1.10.6 Company Car Policy |
SCOPE OF THIS CHAPTER
This guidance informs staff of details of the Company Car Scheme
It sets out the Clifford House Company Car Policy and procedures in respect of the provision and maintenance of such cars and the responsibilities of the various parties involved.
All drivers are required to comply with the procedures set out within the car policy and adhere to guidelines defined by the Lease Company.
Also see:
Activities and Transporting Children Procedure
This is a new chapter for September 2010
Contents
1. Introduction
In the course of our roles as Residential Care Workers, driving cars is a significant aspect of our jobs.
On a daily basis we are required to use company cars (and on occasions our own vehicles) for the purpose of transporting children and young people.
Clifford House has a responsibility to ensure the safety of both children and its employees when being carried in cars. Clifford House also has a duty to ensure that all vehicle operators abide by all road traffic laws.
It is envisaged that this policy and handbook can offer employees guidance and a better understanding of all vehicle use related matters.
It is compulsory that all staff read this policy and handbook and use it as a point of reference in their day-to-day activity of using vehicles as part of their job at Clifford House.
Clifford House takes a breach of policy and law in relation to the use of vehicles (for the purpose of your job) as very serious, and such misconduct may lead to disciplinary action being taken against you.
2. Ownership of the Fleet
All lease cars allocated to qualifying employees will be owned by and remain the property of the Lease Company, Lombard Vehicle Management Ltd.
The provision of a car and its use shall be only for Clifford House related business activities.
3. Vehicle Conditions of Use
Company vehicles are subject to the following restrictions on their operation:
Company vehicles must not be used by:
- Persons under 21 unless specifically authorised by Fleet Administration.
- Clients or customers unless specifically authorised by Fleet Administration.
- Learner Drivers.
- Non-employees such as contract workers except where specifically authorised by Fleet Administration.
- Drivers who do not hold a full and valid drivers' licence for the class of vehicle to be driven.
- Persons who have been forbidden to utilise company vehicles.
The car may be withdrawn from the employee by Clifford House if at any time the Company's Policy and Procedures are not strictly adhered to.
4. Lease Vehicle Maintenance/Information
The lease term will include a full maintenance package. All cars provided through your company car scheme have maintenance; road fund licence and breakdown cover are included in the Monthly Rental Entitlement.
All vehicles will be supplied with a radio/CD player as standard. No additional options may be fitted to the vehicle following delivery.
All accessories fitted prior to delivery remain the property of the Lease Company and must be in full working order on collection of the Vehicle at the end of the Period of Hire.
You will make no alterations or modifications to the Vehicle without prior written consent unless you are obliged to do so by law. Any alterations or modifications approved by Clifford House and the Lease Company will be fitted at your expense and you will be responsible for their repair and maintenance. Upon collection of the Vehicle, accessories remaining on the Vehicle must be in full working order or may be removed at your expense prior to collection. If removed you will compensate the Lease Company / Company for any damage to or any reduction in value of the Vehicle caused by such removal.
5. Clifford House Owned Vehicles
Fleet Administration will monitor and provide for the routine servicing requirements of all fleet vehicles. Fleet Administration must be provided weekly with the mileage of any company vehicle to enable service scheduling to be recorded and booked. Each Registered Manager is responsible for ensuring this is completed.
If you feel that your vehicle requires attention outside these requirements you should contact Fleet Administration.
6. Ministry of Transport Test (MOT)
(Only considered if there are vehicles over 3yrs old on the fleet)
Fleet Administration will monitor and provide for the routine MOT requirements of all fleet vehicles. It is the employee's responsibility to ensure that the vehicle is delivered and collected to the relevant garage on time.
7. Road Fund Licence (Vehicle Excise Duty VED)
Fleet Administration will monitor and provide for the routine road fund licence requirements of all fleet vehicles.
Vehicle Operators are to ensure that a current Road Fund Licence is displayed at the bottom nearside of the vehicle's front screen.
