement insurance card.
16. Fuel
16.1 FuelCards
16.1.1
16.1.2
16.1.3
16.1.4
16.1.5
16.1.6
16.1.7
Each fleet vehicle is enrolled in the fleet management companies fuel program. The
fleet management company will issue a service card & fuel pin.
The service card should arrive in a plain envelope
The service card will be active upon receipt
Service card is swiped for pay at the pump fueling transactions
Drivers are required to enter a current odometer reading and their assigned fuel pin #
for each fueling transaction
Driverwill receive a fuelpin via e-mailwith their program "welcome" kit.
Note: Please reference your fleet management company welcome letter kit or the
mobile APP for more information on the fuel program
16.2 Allowable types of fuel
16.2.1 Use regular 87-otane unless your vehicle is a flex-fuelthat allows for blended fuels
16.2.2 lf your vehicle is a diesel you will fuelwith biodiesel
16.2.3 Ensure you understand the type of fuel required for the vehicle you are operating - if
you are unsure please reach out to the FMC to confirm prior to fueling
16.3 Fuel card restrictions
16.3.1 Do not use premium fuel
16.3.2 Two (2) Pay-at-the-pump car washes per calendar month are allowed. Vehicles too
large for gas station car washes should go through the FMC's maintenance program
locate a truck wash that can be utilized as needed but no more than 1X per month
16.3.3 No other non-fuel items should be purchased through the fuel program. Fluids, wiper
blades and other incidental items should be purchased at the time of preventative
maintenance or repairs through the maintenance process.
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16.4 Fue! fraud is real and very costly to the organization. Please follow these tips to help
manage potential fuel fraud:
16.4.1 Do not share or write down your fuel pin
16.4.2 Watch for and report any pay-at-the-pump mechanism that appears to be tampered
with
16.4.3 ln the event you pay inside the station enter your own fuel pin - do not provide to the
attendant
16.4.4 ln the event of full-service stations - get out and enter your fuel pin - do not provide to
the attendant
16.4.5 lf your card is lost or stolen or compromised in any way, please contact the FMC
immediately to request a replacement service card via express mail.
17. Maintenance / roadside assistance / warranty
17.1 Each fleet vehicle, trailer, and equipment are enrolled in the maintenance
program. The same seruice card that is used to pay for fuel should be presented
to the shop upon arrival to ensure the appropriate program parameters are
followed. The FMC will pay the shop via PO for all approved work. You only needpresent your card at the time of arrival - you will have no out of pocket expense.
The maintenance program will coordinate the following on the driver's behalf:
17.1 .1 Roadside assistance
17.1.2 Lock-out services
17.1.3 Glass replacemenUrepair
17.1.4 Repair negotiation
17.1.5 Warranty assistance
17.1.6 Recall repairs
17.1.7 Vendor payment
17.1.8 Like rentalwhen needed
17.2 Preventativemaintenance
17.2-1 Today's vehicles have an oil life monitoring system. Please follow your vehicle's
monitoring system for oil changes. At the time of your oil change the maintenance
vendor will rotate tires, top off fluids, replace windshield wipers and work with fleet
management company to obtain approvalfor any additional maintenance that is
needed.
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18. Accidents
18.2
18.3
18.1 Accident administration
1 8.1 . 1 The fleet management company will manage all accidents. The fleet management
company willwork directly with the SUEZ lnsurance company as well as the 3'pafi
insurance company as needed.
18.2.1
Drug Testing Requirements
Any employee involved either directly or indirectly in a workplace accident or incident,
and in which reasonably alcohol or drugs may have been a contributing factor, may be
required to submit to a drug and/or alcohol test, unless prohibited by applicable law.
SUEZ company premises, company property, offsite work, or customer site: Refers to
all land, buildings, structures, property, facilities, trains, airCraft, vehicles, or ships that
are used to conduct the business or services of SUEZ. If required, following an
accident that occurs while operating a fleet vehicle, the employee is required to call
and schedule the required drug testing within 24 hours. The FMC will provide drug
testing contact information for your business.
