OPERATIONAL INTEGRITY
MANAGEMENT SYSTEM
TRANSPORTATION SAFETY
GLOBAL GROUP MINIMUM STANDARD OI-L2-319
Revision: 00
Issue Date: 01 September 2012
Review Date: 01 September 2015
Author: J. Daggs
Approver: B. Dunagan
REVISION RECORD
Revision: Date: Changes Since Last Issue:
00 09/2012 (Initial issue)
© SGS Group Management SA - 2012 - All rights reserved - SGS is a registered trademark of SGS Group Management SA
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the OIMS database.
TRANSPORTATION SAFETY
OI-L2-319 REV. 00 09/2012
PAGE 2 OF 8
PURPOSE
Group minimum standard to assure SGS personnel operate vehicles in accordance with all SGS Group
requirements and all federal and local motor vehicle operation statutes/laws in a manner as to prevent accidents,
injuries and/or property damage.
The requirements stated below fully meet Group minimum standards and expectations. All SGS Operations and
Functions shall comply with this Group Minimum Standard and ensure that it is fully implemented within the
corresponding local Level 3 Procedure.
WHO IS THIS FOR?
Managers/Supervisors, Operational Integrity personnel, or any employee conducting an OIMS gap analysis.
WHAT SITUATIONS ARE/ARE NOT COVERED?
This document shall apply to:
All personnel, including employees, clients, and contractors, on SGS locations or locations operated by SGS
whose duties require them to operate company owned, leased, or rented vehicles.
All personnel, including employees, clients, and contractors, on SGS locations or locations operated by SGS
whose duties require them to operate personal vehicles on SGS business.
Operation of SGS vehicles or the operation of personal vehicles while on company business in various
circumstances as designated throughout the document.
This document shall not apply to:
Client employees operating vehicles on their own sites.
NOTE: Mandatory elements are in orange sections.
GROUP MINIMUM REQUIREMENTS
1. ACCOUNTABILITIES
All applicable personnel shall be held accountable for complying with SGS Group and local legal
requirements.
Manager/Supervisor shall:
Be responsible for ensuring that this document is implemented and adhered to.
Take appropriate actions when an employee is found to be a ‘High Risk Driver’ as defined in the
section of this programme entitled ‘Driver Selection’.
Provide driver training either internally or through external means for high risk drivers.
Lead the development and ongoing improvement of the travel management process by ensuring
an adequate travel management process, appropriate for the local operation, is implemented and
followed.
Authorise the need for the travel.
Appoint a Travel Manager as appropriate and allocate adequate resources. The Travel Manager:
shall plan, initiate, monitor, closeout and analyse high risk journeys, including coordinating activities
until the vehicle, driver and passengers reach their destination; shall ensure vehicles are in good
operating condition; shall initiate a investigation in the event of vehicle accident, man lost or other
emergency situations.
Operational Integrity shall:
Develop, disseminate, and make updates to the Travel Management Programme as necessary.
Provide assistance necessary to implement and maintain the programme and provide road safety
orientation (induction) material for employees, contractors and third party carriers, as required.
Establish measurement objectives to ensure compliance with the programme.
© SGS Group Management SA - 2012 - All rights reserved - SGS is a registered trademark of SGS Group Management SA
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the OIMS database.
TRANSPORTATION SAFETY
OI-L2-319 REV. 00 09/2012
PAGE 3 OF 8
Provide Group-wide oversight of the programme through the collection, review and correlation of
data from: all required vehicle maintenance and inspection reports; all Motor Vehicle Claim/Loss
Reports; and all expenditure reports (fuel consumption, tooling/rigging, etc.) and invoicing.
Conduct Motor Vehicle Record (MVR) inquiries as required, review motor vehicle accident reports,
and maintain appropriate records.
Issue periodic reports of losses for Business Operation’s review.
Employees and Contractors shall:
Follow the requirements of the Transportation Safety Procedure and all related procedures as
specified.
Drivers Operating Company Vehicles:
o Operate all company owned, leased, rented or personal vehicles utilised for company business
in accordance with the section of this programme entitled ‘Driver Safety Regulations’.
o Ensure all time sensitive registration, inspection, and insurance is in effect, as applicable.
o Maintain a valid driver's license and minimum insurance requirements on personal vehicles
used for company business and also maintain assigned vehicles according to established
maintenance standards.
