FUEL CARD POLICY
1.0 PURPOSE
The purpose of these guidelines is to establish a clear framework for providing a fuel card to co-workers who travel for company business or have a need to fuel company equipment for business purposes.
2.0 ELIGIBILITY
Co-workers eligible for a fuel card must fall into one of the following categories:
· Co-worker receives truck rent and drives on company business.
· Co-worker has a role on a specific job that requires him/her to fuel company equipment for business purposes.
· Co-worker drives a company owned vehicle.
Note: This should not be used as additional compensation / fringe benefit.
3.0 PROCESS
Eligibility Option 1: Co-workers who received truck rent are also eligible for a fuel card.
Operations Managers who wish to assign a fuel card must follow the guidelines as defined in this document.
Step 1: Confirm the co-worker is in an approved truck rent eligible title.
Step 2: The co-worker’s manager notifies the Regional Talent Director/Manager who is responsible for requesting the card within SuccessFactors with documentation of the approval by Operations Manager. If the title falls inside the established parameters an on-road fuel card will be issued on the next regular cycle.
1. If the title falls outside the established parameters, the Operations Manager will have the final approval right to issue the card.
a. If the Operations Manager approves the requested exception, the request will be communicated to the Regional Talent Manager who will request the card through SuccessFactors, and an on road fuel card will be issued on the next regular cycle.
b. If the Operations Manager does not approve the requested exception, the Regional Talent Manager will communicate the denial to the co-worker’s manager.
Note: The Payroll department will complete audits twice a year on co-workers with fuel cards and provide the list of active cards to the Business Unit Leaders to review.
Eligibility Option 2: A co-worker has a role on a specific job that requires him/her to fuel company equipment for business purposes, and s/he will be issued an off-road fuel card.
Eligibility Option 3: A co-worker who drives a company owned vehicle will be issued an off-road fuel card.
4.0 CO-WORKER RESPONSIBILITY
All co-workers that are issued a fuel card within the Company are accountable for ensuring compliance with this policy. Business Unit Leaders are responsible for overseeing that the Fuel Card Policy is followed within their Business Units. Serious or habitual violation of this policy may result in disciplinary action, up to and including termination.
Authorized card holders are responsible for:
· Confirming that the co-worker who is assigned the fuel card is the only person using the card.
§ A driver ID is required to purchase fuel. All card assignments are recorded and monitored.
· Co-workers are to only use company gasoline cards for the purchase of gasoline for authorized vehicles and jobsite equipment only.
· Co-workers are not to use the company card for personal reasons or personal items, (i.e., gasoline for personal vacations, errands, personal items, or privately-owned equipment, food, magazines, cigarettes, etc.) is strictly prohibited.
· Co-workers are not to use fuel cards for any extensive (over 100 miles) non-company travel.
· Co-workers purchasing fuel for vehicles not owned or operated by the company or not being used for company related purposes is prohibited.
· Co-workers are to use only the regular level of gasoline unless approved by the Operations Manager.
· Co-workers must not share or loan fuel cards to other co-workers or individuals.
· Altering or falsifying receipts or reports related to fuel purchases is strictly prohibited.
· Company fuel cards should not be used for company vehicle repairs unless no other option is available and only after consulting with a Baker mechanic.
· Co-workers are not to use fuel cards while on approved leaves of absence or while under disciplinary action or suspension.
· As covered in Section 6 of the Baker Vehicle and Driver Policies, all Company vehicle repairs by outside vendors require consultation with a Baker Regional Shop mechanic before repairs are affected; further, all repairs to vehicle allowance vehicles are the personal responsibility of the vehicle allowance drivers and may not be paid for with Baker gasoline cards.
· Co-workers are required to find participating gas stations who accept the fuel cards.
· It is every co-worker’s responsibility who is issued a fuel card to report lost, stolen, or damaged cards immediately to fuelcards@bakerconstruction.com. Provide the co-worker’s name, co-worker ID, location to send new card and confirm the burg the co-worker works for. The fuel card will be canceled, and a replacement will be mailed to the co-worker.
5.0 FUEL PURCHASE PROCESS
· Each Card is assigned a 6-digeit driver ID#, it must contain 6 digits, therefore, if you have a 4 digit ID# you will proceed with two zeros in front of your ID#.
§ (ex. 1111 would be 001111) and for those with a 5 digit ID#, you would proceed with one zero in front of your ID# (ex. 11111 would be 011111).
· For electronic sales at the pump, enter the 6-digit ID at the pump.
· For electronic sales inside the station, enter the 6-digit ID into the keypad.
· Security: Do not keep the driver ID with your fuel card. If you should lose your Driver ID# please contact fuelcards@bakerconstruction.com.
6.0 ODOMETER READING
· Drivers will be prompted to enter the vehicle’s current odometer reading. If you are fueling anything other than a vehicle, enter the number 1 which indicates you are fueling “off-road” equipment, gas cans, etc., you will need to do a separate transaction for each.
