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| Office Vehicle Management System |
| PUBLYSHER：admin RELEASE TIME：2025/11/25 PAGE VIEWS：2 |
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1.New car purchase
If each company needs to purchase office vehicles for work purposes, the director of the comprehensive office of the affiliated company shall submit a "Car Purchase Application Form", stating the type, brand, model, style, price and other information of the car purchase. After approval by the general manager of the affiliated company, the director of human resources and administration of the group, the deputy general manager in charge of the group, and the chairman of the group, the comprehensive office shall proceed with the purchase.
2. Vehicle insurance
2.1 The company's office vehicles must be covered by motor vehicle compulsory insurance and commercial insurance, with commercial insurance items including: all three, driver and passenger, vehicle damage, and no deductible. Fill out the "Vehicle Insurance Application Form" by the General Office and submit it to the General Manager of the affiliated company for approval.
2.2 When an office vehicle is involved in an accident, it must be reported to the insurance company in a timely manner for processing before the vehicle can be driven away. If the accident is not reported in a timely manner and the vehicle maintenance costs are incurred, the driver shall bear them themselves.
2.3 If a traffic accident occurs while the vehicle is in motion, the driver must first report to the director of the comprehensive office; And determine the degree of responsibility based on the priority of accident liability. The responsibility for traffic accidents shall be defined according to the responsibility of the traffic police brigade:
2.3.1 For traffic accidents that do not involve personal injury or death, the main responsible party shall bear 40% of the difference, and the driver shall bear 60%, in addition to compensation from the insurance company; The person who bears secondary responsibility, in addition to being compensated by the insurance company, will have the company bear 80% of the difference and the driver bear 20%.
2.3.2 In the event of a traffic accident resulting in casualties, based on the understanding and investigation of the accident by the comprehensive office, and taking into account the opinions of the traffic police department, a handling plan shall be proposed and submitted to the deputy general manager in charge for review. After approval by the general manager of the affiliated company, the plan shall be implemented.
2.3.3 Accidents and incidents caused by uncontrollable factors shall be handled at the discretion of the affiliated company.
3. Vehicle decoration
3.1 The decoration standard for newly purchased office vehicles shall not exceed 1% of the vehicle purchase price.
3.2 If the vehicle decoration exceeds the above standards, the excess part cannot be reimbursed in the company's finance department, and the company's existing vehicles cannot add decorative items.
When the service life of vehicle decorative items reaches three years, the vehicle management personnel of the comprehensive office will conduct an appraisal and decide whether to continue using them.
3.4 The vehicle management personnel of the company's comprehensive office should promptly store seasonal items (tires, seat cushions, etc.) and register the "Vehicle Item Storage Registration Form".
4. Vehicle registration
After the purchase of a new car, the comprehensive office is responsible for handling the registration procedures for office vehicles and establishing vehicle records.
4.2 The transfer and change procedures for office vehicles credited to each company shall be handled by the comprehensive office.
4.3 After signing the "Vehicle Offset Agreement", the comprehensive office shall handle the transfer and change procedures for the office vehicles that have been offset, and update the vehicle files.
5. Vehicle annual inspection
The comprehensive office is responsible for conducting annual inspections on office vehicles of each company one month before the expiration of the inspection period. If there is a traffic violation during the annual inspection of the vehicle, the driver shall handle the violation themselves and bear the cost.
6. Vehicle file management
6.1 The physical archives of office vehicles of each company shall be established and preserved by the Comprehensive Office.
6.2 Archival management content: copies of purchase invoices, vehicle purchase tax payment certificates, motor vehicle registration certificates, driving licenses, original and duplicate copies of vehicle insurance policies, and spare keys.
6.3 In addition to establishing physical archives, an electronic version of the "Vehicle Archives Statistics Table" should be established, which includes information such as license plate number, vehicle model, vehicle registration, using department, driver name, engine number, chassis number, inspection date, insurance expiration date, etc.
6.4 Each company's comprehensive office shall update the electronic version of the vehicle file before April 1st each year and report it to the Group's Human Resources and Administration Department for filing.
