INTERNAL USE ONLY

Guideline for Transport System

Business Support and Planning – Administration
Sun Life India Service Centre Private Limited

APPROVAL

Approved By: Policy Approval Committee

Approval Date: Sept 16, 2012

Effective Date: November 2010

Policy Sponsor: Ritvik Awasthi, Director, Business Support and Planning

Responsible Person/Contact: Rajeev Kar

VERSION CONTROL

Last Review Date: November 2010 v1.0

Last Review Date: Sept 10th, 2012 v1.1

1.0 INTRODUCTION AND SCOPE

Information and the technology, people, and physical environments that support it are critical business
assets of Sun Life. Therefore, it is imperative that they be safeguarded, and all levels of the enterprise
play a role in so doing. Our reputation, competitive edge, and profitability are heavily dependent upon
how we, as an organization, protect both Sun Life-owned information, and the information entrusted to us
by our clients, employees, vendors, partners, and contractors. The purpose of this guideline is to
communicate India Service Centre's overall scope and strategy for establishing and maintaining an
organization wide awareness and standardization. It also communicates India Service Centre's
expectations with respect to the use of its assets. It provides a reference of specific acceptable and
unacceptable practices and behaviors (where ever applicable), and sets forth the high standard of
conduct that is expected of every Sun Life employee while using Sun Life assets.

The guideline reflects the executive position and direction for managing Sun Life India Service Centre's
information, human, and physical resources .

2.0 PURPOSE
The document ensures a systematic and accountable system ensuring security of the employees using
company provided transport
.

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 INTERNAL USE ONLY

Guideline for Transport System

Business Support and Planning – Administration
Sun Life India Service Centre Private Limited

3.0 STANDARDS AND OPERATING GUIDELINES

3.1 General

Company will provide transport facility to employees as per the following guidelines:

1. The Company will (as far as practically possible) provide point pickup and drop to
the staff members for commuting to and fro to the place of work in shared
vehicles. However this would not entitle any employee to demand exclusive
transportation arrangement. The Company reserves the right to withdraw this
facility on uneconomical routes. The normal transportation routes shall be
chalked out for a minimum of three regular staff members.
2. The pickup point will be within 1 km radius of the staff residence. Cabs picking up
people from gated colonies shall report to the colony gate and staff would be
required to take their pickup from there.
3. Pickup will be done from New Delhi, Noida, Gurgaon and Faridabad only.
Clubbed service shall be given from Ghaziabad up to the extent of five kilometres
on the other side of the border providing there are five or more people in the cab
in a particular shift.
4. The maximum travel time from the first pick-up to the office shall not be more
than 120 minutes. For the evening drop one and a half times the travel to the
office is acceptable due to the rush hour.
5. The Company will provide home pickup and drop for staff during 21:30 hrs to
07:00 hrs as per the project/shift requirement.
6. The maximum number of people to be planned in one vehicle is as follows:
a. Indica / Ritz : 4 per vehicle.
b. Tavera / Innova : 7 per vehicle.
c. Staff members availing of the office transport shall be expected to follow a
system of seat rotation so that the last person being picked-up does not
have to occupy the most unwanted seat everyday.
7. The cab will reach the 1st Pick-up point 10 minutes before scheduled time. The
cab would only wait for 5 minutes beyond the scheduled pick-up time (only at the

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Guideline for Transport System

Business Support and Planning – Administration
Sun Life India Service Centre Private Limited

