Work Related Driving Policy and Guidance Manual for

Driving for Work Policy and Guidance Manual – Not for distribution or reproduction Version 2 – 03/10/2016

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Work Related Driving

Policy and Guidance Manual for Managers and Drivers


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Overview of the Sections of the Driving at Work

Safety and Guidance Manual for Managers and

Drivers

1.0 Introduction

1.1 Policy Objectives

The purpose of this policy is to explain:

Company car eligibility and the car choices available Guidelines regarding use of Company vehicles

The cash allowance alternative The rules and obligations under the policy

The Company’s expectations of colleagues who drive for work All drivers will be bound by the terms of this policy. You should therefore

familiarise yourself with its contents. Questions regarding this policy should be directed in the first instance to your Line Manager. More detailed clarification on

policy matters can be obtained from the Fleet Manager 01625 868 200 or the HR Service Desk.

1.2 Policy Terms

This revised policy was effective from 1st August 2015 (original introduced on 15th August 2008). The Elior UK Company car scheme is a key element of an

eligible colleague’s benefits package. However, the Company will periodically review this policy and reserve the right to amend the scheme from time to time.

This policy also applies to international assignees working for the Company in the UK.

1.3 Environmental Policy

The Elior UK Company car policy aims to encourage the use of fuel efficient cars and those with low emissions. With this in mind, eligible colleagues are required

to select diesel fuelled vehicles only.


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2.0 Contents

1. Introduction

2. Contents Pages

3. Introduction and Responsibilities

4. Elior Work Related Driver Policy Statement

5. Company Vehicle Eligibility and Allocation

6. Ordering Your Company Vehicle

7. Changes to Circumstances

8. Returning Your Company Vehicle

9. Running Your Company Vehicle 10. Legal Requirements

a. Driving Licence Requirements

b. Changes to your licence / Fitness to Drive c. Reporting of Endorsements d. Driving in GB on a non GB licence

e. Persons authorised to drive f. Vehicle Fitness for Use

g. Eyesight Requirements h. Towing i. Trailers

j. Use of Speed k. Seatbelt use

l. Smoking and other distractions m. Drinking and Use of Drugs whilst Driving n. Mobile phone use

o. Satellite Navigation systems

11. Guidelines/Advice for Drivers a. Casual Fleet Drivers b. Driver Assessments & Training

c. Disabilities and Incapacities d. Fatigue

e. Sleep Apnoea f. Driving with Impaired Hearing g. Driving Overseas

h. Personal Safety and Security i. New and Expectant Mothers


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12. Vehicle Information and Guidelines

a. Service and Maintenance b. Safety checks

c. Driving Position and Vehicle Comfort d. Loading and Unrestrained Items e. Safety features

f. Head Restraints g. Vulnerable Road Users

h. Passenger Limitations i. Reversing j. Roof Racks

k. Safety Kits l. Tyres and Punctures

m. Cruise Control n. Hire and Pool Vehicles o. Animals in vehicles

p. Vehicle Fires

13. Task and Journey guidelines

a. Driving Hours b. Journey Planning and Scheduling, including weather conditions

c. Breakdowns d. Procedure in the event of a collision

Appendices

Appendix 1: POWDER checks Appendix 2: Journey Planning Appendix 3: Vehicle Speed Limits

Appendix 4: What to do in the Event of a Collision Appendix 5: Driver’s Code of Conduct

Appendix 6: Driving assessment user matrix Appendix 7: Timeframe for driving assessment completion Appendix 8: Driving assessment following prosecution

Appendix 9: Vehicle Taxation Appendix 10: Useful Contact Numbers

Appendix 11: Driver Declaration Form


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3.0 Introduction and Responsibilities

Health & Safety legislation applies to anyone who drives for work and the law concerning driving for work, and the inherent risks, is the same regardless of who owns the vehicle. The guidelines contained in this document therefore apply

to everyone who drives for work.

It is estimated that c. 200 deaths and serious injuries on the UK roads every week involved someone who was driving for work [source Department for Transport Casualty Statistics].

The most common, and potentially one of the most hazardous, activities

most of us undertake is the task of driving.

Driving is a life skill and whether travelling to and from a place of work,

driving a Company provided vehicle or using your own vehicle for work journeys, you are constantly at risk not only from other drivers but from

your own actions.

Our vehicles pose a significant risk to passengers, other drivers and road

users, including pedestrians.

When the number of hours spent driving are taken into consideration, driving for work becomes a high-risk activity but, with the active involvement of managers and drivers, the risks of driving for work can be

reduced.

This policy and guidance manual is designed to assist colleagues who drive for work consider the wide range of risks of driving for work and what drivers can, and should, do to keep themselves, their passengers, other road users and

pedestrians safe.

The requirements and guidelines contained within this policy and guidance manual represent the work-related driving policy of Elior UK and apply to anyone who

drives a Company insured vehicle on non-business journeys or colleague owned vehicles being used for Company business.

Elior UK expects drivers to reciprocate by taking care at all times.

Your safety and compliance with these regulations is essential as the organisation does not accept liability if you do not comply with legal requirements.

Failure to adhere to the organisation’s policies and requirements may be deemed to be a contravention of the organisation’s safety & wellbeing

policies and may lead to disciplinary action being taken against you.


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While the law demands responsible driving, the organisation asks its

colleagues to behave in a manner that benefits all road users.

You are asked to read and comply with the Regulations and

recommendations contained within "The Highway Code".

All colleagues who drive for work must read this policy and guidance

manual in full as it will assist them in meeting the advice and requirements contained within it.

Anyone who is issued with this policy and guidance manual must sign an acknowledgement slip as confirmation that they have read and understood its contents.

If you do not fully understand the advice contained within the policy and guidance manual, please contact The Elior UK Fleet Manager on 01625

868200 or [email protected] for clarification.

mailto:[email protected]


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4.0 Elior Policy Statement

The Elior UK Leadership Team is committed to ensuring the health, safety and welfare of Elior colleagues and others to whom it owes a duty of care. Our

objective is to minimise as much as possible, the risks you face whilst driving for Elior, with the additional aim that in doing so you become a safer driver,

protecting not only you but your friends and family, and other road users. For further guidance, the Elior UK Driver Policy Statement can be found in the Elior UK Policy Statements section of the extranet


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5.0 Company Car Eligibility and Allocation

5.1 Eligibility

Your eligibility to join the Elior UK Company car scheme and the choices available to you within it are defined by the following criteria:

Central Support job role band and entitlement under your contract of

employment

Level of annual business mileage covered

The choices available to you are illustrated in the tables below and are dependent on your job role band:

Job Role Bands A B & C(Notified at offer)

Annual Business Mileage?

You may elect to have a company car OR you may elect to

take a cash allowance

Eligible for a company car

Above 12,121 Miles per annum

Below12,121 Miles per annum

Job Role Bands A B & C(Notified at offer)

Annual Business Mileage?

You may elect to have a company car OR you may elect to

take a cash allowance

Eligible for a company car

Above 12,121 Miles per annum

Below12,121 Miles per annum


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Note – in exceptional circumstances, for example in the City, a travel allowance

may be offered where the provision of a Company Car would not be appropriate. If you are eligible to participate in the Company car scheme, then you will be provided with a Company car or cash alternative in line with the criteria set out

above providing the following conditions are met:

You hold a current, full and valid Driving Licence You complete the on line driver assessment provided by the Company Fleet

Risk management Company.

You do not have any physical impairment, long term or short term, which could affect your driving.

You have had no more than three accidents in the last 12 months where it has been proven you were at fault

You agree to the terms of this Company car policy and the points highlighted

in the Elior Driver Handbook. The vehicle is properly used and maintained at all times

You complete the required self-certification form and driver mandate The Company reserves the right to withdraw entitlement to a

Company car or cash alternative in instances of misuse/abuse. Such instances may also be subject to disciplinary action. Where an

colleague taking a cash alternative is covering in excess of 12,121 business miles per annum the Company reserves the right to withdraw the cash alternative and place the individual in a Company

provided vehicle.

All Company car drivers must fully complete the DriveTech process before driving a Company vehicle

5.2 Benchmark Allowances

Monthly benchmark lease scale will be reviewed annually and are as follows for

Company provided cars:

Job role band Monthly Benchmark Lease Scale

A+ £650.00

A £650.00

B £650.00

C £500.00

D £410.00

E £350.00


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Note: The monthly benchmark allowance will enable colleagues to select a car based

on a 4 year, 100,000 mile contract hire arrangement with the Companies selected leasing provider Lex Autolease.

Colleagues who work part time and are eligible for a Company car or cash alternative will have their monthly benchmark allowance calculated on a pro rata

basis according to your basic hours of employment (please refer to your contract). All other terms remain the same as for full time colleagues.

5.3 Cash Alternative

As stated under Section 2.1 of this policy, colleagues in job bandings A,B or C who are entitled to a Company car who cover less than 12,121 business miles

may, if they wish, opt for a cash alternative instead of a Company car. Colleagues may only elect for a cash alternative when the lease term of their

existing Company car has expired.

Your request to receive a cash alternative payment must be approved in writing by both your Line Manager and your Human Resources Business Partner.

Before electing for the cash alternative, you should satisfy yourself that it is the most financially suitable option. You will still be required to provide a car

appropriate for business use. Allowances

The cash alternative allowances are as follows (where colleagues are on Elior UK

Particulars of Employment):

Job role band Annual Gross Allowance

Monthly Gross Allowance

A+ £8,400 £700

A £7,800 £650

B £7,200 £600

C £6,120 £510

D Not Applicable Not Applicable

E Not Applicable Not Applicable

The cash alternative will be paid monthly as a non-pensionable gross allowance and will be subject to tax and National Insurance as appropriate. The level of

cash alternative applicable to each scale will be reviewed annually.


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Colleagues electing to take the cash alternative will be entitled to reclaim business fuel costs using the rates as outlined in the Elior UK expense policy.

