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03/08/07Policy Issue 1

Telkom Transport Code Telkom Confidential

TELKOM TRANSPORT CODE

Document No.: (PO-PB0001) Version.: 12 Repository:

Compliance Management - For Telkom Use Only -

Proprietary And Confidential Company Information

Implementation Date: 2001-01-25 Author: Itumeleng Baloyi

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CHANGES SINCE LAST VERSION

Reference/Paragraph number

Description

The following sentences were added/changed.

Paragraph B2

Paragraph 3.3.1

Paragraph 4.1.1

Paragraph 4.2.2.5

The relevant cost centre holder pays for all costs related to vehicles.

The vehicle will not start without identification.

It is the driver’s responsibility to make sure that the vehicle and any modifications are kept clean and tidy.

Checking the security mechanism of any modification e.g. hold down strap for swap body, hold down straps for the ladder racks.

The following job titles were changed

Senior Claims Consultant replaced with Manager-Legal Services

Client Services and Compliance Manager to Compliance Manager

This toll free number was changed to a shared call

The Telkom Fraud Control Centre toll free number 0800 124 124 to a shared call number 0860 124 000





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CONTENTS PAGE

PART 1 A Policy statement and approval 5

B Executive Summary 5-6 C Definitions 7

CHAPTER 1 USE OF VEHICLES 8 1.1 Who can use the vehicles and for what purpose 8 1.2 Unauthorised use of vehicles 8 1.3 Times when vehicles may be used to assist the public 9 1.4 Unauthorised passengers 9 1.5 Utilisation of vehicles 9 CHAPTER 2 DRIVING OF VEHICLES 10

2.1 Drivers licence and driving permits 10 2.2 Authority to drive 10 - 11 2.3 Compliance with traffic rules and regulations 11 CHAPTER 3 VEHICLE MANAGEMENT EQUIPMENT 12

3.1 The Vehicle Tracking and Monitoring System (VTMS) 12 3.2 Features of the VTMS 12 3.3 Driver Identification Key 13

3.4 VTMS operational procedure 13 3.5 Driver training information 13

CHAPTER 4 CARE OF VEHICLES AND MAINTENANCE 14 4.1 Regular cleaning 14

4.2 Inspection of vehicles 14 4.3 Maintenance and services 14-15 4.4 Breakdowns 15-16 4.5 Vehicle abuse 16 CHAPTER 5 SAFEGUARDING OF VEHICLES AND MODIFICATIONS 17

5.1 Safeguarding 17 - 18 5.2 Parking 18





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5.3 Storage of modifications(swap bodies) 18 CHAPTER 6 OBTAINING VEHICLES, SERVICES,PARTS, COMPONENTS, ACCESSORIES AND FUEL 19 6.1 Vehicles requirement/s 19 6.1.1Additional vehicles 19 6.1.2Ad-hoc vehicles 19 6.1.3New vehicle replacement 19-20 6.1.4Vehicle termination 20 6.2 Obtaining fuel and oil 20

6.3 Toll road charges 20 6.4 Repairs 20-21 6.5 Damages 21 6.6 Parts 21

CHAPTER 7 VEHICLE ACCIDENTS 22 7.1 Responsibility of Telkom drivers 22 7.2 Actions in respect of accidents 22-23

7.3 Inquests, civil claims and criminal proceedings arising from accidents 23 CHAPTER 8 INSURANCE COVER 24 8.1 Extent of cover 24 8.2 Forfeiture of cover 24-26 8.3 Disciplinary steps 26 CHAPTER 9 GENERAL 27 9.1Traffic fines 27 9.2 Registration and licensing of vehicles 28 9.3 Change of relevant information 28 9.4 Transferring of vehicles 28 9.5 Management reports 28 9.6 Driver training 28-29

9.7 Modifications, auxiliary items and accessories fitted to vehicles 29 9.8 Call centre 29 10 Approval of this policy 30 10.1Document acceptance 30 10.2Document preparation 31-32





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ANNEXURES 33 RECORDS CLAIM AND GENERAL REQUESTS FORMS FOR VEHICLES ANNEXURE A Inspection record for vehicles 33-35 ANNEXURE B dFM fuel claim form 36-37 ANNEXURE C Permission to park a vehicle at a private 38-39 residence form ANNEXURE D Request for additional vehicle form 40-43 ANNEXURE E Delegation of authority form regarding this transport code 44-45 ANNEXURE F Application for ad-hoc vehicle 46-49 ANNEXURE G Vehicle termination form 50-52 ANNEXURE H Accessories/ auxiliary items and modifications

request form 53-55 ANNEXURE I Motor accident form 56-69 ANNEXURE J Glass claim form 70-73 ANNEXURE K Property loss or damage form 74-77 ANNEXURE L Transfer of vehicle form 78-80

USEFUL TELEPHONE NUMBERS Service Provider Call Centre 0800 223 223 Telkom Fraud control centre 0860 124 000 Service Provider Medical Emergency assistance 0800 233 334 Procurement Call Centre 0800 004 713





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TELKOM TRANSPORT CODE

PART 1

A. POLICY STATEMENT AND APPROVAL A.1 Scope

This Transport Code contains the requirements to be complied with by all Telkom employees, agents or sub-contractors who utilise vehicles. In this code, unless the context requires otherwise: -

where one gender is written, it shall mean both male and female; singular words include plurals, and vice versa; the number of days described in the Code means from the first day of a calendar

month until the last day, excluding the first day but including the last day, unless the last day falls on a Saturday, Sunday or official public holiday. In this case, in accordance with the Public Holidays Act, 1994 of the RSA the last day of the month will be calculated as the last working day.

the headings in this Code have been inserted for convenience only and shall not be used for nor assist or affect its interpretation.

It is the duty of each Telkom employee, agent or sub-contractor making use of any transport provided to him by Telkom, to acquaint himself fully with the contents of this document as well as the relevant provisions of the Road Traffic Act, the Road Transportation act and the regulations issued thereunder. Telkom drivers must comply strictly with these requirements.

This code must be read together with the relevant provisions of the Financial, Human Resources, and Procurement policies, Telkom’s Incident Prevention Plan and other documents and policies indicated within this code.

B. EXECUTIVE SUMMARY

B.1 The outsourcing of the fleet

In February 1999, Telkom made the decision to outsource some of its non-core activities. One of the major operations was that of its transport fleet, managed by a division within Telkom, called FastFleet. A cross-functional sourcing team consisting of specialists from Legal Services, Procurement, Human Resources, Finance, Risk Management and Service organisations handled the outsourcing project. This team looked at the needs and requirements of vehicles users and the supervisors and grouped everything together to form a Service Level Agreement with the Service Provider.

In March 2000, the outsourcing of FastFleet was announced. The business rationale and





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the objectives of this were to: • Ensure a total management solution for the fleet, including aspects such as fuel

management, maintenance and detailed reporting; • Achieve a cost reduction in the current fleet expenses; • Increase efficiency; • Improve utilisation of the fleet.

The entire fleet of 19 000 vehicles were outsourced to the Service Provider as well as all assets, stock and the FastFleet workshops. The sale included the cession of all existing service contracts and the transfer of 526 employees as a going concern. The Service Level Agreement with the Service Provider is based on two basic principles namely:

• 100% availability of vehicles to Telkom users and utilisation based on an average of 6

hours or 1400 kilometres and; • A range of services that will allow Telkom users to focus on their core activities while

the Service Provider takes care of the vehicles.

Apart from the 19 000 vehicles sold and leased back from the Service Provider, the Operating Committee gave a mandate that the total number of vehicles leased from the Service Provider should decrease to 16 000 or less over a period of three years, commencing on 1 April 2000. Given the mandate for the outsourcing, it is therefore important that each supervisor and manager ensures the best use of vehicles and manages the potential increase in the Vehicle complement carefully and responsibly.

B.2 The Link between the Service Level Agreement and the Transport Code

The outsourcing has changed the total pattern of vehicle use. Telkom no longer owns vehicles, so many of the basics agreed in this code are requirements from the Service Provider. The management of the fleet and the operation of vehicles is now a formalised, legal matter. Informal agreements between users and the Service Provider could cause possible problems; for example, vehicles handed back, without the correct termination of the contract forms. When reading the Code, supervisors and managers should note the following:

Matters related to vehicles must be authorised in terms of the attached Delegation of Authority form, as per the form in Annexure E. The relevant Cost Centre holder pays for all costs related to vehicles.





