Policy Statement

Scope 

The scope of this policy and procedure covers Balfour Beatty Infrastructure Inc. and its Divisions, Regions and Projects (defined as the “Company” throughout this policy).

The purpose of this policy is to describe the eligibility requirements for employees who drives on Company business. The effect will be to safeguard employees who drive Company vehicles, protect other drivers on the road, and ensure the Company is represented with safe and courteous drivers. Vehicle accidents are costly to the Company, but more importantly, they may result in injury to you or others. It is the driver’s responsibility to operate any vehicle being driven for Company business in a safe manner and to drive defensively to prevent injuries and property damage. As such, the Company endorses all applicable federal, state, and local motor vehicle regulations relating to driver responsibility. Employees affected by this driver eligibility policy include all employees who are provided a Company vehicle, may use a Company vehicle as part of their regular job responsibilities, or use their personal vehicles for Company business.

We are committed to providing and maintaining a safe working environment for our employees and protecting the citizens of the communities where we conduct business from injury and property loss. Your commitments to the policies outlined in this document are vital to the success of building a safe driving culture within our company.

Non Compliance

Employees who drive for work will be responsible and accountable for their own actions when driving for the purposes of work. Should the Company receive information that an employee may have breached this policy, an internal investigation will be carried out which may lead to disciplinary action being taken, including the possibility of termination of employment.

Policy Monitoring

This policy was last reviewed on 09/17/2024 by Management.

The Company reserves the right to amend policy requirements relating to employees who drive and vehicles which are being used for work purposes.

This policy will be formally reviewed and updated on at least an annual basis, or sooner if deemed appropriate, or by reasonable request.

This Policy does not apply to infrequent use of personal vehicles.

Motor Vehicle Record (MVR)

If your position requires driving a Company vehicle, rented vehicle or a personal vehicle for Company use, your motor vehicle record (MVR) will be reviewed prior to driving for the Company, annually or when deemed necessary by the Company. All Company drivers must complete the Under 10K Packet, which is provided by the Company prior to any driving on Company business” and meet the minimum driving criteria below:

• Hold a valid driver’s license in good standing with your current state of residence and issued from one state only. Good standing means without any restrictions as to usage of a motor vehicle. Any restriction outside of corrective lenses must be reviewed and approved.
• Minimum age of 18 with two years minimum driving experience.
• Be able to read and speak English sufficiently to converse with the public, to understand highway traffic signs and signals, to respond to official inquiries, and to make entries on reports and records.
• Be able to successfully complete a Defensive/Distracted Driving Course if prescribed by the Company.
• For all new and existing employees, motor vehicle records will be checked as a condition to drive for the Company.
• Motor vehicle records must meet and remain acceptable according to the MVR eligibility criteria below, which is provided by the Company prior to any driving on Company business.

MVR Eligibility Criteria

Driving Licence Checks

In all States, is illegal for a driver to drive without a valid license, it is also an offence for a person or Company to permit a driver to drive without a valid license. All employees who are engaged in work-related driving must:

• be holders of a full current driving license, valid in the in the United States, for the category of vehicle which they are driving (including automatic or manual).
• notify their supervisor or manager immediately if their license has expired, been suspended, revoked, or cancelled, or has had any limitation placed upon it.
• notify the Company immediately of any driving endorsements or traffic citations, including any that are accrued while driving a private vehicle, as this could affect any relevant insurance policies in place.
• notify their home state immediately of any changes to their name or address.
• allow their license to be checked on a regular basis.
• The Company will carry out checks of driving licenses for all employers who are required to drive on company business. Employees are required to provide details to facilitate the checking of their driving license in their state’s database.
• Note: Any employee operating a vehicle on company business on public roads shall carry on their person a valid US driver’s license with proper endorsements, if required. Employees shall display the license upon the request of any supervisor or law enforcement officer.

Fitness To Drive

A person’s fitness to drive can be affected by a medical condition, by temporary illness and by the environment in which they work, drive and live. Health impairments – including stress, sleep disturbance, migraine, flu, severe colds, hay fever – can lead to unsafe driving. Sometimes, the treatment for these conditions can also impair driving. Employees must ensure they are fit to drive before embarking on any work journey.

Eyesight

Employees driving for work are required to meet the minimum eyesight standards which involve being able to read an unfamiliar number plate from a distance of 65 feet (about 5 car lengths). Failure will result in the employee being stopped from driving on company business until they can demonstrate they meet the required minimum standard.

Medical Conditions

Employees should only drive when fit to do so. They should report to their manager any new condition, or a change in their health and wellbeing which may affect their ability to drive safely. Employees should make themselves familiar with Notifiable Conditions which must be reported to the Company. (Notifiable Conditions are anything that could affect your ability to drive safely)

Impairment

Driving under the influence of drink or drugs is against the law. It is extremely dangerous and can seriously impair judgement and reactions leading to an increased risk of incidents and vehicle collisions.

No employee should attempt to drive while impaired or consume alcohol or any unlawful drugs in the workplace during work time or during a period prior to work where they may still be under the influence of alcohol and drugs effects which may carry over to the working hours.

