1. HILLS OIL & GAS SPECIFIC
Table of Content
Pages
HILLS OIL AND GAS COMPANY SPECIFIC
Table of Content Pages
Road Haulage Operation Manual

2. 1. Introduction ………………………………………………………… 3
2. Purpose ………………………………………………………… 3
3. Definition ………………………………………………………… 3
4. Management Structure ………………………………………………… 4
5. Organizational Organogram ………………………………………………… 5
6. Authority ………………………………………………………………... 5
7. Responsibility ………………………………………………………………. 5
8. Transport Manager ……………………………………………………….. 5
9. Policy Implementation……………………………………………………….. 6
10. Vehicle Standards and Specifications ……………………………………….. 6
11. Purchase/Disposal/Replacement ………………………………………… 6
12. Operating Procedure ………………………………………………………… 6
13. Use of Private Vehicles on Company Business ………………………… 7
13b Taxis ………………………………………………………………… 7
13c Rental Vehicles………………………………………………………….. 8
14. Lease ……………………………………………………………………….. 8
15. Insurance ……………………………………………………………….. 8
16. Personal Loses / Danger ……………………………………………………. 8
17. Non-Compliance ………………………………………………………….. 9
18. Vehicle Standards & Specifications ……………………………… 9
19. User of Company Vehicle ……………………………………………… 9
20. Accidents ………………………………………………………………….. 9
21. Fuel Booklet / Card ……………………………………………………… 10
22. Break-down …………………………………………………………….. 10
23. Vehicle Maintenance Plan …………………………………………….. 11
24. Maintenance Option ……………………………………………………... 11
25. Maintenance Planning (Preventive) ……………………………………... 11
26. Maintenance Documentation ……………………………………………. 11
27. Procurement Plan ………………………………………………………… 12
28. Definition ……………………………………………………. 12
29. Ordering & Contracting…………………………………………… 13
30. Petty Cash / Imprest Threshold ………………………………………….. 13
31. Disposal of Vehicle / Items / Material …………………………….. 14
32. Disposal Plan …………………………………………………….. 14
33. Workplace Health & Safety …………………………………………….. 15
34. Complying With Legislative Requirement …………………………….. 15
35. Health & Safety ……………………………………………………. 15
36. Use of Mobile Phone …………………………………………………….. 16
37. Offences & Disciplinary Policy (Guide) ………………………………… 16
38. Policy Scope & Approval …………………………………………… 19
SCHEDULE APPENDICES
Appendix A - Authorized User Undertaking
Appendix B - Motor Vehicle Booking Form
Appendix C - Vehicle Log
TRANSPORT OPERATIONAL MANUAL
2

3. ROAD TRANSPORT FLEET
1. Introduction
Transport management is the function that oversees, coordinates and facilitates transport
operations and related activities. The management of Heavy Duty Vehicle fleets used in the
transportation of oil and gas cargo is a specialized area of transportation that requires specific
skill, knowledge and expertise in the effective and efficient management of related resources /
assets.
This document therefore aims at setting the specific path towards the realization of the
company’s corporate objectives by minimizing the overall operation costs through effective
administration, acquisition and utilization of resources.
2. Purpose
This Policy is designed to facilitate and encourage accountability, monitoring of usage and costs,
provide internal control and to serve as a management tool for better decision making in the
realization of the company’s’ overall objectives.
3. Definitions
1. ‘Company vehicle’ is defined as any motor driven vehicle owned by the Company and
registered in the name of same.
(2) ‘Special purpose vehicle’ is any non-passenger vehicle owned (leased or acquired) by the
company and used in contribution to the realization of the company’s set objectives.
(3) ‘Authorized User’ is any member of the Company or associate, authorized by a senior
management member to operate / drive the said vehicle in pursuit of the company’s business
purposes.
(4) ‘Accountable items’ in respect to company vehicle may include the vehicle log book, vehicle
keys / Spare Key(s), mechanical tools / Devices, Jack, Spare Tyres, Fire Extinguishers, Wheel
Spanners, Wheel Bar, Spare Inner Tube(s) Tools Box & Key(s), Touch Light, vehicle fuel
booklets / card etc.
