Fleet Policy & Driver Manual June 2011

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1 Fleet Policy & Driver Manual June 2011 The Amgen Fleet Policy and Driver Manual applies to all staff members and their respective spouses or domestic partners who are authorized to drive a Company Vehicle.

2 TABLE OF CONTENTS Fleet Policy & Driver Manual GENERAL YOUR VEHICLE AUTHORIZED DRIVERS OPERATION AND MAINTENANCE OF VEHICLE ADDITIONAL EQUIPMENT OTHER EXPENSES ACCIDENTS THEFT OR VANDALISM CITATIONS AND TRAFFIC VIOLATIONS GENERAL DISCLOSURE REQUIREMENT DUI/DWI DISCLOSURE REQUIREMENT COMPANY VEHICLE IS TEMPORARILY OUT OF SERVICE PERSONAL USE AND LIABILITY LIMITATIONS RETURN OF VEHICLE PURCHASING YOUR COMPANY VEHICLE UPON REPLACEMENT USE OF PORTABLE ELECTRONIC DEVICES SMOKING WEAPONS PETS CONTACT TELEPHONE NUMBERS Nothing in this document should be understood as modifying your status as an at-will employee. Your employment can be terminated with or without cause, and with or without notice, at any time, at your option or Amgen s option and Amgen can terminate or change all other terms and conditions of your employment, with or without cause, with or without notice, at any time Page 1

3 1. GENERAL Company Vehicles are assigned to qualified members of the Amgen organization subject to the following policies and procedures. A Company Vehicle is any vehicle owned, leased, or rented at the direction of Amgen s Fleet Administration Department or its agents. Domestic Eligibility Criteria: Qualified members of the Amgen organization include field-based staff who call on customers, clinical research sites, clinical technical service providers, or legislators. Note: Any exceptions to these criteria must be approved by the VP of Human Resources in conjunction with the SVP or EVP of the business. Drivers of Company Vehicles are required to observe safe-driving practices at all times. Company Vehicles are an extension of the Amgen workplace and, as such, drivers of Company Vehicles are expected and required to abide by all Amgen policies and procedures while operating the vehicles. Failure to comply with Amgen policies and procedures, including this Fleet Policy, may lead to disciplinary measures, up to and including termination. The Fleet Policy does not attempt to address every possible scenario drivers may encounter. Amgen has, however, made an effort to provide guidance to assist you in handling the most common situations you may encounter. If you have questions regarding issues that are not specifically covered in this Fleet Policy, please contact the Amgen Fleet Manager. Remember, driver safety is always the paramount consideration and policy can never substitute for the exercise of prudent judgment. 2. YOUR VEHICLE Your Amgen Vehicle Unit Number Qualified Amgen employees are assigned vehicles with specific unit numbers. When contacting the GE Capital Fleet Services (GEFS) call center representatives for any form of assistance, including periodic maintenance, roadside service, accident reports, as well as license and registration matters, provide the unit number to the representative. The unit number may be found on your Maintenance Management Program Driver's Guide and on the front of your Fuel Card. Driver s Guide A Driver s Guide is assigned to each Company Vehicle and is required to remain with the vehicle. If the Driver's Guide assigned to your Company Vehicle is lost, stolen, or defaced, contact GEFS immediately at to obtain a replacement. The Driver s Guide serves as your passport to vehicle services and is personalized to the vehicle for which it is issued. It should always remain in the vehicle s glove compartment. 3. AUTHORIZED DRIVERS Only authorized Amgen staff members and authorized drivers described under Staff Member Spouse or Domestic Partner (below) may operate an assigned Company Vehicle (the Authorized Drivers ). Other drivers, including other family members, are not Authorized Drivers and are not covered by Amgen s insurance. Allowing a non-authorized Driver to drive the Company Vehicle assigned to you violates this policy and is grounds for disciplinary action, up to and including termination. If any damages arise from unauthorized use, the Amgen staff Page 2