· Anything that shows under the number 1 is considered “off road fuel” and Baker can file for a refund from the IRS for the road taxes.
7.0 TAXES REQUIRED
Off Road: If a co-worker is provided with a fuel card under eligibility options 2 or 3 the fuel is not taxable to the co-worker.
On Road: If a co-worker is provided with a fuel card under eligibility option 1 the co-worker will be taxed at 25%.
For Example: personal gasoline usage for each cardholder will be taxed using the percentage of 25%. For example, if a co-worker’s April usage is $500.00, a co-worker must pay taxes on $125.00 as your personal usage.
8.0 CUSTOMER SERVICE
· For assistance, Wright Express Customer Service is available 24/7 at 1-800-492-0669 if you encounter a problem at a gas station or if you need to locate a gas station in a particular area.
· A phone number and an authorization code for use by service station attendants is also printed on the back of the card.
9.0 TIPS FOR SECURE & EFFICIENT USE
Choose the Best Stations: Evaluate stations in your area for the best quality and price. If you have a new job starting up and would like to know the stations in that area that have the best price, contact fuelcards@bakerconstruction.com. Usually, the stations with the lowest price remain the lowest on a consistent basis.
Use Pay-at-the-Pump Stations: Saves time and lets you get back on the road faster.
Protect Your Pin: Never write your PIN # on the back of your card or anywhere it can be accessed if the card is lost. Remember, if the card is lost or stolen it cannot be used without the PIN #.
Keep Your Card Visible: Attendants at the station should never be given your PIN # to key in at any station. If they ask for your card, keep an eye on the card while it is out of your hands, and you enter the PIN # yourself. Online Resources: Visit www.wrightexpress.com to obtain a password to access targeted information that will help make better fuel purchasing decisions such as fuel price mapping, a how to video, daily best fuel price and a directory of merchants.
Note: Co-workers who are not eligible for a fuel card but have a legitimate business necessity to travel for work will be reimbursed for their mileage driven for work purposes. Co-workers will need to submit an expense report for milage via Concur to receive reimbursement.
By adhering to these guidelines, co-workers can effectively utilize the fuel cards provided by the company while ensuring accountability and compliance with established guidelines.
These guidelines apply to all co-workers within the BCE family of companies.
POLICY REVISION EFFECTIVE June 12, 2024
Attached is a revised copy of the Vehicle and Driver Policy. Baker Construction Enterprises requires the following Co-Workers to have a current signed and dated Driver Policy Acknowledgement form maintained as part of a properly completed Driver Qualification file:
Drivers of Company Vehicles
Vehicle Allowance participants
All members of Baker Construction Enterprises Management
ACKNOWLEDGEMENT
Nothing in this policy shall limit, diminish, or otherwise alter in any way the Company’s right to exercise managerial discretion on a case-by-case basis in making disciplinary and personnel related decisions. Nor shall this policy, its implementation or enforcement, change, alter or affect in any way the at-will relationship that exists between Baker Construction Enterprises and its Co-Workers.
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1. INTRODUCTION
This policy is intended to provide Baker Construction Enterprise (BCE)with guidelines to maintain compliance with Federal, State, and local Department of Transportation laws for coworkers required to drive while conducting business on behalf of BCE utilizing personal vehicles or Company Vehicles [Owned/Leased/Rented/Borrowed]. Company Vehicles are to be used exclusively for BCE purposes. BCE Drivers shall adhere to the Vehicle and Driver Policy. Failure to adhere to this policy may result in fines and the removal of rights for BCE to deliver commercially.
BCE and its companies may terminate or change this Policy at any time.
2. VEHICLE CLASSIFICATIONS
When involved in INTERSTATE COMMERCE, working or travelling across state lines, Federal Motor Carrier Safety Administration Requirements apply. When operating solely INTRASTATE, state specific rules may apply. Check with BCE’s National Transportation Coordinator (NTC), as necessary, to ensure state requirements are met.
A Commercial Motor Vehicle is defined in 49 CFR 390.5 and a driver requiring a Commercial Driver’s License is defined in 49 CFR 383.5 which BCE will adhere to for the following uses.
Below are classifications of vehicles for which Federal Rules apply for INTERSTATE drivers or states that adopt Federal Requirements:
NON-COMMERCIAL MOTOR VEHICLES:
A. UNDER 10,001 LBS. GROSS VEHICLE WEIGHT RATING [NON-REGULATED]
▪ Single Vehicle less than 10,001 LBS. GROSS VEHICLE WEIGHT RATING OR
▪ Combination Vehicle where Combined GROSS VEHICLE WEIGHT RATING < 10,001 LBS.
EXAMPLES:
▪ Single vehicle with a GROSS VEHICLE WEIGHT RATING of 9,500 LBS.