(5) ‘Notifiable Event’ is an accident or incident / Near Miss of the company’s vehicle which may
or may not involved damage to the said vehicle, pedestrian and or the immediate environs.
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4. 4. Management Structure
Management of the Company shall be conducted under the functional style structure. Below
table depicts the structure and power of authority.
Senior Managers (e.g. CEO)
Managers (e.g. Fin Mgr)
Supervisors (e.g. Liaison)
Functional Style Structure
5. Organizational Organogram
4
Strategic
Operational
Tactical

5. Below table shall depict the structure of management under which the following policy shall
revolve.
6. Authority
(1) The Transport Manager holds delegated authority from and is responsible to, the CEO for
all aspects of the Company's Transport System.
7. Responsibility
The Chief Operating Officer (CEO)
(1) The CEO will make adequate budgetary provision to meet the purchase, replacement,
administration, operation and such periodic provision to meet the day to day running cost
of continues registration / renewals, operations, maintenance, repairs, training etc, etc
that may be required by national, Organizational and industry laws and standards; to
meet the required compliance standards of safety and efficient Operation for the
realization of organizational and national objectives.
8. The Transport Manager
(2) The Transport Manager is responsible to the Managing Director for the -
 Management of the Company’s General Fleet;
 The implementation, monitoring and evaluation of the approved company Policy.
 The provision of central operational systems i.e. mechanical, operations, administration,
procurement etc requirements to facilitate the effective and efficient management of the
Transport System.
5
Finance Mgr
CEO
Transport Mgr
HR & Admin
Mgr
Haulage /
Distribution
Liaison
Workshop Transport
Administrator

6.  The provision of periodic report to Senior Management on the operations of the
Transport System; which will include Licensing, certification and compliance
requirements.
9. Policy Implementation
To ensure the successful implementation of this policy,
(1) Management will
A. Implement and live same in their areas of responsibility.
B. Establish measurement objectives to ensure compliance with the policy.
C. Provide assistance and the resources necessary to implement, maintain and operate in
accordance with the policy.
(2) Supervisors will:
A. Take necessary steps to ensure compliance by all staff.
B. Be responsible for taking appropriate action to manage deviant staff etc.
C. Issue periodic reports of policy and staff concern for the purpose of training and
possible policy review.
D. Maintain appropriate records in the pursuit of the above.
(3) Drivers and other Staff will:
A. Always operate motor vehicles / machinery, equipments and devices in accordance
with this policy.
B. Ensure the validity of licenses and certifications on all vehicles / equipments.
C. Maintain assigned vehicles according to established policy standards requirements.
10. Vehicle Standards and Specifications
(1) Vehicles for General Fleet purchase by the Company are as may be directed by the
CEO or her designate and shall be in conformity with rules set out in the company’s
Policy, or are special purpose vehicles appropriate to purpose and usefulness.
11. Purchase/Disposal/Replacement
(1) All vehicles will be acquired by the Transport Manager, under the approval and
authorization of the Managing Director.
(2) The procedure for purchase and disposal of the Company’s vehicles will be in
accordance with approved and relevant procurement directive and as might be amended
from time to time.
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7. (3) The period of time a vehicle is retained in the fleet shall be as scheduled by the
manufacturers’ recommended of economic usefulness of the vehicle and relevant
recommendation from the Transport Manager.
(4) All vehicle replacements and disposals shall be professionally disbursed in
accordance with the procurement policy as may be review time by time and administered
by the relevant Manager.
12. Operating Procedure
(1) For the use of any Company vehicle, a booking will be recorded in an appropriate
Vehicle booking log (Appendix) by the relevant Manager or his designate.
(2) The Authorized Vehicle User will be provided with the accountable items, (refer page
2; item 2 Sub Section 2) for the vehicle by the relevant Manager.
(3) At the completion of the period of authorized use, the Authorized User will complete
the trip record in the vehicle log Book, return the accountable items to the relevant
Manager or H/er designate (where applicable), report any Notifiable Event, provide
receipt of impress / expenditure and advise the current location of the vehicle for
accountability purpose.
13. Use of Private / Commercial Vehicles for Company Business
(1) Use of private vehicles on Company business is discouraged.