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C DEFINITIONS: “Additional vehicles” means your requirements for additional vehicles to all those already under your control and paid for via the relevant responsibility code. “Ad-hoc vehicles” means short term lease vehicles that are made available by the Service Provider, on request, to Telkom for a period not exceeding three months. “Call Centre” means the call centre established, operated and managed by the Service Provider. “Faults” means any defect in any vehicle including without being limited to, any mechanical or electrical fault. (flat batteries, burst tyres when unusable) “IPP” means Telkom Incident Prevention Plan for Occupational Safety, Health and Environmental Management. The IPP may be accessed on web address: http:// www.emws.co.za “Modifications” means any canopy or similar attachment to the vehicle which is interchangeable between all light commercial vehicles and any fixture or fitting fitted into or attached to such canopy or similar attachment. “SAPS” refers to the South African Police Services. “Service Provider” means the fleet company with which Telkom has concluded a Service Level Agreement for the supply of vehicles on a full maintenance lease basis. “Telkom driver” is any Telkom employee, agent or sub-contractor who is authorised by Telkom management to drive a vehicle, provided that he is the holder of a relevant and valid driver’s licence, issued in terms of the provisions of the Road Traffic Act and regulations; and has been trained to operate such motor vehicle and its accessories by the Service Provider. “Telkom Management” means an employee that is authorised in terms of Telkom’s official delegation of authority to grant approval as stipulated in this document. “Vehicle” means any vehicle that is leased by Telkom from the Service Provider, which is utilised by a Telkom driver for official Telkom duties. “Vehicle Tracking Monitoring System (VTMS)” is an on board computerised monitoring devise that is fitted on all vehicles.





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CHAPTER 1

1 USE OF VEHICLES 1.1 Who can use the vehicles and for what purpose

1.1.1 Vehicles may only be used for official Telkom duties and under no circumstances for private or other purposes. All drivers who make use of vehicles must adhere to this ruling.

1.1.2 Only bona fide Telkom employees may be transported in vehicles and must be

authorised by Telkom Management, in writing. This authority will only be granted for purposes of official Telkom duties.

1.1.3 Telkom-appointed Agents and Sub-contractors may make use of vehicles, provided

this is to carry out Telkom business. Vehicles may only be used if the contract between Telkom and its appointed agent or sub-contractor provides for this facility.

1.1.4 Under certain circumstances, permission may be obtained from Telkom Management

for Grade 6 & 7 employees to use a vehicle to carry out their official duties. An example is remote areas that are not easily accessible using standard vehicles purchased with an allowance. In this case, permission may be granted to use a vehicle, but only for the period taken to carry out official duties. The employee must keep to all the provisions of the Transport Code and must be trained to operate the vehicle and its accessories. However, a Grade 6 & 7 employee should first try and carry out his duties by accompanying an employee on a lower grade to which a vehicle is allocated or who is an authorised driver.

1.2 Unauthorised use of vehicles 1.2.1 Telkom drivers who use vehicles for any purpose other than those set down in the

Transport Code, may be liable for disciplinary and /or legal action, and will be held responsible and liable for the following:

1.2.1.1 all expenses incurred by Telkom in respect of the unauthorised use of the vehicle; 1.2.1.2 all expenses incurred by the Service Provider in respect of the unauthorised use of the vehicle;





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1.3 Times when vehicles may be used to assist the public

1.3.1 Vehicles may only be used to transport injured persons to the nearest medical

emergency facility. Under no circumstances may vehicles be used to push or tow private vehicles.

1.4 Unauthorised passengers 1.4.1 No persons may be transported in a vehicle, apart from those circumstances as

described in paragraphs 1.1.2 and 1.3.1 above. 1.4.2 Apart from disciplinary or other legal action against a Telkom driver who transports

unauthorised passengers, he also risks facing claims against him in his personal capacity, made by such passengers or their next of kin. Should he be involved in an accident as a result of his sole or contributory negligence wherein those passengers are injured or killed, Telkom accepts no responsibility for any third party or other claims made by unauthorised passengers or their next of kin.

1.4 Utilisation of vehicles

A vehicle will not be allocated to a Telkom driver on a permanent basis and will be changed as and when required by the Service Provider to ensure the optimum use of vehicles. Although the Service Provider should ensure the proper use of vehicles it is in the best interest of the Company that each vehicle is used to the best of its operating capability as well. The Service Provider will provide vehicle management information to Telkom to ensure all vehicles are used efficiently. In terms of the procedures laid down in this Code, the supervisor should return any vehicle that is not being used productively to the Service Provider.





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CHAPTER 2

1 DRIVING OF VEHICLES 2.1 Drivers licence and driving permits 2.1.1 The Service Provider must ensure that the Telkom driver has a valid driver’s licence.

No driver holding a learner’s driver’s license will be allowed to drive a vehicle. 2.1.2 In accordance with Telkom’s Incident Prevention Plan, each Telkom driver must

undergo an annual medical examination to evaluate his occupational status and ensure he is occupationally fit to drive a vehicle. A registered, Telkom-approved medical service provider must conduct the examination.

2.2 Authority to drive According to Section 8 of the Occupational Health and Safety Act, Act 85 of 93; Telkom Management may only authorise a Telkom driver to drive a vehicle under the

following circumstances: 2.2.1 for official Telkom business; 2.2.2 if he has a valid driver’s licence (see paragraphs 2.1.1 & 2.1.2) 2.2.3 if he does not suffer from any condition that may be seen as a risk to himself, his

passengers, and fellow road users. These include, but are not limited to:

(a) Epilepsy; (b) Dizzy spells or fainting attributable to any cause whatsoever; (c) Conditions affecting muscle co-ordination; (d) Diabetes mellitus; (e) Poor eyesight that cannot be corrected by wearing spectacles or contact

lenses; (f) Any reason or illness which may lead to him being unable to drive effectively

or control a motor vehicle; (g) Addiction to the use of a sedative which has a narcotic effect, and/or using

medication with alcohol that leads to drowsiness or (h) The use of liquor;

2.2.3.1 However, if he obtains a certificate from a registered medical doctor stating that he





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is occupationally fit to drive, permission to drive a vehicle may be granted. This is at the discretion of Telkom Management and the Service Provider, and excludes the use of alcohol as stipulated in 2.2.3(h).

2.3 Compliance with traffic rules and regulations

The Telkom driver, and, where applicable, his passengers, must always comply strictly with the provisions of the Road Traffic Act and regulations, as well as any other relevant statutory requirements. Any violation of these regulations and provisions is the sole responsibility of the driver. Telkom and the Service Provider accept no responsibility for any consequence resulting from a breach of conduct on the part of the driver and /or his passengers.





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CHAPTER 3 3 VEHICLE MANAGEMENT EQUIPMENT 3.1.1 All vehicles are fitted with a VTMS. The VTMS helps the Service Provider to efficiently

manage the fleet. It links all the fleet vehicles to one central system, monitored by the Service Provider at its call centre. The VTMS is also fitted with a Global Positioning System (GPS) to allow tracking and monitoring of the vehicle.

3.1.2 A slot for storing the vehicle’s fuel card is located on the VTMS. This is used for paying

for fuel and road toll fees and must always be replaced after each transaction. 3.1.3 Because the VTMS also monitors the fuel card, if it is not replaced after use, an alert will

appear at the Service Provider’s call centre and the driver will be notified to immediately replace the card.

3.2 Features of the VTMS 3.2.1 The VTMS features a GSM voice communication tool which can receive calls from the

Telkom driver’s supervisor via the Service Provider’s call centre.

3.2.2 The VTMS monitors the engine, such as the number of revolutions per minute (RPM); the speed the vehicle is travelling and how long the engine is left idling. To assist the driver to keep to safe and economical driving habits, a warning is sent out via the call centre when these limits are exceeded.

3.2.3 The VTMS also assists the Service Provider to make available reports regarding the

driver’s driving behaviour while he is on the road. The reports will be available to Telkom Management on the Service Provider’s web site, via the Intranet.

3.2.4 Any Telkom employee found guilty of tampering with the VTMS or any part thereof faces

a disciplinary hearing, which may lead to his dismissal, and will also be held liable for any costs resulting from damage to the VTMS.

