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GSK FLEET MANAGEMENTCOMPANY CAR POLICIES AND PROCEDURES FORINHOUSE VEHICLESFLEET MANAGEMENT DIRECTORYHenry Rogers: Finance Manager, FleetEddie Ange: NA DOT Compliance AdvisorJudy Columbus: Senior Fleet AnalystFLEET MANAGEMENT rma/index.shtml?/gskuspharma/index.shtmlLink to Safe Driver Program & Fleet Management Company harma/indexus.shtmlFREQUENTLY NEEDED NUMBERSAutomotive Resources International(ARI)Vehicle maintenance and repair, registration,vehicle orders, status, mileage reportingCollision Experts International (CEI)Accident reporting, safetyFleet ManagementUS Pharmaceutical Sales:1-877-475-2271US Consumer Healthcare1-888-820-2554Puerto Rico:1-855-475-7700Driver Services: 1-866-894-0383Accident/claim: 1-866-475-2524USFleetInsurance@gsk.com.1
Table of ContentsDRIVER ELIGIBILITY, RESPONSIBILITY AND PERSONAL USE .3Eligibility to Drive a Company Car.3Motor Vehicle Records (MVR) .3Motor Vehicle Record Requirements . 3Withdrawal of Company Car Privilege .3Restrictions .4Safety Guidelines .5Traffic Violations .5Authorized Drivers and Personal Use of a Company Vehicle .6Garaging .6Driving Outside the Country of Origin .6ACCEPTABLE COMPANY VEHICLES AND OPTIONAL EQUIPMENT.6Acceptable Company Vehicle .6Assignment/Transfer of Company Vehicles.6Vehicle Replacement Guidelines and New Vehicle Ordering .6Acceptable Optional Equipment.7Purchasing Company Vehicle .7VEHICLE OPERATING GUIDELINES.7Mandating Use of the GSK Vehicle Programs.7Vehicle Operating Expenses.7Vehicle Maintenance .7Gasoline Purchases.7Tires.7Alternate Transportation .8Failure to Maintain Company Vehicle.8Company Vehicle Odometers .8INSURANCE, LICENSING, & REGISTRATION.9Company Vehicle Insurance .9Licensing, Registration and Renewals.9For purposes of this policy, company vehicle is defined as: any vehicleowned, leased, rented, or otherwise under the control and responsibilityof GSK.2
DRIVER ELIGIBILITY, RESPONSIBILITY AND PERSONAL USEEligibility to Drive a Company CarEach GlaxoSmithKline in-house vehicle is assigned to one particular department within thecompany. Prior to vehicle assignment, the department must provide the department name,cost center and a contact for the vehicle to Fleet Management. Only approved driver’s thathave been added to the “In-House driver’s list” through Vision, and have completed the CEIprocess to have their MVR checked, and completed all assigned CEI training, are allowed tooperate any GSK owned or leased vehicle. Third party supplier management is responsible forensuring all non-GSK employees operating company vehicles are in compliance with GSK Fleetpolicies and procedures.Motor Vehicle Records (MVR)Motor Vehicle Record (MVR) review is a condition of continued eligibility to operate a GSKowned or leased vehicle. Bi-annual motor vehicle record checks are required for all authorizeddrivers (employee, contract worker, consultant, etc.) in order to be eligible to drive a companyvehicle.Motor Vehicle Record RequirementsAcceptable:1. Current license is valid.2. No citation and/or conviction for driving under the influence of alcohol and/or drugsor driving while impaired within the past five years.3. 2 or less moving violations or collisions within the current 24-month period.Unacceptable1. Current license is not valid, is suspended, or revoked, or status listed as ineligible ornot active2. Conviction for driving under the influence of alcohol and/or drugs or driving whileimpaired within the past five years3. More than 2 moving violations and/or collisions within the current 24-monthperiod.4. More than 3 moving violations and/or collisions within the past five years. Gross orwillful motor vehicle-related misconduct (i.e. eluding a police officer; felonyconviction; vehicular homicide or manslaughter conviction)3
Withdrawal of Company Vehicle PrivilegeWithdrawal of authorization to operate company vehicles or other disciplinary action may occur for any of thefollowing reasons:1.Abuse or misuse of the vehicle or failure to comply with the rules and procedures stipulated in thiscompany policy.2.Operating a company vehicle when license has been suspended or revoked.3.Violation of GlaxoSmithKline Alcohol & Drug Abuse Policy. Being under the influence of (or havingone’s behavior affected by) an unauthorized controlled substance or alcohol while in a companyvehicle.4.Allowing an unauthorized driver to use the company vehicle.5.Conviction of hit and run.6.Leaving the scene of an accident.7.Failure to have valid driver’s license in their possession.8.Neglect of routine car maintenance. Additionally, GSK has the right to charge employees and vendorsfor full repair costs resulting from the neglect or failure to perform scheduled routine maintenance.9.Documented incidents of “road rage” or reckless