Accident reporting process
18.3.1 Basic accident process is outlined below:
18.3.2 Stay calm - lf injuries - contact emergency services immediately as needed
18.3.3 lf a 3d party is involved contact the police and request a police report is filed - ensure
you obtain a copy as it will be needed
18.3.4 Obtain the 3d party name and insurance information
18.3.5 Do not express fault or apologize as this could be observed as admitting fault
18.3.6 Report the accident as soon as possible to fleet management company
'18.3.7 Report the accident to your immediate manager and HR/EHS manager within 24
hours or as soon as yoir are able. Please ensure you are following allintemalaccident
reporting protocol, including drug testing (if required by law), required by your. business
unit. lf you are unsure of the internal accident requirements, please ask your HR or
EHS manager
18.3.8 SUEZ's FMC will arrange and manage the following as part of the repair process:
a) Tow your fleet vehicle if not operable
b) Schedule a rental if your fleet vehicle is not operable
c) Schedule a rentalwhile your vehicle repairs are completed
d) Assign a contracted repair vendor for your repair
e) Work with the contracted repair vendor to assess damages and obtain a repair
estimate
0 Negotiate all repairs directly with the repair vendor
18.3.9 You will have no out of pocket expenses. FMC willcoordinate allpayments.
ln the event you are asked for payment please redirect the requester to the FMC
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SUEZ North America lnternal Uncontrolled when Printed
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18.3.10 In the event of vehicle theft or vandalism follow the accident reporting process -ensure a police report is completed and you receive a copy to pass on to FMC.
18.3.11 lf any SUEZ laptop or cell phone are stolen please follow the EHS reporting
procedure
18.3.12 Post-accident motor vehicle record (MVR) checks will be completed for allfleet
vehicle accidents where the fleet vehicle is in operation. (moving or stopped but
running)
19. Title & license - initial title, renewals, state transfers, violations
19.1 Fleet legalization
19.1.1 Each fleet vehicle needs to be legal to operate in your location. As the assigned
driver or pool vehicle manager you are responsible for ensuring your vehicle meets
all the requirement for legal operation based on the local laws - Please ensure you
are reviewing and managing the following proactively:
19.2 lnitial title:
19.2.1 ln the event you receive a new vehicle or replacement vehicle from a dealership
conform you have the following prior to leaving the dealership or confirm when you
will receive these required items:
a) Hard license plates should be affixed to the front and/or back of your vehicle
depending on state law. lf you do not have hard plates confirm with the
dealership representative that you have a valid temporary tag, how long the
temp tag is active, and when and how you will receive your hard plates
b) Current registration should also be provided along with the vehicle's hard plate.
lf you do not receive a copy of the registration with the plates, please ensure
the dealership is providing and when you willreceive
c) lf an escalation is needed for expiring temp tag or missing license plate or
registration, please escalate with the FMC.
19.3 Renewals/re-reg:
19.3.1 Your fleet vehicle is enrolled in registration renewal program as soon as a valid
license plate, plate state, and expiration date is provided to the FMC for the vehicle.
Please ensure the FMC has the correct plate and expiration information for your
vehicle.
19.3.2 The registration renewal process will being 120 days prior to expiration. You will
receive a communication from the FMC advising if any documentation is needed from
you.
a) lf no documents are needed the FMC will proceed with the renewal and you will
receive updated tabs and registration within 2 weeks of plate expiration
b) lf documents (i.e. safety inspection, smog, emissions certificates, etc.) are
required the FMC will request these documents from you via e-mail. Please
ensure the required documents are supplied to the FMC within 60 days of
expiration to ensure your vehicle can be renewed on time.
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c) lf you do not provide required documents the FMC will not be able to renew
your tabs/reg and they will send you a power of attorney - it will then be your
responsibility to complete the re-reg and expense the cost.
20. State transfers
20. 1 .1 !f you move to a new state/province, please report your new address to SUEZ and the
FMC. The FMG will need to complete a vehicle title transfer on yourfleet vehiclewithin
30 days.
20.1.2 You are also required to obtain an updated driver's license (DL) in your new
state/province within 30 days of arrival. Please ensure the motor vehicle record (lutvR)
provider receives your updated driver's license (DL) information.
20.1.3 !f documents (i.e. safety inspection, smog, emissions @rt, etc.) are required the
FMC will request these documents from you via e-mail. Please ensure the required
documents are supplied to the FMC within 30 days of request
20.1.4 lf you do not provide required documents, the FMC will not be able to transfer your
vehicle title to the new state/province. Your vehicle will also not be able to be renewed
in the old state/province, so your plate willeventually elpire, and you will be
responsible for any violation charges for expired tags
21. Violations
21.1 Violations
21.1.1 ll you are issued a violation while assigned to your fleet vehicle it is your responsibility
to pay that violation ouhof-pocket. Molations are not an eligible expense item.