4 member-driver to whom the vehicle is assigned assumes complete financial and legal responsibility. Amgen reserves the right to take away any Authorized Driver s privilege to drive a Company Vehicle at any time in its discretion. Safe driving practices and a good driving record are necessary to maintain the privilege of operating a Company Vehicle. The Company may check the driving records of any Authorized Driver at any time, with or without notice, to the fullest extent permitted by applicable law. And, by driving a Company Vehicle, each Authorized Driver agrees to sign any forms requested by Amgen authorizing Amgen to check your driving records. However, it is the responsibility of the Authorized Driver to immediately inform Human Resources and Fleet Administration of any restrictions or revocations placed on an Authorized Driver s license. Staff Member Company Vehicles are typically assigned to an individual Amgen staff member. The Amgen staff member must hold a current and valid driver s license in order to be an Authorized Driver. It is the ongoing responsibility of the Amgen staff member to maintain a current and valid driver s license. As a condition to being allowed to drive a Company Vehicle, a staff member must provide Amgen with written consent to obtain a copy of his/her motor vehicle record upon Amgen s request. Staff Member Spouse or Domestic Partner An Amgen staff member s spouse or domestic partner (as defined in Amgen s Benefits Program) who holds a current and valid driver s license and lives at the same address as the Amgen staff member is also authorized to operate the Company Vehicle, provided the Amgen staff member spouse or domestic partner complies with this Policy and any other applicable Fleet policies. If marital or domestic partner status changes, the Amgen staff member must immediately notify Amgen Fleet Administration to effect addition or deletion of Authorized Drivers from its records. It is the ongoing responsibility of the Amgen staff member to ensure their spouse or domestic partner maintains a current and valid driver s license. As a condition to being allowed to drive a Company Vehicle, a staff member s spouse or domestic partner must provide Amgen with written consent to obtain a copy of his/her motor vehicle record upon Amgen s request. 4. OPERATION AND MAINTENANCE OF VEHICLE Insurance Authorized Drivers are generally insured under Amgen s automobile liability policy for third-party bodily injury and property damage claims for business and personal use of Company Vehicles in the United States, Puerto Rico and Canada. Fleet Administration renews insurance identification cards annually and issues original insurance cards to newly hired Amgen staff for their Company Vehicles. It is the Amgen staff member s responsibility to maintain valid proof of insurance and ensure the insurance card is kept with the Company Vehicle at all times. Staff members who do not have an insurance identification card should contact GEFS or Fleet Administration immediately. Personal property insurance is not carried by Amgen to protect personal belongings. If you wish to have this coverage, you must arrange coverage with your own insurance agent. Amgen will not reimburse an Authorized Driver for lost or stolen belongings. Amgen carries the minimum statutory limits required for uninsured/underinsured motorist s coverage. Amgen may reject this coverage where it is not statutorily required. Amgen recommends you investigate your specific state laws on this subject and contact your own insurance agent to purchase additional coverage as you see fit. Page 3

5 Amgen strictly prohibits operation of Company Vehicles in Mexico and the assigned Amgen staff member will be held solely liable for any loss, damage or injury resulting from such use. Drivers are encouraged to present this information to their own insurance agent for recommendation on coverage gaps that need to be considered in deciding whether or not to purchase additional coverage. Any questions regarding Amgen s insurance policy should be directed to Fleet Administration. Registration Amgen s agreement with GEFS provides for renewal of your Company Vehicle s registration. The Amgen staff member should receive a renewal notice from GEFS 60 days before the date of license plate expiration. The letter will specify the documents required by your state or local authority for renewal. In the event your local Department of Motor Vehicles sends paperwork directly to you, notify GEFS immediately and forward the documents to GEFS at once. It is critical that GEFS receive any necessary documents to ensure on-time renewal. GEFS will subsequently mail the new driver tags and/or plates to the Amgen staff member. It is the Amgen staff member s responsibility to maintain current Company Vehicle registration. However, Amgen staff members should not pay for renewals out-of-pocket. If you discover that your registration has expired or is very close to expiration, contact GEFS immediately. Fuel Usage Amgen staff members are required to use an Amgen issued Fuel Card to purchase gasoline for business and personal use. The Fuel Card is strictly limited to purchases of regular unleaded fuel. There are no cases where unleaded premium fuel purchases are authorized at Company expense. Fuel Cards are issued to a specific Company Vehicle and are not transferable to another vehicle. When staff member assignment changes occur, the Fuel Card should be retained with the Company Vehicle for use by future drivers. Normal Servicing For Your Company Vehicle Preventive maintenance (including manufacturer campaigns and recalls) is crucial to maintaining reliable operation and safety of Company Vehicles. Amgen staff members must adhere to periodic maintenance schedules (as defined in the Driver's Guide) and utilize GEFS Maintenance Management Program preferred service centers. Prior approval must be obtained by the Amgen staff member from GEFS for other than routine or preventative maintenance. Please refer to the Driver's Guide for complete details. Manufacturer Warranty Repairs The manufacturer's warranty for each Company Vehicle is located in the glove compartment. It should be consulted whenever mechanical problems arise. If there is uncertainty about whether a Company Vehicle is under warranty for a particular problem, consult GEFS before electing to take the Company Vehicle to a dealer. Unexpected Repairs In most cases, major repairs can be handled by the preferred service centers listed in your Driver's Guide. Prior approval for such repairs must be obtained from GEFS before committing to the cost of a major repair. However, Company Vehicles must not be driven in an unsafe condition under any circumstances. If you suspect an unsafe condition exists with your Company Vehicle, you are required to cease operation of the Company Vehicle immediately and contact GEFS at once. See Company Vehicles Temporarily Out of Service, Item 10, for more information. Page 4

