WLPL Vehicle Management SOP:

1. Objective and Scope: -

Objective: The purpose of this policy is to promote guidelines, vehicles use in an

efficient and effective manner, to encourage the safety of vehicles, drivers and material
and to minimize physical damage in transit.

 Provide and monitor appropriate system for vehicle usage and authorizations
 Determine specific safety requirements and recommendations
 Define effective driving standards, consequences and corrective actions.

Scope: Is to help manage & maintain the vehicles and transportation of in efficient
manner and to ensure transparent and accountable use of all vehicles.

2. Terms and conditions: -

 Dispatch Policy: WLPL expects our transportation vendors who have made commitments
on moves to complete those moves as directed in a timely manner. WLPL Dispatch /
Customer Service must be notified immediately when a service failure occurs i.e.,
missing a load. If a vendor repeatedly drops loads, we will need to review the
relationship with that vendor. Driver/Dispatcher should advise WLPL Transportation upon
arrival and departure from loading/unloading facility

 Appointments (Pick-up & Delivery): Appointment times for pick-up or delivery should
be made or changed only by WLPL: Under no circumstances should carrier or driver make
any changes to the pick-up or delivery appointments. Carrier/Dispatcher is required to
confirm all appointments with the shipper prior to the move. If a driver is going to be
late, please notify WLPL Transportation immediately. If WLPL is not notified that the
driver is going to be late, a __________ fee will be deducted from the vendor’s
settlement. If an appointment is missed all together, a ___________ fee will apply.

IN THE EVENT A DRIVER MISSES MULTIPLE APPOINTMENTS, WLPL TRANSPORTATION MANAGER

WILL DETERMINE THE DISPOSITION OF THAT VENDOR’S STATUS AS A PROVIDER OF SERVICES
TO WLPL.

 WLPL Transportation expects all vendors to:

o Plan their trip, taking into consideration traffic, distance, weather and safety.
o Plan on arriving not less than 15 minutes before the scheduled appointment time.
o Notify the dispatcher if for some unforeseen reason the driver will be late.
 Overweight Loads (if applicable):
o WLPL must be immediately notified of any overweight fines/issues.
o WLPL must receive a copy of any o/w tickets/fines with 24 hrs., if not the vendor
will not be reimbursed.

 Equipment Problems – Reefer Units / Gensets (WLPL and non-WLPL equipment): WLPL
expects the carrier to use a driver that is familiar with refrigerated equipment. In the
event a driver incurs reefer problems: Contact WLPL immediately on WLPL Equipment
(see attached contact list) to arrange reefer repair or re-arrange any appointment issues
that may occur from the situation. Contact the vendor line if there is trouble with their
units and contact your WLPL dispatcher if load will be affected.

 Tires: Part of the interchange of equipment process is noting the condition of the tires.
A driver must ensure the following and is responsible for pulling out faulty equipment.
Contact WLPL dispatch on all tire issues which may result in a service failure.
o No nails or torn tread
o No sidewall damages
o Proper air pressure
o No flat tires.

 Pre-cool & Set Point: When picking up an empty refrigerated trailer/container, the
driver must check the set temperature for accuracy, ensure the genset/reefer unit’s fuel
tank is full, and verify the reefer will operate. All refrigerated loads will be set at the
proper load temperature (set point) prior to leaving the source. All trailers will be pre-
cooled 4 hours prior to arrival to load temperature (set point) upon arrival at loading
facility.

 Detention: does not apply to those facilities that operate on a first-come, first-served
(FCFS) basis. Facilities that schedule appointments are subject to detention charges
after three hours of wait time provided that the following stipulations are met: Arrives
and checks in prior to the appointment time. The trailer/container is presented clean,
serviceable and pre-cooled to load temperature. WLPL must receive a detention warning
15 minutes prior to detention starting. WLPL is notified prior to a driver/truck going into
detention by a call and follow-up e-mail or fax to send written approval. All detention
incurred must be verified by loading facility. WLPL personnel confirm all detention
information prior to approval.
 NOTE: DETENTION FORMS MUST BE SIGNED BY FACILITY AND RECEIVED AT WLPL WITHIN
24 HOURS. VENDOR MAY USE THE PROVIDED WLPL DETENTION FORM OR THEIR OWN
COMPANY DETENTION FORM. IN THE EVENT AN APPOINTMENT TIME IS NOT MET,
DETENTION CHARGES WILL NOT BE PAID TO THE DRIVER.

