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FAQ’S ON CAR LEASE (NORMAL&RACER)

1. What are the benefits under this scheme?

If an employee takes a car under this Policy, his/her net take home salary would be higher compared to the case where
the employee buys the car on his own

2. Who is eligible under the Racer Policy?

This car lease policy is available to all employees of SAP Labs India who have:

a) Completed 5 years of continuous service in SAP Labs India. Or, in level T4 and above
b) Or, have joined SAP Labs India on transfer from other SAP entities and the total work experience in SAP is
more than 5 years.
For Racer Policy
a) Completed minimum one year of continuous service in SAP Labs India. Or, have rejoined SAP Labs India and
have at least one year of total work experience with SAP Labs India.
b) Or, have joined SAP Labs India on transfer from other SAP entities and the total work experience in SAP is
more than one year.
c) Note:
Employees eligible under the Company Car Lease Policy can choose to participate in either the Company Car Lease
Policy or the Racer Policy but not both. Once the employee selects the policy that he / she wants to utilize, the same
cannot be changed during the tenure of the lease.

3. How many cars can I lease under this policy at any given point in time?
Only one car can be leased under this policy at any given point in time.

4. I was working with other units of SAP before joining SAP Labs. Will my previous experience be counted for
the purpose of eligibility under Racer Policy?
Yes.
5. I became a member of SAP Labs since my previous company was acquired by SAP. Will my experience in
the previous organization be counted for purpose of eligibility under Racer Policy?
Yes.
6. Can I take a car in my hometown which is not in any of the locations where SAP has an office?
No, the car can be taken only at the location where you work

7. Can I take a car in my hometown which is not in any of the locations where SAP has an office?
No, the car can be taken only at the location where you work.

8. Can the car be used in any location other than where I work?
No, the car is to be used primarily only in the city where you work, but can be taken outside for short durations by
intimating ORIX - SPOC directly via e-mail. You need to carry the original RC & Insurance while travelling out side
Karnataka. Orix service branches, if any in that location will be informed accordingly to assist in case of
emergencies.

9. According to the policy the lease rentals should be paid in EMIs every month. Is this amount directly
deducted from the salary? If so then is the EMI amount (deducted from the salary) considered as taxable
salary or non-taxable salary?
Whole year’s car Rentals is blocked from your salary and same amount is reduces from the gross, so that you will
get the tax exemption.
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10. Company will be paying Fleet Management charges, Registration, Road Tax and insurance under company
car policy. Will this amount be considered as taxable salary for the employee?
No only the Rentals will be given the exemption.

11. Can I keep this car at a place other than where I stay (Parents Place etc…)? . During Relocation, can I leave
the car in my home town and allow my family members to use
No, this car is for official and personal use and hence must be with the employee.

12. What happens if I move from one location to another?

Due to GST implications, the vehicle cannot be transferred from one location another…Hence the car needs to be
foreclosed

13. If an employee is based out of Bangalore say Pune will employee eligible to avail the facility.
Yes, but the vehicle will be registered on individual name but hypothecated on service provider name,
since SAP labs do not have registered office in Pune

14. What happens if I go to other SAP entities on internal transfer:

Locally to another SAP entity
To International Location.
Employee as to inform the respective fleet administrator (Admin SPOC) on their internal transfer at least 2
months in advance. The service provider should be same in both the entities. Fleet administrator must check on
the below points and inform the employee
a. Service provider should be the same
b. Eligibility
c. Employee should confirm, on the below points, this can be checked with the respective HR
i. Is there any change in the salary structure once employee joins new entity?
ii. Will there be continuity of service
iii. Which level
iv. Will the gratuity amount continue
 
d. If the above points are same or any changes, then employee need to clear the amount towards
RT/Insurance on prorate basis in the present entity and the same amount will be refunded back to
you via salary at the new entity. Only post approval and confirmation on the same from the Hiring
Manager at the new entity. This agreement would be part of the hiring process Employee as to share
the payment receipt or UTR details for the amount made (net banking), and keep the new CC
manager being informed about the same. This will ensure the required dues/settlements happens at
each company level in respective LOB cost centers.
e. Once employee is moved to new entity, employee has to get in touch with the respective SPOC and
complete the documentation and follow the internal approvals. Post which the ownership transfer
can be triggered. Employee will get the NOC from the service provider, after which employee has to
initiate on the ownership transfer.
f. RTO Transfer process needs to be taken care by the employee (documents will be supported by the
service provider as well current Fleet administrator)
g. Transfer charges needs to be paid to the service provider directly by the employee.