6 5. ADDITIONAL EQUIPMENT Selected accessories, in addition to Amgen's standard (Company paid) options, may be purchased at the Amgen staff member's expense. However, by having such accessories added to a Company Vehicle, the staff agrees that all added equipment must remain with the vehicle when it is relinquished. Amgen staff members will not be reimbursed or compensated for expenses associated with driver paid options. Amgen staff members are required to sign a release confirming their understanding and acceptance of these requirements. Driver Paid Options (DPO) must be paid to GEFS at the time of order placement by personal credit card (Visa or MasterCard) or personal check. Limitations: Models and option packages must not be upgraded beyond the specifications provided in the current model year vehicle selectors. Trailer hitches and other towing equipment may not be installed on Company Vehicles either as an option at time of purchase or on an after-market basis. Other after market alterations to the Company Vehicle must be approved by Fleet Administration, and in some cases GEFS, before installation. Alterations to the Company Vehicle, which have not received prior approval, are expressly prohibited. 6. OTHER EXPENSES Out of pocket expenses that may be submitted on standard expense management reports include: 7. ACCIDENTS Emergency repairs unavailable through the Maintenance Management Program Vehicle washes (once a week, to a maximum of $20 inclusive of gratuity) Parking charges incurred during Company business Toll charges incurred during Company business Other incidental maintenance items such as fuses, windshield washer fluid, etc. One set of front and rear floor mats over the life of the Company Vehicle An Authorized Driver involved in an accident should immediately report the accident to law enforcement and file appropriate documentation as required by local law. Authorized Drivers involved in an accident resulting in the total loss of a Company Vehicle may be assigned a surplus Company Vehicle at the discretion of the Fleet Safety Committee. Authorized Drivers involved in an accident are required to call GEFS Fleet Accident Services within 48 hours of the accident at GEFS will assign a GE Claim Number that should be referenced in all documentation and discussions regarding the accident In addition, the Amgen staff member whose Company Vehicle was involved in the accident must contact his/her supervisor and the Amgen Fleet Administrator as soon as possible. In accidents where an Authorized Driver is operating an interim rented Company Vehicle under arrangements made by GEFS, the staff member should report the accident directly to the rental agency and to their supervisor. Page 5