 Paperwork – Documentation must contain:

o WLPL Delivery Order
o POD (Proof of Delivery)
o Interchange – In and Out
o All documents must contain:
 Date
 Time where applicable
 Temperature where applicable
 Load number and booking number
 Printed name and signature of driver
o Overweight fines
o Scale tickets
o Lumper fees
o Tire receipts (WLPL equipment only).

3. Tasks, Responsibilities and Accountability: -

Task Authorized Responsible

Vehicle and Transport
Vehicle and operation monitoring
R&M work
Driver’s process

4. Operating procedure: -

 Pan India or we fixed the area could use the vehicles for business purpose based on Profit
margin or material volume.
a) Transportation manager to provide the driver with required amount of fuel and
lubrications used during the travel and ensure the vehicle is fully functional and
operational.
 b) Logbooks for all vehicles should be kept up to date and KM and dates of usage should be
listed at the beginning and end points of all trips.
c) Fuel consumptions differs by type of vehicle, engine, Cylinder and type of fuel (Diesel)
of vehicles and are calculated per KM. Calculation should be in accordance to the given
norm and standards by Winter Logistics Pvt. Ltd.
d) Drivers are responsible to check and ensure the KM counter at the vehicle is functional
and should verify it with the technical team (if team member available) of
transportation unit before fueling the vehicle and should receipt their confirmation.
e) Vehicles should be kept in a safe and covered area during the night times and official
holidays.
f) Drivers are responsible to coordinate with transportation unit for technical
maintenance, cleaning services and take good care of their assigned vehicles based on
need and given schedules and to ensure their vehicles have enough fuel and other
required lubricants to operate normally.

g) Drivers are responsible to ensure the KM counter lock is maintained correctly and could
be check and verified by winter team at any time.

h) In case of accident drivers should immediately report the incident and type of
damage or involving personal injuries to the local law enforcement agency and
transportation Manager as soon as possible to visit the accident site to ensure and be
able to decide what caused the accident and who the blame goes to.

i) Drivers who fail to adhere to vehicle usage policies and procedures are subject to
disciplinary action according to the severity of the infraction. If a violation occurs while
operating vehicle, all fines are the responsibility of the driver.

j) Transportation Unit is responsible to ensure all drivers are well aware of traffic
regulations and abide by those rules and the transportation Manager reports all the activities to
senior manager.

5. Related Documents/Procedures: -

Terms of Reference for Transport Manager:

a. To keep all the vehicles ready, functional and fully equipped with supplies and
accessories based on the seasonal requirement and make sure efficient use of all
transportation means.
b. Usual repair and technical maintenance of all vehicles and transportation facilities in
accordance with the vehicle's manufacturing company catalogue.
 c. Monitoring all transportation facilities including vehicles power generation machines,
workshop and other transport related machinery during official hours.
d. Ensure all vehicles have license plate, usage permit, log books, and legally have no
barrier to be used by the driver.
e. Monitoring the cleanness, technical maintenance, of (light medium and heavy) for all
vehicles are done properly and timely.
f. Ensure the pick and drop facilities provided to the employees are done properly and
vehicles are equipped with the required material to operate.

