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Fleet Policies and Procedures
Handbook
For comPany car
and steP Van driVers
eFFectiVe January 1, 2011
Store in glove compartment of your vehicle
www.arif leet .com
Kellogg Sales Company®
Kellogg's cover 10-21-10 rev2.indd 2-3 11/1/10 5:08 PM
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Frequently Called Telephone Numbers
Please refer to Kellogg Sales Company Fleet # 0(zero)G96 and your unit number any time you call or write ARI regarding your vehicle.
1-866-937-6435 or (1-TONY-ERNIE-K)
Driver Call Center Hours:
Monday through Friday, 7:30 AM to 7:00 PM CST
Follow these prompts when you call:
Prompt 1 New vehicle order status or to place a new car order
Prompt 2 Collision/maintenance services, road-side assistance (24 hours a day, 7 days a week)
Prompt 3 Fuel card or PIN requestsPrompt 4 License plate renewal or registrationPrompt 5 Personal mileagePrompt 6 All other requests
Kellogg Sales AnswerLine – 1-800-253-0440, option 1Monday – Friday 8:00 – 6:00 pm EST (Fridays until 5:00 pm EST during summer hours)
Kellogg Security (for stolen/vandalized vehicle outside of AnswerLine’s business hours):269-961-6282
ARI/Kellogg Resource Site http://www.arifleet.com/kellogg/
Record your vehicle information here:
Company Vehicle
Fleet # 0(zero)G96 Unit#___________
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Contents
Section 1 – Introduction 1
Section 2 – Policy Overview 1
2.1 Purpose 12.2 Eligibility 22.3 Drivers Covered by this Policy 22.4 Vehicles Covered by this Policy 32.5 Responsibility of Kellogg Sales Company 32.6 Responsibilities of the Immediate Manager 32.7 Responsibilities of the Driver 42.8 General Qualification of Drivers 52.9 Operating Outside of U.S. 52.10 Responsibility of ARI 52.11 Additional Vehicle Expenses 6
Section 3 – Driver Improvement Program 6
3.1 Program Objective/Definition 63.2 Program Details 63.3 Examples of Preventable Incidents 73.4 Examples of Non-Preventable Incidents 73.5 Examples of One-Time Significant Events 83.6 Spouse/QDP Program 9
Section 4 – Collisions 9
4.1 In The Event Of an Collision 94.2 Stolen or Vandalized Vehicles 114.3 Rental Vehicle Use 11
Section 5 – Maintenance & Repair 12
5.1 Policy Overview 125.2 Using the Maintenance Operating Manual 125.3 Excessive Wear & Tear Guidelines 135.4 Warranty 145.5 Emergency Roadside Assistance 14
Section 6 – Fuel 14
6.1 Fuel Card Policies 146.2 Fuel Purchases on Vacation 156.3 Electronic Fuel Card - Wright Express 156.4 Lost, Stolen, or Damaged Fuel Cards 16
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Section 1 – Introduction
The Kellogg Sales Company fleet program is administered in partnership with ARI. This manual is to assist the driver in operating and maintaining their company vehicle in a safe manner. There are two sections to this handbook, one sec-tion that the driver is required to comply on, and one a sec-tion on safety best practices and guidelines that needs to be reviewed.
Failure to comply with this basic policy is a serious infraction and may result in disciplinary action, up to and including em-ployment termination.
The driver is trusted to:
1. Exercise good judgment and
2. Assume full responsibility for the upkeep of their com-pany vehicle.
Both are necessary to successfully participate in the Compa-ny’s fleet program and to ensure that the driver has safe and dependable transportation. Place this handbook in the glove compartment of the company vehicle for future reference.
If there are any questions about the operation of the company vehicle, please contact ARI at (866) 937-6435. This Driver Handbook has been expanded to include the DSDV step van drivers. The policies that do not apply to the Kellogg Step Van Drivers will be denoted by * (asterisk). All step van drivers must ensure compliance with the Department of Transporta-tion (D.O.T) regulations.
Section 2 – Policy Overview
2.1 Purpose
This handbook states the standard policies and practices for the business and personal use of Kellogg Sales Company pro-vided vehicles. This handbook replaces previous policies and handbooks. The purpose of the company vehicle program is to provide the most cost effective, safe and reliable form of transportation to the field sales employees to complete their job. All employees who meet eligibility requirements must enroll in, and comply with, the Kellogg Sales Company Vehicle programs as a condition of employment.
Section 7 – Insurance 16
7.1 Insurance Policy 167.2 Proof of Insurance Card 16
Section 8 – Personal Use 16
8.1 Policy Overview 168.2 Vacation Use 178.3 Personal Mileage Reporting 188.4 Terminology 19
Section 9 – Titling & Licensing Your Vehicle 19
9.1 Titling and Licensing of the Vehicle 209.2 Vehicle Changes/Transfer 209.3 Title 209.4 Registration Renewals 20
Section 10 – New Vehicle Information 21
10.1 Procedure 2110.2 Status of the New Vehicle Order 2110.3 Delivery of the New Vehicle 22
Section 11 – Turning in the Used Vehicle 22
11.1 Preparing the Used Vehicle 2211.2 Turning in the Used Vehicle 2211.3 Employee Purchase Program 2311.4 Termination of Employment 2311.5 Leave of Absence – Return of
Company Property 23
Section 12 – Traffic Violations 23
12.1 Traffic, Storage and Toll Violations 23
Part 2 – Safety Manual 25
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2.2 Eligibility
Company vehicle eligibility is based on job function or market competitiveness:
a. Job Function:
• Kellogg Sales Company field based employees (i.e. employee’s principal place of doing business is con-sidered a home office or field sales business center/distribution center).
• Employees with principal place of doing business at a Kellogg Company corporate office are not eligible for a company vehicle.
• Employees that have direct accountabilities and re-sponsibilities tied to Kellogg Sales Company external customers. (The vehicle is a tool to call upon the cus-tomer.)
b. Market Competitiveness: Like jobs in peer companies that provide company vehicles to attract and retain em-ployees in specific markets. The Kellogg Company vehicle is a tool provided to assist the employee in performing the essential functions of their job.
c. Successful completion of driver’s safety compliance train-ing, timely submission of the driver’s handbook acknowl-edgement form along with any personal use payroll de-duction form and the annual motor vehicle record check. DSDV step van drivers must meet and retain all D.O.T li-censing and qualification requirements.
d. A Motor Vehicle Record Check (MVR) will be performed an-nually on all company car drivers and their *legal spouse/Qualified Domestic Partner (QDP). All information ob-tained as a result of the record check will be handled in the strictest confidential manner. Anyone including spouses and QDP’s who refuse the MVR will not be eligible to drive the vehicle.
e. The 4WD program is available to all company car drivers that meet the below criteria:
• Individual county laws and fleet industry standard have determined additional vehicle equipment is recom-mended for the area conditions.
• Eligibility for the Account Executives and Sales Direc-tors is based upon county laws for the zip code of their home residence, as this is their principal place of doing business. For the execution team, it is based on county designation for the zip code(s) for daily store coverage within their territory.
