Fleet Policy and Procedure Table of Contents 1 Introduction 2 Authorized Use

3 Employee Responsibilities and Safety

3.1 Operation of Vehicles

Prior to operation of an Agency vehicle, a vehicle check must be completed. The Vehicle Checklist form can be found and downloaded from the Intranet. Keys are the responsibility of the last authorized driver. When keys are not in use they must be placed in the designated area for keys. Gas cards are to be signed out and used only for the specific Agency vehicle they are assigned to. Accurate odometer readings must be inputted when using gas cards. Interior of all Agency vehicles are the responsibility of the last authorized driver and trash must be removed daily. When operating company vehicles, employees should remember that their driving habits reflect on all company employees. Company vehicles must be used legally, courteously, and safely. People, Incorporated is in no way liable for damages to and/or loss of personal belongings.

3.2 Safety

The safety and health of employees is a priority. People, Incorporated makes every effort to comply with all federal and state workplace safety requirements. Drivers and passengers must adhere to rules set forth by the state of Massachusetts driving laws. All vehicles are equipped with safety gear including first aid kit, seat belt cutter, reflectors, and multifunctional fire extinguisher. It is the driver’s responsibility to ensure that everything is complete and in working order. Refueling is never to take place while consumers are in the vehicle. When leaving driver’s seat: secure vehicle in park; turn motor off; and remove keys from ignition. Entering and exiting of vehicles by consumers must always take place on the sidewalk side of vehicle. If a consumer displays symptoms of illness, the driver should pull over to the side of the road, only when it is safe to do so. They should then observe the consumer’s symptoms and either continue run, return home, or proceed to nearest medical facility, all dependent on symptoms present. Contact manager for help, if needed. Consumers must never be left in a vehicle unattended. Additionally, in line with Section 3.12 of the Employee Manual, “Safety”, which notes, in part:
• Report all work-related injuries, accidents and/or incidents, no matter how minor, to your supervisor or the on-call supervisor immediately, but no later than 24 hours from the occurrence, whether or not medical attention is obtained.

• Drivers and passengers must wear seatbelts.

• Eating, drinking, and smoking are not allowed in Agency vehicles.

• Employees are prohibited from using cell phones while driving Agency vehicles or for Agency business and are expected to pull off the road to a safe area to make or receive a work-related call. This includes and is not limited to texting and the like.

Each employee is expected to obey safety rules and exercise caution and common sense in all work activities.
3.3 Reporting accidents and traffic violations

When an accident takes place, the first step is always to secure the vehicle by stopping the vehicle, securing the parking brake, and removing the keys from the ignition. Then immediately check on all occupants of the vehicle for injury, providing first aid if needed. If there are injuries, contact emergency services immediately; then contact a supervisor. If there are no serious injuries, have all occupants exit the vehicle and wait at a safe location.

In line with Section 3.18 of the Employee Manual, “Work-Related Incident Reporting” employees are expected to report all work-related injuries, accidents or incidents, no matter how minor, immediately, but no later than 24 hours from the occurrence to their supervisor, regardless of whether medical attention is sought or not. The supervisor is responsible for completing the Workers’ Compensation carrier’s incident report and supervisor’s investigation form within one regular business day of knowledge of an incident. In the absence of your supervisor, follow the chain of command in your division to report in a timely manner. If no supervisor or manager is available, contact Human Resources.
If you are the driver involved in a motor vehicle accident while working, you must call the police regardless of how minor the accident is and obtain the police report as soon as it is available and provide it to Human Resources. If you were driving an Agency vehicle, you must fully complete a Commonwealth of Massachusetts Motor Vehicle Crash Operator Report immediately but no later than one regular business day from the accident and provide it to Fiscal Office/Human Resources.
Follow these steps for obtaining medical attention:

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   For situations requiring emergency medical attention including being checked out following a motor vehicle accident, arrange transportation to the Occupational Health unit of Charlton Memorial Hospital’s Emergency Room, or an emergency room in the vicinity of the accident/incident. Contact your supervisor or the on-call supervisor, within 24 hours.
   

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   For non-emergency situations, meet with your supervisor immediately, but no later than one regular business day from the accident/incident to sign the workers’ compensation incident report and arrange medical attention, if necessary. In general, you must have an initial visit at the medical facility designated by the Agency whenever medical treatment is sought.
   