Employees should also be mindful that many prescription medicines can cause drowsiness and affect the ability drive. If you are prescribed any drugs or medication, you should make your doctor aware that your job entails driving and ensure that you are aware of any restrictions on driving that are advised when taking the drugs or medication. Read any notes accompanying such medicines carefully and advise your manager if you think you’re driving may be affected.

The driver of a vehicle found to be over the drink-drive limit, and/or driving while impaired by drugs, can receive a criminal record, an unlimited fine, imprisonment, and an automatic driving ban. Driving while impaired by drink or drugs will be treated as gross misconduct and dealt with through the normal disciplinary process which could include termination of employment.

Driving on Company business and/or driving a Company vehicle while under the influence of intoxicants and other drugs (which could impair driving ability) is forbidden and is sufficient cause for discipline action, up to and including termination of employment. If an employee receives a DUI or DWI while employed with the Company, even if such offense was on personal time or in a personal vehicle, the Company is within its rights to suspended Company driving privileges, suspend employment or terminate the employee if the Company believes this is in the best interest of the Company.

Any employee that has met driving eligibility requirements for the Company must report any arrest or violation for Driving Under the Influence of Alcohol and/or Drugs to their supervisor within 24 hours of the arrest. This includes any arrest whether it is a felony or misdemeanor. After a notification of such arrest, the supervisor will notify the Safety Administrator immediately of the violation.

Any employee with driving privileges for the Company that receives a DUI or DWI violation will lose their privileges to drive for the Company vehicle immediately. The Company may also choose to change the employee’s duties and responsibilities to those not involving the operation of any type of vehicle.

An employee’s failure to report a DUI or DWI arrest or violation (for a felony or misdemeanor) within the specified time may result in disciplinary action, including termination of employment.

Drug and Alcohol Use

The impairment of driving performance associated with drugs and alcohol is well documented and can be severe resulting in fatal consequences.  The use and abuse of banned substances (e.g. heroin, cocaine, amphetamines) and / or alcohol has a very serious, negative effect on the safe operation of vehicles. The use of some prescription or “over the counter” medication, including marijuana can have similar results.  Additionally, the use of some consumer products (also known as nutraceuticals) such as non-drowsiness medicines and energy drinks can impair driving performance.

No employee may operate any vehicle on company business while taking any medication that might impede the employee’s ability to operate such vehicle safely.

CDL drivers are subject to all the DOT and FMCSA regulations. (See DOT Safety Management Plan)

Please refer to the company workplace drug policy for further information.

Fatigue

It is estimated that 20% of road collisions are a result of driver fatigue. Lack of sleep, or poor sleep can impair performance to the same extent as being over the legal alcohol limit. Employees should only drive when fit and healthy to do so, which includes having had adequate sleep. Employees are expected to take adequate rest breaks during a journey – typically a 15-minute rest for every two hours of driving.

Wellbeing

All kinds of personal stresses can affect your ability to concentrate and drive safely. Financial worries, health issues, relationship problems and family situations such as a new baby can all understandably have a hugely distracting effect. If a personal situation is affecting your ability to concentrate while driving, please talk to your manager.

Driver Competence

In addition to holding a valid license, employees must also be deemed competent to drive and given the necessary skills to drive in a safe and secure manner considering the potential range of vehicle types they may drive and activities they may conduct. This is specifically important for activities involving use of commercial vehicles, towing and individuals who drive long distances on company business. The company may occasionally require drivers to undertake additional training or refresher training.

Driver Distraction

The Company operates a zero-tolerance approach to driver distraction. Distracted driving is doing another activity that takes the driver’s attention away from driving. Distracted driving can increase the chance of a motor vehicle crash. There are three main types of distraction:

• Visual: taking your eyes off the road
• Manual: taking your hands off the wheel
• Cognitive: taking your mind off driving

Examples of distracted driving are:

• Talking on the phone                           Talking with a passenger
• Texting while driving                           Personal grooming
• Eating                                                      Daydreaming
• Road rage                                                Watching your GPS

Sending a text message, talking on a cell phone, using a navigation system, and eating while driving are a few examples of distracted driving. Any of these distractions can endanger you, your passengers, and others on the road.

Eating or drinking while driving is not permitted. Drivers should take refreshments during normal rest breaks or while the vehicle is stationary with the engine switched off. Note: It is illegal to stop on the hard shoulder of a motorway to make or take a call.

Distraction can also be caused by other technology such as sat nav systems. Always programmed your sat nav while parked and never try to do this while driving.

The use of a handheld mobile device in any vehicle while driving is illegal, and employees face prosecution if caught doing so. Police can issue a traffic citation for using a handheld mobile device.  Please note that any such citation could affect your employment. No employee is required to take or make calls while driving. Switch your phone off or put it in silent mode and place it out of reach. If you need to make a call, even if only to advise of a travel delay, find a safe place to stop and switch off the engine first. Initiating or participating in conference calls of any kind, texting or emailing when driving is not permitted under any circumstances. Adjusting a sat nav or other such system should be done while stationary with the engine switched off.

