ADP Sales Company Car Program Policies and Procedures

Transcription

1 ADP Sales Cmpany Car Prgram Plicies and Prcedures

2 DISCLAIMER THIS DRIVER S MANUAL IS NOT MEANT TO, NOR DOES IT CREATE AN EMPLOYMENT CONTRACT BETWEEN ADP AND YOU. THE POLICIES CONTAINED IN THIS MANUAL DO NOT GUARANTEE EMPLOYMENT FOR ANY PERIOD OF TIME, NOR DO THEY GUARANTEE ANY PARTICULAR TERMS AND/OR CONDITIONS OF EMPLOYMENT. THE EMPLOYMENT RELATIONSHIP BETWEEN ADP AND YOU IS AT WILL AND MUTUALLY VOLUNTARY. ADP OR YOU MAY TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY REASON, WITH OR WITHOUT NOTICE. ADP, AT ITS SOLE DISCRETION, MAY CHANGE OR TERMINATE THE POLICIES CONTAINED IN THIS MANUAL AT ANY TIME WITH OR WITHOUT NOTICE. A cmpany car is a privilege prvided at the ptin f ADP and nt a right f emplyment. ADP reserves the right t terminate the cmpany car prgram and/r yur cmpany car privileges at any time and fr any reasn, including a high risk driving recrd. Assciate, spuse, and dmestic partner driving privileges can als be revked fr a high risk driving recrd r fr any reasn at the discretin f the Sr. Directr f Fleet Management. In the event that yur cmpany car privileges are terminated, and yu are still emplyed in the same capacity with ADP that prvided eligibility t the car prgram, yu will be prvided a car allwance. Frequently Called Telephne Numbers Please refer t yur Fleet and Unit Number any time yu call r write Wheels Inc. regarding yur vehicle. Wheels Call Center: (866) Fax: (847) Driver Call Center Hurs: Mnday thrugh Friday, 7:00 AM t 7:00 PM CST Maintenance Cntrl Center: (866) Hurs a Day, 7 Days a Week Accident Services: (866) Hurs a Day, 7 Days a Week ADP Fleet Management Department Hurs: Mnday thrugh Friday 8:00 AM 5:00 PM EST (973) ADP Sr. Directr f Fleet Management: Michael Bieger (973) michael_bieger@adp.cm Liberty Mutual Insurance Cmpany: (800) ADP Hurs a Day, 7 Days a Week Please refer t yur lcatin cde when reprting a claim. Cpyright 2010 by ADP All rights reserved. N part f this bk may be used r reprduced in any frm r by any means, r stred in a database r retrieval system, withut prir written permissin f the publisher. 2

3 Index Accident Deductibles Alchl r Drug Use Authrized Drivers f ADP Vehicles Autmbile Insurance Identificatin Cards Definitins Delivery f Yur New Vehicle Driver Paid Optins Driver Terminatin / Resignatin Drivers Emergency Radside Assistance Fuel Card Initial Titling and Licensing f Yur Vehicle Insurance, Persnal Intrductin Leaves f Absence Licensing Maintenance and Repair Plicy Overview Mving Vilatins New Vehicle Cnfirmatin / Order Status Operating a Vehicle Outside f the United States Operatr Qualificatins Parking Tickets Persnal Pssessins Persnal Use Reprting f Cmpany Vehicles Physical Damage Cllisin Insurance Prgram Participatin Term Recall Ntices Relcatin t anther State Safety Safety Management Snw Tires String Cmpany Vehicles at Hme / ADP Office Tires Titling the Purchased Vehicle Travel t Canada Turning in used vehicles Unscheduled Maintenance Vacatins Vehicle Changes Vehicle Eligibility Vehicle replacement Warranty Wrkers Cmpensatin Accident Management Assciate Cntributin Authrized Vehicles New Car Selectin Prcess Car Rental Delivering Dealership Driver Guidelines Driver Respnsibilities Driver Transfers and Leaves Vehicle Behind Drivers License DUI Cnvictin/ Suspended License Fuel, grade f Glass Instructins t Reprt Mileage Insurance Plicy IRS Substantiatin Requirements Leaving the Cmpany Lst, Stlen r Damaged Fuel Cards Mtr Vehicle Recrds MVR s and Vilatins New Vehicle Ordering Plicies Operatr Eligibility Other Authrized Drivers Persnal Mileage Prgram Persnal Use f Cmpany Car Persnalized/Vanity Plates Preventative Maintenance Purchasing yur used vehicle Registratin Renewals Rental Car Insurance Safety Belts / Air Bags Sales Tax Stlen r Vandalized Vehicles Tips fr all Drivers Title and Licensing Traffic Vilatins Travel t Mexic Unauthrized vehicle peratin Use f Fuel Card Valuatin Methds Vehicle Cnditin Vehicle Lifecycle Vehicle Safety Restrictins Windw Tinting 3

4 Intrductin The plicies in this manual pertain t thse sales assciates assigned a cmpany car thrugh the Cmpany Car Prgram. ADP s Cmpany Car Prgram is administered in partnership with Wheels Inc. In additin t being a critical aid in helping yu meet yur jb requirements, yur cmpany car is a great persnal benefit. ADP pays all lease, insurance, fuel, maintenance, and incidental csts assciated with perating yur car. It is yur respnsibility t ensure that preventive maintenance is perfrmed in a timely manner, maintain the vehicle in gd/clean cnditin, prperly cmplete accident repairs, ensure that the vehicle registratin is valid at all times, knw and understand the traffic laws in the areas yu travel, and perate yur cmpany vehicle in cmpliance with all laws and cmpany plicies. T help yu meet these bjectives, ADP has develped this bklet which will address yur cncerns regarding the cmpany car. Prgram Participatin Term - It is the plicy f ADP Emplyer Services t allw certain eligible emplyees t use a cmpany vehicle under ADP s lease prgram. Eligible emplyees are current ADP emplyees wh (1) are selected at the discretin f ADP, (2) are required t drive a vehicle in perfrmance f their duties, and (3) have an assigned sales quta. ADP may change the eligibility requirements at any time and withut ntice. By rdering a Cmpany car, yu are cmmitted t use the car fr the cmplete lifecycle f the vehicle. Current lifecycle plicy estimates are generally between 30 and 40 mnths and/r 75,000 t 90,000 miles. Hwever actual lifecycle decisins are made by the Fleet Management Department and may be f differing duratin than the suggested parameters based n the financial benefit t ADP. In rare circumstances, the Sr. Directr f Fleet Management will permit a participant t exit frm the prgram and resume a car allwance. Driver Respnsibilities - The Cmpany Car Prgram is made available as an ptin and as a tl t assist yu in perfrming yur jb and may als be used fr yur persnal use. Yu are respnsible fr cmpliance with all plicies and prcedures that are utlined in this manual. The driver is respnsible fr any and all damages resulting frm imprper care r use f the vehicle. Yu are als respnsible fr cmplying with the Driving n ADP Business Plicy, which is available fr review n the ADP Assciate Prtal. Please nte that maintaining prper recrd keeping cncerning the business and persnal use f yur Cmpany car is a legal requirement. Only the assciate wh is assigned the vehicle (Driver) and Other Authrized Drivers are permitted t perate the Cmpany car. ADP insurance cvers nly the Driver and Other Authrized Drivers. If a driver ther than thse permitted t perate the vehicle uses the Cmpany car, the assciate assigned t the vehicle (Driver) is respnsible fr any and all expenses assciated with that use including all vehicle damage and may be subject t disciplinary actin up t and including and may be subject t terminatin frm emplyment. All drivers are required t: Operate the Cmpany Car in a manner that is in accrdance with all federal, state, and lcal laws Operate the Cmpany Car safely t prevent injury and prperty damage Maintain the vehicle in accrdance with manufacturer and ADP preventative maintenance guidelines Cnduct themselves in a manner that reflects favrably upn the Cmpany Assciates wh fail t keep the vehicle in prper repair r t cmply with the required maintenance schedule will be liable fr the full cst f repairs t the vehicle which results frm this neglect. Drivers must cmply with all applicable laws and regulatins. Significant mtr vehicle, civil r criminal vilatins, r failure t cmply with the guidelines set frth in this cmpany car plicy, may subject yu t disciplinary actin, including remval frm the cmpany car prgram and ther actins up t and including terminatin frm emplyment. Questins abut the peratin f yur Cmpany car shuld be directed t the Fleet Management Department at (973) Vehicle Eligibility Authrized Drivers f ADP Vehicles ADP will cntinue t prvide a cmpany vehicle fr all persnnel (Drivers) wh are currently in the prgram and wh, in the perfrmance f their cmpany duties, have a sales quta and wh meet individual business unit plicy. Whether r nt participatin in the Cmpany Car Prgram is required r ptinal (and at what level) will be based n individual business unit requirements and plicies. Drivers - ADP assciates assigned a Cmpany car. Other Authrized Drivers - 1. The Driver s spuse cvered under ADP s Benefits Prgrams (r wh is eligible fr cverage) and wh resides at the same residence; r 2. A dmestic partner, which may be f the same r ppsite sex, shares the same principal residence n a full-time basis with the Driver, shares financial respnsibilities with the Driver, is 21 years f age r lder and is nt legally married t anther persn. Individuals in categry 1 r 2 must als pssess a license that lists the same principal residence as the ADP assigned 4

