Fleet Policy and Guidelines
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Alcatel-Lucent Fleet Services North American Fleet Policy and Guidelines Revision: November 2010 Alcatel-Lucent – Proprietary Use Pursuant To Company Instructions Fleet Policy and Guidelines 
Table Of Contents
The purpose of these guidelines is to establish a policy and a set of uniform and equitable procedures regarding the assignment and use of a motor vehicle (Company provided, employee owned, or rented). These guidelines will serve as the minimum standards that will be used to govern the North American fleet management practices. While maintaining Alcatel-Lucent standards, other requirements may be added to more specifically define, develop and strengthen local policy to ensure compliance with local laws and market practices.
Under select circumstances suitable transportation shall be furnished or paid for by the Company and management will determine eligibility based on documented local policy guidelines. Eligibility falls into the following categories:
Vehicles allocated to assigned functions in order to achieve corporate objectives.
Vehicles allocated to perform primary job function.
Vehicles allocated to employees who are entitled to cars as part of their compensation package. The approved transportation may include one of the following:
Alcatel-Lucent drivers MUST have and maintain a valid driver’s license, applicable to the motor vehicle’s size and use. Drivers must report any suspension or revocation of a driver’s license immediately to their supervisor. No associate is to drive with a suspended or revoked license. Associates SHALL NOT drive on Company business:
Motor vehicles must be operated in a safe manner in accordance with the country laws and all applicable provisions of this policy. Under Alcatel-Lucent Human Resources policy, smoking is prohibited 24 hours a day, 7 days a week in all company motor vehicles (e.g., cars, vans, trucks) The driver must fasten his/her seat belt and require all passengers to do likewise each time the vehicle is used. The driver shall ensure that all required documents are in their possession or on board the vehicle at all times (e.g., driver’s license, vehicle registration and proof of insurance).
Follow laws and regulations regarding the use of mobile telephones while driving and always obey them. Do not use a mobile telephone while driving unless legally parked or the phone is in a “hands-free” mode and mounted within the driver’s area of vision. Always give your full attention to driving. Prior to re-fueling, turn off your mobile phone (and any other portable electronic device) and leave them inside the vehicle.
If business needs require the transportation of hazardous materials, all local laws and regulations and Alcatel-Lucent EH&S company requirement “Hazardous Materials and Waste Management“shall be followed. See web site for more information: http://dedom002.stgl.sel.alcatel.de/smaps/SMAPSArc.nsf/show/1AA003840002ASZZA01
Driver Safety Awareness Training is strongly recommended for all associates who drive motor vehicles on business for Alcatel-Lucent. Driver Safety Awareness Training or more intensive driver safety training may be required for certain employees, depending on their driver history (see Section 7.9).
A Company owned, rented, or leased vehicle is assigned to a qualified associate in order to achieve the desired business results or as part of the overall compensation package. The vehicle can be assigned to the particular associate exclusively.
Approved Vehicle Acquisition Form can be obtained via https://apps02.arifleet.com/ariclientformsa/alcatel-lucent/Intro.aspx Vehicle acquisition forms must be submitted to the Alcatel-Lucent North American Fleet Manager. The Fleet Manager is responsible for obtaining all Company vehicles. New Leases It is Alcatel-Lucent’s policy to lease fleet vehicles where it makes the most sense. In most cases leasing offers Alcatel-Lucent capital relief, improved cash flow, simple and economical new vehicle acquisition. Used vehicle disposition, as well as administrative services in the area of licenses, taxes, warranty, and maintenance control, are added benefits to leasing. All new vehicles will be leased through Alcatel-Lucent’s Supply Chain Networks’ contracted lessor. Leases or purchases by individual departments, groups, or individuals outside of the SCN group from franchised automobile dealers, or non-contracted lessors are prohibited. An approved request for a Company motor vehicle does not automatically mean that the corporation will enter into a new lease agreement to fill the request. Before a new vehicle lease will be considered, the Fleet Manager will conduct a search for a suitable surplus vehicle from the Alcatel-Lucent fleet. If a surplus vehicle is not available, the Fleet Manager will contact the organization making the request to inform them that a new lease will be required. Vehicles leased to fill a new lease request will meet criteria of functionality and cost. That is, the vehicle of least cost that produces the lowest operational and maintenance costs, and highest salvage value over the vehicle’s life cycle for the required functionality will be leased. Once management has determined an associate has demonstrated that he/she has met the local policy criteria for the assignment of a company vehicle, a requisition form via https://apps02.arifleet.com/ariclientformsa/alcatel-lucent/Intro.aspx must be processed. Once the forms are completed including driver’s signature and properly approved, the original should be forwarded to the Alcatel-Lucent Fleet Manager for processing. All new owned and leased vehicles will meet the following criteria for functionality and cost:
Assignment of a company motor vehicle is at the Company’s discretion based on meeting the prescribed eligibility criteria and demonstrated responsibility as defined in the policy guidelines. Associates should meet one or more of the following assignment criteria in order to have a permanent company motor vehicle assigned:
Vehicles allocated to assigned functions in order to achieve corporate objectives.
