COMPANY VEHICLE POLICY

DRIVING COMPANY VEHICLES

Overview

All company drivers who have been issued with company vehicles must adhere to
the motor vehicle laws governing the highways. They must also drive responsibly,
maintain the vehicle properly at all times and must adhere to the regulations outlined
in the company vehicle policy herein. The company vehicle policy gives guidelines
for obtaining, qualifying for and using the company vehicles at the workplace.

The company drivers who qualify for the company vehicle, should provide a clean
record of code of conduct and a valid driving licence for at least one year for the type
of vehicle they have been assigned. The driver should have also signed an
employment contract with the company as proof of authorization to drive the
company vehicle.

The Company shall be responsible for payment of all reasonable standing and
running costs of the vehicle including insurance, tax, maintenance and repair and
shall bear the cost of fuel incurred during business mileage. The Company reserves
the right to investigate usage of the vehicle for company business by monitoring
mileage per vehicle, fuel consumption, cost reports, and through discussion with the
individual user. It is the responsibility of the driver to account for fuel consumption
in case of any variances.

The rules governing company drivers:

a) Operate the vehicle in a responsible way consistent with reasonable practices that
avoid abuse, theft, neglect, or disrespect of equipment.

b) Obey all traffic laws in your jurisdiction and be courteous towards other drivers
and road users.

c) Ensure the use of seat belts which is mandatory for the driver and passengers
who have been instructed by the supervisor.

d) Take good care of the vehicles and ensure that the provisions of the Company’s
Vehicle Policy as amended from time to time and any policy of insurance relating
to the vehicle are observed.

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 e) It is prohibited to move with the company vehicle outside the working operating
area without authorization from the supervisor.

f) Not use the vehicle for private undertakings or errands during or after working
hours without authorization from the company.

g) During Lunch time break, all drivers are required to pack the company vehicles
in a visible and accessible place and in the same proximity with other vehicles for
security purposes and no company vehicle is permitted to operate during lunch
time without authorization.

h) Be responsible for payment of all fines incurred for traffic offences and parking
fine.

i) Notify the Company of any accidents involving the vehicle

j) Immediately inform the Company if he/she is convicted of a driving offence or

disqualified from driving.

k) Upon the termination of employment or where the employee is no longer legally

permitted to drive, the driver must return the vehicle, its keys and all documents
relating to it to the Administrative Assistant/ Supervisor as the Company may
reasonably stipulate immediately.

l) Always lock the company vehicle when not in operation and the drivers should
avoid leaving the keys in the vehicle when packed to avoid motor vehicle related
accidents and theft.

m) Responsible for vehicle cleaning, ensure servicing, maintenance, inspection of the

company vehicle and accountable for the fuel consumption.

The employees who violate any of these company vehicle responsibilities and rules
are subject to disciplinary actions which may include verbal and written warnings,
suspension of vehicle privilege, dismissal, termination, and legal action.

1. Offences and Penalties

The following offences may constitute to gross misconduct that may warrant
dismissal from duty. In all situations a full and proper investigation and disciplinary
hearing must take place prior to issuing the dismissal and the affected employee is
required to cooperate accordingly.

a) Breach of traffic laws within your jurisdiction.

b) Failure to report any accident on time to the company and police.
c) Damages of company vehicle or equipment out of negligence.

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 d) Proven theft of company construction material and fuel (diesel).
e) Movement of company vehicle or machine outside the work operating area
without authorization.
f) Failure to pack the company vehicle or machine during the lunch break in a
visible and accessible place on the company premises without authorization.
g) Use of company vehicle or machine for private undertakings during and
outside working hours.
h) Failure to take full responsibility of all fines incurred for traffic offences.

2. Property

The provision of company vehicle is on the condition that it is always looked after and
treated in a responsible manner. Any vehicles provided to an employee will remain
the property of Simba Telecom trading as Protea Hotel by Marriott Kampala Skyz.
The company reserves the right to amend its procedures and regulations relating to
company vehicles at any time.

3. Condition of Use

Company vehicles are primarily intended to facilitate Company business; as

necessary transportation; to maintain contact with any external entities as business
demands. To ensure the timely presence and availability of designated drivers at
targeted locations.