3.3 Driver Identification Key 3.3.1 All Telkom drivers that comply with the stipulated requirements in the code will be issued

with a special Driver Identification Key. This identifies the specific driver of a particular vehicle at any given time, and helps prevent theft. Before starting the vehicle, the driver will have to insert his personal key into the VTMS. The vehicle will not start without identification.

3.3.2 This personal Driver Identification Key is for the use of the driver to whom it was issued

and must never be used by any other person. It is the responsibility of the driver to safeguard his personal ID key. Should the use of the key be abused, any costs incurred will be recovered from the driver, unless the key was obtained under circumstances





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beyond his control. 3.3.3 The supervisor must ensure that the Driver Identification Key is collected from the Telkom

driver and returned to Compliance Management: Procurement in the respective region within 48 hours after the circumstances, which may lead to a Telkom employee no longer being a Telkom driver, or no longer being a Telkom employee.

3.4 VTMS operational procedure 3.4.1 An audio warning will sound informing the driver about messages from the call centre.

The message will be stored in the driver consol unit (DCU) and should be read as soon as it is safe to pull over and do so. Drivers must never try to drive the vehicle and answer any messages at the same time.

An irregular or “beeping” sound tells the driver there is a voice call coming through. Again, the driver should not answer if it is unsafe to do so. When the vehicle is stationary, the driver presses a button on the DCU and takes the call. If the call is urgent and the driver cannot answer immediately, the call centre operator will call back or send a message that can be read when it is safe for the driver to do so.

Drivers must always obey instructions from the Service Provider’s call centre regarding the use of the vehicle. If the instructions are ignored and the vehicle is damaged as a result, the driver will be held liable and can be charged with vehicle abuse, face disciplinary actions and be held responsible for paying any costs incurred by the Service Provider.

3.5 Driver training information 3.5.1 Because the VTMS provides valuable information about the driver’s skills, the Service

Provider may insist on special training, should these fall below standard.

However, even if after or during a driving course it is obvious that an employee is not able to drive a vehicle, he must be withdrawn immediately from all driving duties. His supervisor will be informed of the problem by either Compliance Manager, or the Service Provider, and the employee will not be allowed to drive a vehicle until he has successfully completed a Telkom-prescribed driver training course.

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Policy Issue 1


CHAPTER 4

4 CARE OF VEHICLES AND MAINTENANCE 4.1 Regular cleaning 4.1.1 The Service Provider will make sure the outside of the vehicle is washed, and the interior is

cleaned twice a month. It is the driver’s responsibility to make sure that the vehicle and any modifications are kept clean and tidy.

4.1.2 Drivers or Supervisors may not use Telkom petty cash, the fuel card or any suppliers that

have not been authorised by the Service Provider to clean the vehicles. 4.2 Inspection of vehicles

4.2.1 A vehicle inspection checklist in accordance with Telkom’s IPP (see Annexure A) has been provided to help drivers inspect their vehicles on a regular monthly basis.

Supervisors are responsible for ensuring regular inspections take place and that the vehicle is road worthy and kept in good working order. Drivers must immediately report any faults to the call centre at 0800 223 223.

4.2.2 The Telkom driver must also make sure that the vehicle is inspected on a daily basis prior to commencing his daily duties by:

4.2.2.1 checking all fluid levels i.e. water, oil and brake fluid; 4.2.2.2 checking all tyres, including spare, for inflation and wear;

4.2.2.3 checking body exterior for any dents, scratches, marks etc 4.2.2.4 checking interior for upholstery damage, missing of broken

control knobs, window winders, interior door handles, etc 4.2.2.5 checking the security mechanism of any modification e.g. hold

down strap for swap body, hold down straps for ladder racks. 4.2.2.6 checking that vehicle jack and toolkit, and legs for swap body is

there, 4.2.2.7 ensuring all the safety harzadous items such as gas bottles and

fuel containers are properly closed and secured, 4.2.2.8 checking that the indicators and brake lights are working.

Drivers must immediately report any faults found during the inspection to the call centre stipulated in 4.2.1 so these can be repaired.

Goods that are transported in the loading bins of open vehicles such as lorries and pick-up vans must be secured firmly to prevent them from moving about or being lost in transit.

4.3 Maintenance and Services

4.3.1 All vehicle maintenance and service will be done by the Service Provider.


Compliance Management

- For Telkom Use Only - Proprietary And Confidential Company Information

Implementation Date: 2001-01-25

Author: Itumeleng Baloyi of 80

Policy Issue 1


4.3.2 When a vehicle is due for a service, the Service Provider will notify the supervisor, in

writing, one calendar week prior to, and by telephone one day before, the service is due.

4.3.3 The supervisor must indicate whether a replacement vehicle is needed, before any

vehicle is sent for service.

4.3.4 If the Service Provider is unable to confirm the date and place of the vehicle service, by telephone, written notice is acceptable, provided this is received one day before the due date.

4.3.5 All vehicles requiring service will be collected by the Service Provider from the relevant

Telkom premises and returned after service, in a roadworthy condition.

4.3.6 Drivers must comply with instructions or requests on vehicle maintenance and repairs obtained from the VTMS, and report all faults to the call centre immediately.

4.3.7 Only the Service Provider or its authorised suppliers are allowed to service and repair

vehicles, including replacement and/or removal of parts. Drivers are only authorised to change a flat tyre. A driver who does not comply with this regulation may be held responsible for any costs incurred by the Service Provider.

Breakdowns 4.4.1 Drivers must report all breakdowns to the Service Provider’s call centre as soon as

possible. 4.4.2 Where practical, a Telkom driver must remain with broken-down vehicle. If he is unable

to do so, the driver should contact the call centre to arrange for the vehicle to be towed. 4.4.3 The Service Provider shall respond to a breakdown as follows:

1. Arrive at location of the vehicle, after notification from the call centre, within a period of 1(one) hour but in any event not exceed 3(three) hours after such notification.

2. Fully repair all minor breakdowns within 1(one) hour after arrival by the Service Provider at the location of the faulty vehicle. All minor breakdowns not fully repaired by the Service Provider within such period shall be classified as a major breakdown.

3. The Service Provider shall fully repair all major breakdowns within 4(four) hours after the expiry of the 1(one) hour period referred to in 2 above. In the event that the Service Provider is unable or reasonably anticipates that it will be unable to fully repair a major breakdown within such period, the Service Provider shall provide a replacement vehicle of the same category and cost as the faulty vehicle to Telkom within such period.






Policy Issue 1


4.4.4 If more than three major and/ or minor breakdowns of any vehicle occur within a six-

month period, the Service Provider will supply a replacement vehicle, which is the same category and cost as the faulty one. Breakdowns exclude tyre punctures and windscreen damages. A technical committee of Telkom and the Service Provider will investigate the breakdown, and based on the facts presented, will make a decision on the replacement of the vehicle.

4.5 Vehicle abuse 4.5.1 A supervisor must immediately prevent a driver from driving a vehicle if he:

Behaves in a flagrant manner, ruins, neglects, misuses or uses a vehicle for any other purpose than to carry out his duties, or drives a vehicle recklessly,

Is found guilty in a criminal court for contravening Section 122 of the Road Traffic Act 29

of 1989, as amended. This clause relates to driving under the influence of strong liquor or a sedative which has a narcotic effect, or a driver with a high blood alcohol level.

4.5.2 Drivers who are guilty of any of these offences may, apart from disciplinary or other legal

action, also be held liable for:

All expenses incurred by Telkom following the unauthorised use of the vehicle;

Any expenses incurred by the Service Provider following the unauthorised use of the vehicle.






Policy Issue 1


CHAPTER 5

5 SAFEGUARDING OF VEHICLES AND MODIFICATIONS 5.1 Safeguarding 5.1.1 When a vehicle is entrusted to a Telkom driver, all reasonable measures to safeguard

the vehicle, modifications, equipment and accessories against theft and damage should be taken. The Telkom driver should also be familiar with the Guideline GL-OH0004 for the Safe Transportation of Personnel and Equipment, and Guideline GL-OH0046 for Safety at Roadworks in Urban Rural Areas as stipulated in the IPP.

5.1.2 The fuel card issued by the Service Provider must remain in the slot in the VTMS and only be removed when re-fuelling the vehicle or paying at the toll. If the fuel card is lost, the driver must immediately report it to the SAPS and the Service Provider, quoting the SAPS case number. The Service Provider will then order a new fuel card and deliver it to the supervisor within 72 hours. The cost of a new fuel card is R35 and must be paid by the driver to the Service Provider.