21.1.2 lf you are a "custodial" driver (you are the only person assigned to and driving the fleet
vehicle) you will be enrolled in the driver accountability program. Our FMC along with
their violation's management company will partner directly with you and the transit
authorities to transfer the liability of violations associated with your company provided
fleet vehicle. You will receive a registration e-mail upon vehicle assignment. Please
complete your registration within 2 weeks of receipt.
21.1.3 The violation program @vers violations not issued to you directly by a police officer.
Examples: parking, photo enforced, and toll. You will have an opportunity to dispute or
pay each violation transfened to you. Payment can be made via on-line link or US
Mail.
21.1.4 !f you are a pool manager and a violation is issued to one of your assigned fleet
vehicles the FMC will pay and bill the violation back to your cost center.
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22. Rentals
22.1
22.2
22.2.1
Rental vehicles will be provided in the folloving circumstances through the FMC.
There will be no out of pocket expense for you.
22.1.1 FMC rentals will be issued when:
a) Extensive maintenance/repairs are needed on your fleet vehicle
b) During accident repairs on your fleet vehicle
c) In the event your fleet vehicle is in-operable
d) New hire rentals must be requested by your manager and will only be issued
when new hire has no personal vehicle to utilize while awaiting a fleet vehicle
e) lmportant note: Like rentalvehicles (i.e. sedan for sedan, etc.) wilt be issued - no
rental upgrades are allowed.
Fueling a rental
Please use your fleet fuel card, if available, to fuel your rental. Please use odometer
reading 99,999 when fueling a rental. lf your fleet fuel card is no longer active you will
need to elpense fuel until a new vehicle is assigned and a new service card arrives.
Your fuel pin will not change.
23. Tolls/out of pocket expenses
29.1 Tolls
23.1.1 lf you reside or operate in an area with toll roads you are responsible for setting up a
toll account unless your fleet vehicle/s is enrolled in a toll program through the FMC.
Business only toll charges are eligible for reimbursement and will need to be
expensed. lf you are enrclled in a tdl program through the FMC, your tolls wil! be paid
by the FMC and would not require a reimbursement process.
23.1.2 Reminder: Violations are pleligible for reimbursement
23.2 Miscellaneous out of pocket expenses:
23.2.1 The following out of pocket expenses are eligible for reimbursement through T&L
expense:
Tolls as a result of business
Smog, safety, or emissions inspections
Depending on your state requirements you may be able to use your maintenance
card to pay for any required annual inspection - it will depend on the locations the
states allow. lf not able to utilize a maintenance vendor these state requirements
willbe reimbursed
Local parking permits required based on your location and loca! law
All other local inspections and requirements needed to keep your fleet vehicle
compliant
a)
b)
c)
d)
e)
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Wsuez
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Period of time the record should
be kept Enmples:. lndefinitdy. Minimwn 3 Years
Describe Record
(add nor rows as needed)
where is record formally l(ept,
what systern, provide enough
info to provicle direc*ion on hor
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Who as in wlnt function is
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record is stored in the
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UNITED WATER VEHICLE POLICY
Request No. 63 Attachment 2
Page 1 of13
Policv Obiective & Intended Puroose
It is the policy of United Water and each of its subsidiaries to provide an appropriate vehicle
allowance to employees where the Company determines those employees are eligible for
this perquisite. For those employees who currently are provided a leased vehicle, they will
transition to an appropriate vehicle allowance when the lease on their vehicle expires, unless
the extensive business use of a vehicle justifles giving an employee the choice of an
allowance or leased vehicle according to the Policy Terms in section 3.
The purpose of this policy is threefold: (i) to identifo those individuals who qualify to receive
an allowance (or leased vehicle); (ii) to set repofting requirements necessary to assure that
Company policy is followed and that applicable tax rules and reporting requirements are
satisfied; and (iii) to set reasonable parameters and guidelines.
The Company may at any time change this vehicle policy, and may discontinue paying a
vehicle allowance to an employee at any time it determines it is appropriate to do so.
Scooe of Policv
This policy applies to United Water and its subsidiaries and affiliates (the Company).
This policy does not apply to the employee operation of pool vehicles, such as
repair/maintenance vehicles, utility trucks and fleet vehicles, for business or operational
purposes.
Policv Terms
Employee Eligibility
Employees with salary grade levels of 22 or above, qualify to receive a monthly vehicle
allowance. This allowance shall be paid through the Payroll Department via Human
Resources authorization.