5 driver, and must pass, and be ntified in writing f that passing, ADP s Driver s License Verificatin prcess befre they will qualify as an Other Authrized Driver. Operatr Eligibility Cmpany vehicles are t nly be driven by the ADP assciate t whm the vehicle is assigned (Driver) and their spuse/dmestic partner (Other Authrized Drivers). Operatr Qualificatins - ADP emplyees wh drive cmpany cars must at all time hld valid drivers' licenses in their state f residence; the license may nt be revked r suspended in any state. All drivers f ADP vehicles must be 21 and have had a mtr vehicle license fr mre than ne year. In additin, all drivers must have submitted an Infrmatin Request Frm authrizing and agreeing t have Mtr Vehicle recrds check perfrmed n them. Eligible drivers wh d nt cmplete and submit a Driver Infrmatin Request frms, r whse driving recrd des nt meet minimum guidelines, are nt allwed t perate cmpany vehicles. All prspective and eligible drivers will have yearly mtr vehicle recrds checks perfrmed n their license. Drivers wh have a DUI cnvictin r d nt meet minimum driving recrd standards will nt be authrized t perate a cmpany vehicle. ADP will nt hire prspective drivers fr participatin in this prgram wh have a DUI cnvictin. If an assigned driver receives a DUI cnvictin their driving privileges will be revked and they must surrender assigned vehicles t ADP. Please nte that the fllwing individuals are nt authrized t drive the cmpany car: friends, acquaintances, dependant children, and all thers nt detailed under Other Authrized Drivers. Emplyees wh have left the cmpany, r whse psitin n lnger requires a cmpany vehicle t perfrm their duties, are nt permitted t perate cmpany vehicles and must surrender assigned vehicles t ADP, at the cmpany's discretin, either prir t, r n their last day f emplyment in the driver eligible psitin. Driver Guidelines Driver All drivers f ADP vehicle must pssess a valid drivers license in their state f residence. Drivers wh mve t a new state f residence must btain a valid in state license within 30 days f their mving. ADP assciates assigned a cmpany vehicle (Drivers) wh have a DUI cnvictin are nt allwed t perate the cmpany vehicle. Drivers invlved in 3 preventable incidents in a 3 year perid are nt allwed t perate cmpany vehicles. Other Authrized Drivers may nt have mre than 3 mving vilatins within the past 3 years. Thse drivers wh have mre than 3 separate mving vilatins within the past 3 years are nt allwed t perate an ADP vehicle. Fleet Management will ntify thse drivers that d nt meet the minimum perating parameters. If at the annual review perid, their recrd falls within acceptable parameters they will again be authrized t perate the ADP vehicle. Tips fr all Drivers - If yu received a vehicle frm yur divisin manager r anther ADP representative, check t make sure yu pssess the registratin card, insurance card, and Wheels Inc. Vehicle Maintenance Guide. If yu are missing any f these items, cntact Wheels Inc. immediately t btain the missing dcuments. Drivers License - If yu mve t anther state, yu must btain a driver's license in that state within 30 days. Yu must als ntify Fleet Management f yur new license number when yu receive the new license. DUI cnvictin/ Suspended License Drivers and Authrized Drivers allwed t perate Cmpany vehicles, must ntify their apprpriate supervisr, Human Resurces r their designee, and Fleet Management f vilatins fr, r cnvictins f, perating a mtr vehicle while under the influence f alchl, drugs r cntrlled substances, if in a Cmpany vehicle, while n Cmpany business, r n Cmpany time. Such cnvictins r failure t reprt them, will subject the individual t apprpriate disciplinary actin. MVR checks will be used t mnitr cmpliance with this requirement. Drivers and Authrized Drivers allwed t perate Cmpany vehicles must ntify the apprpriate supervisr and Fleet Management immediately if their driver's license is suspended, revked r restricted. If the license f a driver f a Cmpany vehicle is revked, suspended, r restricted, arrangements must be made with Fleet Management t surrender the vehicle. If the license f an authrized driver f a Cmpany vehicle is revked, suspended, r restricted, that persn will n lnger be allwed t perate the cmpany vehicle. If the individual's license is later restred, the decisin may be recnsidered. Safety Management - ADP is deeply cncerned abut the safety f its drivers in the prgram. T address the need fr its drivers t becme safety minded while n the rad, ADP Fleet Management and Risk Management Departments have develped a training prgram which addresses the needs f ADP drivers. This plan will help insure that all f its drivers have the training and tls necessary t make them as safe as pssible n the rad. All drivers in the ADP Cmpany Car Prgram will take part in regular safety training. This training will cnsist f trimester n-line safety prgrams. Additinal remedial training will be prvided t all drivers wh are invlved in a preventable accident. This training is meant t assist ur drivers in becming safer while n the rad. All ADP drivers participating in the Cmpany Car Prgram will be required t participate in this safety initiative. Drivers will have up t 30 days t successfully cmplete each sectin f the training frm the date it is assigned. Drivers wh fail t cmplete r pass these training sessins/mdules will nt be allwed t perate ADP vehicles Alchl r Drug Use - ADP prhibits the illegal use, manufacture, transprtatin, distributin r dispensatin, as well as the attempted r actual purchase r sale f illegal drugs r alchlic beverages in cnjunctin with the pssessin r use f a cmpany car. Illegal drug use includes, but is nt limited t, the fllwing: 5