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h. Once employee shares the ownership document at the old entity, employee exit clearance will be
provided by Admin. Upon which HR will trigger on the F&F settlement

For International transfer – Employee must close the car lease, and complete the ownership transfer, post
which the clearance will be provided by Admin upon which HR will trigger on F&F settlement

15. What happens if I leave the company before lease period is over?
You can either buy the car by paying the outstanding book value of the car or pay the difference (Book Value
minus Market Value) to the leasing company and return the car to the leasing company . OR
The employee can opt for ORIX’s transfer policy, where the car can be transferred to his/her individual name
(Credit at the sole discretion of ORIX) by entering into and individual agreement and continue paying the Rentals.

16. What is my eligibility value? Can I buy a car with ex showroom value higher than my Base Salary? And
whether the limit of CAR purchase is ex showroom including tax or excluding tax
You can select any car of an ex-showroom value up to the value of your Annual Fixed Salary (excluding bonus) or
as per the limits specified in the policy, whichever is less.

17. If my spouse is also working in SAP, can we combine our salaries for the purpose of eligibility under this
scheme (basically can I buy a car of higher value than my base salary since my spouse is also working in
SAP).
No.

18. What all does the Rentals comprise of? How is it calculated?
The lease rental would depend on the Ex-showroom value + tax of the car alone in case of Company Lease Policy.
The Finance Rentals are calculated using a standard ORIX Calculator (please refer the ORIX Calculator provided
on the portal). The tax rate applicable on the finance amount. and the company portion is only on the maintenance
charges. The road tax and the insurance amount are paid by the company upfront to the service provider.

In case of Racer policy, the lease rentals would depend on the Ex showroom value + tax+ road tax+ registration
charges. Insurance will need to be paid as and when the invoice raised by the service provider. The same will be
deducted from the employee salary.
(Pls note: During purchase of the vehicle, employee should be aware on the insurance, since most of the dealers
will provide 1 year warranty on the insurance, since employee is taking the car under company car lease policy,
this will not be included, since all the insurance is taken care by our service provider. Hence employees can
negotiate directly with the dealer on the discounts…..)

19. Under whose name would the car be? Can the car be transferred to my spouse / parents / friends?
The car will be in SAP Labs India’s name for the duration of the lease tenure. No, there can be no transfer during the
lease period.

20. Can I bring in my existing car under this policy?

No

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21. Can I bring a second hand (pre owned) car under the policy?
No, you must be the first owner of the car.

22. Can I bring a car owned by any of my family members under the scheme?
No..

23. Can I give the difference amount as down payment if we want to go for a car which is in higher price range
that permissible?
No, no down payments can be made.

24. Can I make some down payment to lower my Rentals /Ex showroom price?
No. The upper cap on the ex- show room value of the car is your Base salary or Rs. 20 lakhs (depending on the level
eligibility), whichever is lower. No down payments can be made. Nor the exchange value of the old car to avail any
discount on ex showroom price

25. I already own a car which is more than my base salary. I would like to have this car moved into RACER
policy rather than buying a new one. Is it possible?
NO

26. Is this benefit interest free? If not, what is the interest rate?
No this benefit is not interest free. The interest rate keeps varying with Orix- service provider, employee can opt for
any dealer of his/her choice. This will be re-negotiated periodically depending on the market conditions. Pls note that
interest rate is fixed for the lease tenure and will not be changed in due course. Request you to check the same in
the lease calculator provided.

27. Can I use my current car to avail of an exchange offer?

Yes, however, the value of the new cannot be reduced by the exchange value of the old car. The dealer can pass on
the benefit to you by other means (cash/accessories)