• The 4WD vehicle is being provided as a business tool
for the territory. Drivers in the 4WD program will have a deduction at $125 per month, as 4WD vehicles are as-signed to the territory, and will not be moved outside of the territory. An employee moving territories may not be eligible to retain the 4WD vehicle.
New vehicle-eligible positions will need to be reviewed and ap-proved by the Fleet Management Committee.
2.3 Drivers Covered by this Policy
This policy covers all Kellogg Sales Company drivers, Field Sales Executives in the Executive Vehicle Program, their *legal spouse or Qualified Domestic Partner (QDP) who are autho-rized to drive a Company-provided vehicle. Qualified Domestic Partner (QDP) guidelines are outlined on the Kellogg Human Resources Website. Use of the company-provided vehicle is limited to only the employee and their legal spouse or QDP. All drivers (employee and spouse/QDP) must successfully com-plete an annual (or upon request) Motor Vehicle Record Check and the online safety training.
Failure to fulfill these responsibilities may result in disciplin-ary action up to and including employment termination.
No other family members or any other individuals are au-thorized to drive the company vehicle. Only D.O.T compliant Kellogg employees are authorized to operate the DSDV step vans, only current Kellogg employees are authorized passen-gers in the step vans.
Any employee operating a van / truck (including rentals) with a gross vehicle weight rating (GVWR) of 10,001 pounds and greater must first be DOT qualified.
2.4 Vehicles Covered by this Policy
This policy covers company provided vehicles including:
a. Company-owned vehicles to include company cars, Execu-tive Program, and step vans
b. Leased vehicles
c. Rented vehicles (while company vehicle is in repair)
Noted portions of this policy also apply to sales employees that are required to drive their personal vehicles to complete their job.
2.5 Responsibility of Kellogg Sales Company
Kellogg Sales Company determines driver eligibility and ve-hicle criteria, and assigns the vehicles that will best fit the needs of the Company. Eligibility standards and vehicle as-
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signments may be changed at any time, without prior notice, and in Kellogg Sales Company’s sole discretion based on business judgment, cost and availability.
2.6 Responsibilities of the Immediate Manager
a. Ensure that all authorized drivers understand and comply with this policy.
b. Consult Kellogg Sales Operations/Kellogg AnswerLine 1-800-253-0440 (option 1), regarding vehicle assignment or driver compliance issues.
c. Contact ARI and myHR Connection if an employee is seri-ously injured in an collision and cannot report the colli-sion.
d. Contact myHR Connection if an employee is cited with an impaired driving related violation (DUI, etc.), and provide him/her with a copy of the citation immediately.
e. Ensure that authorized drivers adhere to the proper main-tenance and care of the company vehicle as listed in the Employee Excessive Wear & Tear Guidelines outlined in this handbook.
f. Ensure driver compliance with D.O.T regulations (DSDV).
2.7 Responsibilities of the Driver
a. Ensure the security of the vehicle from damage and use by unauthorized persons, including unauthorized family members.
b. Become familiar and follow the guidelines in the manufac-turer’s owners manual of your company vehicle.
c. Follow the policies outlined in the Fleet Policies Driver Handbook.
d. Obey all applicable state and federal laws, including but not limited to, maintenance of a valid driver’s license from the state of the driver’s residence. DSDV step van drivers must meet and maintain all D.O.T requirements.
e. Report all collisions and incidents involving the company vehicle to ARI and to your Manager immediately. Failure to report may result in disciplinary action, up to and including employment termination. Report your collision in the Driv-ing Center.
f. Report all cited one-time significant events (see section 3.5) involving the company or personal vehicle to your Manager immediately. Failure to report may result in dis-ciplinary action, up to and including employment termina-
tion. Report your collision in the Driving Center.
g. Report all convicted violations involving the company or personal vehicle to your Manager immediately. Failure to report immediately may result in disciplinary action, up to and including employment termination.
h. Ensure current insurance certificate and registration is re-tained in the glove compartment of the company car.
i. Maintain the assigned vehicle in accordance with the maintenance schedule and Kellogg Excessive Wear & Tear Guidelines.
j. Report accurate mileage to ARI on a monthly basis, even upon leaving the company. Every driver is required to maintain appropriate IRS mileage logs for 7 years and will make available to Kellogg upon request for tax purposes. Drivers are required to maintain all fuel receipts for one calendar year.
k. Ensure everyone in the vehicle wears seat belts when the vehicle is in operation, and that children are restrained in accordance with the child restraint laws. Seat belt policy for DSDV is applicable only to Kellogg employees. Only D.O.T compliant Kellogg employees are authorized to op-erate the DSDV step vans. Only current Kellogg employ-ees are authorized passengers in the step vans.
l. Ensure there is no smoking in the company vehicle.
m. Use headlights at all times when operating the vehicle.
n. DSDV drivers must complete and submit weekly time re-cords and/or logs.
o. Drivers and their legal spouse / qualified domestic part-ner must submit to a motor vehicle record check annually or when necessary. To the extent possible, all information obtained as a result of the check will be maintained in con-fidence.
Failure to fulfill these responsibilities may result in disciplin-ary action up to and including employment termination.
2.8 General Qualification of Drivers
A company car driver is qualified to drive the company car if he/she:
a. Has a valid motor vehicle operator’s license issued by the State or jurisdiction of his or her current primary resi-dence only. DSDV step van drivers must meet and retain all D.O.T licensing requirements;
b. Sufficiently understands highway traffic signs and signals
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to respond to official inquiries, and to make entries on re-ports and records;
c. Can by reason of experience, training or both, safely oper-ate the type of fleet vehicle.
2.9 Operating Outside of U.S.
Travel outside of the U.S. with a U.S. Company vehicle is not permitted.
2.10 Responsibility of ARI
ARI is the principal point of contact for drivers to resolve all vehicle-related problems and make all vehicle-related policy inquiries.
2.11 Additional Vehicle Expenses
While a Company-provided vehicle is being used for business, Kellogg Sales Company will pay operating costs. Properly doc-umented expenses such as parking and tolls incurred during business travel (not including commutes to and from a sales office) will be reimbursed. To the extent possible, all incurred expenses are to be placed on company authorized credit cards (fuel card or corporate card).
Section 3 – Driver Improvement Program*
* This policy is not applicable to DSDV step van drivers
3.1 Program Objective/Definition
To consistently provide employees the opportunity and sup-port to improve their driving performance.
Definition: In the last rolling 36 months, based on the date of the conviction/incident, or one time significant event:
• Any combination of three (3):
• convicted violations in a personal/company vehicle, or
• preventable incidents in a company vehicle
• And/or, a one-time significant event resulting in conviction in a personal/company vehicle
3.2 Program Details
Upon the first and second convicted violation (unless it is a
one-time significant event), or preventable incident, the driver will receive coaching from their manager. Upon the third con-victed violation or preventable incident, the process is as fol-lows:
• Upon the 3rd convicted violation or preventable incident = manager accountability to coach + appropriate interven-tion.
• Upon 4 or more convicted violations or preventable inci-dents = appropriate intervention + Final Written Warning (indicating another conviction or preventable incident will result in termination of employment).
“One-time significant” events will result in elevation to inter-vention program and/or disciplinary action, up to and includ-ing termination of employment.