5.1.2.1 If the driver needs to re-fuel the vehicle during the 72-hour waiting period for a new

card, he should collect pre-paid vouchers from the nearest Service Provider’s offices. Petty cash may also be used if the driver is in a remote area and unable to get the Service Provider’s offices. In this case, the dFM fuel claim form (see Annexure B) should be used to claim back any expenses, with all receipts attached.

5.1.3 Telkom drivers who are entrusted with vehicles are personally responsible for the dallas

key and other keys, and are expected to make sure they are not lost, stolen or damaged in any way. If a driver loses any of these items he should report the matter to the Service Provider immediately, via the call centre. The cost to replace the driver ID key is R100 while the Service Provider will determine the costs of other lost items. In any event, these costs will have to be paid by the Telkom driver.

5.1.4 The Telkom driver must immediately report any loss, irregular use damage or theft to the

supervisor and the Service Provider. A written report regarding the circumstance of the loss or damage is also required.

5.1.5 Telkom equipment or tools used by the driver are not insured by the Service Provider.

All possible measures will be implemented by the Service Provider to secure equipment or tools in the vehicle while it is in the possession of the Service Provider or its approved agency. These measures include seals to secure equipment. Any losses that may occur while the vehicle is in the possession of the Service Provider must be reported to the supervisor, who will refer the matter to the Compliance Manager. If the vehicle is involved in an accident, breakdown or withdrawn from service, the supervisor should take reasonable steps to locate and secure any Telkom tools and equipment. All losses of equipment or tools must be reported to the Telkom Fraud Control Centre at 0860 124






Policy Issue 1


000. 5.1.6 If the vehicle is hijacked, the Telkom driver, if he is able, should immediately report the

incident to the call centre. The hijack must be reported to the SAPS within 24 hours. The Service Provider will inform the driver’s supervisor. Trauma Counselling is available through the call centre at 0800 233 334.

5.2 Parking 5.2.1 After hours parking All vehicles must be parked at designated Telkom premises after normal working

hours. Should a driver need to park the vehicle in any other place, he must obtain written permission from Telkom Management as per the form in Annexure C. If there are no available Telkom premises to park the vehicle, the driver must ensure it is parked in a lock-up garage or at premises authorised by Telkom Management.

5.3 Storage of modifications (swap bodies) 5.3.1 When removing the swap body, it and its contents must be stored safely at Telkom

premises on firm, level ground. Before attempting to remove or load the swap body, the driver should comply with the

following: 5.3.1.1 Read instructions available on the “User’s Guide to Operating the Swap body” manual, 5.3.1.2 Make sure he knows how to operate the landing leg spars, the spring loaded catches

and the ratchets and tie straps, and 5.3.1.3 Check that the tie straps are not damaged before loading the swap body 5.3.2 Take all reasonable steps to secure the swap body against theft and damage and fire. 5.3.3 Telkom owns the equipment in the swap body and the driver should always make sure

it is safe and secure. Any loss of equipment should be reported to the Telkom Fraud control centre at 0860 124 000.






Policy Issue 1


CHAPTER 6

6 OBTAINING VEHICLES, SERVICES, PARTS, COMPONENTS, ACCESSORIES, AND FUEL

6.1 Vehicle requirement/s

6.1.1 Additional vehicles

An additional vehicle is a new requirement that may become necessary as a result of restructuring, approval of a new position within the section, the formation of a new section, or other business developments. Supervisors must remember that an additional vehicle means more vehicles under their control, as well as an increase in the total monthly lease costs. To request an additional vehicle, supervisors need to complete the relevant form as contained in Annexure D. Remember to state the motivation behind the request, and to ensure that all the relevant information requested in the form is completed. All additional vehicle requests need to be approved by the Chief Operating Officer.

6.1.2 Ad-hoc vehicles

Ad-hoc vehicles are those vehicles required for a specific operational purpose. This includes a specialised Telkom project which does not last for less than one day or more than three months, or inspection of a remote area that is not easily accessible by a vehicle already allocated to the section. Vehicles are made available to Telkom by the Service Provider and must be authorised in terms of the Delegation of Authority form (see Annexure E). However, in instances where the Ad-hoc vehicle is required for customer impacting situations, the ad-hoc vehicle may be obtained without the formal authorisation process. The matter in such cases will be handled by virtue of a phone call between the supervisor and the Compliance Manager. The authorisation for the use of such a vehicle should be forwarded for approval in terms of the Delegation of Authority within 48 hours. Request for ad-hoc vehicles (see Annexure F) should be completed and authorised before being sent to the Compliance Manager. All ad-hoc vehicles will be delivered by the Service Provider 24 hours after receipt of the signed form from the Compliance Manager. Compliance Management and the Service Provider will monitor the use of ad-hoc vehicles. If it becomes obvious the ad-hoc vehicle service is being used to avoid other procedures, disciplinary actions will be taken.

6.1.3 New vehicle replacement/s

The replacement of used vehicles leased by Telkom with new vehicles from the Service Provider is governed by a Service Level Agreement. The Service Provider will replace the Sedans on a yearly basis and the trucks and pick-up vans every two years.






Policy Issue 1


The replacement process includes relevant driver training at or before the delivery of the new vehicle.

6.1.4 Vehicle Termination

If, for any reason a section no longer requires the use of a specific vehicle, the lease termination procedure should be observed as follows:

•

•

•

Complete the vehicle termination form, as contained in Annexure G. Ensuring the form is signed off by all the relevant people, including the responsible Service Organisation Executive.

The form will be sent to the Compliance Manager, who will contact the Service Provider to find out whether a vehicle is needed in Telkom anywhere in the country, before it is officially terminated.

The lease contract on the vehicle will be terminated seven days after notification by the Compliance Manager to the Service Provider.

It is important that official notice is given regarding the termination of a vehicle, even though it has been handed to the Service Provider. Failure to do so could mean Telkom continues paying the monthly lease cost for a terminated vehicle. The Compliance Manager will notify the supervisor as soon as the termination is concluded. The Service Provider will then collect the vehicle on an agreed upon date and time.

6.2 Obtaining Fuel and oil

Fuel and top-up oil for vehicles is obtainable from any retail filling station and is paid for using the supplied fuel card. The fuel card is valid for a period of two years. The fuel card may only be used for fuelling the specified vehicle and if used for others or purposes other than refuelling, the designated driver will be held responsible for the costs and can face disciplinary action. The responsible driver should personally attend to the vehicle’s refuelling.

6.3 Toll Road Charges

The fuel card can also be used to pay for toll road charges.

6.4 Repairs

Should the vehicle require repairs the driver should contact the Service Provider’s call centre. The Service Provider has an approved dealer infrastructure and suppliers that do repair work. The driver may not do the repairs himself or take the vehicle to any other






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dealer or supplier for repairs.

6.5 Damages

Any vehicle and/or modification that may be damaged must be reported to the call centre within 48 hours together with the required claim form and repaired by the Service Provider.

6.6 Parts

6.6.1 Punctures/blow-outs Should the vehicle have a puncture or a damaged tyre, the driver should replace it with

the spare wheel. The call-centre should be contacted and the driver will be referred to an authorised dealer where the damaged tyre can be replaced.

6.6.2 Accessories, auxiliary items and modifications

Accessories, auxiliary item or modifications may be ordered using the required, duly authorised signed form (see Annexure H). This should be forwarded to the Compliance Manager who will arrange with the Service Provider for the fitment of the required auxiliary item, accessories or modification. The Service Provider will make arrangements with the supervisor for the exact date and the time of the fitting of the parts.

.






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CHAPTER 7

7 VEHICLE ACCIDENTS 7.1 Responsibility of Telkom drivers It is the responsibility of the Telkom driver to adhere to Road Traffic Act and Telkom’s Health and Safety Regulations and Guidelines as contained in Telkom Incident Prevention Plan. 7.2 Actions in respect of accidents

All accidents, no matter how minor and irrespective of whether a third party is involved or not, must immediately be reported by the Telkom driver to the call centre at 0800 223 223

as well as to his supervisor. The Telkom driver should indicate to the call centre whether the vehicle needs to be towed and should not arrange any towing without authority from the Service Provider. If the driver insists on a long distance tow for convenience’ sake, he will have to pay for the costs. Should the supervisor insist that the vehicle be recovered from the Service Provider’s approved panel shop, he will have to pay the cost. All accidents must be reported to the SAPS within 24 hours.

