Company fleet workflow

Vehicle Management System

In order to unify and rationalize the company's vehicle management, use various vehicles reasonably and effectively, save costs to the maximum extent, and control vehicle use more effectively, the most true reflection This system is specially formulated based on the actual conditions of the vehicles, to maximize economic benefits as much as possible and to control the maintenance and repair of all the company's vehicles to ensure vehicle safety, good operating conditions and timely, economical and reliable maintenance and repair. This system applies to all company vehicles.

1. Inspection work before departure

1. The front windshield and rear windshield are bright and clean;

2. The cab door glass is bright and neat;< /p>

3. The cab is clean and free of debris; the dashboard is free of debris and the instrument glass is clean;

4. The engine hood is free of floating dust and dust, and is placed neatly, and the engine is free of oil dirt. ;

5. There is no floating dust on the front of the car, no dust on the body, and no dust on the door frames;

6. The side windows are neat and bright;

< p>7. There is no mud, water, or other debris on the floor;

8. There is no garbage, mud, or paper debris at the door corners; there is no oil leakage from the door pump cover;

9. The seats are free of dust and water stains;

10. The body interior panels are clean and free of oil and water stains; the top windows are clean and dust-free.

2. Requirements for driving out

1. Drivers must check whether the vehicle's engine is working properly before driving out. The vehicle can be driven out only after the steering, transmission, braking and other aspects are working properly. If there is a problem, the person in charge of the vehicle must be notified;

2. The driver must hold a license to work, and the driving license category must be consistent with the requirements of the vehicle category;

3. The driver must return after leaving the vehicle Report to the person in charge of the vehicle;

4. Report special situations promptly;

5. The driver must choose the nearest and safest route according to the driving task;

< p>6. Drunk driving is not allowed: driving hero cars is not allowed; private work is not allowed; parking or driving of vehicles indiscriminately is not allowed. Violators shall bear the consequences at their own risk;

7. Drivers must have a document when reimbursing expenses Reimbursement documents can only be obtained with the receipt;

8. Driving in violation of regulations is not allowed under any circumstances. If you violate the rules, you will be responsible for the consequences;

9. The driver carefully fills out the "Vehicle Registration" as required. Form", clearly written in preparation for inspection.

3. Vehicle use

1. The vehicle user uses the vehicle with the confirmed "Dispatch Order". Drivers cannot leave the vehicle without a "Dispatch Order".

2. The applicant shall use the vehicle with the confirmed "Vehicle Use Application Form". Drivers cannot drive without a "Vehicle Use Application Form".

3. Drivers should drive carefully to avoid violations or accidents. We should serve customers enthusiastically and try our best to meet their work needs.

4. If any accidents such as violations or accidents occur during vehicle use, the driver should promptly notify the team leader and take necessary remedial measures.

5. After using the vehicle, the driver should report to the team leader in time and report the vehicle’s cut-off kilometers, so that the General Department can understand the vehicle status or make further arrangements.

6. When a driver needs to change vehicles due to work needs, he must hand over the documents (handover of driving license) with the participation of superiors. If any is lost, the driver who delivers the vehicle will be responsible for compensation;

7. If the driver asks for leave, he must explain the vehicle-related matters to the substitute driver. (There are some problems with driving license handover and vehicles.)

8. If the vehicle tools and documents are lost or damaged, the driver must immediately report it to the team leader and hold the party responsible. If it is due to personal reasons, The parties concerned shall compensate according to the actual value;

9. Drivers must go through handover procedures when leaving the company.

4. Vehicle fuel consumption and fuel card management

1. The fleet captain is responsible for supervising and controlling the vehicle's fuel consumption, and the General Department assists in monitoring and management.

2. The vehicle usage department (fleet captain) should strengthen vehicle fuel management and save fuel expenses so that vehicles can operate effectively with economical fuel consumption.

3. All the company's vehicles use a unified fuel card for refueling. The fleet captain is responsible for the custody of the main card and refueling management, and a one-car-one-card system is implemented.

4. Cash refueling is prohibited in all company vehicles. Drivers should carry a fuel card (secondary card) at all times and are not allowed to refuel with cash for any reason. If cash refueling is required under special circumstances, the person in charge of the General Department must Approval and report to the team leader for record.

5. After applying for a vehicle fuel card, the fleet captain should register it according to the license plate number and fuel card number, and check them every month. Once the fuel card is registered, it is not allowed to be changed or lent to others or other vehicles. If you encounter special circumstances, such as the fuel card is broken (or demagnetized) and cannot refuel normally, you should report it to the team leader and replace it in time or use a spare fuel card. come on.