▪ Van designed to accommodate 15 seat-belted occupants with a GVWR of 9,700 LBS
▪ Combination vehicle with a power unit of 7,000 LBS. GROSS VEHICLE WEIGHT RATING pulling a trailer with GROSS VEHICLE WEIGHT RATING of 2,500 LBS. GROSS VEHICLE WEIGHT RATING = Combined GROSS VEHICLE WEIGHT RATING of 9,500 LBS.
COMMERCIAL MOTOR VEHICLES:
B. 10,001-26,000 LBS. GROSS VEHICLE WEIGHT RATING [REGULATED-CDL NOT REQUIRED]
▪ Single Vehicle with a GROSS VEHICLE WEIGHT RATING over 10,000 LBS GROSS VEHICLE WEIGHT RATING OR
▪ Combination Vehicle where the combined GROSS VEHICLE WEIGHT RATING of equipment is > 10,000 LBS.
EXAMPLES:
▪ Single vehicle with a GROSS VEHICLE WEIGHT RATING of 14,000 lbs. GROSS VEHICLE WEIGHT RATING
▪ Combination vehicle with a power unit of 10,000 lbs. GROSS VEHICLE WEIGHT RATING pulling a trailer with a 7,000 lbs. GROSS VEHICLE WEIGHT RATING = Combined GROSS
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VEHICLE WEIGHT RATING of 17,000 lbs. [This is NON-CDL, because the combined weight is not over 26,001 LBS. GROSS VEHICLE WEIGHT RATING]
▪ Single vehicle with GROSS VEHICLE WEIGHT RATING of 19,500 LBS GROSS VEHICLE WEIGHT RATING pulling a trailer of 9,900 LBS GROSS VEHICLE WEIGHT RATING = Combined GROSS VEHICLE WEIGHT RATING of 29,400 lbs., however no CDL is required due to the trailer being < 10,000 LBS GROSS VEHICLE WEIGHT RATING
C. 26,001+ LBS. GROSS VEHICLE WEIGHT RATING/CDL [REGULATED-CDL REQUIRED]
▪ Single vehicle with a GROSS VEHICLE WEIGHT RATING of 26,001+ LBS. GROSS VEHICLE WEIGHT RATING OR
▪ Combination Vehicle where the combined GROSS VEHICLE WEIGHT RATING of equipment is > 26,001 lbs. GROSS VEHICLE WEIGHT RATING AND the trailer is > 10,000 LBS GROSS VEHICLE WEIGHT RATING
EXAMPLES:
▪ Single vehicle with a GROSS VEHICLE WEIGHT RATING > 26,001 LBS (Class B CDL required)
▪ Combination vehicle with a power unit of 19,500 LBS GROSS VEHICLE WEIGHT RATING pulling a trailer with a GROSS VEHICLE WEIGHT RATING of 12,000 LBS GROSS VEHICLE WEIGHT RATING = Combined GROSS VEHICLE WEIGHT RATING of 31,500 LBS GROSS VEHICLE WEIGHT RATING (Class A CDL required)
▪
D. PASSENGER BUSES & VANS/CDL [REGULATED-CDL REQUIRED]
▪ A Vehicle designed to transport 16 or more passengers, including the driver that travels on a public roadway.
EXAMPLES:
▪ A Passenger van designed to transport 16 or more passengers, including the driver. A Class B CDL w/ Passenger Endorsement required
▪ A bus designed to transport 16 or more passengers, including the driver.
NOTE: Removal of the seats does not affect the passenger capacity of the vehicle. Therefore, all regulations will still apply.
3. DRIVER QUALIFICATION
Drivers of Company Vehicles must be qualified based on BCE and FEDERAL MOTOR CARRIER SAFETY ADMINISTRATION (FMCSA) guidelines. Driver qualification is administered by Baker Equipment and Materials (BEAM) through the BCE NTC and/or Regional Transportation Coordinators [RTC]. Any Co-Worker who does not meet the qualification standards as noted below will not be permitted to drive Company Vehicles. Any coworker who fails to maintain minimum qualification standards may have driving privileges revoked.
All new drivers in vehicle classifications, other than VEHICLE ALLOWANCE drivers, must satisfy the qualifications noted below. Items identified with (**) require an initial release and consent form.
Below are Company Vehicle driver Qualification Standards to be met:
A. COWORKER OWNED VEHICLE [NON-REGULATED]
This category applies to those Co-Workers who drive:
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▪ Their PERSONAL vehicle [truck, car etc.] to conduct business on behalf of BCE. BCE provides select Co-Workers a “vehicle allowance” for use of their personal vehicles to transport BCE Co-Workers, small equipment, tools, and/or materials while conducting business.
o Towing of trailers in a personal vehicle is prohibited by BCE
o Personal vehicles are prohibited if they are classified as a CMV as defined in this policy
Qualifications/Requirements for drivers in this vehicle classification include:
▪ A photocopy of both sides of the driver’s valid driver’s license--operator class or higher
▪ A completed Vehicle and Driver Policy Acknowledgment Form
▪ Coworker assumes all financial costs associated with maintaining the vehicle and must maintain insurance coverage on of that vehicle
o The Owners Insurance is Primary, and BCE’s insurance is secondary (Insurance always follows the vehicle)
o Furnish BCE with proof of personal auto liability insurance, annually
o Notify BCE Company, in writing, of any notice of termination, cancellation or material change to their insurance policy
Co-workers who qualify for “vehicle allowance” or use their personal vehicles are not automatically eligible to drive BCE Company Vehicles but must also be qualified as noted below.