Terms of Reference for Drivers:

a. Timely informing transportation on maintenance and repairs required for vehicle.

b. To have a valid Driving license and be well aware of all the traffic rules and
regulations of the country.
c. Should have good behavior with staff and respect all transport members and other
staff of IEC.
d. Should be punctual, honest, well organized, clean and reliable.

e. Should not disobey the management and not misuse the vehicle for other than official
purposes.
Procedure for vehicle handling over to Driver:

a. Once a driver is hired and introduced to Transport unit for service providing, the
Fleet Manager should prepare a request to Transportation Manager for assigning a
vehicle to the driver,
b. Fleet Manager to fill the Driver entry form (F-1) and send to the goods custodian at
the stock accompanied by the approved request made to CM/CEO.
c. After the form was stamped the driver now will be issued vehicle in presence of the
Fleet manager, technical team.
d. The technical team is responsible to ensure the vehicle assigned to the driver is fully
operational and functional.
e. If a driver decides to resign or is terminated for cause, Fleet Manager is responsible to
immediately fill the requirement.

Standard Norms:

1. Standard Norms for Changing engine oil; filter is KM 0,000 or based on the vehicle
user's manual. Once the vehicle is used for a distance of 0000 KM, the engine oil and
filter should be replaced.
2. Air filter for all type of vehicles should be replaced once every 0 months.
3. Standard norm for changing and replacement of tires are depending on the area and
type of roads the vehicle is traveling, but mostly the tires are replaced at a rate of
KM 00,000. But this is subject to change and could be reduced up to 00,000 KM

4. ed on the need and verification of the transportation Manager considering the route
and types of the roads the vehicle is used.
5. Useful life of a vehicle as per the asset guide book of UNDP is 000,000 Km or 00 years
of usage (Whichever comes first).

Procedure for, lubricants and other spare parts for vehicle:

a. Driver to put a request form after the vehicle reached the given norm of (i.e.
changing engine oil).
b. The requisition should be confirmed by the pre-assigned technical team.
c. Now the F-2 form should be filled (Stock form) F-2forms is mainly used for requesting
of needed material from the stock or somewhere else
d. Will recommend purchase from market in the same form.
e. Next step is to visit asset management unit for receiving the required spare
parts/supplies for the vehicle.
f. Then the form goes to the senior officer for final review, verification and stamp.
g. Once senior officer signed the form should be returned to the storekeeper for
issuance of the requested spare parts/material.
h. The driver will then have to go workshop for the physical maintenance (changing
engine oil, filter, air filter, diesel filters and etc.).

Maintenance Procedure:

a. Driver to write a request explaining the type of technical problem in the vehicle to
the Manager of supply and services unit.
b. The Manager of supply and services will approve the request and refer it to the
technical and inspection team, the team will inspect and check/test drives the
vehicle and will reply their findings and feedback.
d. Fleet manager to write a request through the Manager of supplies and services, to
senior manager describing the technical issue of the vehicle and list down required
spare parts for the vehicle to be replaced based on the recommendation and findings
of the technical and inspection team.
e. Once approved by senior manager office, the request will go to the procurement
office in order to procure and coordinate the purchase of the approved spare parts
with the contractor.
f. Once the spare parts are provided it should be checked by the technical and
inspection team for their review and confirmation. The next step will be to handover
the spare parts to the goods custodian at the stock. Meanwhile, all paper works
including the purchase bills and approved requests should be prepared and sent to
Finance department for processing and payments.
g. Driver to take the vehicle to the workshop for maintenance and replacing the spare
parts, and to return the damaged spare parts to stock.

Quarterly Maintenance:

Check #1
Include but is not limited to full check of the vehicle from front wheel and continued to
the rear wheel of the vehicle, vehicle should be placed in workshop, for the technical
inspection and test drives, if any faults identified then the vehicle should be parked for
maintenance following the procedures explained in above for replacing any damaged
spare parts, and should be recorded in the vehicle maintenance history log book.
 Check #2

Check #2 is more detailed in comparison to check #1 and includes, opening, cleaning

and refreshing lubricants of front and rear wheels, checking brakes, brake pads, shock
absorbers, metal compression coil springs, as well as same maintenance and checks
are applicable on the rear wheels of the vehicle. Furthermore all lubricants for
gearbox, steering wheel, brake and other necessary parts.

#1 form vehicle log book

#2 form FS-9
#3 form FS-5
#4 form FS-8
#5 form to request oil/lubricants.
#6 Standard norms for Fuel consumption for IEC vehicles issued by.