If you lose or have not been issued with a replacement Road Fund Licence you must contact Fleet Administration immediately. It is your responsibility as driver to ensure it is there.
8. Fuel
Vehicle operators are to ensure that the correct fuel is used in the vehicle at all times. For this purpose an anti mis-fueling device has been fitted. If an operator is unsure of the required fuel type they should ask Fleet Administration or check the vehicle handbook.
If your company petrol engined vehicle has a catalytic converter it is vital that you use only unleaded fuel, any other type of fuel will cause damage and you may be liable for the cost of its replacement and disciplinary action may be taken.
Clifford House provides fuel cards/accounts for all company vehicles. These must only be used for the vehicle registered on the card/account. Misuse of this facility may result in disciplinary action being taken against you.
9. Trackers
All leased and Clifford House owned vehicles will be fitted with a tracker device. Monitoring and controlling the safe running of a fleet is critical, tracking company vehicles provides the fleet management tools to help.
Managing work related vehicle and road safety enables better control over costs, from insurance premiums and legal fees, to vehicle wear and tear and fuel use, general efficiency and productivity.
Proven benefits of fleet management and vehicle tracking systems include:
- Vehicle management information is an essential tool for fleet operators as it helps to address Duty of Care issues including:
- Driver behaviour and liability
- Working Time Directive (WTD) compliance
- Worker and vehicle security
- Vehicle maintenance* If an issue of potential misconduct of an employee is reported the Company may use historic information form the vehicle tracking system to ascertain facts or use evidentially.
10. Maintenance
The employee is required to:
Keep the car in a roadworthy condition, treat it properly and in a safe and legal manner, and report immediately any defects that would lead to it being considered illegal or unsafe to Fleet Administration.
Fleet Administration will ensure the car is maintained and serviced at a manufacturer's approved dealership. Employees will be advised of when the appointment has been made and employees should ensure that the appointment is kept.
Check tyre pressures in accordance with manufacturer requirements; check battery, water and oil levels regularly; ensure seat belts are in good working order and used in accordance with the law. Both the interior and exterior of the vehicle should be kept in a clean condition at all times.
Any expense incurred by the Lease Company through the employee's failure to observe the above conditions will be the responsibility of the employee.
11. Servicing
It is the Fleet Administration's responsibility to ensure that the vehicle is serviced regularly, in accordance with the manufacturer's service schedule, to maintain the performance and reliability of your vehicle.
When servicing the vehicle, ensure that the dealer stamps your Service Book at the time of the service and record the mileage.
12. Tyres, Batteries and Exhausts
Your contract includes full maintenance including Tyres, Batteries and Exhausts. The Lease Company will pay for all replacement tyres required as a result of faulty manufacturer or fair wear and tear. The Lease Company will not cover accidental, deliberate or negligent damage.
13. Insurance, Accident and Theft
13.1 Insurance
Your vehicle will be fully comprehensively insured, subject to some restrictions, at no extra cost to you. The insurance cover provided covers company business use, but not any other business use.
- The Company reserves the right to charge additional penalties for drivers with multiple claims. It also reserves the right to withdraw the car for the same reason.
- A hire car, or a courtesy car lent by the garage, supplied as a replacement for a Company car whilst it is off the road for accident or mechanical repair (including servicing) is covered under this policy.
Excludes:
- This policy does not cover you to drive any vehicle other than a Company owned car, or a hire or courtesy car that is provided whilst the Company owned vehicle is off the road for repair as described above.
- The cover excludes Business use other than that undertaken on behalf of Clifford House.
- A Company car must not be used for racing, hire or reward, or in any connection with the motor trade.
13.2 License Checking
There is a requirement for the company to check drivers' licences for all drivers permitted to operate company vehicles on an annual basis. This will include the primary user and any other authorised user.
All authorised vehicle operators will be contacted to submit their original licence to Fleet Administration for recording; this must include the separate Counterpart Licence in the case of the photo card type licence.
If an authorised operator's licence is unavailable when requested due to loss or having been submitted to the DVLA the company will ask you for permission to contact the DVLA to affect the required licence check.