driving.10. Involvement in a felony, homicide, or manslaughter.11. Failure to report or willfully misrepresenting the facts concerning an accident.12. Operating a company vehicle in an unsafe condition, while having prior knowledge of such condition.13. Operating a company vehicle for any purpose in violation of federal, state, or local laws.14. Operating a company vehicle without proper authorization.RestrictionsNon-compliance may result in withdrawal of company vehicle privileges or other disciplinary action.1.Trailer towing - other than commercial vehicles designed to tow trailers.2.Tinting windows3.Smoking in company vehicle4.Transporting of animals/pets5.Carpooling – transporting groups of children; for example, field trips and sports events6.Transporting of a hitchhiker or stranger7.Tampering with vehicle odometer4
8.The use of a company car for any business venture other than that pertaining to the employee’s jobduties and responsibilities at the company9.The acceptance of any form of compensation from any individual for carrying passengers or material10. Transporting firearms.11. Transporting flammables or any hazardous materials unless authorized and items are properlymarked, labeled or otherwise identified and/or manifested, and the vehicle is properly marked asneeded.12. Tampering or deactivating supplemental restraints such as driver and/or passenger airbags13. Writing notes, texting, map reading, eating, talking on cellular phones, or any distracting activitywhile vehicle is in motion14. Operating a vehicle while taking medication that causes drowsiness15. Affixing bumper stickers and/or decals to the company vehicle other than required by DOT and thecompany vehicle number.16. Transporting any type of material and/or equipment such as bike racks, lumber, ski equipment, etc. ina vehicle not designed for transporting materials.Safety GuidelinesIt is mandatory that seat belts be used by all occupants of a company vehicle, at all times, without exception. It isthe driver’s responsibility to ensure that all occupants fasten their seat belts prior to operating the vehicle. Anymalfunctioning seat belt should be repaired and replaced immediately. The Company reserves the right to revokethe driving privilege of any driver not complying with this policy.Traffic ViolationsExcessive speeding violations and/or accident history may exclude a driver from being eligible to operate acompany vehicle.Parking for business related travel is a reimbursable expense. The driver is responsible for promptly paying allparking tickets and moving violation fines, leasing company service fees, and late penalties incurred from tickets orviolations. Fines, fees and penalties cannot be charged back to GSK.Fleet Management monitors the parking citations received by GSK employees and issues notices of payment whennecessary. If it becomes necessary to issue repeat notices requesting payment, the applicable manager will benotified. Continued noncompliance of payment will be forwarded to Human Resources. For contract workers,notice of payment will be sent to a representative of the contract company on site. If it becomes necessary toissue repeat notices requesting payment, the contract company may lose authority to use GSK vehicles.Tolls for business related travel are reimbursable expenses. An increasing number of toll authorities require anautomated payment methodology such as EZ Pass in the US and Auto Expresso in Puerto Rico. Drivers should usethese services where available. Applications must be in the driver’s name, not the Company name. It is the driver’sresponsibility to pay any toll violation; the violation fee cannot be charged back to the Company.5
New York City drivers should send payment for parking tickets to:New York City Department of Finance Parking Violations Office – Fleet PaymentsP.O. Box 2127Peck Slip StationNew York, NY 10272-2127Authorized Drivers and Personal Use of a Company VehicleAuthorized drivers may include employees and contract workers. Both are authorized to drive the company vehicleupon submission of required information. Allowing anyone other than the above mentioned to operate a companyvehicle is a violation of company policy and may result in disciplinary action.The Internal Revenue Service (IRS) requires companies to measure and report personal use of company vehicles.Personal use of GSK in-house/site vehicles is not permitted.GaragingThe driver is responsible for ensuring all necessary precautions are taken to prevent damage and theft of thecompany vehicle and/or its contents at all times. Whenever you leave a company vehicle:1.Roll up all windows2.Lock all doors3.Do not leave merchandise and equipment in open view inside a vehicle, which may tempt a break-in.Lock all valuable items inside the trunk when