7. Vehicle usage
7.1 The General Office is responsible for the unified scheduling and use of the company's office vehicles, and timely keeping records of their use.
7.2 If employees need to use vehicles for business trips (including temporary business trips), they should be dispatched by the comprehensive office. The user should fill out the "Vehicle Use Application Form" one day in advance (two days in advance outside the company's location), and the department manager and deputy general manager in charge should approve it and pass it on to the vehicle management personnel in the comprehensive office for approval. They will arrange the vehicles according to the order of vehicle use application and the urgency of handling matters. The driver must see the "Vehicle Use Application Form" approved by the vehicle management personnel before driving. If the driver drives privately, once discovered, it will be treated as absence of the driver.
7.3 Each vehicle shall be equipped with a "Vehicle Travel Record Form", and the driver shall check whether the vehicle odometer matches the record of the previous use on the record form before use. Record the mileage, time, location, purpose, etc. after use. The comprehensive office collects and verifies at the end of each month.
7.4 When the public office vehicles of the group and its affiliated companies are required for work and involve the allocation and use of vehicle resources, the using company shall bear the vehicle fuel costs, tolls, vehicle maintenance costs for the mileage traveled, driver meal expenses, etc. on its own.
7.5 Company vehicles are generally not allowed to be borrowed or handed over to non company drivers or unlicensed personnel for operation. Temporary borrowing due to work needs should be approved by the general manager of the affiliated company. Long term borrowing should be approved by the chairman of the group.
7.6 The company's borrowed vehicles must go through the comprehensive office, which tracks the vehicle's annual inspection, insurance, and other related matters.
8. Vehicle usage fee management
8.1 Office vehicle parking fees, tolls, and driver meal expenses can be reimbursed according to normal procedures. After the cost is incurred, the driver should indicate the reason for the occurrence, the driver's name, and have the vehicle owner sign and confirm within 24 hours.
8.2 Fuel Cost Management
8.2.1 Each office vehicle is equipped with a fuel card, which is processed uniformly by the comprehensive office. The first deposit is 1000 yuan, and the card balance is renewed when it is less than 100 yuan.
8.2.2 Vehicles must use a fuel card for refueling. If it is not possible to use the fuel card for refueling due to special circumstances when traveling on official business, cash can be used for refueling. When reimbursing the refueling expenses, the fuel ticket must be signed by the driver.
8.2.3 After each refueling of the vehicle, the driver should indicate the driver's name, mileage during refueling, and other information on the refueling receipt. Every Monday, the vehicle management personnel collect fuel tickets and register them in the "Vehicle Fuel Statistics Table". They check the fuel consumption per 100 kilometers, and if any abnormal driver is found, they should explain the reason. If the reason cannot be explained, a fine of 50 yuan will be imposed, and the fine will be deducted from the driver's monthly salary.
8.3 Management of Maintenance and Care Costs
8.3.1 The comprehensive office handles the car wash card, and the driver drives the office vehicle to the designated location for cleaning.
8.3.2 During the warranty period of newly purchased vehicles, vehicle maintenance shall be carried out at the 4S dealership of the vehicle. For vehicles priced over 400000 yuan (including 400000 yuan), maintenance shall be carried out at the 4S dealership. For vehicles priced under 400000 yuan, maintenance shall be carried out at the designated repair shop of the company.
8.3.3 Vehicle maintenance and repair must be completed by the driver through the "Vehicle Maintenance Application Form", which must be approved by the Director of the Comprehensive Office before the loan procedures can be processed at the finance department.
9. Other management
9.1 Each company's comprehensive office shall conduct a monthly vehicle condition inspection of its office vehicles, fill out the "Monthly Vehicle Condition Inspection Form", and report the vehicle condition to the driver. On the 30th of each month, the office vehicles shall be checked for violations, and the driver shall be ordered to complete the investigation within one week, with the cost borne by the driver.