7.2.1 Accidents with injuries

If anyone is injured in an accident involving a vehicle, the SAPS or traffic official must be summoned to the scene. The Telkom driver should also contact the call centre’s emergency number at 0800 223 334. All Health and Safety related injuries and incidents must be reported to Telkom’s regional Injured On Duty (IOD) section. (See the Incident and Investigation Guideline found in Part 2 of 3 of the IPP).

7.2.2 Accidents with no injuries The Telkom driver should report the accident to the call centre as well as report the accident to his supervisor.






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7.2.3 Details to be collected at the scene of the accident

If involved in an accident with another vehicle, the driver should ensure that details of all parties implicated are taken, including the following:

• • • • • •

7.2.4

7.2.5

Name of the owner and or drivers of all vehicles involved Address and ID numbers Make and registration numbers of all vehicles involved Insurance company (if applicable) and details SAPS reference numbers (police station and case number) Details of all witnesses to the accident.

Should the other party to the vehicle accident accept liability, the Telkom driver should try and obtain a written statement certifying the admission. Attempts should also be made to obtain written statements from any eyewitnesses. Under no circumstances must a Telkom driver who is involved in an accident accept liability for it, make rash statements or offer to pay for damages or make any payments.

Drivers should fill in all details as requested in the motor accident claim form as contained in Annexure I. A blank motor accident claim form should always be kept in the vehicle.

If the Telkom driver or some other person, suspects or says that the accident was caused

by a mechanical or other vehicle defect, it must be inspected by a competent and qualified independent third party agreed upon between the Service Provider and Telkom. A complete vehicle report must be submitted by such a person.

7.3 Inquests, civil claims and criminal proceedings arising from accidents

Should a Telkom driver who was driving a vehicle while acting in course and scope of duty at the time of an accident be requested to appear at an inquest, which arose from such accident, or if a criminal case or civil action has been made pending against such employee, the notice or summons which has been served on such employee must immediately, together with a complete description of the circumstances of the case, be forwarded to the Telkom’s Manager:Legal Services in the Region.






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CHAPTER 8

8 INSURANCE COVER 8.1 Extent of cover 8.1.1 Motor claims All vehicles and/or modifications are comprehensively insured against accidents or losses

by the Service Provider. Even when there is no damage to the vehicle, all incidents involving a third party must be reported to the Service Provider for possible third party claims. The incident should also be reported to the SAPS within 24 hours. A Telkom driver who is involved in an accident must complete the relevant Motor Accident Claim Form (see Annexure I) and fax it to the Service Provider, together with a clear copy of the driver’s ID and driver’s licence within 48 hours. The Service Provider will assist the Telkom driver to complete the form if necessary. If a vehicle should be hi-jacked or stolen, the incident must be reported to the SAPS within 24 hours. The driver should complete and fax the Motor Accident Claims form as well as the copy of the driver’s ID and the driver’s license to the Service Provider.

8.1.2 Glass claims Repairs are done by the Service Provider’s authorised suppliers, and the Telkom driver does not need to complete and submit a Glass Claim Form. However, should the authorised suppliers not be represented in the area or

town where the replacement or repair is needed, the driver will have to complete the relevant Glass Claim Form(see Annexure J) and fax it to the Service Provider.

8.1.3 Non motor claims Loss of or damage to the modification i.e. swap body must also be reported to the Service

Provider. The driver should fill in the Property loss or damage claim form in Annexure K and fax it to the Service Provider. Crime related incidents e.g. burglary, theft etc should be reported to the SAPS and the case number should be indicated on the claim form.

8.2 Forfeiture of cover 8.2.1 The employee will forfeit any cover mentioned in the above paragraph under the

following circumstances: 8.2.1.1 He intentionally damages a vehicle; 8.2.1.2 He neglects to comply with the provisions of paragraph 5.1 or 5.2 and Telkom incurs






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loss or damages as a result of such neglect; 8.2.1.3 He is tried by a criminal court and found that at the time of the accident he drove the

vehicle or occupied the driver’s seat while the engine was running, and was guilty of one or more of the following:

(a) He was under the influence of intoxicating liquor or a drug having a narcotic

effect; or (b) The concentration of alcohol in any specimen of blood taken from any part of

his body was more than the percentage stipulated by law (as is amended from time to time); or

8.2.1.4 He was found guilty of reckless or negligent driving; or 8.2.1.5 He made an admission of liability to any person before consulting the Manager:Legal

Services or made an admission of liability even though after consulting the Manager:Legal Services, who recommended that such admission should not be made.

8.2.1.6 The employee will also forfeit any claims, if when the accident occurred:

(a) He used the vehicle without authority for purposes other than strictly official purposes;

(b) Did not have a relevant or valid driver's licence;

(c) Allowed someone who was not properly authorised to drive the vehicle, or

disregarded the provisions of paragraph 2.2., and created the opportunity for an unauthorised person to drive the vehicle;

(d) He gave false information about the accident; or

(e) He does not inform the Service Provider of the accident within 24 hours.

8.2.2 Any person who used a vehicle in an irregular manner, as set out in paragraph 1.2 of this Code, forfeits his cover.

However, the Telkom Manager:Legal Services may decide, for whatever reason, to undertake the defence of an employee in the interests of Telkom. In this case the employee must understand that this defence comes reserved with Telkom’s rights to recover all expenses and the amounts of any claims that may have to be paid as a result of such defence, from such employee. In this regard such employee must give the following written undertaking:






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"I, ... the undersigned do hereby apply for the appointment of a legal representative by Telkom SA Limited to conduct my defence in the criminal prosecution wherein I have been charged of: reckless/negligent driving. I undertake to pay all costs, incurred by Telkom SA Limited on my behalf and in regard to my defence, on demand to Telkom should it appear that I have forfeited my cover in terms of the provisions of this Transport Code or should I be found guilty by the court. I also understand that the Manager:Legal Services retains the discretion to recover the legal costs from myself where it appears that my evidence in court differs from the statements made available by me to the Manager:Legal Services. I hereby grant permission to Telkom SA Limited to deduct all such costs due by me from my salary and/or from any pension moneys due to me. As witness: 1 ..............................

.............................. SIGNATURE

2 .............................. 8.3 Disciplinary steps

Conduct, which may lead to disciplinary steps, is contained in Section 7 of the Disciplinary Code of Telkom. Any misconduct is considered in a very serious light and employees are reminded that violation of any of these can lead to dismissal.






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CHAPTER 9 9 GENERAL 9.1 Traffic Fines 9.1.1 Vehicles that are used for the erection, installation and maintenance of

telecommunications devices are considered necessary for rendering a key public service. Such vehicles, if the driving thereof in fact constitutes the execution of such a necessary public service, are in terms of Section 99 of the Road Traffic Act, exempted from the prohibition on the stopping of and parking vehicles, as laid down in Sections 97 and 98 respectively of the Road Traffic Act, provided that it is impossible to render the service properly without contravening the said provisions.

9.1.2 Telkom drivers must make sure they do not abuse this privilege, but if a ticket or fine is

issued by traffic authorities, this together with his report and his supervisor’ confirmation must be submitted to the Service Provider. The necessary representations will be made to the State Prosecutor for the withdrawal of such traffic tickets.

9.1.3 The Service Provider will, in writing, notify the driver, via his supervisor, of any parking or speeding ticket, or other fines that may be incurred. Within a maximum of 20 working days, the supervisor will contact the Service Provider regarding arrangements to pay the fine. The supervisor will have to make sure that the driver receives and pays any fine related to the speeding or negligence, e.g. ignoring a stop sign. Under no circumstances may Telkom funds be used to pay for traffic fines.

9.1.4 An employee who has been charged with traffic violations as stated in paragraph 9.1.3 and,

who, on valid ground, disputes that he is guilty of the offence, can make representations through his supervisor to the Manager:Legal Services in the respective region (Legal Services). Where necessary, arrangements for representation by a legal practitioner will be made. The driver must furnish full particulars of the circumstances surrounding the case and the reasons for his alleged innocence. These particulars, together with a copy of the summons or written notice, and any eyewitness reports should be submitted for consideration.