Required Use of Seat Belts

It has been a legal requirement for drivers and passengers to wear seat belts in all States.

Seat belts are the best protection against injury or death in a crash. Wearing a seat belt reduces the chance of serious injury or death by 40% to 60%. People thrown from a vehicle are 4 times more likely to be killed than those who were wearing a seat belt and remain inside the vehicle. Seat belts should be worn by both drivers and passengers while traveling for work in any vehicle, whether company-operated or privately-owned. The driver of the vehicle is responsible for enforcing seat belt use by all occupants.

The driver and all authorized occupants are required to wear seat belts when the vehicle is in motion. The driver is responsible for ensuring passengers wear their seat belts. Children are not to be transported in company vehicles without prior written permission. If a child is transported, the driver must comply with the applicable local, state and federal child safety seat requirements.

Monitoring of Drivers

All drivers may be monitored for compliance by the following means:

• • Observation
  • Telematics data
  • Road tests
  • General public feedback
  • Ride-along’s by Safety, direct supervision and/or fleet management
  • In-vehicle training

Documentation of the qualification of each driver and training records will be maintained by the Safety Department. Examples of items to be kept in the driver’s qualification and/or personnel files include:

• Copy of MVRs
• Training records
• Copy of current driver’s license
• Annual Review of MVR

Driver Safety Rules

Drivers on Company business must follow all laws and rules related to driving, including, but not limited to the below:

1. No employee shall operate a Company vehicle or their personal vehicle while on Company business when his/her ability to do so safety has been impaired by illness, fatigue, injury, or prescription medication or while under the influence of alcohol or drugs.
2. Cell phone or texting is not allowed while operating any vehicle on Company business. Navigational services may be used solely utilizing the hands free/audio feature. The visual and audio use of navigational services is not allowed while driving a Company vehicle, rental car or personal vehicle while operating on Company’s business.
3. No firearms are allowed in Company vehicles, rental vehicles and personal vehicles while driving on Company’s business.
4. Smoking is prohibited in any company vehicle.
5. All Federal, State and Local laws must be obeyed.
6. All drivers and passengers operating or riding in a Company vehicle and personal vehicles while on company’s business must wear seat belts, even if air bags are available.
7. No unauthorized personnel are allowed to drive Company vehicles.
8. Employees are responsible for the security of Company vehicles assigned to them. The vehicle must be secured/locked at all times if the vehicle is left unattended.
9. Headlights should always be used for safety or used at least two hours before sunset and until two hours after sunrise, or during inclement weather or at any time when a distance of 500 feet ahead of the vehicle cannot be clearly seen.
10. Drivers are required to always maintain a safe following distance. Drivers should keep a four second interval between their vehicle and the vehicle immediately ahead. During slippery road conditions, the following distance should be increased to at least four seconds.
11. Drivers must yield the right of way at all traffic control signals and signs requiring them to do so. Drivers should also be prepared to yield for safety’s sake at any time.
12. Drivers must honor posted speed limits. In adverse driving conditions, reduce speed to a safe operating speed that is consistent with the conditions of the road, weather, lighting, and volume of traffic. Tires can hydroplane on wet pavement at speeds as low as 40 mph.
13. Radar Detectors are strictly prohibited in Company vehicles and personal vehicles while being driven on Company’s business. Drivers are to drive at the speed of traffic but never to exceed the posted speed limit.
14. Turn signals must be used to show where you are heading, while going into traffic and before every turn or lane change.
15. When passing or changing lanes, view the entire vehicle in your rear-view mirror before pulling back into that lane.
16. Be alert of other vehicles, pedestrians, and bicyclists when approaching intersections. Never speed through an intersection on a caution light. When the traffic light turns green, look both ways for oncoming traffic before proceeding.
17. When waiting to make left turns, keep your wheels facing straight ahead. If rear ended, you will not be pushed into the lane of oncoming traffic.
18. When stopping behind another vehicle, leave enough space so you can see the rear wheels of the car in front. This allows room to go around the vehicle if necessary and may prevent you from being pushed into the car in front of you if you are rear-ended.
19. Avoid backing where possible, but, when necessary, keep the distance traveled to a minimum and be particularly careful and use a spotter when available. When available, back-up camera and side mirrors must be used.
20. Check behind your vehicle before any backing.
21. When driving back always back to the driver’s side.
22. Do not back around corners or into an area of no visibility.

Procedure for Existing Employees

The Company will check the MVR of current employees driving on Company business annually or when deemed necessary and for those who use rental cars or personal vehicles for business travel purposes. Any covered employee without a valid driver’s license will not be allowed to operate a Company vehicle or drive for Company business. If driving is an essential job function, and the employee cannot be reasonably accommodated, employment may be terminated.

Deactivation of Driving Privileges

If an existing employee has a valid driver’s license but the employee’s driving record falls at or below the minimum eligibility criteria (defined above), the employee will be deactivated from driving for the Company.

