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Posted By Claire Stocker
Hi
Just wondered what others do with regard to checking employees when using their own cars for business use. Do you , for example, ask for a copies of their driving licence to make sure they aren't disqualified, the MOT certificate if applicable and their Insurance certificate to ensure they are covered for business use? At the moment staff are advised to ensure they have correct suitable insurance cover but this has been raised and it looks like we are going to be asking for these things to show we have checked staff driving around on business are competent, in a road worthy vehicle and insured. Is everyone else already doing this?!
Claire.
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Posted By Bob Thompson CMIOSH
yes
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Posted By Jonathan Breeze
Claire,
We have been doing this for a while now, after asking similar questions on this site no less.
We have also linked provision of these documents to receipt of travel expenses in order to 'encourage' our staff to comply.
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Posted By Alexander Falconer
Dont forget to ensure that if employees are using own transport for business, then must be covered by insurance to include "business" rather than just the standard "social domestic & pleasure"
A
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Posted By Bill Parkinson
Claire
We had a presentation by HSE to senior managers are what was expected and now drafting a MORR (Managing Occupational Road Risk) Policy. You should be checking licences (not copies but originals and the paper section of the new licence), insurance certificates and that they are included for business use and periodic spot checks for ensuring that the vehicle is fit for purpose (i.e has four good tyres, steering wheel etc.).
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Posted By Stephen Galley
You can now actually check your employees license points, etc. by contacting the DVLA and getting your employees to sign a specific mandate, all for a smallish fee.
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Posted By Ken Dickson
Claire,
All that has been said is true, and there are many organisations that can professionally check all documents on your behalf. That is the easy side of it. Consider the position if one of your employees is involved in a road accident, as part of occupational driving, and it is discovered their car has defective brakes, has not been serviced correctly, and has a dangerous fault in the steering. As an employer, you have caused or permitted that vehicle to be used for work. I foresee this is going to be a significant area of litigation over the coming years.
Ken
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Posted By Darren J Fraser
Our policy states that private cars should only be used in the event that a managers car or the pool car is not readily available.
We check that all private cars have adequate insurance (including business), current tax and test (3 years or older), and in light of the upcoming smoking ban employees using their own vehicle during company hours are not supposed to smoke, however we have no idea how we are going enforce that particular part of the policy.
We also check driving licences on a yearly basis, to ensure that they are legit and clear. Any endorsements not mentioned, results in disciplinary action.
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Posted By Amanda
Claire
I agree with all the above responses. You will also need to do periodic checks on licences to ensure validity in case of points or any other penalties.
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Posted By Makka
A previous employer of mine used to keep copies of licence mot certificate and insurance in the employees file. Then after an incident they changed policy and went over to only using fleet vehicles or hire cars for business travel. Now because of data protection managers only view documents and record on a record sheet whether or not the documents are in order to allow driving for business use.
They do not check vehicles as fleet drivers have to do this as part of their driver checks and hire cars are assumed to be fit for purpose.
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