6 Drugs btained r used in vilatin f law Cntrlled and nn-cntrlled substances, including prescriptin drugs btained withut a prescriptin Nn-prescriptin r legally btained prescriptin drugs that are cnsidered unsafe fr use when perating a vehicle Assciates cnvicted f an alchl r drug-related ffense while driving a Cmpany car will have their vehicle privileges terminated and may face additinal disciplinary actin, up t and including terminatin frm emplyment. Unauthrized vehicle peratin The fllwing activities are prhibited with regard t the use f yur cmpany vehicle; Pssessing hazardus substances, firearms r dangerus gds (as defined by law) Prviding transprtatin t hitchhikers Twing with yur vehicle Smking in yur vehicle Pushing anther vehicle with yur vehicle Pets are nt allwed in the cmpany vehicle unless in a pet carrier Any csts incurred by ADP in cnnectin with vilatins f these prhibitins, r fr any ther failure t fllw plicy, will be the respnsibility f the assigned driver and must be reimbursed t ADP. MVR s and Vilatins Mtr Vehicle Recrds ADP requires that a mtr vehicle recrds check (MVR) be dne n every driver f a cmpany vehicle at least nce each year. Each driver is required t cmplete a permissin frm that will allw these reviews each year. Drivers wh d nt cmplete these frms and d nt allw the check will nt be allwed t perate cmpany vehicles. Mving Vilatins - Fines and any and all assciated fees incurred fr mving vilatins must be paid t ADP by the assigned driver immediately and cannt be charged back t the cmpany as expense items. Failure t reprt r pay fines fr mving vilatins may result in disciplinary actin up t and including terminatin. Parking Tickets - Fines incurred fr parking tickets must be paid t ADP by the assigned driver immediately and cannt be charged back t the cmpany as expense items. If yu frget a parking ticket, the plice will trace wnership thrugh the license. A summns will then be sent t ADP s lessr and the fine will be increased due t delinquent payment. ADP s lessr will send any cpies f vilatins they receive t yu fr payment. In many states and cities, vehicle wners are nt allwed t register new vehicles if they have utstanding parking tickets and/r fines fr mving vilatins. Since ADP s lessr is the registered wner f all f ur vehicles failure t pay these tickets in a timely manner affects ADP s ability t register new vehicles and t perate in these areas. Because f this they will pay utstanding tickets in these areas s they d nt lse the right t register cars. In these situatins, ur lessr charges ADP fr the cst f the parking vilatin plus an administrative charge; ADP Fleet Management Department will bill yu fr the cst f the vilatin as well as any and all administrative fees. Failure t pay fines fr mving vilatins may result in disciplinary actin. ADP s lessr autmatically sends all vilatins t the current driver f a vehicle as their system tracks cars nt drivers. If yu receive a parking ticket that was nt yurs, call ADP Fleet Management and they will research the driver histry. If the parking ticket was received by a representative wh left the cmpany, we may instruct yu r yur manager t pay the ticket and expense it ut n yur weekly autmbile expense reprt. If yu chse t cntest a vilatin, it is yur respnsibility t handle the matter expeditiusly t avid the risk f having the vehicle impunded, registratin delays r license suspensin. New Vehicle Ordering Plicies Authrized Vehicles New Car Selectin Prcess ADP, in all cases, reserves the right t prvide a used idle vehicle as a first chice fr a vehicle assignment t any assciate. The Fleet Department will make the determinatin f whether t allw a new vehicle rder r t assign a current vehicle t an assciate entering the prgram. Befre ADP creates the annual vehicle selectr frms, we benchmark the marketplace in regards t the types f vehicles and ptins ther cmparable cmpanies ffer. We als discuss vehicle chices with business area management t ensure that the cars we put n the selectr best fit yur jb requirements. ADP carefully plans each rdering cycle and sells vehicles at the ptimal time t minimize verall life cycle csts and t maximize the resale prceeds frm the used vehicles. Histrically, vehicles are replaced in tw cycles each mdel year: 1. July fr September delivery 2. January fr March delivery 6

7 Requisitins fr factry-rdered vehicles are accepted nly during these tw perids. Driver Paid Optins - Yu may add certain ptins apprved by ADP Fleet Management t the car at time f rder at yur expense; a list f these ptins will be included with the yearly selectr. Payment fr ptins must be made by credit card at time f vehicle rder. Please nte that ADP des nt accept any ther frm f payment fr ptins and that any ptins prvided at yur expense immediately becme the prperty f the ADP. If yu leave the cmpany, either vluntarily r fr cause, after rdering yur new vehicle, r if yur vehicle is stlen r wrecked as a result f an accident, yu will nt be reimbursed fr the ptins. Additinal r upgraded ptins will nt be authrized if; they adversely affect the perating cst f the vehicle, they adversely affect the resale value f the vehicle, r if they delay the receipt f the vehicle frm the manufacturer. Sme examples f equipment that cannt be added t the cmpany car as emplyee-paid ptins are: aluminum wheels trailer hitches radar detectrs upgraded engines deep tint windws after market installatins persnal license plates strage racks/systems upgraded mdels Fr infrmatin n specific items/ptins nt included in this list, please cntact ADP Fleet Management. Munting f any external rack r attachments (such as ski r luggage racks) is prhibited. Phnes cannt be installed in the vehicle. Any lss in resale value, and/r any increase in maintenance charges, due t negligence, additin f unauthrized ptins, r cnditins ther than nrmal wear and tear will be charged back t yu after the vehicle is sld. Vehicle Lifecycle ADP s current lifecycle plicy estimates are between 30 and 40 mnths and/r 75,000 t 90,000 miles. Hwever actual lifecycle decisins are made by the Fleet Management Department and may be f differing duratin than the suggested parameters based n the financial benefit t ADP. When it is time t rder yur new vehicle Wheels Inc. will cntact yu with instructins n hw t rder yur new vehicle. New Vehicle Cnfirmatin / Order Status - Once yu have placed an rder, yu will receive an cnfirmatin that yur rder has been placed. The cnfirmatin details yur new unit number, vehicle ptins, additinal up-fitting (if applicable), and delivering dealer s name, address and phne number. Please review the cnfirmatin ntice t ensure it accurately reflects the vehicle yu rdered. If any f the infrmatin is incrrect, cntact Wheels Inc. immediately at (866) and ADP Fleet Management. At any time drivers wh have placed rders can view the status f thse rders by accessing the Wheels Inc. website at Delivering Dealership - Wheels Inc. attempts t place all vehicles at a delivering dealer within 50 miles f the ADP assciates hme. If the dealer is within 50 miles f yur hme yu will be expected t pick up yur vehicle at the dealer. On rare instances the dealership may be greater than 50 miles frm yur hme. In these cases Wheels Inc. will arrange t have the new vehicle shipped t yu. Delivery f Yur New Vehicle After yur vehicle is delivered at the dealer and is prepped the assigned dealer will cntact yu t arrange a time fr yu t pick up the vehicle. Be sure t bring yur rder cnfirmatin frm with yu when taking delivery f yur Cmpany car t ensure it is delivered as rdered. Checklist Befre accepting delivery f yur new vehicle, make sure that the vehicles: Make Mdel Clr Driver paid Optins VIN are all crrect. If there are any discrepancies, r if the vehicle is damaged, please immediately ntify Wheels Inc. and d nt drive it ff the dealer's lt. Once yu take pssessin f the vehicle yu are respnsible fr it fr the lifecycle f the vehicle. Reprt any cncerns t Wheels immediately at (866) and t ADP Fleet Management at (973) Licensing - The dealership in cperatin with Wheels Inc., will usually register, license, and title all new vehicles. If yur assistance is needed, the dealership handling the delivery f yur vehicle will cntact yu with instructins. If yu receive the Certificate f Title directly, please frward it immediately t Wheels Inc. at: Attn: Title Department Wheels Inc. 666 Garland Place Des Plaines, IL D nt attempt t license yur vehicle withut prir apprval. If yu have questins abut the titling and licensing f yur vehicle, please cntact Wheels Inc. at (866) Vehicle Replacement 7