BCE is not responsible for any damages or claims involving a vehicle allowance vehicle. The vehicle allowance driver accepts sole responsibility for any type of accident.
B. UNDER 10,001 LBS. GROSS VEHICLE WEIGHT RATING [NON-REGULATED]
This category applies to those Co-Workers who drive:
▪ A Company Vehicle less than 10,001 LBS. GROSS VEHICLE WEIGHT RATING OR
▪ A Company Vehicle + Trailer with a combined GROSS VEHICLE WEIGHT RATING < 10,001 LBS.
Qualifications for drivers in this vehicle classification include:
▪ A photocopy of both sides of the driver’s valid driver’s license - operator class or higher
▪ A completed Vehicle and Driver Policy Acknowledgment Form
▪ A current MVR(**)
C. ABOVE 10,001 LBS. GROSS VEHICLE WEIGHT RATING [FMCSA-REGULATED]
This category applies to those Co-Workers who drive:
▪ A Company Vehicle more than 10,001 LBS. GROSS VEHICLE WEIGHT RATING, OR
▪ A Company Vehicle capable of transporting 16 or more passengers, OR
▪ A Company Vehicle + Trailer with a combined GROSS VEHICLE WEIGHT RATING > 10,001 LBS.
Qualifications for drivers in this vehicle classification include:
▪ Drivers of CMV’s as defined by the Classification Types B, C, & D as noted in Section 2 of this policy, will be qualified per the FMCSR Part 391 which will include, but is not limited to:
o Completed Driver Application as it pertains to 49 CFR 391.21
o Motor Vehicle Record for each licensing authority pursuant to 49 CFR 391.23 (**)
o Road Test that is passed by a supervisor as it pertains to 49 CFR 391.31
o Valid DOT Medical Examiner’s Certificate as required by 49 CFR 391.43
o An Annual Review of the Driving Record as it pertains to 49 CFR 391.25
▪ For CDL required Co-Workers
o Each DOT Medical Examiner’s Certificate must be certified with the licensing state and must be attached to the Motor Vehicle Record within 15 days
o A “Full Query” must be completed in the FMCSA Clearinghouse prior to operating a CDL required vehicle. 49 CFR 382.701
o A “Limited Query” must be completed in the FMCSA Clearinghouse
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D. BCE DISQUALIFICATION(S)
A Co-worker will be disqualified if their MVR shows any of the following:
▪ Any combination of three or more moving violations and/or at-fault accidents in the past three years
▪ An Operating While Intoxicated [OWI] / Driving UNDER the Influence [DUI] citation within the last three years.
▪ More than one [OWI/DUI] citation regardless of time frame
▪ Non-administrative suspension or revocation of a driver’s license within the last three years
Note: The violation occurs on the citation date, not on the date of the final court decision.
BCE Company Drivers shall perform driving and vehicle operations in a professional, lawful, and safe manner. Willful disregard of these expectations may result in permanent driver disqualification. BCE Companies will follow minimum mandated disqualification criteria per the current Federal standards. Please refer to regulation numbers 383.51 and 391.15 in the FMCSR book.
Each qualified driver will have their motor vehicle driving history reviewed annually or more frequently. Listed below are some examples of the Federal disqualifying offenses and disqualification periods. The violation occurs on the citation date and not on the date of the final court decision. Please refer to regulation numbers 383.51 and 391.15, in the FMCSR book, for further clarification:
ALL BCE DRIVERS
DISQUALIFYING OFFENSE
DURATION OF DISQUALIFICATION
Operating under the influence of alcohol [.04 BAC or state limit] or refusing to submit to testing
1 year
Operating under the influence of a drug
1 year
Knowing illegal transportation of a drug or alcohol
6 months
Leaving the scene of an accident
1 year
Committing a felony involving the use of a vehicle
Lifetime
Temporary or permanent revocation, suspension, withdrawal, or denial of an operators [or CDL] license
Length of privilege loss
Serious medical condition or loss of medical clearance
Until medical clearance is restored
Testing positive for alcohol or drugs
1 year
Convicted of Reckless Driving
6 months
Knowingly operating vehicle without a valid driver’s license
1 year
If a driver is disqualified based on type of equipment operated, this may affect employment status and could lead to suspension or termination of employment on a case-by-case basis.
