Shared Services Center

Operations Manual
Fleet Management
Version 1, September 2020

Prepared by:
General Admin Services Department

Document History
 Shared Services Center/General Admin Services Department
Operations Manual
Revision History

Version
Effective Date Rationale Author/s Department
Number
Systems Development
1
Department

Reference Documents

Document Name Version Author

Distribution List

Name Position Department Action

Contributors

Name Position Department

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Approval Sheet
Document No. GPYYYY-00000
Key Policy Owner/s
Approval level Revision No. 0
Review Schedule Effective Date
Business Unit/s Supersede
Major Process Sub Process
Author/s

A. GUIDELINES APPROVAL SECTION (Highest Position Holder of the Policy

Owner)

Approved by/Date:

__________________________ __________________________
NAME NAME
Position Position

__________________________ __________________________
NAME NAME
Position Position

B. PROCEDURES APPROVAL SECTION (Department Head-Level)

Approved by/Date:

__________________________ __________________________
NAME NAME
Position Position

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Table of Contents
I. Cover Page 1
II. Document History 2
III. Approval Sheet 3
IV. Objectives 5
Fleet Management and Manual 6
Functions and Scopes of Services 7
Process Flow Chart 8
Chapter 1 Fleet Profile 9
Section 1 Job Description 10
Section 2 Organizational Chart 10
Chapter 2 Driver’s and Speed Management 11
Section 1 Driver’s Recruitment, Selection, and Assessment 11
Section 2 Driver’s Training and Orientation 12
Section 3 Driver’s Acknowledgment Form 12
Section 4 Driver Record and Evaluation Worksheet 12
Section 5 Driver’s Intervention Record 13
Section 6 Speed and Management Policy 13
Section 7 Driver’s History Profiling 16
Chapter 3
Chapter 4
Chapter 5 Health and Safety Management

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IV. Objectives
1. To create and establish a standardized and systematic operation in terms of fleet services that
shall involve both SSC and all SBU.
2. To establish procedures and policies that ensure that vehicles and motorized equipment are
selected, acquired, utilized, and maintained in a manner that provides the best possible
support to every operation through economical and environmentally responsible fleet
management.
3. Provides a framework on which to build a vehicle safety management system.
4. To adhere to the Company Code of Conduct in the event of violation of this Manual.

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Fleet Management
Operations and Manual

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Functions and Scopes of Services

Fleet Management provides services to Business Units and Shared Services which aims to maximize
efficiency, increase productivity and implement safety standard for an organization's vehicles and drivers
through vehicle leasing and financing, vehicle maintenance management, fuel management, accident
management, driver's and speed management, health and safety management and providing 100%
licensing and compliance with government legislation.

Fleet Management Services includes Vehicle Leasing and Financing, Vehicle Maintenance Management,
Fuel Management, Accident Management, Driver's and Speed Management, Health and Safety
Management and Licensing and Compliance.

At current setup, Fleet services involve Car-pooling which is usually used for daily employees’ business
transactions outside the company premises. With the use of Fleet Booking System, the reservation,
approval, cancellation, blocking and notification is properly managed and utilized.

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<Insert Text – “Name of Process” Flow Chart>

START

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

<Section # - Name of Section (Minor Process/Sub-topic)

END

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Chapter 1

FLEET PROFILE

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Section 1. JOB DESRCIPTION

Section 2. ORGANIZATIONAL CHART

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Chapter 2

DRIVERS AND SPEED

MANAGEMENT

Section 1. DRIVER’S RECRUITMENT, SELECTION, AND

ASSESSMENT

Section 2. DRIVER’S TRAINING AND ORIENTATION

Section 3. DRIVER’S ACKNOWLEDGMENT FORM

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3.1. Purpose

3.1.1. To ensure that usage of company vehicle is properly monitored and

maintained.

3.1.2. To set accountabilities of involved employee and/or driver.

3.2. General Provisions

3.2.1. In order to be issued a company vehicle, all drivers must read and sign the
Driver Acknowledgment Form. See Appendix A.

3.2.1.1. Company vehicles may be driven only while on company business

3.2.1.2. Vehicles operated for company business may only be driven by

individuals who are authorized by the company and meet the minimum
driver eligibility criteria contained in this document as determined by the
proper company officials.

3.2.1.3. Assigned drivers and other authorized employees will not allow an
unauthorized individual to operate a company vehicle.

