Vehicle Policy - Timor Leste
1. Introduction
In Timor-Leste, currently one vehicle is owned by Catalpa to support our employees with transport needs to deliver their duties. During work hours it is used for project transportation needs via Catalpa’s Driver. Out of work hours, the Catalpa vehicle is assigned to the Catalpa Director based in Timor-Leste, that is, it is housed by and used by the Director.
The following document outlines the rules and procedures for using the Catalpa vehicle. Owning and operating a vehicle comes with risk for Catalpa, our employees, and other people on the road. This policy is intended to describe our guidelines for using the Catalpa vehicle.
2. Purpose and scope
This policy describes our guidelines for using the Catalpa car in Timor Leste so we can ensure the The vehicle is used safely and appropriately.
For the most part, this policy does not apply to transportation provided for Catalpa staff by a third party transport provider such as when Catalpa hires a rental car with a driver. However, the sections below 3.3 What vehicles can be used for and 3.4 What the vehicles cannot be used for also applies to Hire Cars.
3. Policy Principles
3.1 Catalpa responsibilities
Catalpa will provide for:
Fuel for the vehicle, which is used for work purposes
Routine maintenance of the vehicle and general upkeep of the vehicle so as to make sure the vehicle is safe and roadworthy
Repairs of the vehicle
Registration of the vehicle
Insurance for the vehicle
Employment of a driver to support staff with transportation needs using the Catalpa vehicle
Organization of a reliable and trustworthy transport service/hire car for transport needs for a project where the Catalpa vehicle and driver are not suitable or able to be used.
Reimbursement for taxi fares for staff travelling to and from work, and to work meetings, where the driver is unable to assist them with transport needs.
Catalpa will regularly maintain the vehicles with twice yearly services, and with regular oil and water checks.
Where the Catalpa vehicle is out of action due to repairs or servicing, Catalpa cannot guarantee the provision of an alternative vehicle, however in those situations taxi fares for staff travelling to and from work will be provided as mentioned above
3.2. Eligibility to drive Catalpa vehicles
There are currently only two authorised drivers of the Catalpa vehicle in Timor Leste - they are the Catalpa employed Driver and the Director.
It is possible that in future more personnel will be authorised to be Drivers, and the process by which they would be made authorised / eligible is outlined in Section 5.
The Driver and Director will have priority use of the vehicle during work hours. Staff should book transportation needs in advance (see section 3.6).
3.3. What the vehicles can be used for
A Catalpa vehicle can only be used within reasonable city limits of Dili and, with approval close-by municipalities (Liquica, Ermera, Aileu and Manatuto). It must not be taken beyond these limits, unless there is authorized approval from the Director or Finance and Operations Officer or Director to do so (see section 4.2)
Work related travel during work hours - The Catalpa vehicle is to be used for work related travel which is usually during work hours. For example, attending meetings in other locations and procurement activities, returning from a work event.
Taking the vehicle home at night - Given that there is no secure parking available at the Catalpa Office, the vehicle is to be taken home at night by the Director for safekeeping. In the event this is not possible or the Director is on leave the vehicle can be taken home at night for safekeeping by another staff member, at the discretion of the Director or Finance and Operations Officer, or kept at a secure office location (Catalpa office car park with security guard).
Limited personal use - the Catalpa vehicle may be used for limited personal use, so long as the travel aligns with routes the vehicle is being used for, for work purposes. That is, you may stop at the market, on the way back from a meeting to the office so long as the market is on the way. It would be inappropriate to use the vehicle to travel to the other side of town to visit a specific market.
Rental cars/drivers - only preferred providers who have been vetted should be used for rental car bookings, as advised by the Operations team. Staff should only travel during daylight hours and no later than 6pm. Where staff are travelling in a rental car beyond 6pm they should seek Director approval to do so and inform Operations. Staff should undertake a quick vehicle safety check before they proceed to check for tyre condition, functioning air conditioning, spare tyre etc.
Taking passengers in vehicle - At the driver’s discretion it is acceptable for our partners or government stakeholders and/or others to ride as passengers in the Catalpa vehicle on an ad hoc basis, and for short trips for convenience and only within Dili. The Driver is responsible for ensuring they understand their responsibilities as a passenger (see section 10).
Catalpa prefers that Catalpa staff travel in their own vehicle and/or Catalpa arrange project transport, rather than in the vehicles or partners and/or stakeholders. This is for safety reasons, as we know the high safety standards of our drivers/vehicles and the Driver we use.
3.4. What the vehicles cannot be used for
General personal use
It should not be taken home by a staff member other than the Director at night to an area where it will be unsafe and/or without permission of the Director and/or Head of Finance / Operations.
It should not be used for driving lessons
It should not be held by or used by a Catalpa staff member who is on leave.
It should generally not be driven at night, unless the staff is traveling to or returning from a work event in the evening.
It should not be used for transporting family members/friends in the vehicle - the vehicle should not be used to carry family members. Approval should be sought from the Director to transport friends and family in the vehicle. The driver is accountable for ensuring the safety of family and friends whilst in use of the vehicle and ensuring they comply with the content of this policy.
It is not permitted to provide transport in the Catalpa vehicle of project beneficiaries i.e. community members.
3.5. Booking the Vehicle
When the staff need to book the office car, they simply need to write down their names and destination address and time for departure on the vehicle booking Google Calendar. It is important to note:
It is preferable to make your booking on the whiteboard at least 24 hours notice in advance so that the driver is aware of the schedule.