3. When medical attention is obtained, abide by physical restrictions, attend medical appointments, and maintain contact with your supervisor until a release to full duty without restriction is obtained in writing.

The Motor Vehicle Crash Report form (Found on the Intranet, under the Forms & Docs tab) must be completed and submitted to a supervisor. Within 24 hours, the driver must report to manager or Human Resources in order to sign a work-related incident report. Exchange of vehicle identification, insurance company name, policy numbers and driver’s license information must take place with any other vehicles operators involved in the accident. The driver is also responsible for getting the name, address, and phone number of injured persons involved, as well as witnesses, if possible. If possible, take photographs of the scene of the accident and of all damages.

Assessment of damaged vehicles to ascertain ability to be operated safely must be completed after any vehicle accident/incident. If unsure as to whether the vehicle should be operated, consult a police official at the scene. If the vehicle is deemed to be inoperable, contact supervisor in order to coordinate pick up of vehicle occupants. The Fleet Manager is then to be contacted, via the Vehicle Work Request in order to follow up on the repair of the vehicle. If the vehicle is deemed safe to operate, it should be driven directly to its regular site.

Handicap parking with an Agency vehicle is only allowed when transporting an individual with a valid disability placard. The disability placard must be affixed to the rearview mirror of the Agency vehicle when parked in a handicap spot; any placard not displayed in this manner will receive a ticket. The ticket would be the responsibility of the driver. Handicap placards must be used for the individual whose name and photo is on the placard. A valid placard must have a valid expiration date; any placard that has an indefinite expiration is no longer valid and must be replaced. Permanent handicap placards expire every five years, with renewed placards being sent out to the on file address of the individual 30 days prior to the current placard’s expiration date. Once new placard is received, the old placard is invalid and cannot be used any longer, regardless of expiration date. If new placard has not been received 20 days prior to the current placard’s expiration date, appropriate staff must follow up with the Registry of Motor Vehicles (RMV) on behalf of the individual. Misuse of a disability placard can result in revocation or suspension of the placard for the individual. Also the RMV will suspend, for 30 days, the license of the driver who misuses a disability placard. A driver found misusing a disability placard is subject to a $500 to $1000 fine as well. Misuse may also be subject to disciplinary action up to and including termination.

In the case where there is a concern with the functionality of a vehicle, (i.e. it is making strange noises, steering wheel is difficult to turn, etc.) operation of the vehicle should be suspended immediately. Any and all concerns with the vehicle should be expressed to the appropriate supervisor, as well as documented through the use of the Vehicle Work Request system. The Fleet Manager would then arrange for the vehicle to be inspected by an approved vendor.

When damage or need for maintenance has been recognized by an employee, they should report their findings to the appropriate supervisor. Upon the supervisor’s review, the damages and maintenance must be reported through use of the Vehicle Work Requests button found on the Agency’s employee portal. When completing a Vehicle Work Request, be sure to include all damages, the license plate number of the vehicle, and where the vehicle is currently located. All Vehicle Work Request tickets must be sent to the Fleet Manager. Maintenance and repair work can only be scheduled by the Fleet Manager and/or his designee. Maintenance, repair work, and inspections can only be done at approved vendors.

GPS devices have been supplied to all Agency programs that transport consumers. GPS devices are either assigned to a vehicle or they are assigned to a location where they are kept.

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  When a GPS is assigned to a specific vehicle, the GPS is kept in that vehicle only
  
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    In this case the assigned driver is responsible for making sure the GPS is present and in working order
    
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  When a GPS is assigned to a specific location, it is kept at that location and can be obtained by requesting it from a supervisor
  
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    In this case the requesting driver must sign out and then sign back in the GPS
    
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    The GPS also must be returned in the same condition that it was received in.
    

Prior to the use of any Agency vehicle, a vehicle check list must be completed. This check list requires the authorized driver to walk around the entire vehicle and inspect certain aspects of the vehicle. Please make sure that these check lists are accurately filled out. The vehicle checklist is located at the end of this policy and procedure, as well as printable from the forms and documents tab located on the Agency’s Intranet.