6. Before recharging the fuel card, the driver should record the actual fuel consumption data of the vehicle at a unified time point according to the command of the fleet captain, including:

The balance at the beginning of June 6.1 is the balance of the fuel card before the last recharge.

6.2 This month’s recharge is the last recharge amount of the fuel card.

The balance at the end of June 3 is the amount after the last refueling of the fuel card.

6.4 Fuel consumption this month = balance at the beginning of the month + recharge this month - balance at the end of the month + supplementary card fuel amount + cash fuel

6.5 The starting mileage is the vehicle when the data was last recorded Kilometers.

6.5 The stop mileage is the vehicle mileage when the data is recorded this time.

The amount of fuel remaining in the fuel tank when the mileage is stopped at 6.7 is the amount of fuel in the tank when the data was recorded this time.

7. Refueling cards will be issued based on the actual situation. Each vehicle has one card and one form. When applying for recharge, the fleet captain should submit the "Vehicle Refueling Statistics Form" of each vehicle to the financial review.

8. When a vehicle uses an auxiliary card to refuel, it should collect the receipts, indicate the license plate number of the refueling vehicle on the back of the receipt, and give it to the team leader. The team leader must fill in the " "Record of Supplementary Card Refueling Credit Receipt" shall be submitted for financial review together with the "Vehicle Refueling Statistics Form".

9. Special notes: The date and supplementary card number of cash refueling and supplementary card refueling in the "Vehicle Refueling Statistics Table" should be recorded in detail.

5. Fuel Card Recharge Application Process

1. The fleet captain should understand the fuel usage of the vehicle’s fuel card in real time, and apply for a fuel card recharge in a timely manner when the amount on the fuel card approaches 500 yuan. .

2. When applying for recharge, the team leader must prepare the "Vehicle Refueling Statistics Form" and ensure that the "Vehicle Refueling Statistics Form" is reported to the finance department in a timely manner. The finance department must verify the vehicle refueling statistics when reviewing the fuel card recharge. The fuel usage of the last recharge will be reviewed.

3. After the vehicle fuel card recharge application is approved, the team leader should recharge the vehicle in time and request a tax invoice. The team leader should complete the reimbursement within two weeks after receiving the tax stamp. If the tax stamp is lost, the person who lost it shall bear full responsibility.

6. Vehicle Maintenance

1. The fleet captain is responsible for supervising the maintenance of the company's vehicles, the fleet captain is responsible for control, and the driver is responsible for maintenance;

2. Every year In the first quarter, the fleet captain will evaluate the service status of the vehicle maintenance cooperation units selected in the previous year, and the General Department will organize relevant company personnel to conduct market research and re-determine the vehicle maintenance cooperation units for this year;

3. The vehicle should undergo regular maintenance every 5,000 kilometers;

4. The driver should be responsible for the condition and appearance of the company's vehicles and ensure that they are ready for use. Decorative supplies, cleaning tools and simple maintenance tools used in the vehicle shall be reported by the driver to the fleet captain to the general manager and approved by the general manager;

5. The fleet captain should fully understand the use of the vehicle and promptly Carry out maintenance and repairs on vehicles;

6. The fleet captain is responsible for completing vehicle annual inspection data, maintenance data, parts replacement data, insurance data, etc., and submitting them to the General Department for unified filing.

7. Vehicle Maintenance

1. Maintenance service companies need to be evaluated and selected by the person in charge of the general department and the fleet captain. Which repair shop should be used? In principle, 4S should be used. Shop maintenance. The fleet captain reviews the maintenance items.

2. The team captain is responsible for verifying the maintenance quality and saving relevant assessment, maintenance quality, maintenance records and other information.

3. The driver is responsible for regularly checking the vehicle condition and handling simple vehicle failures.

4. The driver is responsible for discovering and checking faults in a timely manner; filling out the "Vehicle Repair and Maintenance Application Form"; confirming that the maintenance and repairs are qualified; retaining replacement parts and submitting them to the company for review; and providing timely feedback on the quality of repairs.

8. Maintenance and periodic maintenance management

1. Routine inspection, maintenance and upkeep

2. The driver must do a good job of checking the vehicle when it is released and received, and maintain Clean the inside and outside of the vehicle.

3. Pay attention to whether there are any abnormal noises from the vehicle while driving.

4. Check each lubrication point frequently. If there is a lack of oil or oil deterioration, it should be replenished or replaced immediately.

5. The driver conducts inspection and maintenance at the end of every month.

6. The driver should clean the battery appearance every month, check the battery usage frequently, and keep the surrounding area of ??the battery dry, clean and efficient.