4. Medical Examination

The Company reserves the right to ask an employee to attend a medical examination
prior to issue of a Company vehicle. The cost of a medical examination will be met
by the company at the time of entry and exit from employment

5. Drivers’ License

It is the responsibility of the driver to update the Transport department of any changes
to their license and ensure that it is always valid. All drivers must co-operate fully
when asked to produce their license.

The driver shall always have his/her driving permit while on duty and be ready to
present it to all relevant officials including traffic officers once requested upon.

Driving without a driving permit at any time while on duty will lead to disciplinary
action.

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6. Other drivers

You may occasionally be instructed to allow the company vehicle to be used by other
company drivers who also hold a valid driving license. All such drivers are covered
by the company’s motor insurance policy. Unauthorised drivers are not allowed to
use the company vehicles.

Where such use of a company vehicle by a company driver other than the designated
driver of the company vehicle becomes a regular occurrence, the details of the driver
must be forwarded to the Human Resource office.

The driver shall not give the company car to any employee to drive without
authorization from his supervisor irrespective of that employee having a full license.

Spouses of employees are not permitted to drive a company vehicle unless employed
by the company and meet all the above criteria. This policy applies to any other person
with no Employment Contract with the Company.

All drivers shall not transport unauthorized passengers using the company vehicle.

7. Alcohol and Non-prescribed drugs

Drivers are not permitted to drive any vehicle whilst under the influence of alcohol,
non-prescribed drugs or prescription drugs/ medication which may cause drowsiness
and fatigue that affects the ability to drive.

Any Driver found guilty of driving under the influence of alcohol, non-prescribed
drugs or prescription drugs which may put the driver in a condition that may
endanger the driver and road users will be dismissed from duty.

8. Conduct while driving company vehicle

While not all vehicles display the Company logo, all drivers act as ambassadors for
the Company. Therefore, they must be conscious that their conduct may be the first
impression to the public. Professional conduct is paramount while in charge of a
company vehicle, as per company minimum professional standards. Drivers are
always obliged to demonstrate due care and attention. Any inappropriate behavior
while using a company vehicle will result into disciplinary actions.

9. Speed of driving

Drivers must adhere to speed limit restrictions on the respective roads they travel on.
The Company will not intervene on behalf of a driver, should they breach any
legislation (Traffic Laws). Any fines due as a result of a speeding offence will be the
liability of the individual driver. The company will not be responsible for making bail

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 for employees who commit traffic offences and are arrested while driving the
company vehicle on their own account.

10. Parking

Vehicles should comply with any parking restrictions in place. Illegally parked
vehicles may incur parking fines. Any fines incurred will be presented to the driver
for prompt payment.

11. Maintenance and general upkeep

It is the responsibility of the individual driver to liaise with the Administrative

Assistant/ Supervisor to ensure the vehicle is regularly maintained and serviced in
accordance with the manufacturer’s recommendation schedule. The company vehicle
should be maintained in a road worthy condition and in good order so that it provides
the maximum possible utility and eventually bring the maximum resale price on
replacement. Preventive maintenance such as, but not limited to regular oil changes,
lubrication, tire pressure, tire replacement, brake pad & rotor replacement and fluid
checks determine to a large extent whether you will have a reliable, safe vehicle to
drive and support work activities.

12. Recorded monthly checks

On a monthly basis, drivers of Company vehicles must check and record:

a) Tyre pressure -of all tyres including spare as per manufacturer’s instructions as
documented in the handbook. Adjust pressure accordingly.
b) Oil levels-using dip stick marked parameters, add oil if necessary, to keep level
between the parameters.
c) Water-check water receptacles are full, and de-icer is added to windscreen
washer.
13. Reporting of defects/adherence to warning lights

All defects, damages or problems identified on the Company vehicle that may render
it un-roadworthy must be reported to the equipment department or Supervisor as
may be notified from time to time as soon as detected. In addition to this, should any
warning light appear, please report this immediately. Failure to do so may result in
further damage to the vehicle and will be treated as negligent behavior and as such,
may lead to disciplinary action being taken.

14. Maintain Cleanliness

It is the responsibility of the driver to maintain the vehicle in a high standard of

cleanliness both externally and internally.

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15. Use of Mobile Phones

Mobile phones will not be used while driving a vehicle, unless using a hands-free
attachment upon emergency. Using a cell phone while driving leads to an increased
risk of getting involved in an accident due to a lack of attention to driving.

