1. GENERAL
The Driver/Condi (also known as the ‘driver assistant) takes note that it is an operational requirement, and a condition of employment that they (Driver/Condi) are subjected to random transfers on short notice to other areas and/or routes on the sole discretion of Management and in terms of the operational requirements of the Employer. The Driver/Condi should also note that the Employment Contract may provide for a six (6) day work week, which includes public holidays.
The Driver, by accepting employment at this Employer, confirms that he/she has a lawful Driver’s License and Public/Professional Driver’s permit, to drive the vehicle code allocated to him. Driver shall be obliged to renew, where necessary, their licensing in their lee periods.
The Employer prohibits any Employee in the position of Driver/Condi to be over the age of 60, due to the physical requirements expected for this position.
2. OPERATING HOURS & ATTENDANCE REGISTER/CLOCKING SYSTEM:
The operating hours of a Driver/Condi will depend on the operating hours and requirements of the Route where the Driver/Condi is allocated daily. The management will indicate the departure time to the Driver/Condi. Working times will be as per a set schedule.
Drivers/Condi’s must use the clocking system if such system is available. The Driver/Condi must clock (or fill in the clocking sheet) when they start working, and immediately after they’ve stopped working, and their duties are done. Should the Driver/Condi load a truck for the next day delivery, the Driver/Condi should re-clock in again, and re-clock out after the load is completed.
The efficiency of the Driver/Condi will be reviewed, and should the Employer find that time wastage has occurred, disciplinary action will be taken, and such time deducted from their hours worked. A one (1) hour lunch break will automatically be deducted from each Driver/Condi’s time per day, therefore the employee must ensure that they take the time.
3. OVERTIME
Unless otherwise specified, such as ‘per route’ payments, a driver/Condi’s basic salary is calculated on 195 hours per month. The parties accept and understand that overtime is an operational requirement of this type of industry. As such, it will happen from time-to-time that overtime needs to be worked.
The driver/condi explicitly agree that they will work overtime when required to do so. The parties also explicitly agree that overtime would be given in time off. In other words, 60 minutes overtime would be given as 90 minutes paid time off.
4. ABSENCE:
The Driver’s accepts and understands that they are deemed a key part of the operations of a business and that the position of ‘driver’ is deemed a ‘sensitive’ position. Should a driver be absent, the company cannot easily compensate for such absence.
As such, any unauthorised absence from a driver is considered serious offence.
5. DRESS CODE:
The Driver/Condi’s will ensure that he/she will be dressed according to the dress code in the employment sphere. The Driver/Condi represents the image of the Employer at Customers, and therefore has to present him/herself in a professional manner.
If the company provides a uniform, it is the employee’s responsibility to ensure that the uniform given to him/her by the employer is kept in a good condition.
If the uniform or any part thereof goes missing, the employee will be liable for the replacement cost.
Upon resignation or dismissal, the employee must return the uniform to the company. Failure to do so will result in the cost of the uniform be deducted from the last remuneration due.
6. MAINTENANCE OF VEHICLES:
The Driver is responsible for the vehicle allocated to him/her including, but not limited to:
• Road-worthiness
• Cleanliness
• Safekeeping (of both vehicle and load)
The Driver must ensure that the vehicle allocated to him/her is roadworthy, by completing a ‘Daily Vehicle Checklist’. The Driver must ensure that no vehicle, allocated to him/her on any day, is not a danger to him/herself or any other person. The driver MUST report any problems with the vehicle immediately. Despite the above, a Driver/Condi may also not ‘knock-off’ before reporting any issues with a vehicle.
Although the Condi is not driving the vehicle, it is still their duty to ensure that any ‘un’-roadworthiness is reported. The Condi should ensure that the driver properly check the vehicle before departure from the workplace.
Should there be any problem with the vehicle, the Driver/Condi must report it immediately. Should the vehicle become unroadworthy, or if there is any incident affecting the vehicle, the Driver/Condi must stop the vehicle immediately and call the office for assistance.
7. STATUTORY OBLIGATIONS:
7.1. Driver/Condi’s MUST abide to the Road Transport Act at all times regarding all aspects to the Act.
7.2. Driver/Condi’s who contravenes any provisions of the Act, will be liable for the payment of fines and Disciplinary Action.
7.3. Traffic fines for defects ‘not reported’ on the Daily Checklist by the Driver/Condi will be for the Driver/Condi’s responsibility to pay such fines.