Travel Management Drivers:
o Prepare travel management plans as necessary in conjunction with the Travel Manager and is
accountable to carry out plans as agreed and issued on the travel plan.
o Ensure safety of passengers, load and vehicle until the destination point is reached.
o Maintain appropriate contact with the Travel Manager for high risk travels and report to the
Travel Manager upon arrival at destination or in the case of emergency.
o Complete a pre-travel vehicle inspection for travels as applicable, ensure the vehicle is in good
operating condition, and report vehicle defects and faults to the Travel Manager.
2. DEFINITIONS
Driver or Operator - Any full time, temporary, casual or contract employee who operates a
company vehicle or who receives a vehicle allowance or stipend for use of a personal vehicle on
company business.
Company Vehicle - A vehicle owned, leased or rented by SGS or by a third party on behalf of
SGS.
GVW - Gross Vehicle Weight - The weight of the motor vehicle and any load thereon.
Light Vehicle - Vehicle with GVW rating of 4536 kilograms (10,000 pounds) or less (i.e. cars, pick-
up trucks, vans).
Heavy Vehicle - Vehicle with a GVW of greater than 4536 kilograms (10,000 pounds).
MVR - Motor Vehicle Record - The report of the driving status and history of a driver generated
from the driver record and provided to users, such as, drivers or employers. The MVR is subject to
provisions of federal or local law.
Travel Management Driver - Any driver required to operate a vehicle in a high risk situation.
TMP - Travel Management Plan - Agreed plan between Travel Manager and Travel Management
Driver for situations requiring certain medium risk and all high risk travel.
Travel Manager - Manager/Supervisor or their designee whom is responsible for oversight of any
Travel Management Plan.
3. VEHICLE USE
Company Owned Vehicles
Passenger Vehicles
o Employees authorised by their supervisors will be permitted to operate a passenger vehicle.
© SGS Group Management SA - 2012 - All rights reserved - SGS is a registered trademark of SGS Group Management SA
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the OIMS database.
TRANSPORTATION SAFETY
OI-L2-319 REV. 00 09/2012
PAGE 4 OF 8
o When the vehicle is driven for personal use, only authorised drivers shall be permitted to
operate the vehicle.
NOTE: Authorised drivers shall possess a valid driver’s license; participate in a risk-based
driver assessment and training programme; and their name must be listed on an authorising
driver roster signed by the local Managing Director.
Commercial Vans and Trucks
o Employees with appropriate commercial driver's license (if required), and authorisation from
their supervisor will be permitted to operate the vehicle.
Vehicle Allowance Drivers
Employees who drive their personal vehicles on company business are subject to the requirements of
this programme including:
Maintain current vehicle registration and inspections where required.
Maintain vehicle in a safe operating condition.
Provide vehicle insurance without any ‘business use’ exclusions (and be prepared to provide
evidence to Operational Integrity (OI) Representative).
Acceptable MVR.
Maintain a valid driver’s license.
Personal Vehicle on Company Business
Employees who drive their personal vehicles on company business are subject to the requirements of
this programme including:
Maintain current vehicle registration and inspections where required.
Maintain personal vehicle(s) in a safe operating condition when driven on company business.
Proof of insurance (copy of declaration page), having no ‘business use’ exclusions, will be sent to
the OI Representative, upon request.
Acceptable Motor Vehicle Report (MVR).
Maintain a valid driver’s license.
Contractors and Temporary Employees
For purposes of this programme only, contractors and temporary employees working through a
personnel/temporary agency will be treated as company employees and will comply with the
requirements of this programme. Failure to meet all requirements will result in the immediate loss of
driving privileges.
4. DRIVER QUALIFICATION
The following criteria shall be used to identify high risk drivers. A driver is unacceptable if the driver's
accident/violation history in the past 3 years includes one or more of the following convictions: (1)
Driving under the influence of alcohol or drugs (2) Failure to report an accident (3) Operating a vehicle
during a period of suspension or revocation (4) Using a motor vehicle for the commission of a criminal
offense (5) Operating a motor vehicle without the owner's authority (6) Permitting an unlicensed person
to drive (7) Reckless driving (8) Two preventable accidents in a 12 month period.
Drivers who are identified as high risk or in violation shall be subject to several actions from
management including, but not limited to:
Driver may be required to attend a Defensive Driving, Safe Driving, or Hands On driver training
course on their own time and expense.
