30/11/2020
Fleet Management and Maintenance Audit
Union Fabric (Pvt.) Ltd
S.N Policy Risk Procedure
o
Company will only purchase new Local Purchased used car Obtain the last one year invoices
1 assembled vehicle. instead of New car. to check the certain information.
Employee car will be replaced,
2 Upto 1000cc (4 Years or 80,000 Km & Monetary loss To obtain the vehicle details
above 1000cc 5 years or 100,000 Km randomly
Valid car license will be required on Non- compliance of To check the validity of vehicle
3 issuance of vehicle. policy. licenses.
Every sort of repair and maintenance
of new car will be done from the To ensure that the all vehicle
4 authorized dealer. All repairs and maintenance and services are
maintenance shall be routed from the getting from authorized dealers.
admin department.
5 No employee is authorized to get any
sort of repair or maintenance on the Risk of dummy
car without earlier and explicit written invoices.
permission from the authorized. And
no reimbursement of such outside bill
would be proceed.
6 Company will accept the
replacement "CONSUMABLES·' of Excess consumption To obtain the vehicle wise details
the vehicle as per the below chart of consumable of consumption from the users.
through authorized dealers if items.
required or recommended by them:
Oil, Oil / Air Filters (After every 3
months or 5000 km)
Fuel Filter (After every 12 months
or 20,000 km)
Battery (Due after one year of
operation.
Transmission Oil (2nd replacement
after 24 months or 40,000 km)
Plugs (After every 12 months or
20,000 km)
Brake Pads (After every 12 months
or 20,000 km)
Brake Shoes (After every 18
months or 30,000 km)
Driver Belt (After every 24 months
or 40,000 km)
30/11/2020
Tires (Due after 40,000 Km of
operation)
7 If the consumable items needs to be Monetary loss
replaced before the schedule, then the
amount will be deducted from the
employee prorate basis. Thereafter
validity of replaced item would be
stated as per maintenance schedule
from the date of replacement.
8 Seats covers & Car Mats will be provide Non-Compliance of To insure that the seat covers &
one time only at the time of new Policy car mats would not have issued
purchasing of vehicle. more than a time for same car.
9 Employee will not penalize for the first Monetary loss To ask & investigate such type of
two accidents during the full life of the cases from Admin.
vehicle. Minimum time lapse b/w the
accidents shall be one year or more is
acceptable for waiver. After the first
two accidents, the employee will have
to bear the full depreciation cost
deducted in the insurance claim,
regardless of the amount or the nature
of the accident. As all the vehicles are
insured under the company's policy,
so in case of any accident the
Depreciation Cost of the repair would
be borne by the EMPLOYEE, as this
amount being deducted from the
claim amount. If the employee does
not have cash to bear this depreciation
claim, he may be permitted to have
Advance I Loan to compensate
depreciation. Any other repairs or
maintenance cost (excluding
consumables) would be shared based
as 60 % by EMPLOYER & 40% by
EMPLOYEE.
10 It is essential to bring official car to the May Use for Vehicle will be checked physically
company. commercial use on random basis.
11 Admin Department may ask from the No proper To ensure, whether the
user to produce vehicle for surprise inspection may inspection of vehicle is done
inspection without notice. The Admin reduce the vehicle properly.
Department will conduct a detailed life and vehicle
Inspection of the vehicle on monetary value.
Monthly basis and prepare the
inspection report with the following
criteria :-
1- Excellent 2- Good 3- Fair
30/11/2020
4- Poor 5- Worst
The above inspection report would be
forwarded to the Chief Executive for
review.
12 At the time of Disposal of the vehicle To ensure, whether the reported
company would check the Market Market value is fear or not, and
Value (MV) and will offer the user of
secondly verify the receipt value
the vehicle the first option to BUY the
that obtained from the
car @ 20 % discounted .If he/she
employee.
decides not to avail this option then
company will dispose the Vehicle in
the Open Market. Even if the
employee decides to exercise this
option, the company will provide and
replace the old vehicle with the brand
new latest model. Please note that all
taxes/levies in relation to transfer of
used vehicle in their name shall be
borne by the employee as per normal
practice in market for purchasing
used vehicle.
13 In case, if a used vehicle is available in
company before completing his 5 To compare the actual control
years period, This vehicle can be over the handing over of used car
assigned to the another employee for with the defined policy.
the remaining period. After the
complete inspection and satisfaction
report that will be signed by the
employee along with admin.
14 At the time of vehicle handed over to To ensure whether this
the company for any reason, NOC will procedure is performed or not.
be obtained from the admin
department to make the full and final
settlement of the dues.
Weak controls overs To ensure that an inventory of
15 Not in policy such assets increase vehicles is maintained and
the risk of lost updated as necessary.
through theft.