Vehicles allocated to perform primary job function.
Vehicles allocated to employees who are entitled to cars as part of their compensation package. Within the above stated criteria, additional consideration will be given to:
Daily or High Mileage/Kilometer Usage If an associate has a daily need for company provided transportation or drives a specified number of miles/kilometers in performance of his/her job, a Company motor vehicle should be assigned. Other If the associate is required to carry test equipment, tools, supplies or customer demonstration materials as part of their normal job description, a Company vehicle may be assigned.
When in the interest of the business unit, an associate is required to have access to his/her assigned vehicle at all times, the associate will be permitted to use that vehicle for commuting. Commuting is permitted for one or more of the following reasons:
It should be understood that commuting authorization does not include any other personal use when vehicles are granted for duties related to the employee’s primary job function. Commuting Miles/Kilometer Definition Commuting miles/kilometers are driven to and from an associate’s regular place of business, on a daily basis and during regularly scheduled overtime assignments. A regular place of business can be an Alcatel-Lucent office to which an employee is regularly assigned or one of several regularly assigned Alcatel-Lucent customers, whichever is closer to the associate’s home, round trip. Business Miles/Kilometers Definition Normal business miles/kilometers are those miles/kilometers driven by an employee for Alcatel-Lucent business purpose during scheduled work periods. Business miles/kilometers begin after driving the equivalent distance from the associate’s home to his/her assigned Alcatel-Lucent office or regularly assigned customer, whichever is closer. Business miles/kilometers accumulate from that point to each succeeding business stop throughout the day. After completing the last business stop of the day, and depending on the geographic location of the stop, the miles/kilometers driven to an associate’s home could possibly be a combination of business and commuting miles/kilometers. As an example, if an associate’s last business stop is 75 miles/kilometers from his/her home and if the associate’s normal personal commuting mileage/kilometers each day is 10 miles/kilometers, then the first 65 miles/kilometers after the last business stop would be reimbursable business miles/kilometers. However, if the last business stop was 10 miles/kilometers from the associate’s home, then all miles/kilometers to the associate’s home would be personal commuting miles/kilometers. Mileage/Kilometers incurred as a result of being “called out” for work outside the normally scheduled work period is reimbursable as business mileage/kilometers from the associate’s home to the work site, round trip. When, in the interest of the Company, an associate is required to have access to his/her assigned vehicle at all times, the associate will be permitted to use that vehicle for commuting and must provide a secure parking arrangement for evenings and weekends. Associates who do not have a daily requirement for a vehicle or who do not drive the minimum required miles/kilometers should not be assigned a Company vehicle. The employees should be reimbursed for business miles/kilometers driven or paid a monthly transportation allowance for use of their personal vehicle. Commuting authorization does not include any personal use of the vehicle when the vehicle is assigned because of an associate’s primary job function in order to achieve business results.