8 Turning in used vehicles ADP assciates wh are nt purchasing their used vehicle must leave the used vehicle at the dealership when picking up their new vehicle. Prir t turning in yur used vehicle, please ensure that it is in satisfactry cnditin. Have yur vehicle washed and thrughly vacuumed. Remember t remve all Cmpany and persnal belngings. Any repair (nt safety related) requested prir t turn-in will be apprved at the discretin f the Sr. Directr f Fleet Management. Driver paid ptins All driver paid ptins that were added t the vehicle at time f rder must remain in the vehicle at time f turn-in. Any lss n resale due t the vehicle being imprperly maintained (nt accrding t ADP plicy r Wheels Inc. r the Manufacturer parameters) r fr driver paid ptins remved frm the vehicle will be the respnsibility f the driver and will be billed back t the assciate. Leaving the Cmpany - If an assciate leaves the Cmpany, the cmpany car must be returned t their ADP sales ffice alng with the vehicles gas card, insurance card, and registratin alng with any ther Cmpany prperty. It is the immediate supervisr s repnsibility t ensure that the car and all its dcumentatin is returned. Terminated assciates must als reprt their final mileage ttals in accrdance with the Persnal Mileage Prgram prcedures. Purchasing yur used vehicle - When yur replacement vehicle is rdered ADP s lessr will send yu a qute fr yur ld vehicle. The price listed n the qute is the current whlesale market price which may be lwer than the retail cst f buying a new car. Please nte that the price is firm and nt negtiable. The vehicle qute is gd fr yu r a family member. The qute prvided t the driver will nt include any additinal csts fr driver paid ptins. T facilitate the purchase f yur car please fllw all instructins cntained in the sale paperwrk. Fr yur cnvenience, detailed instructins n hw t cmplete the purchase will be included with yur vehicle qute package. If yu wish t purchase yur vehicle and d nt receive an ffer letter, please cntact Fleet Management at (973) Persnal Insurance - Yu must prvide persnal insurance cverage fr the vehicle as f the date ADP s lessr receives the purchase funds. That will be the sale date. Titling the Purchased Vehicle - Yu must immediately transfer the title int yur name. Sales Tax - Yu will be required t pay sales tax n the fair market value f the vehicle. In sme states, ADP s lessr cllects the tax as part f the sale price. In ther states, yu will pay the sales tax when yu transfer the title. Title and Licensing Initial Titling and Licensing f Yur Vehicle - The dealership in cperatin with Wheels Inc., will usually register, license, and title all new vehicles. If yur assistance is needed, the dealership handling the delivery f yur vehicle will cntact yu with instructins. If yu receive the Certificate f Title directly, please frward it immediately t Wheels Inc. at: Attn: Title Department Wheels Inc. 666 Garland Place Des Plaines, IL D nt attempt t license yur vehicle withut prir apprval. If yu have questins abut the titling and licensing f yur vehicle, please cntact Wheels Inc. at (866) Registratin Renewals - Fr yur cnvenience, ADP has enrlled yur vehicle in the registratin renewal prgram. Apprximately 10 weeks prir t the registratin expiratin date, yu will receive directins n hw t gather the dcumentatin that falls under the driver s respnsibility by state law. This may include specific dcumentatin such as emissins r smg tests. Please cmplete yur requirements as nted in yur instructin letter and return all necessary dcumentatin t Wheels inc. at: Attn: Title Department Wheels Inc. 666 Garland Place Des Plaines, IL Wheels Inc. must receive this infrmatin at least 45 days befre expiratin f the vehicle s registratin. Late returns may delay the prcessing f yur renewal and result in late fees t ADP. Please Nte: Late fees incurred by ADP due t an assciate s negligence will be charged t the assciate. 8

