Transportation For Employees - Employee Transportation

Hi all,

We are a small company and are considering providing vans for employee transportation from various parts of the city. What points should I keep in mind while designing this facility? Are there any rules I have to follow while contracting with a private cab/van company?

Thanks for the inputs in advance.

Ann

Hi,

1. Get the information and status from the van-providing company.
2. Also, have a talk with companies that provide the service.
3. Fix a monthly rate for the same.
4. Obtain the legal papers' photocopies before contracting with them and verify if they are valid.
5. Also, gather the drivers' information; nowadays, it is very important.

These are some points to consider while working on it. You may come up with more ideas during the process.

Hi,

You should chalk out a plan for transportation. Have your boundaries very clear and state that the transport will be available only up to a certain place. Draft a policy on routes, timings, ad-hoc requests, security at night, etc. If there are deductions, mention whether they will be prorated or flat. Set the expectations of all the members right from day one. THERE IS NO MIDDLE PATH IN TRANSPORT. It is either a YES or a NO. There is no room for phrases like "We will work" or "we will try." Track any changes that may increase the cost.

Dear Ann,

Below is a link that can also provide you with some ideas: https://www.citehr.com/97726-transpo...#axzz15BdjYkpK

Please let me know if you need any further assistance.

Thank you.

Hi,

Please call Mr. Prabhudesai at 9881 72 96 59 as he will be able to assist you. He is based in Pune.

Kind regards,
Bharat Ketkar

It is very essential that the vehicles used in transporting employees are:

01. In good roadworthy condition at all times.
02. Registered as commercial vehicles and not in the name of individuals, as these cannot be used commercially under the law and could create problems later on.
03. Place all the operational responsibility on the contractor.
04. Most importantly, keep the contractor satisfied with regular payments, as operational costs impact them. Always remember that the contractor is providing you with a service and not funding your establishment. This is key to success.

Guys,

Can anyone help me with an internal transport policy? I have been working on this for quite some time now and have made a number of drafts. However, my management is expecting me to cover a lot more points in this regard. I'm drawing a blank and not coming up with any new points to add other than those listed below.

Please share any points you may know and have ready with you:

• All vehicles shall display a standard-size sticker of XXXX name and logo. If a vehicle is found without the sticker, we request that you do not board the cab unless authorized by the transport management of XXXXXX.

• All vehicles will be provided with a first aid kit, umbrella, and fire extinguisher.

• Smoking and food consumption in vehicles are strictly prohibited.

• Pickup and drop-offs will be strictly from point to point (home to office and vice versa).

• The permitted speed limit is 40 km per hour in residential areas and 60 km per hour on normal roads and highways.

• Employees are requested not to provide their landline or mobile numbers to any of the drivers.

• Drivers will not wait for more than five minutes at each pick-up point. You are expected to board the car within this time; otherwise, you may need to make your own arrangements for commuting.

• In case of a vehicle breakdown during the commute, a replacement vehicle shall be provided immediately. However, if there is a delay in providing the replacement vehicle, the expenses incurred by the employee for commuting from the breakdown point to their office/residence shall be reimbursed. This clause will not be applicable for employees traveling between 8 pm and 7 am. Between 8 pm and 7 am, employees are requested to wait for and use the transportation provided by XXXXXX.

• All female employees will be picked up from the front of their residence and dropped back in front of their residence.

• Employees are requested not to board the cab if there are any other unknown persons in the cab along with the driver (other than our security personnel).

• Employees should request a cab at least 15 minutes before their log-out time to allow time for organizing a cab for the drop-off.

• Any female employees asked to work beyond 8 pm to meet their deliverables will be entitled to use the cab facility for their drop-off. However, a request for a cab needs to be sent by the line manager to the local travel desk at least four (4) hours in advance.

• Female employees working between 8 pm and 7 am will be provided with an escort guard if they are the first pick-up and last drop.

• Employees should ensure to fill in the trip sheets and sign them after every pick-up and drop.

• Routing and clubbing will be managed by the transportation team of XXXXX, and the details will be shared with all users. Employees are requested to follow the routing accordingly.

• Cab facility will not be provided for employees leaving the office before their working hours.

• If you notice the driver driving recklessly or negligently, please inform us at XXXXXX.

• At the time of drop-off, if there is another employee who stays on the same route and is expected to log out within 15 minutes, the employee will be asked to wait for a maximum of 15 minutes for the other employee, and clubbing will be done accordingly.

• Employees are requested to inform the local travel desk at least a day in advance if they do not require a pick-up/drop-off. Last-minute cancellations will not be encouraged.

• During the commute, if there is a conflict between the driver and any other commuter, employees are requested not to exit the cab. If necessary, please inform us at XXXXXXX.

• If an employee has used the cab facility for pick-up and then decides to go back home on their own, they will need to fill out a form available at the front office/local travel desk.

• In the event of a strike or any unforeseen incidents, clubbing may not necessarily follow the same route, and employees may be required to board the cab earlier than the usual pick-up time.

Thanks a ton in advance.

Sunil

To prepare the Transport Policy and set a route deviation kilometer limit, also rash driving stickers should be fixed on the cab. Helpline and emergency contact number pamphlets need to be fixed on the seat. Emergency switch and GPS unit need to be fixed in each cab by the vendor. For more information, please contact 8483088829.

Hi,

You can also add maps to trace the location where the employee is getting picked/dropped or a biometric kind of software when the employees enter and exit the van. This is mainly for safety reasons.