Reinstatement of Driving Privileges

To have the ability to drive for the Company and their driving privilege reinstated, except for Driving While Under the Influence of Alcohol or Drugs, the employee must take a bonafide, Driver Safety Training Course or Distracted Driving Course (Cost paid for by employee if a third party is designated) designated or provided by the Company along with reading and signing an Acknowledgement Form.

For offenses other than DUI or DWI, an employee may be offered the opportunity to take a Driver Safety Training Course or Distracted Driving Course (One course within a 12-month period not to exceed two courses within five years) if at any time the employee falls below the Company’s Eligibility Criteria. Any employee receiving a second violation for Distracted Driving will not be allowed to take a Driver Safety Training Course and will not be allowed to drive for the Company. If a subsequent periodic MVR check reveals further violations, the Company will review the specific circumstances surrounding the individual and determine appropriate action.

Company Owned Vehicles

• In order to be issued a company vehicle, all drivers must read and sign the Driver Acknowledgement Form. See Appendix A.
• Company vehicles may be driven only while on company business. Individuals who are assigned company vehicles are permitted to use them to commute to and from their assigned work reporting location and/or to authorized locations to conduct company business, subject to IRS rules.
• 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.
• For safety and insurance reasons, under no circumstances are employees permitted to allow unauthorized passengers in any vehicle being used for work purposes. Employees are not permitted to pick up hitchhikers in a company vehicle, and employees using their own vehicles for work are not permitted to pick up hitchhikers while driving on company business. No unauthorized passengers are permitted at any time.
• The driver of the vehicle is responsible for the safety and conduct of everyone in their vehicle. If the carrying of passengers is permitted by management, the number of legally permitted passengers is not to be exceeded in that vehicle and seat belts must be used, unless medical exemption certificates apply.
• The carriage of dogs or any other animal in a vehicle being used for work purposes is not permitted.
• Assigned drivers and other authorized employees will not allow an unauthorized individual to operate a company vehicle. Disciplinary action, up to and including termination, may be taken against the assigned driver for violation of this policy.

Use of Company Vehicles for Personal Use

• Company vehicles are provided exclusively for business purposes. Only authorized company employees and authorized nonemployees (e.g., spouse/domestic partner) may drive company vehicles, provided that they meet the minimum driver eligibility criteria contained in this document. Children and other family members are not permitted to drive a company vehicle under any circumstances. Those employees authorized or required to take a vehicle home with them are limited to the most direct route between home and the business-related destination, with an allowance of 10 miles off-route to accommodate personal use during their normal commute. Any other non-business use is expressly forbidden.

• OR
  • Employees authorized by the company will be permitted to operate a company-owned passenger car, suv, van or pick-up truck. When provided, company vehicles are a benefit for those employees. Provided all applicable laws are followed, employees are permitted to drive vehicles for personal use as well as company business. Unless authorized, vehicles may not be modified to tow trailers or driven off normal road surfaces. When the vehicle is driven for personal use, only the employee or the employee’s spouse/domestic partner will be permitted to operate the vehicle. No one under the age of 18 will be permitted to operate the vehicle.  All drivers, including approved spouses/domestic partners, are subject to Motor Vehicle Record review and approval. The company reserves the right to deny driving privileges to any employee or spouse/domestic partner. When driven for personal use, all minor children in the vehicle must be restrained in accordance with state laws regarding car seats.  The company does not provide car seats.

Use of Personal Vehicles - Insurance Requirements

All employees should confer with their insurance agent to determine appropriate levels of insurance to adequately cover your risks. These requirements are not intended to be directives on what levels of insurance, auto or otherwise are adequate to protect you or your assets.

Employees who frequently conduct company business using personal vehicles are required to maintain liability insurance in an amount no less than their minimum resident state requirements. Employees who do not meet Acceptable Driver eligibility requirements as outlined in Section 3, may be required to carry higher auto liability bodily injury limits in a minimum amount of $100,000/$300,000.

All employees must declare regular business use of their personal vehicle to their agent/insurance carrier to confirm that effective coverage is in place. A business use endorsement must be added to your personal auto policy, if required by your insurance agent or insurer to provide coverage for your personal vehicle use while in course and scope of your employment. In rare instances, you may be directed by your agent or insurance carrier to obtain a commercial insurance policy. In such circumstances, all limits referenced within this section apply to commercial insurance policies.

Your personal/commercial auto insurance is required to be the primary insurance to cover you and Balfour Beatty Infrastructure, Inc. (and/or affiliated, subsidiary companies), while using your personal vehicle for business use.

Fines and Penalties

Any employee who is caught and prosecuted by the police for unsafe and dangerous behavior while driving a vehicle for work, will be responsible for any fines, administration charges and subsequent penalties imposed. Parking fines are the responsibility of the driver and not the Company. License endorsements may affect the insurance of the driver concerned and mean they are unable to continue driving on behalf of the Company.

Required Cooperation with Company Management and Law Enforcement Agencies

Drivers and permitted users as defined in this policy must cooperate with company officials and/or law enforcement agencies in matters such as violation of company policies, traffic stops and/or collision investigations.