In addition to the responsibilities outlined in Section 3 (page 1), drivers of Company provided vehicles must observe the following:
Ensure that employees who drive Company vehicles have a valid driver’s license, applicable to the motor vehicle’s size and use. Enforce compliance with all aspects of this Policy. Where applicable, consider associates’ driving record (either positively or negatively) in performance appraisals. Where appropriate, reward and/or recognize safe drivers in accordance with local reward and recognition programs.
An Alcatel-Lucent vehicle is not to be used for personal activities when assigned for performing duties of the employee’s primary job function. This includes transporting family members to and from work, school, vacation, etc. If used for commuting, the vehicle may only be used for travel between work locations and the associate’s residence or designated work or vehicle storage sites, as directed by the associate’s management. The associate will not allow any non-Company personnel to operate the Alcatel- Lucent vehicle (except vehicle maintenance personnel). The employee shall not allow non-Company personnel to ride in an Alcatel-Lucent vehicle unless there is a business reason to do so. An Alcatel-Lucent vehicle shall not be used for any illegal purpose or activity, or activity that is reasonably foreseeable to be detrimental to the best interests of the Company. Under no circumstances should associates have firearms, alcoholic beverage containers, or illegal drugs/controlled substances in a Company vehicle. An Alcatel-Lucent vehicle may not be used for hire or reward (for transporting either goods or passengers). An Alcatel-Lucent vehicle may not be used for racing, speed trials or other competitive activities. An Alcatel-Lucent vehicle may not be used for business purposes other than that of Alcatel-Lucent. Radar detectors are not to be used in company vehicles at any time. Hitchhikers are not to be given transportation in Company vehicles. An Alcatel-Lucent vehicle may not be used to run emergency calls (i.e., volunteer fireman or police emergency runs). Pushing or towing another vehicle is prohibited. No towing equipment (i.e., permanent or temporary trailer hitches) may be attached to a Company vehicle unless expressly authorized by Alcatel-Lucent Fleet Services. The permanent attachment of personal equipment, advertisements, and stickers of any kind to a Company vehicle is prohibited. Any physical damage caused to the Company vehicle as a result of the attachment of personal equipment, advertisements and/or stickers of any kind will be at the assigned drivers’ expense.
The initial registration and title of a new vehicle will be provided by the delivering dealer or arranged for by the servicing company. The responsibility for annual renewal rests with the servicing company. It is the assigned drivers' responsibility for making certain that the vehicle’s registration is renewed prior to the expiration date. The assigned driver is also responsible for obtaining annual safety and emission inspections (where applicable) and for keeping the servicing company informed of changes in vehicle address and or vehicle assignment. Any failure to keep records current could result in misdirection of annual renewal documents.
Automobile Liability insurance is required by all states in the US. This insurance covers legal liability to third parties because of “bodily injury” (including death) and “property damage” arising from Alcatel-Lucent’s operation of owned, non-owned, and / or hired automobiles or vehicles. Insurance coverage for US vehicles is placed by Marsh Inc. of New York. Automobile Liability claims arising from automobile / Vehicular accidents should be reported within 24 hours of the accident to the following; Phone: 800-544-3654 FAX: 303-429-1770 In the event of an accident, do not accept responsibility or discuss the accident with anyone except a properly identified claims representative of Alcatel-Lucent, a law officer or your employer. Contact Trish Ravenburg at ALRM at telephone 908-582-0107 or fax 908-582-3101 or email brohan@alcatel-lucent.com any questions or issues to Automobile Liability insurance. In all cases, any unauthorized driver (and/or unauthorized passengers) other than the assigned driver using a company vehicle is NOT INSURED. The unauthorized driver will be responsible for all costs relating to any accident or damage to the company vehicle and other’s personal property.
The driver is required to purchase regular unleaded fuel, unless the vehicle owner’s manual indicates the need for a higher octane rating. Mechanical repairs, tires, oil changes, etc., should not be obtained from a Fueling Facility. See Section 7.11 for instructions on how to obtain maintenance and repairs/services. Retaining Fuel Receipts Drivers are expected to retain the receipt for all fuel purchases (unless a fuel allowance is paid in advance) and to reconcile those expenses on a monthly basis. The driver should follow all safety procedures while obtaining fuel, including:
Vehicle Service Schedule Maintenance must be performed within the indicated service intervals. It is the driver’s responsibility to adhere to this maintenance schedule. Failure to change oil and filters could void manufacturer power train warranty and could result in disciplinary action.