6. Cleaning: -

 Purpose
Describes the process for cleaning vans that carry fresh produce.
 Scope
Applies to cleaning Trucks only. It does not cover any other farm produce delivery
vehicles.
 Responsibilities
The farm owner is responsible for determining the frequency of vehicle cleaning during
the produce delivery season and making sure the vehicles are clean before each
loading. The farm owner may assign the task to others, but the farm owner is
responsible for making sure workers are trained to properly clean the Truck. Workers
assigned to clean vehicles are responsible for following cleaning SOPs and
documenting the cleaning was done. Workers should notify their supervisor or farm
owner if they have any questions or notice safety issues they do not know how to
address.
 Materials
o Broom

o Water source with hose or pressure washer

o Air compressor and hose

o Detergent [name]

o Bucket for mixing detergent

o Tools for cleaning (brushes, cloths, etc.)

 Procedures
o Select area for cleaning vehicles, making sure run-off will not contaminate fields,
packing area, or environment. Cleaning should be done in designated areas
only, such as:

o Designated area on the farm

o Commercial wash bay

o Open doors of van. Remove any personal property and items that should not get
wet. Sweep out any debris.

o Clean floors and behind the seat with a broom or brush to remove any debris
before using water.

o Prepare bucket of detergent by mixing water.

o Wipe down interior surfaces with a clean cloth and a detergent-water mixture
that you have mixed in a bucket.

o Turn on water. Use hose and water to spray the inside of Truck. Make sure to
spray ceiling and walls as well as floor. Give special attention to cracks,
crevices, and areas near door openings and pockets. All cleaning steps should
follow a top-down or “top first, bottom last” approach.

o Scrub inside of van with clean cloths and/or scrub brushes using the detergent
you mixed in previous step. Make sure to scrub ceiling and walls. Pay special
attention to cracks and crevices near door openings.

o Allow the vehicle to air dry.

o Shut the doors and/or take other steps, as necessary, to keep your vehicle
clean.

o When dirty, wash the outside of the Truck using the same method of rinse,
scrub, rinse using water and detergent as you did on the inside. This is to avoid
transferring dirt from the outside of the vehicle to the inside products during
delivery.

o Document and initial vehicle washing on [enter record keeping system here,
e.g., log sheet]

 Preloading
o The vehicle is clean and in good condition.

o Refrigeration unit is operating properly

 o The trailer or container is pre-cooled.

o There is no evidence of insect or rodent infestation.

o There are no off odors that might indicate contamination of the vehicle.

o Door seals are in good condition and seal tightly when closed.

o Walls are free of cracks or holes.

o Front bulkhead is installed.

o Floor drains are open.

o Floor grooves are free of debris.

o Inside length, height, and width is adequate for the load.

o Load locks or other devices are available to secure load.

 Loading
o Workers have received health and hygiene training and follow the farm's
policies.

o Workers loading vehicle have been trained on how to avoid damaging fresh
produce while loading.

o Top- and bottom-air delivery vehicles are loaded with offset-by-layers pattern or
center-load unit; loading tight against flat walls is avoided.

o Allow at least 4 inches of space between end of load and rear doors for return
air.
o Secure unit loads with one or more of the following: air bags, bracing, shrink
film, netting, or strapping.

o Secure hand-stacked loads at rear with wood gates, load bars, or other devices.