Leased Vehicle Justification
There may be situations where the extensive business use of a vehicle justifies giving an
employee the choice of an allowance or leased vehicle. For an employee to qualify, they
must drive 8,000 or more business miles annually. In such a situation, the EMT member
ultimately responsible for the employee, in coordination with the Senior Vice President of
Human Resources, will make the determination of whether the employee needs to use a
personal vehicle to properly carry out their responsibilities, and therefore qualifies to receive
a choice of a vehicle allowance or leased vehicle under this policy. If a leased vehicle is
chosen, that vehicle will be a standard Company car assigned by the Company. All
employees, regardless of past practice, must conform to the reporting requirements as set
forth herein, and will be subject to tax treatment as required.
A. Employees with salary grade levels of 2L or below and who, as of
l2/3t/2009, had received a leased vehicle or vehicle allowance will be
grandfathered to remain eligible for this perquisite. All new employees with
salary grade levels of 2t or below will not be eligible for a vehicle or
allowance, unless their position qualifies under the conditions set forth in
section 3.2.
3.3 Amounts of Vehicle Allowances, Fuel Reimbursement and Other Expenses
Vehicle Policy - Revised L2l3Ll2OOgPage 1 of 13 suz-w-20-02
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1.1
t.2
1.3
2.
2.1
2.2
3
3.1
3.2
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Case SUZ-W-20-02
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3.4
3.5
The standard monthly vehicle allowances are set forth on Attachment #L, and may be
modified from time to time. Under no circumstances may an employee receive a leased
vehicle and a vehicle allowance simultaneously.
Employees who receive an allowance or a company provided vehicle will only be
reimbursed for the cost of fuel used for business mileage at the standard IRS fuel rate
(also set forth in Attachment #1). Reimbursement for fuel for business miles should be
requested on properly completed expense reports, and should be supported by a record of
such business miles either on or attached to the expense report (use of the standard
company auto mileage log form shown as Attachment #2 is encouraged).
Employees with vehicle allowances are not permitted to submit any other expenses for
reimbursement relative to personal vehicles, such as oil changes, tune-ups, car washes,
tire/brake replacement or maintenance, etc., nor are employees permitted to use any
master -billing (company-paid) accounts to obtain such items.
Guidelines for Vehicles & Use
Vehicle Insurance - The employee, who receives a vehicle allowance, is responsible for the
cost of being properly insured for both personal and business use of the vehicle.
Licenses and Comoliance with Laws - In using a personal vehicle for company business,
the employee shall obey all traffic and other laws governing the use of such vehicle. The
operator shall not operate a vehicle while impaired, including while under the influence of
alcohol or drugs. The company also requires every person in a vehicle to wear a seat belt.
Any fines, tickets, summonses or other citations resulting from the violation of traffic or
other laws are the employee's responsibility.
Avoiding Duolicate Expense - The Company incurs expense in providing an employee with
an allowance. Consequently, employees who receive an allowance are strongly
encouraged to use their vehicles for business trips, including travel to and from airports in
their home location. However, when using a taxi or limo service is less expensive than
fuel costs, tolls and airport parking for the duration of a trip, the employee is encouraged
to use such a taxi or limo service.
Reporting and Taxes
Overview - The Company intends that this vehicle policy qualify as an "accountable plan"
under IRS regulations. Accordingly:
. Each employee who receives a company-provided vehicle under this policy must repoft
his or her vehicle mileage and business use each month on a Vehicle Usage Log (See
below and Attachment #2).
o Employees who receive a vehicle allowance must document their business expense
under the Company's accountable plan by (i) tracking their total vehicle mileage and
business use mileage on a Vehicle Usage Log or similar record and (ii) repofting this
information, plus their actual business costs if they so desire, shortly after the end of
each vehicle fiscal year (the vehicle fiscal year ends October 31't) by filing an Annual
Employee Vehicle Allowance Statement (Attachment #3, hereinafter referred to as the
"Annual Statement") by November 15th each year. This form is available in electronic
spreadsheet form.
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UNITED WATER VEHICLE POLICY
SUEZ Water ldaho lnc.
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Request No. 63 Attachment 2
Page3of13
Employees who receive a vehicle allowance may select from two documentation
approaches. Under the simpler of the two, the employee maintains a record of their
business miles, and their documented business expense would be equal to their
business mileage multiplied by the standard IRS per mile rate (net of the amount per
mile reimbursed by the company for fuel). Under the alternative (more complex)
method, an employee electing to use this method would also keep track of and repoft
their total mileage and the actual expenses of the personal vehicle they use; the
business portion of the allowance received would be equal to the business percentage
of their total mileage times the actual expenses. In each case, the reporting is
required to be made on a signed Annual Statement. The employee must provide his or
her Annual Statement to the company no Iater than November 15th each year. Please
note that the employee's daily commute to and from his / her normal place of business
is personal mileage, and must not be recorded as business mileage.