If an active Driver is disqualified/terminated/etc., the Co-Worker will return the Company Vehicle to their supervisor or BCE Company Shop in good, clean, operating condition within 3 working days.
Exceptions to this policy can only be made with approval from the BCE Risk and Legal Departments. The BCE Risk and Legal Departments may reduce the number of moving violations or at-fault accidents by one, if the Co-Worker:
▪ Completes an approved defensive driving course OR
▪ Completes the Smith System training at their own cost and on their own time
Drivers shall maintain a good standing with relevant Licensing Authorities.
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4. HOURS OF SERVICE – REGULATED VEHICLES ONLY
BCE and the FMCSA Federal Requirements restrict the number of hours that a Commercial Motor Vehicle Driver can drive OR drive and work on a daily or a weekly basis as laid out in 49 CFR Part 395. Below are the Hours of Service guidelines summary:
Note: The FMCSA requirements found in 49 CFR Part 395 do not apply to drivers who operate Non-Commercial Motor Vehicles as established in this policy.
Hours of Service Definitions:
▪ On Duty: Time during which work is being conducted to benefit BCE. Including: Fueling, time spent servicing equipment, travelling on behalf of BCE, providing a controlled substance or alcohol sample, or conducting non-driving work on behalf of BCE.
▪ Driving Time: All time spent behind the wheel of a Commercial Motor Vehicle.
▪ Off Duty: Anytime spent in which you are released from duty by BCE or spent using Personal Conveyance.
▪ Personal Conveyance: Time spent while conducting personal business that in no way benefits BCE.
▪ Electronic Logging Device: Must be used when not meeting the requirements that exempt from utilizing a CMV. BCE may require all drivers to use an ELD even when exempted. All CMV drivers utilizing an ELD must maintain accurate records in ELD as it pertains to their Duty Status Periods.
▪ Supporting Documents: Any fuel receipts, toll receipts, trip documents, and payroll records must match a Commercial Driver’s logbook. All Supporting documents must be handed into BCE within 13 days.
Daily Limits:
▪ CMV Drivers may not drive more than 11 hours in any 24-hour period unless a qualifying reset break of 10 consecutive hours has been satisfied.
▪ CMV Drivers may not operate a CMV after the 14th hour of beginning their On-Duty Period.
▪ CMV Drivers must satisfy 30 consecutive minutes of non-driving time before the 8th hour of driving a CMV. Note: Exempt from this requirement when operating under Short Haul Exception Rules.
Weekly Limits:
▪ CMV Drivers must not operate a CMV after either the 60th On-Duty Hour in any 7-day period OR the 70th On-Duty Hour in any 8-day period.
Note: Any 34-hour period of consecutive Off Duty status will re-set the weekly limit.
Short Haul Exception:
▪ Drivers who stay within 150-air mile radius of their normal work location, and
▪ Must start and stop their workday at the same location within a 14-hour period, and
o Once per week, a short haul driver may extend their work period to 16 hours
▪ Must have at least 10 hours off duty separating each 14 hour on- duty period, and
▪ Must track time on duty period starts, stops, and total hours each day
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NOTE: If any of the above terms are not met, the Short-haul exemption no longer applies and drivers must comply with default regulations.
5. DAILY LOGGING – REGULATED VEHICLES ONLY
CMV Drivers are required to maintain a Daily Log. BCE has chosen to fulfill this requirement with Motive supported Electronic Logging Devices (ELD) on all regulated vehicles. In case of ELD system failure, a driver must utilize the paper logs, starting when the malfunction occurs. Malfunction details shall be noted on the paper log and reported to supervisors to get the ELD malfunction resolved. At no point should a paper log be used for more than 7 days due to a malfunction.
Daily logs shall record the following:
▪ Date
▪ Total miles driven/day
▪ Truck/tractor and/or trailer number
▪ Name of carrier
▪ Driver’s signature
▪ 24-hour period grid
▪ Main office address
▪ Remarks
▪ Name of co-driver
▪ Total hours
▪ Shipping document number
BCE will review drivers ELD’s, timecards, logs, and supporting documents to ensure compliance with FMCSA guidelines and BCE Policies. Any drivers found to be in violation are subject to both corrective and disciplinary action. Repeat violations may result in suspension as well as lead to termination.
6. VEHICLE INSPECTION, REPAIR, AND MAINTENANCE
All BCE drivers are responsible for keeping the interior and exterior of the vehicle in a safe, clean and professional operating condition. Non-regulated vehicles should receive daily inspection prior to use, and defects should be reported to the vehicle owner immediately for repair. For all Company Vehicle Classifications B, C, or D as noted in Section 2 of this policy, DOT Regulated vehicles, the following guidelines must be followed:
A. DAILY PRE/POST TRIP VEHICLE INSPECTION REPORTS (DVIR)
BCE Companies and the FMCSA require drivers to perform daily pre/post-trip vehicle inspections. Please refer to the FMCSR book, regulation numbers 396.11 and 396.13, for a complete list of FMCSA inspection requirements. The pre-trip inspection should be performed prior to operating the vehicle. The post-trip inspection should be performed at the end of the driver’s day. FMCSA regulations require the driver to sign and date the post-trip inspection. Pre and Post Trip inspections should be performed on ELDs. In case of an ELD malfunction, paper booklets are to be available in each Commercial Vehicle. Below is required information for vehicle inspection reports.
