Vehicle return guide

VEHICLE RETURNGUIDE

2014

alD - Ghid returnare 2014 enG_alD - Ghid returnare martie 2014_02 8/6/14 4:33 pm page 1

ALD Automotive | VEHICLE RETURN GUIDE2

CONTENT

WHAT IS NORMAL UTILIZATION? 3

HOW IS THE VEHICLE RETURNED AND ITS CONDITION ASSESSED ? 5

WHAT IS RETURNED TOGETHER WITH THE VEHICLE? 7

HOW IS THE VEHICLE CONDITION ASSESSED? 9


INTRODUCTION:

The termination of the operational leasing contract impliesinevitably the return of the used vehicle to ALDAutomotive.

In order to simplify and describe clearly the vehicle returnprocess, this document is intended to explain the mainsteps of this process as well as the responsibilities of theinvolved parties.

The present guide specifies the technical state of thevehicle acceptable at the end of the contract and resultedfrom normal vehicle utilization, according to the mileageand the leasing period agreed by the parties.

The guide defines the damages caused to the returnedvehicle, that are acceptable and borne by ALDAutomotive, and those that are unacceptable and will becharged to the lessee.

Please note that the list of damages presented in thisguide is not exhaustive and includes some of the mostcommon damages only.

NORMAL UTILIZATION OF THE VEHICLE

In order to avoid any difficulties during the vehicle utilizationand unforeseen costs that might occur at the vehiclereturn, it is recommended that you perform in time theperiodical maintenance work and the technicalinterventions caused by damages that may arise duringthe leasing period.

Reporting the damages to ALD Automotive andperforming the repairs as soon as possible from themoment of their occurrence has the following benefits foryou and for the vehicle drivers:- safety for the driver - avoiding further deterioration of damages over time: forexample, if a vehicle component affected by a scratch isnot repaired in time it can pass to the peeling stage and inthe end it will transform into rust - a positive image for your company- minimizing the possible costs due to abnormal utilization- avoiding the risk of being fined for driving a damagedvehicle 30 days over the date when the documentascertaining the damage appraisal was released

In case the returned vehicle presents damages that haveoccurred during the leasing period, were not reported bythe vehicle user and for which the necessary repairs werenot performed, the value of the ascertained damages willbe charged to your company, if these damages areincluded in the section of damages unacceptable by ALDAutomotive.

3ALD Automotive | VEHICLE RETURN GUIDE

WHAT IS NORMALUTILIZATION?

1

RESPONSIBILITIES

At the return of the vehicle the supplier agreed by ALDAutomotive for collecting the vehicle is responsible toexamine the vehicle’s visible technical state, to note itin the return minutes, to sign the return minutes, andto collect the vehicle.

The representative of your company must also returntogether with the vehicle the documents andaccessories received at the delivery and must sign thereturn minutes, this way agreeing to the ascertainedcondition of the vehicle.

After the return of the vehicle, the specializedindependent evaluator appointed by ALD Automotivewill establish and analyze the acceptable andunacceptable damages of the vehicle in order todetermine the costs that will be borne by ALDAutomotive or charged to you.



CAR POLICY RECOMMENDATIONS

In order to avoid causing damages to the vehicles andhaving costs re-invoiced to your company, we recommendyou to enhance your vehicle drivers’ responsibility througha series of measures such as: - Conducting periodic verifications among the company’sfleet by selecting a sample of vehicles and analyzing howthey are used by the vehicle drivers - Implementing a franchise deductible policy where thevehicle driver bears a part of the deductible expenses incase of an accident for which he is responsible- Partially or totally transferring to the vehicle driver thecosts re-invoiced to your company following the vehicleevaluation- Defensive driving courses in order to improve youremployees’ driving skills and to reduce accidents - Encouraging a non smoking policy in the company carsin order to prevent burns to the interior elements and thusavoid any costs at the end of contract.

RESPONSIBILITIES

It is your responsibility to inform the vehicle usersabout the utilization of the vehicle during the leasingperiod, especially about the obligation of reporting allthe damages resulted from the vehicle utilization andalso about the steps of the vehicle return procedure.

The vehicle users are responsible to perform in duetime the routine servicing and maintenance in line withthe manufacturer’s guidelines and to ensure that theservicing carried out is recorded in the service book.