Authorized franchised dealers must be used for warranty, policy adjustments, or major repair items for failure to engine, transmission, drive line, rear axle, or emission control components. The driver should contact their local fleet servicing company if he or she is in doubt as to where the vehicle can be serviced. The driver should arrange to deliver the vehicle for repairs and maintenance so as not to interfere with work assignments wherever possible. Maintenance Service Center Services or repairs beyond those described in the Maintenance Service Schedule or those services that exceed $75.00 US Dollars require that authorization be obtained before the work is performed.
Vehicle replacement criteria will be established based on the following guidelines:
All Alcatel-Lucent vehicles must meet at least one of the above criteria before being considered for replacement. The Fleet Manager will review all vehicle replacement requests to insure the replacement criteria have been met.
Whenever a vehicle is declared surplus for transfer or disposal, the fleet servicing company should be contacted immediately for turn-in instructions. Vehicles can not be traded to other business units or work groups. The following action must be taken by the terminating organization before the vehicle can be transferred or disposed of:
In certain Business Units it may be financially viable to consider pool vehicles as an alternative to permanently assigned vehicles or the expense of reimbursing an employee for use of their personal vehicle. Pool Vehicle Driver Responsibilities:
It may be necessary to rent a vehicle because the assigned Company vehicle is unavailable due to repair or service. The following guidelines are to be adhered to:
This section provides guidelines for use of a personal vehicle, whether employee-owned, leased, or rented to travel on Company business. If there is an existing collective bargaining agreement, the collective bargaining agreement prevails for represented associates.
An employee-owned vehicle (personal vehicle) is one that is properly registered and insured in an employee’s name or the name of a family member. It also includes a vehicle that is leased to an employee or family member. Company business is travel undertaken in the interest of Alcatel-Lucent. It does not include transportation between an employee’s home and regular work location.
Associates may use personal vehicles on Company business provided they have:
automobile liability insurance coverage limits that are higher than the minimum amounts specified or required,
In addition, if associates use their personal vehicles for long distance travel (i.e., requiring an overnight stay), the following provisions apply:
While driving on Company business, employees must:
Under no circumstances should associates drive on Company business if they:
Company automobile insurance does not cover personal vehicles of associates (employees) on a primary basis for business use and does not cover such vehicles for any personal use. Company automobile insurance will only cover company’s liability arising from authorized business use of an associate’s personal vehicle, and this coverage will be in excess of the associate’s primary automobile insurance. Associates must report any automobile accident involving their personal vehicles used on authorized company business.
Associates may be reimbursed for the following expense while using their personal vehicles while on Company business:
Parking and moving violations represent a violation of the law and are not reimbursable. Exception: In justifiable circumstances, employees may be reimbursed for parking tickets if the business need that necessitated the parking violation is documented and attached to the Employee Expense Voucher.
Employees are not reimbursed for normal commuting expenses. However, they may be reimbursed for business related mileage in excess of normal mileage. Reimbursable mileage is calculated as the entire daily round-trip mileage minus the employees’ normal commute mileage from home to regular work location. Commuting adjustment applies even if an employee prepays transportation costs (e.g., prepaid cost for train, bus or subway fares or for car or vanpool). Commuting adjustments do not apply to the following business travel situations when the total mileage for business travel may be reimbursed:
Associates may request mileage reimbursement plus other approved expenditures (e.g., parking, tolls) through the voucher process or, where available, the payroll system. This will not apply to drivers receiving a Personal Vehicle Allowance. On the voucher the associate must show:
Receipts for parking and tolls are not required unless the amount for a single parking fee or toll is US $25.00 or more, or as specified by local policy or CFO guidelines.