3.3 Examples of Preventable Incidents
The following is not intended to be an all-inclusive listing. Clas-sification may change pending the outcome of investigation:
• Our driver hit another vehicle in rear
• Intersectional (i.e, illegal turn, ran red light resulting in col-lision/incident)
• Changing lanes, passing, or sideswiping that resulted in a collision/incident
• Lost control/off road or rollover
• Hit stationary object
• Hit pedestrian
• Breaking and/or entering - unsecured valuables taken from vehicle
• Merged from stationary position - moving forward from a stationary position and striking object or are struck by an-other vehicle
3.4 Examples of Non-Preventable Incidents
The following is not intended to be an all-inclusive listing. Classification may change pending the outcome of investiga-tion:
• Stolen vehicle
• Windshield/glass repaired/replaced
• Vandalism - damage to the vehicle, excluding theft of un-secured valuables
• Weather related damage - hail, falling tree -- does not in-clude weather-related road conditions
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• Fire damage
• Hit by unavoidable object
• Hit-and-run by unknown person - our driver was in the ve-hicle when damage occurred
• Hit road debris - includes pot holes and other road sur-face-related damage
• Hit while parked - our driver was not in vehicle when damage occurred
• Damage previously incurred to Company vehicle when it was assigned to somebody else - must be reported to ARI upon receipt of vehicle
• Hit animal - does not include damage incurred attempting to avoid the animal
• Head-on collision
• Hit in rear by other vehicle
3.5 Examples of One-Time Significant Events
– Impaired driving-related convictions
– Misrepresentation/false documentation (i.e., driver’s li-cense)
– Violating licensing restrictions (driving w/ suspended li-cense)
– Determined to be at-fault in a fatal collision, as defined by the law of the state/country in which the collision oc-curred
– Leaving the scene of an collision, or a hit and run, as de-fined by the law of the state/country in which the violation occurred
– Convicted of recklessly driving a motor vehicle
– Use of Company vehicle in a felony conviction
Consequences for “one-time significant” events will result in elevation to intervention program and/or disciplinary action, up to and including termination of employment. NOTE: The intent of this policy is to offer employees rehabilitation oppor-tunities; however, under certain circumstances, disciplinary actions (at the time of offense) may be appropriate. In de-termining the action required, Kellogg will evaluate the facts and circumstances surrounding the violation on a case by case basis. Nothing in this policy prohibits the company from taking appropriate disciplinary action in circumstances which otherwise warrant such action.
If cited with any type of one-time significant event in their com-pany or personal vehicle, the driver must report and provide a
copy of the citation to their Manager immediately. Failure to report immediately may result in disciplinary action, up to and including employment termination. The Manager then must contact myHR Connection, and provide them with a copy of the citation, within 24 hours.
The driver will be contacted by Employee Relations to coordi-nate EAP referral. Once notified by Employee Relations, the driver will need to contact EAP within 24 hours. HR will con-tact the Manager and provide a Final Written Warning (indicat-ing another one-time significant event driving-related convic-tion will result in termination of employment). Upon a 2nd one-time significant event conviction, there will be termination of employment.
3.6 Spouse/QDP Program
– Same driving criteria as Kellogg Driver.
– If their driving status changes, and meets the driving eli-gibility requirements, the spouse/QDP would need to re-apply for fleet privileges during the annual “open enroll-ment” period.
– If spouse/QDP is convicted of a one-time significant event, spouse/QDP is not eligible to drive the Company vehicle until he/she meets eligibility requirements as de-fined above.
– If the spouse/QDP/any unauthorized driver drives Com-pany vehicle while not eligible to drive:
– 1st offense – employee receives Final Written Warning
– 2nd offense – employee’s employment will be terminated
NOTE: The intent of this policy is to offer employees rehabili-tation opportunities; however, under certain circumstances, disciplinary actions (at the time of offense) may be appropri-ate. In determining the action required, Kellogg will evaluate the facts and circumstances surrounding the violation on a case by case basis. Nothing in this policy prohibits the com-pany from taking appropriate disciplinary action in circum-stances which otherwise warrant such action.
Section 4 – Collisions(866) 937-6435 (prompt 2)
4.1 In The Event Of an Collision
An collision is defined as any incident in which a company vehicle is involved [whether in motion, temporarily stopped,
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or parked] that results in personal injury and/or property damage or vehicle damage. It is important to accurately report all collisions or incidents immediately that result in injury, property damage or vehicle damage. These procedures should be followed regardless of who was hurt, the extent of property/vehicle damage, or who was responsible for causing the collision. Upon investigation, if the company vehicle is determined to be a total loss, then the driver will not have the option to order a new vehicle. A used vehicle will be provided as a replacement.
Based on the Kellogg Company Post-Collision Drug and Alco-hol Policy, drivers will be subject to post-collision drug and al-cohol testing in a manner consistent with applicable state and local law following a work-related collision or incident while on duty, and if on company property, or driving a company and/or rental vehicle on company time if:
a. Bodily injury occurs and medical treatment beyond first aid is administered
b. Bodily injury occurs to another as a result of the collision requiring treatment beyond first-aid or if the collision in-volved loss of life
c. Driver received a citation under state or local law for a moving violation, arising from the collision and the colli-sion involved:
i. Bodily injury to a person who as a result of the injury, immediately receives medical treatment away from the scene of the collision; or
ii. One or more motor vehicles incurred disabling damage as a result of the collision requiring the vehicle to be transported away from the scene by a tow truck or other vehicle.
Refer to the post collision packet for more details and instruc-tions. If there are any questions on what requires a drug/alcohol testing, please contact myHR Connection at 877-454-7287.
In the event of an collision:
1. Call the Police. NOTE – There may be some situations that the police may not respond to, such as a private property collision; however it is still your responsibility to call and report it to the police.
2. Call ARI to report the collision.
3. Call your immediate Manager.
4. Call myHR Connection, if there was any bodily injury to you and/or your secondary driver.
5. Refer to the post collision packet in your company vehicle to see if a drug/alcohol test is required. If there are any questions on what requires a drug/alcohol test, please contact myHR Connection. If outside of business hours, please have one completed for your safety.
6. Log on to The Driving Center to complete the necessary follow up from your collision.
Never express an opinion as to fault or liability, never agree to any settlement on behalf of Kellogg Sales Company or ARI, or sign any statements other than documents required by police authorities. Do not discuss the limits of your insurance cover-age.
If an insurance carrier or attorney for the other party contacts you to settle a claim, take the name, phone number and com-pany affiliation of the caller and tell him/her that someone will get back to them. Then contact the ARI Collision Services department immediately at (866) 937-6435 (prompt 2).
4.2 Stolen or Vandalized Vehicles
If your vehicle is stolen or vandalized:
1. Call the police.
2. Within 24 hours, contact ARI Collision Management at (866) 937-6435 (prompt 2) and the Kellogg Sales An-swerline at 1-800-253-0440 (option 1), during normal business hours. After business hours, contact Kellogg Security at 269-961-6282.