Driver may not drive on company business.
Driver may have their company driving privileges suspended or revoked.
© SGS Group Management SA - 2012 - All rights reserved - SGS is a registered trademark of SGS Group Management SA
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the OIMS database.
TRANSPORTATION SAFETY
OI-L2-319 REV. 00 09/2012
PAGE 5 OF 8
5. EMPLOYEE ACCIDENT REPORTING
Employees involved in accidents will take the following actions:
Check all persons involved for injury and immediately notify local authorities (police and emergency
medical services as necessary) and then notify their direct manager/supervisor.
Take photographs before any vehicles are moved.
Secure the names and addresses of drivers and occupants of any vehicles involved, their
operator's license numbers, insurance company names and policy numbers, as well as the names
and addresses of injured persons and witnesses.
When there is theft of or damage to your vehicle only:
o Immediately notify Manager/Supervisor.
o Take photographs of the damage before any movement of the vehicle.
6. VEHICLE INSPECTION
The employee responsible for the vehicle will inspect the vehicle monthly (see OI-L4-319-01 Monthly
Vehicle Inspection Form) and forward the report to their Manager/Supervisor. Safety issues must be
addressed immediately and before any use of the vehicle. More frequent inspections and reports may
be required based on heavy use.
7. DRIVER/PASSENGER SAFETY REQUIREMENTS
Safety Belts
Wearing seat belts includes safety belts in (rental) cars, taxis, (mini) buses, trucks, cranes and forklift
trucks, and involves persons in moving vehicles when engaged in company business. The driver and
all occupants are required to wear safety belts when the vehicle is in operation or while riding in a
vehicle.
Motorcycle Helmets and High Visibility/Reflective Clothing
Manager/Supervisors shall: provide motorcycle helmets meeting design requirements to all SGS
employees who ride motorcycles for work-related activities; provide high visibility reflective clothing
to all SGS employees who ride motorcycles for work-related activities; and ensure personnel
understand the requirement to wear both the motorcycle helmet and the high visibility reflective
clothing while riding a motorcycle on company business.
Employees shall wear a motorcycle helmet meeting design requirements and high
visibility/reflective clothing while riding a motorcycle.
Employees shall ensure passengers riding with them on a motorcycle wear a motorcycle helmet
meeting design requirements and high visibility/reflective clothing.
Impaired Driving
The driver must not operate a vehicle at any time when his/her ability to do so is impaired, affected, or
influenced by alcohol, illegal drugs, prescribed or over-the-counter medication, illness, fatigue or injury.
Inform your Supervisor if you are taking medicine that may have an effect on your performance.
Traffic Laws
Drivers must: abide by the applicable motor vehicle laws and regulations. Passengers shall intervene if
a driver is exceeding the maximum allowable speed.
Traffic Violations
Drivers are required to report any and all incidents for traffic related violations to their
Manager/Supervisor and the OI Representative immediately.
Vehicle Condition
© SGS Group Management SA - 2012 - All rights reserved - SGS is a registered trademark of SGS Group Management SA
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the OIMS database.
TRANSPORTATION SAFETY
OI-L2-319 REV. 00 09/2012
PAGE 6 OF 8
Air bags must not be deactivated in company vehicles. Drivers of daily rentals shall check for obvious
defects before leaving the rental office/lot and, if necessary, request another vehicle.
Cellular Telephones, Handheld Devices, and Pagers
Drivers shall not use a mobile phone without a hands-free device, send or read a text message
while driving a vehicle.
To use cellular telephones in the vehicle, external speaker and microphone must be included to
allow hands-free operation.
Personnel are prohibited from using any in-ear headset in both ears. Over-ear headsets are
prohibited.
Passengers shall intervene if a driver is using a phone without a hands-free device or texting in a
moving vehicle.
General Transportation Safety Requirements
Employees are not permitted to transport flammable liquids or gases unless an approved container
is used, and only then according to SGS requirements as well as regulatory agency requirements
for their location.
Company vehicles shall carry fire extinguishers, first aid kits, warning triangles, and current Safety
Data Sheets of the chemicals they are carrying.
Vehicle glass shall remain clean and free of stickers (unless authorised). Cracks that obscure
vision or compromise the safety or integrity of the glass shall be repaired.