first pick-up point). There is no waiting time for subsequent pick-ups after the
scheduled pick-up time.
8. For subsequent Pick-up point, the cab will wait only if it reaches earlier than the
scheduled pick-up time. If the staff member to be picked is not at the pick-up
point at the scheduled time, the cab will not wait, will move to the next point. (The
transporters will call the staff only if the cab is running late). Staff members
however are expected to wait up to 10 minutes beyond the scheduled pick-up
time assuming the cab may be running late for any reason.
9. In the evening, the cabs will not wait later than 20 minutes at both sites (unless
all the members in the same vehicle agree to it) at the shift ending time.
10. It may be noted that under normal circumstances, a cab for drop shall be
provided only at 18:30PM. No transportation shall be provided between 16:50
and 18:30 PM for the 8:00 to 16:30 shift.
11. In the evening, there will be accumulated adhoc drops drop timings at 18.30 hrs,
20.30 hrs, and 22.30 hrs. There will be Tavera / Indica going to different
destinations in all the three drop timings. The transport co-ordinator will make
routes on the spot and will send the cabs and his decision will be taken as final.
He will ensure that the cabs are utilised to their maximum capacity.
12. The cut off time for the acceptance of all late adhoc cab requests for regular shift
will be 1530 hrs, after this cut off no requests will be entertained by the transport
co-coordinator. All such requests need to be duly approved by the respective
function head.
13. Pick up requests made for weekends need to come through the line managers
who will mention the office reaching time for their team members. The weekend
routes (which may be a shared arrangement) will be floated accordingly. The
weekend Adhoc routes need to duly approved by the functional head.
14. Any amendments on the regular routes/ vehicles for weekend routes / inclusion
of new joiners shall be intimated to the corporate services team / transport desk
at least 48 hrs( working hours) in advance. New joiners shall be added 48 hrs
from the time their form is received from HR. The inclusion in the route would be
from drop only.
15. Requirements like vehicles for team get together / training for below ten people
shall be intimated to the transport desk at least 24 hrs in advance this would
require a function head approval.
16. Requirements like vehicles for large gatherings/ training for above ten people
shall be intimated to the transport desk at least five days in advance this would
require a function head approval to enable transport desk to service the request.

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Guideline for Transport System

Business Support and Planning – Administration
Sun Life India Service Centre Private Limited

17. All drops to an address other than the address given by Human Resources shall
attract a prior approval of the function head and sent to the transport desk five
hours in advance for the same to be informed to the relevant operator. A
temporary address change would be for a minimum of five days to enable use of
the transport services.
18. For availing the office transport services besides the daily pick-up and drop by
the scheduled bulk cab movement, employees would be required to submit their
request through mail with the approval of their function head.
19. Staff taking a leave would be expected to inform the transport desk.
20. Staff going on long leave must inform the transport coordinator and the transport
desk.
21. The routes shall be planned in such a manner that the first pickup and the last
drop during 18:30 hrs to 07:00 hrs would be a male staff member. If the route
cannot be prepared in such a way or when male staff is on leave or not utilizing
the facility, a security guard will escort the vehicle. The security guard shall be
seated in the co-driver’s seat to enable him to access the situation from a threat
perspective at all times.
22. The person who boards the vehicle first shall write time and place at the time of
boarding and all the people travelling in the cab need to write their names in the
duty slip and sign it before leaving / disembarking the cab.
23. All IT process cabs shall report ten minutes in advance.
24. Keeping in view the safety of the people travelling, the cabs will not stop
anywhere along the route at the time of pick up or drop other than the designated
pick up or drop points. Female employees would be dropped at home once it
gets dark. Female employees can be picked up from their homes too if the pick-
up point are located at deserted point or are unfit for a lady to stand (The home
pick-up & drop during day) for any lady would only be approved by Manager
Administration after ascertaining the situation.
25. Any employee feeling unwell would be provided a drop on an urgent basis with
due approval from their function head.

26. It may please be noted that the transportation service is made available only upto
a predefined geographical boundary limit keeping various considerations
including the total commuting time for the employees in mind. It may be noted
that the following points (non exhaustive) are some of the outer limits of the
service area

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Guideline for Transport System

Business Support and Planning – Administration
Sun Life India Service Centre Private Limited

Delhi: Upto Badli & Sarup Nagar, on GT Road upto Najafgarh on Bahadurgarh road
and upto Mundka on Rohtak Road
Gurgaon: Upto Manesar on NH-8 & and South City-II on Sohna Road
Faridabad: Upto Eicher Tractor Engg center on NH-2.
UP: Upto Noida (excluding Greater Noida and Ghaziabad).

Initiated by Admin
Approved by Policy Approval Committee Approved by MD
Dept.

Chandan Barve

Gaurav Mishra

Priti Singh

Ritvik Awasthi

Rajeev Kar Shiney Prasad

Ritesh Sarda

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Guideline for Transport System

Business Support and Planning – Administration
Sun Life India Service Centre Private Limited

3 APPENDICES
Appendix A: Modification History

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Guideline for Transport System

Business Support and Planning – Administration
Sun Life India Service Centre Private Limited

APPENDIX A
MODIFICATION HISTORY

Approved by Managing Director:

Approved by Policy Approval Committee: Sept 16, 2012

Amended: Sept 16, 2012

Amendment(s) Approved: Sept 16, 2012

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