28. What happens if I want to foreclose the lease before the completion of the lease tenure?
Please refer the “foreclosure” provisions of the Racer Policy. Which says
The employee is still employed with SAP Labs India but wants to withdraw from the car lease before the end of the
agreed lease period. In such an event, the employee can:
I. Purchase the car, wherein the employee must pay the leasing company the book value of the car (outstanding
principal in the month immediately succeeding the month of foreclosure) and any other cost, as specified in the
foreclosure schedule. The car transfer papers /NOC will be handed over to the employee in approximately 15
working days after realization of the payment, OR
II. Return the car with keys and original car documents to the leasing company and also settle the book value loss
(difference between the market value and the outstanding book value) and any other costs, as specified in the
foreclosure schedule. If the vehicle is not returned by the date of termination of the lease, the employee must pay for
any losses and damages (including late payment charges) to the leasing company. OR
III. The employee can opt for ORIX’s transfer policy, where the car can be transferred to his/her individual name
(Credit at the sole discretion of ORIX) by entering into and individual agreement and continue paying the
Rentals.
Please note : Once the NOC documents has been issued, employees has to complete the RTO formalities on
their own. The NOC documents will be valid for 60 days from the date of issue in any case, if the RTO

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formalities are not completed before 60 days , employee has to pay an Rs 1000.00 to “ORIX” to get one more
set of NOC document which will be valid for another 60 days.
Post completion of the ownership transfer, employee can go in for the next lease

29. Who is responsible for the smart card/RC

RC/Smart Card will take 45-60 days from date of registration.  RTO will be sending the RC – Smart Cards to SAP Labs
as registered owner and address is on SAP Labs name through Speed Post.   If the same is not received before the
said time the employee has to co-ordinate with dealer / RTO to collect RC/Smart Card. Service provider/SAP is not
responsible for the same

30. What are the options during foreclosure of the car lease

Option 1: LP will share the o/s amount payable by you to the service provider as well to SAP towards o/s RT and
insurance

Option : 2 : In case you want to surrender the car back to service provider, then you need the difference between the
outstanding book value and the highest bid value which needs to be borne by you and surrender back the vehicle to
service provider, and also you need to pay the o/s RT and insurance amt on pro rata basis to SAP

Option : 3 - Hence, to make it more transparent, you may also check in the market and sell the car in the open market
and make good for the foreclosure amount and pay for the differential , if any between the foreclosure value and the
sale value..

If the sale fetches more than the foreclosure value, you may retain the differential amount.

Option : 4 : Transfer from one emp to other

Pls ask your colleague to fill up the new car lease application form like what you had done earlier. The same needs to
be attached to HRDIRECT ticket for an approval along with the calculator (you can share all the documents to your
colleague) the lease rentals will remain the same and the balance tenure will be applicable.
Once approved we shall take this forward, kindly confirm the effective month as well, Pls note employee should be
eligible as per the policy

31. What happens in the case of premature termination of migrated cars?

Once the car is migrated into the Racer car policy, the same provisions mentioned under “foreclosure” will apply.

32. What is ORIX Helpline?

In case of an emergency, the user can contact ORIX’s Toll free number where an attempt is made to put the car back
on the road as soon as possible. If this is not possible, the car will be towed * to the designated manufacturer’s
authorized workshop for comprehensive repair. The services of the same can be availed only in case of an
accident/break down and not for regular service. Employee need to maintain minimum fuel level (quarter tank) to
ensure smooth pick up and drop process

Will be compulsory for the Company Lease policies. And it is optional for Racer policies. For towing services, Call
ORIX’s Toll free no.1800 20 98866

 * The cost for towing is not included and will have to be settled directly by the user with the workshop.
 In Regular policy, employee needs to inform the service provider and take it to the authorized service centre.

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33. What is Accident Management?

In case of any damage or vehicle immobility, just call ORIX toll free number or ORIX Service co-Ordinator. ORIX will
arrange for assistance, and also coordinate with the insurance company, surveyor and workshop till the repairs are
complete.

34. What is Insurance Disallowance?

ORIX pays the difference in amount, if any, between the damage repair invoice of the designated workshop, and that
reimbursed by the insurance company. Employees under Racer policy can opt for this service from ORIX and the
same will be provided with an additional cost.(Compulsory for Company Lease)

35. What is a Fleet Management Service?

Management of fleet operations including regular service, repair & maintenance, pickup & drop, Replacement car (If
the car is off the road for more than 24 hours in case of normal scheduled maintenance or break down). Employees
under Racer policy can opt for this service from ORIX and the same will be provided with an additional cost. Fleet
management services are provided by the company under the company car lease policy.

The replacement of vehicle will be provided at cost if required in case of accidental repairs.(For both the policies).