Vehicle Usaoe Logs - * The vehicle usage log is intended to represent a factual record of
the employee's qualifying business mileage for both the month and the vehicle fiscal year
to date. Employees will need this mileage information to properly complete the Annual
Statement. These logs are impoftant tax documents and are required by the IRS to
suppoft the business use of a company-provided vehicle and to properly document the
business portion of an allowance. Employees are required to prepare and submit such a
log or record each month. A sample auto log is presented as Attachment #2.
Reoortino - For tax purposes, the company must make an annual determination of the
personal income portion of the company-provided vehicle and the allowance paid, based
on the business and total usage of the vehicle used for the twelve months ended October
31't. No later than November 15th (two weeks after the end of the vehicle tax fiscal year),
each employee who received an allowance during the year should submit an Annual
Statement. These employees should report on that Annual Statement the business
mileage for the twelve months then ended (or such shorter period during which an
allowance was received), and must elect either to use the standard IRS mileage allowance
or to itemize the actual costs of the personal vehicle used for business purposes. The
company reserves the right to request reasonable additional documents it deems
necessary to support the mileage or the expenses reported on the Annual Statement.
Note that the reporting on the Annual Statement is for the twelve months ended October
31"t each year. The IRS permits this early annual cut-off for the vehicle fiscal year so that
companies may have sufficient time to calculate the employee's imputed taxable income
(if any) and deduct the appropriate taxes from the employee's pay in that current calendar
year.
Calculation of Taxable Income - The taxable value of the personal use of a company-
provided vehicle or the personal portion of a vehicle allowance must be added to the
employee's W-2 each year, and certain taxes must be withheld by the company. Such
taxable income will be determined as follows:
i The taxable value of the personal use of a company-provided vehicle will be
calculated in accordance with the appropriate IRS requirements. Currently, taxable
income must include two items: (a) the imputed value of the personal use of the
vehicle determined by multiplying the personal use percentage (per the employee's
Vehicle Policy - Revised Lzl3Llz00gPage 3 of 13 suz-w-20-02
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Attachment 2
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4,ov-
7.
Request No. 63 Attachment 2
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final auto log) times the IRS determined lease value (based on the fair market value of
the vehicle when first put into service) and (b) the value of any personal-usage fuel
paid for or provided by the Company (the IRS fuel rate times the personal mileage).
ii The taxable portion of an allowance provided to the employee is that portion of the
allowance that is not supported as business use expense by the employee on the
Annual Statement. The excess (if any) of the allowance paid over the employee's
repofted business expense will be considered personal lncome subject to tax. Should
the employee's business expenses exceed the allowance received, there will be no
additional payment by the Company, nor will the Company use such amount to reduce
the employee's taxable income.
As mentioned in the Overview (above), the business expense portion of the allowance
can be based on one of two documentation approaches for employees recelving an
allowance. Employees with a company -provided vehicle must provide an auto log
with their documented business mileage.
Business Mileage Method - This is the simpler of the two methods. The employee must
record their business miles on a log or similar document, and the documented business
expense is the result of multiplying their total business mileage for the year times the
standard IRS mileage rate (net of the amount per mile reimbursed by the company for
fuel; see Attachment #1).
Actual Expense Method - Under this more complex method, the employee would track
and repoft both their business mileage and their total vehicle miles, and would also
keep records of the actual expenses of the personal vehicle they use. The business
poftion of the allowance received would be calculated by multiplying the business
percentage of their mileage times the actual expenses. The business percentage is the
percentage derived by dividing their business miles for the year by their total miles.
Once a method is used for a given vehicle, it must be used in all future years for that
same vehicle. The employee's qualifying costs of the vehicle may include lease
payments or depreciation (but not both, unless two different vehicles were used at
different times during the year, one of which was owned and one of which was leased),
insurance, repairs, maintenance, inspections, interest (on a loan for an owned vehicle)
and other expenses. The vehicle expenses included on the Annua! Statement must not
contain any expenses reimbursed by the Company outside of the vehicle allowance
program (such as fuel, tolls and parking reimbursed on an expense repoft), and should
conform to the necessary IRS rules regarding deductible expenses. It is each
employee's responsibility to determine the appropriateness for tax purposes of the
expenses included on the employee's Annual Statement, and the employee should seek
his or her own tax advice in this regard.