2.1. THE VEHICLE RETURN

1. You will be contacted by the ALD Automotivecommercial team 3 months before the expiration of theleasing period in order to inform you about the end of thecontract.

2. You will receive a written notification from ALDAutomotive one month before the expiration of the leasingperiod informing you about the return of the vehicle.

3. Afterwards you will establish with the ALD Automotiverepresentative the details of the meeting for the vehiclereturn date and hour.

4. The return of the vehicle to ALD Automotive will beperformed within a place indicated by the lessor in thepresence of a person from your company and the supplieragreed by ALD Automotive to collect the vehicle.

5. In the moment the vehicle is returned, your companyrepresentative and the supplier agreed by ALD Automotivewill fill in and sign the return minutes.

The reTurn minuTes

In the return minutes the following are ascertained:

- the date of the vehicle return- the traveled mileage: the ascertained mileagedetermines by what extent there is a supplementarymileage, for which supplementary payments will be made,or not used kilometers, for which reimbursements will bemade- the visible condition of the vehicle- the condition of the tires- the presence of the delivered documents, accessories,and security codes, by case- the status of performing the routine servicing- the existence of the service book

The return minutes do not detail the vehicle condition atreturn and do not replace the evaluation report issued bythe specialized independent evaluator.

The return minutes capture all the damages at the vehiclereturn:

- the damages are indicated on the return minutes bymarking the image representing the vehicle elements withthe graphic symbols

- the meaning of the graphic symbols is described in theexplanatory legend on the return minutes

The costs for repairing the assessed damages arementioned on the evaluation report issued afterwards bythe specialized independent evaluator agreed by ALDAutomotive. The evaluation report mentions the conditionof the vehicle at return based on the present return guide.

The return minutes mention the date when the leasingperiod expires, meaning the date the vehicle driverstopped using the vehicle.


HOW IS THE VEHICLE RETURNEDAND ITS CONDITIONASSESSED?

2

RESPONSIBILITIES

It is the responsibility of your company representativeto return the vehicle with all the documents,equipments, and accessories received at delivery.


2.2. ASSESSMENT OF THE RETURNEDVEHICLE CONDITION

The evaluaTion reporT

The possible sums to be charged to you at the end of thecontract are determined based on the evaluation report.The mentioned vehicle condition determines to whatextent there are costs that will be borne by ALDAutomotive or will be charged to you:

- After the signing date of the return minutes, the lessorshall appoint a specialized independent evaluator whoshall determine whether the returned vehicle is inaccordance to the standard condition according to themileage and age of the vehicle, and, if not, the costsnecessary for bringing the vehicle to the standardcondition.

- In case the condition of the returned vehicle is not inaccordance with the standard condition, the value of anyinterventions necessary to remedy the deficiencies fromthe standard condition, irrespective of whether suchinterventions are actually made or not, shall be chargedto the lessee.



Together with the vehicle the following accessories anddocuments are returned, in case they were delivered atthe beginning of the contract.

ACCESSORIESl The vehicle keys, including the spare keysl The vehicle floor matsl The radio codel The navigation system CDl The jackl The spare wheell The trianglesl The fire extinguisherl The standard tool kitl The medical kitl Other accessories that were delivered together with thevehicle.

ORIGINAL DOCUMENTS

Owner’s manual / service book

TPL policy


WHAT IS RETURNED TOGETHER WITH THE VEHICLE?

3

Vehicle registration card


Fuel card, if you have selected the fuel management service

ALD Automotive service card

or

DISMANTLING OF ACCESSORIES ANDDEVICES

Before the vehicle return, the vehicle user is responsibleto ensure the following devices and accessories weredismantled from the vehicle:

- the Rompetrol fuel supply devices (the Ring devices),- any retro fit aerials,- the GPS systems,- the bumper stickers,- any other adhesive labels.

In case bumper stickers and any other labels are notremoved before the return, they will be removed when thevehicle is collected, in the presence of the company’srepresentative who returns the vehicle.

On the return minutes the mention “stickers and labelsremoved at vehicle return” will be made and the cost fortheir removal will be charged to you.

DISMANTLING OF ADDITIONALEQUIPMENTS

Please note that only the additional equipment whichwas not supplied by ALD Automotive must bedismantled from the vehicle!

In case during the leasing period the user has equippedthe vehicle with additional accessories, which affect theintegrity of the exterior and interior bodywork elements,these equipments will not be disassembled whenreturning the vehicle if this process influences theaesthetics and functionality of the vehicle or affects the re-sale value of the vehicle in any way.