the vehicle is left unattended. If your company vehicledoes not have a trunk, all items must be covered or secured in the glove box. Vehicle break-ins will beconsidered preventable vandalism when articles are left in plain view or visible from outside thevehicle. For the commercial trucks, all items should be secured in the cargo box on the truck.4.Personal items will not be covered or reimbursed by the Company if stolen5.Site vehicles are to be parked at the assigned site each night and the keys left on site and secured in amanner to prevent unauthorized use or loss of the key. Any keys lost, it will be the responsibility ofthe employee or the company using the vehicle to replace the key(s).Driving Outside the Country of OriginUS employees may drive the company car into Canada after obtaining Fleet Management’s approval.US employees may not drive the company car into Mexico.Puerto Rico employees may not take the company car off the islands of Puerto Rico.ACCEPTABLE COMPANY VEHICLES AND OPTIONAL EQUIPMENTAcceptable Company VehicleWhenever a vehicle is requested, it is company policy to first determine if there is an unassigned vehicle currentlyavailable within the Company’s vehicle fleet. If an appropriate vehicle is available, it will be assigned to the eligibledepartment. If none is available, one will be obtained based on company standards.6
Assignment/Transfer of Company VehiclesDepartments must contact Fleet Management with any vehicle need. Fleet Management will administer andmonitor all vehicle assignments, reassignments, and transfers, as this is most cost-efficient for GSK. Departmentsmay not transfer or loan any vehicle to another department without Fleet Management’s permission.Vehicle Replacement Guidelines and New Vehicle OrderingAll vehicles will be replaced as requested by the individual departments or when the cost of repair exceeds thevalue. To request or replace a vehicle, all departments must complete a Vehicle Request Form and return it toFleet Management. At the Company's discretion, the replacements may be made by utilizing idle vehicles versusfactory ordering new vehicles.Acceptable Optional EquipmentOptional equipment for company in-house vehicles is limited to business needs. Installing any after-marketequipment such as CD players, luggage racks, and tinted glass is prohibited.Purchasing Company CarWhen an in-house vehicle is turned in, all sites or departments will be notified of the vehicle availability. If nodepartment or site wants the vehicle, then it may be sold to an employee, contract worker, etc. Vehicles are sold“as is” with no implied or expressed warranty. Vehicles with substantial damage may not be available for purchase.VEHICLE OPERATING GUIDELINESMandating Use of the GSK Vehicle ProgramsEmployees and contract workers are required to adhere to all GSK-provided vehicle programs includingmaintenance, fuel, and accident management. Adherence to negotiated programs offers cost control and centraldata collection, and eliminates auto-related expenses from expense reports. Auto/accident expenses will becentrally billed through these programs.Vehicle Operating ExpensesThe Company pays for all costs to operate a company vehicle with the exception of service work required as aresult of an employee’s or contract worker’s neglect or misuse of their company vehicle.Vehicle MaintenanceEvery vehicle is provided a Wheels maintenance packet that should be utilized for maintenance repairs byGSK/Wheels approved vendors. Advance approval must be obtained for any repairs or servicing exceeding thoseshown on the coupon by contacting Wheels/Fleet. Once a replacement vehicle has been ordered, only necessarysafety-related items will be approved for repair.All glass replacement is handled through Collision Experts International (CEI).Gasoline PurchasesAll US gasoline purchases should be made utilizing the GSK WEX Card; all Puerto Rico gasoline purchases should bemade utilizing the Total fuel card. Only regular octane fuel must be purchased and self-service stations must beused in all permissible states. The gas cards should not be used for purchasing gasoline for any other vehicle (i.e.,rentals or personal vehicle) other than the company-assigned vehicle.7