Offeing Assistance

Drivers operating a vehicle on company business must not assist disabled motorists or collision victims beyond their level of expertise. For example, if a driver is unable to provide the proper medical care, assistance must be restricted to the notification of proper authorities.

Required Reporting of Collisions and Violations

Authorized drivers as defined in this policy must meet the following collision, license suspension and violation reporting criteria:

• Collision involving a company vehicle or while on company business must be reported to the company as soon as possible, but within 24 hours.
• License suspension or revocation of driving privileges must be reported to your supervisor upon notification of such suspension/revocation.
• Operating any vehicle on company business is prohibited until driving privileges are reinstated.

Procedure for Job Applicants Who Will Drive on Company Business Following Conditional Offer of Employment

The Company will check the MVR of all job applicants who will be driving for Company business when driving is required for the Company or when a rental car or personal vehicle is being used for Company business travel purposes. The applicant’s job offer is contingent on eligibility under the Company policy outlined above. No applicant will be offer employment until an MVR check has been performed and applicant meets eligibility criteria for driving. The MVR check will include a review of all states listed on the individual’s employment application and resume.

If the applicant does not have a valid driver’s license or has a driving record that falls at or below the criteria listed above, the applicant will not be hired for positions where driving is required.

However, an applicant may be offered the opportunity outlined in Section 9 to take a bonafide Driver Safety Training Course or Distracted Driving Course (Cost paid for by applicant) designated by the Company, along with reading and signing an Acknowledgement Form for convictions of violations that place the applicant as an unacceptable driver. This offer does not apply to any conviction of any Serious Violations.

Individual Responsibilities

Senior Managers, from the head of the organization down, will provide a safe working environment through the provision of well-maintained vehicles that are fit for purpose. They will lead by personal example when driving themselves and not tolerate poor driving practice among colleagues.

Managers should ensure work duties and practices are not planned that pressurize employees into driving in an unsafe or illegal manner and will challenge any unsafe attitudes and behaviors, encouraging each other to drive safely. They will co-operate with the monitoring, reporting and investigation procedures following a reported incident of non-compliance with this policy.

Office-based employees will inform their manager of any information or concern regarding the health, wellbeing and safety of an employee who is required to drive for work and maintain complete and full records for employees and vehicles being used for work journeys. Office-based employees must be aware of the company. policy on mobile phone use while driving and not put colleagues who may be driving at risk in this way.

Employees who drive for work should make themselves aware of and comply with all company policy and procedures relating to driving for work. They should raise concerns to their manager around anything that may affect their ability to drive safely and co-operate with any investigation procedures regarding reported incidents that may involve them.

Driver Training

Any current employee assigned or to be assigned a Company vehicle and who will be driving for the Company or is authorized to drive their personal vehicle on Company business is required to complete the Company Driver’s Training Program.

Procedure and Training

1. The Company Driver’s Training Program consists of instruction and training of employees on the characteristics of safe driving, the major causes of traffic accidents and the actions a driver takes to remain in control of his/her vehicle. The training program consists of two parts:

• Classroom Presentation (approximately one hour)
• Road test/commentary drive conducted by the Company or an approved Third-Party Driving

The training is intended to raise awareness and to instruct employees on safe driving techniques and crucial crash prevention techniques that include:

• Scanning the roadways and adapting to surroundings
• Employing the “four-second rule” for following other vehicles
• Knowing the stopping distance of your vehicle
• Reaction distance awareness
• Environmental hazards
• Vehicle emergencies
• Sharing the road with other drivers
• Passing vehicles and necessary clear distance
• Acknowledging right of way
• Adjusting speed
• Railroad crossing safety

The training is intended to be repeated every three years for authorized Company drivers.

1. EH&S personnel are responsible for reviewing and approving training courses that meet the requirements of this Policy. The training is to be administered by the Divisions / Regions EH&S personnel or other approved personnel or third-party entities.
2. Grace period for training of 30 days to be applied to the Company’s existing drivers and for new hires. Manager’s approval needed for extension of grace period. Not to exceed 30 days.

Attachments

• Acknowledgment Form
• Personal Use Policy
• Use of Personal Vehicles on Company Business Policy
• Driver’s Vehicle Inspection Report
• Driver Intervention Record
• Disciplinary Form
• Vehicle Accident Report
• Under 10k GVWR Driver Application
• Authorization Letter to Drive

Vehicle Roadworthiness

Drivers should conduct a walk around check of their vehicle to ensure there are no safety defects.

When checking tires, ensure they are the correct pressure, do not have any cuts, bulges or other damage such as nails or screws, and that they have sufficient tread depth. The legal minimum tread depth for cars, vans and pickup is 2/32”. Tires should be replaced BEFORE they are at the legal limit.

It is the responsibility of all drivers to ensure the vehicle they are operating is well-maintained and safe to operate. Drivers must ensure that applicable vehicle inspections, registrations and insurance certifications are current and valid and kept in the vehicle at all times.

