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ALLERGAN CORPORATE VEHICLE POLICYCORPORATE VEHICLEPROGRAM POLICY
ALLERGAN CORPORATE VEHICLE POLICYTABLE OFCONTENTS Contact Information . 3 GENERAL PROGRAM PARAMETERS . 4 Introduction . 4 Scope . 4 Purpose . 4 Eligibility . 4 Vehicle Use . 5 Driver Expectations . 5 Driver Responsibilities . 6 Vehicle Program Participant Acknowledgement. 6 VEHICLE SAFETY POLICY. 7 Policy Administration and Enforcement . 7 New Hires and Candidates. 8 Current/Existing Drivers . 8 Driving While Impaired . 8 ARI Scorecard – Risk Assessment . 9 Motor Vehicle Points . 9 Preventable Accident Points . 10 Non- Preventable Accident Points . 10 Safety Policy Violations . 10 Other Authorized Drivers . 10 DRIVER TRAINING . 11 New Hires. 11Existing Drivers. 11 Automobile Accidents/Incidents . 12 Accident/Incident Reporting . 12 Driver Accountability . 12 FLEET PROGRAMS AND PROCEDURES . 13 Vehicle Eligibility . 13 Company Leased Vehicle to Car Allowance Switch . 13 Car Allowance to Company Leased Vehicle Switch . 13 Transferring to an In-house Position . 13 VEHICLE OPERATIONS/ PROGRAMS/CARE . 17 Fuel Card Program . 17 Vehicle Maintenance Management . 17 Routine or Scheduled Maintenance . 18 Warranty Repair Work . 18 Post Warranty Repairs . 18 Emergency Roadside Assistance . 18 Snow Tires . 18 Rental Vehicle . 18 LICENSE AND TITLE SERVICES . 18 Toll Program . 19 Citation Payment Compliance . 19 PERSONAL USE AND MILEAGE REPORTING . 20 Definition . 20 Taxable Benefit . 20 Employee Contribution . 20 Benefit Calculation . 20 Reconciliation . 20 Non-Reporting Policy . 21Exhibit A – Sample Tax Calculation . 21 Driver Neglect . 22 Definition of Neglect . 22 Repercussions for Neglect . 22 CAR ALLOWANCE PROGRAM PARAMETERS . 23 Purpose . 23 Eligibility . 23 Driver Responsibilities . 23 Program Components . 24 Vehicle Cost Schedule . 24 Procedures for Reimbursement . 24 COMPANY LEASED VEHICLE PARAMETERS . 14 Vehicle Availability . 14 Replacement Parameters. 14 New Car Orders . 15 Used Vehicles . 15 Vehicle Condition . 15 Smoking / Pet / Animal . 15 Option to Buy . 15 Vehicle Quote. 16January 2019Page 2
ALLERGAN CORPORATE VEHICLE POLICYCONTACTINFORMATIONARI Fleet ProgramARI Fleet Services HotlineARI Fleet Web SiteARI Fleet EmailARI Fleet .comallergan@arifleet.com4001 Leadenhall Rd., Mt Laurel, NJ 08054Motus Car Allowance ProgramMotus Customer SupportMotus Web SiteMotus EmailMotus Address(888) com60 South St. Boston, MA 02111ALLERGAN Corporate Vehicle Administration ContactsFleet SpecialistAlex Fenwick – Fleet ector – Fleet ServicesTheresa BeldingTheresa.belding@allergan.comJanuary 2019Page 3
ALLERGAN CORPORATE VEHICLE POLICYGENERAL PROGRAM rgan supplies Company owned, leased, rented vehicles (collectively, "Company Vehicles")and an Auto Allowance program (Allowance Vehicles) to certain employees who requiretransportation for business. With the use of these vehicles come certain responsibilities. Failure tocomply with any of the standards set forth in this policy exposes the company to a high level ofrisk and may result in disciplinary action up to and including termination.ScopeThis Policy applies to all authorized drivers of Company Vehicles when operated for business orpersonal use, including pool vehicles, and Allowance Vehicles where applicable. As such, inaddition to Authorized Employee Drivers, the Policy applies to authorized spouses or certifieddomestic partners, who have satisfactorily passed a Motor Vehicle Record screening ("OtherAuthorized Drivers"). (Authorized Employee Drivers and Other Authorized Drivers are collectivelyreferred to as "Authorized Drivers"). Proof of domestic partnership will be required in addition to asatisfactory Motor Vehicle Record.PurposeThis Corporate Vehicle Policy (the "Policy") describes the requirements for the use of Companyand Allowance Vehicles. Further, the Policy describes requirements to assist in the reduction ofwork-related motor vehicle incidents, as well as to provide a safe work environment for ourauthorized Allergan employee drivers ("Authorized Employee Drivers"). Allergan, in its solediscretion, reserves the right to change, modify or rescind this Policy in whole or in part at anytime. Furthermore, this Policy is not a contract of employment.EligibilityAllergan may offer a company vehicle to any employee where their primary job duties wouldwarrant the use of a company vehicle. Allergan reserves the right to deny a company vehicle toany employee in accordance with the Policy or for any lawful reason it deems necessary. If anindividual is in a position that warrants a company vehicle, they will be ineligible for employment ifthey are ineligible for a vehicle. This includes new and existing employees. Eligibility standardsare defined later in the policy.January 2019Page 4