3. Within 24 hours, notify your immediate manager of the loss or damage.
4. Send a copy of the police report to:ARI
Attn: Collision Services Department4001 Leadenhall RoadMt. Laurel, NJ 08054
or, fax to (856) 728-6266
5. If stolen vehicle is recovered, ARI will ensure that the local authorities are aware the vehicle is being reinstated. ARI will also provide documentation to be retained in the ve-hicle for any future situations.
“Other damage” to Company vehicles not caused by or re-lated to a traffic collision or collision, such as hail damage, sand, wind, or weather damage, glass breakage, and vandal-ism is covered by insurance under comprehensive coverage. The claims procedure is the same as above except that such “other damage,” besides that caused by vandalism, need
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not be reported to the police/law enforcement. Any person-al loss/damage due to vandalism is not covered by Kellogg Sales Company insurance.
4.3 Rental Vehicle Use
If the driver’s company vehicle is temporarily unavailable due to extended maintenance or involved in an collision, ARI will assist in securing an appropriate rental vehicle. All rentals will be mid-size rental vehicles.
No special rental vehicles will be given. ARI will not provide a rental on Friday if the company vehicle is operable. The ap-pointment will be made for Monday to save weekend rental charges. All of the procedures and policies stated in this Driver’s Handbook apply to the use of a rental vehicle.
Section 5 – Maintenance & Repair(866) 937-6435 (prompt 2)
5.1 Policy Overview
Drivers are expected to properly maintain the Company pro-vided vehicle at all times. All company vehicles are enrolled in the ARI Maintenance Management program. Prior to the de-livery of a new vehicle, a Maintenance Operating Manual will be sent to the driver which includes a Wright Express fuel card and maintenance coupons. Drivers are responsible for main-taining their assigned vehicle in accordance with the mainte-nance schedule outlined in the vehicle owner’s manual, as well as maintaining the appearance of the exterior/interior of the vehicle and keeping it clean.
Prior to obtaining any maintenance or repair work on a Compa-ny vehicle, please call the ARI Maintenance Control Center at (866) 937-6435 (prompt 2). All maintenance and repair work MUST be performed at authorized national account vendors to ensure low cost and maximum warranty coverage and safety. For a list of ARI National Account vendors, call ARI at (866) 937-6435 (prompt 2), or view them online via http://www.arifleet.com/kellogg/, then under Maintenance.
5.2 Using the Maintenance Operating Manual
Be sure to follow the instructions in the ARI Maintenance Oper-ating Manual regarding mechanical repairs and vehicle mainte-nance, including towing. This packet must remain in the glove compartment of the vehicle at all times. To locate a national
account vendor, contact the ARI Maintenance Control Center at (866) 937-6435 (prompt 2), or view them online via http://www.arifleet.com/kellogg/, then under Maintenance.
Preventative Maintenance
Drivers are responsible for scheduling all preventative main-tenance (e.g., oil change, tire rotation) on your vehicle. Refer to the Maintenance Operating Manual for information on pre-ventative maintenance schedules. Do not exceed the mile-age intervals as listed on the maintenance coupons, or the manufacturer’s warranties will be voided.
Failure to fulfill these responsibilities may result in disciplin-ary action up to and including employment termination.
Tires
The driver is responsible to visually inspect tires and pres-sure at least on a monthly basis. Proper tire pressure saves in fuel costs and promotes a safer driving vehicle. Front-end alignment or wheel balance problems should be addressed immediately to avoid unnecessary tire wear. All vehicles come equipped with all season radial tires that should last for a min-imum of 30,000 miles.
All Kellogg Sales Company vehicles are front wheel or four wheel drive vehicles and have all season tires. Snow tires are not authorized unless the state requires snow tires for that region. If snow tires are required by law, the employee must obtain their manager’s approval which should be emailed to the Kellogg’s Answerline. The Answerline will work with ARI to obtain the snow tires for that employee.
5.3 Excessive Wear & Tear Guidelines
Proper care and maintenance are essential to preserve the safety, function and appearance of your company provided ve-hicle. Although everyday driving is likely to cause wear and tear, excessive wear and tear can result in conditions that are unsafe. Therefore, please adhere to the guidelines below:
a. Maintain the vehicle according to the manufacturers and ARI maintenance guidelines
b. Respond to all recall notices
c. Report all collisions/incidents and manage repairs
d. Have all defective glass, mirrors, and lights repaired
e. Have missing parts replaced
f. Maintain the interior/exterior in safe, clean condition
g. Refrain from installing after market options
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h. Have damaged wheels repaired/replaced
i. Ensure the vehicle is being used in a reasonable and cus-tomary manner (i.e. no off-road use, etc.)
Please note that damages from a previously assigned vehicle should be reported to ARI within 24 hours of receipt of the vehicle.
Failure to fulfill these responsibilities may result in disciplin-ary action up to and including employment termination.
5.4 Warranty
Your vehicle carries a warranty that provides for repair or re-placement of defective parts by an authorized dealer. It is the driver’s responsibility to obtain no-charge, warranty repairs whenever possible. Read the vehicle owner’s manual care-fully and be familiar with the vehicle’s warranty coverage.
Any questions concerning warranty coverage should be direct-ed to ARI Maintenance Control Center at 1 (866) 937-6435 (prompt 2). The representatives can assist with warranty claims, policy adjustments, and manufacturer recalls.
5.5 Emergency Roadside Assistance
Emergency roadside assistance is provided by the manufac-turer during the warranty period for all Company provided ve-hicles and includes the following services:
• Towing
• Battery charge
• Flat tire changes
• Fuel delivery
• Lockout service
• Collision towing
• Extrication winch services
Section 6 – Fuel (866) 937-6435 (prompt 3)
6.1 Fuel Card Policies
The company vehicle has been enrolled in ARI’s Electronic Fuel Card Program. All drivers receive a Wright Express fuel card and a Personal Identification Number (PIN). The PIN number is the driver’s Kellogg employee ID number.
The PIN is assigned to a driver and identifies which driver is purchasing fuel. The PIN grants access to the fuel pump and serves as an electronic signature for tracking transactions. Do not share this PIN with anyone and do not use the fuel card to fuel a personal vehicle.
The fuel card is only for fuel purchases for the company pro-vided vehicle. You may purchase a car wash at the pump using your fuel card, if it is in the same fuel transaction. Other expenses at a gas station, such as coffee, newspaper, gum, etc., may not be charged to the ARI fuel card. Drivers should continue to use the current vehicle’s ARI fuel card to purchase business-related fuel when in a rental vehicle, provided by ARI while awaiting completion of repairs. NOTE: Drivers continue to be responsible to report personal miles to ARI while driving the rental vehicle.
Drivers in a rental, due to a new vehicle order in progress, (NOT drivers in a rental due to maintenance/repairs/etc on their current company vehicle); will receive a fuel card from ARI. These fuel cards are to be used ONLY with the rental. Prior to the delivery of the new vehicle, another fuel card will be sent to use when fueling the new vehicle (the PIN will remain the same).
Fuel cards are assigned to the vehicle, and intended for the purchase of regular unleaded fuel only. Use of mid-grade and premium fuel is prohibited. The fuel card should remain with the vehicle if the driver transfers or changes vehicles.
Drivers are required to maintain all fuel receipts for one cal-endar year.
