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HomeMy WebLinkAbout20221223_Veolia to Staff Attachment - Response to No. 116.pdfVEO-W-22-02 IPUC DR 116 Page 1 of 1 VEOLIA WATER IDAHO, INC. CASE VEO-W-22-02 THIRD PRODUCTION REQUEST OF THE COMMISSION STAFF Preparer/Sponsoring Witness: Cooper REQUEST NO. 116: Please provide the Company's policy for purchasing and retiring fleet vehicles. RESPONSE NO. 116: Please see attached policy with regards to purchasing and retiring fleet vehicles. July 2020 SUEZ North America Fleet Policy Page 1 SUEZ North America Fleet Policy SUEZ NORTH AMERICA FLEET VEHICLE POLICY October, 2021 July 2020 SUEZ North America Fleet Policy Page 2 SUEZ North America Fleet Policy SUEZ NORTH AMERICA FLEET POLICY 1.1. Purpose This policy is for all SUEZ Water companies in North America (Company) 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 personal vehicles. 1.2. Policy Scope SUEZ may require employees to utilize Company leased and/or owned vehicles to facilitate Company business. Company vehicle use implies acceptance by the employee of this policy which: • Identifies requirements for eligibility and participation in the program • Establishes procedure for acquisition, assignment and replacement of vehicles • Establishes vehicle classifications – custodial vs pooled/facility or other classes as determined by the business based on job titles • Establishes procedures for the operation of the vehicles • Defines employee financial responsibility, vehicle assessment, and IRS reporting (where applicable to accommodate personal use tax and/or annual mileage reporting) • Indicates insurance provided for company vehicles • 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. Important note: Where 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. If installed, telematics devices may not be removed at any point in time without prior written authorization from the Company. 1.3. Eligibility Driver/Vehicle/Role Eligibility: • Eligibility for use of any vehicle is determined by the Company and may change at any time. • 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. • 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. • 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. • 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. • 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. • Expats will be subject to this Fleet Policy except for situations specifically covered in the Expat Policy. Please refer to that policy for more details. SUEZ employees in a fleet eligible role who have completed and passed the required motor vehicle record check (MVR) are authorized to operate a Company vehicle. July 2020 SUEZ North America Fleet Policy Page 3 SUEZ North America Fleet Policy • Employees determined “eligible” to participate in the fleet program will be required to comply with the following: • Must be 21 years of age or older • Proof of a valid driver’s license (including foreign/expat) • Consent to a motor vehicle record check upon offer letter into a driver eligible position • Issues that arise because of the MVR review will be discussed with the employee and respective Human Resources Manager (“HRM”) prior to issuance of a fleet vehicle Employees are not permitted to drive Company vehicles on behalf of SUEZ until deemed eligible. • Spouse/domestic partners, with a valid license who are qualified under the same driver eligibility MVR process as outlined in this policy may operate the fleet vehicle as a secondary driver as needed. SUEZ will need to obtain a Release from the Spouse/domestic partners prior to running MVRs. In cases where an employee’s driving privileges have been suspended, their fleet vehicle must be immediately returned (no later than 5 working days) through one of the following return processes: Vehicle return processes: • Facility return: If vehicle is to be returned to facility employee shall make arrangements through their manager for a facility contact to take possession of and complete the vehicle return • Vehicle transport/move company: Schedule the vehicle pick up by the move company as soon as possible and no later than 30 days • 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 Vehicle return checklist: • 2 sets of vehicle keys with fob • Floor mats • Owner’s manual in the glove box • Fleet management company service card in the glove box • Remove all personal items • Safety kit shall be left in the trunk/vehicle • Snow tires shall be left in trunk /vehicle if applicable (Snowbelt vehicles only) • All upfitting shall remain with the vehicle • Insurance ID card in the glove box Failure to comply with the vehicle turn in process may result in the employee being liable for the costs of the vehicle including but not limited to monthly lease payment & fuel charges for the time/period of ineligibility. 