Any defects and/or damage should be reported immediately. If safety-critical defects are found, then the vehicle must not be used until those faults or defects have been rectified. Non-safety-critical defects should be rectified at the earliest possible opportunity.

All company-owned vehicles will be maintained by qualified technicians, designated service providers or company maintenance staff.

Records to confirm that all vehicles are being maintained in accordance with manufacturer recommendations will be maintained and monitored by the Equipment Department.

Each day, prior to operating a vehicle for company business, drivers should perform an inspection confirming the vehicle is safe to operate. Inspection items should include, but not be limited to:

• Fluid levels and scheduled changes
• Oil or grease leaks around or under the vehicle
• Belts and hoses (cracks, swells, wear and tear)
• Suspension
• Tires (inflation and tread wear)
• Head lights, brake lights, turn indicators, hazard flashers, reflectors
• Mirrors (condition, cleanliness, adjustment)
• Wipers and washers, A/C, heater, defroster(s)
• Brakes
• Exhaust
• Steering
• Speedometer, fluid gauges, battery gauge
• Appropriate safety equipment (as applicable):
  • First aid kit
  • Flares, cones and/or reflective triangles
  • Spare fuses/bulbs
  • Seat belts
  • Fire extinguisher
  • Reflective safety vest
  • Cold weather emergency items
  • Flashlight

If defects are noted, drivers must take appropriate action to ensure the defects are corrected. If the vehicle cannot be safely operated, repairs MUST be completed before driving.

Safe Loads

Insecure loads pose a significant risk to other road users and incidents involving insecure loads can easily result in loss of life or life-changing injuries.  All police agencies have powers to issue fines to any driver in charge of a vehicle that is overloaded or if the load is insecure.

The load on a vehicle is not just restricted to goods being carried. The load is anything being carried on and, in the vehicle, including tools, equipment, machinery, load restraint equipment, fuel cans, raw materials, and baggage. All can be classified as being part of the load being carried and must be safely and securely fixed to and/or in the vehicle.

Employees required to drive for work purposes will attend and comply with any training provided around safe and secure loads. They will check and ensure that ‘their load’ is within load limits and securely fastened before commencing a journey, and then again during a journey when any part of the load has been moved or removed. They should report any incident or near miss to their manager, that involves the safety and security of their load.

Vehicle Cleanliness

It is the responsibility of the driver of the vehicle to maintain the vehicle being driven for work in a high standard of cleanliness both internally and externally. The dashboard must be kept free of loose items including  paperwork, food, litter and/or tools and equipment. The rear of the vehicle must be kept free of debris and maintained in a clean, organized, and presentable state.

Vehicle Security

When driving a company-supplied vehicle for work purposes, employees are held responsible for its keys and security. Vehicles keys should never be left unattended in public and, when at home, keys should be kept out of sight and out of reach. Keys should be kept away from the front door to prevent remote vehicle theft where possible. Vehicles must always be locked when not in use and any security device fitted to or supplied with the vehicle must be activated. Vehicles should be parked in a place that is well ite and where possible, the use of security patrolled car parks, or those covered by CCTV are preferred.

Engine Idling

The Company is committed to protecting air quality by reducing the environmental impact of their operations in relation to engine idling by employees in company vehicles or in private vehicles being used on company business. Vehicle exhaust emissions from idling vehicles contributes significantly to air pollution which impacts on health, economic growth, and quality of life.

The driver of any vehicle being used on company business will:

• turn the engine off when a vehicle is stationary for more than 1 minute and only restart when they are ready to drive away.
• not use the engine to pre-heat the vehicle unless necessary due to safety considerations or weather conditions.
• always turn off the engine when on a break, loading or unloading.

Engines may remain switched on to perform a pre use walk around check, for the safety of the vehicle occupants, or when unforeseen emergency circumstances arise.

Private Use Of Company Vehicles

Company cars may be used for private journeys. Commercial vehicles must not be used for private journeys. No company-supplied vehicle may be raced, rallied, or otherwise used in a non-business- related, off-road environment.

Towing

Employees being asked to tow a trailer or equipment should ensure that their driving licence allows them to do so legally.

Drivers should be competent at correctly hitching the trailer, checking the trailer before use including tyres, electrical and brake connections, ensuring loads are safe and secure, and manoeuvring/reversing the trailer. Drivers without this competence should seek additional training from their manager before towing on behalf of the organisation.

Employees towing a trailer or equipment should familiarise themselves with the relevant changes in speed limits and permitted motorway lanes while towing, along with the permitted weight limits for their vehicle/trailer combination. They should also remember to allow additional time for slowing down and manoeuvring their vehicle when towing.

Journey Planning

Where road journeys are required, driving during the higher-risk periods of 02:00-06:00 and 14:00-16:00 should be minimized or avoided altogether. Journey routes should be planned to use the highest quality roads, such as Interstates and State Roads where possible.

No employee should be required to drive continuously for more than 2 hours without at least a 15-minute break. Breaks and break locations should be planned in advance. Where employees are planned to travel a long distance to a work location at the beginning or end of the day, or if travel time risks making the working day unreasonably long, employees can discuss with their manager the requirement to arrange overnight accommodation to avoid driving tired.

