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SayPro Human Capital Fleet Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP207

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Written by

Neftaly Malatjie

in

Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 11 April 2025
Next Review Date: 11 October 2025

  1. Purpose
    The purpose of this policy is to establish a structured and compliant approach to managing all SayPro vehicles used for official purposes. It ensures safety, accountability, efficiency, and the effective deployment of SayPro fleet assets in alignment with our operational, Human Capital, and community-driven mandates.
  2. Scope
    This policy applies to:
  • All SayPro vehicles (owned, leased, or hired)
  • SayPro Human Capital (employees), Royal Officers, Royal Directors, and Chief Executives
  • All SayPro projects, events, and operations involving transportation
  1. Definitions
  • Fleet: All SayPro motor vehicles used for official duties
  • Driver: Any SayPro Human Capital or authorized personnel operating a SayPro vehicle
  • ROF: Royal Officer of the Fleet
  • CHCO: Chief Human Capital Officer
  1. Governance Structure
    SayPro Fleet Management is overseen by the Royal Director of Logistics and Operations under the guidance of:
  • SayPro Chief Executive Officer (CEO)
  • SayPro Chief Human Capital Officer (CHCO)
  • SayPro Chief Financial Officer (CFO)
  • SayPro Royal Director of Logistics
  • SayPro Royal Officer of the Fleet (ROF)
  1. Roles & Responsibilities
    SayPro CEO:
  • Provides strategic oversight and approves high-level fleet acquisitions and disposals.

SayPro CHCO:

  • Ensures fleet usage aligns with Human Capital deployment and health & safety policies.

SayPro CFO:

  • Authorizes fleet-related expenses and vehicle insurance oversight.

SayPro Royal Director of Logistics:

  • Manages daily fleet logistics and implementation of this policy.

SayPro ROF (Royal Officer of the Fleet):

  • Supervises vehicle assignments, maintenance tracking, fuel card usage, and daily fleet operations.
  1. Fleet Usage Policy
    6.1 Vehicle Assignment
  • Vehicles are assigned based on operational need and availability.
  • Only trained and approved SayPro Human Capital may operate SayPro vehicles.

6.2 Booking and Approval

  • All trips must be booked via the SayPro Vehicle Request Form (SayProF207-01).
  • Travel must be approved by the relevant Royal Director or Deputy Chief.

6.3 Vehicle Use Restrictions

  • No unauthorized passengers.
  • No use for personal errands.
  • No driving under the influence of drugs or alcohol.

6.4 Driver Requirements

  • Valid driver’s license.
  • Fleet driver induction completed.
  • Must complete Daily Vehicle Inspection Checklist before travel.
  1. Maintenance and Inspections
  • ROF is responsible for maintenance logs.
  • All vehicles are serviced every 6,000–10,000 km or every 6 months, whichever comes first.
  • Daily inspection by driver using Vehicle Pre-Trip Checklist (SayProF207-02).
  1. Fuel Management
  • All fuel expenses are recorded using the SayPro Fuel Log Sheet (SayProF207-03).
  • Drivers must use the approved fuel card and note odometer readings.
  1. Incident and Accident Reporting
  • Any accident or incident must be reported within 2 hours using SayPro Incident Report Form (SayProF207-04).
  • A follow-up investigation is coordinated by CHCO and the Royal Director of Logistics.
  1. Fleet Acquisition and Disposal
  • Fleet expansion is approved by the CEO and CFO with business case support.
  • Disposal requires a full vehicle report, including depreciation and service history.
  1. Monitoring and Compliance
  • GPS tracking systems are installed in all vehicles.
  • Random audits by Internal Compliance Team.
  • Disciplinary action for any policy breaches, including misuse or negligence.
  1. Forms and Templates
  • SayPro Vehicle Request Form (SayProF207-01)
  • SayPro Vehicle Pre-Trip Checklist (SayProF207-02)
  • SayPro Fuel Log Sheet (SayProF207-03)
  • SayPro Incident Report Form (SayProF207-04)
  • SayPro Vehicle Disposal Form (SayProF207-05)
  • SayPro Fleet Maintenance Log Template (SayProF207-06)
  1. Review and Amendments
    This policy is subject to periodic review every six (6) months or sooner based on operational changes or audit outcomes.
  2. FAQs

Q: Who can drive SayPro vehicles?
A: Only approved SayPro Human Capital with valid licenses and completed induction.

Q: Can I use the vehicle outside working hours?
A: Only if it has been pre-approved for overnight or after-hours travel by your Royal Director.

Q: What happens if I’m in an accident?
A: Immediately report to the ROF and fill in SayProF207-04. Follow-up includes internal review.

Q: Are SayPro vehicles insured?
A: Yes, all vehicles are fully insured under SayPro’s corporate policy.

Approved by:
Neftaly Malatjie
Chief Executive Officer