Car hire
If you are undertaking a business journey where the most suitable method of travel is by car rather than public transport, and the most economical option is for a vehicle to be hired, then you can hire a self drive car.
For car hire and collection within the UK, the Department has a contract with Arval, a national provider of short-term hire cars. Overseas car hire is arranged by Carlson Wagonlit Travel (CWT).
Your responsibilities as a driver
The driver of a car being used on Departmental business is acting on behalf of the Department. You must make sure that:
· you have a current driving licence, which covers the vehicle being driven
· you have suitable insurance allowing for business use of the vehicle
· the car has a current MOT, and is roadworthy
· you allow adequate time for journeys (including time for breaks on long journeys)
· you follow all advice, guidance and legislation relating to road safety - you will have to pay any fines incurred as a result of any driving offence (e.g. speeding, parking, failure to pay Congestion Charge) and the Department will not meet these costs
· you drive with consideration for the safety of passengers and other road users
Conditions for hiring a car
The Department's conditions for hiring are:
· you must get authorisation from your line manager
· vehicles are for business use only
· for all practical purposes, the vehicle will be regarded as an official vehicle
· there is no mileage allowance, but your actual receipted petrol costs will be reimbursed
· in an emergency (e.g. if the car breaks down), any car hire expenses you incur to complete your journey can be reimbursed at your line manager's discretion
What does "business use" mean?
Using a hire car for business purposes means:
· only using it for journeys that relate directly to official business
· taking the most direct route between the office and the place being visited
· travelling from home rather than the office if that is more cost effective
· only taking approved, cost-effective deviations from the most practical route
· only making incidental journeys if they are absolutely necessary e.g. driving to a restaurant if meals are not available at your hotel
Insurance cover for UK car hire
Hired vehicles provided by the Department for business travel are covered by Crown Indemnity insurance.
This means the Department will bear the loss of claims made against it and Travel and Subsistence Policy have a budget to cover costs arising from damage to hire vehicles. It is therefore unnecessary to take out the hire company's insurance - you should rely on Crown Indemnity.
To minimise risk, line managers must ensure that the driver:
· has no more than six penalty points on their driving licence
· has not been disqualified from driving in the last 3 years
· has had no more than two 'at fault' accidents in the last 12 months
Insurance cover for car hire abroad
Crown Indemnity applies to hire vehicles for UK use only. If you are hiring a vehicle for overseas use, you will need the appropriate insurance cover for the country being visited.
Make sure your vehicle is roadworthy
The supplier is responsible for the condition of your hire vehicle, but you must make sure it's roadworthy before you start your journey.
If you have any concerns, don't drive it. Let the hire company know so that they can provide a replacement.
If your journey has already begun and you are worried about roadworthiness:
· stop the vehicle as soon as it is safe to do so
· call the breakdown recovery services detailed on the back of the tax disk, key fob or in the rental wallet
Before you set off, check:
· tyre pressure and the condition of the tyres
· lights and indicators are working correctly
· sufficient fuel, oil and water are provided
· a spare tyre is provided and that it's in good condition
· vehicle road tax has not expired
· the vehicle has no external or internal damage or cracked/chipped windscreen - any minor damage, not included on the condition report provided, should be reported to the supplier before you leave
· that all documentation, including a handbook, is provided
What should you do if the vehicle has a puncture?
If you notice a puncture before you start your journey, contact the hire company for a replacement vehicle.
If you get a puncture during the journey don't drive on the punctured tyre.
· Stop the vehicle as soon as it's safe to do so.
· Don't try to change the tyre as this may negate the supplier's responsibility for the roadworthiness of the vehicle.
· Call the breakdown recovery services detailed on the back of the tax disk, key fob or in the rental wallet.
If the puncture is noticed when you return the vehicle to the supplier, they are responsible for the puncture repair.
What should you do if you're involved in an accident?
After the accident, as soon as you are able, contact:
· the vehicle supplier
· your line manager
· Travel and Subsistence Policy and provide full details of the incident
Do not admit liability following an accident.
How do I hire a vehicle from Arval?
Call Arval on 0870 4192979.
Bookings can be made by:
· account holders
· drivers
· a third party (on behalf of the driver)
To book, you must provide the following information:
· the Department account number: 6604
· the Invoice Centre number, available from the Finance Officer
· the Cost Centre
· driver name and telephone number
· delivery address and telephone number
· collection address (and telephone number if different from above)
· dates of hire
· vehicle group required
If the Directorate has not previously been set up as an invoice centre, then this needs to be done before a booking can be made. To do this the Finance Officer should provide contact details in an e-mail to
You can hire any group of car, although minibuses and vans require central authorisation. To obtain this, contact , providing full details so they can tell Arval to accept the booking.