 Unloading
o The Bill of Lading (BOL) matches what is in the vehicle.

o The product and the pallets on which the product was shipped are in good
physical condition.

o For refrigerated deliveries, check that the products meet established

specifications for delivery—specifically temperature.

o For a refrigerated load, the load temperature is maintained in all four corners,
especially at the backdoor.

o Unload boxes or pallets onto carts, dollies, or via forklift to designated location.
Avoid placing produce boxes directly on the ground. Document delivery on
shipping log sheet.
7. Wayside: -

 Process
o Branch will send the request to Head office in a specific format provided
(Attached in Annexure 1 below).
o Head office will validate the route and wayside expenses from the route master.
o The amount is transferred only after the start of the trip and then update
on the wayside requisition mail.
o In case of new route (Not listed in our route master), the wayside expenses
should be approved by Vertical Head/Accounts Manager/ Fleet Manager before
the requisition.
o Driver will call fleet manager during transit for wayside expenses installments;
Accounts Manager will verify and validate the trip and previous transactions for
that trip and transfer the amount as required up to the limit as per the route
master.
o In case of any exceptional cases, i.e., when the wayside expenses are more
than the estimated as per route master, it should be approved by Vertical
Head/Accounts Manager/ Fleet Manager.
o For exceptional cases, Wayside approval has to be taken as per slab mentioned
below:

Approving Authority (Designation) Eligibility (In Rupees - INR)

Fleet manager < 500
GM/ Primary Head > 500

 General Information
o Wayside expenses processing only during transit.
o The wayside expenses will be transferred in 2-3 installments depending on the
route.
o For time sensitive consignments (In case of Secondary), the wayside expenses
will be done in 1 installment only.

Annexure 1

Wayside Requisition Format – Primary

Sr. Vehicle No. Model Trip sheet From To Via Total Kms Total
No. No. No. Amount
8. Trip settlement: -

Primary

 Process
o After delivery, driver reports to Branch Supervisor with Proof of Delivery (POD)
Acknowledgement.
o Driver will hand over the documents (Trip Hire Sheet, POD) to Transportation
Supervisor.
o Branch Supervisor documents all the details in Excel (Format Attached in
Annexure 1).
o Branch Supervisor validates readings (Kms, Refer, Fuel Recovery and GPS
Kms) and documents (Toll Receipts, Wayside Expenses) as per Master Sheet
(Attached in Annexure 3).
o The documented excel file is sent to Accounts Manager at HO for verification and
approval.
o Accounts Manager, verifies and approves it.
o Branch Supervisor has to dispatch the hard copy of POD to HO.

 General Information
o In case of Delivery in Non-Winter Logistics Pvt. Ltd. Location, the driver should
hand over the documents to the next reporting WL Location.
o If the vehicle is not visiting any of the Winter Logistics Pvt. Ltd. Location for more
than 2 Trips, then during the third trip, the vehicle should report to any of the
nearest locations during the transit and submit all the documents collected for
the previous trips.
o Validation of Kms is done by the odometer and GPS Kms readings; Refer
Readings from Cap Command.
o Odometer readings are to be captured and should be produced whenever
required by Control Tower.
o Branch Supervisor should dispatch the POD to Billing Team at HO within 24
Hrs. of receiving from the driver.
o The Log Book should be filled for each trip by Controlling Branch Supervisor
(Log Book Format is attached in Annexure 2).
o Separate Log Book should be maintained for each vehicle and will be kept in
vehicle itself.
o Any exceptional cases, should be approved by HO
o Master Sheet of data should be maintained by Branches
o Compiled Report of Primary/Secondary as per format should be shared to HO at
the end of month.
Trip Settlement Entry in OTM should be done within 24Hrs of completion of trip.
Secondary - Dedicated
 Process
o The Driver will report to Branch Supervisor daily.
o The trip details will be informed to the driver every day by the Branch Supervisor/
Customer.
o Branch Supervisor will fill the Log sheet daily for each vehicle.
o After every 15 days, Branch Supervisor will validate the Log Book and also the
expenses incurred during the 15 days and validates as per the Fuel Master
(attached in Annexure 4).
o Branch Supervisor validates readings (Kms, Refer, Fuel Recovery, GPS Kms)
and documents (Toll Receipts, Wayside Expenses) as per Master Sheet
o The documented excel file is sent to Accounts Manager at HO for verification and
approval.
o Accounts Manager, verifies and approves it.