5.4 Provision of a suitable vehicle

Colleagues who take the cash alternative must provide a suitable vehicle for business purposes. Elior UK regard a suitable vehicle as one that meets the

following criteria: Under 6 years old and covered less than 120,000 miles

Fully maintained and in a roadworthy condition and have a valid MOT certificate (where applicable)

Fully insured for business use No left hand drive vehicles No commercial vehicles

No inappropriate marques e.g. Porsche, Ferrari, Aston Martin, Rolls Royce, Bentley, Lamborghini, Maserati or equivalent

No grey imports or unusual specifications No motorcycles (unless prior written agreement is obtained )

The Company will undertake regular checks of personal vehicles used for business which will include verification of driver’s license, periodic maintenance,

MOT where applicable and business insurance records. The Company reserves the right to remove the cash alternative where there is

evidence of non-compliance with the conditions above.

Replacement vehicles and other travel expenses

Colleagues who elect to take the cash alternative must use their own car for business use where appropriate and will not be permitted to drive a Company

provided vehicle. A colleague may not claim any other travel expenses unless it is deemed that alternative travel is a more efficient and effective way to travel.

Colleagues will also be required to provide their own replacement vehicle if their own vehicle is off the road for any reason. A colleague will not be eligible to

drive a Company provided pool car or hire car.

5.5 Vehicle Choice General

Elior UK will endeavor to provide a choice of vehicle manufacturers from which a

colleague may make a selection. However, the Company will review fleet choice annually.


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When selecting your Company car please be aware all vehicles must:

Comfortably seat four passengers Be diesel fuelled

Be equipped with a factory or retro fitted hands free phone kit to comply with policy on mobile phone use while driving.

Have a CO2 emission level of 200 g/km or less

The following types of vehicle are not considered suitable:

Convertibles 2 seat vehicles

Company car and other travel expenses

Colleagues who elect to take the Company car option must use their car for business use where the journey is necessary and other forms of travel cannot be utilised. A colleague may not claim any other travel expenses unless it is

deemed that alternative travel is a more efficient and effective way to travel.

Reallocation As the Company is subject to substantial penalties for early termination, it may

be necessary to reallocate a Company car on occasion rather than order a new car. Every attempt will be made to ensure that the reallocated vehicle is aligned

with their entitlement. The Company will not insist that a colleague takes over a vehicle in excess of their monthly allowance unless the colleague is happy to do so.

Exchange of Company Cars

Under no circumstances are you permitted to exchange your Company car with

another colleague without the approval of the HR Director. Restrictions in this area have been put in place to ensure that the information on

the Company car database is accurate for P11D reporting therefore reducing the risk of the Inland Revenue issuing you with an incorrect tax code or demand.

Accessories

Standard manufacturer or dealer fitted accessories may be fitted to your vehicle at the time of order provided the cost of such accessories does not exceed 10%

of your total monthly benchmark allowance. (The monthly cost plus 10% accessories cannot exceed your monthly allowance)


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Following the delivery of your new vehicle you are not permitted to add any

accessories without the written authorisation of Lex Autolease. The full cost of any accessories authorised will be the responsibility of the colleague and no

colleague will be entitled to any reimbursement or right to remove accessories when the vehicle is returned.

Trading Up and Trading Down

The facility to trade up or trade down is not available.


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6.0 Ordering Your Company Car

Order Procedure

For New Starters (Following completion of Probationary Period)

Inform Fleet Manager of completion of probationary period

If any surplus leased vehicles are available the Fleet Manager will

allocate to the driver

If no surplus leased vehicles are available for reallocation, the Fleet

Manager will start the new car order process

Driver will receive a link from Lex to register on their online portal

which will allow them to choose a vehicle from their Job Role Band

Lex will provide support until your car is ordered and will advise the

Fleet Manager accordingly

After the placing of your vehicle order you will be advised of an

expected lead time for delivery and will be informed of any changes to

this date

Lex will contact you to arrange collection of your temporary/current

vehicle and delivery of your new vehicle


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For Existing colleagues

Delivery You will be contacted in advance to arrange a suitable time and location for

delivery of your new vehicle. If you are an existing Company car driver, your current car will be collected at the same time.

When your car is delivered you should inspect it for any defects. You will be required to sign a delivery note to confirm the condition of the vehicle. All

drivers must read and fully understand the manufacturers’ and leasing Company’s driver manual/pack. The driver must also understand and make

themselves familiar with all the controls of the vehicle and understand and agree to the terms of the Company car policy before the vehicle is driven.

You will be advised that your existing vehicle is due for renewal 3-4 months ahead of the expiry of

its lease

As per New Starters process on previous page


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7.0 Changes to Circumstances

Changes in Circumstances

Promotion

If you are promoted, you will be eligible for the appropriate benchmark lease with immediate effect. However, if you already have a Company car, you will

keep your current car until the end of its term unless a suitable driver can be identified to take it over. In line with Company policy, the Company reserves the right to re-allocate Company cars where appropriate.

Maternity

If you go on maternity leave you are entitled to keep your car for the duration of your leave. Should you decide to leave the Company permanently at the end of

your leave, you will be required to return your car on the last day of your employment.

Long term sickness

If you are absent from work due to long-term sick leave, your eligibility to the use of a Company car will continue as normal. Where any long-term absence

benefit is paid to you under a Company Insurance scheme the Company reserves the right to review the provision of a Company Car / Car Allowance

provided to you at any time. Redundancy

If your role is made redundant your car must be returned on the date agreed

under the terms of your redundancy. Early Termination

If you leave the Company for any other reason, your car must be returned on

your last day of employment to your local Elior UK office, in a clean and acceptable condition (including 2 keys and the service history). The cost of any travel associated with the drivers return journey home will be the responsibility

of the individual.

Transferring to part time employment Where Company Car users are engaged on a part-time basis the provision of any

Car Allowance or lease for a Company Car will be calculated on a strict pro-rata basis.


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8.0 Returning Your Company Vehicle

Returning your Company vehicle

The table below illustrates when Company cars should be returned:

Reason for return When the vehicle should be returned or collected

End of lease On delivery of the new vehicle, key for key exchange

Resignation On the last day of employment

Dismissal On the last day of employment

Redundancy At the end of any notice period or as otherwise agreed

Loss of license Immediately *

Medical condition that prohibits

driving

Immediately *

Other – including violation of this

policy

Immediately *

Collections of Company vehicles that have reached the end of their lease will be arranged by Lex Autolease.

As mentioned under section 8 of this policy, with the exception of delivery of a new vehicle, loss of license or medical condition that prohibits you from driving,

it is the colleagues responsibility to return the car to their local Elior UK office. The cost of any travel associated with the drivers return journey home will be

the responsibility of the individual. Condition of vehicle

You are expected to return your vehicle in a clean and roadworthy condition

together with all spare keys, owner’s instruction manuals, service history, tools etc. The Company reserves the right to charge colleagues for the cost of replacing missing items and for the cost of any damage to the vehicle whether

mechanical or bodywork. For example, currently the Company is invoiced £150.00 for each vehicle returned without the appropriate number of spare

keys.

Lex Autolease allow a £250 threshold before damage charges are considered. This allows for general ‘fair wear and tear’ which is acceptable in relation to the vehicles age and mileage. The principles stated for “fair wear and tear” issued by

the British Vehicle Rental and Leasing Association will be followed. Details can be obtained from the Elior Fleet Manager. Any additional wear and tear will be

considered on a case by case basis and additional costs may be charged. It is recommended that any damage is repaired as soon as possible after it occurs.


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If you misuse a vehicle or following an incident or accident, the Company

reserves the right to place you on a practical driver training course or review your entitlement to a Company car.

* Colleagues should note that the short-term loss of a driver’s license may result in the user retaining the vehicle until the ban expires.

9.0 Running Your Company Vehicle

General You are responsible for the general upkeep and maintenance of your vehicle.

A weekly check should be undertaken on all fluid levels and fuel levels must be

maintained to manufacturers running instructions. Tyres should also be checked on a weekly basis for pressure, damage and

general wear and tear.

The driver is responsible for maintaining the vehicle in a clean condition - both interior and exterior.

Maintenance and Repairs

All Company vehicles under contract hire arrangements benefit from a maintenance contract that covers all normal servicing, routine maintenance and

repairs including replacement tyres, batteries, exhausts (arising through fair wear and tear), MOT’s and breakdown cover which includes Homestart, Recovery and Roadside Assistance in the UK and Europe (see use of vehicle abroad).

You are required to adhere to the servicing schedules in the user manual for

your Company car and ensure that following each service your vehicles service history book is appropriately stamped. There is a penalty to the Company of £250 + VAT for each missed service or missing service stamp. The Company

therefore reserves the right to recharge this cost to the colleague.

As different servicing parameters apply to each model, it is your responsibility to make yourself familiar with the servicing intervals for your car and ensure these are adhered to. Any deviation can invalidate the warranty on the vehicle and can

therefore dramatically affect its residual value.

Vehicles should be booked in for service via the Lex Autolease Driver Support function which can be contacted via the following freephone number: 0344 879 6000

You will be provided with a free courtesy car if at least 5 days’ notice is provided. The courtesy car is not a like for like vehicle therefore it is not


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advisable to plan a long journey. Hire cars will not normally be provided while

car is being serviced.

Fuel Company Car Drivers

The Company currently operates a “pay and reclaim” policy for fuel expenses

incurred whilst driving on Company business. The Company does not offer any recompense for the cost of fuel used whilst driving for other purposes such as driving on a social, domestic or pleasure basis.

The cost of fuel used whilst driving on Company business will be reimbursed to

drivers via their expenses. The levels of reimbursement are reviewed annually and are outlined in the Elior UK expense policy.

Cash Alternative Drivers

As mentioned, under section 5.3 of this document, colleagues electing to take the cash alternative will be entitled to reclaim business fuel costs using the Company rates as outlined in the Elior UK expense policy.

Tyres

It is your responsibility to ensure that the tyres on your Company car are legal and are replaced using the nominated suppliers below when required.

Under the agreement with Lex Auto Lease, all repairable punctures are covered.

However where a tyre is damaged or suffers premature wear due to driver negligence, such as kerbing, overloading or incorrect tyre pressures, you may be liable for at least part of the cost of supplying replacement tyres.

Lex Autolease preferred supplier is Kwik Fit. For tyre replacement contact the

Lex Autolease Driver Support function on 0344 879 6000.

