Policies and Procedures -- Maintenance of Fleet Vehicles

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Maintenance of Fleet Vehicles

Procedure
Applies to The Atkins North America Holdings Corporation
Category: Environment, Health, and Safety
Effective: 1/2/2012
Last Update: 2/22/2012

Procedure

Detailed requirements and processes pertaining to the care and maintenance of Atkins Fleet Vehicles are
described in this Procedure.
Maintenance of Fleet Vehicles
For Assigned Vehicles, it is the drivers responsibility to ensure that all preventative maintenance is performed
on schedule and have the vehicle serviced in a timely manner when notified of a recall or preventive
maintenance. Group Managers are responsible for scheduling service and maintenance on pool vehicles.
Failure to perform the maintenance and repairs in accordance with fleet policy may result in loss of the vehicle
or, in the event of damage to the vehicle, payment for vehicle repair.
The following types of services are available through fleet service contracts:

Tires: new, retread, service

Maintenance and repair

Rental

Towing and roadside assistance

Vendor referral

Glass repair or replacement

All drivers of fleet vehicles must know how to handle unscheduled repairs. Instructions can be found in the
vehicle maintenance pamphlet (maintenance card).
Maintenance is authorized through a managed maintenance fleet service. Only in an emergency situation may
vehicle maintenance be secured with a personal credit card or cash.
Fleet vehicles must be serviced and maintained according to factory recommendations. Recommended
schedule of maintenance is located on the vehicle maintenance pamphlet. The following process will be used for
the maintenance and service of individual fleet vehicles:

Driver records any needed service or maintenance on monthly Vehicle Condition Report.
o For preventative maintenance (e.g., oil changes, fluid checks), fleet service agent notifies driver
via email. In the case of a pool vehicle, email is sent to Vehicle Coordinator.
Driver takes vehicle to one of the fleet service agent approved vendors for service.
o List of approved national vendors located on maintenance pamphlet.
Vendor contacts fleet service agent for approval of service before service is rendered.
o Fleet service agent has authority to approve or deny service or repairs under $500;
o For service or repairs over $500, fleet service agent must contact Groups Vehicle Coordinator
for further approval.
At the end of the month, the driver will turn in receipts for vehicle service and maintenance to the
Vehicle Coordinator along with their Vehicle Condition and Mileage Reports.

Only an authorized dealer shall perform any manufacturers warranty repair.

Vehicle Documentation and Reporting

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1. Mileage Reporting
Monthly mileage reporting is required for every fleet vehicle. Drivers are required to maintain a Vehicle Mileage
Report which records each leg of daily travel. Mileage reports must be submitted to and maintained by the group
Vehicle Coordinator. At the end of every month, the assigned driver responsible for the vehicle is to return a
completed Mileage Report. The mileage report indicates the beginning and ending odometer readings for the
vehicle, and project mileage separate from commuting mileage. A supervisor signature is required on all
Mileage Reports.
Employees using assigned fleet vehicles for company business must keep track of business miles on a daily
basis with a Mileage Report. The mileage log and report should contain the following information:

Date

Mileage

Starting location

Destination

Business purpose

Driver name and vehicle identification number

At the end of every month, the driver responsible for the vehicle is to return the completed Mileage Report to the
Vehicle Coordinator. The Mileage Report indicates the beginning and ending odometer readings for the vehicle.
A supervisor signature is required on all Mileage Reports.
2. Vehicle Condition Report
A Vehicle Condition Report must be created for every fleet vehicle on a monthly basis. Vehicle Condition
Reports record any service, maintenance, or missing safety items needed for the fleet vehicle. These reports
must be submitted to and maintained by the Vehicle Coordinator, who will communicate and forward information
regarding vehicle needs to Group Manager. It is the drivers responsibility, upon noting any needed
maintenance, to have the vehicle serviced in a timely manner.
Vehicle Condition Reportsand Mileage Reports must be kept up-to-date and maintained by the Vehicle Coordinator.

Failure to submit documentation in a timely manner may result in a loss of vehicle privileges. Fleet Coordinators
are responsible for ensuring these reports are properly recorded and filed. Vehicle reassignment may occur if
documentation is late or missing three times in a twelve-month period.
Vehicle Conditions Reports and Mileage Reports can be located on the Atkins eNet web site.
3. Receipts
All receipts that related to fleet vehicle costs will be submitted to the Vehicle Coordinator on a monthly basis for
review and filing (e.g., fuel, maintenance).
Vehicle management
1. Vehicle assignments
Group managers are mandated to monitor the assignment and use of vehicles by all employees on a quarterly
basis. Group managers must also keep records up-to-date upon notice of a change in vehicle or driver status.
All changes of assignments for vehicles must be submitted to the Fleet Manager via monthly vehicle costs
review or direct via email.
2. Pool Vehicles
Group Managers managing pool vehicles have added responsibilities because many drivers use the vehicles. It
is the responsibility of the Group Manager to ensure maintenance and manufacturer recall repairs are
expedited.

Pool vehicles are to be reserved and issued to drivers by their Vehicle Coordinator.
A record must be made of each pool vehicle trip with beginning and ending mileage noted.

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The Vehicle Coordinator ensures that the driver is authorized to travel and has obtained supervisor
permission.
A supervisor must always approve the use of a pool vehicle by an employee.

3. Plate Requirements
It is the responsibility of the driver to obtain and submit any required certifications or inspections in order for
vehicle registrations to be processed and renewed.
In the case of Pool, spare, or unassigned vehicles, the responsibility falls to the Group Manager and Vehicle
Coordinator.

Certification and inspection documentation must be sent direct to the vehicle leasing agent to complete
registration process.
Certifications and inspections must be obtained in a timely manner in order to avoid late processing fees and
registration violations.

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