THE DRIVER’S HANDBOOK

This handbook has been designed to provide you with information you may require whilst driving either a Company provided vehicle or driving on company business.

The handbook provides a synopsis of procedures relevant to your driving task. Please familiarise yourself with the content and refer to the full procedure where applicable.

If you would like to comment on any aspect of our service, such as suggestions for improvements, please contact the Fleet Manager on:

Phone:                                     E-mail:

Please ensure that this information booklet remains in the vehicle for others to use.

Regards,

Fleet Management

All drivers of this vehicle are required to read this induction handbook and confirm they have done so by signing their name before they drive the vehicle.  

*Additional drivers are those non-employees who are authorised to drive company provided vehicles i.e. Partners and children over the age of 18.

Where an employee owned vehicle is used only the authorised vehicle and employee is to undertake any activities associated with company business.

TRAFFIC VIOLATIONS

The cost of traffic violations, or any other resulting fines, are the driver’s responsibility and must be paid immediately by the driver.

The company may revoke the use of a company car and/or seek full reimbursement from the employee for any unpaid traffic violations while the employee is entrusted with the care, custody and control of the company vehicle.

DRIVER SAFETY CONTRACT

It is required that all drivers on company business and those driving company supplied vehicles, including Novated vehicles, are knowledgeable of and abide by the company’s Driver Safety Contract.

Only employees authorised by the company shall drive specialist tool of trade vehicles (vehicles other than passenger and light commercial vehicles). Such vehicles shall not be used for private purposes under any circumstances unless specifically authorised in writing by the company.

Employees’ partners, where authorised, may use the company supplied vehicle for private use when and where it is not required for company business.

Unless otherwise authorised the company vehicle may NOT be driven by relatives of employees, business associates, other employees of the company or friends and acquaintances of the employee. However, such persons may be carried as passengers.

Unless otherwise authorised in writing the company strictly prohibits the transport of a hitchhiker or stranger, the use or attachment of towing bars or pushing of a car, trailer or any other device or use of the company vehicle for other than basic transportation or the use of a company vehicle for the conduct of any business venture other than the company authorised business.

SUSPENSION OF DRIVING PRIVILEGES

The company reserves the right to cancel an employee’s eligibility to drive on company business if the employee, in the opinion of the company, has a record of repetitive incidents, violations or extensive abuse of vehicles.

In such an event where the employee has been assigned a company vehicle they shall immediately relinquish possession of the vehicle.

Where an ineligibility of the employee to drive prevents them from performing an integral part of their job function then employment may be terminated.

BREAKDOWNS (ROADSIDE ASSISTANCE)

Should the vehicle break down and be in a position where it is a safety hazard, it should be moved if it is safe to do so. If the vehicle represents a hazard and it cannot be moved, the driver must inform the authorities (Police, etc.) as soon as possible and, without putting themselves at risk, warn other road users by putting out the warning triangle supplied with the vehicle and activating the hazard lights.

RENTAL AND REPLACEMENT VEHICLES

Employees are not to use, or arrange, a substitute vehicle unless authorised by the company. Written authority must be obtained prior to renting a vehicle.

In order to protect the employee as well as the company, substitute vehicles will only be of the same or a superior specification and carry appropriate insurance cover. If there is uncertainty as to what level that should be, the employee must immediately contact the company.

On renting a vehicle you must ensure that the rental vehicle is not subject to any contractual restrictions that may not fit the purpose for which it will be used. Violations of the restrictions in the contract may invalidate the insurance coverage afforded by the contract.

The correct level of insurance must be taken out and all insurance waiver options and excess reductions must be taken.

No person may drive the rental vehicle unless they are a signatory or co-signatory of the rental agreement. The use of rented vehicles is limited to business driving and routine personal driving by the employee only. No personal trips, including vacations, may be made with rented vehicles without the express authorisation of the company.

The vehicle must be visually checked the over and any dents, scratches, etc. on the vehicle brought to the attention of the representative of the rental company to avoid disputes when the vehicle is returned. The distance reading on the odometer must be recorded on the rental agreement and should be verified when the vehicle is returned.

A copy of the rental agreement must be provided to the supervising manager on completion of the hire.

