1. PREAMBLE
As with all company resources, vehicles are essential tools for YELLOWFISH employees to carry out their responsibilities and also reflect the company’s image.
It is undoubtedly in everyone’s interest to find company resources in good condition, well-maintained, and clean. Therefore, the use of these vehicles must embody these same values. YELLOWFISH vehicles are no exception.
This document aims to define and clarify the rules for the management, maintenance, and use of YELLOWFISH vehicles. In addition to including company policies, it incorporates common-sense practices that all employees are likely to apply to their personal vehicles.
The goal of this document is to ensure that YELLOWFISH’s vehicle fleet remains in optimal condition in terms of cleanliness, maintenance, and use, while also implementing preventive measures to minimize repair and maintenance costs.
Since vehicles are vital to YELLOWFISH’s operations, they must be treated with the utmost care by all employees.
YELLOWFISH vehicles are strictly for professional use, and any misuse will not be tolerated.
2. VEHICLE ASSIGNMENT
All vehicles will have a designated manager and several users.
The employee assigned to a vehicle is responsible for ensuring its proper working condition and must report any needs to the fleet manager, including:
A. Inspections
B. Maintenance
C. Tire replacement
D. Repairs
E. Cleaning
F. Other vehicle-related needs
G. The primary user, being the most frequent driver, must assist the fleet manager in monitoring the vehicle’s condition, ensuring constant follow-up.
Although two employees supervise each vehicle, every user must comply with the rules set forth in this document, take care of the vehicles as if they were their own, and report any anomalies detected.
3. VEHICLE EQUIPMENT
All YELLOWFISH vehicles are equipped with the following items:
1. Vehicle registration document
2. Technical inspection certificate (if applicable)
3. Insurance green card
4. Accident report form
5. Fuel card
6. Vehicle checklist
Additionally, vehicles include:
8. Toll device
9. Scale
10. Warning triangle
11. Reflective vest
12. Jack
13. Spare wheel
14. Child safety equipment:
15. Baby seat MB: 2 units; MM: 1 unit; MV: 1 unit; MG: 2 units
16. Carrycot MB: 2 units; MG: 2 units (these vehicles can also accommodate MV, MM)
17. Backless booster MB: 2 units; MM: 1 unit; MV: 1 unit; MG: 2 units
18. Booster with backrest MB: 4 units; MM: 2 units; MV: 1 unit; MG: 2 units
4. VEHICLE ASSIGNMENT
1. Vehicle assignment is the responsibility of the fleet manager or a superior, depending on YELLOWFISH’s needs.
2. Vehicles will be distributed based on availability and operational requirements.
3. When a vehicle is handed over, the driver will receive a checklist containing the vehicle’s inventory and condition (including existing scratches or damages), which must be signed, with one copy kept by the driver. The vehicle must be returned in the same condition.
5. CLEANING
It is essential to keep vehicles clean, as they reflect YELLOWFISH’s image to clients. Therefore:
1. Drivers are responsible for both interior and exterior cleanliness. YELLOWFISH provides an internal washing station for this purpose. Cleaning costs incurred externally will not be reimbursed.
A. Exterior cleaning: Must be done regularly to prevent the buildup of dust, mud, insects, etc.
B. Interior cleaning: Must be done regularly to avoid dirt buildup on mats, seats, windows, dashboards, or trunks. Drivers must ensure no trash is left inside between shifts. Smoking inside vehicles is strictly prohibited.
6. FUEL
YELLOWFISH vehicles are refueled at the company’s partner service stations using a magnetic card.
1. Vehicles must not be left on reserve;
A. Drivers should consider colleagues who may need the vehicle for urgent transfers.
B. Refueling must be done before the tank is empty to avoid impurities entering the fuel filters, which could increase maintenance costs.
2. Each vehicle has a unique fuel card, usable only for that vehicle.
3. In case of loss, malfunction, or damage making the card unusable, the fleet manager must be informed immediately to take the necessary actions.
4. After refueling, the driver must pay at the station using the magnetic card, entering the card’s PIN, the driver’s PIN, and the vehicle’s current mileage.
5. Cash payments for fuel will not be accepted without prior authorization from the fleet manager.
6. The fuel receipt must be handed to the finance department when submitting the driver’s accounts.
7. USE OF THE TOLL DEVICE
Use of highways is part of YELLOWFISH’s daily operations to optimize and improve services in terms of time and comfort for clients. Vehicles are equipped with Via Verde devices, but certain rules must be followed:
1. Misuse of the Via Verde device generates unnecessary costs for YELLOWFISH. In case of misuse, the driver will bear the corresponding cost.