Glass/Windscreen Chipped or Replacement Glass repairs are not covered under the maintenance contract, in the event of a

chipped or cracked windscreen/window please call the Lex Auto Driver Support function on 0344 879 6000.

A chipped glass can usually be repaired at a fraction of the cost of a replacement glass, but must be repaired as soon as possible.

Whilst, it is more cost effective to use the glass replacement service during office

hours, as an “out of hours” charge will be applied, the safety and security of you, and your vehicle is the first priority.


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Theft

If your Company car is stolen, please inform the police, Lex Autolease Support

function and Fleet Manager immediately. Replacement vehicles

As detailed in “Maintenance and Repairs”, if your car will be off the road for

maintenance and you require a replacement vehicle you should arrange a courtesy car when booking your vehicle in via the Lex Autolease Driver Support function. You will need to give five days’ notice. If your car is off the road due to

an accident you will be provided with a courtesy car under the Company insurance arrangements.

Please be aware that courtesy cars are not provided on a “like for like” basis. It is therefore not advisable to plan a long journey. Hire cars

cannot be provided while your car is being serviced. The company will not normally permit the hiring of a daily rental vehicle at the Company’s

expense in order that the driver may obtain a higher specification vehicle.

Vehicle Road Fund Renewals

Your vehicle will be supplied with the appropriate road fund license valid for 12 months. Following this the annual road fund license fee will be paid via Lex Autolease approximately 7 days prior to the expiry date of the current license

automatically.

Driving offences and fines The driver of the vehicle must drive within the law including:

Ensuring that traffic signs and statutory speed limits are observed

Ensuring that they adhere to the current law and Company policy concerning the use of mobile phones and other hand held equipment whilst driving

Ensuring that the vehicle is sensibly parked and not in breach of any regulations.

You are responsible for payment of all parking fines, congestion charges and offences. Unpaid fines will be paid by the Company and forwarded to the

colleague plus an administration charge.

Where Notices of Intended Prosecutions are received by the Company, the

Company will provide the driver details to the relevant authority. Colleagues must advise the HR Advisor and Fleet Manager at the earliest

opportunity if:


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They or their nominated driver incur penalty points on their license They or their nominated driver lose their license or are disqualified

from driving either temporarily or permanently Failure to notify the company of a loss of license or addition of penalty points will

not only affect the insurance cover on your car but is also regarded as a serious disciplinary offence. If you lose your license and as a result it is deemed that

your job can no longer be carried out effectively, the company reserves the right to terminate your employment.

Use of vehicle abroad

Company vehicles may be taken outside of the UK. Colleagues must contact the Lex Autolease Driver Support function on 0870 165 0980 at least 14 days in advance of travel in order to ensure the necessary overseas travel

documentation is received in time. Whilst traveling in the EU, breakdown cover is provided.

When driving overseas you should carry your driving license with you at all times.

Please note that in some European countries, driving Laws may be different to

ours, but it is the driver’s responsibility to ensure they are legal. Some of the additional requirements may include:

An international driving permit/license is required

Vehicles must carry a warning triangle (Spain requires 2) Vehicles must carry spare light bulbs and fuses Vehicles must carry a fire extinguisher and first aid kit

Vehicles must carry a high visibility jacket(s) Some European countries require an alcohol breath test kit to be available in

the car. In reality this is two kits as once the first is used a usable kit is still expected to be carried.

A white GB sticker or number plates carrying the GB logo are also compulsory in all European countries. You should also adjust your headlamps to avoid dazzling

oncoming drivers.


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10.0 Legal Requirements

It is Company policy that colleagues of Elior UK

Drive for work in a vehicle that meets legal requirements

Drives in a safe manner and within the road traffic guidelines as

contained in the Highway Code.

Colleague and additional nominated driver complete a driving licence check satisfactorily. A data protection mandate will be completed ‘online’

You will then go on to complete a Driver Safety Risk Assessment and complete e-learning modules defined by the completed risk assessment.

Legal Responsibilities The Health & Safety At Work Act (H&SAWA) 1974 places a duty on employers to ensure that they conduct all work undertakings in such a way to ensure, so far

as is reasonably practicable, that persons who are not in their employment and who may be affected by their actions are not exposed to risks to their health and

safety. Similarly, the Act places a duty on colleagues to take reasonable care for the

health, safety and welfare of themselves and others whilst at work. These duties extend to driving for work. This means that colleagues have a legal

obligation to ensure that they work in a safe manner and must not, knowingly, do anything that may put themselves or others, including members of the public,

at risk. Additionally, there are duties on colleagues under ‘road traffic law’ which

stipulate that the driver is responsible for checking the roadworthiness and ensuring the proper operation of the vehicle they drive.

This legal obligation extends to any vehicle driven for work, including rental vehicles, and regardless of who owns the vehicle.

Roadworthiness includes:

Tyres

Brakes and Steering

Indicators and lights

Windows, washers and mirrors

Loading

Cleanliness


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To meet these requirements, you must:

follow the Highway Code;

hold a valid driving licence for the type of vehicle you drive;

have appropriate motor insurance;

ensure your vehicle is not overloaded and that any load is secure;

ensure your vehicle is taxed and, if appropriate, has a valid MOT;

If you do not meet the basic legal requirements, you will be putting yourself, and others, at risk.

Contract of Employment This policy contains the conditions for use of a company provided vehicle.

Failure to adhere to the conditions may result in permission to drive a company provided vehicle and/or a cash allowance in lieu of a company provided vehicle being withdrawn and you may be subject to disciplinary action.

Download the Highway Code at – http://www.highwaycodeuk.co.uk It is Company policy that colleagues who drive for work shall familiarise

themselves with the legal obligations contained in the Highway Code. Particular attention should be made to the use of the words MUST and MUST NOT as these identify the legal requirements of the Highway Code.

Driving Licence Requirements It is Company policy that colleagues who drive for work shall:

hold a full, current and valid driving licence for the class of vehicle driven for work and which legally entitles them to drive in the UK. The validity of

a driving licence shall be verified in line with the Company’s driving licence checking procedure and at a frequency determined by the Company;

carry their driving licence with them at all times when driving for work, unless it has been returned to the Driving Licencing Authority for updating;

inform the Company of material changes in their driving licence status

(allocation of penalty points, change of address, change of surname etc.);

inform the Company of new convictions or endorsements within 2

working days of the offence notification; if disqualified from driving, or have a pending prosecution which may result in their disqualification from driving, report this immediately to the Elior Fleet Manager 01625 868200 or

[email protected]



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Changes to Your Licence

Drivers have a legal obligation to:

notify DVLA of a change of address and/or name;

renew a photo card licence on or before the expiry date.

Failure to comply with either statutory requirement is an offence which may lead

to a £1,000 fine per offence.

Remember: if your driving licence isn’t valid, you aren’t insured to drive. Driving in GB on a non-GB licence

It is Company policy that non-GB licence holders comply with the law when

driving in Great Britain. As this is a complex subject, and since regulations vary depending on the country of issue, please refer to the DVLA website for further information: https://www.gov.uk/non-gb-driving-licence

EC/EAA vocational licence holders who are GB residents are legally required to

register their details with the DVLA and apply for a counterpart licence by completing Form D9.

Form D9 can be downloaded from the DVLA or obtained by contacting DVLA on 0300 790 6801 or http://www.dft.gov.uk/dvla/forms/onlineforms.aspx

Persons authorised to drive

Apart from the colleague to whom the vehicle is allocated, only one additional

person may drive the vehicle subject to the following:

The driver must have held a full driving license for at least 12 months The satisfactory checking of their driver records with the DVLA by the

company or their nominated representative.

Authorisation by the Company being given in writing.

Persons not authorised to drive Anyone who does not hold or has not held a full UK driving license for less

than 12 months. For example, learner drivers. Anyone not employed or authorised by the company to drive the vehicle.

https://www.gov.uk/non-gb-driving-licence

http://www.dft.gov.uk/dvla/forms/onlineforms.aspx


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Conditions of Use

Under no circumstances can a company vehicle be used for any business

activity other than for Elior UK. Your company car must not be used in any capacity other than in accordance

with the manufacturer’s instructions.

You must not use or permit your Company car to be used:

o In any way or for any purpose which is in breach of any statute, regulation or order

o When it is unsafe or unfit to drive

o For carrying passengers for hire or reward o In excess of its carrying capacity

o For racing, rallying or in any sporting event o In any manner that invalidates any relevant insurance

Claims

The company will meet the insurance costs of “at fault” accidents in full but reserve the right at the discretion of the HR Director to recharge any excess payable as a result of a claim on the following basis:

1st Incident £0.00

2nd Incident £100.00 (if date of incident is within 12 months of the first incident) 3rd Incident £500.00 (if date of incident is within 12 months of the first

incident)

Refusal to pay an excess when requested in line with this policy, may result in the colleague being removed from the company vehicle scheme

Vehicle Fitness for Use

It is both Company policy and a legal requirement that:

any vehicle driven for work, and regardless of who owns the vehicle, is safe and legal;

all statutory driving/vehicle regulations are observed;

drivers are responsible for ensuring that these requirements are met.


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Driving your private vehicle on Company Business (Known as Grey

Fleet)

If you use your private vehicle for a work journey, the company has a duty of care towards you and other road users to ensure that both you and your vehicle are fit for purpose. It is therefore your responsibility that you meet all statutory

and Company requirements and have:

a full, current and valid driving licence, with the correct category

entitlements for the vehicle that you drive for work;

complete a driving licence check. A data protection mandate will be completed ‘online’ You will then go on to complete a Driver Safety Risk

Assessment and complete e-learning modules defined by the completed risk assessment.

appropriate insurance, including business use cover to carry work

colleagues as passengers and/or for the number of business miles driven;

valid road fund licence;

MOT (if appropriate);

registration document (V5) as evidence that you own the vehicle;

evidence of regular servicing in line with the manufacturer’s recommended maintenance guidelines;

appropriate, full breakdown & recovery service in place.