Section 4. DRIVER’S RECORD EVALUATION WORKSHEET

4.1. Purpose

4.1.1. To ensure that all drivers will be evaluated accordingly based on details
gathered in the form.

4.1.2. To minimize future accidents involving driver/employee.

4.2. General Provisions

4.2.1. Each driver will be evaluated using the form shown in Appendix B.

4.2.2. Evaluations will occur prior to granting driving privileges, and at least one
month, depending on previous driving record.

Section 5. DRIVER’S INTERVENTION RECORD

5.1 Purpose

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5.1.1. To properly identify available interventions for drivers exhibiting “at risk
behaviors”. See Appendix C.

Section 6. SPEED MANAGEMENT POLICY

6.1. Purpose

6.1.1. To avoid untoward accidents on the road and allow all to follow the
guidelines mandated by Department of Transportation (DOTr).

6.2. Guidelines

6.2.1 Drivers are advised to maintain a distance of 2 or 3Vseconds of the car in

front.

6.2.1.1 The rule varies on the weight/mass of the vehicle given the same
speed. The higher the mass, the longer the time.

6.2.2. The distance is measured in time rather than meter (or other units of
measurement) as it can be difficult to judge distances while driving and what
counts as a safe distance varies depending on speed.

6.2.3. To judge the minimum safe distance according to the two or three second
rule, pick a stationary object on the other side of the road like a lamppost or
mailbox.

6.2.3.1. When the car in front of you passes the object, begin counting
until you reach the same object.

6.3. Speed Restrictions

6.3.1. Prescribed rate of speed per Section 35 of R.A 4136

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6.3.2. Prescribed rate of speed per Joint Memorandum Circular 2018-001 dated 17
January 2018 of DOTr, DPWH and DILG

6.3.3. Recommended design speed under DPWH design, guidelines, standards

and criteria, volume IV (2015 ED)

ROAD
CLASSIFICATION Maximum Allowable Speed Under RA 4136
UNDER RA 4136

Passenger cars,
Motor trucks, buses and
motorcycles and similar
similar vehicles
  vehicles

Open Road 80 KPH 50 KPH

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Through Street 40 KPH 30 KPH

Crowded Street 20 KPH 20 KPH

6.3.4. Prescribed rate of speed per section 35 of RA 4136 known as the Land
Transportation and Traffic Code.

PROVINCIAL ROADS

Maximum Allowable Speed

ROAD
CLASSIFICATION ROAD
UNDER DPWH CLASSIFICATION Passenger cars,
Motor trucks,
MEMORANDUM UNDER RA 4136 motorcycles
buses and
APRIL 14, 2014 and similar
similar vehicles
vehicles

Open Road 40 KPH 30 KPH

Provincial Roads Through Street 40 KPH 30 KPH

Crowded Street 20 KPH 20 KPH

MUNICIPAL, CITY AND BARANGAY ROADS

Maximum Allowable Speed

ROAD
CLASSIFICATION Passenger cars,
Motor trucks, buses
motorcycles and
and similar vehicles
similar vehicles

Municipal or City streets 30 KPH 30 KPH

Barangay Roads 20 KPH 20 KPH

Road Collector or
20 KPH 20 KPH
"Crowded Streets"

6.4. Exception to Speed Restriction

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6.4.1. Any driver bringing a wounded or sick person for emergency treatment to a
hospital, clinic, or any other similar place

6.4.2. A fire truck in response to a fire incident.

Section 7. DRIVER’S HISTORY PROFILING

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Chapter 5

HEALTH AND
SAFETY
MANAGEMENT

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Section 1: HEALTH AND SAFETY STATEMENT in DRIVING

This policy document was designed to establish minimum safety requirements for the operation
of vehicles used for company business. We are committed in providing and maintaining a safe
working environment for the employees and protecting the public where we conduct business free
from injury and property loss. Operating a vehicle for company business, whether a company
vehicle or owned, is a privilege and, as such, is governed by all policies and procedures. The
commitment to manual is vital to building a safe driving culture within our company and ensuring
one’s safety and safety of others.

Section 2: VEHICLE USE

2.1. Assigned drivers and other authorized employees shall not allow an unauthorized individual
to operate a company vehicle. Otherwise, a disciplinary action may be taken. Furthermore, if
unauthorized use results in an accident, the responsible employee shall be liable for the damages
and the same shall be dealt with in accordance with the Company Code of Conduct particularly,
Infraction against Company Property and other existing and applicable Company Policy.