9.2 The internal allocation of office vehicles by each company must be approved by the Group's Human Resources and Administration Department before it can be carried out. During the handover, both parties shall inspect the appearance, working conditions, procedures and licenses, traffic violations and tools of the vehicles, and fill out the "Vehicle Handover Form". After both parties sign and confirm, the handover can be carried out. If any vehicle damage, malfunction or traffic violation is found, it shall be handed over by the person who delivers the vehicle
The handover can only be made after the resolution is completed.
10. Car rental management
10.1 If the existing office vehicles cannot meet the work needs, it is generally not recommended to purchase new office vehicles. Third party platforms can be used to provide services, such as online car rental services.
10.2 The General Office shall determine the online car rental service platform before March 1st each year and send the information of the suppliers providing car rental services to each department.
10.3 If each department needs car rental services due to business needs, the using department shall submit a "Car Rental Application Form", which can only be executed after being reviewed by the department head and approved by the deputy general manager in charge.
11. Driver management
11.1 Professional Ethics of Drivers
11.1 Drivers must thoroughly clean their vehicles daily to maintain their hygiene. The specific standards are as follows:
Car glass is clean and bright.
The body, roof, bumper, tires, and license plates are clean and free of stains.
Arrange the facilities and items in the car neatly (including the trunk), and keep the car clean and odorless.
The dashboard, seat covers, and floor mats are clean and tidy.
All parts of the engine are clean and tidy, without any stains.
11.1.2 Before the vehicle departs, the driver should check whether the relevant certificates and licenses are complete, strictly abide by traffic safety regulations, drive in a civilized manner, and prohibit smoking and making phone calls while driving to avoid violations and traffic accidents.
11.1.3 Drivers who complete the driving task should immediately return to the company and wait for rest at the designated location. They can read books, exchange driving experience and rest, and are not allowed to play or make loud noises.
11.1.4 Drivers should maintain personal cleanliness and hygiene, and dress appropriately. Do not leave long hair or nails, use polite language, avoid profanity or rude language, and maintain smooth communication at all times.
11.1.5 Arrive on time without being late or leaving early, and pick up and drop off leaders or guests on time (with at least five minutes of advance time).
11.1.6 When on business trips, it is necessary to work and rest on time to ensure driving safety. In the event of an accident, it should be reported to the director of the company's comprehensive office in a timely manner, and concealment or false reporting are not allowed.
11.1.7 When waiting for staff or leaders, drivers should try to avoid idling in the car to reduce unnecessary fuel consumption and vehicle wear and tear. They can enter the corresponding unit's reception room, hotel lobby, and other places to wait.
11.2 Driver related regulations
11.2.1 Except for the Chairman, President, Vice President of the Group, General Managers of each company, and administrative office vehicles equipped with drivers, all personnel of the Group and its affiliated companies shall not be equipped with full-time drivers.
11.2.2 When the management team of the group headquarters and the management team of each company travel long distances (over 200 kilometers one-way), the company driver must drive the vehicle.
11.2.3 When the company's office vehicles have no driving tasks before 9:00 pm or on holidays, they should be parked in front of the company's office building. After the parking inspection is successful, the "Company Parking Record Form" should be filled out and the car keys should be handed over to the security guard (front desk receptionist) for safekeeping. If the vehicle cannot return to the company after 9:00 pm or has other legitimate reasons, approval from the vehicle leader or the director of the comprehensive office must be obtained before driving home. The next day, the "Vehicle Abnormal Parking Record Form" should be filled out at the comprehensive office and signed and confirmed by the approving leader.
11.2.4 When the company leader is on a business trip, the driver should park the vehicle in front of the company building or at a location designated by the leader, fill out the "Company Parking Record Form", and hand over the key to the vehicle management personnel in the comprehensive office.
11.2.5 In the following situations, the driver shall bear the relevant expenses themselves:
Driving without a license and being fined;
Unauthorized driving or changing of driving route resulting in accidents;
Violating traffic regulations and causing accidents;
Those who violate traffic regulations and are fined;
Violating operating procedures and overloading vehicles, resulting in losses;
Failure to park the vehicle at the designated location of the company or drive the vehicle home, resulting in theft, damage, and other situations.
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