When the booking is completed you will receive a car hire reference number. Make a note of this for any future queries or complaints.
Arval will outsource vehicle hire to one of a number of recognised national or local suppliers. Arval have access to vehicles based in over 800 depots throughout the UK. Your vehicle hire will normally be allocated to the nearest supplier depot.
Arval will not upgrade to a larger and less environmentally friendly vehicle if the one requested is unavailable.
How will Arval bill me?
Arval supply the account holder (usually the Finance Officer) at each invoice centre with a monthly invoice. Payment is made by BACS through normal payment procedures.
If invoices are disputed account holders are expected to pay the invoice in full and Arval will credit the next monthly bill. However, account holders have the option to pay the invoice less the disputed amount (but make sure you tell Arval this is what you are doing).
How do I make a complaint or raise a query about vehicles booked through Arval?
For queries about vehicle delivery, contact Arval on 0870 4192979.
For queries about invoices, contact Arval on the number on the invoice.
To make a complaint about the service provided, send full details by email to .
How much does it cost to hire a vehicle from Arval?
Supplementary charges
Description / Charge /Home delivery & collection / £8.00 each way (within 10 miles), £1 per mile thereafter
Business delivery & collection / £5.00 each way (within 10 miles), £1 per mile thereafter
Fuel / Average national pump price plus 20%
Hire charges
The daily hire rate includes:
· all administration charges
· a full tank of fuel on delivery, less any delivery distance travelled
· maintenance
· road fund licence
· roadside recovery service
· all other liabilities
The rate does not include VAT or insurance (which does not need to be purchased for official journeys in the UK).
Additional costs
Additional prices and rates, excluding VAT, are shown below.
Airport reservations
Car delivery and collection costs an extra 15% of the total cost of the rental excluding miscellaneous charges.
Meet and greet/ station drop off
If you want to be met and taken to your car or have your vehicle dropped off at a railway station, there's a one-off charge of £45.
Out of hours
A £12.50 surcharge will apply to deliveries and collections outside of normal operating hours (after 6pm and before 8am and also at weekends after 12 noon).
24 hours Service Surcharge
If the customer contacts the service provider between the hours of 6pm to 8am to make a booking out of hours an additional fee of £45 shall apply.
Abortive delivery/collection and cancellations
To cancel your booking or change the rental period, call Arval immediately.
A charge of £25.00 will be applied in the instances of hires cancelled within 3 hours of the start time and also failed collections may incur a charge or additional rental days until the keys /vehicle are successfully collected by the supplier.
Late returns
If you know you're going to be late returning your car, call Arval as soon as possible.
There is no charge for overdue rentals of up to 1 hour, but if you're any later than that, it will cost an extra day in rental fees.
Refuelling
Refuelling will be charged at the average national pump price plus 20%.
Vehicles taken overseas
If you intend to take an Arval vehicle overseas, let them know when you book. There will be a surcharge of 50% on top of the daily rental charge.
Arval will:
· arrange the necessary documentation (at an additional cost of £20)
· ensure that the vehicle has a European travel kit, which will be charged at AA rates
· arrange insurance - Crown Indemnity does not apply overseas
Vehicles taken overseas must be returned to the UK by the driver.
Parking Charges, Tolls, Penalties, Fines and Administrative Charge
There is a £25 fee for processing any parking/speeding, London Congestion or bus lane fines during rental.
The driver/Directorate must cover any fines or penalty notices received during the rental period.
Congestion charges
For vehicles delivered to a location within a congestion charging zone, Arval will pay the charge for the first day (to be reimbursed later). The driver pays the charge for all subsequent days.
When a vehicle is delivered to a location outside a congestion charging zone and then driven into one, the driver is responsible for paying the charge.
Delivery and collection rates
Delivery or collection to or from a home address will be charged at £8 each way.
Delivery or collection to or from a business address will be charged at £5 each way.
One-way rental charges
A one-way car rental service is available for an additional £12.50. One way hires should be identified at the time of the reservation request.
Unlimited mileage
There is a limit of 2,800 miles for each rental period. Additional mileage is charged at 15p per mile.
Vehicle hire for the Inner and Outer Islands
The daily rental tariffs apply to UK mainland travel only. Local rates will apply to vehicle hire within the Inner and Outer Islands.
Hand consoles and satellite navigation
Disabled Lynx hand consoles and satellite navigation systems must be specifically requested. Extra charges apply as follows.
· Disabled Lynx Hand Console: £12.00 per day
· Satellite Navigation System: £5.95 per day (subject to availability).