N T Killingley Ltd Policy Manual
Title:Company Vehicle Policy
Revision:0
Date: June 2016
Page: 1 of 2
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Policy Statement
This policy sets out the company’s statement in relation to the safe and effective driving of company vehicles, as well as essential requirements in relation to the use and maintenance of such vehicles.
The company promotes safe and courteous driving. All employees should ensure that they drive with their safety and that of other road users in mind.
You are expected to look after your vehicle, check it, clean it and if you find any damage to report it immediately.
Responsibilities and obligations
All employees who drive or use company vehicles are required to produce their full driving licence on an annual basis at the request of the operations department. The company may require the production of the full licence at other times upon giving reasonable notice. Any failure to produce these items when requested may result in disciplinary action and potential suspension from using company vehicles until the information requested is received.
Employees who use their own vehicles on company business should ensure that their personal insurance policies fully cover this type of use. We may request a copy of the motor insurance policy in place for our records. The company will accept no liability for any losses or liability where insufficient personal or motor insurance cover is in place.
Employees are required to notify the company immediately they incur any form of penalty points or licence endorsement. In the event of a ban, they must notify the company immediately and they must cease driving forthwith.
You should ensure that you drive in a safe and courteous manner at all times. Remember that it says the company name in large letters on the side of your vehicle.
Any employee who commits a road traffic offence may be subject to disciplinary action and, in serious cases, may face termination of employment. Employees will be liable for any road traffic fines, including any speed camera or similar fines.
Employees must never allow any other person to drive a vehicle without prior company approval, except in genuine medical emergencies.
Employees wishing to use a company vehicle for private purposes may only do so with the express permission of a company Director for each occasion. The vehicle should be returned with the fuel replaced and in the condition it was taken.
Employees are responsible for completing a daily check and reporting any defects promptly through the Operations Department.
Vehicles should be kept in a clean and tidy condition, both inside and out, at all times.
Employees are advised to check the safety of the vehicle before the commencement of any journey.
Employees who do not have a hands free set for their mobile telephones should not make or receive any calls and/or text messages whilst they are in control of the vehicle.
Where employees do have hands free telephones, they should avoid making any telephone calls unless absolutely necessary. They should also not take any calls where the conditions would place them or other road users at any risk. Text messaging is prohibited.
The company is aware of the risks that smoking has to health and the risk caused by passive smoking. The company has adopted a general no smoking policy, including inside company vehicles. The company does not permit any smoking in its vehicles at any time, whether in or outside company hours.
The company may place vehicle tracking devices on its company vehicles. The company reserves the right to check logs to ensure that employees are not abusing the use of the vehicle and are providing an accurate log of visits made including distances travelled, driving times and speeds.
In the event of an accident, the employee should ensure their safety and that of any passengers where they are able to do so. Details of the accident should be noted together with the full details of any other vehicles or persons involved in the accident. Under no circumstances should any admission of liability be made. Photos should be taken with camera phones when possible. As soon as possible after the accident, you should report the details to the Operations Department immediately.
Any repairs to the vehicle must have insurer approval before any garage is instructed to commence such repairs.
Company vehicles or those insured through the company Insurance Policy may not be used outside the United Kingdom without the express written consent of the company.
It is an express term of the employee’s Contract of Employment that the company shall have the right to recover from the employee’s salary, the cost of any repairs to the vehicle caused by the negligence of the employee. It is
an express term of the employee’s Contract of Employment that any failure to return the vehicle on the day appointed, in a sound condition, shall result in the cost of its recovery being deducted from any monies due to the employee, or being reimbursed in full by the employee.
M Killingley
Managing Director
UNCONTROLLED COPY IF PRINTED