Car Assessment Form

Company Car Usage Policy

Purpose

The purpose of this policy is to establish guidelines for the usage of company vehicles when driven by multiple employees for work-related trips. This ensures accountability, safety, and proper maintenance of the vehicles.

Scope

This policy applies to all employees who are authorized to use company cars for business purposes.

Policy Guidelines

1. Authorized Drivers

• Only employees who have received approval from management and possess a valid driver’s license may operate company vehicles.
• Employees other than designated permanent driver must complete a driver authorization form prior to and after using a company car.
• Car must be assessed using SP004 prior to usage by any driver that is not the designated permanent driver.

2. Vehicle Usage

• Company vehicles are to be used for work-related purposes only. Personal use is strictly prohibited unless explicitly authorized.
• Employees other than designated permanent driver must log each trip, noting the date, destination, purpose, and mileage. This log should be submitted weekly to the designated manager.

3. Maintenance and Care

• Management is responsible for ensuring the vehicle is kept clean and in good condition. Any issues (mechanical or otherwise) must be reported immediately.
• Management must ensure the car is taken to the car wash once every two weeks.
• Vehicles should be refuelled as needed, and the cost will be covered by COMG.
• A vehicle first aid kit is to be kept in the boot of all company cars.

4. Safety Regulations

• Seat belts must be worn by all passengers at all times.
• The use of mobile phones while driving is prohibited unless a hands-free device is utilized.
• Employees must adhere to all traffic laws and regulations.

5. Incident Reporting

• Any accidents, traffic violations, or damage incurred while using a company vehicle must be reported to management immediately.
• An incident report form must be completed within 24 hours of the event.
• Any tickets received from law enforcement officers must be reported to within 24 hours.
• Tickets captured through speeding cameras and red light cameras will be payable by the driver and not COMG.

6. Insurance Coverage

• All company vehicles are insured under the company policy. However, employees may be held responsible for damages resulting from negligent behaviour or violation of company policies.

7. Consequences of Policy Violation

• Violations of this policy may result in disciplinary action, up to and including loss of driving privileges or termination of employment.

8. Vehicle Assessment

• Designated assessor is to assess the vehicle every Friday.
• The designated assessor will assess using SP004 and upload all pictures and videos of the vehicle to the designated folder in the cloud. Having recorded the date and time.
• The car has to be cleaned before it is assessed for a long journey to Rustenburg or after it was delivered by the Rustenburg team.
• The designated driver does not have to sign the car in or out every time they use it.
• Any other driver but the designated driver must sign the car in or out every time they use it.
• SP004 is to be filled by users that are not the designated driver every time they use the company vehicle.
• Upon filling of form permission must be given by either Managing Director, Operations Manager, Skills Special Projects Manager (for Rustenburg) or Hospitality Manager.
• Requests are made using the online form and upon approval the manager will respond via email.

Review and Amendments

This policy will be reviewed annually and may be amended as necessary to ensure compliance with laws and the operational needs of the company.

Acknowledgment

All employees who are authorized to use company vehicles must sign an acknowledgment form indicating that they have read, understood, and agreed to comply with this policy.

By establishing these guidelines, we aim to promote a safe and efficient work environment while maintaining the integrity and condition of our company vehicles.