Pre/Post Trip Inspection must include at least the following items:
▪ Service brakes including trailer brake connections
▪ Parking brake
▪ Steering mechanism
▪ Lighting devices and reflectors
▪ Tires
▪ Horn
▪ Windshield wipers
▪ Rear vision mirrors
▪ Coupling devices
▪ Wheels and rims
▪ Emergency equipment
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Reporting Defects:
All defects should be noted on applicable inspections and reported immediately. If deemed mechanically safe to drive by a qualified coworker, the defect should be scheduled for correction. If deemed unsafe to drive, corrective action must be taken prior to the vehicle being returned to service.
Before driving a motor vehicle, the driver shall:
▪ Be satisfied that the motor vehicle is in safe operating condition
▪ Review the last driver vehicle inspection report
▪ Verify defects have been corrected, and
▪ Sign the report certifying required repairs have been performed.
o The signature requirement does not apply to listed defects on a towed unit which is no longer part of the vehicle combination
Note: Contact the NTC or the RTC for Inspection booklets, if needed.
B. ROADSIDE INSPECTIONS
If the subject of a roadside inspection by law enforcement, when stopped or required by law to stop at an Inspection Station, the driver shall comply as needed. The trucking supervisor should be called immediately if an inspection is needed and must be called upon completion of the inspection. The following are potential results.
▪ CLEAN REPORT: No defects are found. The driver may continue the trip.
▪ DRIVER FIX: A defect is found resulting in a violation/citation, but the driver can take corrective measures to resolve the violation. Document the violation by updating the DVIR, then sign to certify the repair was completed prior to continuing the trip.
▪ NON-OUT OF SERVICE (NON-OOS): A defect is found resulting in a violation/citation, the driver is not able to take corrective measures to resolve but is NOT placed out of service, and the vehicle can be safely driven as determined by the RTC or Trucking Supervisor.
▪ OUT OF SERVICE (OOS) ORDER: A defect is found resulting in a violation/citation, the driver is not able to take corrective measures to resolve, and the vehicle is placed out of service.
o The vehicle may not move from the inspection location prior to defects remediation
▪ OUT OF SERVICE (OOS) ORDER W/TOW: A defect is found resulting in a violation/citation, the driver is not able to take corrective measures to resolve, the vehicle is placed out of service, and a “field” repair is not possible.
o The vehicle must be towed to complete defect remediation
DRIVERs SHALL NEVER MOVE AN OOS VEHICLE WITHOUT REPAIRS BEING MADE AND ATTAINING A MECHANICS SIGNATURE ON THE CITATION TO DOCUMENT REPAIRS ARE COMPLETE.
When the driver returns to the shop, a copy of the inspection shall be provided to the supervisor and RTC. The supervisor is responsible for alerting the NTC and forwarding the inspection. If defects are found, the following steps shall be taken to remediate:
▪ Schedule and document repairs
o For BEAM, capture the internal repair on a Rentalman work order
o Violations/Citations require a Supervisor signature indicating repairs were completed
▪ Retain copies of the repair documentation with the violation for future auditing
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▪ Within 15 days the NTC shall be provide all repair documentation to resolve violations
o If repair(s) cannot be completed within the 15-day period, provide a written statement describing the constraints and a commitment to keep the vehicle off the road until repair(s) are complete
C. MAINTENANCE AND REPAIR [APPLIES TO ALL COMPANY VEHICLES]
BCE equipment, both owned and leased, are required to have ongoing maintenance and repair. Owned equipment will be scheduled and handled by corresponding BCE Shops, while leased equipment may be handled by the specific lessor of the equipment OR BCE Shops. Drivers are required to report defects found daily and ensure BCE Shops are aware of any defects found and corrected before operation.
D. ANNUAL VEHICLE INSPECTIONS [APPLIES TO ALL COMPANY VEHICLES]
Periodic Inspections of equipment is required by both Federal and State laws. BCE tracks required equipment inspections to ensures each piece of equipment is inspected per the Federal Motor Carrier Safety Administration OR, when applicable, State Requirements. It is the responsibility of each driver to check the Inspection stickers on each piece of equipment prior to use as well as ensure that when applicable, the Federal Inspection form is in the vehicle prior to use.
Note: A copy of this inspection should be placed in the vehicle’s glove box or the trailer’s battery box/document holder.