Company Policy Passenger cars may be rented based on a demonstrated need that public transportation is unavailable and/or several business locations will be visited. Alcatel-Lucent maintains agreements with major vendors for the provision of passenger vehicles. These contracts do not apply to commercial or specialty vehicles (IE: Cargo vans and SUV’s used for transportation of tools and equipment). When renting a passenger vehicle under current contractual agreements, associates must ensure they are getting the negotiated rate. Unless three or more employees are traveling together and sharing a vehicle, a mid-size or compact car should be selected. Insurance and other coverage: Liability insurance is the responsibility of the rental companies up to the limits negotiated in the contract agreements. Current contracts with Avis provide free LDW/CDW (Loss Damage Waiver/Collision Damage Waiver) in conjunction with flat rates worldwide. When a percent discount rate applies, LDW/CDW must be purchased. Selected conditions exist where such coverage may not be applicable. Always check with car rental agencies when picking up rentals to verify coverage for both personal and business use. For more detail on rental vehicles please reference the Alcatel-Lucent Travel website at: http://all.alcatel-lucent.com/wps/portal/hr/gbt
Unless receiving a personal vehicle allowance, the following will apply:
Personal use is not permitted on rental vehicles when rented for business purposes. National contracts with rental firms extend negotiated rates to all Alcatel-Lucent associates when renting for personal use. However, vehicles rented by associates for personal use must be paid for by the associate and must not be charged to the Company. When renting for personal use, the associate may wish to consider purchasing the LDW/CDW and PAI (Personal Accident Insurance) when weekend or other special rates are obtained. LDW/CDW is provided at no charge when a Lucent-contracted flat rate is in effect. The driver is responsible for visually inspecting a rental vehicle, noting any obvious damages and/or equipment malfunctions, and reporting these to the rental agent before using the vehicle. The associate should retain a record of all reported discrepancies. If any damage claim arises when a vehicle is used on company business, the associate must request that the rental company send the damage claim to the Company. If any doubt exists about responsibility, refer the rental company to the appropriate regional or headquarters travel group. The associate normally surrenders the vehicle to a station of the rental company. Often arrangements can be made with rental companies to obtain local transportation to and from their stations without charge.
Consider public transportation (e.g., airplane, train, bus, taxi, etc.) as a viable alternative to meet business transportation needs. When selecting such modes of transportation, consideration must also be given to the cost, time, and accessibility of these alternatives. Expense reimbursement will be made through the vouchering system, attaching transportation receipts as required.
A Company Motor Vehicle Accident is an accident involving any vehicle owned, leased or rented by Alcatel-Lucent, including a commercial vehicle or an employee owned vehicle being used on Company business, which results in injury, death, or property damage. An accident report shall be made immediately for all Company motor vehicle accidents in accordance with Alcatel-Lucent Accident Reporting Procedures and local laws and regulations. An associate who is involved in a Company motor vehicle accident is personally responsible for reporting the accident and any personal injuries his/her supervisor immediately. If the associate is incapable of reporting the accident, another associate having knowledge of the incident should inform the supervisor as soon as possible. The following action should be taken in the event of a Company motor vehicle accident:
Vehicle Accident Report Form can be obtained at Web Site: https://apps02.arifleet.com/ariclientformsa/alcatel-lucent/Intro.aspx
In the event of an emergency or breakdown, all employees who drive motor vehicles on company business shall:
Fleet Service Provider ARI Automotive Resources International General Assistance Fleet Administration Group 4001 Leadenhall Road ok… P.O. Box 789 Mt. Laurel, NJ 08054 (866) 353-3874 M – F, 8:30 AM – 8:00 PM EST Maintenance & Repairs (866) 353-3874 (select prompt) 24 Hours a Day / 7 Days Week
Jeffrey Kayhart, Manager Voice (908) 582-8598 Fax (908) 582-5123 Email jeffrey.kayhart@alcatel-lucent.com
Louise Perillo Fleet Administrator Voice (908) 582-4748 Fax (908) 582-5123 Email louise.perillo@alcatel-lucent.com Download 121.56 Kb. Share with your friends:
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