0. Document Control

Version	Date	Change Description	Author	Approver
v1.0	TBD	Initial release (Unified SOP; aligned to Credit Policy presentation style)	Fleet Coordinator	HR Mgr · Fleet Mgr · Finance Mgr · GM

Document Ownership: Fleet Department is the process owner. Any changes require Fleet Manager review and GM approval.

1. Purpose

Define end‑to‑end procedures to allocate, operate, maintain, and retire ADRC vehicles safely and efficiently, with clear roles, controls, and evidence standards.

2. Scope

Applies to all company‑owned vehicles (sales cars, admin cars, vans, trucks, forklifts, diesel drums) across all locations.

3. Definitions & Abbreviations

Fleet Coordinator: Day‑to‑day fleet operations focal point.
PRO: Public Relations Officer – government/traffic interactions.
Mulkiya: Vehicle registration card and status.
Smart Tag: ADNOC RFID fueling tag.
EM: SAP Equipment Maintenance module (assets as equipment).
MR: Material Request (spare‑parts procurement request).

4. Roles & Responsibilities (RACI)

Activity	Driver / Sales	Fleet Coord.	HR	Finance	Proc.	PRO	Fleet Mgr	HR Mgr	Fin. Mgr	GM
Vehicle allocation & handover	I	R	A	I	I	I	C	A	I	I
Traffic fines handling	R/A	C	A	R (deduction)	I	C	I	A	C	I
Oil change / preventive maintenance	R	A	I	I	I	I	A	I	I	I
Job card & repairs	I	R	I	I	A	I	A	I	I	I
Spare parts MR & re‑order levels	I	R	I	I	A	I	C	I	I	I
Fuel portals (ENOC/ADNOC)	I	R	I	I	I	I	A	I	I	I
Route changes	I	R	I	I	I	I	A	I	I	I
Vehicle removal / scrapping	I	R	I	R (assets)	A	R (govt)	A	I	A	A

5. KPIs & Controls

Oil Overdue Rate: ≤ 0% vehicles with overdue oil change (monthly sample checks).
Fines Acknowledgement: 100% employee acknowledgement before deduction/payment.
Fuel Limit Breaches: 0 unauthorized limit increases.
Evidence Quality: 100% cases with receipts/forms named per standard.

6. Evidence & Documentation Standards

Use naming: [Plate]_[DocType]_[YYYYMMDD]_[Ref] (e.g., 12345-Fines_Receipt_20250903_Ref123).
Store in fleet drive; retain 7 years. Attach to SAP incident/EM equipment when applicable.
Accepted proofs: portal screenshots, receipts, signed forms, photos with timestamps, police refs.

7. Systems & Data

Vehicles are created as Equipment in SAP EM; for retirement set Deletion Flag.
Where processes run outside SAP (fuel portals, fines), create a basic incident record to attach evidence if needed.

8. Operating Procedures

8.1 Vehicle Allocation & Handover

Trigger: New hire, replacement, or department request. Output: Signed vehicle handover form.

Request raised by department; approved by Department Head.
HR validates and coordinates with Fleet Coordinator.
Fleet prepares vehicle and Vehicle Details Form (checklist + handover).
Employee signs handover & accepts responsibilities.

System: Out of SAP scope; optional incident for attachments. Approver: HR Manager.

8.2 Traffic Fines & Penalties

Principle: Fines are employee liability unless an approved exception exists.

Daily monitoring: Fleet checks govt portal; PRO receives SMS alerts.
Notify driver: Phone/WhatsApp/email; obtain written acknowledgement.
Payment: Employee pays within SLA; exception requires prior approvals (Fleet Coord., HR Mgr, Fin. Mgr, GM).
Deduction: Signed knowledge/acknowledgement + receipt → Finance (Senior Accountant) for payroll deduction.
Petty Cash Reimbursement: If company paid, petty cash reimbursed against receipt & approvals.

Evidence: portal proof + receipt + signed form. System: outside SAP (record incident if needed).

8.3 Oil Change (Preventive Maintenance)

Issue sticker at handover (date, current km, next km, filter note).
Driver brings vehicle when due; Fleet performs change.
Fleet performs random premise checks; overdue = non‑compliance.

