Using your private vehicle for business purposes

Introduction

As an employer, Lara Nichols has a duty of care to ensure that should you use your private vehicle for the business of the company this is done so safely and in accordance with the law. This policy is for all employees who are willing to use their private vehicle for a business journey (drivers). You are not obliged to use your private vehicle for business purposes. The policy applies to all the  business trips of the company regardless of the length of the journey or miles driven. All drivers are required to follow the current Highway Code.

The policy does not cover ordinary commuting journeys to and from work.

It is essential that the following documents are provided to the Finance Manager prior to any use of a private vehicle on our business. No employee will be authorised to drive on our business unless this information has been provided and photocopies taken.

Driving licence

You must provide us with evidence of your driving record (entitlements and/or penalty points), at the commencement of employment or before permission to use a vehicle is first given. Thereafter, you will be asked to produce this information at regular intervals as notified by us. You can do this online for free by accessing our Share Driving Licence service. To access this information you will need:

You can generate a ‘check code’ to pass to us which will allow us to view your driving licence details.

If you cannot generate a code online then you can call 0300 083 0013 and DVLA will provide you with a code.

Alternatively you can call DVLA on 0300 790 6801 and leave permission for your driving record to be checked verbally by us.

Insurance

As a driver, you must ensure that your insurance covers you specifically for business travel and that your vehicle has a valid MOT Certificate, where needed. You must check that your insurance policy allows you to carry passengers for the business of Lara Nichols. You must produce the relevant documents for copying to the Finance Manager confirming that you have the correct business travel cover and MOT. All new employees to the company will be asked to supply this on commencing employment, if they are to be drivers. This will be requested from all drivers on an annual basis. Should this cover increase the cost of your insurance Lara Nichols will meet the reasonable cost of any increase on production of appropriate evidence. You should also inform the Finance Manager in the event of any change of your insurance provider.

Road Tax

It is essential that your vehicle has an up to date road tax if used or kept on a public road.

Mobile Phones

It is illegal to drive whist using a hand held mobile phone. Hands free phones also increase risk, which is unacceptable when carrying passengers. You should make use of an answerphone or call divert facility whilst driving if available. If you need to use a mobile device you should find a safe place to stop your vehicle and turn off the engine before using the device.

Fines and Penalties

Should you receive any parking tickets, fines or charges incurred whilst driving on our business then you are responsible for the payment of these charges.

Road Traffic Accidents

Should you be involved in a road traffic accident whilst driving on the the company’s business you must inform the Finance Manager immediately providing personal details of the other drivers involved and their car details.

Mileage

If you are required to use your private vehicle for business use we will pay you a mileage amount which will be notified to you by the Finance Manager. Claims must be signed by your line manager.

Roadworthiness

You are responsible for the upkeep of your vehicle when using your car for business travel. Your vehicle must not be used for business travel if you know or believe it might not be roadworthy.

Medical Changes

You must advise the Finance Manager if you have a medical condition that may affect your driving ability.

Your vision may change over time. It is your responsibility to have your eye sight checked on a regular basis.

All employees will be asked to sign a copy of this statement to state that they have read, understood and agree with the instructions in this policy. A signed copy will be held on your individual personnel file.

This policy was last reviewed in November 2018