Trinity Operating Procedures - TOPs

TOP-VHCLE: Business Use of Vehicles

Rev: 12/06/2017

Scope: This policy applies to anyone driving a motor vehicle owned or operated by Trinity Forge, Inc., anyone driving a vehicle rented on behalf of Trinity Forge, or anyone driving their own vehicle for Trinity Forge's business purposes. This policy does not address use of material handling vehicles in and around the plant (see TOP-GUIDE).

Procedure:

I. Authorization to operate a vehicle on behalf of Trinity Forge:

1. Only employees or contracted drivers may drive on behalf of the Company, and then only as assigned by management.
2. A driver must be carrying a valid license suitable for the vehicle/load being driven.
3. A driver must secure written approval by the HR Manager verifying acceptance of this policy by the driver, a license check, acceptance of the driver by the Company's insurance carrier and, optionally, a driving background check.
4. Any driver whose driver's license or privileges are suspended or revoked must immediately cease driving on behalf of the Company and notify both their manager and the HR Manager.
5. The HRManager or other manager may revoke a driver's authorization to operate a Company vehicle at any time for any reason.

II.   While operating a vehicle on behalf of Trinity Forge:

1. Always carry a valid driver's license and a valid insurance card.
2. Do not violate any traffic law.
3. Do not drive under the influence of alcohol or drugs.
4. Do not move the vehicle while the driver or any passenger is not wearing a seat belt.
5. Do not use electronic devices for any distraction such as texting.
6. Do not use the vehicle for any purpose not designated by management.
7. Do not carry any passenger not authorized by management.
8. Do not act in a manner that reflects poorly on the Company.
   

III. When entrusted with a Company vehicle:

1. Do not allow smoking in the vehicle.
2. Do not act in any manner or operate the vehicle in any manner that would reflect poorly on the Company.
3. Do not park the vehicle in any location that would reflect poorly on the Company.
4. Any liability or damage unrelated to Company business is the driver's personal responsibility.

IV.  When driving a personal vehicle on Company business:

1. Expense reimbursement will be in accordance with the current standard mileage rates published by the IRS.
2. Business use of a personal vehicle must be pre-approved in writing by the HR Manager.
3. When using a personal vehicle for Company business, the driver must carry an insurance card verifying that the vehicle is covered by at least the minimum liability coverage required by law.
4. The driver is responsible for any accidents, claims, demands, suits, damages, etc. occurring or arising out of the business related use of their personal vehicle.
5. A driver who uses their personal vehicle for Company business then loses the required insurance or the legal authorization to operate the vehicle, must immediately discontinue any business use of their vehicle and notify both their manager and the HR Manager.

V.  When renting a vehicle for Company business:

1. If renting in the United States, carry the insurance card provided by the Company's insurance carrier.  If renting outside the United States, take all insurance coverage provided by the rental agency.
2. Inspect the vehicle carefully prior to accepting it, registering any damage with the rental agency.
3. Any liability or damage unrelated to Company business is the driver's personal responsibility.

VI. Violation of this policy:

1. Violation may result in losing the privilege of driving on Company business as well as further disciplinary action up to and including termination of employment.

Revision history: