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🛵 Vehicle Policy (Local Travel)

Date: 1st October, 2026

Purpose

Our work regularly takes us out of the office: client visits, Special Service Days, courtesy visits, demos, bank and government work, and urgent support calls. These must happen on time, without depending on public transport or on a colleague. This policy makes sure every employee can travel locally on their own.

Scope

This policy applies to every employee of Merciglobal System Pvt. Ltd., at any designation or level, from support staff to senior management, including contractual staff.

1. The Rule

  • 1.1 Every employee must own, or have regular use of, a 2 Wheeler or a 4 Wheeler for local travel.
  • 1.2 The vehicle must be roadworthy and available on working days, so that the employee can leave for a client visit or office work at short notice.
  • 1.3 The rule is the same for every designation and level. No position is exempt by default.
Requirement Detail
Vehicle A 2 Wheeler or a 4 Wheeler, owned or in regular use
Driving licence Valid licence for the vehicle class
Vehicle papers Valid RC, insurance and PUC certificate
Safety Helmet on a 2 Wheeler; seat belt in a 4 Wheeler

2. New Joiners

  • 2.1 Candidates are informed of this requirement during recruitment.
  • 2.2 A new employee must have a vehicle and a valid driving licence at the time of joining.

3. Existing Employees

  • 3.1 An existing employee who does not have a vehicle must inform HR and arrange one at the earliest.
  • 3.2 Until then, the employee remains responsible for reaching every assigned visit on time, at their own arrangement.

4. Documents

  • 4.1 Submit copies of your driving licence, RC and insurance to HR, and keep them up to date.
  • 4.2 Inform HR when you change your vehicle, or when a licence or insurance is renewed.
  • 4.3 Riding or driving without a valid licence or insurance on official work is not permitted.

5. Use for Official Travel

  • 5.1 Local official travel, such as client visits, is done on your own vehicle.
  • 5.2 Approved client-visit kilometres are reimbursed at the approved rate, along with approved meeting expenses, as per the Salary Policy.
  • 5.3 Lack of a vehicle is not an accepted reason for missing or delaying a client visit or an assigned task.

6. Road Safety

  • 6.1 Follow all traffic rules. Do not use a mobile phone while riding or driving. Pull over safely to take a call.
  • 6.2 Traffic fines and challans are the employee's own responsibility.
  • 6.3 Any accident on official travel must be reported to your reporting manager and HR immediately.

7. Exceptions

  • 7.1 An exception, for example on medical grounds, is allowed only with written approval from Management.
  • 7.2 An employee with an approved exception must still make their own arrangements to reach assigned work on time.

In short

  • Every employee, at every level, must have a 2 Wheeler or 4 Wheeler for local travel.
  • Keep a valid licence, RC, insurance and PUC, and submit copies to HR.
  • Client-visit km are reimbursed as per the Salary Policy.