7. CITATIONS AND FINES
BCE Company Drivers are expected to obey all Federal, State, and local laws pertaining to vehicles and their operation. Whether on or off duty, BCE Companies do not reimburse drivers for citations or fines issued to drivers but will reimburse or pay for fines/citations associated with the vehicle. BCE Company Drivers shall notify the NTC in writing regarding all citations received on/off duty, in either a Company or Personal vehicle, within 10 days of receipt.
8. ACCIDENTS AND DAMAGE
A. REPORTING AN ACCIDENT
It is unlawful and against BCE Company policy to leave the scene of an accident. Regardless of the accident severity or location, the BCE Company Driver must do the following:
1. Place the vehicle in shoulder of roadway, if possible, or in an area not blocking traffic
2. Ensure 4-way Emergency Lights are turned on
3. Secure the scene by placing reflective triangles at the appropriate positions
4. Check on any injured parties verbally
5. Immediately call 911, or the local police department if 911 is not available in that area, to report the accident and request medical assistance if needed
6. Call BCE Supervisors to report the accident
a. If after-hours, follow the remaining guidelines as applicable
b. BCE Supervisors shall:
▪ Assist the Co-Worker
1. Facilitating medical needs, notification of family, transportation etc.
▪ Investigate the accident
▪ Contact the BCE Risk Management department immediately
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7. Locate the accident reporting kit which should be in the vehicle glove box.
a. Accident reporting kits are available from the NTC, RTC and BCE companies’ risk management
8. Cooperate with law enforcement, but DO NOT ADMIT FAULT
9. Take pictures from all 4 corners of the accident scene if possible
a. Do NOT take photos of any injured parties
10. Obtain the names, telephone numbers and addresses of any witnesses
11. Request a police report be completed
a. If the police decline to respond, the driver will document the date, time and dispatch officer’s badge number
12. Send the police report BCE Risk Department as soon as it is available.
Post Accident Drug & Alcohol Testing Procedures
When a vehicle that requires CDL (See vehicle classifications Section 3) is in an accident, there are certain instances where post-accident drug & alcohol testing is required by the FMCSA. A DOT 5 Panel Drug Test is required withing 32 hours of the crash. A DOT Breath Alcohol Test is required within 2 hours of the crash OR when applicable 8 hours of the crash. When in doubt, check with your supervisor to determine whether testing is required. Below is a guide on when testing is required:
▪ Fatality- When a crash results in a loss of life of any party involved, Post Accident Drug & Alcohol Testing is always required within the time frames listed above.
▪ Tow Away w/ citation- When a crash occurs, AND any vehicle involved has disabling damage AND BCE driver is given a citation from law enforcement, a DOT drug & alcohol test are both required within the time frames listed above.
▪ Injury w/ citation- When a crash occurs, AND any party involved is given medical treatment away from the scene of the crash AND the BCE driver is given a citation from law enforcement, a DOT drug & alcohol test are both required within the time frames listed above.
9. TRANSPORTATION OF HAZARDOUS MATERIALS
Any BCE Co-worker involved in the transportation of Hazardous Materials is considered a HAZMAT employee under Pipeline and Hazardous Materials Safety Administration Regulations. The following required training must be done before the 90th of employment in the job function as well as every 3 years.
▪ General awareness/familiarization
▪ Safety training
▪ Security awareness training
▪ Emergency response information
▪ Avoiding accidents and exposures
All BCE Drivers will be personally responsible for any fines or citations related to hazardous material violations.
In the event of a hazardous materials spill, BCE will follow established Federal Motor Carrier Safety Compliance guidelines. Please refer to the Accident Reporting kit which should be located in the glove box of the vehicle or available through the NTC, RTC or the BCE Risk Management department. NOTE: BCE IS NOT REGISTERED TO HAUL PLACARDABLE QUANTITIES.
Hazardous Classes are as follows:
▪ Class 1 – Explosive (Prohibited by BCE)
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▪ Class 2 – Gases (Prohibited by BCE)
▪ Class 3 – Flammable or Combustible Liquids
▪ Class 4 - Flammable solids (Prohibited by BCE)
▪ Class 5 – Oxidizing Substances, Organic Peroxides (Prohibited by BCE)
▪ Class 6 – Toxic Substances and Infectious Substances (Prohibited by BCE)
▪ Class 7 – Radioactive Materials (Prohibited by BCE)
▪ Class 8 – Corrosive Materials
▪ Class 9 – Miscellaneous Materials
Always check section 14 of the SDS sheet for Transportation instructions to look for regulated or non- regulated. If regulated, please call.
OTHER ITEMS MAY POSSIBLY FALL UNDER MATERIALS OF TRADES BUT PLEASE CALL BEFORE YOU HAUL
10. FIREARMS, RADAR DETECTORS, ALCOHOL, CELLULAR PHONES
A. FIREARMS AND RADAR DETECTORS
Absolutely NO firearms OR radar detectors are permitted in any company owned vehicles, regardless of classification.