(2) The Company will not accept any liability whatsoever; which may arise from use of a
private vehicle on Company business; unless or otherwise approved by the Managing
Director.
(3) In cases where the Managing Director approves the use of private vehicle for Company
Business, the relevant Manager shall agree with the vehicle user on the needed contribution
from the Company to facilitate any such travel.
(4) Any use of a private vehicle on Company business however may be approved in advance
by a Senior Manager and agreement reached, on appropriation/ reimbursement of related
operating cost; dully approved upon, prior to the commencement of the trip.
13B Taxis
(1) A Senior Manager may authorize the use of taxi(s) at h/er discretion on a limited and
irregular basis, in accordance with work load and requirement at particular time(s) / day(s), but
must sought budgetary approval / provision for costs of such commercial vehicle use prior to
commencement of any such trip / journey.
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8. 13C. Rental Vehicles
(1) Where it is not possible to obtain a Company vehicle, the Managing Director may authorize
the use of a commercially operated / self-drive rental vehicle for a period not exceeding one
calendar month in any calendar year on a cumulative basis for Company purpose.
(2) A formal written request from the user / requesting unit; and a subsequent approval of the
Finance and or Administrative Manager is required; in at least 3 (three) clear working days prior
to the engagement of any such hire/rental agreement.
14. Lease
(1) No vehicle leasing arrangement; in the form of operational or financial may be sought,
initiated or negotiated without the prior approval of the Managing Director.
15. Insurance
(1)The Finance Manager in consultation with the Transport Manager shall scout for and engage
the services of a reputable insurance broker for the engagement of value addition insurance
brokerage administration and services.
(2) The Company shall operate comprehensive insurance for all registered Company vehicles to
provide insurance cover / indemnity; the benefit of which shall be available to authorized
vehicles, users and the Company in General.
(3) Under the terms of its policy no insurance cover is provided when a Company vehicle is
driven by:
 An unauthorized driver
 A driver under the influence of alcohol and or drugs.
 An unlicensed driver.
(3) In any of the instances listed above, all costs to repair(s) and damage(s) are to be borne by the
driver/ vehicle user.
(4) The company shall be responsible for any insurance excess charges in the case of item 10
articles (2).
(5) The Transport Manager is responsible for coordinating all motor vehicle insurance claims and
subsequent repairs on vehicle(s) and any property-(ies) as may be necessitated.
16. Personal Loss/Damage
(1) The Company's insurance cover does not apply to unauthorized use of vehicles or in cases
where conditions of use have been breached.
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9. (2) The Company will not accept liability for any damage, injury, loss or theft involving use of a
Company’s vehicle where that damage, injury, loss or theft is not covered by the Company's
insurance policies.
17. Non-Compliance
(1) Use of a Company’s vehicle under this policy is an obligation and not a privilege
(2) Non-compliance with this policy may result in disciplinary action against the said
official(s) and, where appropriate, the instigation of dismissal proceedings.
18. Vehicle Standards and Specification
General Fleet
(1) Specifications for Operation vehicles may vary according to need and use in accordance with
the prevailing business opportunity (ies).
(4) Vehicle colour shall be in conformity with the prevailing (cream) white colour having
particular regard to factors of safety and resale value. Other colours are not permitted and may
only be acquired on the approval of the Managing Director or Her designate.
19. Use of Company vehicles
This Policy sets out below the conditions governing use of Company vehicles.
1. Drivers must hold a current valid Ghanaian and or Acceptable International driver’s license in
the approved category.
2. The authorized driver shall be responsible for the vehicle and its contents as per the company
rules ref. article 10 clause 3.
3. Unauthorized persons are not allowed to board (be lifted) in company vehicle under any
circumstance; unless or otherwise approved by a relevant senior officer.
4. In accordance with the Company’s no smoking policy; smoking is not permitted in the
company’s vehicles and or premises.
5. Vehicles are to be locked at all times when unattended.
6. All articles carried in vehicles are to be stowed to avoid damage or thievery.
7. The driver is responsible for any penalties imposed as a result of traffic or parking offence.
8. Company vehicles must not be used for personal purposes.
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10. 20. Accidents
1. In the event of any accident resulting in none and or serious personal injury or death, call the
Transport Manager and or his designate.