Vehicle UseAllergan provides a Company Vehicle as a tool to conduct company business. Allergan doesallow personal use of the vehicle. Personal use must be accounted for in accordance with thePersonal Use Policy contained within this policy. Business and personal use of the vehicle shouldbe professional and lawful at all times. Use of the company vehicle is limited to the United Statesand Puerto Rico. Use of the Company Vehicle in Mexico and Canada is prohibited.Vehicle Use While on Leave of AbsenceEmployee may retain and use the company vehicle while on Leave of Absence. The employeemust comply with this policy while on leave, this includes but is not limited to: performingpreventative maintenance, reporting monthly mileage, reporting accidents, obtaining licensing prerequisites, etc. All mileage while on leave is considered personal and should be reported as suchon a monthly basis. If the leave period is for an extended period of time, the company reservesthe right to retrieve the vehicle and any other company assets and materials until such time as theemployee is able to return to work.Driver ExpectationsAll vehicles used to conduct company business (fleet, car allowance or rentals) must be operatedin compliance with all applicable motor vehicle laws, manufacturer operating regulations, statedriver's license regulations and state vehicle inspection regulations.The following activities are PROHIBITED while in a Company or Allowance vehicle: Operating a fleet vehicle, rental or car allowance vehicle without a valid driver's license. Operating a vehicle without driver and all passengers utilizing seat belts, car seats, and anyother applicable safety restraints Driving while under the influence of alcohol or drugs. Driving while in the possession of an open container of alcohol by driver or any passenger. Failure to report an accident (regardless of damage) to ARI at 1-877-353-3857 and localauthorities (as appropriate) within 24 hours. Failure to provide factual information when reporting a vehicle accident, including willfulmisrepresentation or withholding of information. Leaving the scene of an accident (hit and run). Using a cell phone, laptop or other mobile device while driving (hands-free or hand-held). Towing of any kind. Trailer hitches or tow packages, as well as any vehicle modificationwhich allows towing, are not permitted on a company vehicle. Smoking in the fleet vehicle, whether by the driver or any passenger. Use of a speed detection device. Addition of racks on roof or trunks for purpose of carrying recreational equipment (i.e.,bikes and / or kayaks, etc.). Addition of temporary or permanent signage (bumper stickers, etc.) to the vehicle. Operating a company vehicle for business use other than Allergan’s, including but notlimited to ride-sharing, i.e. Uber, Lyft, etc. . Animals and / or pets in the vehicle at any time. Transportation of any firearms, fireworks or flammable liquids or materials. Transporting hitchhikers. Operating Company Vehicles that are in an unsafe condition. Safety-related repairs mustbe completed immediately to avoid accident or injuryJanuary 2019Page 5