36. If an employee want to add some accessories while taking the delivery, should he/she pay for that or can it
be part of the financing?
As a policy requirement from SAP Labs, ORIX do not fund for any accessories and the same has to be born by the
employee. And any repairs of the same will not be part of fleet management services. Any insurance for such
accessory will not be covered. On a specific request, it can be covered and such premium will have to be paid upfront
by the user to ORIX.

37. Is the residual amount final?

The residual value would be 21% of the current ex-show room price of the car plus Tax at the end of 44 months
and provided all other pending dues
The residual value would be 25% of the current ex-show room price of the car plus Tax at the end of 36 months
and provided all other pending .

38. Will the ORIX's insurance component be always high than the dealer quotes?
No, It is lower than dealer premium quotes for most cars.. If high and the same can be substantiated, then Orix can
negotiate the quote provided.

39. Will there be any intimation, while deducting the insurance amount from payroll under Racer Policy?
No prior intimation will be done to the employee.
40. What happens in case of Theft/ Total loss of Car?
ORIX has structured an unique feature for SAP Labs, where the SAP/Employee stops paying rentals to ORIX upon
occurrence of the same, by duly intimating ORIX immediately and filing FIR with all other necessary and relevant
procedures. Filing of FIR and completing formalities for insurance is mandatory under this scheme.

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All cars under this policy will be insured as per the Insurance Policy. All the legal and insurance formalities to be
mandatorily followed by the employees. Lease rentals will be stopped post sharing the NTR from Police
ORIX bears Book Value loss, if any under these transactions / Claims. only if the process is fully complied by SAP/
Employee.

41. What are the documents required by Insurance Company from User/ Client in case of Theft of Vehicle
User of the car has to immediately get the FIR done from the concerned police station for the stolen vehicle.
User has to intimate to ORIX immediately either through telephone or through mail. A copy of FIR along with the claim
intimation form has to be provided immediately to ORIX.
ORIX will coordinate with insurance company to get the claim registered. Contact details of user will be provided to
insurance company.
Investigator deputed by Insurance Company will contact the user, visit the spot of theft and investigate the case.

Following documents may be required by investigator during his visit:

 Original FIR (First Information Report)
 Statement of the user about the theft
 Statement from the neighbours of the user
 Copy of driving license and statement of the person, who has driven the car last time
 Original duly stamped and filled up claim form.
 All keys of the car
 Acknowledged copy of Letter written to concerned RTO to keep the file of the vehicle in safe custody.
 Acknowledgement of Letter written to concerned Police Station.

User/ Client have to send following documents to ORIX:

 Original Registration Certificate
 Form26
 Form28
 Form29
 Form30
 Form35
 Letter written to concerned RTO on company letter-head to change the ownership.
 (All documents should be provided in duplicate, duly signed and stamped by the authorized signatory of the
company)
 Letter of Subrogation on Rs.200/- stamp paper duly signed and stamped by the authorized signatory of the company.
 User has to get NTR (Non Traceable Report) and immediately forward to ORIX to submit to Insurance Company.

Note :-
 User has to do constant follow up with police station to get Non Traceable Report (NTR) -173CRPC.
 These are the mandatory documentary requirements of insurance company. In case of any additional requirement
which may vary from case to case basis and for different insurance companies will be informed. The sequence or the
requirement of documents mentioned above can be changed by insurance company any time without any prior
intimation.
 Responsibility of providing the above documents on time is completely with client.

 Formats of Letter to RTO, Letter to SHO and Letter of Subrogation are enclosed below.

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Letter to RTO.doc Letter To SHO.doc Letter of

Subrogation.doc

42. What is the process for Foreclosure?

Contact the fleet administrator with the current KM reading and the proposed date of foreclosure. The fleet
administrator will forward your request to ORIX.
Lead Time for providing Foreclosure Statement: 4 working days.
On receipt of the foreclosure payment, Service provider will issue the NOC and form 35 to SAP Labs within 15 working
days. Employee should complete the ownership transfer and share the RTO document to fleet administrator.

43. Is the Foreclosure value inclusive of interest?

No, the foreclosure value is not inclusive of future interest.