2. Notify the police immediately. And ensure that the required processes are followed as this will
be required to support any Insurance Cover claim.
3. In the event of an accident with another vehicle(s), the following details must be obtained:
 Name and address of Driver(s) of other vehicle(s)
 Name and address of Owner(s) of other vehicle(s)
 Registration number(s) of other vehicle(s)
 Description of vehicle(s)
 Extent of damage to other vehicle(s)
 Name of insurance company (ies).
 Contact phone numbers.
4. Obtain name, address of any witnesses.
5. Admission of responsibility or liability must not be made.
6. Circumstances of the accident must not be discussed with anyone other than authorized
personnel, e.g. police, Transport Manager etc.
7. Any and all damage(s) must be reported promptly to the Transport Manager.
21. Fuel Booklet / Card
1. Drivers must check the fuel level before using a company vehicle. If refueling is required, this
should be carried out using the fuel Booklet /Coupon or card provided. The odometer reading
must be recorded in the Vehicle Log Book at the point of sale before moving the vehicle (after
refueling).
2. If a fuel Booklet / coupon or card is lost or stolen, immediate notification must be given to the
Transport Manager.
22. Breakdown
1. In the event of a breakdown or mechanical failure, the vehicle must be moved to a secured and
safer place and location for the safety and security of the vehicle, other road users and
pedestrians; while ensuring that all Company and personal possessions are removed from the
vehicle and the doors dully secured.
2. The Transport Manager must be contacted immediately. No recovering exercise shall
commence without the advice and approval of the Transport Manager or his designate.
3. The Transport Manager should be contacted promptly for procedural audit and execution.
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11. 3. Vehicle Maintenance Plan
Vehicles are regularly maintained for optimum performance, and kept in good repair condition to
ensure maximal vehicle utilization and to discourage vehicle down time.
24. Maintenance Options
There are two main options;
1. In house maintenance; this is performed using the facilities and staff of the organization.
2. Outsourced maintenance; which is under taken by an outside workshop services provider.
25. Maintenance Planning (Preventive)
1) A master vehicle inspection and servicing schedule shall be drawn up for an operating
period; in conjunction with a certification and license renewal and vehicle inspection
schedules.
2) A check list of vehicle revolving assembly and components shall be developed for the
purpose of periodic checkups to identify signs of wear, tear and possible damage during
the routine maintenance.
3) As part of a daily maintenance standing orders, an inspection check-list is to be used by
all drivers as a guide to cross examining possible defective accessories such as indicator
lights, reflectors, signs of leakages, abnormal tyre wear, vehicle cleanliness etc.
26. Maintenance Documentation
1) The vehicle being maintains shall have a detailed written servicing record report, listing
the work done, parts and fluids used and costs incurred on each job.
2) When the written order for maintenance / repairs of a vehicle is received, the workshop
shall raise a ‘job card’ for each vehicle entering for reporting purposes, all services and or
defects rectified.
3) Each job card should include the following information:
I. details of all work required to be carried out;
II. actual work carried out;
III. name of staff and hours worked;
IV. Details of spare parts and materials used etc.
4) Once all relevant information has been taken from the job card, they should then be filed
with or in the vehicle files.
5) All Vehicles shall have Files for the purpose of tracking vehicle history and ‘bill of
health’. This file shall contain the following documents;
a) copies of purchase request,
b) copy of internal service request,
c) copy of local purchase order,
d) invoices (approved and competitive invoices)
e) all order relevant documentations etc
27. Procurement Plan
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12. Introduction
Procurement influences the overall success of the Transport Management System. In Transport
Management supply system, procurement represents a very significant proportion of the total
spend and should be managed effectively to achieve optimum value to the operations of the
company.
Procurement serves three levels of users in the Management of Transport Systems.
1. Fulfilling the needs of the internal customer.
2. Meeting the needs in response to emergencies and ongoing operational activities.
3. Prepositioning of spare parts and resources stocks, for continues and un-interrupted
activities for both internal customers and ongoing operational activities.