ALCOHOL AND DRUG USE

While there is a legal alcohol consumption limit (BAC) for fully licensed drivers, studies have found that consuming moderate amounts of alcohol still impacts on the skills necessary for driving. It is therefore important that when employees are driving company vehicles, driving on company business or when approved families members are in charge of a company vehicle alcohol should not be consumed.

Furthermore, the consumption of alcohol in conjunction with other drugs is known to increase the risk of an incident occurring. The taking of illicit or illegal drugs is strictly prohibited and will result in termination of employment.

When taking prescribed or over the counter medicines authorised drivers must seek the view of their doctor or pharmacist and not drive, or undertake other duties, while taking a course of medicine that might impair their mental or physical performance.

FATIGUE

Driving when fatigued is dangerous. Realistic schedules should be planned, giving sufficient consideration to adverse weather conditions and drivers should stop for appropriate rest breaks (every two hours, even if not feeling tired) and avoid driving during normal sleeping hours.

When feeling drowsy drivers should immediately pull over and take a rest break. Under no circumstances should you continue to drive when feeling drowsy or fatigued.

In general, driving should be avoided if it has been more than 16 hours since the previous night of sleep. For instance driving back from the airport after an interstate day trip may put the employee at risk, so alternatives, such as a taxi, should be considered.

USE OF MOBILE PHONES WHEN DRIVING

The use of handheld mobile phones when driving is illegal and in no circumstances should this be done.

Employees who incur an infringement for this behaviour will face disciplinary action by the company that could result in the loss of the company supplied vehicle and/or termination of employment.

Hands free use of mobile phones when driving also causes driver distraction, therefore no mobile phone activity should be undertaken, either in voice or text mode, whilst driving.

DRIVER DISTRACTION

Driver distraction is attributed to more than mobile phone use; changing radio channels or music discs can be just as dangerous. Any action that takes the driver’s eyes or concentration off the road has the potential to cause an incident. Such actions by the driver should be avoided at all times when the vehicle is in motion.

MANUFACTURERS’ RECOMMENDED MAINTENANCE SCHEDULES.

Where maintenance is performed as part of a leasing arrangement or through a separate contract with a dealer or independent garage the driver is responsible for ensuring that their assigned vehicle is available for maintenance at the designated date/kilometre points.

Drivers should not allow the scheduled service date to pass without contacting their supervisor.

DAILY CHECKS

Before starting a journey drivers are required to check standard fluid levels (refer to the manufacturer’s owner’s manual for fluid reservoir locations).

Drivers must also complete a visual inspection of the tires for obvious under-inflation, including the spare. Apart from being a hindrance on fuel consumption, excessive tire wear will lead to extra expense and possibly to a serious incident

WEEKLY CHECKS

Drivers should perform a quick check for service requirement against time and/or distance travelled and performs a conscious check of brake performance to ensure that the brake pedal does not have excessive travel or feel spongy.

The ‘10-Minute Walk-Around Inspection’ must be recorded by the driver and signed by the direct supervisor.

Drivers should be fully aware of the height of their vehicle, both laden and empty.

INCIDENTS

An incident is where a vehicle which is owned or supplied by the company, or where driving is occurring on behalf of the company, is involved (whether in motion, temporarily stopped, parked or being loaded or unloaded) which results in personal injury and/or property damage, regardless of who was hurt, what property was damaged or who was responsible.

Drivers must call the company’s’ Fleet Administration as soon as possible after the occurrence of any incident resulting in bodily injury or death. An incident report form should be forwarded to the company within eight (8) hours of such an occurrence and within twenty four (24) hours of occurrence of any other incident.

Employees must forward to the company within twenty-four (24) hours any summons and/or litigation documents received.

A fleet safety committee will review all company vehicle incidents. Its task is to determine if the incident was preventable and appropriate corrective action taken from a safety standpoint.

The system applies to all employees whose regular or principal duties involve driving a company owned vehicle or who lease, rent, or use their own vehicles on company business regardless of how infrequent that use might be; no one is exempt.

Should an incident be considered preventable then the drivers MVR (Motor Vehicle Record) will be revised to include the finding of the fleet safety committee and the points awarded in line with the severity of the incident.

Where required by the company, a Remedial Training Program will be undertaken by the driver.