7 If the accident results in injury (i.e. first aid, medical evaluation/treatment, transportation to hospital, serious injury, fire, etc.), the staff member must promptly report the incident to their supervisor and to the Amgen EHS/Occupational Health Department. This may be reported by; Submitting an on-line EHS Incident Report (click here for link) OR Calling Amgen Occupational Health Department (805) or (805) THEFT OR VANDALISM If a Company Vehicle is vandalized or stolen, the Amgen staff member must report the incident to law enforcement immediately. In addition, the Amgen staff member is required to call GEFS Fleet Accident Services at to notify them and arrange for repairs as appropriate. GEFS will assign a GE Claim Number to be used to refer to the incident thereafter. The Amgen staff member must also immediately contact the Fleet Administrator and his/her supervisor to inform them of the incident. The Amgen staff member will then be advised of any additional responsibilities. All vandalized or stolen property belonging to Amgen must be reported. Authorized Drivers understand that Amgen is not liable for any personal items lost due to vandalism or theft. 9. CITATIONS AND TRAFFIC VIOLATIONS All parking and traffic violations are the sole responsibility of the driver committing the infraction. Any such violations incurred during the operation of a Company Vehicle, including interim rented Company Vehicles, (whether in the course of Company business or during personal use) are the sole liability and responsibility of the Authorized Driver and are not the responsibility of Amgen nor are they subject to any type of reimbursement by Amgen. Authorized Drivers are required to address any such infractions before the imposition of additional penalties by the issuing authority. Citations Appearing on Monthly GE Fleet Services Billing Staff members are notified by Fleet Administration when violations appear on monthly GE Fleet Services Billing. Each Authorized Driver is sent the request for reimbursement of fines and administrative fees. Managers are copied and reimbursement is required within 30 days. Appropriate points are assessed in the DriverCare system for traffic violations, including speeding via photo citations. An additional 1 point is assessed in the DriverCare system for each violation not reimbursed by the Authorized Driver within 30 days. 10. GENERAL DISCLOSURE REQUIREMENT If any Authorized Driver is the subject of any motor vehicle operator related citation pending litigation or conviction, the Amgen staff member driver must notify Human Resources and Fleet Administration within 24 hours. In addition, staff members must immediately notify Human Resources and Fleet Administration if an Authorized Driver s license is suspended, restricted (excluding corrective lenses), or revoked. Under no circumstances may an Authorized Driver operate a Company Vehicle or a personal vehicle for Company business if his or her license is suspended or revoked. Continued use of the Page 6

8 Company Vehicle under such circumstances constitutes a violation of Amgen policy and may result in disciplinary action up to and including termination. Amgen staff members who fail to comply with disclosure requirements may be subject to disciplinary action up to and including termination. 11. DUI/DWI DISCLOSURE REQUIREMENT By driving a Company Vehicle and being an Authorized Driver, a staff member agrees to notify Human Resources and Fleet Administration within 24 hours of the staff member receiving a ticket or citation for, or being charged by law enforcement with, impaired driving (DUI/DWI), or if the staff member refuses any drug / alcohol test requested by law enforcement, while driving a Company Vehicle or personal vehicle. If any of these events occur, the staff member s Company Vehicle privileges may be terminated, and the staff member may face disciplinary action, up to and including termination of employment, to the extent permitted by applicable law. By driving a Company Vehicle and being an Authorized Driver, a staff member s spouse or domestic partner agrees that his/her staff member spouse or domestic partner will notify (and the staff member agrees to notify) Human Resources and Fleet Administration within 24 hours of the Authorized Driver receiving a ticket or citation for, or being charged by law enforcement with, impaired driving (DUI/DWI), or if the Authorized Driver refuses any drug / alcohol test requested by law enforcement, while driving a Company Vehicle or personal vehicle. If any of these events occur, the Authorized Driver s Company Vehicle privileges may be terminated, to the extent permitted by applicable law. 12. COMPANY VEHICLE IS TEMPORARILY OUT OF SERVICE In the event that your regular Company Vehicle is out of service, the Amgen staff member should obtain an interim rented Company Vehicle through GEFS by telephoning The interim rental is authorized as full size sedan. Authorized Drivers must adhere to this Policy and all other Fleet policies when operating an interim rented Company Vehicle. 13. PERSONAL USE AND LIABILITY LIMITATIONS Amgen provides liability coverage (see above) for business and personal use of Company Vehicles in the United States, Puerto Rico and Canada. Operation of Company Vehicles in Mexico is strictly prohibited and the assigned Amgen staff member will be held solely liable for any loss, damage or injury resulting from such use. All fees and expenses, including but not limited to toll charges that are incurred during personal use of the Company Vehicle by an Authorized Driver will be the responsibility of the Amgen staff member. Amgen staff members assigned a Company Vehicle must report all personal miles they (and their spouse or domestic partner) drive using the GE Fleet Services Driver Portal. Amgen uses the IRS General Valuation Rule as the basis for calculating any taxable benefit that may accrue from personal use of a Company Vehicle. This taxable benefit calculation is run on a quarterly basis and a percentage of this amount is subtracted from the assigned driver s last paycheck of each quarter. The additional fuel benefit of $.055 per personal mile is added to the taxable benefit. For an example of your vehicle s calculation refer to the GE Amgen Driver Portal. Page 7