44. How long it takes to foreclose the vehicle?

Once the amount as mentioned in the FCL statement is credited to ORIX account and the NOC along with necessary
docs issued to SAP Labs, the lease gets foreclosed. And 15 days to get the NOC documents from the date of the
realization of the cheque

45. How is the excess kilometre charge calculated?

Excess kilometre charge is calculated on the prorated basis of the actual kilometre done.
For eg, if the contracted kms are 66,000 kms and contacted months are 44 months, it implies 1500kms per month
The foreclosure sent is as of 30th November ‘09 where 40 months have been covered.
Therefore, 40 months X 1,500 kms = 60,000kms
Current kms = 66,119kms
Excess kilometre charges are Rs.1.92 per kilometre (Varies from car to car)
Now, 66110-60000=6119kms
Therefore excess kilometre charge amounts to 6119 X Rs.1.92=Rs.11748.48

46. Will SAP help in getting loan from banks to close the foreclosure amount?
No

47. What are the documents that are required to obtain the car lease facility?
Pan Card copy, Driving licence copy, passport copy, one cheque in the name of SAP Labs for Indemnity bond

48. Is it compulsory to have passport? If not, what are the other documents that employee can provide
Employee can provide any document that shows the permanent address of the employee.

49. How about the fuel allowance? Is this benefit provided when employee avails car lease?
Fuel allowance will be provided as per policy guidelines. It is the benefit which SAP has provided. This applies only to
company car lease policy & not for Racer policy.

50. If an employee leaves SAP, is it possible to have a colleague taking over the contract with ORIX & continue
the Rentals ?

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Yes, employee can transfer the car. This will be applicable only if the other employee is eligible. The tenure will
continue with the same rentals.

51. What happens if the key is lost /damage/wear and tear during the lease period?
Employee must bear the cost

52. If employee goes on maternity leave under loss of pay, how does Rentals be deducted
Rentals will be deducted at one short, once employee is back

53. What is RV (Residual Value) and why should I pay ?

RV is treated as the price at which the car is sold to a second party (user). The RV is 21% of the Ex-showroom Value
plus tax as applicable for 44 months tenure and 25% of the Ex showroom value plus tax as applicable for 36 months
tenure

What is the process to be followed after lease expiry to transfer the RC book to the employee name.
Upon the receipt of the NOC and the transfer set docs, employee will have to go to the RTO and get it transferred. The
NOC provided will be valid for 60days. Employee needs to complete the formalities before the expiry date of the NOC.

54. How is the total residual amount calculated?

Residual value is calculated on the Ex-showroom - discount
(Ex-showroom price-discount x 21 %) +tax = 44 months
(Ex-showroom price-discount x 25%) +tax = 36 months

55. When will the EMI start

In case you take the delivery of the vehicle before 5th, then the emi will start from the same month
In case you take the delivery of the vehicle before 15th of the month… then the emi will start in the same month
but the deductions happen in the next month with 2 months emi
In case you take the delivery of the vehicle after 15th of the month, then the emi will start from next month
The fuel allowance amount is directly added to your take home salary, if you check the difference of earning and
deduction in your pay slip the take home salary will not match.

56. What happens in case of any damage which occurs during the transit after the service. Will the leasing
company replace the parts?
Any damage during the pick up and drop will be treated as any other accident and its Insurance Company’s discretion
to repair or replace the part.

57. Who should get it rectified to maintain the vehicle in good condition?
Employee should maintain the vehicle in good state in conformity

58. What is the process for accident management (Bangalore /Gurgaon)-Applicable for Company car only
 User to file the FIR within 24 hours in case of an accident which involves death or injury to anyone, or in case of
damage to own or 3rd party vehicle.
 ORIX to be intimated through the service direct line number .User to fax/mail the Accident & Theft Intimation form
along with the driver’s driving licence copy and copy of Insurance Policy.

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 On receipt of the above , ORIX will facilitate pick up of the vehicle and drop it to the authorized workshop for repair. In
case accident occurs outside the contracted boundary, damage repair work to be started only after approval from
Insurance Company.
 User will need to arrange for the car to be towed to the , ORIX will assist with contact details or can call on ORIX toll
free number for towing 1800 20 98866 –. Towing charges will have to be paid directly by the user.
 Charges up to Rs.1500.00 would be reimbursed by the Insurance Company.
 ORIX will arrange for Insurance survey and coordinate with the workshop for the repairs.
 Damage repair work required to be carried out under Insurance Policy will be decided by the Insurance Company’s
surveyors and any disputes that may arise will be settled as per the Insurance Policy guidelines.
 ORIX will directly settle all repair bills and any Insurance short payment will also be taken care of by ORIX. (Not
applicable in case of a total loss/theft or if insurance company declares the claim as invalid)
 On completion of the repair job, ORIX will deliver the car to the user.