6.2 Fuel Purchases on Vacation*This policy is not applicable to DSDV step van drivers.
Fuel purchases while traveling on vacation are at the driver’s expense. If the driver chooses to take the company vehicle on vacation, and the company vehicle breaks down while on vacation, Kellogg’s will pay for the repair. However, Kellogg’s will NOT pay for any rental costs while the company vehicle is being repaired while on vacation. Nor will Kellogg be respon-sible for the return travel home if the company vehicle is inop-erable. This policy does not apply to DSDV step vans, as they are not eligible for personal use.
6.3 Electronic Fuel Card - Wright Express
Authorized fuel suppliers are indicated on the back of the card. The fuel card may be used for pay-at-the-pump purchas-es as well as fuel purchases paid inside the station.
Once the card is swiped, enter the PIN number. Drivers are
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also expected to enter ACCURATE odometer readings (do not include tenths when entering odometer readings) upon fill-up so that ARI can:
• capture actual warranty related information
• assist with scheduled routine maintenance reminders while the vehicle is in use
• assist with determining when the vehicle will be replaced
• provide accurate miles per gallon performance reports by vehicle
If there is a location where the card is not accepted, please contact Wright Express at (800) 492-0669.
6.4 Lost, Stolen, or Damaged Fuel Cards
If the fuel card is lost, stolen or damaged, please contact ARI at (866) 937-6435 (prompt 3) to request a new card. NOTE: It takes up to two (2) weeks to obtain a replacement card.
Personal use of the fuel card and/or failure to comply with these policies may result in disciplinary action, up to and in-cluding termination of employment.
Section 7 – Insurance(866) 937-6435 (prompt 6)
7.1 Insurance Policy
Kellogg Sales Company will provide full insurance coverage for liability, comprehensive, fire and theft. This insurance is applicable to the company vehicle only. Personal belongings that are stolen, damaged or destroyed during company or per-sonal business are the responsibility of the driver’s personal insurance policy and will not be covered by Kellogg Sales Com-pany.
7.2 Proof of Insurance Card
A valid proof-of-insurance card must be in the company ve-hicle at all times. Proof-of-insurance may be required in the aftermath of an collision or at the time of license renewal. ARI coordinates mailing of new insurance cards with the Kellogg Sales Company Insurance Broker. Insurance cards for new car orders will automatically be mailed around two weeks prior to the arrival of the new vehicle at the dealer. If the card is lost or damaged, contact ARI at (866) 937-6435 (prompt 6) who will initiate a request to the Kellogg Sales Company Insurance Broker. Insurance cards can also be printed online via www.
arifleet.com/kellogg/, except for New York or Kansas.
Section 8 – Personal Use*
(866) 937-6435 (prompt 5)
*This policy is not applicable to DSDV step van drivers.
8.1 Policy Overview
While the company vehicle is provided as a tool to perform the job, it is also recognized that it can be driven for personal use. Kellogg Sales Company considers this personal use of the company vehicle to be an important benefit.
Personal use of the company vehicle includes but is not lim-ited to commuting, local driving and vacation miles. Vacation miles are considered above “essential miles” and require the driver to pay for their own fuel. All drivers of a company vehicle are subject to a personal use payroll deduction, which is sub-ject to the type of vehicle being driven.
This deduction amount is subject to change at the discretion of Kellogg Sales Company. Every driver of a Company vehicle will be subject to this deduction to offset personal use of the company vehicle. This amount will appear as a payroll deduc-tion in the after tax column. Taxes will be taken from the im-puted income at the end of the year.
IRS states that if your principal location from which business originates is your personal residence (not a company sales office), then all non-personal local transportation mileage is BUSINESS mileage. If your principal location is a company sales office, then all mileage to and from the sales office is PERSONAL mileage.
Company automobiles are not to be used for gainful purposes while in personal use. While used for personal use, the ve-hicle must be operated in compliance with all Company poli-cies. Kellogg Sales Company can modify or withdraw the privi-lege of personal use at any time.
Personal use of a company vehicle is included as taxable income on your W2, according to guidelines of the Internal Revenue Service. Consequently, personal mileage must be tracked and reported. The reporting year for personal mileage runs from November 1 through October 31 each year.
8.2 Vacation Use
If the driver chooses to take their company vehicle on vaca-tion, the driver must be in the vehicle. If the company vehi-
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cle breaks down while on vacation, Kellogg’s will pay for the repair. However, Kellogg’s will NOT pay for any rental costs while the company vehicle is being repaired, or any transporta-tion costs upon completion of repairs to the company vehicle associated with getting the vehicle repaired. If the vacation/personal travel is more than 350 miles one-way, the employee must obtain their manager’s approval. Tolls, parking, fuel and all other expenses incurred while driving the vehicle on vaca-tion will not be reimbursed.
The company vehicle must be used at all times while per-forming company related business, unless inoperable due to repair.
Personal use mileage must be reported on EACH vehicle driven during the declaration time period. If vehicles are changed during the fiscal year, drivers must report the person-al use for each vehicle. If multiple vehicles are listed in error for a driver’s personal mileage reporting , please contact ARI.
Valuation Methods
For the previous year, the taxable benefit of the company ve-hicle will be computed based upon Internal Revenue Service lease value tables, plus the mileage factor for gasoline.
Substantiation Requirements
Internal Revenue Service regulations require that drivers maintain a contemporaneous log containing the following in-formation:
• Amount of total usage (in miles)
• Amount of business usage (in miles)
• Date of the business usage
• Business purpose for the trip
8.3 Personal Mileage Reporting
It is the driver’s responsibility to maintain accurate records to show personal and business use mileage for IRS reporting purposes. It is the driver’s responsibility to report personal mileage to ARI, even if the driver is separated from the com-pany, via one of the following methods:
• Internet Reporting: Drivers may report via ARI’s Internet at www.arifleet.com/kellogg/ using any web browser and click on the personal mileage reporting link.
• Telephone: Drivers may report via telephone by calling (866) 937-6435 (prompt 5).
All drivers will receive a year-end statement outlining all per-
sonal miles reported for the tax reportable year. The imputed income will be taxable at year-end.
Failure to report personal mileage, even upon leaving the company, the Internal Revenue Services rules require the full value of the company vehicle to be reported as addition-al income, and all mileage will be deemed personal.
Examples
ALV = $5,000
Total Annual Miles = 25,000
Personal Mileage = 25%
Personal Mileage = 6,250
Business Mileage = 18,750
Monthly Deduction = $125*
All mileage reported prior to November 15**
ALV = $1,250.00 ($5,000 x 25%)
+ Fuel Benefit = $343.75 ($.055** x 6,250)
– Payroll Ded. = $1500.00* ($125* x 12)
= Imputed Income = $393.75 (which will be taxed at year end)
No mileage reported prior to November 15**
ALV = $5,000.00 ($5,000 x 100%)
– Payroll Ded. = $1500.00* ($125* x 12)
= Imputed Income = $3,500 (which will be added to their tax-able benefit)
* subject to vehicle choice**may change at the discretion of the Kellogg Company
8.4 Terminology
• Month Ending Date: Print the last day of the reporting month (Ex: 11/01/___ through 11/30/___).