Follow the manufacturer’s instructions when elevating a vehicle and never crawl under a vehicle
raised by a bumper jack or any other kind of support that could fail.
Vehicles shall not be run or operated in enclosed areas without proper ventilation.
Lighted matches or sparks of any kind shall be kept away from the top of an open battery during
service or inspection.
8. TRAVEL MANAGEMENT REQUIREMENTS
Each facility or operation shall assess their activities and implement a travel management process
consistent with the level of risk. Travels assessed as high risk, require management approval and a
Travel Management Plan (TMP).
Travel Risk Levels
Medium Risk
o Driving a heavy vehicle.
o Driving more than 4 hours but less than 8 hours in any vehicle within a 24 hour period.
o The employee has been on duty for more than 12 hours but less than 16 hours.
o Transporting hazardous materials.
o Driving in fair (i.e., light rain) weather conditions.
o Traveling in a moderate risk environment (consider driving culture, crime, road conditions,
etc.).
NOTE: A combination of 3 or more of these items and/or a high accident environment in a
particular area may indicate that the risk is high, which would require the high risk TMP.
High Risk
o Driving more than 8 hours in any vehicle within a 24 hour period.
o Employee has been on duty for more than 16 hours.
o Driving in high risk areas where the potential for kidnapping, hijacking (personnel or
equipment) or personal attacks exist.
o Driving where roads are poor or non-existent, snow, ice, desert, etc.
o Driving where inclement weather is likely or extreme climate conditions exist.
Travel Management Process and TMP Requirements
© SGS Group Management SA - 2012 - All rights reserved - SGS is a registered trademark of SGS Group Management SA
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the OIMS database.
TRANSPORTATION SAFETY
OI-L2-319 REV. 00 09/2012
PAGE 7 OF 8
For high risk travels, the driver and the Travel Manager shall additionally prepare a documented
TMP to fully manage the travel to completion, see OI-L4-319-02 Travel Management Plan.
o The driver is required to maintain a copy of the TMP throughout the travel.
o The Travel Manager must approve any deviations except for life threatening emergencies.
o Both the Travel Manager or designee and the driver sign the TMP and the driver receives a
copy prior to the start of the travel (if the driver is not available at the location, all reasonable
efforts shall be made to provide a hard copy to the driver).
Travel Precautions
Appropriate precautions shall be taken with all travels. Special consideration shall be given for night
driving, which shall be avoided if possible on roads that are not well lit and maintained.
Manage Fatigue
Shift length and travel are to be managed with the Travel Management Plan and in accordance
with requirements as stated in OI-L2-322 Fatigue Management.
Supervisors shall: review the TMP submitted by employees and agree on a driving and rest
schedule for trips of more than eight hours; provide a TMP where a security assessment or local
risk assessment identifies such a control to be necessary.
Travel Management Drivers shall: check whether a TMP is required, before beginning travel;
discuss the TMP with supervisor (or delegated authorised person); ensure the TMP is understood
before travelling; comply with the duty, driving and rest hours specified in the TMP; follow the route
specified in the TMP; and report any change from the Plan that occurred during travels.
When driving, 15-minute rest breaks are required after every 2- hours up to 4 hours of driving time.
Beyond 4-hours of drive time, rest breaks of 30 minutes are required.
Rest Journey Time=Drive
Drive time
(minutes) Time+Break
0-2 hrs 15 2:15
>2 ≤4 hrs 15 4:30
>4 ≤6 hrs 30 7:00
>6 ≤8 hrs 30 9:00
>8 ≤10 hrs 30 12 :00
>10 ≤12 hrs 14 :00
9. TRAINING REQUIREMENTS
Training shall be managed and conducted as required by the Group Minimum Standard, OI-L2-112
Employee Training, Competency, and Certification.
10. RECORD RETENTION
Records shall be managed and retained as required by the Group Minimum Standard, OI-L2-715
Records Management.
__________________________________________________________________________________________
** End of Document **
© SGS Group Management SA - 2012 - All rights reserved - SGS is a registered trademark of SGS Group Management SA
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the OIMS database.
TRANSPORTATION SAFETY
OI-L2-319 REV. 00 09/2012
PAGE 8 OF 8
Controlled printed copies carry authorised signature here.........................................................
__________________________________________________________________________________________
© SGS Group Management SA - 2012 - All rights reserved - SGS is a registered trademark of SGS Group Management SA
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the OIMS database.