However, after the case has been heard in court and it becomes clear that the driver’s version of the facts differs to the court findings, he will be liable for all costs. These include those of the legal practitioner as well as any costs incurred by Telkom.






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9.2 Registration and Licensing of vehicles. 9.2.1 The Service Provider is responsible for ensuring that all vehicles are registered and licensed in accordance with the Road Traffic Act. 9.2.2 Before the expiry of the licence the Service Provider shall make arrangements with the relevant supervisor to have the vehicle registered. 9.2.3 Drivers should make a note of the renewal date of the vehicle licence and should it expire

prior to the issue of a new one, he and/or the supervisor should inform the Service Provider’s call centre as soon as possible.

9.3 Change of relevant information 9.3.1 The supervisor must inform the call centre immediately regarding changes in vehicle

information, pertaining to vehicles such as the responsibility code change. The change should be confirmed in writing to the Compliance Manager and the Service Provider.

9.4 Transferring of vehicles 9.4.1 Under no circumstances may vehicles be transferred internally without the prior written notification and approval by the Service Provider. The form as per Annexure L should be completed and forwarded to the Service Provider. 9.5 Management Reports

The following information is available to management from the Service Provider:

9.5.1 Vehicle accident information, such as the vehicle’s speed and the route travelled 60 seconds before accident occurred,

9.5.2 Vehicle management information per supervisor responsibility code. The information will include traffic fines, fuel cost, accident and incident costs, under-utilised vehicles, excessive fuel consumption,

9.5.3 Risk management information including vehicle abuse, traffic violations, vehicle content lost or damaged etc,

9.5.4 Call centre statistics, such as the number of calls received every hour each day, the average call-waiting time, the number of abandoned daily calls, and how many daily calls that were not answered within 30 seconds.

9.6 Driver Training

At least once a year, supervisors should conduct a defensive driving evaluation of each Telkom driver (consult the GL-OH0039 in the IPP). Annual knowledge reviews with all applicable staff should also be done (use the knowledge review form FO-OH0039, found in part 3 of 3 of the Health and Safety IPP). The Service Provider will train the Telkom driver






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on how to operate any modifications, auxiliary items and accessories. 9.7 Modifications, auxiliary items and accessories fitted to vehicles

9.7.1 Modifications(Swap bodies) 9.7.1.1Vehicles used in certain workphases/areas in Telkom will be issued with a

canopy that is interchangeable between all light commercial vehicles. The Swap body, although not permanent Telkom property, will be issued to a technician on a permanent basis as a toolbox.

9.7.2 Fitment of auxiliary items and/ or accessories or other items 9.7.2.1 The Service Provider shall supply and fit all auxiliary items and/or accessories

required to vehicles. No Telkom employee may fit any items to the vehicles. 9.7.2.2 Telkom employees who fit auxiliary items and/or accessories or any other

items to the vehicle such as car radios, rev counters etc, may be held liable for vehicle abuse and will be disciplined. If found guilty of vehicle abuse, the costs incurred by the Service Provider will be recovered from the Telkom driver.

9.8 Call Centre

A national call centre, accessible 24 hours a day from any location in which Telkom operates can be called by the supervisor or Telkom Driver at 0800 223 223. This toll free number is pre-programmed in every VTMS installed in the vehicles. The call centre must be contacted in all instances mentioned in this document, and may, in certain circumstances, communicate with the Telkom driver via the VTMS. Telkom drivers and supervisors should contact the call centre with problems such as breakdowns, unexpected issues such as engine overheating, accidents, theft, hijackings. Drivers may call if they need directions or get lost. Other services that the call centre offers are mentioned in the driver manual. The Service Provider has ensured that its professionally trained operators will offer the best service to the vehicle users. If a query or a complaint is not attended to within the set time limits stipulated in this code, the user should phone the regional Compliance Manager.






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10. Approval of this policy

10.1 Document acceptance:

Names Signature Date of approvalFred Fedderke National Operational Support Access Network Operations

Approved

R.D. Sherriff Network Build TNS

Approved

Stephen Roodt Network Operations Approved

Mike Rattan Managing Executive Access Network Operations

Approved

Reuben September Managing Executive Technology & Network Services

Approved

Kenneth Raley Managing Executive Network Operations

Approved






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10.2 Document preparation:






Names Signature Date Telephone No Service

organisation

I. Baloyi

September 2000 (012) 460 0911 Compliance

Management

H. Kleynhans

September 2000 (012) 311 7980

Resource & Business

Development Network build

TNS

R. Pickvance

September 2000 (012)328 2382 ANO

P.M. Breedt September

2000 (012)328 2377 ANO

G. Vos

September 2000 (021) 551 4444

Facilities & Infrastructure

Operations

H. Kahle

September 2000 (012) 313 5660 ANO

J. Oberholzer

September 2000 (012) 311 2447

Group HR:

Labour Relations

M. Myburgh

September 2000 (012) 460 3022 Compliance

Management

D. du Toit

September 2000 (012) 311 3622

Sourcing Operations

F. de Witt

September 2000 (012) 348 3752 Efficiency

Management

L. Louw

September 2000 (012) 348 3752 Efficiency

Management

A. Botha

September 2000 (012) 313 5368 Legal Services

W. Mashika

September 2000 (012) 311 3770

Group HR: Benefits and

policies

C. Roos

September 2000 (012) 311 7912 Internal Audit

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J. van der Merwe

September 2000 (012) 361 0419

Security & Investigations






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ANNEXURE A






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INSPECTION RECORD FOR VEHICLES ( Should be performed daily )

Driver's name : Section : Workplace :

Date Date Date Date Date Date Date Date

Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No

1.0 Vehicle Exterior 1.1 Any Vehicle body damages 1.2 No loose hanging objects (underneath) 1.3 Exhaust system (fasten & working condition) 1.4 Ladder rack / towbar / canopy / swap body (fasten) 1.5 Legal license disk (display) and petrol card 2.0 Tyres (Condition & Pressure) 2.1 Left and Right - front (4x4 Freewheel Hub) 2.2 Left and Right - rear 2.3 Spare wheel / jack / wheel spanner 2.4 Wheel nuts complete & fastened 3.0 Engine Compartment 3.1 Engine oil levels (correct) 3.2 Engine (tidy, no oil leaks) 3.3 Radiator water level (correct) 3.4 Wiper reservoir level (correct) 3.5 Battery condition (no oxidation) and water level correct 3.6 Brakefluid and Clutch reservoir (correct) 3.7 Fanbelts firm, good condition and no loose wires 4.0 Condition of Lights 4.1 Brake / Indicator / Parking and Headlights 4.3 Number plates and lights 4.4 Reflectors 5.0 Instrumentation Functions 5.1 Wipers and Hooter 5.3 Hand brake 5.4 Hand / Foot / air brake 5.5 Clutch 5.6 Instruments (heat oil, 4x4, diff-lock, etc.)






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5.0 Vehicle Interior 5.1 Windscreen (damages, etc.) 5.2 All mirrors 5.3 Floor mats and load body mat 5.4 Seat covers (no tears 5.5 Log book / service book (up-to-date) 5.6 Driver manual 5.7 Interior tidy 5.8 Safety belts (in good working condition)

Drivers licenses must be verified every six months

Signature Signature Signature Signature Signature Signature Signature Signature






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ANNEXURE B






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dFM FUEL CLAIM FORM This form is to be used with authorisation from the debis call centre. In cases where the debis fuel card has not been available as a result of a lost card which has been reported.

Vehicle Reg. No. ……………………………………… ODO ……………………...

Driver Name ………………………………………

Salary Ref ………………………………………

Cost Centre ………………………………………

Date ………………………………………

Litres ………………………………………

Rands ………………………………………

Merchant ………………………………………

debis Authorisation Number …………………………….






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ANNEXURE C






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PERMISSION TO PARK A VEHICLE AT A PRIVATE RESIDENCE

Driver information. Surname: Initials: Salary reference no: Cost centre: Section: Division: Identification no: Job title: Vehicle registration number: Vehicle to be parked at: I, the undersigned, hereby apply to park a vehicle at my residence From (time and date) __________________________________ to _______________________.