Safe Driving

It is important that all drivers of vehicles are aware of the requirements and any updates to The Traffic Code, and that they are considerate to other road users and understand their responsibility for the safety of themselves and other road users.

Employees who drive for work are required to apply safe driving behaviors and techniques to help reduce their risk of collisions and incidents. When driving, they should remain a safe distance from the vehicle in front, stay alert and ready to anticipate changes to road and weather conditions.

On no account should employees driving for work become involved in incidents of road rage or intimidation of other road users.

Safe Speeds

One of the most significant risks drivers faces, and create, is driving at inappropriate speeds on work-related journeys. This includes both exceeding the speed limit and driving within the limit but still too fast for the road and weather conditions.

Drivers must notify their manger immediately of traffic citations and penalties associated with unsafe driving, including speeding, whether these resulted from at-work or personal driving.

No employee driving for work should never drive faster than road conditions safely allow and should always obey speed limits. Employees driving for work are expected to always drive safely, responsibly, and legally.

The Company’s speed limits are established to promote safety on the highways and to reduce the cost of fuel and maintenance for the Company. The Company believes that having an established speed limit not to exceed 70 mph on Interstates (or lower were posted lower) and the posted limit on all other roads for all Company vehicles and drivers promotes safe vehicle operation, reduced fuel consumption, and reduced maintenance costs.

Responsibility

All drivers must adhere to speed limits at all times.

In the case of varying posted speed limits lower than 70 mph, it is the driver’s responsibility to adhere to the lower posted speed limit.

Seatbelts

It has been a legal requirement for drivers and passengers to wear seat belts in all States.

Seat belts are the best protection against injury or death in a crash. Wearing a seat belt reduces the chance of serious injury or death by 40% to 60%. People thrown from a vehicle are 4 times more likely to be killed than those who were wearing a seat belt and remain inside the vehicle. Seat belts should be worn by both drivers and passengers while traveling for work in any vehicle, whether company-operated or privately-owned. The driver of the vehicle is responsible for enforcing seat belt use by all occupants.

The driver and all authorized occupants are required to wear seat belts when the vehicle is in motion. The driver is responsible for ensuring passengers wear their seat belts. Children are not to be transported in company vehicles without prior written permission. If a child is transported, the driver must comply with the applicable local, state and federal child safety seat requirements.

Driver Distraction

The Company operates a zero-tolerance approach to driver distraction. Distracted driving is doing another activity that takes the driver’s attention away from driving. Distracted driving can increase the chance of a motor vehicle crash. There are three main types of distraction:

• Visual:taking your eyes off the road
• Manual:taking your hands off the wheel
• Cognitive:taking your mind off driving

Examples of distracted driving are:

• Talking on the phone Talking  with a passenger
• Texting while driving                           Personal grooming
• Eating Daydreaming
• Road rage Watching your GPS

Sending a text message, talking on a cell phone, using a navigation system, and eating while driving are a few examples of distracted driving. Any of these distractions can endanger you, your passengers, and others on the road.

Eating or drinking while driving is not permitted. Drivers should take refreshments during normal rest breaks or while the vehicle is stationary with the engine switched off. Note: It is illegal to stop on the hard shoulder of a motorway to make or take a call.

Distraction can also be caused by other technology such as sat nav systems. Always programmed your sat nav while parked and never try to do this while driving.

The use of a handheld mobile device in any vehicle while driving is illegal and employees face prosecution if caught doing so. Police can issue a traffic citation for using a handheld mobile device.  Please note that any such citation could affect your employment. No employee is required to take or make calls while driving. Switch your phone off or put it in silent mode and place it out of reach. If you need to make a call, even if only to advise of a travel delay, find a safe place to stop and switch off the engine first. Initiating or participating in conference calls of any kind, texting or emailing when driving is not permitted under any circumstances. Adjusting a sat nav or other such system should be done while stationary with the engine switched off.

Driving in Adverse Weather

Weather can be unpredictable and can change quickly. When it does, the risk of a serious collision occurring substantially increases. Driving in adverse weather conditions can be extremely dangerous and can affect a drivers’ awareness and concentration as well as their ability to drive safely.

Before commencing any journey, employees who are required to drive for work should always consider the weather conditions and potential for changes and deterioration in weather. They should adjust their driving style to the weather and road conditions at the time. Fuel levels should be checked at the start of a journey to ensure there is sufficient to complete the journey, and employees should have access to a fully charged mobile electronic device to provide updates to their managers if they need to postpone journeys or change routes when the police and travel organisations advise against road travel due to weather conditions.

If poor weather is expected, the necessity for the journey should be considered. Employees who still need to drive should ensure they have appropriate clothing to stay warm and dry, plus food and water in case of travel delays.

Employees driving for work should also have with them an up-to-date list of breakdown and emergency contact numbers.

Passengers

For safety and insurance reasons, under no circumstances are employees permitted to allow unauthorized passengers in any vehicle being used for work purposes. Employees are not permitted to pick up hitchhikers in a company vehicle, and employees using their own vehicles for work are not permitted to pick up hitchhikers while driving on company business.