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B. ALCOHOL
Absolutely NO alcohol is permitted in any company owned vehicle at any time and alcohol is not permitted in personal truck rent vehicles during the scope of BCE business.
C. CELLULAR TELEPHONES USE FOR VEHICLE ALLOWANCE OR <10,000 DRIVERS
Many BCE Co-Workers have cellular telephones. If a driver needs to make a phone call [personal or company business] they should:
▪ Pull off the road before initiating a cell phone call from the vehicle.
▪ Not allow a phone conversation to distract from traffic conditions, driving, and other vehicles or pedestrians.
▪ Use hands-free devices
D. CELLULAR TELEPHONE USE FOR DOT COMPLIANT VEHICLES 10,001 LBS. – 26,000 LBS. GROSS VEHICLE WEIGHT RATING/26,001 LBS. GROSS VEHICLE WEIGHT RATING/PASSENGER BUSES & VANS
Cell phone use in a DOT regulated vehicle is not permitted unless the driver is using a hands-free mobile device using one finger to make and answer all incoming and outgoing calls. A driver who is convicted of violating the restriction on using a hands-free mobile device will be issued a citation for the first offense which the driver must pay.
Hand-held devices and cell phone citations/violations are considered serious offenses by BCE and can lead to disciplinary action including, but not limited to, suspension and/or termination.
BCE WILL NOT PAY FOR ANY CELL PHONE CITATIONS OR VIOLATIONS
11. GENERAL USE OF COMPANY VEHICLES
VEHICLE ASSIGNMENTS
BCE Co-Workers assigned a Company Vehicle may be granted permitted to use the vehicle to commute to and from job assignments and their home on a case-by-case basis. BCE Drivers assigned vehicles on out-of-town jobs may also use Company Vehicles at those jobs for limited personal use.
Only the BURG Manager can assign, or change the assignment, of a Company Vehicle. Vehicle assignments must be communicated to the BCE NTC, RTC and BCE Shops.
PASSENGERS
Company Vehicles may not be driven by relatives, friends or acquaintances. Only BCE Co-Workers or other authorized individuals may ride as a passenger in a Company Vehicle. A BCE Driver is not authorized to provide transportation to relatives or friends in a Company Vehicle. BCE prohibits transportation of passengers in cargo areas of vehicles and trailers [e.g. pick-up truck beds, trailers, etc.].
TOWING OF PRIVATELY-OWNED PROPERTY
No privately owned trailers are to be used for company business. With permission from a BURG Manager, BCE Drivers may tow privately-owned property [e.g. campers to sleep in] to out-of-town job sites. However, prior to towing, the BCE Driver must provide proof of personal insurance with
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minimum state liability requirements for the item being towed. The driver’s personal insurance is primary coverage for any incident involving the towed personal property.
VEHICLE SECURITY, THEFT, AND VANDALISM
To minimize the risk of break-ins, theft and vandalism, the following precautions should be practiced whenever any vehicle is left unattended:
▪ Roll up all windows
▪ Lock all doors, tools and small equipment in storage/toolboxes or secure with chains and padlocks, etc. [BCE company shops may be able to assist with fabrication of customized locking systems]
▪ Never leave keys in vehicles
In the event of a break-in, theft or vandalism to Company Vehicles, and/or equipment, a driver must file a police report and contact the BCE Risk Department within 24 hours of discovery.
Co-Worker personal property stolen from or damaged in a Company vehicle is not covered by BCE companies’ insurance policy.
Fuel Cards
Company fuel credit cards may be assigned to BCE Drivers or select job site Co-Workers. A BURG Manager must authorize and monitor card issuance and assignments. BCE fuel cards should not be shared by multiple users unless approved by BCE Home Office.
Company fuel cards shall:
▪ Only be used for the purchase of fuel, Diesel Emissions Fluid (DEF), or oil
▪ Only be used in support of BCE business for authorized vehicles and job site equipment
▪ NOT be used for repairs to company vehicles
o Maintenance needs shall be reported and addressed by the owner of the vehicle
▪ NOT be used for personal expenditures
o e.g. gasoline for personal vacation, errands, privately owned equipment, food, magazines, cigarettes, car washes etc.
Receipts for fuel in CMVs shall be retained and logged for auditing purposes.
All lost or stolen cards should be reported immediately to the direct supervisors and NTC.
12. VEHICLE MARKING AND MAGNETIC SIGNS
BCE Equipment that qualifies as a Commercial Motor Vehicle under Section 3 of this policy is required to be marked according to FMCSA Standards listed in Part 390.2. The motor carrier name and USDOT # must be listed visibly from at least 50 ft in contrasting color from the background. In certain instances where equipment only qualifies as a CMV some of the time, a magnetic decal may be used when applicable. Additionally, if using a temporary rental unit for less than 30 days additional exemptions may apply. Check with BCE home office for specific requirements on exemptions from marking.