Manager information. Surname: Initials: Cost centre: Salary reference no: Job title: Telephone number: I certify that the mentioned vehicle registration number will be parked at the above-mentioned address. The use of the vehicle has my authorisation. Signature: Date






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ANNEXURE D






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REQUEST FOR ADDITIONAL VEHICLE

1. Details of Supervisor requesting the vehicle Surname: Initials: Salary reference no: Service organisation: Job title: Region: Area: Cost centre: Section code: Work address: Delivery address for vehicle: Telephone no: Fax no: E-mail address: Number of people under your control: Total number of vehicles under your control: Number of people allocated with vehicles: 2. Details of request

Number of vehicles Required:

Type/s of vehicle/s: 4x4 4x2 Sedan Other Truck 7 Ton Truck 4 Ton If other, please specify and motivate: Modification: Swap body-High body C Swap body-Low Body






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Swap body-High body (Jointers) Armadillo Canopy

Ladder rack

Accessories: Bull bar Fog lights

Tow hitch Bush bar

Bakkie Load Other Body mat

If other, please specify and motivate: What will the vehicle/s be used for, and how often? Why do you need additional vehicle/s? Signature: Date of request: 3. Motivation from the responsible Executive Date the request was received: Total number of sections under your control: Total number of vehicles allocated: Total staff compliment: Total number of drivers: Current operational activities and priorities within the section requesting the vehicles:






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Recommendation: Signature: Date: 4. Managing/Group Executive Date the request was received: Support: Reject: Signature: Date: 5. Supported by the Group Executive:Procurement Date the request was received: Support: Reject:

Signature: Date:

6. Compliance Management- Senior Manager Recommendation: Signature: Date: 7. Final sign off and approval: The Chief Operating Officer Approved: Not approved: Any condition in relation to the approval Signature: Date:






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ANNEXURE E






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DELEGATION OF AUTHORITY FORM WITH RESPECT TO THIS TRANSPORT CODE

1. Approval for additional vehicles

Final approval from the Chief Operating Officer after motivation from the Managing/ Group Executive.

2. Approval for ad-hoc vehicles 2.1 Vehicles required for 1-5 days 2.2 Vehicles required for 1 week to 3 Months

Manager Senior Manager

3. Vehicle Replacement

Regional Vehicle Committee

4. Vehicle termination

Executive

5. Request for Auxiliary items,

Accessories and modifications

Manager

6. Permission to transport passengers on official business

Manager

7. Permission to park a vehicle at a

private residence

Manager






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ANNEXURE F






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APPLICATION FOR AD-HOC

VEHICLE (SHORT TERM)

1. Details of the Supervisor Surname: Initials: Salary Reference no: Service organisation: Region: Area: Cost centre: Section code: Work address: Delivery address for vehicle: Telephone no: Fax no: E-mail address: Job Title: Period that the vehicle is required (not more than 3 months): From(date and time): To (date and time): Date of request: Signature:

2. Details of the Driver

Surname: Initials:

Salary reference no: Dallas chip number:






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Details of Manager (Authorisation for 1-5 days) Name: Job title: Salary Reference No: Telephone no: Date: Signature: Please state reasons why the vehicle is required

3. Details of Senior Manager (Authorisation for more than 5 days) Name: Job title: Salary Reference No: Telephone no: Date: Signature: Please state reasons why the vehicle is required: 4. Details of the required vehicle 4.1 Type of vehicle: 4x4 4x2 Sedan Truck 7 Ton Truck 4 Ton Other If other please specify and motivate: 4.2 Modifications: Swap body-High body Swap body-Low Body

Swap body-High Body (Jointers) Armadillo Canopy

Ladder Rack






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4.3 Accessories: Bull bar Fog lights

Bakkie load Bush bar

Body mat

Tow hitch Other

If other please specify and motivate: 5. Details of Compliance Manager (CC Compliance Manager HQ)

Name: Date received: Reference number (for billing purposes): Date processed to debis: I hereby acknowledge that the request is necessary and within the procedural guidelines. Signature:






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ANNEXURE G






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VEHICLE TERMINATION FORM

1. Details of Supervisor Surname of supervisor: Initials: Salary reference number: Service organisation: Job title: Region: Area: Cost centre: Section code: Work address: Telephone no: E-mail address: Fax no: Signature _ Date: 2. Details of the driver Name of driver: Job title: Salary reference number:

3. Details of vehicle Registration number: Model of vehicle: Year of registration: Make of vehicle: Type of vehicle: Date when termination should be effected: Reasons for Termination: Condition of vehicle (Describe any visible damages in details):






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Are the under-mentioned in order and on hand (mark with a Y (yes)/N (no) or not applicable (NA) Y/N Y/N Wheel spanner Crane Jack and lever Keys Floor mats Service book Mirrors Warning triangles Spare wheel Safety belts Hub caps Spare keys Fuel card Number plates Q-Trunk radio 80 Mhz radio

4. Manager

I hereby declare that the need for the vehicle does not exist anymore, and that my section, does not require any vehicle in turn. The vehicle’s lease can be terminated without any impact on my

Operations. Name: Job title: Salary reference no: Telephone no: Signature: Date:

5. Executive Agrees Disagrees (Tick where appropriate) Name: Telephone number: Signature: Date:

6. Compliance Manager It is hereby acknowledged that there is no other requirement for the vehicle to be terminated in this specific region. Date Received: Date processed: Signature:






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ANNEXURE H






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ACCESSORIES/ AUXILIARY ITEMS AND MODIFICATIONS REQUEST FORM

1. Supervisor details (details of supervisor requesting accessories) Surname: Initials: Salary Reference no: Service organisation: Region: Area: Cost centre: Section code: Work address: Telephone no: Fax no: Date of request: 2. Vehicle details Type of vehicle: Model of vehicle: Make of vehicle: Registration number: 3. Accessories/Auxiliary item required: Tow Hitch Fog lights Bull bar Bush bar Bakkie Load Other body mat Other: (Specify and motivate) Please state reasons why the accessories are required:






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4. Modifications required: Swap body-High body Swap body-Low Body

Swap body-High Body (Jointers) Armadillo Canopy

Ladder Rack

5. Approval from management

Manager details Approves Disapproves Surname: Initials: Salary Reference no: Telephone no: Fax no: E-mail address: Signature: Date: 6. Compliance Manager (CC Compliance Manager HQ)

Name: Date received: Reference number (for billing purposes): Date processed to debis: I hereby acknowledge that the request is necessary and within the procedural guidelines Signature:






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ANNEXURE I






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1. Motor accident claim form

Own damage (including theft),Third party damages, injury or death

For theft of vehicle or accessories only complete PARTS 1,2,6,10 & 11 KINDLY SPECIFY WHETHER THE DRIVER IS EMPLOYED BY TELKOM OR DEBIS

Accident file number : (compulsory)

NB – Accident file must be submitted to supervising officer within 3 days after accident

PART 1: PARTICULARS OF TELKOM VEHICLE In the event of more than one Telkom vehicle involved in the accident, a separate Motor Accident Claim Form must be completed for each vehicle Make: Model: Year of manufacture: Vehicle type: Tare: Gross vehicle mass: Odometer reading: Registration no:

PART 2: PARTICULARS OF DRIVER Telkom / debis region: Telkom / debis Service organisation:

Telkom / debis Service organisation: Telkom / debis section:

Name of driver: Job title: Cost centre: Salary reference number: ID no: Date of appointment: Driver’s licence no: Date of issue: Province of issue: Class of licence (Code): Endorsements? Please attach copy of licence Tel no (work): Cell phone no: Residential address:






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PART 3: PARTICULARS OF OTHER VEHICLE/ PROPERTY

Name of owner: Tel no (work):

Tel no (home): Cell phone no:

Business address:

Postal address:

Name of insurance company (if any):

Description of property damaged (vehicle or other):

Make: Model: Year of manufacture: Vehicle type: Odometer reading: Registration no:

Name of driver: Tel no (work):


Business address:

Postal address:

Name of insurance company (if any):

Did the driver of the other vehicle act during the course and scope of his employment with the

owner of the vehicle? Yes No






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PART 4: PARTICULARS OF PASSENGERS IN TELKOM VEHICLE

If more than one passenger complete information for each passenger

Name of passenger: Tel no (work):


Business address:

Postal address:

Job title (if Telkom): Section (if Telkom):

Obtain statement form them and attach hereto

PART 5: PARTICULARS OF DEATH OR INJURIES

If more than one death/ injury complete information for each injury

Name of injured person: Tel no (work):


Business address:

Postal address:







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Estimated age: Passenger, pedestrian or other?