9 It is yur respnsibility t be aware f the expiratin date f the license plates fr yur leased vehicle. If yu have nt received infrmatin n registratin renewal 30 days befre the expiratin date r if yu need t verify the status f yur renewal, please cntact Wheels Inc. at (866) and fllw the system prmpts. Relcatin t anther State - If yu relcate t anther state, please ntify ADP Fleet Management f yur new address. If retitling f the vehicle is required and yu knw f yur new address 60 days in advance, ADP s lessr will prcess the state transfer fr yu and mail new plates t yur address. Hwever, if yur plates expire within 60 days f yur mve, ADP s lessr will send yu a packet with dcumentatin required fr yu t re-title the vehicle yurself at yur lcal Department f Mtr Vehicles. Once all required dcumentatin is received, ADP s lessr files all dcuments and pays apprpriate fees t state and cunty agencies. Drivers will receive dcumentatin cnfirming registratin renewal directly. Additinally, an updated autmbile insurance identificatin card will be required. T receive the new card yu will need t fax a request t Liberty Mutual at (973) (See appendix A.) Driver Transfers and Leaves Vehicle Behind When a driver is transferred t anther state and cannt take his vehicle, r t anther cmpany assignment that desn t require a vehicle, the driver must surrender their vehicle. The driver must wrk with Fleet Management t have the vehicle picked up and reassigned t anther emplyee. If pssible the emplyee may be asked t stre the vehicle fr a shrt perid until such time as Fleet Management can pick up the vehicle. Driver Terminatin / Resignatin When a driver leaves the cmpany, it is the general plicy t assign the vehicle t anther emplyee (usually the emplyee that replaces the departing emplyee). Under certain cnditins (reviewed n a case by case basis) the vehicle may be transferred t anther lcatin r divisin. ADP reserves the right t assign the vehicle as it deems in the best interest f the cmpany. String Cmpany Vehicles At Yur Hme / ADP Office - In certain instances yu may be asked t stre an ADP vehicle which had been driven by a representative wh left the cmpany. Please nte that nly ADP emplyees are authrized t drive these vehicles. When Fleet Management finds a new driver fr the vehicle, we will make the necessary arrangements t have it transprted frm yur hme / ADP ffice t the ther emplyee. The transprt cmpany that picks up the car will wrk with yu t cmplete a reprt stating the vehicle's cnditin. Please send yur cpy f this reprt t Fleet Management as sn as pssible. Yur reprt is ur nly prf that the vehicle was in gd cnditin when it was turned ver t the transprt cmpany. Persnalized/Vanity Plates - Persnalized/Vanity plates fr yur Cmpany car are nt permitted. Traffic Vilatins - Mving vilatins, traffic tickets (including twing and impund fees), tll vilatins, and parking tickets are nt eligible fr reimbursement. If a vilatin ges unpaid, a ntificatin may be sent t ADP s lessr as the registered wner f the vehicle. ADP s lessr must pay the vilatin and a prcessing fee is added. Yu are then respnsible fr the full amunt f the fine plus the fee and ADP will require reimbursement fr the fine plus the fee. This als includes pht vilatins. Failure t pay fr yur vilatins r t reimburse ADP fr thse vilatins and penalties it has paid in yur stead may result in disciplinary actins. If yur driving recrd becmes unsatisfactry, yu may lse yur Cmpany car privileges and may jepardize yur cntinued emplyment with ADP. Fr tll vilatins, the apprpriate state agency will be ntified f the assigned driver s that the state may pursue cllectins directly with the driver. If yu chse t cntest a vilatin, it is yur respnsibility t handle the matter expeditiusly t avid the risk f having the vehicle impunded, registratin delays r license suspensin. Vehicle Changes - Please cntact Wheels Inc. at (866) if ADP Fleet Management has assigned yu t a different vehicle. Failure t infrm Wheels Inc. f a change may cause discrepancies in yur persnal mileage reprting. See Sectin 8 (Persnal Mileage Prgram) fr mre infrmatin n persnal mileage. Operating a Vehicle Outside f the United States Yur vehicle shuld never be taken ut f the United States withut the apprval f yur immediate supervisr and ADP Fleet Management. Fleet Management must be ntified if yu intend t leave the United States with yur vehicle. Travel t Canada - Travel in Canada requires prf f wnership, a Canadian brder crssing card, and an inter-prvince nnresident mtr vehicle insurance card. Please cntact Fleet Management at least tw weeks befre yu travel t ensure that prper dcumentatin is btained. Travel t Mexic - Travel int Mexic with the Cmpany car fr business r persnal use is strictly prhibited. Fuel 9

10 Fuel Card - Fr yur cnvenience, yur vehicle has been enrlled in the Wheels Inc. Fuel Card Prgram. Wheels Inc. will prvide yu with a fuel card and a persnal identificatin number (PIN). The PIN is assigned t a driver and identifies which driver is purchasing fuel (d nt share yur PIN with anyne). The PIN grants yu access t the fuel pump and will serve as an electrnic signature fr tracking transactins. Fuel cards are assigned t the ADP Cmpany vehicle and shuld remain with the assigned vehicle even if yu are transferred r change vehicles. Fuel cards are ONLY t be used fr the vehicle t which they are assigned and may nt be used fr any ther vehicle. Fuel cards are nt t be used fr rental vehicles. Fuel grade - Yur fuel card is nly t be used fr the purchase f regular unleaded (87 ctane) fuel. N ther purchases, including but nt limited t fd, drinks and cnvenience items, are t be made with the card. Misuse f the card will result in disciplinary actin. Use f Fuel Card - Yur card may be used fr pay-at-the-pump purchases as well as fuel purchases paid inside the statin. Yu are limited t tw fuel fill-ups per day. Once yur card is swiped yu will be prmpted t enter yur PIN and mileage infrmatin. Inaccurate mileage infrmatin can negatively impact the maintenance and replacement cycles fr yur vehicle. Please insure that all mileage entered is as accurate as pssible. If yu encunter a lcatin where the card is nt accepted please ntify Wheels Inc. In emergency situatins, fuel purchases will be reimbursed thrugh the Cncur system at the discretin f the assciate s immediate supervisr. Misuse f the card yur card will result in the card being shut ff and yu will be liable fr all fuel purchases. Lst, Stlen r Damaged Fuel Cards - If yur fuel card is lst, stlen, r damaged please immediately cntact Wheels Inc. t request a new card at (866) Maintenance and Repair Plicy Overview - ADP has enrlled yur vehicle in the Wheels Inc. Maintenance Management prgram. It is yur respnsibility t maintain yur Cmpany car in gd perating rder. Assciates wh d nt maintain their vehicles accrding t the PM guidelines will be respnsible fr any damage resulting frm the lack f adherence t maintenance schedules and/r any lss n sale assciated frm the failure t fllw ADP car plicy maintenance guidelines. Prir t delivery f yur new vehicle, yu will receive a Maintenance Driver s Guide that lists a preventative maintenance schedule, maintenance plicies, and natinal accunt vendrs that must be used fr all nn-warranty maintenance issues. If yu have a questin f where t bring yur vehicle fr maintenance please call Wheels Inc. at (866) The instructins in this Repair Guide must be fllwed prir t btaining maintenance r repair wrk fr yur ADP vehicle. Please nte yu must call the Wheels Inc. Maintenance Center (available 24 hurs/day, 7 days/week) at (866) t schedule any vehicle repairs up t and including tws fr yur ADP vehicle. All maintenance and repair wrk must be perfrmed at authrized natinal accunt vendrs t ensure lw cst and maximum warranty cverage. T lcate a natinal accunt vendr near yu, please cntact the Wheels Inc. Yu are respnsible fr any fees ADP incurs fr nt using the required Natinal Accunt Vendrs. Preventative Maintenance - Yu are respnsible fr adhering t the vehicle preventative maintenance schedule listed n yur Drivers Guide and fr having all preventative maintenance (e.g., il change, tire rtatin, etc ) perfrmed n yur vehicle. The Driver is respnsible fr any damage t the vehicle resulting frm failure t adhere t the maintenance schedule and is respnsible fr reimbursing ADP fr the csts f that damage. Unscheduled Maintenance - Unscheduled maintenance r repair wrk requires the prir apprval f the Wheels Inc. Failure t receive Wheels Inc. apprval and fllw these prcedures will result in the assciate being respnsible fr the cst f the maintenance wrk. Tires - Tires shuld be visually inspected regularly and pressure checked peridically. Frnt-end alignment r wheel balance prblems shuld be addressed immediately t avid unnecessary tire wear. Wheels Inc. Maintenance Center must be cntacted at (866) prir t purchasing any tires. Snw Tires - Snw tires are available n a case-by-case basis. The assciate must cntact the Fleet Management at (973) t request snw tires. If the assciate is apprved fr snw tires, they are respnsible fr string their nrmal tires in the ff-seasn. After the winter seasn the assciate must switch back t their regular tires and stre the snw tires. Only ne set f snw tires will be purchased during the lifecycle f each vehicle. Glass Wheels Inc. Maintenance Center must be cntacted at (866) fr assistance in getting yur damaged glass repaired r replaced. Windw Tinting - Assciates may tint their windws at their wn expense as lng as the tint cmplies with all laws and rdinances. 10