Allowances paid to employees wil! not be considered taxable income during the year.
Should the employee timely submit an Annual Statement for the year, the Company
will report in such employee's taxable income for the year only the non-business
(personal) portion of each employee's vehicle allowance as calculated on the Annual
Statement (subject to adjustment for errors discovered in the company's review of
such Statements). Should the company discover errors or dispute any amounts on an
employee's Statement, it will advise the employee of such discrepancy in an attempt to
Vehicle Policy - Revised 1-2l3Ll2009Page 4 of 13 suz-w-2G,02
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Attachment 2
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Case SUZ-W-20-02
UNITED WATER VEHICLE POLICY
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Case SUZ-W-20-02
Request No. 63 Attachment 2
Page 5 of 13
resolve it. The Company will add any personal amount as income to the employee's
W-2 and will withhold any FICA and other required taxes.
If an employee reasonably expects that a portion of the allowance received will be
considered taxable personal income, the employee may wish to adjust their Federal,
state or local income tax withholding to consider this additional taxable income.
IMPORTANT WARNING - Although the company may periodically remind employees with
allowances or company-provided vehicles of their annual reporting requirements, failure by the
employee to timely submit the required documentation, regardless of whether a reminder was
sent by the employer, will require that the Company report the entire amount of the vehicle
allowance or company-provided vehicle value as taxable compensation on the employee's W-2.
3.6 Responsibility for and Control over Allowances:
Atlowances - The determination of who wil! qualify to receive an allowance below salary
grade 22 is to be made by the Segment President ultimately responsible for the employee,
or, for Corporate M&S employees, by the Senior Vice President of Human Resources. Once
it has been determined that an employee will receive an allowance, the manager
responsible for the employee should complete a Notification of Vehicle Allowance Form
(Attachment #4), have it approved by the appropriate EMT member and forward it to
Human Resources. HR will file that form in the employee's personnel file, will maintain a
list of all employees with Company allowances, and will send Payroll a copy of each
Notification Form. HR will also send that employee a letter with this policy attached,
requiring that a copy of the letter be signed & returned by the employee acknowledging
his or her responsibilities under this policy.
Compliance - Payroll will ensure that the employee receives the monthly allowance.
Human Resources will be responsible to maintain a record of all employees receiving
allowances. The Tax Department will work with Finance to monitor the submission of
Annual Statements, and with Payroll to coordinate the calculation of imputed income and
the tax withholdings required in November and December each year.
Resoonsibilities
4.L Policv Settino - Senior Vice President - Human Resources
4.2 Imolementation - Human Resources DepaftmenVProcurement Depaftment
4.3 Reoorting & Compliance - Controller, Tax Director
Attachments:
5.1 Schedule of Vehicle Allowances and Vehicle Mileage & Fuel Reimbursement Rates
5.2 Recommended Monthly Vehicle Usage Log
5.3 Annual Employee Vehicle Allowance Statement
Vehicle Policy - Revised L2l3U2OOgPage 5 of 13 suz-w-20-02
IPUC DR 63
Attachment 2
Page 5 of 13
4
5
-r,"k""-j' I' rl
UNITED WATER VEHICLE POLICY
SUEZ Water ldaho lnc.
Case SUZ-W-2G'02
Request No. 63 Attachment 2
Page6of13
5.4 Notification of Vehicle Allowance Form
suz-w-2G02
IPUC DR 63
Attachment 2
Page 6 of 13
Vehicle Policy - Revised L2/3Ll2O09Page 6 of 13
Position
In Company
Annual
Allowance
EMT $14,000.00
Grade 22-23 $11,000.00
G rade20- 2 1 *g ra ndfathe red $6,600.00
Others(grandfathered or
specifically approved by Segment
president member or SVP of HR
based on business need)
Up to
$400.00 per
month
Standard Vehicle Allowances
Amounts as of July 1, 2O1O
Schedule of Vehicle Mileage &
Fuel Reimbursement Rates
Mileage Reimbursement Amount per Mile
Official IRS Per Mile Rate for Business Use of a
Personal Vehicle
2010 - 50 +,*f**
Fuel Rate per Mile for Business Use for an
Employee Who Receives an Allowance or
Leased Vehicle
2010-13.54x
Note: *The official IRS rate per mile includes an amount for fuel. Therefore, the
rate used in the business mileage method of determining business expense
on the Annual Employee Vehicle Allowance Statement is the Official IRS Per
Mile Rate less the per mile fuel rate shown above.