2. The device must be fixed to the vehicle’s windshield.
3. If the driver notices that the device is not working (for example, at a parking entrance), they must inform the fleet manager for replacement.
A. The driver is responsible for paying tolls if the device is faulty and must request a receipt with YELLOWFISH’s tax number (NIF).
B. Payment can be made at a post office or Payshop location.
4. The Via Verde device can be used in parking areas equipped with this system, including:
A. Faro Airport (arrivals only with authorization),
B. Faro Airport “Kiss and Fly”,
C. Lisbon Airport (P2).
8. DRIVER RESPONSIBILITIES REGARDING YELLOWFISH VEHICLES
1. Ensure proper maintenance and correct use of the vehicle.
2. Request vehicle servicing in due time.
3. Before starting the workday, check that the vehicle has all legally required documents.
4. Refuel if necessary.
5. Perform a visual inspection to detect possible damages.
6. Regularly check tire pressure, as incorrect pressure increases fuel consumption and tire wear.
7. Avoid unnecessary gear changes and braking.
8. Use air conditioning moderately to save fuel.
9. Always turn off air conditioning before switching off the engine.
10. Avoid sudden braking and rapid acceleration, as this increases fuel consumption and vehicle wear.
9. DRIVER RESPONSIBILITIES UNDER THE HIGHWAY CODE
1. YELLOWFISH drivers must drive with utmost caution and strictly comply with traffic laws.
2. YELLOWFISH drivers are responsible for any traffic violations.
3. The use of mobile phones while driving YELLOWFISH vehicles is strictly prohibited.
4. All YELLOWFISH vehicles are equipped with a hands-free system, which must be used when necessary.
5. Drivers whose licenses are suspended for medical or legal reasons must immediately inform their direct supervisor.
10. ACCIDENTS
An accident is defined as any incident involving a YELLOWFISH vehicle causing material or bodily damage, either to the driver or third parties.
In case of an accident, the driver must:
A. Call the authorities.
B. Inform the driver support service (who will notify the fleet manager).
C. If clients are involved, immediately call emergency services.
D. Fill out an accident report on-site, collect all relevant information, and do not move the vehicle until authorized by the authorities.
E. Submit the report to the office with all necessary details and diagrams.
F. If the vehicle is immobilized, contact the fleet manager to arrange towing or repairs.
11. BREAKDOWN
In case of breakdown, the driver must:
A. Always inform DRIVER SUPPORT.
B. If the vehicle cannot be driven, it must be immediately taken to the workshop.
C. If the vehicle is still operational, the fleet manager must schedule an inspection and repair.
D. If assistance is needed, the driver must contact the fleet manager to arrange a replacement vehicle.
12. PREVENTIVE MAINTENANCE
Preventive maintenance includes periodic servicing of the vehicle and tire replacement.
A. All vehicles have a sticker on the sun visor indicating the mileage for the next service. The driver must request servicing in advance from the back office (garage).
B. The fleet manager is responsible for scheduling and deciding where the service will be carried out.
C. Tire replacement, puncture repair, and alignment must also be requested by the driver to the back office for later scheduling with Pneurapido or another provider.
13. VEHICLE REQUEST FOR EXTERNAL SERVICE
1. A request for a vehicle for external service must be made in writing to the fleet manager, preferably at least 24 hours in advance. The request must include:
A. Applicant’s identification
B. Date, place, departure and return times
C. Type of vehicle
D. Purpose of use
2. Authorization or refusal of the external service vehicle is the responsibility of the fleet manager.
3. Vehicles provided are for professional use only and cannot be used for personal purposes.
4. The only exceptions concern administrative vehicles.
14. THEFT
In case of theft of a YELLOWFISH vehicle or its contents, the driver must immediately report the incident to the fleet manager by phone, who, if necessary, will request that a police report be filed. a. The theft report to the police must be filed by the driver.
15. DISCIPLINARY RESPONSIBILITIES
The following acts or omissions may constitute disciplinary infractions:
A. Unauthorized use of vehicles between shifts and/or on rest days.
B. Use for personal purposes.
C. Driving under the influence of alcohol, drugs, or psychotropic substances.
D. Failure to report a breakdown or accident.
E. Unjustified abandonment of the vehicle in case of an accident.
F. Misuse of the vehicle.
G. Removal, concealment, or any other action preventing the immediate identification of the vehicle.
