Posted By Linda Crossland-Clarke Hi We have statement they have to sign to say they have a licence, their car is legal, insured etc on the bottom of their milage expense claim form. Its a start until you get something more comprehsive in place. Linda sHE Knows.

Posted By Jonathan Breeze Jim, What we did was link payment of travel expenses to annual submission of a valid drivers licence, insurance document and MOT certificate. As this could be worth up to £100 a month for staff, failure to provide the information has been infrequent. Where staff have not submitted the documents, they cannot use their vehicle for work purposes. That might not work in your case though if it is a pool car system you use. As John has pointed out the system would not highlight fraud, but it's a start.

Posted By Jonathan Breeze Mike, In our case the aim of the regular checking is to ensure that the driver is qualified and has not been banned in the intervening period (drivers licence), has current insurance cover (the insurance documents) and has a roadworthy vehicle (MOT). As a previous respondent has stated, this could be covered by a signed disclaimer, but we feel there is added benefit in having someone else check the documents (On the grounds that it is harder to forge all 3 documents to deceive an accountant than falsely sign a disclaimer). As to what the employer is protecting themselves from, there are a whole host of legal and financial issues. Take your pick from the following: Failure to ensure an employee has been suitably trained to undertake work; Failure to ensure suitable insurance cover is in place for employees & 3rd parties; and Failure to ensure that work equipment (the vehicle) is fit for purpose. Discuss.