1.
Purpose
This policy sets out the responsibilities of Company car drivers.
2. Scope
The policy is applicable to all employees of the Company who have been provided with a Company car for the use in the performance of their role. Unless notified otherwise by the Company, the car provided is available for both business and personal use, subject to the general responsibilities and rules set out below.
3. Eligibility
To be eligible to drive a company vehicle, all drivers must be in possession of a full clean driving licence.
4. General Responsibilities and Rules
Driving Licences
A copy of the employee’s driving licence should be forwarded to [Personnel/Human Resources] upon request.
For insurance purposes the employee is required to notify [Personnel/Human Resources], in writing, of any motoring offences with which the employee has been charged or convicted.
Use
The car may only be used in connection with company business, social, pleasure or domestic use.
It is the responsibility of the company car driver to ensure that no personal or company belongings, such as lap-top PC’s, are left visible in an unattended car.
Personal items are left in the car at the employee’s own risk and the Company does not accept any liability for loss, theft or damage to personal items.
You are not entitled to take the car outside of the UK without the prior permission of [Personnel/Human Resources].
The employee must report to [Personnel/Human Resources] any vehicle defects, any accident in which the employee was involved whether on Company business or not, any fixed penalty notice or court order to endorse the employee’s licence which does or may disqualify the employee from holding a driving licence or any other event which may render the employee ineligible to drive the vehicle.
Fuel
The employee is responsible for the cost of fuel for all personal mileage. Business mileage will be reimbursed at the rates in force at that time.
Road Tax
The Company will supply road fund licence disks for company vehicles.
Mileage Record
The Company’s expense claim form must be used to reclaim and record business mileage. Company car drivers must provide both their business and private mileage at the end of every week/ month.
Parking or Speeding Fines
It is the responsibility of the company car user to cover all costs relating to parking and speeding fines.
Personal Taxation
The employee will be responsible for any income tax liability as assessed by the Inland Revenue for the use of the car.
Servicing and Maintenance
It is the responsibility of the user to undertake regular internal and external cleaning of a company car allotted to them. Servicing should be carried out in line with the manufacturers recommendations. All service visits should be recorded in the service logbook.
Loss of or Damage to Vehicle
The driver is required to report the loss or damage to the company car to the police and the Company at the earliest possible opportunity. No authorisation for repairs must be given prior to confirmation by the Company’s insurers.
The Company may seek to reclaim any losses from the employee in the event of damage caused to the vehicle resulting from the employee’s negligence or wilful action.
The employee is responsible for the insurance excess irrespective of responsibility for damage or loss.
Return of Vehicle
At the end of the contract period, the vehicle must be returned in good condition. The user may be held responsible for any loss of residual value as a result of misuse or abuse other than general wear and tear. A full vehicle check will be carried out upon return of the vehicle.
Use of Mobile Phones or Hand Held Equipment
The employee must at all times comply with the Company’s Mobile Phone Policy whether on Company business or not.
Termination of Employment
On termination of employment, or if the employee ceases to hold a valid and current driving licence, the employee must return the vehicle to the Company.
5. Breach of Policy
Failure to adhere to this policy or use the vehicle in a reasonable and responsible manner may result in the Company withdrawing the use of the vehicle from the employee.
Depending on the nature of the issue, the Company’s disciplinary procedure may be invoked. In serious cases, breaches contravening this policy may be treated as gross misconduct, which may result in summary dismissal.