FUNCTIONAL CAR POLICY 2016

1. Policy Scope
This policy is only applicable for all field based managers in sales, distribution
& marketing excluding those based in Corporate Office. This policy will
replace all other existing Policies/Memos related to functional car.
2. Type of car
 Functional managers will be provided with either a reconditioned car (3-4
years old model) commensurate with the present standards of a 1500-cc
reconditioned car (e.g. Toyota Axio G-grade) or a new car at the same price
point of the above mentioned reconditioned car at the time of purchase.
 The above acquisitions will be made keeping in mind key factors such as
manufacturer of the car, safety track record of the models, price of the
car, ease of acquiring, availability of spare parts across Bangladesh etc.

3. Replacement
All new cars will have a defined life of 5 years.In the case of reconditioned
cars, they will have a life of 4 years. After completion of the operational
period, the cars will become eligible for replacement.

All cars will be disposed of as per the Company disposal policy.

4. Usage entitlements
 All cars are meant to be used within the Area/Territory for official
purposes mostly. Managers may however travel outside base area to
attend company meetings, i.e. Regional Meetings with prior authorization
from RSM. Where possible, managers should try and carpool but there
should not be more than 3 managers (excluding the driver) in a car while
travelling to such meeting. Please note, this arrangement is not
mandatory.

 All cars will be attached to a particular Area/Territory, rather than to a

manager. During transfer of a manager, the car will remain in the
assigned Area/Territory and will become the assigned car to the incoming
manager.
 Managers are allowed to use the functional car for personal use up to
3,000 km per annum. Managers can take out the car for his/her personal
use outside of the Area/Territory with prior notification to the RSM.
 All private mileage beyond the entitlement i.e. 3,000 km per annum will
be charged at BDT45/km.
 All travel including private mileage and associated running and maintenance
costs must be recorded in the prescribed logbook supplied by the Company.
Record keeping is elaborated under #7.

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5. Manager’s entitlement for maintaining Private Drivers
 Managers will have to recruit driver to drive the functional cars unless it
is managed centrally by a separate vendor. If the drivers are recruited
individually, then the Company will reimburse the salary of driver and
other related all ounce based on the bill submitted by the managers as
per attached Annexure – 1. Irrespective of recruitment process, all
drivers will have to go through mandatory safe driving training and any
other training prescribed by Road Safety Committee.
Please note, while using the functional car for personal use, managers will be
responsible for taking care of all costs relating to the driver.
 Managers will be entitled to a maximum of BDT 3,000 per month for
maintaining a secured garage for keeping their carina Metro city and a
maximum of BDT 2,000 per month in other locations (segregation in line
with Domestic Travel Policy). The amount will be reimbursed at actual
against the bill submitted for rent up to a maximum limit as mentioned
above.

6. Maintenance
The car will be under full Company maintenance. However the following
maintenance jobs must be pre-approved:
 Engine maintenance/spare parts replacement other than the regular
servicing worth more than BDT 4,000 must require clearance from
General Sales Operations Manager or Functional Head.
 All cars should be maintained according to the car maintenance logbook
and only at Company authorized service centers, as per the attached
Annexure-2. Where Company authorized service center is not available,
the manager will need to consult with the respective RSM for guidance.
 Any replacement of a component should only take place when it is
required.
 All cars should be maintained as per Company Safety checklist. For safety
purpose, If any parts of the car require immediate change, the manager
should urgently seek permission first from the General Sales Operations
Manager and then respective RSM, if General Sales Operations Manager is
not available.

7. Record Keeping