Thus ALD Automotive will collect the vehicle with theadditional equipment assembled by the user without thelatter requesting their counter value.


RESPONSIBILITIES

If all the mentioned accessories and documents arenot returned together with the vehicle then the vehicleuser is responsible to return them to ALD Automotivewithin a maximum of 48 hours.

RESPONSIBILITIES

In case that the additional equipments which affect theintegrity of the exterior and interior bodywork elementsare dismantled, the user is responsible to bring thevehicle to the initial status before returning the vehicleand will support all the costs for the additionalequipment dismantling.


The assessment of the vehicle condition is performed bythe ALD Automotive appointed specialized independentevaluator on the following interior and exterior parts of thevehicle:

1. Bodywork: bumpers and impact strips, headlights, stoplights, mirrors, aerials, windows, windshield, exteriorbodywork2. Functional mechanisms and electric installation3. Tires and rims4. Interior condition

Following the appraisal, an evaluation of the vehiclecondition will be made according to the categories ofacceptable and unacceptable damages and of thedeteriorations caused by the normal utilization, that aredefined in the present guide.

The damages unacceptable by ALD Automotive anddescribed in this guide will be assessed by a specializedindependent evaluator appointed by ALD Automotive.

The evaluation report issued following this examination willbe sent to your company.

Acceptable damages are considered the damages thatdo not influence the sale value of the vehicle.

It is considered that a damage influences the vehicle salevalue and it is defined as unacceptable if this damageshould initiate the repair or replacement of the respectivevehicle part or subset.

If the same exterior bodywork element has more than oneminor damage, which analyzed individually is consideredas acceptable, then overall all these minor damages areconsidered an unacceptable damage.

If an exterior bodywork element or an interior element ofthe vehicle is assessed as broken, crushed, cut, burnt orit lacks material, then the damage is consideredunacceptable. If an exterior bodywork has a peeling onthe lacquer and the vehicle has a traveled mileage lessthan 150,000 km the damage is consideredunacceptable.

The acceptable and unacceptable damages and thedeteriorations caused by the normal utilization areclassified in 4 categories and are exemplified in thefollowing pages.

The wear and tear level of the unacceptable damages andvehicle deteriorations presented in the following imagesdefine the minimum wear and tear level from which thesedamages are considered to be unacceptable.


RESPONSIBILITIES

The costs borne by ALD Automotive are the costsdetermined by the deteriorations caused by the normalvehicle utilization, according to the vehicle utilizationperiod and mileage and by the damages consideredacceptable, defined in the present guide.

The costs borne by your company are the costs dueto unacceptable damages and defined in this guide.

Any damage which occurred to the vehicle and iscovered by the vehicle’s warranty must be repairedduring the contractual period only.

HOW IS THE VEHICLECONDITION ASSESSED?

4


4.1. BODYWORK

4.1.1. EXTERIOR BODYWORK

Acceptable damages, only if:


The number of stone chips is lower than 10, the sizeof each stone chip is smaller than 1 mm, and theconcentration area of the stone chips is smaller than100 cm2.

The diameter of the dent is smaller than 2 cm andthere is one dent only.

The length of the scratch is smaller than 10 cm, thedepth of the scratch does not go through the paint,and the width of the scratch is smaller than 2 mm.


Unacceptable damages, irrespective of their location onthe bodywork:


For any bodywork element: if the length of thescratch is smaller than 10 cm, but the dentaffects the vehicle bodywork, then the damageis considered unacceptable.


4.1.2. BUMPERS AND IMPACT STRIPS


- The length of the scratch is smaller than 10 cm, thedepth of the length does not go through the paint, and thewidth of the scratch is smaller than 2 mm.

Unacceptable damages:



4.1.3. WINDOWS AND WINDSCREEN

Acceptable damages, only if: Unacceptable damages:


The size of the stone chip is smaller than 2 mm anddid not develop into a crack.

If the stone chip has developed into a crack thedamage is unacceptable.


4.1.4. LIGHTING


- The size of the scratches, stone chips and other presentdamages is smaller than 5 cm and did not penetrate thesurface.


- Any crack that penetrated the surface is unacceptable.

.