2.2. Personal use of company vehicles is not allowed except otherwise authorized by the
company owners or any member of board of director.

“Personal Use” includes using vehicle for personal errands between business activities, to
commute between the workplace and home, or using the vehicle outside of business
hours.

All work safety rules shall continue to apply when a company vehicle is used for personal
purposes.

Section 3: Driver Safety Regulations

3.1. Safety belts. The driver and all occupants are required to wear safety belts when the vehicle
is in operation or while riding in a vehicle. The driver is responsible for ensuring passengers wear
their safety belts.

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3.2. Impaired driving. The driver must not operate a vehicle at any time when his ability to do is
impaired, affected, influenced by alcohol, illegal drugs, illness, fatigue or injury.

3.3. Traffic Laws. Drivers must abide by the vehicle regulations, laws and ordinances.

3.4. Vehicle Condition. Drivers are responsible for ensuring the vehicle is maintained in safe
driving condition. Drivers should check for obvious defects before leaving.

3.5. General Safety Rules. Drivers are not allowed to:

a. Pick-up hitchhikers.

b. Accept payment for carrying passengers or materials.

c. Assist disabled motorist or accident victims beyond their level of medical expertise.
Your safety and well-being are to protected at all times.

Section 3: PROHIBITED ACTIONS

2.1. The following actions are prohibited and may result in the immediate revocation of driving
privileges and shall be dealt with according to the existing and applicable provisions of the
Company Code of Conduct:

2.1.1 Driving while distracted: including, but not limited to, use of an electronic or any other
actions such as eating, drinking, grooming, etc.

2.1.2. Driving while impaired: The driver must not operate a vehicle at any time when his/her
ability to do so is impaired, affected, influenced by alcohol, cannabis (or any derivatives), any
drugs prohibited by company policy (illicit, prescribed or over-the-counter), illness, fatigue or
injury.

2.1.3. Reckless driving, racing, retaliatory driving, or other actions that may needlessly endanger
the driving public.

2.1.4. Aggressive driving which includes, but is not limited to, speeding, tailgating, failure to
signal a lane change, running red lights and stop signs, weaving in traffic, yelling, making
obscene gestures and excessive use of the horn

2.1.5. Failure to follow and abide by federal, state, and local traffic laws and regulations.

2.1.6. Failure to report to your supervisor any injury or incident involving a company vehicle or
any non-owned vehicle operated on the company’s behalf.

2.1.7. Theft, damage to, or destruction of company property or the property of a co-worker or
customer.

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2.1.8. Unauthorized passengers: Drivers of company vehicles must not pick up or transport
unauthorized passengers. Unauthorized passengers include those individuals who are not
company employees, not affiliated with the company or not contracted to conduct specific
company business.

2.1.9. Payment for carrying passengers or materials: Drivers of company vehicles must not
request or accept payment for carrying passengers or materials. Neither may any company
vehicle be used for any enterprise outside the company. For example, company vehicles may not
be used for ride-sharing or food/package delivery.

2.1.10. GPS Tracking: Drivers operating vehicles on company business may use any GPS
Tracking or similar device.

2.1.11. Towing: Unless authorized, drivers of company vehicles must not tow, push or pull
another vehicle or trailer that is not company owned or authorized.

2.1.12. Employees/drivers are not permitted to use any electronic devices, either handheld or –
free, while they are operating a vehicle, including but not limited to, mobile phones, iPods, iPads,
GPS units and other devices, irrespective of whether the device is company issued or personal.

2.1.13 Even where hands-free devices are legal and available, employees/driver are not permitted
to answer calls while driving. Incoming calls must be directed to voicemail.

2.1.14. Employees/drivers are not permitted to read or respond to text messages emails, or any
other electronic messaging while driving.

2.1.15. If an employee needs to make an emergency call, the employee/driver must park the
vehicle in a safe location before making the call.

2.1.16. Use / intake of alcohol or drugs of company drivers is strictly prohibited.

Section 4. Accident / Reporting Procedures

4.1. LCC considers elimination of motor vehicle accident. However, in case of accident, it must
be reported to the management, Fleet Department, Immediate Head and HRBP or the Client
Service Department.
4.2. Motor vehicle accident recordkeeping procedures shall consist of the following components:
a. Documentation of causes and corrective action
b. Management Review to expedite corrective action.
c. Analysis of accidents to determine trends, recurring problems and the need for further
control measures.
4.3. For driver who has violated this Manual shall be dealt with, after observance of due process, in
accordance with the Company Code of Conduct particularly, Infraction against Company Property and
other existing and applicable Company Policy.