*xAmount per mile as amended from time to time by the IRS
SUEZ Water ldaho lnc.
Case SUZ-W-2G.02
Request No. 63 Attachment 2
Page 7 of 13
ATTACHMENT #1
Dated July 1, 2OlO
suz-w-2().02
IPUC DR 63
Attachment 2
Page 7 of 13
Vehicle Policy - Revised t2l3tl200gPage 7 of 13
SUEZ Water ldaho lnc.
Case SUZ-W-20-02
Request No. 63 Attachment 2
Page 8 of 13
ATTACHMENT #2
Revised TlU2OlO
United Water Company - Provided Vehicles, Allowances & Use of Personal Vehicles
Reporting and Taxes
Sample Vehicle Mileaqe Loq
Employee:
Location:
Company:
Odometer Readings & Mileage:
United Water
Vehicle Usage Log
Vehicle Year Ended October 3l' 20-
1 2
Log
3
End of prior I current month
Beginning of "Period"
Mileage for Period
Less Business Miles (below)
Personal Miles
B
C=A-B
D
=C-D
=E/c
I certify that the above is a true and accurate record of the use of this vehicle
Employee Signature
Perconal Percentage for Year to Date
< Total Business Mileage for Month
suz-w-20-02
IPUC DR 63
Attachment 2
Page 8 of 13
November 2004
Prior
Mo. YTD
Current
Month
Current
YTD
Business Mileage for Current Month
(daily odometer readings are optional)
Odometer
Finish
Business
Mileage Eig[ Description of Business UseDate
Day of
Week
Odometer
Start
IIII
Vehicle Policy - Revised L2l3Ll2OOgPage 8 of 13
Date
SUEZ Water ldaho lnc.
Case SUZ-W-20-02
Lease Payments (if vehicle is leased)
Depreciation (if you own the vehicle)
Insurance
Taxes
Registration Fees
Repairs and Maintenance
Other (describe):
Garage Rental
Total Expenses
Business Poftion of Employee Expenses:
Business Percentage from Final Mileage Log (see above)
Business Portion of Employee Expenses
lilAlternative - Business Mileage times IRS Mileage Rate *
Vehicle Policy - Revised L2l3tl2009Page 9 of 13
Request No. 63 Attachment 2
Page 9 of '13
ATTACHMENT #3
Dated July, 2O1O
United Water Company - Provided Vehicles, Allowances & Use of Personal Vehicles
Sam e Annual Em Vehicle Allowance Statement
UNITED WATER
ANNUAL EMPLOYEE VEHICLE STATEMENT
For Employees Receiving a Vehicle Allowance
Vehicle Year Ended October 31, 20_
Employee Name:
Location:
Company:
Auto Year & Itlake
I Period During Year When Allowance Was
Date From To
# of months Total
Total Allowance Received x 12 months
Summary of Vehicle Year l{ileage(November to October)
Odometer Reading - End of Period (normally Oct 3lst)
Odometer Reading - Beginning of Period (normally Nov 1st)
Total Vehicle Miles
Business Miles
Business Percentage
IIf Expenses of Vehicle Used for Business Purposes:
List expenses only for the period during which an allowance was received. Do NOT include any
expenses for which you received a separate reimbursement from the company (parking, tolls, etc.)
< < List All
ptional
=B*C
IPUC DR 63
Attachment 2
Page I of 13
x Rate
SUEZ Water ldaho lnc.
Case SUZ-W-2G'02
Request No.63 Attachment 2
Page 10 of 13
suz-w-20-02
IPUC DR 63
Attachment 2
Page 10 of 1 3
Vehicle Policy - Revised tzl3Ll200gPage 10 of 13
Business Expense (automatically selects higher of two)*IRS Rate - ftElgg[ipg Fuel
Rate - Fuel (Updated as needed
IRS Rate - Total by Tax Dept.)
V Taxable Poftion of Vehicle Allowance:
Business Portion of Employee Expenses
=[
=p
Excess of Allowance Received over Business Portion of
Employee Expenses (enter only if a positive number)
=E-F
I hereby certify that the above information is accurate and correct to the best of my knowledge,
that it is supported by monthly usage logs or a comparable document, and that I have only
included those expenses properly includable (if applicable):
Signed:Date:
$ 0.300
$ 0.075
t o.375
SUEZ Water ldaho lnc.