1.4. Motor Vehicle Records/Abstracts (MVR) Check Upon identification of an employee’s need to operate a fleet vehicle as an essentail function of their job (pre or post-offer/employment or upon transfer to a role which requires a operation of a company vehicle). SUEZ will collect driver MVRs/abstracts. SUEZ will also run annual re-checks of abstract/MVR’s. SUEZ’s selected vendor partner will administer the collection and scoring of motor vehicle records (driver history abstracts) with respect to employees covered by this policy. A motor vehicle record check is required to determine an employee’s ongoing eligibility to be a driver of a Company owned/leased vehicle. The protection of personal information collected in connection with providing MVR services is important to SUEZ. Your results will be kept private and confidential. MVR results will only be shared on a need to know basis within the organization. July 2020 SUEZ North America Fleet Policy Page 4 SUEZ North America Fleet Policy SUEZ’s selected vendor for MVR’s will contact you upon hire/transfer, and from then on annually, with instructions on the process for SUEZ to obtain an MVR/abstract. Please pay close attention to this communication and respond within the given time frame: • Drivers with a high-risk profile (Tier 2 as outlined in example 1) will have their MVR abstract reviewed quarterly. • Post-accident MVR’s will be required for all fleet drivers in a Company vehicle. Post-accident MVR’s will also be required for all fleet drivers in a personal vehicle while on company business, time or during the employee’s regular hours of work. • Failure to comply with a required MVR/abstract review may result in loss of driving privileges. • Employees who relocate to a different state or province requiring a new driver’s license, are required to report new address and provide a copy of the new license to HR & and SUEZ’s chosen MVR provider within 30 days. Disciplinary action: Violation(s) of motor vehicle laws and/or this policy may result in suspension, revocation or termination of driving privileges and disciplinary action, up to and including termination of employment. Some examples of violations include, but are not limited to the following: • Driving a company-provided vehicle on company business or personal use or driving any other non-company owned vehicle on company business while impaired by alcohol, illegal drugs, or prescription medication that impairs safe driving. • 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. • Causing a motor vehicle accident that results in property damage or personal injury while operating a company-provided or other non-company owned vehicle on company business. 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 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 alcohol policy If an employee’s job requires operating a vehicle (company-provided or personal) 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 change to their driver’s license that impacts their ability to drive on company business. 1.5. Driver Ineligibility Drivers who fail to meet eligibility requirements may have driving privileges revoked, may be subject to suspension and/or termination, and may be unable to return to work in a driving role until they are able to meet the eligibility requirements set forth in this policy. In 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 matter preventing July 2020 SUEZ North America Fleet Policy Page 5 SUEZ North America Fleet Policy an employee from becoming an eligible driver, the employee must provide adequate documentation to their HR manager prior to returning to work in a role that requires them to drive in any capacity. In the event an employee who is required to drive is unable to meet the eligibility requirements, the employee’s case will be reviewed by a senior human resources leader. (See vehicle return process above) 1.6. Vehicle/Driver Classifications Custodial vehicles are used by one assigned employee for Company business and can be used by the employee for personal use. Custodial vehicles are only to be 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 custodial vehicles may be used for: • Business purposes by the custodian and other SUEZ fleet eligible employees. • Limited and reasonable personal use by assigned driver/employee. Pooled/facility vehicles are used by multiple drivers (SUEZ employees only) for business purposes only and are permanently 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 other non-business related commuting. The pooled vehicle must be assigned to the SUEZ employee (the key holder) who is the current site lead or region manager who will assume controllership of the locations site/pooled vehicles. Vehicles in this category include but are not limited to work trucks, forklifts, trailers, cranes, loaders, dump trucks, etc. The key holder to whom the vehicle is assigned is responsible to: • Ensure that only authorized persons operate the vehicle: employees with the required certifications, motor vehicle record checks and drivers’ licenses and must be over 21 years of age • Transfer keys to the new key holder employee before changing roles or leaving employment. • Facilitate and manage requests for fuel pins for each pool/occasional driver. Fuel pins must be issued to each potential driver and will be used with the vehicle’s • Fuel card – pins shall never be shared between drivers. Important note: fuel pins shall be cancelled in the event a driver leaves the company to avoid fuel fraud. Contact the fleet operations to request new pins or notify of pin cancellations. • Keep a log of which driver uses the vehicle and when. Logs shall be kept in the office, not the vehicle. Driver logs will be referenced in the event of a violation, legal issues, or damages. 1.7. Leave of Absence/Termination/ Retirement Use of company vehicles during leave of absence: At the discretion of the Company (and with written approval from management and Human Resources), employees on any approved leave of absence may retain their custodial 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. In all cases of extended leave or parental leave, the Company reserves the right to exchange the vehicle of the employee on leave to support the appropriate allocation of vehicles within the fleet. 