Eyesight Elior advises that colleagues who drive for work shall have their eyes tested by a

qualified optometrist every two years. By law, colleagues are responsible for ensuring that their eyesight meets

minimum legal requirements as set out in Rule 92 of the Highway Code:

“You MUST be able to read a vehicle number plate, in good daylight, from a distance of 20 metres (or 20.5 metres where the old style number

plate is used). If you need to wear glasses (or contact lenses) to do this, you MUST wear them at all times while driving. The police have the power to require a driver to undertake an eyesight test”.

Additional advice

If prescribed, glasses or corrective lenses must be worn when driving; it is

recommended that you keep a spare pair in your vehicle as a precaution.


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It is recommended that ‘night vision glasses’, which claim to enhance

vision when driving at night, are not worn.

The Company reserves the right to ask colleagues to demonstrate their

eyesight meets the required standard. If the standard is not met, the organisation may insist your eyesight is tested by a qualified optometrist and withdraw permission to drive for work until this is done.

Trailers It is both Company policy and a legal requirement that you may only tow a trailer if you have the correct driving licence entitlement and received appropriate training.

ensure that you know how to connect the trailer, including electrical

connections; ensure that the trailer is not overloaded, the weight is evenly distributed,

the load is secure and no items are protruding.

You may only fit a tow bar with the approval from the Fleet Manager who will ensure it is fit for purpose, remember:

The tow bar must be fitted by an approved installer

You must ensure the trailer/caravan/etc. is in a roadworthy and legal condition You have adequate Insurance cover for the trailer/caravan/etc. and its

contents

More stringent eyesight standards apply to vocational licence holders. For details visit: www.direct.gov.uk/driverhealth

The speed limit when towing on a rural single carriageway and dual carriageway is 50mph and 60mph when towing on a motorway.

Towed vehicles must not enter the outside lane of a 3 or 4 lane

motorway

http://www.direct.gov.uk/driverhealth


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Towing

Some roles may require the towing of equipment - this shall only be done by

drivers who are qualified to do so.

Before January 1997, drivers who passed their car test (category B) gained

automatic entitlement to drive vehicles up to 7.5 tonnes without taking a

further test. This included vehicle towing a trailer with a MAM not exceeding

750kg.

Drivers who passed their test after 1st January 1997 must check their towing

entitlement and pass a separate test.

Remember to:

ensure that you have the correct entitlement on your driving licence for

trailer towing;

check both the weight of the trailer and the towing vehicle to ensure legal

compliance and towing capability;

attach the breakaway cable before setting off;

always check the lights on the trailer work properly;

always ensure that the trailer is loaded safely and correctly.

For further information:

https://www.gov.uk/towing-with-car

Fitness to drive By law, drivers must notify the DVLA of any medical condition that may impair

their driving.

Failure to do so is an offence, which may lead to a fine of up to £1,000.

Drivers who knowingly provide the DVLA with false information, or do not

give the DVLA relevant information to obtain a driving licence, may be imprisoned for up to 2 years.

For further details: https://www.gov.uk/health-conditions-and-driving

Colleagues must report to the Fleet Manager, any illness, condition, treatment or medication (prescribed or over the counter) that may impair

their driving.

Use of Speed

Inappropriate use of speed poses a danger to other road users and pedestrians. This may mean that, at times, a safe speed is less than the posted speed limit.

Driving within the speed limit will not only improve your safety but reduce

your stopping distances in an emergency.

https://www.gov.uk/towing-with-car

https://www.gov.uk/health-conditions-and-driving


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The Company shall never require colleagues to break the speed limit to

achieve their work schedule and shall not condone any colleague who exceeds the speed limit.

Seat Belts and Child Seats By law, seatbelts must be worn if fitted.

Seat belts are extremely effective in preventing injuries and loss of life.

Certain exemptions apply on medical grounds; the appropriate exemption

certificate can be obtained from your GP.

Child seats must be suitable for the vehicle in use and securely fitted; for more information, refer to the manufacturer’s guidelines.

Smoking and other distractions whilst driving Current Legislation

In adherence to the 2006 Health Act, all enclosed public places and workplaces

should be smoke-free, this includes any vehicles provided by an employer to an employee such as, Company cars, Company vans, pool and hire cars but does

not include privately owned vehicles even though they may be used on Company business

From 1st October 2015, it will be illegal to smoke in a privately owned car (or other vehicle) with anyone under 18 present. The law applies to every driver in England and Wales, including those aged 17 and those with a provisional driving licence. The law does not apply if the driver is 17 years old and is on their own in the vehicle. The law applies to any private vehicle that is enclosed wholly or partly by a roof. It still applies if people have the windows or sunroof open, have the air conditioning on, or if they sit in the open doorway of the vehicle. The law won’t apply to a convertible car with the roof completely down. Failure to comply with this legislation could result in a driver receiving a fixed penalty notice of £50.00 or a fine of up to £200.00. In addition the Company could also face a fine of up to £2,500.00. Therefore, Elior UK does not permit smoking in any Company provided vehicle.

Rear facing baby seats must never be fitted to a seat protected by front airbags as a fatal injury may result if the airbag deploys following a collision


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In reference to colleagues using privately owned vehicles whilst transporting visitors, clients, and/or colleagues Elior UK will not permit smoking. At all other times smoking is at the discretion of the car driver in line with current legislation. Any breach of the above requirements will be considered a breach of the terms and conditions of this policy and therefore may be subject to disciplinary action.

Drinking and Driving By law, drivers must not drive, attempt to drive, or be in charge of a motor vehicle when under the influence of alcohol. Even holding the keys in your hand

may be sufficient evidence that you were in charge of your vehicle.

Driving a vehicle when under the influence of illegal alcohol levels or non-

prescribed drugs is strictly forbidden and treated by the organisation as gross misconduct.

Scotland’s new drink driving laws, introduced in late 2014, reduced the

limit to 50mg of alcohol per 100ml of blood, compared with the rest of the

UK which has a limit of 80mg per 100ml of blood.

You shall almost certainly be disqualified from driving and receive a significant fine:

Driving at twice the legal limit may lead to a 2 year disqualification/an

£1,800 fine.

If driving at over three times the legal limit, a custodial sentence may

be imposed.

As well as needing to abstain from consuming alcohol during working hours,

there is a significant risk of being over the legal limit `the morning after’ after consuming even moderate amounts of alcohol the previous evening. We therefore strongly recommend that you drive with no alcohol in your

system.

Care must be taken when consuming alcohol during flights if you need to drive a vehicle after you have landed.

Anyone found guilty of driving whilst over the legal alcohol limit may be subject to disciplinary action in line with our Colleague handbook

Use of Drugs & Medicines

As from 2nd March 2015, it is illegal to drive in England and Wales with certain drugs above specified blood levels in the body, whether driving is impaired or not.

This new legislation makes it easier for the police to tackle drug drivers.


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Driving under the influence of drugs may cause collisions and the Highway Code

gives clear instructions in the area of use of drugs and Rule 96 must be adhered to at all times.

“You MUST NOT drive under the influence of drugs or medicine. Check the instructions or ask your doctor or pharmacist. Using

illegal drugs is highly dangerous. Never take them if you intend to drive; the effects are unpredictable, but can be even more severe

than alcohol and may result in fatal or serious road crashes”. Inform your line manager if you are taking any prescription or over the

counter medication that may impair your driving - particularly opioid prescription painkillers, which can include morphine and codeine, anti

depressants and methadone. It is recommended you carry your repeat prescription with you when driving as this will be evidence that you are taking drugs for a medical condition.

If you need to take medication that may cause drowsiness or impair your

ability to drive, inform your manager so that alternative arrangements can be made.

If you intend to drive and are in doubt, seek advice from your GP or pharmacist before taking any medicine.

× Never drive when under the influence of recreational or illegal drugs as these

can impair driving as much as alcohol. Using such drugs not only means you are acting illegally but putting yourself, and other road users, at risk.

Remember! The after effects of certain drugs may last several days after use.

Mobile Phone Use This policy refers to mobile phones and the use of such devices for internet access and texting, as well as making and receiving calls.

It is illegal to use a hand-held mobile phone or device when driving, even when

stopped at traffic lights or in a queue of traffic. This includes making or receiving calls, pictures, text messaging or accessing the internet. The offence applies to drivers speaking or listening to a phone call where the phone is held in the hand

– even if it is only held in the hand for part of the time. It also includes holding the phone to answer a call or dial a number, even if the user then proceeds to

use a separate piece of equipment such as Bluetooth or other hands free device.

Please note – in accordance with this policy, if your vehicle does not have a factory fitted or retro fitted Bluetooth wireless technology “hands free” connection then mobile phone use is not permitted.


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Penalties

The individual may receive a fixed penalty, or be fined if the matter goes to

court. The individual can also be prosecuted for using a hands-free mobile if they fail to

have proper control of their vehicle and are considered to be driving carelessly or dangerously when using a mobile phone. Following an incident or accident

the police or HSE will ask “was the use of a mobile phone an avoidable distraction”. The penalties can include disqualification, a fine and up to 2 years imprisonment

Any financial penalty incurred for the illegal use of a mobile phone is the

responsibility of the colleague. In addition, individuals who are fined or prosecuted for using a mobile phone

whilst driving in contravention of the Law and this policy may be subject to disciplinary action.

Guidance In the interests of the Health and Safety of colleagues and other road users, the Company has an obligation to make all its colleagues aware of good practice and

Road Traffic Legislation.

Drivers are responsible for ensuring: they drive within the law. they avoid taking or making calls, even on hands-free equipment, if by doing

so they may put themselves and other road users at risk.

the safe control of the vehicle. that if the Company vehicle they are driving is not fitted with Bluetooth

wireless technology “hands free” they must contact the Fleet Manager when driving a vehicle for work, whether Company or private without

Bluetooth wireless technology “hands free”, that the mobile phone is diverted

to voicemail or colleague and switched off. that when having a conversation whilst driving, using hands-free equipment,

it should be kept brief. If the conversation is likely to become prolonged the driver should suggest they call back when it is appropriate and safe to do so.

they switch their phone off and do not use it at petrol stations. Conference calls are not to be taken while driving.

Please be aware that the Company advises you not to take calls whilst

driving. Additionally, if you call a colleague who is driving then you are advised to arrange to call back at a later time.