• Fleet Number: Number 0G96 is used to identify Kellogg Sales Company vehicles and Step Van Fleet.
• Unit Number: The unique number assigned to the com-pany vehicle.
• Beginning Odometer: Odometer reading at the beginning of the reporting period.
• Ending Odometer: Odometer reading at the end of the re-porting period.
• Total Miles: Total miles driven during the reporting period.
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• Personal Miles: Personal miles driven during the report-ing period.
• Personal ID#: Kellogg Company Employee ID
Section 9 – Titling & Licensing Your Vehicle*
(866) 937-6435 (prompt 4)
ARI will handle the renewal of all base state plates, and First Advantage will renew any requiring IRP plates.
9.1 Titling and Licensing of the Vehicle
The driver is responsible for proper registration of the vehicle. In most cases, the leasing company, ARI, will handle registra-tion renewals directly with the state. Keep in mind that the driver is responsible for any prerequisites to renewal such as emissions, safety inspections, and license plates that might be required by the state. For DSDV Step Van Drivers, ARI will handle the renewal of all state plates, while First Advantage will renew any requiring IRP plates.
The leasing company will notify the driver when he/she is required to perform prerequisites. Any questions regard-ing the renewal of your vehicle registration, contact ARI at (866) 937-6435 (prompt 4).
9.2 Vehicle Changes/Transfer
Drivers should contact myHR Connection with all address changes. The Answerline will contact ARI upon receipt of an address change so that renewal of registration and any sub-sequent titling procedures can go smoothly.
If re-titling of the vehicle is required and the driver has a new address 60 days in advance, ARI will process the state trans-fer and mail new plates. However, if the plates expire within 60 days, ARI will send a packet with documentation required for re-titling at the local Department of Motor Vehicles.
9.3 Title
ARI handles the initial titling and licensing of the company ve-hicle. If the Certificate of Title is mailed directly to the driver, please forward it immediately to:
ARIAttn: Title Department
4001 Leadenhall RoadMt. Laurel, NJ 08054
9.4 Registration Renewals
All ARI leased units are enrolled in the ARI license renewal pro-gram. Seventy-five days prior to the registration deadline, the driver will receive directions on how to gather the documen-tation that falls under the driver’s responsibility by state law. This may include specific documentation such as emissions or smog tests. Please complete the requirements as noted in the instruction letter and return all necessary documentation to:
ARIAttn: Tag and Title
4001 Leadenhall RoadMt. Laurel, NJ 08054
ARI must receive this information at least 45 days before ex-piration of the vehicle’s tags. Late returns may delay the pro-cessing of the renewal and result in late fees to Kellogg Sales Company. Thirty days prior to the expiration date, ARI files all documents and pays appropriate fees to state and county agencies. Drivers will receive plates and/or tags directly. It is the driver’s responsibility to be aware of the expiration date of the license plates for the company vehicle. If the license renewal information has not been received 30 days before the expiration date, please contact ARI at (866) 937-6435 (prompt 4).
Section 10 – New Vehicle Information*
(866) 937-6435 (prompt 1)
*This policy is not applicable to DSDV step van drivers.
10.1 Procedure
All requests for Company vehicles, either initial or replace-ment, are subject to approval by Kellogg Sales Company. As a general rule, Company vehicles will be considered for replace-ment at 70,000 miles or when a vehicle has been in service for 48 months, whichever comes first. This is due to life cycle costing,
Kellogg Sales Company replacement cycle is based on 50% replacements in the fall and 50% replacements in the spring. In order to maximize the re-sale value of our vehicles, Kellogg Sales Company will target ordering cycles to maximize resale. Once Kellogg Sales Company approves your eligibility, ARI will automatically contact the driver with detailed instructions for ordering a new vehicle.
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10.2 Status of the New Vehicle Order
Drivers will receive an order confirmation 2-3 weeks after their order has been placed. The order confirmation details the new unit number, vehicle options, and delivering dealer name, ad-dress and phone number.
Please review the confirmation notice to ensure it accurately reflects the vehicle ordered. If any information is incorrect, contact ARI immediately at (866) 937-6435 (prompt 1). Auto-mated status updates on the delivery of the new vehicle are also available by calling ARI.
10.3 Delivery of the New Vehicle
The new vehicle confirmation notice indicates where the new vehicle will be delivered. The assigned dealer will contact the driver when the new vehicle is ready for delivery. Vehicles or-dered directly from the manufacturer are typically available for delivery in 8-12 weeks. Time can vary throughout the year as conditions with the manufacturer change.
Be sure to bring the order confirmation form when taking de-livery of the new company vehicle to ensure it is delivered as ordered. Do not accept delivery of a vehicle that fails to meet the order specifications, or is in unsatisfactory condition. Report any concerns to ARI immediately at (866) 937-6435 (prompt 3).
Section 11 – Turning in the Used Vehicle
11.1 Preparing the Used Vehicle
It is the driver’s responsibility to ensure the vehicle is clean and in good repair at the time of turn in to ARI. Remember to remove all company and personal belongings (i.e. the fuel card and maintenance coupons, insurance/registration, etc.) The driver should destroy the old materials, as a new fuel card and materials will be mailed for the new vehicle. Please ensure all components are included with the vehicle before drop off at the dealership (i.e. seats, headrests, two sets of keys/remotes, etc.)
11.2 Turning in the Used Vehicle
If the driver does not purchase the company vehicle, and another Kellogg Sales Company employee is not interested
in purchasing the vehicle, it should be left at the delivering dealer upon pick up of the new vehicle. Drivers are not obli-gated to provide return transportation, or monetary compen-sation to the person delivering the vehicle to you. Upon inves-tigation, if the vehicle has excessive wear and tear, the new vehicle will be reassigned to another employee and the driver will be assigned a used vehicle.
11.3 Employee Purchase Program*
*This policy is not applicable to DSDV step van drivers.
Employee purchase program information will be communicat-ed at each replacement cycle. The driver will be given the first option to purchase their company vehicle. If he/she chooses not to purchase the company vehicle, the vehicle will be added to a list that will be posted for all Kellogg employees to review and purchase. It is the driver’s responsibility to indicate to the remarketing vendor if their vehicle is not in condition to sell.
11.4 Termination of Employment
If the driver resigns or is terminated by the Company, he/she is no longer eligible to operate or retain a Company vehicle. The vehicle, Wright Express fuel Card, maintenance coupons, insurance/registration card, keys and Driver’s Handbook must be immediately surrendered to the Manager. Please follow the Kellogg Sales Company exiting procedures for ter-minated employees.
11.5 Leave of Absence – Return of Company Property
Employees will keep their company vehicle until their Family Medical Leave Act (12 weeks) has been exhausted. If the employee will not be returning to work, arrangements will be to turn in the company vehicle. During this time, employees must continue to follow the policies and procedures in this handbook (reporting mileage, performing preventative main-tenance, etc.).
Section 12 – Traffic Violations
12.1 Traffic, Storage and Toll Violations
Drivers are responsible for PROMPT payment of any fines for moving and/or stationary violations, storage, or tolls incurred during business or personal use of the Company vehicle. All fines must be paid promptly to avoid penalties. Unless other-
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wise precluded by state law, any penalties and/or processing fees that result due to delinquent or non-payment will be the responsibility of the driver.