7.4. The Driver/Condi should not exceed the allowable speed limit of 80km/h.
8. PENALTIES FOR TRAFFIC VIOLATIONS:
Offences listed below is merely a guideline and should not be viewed as prescriptive or exhaustive. Each case should still be evaluated on its own merits:
8.1. Exceeding the Speed-limit by 5-10km/h
1st Offence – WW (6 months)
2nd Offence – 2nd WW (6 months)
3rd Offence – FWW (12 months)
4th Offence – Hearing, pending Dismissal
8.2. Exceeding the Speed-limit by 11-20km/h
1st Offence – WW (6 months)
2nd Offence – FWW (12 months)
3rd Offence – Hearing, pending Dismissal
8.3. Exceeding the Speed-limit by 21-30km/h
1st Offence – FWW (12 months)
2nd Offence – Hearing, pending Dismissal
8.4. Exceeding the Speed-limit by 31km/h
1st Offence – Hearing, pending Dismissal
9. ACCIDENTS
What to do in case of accidents:
In the event of an accident with a company vehicle, the driver must follow the procedure as set out by the insurance company and company policy within 48 hours. This chapter applies to any employee driving a company vehicle.
a. Report the accident within 24 hours to your department manager.
b. Get a case number from the police and an accident report within 24 hours.
c. Assist to complete insurance claim forms.
d. Attach a clear copy of the driver’s license to the accident report.
In the event of an accident the drive will be liable for any financial loss suffered by the company, if the employee if found guilty of negligent conduct or wilful damage to the vehicle. The employee may be subjected to a disciplinary hearing.
For offences related to negligent driving, resulting in an accident, the employee will be taken wot a disciplinary hearing, pending a dismissal.
10. ROUTES
The Driver/Condi’s must adhere to the routes allocated to them and may not deviate from this route. Should it become necessary to deviate from the standard route, the driver must inform
management of the deviation. The Driver/Condi must use the shortest and safest route possible. Deviations must be reported.
11. PASSENGERS & GOODS
Drivers/Condi’s are only allowed to transport goods authorised by the employer.
No unauthorised person/passenger may accompany the vehicle.
Failure to adhere to this is a VERY serious offence and opens the company for possible third-party claims. It also increases the security risk of the company. The Driver/Condi must complete an indemnity form, indemnifying the employer against any claim, whatsoever, including Third Party Claims, in the event the river contravenes any provision of this Policy & Procedure.
12. CLEANING OF VEHICLES
The Driver/Condi is to ensure that their respective vehicles are washed with water and supplied cleaning soap. The cab should only be swept. The Dashboard is to be cleaned with a moist cloth.
13. SECURING OF COMPANY PROPERTY
The Driver/Condi is jointly and severally responsible for the stock issued to them as well as for any stock returned, or monies received from stock sold to customers.
However, the driver remains the final responsible party on the truck.
The driver may not leave the truck unsecured or unattended. Should it be necessary to leave the truck, no person may be left inside the cabin, and the back of the truck must be locked (driver may obtain his own lock if needed). If these securing methods is not possible, the truck may not be left unsecured/unattended by the driver without prior management approval.
Wherever possible, the condi/driver assistants should collect the cash or invoices, and delivered the stock (checked by the driver), i.e. enter the cages. The driver should remain with the truck.
The driver MUST check that the invoices are correctly returned, correctly completed, and that stock/cash are correctly handed over. The driver MUST ensure that each invoice received from condi’s are also correctly signed by condi’s, and correctly completed, in order to trace any error or deviation.
The driver must ensure that he receives all the signed POD’s (proof of deliveries) back, and that the monies received balances with the documentation before the truck leaves for the next delivery. The driver and/or condi would be held accountable for any shorts (either stock or money), and disciplinary action may follow.
The driver/condi must ensure to compete, in full, and acknowledge receipt where applicable, on all the prescribed forms and books applicable:
• Daily Vehicle Checklist
• Picking Slip
• Truck Control Sheet
• Customer Invoices
• Customer Credit Notes/Claims
• Truck Control Sheet Reconciliation
14. CUSTOMER INVOICES:
Customer invoices should be used to deliver the items allocated per customer. The customer has to sign and fill in the allocated areas (i.e. received by, date, signed) on the invoice as proof of delivery (POD) and acceptance of the items offloaded in good order. Should a discrepancy of any sort occur for whatever, the customer should clearly indicate such discrepancy on the invoice.
Certain customers, such as Shoprite/Checkers group use GRN numbers as proof of delivery acceptance. Where applicable, the Driver/Condi should ensure these GRN/GRV numbers appear on the customer invoice.
Take note that should the invoice not be signed by the customer; the Employer will accept that the stock items allocated to the customer was NOT delivered. The driver/condi will be held accountable for the values of such invoices and disciplinary action will be taken.
Take note that should the customer not indicate clearly on the invoice any discrepancies, the Employer will accept that all stock items were delivered without discrepancy. The Driver/Condi will be held responsible for the value of such discrepancies and disciplinary action will be taken.