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Satellite Navigation and Other in Vehicle Distractions

If used correctly, satellite navigation (satnav) devices may reduce exposure

to risk. When used incorrectly, however, they may increase the risk and be a distraction.

Sat nav devices must be programmed before setting off on a

journey and not when driving.

A portable satnav unit must be installed according to the

manufacturer’s instructions and not positioned where it impairs the driver’s vision. For example, mounted on the windscreen within the

swept area of the driver windscreen wiper.

Using a portable sat nav is at your own risk and you are personally responsible for the equipment when driving a Company provided

and/or insured vehicle.

It is recommended that you carry a road map in your vehicle should

your satnav fail or is unable to plan your intended route.

The use of other interactive in-vehicle devices, whether portable or fitted, may cause loss of attention and you must not operate such

equipment when driving.

Where fitted, in vehicle technology must be used in a safe and

appropriate manner.


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11.0 Guidelines and Advice for Drivers

Introduction

The Company has also published a separate Drivers Handbook detailing additional helpful guidelines. All colleagues who use a vehicle on Company

business, i.e. private car users (whether under a cash alternative or not) as well as Company car users must read this Handbook.

Casual Users (Known as the Grey Fleet)

The term Casual / Grey Fleet Driver applies to those Elior UK colleagues who are neither entitled to a Company car or a cash alternative yet from time to time

have cause to drive on Company business. Health & Safety law applies to work activities on the road so it is important to understand who this involves. Work

related driving is defined as “driving or riding on the road for work purposes other than to and from your usual place of work”

Examples will include: -

Going to support another site or cover for holidays or sickness

Attending a training session or meeting. Shopping at the local store or supermarket for emergency supplies.

Under these circumstances, and where there is the need to hire a Car on Company business any drivers will be required to have completed the required

health and safety checks by completing both the appropriate self-certification form and DriveTech process. If you drive your own vehicle for Company business then you will be required to register your vehicle MOT and insurance details

when prompted in the AA DriveTech system.

To ensure driver safety at all times colleagues will not be permitted to drive on any Company business until the required checks have been completed and the key to a Company provided vehicle will only be released prior to the driver fully

completing the DriveTech process. These conditions also apply to any colleague that may on occasions drive a Company vehicle at site.


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Colleagues must advise the HR Advisor and Fleet Manager at the earliest

opportunity if:

They incur penalty points on their license They lose their license or are disqualified from driving either

temporarily or permanently

Failure to notify the company of a loss of license or addition of penalty points will

not only affect the insurance cover on your car but is also regarded as a serious disciplinary offence. If you lose your license and as a result it is deemed that your job can no longer be carried out effectively, the company reserves the right

to terminate your employment.

Driver Assessments and Training It is Company policy that, depending on annual business mileage and the type of vehicle driven, colleagues who drive for work complete a driving assessment,

funded by the Company. The assessment shall be completed periodically and takes the form of on-line

driver profiling assessment.

Assessment results shall be used to determine if additional training is required.

If necessary, colleagues who drive for work may be required to undertake an on-road driving assessment and regardless of annual mileage.

Colleagues who drive for work and who have been identified through the

assessment programme as needing further training shall be required to

participate. Failure to adhere to this requirement may lead to disciplinary action.

Disabilities, Incapacities or additional Needs

It is Company policy that drivers who have a disability, incapacity or additional

needs which may impair their ability to drive safely, the choice of vehicle they drive, or the equipment and/or the controls with which it is fitted, shall discuss any potential issues with their line manager.

Fatigue

Tiredness is a significant cause of collisions as driving when tired leads to

impairment of driving performance by increasing reaction times, reducing attention and compromising the ability to control a vehicle. (Source: Bartlett,

1953; Friswell & Williamson, 2008)


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The body is most at risk of suffering fatigue between 2am and 6am, and 2pm and 4pm. If you feel tired when driving, you must stop and take a break as soon as possible and where safe and legal to do so.

It is recommended that a 15-20 minute break is taken after 2 hours’ continuous driving and that you buy a drink.

Consider travelling by public transport if appropriate and practical. If there is no

alternative but to drive:

ensure that you are fit to drive and avoid starting a journey when tired;

get a good night’s sleep before starting out on a long journey;

plan your weekly schedule to avoid having one long day followed by another;

if you have to work or drive for long periods in a day, ensure driving time is kept to a minimum the following day and only consists of short trips;

avoid driving long journeys between midnight and 6 am, when natural

alertness is at a minimum;

plan your journey to allow for sufficient breaks;

if you feel drowsy, stop in a safe place (not on the hard shoulder) and be prepared to change your travel plans;

where possible, avoid driving through the bio-rhythmic low periods (2am to

6am and 1pm to 4pm);

be aware of sleep disorders, including sleep apnoea;

× don’t allow a misguided interpretation of what is expected of you to jeopardise your safety and that of others;

× don’t attempt to drive if you are unable to give full concentration to the task.

Sleep Apnoea

Sleep apnoea is a condition when breathing is briefly interrupted, or becomes

shallow, during sleep. Since sleep apnoea is a potentially serious disorder, if you suspect you suffer from the condition, consult your GP at the earliest

opportunity.

The breathing pauses typically last 10-20 seconds, may occur up to hundreds of times a night and jolt the person out of their natural sleep

rhythm. As a consequence, sleep apnoea sufferers spend more time in light sleep and less time in deep, restorative sleep.

Chronic sleep deprivation results in daytime sleepiness, slow reflexes, poor concentration and an increased risk of collisions.


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Sleep apnoea may also lead to serious health problems, including diabetes, high blood pressure, heart disease, stroke, and weight gain.

Drivers who suffer from sleep apnoea are at a statistically significant increased risk of involvement in motor vehicle accidents, potentially two to three times higher than other drivers (Source: Ellen et al., 2006).

Driving with Impaired Hearing

Loss of hearing is one of the most common conditions affecting older adults:

it is estimated that c 9 million UK adults suffer from hearing loss, from total deafness to slightly hard of hearing

1:4 adults over the age 50 have some form hearing loss [source: British Deaf Association].

Many adults don’t seek help as loss of hearing is a slow and gradual process.

The role of hearing and driving

There is limited research data in this area and the effect of impaired hearing on driving safely is untested but it is generally believed that

totally deaf drivers may have a slightly increased risk of a collision.

It is generally accepted, however, that drivers who suffer slight or medium hearing loss and have not sought help present a hazard to themselves and other road users.

Unlike total deafness, drivers who are partially deaf and do not have the help of a hearing aid are less likely to be able to concentrate 100% on the

task of driving.

Highway Code

The Driving Standards Agency has launched a pack to assist British Sign Language (BSL) users to read and learn the Highway Code. For further advice visit: www.bda.org.uk

Driving Overseas

It is Company policy that colleagues who have the necessity to drive for work overseas familiarise themselves with the road regulations of each country they intend to drive in.

If you do not feel competent or confident to drive overseas, arrange training

through your line manager; alternatively, consider using taxis or other means of transport where possible.

http://www.bda.org.uk/


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Personal Security It is Company policy that colleagues are responsible for ensuring their safety, and that of their vehicle, at all times

If your work involves travelling, you will spend a great deal of your time on your own and are classed as a “lone worker”. The following advice will assist with your

personal and vehicle safety:

park in safe area: in a well–lit, busy street or a car park displaying the 'Park Mark' logo as these have been vetted by the Police and have measures in place in order to create a safer environment for you and your

vehicle. Details can be found at http://www.parkmark.co.uk/

when leaving your vehicle, especially after refuelling, close the windows and lock the doors;

consider “de-sexing” your vehicle and drive with the doors locked and the windows closed, especially in built up areas;

in the unlikely event that someone forces you to hand over your keys, do not resist. Instead, call the police and try to give a clear description of the thief;

consider letting someone know where you are, especially if you deviate from your planned route;

consider giving your office or mobile number to anyone close to you so they have a point of contact in case of an emergency;

consider providing HR and your manager with up to date information on who

to contact in the event of a problem/emergency;

avoid parking in quiet areas, especially if you intend to work on a lap top;

lock all doors and close your windows when driving in built up areas;

avoid getting into “road rage” situations.

Parking and Vehicle Security When parking your vehicle, several factors may influence your decision as to where to park:

when searching for a space, choose one away from other vehicles as this

reduces the chances of damage;

remove the keys and lock your vehicle when parked, especially when paying for fuel or parking;

reduce theft: set the alarm/immobiliser and fit a deterrent such as a steering wheel clamp;


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remove your mobile phone, sat nav and other personal effects.

Whenever leaving your vehicle, close the windows and lock the doors - even at a fuel station.

Vehicle keys are precious so please remember to remove them when you get out of the vehicle and don't leave them on display at home as thieves break into homes to steal car keys.

× don’t leave your vehicle unattended with the keys in the ignition as this will

invalidate the insurance.

For additional safety, consider the following:

Choosing a car park and parking space

If possible, choose a car park with a manned pay desk, well lit stairwells

and lifts, CCTV and regular security patrols.

Park under a light and away from shadows and doorways and, wherever

possible, use a lower floor in a multi-storey car park. If possible, park as near to the pay desk as possible and reverse into a parking space for a quicker departure.

Leaving your vehicle

Lock all windows and doors and, if appropriate, close the sunroof - even when leaving your vehicle for a short time.

Make a note of where you left your vehicle and look around for potential problems before getting out.

Consider de-sexing your vehicle

Consider carrying a personal alarm.

× Don’t leave valuables or personal possessions on view - put them in the

boot.

Returning to your vehicle

If it is dark, consider carrying a torch.

If you see suspicious activity near your vehicle, call the police.

Have your car keys to hand and check your vehicle for any signs of

interference

Check inside the vehicle before getting in.

Lock the doors as soon as you are inside.


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× Don’t put your bags in first as you are vulnerable when reaching into your

vehicle.

New and Expectant Mothers To comply with the Management of Health & Safety at Work Regulations, a work related driving risk assessment shall be completed once you have informed the

organisation that you are a new and expectant mother.

As soon as the organisation is notified in writing, the assessment shall be

reviewed up until 6 months after giving birth.

You must notify your manager of your pregnancy as soon as reasonably practicable.