1.8. Termination/Retirement All employees who leave the company, go on layoff status, or receive a severance package must surrender the vehicle prior to the last day of active employment. Vehicles are not to be used as part of July 2020 SUEZ North America Fleet Policy Page 6 SUEZ North America Fleet Policy a severance package. Stewards for pooled and facility vehicles should take the necessary steps to assign those vehicles to appropriate individuals. 1.9. Vehicle Assignment Policy Vehicle requests will be fulfilled based on the following criteria: • Existing idle fleet vehicle will be assigned whenever available • If no available idle vehicle available, the driver will remain on reimbursement and a vehicle will be ordered out of dealer stock • Exception: If 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 management company 1.10. Medical Exceptions Individuals requiring non-standard or modified vehicles/equipment due to physical and/or medical conditions must submit a doctor’s note outlining the requirement in detail to their HRM for approval. Each new vehicle procured for an employee with a medical exception will require a new doctor’s note and HRM approval. New vehicle – selection, ordering, replacement, upfitting, branding, GPS/telematics. Vehicle acquisition/replacement cycle usually occurs twice a year (spring & fall). Under special circumstances, such as accident or mechanical failure, an inoperative vehicle does not warrant repair, these vehicles may be replaced at times other than the specified cycles. 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) at the discretion of the company (Procurement & Fleet Teams). Any other exceptions to the replacement cycle require business justification and approval from the company 1.11. Upfitting 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. Issues with the current vehicle upfitting shall be brought to employee’s manager so they can be reviewed and approved or denied by fleet operations. 1.12. Branding SUEZ requires that all branding/decals/logos be requested, reviewed and approved through the SUEZ marketing team. To ensure a consistent brand, only SUEZ approved vendors will be allowed. 1.13. GPS/Telematics Some SUEZ vehicles will include a GPS/ELD device. These devices are critical to ensuring driver safety and improving overall fleet efficiency. In the event these devices require service, please contact the fleet management company (FMC). Important 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 upfitting to be added to the vehicle after delivery. Safety July 2020 SUEZ North America Fleet Policy Page 7 SUEZ North America Fleet Policy 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 shall 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 sticker from the manufacturer Some vehicles include GPS tracking/ELD reporting tools. Under no circumstances shall these devices be removed or tampered with. Devices must be used safely and consistent with manufacturers’ recommendations. 1.14. Driver Responsibilities for Vehicle Use All employee drivers must have valid drivers’ licenses or commercial motor vehicle licenses appropriate to the type of vehicle being operated in accordance with federal or state in which they reside law. It is the responsibility of the driver to notify his/her immediate supervisor of any changes to the license in a timely manner. Drivers and all occupants must wear seat belts, and/or any applicable restraints as required by law while the vehicle is in operation. 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 driving privileges, loss of company vehicle and/or termination of employment. Use of alcohol and/or drugs, and possession of drugs in a company-provided vehicle are strictly prohibited and will result in revocation of driving privileges, loss 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 resources within 24 hours. Employees using a legal drug that may cause conditions of impairment are required to report such drug use to their immediate supervisor prior to commencing work. Drivers shall avoid driving any vehicle while taking prescription and/or over-the-counter medication that could impair the individual or affect safe operation of such vehicle. The use of radar detectors is not allowed in any company vehicles. Transporting weapons, firearms, or hazardous materials is strictly prohibited unless the vehicle is commercially rated and transport of said materials is the intended use. Vehicle doors shall be locked when the vehicle is in operation or parked. In the event of a vehicle breakdown, drivers should try to maneuver the vehicle off the road and, if on a public road, remain in the vehicle until help arrives. If you are unable to obtain roadside assistance, drivers should use whatever means at their disposal to ensure their safety and the safety of their passengers Under no circumstances shall drivers attempt to change their own tires. If roadside assistance is unavailable, use whatever means commercially available as to ensure driver and passenger safety. The use of company-provided vehicles to tow trailers, boats, or any other objects is not permitted when driving the vehicle for personal use. July 2020 SUEZ North America Fleet Policy Page 8 SUEZ North America Fleet Policy Drivers of company-provided vehicles must report accidents or citations for any moving violation (including those that have occurred in a personal vehicle) immediately to the employee’s manager and HR manager within twenty-four (24) hours. An employee issued a citation or convicted of violating motor vehicle laws while driving a company- provided vehicle or private vehicle 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. The use of laptops, tablets, or similar electronic devices while driving non-commercial vehicles is prohibited for light duty vehicles (exceptions may apply to heavy duty commercial vehicles). 