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PROCEDURE FOR PLANNING WORK

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AIM.

Establish the procedure for planning work trips, including all extramural outings,
recreational, sporting and cultural activities of the company

2. SCOPE.

This procedure applies to the planning of work trips, including all extramural outings,
recreational, sports and cultural activities, regardless of the assigned position or role and
as long as the employee moves, travels or transports in a motor vehicle or non-motor
vehicle.

3. RESPONSIBLE PARTIES.

Leader of the Design and Implementation of the Strategic Road Safety Plan.
Head of SG-SST.
Human Talent or Human Resources.
Responsible for or Leader of Travel Planning, Logistics, Security and Traffic, etc.

4. DEFINITIONS.

Companion: Person who travels with the driver of a motor vehicle. (CNT, 2002)
Berm: In accordance with Article 2 of the National Traffic Code. Law 769 of 2002, is
defined as: part of the structure of the road, intended for the lateral support of the roadway
for the transit of pedestrians, cattle and occasionally for the parking of vehicles and the
transit of emergency vehicles.
Roadway: In accordance with Article 2 of the National Traffic Code. Law 769 of 2002, is
defined as: area of the road intended for the circulation of vehicles.
Road: In accordance with Article 2 of the National Traffic Code. Law 769 of 2002 is
defined as: a road whose purpose is to allow the circulation of vehicles, with adequate
levels of safety and comfort.
Lane: In accordance with Article 2 of the National Traffic Code. Law 769 of 2002, is
defined as: part of the roadway intended for the transit of a single row of vehicles.
Company collaborators: all workers, regardless of their type of affiliation or contract,
employees, contractors, affiliates, or persons linked through outsourcing, subcontracting,
outsourcing or through labour intermediation on a permanent or occasional basis, who
perform functions for the different processes of the company.
Company community: corresponds to all people who have a relationship with the
company, including, in addition to collaborators, clients, students, among others (some
examples of the company community are: educational community, business community,
etc.).
Driver: A person who is technically and theoretically qualified and trained to operate a
vehicle. (CNT, 2002)
Drivers hired or managed by the company: corresponds to the number of people who
use a motor vehicle or non-motor vehicle made available to the company to perform their
duties, regardless of the hiring or management model (linkage or intermediation) used by
the company.
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Ditch: In accordance with Article 2 of the National Traffic Code. Law 769 of 2002, is
defined as: a ditch or conduit built on the edge of a road to collect and evacuate surface
water.
Work-related travel: is travel carried out by company employees to fulfil their contract or
duties in the strategic, mission-related and support processes of the company.
Fleet of motor or non-motor vehicles: includes the number of motor and non-motor
vehicles made available to the company to perform its functions in strategic, mission and
support processes, whether they are owned, leased, rented, among others, or that are part
of any model of linkage, contracting, intermediation or administration carried out by the
company with the owner, holder or driver of the vehicle, also includes the vehicles used by
the company's contractors and workers.
Incident: It is a sudden, unwanted event that occurs for the same reasons as accidents,
except that due to chance it does not cause injuries to people, damage to property, the
process or the environment.
Road Infrastructure: It is the set of elements, facilities or services that are needed to
connect one place to another by land.
Maintenance: Maintenance is defined as all actions that aim to preserve an item or
restore it to a state in which it can perform some required function. These actions include
the combination of the corresponding technical and administrative actions.
Passenger: Person other than the driver who is transported in a public vehicle (CNT,
2002)
Pedestrian: Person who walks or travels on a road. (CNT, 2002)
Strategic Road Safety Plan (PESV): Management tool that contains the actions,
mechanisms, strategies and planning, implementation, monitoring and improvement
measures that must be adopted by the different entities, organizations or companies of the
public or private sector in accordance with article 110 of Decree Law 2106 of 2019, aimed
at generating safe habits, behaviors and conduct on the roads to prevent risks, reduce
road accidents and diminish their harmful effects.
Route: Path established or planned for a trip.
Road Safety: It is the set of actions and policies aimed at preventing, controlling and
reducing the risk of death or injury to people while travelling, whether by motorized or non-
motorized means.
Traffic: Volume of vehicles, pedestrians, or products passing through a specific point
during a given period. (CNT, 2002)
Transit: It is the movement of people, animals or vehicles on a public or private road open
to the public. (CNT, 2002)
Transportation: It is the transfer of people, animals or things from one point to another
through a physical means. (CNT, 2002).