APPENDICES

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Appendix A: DRIVER ACKNOWLEDGMENT FORM

DRIVER ACKNOWLEDGMENT FORM

1. The Company has provided me with a copy of the policies defining use of company vehicles. A
company official has reviewed these policies with me, and I understand and agree to comply with
them.
2. I agree to abide by all maintenance requirements outlined in this policy.
3. I have received a copy of the Accident Reporting instructions and have been trained on its use in the
event of an accident. I agree to comply with its instructions and understand that it is my
responsibility to inform my direct supervisor as soon as possible following any accident or incident. I
further understand that it is my responsibility to notify proper law enforcement agencies as soon as
possible and to prepare a written report describing the accident events
4. I agree not to operate any vehicle while under the influence of drugs or alcohol. I fully understand
that, should I be found operating a company vehicle while under the influence of drugs or alcohol, it
shall constitute grounds for immediate revocation of driving privileges.
5. I agree to drive only when I am alert and in full control of my assigned vehicle. If I am not, I will not
drive or pull over until such time as I am fully in control.
6. I agree to abide by all federal, state, and local laws and ordinances regarding the operation and
storage of the company-assigned vehicle. In addition, I understand that it is my responsibility, as a
holder of a driver's license, to remain informed of and to fully comply with current and future laws
and ordinances governing the operation and storage of motor vehicles.
7. I understand that I must report to the company any suspension, revocation, or cancellation of a
driver’s license prior to the operation of a company vehicle or any vehicle on company business.
8. I agree to allow the company to request copies of my Motor Vehicle Report as often as the company
sees fit.
9. I understand that my use of any company vehicle or privilege to drive on company business may be
revoked or restricted in accordance with the provisions outlined in company policies, which I have
read and reviewed.
10. Should the revocation or suspension of these privileges affect the performance of my assigned job
responsibilities, I understand that this may constitute grounds for suspension without pay or
dismissal my position.
11. I understand and agree that using handheld devices are dangerous and distracting and I agree not to
operate a company vehicle or my personal vehicle, on company business while doing so.

CERTIFICATION:

I have read the above and agree to abide by this policy statement.

Employee: Date:

Supervisor: Date:

Appendix B: VEHICLE RECORD EVALUATION WORKSHEET

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DRIVER RECORD EVALUATION WORKSHEET
Driver Name
Point
Violation or Conviction
Violations within previous 5 ( Serious)
Driving while intoxicated (DWI)
Driver under the influenced (DUI)
Refuse drug/alcohol test
Homicide or assault with a vehicle
Leaving the scene of a crash (hit and run)
Eluding a police officer
Any vehicle related felony
Drag racing
Reckless Driving
Speeding 25mph or greater over the limit
License suspension due to moving violations
Driving while license suspended
Other serious violations
Major violations within previous 3 years
Speeding 15 mph to 25 mph over the limit
Improper lane change
Failure to yield
Running red light
Careless driving
Texting while driving
Other major violation
Minor violations within previous 3 years
Speeding <15 mph over the limit
Failure to stop at a stop sign
Improper passing
Improper backing
Distracted driving (other than texting)
Failure to pay toll
Other minor violation
Vehicle collisions within previous 3 years
Vehicle collisions
Total Violation points
Date of Reviewer Name
Review
# of Total
Notes
s Violations Points
4   0  
4 0
4   0  
4   0  
4   0  
4   0  
4   0  
4   0  
4   0  
4   0  
4   0  
4   0  
4   0  
2   0  
2   0  
2   0  
2   0  
2   0  
2   0  
2   0  
1   0  
1   0  
1   0  
1   0  
1   0  
1   0  
1   0  
3   0  
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4 points or more - High risk 2-3 points - Medium risk 0-1 points - Low risk

Appendix C: DRIVER INTERVENTION RECORD

DRIVER INTERVENTION RECORD

Indicate the intervention type

Verabal
Written/training
Revocation of driving privilages
Intervention and action plan
Part One: Employee
Employee's action plan to resolve the noted safety issue . Specifically, the plan must be filled out by
you and state what you intended to, to prevent future occurences

Part Two: Supervisor

Supervisor's action plan to resolve the noted safety issue. Specifically, the plan must be filled out by the
manager and state what the manager intends to provide for the employee. (e.g. training, information, etc.)

Certification
Employee: Date:
Supervisor: Date:

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