28. Definition
Procurement is the process of identifying and obtaining goods and services. It includes sourcing,
purchasing and covers all activities from identifying potential suppliers through to delivery from
supplier to the users.
Purchasing is the specific function associated with the actual buying of goods and services from
suppliers.
Sourcing is the process of “Identifying and working with appropriate suppliers”.
Purpose
The main purpose of procurement in Transport Management is to ensure
1. Transparency in all phases of the procurement process as being fair and accurately
documented.
 Provide accountability to employer’s resources.
 And effectively, ensuring that products and services are acquired at the right price, right
time, right quantity / quality and that they are delivered to the required places and from
the most cost effective source(s).
29. Order Placing and Contracting
To ensure the above stated procurement objectives are achieved, all resource, items and services
acquired must meet the following requirement.
1) The user unit has placed a formal request indicating the need for the said item / material /
service(s); indicating on the request form a detail item / material specification and
description including the possible prevailing cost of item.
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13. 2) Approval for the acquisition has dully been received and formally endorsed by the
appropriate senior officer.
3) Item is sourced and acquired at the most cost effective price.
4) Item / material are delivered to the right location at the right time and in the right quantity
through the right mode of transport / delivery.
5) Returned jobs / services are dully rectified at no further cost to company resources.
6) Under no circumstance shall the company procure through sole sourcing; items, materials
and services with a financial implication above GHS 100.00 ( One Hundred cedis)
for vehicle single operational items / materials.
Emergencies Procurements and Operational Continuity
30. Petty / Cash Imprest Threshold
To ensure operational un-interruption and business continuity, line Supervisors are to be allowed
budgetary petty cash threshold within which approval for certain items of given price limits may
be acquired without having to resort to the long periods and processes involved in seeking
approvals from Senior Managers. Prevailing approval lines shall be as follows and subject to
review;
Srl Position Allowable Imprest (Ghs) Single Purchase Item
Threshold (Ghs)
1 Distribution / Liaison Officer 4,000.00 200.00
2 Administration Manager 1,000.00 300.00
3 Finance Manager 1,000.00 400.00
4 Transport Manager 2,000.00 500.00
The acquisition of all contracts and material beyond the above single purchase threshold shall be
under the direct approval of the CEO or her appointed designate.
Conclusion
Procurement must be seamlessly integrated with other aspects of the transport operation
functions within the company e.g. Workshop, Distribution, Finance, etc. Clear communications,
timely flow of documentation and constant feedback will facilitate the procurement process and
influence seamlessly operational performance.
31. Disposal of Vehicles / Items/ Materials
Running and stocking old vehicles, spares, defective parts and materials etc leads to high costs of
operations, maintenance, fuel consumption and uneconomical space use.
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14. The need to disposal may arise due to any of the following reasons;
 As a result of extensive un-repairable damage, or cost-prohibitive repairs.
 When the vehicle attains the stipulated mileage or years for economic usefulness.
 When the vehicle is no longer economically and or technologically sustainable for
business continuity
 When programs / activities downscale or shut down.
32. Disposal Plan
Assets marked for disposal shall be fully documented and the details formally written to the CEO
or her approved designated for approval before commencement of disposal process.
Disposal process
a. Prior to an asset being disposed the CEO or her appropriate delegate shall authorize the
disposal on an asset disposal form.
b. All assets sales shall be conducted an ideal tender Sales process and supervised by a
senior officer.
c. In the sale of assets with expected sales revenue of GHS 5,000.00 (five thousand cedis)
and above, the company shall identify professional valuer for the purpose of advising
management; the most economic and efficient sales value to be expected as salvage
value.
d. When the asset is disposed, the head of the sales unit shall compile a sale report advising
the Finance Manager on the asset / item description and actual sale price by completing
an authorization of payment form attached with a copy of the approved asset disposal
form dully submitted to the Finance Manager.
e. Payment of disposed assets shall only be done by the true buyer of the asset and to the
Finance Manager at the Head Office.
f. A copy of a true receipt of payment shall be deposited with the care-taker of the asset or
h/her designate before possession and removal of asset from company custody.
g. The CEO at her discretion or under recommendation from a senior officer, may issue a
discloser to the effect that in the sale of certain assets / items, staff shall be given the first
right of sale before the possibility of interest expression from other buyers.