7. The driver shall inspect the vehicle’s fire protection facilities every month.

8. The fleet captain conducts irregular spot checks on vehicles and handles problems in a timely manner to avoid vehicles causing mechanical accidents and affecting transportation tasks.

9. Routine vehicle tire repairs and small parts replacement must be carried out at regular 4S stores, and formal invoices must be obtained. Reimbursement is not allowed.

10. Drivers must maintain their vehicles regularly in strict accordance with relevant vehicle maintenance regulations. For vehicle mileage and maintenance item standards, please see the "Vehicle Repair and Maintenance Application Form".

11. Maintenance and repair must be carried out at designated repair shops. Drivers are not allowed to choose repair shops on their own.

12. The driver fills in the operation record according to the mileage of the vehicle. After verification by the team leader, the department head arranges the vehicle maintenance time.

13. The driver must complete the approval procedures before performing maintenance and repairs on the vehicle. It is not allowed to do so first and then report later.

14. Periodic maintenance operation process:

The fleet captain fills out the "Vehicle Repair and Maintenance Application Form" - inspection and review by the person in charge of the General Department - approval by the general manager - with The approved "Vehicle Repair and Maintenance Application Form" (item, amount) will be borrowed through the Finance Department---the approved items will be repaired---if additional maintenance items are needed during the maintenance process, the fleet captain will confirm the maintenance--- Inspect maintenance vehicles---request invoices and maintenance lists--accountants review maintenance projects---offset borrowings through the Finance Department.

14.1 If a fault is discovered while driving, the driver should promptly check, identify the cause, determine the severity of the fault and its impact on driving safety, and proactively try to eliminate the fault.

14.2 If the driver cannot eliminate the fault, he must estimate the cost and obtain the consent of the department head to find a nearby repair shop. The severity of the fault and the cause of the fault should be reported in a timely manner and the solution should be requested.

14.3 After repair, the replaced parts must be returned to the company for review. The fleet captain will identify and review the causes of sudden vehicle repairs.

14.4 Operational procedures for sudden repairs: Verbally apply for repairs to the fleet captain and the person in charge of the general department---carry out repairs after approval (if repairs cannot be made at the designated place, choose the nearest repair shop)- --Fill in the "Vehicle Repair and Maintenance Application Form"--Feedback and record on the quality of repairs--Identification and review by the fleet captain--Signature review by the person in charge of the General Department--Approval by the General Manager--Go to the Finance Department for reimbursement.

14.5 Vehicles that have been maintained and repaired must be accepted by the team leader and driver, and can only be used after passing the inspection.

9. Vehicle Fines and Claims Management

1. Vehicle drivers should be familiar with traffic laws and regulations and drive in a civilized manner.

2. The company does not allow this type of fine to occur. If it does occur, the reason for the fine should be understood in detail. The company will not reimburse the driver for any fine incurred due to personal reasons. Special attention should be paid to review when reimbursing such fines.

3. If the situation arises due to urgent matters or special requirements of the company leaders, the driver should write a clear explanation of the situation and have it signed by the superior leader and submitted to the general manager for approval, and then handle it as appropriate.

4. Vehicle accident claims are based on the accident guarantee of vehicle insurance. Drivers should carefully abide by traffic regulations while improving their driving skills.

5. When a vehicle encounters a traffic accident, the insurance company should be contacted promptly, and the insurance company will conduct an accident appraisal and issue an appraisal report.

6. The driver should promptly go to the repair point designated by the insurance company to repair the vehicle as soon as possible without delaying normal work. The repair fee will be advanced by the driver or team leader or paid by borrowing money from the company based on the insurance company's accident acceptance form. .

7. After the insurance company accepts the traffic accident, it will hand a receipt with the claim number written on it to the driver, who will immediately forward it to the team leader, and then the insurance company system will settle the claim for the accident. The number is sent to the mobile phone left by the driver (the mobile phone number of the team leader is left), and the team leader should keep it properly.

8. The team leader should accurately inform the insurance company of the company name and bank account number. After the insurance company accepts the accident, he should track the company account number to which the insurance company will remit the claim in a timely manner.

9. When the company has confirmed that it has received the claim amount, the driver should come to the Finance Department to collect the payment or go through the reversal procedures with the acceptance slip or claim number containing the claim number.

10. The Finance Department should match the reported claim number with the number stated on the bank receipt voucher and the license plate number, and make payment or reversal only after confirming that they match, otherwise the application will not be processed.

10. Driver Code

1. Drivers must abide by the "Road Traffic Management Regulations of the People's Republic of China" and the rules and regulations related to traffic safety management and relevant operating procedures. Drive safely. Obey the command and management of the traffic police.