If an authorised vehicle operator is found to be unable to satisfy the driver licensing requirements for operating company vehicles due to the status of their driver's licence, permission to drive a company vehicle will be immediately retracted and an investigation carried out and may also lead to disciplinary action and termination of employment.
13.3 Convictions and Endorsements Reporting
All authorised vehicle operators are required to notify the company Fleet Administration of any Convictions or Endorsements acted or pending that they may incur as soon as possible after the incident and in any case within 48 hours whilst driving in the course of Clifford House business and also personally outside of work.
Failure to comply with this requirement may result in the authorisation to drive or allocation of the company vehicle being withdrawn. Also, disciplinary action may be taken.
13.4 Accidents
Every accident or damage to the vehicle must be reported to Fleet Administration. Full details of the other parties involved should be obtained including name, address, registration number, make and model of vehicle and insurer details. Any witness name and address details should also be obtained. The driver must not admit liability regardless of who is considered to be at fault.
The driver must report the incident to the Police should there be personal injuries. Recurrent instances of accident claims may lead to disciplinary action should the driver be deemed to not be driving with due care and attention.
Please note the following guidelines; -
- You should contact the emergency services as quickly as possible if an incident needs immediate action.
- Stop your vehicle when and where it is safe to do so. Or ask a passenger to make the call.
- Make certain you (or your passenger) are able to describe where the accident or incident is by referring to the last place or junction.
- On a motorway use emergency roadside telephones as the emergency services will be able to locate you more easily
13.5 Theft
Important; You should note that if the keys are left in the car, at a petrol station for instance, and the car is stolen the insurance is invalid. In these circumstances the member of staff will be personally liable for any loss suffered by Clifford House as a result of the theft.
The vehicle should be protected against theft. Never leave valuable items on display in the vehicle. Any valuable items should be secured in the boot of the vehicle, ensuring the vehicle is securely locked, including all windows and sunroofs. Fleet Administration should be contacted should you discover the vehicle has been broken into or stolen.
14. Passenger Limitations
Vehicle operators are forbidden to exceed the manufacturers' limitation on the number of passengers that are permitted to travel in the vehicle they are operating.
Limitations to the type of passengers allowed carriage in company vehicles are available from Fleet Administration, restrictions are as shown below: (unless previously authorised in writing)
- Hitchhikers
- Spouses and or dependants
- Customers or clients
- Contractor personnel
- Domestic pets and animals
15. Foreign Travel
Company vehicles may be used for foreign travel with the advanced prior permission from Fleet Administration.
If travelling abroad using the company vehicle it is advisable to ensure that the copy of the company insurance certificate is in the vehicle.
Company vehicles travelling abroad will need to notify Fleet Administration one month prior to the date of travel to ensure all the necessary paperwork is in order and that the vehicle has been thoroughly checked prior to the journey taking place.
16. Withdrawal of Vehicle
The car may be withdrawn from the employee by Clifford House if at any time the Company's Policy and Procedures are not strictly adhered to.
The Company reserves the right to withdraw the car in the following circumstances:
- Non compliance with the Company's policy and procedures.
- Failure to keep our insurer fully appraised of potential claims.
- Multiple Claims.
- If the car is not properly maintained and kept roadworthy and in good condition in all respects. This includes ensuring that all routine maintenance schedules, as prescribed by the manufacturer, are adhered to.
- If the employee is convicted of serious offences which lead to the endorsement of their driving licence. These offences include dangerous driving, driving without due car and attention, driving whilst under the influence of drink or drugs, or any similar offences.
17. Vehicle Operator's Declaration
You are required to read the Company Car Policy and Company Car Guide and sign the declaration below as having read and understood the contents and requirements attached to operating a company vehicle.
If you do not understand any of the requirements or information contained in the documents you should contact your line manager who will advise you.
Please also be aware that there is guidance available electronically on Clifford House Procedures
Click here for Company Vehicle Operators' Declaration
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