Conclusion
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15. Asset Disposal is a legislative requirement and therefore requires to be conducted professionally
to ensure transparent accountability and value for money.
33. Workplace Health and Safety
Transport Operations facilitates economic development and influences national cohesion;
nonetheless, it is also response for some national grieves and can bring untold hardship to
communities and the nation at large. Ghana Road Safety estimates that over in 2014, over 20,442
vehicles were involved in accidents, in 13,133 accidents which injured over 11,328 persons and
killed 1,856 people across Ghana.
In the first six months of 2015, statistics indicates that 944 have been killed in Road accidents in
6,384 accidents involving over 9,914 vehicles. In all of these, it is estimated that over 85 % of
these fatalities are caused by human error and therefore preventable.
It is therefore extremely vital that Vehicle and Workplace safety is seem as a key role that
demands the attention of the company as it leads to Company growth, staff wellbeing and
enhances national road safety.
34. Complying with Legislative Requirements
National and industry legislation in registration, licensing and renewal of certifications are the
basic requirement that shall be fulfilled by the company at all times.
It is the Transport Managers responsibility to ensure that the following licensing requirements
are acquired and valid at all times.
a. Driver license and such similar documents
b. Road Worthy Certificates
c. Calibration requirements and validity
d. Insurance Requirements
e. Metropolitan and District Assembly licensing requirements etc.
**Refer to conditions governing use of company vehicle
35. Health and Safety
The key to successful observance of health and safety is the development of an organizational
culture of awareness; to ensure this, The Transport Manager with the assistance of the Health and
Safety Officer, shall
1) Develop training program for the training of staff on health and safety issues.
2) Ensure that the Health & Safety guidelines so trained are lived by the staff on their day
to day activities.
3) For the workshop floor and Depot, the following basic health and safety measures are to
be followed.
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16.  Ensure clear environments around work shop.
 Be sure to complete risk assessments and action taken where risks are highlighted,
i.e. warning tape on raised flooring etc
 During inductions, new staffs are thought basic health and safety tips.
 Initiate periodic practice fire drills for evacuation.
 Ensure the availability of and mandatory use of safety equipment (PPEs) such a
safety boots, helmet, gloves, etc.
4) Ensure that proper health and safety procedures are developed, adopted and used in the
following areas;
 Fuel storage / Dump area
 Safe operation of vehicles within and around the yard/ depot.
 Accident and incident procedures for vehicles (refer to conditions governing the
use of vehicle Subsection B)
 Security of vehicle assets possessions.
36. Use of Mobile Phones
The use of mobile phones by Drivers and Operative staff while on duty is strictly discouraged.
It is a punishable offence to pickup calls, read / send text massages, etc while vehicle or machine
is in motion. Staff may only do the above when their vehicle / machines have actually been
halted and parked in a safe place / location. For workshop staff, these may only be done while on
break or all engines and machinery is switched off. (Refer to Company code of ethics).
37. Offences and Disciplinary Policy
Discipline in the workplace.
In any social system, it is important for the members of the society to determine a set of rules
that will regulate the conduct of its members and to also discipline members who willfully
disregard these rules. This will encourage respect, safety and peaceful coexistence.
This policy is based on the basis that;
a) Management is obliged to take appropriate disciplinary action against any worker,
who acts in a manner conflicting with the realization of the company’s’ interest.
b) The policy recognizes the right of workers to fair hearing and the application of a just
disciplinary action.
c) The basis of disciplinary guide laid out in this document is for preventive, justice and
rehabilitative purposes.
The interpretation of the following disciplinary guidelines must be applied flexibly in order to
foster ideal employer employee relationship. (Read in conjunction with company code on ethics)
INCIDENT 1 2 3 4
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17. Poor work performance Recorded verbal
warning
Written warning Suspension for
an ideal period
or step 4
Termination of
service with or
without notice
Insubordination Recorded verbal
warning
Written warning Suspension or
step 4
Instant Dismissal
Absenteeism repeated
Fewer than 3 working days
(unauthorized or deliberate)
Recorded verbal
warning Written warning
Suspension for an
ideal period; or
step 4
Termination of
service with
notice
Littering / Disobedience to HSE
Principals of the Company
Recorded verbal
warning
written warning Suspension for an
ideal period; or
step 4
Termination of
service with
notice
Assisting others to or Pilfer /
Steal employer or Clients
Products
Instant Dismissal and
Persecution by
national Laws
enforcement agency
e.g. Police.