 General Information
o Validation of Kms is done by the odometer and GPS Kms readings; Refer
Readings from Cap Command.
o Odometer readings are to be captured and should be produced whenever
required by CT.
o The Log Book should be validated on weekly basis by Branch Supervisor.
o Log Book should be maintained on daily basis by Branch Supervisor (Log Book
Format is attached in Annexure 2).
o Separate Log Book should be maintained for each vehicle and will be kept in
vehicle itself.
o Master Sheet of data should be maintained by Branches
o Compiled Report of Primary/Secondary as per format should be shared to HO at
the end of month.
o Trip Settlement Entry in NAVISION should be done every 15 Days (Log Sheet to
be attached).

Secondary – Trip Basis

 Process
o After delivery, driver reports to Branch Supervisor with POD
Acknowledgement.
o Driver will hand over the documents (Trip Hire Sheet, POD) to
Transportation Supervisor.
o Branch Supervisor documents all the details in Excel (Format Attached in
Annexure 1).
 o Branch Supervisor should maintain separate Log Book for each
vehicle and will update the Log Sheet daily.
o Branch Supervisor validates readings (Kms, Refer, Fuel Recovery and
GPS Kms) and documents (Toll Receipts, Wayside Expenses) as per
Master Sheet (Attached in Annexure 3).
o The documented excel file is sent to Accounts Manager at HO for
verification and approval.
o Accounts Manager, verifies and approves it.
o Branch Supervisor has to dispatch the hard copy of POD to HO.
 General Information
o In case of Delivery in Non WLPL Locations, the driver should hand over
the documents to the next reporting WL Location.
o If the vehicle is not visiting any of the WL Location for more than 2 Trips,
then during the third trip, the vehicle should report to any of the nearest
locations during the transit and submit all the documents collected for the
previous trips.
o Validation of Kms is done by the odometer and GPS Kms readings;
Refer Readings from Cap Command.
o Odometer readings are to be captured and should be produced whenever
required by CT.
o Branch Supervisor should dispatch the POD to Billing Team at HO
within 24 Hrs. of receiving from the driver.
o The Log Book should be filled for each trip by Controlling Branch
Supervisor (Log Book Format is attached in Annexure 2).
o Separate Log Book should be maintained for each vehicle and will be
kept in vehicle itself.
o Master Sheet of data should be maintained by Branches
o Compiled Report of RTD/SD as per format should be shared to HO at the
end of month.
o Trip Settlement Entry in NAVISION should be done within 24Hrs of
completion of trip.

Annexure 2

Log Book Format

Sr. Date Start End Start End Total Customer Basis Signature
No. Odometer Odometer Reefer Reefer KM Name (Trip/Dedicated) (Branch
Reading Reading Reading Reading Supervisor)
 Annexure 1

Trip Hire Sheet (THS)

Sr. No.
Vehicle No.
Vertical
Trip sheet No.
Start date
Date of reporting
From
To
Driver name
Driver code
Advance at pickup
Kms run
Fuel spent (Rs.)
Load/ Empty
Distance in (Km/ odometer/ GPS)
Reefer engine
Toll (if any)
R&M expenses
RTO expenses
Police expenses
Loading/ Unloading charges
Entry expenses (if any)
Total expenses
Receivables/ Payables

9. Fueling: -

 General Information

o Fueling will be done only in 3-4 installments based on KMs for that trip.
o No calls from Driver to Initial Fuel Requisition will be entertained.
o Strictly Mileage policy should be adhered.
o The Requisitions should be made on daily basis.
o The Time Line for Fuel Requisition is 9AM – 7PM daily .

 Annexure 1
Fuel Requisition Format – Primary

Sr. No. Start Vehicle Status Model Diesel Diesel From To Total Total Remarks
Date No. No. Card No. Compan Kms Amount
y
  Annexure 2
Fuel Requisition Format – Secondary

Sr. Trip Vehicl Model Mileage Mileage Mileage Route Openin Openin Est. Est. Total Reefer
No Dat e No. No. (Loaded (Empty) (Reefer g KM g Reefer Loaded Empt KM Hour
. e ) ) Reading Reading Run y run Run

10. Cash advance voucher: -

z
z