Driver ResponsibilitiesIn addition to the things prohibited above, all Authorized Drivers are subject to the followingresponsibilities. Possess a valid license, at all times, issued in the state in which they reside. If anAuthorized Driver relocates to a new state, the driver should apply for that state’s driver’slicense within 60 days or as specified by the state laws, whichever is sooner. Consent to Motor Vehicle Record (MVR) screening, pre-hire and at all times duringemployment. To the extent permitted by law, any employee who refuses to sign the formevidencing his/her consent to the MVR check shall be discharged from employment orhave his/her offer of employment withdrawn, whichever the case may be. To the extentpermitted by law, any spouse or certified domestic partner who refuses to sign the formevidencing his/her consent to the MVR check shall be prohibited from operating aCompany Vehicle. Provide safe overnight parking for the company vehicle and in well-lit areas. Comply with all applicable motor vehicle laws, rules, codes and regulations while operatingCompany Vehicles. Ensure all doors and windows are locked and contents of vehicle secured whenunattendedVehicle Program Participant AcknowledgementAll Authorized Employee Drivers will be assigned the Vehicle Program Policy module through ARI, theSafety and Risk Management Program. A 100% pass rate will be required for this module. Successfulcompletion of the module will serve as acknowledgment that the Authorized Employee Driveracknowledges the Policy. Failure to complete the Policy Module will result of revocation of your CompanyVehicle or Allowance Eligibility.January 2019Page 6
VEHICLESAFETYPOLICYAllergan will make every attempt to provide its Authorized Employee Drivers with safe and reliableautomobiles in order to perform their job functions in the safest manner possible. In addition,each Authorized Driver is expected to operate the Company Vehicle in a safe, courteous andlawful manner, including the consistent wearing of the seatbelt by all passengers while the vehicleis in motion/operation.If the Company Vehicle’s safety equipment, i.e. seat belts, airbags, etc. are not functioning, thedriver must immediately have these items serviced.The below policies will outline the Company’s Safety Policy with regard to Drivers (Company andAllowance Vehicle) before and during employment.Policy Administration and EnforcementThe policy is administered and enforced by the Allergan Fleet Department, in conjunction withSales Leadership, Human Resources and Legal. When warranted, The Fleet Department willconsult with these other departments regarding matters of, but not limited to: New Hire Eligibility,and Existing Drivers/Employees with regards to related disciplinary action, up to and includingtermination.January 2019Page 7
ALLERGAN CORPORATE VEHICLE POLICYVEHICLE SAFETY POLICYNew Hires and CandidatesUpon extension of an offer of employment and to the extent permitted by applicable law,candidates will be subject to a Motor Vehicle Record ("MVR") check. This includes existingemployees moving from a non-driving position to a driving position and employees new toAllergan’s Fleet program due to acquisition. Allergan, in its sole discretion, may choose towithdraw an offer of employment based on the results of the MVR check. Examples of MVRcheck results that will result in the withdrawal of an employment offer include, but are not limitedto, the following:1.2.3.4.5.6.7.8.9.Any license status other than valid, i.e. suspended, revoked, surrendered, invalid, etc.Three or more violations, events and /or accidents within the last 24 months.Four or more violations, events and/or accidents within the last 36 months.Any driving related alcohol or drug event that resulted in a guilty plea, no contest plea orconviction in the last five (5) years;Any one administrative action related to alcohol or drugs in the last five (5) years.Any suspension or revocation of driving privileges related to drugs or alcohol in the last five(5) years.Any refusal to submit to a driving related alcohol or drug test in the last five (5) years; orMore than one alcohol related event, as outlined above, regardless of event age.Any guilty plea, no contest plea or conviction in an “at fault” accident resulting in a fatality orserious bodily injury.Other charges or results from the MVR check that expose Allergan to what Allergan deems to bean unacceptable level of liability may also result in a revocation of the offer of employment.Current/Existing DriversAllergan will continuously monitor the driving performance for all current employee drivers. Uponhire, all Company and Allowance Vehicle drivers will be enrolled in Allergan’s Safety Programadministered by ARI. This program provides risk assessment and training for drivers.While ARI’s Scorecard will be used to continuously monitor accidents and violations, more