Vehicle Use

The following document outlines the rules and procedures for using any vehicles that are either owned or leased by Catalpa.

• The persons who are eligible to drive Catalpa vehicles,

• Guidelines outlining how Catalpa vehicles must be operated,

• Steps for reserving/checking out of vehicles,

• Logging your trip in the vehicle log book,

• Instructions on what to do in case of an accident or breakdown, and

• Vehicle maintenance requirements.

Quick reference

Anyone who drives Catalpa vehicle must adhere to the following:

• Only authorized Catalpa employees can drive Catalpa vehicles.

• All drivers must maintain a valid driver’s license, either specific to the relevant country or a valid international driver ’s license . A scan of the appropriate licence should be provided to the operations manager.

• Vehicles are to be used for Catalpa business purposes only. For any other use, prior approval should be obtained from Catalpa Directors.

• Drivers must adhere to all of the relevant country’s road laws.

1. Who is eligible to drive Catalpa vehicles?

All Catalpa staff holding a valid drivers licence are eligible to drive a Catalpa vehicle. However, approval for using Catalpa’s vehicles will be made on a case by case basis.

2. How to check out a vehicle.

To book a vehicle, simply send an email to [e-mail]. Your email should include the following information;

• Purpose: a quick sentence outlining why you need a vehicle.

• Duration: how long you will need the vehicle for with a start and end date.

• Destination: where you are going.

• Driver: if you require a driver

It is a good idea to book a vehicle early (around one week) to allow time to hire a driver or an extra car if required.

3. Driving responsibly.

Catalpa requires all staff and drivers to operate vehicles safely. We have an expectation that you will put the safety of yourself and your passengers as the number one priority. Here are some simple tips to ensure we drive responsibly;

• Driver and occupants are required to wear a seatbelt at all times when the vehicle is in motion.

• The vehicle must be driven at speeds that are appropriate for the road conditions.

• Texting is prohibited while operating a moving vehicle. No alcoholic beverages, or any prescription drugs that could impair someone’s driving ability may be used by anyone driving Catalpa vehicle.

• Smoking is prohibited in the car (it’s bad for you as well). Please make sure to keep the vehicle locked and secure if unattended.

• To prevent driver fatigue, driver should not drive more than 8 hours in a 24 hour period, with at least a 30 minute break during such a drive.

4. Logging your trip.

So we can better maintain our vehicles, as well as track usage for specific projects, we would appreciate it if you can log your trips in the simple ‘Vehicle Log Book’ - you will find this in the glove box of the car (along with some candy wrappers). Please also make sure to provide any receipts used for purchasing fuel or other care related products to our operations team.

5. In the event of an accident.

Accidents do happen, and it is important that you have the required emergency contact numbers. It is a good idea to save these to your phone.

• Timor-Leste Police : 📞112 or 7723 0635

• Timor Ambulance: 📞7723 6662/331 1044/723 3212

• Insurance :

All accidents involving a third-party must be reported to the police. To be assured that the accident gets the appropriate response, please record the following pertinent information;

• Date and location of accident,

• Make /model/year or vehicle or motorcycle,

• Registration number,

• Other driver/owner name, insurance information (if applicable), address and phone number,

• Extent of damage to vehicle(s) and/or motorcycle(s), being specific as possible as to the location of damage, Injuries; and,

• Brief description and diagram of accident including photographs (if possible).

6. Maintaining Catalpa Vehicles

We will regularly maintain our vehicles with twice yearly services, and with regular oil and water checks. However, if you notice any rattles, groans, squeaks or if it just stops please let our operations team know.

Understanding your specific responsibilities

a. Drivers

• If you are driving the car, you must ensure all passengers in the vehicle are wearing seat belts.

• If you have an accident, or have any issues on the road you must notify the operations manager immediately.

• Please keep the vehicles clean and remove any trash before returning.

• If the Should fill the last tank when it is below 1/4 tank

• Must report any problems regarding vehicle use to the operations manager

b. Operations Manager

• Renew vehicle registration

• Only allow authorized Catalpa individuals o drive Catalpa vehicle

• Schedule regular maintenance checks on Catalpa vehicle

• Coordinate cleaning of vehicles as needed

c.Vehicle Registration and Insurance

In Timor-Leste, vehicle registration applications are obtained from the Ministerio dos Transportes e das Comunicações (MTC), Direcção Nacional de Transporte Terrestres. Vehicle (MTTV) registration must be renewed annually.

You can collect the registration form from MTC. The registration application needs to be completed and hand delivered with the appropriate fee for the MTTV.