TiresAfter repairs and fuel, tires are the most costly operating expense. Departments can substantially lower thecost of operating their vehicle by:1.Maintaining the manufacturer recommended tire pressure2.Checking tire pressure at least once a week, including the spare3.Carefully inspecting tires for uneven wear, cuts, fabric breaks and abrasions.Proper tire inflation is a do-it-yourself job which requires only a few minutes of work each week and will minimizeexpenses by extending tire life and enhance the safe operation of the vehicle.Alternate TransportationDepartments that use a company vehicle must use the vehicle for all business requirements (including afternormal business hours). They will not be reimbursed for use of their personal vehicle for business purposesunless the company vehicle is unavailable.If the company vehicle is inoperable, a company driver is authorized to rent a full-size vehicle only to conductcompany business. Enterprise/National Rental is the preferred rental company. The rental charge can be directlybilled to the Leasing Company . If any other rental agency is utilized, the driver will need to pay for the rental billout of pocket and be reimbursed on the GEMS expense report under expense item Car Rental/Gas-Pharma. Rentalcar liability coverage is covered by our insurance carrier. The driver should not purchase the collision damagewaiver coverage. GSK will not provide a rental vehicle for vacation purposes.Failure to Maintain Company VehicleAll departments are expected to maintain their assigned vehicles in a safe operating condition. Maintenanceschedules must be adhered to along with warranty requirements. Service work required as a result of anemployee’s or contract worker’s neglect and misuse will be the employee’s or contract company’s financialresponsibility. The employee or contract company will be charged the full amount of the repair needed. Thisincludes mechanical and/or body damages to the vehicle at time of turn-in. Any expenses incurred by GSK due toneglect when transporting any type of materials and/or equipment will be full responsibility of the employee orcontract company and may be considered violation of company policy.Company Vehicle OdometersCompany vehicle odometers shall be governed in accordance with the following federal odometer laws andregulations:1. Change of mileage indicated on the odometer is prohibited. No person shall disconnect, reset, oralter, or cause to be disconnected, reset, or altered, the odometer of any motor vehicle with intentto change the number of miles indicated thereon.2. Operation of a motor vehicle with knowledge of disconnected or non-functional odometer isprohibited. No person shall, with intent to defraud, operate a motor vehicle on any street or highwayknowing that the odometer of such vehicle is disconnected or non-functional.3. Criminal Penalties: Any person who knowingly and willfully commits any of the two items listed aboveis liable to be fined not more than 50,000 or imprisoned not more than one year, or both.8
Any Company employee who knowingly violates the federal laws specified in items 1 and/or 2 above will beimmediately will be immediately removed as an authorized driver and the company may pursue available civilremedies and the company may pursue available civil remedies. Any contract worker who knowingly violates thefederal laws specified in items 1 and/or 2 above will be immediately removed as an authorized driver and thecompany may pursue available civil remedies.INSURANCE, LICENSING, & REGISTRATIONCompany Vehicle InsuranceCompany vehicles are insured through Alliant. The name of the insurance company covering your vehicle alongwith appropriate information on the vehicle’s insurance coverage will be supplied to you at the time a companyvehicle is assigned. If you do not receive this information at the time your vehicle is assigned to your department,please contact Fleet Management.Upon delivery of a factory-ordered vehicle, the insurance card will be provided to the delivering dealer andforwarded to you when your company vehicle is delivered to you. Call ARI if you need a current insurance card.Insurance cards are issued once a year, (currently April 1). These are to be kept in the vehicle at all times. Failure todo so will result in a fine in most states.Licensing, Registration and RenewalsAll US licensing and registration renewals will be handled by the leasing company, renewals will transition. Youare responsible for forwarding all requested information when needed in a timely manner to the applicableleasing company. The vehicle registration and insurance cards must be kept current and in the glovecompartment of your vehicle at all times.It is the department’s responsibility to ensure that the safety inspection and the registration of the vehicle arecurrent at all times. When acquiring a transferred vehicle, registration information must be corrected within 30days of the vehicle assignment.Personalized plates are not allowed.9
Departments must contact Fleet Management with any vehicle need. Fleet Management will administer and monitor all vehicle assignments, reassignments, and transfers, as this is most cost-efficient for GSK. . all departments must complete a Vehicle Request Form and return it to Fleet Management. At the Company's discretion, the replacements may .