If the time of your booking changes (either drop off or pick up) please adjust on the whiteboard
Please communicate directly with the driver if there are last minute changes to your drop off/pick up needs i.e. within 30 mins of the set time and/or if the Driver has already left the office and can no longer view the Whiteboard.
If the Driver and/or vehicle is unavailable, staff can arrange a taxi and seek reimbursement from the Finance and Operations Officer.
4. Management and Maintenance of Catalpa vehicles
4.1. Fuel
Petty cash is provided for topping up fuel in the vehicle. The Driver is responsible for seeking petty cash from the Finance & Operations Officer and filling the tank when it is below 1/4 tank. Please consider the next users of the vehicle when checking fuel levels.
4.2. Taking the vehicle outside the city limits
A Catalpa vehicle can only be used within city limits of Dili and close by Municipalities as stated in 3.4 above; it must not be taken beyond the city limits, unless there is authorized approval from the Director or Finance and Operations Officer to do so. If the vehicle is being taken outside Dili, the driver should discuss with the Finance and Operations Officer in advance, to establish that the vehicle is appropriate to use for those conditions, and can be kept safe. Secure transport including driver will be provided in the case of travel to other municipalities.
5. Seeking approval to drive a Catalpa Vehicle
While there are currently only two authorised drivers of the Catalpa vehicle, in future there may be other personnel authorised as needed.
Approval for using Catalpa’s vehicles will be made on a case by case basis - approval needs to be sought from the Finance and Operations Officer who will facilitate for the Authorized Driver Checklist to be completed and saved on file with other relevant documentation.
Authorized drivers of Catalpa Vehicles will be asked to:
Provide a copy of Timorese Drivers license
Read and sign the Catalpa’s Vehicle Code of Conduct
Read this Policy
6. Driving Responsibly
The Catalpa Vehicle Code of Conduct outlines how Catalpa drivers are required to operate vehicles safely. We have an expectation that you will put the safety of yourself and your passengers as the number one priority.
All drivers of the Catalpa vehicle will be asked to sign the Vehicle Code of Conduct.
7. In the event of an accident or incident
Accidents do happen, and it is important that staff have the required emergency contact numbers at hand. In the event of an accident:
Secure your safety and that of your passengers (your safety is more important than the vehicle)
Contact the police or ambulance if the situation requires
Dili Police - 112 and 3000112
Dili Ambulance - 110 and 3312210
Contact the Finance and Operations Officer as soon as practically possible so we can provide support and notify our insurer. Employees shouldn’t accept responsibility or guarantee payment to another party in an accident.
Staff who are involved in an accident, regardless of who is at fault, will be asked to complete the Vehicle Incident Report form.
In the instance of theft of the vehicle, please also report this immediately to the Finance and Operations Officer.
8. Insurance
Catalpa ensures that Catalpa vehicles are insured appropriately. Staff must report all accidents and incidents that result in damage, whether minor or significant, to the Finance and Operations Officer so that insurance processes can be followed.
Note, if the staff member is found to have been at fault, or negligible, in the event of an incident or accident or damage to the vehicle, they may be asked to pay for or contribute to repairs and/or insurance excess at Catalpa’s discretion. Further, disciplinary action may be taken up to and including termination of their contract with Catalpa. Such instances will be investigated by Catalpa to determine actions to be taken.
Accidents and incidents involving the vehicle may also be reported to the police. In these instances, the Finance and Operations Officer will support staff with this.
9. Penalties and fines
The driver is liable for any penalties or fines issued to them when they are driving and/or accountable for the vehicle. If the penalty or fine is in relation to maintenance and upkeep of the vehicle then Catalpa will be liable for these costs.
10. Roles and Responsibilities
Wear seatbelt at all times
Ensure they are aware of the vehicle policy and report non compliance of the driver to the Finance and Operations Officer
Do not drink or eat in the vehicle
Do not disrupt the driver whilst they are driving
Do not leave the car untidy
Do not leave items in the vehicle when it is unattended such as laptops, bags etc.
Monitor water and oil levels (can delegate to a team member)
Cleaning of vehicle as needed
Hold a valid driver's license on you at all times when you are driving
Follow the road rules at all times
Keep the vehicles clean
Ensure all occupants in the vehicle wear a seatbelt at all times.
Fill the tank when it is below 1/4 tank
If you have an accident, or any damage is done, notify the Finance and Operations Officer immediately.
Report any issues or mechanical issues to the Finance and Operations Officer
Notify the Finance and Operations Officer if your driving record changes
Do not eat, smoke, or drink in the vehicle
Drive the vehicle at speeds that are within limits and appropriate for the road conditions
Do not text or make calls from a phone in hand while driving
Do not be intoxicated or under the influence of drugs that may impair your driving
Keep car locked and safe when unattended
Do not allow unauthorized drivers to drive the car
Do not take the vehicle outside the city limits without notifying the Finance and Operations Officer
Only drive the vehicle if I am in good physical and emotional health and am safe to do so
Do not leave items in the vehicle when it is unattended such as laptops, bags etc.
Notify the Finance and Operations Officer if your good driving record changes
Renew vehicle registration and insurance as required
Only allow authorized Catalpa individuals to drive Catalpa vehicle
Keep records of drivers licenses and signed Driver Code of Conduct
Schedule regular maintenance checks on Catalpa vehicle
Report any abuse of the vehicle and/or this policy to Team Leader/Director and/or People & Culture Manager
Keep registrations and accounts with providers as required (security response, fuel, maintenance)
Ensure the policy is up to date and reviewed annually
Support any investigations of breaches to this policy
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