Case SUZ-W-2G'02
Request No. 63 Attachment 2
Page 11 of13
Aftachment #3 (continued)
United Water Company - Provided Vehicles, Allowances & Use of Personal Vehicles
suz-w-20-02
IPUC DR 63
Attachment 2
Page 11 of13
Vehicle Poliry - Revised L2l3U2009Page 11 of 13
SUEZ Water ldaho lnc.
Case SUZ-W-20-02
Request No. 63 Attachment 2
Page '12 of 1 3
ATTACHMENT #4
Dated luly 1, 2OlO
United Water Company - Provided Vehicles, Allowances
& Use of Personal Vehicles
Notification of Vehicle Allowance or Company-Provided Vehicle
Filino:
1. SLT member to Segment HR Head
2. Segment HR Head to Send to Segment President or Senior Vice
President of Human Resources
3. Human Resources to Forward Copy to Payroll & Accounting
Emolovee Name & Location
Name:
Employee SSN:
Business Address:
Home Address:
Vehicle Allowance:
Effective Date:
Monthly Allowance:
gB
$
Company-Provided Vehicle:
Effective Date:
Year, Make and Model:
Location of Vehicle:
Monthly Leased Cost: $
Reason Company-Provided
Sionatures:
Segment President / SVP/HR:
Print Name Print Name
suz-w-2G.02
IPUC DR 63
Attachment 2
Page 12 ol 13
Vehicle Policy - Revised L2l3Llz00gPage 12 of 13
SUEZWater ldaho lnc.
Casc SUZ-W-2S,02
Date:
Request No. 63 Attachment 2
Page l3 of 13
Date:
suz-\rv-2G02
IPUC DR 63
Attadrment2
Page 13 of 13
Vehlcle Pollqy - Revlsed LZl3LlzOOgPage 13 of 13
SUEZ WATER IDAHO INC.
cAsE suz-w-20-02
THIRD PRODUCTION REQUEST OF THE COMMISSION STAFF
Preparer/Sponsoring Witness: D. Njuguna
REQUEST NO. 64:
Please provide a schedule showing actual rate case costs incurred to date. Please
supplement this response each month as additional costs are incurred.
RESPONSE NO. 64:
PIease see below actual rate case expenses incurred through November 30,2020
Line No.Expense Description Amount
t Outside Legal Counsel $ 6,942
2 Rate of Return Study S11,9os
3 Depreciation Study S38,059
4 Customer Notices, Public !nformation Campaign s37,106
5 Total $94,oLz
suz-w-20-02
IPUC DR 64
Page 1 of 'l
SUEZ WATER IDAHO INC.
cAsE suz-w-20-02
THIRD PRODUCTION REQUEST OF THE COMMISSION STAFF
Preparer/Sponsoring Witness J. Cary
REQUEST NO. 65:
PIease provide the details and narrative of how the Company calculated the power
deferral as shown in Witness Cary's Exhibit No 10, Schedule l, Page 28.
RESPONSE NO. 65:
The Company's power deferral per Exhibit No 10, Schedule 1, Page 29 was calculated
using planned kilowatt hours (kWh's) and expected water production levels by month
based on a correlation of historical kWh's per million gallons of water produced. The
projected kWh's for deferral are priced at a rate of $0.004862 per kWh using ldaho Power
Company's June 1, 2A20 Power Cost Adjustment (PCA) Schedule 55 tariff rate. Even
though three of the Company's facilities are billed under ldaho Power Company's Tariff
Schedule 7 and a slightly higher Fixed Cost Adjustment (FCA) Schedule 54 rate of
$0.008381, for the sake of simplicity and materiality only the lower PCA rate was utilized
in the deferred power projection calculation.
Deferred power also accumulates interest. Monthly 1l12th of the interest rate (2o/o for
2020 per Case No. GNR-U-19-01 Commission Order 34482) is applied to the growing
deferred power balance.
The June 2020 test year end accumulated deferred power and interest on deferred power
balance per the Company's books was $679,825. As reflected in Workpaper No. 10
Schedule 29, the projected July 2020 through March 2021 additional power deferra! is
$116,306 (=23,921,382 kwh . $0.004862PCA rate) plus interest of $11,387 producing a
projected March 2021 total deferred power balance of $807,518 (=$679,825 + $116,306
+ $11,387).
suz-20-02
IPUC DR 65
Page 1 of 1