This is for the safety of all road users/pedestrians and to ensure Company drivers are
demonstrating legal compliance with the current driving legislation (traffic laws).

16. Accidents

In case the driver of a Company vehicle is involved in any road traffic accident, they
must immediately contact the Transport department and/or Supervisor as be notified
from time to time. The driver should also report the accident to the nearby Traffic
Police and co-operate fully with the management. Do not guarantee payment or
accept responsibility without company authorization.

17. Damages and loses

Any employee caught involved in theft of company material or fuel or causes damage
to the company vehicle, will be held personally liable.

The employee accepts that the company shall be entitled to deduct the cost of repairs
of such level of damages or loss caused of company material and fuel from his/her
wages, in line with the deduction clause set out in the employee’s terms and
conditions of employment and further disciplinary action up to and including
employment termination.

18. Tax and Insurance

The Company shall be responsible for ensuring compliance with all requisite taxes
and appropriate levels of insurance cover for all company vehicles. This should not
encourage negligent behavior from our drivers.

Should you as a company vehicle driver be engaged in an accident for which you are
found liable through carelessness, negligence or recklessness. You will be expected to
reimburse the company for any costs incurred up to the insurance excess amount. The
company reserves the right to make such deductions from your wages. You will be
advised in writing of any deductions due, prior to this action.

In addition to the above, it should be noted that the company has the right to subject
you to disciplinary action if you are found guilty of carelessness, negligence or
recklessness while on duty.

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19. Leaving Employment

Should you leave the company, you must liaise with the Supervisor regarding the
return of your vehicle to company premises. Vehicles should be returned in a high
standard of cleanliness. Unless otherwise agreed in writing you must return your
vehicle at an agreed time and deliver the keys to the Transport department or
Supervisor.

20. Non-Smoking Policy

Smoking is not permitted at any time in any of the Simba Telecom trading as Protea
Hotel by Marriott Kampala Skyz Vehicles. Do not smoke in any company vehicle
and any breach of this may result into disciplinary action.

21. Vehicle Tracking

For purposes of ensuring safety and security of both company property and
employees and the need to promote efficient operation Simba Telecom trading as
Protea Hotel by Marriott Kampala Skyz will use services of vehicle tracking on all
company vehicles. The vehicle tracking system will be installed in the company fleet
primarily for the purposes of improving safety, security and efficiency as set out as
follows:

Safety

(a) The system will ensure that drivers are adhering to speed limits and driving
time restrictions as well as general safety on the roads.

(b) The system will be used to provide information as a defense for staff and the
Company in contentious situations such as third-party claims or disputable
vehicle incidents.

Security

The system will permit 24-hour visibility of the fleet and could be used to track
vehicles which due to unexpected movement, would be under suspicion of being
stolen or theft of material by the respective drivers.

Efficiency

a) Visibility of moving time and downtime of each vehicle.

b) 24-hour visibility increases efficiency of deliveries and responses to Company
needs.
c) Visibility of fuel consumption and efficiency through route monitoring.
d) Visibility of Driver details and programmed stops.

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Corrective Actions

There will be no direct use of the vehicle tracking information for disciplinary
purposes, except as laid out below:

Stage 1

Where concerns about the use of the vehicle or employees’ conduct arise (for example:
speeding, theft, unauthorized use of vehicles e.g. for private purposes where not
permitted), there will be an informal conversation with the employee to raise these
concerns.

Stage 2

The Company Disciplinary procedure may be invoked where employees fail to

respond positively in the first instance. It should be noted however that any tampering
or misuse of the Vehicle Tracking system or procedures will automatically result into
disciplinary action.

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 COMPANY VEHICLE POLICY

ACKNOWLEDGEMENT

COMPANY VEHICLE USER NAME _______________________________

MAKE/MODEL OF VEHICLE _________________________________

VEHICLE REGISTRATION NUMBER______________________________

SUPERVISORS NAME _______________________________________

COMPANY VEHICLE DATE OF ISSUE_____________________________

NAME OF RECIPIENT___ ___________________________________

I have read fully and understand my responsibilities and the company standards which are
detailed in this Vehicle Policy. I consent to oblige.

Signature of Driver_____________________________ Date_____________

Signature of supervisor __________________________Date_____________