seriousevents will be reviewed as they occur. Driving while impaired/under the influences is oneexample.Driving While ImpairedDriving While Impaired, in a Company, Allowance or Personal Vehicle, at any time, exposes theCompany to an unacceptable level of risk.Authorized Drivers are strictly prohibited from operating a Company Vehicle at any time whileimpaired.Impaired is defined as, but not limited to, the following: A blood alcohol level at or above the legal limit of the state in which the Authorized Driver isdriving; Having a detectable presence of alcohol or drugs, legal or illegal, that impairs anemployee’s ability to safely operate a motor vehicle. Any other impairment of an employee’s ability to safely drive a vehicle, such as drugs,prescription or over-the-counter, alcohol, illness, fatigue or injury.Driving Impaired Incident ReportingAs mentioned above, Driving While Impaired, in a Company, Allowance or Personal Vehicle, atany time, exposes the Company to an unacceptable level of risk.January 2019Page 8
ALLERGAN CORPORATE VEHICLE POLICYVEHICLE SAFETY POLICYAs a result:Immediate notification is required, if an Authorized Driver is stopped, tested, ticketed, orarrested for (regardless of conviction status): Driving While Impaired as defined above. Driving While Impaired as identified by a law enforcement officer Failure to participate in a sobriety test of any kind. Is involved in any type of alcohol related vehicle incident involving law enforcement.Any of the above incidents must be reported to the Fleet Department and the AuthorizedEmployee Driver’s direct supervisor within 24 hours of the incident. Reportable incidents includeincidents that occurred in an Allergan provided vehicle, personal vehicle or rental vehicle, as all ofthese reportable incidents may affect the status of the Authorized Driver’s license. Possessing avalid driver’s license is a condition of continued employment. If your driver’s license is suspended,the Fleet Department and your manager must be notified immediately. Failure to notify theappropriate parties, within the prescribed time frame, will result in immediate disciplinary action upto and including termination. If the situation occurs over a weekend, please report the incident firstthing Monday morning.Any events covered in this section of the policy will be reviewed by Fleet, in conjunction with HR.Driving While Impaired (as defined above) or failure to comply with company policies regardingnotification, as provided above, expose the Company to a high level of risk and will result indisciplinary action, up to and including termination.ARI’s Driver Scorecard – Risk AssessmentUpon enrollment in the Allergan Safety Program through ARI, Drivers will be assigned the RiskAssessment module. In addition to this assessment, 36 months of historical data/violations fromthe pre-hire Motor Vehicle Report will be loaded into the ARI Scorecard. Based on thesecomponents, new hires will be assessed an initial Risk Level and may be assigned remedialtraining based on the MVR results and Risk Assessment Module.Going forward, any new violations and accidents will be added to the Scorecard as they occur.Based on these new events, the Risk Level may change, and additional training assigned. Thepoints assigned to accidents and violations are based on a point matrix that Allergan and ARIhave compiled. Points are assigned to Motor Vehicle Report violations, preventable accidents,non-preventable accidents, camera violations, safety policy violations and incomplete training.The assigned points may be different than the state points, as the points are harmonized acrossthe Fleet so all drivers are assessed based on the same criteria.Increases in Risk Level and/or new events while in the High Risk category will be reviewed by theFleet Department and may result in disciplinary action, up to and including termination.Motor Vehicle Points:ARI has taken hundreds of violations codes in all 50 states and Puerto Rico and condensed theminto a list of universal codes. Doing so allows Allergan to assess a driver’s risk level using a fairand
FLEET PROGRAMS AND PROCEDURES . Fuel Card Program . This Corporate Vehicle Policy (the "Policy") describes the requirements for the use of Company and Allowance Vehicles. Further, the Po