What to do in the Event of an Incident

In the event of an incident the first action is to ensure that the area/environment is safe. Check to see whether any vehicle involved is carrying hazardous materials.

You should, without putting yourself in danger, report the size and markings on the vehicle, specifically the colour of the placards and the identification number, if possible. Ensure there is sufficient distance between yourself and any spilt HM before using a mobile phone.

If you or any other party are injured then you must do what is possible to assist. The best way to do this is to notify an ambulance, police, fire department and if necessary local/State emergency response organisations.

You must do your best to make sure the scene is safe and protect any casualties from further injury by:

• Not moving anyone who is injured unless absolutely necessary – wait for professional help;
• Staying at the scene and giving all help possible;
• Using people or vehicle hazard lights to warn other drivers;
• Turning off all ignition switches;
• Lighting up the scene with headlights on low beam;
• Not smoking (in the case of an undetectable petrol spill);
• Only leave the scene if it is dangerous to stay;
• Do not admit liability – even a simple “I am sorry” can be used as an admission of liability.

If no one is injured then exchange the following details (preferably from their licence) with all drivers concerned in the incident:

• Driver’s full name;
• Driver’s address;
• Driver’s licence and expiry date;
• Name and address of the owner of the vehicle if not owned by the driver;
• Full description of the vehicle including the year, make, model, colour and registration number;
• Obtain the name and address of any witnesses.

Report the incident to the Police where:

• Personal injuries are involved;
• Property has been damage;
• In your estimate the repair costs are likely to exceed $2,500.

Report the incident immediately by phone to your direct Supervisor and/or the company.

Where the vehicle cannot be driven from the scene of the incident please arrange for the vehicle to be towed to the nearest convenient location.

CHAIN OF RESPONSIBILITY

Chain of responsibility is relatively new in transport law and is especially relevant to heavy vehicles. Its underpinning principle is that people will be held responsible for any actions that impact on the safety of a transport task or activity.

Whether you are the issuers or the receiver, any instruction which demands, sanctions or allows actions such as overloading, improper fixing, setting of unreasonable work and time schedules, or improper use of the vehicle and leads to an unsafe outcome can result in you and/or the company being subject to legal action.

As the vehicle driver it is your responsibility not to accept or take part in any unsafe practice. You should not drive the vehicle if you feel that safety is being compromised; if you do have reason to believe that safety is being compromised, you must immediately contact your direct supervisor.

SMOKE FREE ENVIRONMENT

A company supplied vehicle is considered as a workplace for OH&S purposes and as such is subject to health and safety legislation.

All workplaces are required to be smoke-free environments and as a consequence smoking is not permitted in company supplied vehicles regardless of the number of occupants or whether the occupants agree to smoke.

FUEL CARD USE

Fuel cards are issued to a vehicle and not the driver and are unique to each vehicle. They cannot be used for any other vehicle.

Where the vehicle is LPG enabled then an additional fuel card may be required. When selecting the fuel source it is company policy that the use of LPG be given preference over petrol.

After refuelling the driver must provide the vehicle odometer reading to the service station attendant and sign the receipt to authorise the purchase.

Fuel card purchases will be restricted to approved product purchases. Abuse of fuel cards can result in the termination of employment.

FIRE EXTINGUISHERS

Some vehicles may be fitted with Fire Extinguishers Ensure these kits are replenished by advising your immediate supervisor of the required replacement items.

SAFE DRIVING TIPS

Driving skills are developed over time and it is easy to establish bad practices. Once learned these become automatic; that is, we are not usually aware that we are doing them.

There are a number of ways to correct such habits and take charge of your driving environment. The following are a number of good practices that you should adopt.

SEAT BELTS:

Employees must comply with laws requiring the use of seat belts and child restraints and the company requires employee and passengers to use seat belts and child restraints at all times while the vehicle is in operation.

ROAD RAGE:

Avoid incidents by acknowledging errors and not making eye contact with antagonists.

UNRESTRAINED OBJECTS:

Ensure there are no unrestrained items in the vehicle, especially on the rear seat or rear window shelf. In emergency stopping, objects can become missiles and cause serious injury.

SAFE FOLLOWING DISTANCE:

A safe following distance can best be judged using the 2 second rule. Find a stationary object and when the vehicle in front of you passes it count off one thousand and one, one thousand and two.