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 local law. Children transported during the personal use of the vehicle must be restrained consistent with local law. The use of appropriate child seats is permitted during personal use of vehicles; seats must be properly attached via the seat belts or LATCH system, consistent with manufacturer’s requirements. Employees with questions regarding seat attachment should consult with the manufacturer and/or local fire department. 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. 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 ensuring their vehicles are legal to operate at all times. Drivers must adhere to all laws pertaining to motor vehicle operation. Drivers are to review, understand and abide by the EHS safety policy provided by their business unit. Questions related to the EHS vehicle safety policy should be referred to the local EHS manager. 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.) 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. Drivers will obtain all necessary inspections, etc. in a timely manner for registration and maintain related documents. It is the employee’s responsibility to ensure documents including auto insurance ID cards are updated 30-60 days prior to expiration if they have not yet received notification of renewal. Documents are to be transferred with the vehicle at time of vehicle surrender. 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: • Tire Pressure • Oil Changes • Tire Rotations • Fluid Levels July 2020 SUEZ North America Fleet Policy Page 9 SUEZ North America Fleet Policy Drivers will use SUEZ’s contracted maintenance program for all repairs and maintenance. The use of any tobacco products including e-cigarettes, is prohibited in company vehicles. Company vehicles may not be used to transport strangers/hitchhikers. Company vehicles may not be used for any non- intended third party business use such as Uber, Lyft, pizza delivery, etc. Company vehicles may not be overcrowded or overloaded past the manufacturer limitations. 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. Drivers eligible for personal use agree to supply the company with personal use reports, specifically mileage, upon request and no less than annually. Drivers will maintain a log of personal vs business trips separate from what is reported through the FMC as required by the IRS. 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. Pets are not allowed to be transported in a company owned vehicle. Vehicles are not permitted to be modified in any way (including the installation of any type of hardware) without prior approval from the company’s fleet operations team and the lessor if applicable. 1.15. Cross-Border Use of Vehicles Employees who live in the United States and use their personal vehicle for frequent business travel to Canada and Mexico shall consult with their HRM and/or EHS representative to ensure travel is compliant with SUEZ and local jurisdiction requirements. Canada - Crossing the border into Canada or from Canada to the US with a company vehicle for business purposes requires advance approval from the authorized business approver. In 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. Mexico – Crossing the border into Mexico with a company vehicle for business or personal use is prohibited. Rental shall be procured, with appropriate insurance coverage, for business use as needed through T&E Policy. 1.16. Driver Financial Responsibilities Traffic violations: Employees are financially responsible for expenses incurred because of traffic violations, related court expenses, vendor/supplier service charges, and repairs resulting from impairment due to alcohol, drugs or other illegal behavior while operating the vehicle for business or personal use. Personal use costs: 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). Vehicle misuse and damage: 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. July 2020 SUEZ North America Fleet Policy Page 10 SUEZ North America Fleet Policy 1.17. Safety Training Refer to your required EHS safety training 1.18. Driver Compliance (Class A, Hazmat, DOT) Refer to the commercial driver compliance requirements and policy 1.19. Insurance Coverage & Reporting: Automobile Liability Coverage for bodily injury and property damage is provided and is in force only when an authorized individual drives the vehicle. Company 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 property within the vehicle. All accidents, vandalism, and stolen vehicles must be reported to the Fleet Accident Services (800- 231-1044), within 24 hours of the occurrence. Local reporting processes may also be in place where SUEZ-managed garage solutions exist. Accidents involving bodily injury must also be reported immediately to the business EHS manager. Please refer to the fleet management company’s accident management driver packet or locally managed accident reporting process for more information