59. How long would it take for the repairs to be completed?

The repairs would depend on the extent of damages. It would also depend on the insurance company/ Insurance
survey, if insurance is to be claimed.

NOTE :
(i) Final decision on all disputes rests with the Insurance Company.
(ii) In case it is proved that documents are not valid at any stage or the accident is caused due to negligence
of the driver, the Insurance Company is within their rights to reject or settle the claim as per their discretion.

Copy of Accident & Theft Intimation form:

User Accident
Intimation form-Orix.doc

60. Can employee give their vehicle to their own choice of service provider?
No, ORIX has the designated authorized workshops for maintenance and repair of the vehicle. The vehicle shall be
taken only to Designated Authorized workshops for any repair and/or maintenance of the vehicle. In the event any
invoice is received from a workshop, not being designated authorized workshops, ORIX reserves the right to refuse to
honor such invoices.

61. What type of insurance will the car be covered under?

The car will be covered under a comprehensive insurance covering all instances and obtained from an insurance
company of ORIX’s choice .The insurance policy shall be in the name of SAP Labs and ORIX shall be named as the
financing institution and the loss payee therein.

62. Cost of towing

The cost of towing is based on actuals and will have to be cleared by the user directly with the workshop.

63. In case of an accident, who pays the short fall in the insurance money received?

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The employee has to bear the short fall, if any, between the actual expenses and the amount received from the
insurance company, unless the employee has opted for the Insurance Disallowance facility of ORIX, which is
available at an additional cost.

64. What does Insurance Disallowance the include? Under Racer policy
Insurance Disallowance is an optional service which can be availed by the user at an additional cost. In such service,
the user is indemnified against any insurance claim shortfalls. All risks would rest with ORIX. (Except in the case of
total loss or theft). . The user needs to comply with the insurance formalities and the insurance claim should not be
rejected by the insurance company. In such a situation the difference will not be taken by ORIX.

65. Will a replacement car be given during service or accident repair?

No, there will be no replacement car given to the user during regular service or accident repair.

A replacement vehicle shall be provided if the leased vehicle is off the road for more than 24 hours in the event of a
mechanical breakdown or the normal scheduled maintenance only.

The costs of providing the replacement vehicle would borne by ORIX (cost of fuel to be borne by the employee) -(Only
for Company Lease and if opted for Fleet management services in case of Racer policy)

In the event of the leased vehicle being on the job of accidental repairs, then the replacement car (subject to
availability) may be provided at a special rate (to be borne by the employee) which will be communicated from time
to time. The said facility will be provided in the municipal city limits only.

66. In case the vehicle is impounded by authorities for any reason, who will be responsible to get the vehicle
released?
If the vehicle is impounded by authorities for any reason, it will be the employee’s responsibility to get the vehicle
release. Also at the end of the lease tenure the employee will have to buy the car. The cost for getting the vehicle
released is also borne by employee.

67. What does Fleet Management include? Under Company Lease policy only (Optional for Racer)

Fleet Management includes:

a) All Maintenance which includes periodic servicing and maintenance, all running repairs,

b) Accident Management

c) Pick up and drop of the car for regular service and maintenance

d) Damage handling in settling the accident claim.

e) Insurance disallowance for coverage of depreciation loss in case of an accident repair. This service would not be
applicable in case of a total loss/theft.

f) Replacement car facility, if the vehicle is off the road for more than 24 hours in case of mechanical break down or
normal scheduled maintenance.

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68. How frequently can we change the car?

You can change the car as frequently as you wish. But needs to complete the ownership transfer and share the same
to fleet administrator and go in for another car lease.

69. What happens if I join this scheme today and after some time I become eligible for the Company Car Lease
Scheme?
On becoming eligible for the Company Car lease Scheme (either on Promotion to T4 or on completing 5 years of
continuous service with SAP), all the benefits of the existing company Car Lease Scheme will be available to you. The
employee can migrate to the new scheme with the same car or opt to pre‐close the Racer policy and go for new car
under the new policy.