Step 1 -
-
-
-
Pilfering / Stealing a colleague,
employer, client or a strangers’
consumable item or property;
e.g. fuel / lubricant(s) etc.
Final Warning
depending on
lightness of offence
Instant Dismissal
and persecution
depending on
magnitude of
offence.
- -
Contravention of regulations
relating to the road traffic
ordinance e.g. seat belt usage,
failure to comply with police order
etc etc.
Written warning
Supervisors
Discretion or
(steps 3 or 4)
Final written
warning and or
suspension after
legislative remedy
Termination of
service with-out
notice.
Arguing, Scuffling and or
fighting whiles in line of duty or
in work premises.
Written Warning or
steps 2,3, or 4
(depending on
magnitude of offence
Ideal period of
suspension after
legislative remedy
Termination of
service with notice
Instant Dismissal
Disrespectful Behavior towards
employers clients or
Colleague(s)
Written warning Final Written
warning
Suspension for an
ideal period.
Termination of
service with
notice.
Any other act harmful to the
interest of the firm or its other
employees
Written Warning Final written
Warning
Suspension for an
ideal period of
time
Termination of
service with or
without notice.
Failure to report in and out on
commencement and closing of
work
Written Warning Final Written
Warning
Suspension for an
ideal period of
time
Termination
service with or
without notice.
Using insulting and abusive
language
Written Warning Final Written
Warning
Termination of
service with notice
-
Carelessness and failure to
conserve safety regulations and
hygiene rules
Written Warning Final Written
Warning
Suspension for a
given period of
time
Termination of
Service with
notice
Willful disregard of rules
relating to use of Company
vehicle
Written Warning Final written
warning
Termination of
services with
notice
-
Failing to comply with license
and certification renewal as
prescribed by company policy.
Written Warning Final written
warning
Termination of
services with
notice.
-
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18. Receiving undeclared moneys
or gifts from colleagues, clients
or supplier.
Final Written Warning Suspension or
step 3.
Termination of service without notice
Playing cards / games /
gambling during official
working time or Company
premises
Final written warning Suspension or
step 3
Termination of service with notice
INCIDENT
IF AN EMPLOYEE COMMITS ANY OF THE FOLLOWING OFFENCES HE / SHE MAY BE CALLED FOR
DISCPLINARY HEARING WHCH MAY LEAD TO A SUMMARILY DISMISSED.
Unauthorized consumption on the company premises of intoxicating liquor and/or prohibited drugs or being under
the influence of such substances whilst on duty, or offering to any other person, or having in his possession
intoxicating substances whilst on the premises e.g. wee etc.
Refusing to execute any reasonable and lawful order given by a supervisor or inciting other employees to refuse.
Fighting or assaulting others; whilst on the premises or attempting to cause injury or in any other way to intimidate
an employee
Being in possession of offensive weapon on the premises without authority granted by management.
Being guilty of bribery or attempting to bribe.
Signing in or out on behalf of another employee or making unauthorized alterations to a time or job card.
Willfully making false / feigning ill report or making false entries on returns or altering documents to senior
officer(s) and or management.
Proven theft or fraud or being an accessory thereto or making an attempt thereof.
Willful damage to, willful neglect of or destruction of Company property, tools, machinery, etc.
Tampering with the tracking device
Driver’s delegation to Mate
Arranging unauthorized meeting.
Revealing of secret or confidential information to unauthorized persons relating to the operation of the firm e.g.
 Security arrangements applicable to the Company and/or
 Disclosing personal information on any employee of the Company including management etc.
An employee who prior to his confirmation of employment had previously been found guilty of a criminal offence
and had failed to disclose this information.
Adversely, affects the image and business of the Company through comments, statements and allegations to clients,
customer; and suppliers etc.