and requirements. If you need proof of insurance, please contact the fleet management company or use the mobile app to request a replacement insurance card. 1.20. Fuel Fuel Cards: Each fleet vehicle is enrolled in the fleet management company’s 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. Driver will receive a fuel pin via e-mail with program “welcome” kit. Use of company P-Cards to purchase vehicle fuel is prohibited, except in emergencies and must be approved by Procurement before doing so. Note: Please reference your fleet management company welcome letter kit or the mobile app for more information on the fuel program Allowable types of fuel: Use regular 87-octane unless your vehicle is a flex-fuel that allows for blended fuels. Diesel vehicles should be fueled with biodiesel. If unsure about type of fuel required for vehicle, contact FMC to confirm prior to fueling. Fuel card restrictions: Do not use premium fuel. No other non-fuel items shall be purchased through the fuel program. Fluids, wiper blades and other incidental items shall be purchased at the time of preventive maintenance or repairs through the maintenance process. Fuel fraud is real and very costly to the organization. Please follow these tips to help manage potential fuel fraud: July 2020 SUEZ North America Fleet Policy Page 11 SUEZ North America Fleet Policy • Do not share or write down your fuel pin • Watch for and report any pay-at-the-pump mechanism that appears to be tampered with • In the event you pay inside the station, enter your own fuel pin – do not provide to the attendant • In the event of full-service stations – get out and enter your fuel pin – do not provide to the attendant • If your card is lost, stolen or compromised in any way, please contact the FMC immediately to request a replacement service card via express mail. 1.21. Maintenance /Roadside Assistance/Warranty Each fleet vehicle, trailer, and equipment is enrolled in the maintenance program. The same service card that is used to pay for fuel shall 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. Present card at time of arrival – no out of pocket expense. The maintenance program will coordinate the following on the driver’s behalf: • Roadside assistance • Lock-out services • Glass replacement/repair • Repair negotiation • Warranty assistance • Recall repairs • Vendor payment • Like rental when needed 1.22. Preventive Maintenance Today’s vehicles have an oil life monitoring system. Please follow vehicle’s monitoring system for oil changes. At the time of oil change, the maintenance vendor will rotate tires, top off fluids, replace windshield wipers and work with fleet management company to obtain approval for any additional maintenance needed. Maintenance will be the responsibility of the driver and monitored by his manager to ensure this is done as required by vehicle manufacturers. All maintenance and repairs on company vehicles, must go through the Fleet Management Company, who will issue work orders with vendors. Use of a Purchase Card or of vendor direct credit accounts for vehicle maintenance and repairs, are prohibited. 1.23. Accidents Accident administration: The fleet management company will manage all accidents (except in rare situations where SNA garage solutions exist). The fleet management company will work directly with the SUEZ Insurance company claims administrator as well as any third party insurance company as needed. Drug Testing Requirements: Any employee involved either directly or indirectly in a workplace accident or an incident, in which impairment by 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. 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. The basic accident process is outlined below: July 2020 SUEZ North America Fleet Policy Page 12 SUEZ North America Fleet Policy • Stay calm - If injured, contact emergency services immediately as needed • If a third party is involved contact the police and request a police report is - obtain a copy as it will be needed • Obtain the third party name and insurance information • Do not express fault or apologize as this could be observed as admitting responsibility • Report the accident as soon as possible to fleet management company • Report the accident to your immediate manager and HR/EHS manager within 24 hours or as soon as you are able. Follow all internal accident reporting protocol, including drug testing (if permitted by law), required by business unit. If unsure of the internal accident requirements, ask HR or EHS manager & report any injury to HR or EHS manager as soon as you are reasonably aware of the injury SUEZ’s FMC will arrange and manage the following as part of the repair process: • Tow fleet vehicle if not operable • Schedule a rental if fleet vehicle is not operable • Schedule a rental while vehicle repairs are completed • Assign a contracted repair vendor for repair • Work with the contracted repair vendor to assess damages and obtain a repair estimate • Negotiate all repairs directly with the repair vendor There should be no out of pocket expenses. FMC will coordinate all payments. If payment is requested, please re-direct the requester to the FMC. 