At this point if you are at an adequate following distance your vehicle should now be passing the stationary object. If did not reach one thousand and two before you passed the object then you are too close and need to increase the distance between you and the vehicle in front. In wet conditions you need to double your following distance.

SCANNING:

Scanning is the movement of the head and eyes to take in the big picture of what is around you. A good driver continually scans the road ahead and behind for any potential hazards from other vehicles or pedestrians.

ANTICIPATION

Anticipate the actions of others before they occur. For example, a vehicle approaching you is indicating a right hand turn across your path. Has the driver seen you or not?

MIRRORS

Always check your mirrors before beginning a journey to ensure that they provide the maximum visibility. Mirrors should be checked every few seconds to evaluate the flow of traffic around you.

SPEED

Employees should not exceed the posted speed limit. In hazardous conditions, such as slippery roads or restricted width, speed should be reduced to match the prevailing conditions.

ROAD POSITION

Always position your vehicle on the carriageway allowing yourself a buffer (safety zone) between vehicles.

DRIVING FOR A BETTER ENVIRONMENT

Detailed below are driving tips that can assist each of us in contributing to a healthier environment.

DRIVE SMOOTHLY

Try to avoid harsh acceleration and heavy braking wherever possible. Pulling away too fast can use 60% more fuel than a normal take-off.

STARTING FROM COLD

Commence your journey as soon as possible. Avoid long periods of idling to heat the engine as this wastes fuel and promotes rapid engine wear.

SHOT JOURNEY’S

Avoid short journeys whenever possible, especially if the engine is cold. Until the engine has warmed up, fuel consumption can be nearly 100% greater than in normal motoring. It also produces much more pollution; especially if the catalytic converter has not warmed up.

DRIVER SAFETY CONTRACT

By accepting a position with the company you agree to be a safe and responsible driver.

The safety and well-being of our employees is important to us and the company prides itself on providing a safe working environment. We are committed to reducing the human trauma and economic cost associated with vehicle accidents.

Adhering to the safety guidelines can reduce the risk of accidents and injuries to yourself and others. Every employee and approved driver must read and sign the Driver Safety Contract signifying acceptance and agreement to comply with the following safety guidelines.

When driving a company provided vehicle I will ensure that:

• I and all occupants of my vehicle wear our seat belts 100% of the time;
• I obey all traffic laws and regulations;
• I drive my vehicle safely and defensively at all times;
• Ensure that my vehicle is properly maintained and safely operated;
• Only listed drivers will drive my company vehicle, except for emergencies;
• Accidents and losses will be reported immediately;
• No one other than company employees operate or drive any company provided/authorised vehicle while on company business.

When driving on company business in my privately owned, rented, leased or Novated Lease vehicle I will ensure that:

• The vehicle is fit for the purpose for which it is being used (if there is any doubt contact the company before you begin the journey).
• The vehicle has adequate insurance coverage (should there be any doubt contact the company before you begin the journey).

• The vehicle is properly maintained and safely operated.

In all instances you must immediately notify the company of any licence suspension, award of demerit points or pending action against yourself and/or your partner/dependents by the police and/or any other authorities.

Failure to comply with any of the above could automatically trigger the suspension of driving privileges and may result in termination of your employment.

I have read and understand the Driver Induction Handbook.

Signature:    ______________________________________

Print Name: ______________________________________

Date:            ______________________________________

PLAN ALL JOURNEY’S

Consider the effect of road works on your planned route. Where possible do not travel at peak periods. Allow more time for the journey; by reducing pressure and stress, you will maintain more control over your car and you’re driving.

ACCIDENT REPORT

Exchange the following details (preferably from their licence) with all drivers concerned in the accident:

• Driver’s full name;
• Driver’s address;
• Driver’s licence and expiry date;
• Name and address of the owner of the vehicle if not owned by the driver;
• Full description of the vehicle including the year, make, model, colour and registration number;
• Any Personal injuries;
• Details of any property damage.

Obtain the name and address of any witnesses.

Draw a sketch of the road configuration, t-junction, cross roads, etc. Include all relevant detail such as the location of traffic lights, etc (use additional sheets as required).

Indicate where there is the damage to your vehicle.