4.1.5. MIRRORS


Unacceptable damage:

4.2. MECHANICAL ELEMENTS ANDELECTRICAL INSTALLATION

4.2.1. MECHANICAL ELEMENTS

When returning the vehicle, the following mechanicalelements must be operational and not indicate a wear andtear level greater than the level corresponding to themileage and to the utilization period of the vehicle:

- The mirror/headlamps adjustment system,- The windshield wipers mechanical system,- The sun shades,- The window lifting/lowering mechanisms,- The on-board control elements (controls of the audiosystem, controls of the lighting system, controls of the air-conditioning system, etc.),- The security elements,- The door opening/closing and safety mechanicalelements,- The remote control system of the alarm with itsfunctions.

4.2.2. ELECTRICAL INSTALLATION

Electrical installation consists of the control, supply andlighting elements that must be in a perfect operationalstate and not be missing when returning the vehicle.

The lighting elements must indicate no cracks, flaws orrifts greater than the ones indicated in the images, asfollowing:

Exterior lighting elements:- headlamps- turn signal indicator (front/back)- fog lamps (where possible)- rear brake light indicator- side indicators (where possible)

Interior lighting fixtures:- binnacle lighting fixtures- baseboard lighting fixtures


The size of the scratches, stone chips and otherpresent damages is smaller than 5 cm and did notpenetrate the surface.


4.3. TIRES AND RIMS

4.3.1. TIRES

The make and model of the tires must correspond to themake and model of the tires delivered at the beginning ofthe contract or purchased during the contract.

The tires of the returned vehicle must indicate a wear levelcorresponding to the traveled mileage.

Example: the delivered vehicle is equipped with new tiresthat have 7,2 mm tread depth. After travelling 45,000 kmthe legally admitted minimum for tires is of 1,6 mm treaddepth.

The tires evaluated at the vehicle return are the ones fittedon the vehicle and not the tires stored in the service unit.



Any damage on the tire sidewall is an unacceptabledamage. Only damages on the tire tread areacceptable.

RECOMMENDATION:

In case the tires fitted on the vehicle are damaged werecommend you to bring at the vehicle return the tiresstored in the service unit, in order to avoid having costsre-invoiced to your company. Please notice that forthese tires:

- a minimum 4 mm tread depth is acceptable - no deteriorations are acceptable, therefore they mustnot have lumps on the sidewall or cuts on the tire tread.

For taking over the tires stored in the unit service, pleasecontact within 30 days before the return the ALDAutomotive Call Center line on 021 301 49 59 or [email protected] or directly theservice unit.


4.3.2. RIMS

Acceptable damages: Unacceptable damages:


Only the isolated scratches and positioned on therim’s edge are acceptable.

If a part of the rim is missing then the damage isunacceptable.

The scratches on the rims and spokes, of any sizeand origin, are unacceptable damages.


4.4. INTERIOR

Acceptable damages, only if: Unacceptable damages:

Please note that the vehicle interior must be clean andstains or any type of dirt are not acceptable irrespectiveof the vehicle age and mileage.


The vehicle has a traveled mileage higher than80,000 km and at least 2 years of utilization.Otherwise the damage is unacceptable.

The vehicle has textile carpets, a traveled mileagehigher than 80,000 km and a utilization period of atleast 2 years.

The vehicle has rubber carpets, a traveled mileagehigher than 120,000 km and a utilization period of atleast 3 years.

The wholes of any type on the carpet floors areunacceptable.


TOOLS USED TO CAPTURE THEDAMAGES IN THE IMAGES

In order to capture certain damages on the vehiclebodywork, the supplier agreed by ALD Automotive forperforming the vehicle evaluation uses specific tools,depending on the situation. Some of these tools are thereflector, the ruler and the arrow.

The purpose of using these tools is only to capture thedamages in the image in order for the image to be of goodquality and clarity.

Ruler

Arrow

Reflector


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ALD AUTOMOTIVE

FLOREASCA BUSINESS PARK169A, CALEA FLOREASCA, BUILDING A, 2ND FLOORSECTOR 1 – 014459, BUCHAREST, ROMANIATEL +40 21 301 49 59 | FAX +40 21 301 49 55E-MAIL: [email protected]

ALD AUTOMOTIVE

Operational in Romania since 2005, ALD Automotive is the subsidiary of BRD Groupe Societe Generale and the ALD Automotive group specialized in full service operational leasing and fleet management.