2. In order to reflect the corporate image, drivers must be neatly dressed, behave generously and be polite to others when working.

3. Drivers must ensure that people are in the car, people are in the car, and people and the car must not be separated.

4. It is strictly prohibited to pick up guests or conduct private matters without the consent of the leader. It is strictly prohibited to give the vehicle to an unlicensed person to drive or rent it to others.

5. Drivers should take good care of the vehicle, keep it clean and in good condition at all times, and ensure that the inside and outside of the vehicle are clean, odor-free, and free of debris. After returning to the team, the vehicle should be wiped clean and parked neatly. Vehicles requiring maintenance must be wiped clean before being repaired.

6. Company vehicles are not allowed to be driven home or used for private purposes without authorization. Violators will be dealt with according to relevant regulations.

7. Get out of the car on time and pay attention to safety. It is strictly forbidden to drive a hero car and drive under the influence of alcohol. It is strictly forbidden to drive when feeling unwell or tired. If a vehicle is damaged by drunk driving, the driver will be responsible for the repair costs; if a traffic accident occurs, in addition to the repair costs, the driver shall also bear legal liability.

8. Drivers should unconditionally obey the work arrangements of the team leader. They are not allowed to delay or refuse to get out of the car for any reason. They should be on call for official business.

9. If a driver goes out to perform a task and is unable to return on time due to special circumstances, he should promptly notify the team leader and explain the reason to the person in charge of the General Department. After get off work, vehicles should be parked at designated locations for safekeeping, and private use of vehicles is not allowed.

10. Before leaving the vehicle, it is necessary to routinely check whether the vehicle's water, electricity, engine oil and other mechanical parts are performing normally. If any abnormalities are found, they must be replenished or adjusted immediately. When you come back from the car, check the oil level. If you find that the oil level is less than one level, you should refuel immediately. Do not refuel until you are unable to get out of the car.

11. When the driver discovers that the vehicle he is driving has a fault, he must repair it immediately. If you do not know how to perform maintenance, you should immediately report it to the team leader, who will report it to the person in charge of the General Department and put forward specific maintenance opinions (including maintenance items and approximate required funds, etc.). Without approval, vehicles are not allowed to be sent to the factory for repairs.

12. Drivers should strictly carry out their driving tasks and are not allowed to conduct personal matters on the way.

13. To ensure vehicle safety, vehicles should be parked in designated parking spaces when leaving get off work or returning from work every day, unless approved by the leader. Vehicle drivers should hand over the vehicle keys to the vehicle management personnel for safekeeping.

14. Fill out the "Dispatch Form" carefully every day, and ask the passengers to sign and the vehicle management personnel to sign.

15. Be familiar with road conditions, pay attention to traffic information and traffic conditions at various times, and ensure punctual and safe arrival.

16. Be familiar with the structure of the vehicle and the functions of the main devices, and have the knowledge of daily inspection and maintenance of the vehicle and the judgment of common faults.

11. Special matters

1. The company should designate qualified special vehicle maintenance and repair points to facilitate repair and maintenance. Two or three points can be designated.

2. Drivers are not allowed to make cash transactions for vehicle maintenance and repairs. Drivers should pay the company every other month after repairs are made at designated repair points.

3. New cars have free maintenance once every 5,000 kilometers. New car drivers should take advantage of this.

12. Reward and Punishment System

1. For safe driving without accidents throughout the year, the driver of the vehicle will be awarded a year-end safety award of 1,000 yuan.

2. The driver who is the first to save fuel during driving throughout the year will be awarded a year-end fuel saving award of 1,000 yuan.

3. If the driver fails to follow the prescribed route, a one-time fine of 50 yuan will be imposed, and the team leader will also be fined 30 yuan.

4. Drivers who lend their vehicles to others will be fined 100 yuan a time, and the team leader will also be fined 30 yuan.

5. If the appearance of the vehicle is not clean or stains are not cleaned in time, the offender will be fined 20 yuan per time.

6. Anyone who drinks alcohol during work will be fined 20 yuan a time, and a drunk driver will be expelled. If the driver causes a traffic accident, he will bear full responsibility, and the team leader will jointly bear 20% of the total amount of the accident.

7. In principle, the company's driver is responsible for the company's driving tasks, and no one is allowed to drive a company vehicle without permission. Otherwise, both parties will be fined 200 yuan each. If a traffic accident occurs, the parties will bear all responsibilities.

8. If a traffic accident occurs, the person responsible for driving should promptly notify the company and report the case so that it can be properly handled. Those who conceal and fail to report shall bear all losses and be fined 200 yuan.