If a violation goes unpaid, the total fees may be payroll deduct-ed on the next payment cycle. If the driver chooses to contest a violation, it is their responsibility to handle the matter expe-ditiously to avoid the risk of having the vehicle impounded, registration delays, or license suspension from the leasing company.
Part 2
Safety Manual
Fleet Safety Mission Statement / Overview
The mission of Kellogg Sales Fleet Safety is to return our em-ployees home safely to their families at the end of each work-day. To accomplish this, we invest in our drivers through con-tinuing education and behavioral coaching and feedback. We strive to develop skilled, professional drivers and provide the safest vehicles, in an effort to prevent or reduce the severity of injuries sustained in a collision. Our passion lies in foster-ing a culture of safety to help mitigate the hazards our drivers are exposed to on the public roadways. We strive to provide the safest possible work environment.
This safety manual provides some guidelines and best prac-tices that we would like all of our drivers to review, to ensure they practice safe driving every time they are in a vehicle.
Requirements
Successful completion of all safety training modules is a re-quirement of all Kellogg Company vehicle drivers, as well as completion of any additional training assigned, based on de-velopmental need.
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Distracted Driving
Interactive (by hand or by speech) use of any Mobile Electronic Device is prohibited by the driver of a Kellogg provided ve-hicle while operating the Kellogg Company provided vehicle. “Mobile Electronic Devices” include but are not limited to mobile devices, pagers, smart phones, GPS devices, comput-ers, and MP3 players. This policy prohibits active interaction while driving with Mobile Electronic Devices and supersedes any state or local law that allows hands-free cell phone use while driving. To be clear, you may listen to music on an MP3 through the integrated car speakers, and listen to verbal di-rections from a GPS Device, but while the vehicle is in motion you may not interact with a GPS or an MP3 other than to listen. Personal distractions and interaction with Mobile Electronic Devices should be avoided until the vehicle is parked.
Kellogg may review the cell phone call or text records of any driver involved in a collision or incident. Drivers involved in collisions that meet the same criteria used for post-collision drug testing in the Driver Handbook, will have their cell phone call and text activity reviewed. If the determination is made that the driver was using a Mobile Electronic Device while op-erating the vehicle, the driver will be subject to disciplinary action up to and including termination of employment.
Discipline for engaging in a verbal conversation on a Mobile Electronic Device while operating a Kellogg provided vehicle is considered a One-Time Significant Event as defined in the Driver Handbook and will result in the driver being placed in the Driver Improvement Program.
USE OF ANY MOBILE ELECTRONIC DEVICE TO VIEW OR RE-SPOND TO ELECTRONIC COMMUNICATION, SUCH AS EMAIL OR TEXTING, WHILE OPERATING A KELLOGG ISSUED VEHICLE WILL RESULT IN TERMINATION OF EMPLOYMENT.
Alcohol or Drug / Impairment
The unauthorized or inappropriate use of drugs or alcohol ad-versely affects a driver’s ability to safely operate a vehicle. Such behavior jeopardizes the safety and health of the driver and others and constitutes a risk to the general public and the company.
For these reasons, Kellogg Sales Company prohibits the pos-session, illegal manufacture, transportation, distribution, dis-pensation or use, as well as the attempted or actual illegal purchase or sale of drugs, or alcoholic beverages in conjunc-tion with the possession or use of company-provided vehicle.
Unauthorized or inappropriate drug use includes, but is not limited to the following: controlled and non-controlled sub-
stance use, including use of prescription drugs without a pre-scription; use of any non-prescription or prescription drug that is considered unsafe for use when operating a vehicle.
No driver may operate a company vehicle if alcohol, drugs, medication, illness, fatigue or injury impairs the ability to do so safely. Drivers must report to their manager immediately when cited with any type of impaired driving violation in either their company vehicle or personal vehicle. If the spouse or qualified domestic partner is cited of any type of impaired driv-ing violation, they are NOT eligible to drive the Kellogg Com-pany vehicle.
If cited with any type of impaired driving related violation (DUI, etc.) in their company or personal vehicle, the driver must report and provide a copy of the citation to their Manager within 24 hours. Failure to report immediately may result in disciplinary action, up to and including employment termina-tion. The driver will receive a final written warning indicating another impaired driving-related conviction will result in ter-mination of employment. The Manager then must contact myHR Connection, and provide them with a copy of the cita-tion, within 24 hours.
The driver will be contacted by Employee Relations to coordi-nate EAP referral. Once notified by Employee Relations, the driver will need to contact EAP within 24 hours. HR will con-tact the Manager and provide a Final Written Warning (indicat-ing another impaired driving-related conviction will result in termination of employment) (includes Refusal to Submit to Testing).
Upon a 2nd impaired driving-related conviction there will be termination of employment.
The intent of this policy is to offer employees rehabilitation opportunities; however, under certain circumstances, disci-plinary action may be appropriate. In determining the action required, Kellogg will evaluate the facts and circumstances surrounding the violation on a case-by-case basis. Nothing in this policy prohibits the company from taking appropriate disciplinary action in circumstances which otherwise warrant such action.
This is in alignment with the Kellogg Company Drug and Alco-hol Free Workplace Policy.
FACT: The following shows the percent of alcohol impaired driving fatalities in 2007 by age group:
• 16-20 years – 12%
• 21-24 years – 16%
• 25-34 years – 23%
• 35-44 years – 19%
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• 45-64 years – 23%
Source: NHTSA’s National Center for Statistics and Analysis
Drowsy Driving
Driving for extended periods of time can be physically tiring and as a result you may become drowsy or inattentive. To mini-mize your risk of becoming drowsy while driving, you should:
• Schedule regular stops every 100 miles or 2 hours.
• Should not exceed 14 hours of driving in any period of 24 hours; this includes the combination of personal and business driving.
• Stop driving and sleep for an extended period, as this is the most obvious behavioral step for avoiding a collision.
FACT: Although no driver is immune, the following three popu-lation groups are at highest risk, based on evidence from col-lision reports and self-reports of sleep behavior and driving performance.
• Young people (ages 16 to 29), especially males.
• Shift workers whose sleep is disrupted by working at night or working long or irregular hours.
• People with untreated sleep apnea syndrome (SAS) and narcolepsy.
In recent years there have been about 56,000 collisions an-nually in which driver drowsiness/fatigue was cited by police. Annual averages of roughly 40,000 nonfatal injuries and 1,550 fatalities result from these collisions. Source: Nation-al Highway Traffic Safety Association
Safety Belt Usage
All employees are required to properly wear a safety belt while operating the vehicle. It is the driver’s responsibility to ensure that all passengers wear seat belts when the vehicle is in op-eration, and that children are restrained in accordance with child restraint laws.
It is also the driver’s responsibility to ensure malfunctioning seatbelts are repaired or replaced immediately. It is discour-aged (and in some states illegal) to transport children and/or infants in the front seat of the vehicle. Seat belts, child restraints, and shoulder harnesses must be worn at all times.
FACT: Although safety belt use has risen dramatically and has saved more than 100,000 lives in the past twenty years, more than 7,000 persons are killed, and over 100,000 injured, every year due to the failure to wear their safety belts.