11 Recall Ntices - The apprpriate manufacturer will ntify yu if a recall ntice is issued fr yur vehicle. It is yur respnsibility t have the repair cmpleted as quickly as pssible. Warranty - Yur vehicle carries a warranty that prvides fr repair r replacement f defective parts by an authrized dealer. As the vehicle peratr, it is yur respnsibility t btain n charge warranty repairs whenever pssible. Read the vehicle wner s manual carefully t familiarize yurself with yur vehicle s warranty cverage. Any questins cncerning warranty cverage shuld be directed t the Wheels Inc. Emergency Radside Assistance - Fr emergency radside assistance, call Wheels Inc. at (866) Emergency radside assistance cverage includes the fllwing services: Twing Battery charge Flat tire changes Accident twing Extricatin winch services Wheels Inc. can als assist in arranging fr the fllwing services althugh the driver is respnsible fr 100% f the cst at the time f service: Fuel delivery Lckut service (keys left in car) Please refer t yur vehicle wner s manual t determine whether manufacturer radside assistance is still available under warranty. Vehicle Cnditin - It is yur respnsibility t maintain yur vehicle in safe perating cnditin. Vehicles may nt be perated when they are in unsafe cnditin and necessary repairs must be cmpleted immediately. Any lss n resale due t the vehicle being imprperly maintained (nt accrding t ADP plicy r GEFS r the Manufacturer parameters) will be the respnsibility f the driver and will be billed back t the assciate. Accident Management An accident is defined as any incident invlving an ADP vehicle which results in damage r pssible damage t the ADP vehicle, anther vehicle, prperty f any kind, r injury r pssible injury t any persn(s). If yu are invlved in an accident: STAY CALM. Assess the situatin: Are yu injured? Is it safe t exit the vehicle? Obtain medical attentin as necessary. its cntents. Secure yur vehicle and The plice must always be called where accidents invlving ADP vehicles is cncerned. If the accident invlves anther vehicle, persn, r prperty dcument as much f the fllwing infrmatin as pssible (refer t appendix B fr the Liberty Mutual accident claim frm): Driver s name, address, telephne number Name f vehicle s wner Name f insurance cmpany and plicy number Vehicle license plate and registratin number Date, time, and lcatin f accident Weather cnditins Names f injured, if applicable Name(s) and badge number(s) f investigating fficer(s) Name(s) and address(es) f any witness r ccupant f ther vehicle(s) invlved Please nte: in the event f an accident resulting in apparent bdily injuries t an ADP assciate, ther authrized driver, passenger in the cmpany car, r a third party, immediately cntact Liberty Mutual Insurance Cmpany at (800) ADP Yu must als ntify Wheels Inc. at (866) and the Sr. Directr f Fleet Management at At all times during the pst-accident investigatin never express an pinin as t fault r liability, never agree t any settlement n behalf f ADP, Liberty Mutual r ADP s lessr, never sign any statements ther than dcuments required by plice authrities, and d nt discuss the limits f ADP s insurance cverage. 11

12 ADP drivers wh have an accident are required t reprt the incident immediately (but under n circumstances later than 24 hurs) t Wheels Inc. at (866) Drivers are als required t ntify their immediate manager within 24 hurs. Wheels Inc. will wrk with yu t get ADP s vehicle t a repair facility as quickly as pssible. Wheels Inc. will als wrk t supply yu with a rental vehicle while yur ADP vehicle is being repaired. Attempt t btain a cpy f the plice reprt. Wherever apprpriate, Wheels Inc. will subrgate incidents t recver csts f the accident. Emplyees shuld submit detailed infrmatin abut the accident (Accident Lss Ntice and Plice Reprt) within 1 week t Wheels inc. via fax at (847) Be sure t reference the accident claim number given t yu by Wheels Inc. Accident Services when yu filed yur accident claim. Nte: If an insurance carrier r attrney fr the ther party cntacts yu t settle a claim, plitely infrm the caller that yu are unable t respnd until yu have spken t an advisr. Take the name, phne number and cmpany affiliatin f the caller and say that smene will get back t him r her. Terminate the cnversatin prmptly, and then immediately cntact yur Liberty Mutual claims adjuster at (800) ADP-5505 and Wheels Inc. at (866) If yu are charged with and/r cnvicted f any ffense related t yur use f the cmpany car, yu must immediately ntify the Sr. Directr f Fleet Management. Accident Deductibles - There will be a charge t ADP assciates fr each preventable accident (as categrized by Wheels Inc. per Natinal Safety Cuncil guidelines) within any given three year perid. The charge will be used t cver the cst f repairs t the ADP vehicle and any ther invlved vehicles/prperty. The assciate is respnsible fr the cst f the repair up t the maximum amunt per the schedule belw: 1 st preventable accident all ES except SBS $500 charge - SBS $750 2 nd preventable accident all ES except SBS $750 charge - SBS $1,000 3 rd preventable accident all ES $1,000 charge - and remval frm Cmpany Car Prgram The deductible charges will be payable t ADP. Failure t pay the fee will result in disciplinary actins up t and including terminatin. If an unauthrized driver is invlved in an accident with the cmpany car, the emplyee will be respnsible fr all csts assciated with the accident and may be subject t disciplinary actin up t and including terminatin. If an emplyee causes damage t the cmpany car due t grss negligence r nt fllwing cmpany-required maintenance parameters, the emplyee is respnsible fr paying all repair csts and/r any lss n sale assciated frm the failure t fllw car plicy maintenance guidelines. Safety - ADP als recgnizes the value f Safety training fr its drivers and will wrk t imprve its driver s perfrmance by prviding additinal training after accidents. This training will be abve the nrmal training prvided fr all drivers. The prescribed training fllwing a preventable accident (within a 3 year perid) will be as fllws*: First preventable accident in a 3 yr perid driver must cmplete training specific t vilatin via an n-line curse Secnd preventable accident in a 3 yr perid driver must cmplete additinal training specific t vilatin & driving histry Third preventable accident in a 3 yr perid driver remved frm prgram * * Depending upn the situatin and severity f any individual incident, driver may be subject t additinal training measures as determined by ADP Fleet Management. If an emplyee has an accident(s) n his/her recrd and drives fr a perid f three years withut being invlved in an accident, the prir accident(s) will nt be cnsidered if there is a subsequent accident and the subsequent accident will be treated as it were the first accident. All training will be funded by the individual ADP BU where the driver is wrking. Vehicle Safety Restrictins: Hazardus material including gasline, flammable prducts, and/r txic chemicals shall nt be carried in a cmpany vehicle unless authrized and prperly packaged, marked, and labeled. Firearms are nt allwed in ADP vehicles. Hitchhikers are nt permitted in cmpany vehicles. ADP vehicles may nt be used t tw trailers f any kind. Radar detectrs may nt be used in ADP wned r leased vehicles at any time. The use f laptp cmputers, electrnic rganizers, r any ther electrnic equipment is prhibited while the vehicle is in mtin. Cellular phne use is prhibited while yur vehicle is in mtin unless a cmpletely hands free system is emplyed. Eating, drinking, smking, and ther activities that will distract frm safe driving is prhibited while the vehicle is in mtin. Safety Belts / Air Bags - All drivers and passengers f ADP wned r leased vehicles must wear safety belts at all times. Children under fur years f age r under 40 punds in weight must be in a car seat with a Department f Transprtatin seal f apprval fr infant/child transprtatin. Where required by law children must be prperly seated in apprved child seats at all times while the vehicle is in mtin. It is recmmended that all children under the age f 12 ride in the back seat. N infant car seats are allwed in 12