9 14. RETURN OF VEHICLE Replacement A Company Vehicle is replaced every 36 months or 60,000 miles, subject to market conditions and the discretion of Amgen management. Mileage accumulation is monitored via the Fuel Card Program. Leave of Absence Generally, when an Amgen staff member takes an approved leave of absence, he/she may retain the Company Vehicle for 90 days. After 90 days of leave, the Company will contact the staff member to make arrangement to retrieve the Company Vehicle. The Amgen staff member on a leave of absence must also adhere to the following policy: Any use of the company car during a leave of absence is considered 100% personal use. Amgen staff members who use a company vehicle may continue to use the GE-Amgen Fuel Purchasing Card during a leave of absence. Note that for any period of your leave in which you retain custody of a Company Vehicle, you are required to continue to submit Personal Mileage Reports, as required by the Internal Revenue Service. Staff on a leave of absence should continue to make mileage entries from any computer via the GE Driver Portal ( or by telephone, Change of Employment Status When an Amgen staff member s employment status changes as a result of termination, transfer or promotion, the driver s supervisor will be responsible for the Company Vehicle and its contents. If circumstances warrant, custody may be delegated to another active Amgen staff member or Human Resources representative. However, in all cases, Amgen property must remain in the control of the supervisor or his/her designee. 15. PURCHASING YOUR COMPANY VEHICLE UPON REPLACEMENT When a Company Vehicle is retired from the Amgen Fleet, it is typically sold through GEFS remarketing process. The terms of Amgen's current leasing agreement permit Amgen staff members to purchase their retired Company Vehicles through the GEFS Vehicle Purchase Program. At the time a staff member orders a replacement Company Vehicle, he/she will automatically receive a quote and instructions from GEFS for buying the trade-in vehicle. The price quoted to the staff member will not be less than 100% of AMR value for the retired vehicle at time of sale. Certain states may also require the addition of tax and other fees to the buy-out quote. No Title or Bill of Sale will be released until full payment for the purchase of the Company Vehicle has been received by GEFS. It is the responsibility of purchasers of Company Vehicles through the GEFS Vehicle Purchase Program to obtain automobile insurance and make necessary provisions for transfer of financial responsibility at time of sale. Amgen insurance coverage ceases at the time a bill of sale is issued. 16. USE OF PORTABLE ELECTRONIC DEVICES Every Authorized Driver should focus on safe driving when operating a Company Vehicle. Safety must come before all other concerns. There are no circumstances under which an Authorized Driver should place him/herself or others at risk in order to fulfill other objectives. Amgen prohibits the use of portable electronic devices, including but not limited to mobile phones, ipods, laptops, and PDAs, while operating a Company Vehicle. However, if use of mobile phones Page 8

10 is permitted under applicable state or local law, Authorized Drivers must use hands-free capability. Drivers are strongly encouraged to: place any calls before beginning travel, pull over to a safe location prior to placing or accepting calls whenever possible, keep calls brief where acceptance is unavoidable, avoid complicated, stressful, or emotional calls, and keep their hands on the wheel and eyes on the road at all times. Do not make any adjustments to a Global Positioning System (GPS) or other navigation devices while the Vehicle is in motion. If you must adjust a GPS, pull over to a safe place and put the vehicle in Park. No portable electronic devices may be used for text messaging, accessing the internet, or e- mailing while driving. Authorized Drivers who are convicted of traffic violations resulting from the illegal use of portable electronic devices while driving may be held solely responsible for liabilities that result from such actions. 17. SMOKING In accordance with Amgen policy, smoking in Company Vehicles is prohibited. 18. WEAPONS 19. PETS In accordance with Amgen policy, weapons are not permitted in Company Vehicles at any time. Pets being transported in a Company Vehicle must be confined to an enclosed pet carrier. Any damage to the Company Vehicle caused by the pet is the financial responsibility of the Authorized Driver. Page 9

11 20. CONTACT TELEPHONE NUMBERS GE Commercial Finance, Fleet Services Fleet Management Solutions (Driver Answerline) Maintenance/Repair 24 hours a day, 7 days a week Accident Services 24 hours a day, 7 days a week Fleet Manager Marilyn Mansell AMGEN Security 24 Hour Service or x73188 Nothing in this document should be understood as modifying your status as an at-will employee. Your employment can be terminated with or without cause, and with or without notice, at any time, at your option or Amgen s option and Amgen can terminate or change all other terms and conditions of your employment, with or without cause, with or without notice, at any time. Page 10

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