Source: National Highway Traffic Safety Association
Aggressive Driving / Road Rage
At some point, every driver has witnessed or been a victim of an aggressive driver and their reaction may prevent the situa-tion from escalating.
• Never initiate aggression toward another motorist and do not return aggression.
• If confronted with aggressive behavior on the part of an-other motorist, avoid eye contact and make every attempt to get out of the way safely.
• If followed by an aggressive or threatening driver, do not stop or get out of the vehicle. Drive directly to the nearest police station.
• If the driver becomes a victim of road rage and the vehicle is damaged but drivable, do not pursue the responsible party. The driver’s personal safety and the safety of the general public is more important than assigning responsi-bility of the collision.
FACT: About one-third of traffic collisions and about two-thirds of the resulting fatalities can be attributed to driving behavior commonly associated with aggressive driving (e.g., violations such as improper lane changing, improper passing, red-light running, and speeding).
Source: National Highway Traffic Safety Association
Unattended Vehicle Safety / Parking Lot
Most vehicle damage occurs in parking lots, often while the vehicle is unattended.
• Reduce exposure to this type of damage by parking in well-lit location that helps to protect the vehicle from being struck by other drivers.
• Don’t park between spots, especially in busy lots.
• Pull completely through a parking space; collisions are less likely when driving out of a parking space rather than backing out of it.
• If backing out, be aware of pedestrians, waiting vehicles and other drivers who are backing out at the same time.
• Avoid parking close to large vehicles if possible, as it will decrease the ability to see the area around.
Personal Safety
Our driver’s personal safety is the foremost consideration, es-pecially while alone in parking lots.
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• Park in well-lit areas when possible, and always secure your valuables. This means stowing electronics such as an iPod or GPS out of sight as well, as the cradle that holds the device. Most crime is crime of opportunity and it takes less than 30 seconds for someone to smash a window and grab personal items of value. If these items are not visible, the vehicle is a less likely to be broken into.
• Do not leave personal information displayed in the com-pany vehicle.
• Make sure the windows are rolled up and the doors are locked while the vehicle is parked.
• Display proper body language that displays being aware of any suspicious situations and people.
• Always have the keys ready when approaching the com-pany vehicle, check the back seat and under the vehicle before getting in.
Road Conditions and Safety 101
• Realize that the majority of all collisions and pedestrian injuries occur at intersections. For this reason, use more care at these locations.
• Realize that traveling too fast for conditions and following the vehicles ahead too closely are the main causes for rear end collisions. Use the rule of thumb of one vehicle length spacing for every 10 mph.
• Adjust driving speed to the condition of the road surface, general traffic, and visibility. Be able to stop within range of the headlights at night.
• Never veer to avoid hitting an animal. Simply apply the brakes and maintain the vehicle in the lane of travel. Steering to avoid an animal can easily result in a serious collision.
• The use of a radar detection device is strictly prohibited when operating a company vehicle or rental vehicle.
• Ensure the company vehicle’s brakes, lights, and horns are always in good working condition. Any/all notations on the Vehicle Condition Report must be reported to ARI in a timely manner. This includes but is not limited to wind-shield cracks, braking and transmission issues, as well as tires with uneven wear or slow leaks.
• Read and become familiar with the owner’s manual and how to properly operate the company vehicle.
Were there any injuries? * Kellogg Employee * Spouse * Other Driver
Weather * Clear * Overcast * Flooding * Fog * Ice/Freezing Rain * Hail/Rain * Hurricane/Tornado * Snow
Traffic Conditions * Congested/Heavy * Flowing/Normal * Light * Stop/Go
Traffic Controls * Audible Signal * Caution-Yellow Flash * Merge * None * Officer/Flagman * Crosswalk * Railroad Crossing * Stop Sign * Traffic Light * Yield
Lighting * Artificial * Night * Dawn/Dusk * Day
Travel Directions * Being Passed * Moving Forward * Parking/Parked * Passing * Pulling To/From Curb * Reversing * Sitting In Traffic * Stationary * Stopping/Stopped * Turning Left/Right
Driver Disposition * Alcohol Influence * Drug Influence * Fatigue/Sleep * Medical Problem * Handicapped * None * Stress
Avoidance Maneuver * Skidded * Swerved-Animal * Swerved-Bicyclist * Swerved-Immobile Object * Swerved-Motorcycle * Swerved-Other Vehicle * Swerved-Pedestrian
Journey Purpose * Business * Not Applicable * Personal * To/From Work
Who was driving the vehicle? * Kellogg Employee * Spouse
Occupants * Client/Customer * Co-Worker/Supervisor * Family/Spouse/Partner * Friend * None * Other
Was driver on cell phone? * Yes * No
Was accident on personal time? * Yes * No
Was a citation given? * Yes * No
Air Bag Deployed * None * Driver Side * Passenger Side * Both Sides * Other
Road Type * Client Property * Limited Access * Rural Roadway * Home-Off Road * Parked * Home-Street Parked * Urban Roadway * Interstate * Loading/Unloading Area * One Way * Intersection * Parking Lot
Road Conditions * Debirs * Dry * Holes/Rut * Ice/Snow * Muddy * Oily * Under Repair * Wet
1. Where did the accident occur (City, Street Name, Intersection)?:
2. Describe the accident.
3. Was there any damage to the company car? * Yes * No; If so, describe the damage.
4. Where did the vehicle get hit (i.e. front, back, driver quarter panel)?
5. Was the vehicle towed? * Yes * No; If so, where was the vehicle towed?
6. Was a police report filed? * Yes * No; If so, what precinct? What was the officer’s badge number and name?
7. Fill in the diagram at right. Show the positions of all vehicles involved,
with directions the vehicle(s) were traveling.
i
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Accident Report Form
Kellogg/Kellogg Designate Driver
Name:
Address:
Phone # 1:
Fleet #: 7
Car Make/Model/Year:
Driver’s License #:
Odometer:
Other Party Driver
Name:
Address:
Phone # 1:
Fleet #: 7
Car Make/Model/Year:
Witness #1 Passenger: * Yes * No
Name:
Address:
Phone # 1:
Driver’s License #:
Odometer:
Driver’s License #:
Odometer:
Insurance Co.:
Agent’s Name:
Address:
Witness #2 Passenger: * Yes * No
Name:
Address:
Phone # 1:
Driver’s License #:
Odometer:
Employee:
City, State, Zip:
Phone # 2:
Unit #:
VIN:
Driver’s License State Issued:
Date:
Employee #:
City, State, Zip:
Phone # 2:
Unit #:
VIN:
Employee #:
City, State, Zip:
Phone # 2:
Driver’s License State Issued:
Date:
Driver’s License Stete Issued:
Date:
Policy #:
Phone #:
City, State, Zip:
Employee #:
City, State, Zip:
Phone # 2:
Driver’s License State Issued:
Date:
Time:
Time:
Time:
Time:
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Fleet Policies and Procedures
Handbook
For comPany car
and steP Van driVers
eFFectiVe January 1, 2011
Store in glove compartment of your vehicle
www.arif leet .com
Kellogg Sales Company®
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