13 the frnt seat f any ADP vehicle. circumstances. It is ADP plicy that air bags n ADP vehicles are nt t be discnnected under any Car Rental Wheels Inc. will arrange a rental vehicle fr yu if yu were invlved in an accident that renders yur vehicle unsafe t drive. Only mid-size r cmpact rental cars will be apprved fr use while yur vehicle is being repaired. When btaining a rental frm Wheels Inc. always decline the cllisin insurance as it is prvided thrugh the Wheels cntract. The ADP fuel card may nt be used t fuel rental vehicles. Yu will be required t pay fr the fuel used and be reimbursed n Cncur. Wrkers Cmpensatin - ADP prvides Wrkers Cmpensatin benefits t assciates wh sustain injuries while n Cmpany Business. If yu becme injured in an autmbile accident while n Cmpany Business, immediately ntify yur manager and Human Resurces representative t prcess a claim. Stlen r Vandalized Vehicles - Stlen r vandalized vehicles must be treated as an accident. As such yu must immediately reprt the theft r vandalism f yur vehicle t the lcal plice. Yu must als immediately cntact Wheels Inc. Accident Services Department at (866) and fax a cpy f the plice reprt t (847) Reprt the incident t yur immediate supervisr as sn as pssible. Yu must als reprt the vehicle stlen t the ADP Fleet Management Department. As with accidents, ADP requires that yu reprt the lss within 24 hurs t Wheels Inc. Be aware that yur persnal pssessins are nt the respnsibility f ADP and are nt cvered by ADP s insurance plicies. Check yur hmewners/renters insurance fr pssible replacement f stlen/damaged persnal pssessins. Insurance Insurance Plicy - Cmmercial Autmbile Liability ("AUTO") insurance prvides cverage fr liability claims that ADP becmes legally bligated t pay resulting frm a vehicular accident invlving an ADP vehicle. Damages include bdily injury as well as prperty damage t a third party vehicle r ther prperty. This plicy des nt respnd t physical damage t ADP vehicles. Please see Autmbile Physical Damage fr further explanatin. If an assciate is driving his/her wned vehicle n cmpany business, accidents are t be prcessed under his/her plicy first. ADP's plicy will respnd in excess, as the claim warrants. Examples f Exclusins: Cntractual Liability, Wrkers' Cmpensatin, Emplyer's Liability Insurance is prvided by ADP s insurance carrier, Liberty Mutual. The vehicle s insurance card shuld be in the vehicle with the vehicle registratin. Autmbile Insurance Identificatin Cards - An autmbile insurance identificatin card (prf f insurance) must be carried in the Cmpany car at all times. Prf f insurance may be required in the aftermath f an accident r at the time f license renewal. On an annual basis and prir t the inceptin f each autmbile liability insurance plicy year (n July 1), Liberty Mutual will autmatically renew and crdinate the distributin f autmbile insurance identificatin cards t yur regin. In the event the autmbile insurance identificatin card is lst, a replacement card can be btained by cmpleting an Autmbile Insurance ID Card Request Frm and faxing it t Liberty Mutual at (973) (See appendix A.) When yu get a new r replacement vehicle, transfer yur current insurance card t the new car unless yu reside a state that requires the VIN t be n the insurance card (Arizna, etc ). If yu reside in any f these states cntact Fleet Management at (973) and they will send yu an insurance card cntaining the serial number f the new car. Rental Car Insurance - If yu rent a car fr business purpses yu must cntact the ADP Travel Department. Rentals fr persnal usage are nt cvered under ADP s insurance plicy and it is up t yu t btain yur wn insurance. Rental vehicles btained thrugh Wheels Inc. fr use as a result f an accident are cvered by insurance which is part f the cst f the rental. Physical Damage / Cllisin Insurance - ADP is self-insured fr all physical damage claims t Cmpany cars. As such ADP is respnsible t cver the csts f any and all repairs t the vehicles. Persnal Pssessins - Yur persnal pssessins are nt the respnsibility f ADP and are nt cvered by ADP s insurance plicies. Check yur hmewners/renters insurance fr pssible replacement f stlen/damaged persnal pssessins. Persnal Use Persnal Use f Cmpany Car - Emplyee s assigned cmpany vehicle may be used fr persnal purpses during nn-business hurs. All persnal use the cmpany assigned vehicle will be subject t persnal use reprting per IRS guidelines. Vacatins - Yu may use the Cmpany car while n vacatin, but yu will be respnsible fr the cst f gas. Leaves f Absence - An assciate n leave f absence must remain in the Prgram fr a maximum f six mnths. At the end f the sixth mnth, the assciate must return the Cmpany car and exit the Prgram. During the leave f absence, the assciate is respnsible fr paying the mnthly persnal use cntributin and all gas expenses. Use f the gas card is suspended while an 13