5. GENERAL CONDITIONS.

5.1 SAFETY RULES: (Specify only if applicable).

Law 769 of 2002, which provides regulations for road traffic and transport.
Resolution 000744 of March 4, 2009, which provides the regulations for the geometric
design of roads.
Those established in Decree 1885 of 2015 as opposed to the provisions on road signage
and demarcation in the technical annex thereof.
The current Road Sign Manual.
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Those established in resolution 744 of 2009 regarding the provisions on the geometric
design of roads.
Substantive Labor Code.
Law 1562 of 2012.
Decree 1072 of 2015.
Resolution 40595 of July 12, 2022.
Law 1503 of 2011.

5.2 ENVIRONMENTAL RULES: (Specify only if applicable).

Relate environmental regulations that may affect the planning of work-related travel.

5.3 OTHER RELATED RULES: (Specify only if applicable).

Relate other applicable regulations for planning work-related travel.

5.4 SAFETY ELEMENTS: (Specify only if applicable).

To relate the safety elements that need to be used for the execution of the planned
movements, the following can be taken into account:

- Personal Protective Equipment.

- Work Permits.
- ARO or ATS.
- Active and passive safety requirements for vehicles.
- Vehicle safety and prevention equipment.

5.5. DESCRIPTION OF THE PROCEDURE:

Operation: Planning Work Travel

Normal force:
XX Drivers,
XX Operators
XX Machinery
Equipment, Tools and Materials: Describe the equipment, tools and materials to be
used.
Methodology: Describe the methodology used to perform the procedure.

5.5.1. Planning work trips (extramural trips, integration trips, educational trips).
The COMPANY has defined that for extramural work outings that are carried out in relation
to the company's activities, permission must be obtained either by mail, writing, internal
chat, form, etc. These outings must be reported to the immediate supervisor and support
must be provided in the area of human talent, safety and health at work or department to
which the worker belongs.

5.5.2. Planning the entry and exit of community members from the company's facilities.
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COMPANY has defined that for entry and exit of the facilities, the working hours defined in
the RIT (Internal Work Regulations) must be taken into account; any entry or exit outside
of these hours must be authorized.

5.5.3. The time in advance with which the route is planned,

COMPANY, plans the routes one day, week, month, months in advance.

5.5.4. The requirements for the start of the trip, schedules and driving times, the
documentation that must be carried and records that must be completed by the
company's employees,

For the start of the trip, considering the definition of work-related travel, the following
documentation must be carried and reviewed:

- Driving license,
- Citizenship card,
- Social security up to date,
- Current SOAT,
- Current technical and mechanical review,
- Extra and contractual policies (if applicable),
- Operation card (if applicable),
- Others (define as appropriate)
- Driving Schedule: Start 8:00 am until 6:00 pm
- Driving times: 8 hours and up to a maximum of 10 with authorization.
- Records: Pre-operational inspection.

5.5.5. Safe speeds for work-related travel, applicable performance factors, road safety
requirements for drivers and vehicles,

The speeds defined by the company are as follows:

The speed that vehicles must comply with, as appropriate, will be as follows:

Board 1. Maximum permitted speeds

MAXIMUM SPEED TYPES OF ROADS

30 km/h
(may be lower if the
Industrial facilities and plant areas
operational area so
provides)
Unpaved national roads, school, residential or hospital
30 km/h
zones.
50 km/h Urban areas (paved roads)
Rural areas (national, departmental, municipal paved
80 km/h
roads)

Fountain. SURA
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5.5.6. The conditions of the safe stopping sites (accommodation, restaurants, rest areas,
parking lots, among others),

The stopping places are those authorized by the company, which are disclosed in the road
risk analysis. However, drivers are advised to only stop at places that are warned by
applications such as Maps or Waze, especially gas stations, restaurants or populated
centers.

5.5.7. The controls that will be carried out during the tour,

During the tour, verifications will be carried out on the behaviors reported by GPS, such as
excesses, sudden braking, etc. Additionally, surprise breathalyzer tests will be carried out
at any of the control points available to the company.

5.5.8. Conditions to prevent risk factors (fatigue, speed, driver distraction etc.),

COMPANY, through its Risk Management and Performance Factors Programs, Annual
Work Plan and Training Plan, will implement activities, campaigns, and training aimed at
improving the safe habits, behaviors, and conduct of its employees.

5.5.9. Requirements for completing the trip and training company employees in identifying
and dynamically analyzing risks on external routes for work-related travel.

To end the trip, the company will ask the employee to report this through authorized
means in accordance with step 24 of the PESV.

No employee may undertake a work trip without completing the basic training defined in
their basic training plan. It is important that the driver reports any adverse conditions that
they may identify to the trip management.
As a complement to this procedure, use the Road Risk Analysis and Travel Management
formats.