If an employee who is in Racer policy and he/she completes 5 years, employee has to inform Admin two month in
advance so that the vehicle can be evaluated and the service provider can provide the conversion calculator to the
employee, based on which employee re submits the complete documents ( new car lease application form, and the
conversion calculator) and raise an HR direct ticket for an approval. Post approvals, Admin ( fleet administrator) will
inform payroll for all the benefits. All the approvals should reach before 13 th of the month in order to inform payroll

70. Are there enough parking spaces to park my car?

In case they do bring the car, on first come first serve basis. Employees who will be reaching campus after the parking
is full will have to make their own arrangements for parking their car. The parking facility would be as per the parking
guidelines issued from time to time by the company

71. What happens if I bring the car and there is no parking space?
Since there is limited parking available, In case there is no parking available for these cars, you need to make your
own arrangements for parking your car.

72. What is the process for booking the car for routine service (Bangalore /Gurgaon)
 Contact ORIX office (refer below for contact details) 3 days prior to a scheduled service. Clearly indicate the location
and time for ORIX to pick the car up.
 In case the car is being self dropped (Please note this arrangement is applicable only for ORIX preferred dealers),
inform ORIX 3 days in advance. ORIX will not be liable for any cost/repair of the vehicle, if they are not intimated
about self drop 3 days prior to the service.
 Service Request Form ( SRF ) to be faxed / emailed to ORIX. One copy of the SRF to be given to the driver and the
other copy to be retained by the user.
 ORIX will pick up the car and drop it to the workshop .The Servicing of the car will be done as per the SRF. The car
will be dropped back after the service is complete.
 User to verify service conducted with the SRF.
 Inform ORIX immediately if any of requisitioned jobs are not carried out, to enable them look into it immediately.
 Employee need to maintain minimum fuel level (quarter tank) to ensure smooth pick up and drop process

Copy of SRF. Contact details ORIX- SLA

Service Request Orix-Contact Orix -SLA .pdf

Form-ORIX.xls Numbers.xls

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Please note:
 All accessories like Stereo panel, cassettes, CD’s or any other belongings to be removed from the vehicle.
ORIX will not take any responsibility for loss/damage of any personal belongings.
 Tyres and battery will be replaced on case to case basis, only if the service provider certifies if needed

73. Process for accident assistance in case of occurrence

1. After normal office hours

2. On weekends/holidays

3. Outside the contracted boundary

For case 1 & 2.

In case the vehicle is immobile or requires to be towed, the user would have to contact the authorized dealer
directly (refer to the owner’s manual which is supplied to the user at the time of delivery) to get the vehicle
towed and settle the payment directly with the dealer .Once the vehicle is in the dealer workshop, ORIX will
attend to all the repairs and co-ordinate with the dealer to close the same.

For case 3.

If the car is out of the contracted boundary (which is defined as within the city limits as per contract), the user
will have to take the car to the nearest workshop and contact ORIX immediately. ORIX will advise on how to
take the repairs forward depending on whether ORIX has any prior contract with the workshop. If the repairs
cannot be co-ordinated with the workshop, the user can get his car repaired and send the bill to ORIX for
reimbursement. The car will otherwise have to be brought to a workshop within the contracted boundary for
ORIX to take the repairs forward.
Please note : The reimbursement is limited  to only repairs and maintenance for the car and not for towing or
breakdown assistance .

74. Can the car be given directly to the workshop for service?
No, User should contact ORIX directly for any service or accident repair. ORIX will not be liable for any cost/repair of
the vehicle, if handled independently by the User.

75. What are the services taken care of by ORIX?

All services will be taken care of as per the Manufacture manual only. User to bear cost for any non-contracted
services (refer list below) availed and must settle the same directly with the dealer. ORIX / SAP will not be liable for
any such cost.

 Tyres and battery will be replaced on case to case basis, only if the service provider certifies if needed, based
on the admin approval

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 Pls refer to the process in our portal

*Detailed list of services attached below.

Service Inclusions Preferred Dealer list

and Exclusions.doc .xls

76. Can employee request for 2 or more quotes from the service provider?
We do have a preferred dealers list which is updated in our portal, employees are requested to contact the dealers
and freeze on the model, the calculator is also updated in our portal, and employee can use the same to know the
employee share, The service provider can provide the quote if it only for 2 variants.

©SAP Labs India 2009