If a risk assessment is not completed within 2 weeks of notification, escalate the matter.

Carjacking Although thankfully rare, carjacking is an issue as vehicles are harder to steal due

to improved security devices. Please be aware of the risk, however small, leave sufficient space around your vehicle and look for escape routes.

Consider keeping your doors locked at all times when driving and/or

stationery.

If struck lightly from behind, check your mirrors.

If in doubt, don’t get out of your vehicle or unlock the doors but drive to a

busy and safe location, such as a fuel station or supermarket, before getting out to check your vehicle and/or to speak to the other driver.


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12.0 Vehicle Information and Guidance

Vehicle Fitness for Use Servicing & Maintenance

Vehicle Fitness for Use

It is Company policy, and a legal requirement, that:

all vehicles used for driving for work, and regardless of who owns the vehicle,

are safe and legal

all statutory driving/vehicle regulations are observed.

The driver is responsible for ensuring that these requirements are met.

Servicing and Maintenance

The manufacturer’s vehicle handbook explains the maintenance requirements and frequency of service intervals.

It is an offence to drive any vehicle aged 3+ years, either privately owned or Company provided, which does not have a valid MOT certificate:

If your vehicle does not have a valid MOT certificate, your motor insurance

will be invalid.

Check your MOT expiry date now!

It is Company policy that:

the driver/colleague shall ensure that the service book is updated after each service as failure to do so may invalidate the warranty and reduce the

vehicle’s resale value. For drivers of Company provided vehicles, this may be dealt with as a disciplinary action.

Drivers of cash allowance or privately funded vehicles shall use a competent repairer for all service, repair and maintenance work including MOTs.

NB: Do not assume that engine oil and fluid levels remain at appropriate levels between services; fluid levels should be regularly checked as part of your vehicle

safety check process.


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Vehicle Safety Checks It is Company policy that, before starting a work journey, and regardless of who

owns the vehicle, the driver shall complete a vehicle safety inspection.

Vehicle safety checks shall be completed at least weekly on Company

provided vehicles, hire cars, pool cars, cash allowance or privately funded vehicles.

Drivers are required to carry out routine safety checks on Company

provided vehicles as a condition of operation. These checks are categorised as daily, weekly and monthly intervals and the checks required and their frequency, can be found in the vehicle checklist (see

Appendix 1).

Using the acronym 'Powder' as handy reminder, safety checks are designed to ensure that all items are in working order (bearing in mind legal requirements).

P (Petrol) Fuel O Oil

W Water (coolant and washer bottles) D Damage E Electrics (lights, horn etc)

R Rubber (tyre pressure/tread/damage)

Driving Position and Vehicle Comfort

Drivers must be able to reach all vehicle controls comfortably and a good all round

view is essential at all times. Sitting in a fixed position for extended periods of time may lead to back or limb

discomfort, and possibly fatigue - particularly if the seat is incorrectly adjusted or the driving position is of an inappropriate design for the driver

Ensure that your view is not obstructed by objects, including sat nav holders,

stickers etc.

If driving for any length of time, consider adjusting the seating position to

vary your posture.

It is recommended that Company car drivers test drive their chosen vehicle

via Lex Autolease, to ensure a comfortable and safe seating position can be achieved before ordering a new vehicle


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Vehicle Loading and Unrestrained Items It is Company policy that vehicles used for work journeys are not overloaded

and appropriate straps are used to secure the load. Overloading a vehicle is not only illegal but puts you and other road users at risk and may cause damage to roads and/or your vehicle.

As the driver, you are responsible for ensuring that any load you carry is legal

and safe - even if your vehicle was loaded by someone else.

Overloading, badly positioned or unrestrained loads can affect the steering of the vehicle, its stability under acceleration, braking and cornering.

Overloading puts excessive strain on tyres, increasing normal deflection and cause overheating, and reduces the effectiveness of your brakes.

Take extra care if your vehicle is capable of taking significant loads (4x4

and estate cars etc).

Consider the potential for stowed items such as tools, computers, sports

equipment, shopping, etc to become projectiles in the event of a collision:

ensure such items are adequately stowed and restrained;

store briefcases in the boot or, if this is not possible, in the rear foot well, remembering to ensure there is no possibility for items to slide

under the driver’s seat and cause an obstruction;

if the rear seats are not occupied, clip the rear seat belts into position as this gives added protection against load breakthrough in

the event of a collision and/or an emergency stop;

× don’t place unrestrained objects on a parcel shelf or seat; even a

box of tissues will take on the properties of a brick if the brakes are applied at 30 mph.

If in doubt, refer to the manufacturer’s handbook to ensure the recommended

loading limits are not exceeded.

Overloading of Vans and Light Commercial Vehicles

Vans and light commercial vehicles are assigned a Gross Vehicle Weight

(GVW) which is the maximum allowable weight of the vehicle, including the weight of the driver, passengers, personal possessions, tools, fuel and the load being carried.

Drivers who are uncertain of their van’s load weight must take the vehicle

to the nearest weighbridge to check and weigh the load.


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Roadside checks are routinely undertaken and a van/light commercial vehicle can be stopped by a police officer or Driver & Vehicle Standards Agency (DVSA) enforcement support officer and taken to the nearest

weighbridge for checking the GVW.

o If the vehicle is found to exceed its GVW, the driver and their employer run the risk of receiving a maximum overloading fine of £5,000.

A van’s tyres and braking system only performs correctly within the safe working load parameters. If loading is compromised, the vehicle may not

react as expected and become unstable in an emergency situation, such as sudden braking.

If used for towing, the van’s Gross Train Weight (GTW) must be taken into consideration. This is the maximum permitted weight of the van + trailer

being towed including the weight of the driver, passengers, personal possessions, tools, fuel and load

If the trailer has a braking system, this will affect the load it is able to carry as the trailer will not rely on the van’s brakes.

Two additional weight restrictions must be observed.

o Each van has maximum axle load for the front and rear axles and a van can be below the GVW but still break the law for exceeding the maximum axle weight. For this reason, the driver must ensure that

the load is evenly distributed.

o As a van’s load weight distribution can shift when the vehicle is in transit, it’s important that the load is secured to prevent this.

Where loading regulations are breached, the DVSA has the power to:

Issue a fixed penalty in respect of non-endorsable and endorsable offences

Prohibit vans of all sizes from further use where serious mechanical defects,

overloading and driver hours offences have been detected

Immobilise vehicles in cases where they have been prohibited from continuing a journey or where the driver declines to pay a fixed penalty

deposit or a fixed penalty.

If in doubt, refer to the manufacturer’s handbook to ensure recommended limits are not exceeded.


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Servicing and Maintenance It is Company policy that:

all colleagues who drive for work, and regardless of who owns the vehicle,

must ensure the vehicle is in a legal and roadworthy condition at all times.

all vehicles used for driving for work, and regardless of who owns the

vehicle, shall be serviced in accordance with the manufacturer’s recommendations and by a competent organisation.

Vehicle Safety Features Many vehicles have safety features which better protect occupants in the event of a collision.

Before driving a vehicle for the first time, read the vehicle handbook to

establish which safety features are fitted to the vehicle and how they are activated or deactivated.

Head Restraints If used correctly, head restraints protect against whiplash and prevent long-term injuries.

Where fitted, head restraints should be correctly aligned to the occupant’s

head.

The centre part of the head restraint should be at least the height of the eyes or top of the ears.

The head restraint should be as close to the back of the head as is comfortable.

Airbags Ensure you know how many airbags are fitted to your vehicle and their

location.

× Don’t obstruct the operation of any airbag.

× The speed and force of airbag inflation may cause minor injuries. To avoid this, don’t position your face or chest too close to the steering wheel or

dashboard.


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Vehicle Control Collisions can occur when drivers lose control of their vehicle if the sole of the

foot gets trapped beneath the pedal, particularly when raising the foot to change gear.

Wearing mules, flip-flops and other footwear with insufficient ankle support may lead to the foot slipping off the pedal, or even missing the

pedal altogether. It is recommended that high heels are not worn when driving for similar reasons.

Care should be taken if wearing muddy or overlarge work boots when

driving.

Passengers/Passenger Limitations

There are no specific restrictions concerning the transport of passengers

but, for your safety hitchhikers are not carried at any time.

At no time shall the seating capacity of a vehicle used for a work journey,

regardless of who owns the vehicle, be exceeded.

Colleagues are not permitted to carry passengers for hire or reward as to do so shall invalidate the motor insurance policy.

Reversing and blind spots

Reversing can be hazardous and injuries and fatalities often occur when reversing, especially on construction sites.

You must be aware of pedestrians, cyclists and other vehicles in the immediate area and ensure they are aware that you are reversing.

Ensure that your mirrors are adjusted to reduce or eliminate any potential blind

spots.

Vulnerable Road Users Consider other road users, such as pedestrians, cyclists, horse riders and motorcyclists who are all classed as “vulnerable road users”. Also be aware of,

and be considerate to, learners and less experienced drivers:

watch your speed;

be patient and give other road users, including cyclists, learner drivers or riders, more time and space;

expect to meet different road users, particularly on rural roads;

drive considerately;


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be prepared for other road users to make a mistake or make a sudden

manoeuvre (e.g. a cyclist swerving to avoid a pot hole);

expect the unexpected.

Roof Racks If a roof rack is fitted, the driver must ensure that the load is securely

fitted/fastened and evenly distributed.

For reasons of safety, drivers must not climb on the roof of their vehicle but use steps, or another safe method, to access the roof.

Safety Kits

All Company vehicles are supplied with a safety kit comprising of

Hi-Visibility Vest

Warning Triangle The warning triangles and hi-visibility vest are stowed in the nearside of the boot

as this avoids obscuring offside lights when retrieving the equipment. We also recommended you carry a first aid kit in the vehicle.

Tyres and Punctures

Tyres affect the steering, stability braking and acceleration of a vehicle and faulty tyres work less efficiently and wear quicker.