SAP: create PM plan & measuring documents (km readings).

8.4 Job Card (Major Issues)

Vehicle to workshop; Job Card opened (Job No., dates IN/OUT, defect, work done, parts, cost).
Close after QA; attach vendor invoices/part refs.

8.5 Material Request – Spare Parts

Fleet raises MR with part no/qty/needed‑by; Procurement sources/approves.
Maintain critical stock list & re‑order levels for fast‑moving parts.

8.6 Critical Level / Re‑order

Define min/max per part; monthly review; spot‑check store counts.

8.7 Diesel – ENOC Portal (New/Inclusion/Exclusion)

Request inclusion of truck/drum/forklift in ENOC portal; maintain asset & plate mapping.
For exclusion, disable access immediately upon asset retirement/transfer.

8.8 Diesel – Monthly Consumption Invoice

Reconcile ENOC invoice vs. logs; investigate variances; post to cost centers.

8.9 Route Planning Changes

On addition/deletion/change of salesman or route, update fleet allocation and access (fuel portals).
Keep audit trail of who/when changed.

8.10 Petrol – ADNOC Portal (New Car Inclusion)

Submit request; install Smart Tag; confirm activation before use.

8.11 Petrol – ADNOC Portal (Car Exclusion)

Submit exclusion; effective once portal shows disabled; collect/void Smart Tag.

8.12 Petrol – Smart Tag Replacement

Raise inspection; choose location/time; if damaged, ADNOC replaces; then reactivate.

8.13 Fuel Limit Increase

Employee requests with business justification; HOD approves; Senior Accountant notified.
Temporary increases carry expiry date; revert automatically.

8.14 Vehicle Removal from Fleet

Risk: No fuel or usage must occur after removal decision. Disable fuel portal access immediately.

Assessment: Fleet identifies uneconomical vehicles; compile pack (maintenance cost letter, quotes, comparison, scrap request signed).
Finance check: Submit pack to Finance for verification.
Approvals: Fleet Mgr → Finance Mgr → GM (owner not required).
Cancelations: Remove ADNOC Smart Tag (keep proof), PRO cancels Mulkiya & insurance.
Assets: Finance raises fixed‑asset retirement; set deletion flag in SAP EM.
Disposal: Tow to scrap yard (Al Ain) with gate pass.

8.15 Scrapping Old Vehicles

Fleet notifies Finance Mgr (cc: Sales Dir, Purchase Mgr, PRO, HR Mgr); gather vendor quotes + comparison.
Procurement validates vendors and coordinates final selection.
Approvals: Purchase Mgr → Finance Mgr → GM; complete within 3 months of approval.

8.16 Purchase Request – Vehicle Spare Parts

Raise PR with complete specs; Procurement issues PO; receiving & posting as per policy.

9. Exceptions & Deviations

Any deviation requires Fleet Manager approval and GM notification. Emergency actions allowed to protect assets; record rationale and evidence within 24 hours.

10. Governance & Alignment

This SOP is subordinate to HR Policies (custody & payroll), Finance Policies (payments & asset accounting), and Procurement Policy (sourcing & vendor controls). Where ambiguity exists, escalate to Fleet Manager and GM for direction.

Annexes

Annex A – Vehicle Handover Form

Field	Details
Employee / Dept
Vehicle (Plate/Model)
Checklist	Registration, insurance, tools, safety kit, fuel tag
Signatures	Employee · Fleet Coord. · HR

Annex B – Job Card Template

Job No.	Reg No.	IN/OUT	Defect	Work Done	Parts	Cost	Sign
One card per job; attach invoices.

Annex C – Fine Acknowledgement & Deduction

Driver	Fine Ref	Amount	Date	Reason	Signature
Attach receipt & portal screenshot.

Annex D – ENOC / ADNOC Portal Request

Inclusion/Exclusion/Smart Tag replacement
Plate · Asset · Dept · Justification · Approver

Annex E – Scrap Conversion Request

Vehicle	Reason	Quotes	Comparison	Approvals
Attach cost letter & vendor analysis.

Annex F – Fuel Limit Increase Request

Employee	Plate	Current Limit	Requested	Period	Justification	HOD Sign
Temporary increases must have an end date.