14 assciate is n leave f absence. All mileage during a leave f absence is cnsidered persnal and all fuel must be paid fr by the assciate and is nt reimbursable. Assciate Cntributin - The Assciate Cntributin t ADP fr the persnal use f the vehicle is $ per mnth fr ES Sales r $250 fr DS Sales taken frm the first paycheck f each mnth. This cntributin is subject t change at ADP s sle discretin. As a cnditin f participatin in the Prgram, yu must authrize a payrll deductin fr yur cntributins. (Fr assciates residing in New Jersey, Rhde Island r Indiana, yu must authrize a payrll deductin fr the insurance prtin f the assciate cntributin. Yu must als authrize a deductin frm a bank accunt fr the balance f yur cntributin.) Persnal Mileage Prgram - Persnal mileage is defined as nn-business use f the vehicle, such as cmmuting t and frm wrk, vacatins, persnal errands, r leaves f absence. Persnal use f a Cmpany car is included as taxable incme n yur W-2 accrding t Internal Revenue Service (IRS) guidelines. Cnsequently, persnal mileage must be tracked daily and reprted. The reprting year fr persnal mileage runs frm Nvember 1 thrugh Octber 31 each year. (e.g., Nvember 1, 2009 thrugh Octber 31, 2010) Mnthly business and persnal mileage reprting is required t cmply with federal tax laws. ADP has retained Wheels Inc. t administer the calculatin and reprting f the taxable benefit assciated with the persnal use f yur emplyer-prvided leased vehicle, starting upn the receipt f yur new vehicle. We urge yu t read the fllwing carefully, as it has an impact n the amunt f taxable incme reprted n yur annual W-2: Persnal Use Reprting f Cmpany Vehicles - The IRS has strict emplyee recrd keeping requirements fr substantiating business and persnal use f cmpany cars. We suggest yu maintain detailed and accurate daily trip lgs highlighting yur business and persnal miles. A taxpayer's uncrrbrated ral statement is nt acceptable t the IRS. The nus fr prviding evidence f the business use f yur cmpany vehicle lies with yu. If yu are unable t substantiate the business use f yur cmpany with written evidence, the IRS will assume yur use t be 100 percent persnal and the ttal cst (calculated under IRS regulatins) will be imputed t yu as incme and will be fully taxable. Valuatin Methds - The taxable benefit f yur Cmpany car will be cmputed based n the required mnthly reprts utilizing IRS lease value tables, plus (1) a fuel cst based n IRS guidelines, less (2) the reimbursement amunt (currently $250/$350 per mnth). An explanatin f the calculatin is belw IRS taxable benefit (reprted n W-2) = (use prtin) + (mileage prtin) (amunt reimbursed t ADP) 1) use prtin = [(ALV) * (% f year yu were in pssessin f vehicle) * (% persnal miles driven)] 2) mileage prtin = ($0.055) * (# persnal miles driven) 3) amt. Reimbursed t ADP = (currently $250/$350m.) * (number f mnths vehicle in yur pssessin) Sample calculatin - IRS Lease Table amunt based n $21,000 Fair Market Value ALV = $6,000 Assciate had vehicle 10 mnths 10m/12m =.8333% % year assciate had vehicle 83.3% Business miles driven in 10 m. 22,000 Persnal miles driven in 10 m. 12,000 % persnal miles driven 35.3% Amunt reimbursed t ADP / mnth $250/$350 The abve example is based n IRS guidance as f September 2005 (which is subject t change), and may nt be representative f yur actual circumstance. The amunt included in yur W-2 will be subject t emplyment taxes. Nte that if the amunt as calculated abve is less than zer, n amunt will be included in the W-2. Yu shuld cnsult with yur persnal tax advisr regarding the tax implicatins with respect t yur individual incme tax return. IRS Substantiatin Requirements - IRS regulatins require that yu maintain a daily lg f expenses that cntains the fllwing infrmatin: Amunt f ttal usage (in miles) Amunt f business usage (in miles) Date f the business usage Business purpse fr the trip This lg is t be reprted at year end r at time f separatin frm the prgram t Wheels Inc. via their nline system. 14

15 Failure t Cmply - If yu fail t reprt yur lg n a mnthly basis ADP will assume 100% persnal use fr each nnreprted mnth pursuant t IRS regulatins/rules. Vehicle Changes - Please cntact Wheels Inc. at (866) if yu are assigned by Fleet Management t a different vehicle. Failure t infrm Wheels Inc. f a change may cause discrepancies in yur persnal mileage reprting. If yu have questins abut persnal mileage, cntact ADP Fleet Management. 15

16 Appendix B AUTOMOBILE ACCIDENT FORM REPORT ALL ACCIDENTS INVOLVING THIRD PARTY BODILY INJURY OR PROPERTY DAMAGE TO LIBERTY MUTUAL AT: ADP-5505 Third Party Bdily Injury r Prperty Damage includes, but is nt limited t: 1. Accidents invlving vehicles ther than yur wn. 2. Any persnal injury t an peratr, passenger in yur vehicle r passenger f ther vehicles. 3. Accidents invlving pedestrians r bicyclists. 4. Prperty damage t smething ther than yur vehicle r persnal belngings. 1. Assciate/ ADP 2. Vehicle Plicy Hlder Name: Assciate Name: Phne: ADP, Inc. Business address: City: State: Zip Cde: Make and Year: VIN: License Plate N. Name and Address f Leasing Cmpany (refer t Aut ID Card): 3. Driver & Passenger (s) 4. Other Vehicle r Prperty Damage 5. Operatr and Passengers f Other Vehicle 6. Injured Persns 7. Plice and Witnesses Driver s Name and Address: Phne: Driver s License N: State f Driver s License: Date f Birth: Passenger s Name and Address (If mre than ne, include names and address n separate page): Owner s Name and Address; Vehicle Make and Year: Insurance Carrier Name and Address: Nature f Damage: Operatr s Name and Address: Driver s License N: Passenger s Name and Address: Passenger s Name and Address Name and Address Name and Address Name and Address Phne: Phne: License Plate N: Plicy Number: Date f Birth: State f Driver s License: Knwn Injury: Knwn Injury: Knwn Injury: DESCRIPTION AND DIAGRAM OF ACCIDENT MUST BE SHOWN ON NEXT PAGE Date f Accident: Time f Accident: Exact Lcatin f Accident: Reprted t Plice? Witness Name and Address: Witness Name and Address: 16

17 Descriptin and Diagram f Accident: Diagram f Accident: Written Descriptin f Accident: Date: Assciate s Signature: 17

18 The Definitins prvided belw apply thrughut this manual. Definitins Drivers: ADP assciates assigned r given permissin by ADP t perate a Cmpany car. Other Authrized Drivers: - 1. The Driver s spuse cvered under ADP s Benefits Prgrams (r wh is eligible fr cverage) and wh resides at the same residence; r 2. A dmestic partner, which may be f the same r ppsite sex, shares the same principal residence n a full-time basis with the Driver, shares financial respnsibilities with the Driver, is 21 years f age r lder and is nt legally married t anther persn. Individuals in categry 1 r 2 must als pssess a license that lists the same principal residence as the ADP assigned driver, and must pass, and be ntified in writing f that passing, ADP s Driver s License Verificatin prcess befre they will qualify as an Other Authrized Driver. Cmpany Business: Business arising ut f, r in the curse and scpe f, cnducting business fr ADP. Reprtable Accident: Any accident invlving a Cmpany car under any circumstances which results in prperty damage f any amunt r injury t any persn. Incident: Damage t a Cmpany car as a result f sme actin (vandalism, acts f nature, etc.) nt fitting the definitin f accident. Preventable Accident: An accident where the driver did nt d everything he/she culd have reasnably dne t prevent its ccurrence. Determinatin is based n accident reprts, plice reprts and driver accident descriptins. The Natinal Safety Cuncil guidelines will be used with this infrmatin t determine whether r nt the accident was preventable. Perid Ending Date: The last day f the reprting mnth (Ex: Fr the perid 11/01/09 thrugh 11/30/10; 11/30/10 is the perid ending date). Fleet Number: The number used t identify ADP. It is lcated n yur prgram materials as well as n yur new vehicle cnfirmatin. Unit Number: The unique number assigned t yur Cmpany car. Business Miles: Miles driven n Cmpany business during the reprting perid. Persnal Miles: Miles driven during the reprting perid fr ther than Cmpany business (including cmmuting). Subrgatin: The prcess f cllecting mney frm an at-fault party in an accident. Ttal Miles: Ttal Business and Persnal miles driven during the reprting perid. Vendr Identificatin Number: T ensure accurate reprting, yu must include yur vendr identificatin number. Yu may btain yur vendr identificatin number n the e-@ssciate sectin f the ADP Assciate Prtal. 18