Failure to account for Company money in possession of the employee for a period more than designated period
which the employee is required and responsible.
Use of Company vehicle for personal benefit without permission or authority.
Use of Unauthorized Route
Carrying of Third Party person, product or asset.
Adulterating and or Siphoning of Product
Incitement to strike without exhausting Company procedures namely, dispute, grievance, or appeal procedure
18

19. NB. THIS LIST IS NOT EXHAUSTIVE. AN EMPLOYEE MAY BE SUMMARILY DISMISSED FOR ANY
CAUSE RECOGNISED IN LAW AS OFFENSIVE AND FAIRNESS IN SUFFICIENCY TO THE OCCURANCE.
Conclusion
Corporate transportation management is very expensive. Vehicles are valuable assets and critical
for business continuity. Management is therefore encouraged to put in the required attention and
adequate resource to achieving the overall objective of safe, sound and secured transport
operations.
39. Policy Scope and Approval
This policy applies to all employees on company business. It is the responsibility of all
(particularly managers and supervisors to ensure full implementation and compliance.
Sign……………………………………………………………………………………………..
…………………………………… Date…………………………………………….
Chief Executive Officer
19

20. APPENDIX
AUTHORISED USER UNDERTAKINGi
I (PLEASE PRINT NAME) .................………........................................................ Of
department................................................................................ Agree that when using a Company
vehicle as an
Authorized User-
1. I will use a Company vehicle only for Company business purposes and not for personal
purposes.
2. I will use a Company vehicle only if -
(a) I hold a current driver's license valid for appropriate use of the said vehicle.
(b) I have provided details of my license number and expiry date to my Transport Manager /
Head of Department and the Transport Manager / Head of Department has sighted my driver’s
license.
(c) I am not under the influence of alcohol or drugs when driving the vehicle.
20

21. 3. Whilst in my care and control I will-
(a) Ensure that the vehicle is maintained in a safe and roadworthy condition at all times.
(b) Ensure that petrol and lubricants are purchased using the Company's fuel card system
(c) Ensure the vehicle is operated in accordance with the manufacturer's instructions.
(d) Ensure the vehicle is safely secured when not in use.
(e) Be responsible for the interior and exterior cleanliness of the vehicle.
(f) Ensure the vehicle log is properly completed and maintained.
(g) Notify the Transport Manager if the vehicle is to be driven outside the stipulated designated
location.
4. I further acknowledge that-
(a) I am aware of, and will comply with, the Company's Transport Policy as amended from time
to time.
(b) It is my responsibility to comply with the Road Safety Act 2006, the Road Safety Regulations,
Metropolitan / District Transport Regulations and any regulatory directive when the vehicle is in
use.
(c) I am liable for any traffic / parking infringements involving the vehicle of whatsoever nature
which occur during any period of my use.
(d) I am aware of and will comply with-
(i) the Company's procedures to be followed in the event of mechanical failure or breakdown;
(ii) in the case of an accident, the legal and reporting requirements of the Company procedures /
insurance policies etc;
(iii) in the case of damage, the requirement to promptly report the damage to the Transport
Manager.
5. I have read the Conditions of Use (found at Appendix B) and will comply with them.
Dated this.......................................day of.......................................................20….
Signed by (Authorized User)
21

22. HILLS OIL AND GAS COMPANY LTD
MOTOR VEHICLE BOOKING / LOGGING FORMii
Week Commencing……………
Vehicle Date Period of
Use
Name of
Authorize
User
Signature
of
Authorize
User
Head of Department
LocationFrom To Authorize
Use
Authoriz
e Return
HILLS OIL AND GAS COMPANY LTD
VEHICLE LOG SHEETiii
Log of …… Month ……. Department:
Vehicle No.: Vehicle Type:
Date of
Journey
Odometer
Reading
K/ms
Travelled
Purpos
e of
Journey
Name
of
Drive
r
Date
of
Entry
Name & Signature of
Entry OfficerBegan Ended Start Finish
22

23. i Appendix A – Authorized Road User Undertaking
ii Appendix B – Motor Vehicle Booking Form
iii Appendix C – Vehicle Log Sheet