Remember to complete Road Accident Fund claim form






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PART 6: PARTICULARS OF THEFT

Date: Time:

Place (town): Exact location:

If out of town indicate:

(a) Directions of nearest town: (b) Estimated distance thereto:

Was the vehicle left locked? Who has the keys and petrol card?

Police station: SAP reference no:

Date when reported to police: Name of officer:

Number of officer reported to: Colour of vehicle:

Chassis no: Engine no:






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If accessories were stolen provide full details:

Describe fully how the theft of the vehicle or the accessories occurred:






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PART 7: PARTICULARS OF ACCIDENT/ LOSS

Date: Time:




If the accident occurred at an intersection, crossing or junction indicate whether it was guarded or controlled (Yield sign/ stop sign/) traffic lights/ police:

Other warning signals (please specify):

Did police or traffic officer visit scene of accident? Yes No

If so, before or after removal of the vehicle?

Police station: SAP reference no:

Date when reported to police: Police or traffic officer?

Number of officer reported to: Name of officer:

Was Telkom vehicle towed away? Were other vehicles towed away?

Speed of Telkom vehicle before accident:

Estimated speed of Telkom vehicle at moment of impact:

Visibility Weather conditions

Condition of road Traffic conditions (heavy/ normal/ light)






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If animals were involved, was the road fenced in? Yes No

If animals were involved, indicate whether tended, driven by herdsman or free roaming

Name of owner Address of owner

If the accident occurred from half an hour before sunset to half an hour after sunrise indicate:

Were the street lights burning? Yes No

Were your vehicle lights switched on? Yes No

Were the lights of the other vehicle(s) switched on? Yes No

Were all the lights of all the vehicles burning? Yes No

If not, please indicate:

What signs, audible of visible did you give

What signs, audible of visible did the other drivers give

Did you take alcohol or narcotic drugs within 3 hrs before the accident? Yes No

If so, give details:

Was the other driver under the influence? Yes No

Was any driver of any vehicle tested for alcohol? Yes No

If so, what was the result?

Did you admit liability? Yes No






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Did any one else admit liability? Yes No

If so, give particulars

Attach a written admission of liability if applicable

Describe fully how the accident occurred (on a separate sheet of paper if necessary)






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Please provide hereunder a proper sketch plan of the accident in which the following details should be contained

• Names of street, roads, etc and width thereof

• Positions before and after the accident of vehicles, animals and other objects involved

• The direction in which the elements which collided where moving

• Road traffic lanes and road signs

• Compass direction

• Point of impact and the shortest distance from the nearest kerbstone or road edge

• Identifiable fixed point such as lamppost, and the distance between the fixed point and the point on kerb stone or road edge nearest to the point of impact

• Skid, brake or tyre marks and their length

• Description and position of any debris that fell from the vehicle(s)

• Road traffic safety and warning signs in the vicinity of the accident

• Any other relevant details






Policy Issue 1


SKETCH PLAN OF ACCIDENT






Policy Issue 1


PART 8: PARTICULARS OF VISIBLE DAMAGE

Telkom vehicle:

Approximate repair costs:

Other vehicle(s):


Third party property:


PART 9: WITNESSES

If more than one witness complete information for witness Name: Tel no (work):


Business address:

Postal address:


PART 10: STATEMENT BY DRIVER I, (name in block letters) declare the above information to be true and correct Signature: Date:

PART 11: STATEMENT BY SUPERVISING OFFICER (Grade 7 and higher) I, (name in block letters) with job title: Tel no: Cell phone no: Fax: no: Stationed at: Responsibility code: confirm that: was the authorised driver of Telkom vehicle number: The vehicle was used on official business at the time of the accident, and the following authorised passenger(s) was/were in and on the Telkom vehicle: Signature: Date:






Policy Issue 1


ANNEXURE J






Policy Issue 1


2. Glass Claim Form

Glass Damage

Only to be completed if Glassfit or PG Autoglass repairs were not used

Not to be used if there was other damage to the vehicle as well



PART 1: PARTICULARS OF TELKOM VEHICLE In the event of more than one Telkom vehicle involved in the accident, a separate Motor Accident Claim Form must be completed for each vehicle Make: Model: Year of manufacture: Vehicle type: Tare: Gross vehicle mass: Odometer reading: Registration no:

PART 2: PARTICULARS OF DRIVER Telkom / debis region: Telkom / debis service organisation:

Telkom / debis Service organisation: Telkom / debis section:

Name of driver: Job title:

Cost centre: Salary reference number:

ID no: Date of appointment:

Driver’s licence no: Date of issue:

Province of issue: Class of licence (Code):

Endorsements? Please attach copy of licence

Tel no (work): Cell phone no:

Residential address:






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PART 3: PARTICULARS OF BREAKAGE

Date: Time:




Cause of breakage

If anybody was responsible for the breakage, give:

Name:

Address:

Windscreen tinted or clear?

Shatterproof or Armourplate?

Cracked or splintered?

Was there any sign writing on the glass? Yes No

2.1 Was there any damage to the vehicle? Yes No

Full description of breakage:






Policy Issue 1


PART 4: WITNESSES

If more than one witness complete information for witness

Name: Tel no (work):


Business address:

Postal address:


PART 5: STATEMENT BY DRIVER I, (name in block letters) declare the above information to be true and correct Signature:

Date:

PART 6: STATEMENT BY SUPERVISING OFFICER (Grade 7or higher) I, (name in block letters) with job title: Tel no: Cell phone no: Fax: no: Stationed at: Cost centre: confirm that: was the authorised driver of Telkom vehicle number: The vehicle was used on official business at the time of the accident, and the following authorised passenger(s) was/were in and on the Telkom vehicle: Signature:

Date:






Policy Issue 1


ANNEXURE K






Policy Issue 1


Property Loss/ damage Claim Form

(SWAP BODIES)

Only to be completed for swap bodies, accessories, etc. not attached to a vehicle



PART 1: PARTICULARS OF INSURED Telkom / debis region:

Telkom / debis Service organisation:

Telkom / debis Service organisation:

Telkom / debis section:

Contact person: Tel no (work): Cell phone no: Address:

PART 3: PARTICULARS OF LOSS/DAMAGE Date: Time: Place (town): Exact location: If out of town indicate: (a) Directions of nearest town: (b) Estimated distance thereto: When was the loss discovered? Were the premises occupied: During the day? Yes No At night? Yes No If so, by whom? Purpose of occupation: Full description of loss/ damage: If caused by another party give: Police station: SAP reference no: Date when reported to police: Number of officer reported to: Name of officer: Name: Tel no (work): Tel no (home): Cell phone no:






Policy Issue 1


Business address: Postal address: Have you during the past 3 years suffered a similar loss at these premises? Yes No If so, give details: What precautions are you taking to prevent future losses?






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PART 4: WITNESSES

If more than one witness complete information for witness

Name: Tel no (work):


Business address:

Postal address:


PART 5: STATEMENT BY INSURED I, (name in block letters) declare the above information to be true and correct Signature:

Date:






Policy Issue 1


ANNEXURE L






Policy Issue 1


TRANSFER OF VEHICLE FORM

Vehicle registration number: Description of vehicle: Type of vehicle: Model of vehicle: Make of vehicle Transferred from: Transferred to: Service Organisation: Service Organisation: Section: Section: ___________________________ Section Code: Section Code: Region: Region: Cost centre: Cost centre: Telephone No: Telephone No: Fax No: Fax No: Date of Transfer: Odometer Reading: Are the under-mentioned in order and on hand (mark with a Y (yes)/N (no) or not applicable (NA) Y/N Y/N Wheel spanner Crane Jack and lever Keys Floor mats Service book Mirrors Warning triangles Spare wheel Safety belts Hub caps Spare keys Fuel card Number plates Q-Trunk radio 80 Mhz radio Fuel card Winch Log book Air conditioner Condition of vehicle (any visible damage must be described in detail) ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________






Policy Issue 1







Telkom driver handing over vehicle Telkom driver receiving vehicle Signature: Signature: Name (Print): Name (Print): Job Title: Job Title: Salary Reference No: Salary Reference No: Date: Date:

Supervisor Signature: Name (Print): ________________________

Date:

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