Take note that all customer invoices must be returned to the Office on the same day as the delivery (or when driver returns after a sleepout route).
15. TRUCK CONTROL SHEET:
The truck control sheet is a list of all customers allocated to the route to be delivered by the driver/condi. The customer’s name and sales order/invoice number are indicated with the amount owed in cash/credit to the company.
The Driver/Condi must complete, in full, all sections of the truck control sheet appliable to them. The Driver/Condi must ensure that their respectable details are correctly captured on the Truck Control Sheet. The Driver/Condi must write his/her name and surname in his/her own handwriting and sign each truck control sheet that applies to them.
It is the Employee’s responsibility to ensure the above is done, to ensure no dispute comes to on their name. The truck control sheet is an internal document and must be completed by Employees of the Company only. The temperature of the cooling units must be completed next to each customer when delivery takes place (if applicable). The number of crates delivered must be reviewed. Should there by any variance, this variance should be indicated on the Truck Control sheet and the customer invoice. The number of crates returned from each customer, must be completed at the time the crates are loaded.
Where Merchandisers are available, the Merchandiser should verify the quantity, and sign on the truck control sheet as acceptance of the returned and receive quantity of crates.
Take note that the Driver/Condi must clearly
indicate, next to each customer on the Truck Control Sheet, where any deduction was made on the indicated mount to be paid by the customer. Should there be no clear indication of a deduction, and a discrepancy in monies banked found, the Employer will hold the Driver/Condi responsible for such discrepancies.
16. GENERAL DELIVERY/LOADING RULES:
• Refrigerated vehicles, with temperatures above 5 degrees Celsius, my not be loaded without authorisation.
• No cash, no delivery – Applicable to cash clients.
• Management must be informed if there is a waiting period more than 30 minutes and any delivery.
• Any straight-returns or stock shorts must be reported immediately, while still at the client.
• No unauthorised deviation from route.
• Any problems must be reported immediately while at the client.
17. DUTIES OF CONDI’S (DRIVER’S ASSISTANTS)
The Condi should note that they share the responsibility of the driver. The condi’s must report any problem or issue to management.
Condi’s must assist the driver to load/off-load stock.
Condi’s must assist in the efficient and accurate control of stock/money issued to the driver.
Condi’s must assist the driver in cleaning the vehicle, and general maintenance of the vehicle.
It is also pertinently accepted and understood, that at times the Condi’s can be used as General Workers on the premises of the Company, if the requirement arises.
18. TRUCK SAFE
The Driver/Condi is obliged to use the Truck Safe (where installed) at all times to safeguard the daily sales.
The truck safe key will be held at the cash office at all times and shall only be handed to the Driver/Condi when they return from route. The truck safe key should immediately be returned after use and handed to the Debriefer/management.
It is a breach of policy, and a disciplinary offence for the Driver/Condi not to use the truck safe. It is to be found that a Driver/Condi failed to use the truck safe, and the money gets stolen or lost, the Driver/Condi will be held accountable, and serious disciplinary action would ensue.
19. RETURNS POLICY:
The Driver/Condi must:
a. Inform sales reps and management at all times if problems occur with stock at a customer.
b. Ensure that stock is correctly loaded before leaving the premises – it should correspond with the invoices.
c. If a driver arrives at a customer and the customer is not there, it is the driver’s responsibility to let management know before leaving the premises. (Management will then first confirm that
the customer is not there and let the driver know before the driver returns with the stock.
d. If the driver or the condi does not have airtime to make a call, they can send a ‘please call me’ and the relevant person will contact them back.
e. Under no circumstances is any driver or condi allowed to deliver stock by a cash customer without receiving payment.
f. ALL drivers and Condi’s must make sure that they have the relevant manager’s contact details.
20. PENALTIES FOR NEGLIGENCE:
Offences listed below is merely a guideline, and should not be viewed as prescriptive or exhaustive. Each case should still be evaluated on its own merits:
20.1. Progressive shortage/overage less than R100.00:
1st Offence – WW (6 months)
2nd Offence – FWW (12 months)
3rd Offence – Hearing, pending Dismissal
20.2. Progressive shortage/overage less than R300.00 (but more than R100.05):
1st Offence – FWW (12 months)
2nd Offence – Hearing, pending Dismissal
20.3. Progressive shortage/overage more than R300.00:
1st Offence – Hearing, pending Dismissal
21. PENALTIES FOR MISAPPROPRIATION OF COMPANY STOCK/CASH OR FRAUD / DISHONESTY:
Offences listed below is merely a guideline, and should not be viewed as prescriptive or exhaustive. Each case should still be evaluated on its own merits:
21.1. Misappropriation:
1st Offence – Hearing, pending Dismissal