The driver of the vehicle is responsible for the safety and conduct of everyone in their vehicle. If the carrying of passengers is permitted by management, the number of legally permitted passengers is not to be exceeded in that vehicle and seat belts must be used, unless medical exemption certificates apply.

The carriage of children, dogs or any other animal in a vehicle being used for work purposes is not permitted.

Smoking

Under the Health Care Act, smoking is banned in the workplace, and any vehicles being used for work. Smoking by either driver or passengers is not permitted in any vehicle while traveling on official company business. This includes vehicles allocated to a single person. This policy includes the use of e-cigarettes and vapes.

Fines And Penalties

Any employee who is caught and prosecuted by the police for unsafe and dangerous behavior while driving a vehicle for work, will be responsible for any fines, administration charges and subsequent penalties imposed. Parking fines are the responsibility of the driver and not the Company. License endorsements may affect the insurance of the driver concerned and mean they are unable to continue driving on behalf of the Company.

Breakdowns, Punctures And Glass Repair

If your company-supplied vehicle breaks down, call your equipment personnel for instructions.

If your company-supplied vehicle suffers a puncture, call [mobile-tire-company]. If you are on an Interstate, you must not attempt to change the tire yourself.

If your company-supplied vehicle suffers a broken windshield or window, call equipment personnel.

Damage Or Theft While Parked

If your vehicle is damaged or stolen while unattended, call your supervisor/manager immediately for further instructions.

Collisions

Remember, after any accident or collision you should – Remain Calm, Secure the scene, Call it in and Collect information,

After any accident or collision, YOU MUST STOP. Failure to stop at the scene of an accident is a criminal offence. If you are involved in a collision that results in injury to a third party, you are required by law to contact the emergency services immediately by telephoning 911. If nobody has been injured and your vehicle is not causing an obstruction, you should still call the police at the non-emergency number for the area that you in to obtain a police report.

If it is possible to move your vehicle to a safe location at the side of the road you should do so and activate your four-way emergency flashers and switch off the engine. Move all uninjured passengers to the side of the road. If you are on an Interstate, ensure everyone remains behind the safety barrier. Do not attempt to move injured passengers unless they are in danger – wait instead for the paramedics to arrive. If a motorcyclist is involved, do not attempt to remove their crash helmet.

Do not admit any liability for the collision or enter into any discussion other than to exchange the details required to report the accident to your insurance company and your employer.

If possible, and without putting yourself in danger, take photos of the accident and any damage to the vehicles involved. You should also take photos of any road or landscape features that may have contributed to the collision.

You will need to complete a full report of the incident including a diagram of the vehicles showing how the accident occurred, why it occurred and what damage resulted.

Clear any debris to the side of the road so it doesn’t present any danger to other road users but DO NOT try to recover any debris if it is not safe to do so.

Incident Reporting

All work-related road incidents and near misses (including damage-only ones and ones involving privately owned vehicles when they are used for work) must be reported as soon as it is safe to do so. Prompt and accurate reporting and recording of work-related road incidents, and near misses help to keep employees safe and reduce the likelihood of similar incidents occurring again.

Incidents involving a company-supplied vehicle must be reported to your supervisor or manager immediately when possible or, when safe to do so.

An incident is an event that resulted in personal injury to an employee or another person, or resulted in property or vehicle damage, or a dangerous occurrence. This could include a motoring offence, a crash or collision involving a vehicle being driven for work, or a vehicle breakdown. A near miss is a dangerous occurrence that had the potential to result in personal injury to a co-worker or another person, or to result in property damage.

Please note that if you use your own car for work, the Company’s legal duty of care to ensure the safety of the driver, the vehicle and journey remain the same. Grey fleet drivers should make themselves aware of all the company policies relevant to driving for work and ensure they always comply with them.

Grey fleet drivers must ensure:

• They are fit to drive.
• They hold a valid driving license for the vehicle being driven and provide permission for the employer to check this license by running an MVR.
• The vehicle is appropriate for the journey and serviced in line with manufacturer recommendations.
• They hold appropriate and valid insurance cover for business use.
• They can produce documentary proof of the above, on request.
• The vehicle is regularly checked to ensure its roadworthiness and a walk around safety check is conducted prior to starting any driving for Company business.
• They will notify their manager if they are unable to use a vehicle which meets the minimum safety standards required.
• They will notify their manager of any Notice of Intended Prosecutions and collisions they are involved in while driving, especially while driving for work purposes.
• They co-operate with company rules and policies when using their own vehicle for work.

If there is anything in this policy document that you do not fully understand, or would like clarification on, please contact your line manager or the policy owner.

Attachments

• Acknowledgment Form
• Personal Use Policy
• Use of Personal Vehicles on Company Business Policy
• Driver’s Vehicle Inspection Report
• Driver Intervention Record
• Disciplinary Form
• Vehicle Accident Report
• Under 10k GVWR Driver Application
• Authorization Letter to Drive