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. If any SUEZ laptop or cell phone is stolen, please follow the EHS reporting procedure Post-accident motor vehicle record (MVR) checks will be completed for all fleet vehicle accidents where the fleet vehicle is in operation (moving, or stopped, but running) 1.24. Fleet Legalization (Title & License) Each fleet vehicle needs to be legal to operate in your location. The assigned driver or pool vehicle manager is responsible for ensuring the vehicle meets all the requirement for legal operation based on the local laws – Please review and manage the following proactively: Initial title: A new vehicle or replacement vehicle from a dealership must have or arrangements should be made to receive the following prior to leaving the dealership: • Hard license plates should be affixed to the front and/or back of vehicle depending on state law. If 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 • Current registration should also be provided along with the vehicle’s hard plate. • If you do not receive a copy of the registration with the plates, please ensure the dealership is providing and when you will receive • If an escalation is needed for expiring temp tag or missing license plate or registration, please contact the FMC. July 2020 SUEZ North America Fleet Policy Page 13 SUEZ North America Fleet Policy Renewals/re-registration: Fleet vehicles are enrolled in a registration renewal program as soon as a valid license plate, state plate, and expiration date is provided to the FMC for the vehicle. Please ensure the FMC has the correct plate and expiration information for vehicle. The registration renewal process will being 120 days prior to expiration. A communication will be sent from the FMC advising if any documentation is needed. If no documents are needed, the FMC will proceed with the renewal and updated registration will be sent approximately 2 weeks prior to plate expiration If 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. If you do not provide required documents the FMC will not be able to renew your registration and they will send you a power of attorney – it will then be your responsibility to complete the re-registration and expense the cost. 1.25. State Transfers If you move to a new state/province, please report your new address to SUEZ and the FMC. The FMC will need to complete a vehicle title transfer on your fleet vehicle within 30 days. 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 (MVR) provider receives your updated driver’s license (DL) information. If documents (i.e. safety inspection, smog, emissions cert, 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 If 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 will eventually expire, and you will be responsible for any violation charges for expired tags 1.26. Violations If you are issued a violation while assigned to your fleet vehicle, it is your responsibility to pay that violation out-of-pocket. Violations are not an eligible expense item. If you are a “custodial” driver (as defined in this Policy) you will be enrolled in the driver accountability program. Our fleet management company and/or third party partner will administrate the program. The program transfers the liability for violations written to the vehicle to the custodial driver (e.g. parking tickets, red light violations, etc). You will receive a registration e-mail upon vehicle assignment. Please complete your registration within 2 weeks of receipt. The violation program covers 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 transferred to you. Payment can be made via on-line link or US Mail. If 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. July 2020 SUEZ North America Fleet Policy Page 14 SUEZ North America Fleet Policy 1.27. Rentals Rental vehicles will be provided in the following circumstances through the FMC. There will be no out of pocket cost. FMC rentals will be issued when: • Extensive maintenance/repairs are needed on fleet vehicle • During accident repairs on fleet vehicle • In the event fleet vehicle is in-operable • Required under this Policy. New hire rentals must be requested by your manager and will only be issued when new hire has no personal vehicle to use while awaiting a fleet vehicle. Note: “comparable” rental vehicle classes (i.e. sedan for sedan, etc.) will 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. If your fleet fuel card is no longer active you will need to expense fuel until a new vehicle is assigned and a new service card arrives. Your fuel pin will not change. 1.28. Tolls/Out of Pocket Expenses Tolls: If you reside or operate in an area with toll roads you are responsible for setting up a toll account unless your fleet vehicle is enrolled in a toll program through the FMC, in which case you must utilize the Fleet Management Company arrangement. Only Business toll charges are eligible for reimbursement and will need to be expensed. If you are enrolled in a toll program through the FMC, your tolls will be paid by the FMC and will not require a reimbursement process. Reminder: Violations are not eligible for reimbursement Miscellaneous out of pocket expenses: The following out of pocket expenses are eligible for reimbursement through T&E 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. If not able to utilize a maintenance vendor these state requirements will be reimbursed • Local parking permits required based on location and local law • All other local inspections and requirements needed to keep fleet vehicle compliant Change Log: Record Where Who How Long (add new rows as needed) what system, provide enough info to provide direction on how to retrieve it. responsible for ensuring the record is stored in the designated location. be kept. Examples: • Indefinitely • Minimum 3 Years