It is the responsibility of anyone who drives for work, and regardless of who

owns the vehicle, to ensure that tyre tread depths always meet legal requirements.

vehicle tyres must be fit for purpose and free from any defects which

might damage the road or endanger any person;

if you drive with damaged or worn tyres you risk being fined. You also risk invalidating your car insurance policy and endangering the

lives of other road users;

the minimum tyre depth for cars is 1.6mm of ¾ of the tyre width – continual (full circumference of the tyre);

if in doubt as to whether a tyre is legal, please take your vehicle to a tyre specialist.

Company vehicle drivers will be required to use Kwik Fit


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If a driver is stopped by the Police or DVSA, the current penalty for using a vehicle

with a defective tyre is up to a £5,000 fine and 3 points on the driver’s licence per defective tyre.

Punctures

Follow the below procedures in the event of a puncture to control the vehicle and adopt normal breakdown procedures:

bring your vehicle to a slow stop under control;

leave your vehicle using the nearside door;

call the Police if your vehicle is a hazard to other road users;

× don’t replace the punctured tyre on the motorway hard shoulder

× - call the emergency services;

× don’t brake harshly unless the road configuration or traffic situation

demands it.

Cruise Control Take care when using cruise control in wet, icy or poor traction conditions.

If your vehicle hits standing water and aquaplanes when cruise control is

activated, the road wheels will spin faster as there is no traction with the road surface.

Once your vehicle has travelled through the water and regained traction,

the wheels will rotate faster than the road speed, which may create a skid and lead to loss of control.

It is recommended that cruise control is deactivated in wet conditions or on slippery/icy surfaces.

Hire Cars

For your safety, if you need to hire a vehicle, or use a courtesy vehicle, remember to carry out the ‘POWDER’ safety checks (see ‘safety checks’) before

use and familiarise yourself with the controls before starting your journey.

Deactivate cruise control when negotiating bends as the vehicle will not slow down on its own accord and travel at a higher speed

around the bend than a driver in full control would, thus cutting down the grip available to the tyre.


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Animals in Vehicles

It is Company policy that animals may not be carried in a Company vehicle when used for a work journey. Animals may be carried in your Company vehicle at

other times provided they are restrained in accordance with RSPCA guidelines.

Vehicle Fires

There are many ways a fire can start, some of which can be prevented:

Always keep the vehicle properly maintained.

When topping up a hot engine with oil, don’t spill it on to the exhaust.

Stop as soon as you can and switch off the engine.

Leave the vehicle without waiting to collect belongings or work items.

× Don’t use jump leads unless you are competent to do so. Connecting jump

leads to the wrong poles of the battery may cause sparks, and even an explosion.

× Don’t park on long dry grass; newer vehicles have catalytic converters on

the exhaust which can get hot enough to ignite dry material.

× Don’t attempt to tackle a vehicle fire - leave it to the Fire Brigade. Vehicle fires typically start in the engine compartment or electrical wiring behind

the dashboard. If a fire starts whilst you are driving:

If the fire is fierce or close to the fuel tank, stand well away from your vehicle.

When you are at a safe distance, call for the emergency services by

dialling 999.

If you do not have a mobile phone, use either a roadside phone or a

phone at the nearest building.

DO NOT RAISE THE BONNET IF THE ENGINE IS ON FIRE!!!


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13.0 Journey Guidelines

Driver Hours

It is Company policy that anyone who drives for work does not drive excessive hours as this increases the risk of a collision due to fatigue or inattention.

Colleagues who feel they are unable to drive due to the number of hours driven must contact their line manager, who will advise the best course of action to take.

Journey Planning

Journey planning is an essential part of risk reduction, so plan ahead and consider:

the length of your intended route;

road types;

allow time for rest breaks and weather conditions;

consult a route planner, such as AA Travel

To help reduce time pressures, before planning your journey:

consider the time of day you will be travelling, the traffic conditions and weather conditions such as heavy snow, rain, ice, mud and fog;

be realistic when arranging appointments and allow travel time between

calls;

try to minimise travelling towards the end of the week, when you will be

more tired and when traffic is typically heavier;

consider overnight stops to break up the total mileage;

if you need to travel across a city or major town, try to avoid travelling during

rush hour;

when visiting an unfamiliar area, consider travelling to your destination in

day-light.

Due to differences in road type conditions, it is difficult to set a 'mileage rule' and it is recommended that:

you don’t drive more than four (2 plus 2) hour periods without a 4 hour break and/or considering an overnight stay;

a working day must not exceed 14 hours where driving in excess of 1hr at the beginning and end of the day;

at least an 11 hour break must be taken before driving again;


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total driving time in any 24 hour period must not exceed 8 hours;

If colleague expresses a view that another colleague is unfit to drive, their view

must be respected and the individual must raise their concerns with their manager.

Alternative Travel / Overnight Accommodation If the above guidelines are exceeded, it is recommended that you re-schedule

your work duties to avoid these potential situations.

Weather Conditions It is Company policy that colleagues do not to attempt to drive if the Roadside

Agencies advise against it. If you have no option but to drive in bad weather:

contact your line manager for advice;

if there is a risk that the weather conditions may worsen during the day, especially in winter, keep fuel levels up and carry a mobile phone, high

energy food and a drink and take other appropriate precautions.

consider keeping a coat and a blanket in your vehicle - a flask containing a

hot drink may also be beneficial;

consider your experience and competence when driving in adverse weather

conditions;

consider the limitations and condition of your vehicle as minor faults may become a serious risk if the weather is or becomes severe.

Breakdowns Regular vehicle safety checks will reduce the risk of a vehicle breaking down. If your vehicle breaks down, don’t put yourself, your passengers or the vehicle

at risk. The below advice should be followed in the event of a breakdown:

move your vehicle to a position of safety;

switch on the hazard warning lights;

put on high visibility clothing (store this in your vehicle, not in the boot);

if on a motorway:

call the appropriate recovery service using the emergency phone (not your mobile phone) as this will provide your precise location. To locate the closest emergency phone, walk to the nearest marker post,

which will have an arrow which indicates the direction of the nearest phone;


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get yourself and your passengers out of the vehicle, lock the doors,

other than the nearside, secure the vehicle and move to a safe place.

it is far safer to retreat up the bank of a motorway or behind a crash barrier than to wait inside the vehicle.

if not on a motorway:

deploy your warning triangle(s);

remain in your vehicle and keep the doors locked while waiting to

be recovered.

a patrol/mechanic will carry proof of identity – ask to see this before opening a window or unlocking your vehicle;

if you feel threatened by another person, return to your vehicle using the near side door and lock all doors.

only leave your vehicle once you feel any danger has passed;

wait near your vehicle for the breakdown/emergency services to arrive.

What to do in the event of a collision

Elior UK utilise the services of RAC via Lex Autolease to provide a full accident

management service. If your vehicle is involved in an accident, please contact Lex Autolease Driver Support function on 0344 879 6000 Option 4 (available

24 hours a day) and the Fleet Manager on 01625 868200 or [email protected]

If you are unfortunate enough to be involved in a collision, do not - under any circumstances - admit liability or blame at the scene but instead conduct

yourself within the requirements of the Highway Code. For further guidance on this matter, please refer to Appendix 4.



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APPENDICES


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Appendix 1:

POWDER Checks Daily Checks: Fuel

Dashboard warning lights/instrument panel (check gauges are working) Lights, including rear number plate (look for cracked/dirty lenses and faulty

lights)

Tyres (visual inspection for pressure, tread depth and visible damage) Mirror adjustment and cleanliness

Windscreen wiper and washer functionality Windscreen washer fluid (it is an offence to drive with empty washers) Number plate cleanliness & visibility

Security and distribution of any load Horn – test during daylight hours

Weekly Checks:

As above, plus: Seatbelts –auto retraction working, no cuts or frays

Oil and coolant levels (only when the engine is cold) Power steering fluid reservoir Brake and clutch fluid levels

Spare wheel inflation levels Personal Protective Equipment PPE if issued

Door and steering locking systems operating correctly Screen and body damage from stone chips etc Loading restraints or guards for integrity

Exhaust (listen for harsh noises)

The above detailed checks shall be completed when the vehicle is stationary, the

engine cold (not run for the previous hour) and the vehicle parked on a level surface.

Line Management or the Fleet Manager may conduct spot checks on

vehicle condition and roadworthiness periodically.

If a vehicle is found to be used in an unsafe or unroadworthy condition, the driver shall be held responsible for any subsequent outcome.


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Appendix 2:

Journey Planning Safety Flowchart

Consider the safest and most cost effective

mode of travel. Do you need to drive?

No

Yes

Plan your journey

Use public

transport

Share the

driving if

possible

Carry out your

vehicle safety

checks

Ensure you are

not

impaired by

alcohol

or drugs

Ensure you are

well

rested

If you feel

tired, book a hotel

Avoid driving at

peak sleeping periods

Plan your route

Carry out

your vehicle safety

checks

Plan rest

breaks – at least every 2

hrs

Plan an

overnight stop if

necessary

Check for

delays and plan

alternative

routes

During the journey

Take rest

breaks

Listen to traffic

news

Concentrate on your

driving

If you feel tired Find

somewhere safe to stop

Rest for c 15

minutes

Too tired to continue driving? Find somewhere safe to stop overnight

and tell someone, especially your line manager, you are doing this.


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Appendix 3:

Speed Limits Do not drive faster than the posted speed limit and your type of vehicle.

The posted speed limit is the absolute maximum - it does not mean it is safe to drive at this speed in all conditions.

Unless you see signs showing otherwise, a limit of 30 miles per hour (mph) or 48 kilometres per hour (km/h) usually applies.

Type of vehicle

Built-up areas*

MPH (km/h)

Single carriageways

MPH (km/h)

Dual carriageways

MPH (km/h)

Motorways

MPH (km/h)

Cars & motorcycles (including car-derived

vans up to 2 tonnes maximum laden weight)

30 (48) 60 (96) 70 (112) 70 (112)

Cars towing caravans or trailers (including car derived

vans and motorcycles)

30 (48) 50 (80) 60 (96) 60 (95)

Buses, coaches and minibuses (not more than 12

metres in overall length)

30 (48) 50 (80) 60 (96) 70 (112)

Goods vehicles

(not more than 7.5 tonnes maximum laden

weight)

30 (48) 50 (80) 60 (96)

70 (112) 60 (96)

if articulated or towing a

trailer

Goods vehicles (more than 7.5 tonnes

maximum laden weight)

30 (48) 50 (80) 60 (96) 60 (96)

Vans and ‘car-derived’ vans

Most vans are under 7.5 tonnes laden (loaded) weight and must follow the speed limits for goods vehicles of the same weight.

‘Car-derived’ vans weigh no more than 2 tonnes when loaded and are based on car designs, such as a Ford Fiesta van or Vauxhall Astra van.

Check your log book under ‘body type’ if you’re unsure.


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Locally set speed limits

Local councils may set their own speed limits in certain areas, which must be clearly signed. For example:

o 20 mph zone in a built-up area near a school

o 50 mph (rather than 60 mph) limit on a stretch of road with sharp bends

Speed limiters

Speed limiters are designed to not only prevent collisions but prevent vehicles from going over the speed limit by restricting the fuel supply to the engine. They

may also mean that your vehicle can’t reach the speed limit.

Speed limiters must be fitted on:

vehicles with more than 8 passenger seats - known as public service vehicles (PSVs)

goods vehicles with a maximum laden weight of more than 3.5 tonnes


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Appendix 4:

What to do in the event of a collision Elior UK utilise the services of RAC via Lex Autolease to provide a full accident management service. If your vehicle is involved in an accident, please contact

Lex Autolease Driver Support function on 0344 879 6000 Option 4 (available 24 hours a day) and the Fleet Manager on 01625 868200 or

[email protected] If you are unfortunate enough to be involved in a collision, do not - under any

circumstances - admit liability or blame at the scene but instead conduct yourself within the requirements of the Highway Code:

Report the crash to the Police within 24 hours.

Switch off the engines of all vehicles involved in or close to the crash

Keep well away from the vehicles involved, staying up-wind if possible

Call the emergency services and give as much information as possible

about the vehicle(s) involved

Only speak to other people to note:

name and address of driver and occupants of all vehicles involved,

registration numbers and insurance details;

number of any police officer or recovery patrolman present;

exact place and time of collision;

details of any personal injuries;

approximate speed and direction of travel of all vehicles involved;

warnings given by any of the vehicles;

condition of the road surface, weather and visibility.

other relevant details - e.g. how other vehicles were driven, indications of movement, etc.

× Don’t attempt to drive the vehicle if there is any doubt as to its roadworthiness or safety.

× Don’t Smoke

× Don’t be tempted to rescue or assist casualties

× Don’t use a mobile telephone near the crash scene

The two most common reactions to being involved in a collision are shock and

anger. Whatever you do, don’t get involved in a heated discussion with any other party, no matter how you believe they have behaved, or whatever they

may say to you. Anything said or done in the heat of the moment may be used against you at a later date. Instead, remain calm and:

exchange names and addresses, details of insurance companies and policy numbers, vehicle make, model and registration number;



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obtain details of independent witnesses;

make a note of:

Time, date, traffic conditions

Weather, visibility, road conditions Road markings and signs Signals made by you or other

Whether all vehicles involved in the collision had lights on What was said and draw a plan

Damage to all vehicles or property involved

Call the Police immediately if Someone was injured.

You believe another driver committed an offence.

Inform the Police within 24 hours if

There was damage to street furniture (road signs etc).

The third party failed to stop.

You damaged a parked car or building and don’t know the owner’s name

and/or address.

At the scene of the collision

Stop, switch off your engine and be prepared to remain at the scene for a reasonable period of time.

Activate your vehicle’s hazard warning lights and put on high visibility clothing.

Ensure all vehicle occupants who are mobile are moved to a place of safety.

Check if anyone is injured. If so, call for medical help and the police.

Identify the other drivers and passengers involved.

Identify and note names and addresses of witnesses and registration numbers of other vehicles at the scene.

Take photographs of all relevant scenes, including road signs and markings.

Make a sketch of the position of all vehicles if the road is blocked, including skid-marks (mark road with chalk etc.), then clear the road if vehicles can be

removed.

Provide brief details of insurance to anyone who has a reasonable need to know them.

× Don’t attempt to move obviously injured people from the vehicles(s) unless

they are in imminent danger, as this may worsen an injury.

× Don’t attempt to remove a crash helmet or clothing.

× Don’t say anything which could be taken as an admission of liability.

× Don’t discuss the collision with the other driver, or anyone else.


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Appendix 5:

Driver Code of Conduct There are references in this policy and guidance manual on how colleagues should conduct themselves when driving for work; these have been consolidated

into a Driver’s Code of Conduct.

DO:

Safety check your vehicle before setting off

Wear your seat belt at all times Be safe, not sorry

Obey all traffic laws Focus on flow, not speed Consider other road users

Stay calm, don’t get sucked in Plan your route before you leave

Look all around before manoeuvring Allow for changes in weather conditions Accept traffic hold-ups, they are part of driving

Check that the vehicle in front has actually gone Plan for the unexpected- leave time and space

DON’T:

× Speed

× Tailgate

× Reverse if there is an alternative

× Be aggressive

× Lose your temper

× Use a mobile phone when driving

× Get involved with road rage

× Drive whilst tired

× Drive under the influence of drink or drugs


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Appendix 6: Driving assessment user matrix

Replace with the following for all Online Training Modules – apart from Nominated drivers

Type of Driving Licence CheckOnline Risk

Assessment

Online

Training

Modules

Site Colleagues occasional use - own car (Grey Fleet) Yes Yes Yes

Site staff occasional use - hire car Yes Yes Yes

H/O Colleagues occasional use - own car (Grey Fleet) Yes Yes Yes

H/O Colleagues occasional use - hire car Yes Yes Yes

Drivers of site vehicles Yes Yes Yes

Company car drivers Yes Yes Yes

Colleagues with a cash allowance Yes Yes Yes

Company car drivers - Nominated additional driver Yes No No


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Appendix 7: Timeframe for driving assessment

completion

Task Time Frame for Completion

Grey fleet drivers New starters

Register & completion of DriverConsent 2 Weeks *

All to be completed before eligible

to drive any vehicle for work

Complete personal vehicle data 2 Weeks *

Online Risk Assessment 4 Weeks *

Online Training 8 Weeks *

* Number of weeks to complete this activity from go live date – 5th October 2016


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Appendix 8: Driving assessment following

prosecution

Points

DriveTech

Licence Check

Frequency

Risk Assessment Frequency &

Online TrainingAdditional Action

0 to 4 Annual Every 2 Years N/A

5 to 8 6 months Every YearReview with Line Manager

& AA On road Training

9 plus 3 months Every YearReview with Line Manager

& AA On road Training

Enforcement Section


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Appendix 9: Vehicle Taxation

The Inland Revenue regards the user of a Company car as having additional

taxable income. Since April 6 2002, the Company car tax system has been based on a percentage of a car’s new list price (P11d value) graduated according to its CO2 emissions. Based on a sliding scale from 0% to 37% of the P11d value of the

car – drivers will pay a tax benefit charge at either 20%, 40% or 45%. Each tax year the sliding scale will ‘tighten up’ aiming to encourage you to opt for more

“emission” friendly cars. The table below shows how cars will be taxed over the next five years. A Diesel car

emitting 115 g/km CO2 when first registered, for example, will be charged 20% of the car’s list price in 2016-17, 22% in 2017-18, 24% in 2018-19 & 27% in 2019-

20.


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2016-17 2017-18 2018-19 2019-20

%BIK Rate %BIK Rate %BIK Rate %BIK Rate

Al Fuels Al Fuels Al Fuels Al Fuels

Up to 50 7 9 13 16

51-75 11 13 16 19

76-94 15 17 19 22

95-99 16 18 20 23

100-104 17 19 21 24

105-109 18 20 22 25

110-114 19 21 23 26

115-119 20 22 24 27

120-124 21 23 25 28

125-129 22 24 26 29

130-134 23 25 27 30

135-139 24 26 28 31

140-144 25 27 29 32

145-149 26 28 30 33

150-154 27 29 31 34

155-159 28 30 32 35

160-164 29 31 33 36

165-169 30 32 34 37

170-174 31 33 35 37

175-179 32 34 36 37

180-184 33 35 37 37

185-199 34 36 37 37

190-194 35 37 37 37

195-199 36 37 37 37

200 or above 37 37 37 37

Vehicle CO2

g/km

For more useful information on Company car taxation please visit: www.inlandrevenue.gov.uk/cars

http://www.inlandrevenue.gov.uk/cars


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Appendix 10:

Useful Contact Numbers

Purpose Company Name/Contact

Company Tel No

Car and Van Fleet enquiries Elior UK: Fleet Manager

01625 868 200

Licence check and additional drivers

Elior UK: Fleet Manager

01625 868 200

Breakdown and Recovery Lex Driver Support 0344 879 6000 (Opt 1)

Tyres/Batteries/Exhaust/Glass Lex Driver Support 0344 879 6000 (Opt 2)

Rental Vehicle Lex Driver Support 0344 879 6000 (Opt 3)

Service/Maintenance/Accidents Lex Driver Support 0344 879 6000 (Opt 4)


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Appendix 11:

Driver Declaration By completing the on-line registration with AA Fleet Risk Manager you have declared you have read and understood this driver safety policy and guidance.

There will be no requirement to complete and return the declaration below.

Declaration of Receipt of Policy

If you don’t understand the requirements or information contained in this policy and guidance manual, contact your manager who will advise you.

I confirm that I have read and understood the requirements of using a Company provided or private owned vehicle on behalf of Elior UK and the Driver’s Code of

Conduct.

I also confirm that agree to follow the advice and guidance contained in this policy and guidance, as well as the Highway Code.

I agree to inform my nominated driver (if appropriate) of any changes to the policy, as appropriate.

Signed _______________________ Print Name ________________

Colleague Number _______________ Line Manager _______________

Date _____________________ Department _______________

This declaration must be signed, removed and returned to the

Fleet Manager within ten days of receipt.

Complete and send a scanned copy to [email protected] or post The Fleet Manager

Elior UK

The Courtyard Catherine Street

Macclesfield. SK11 6ET


Documents

Work Related Driving Policy and Guidance Manual for