Rank: New forum user 
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I wonder if members can offer advice on the following issue.
We ask for copies of Certificate of motor insurance to ensure staff have the appropriate motor insurance when driving in their own vehicles on behalf of the company - insurance is Personal Business use (for driving in own vehicle on company business) and Commuting insurance (to claim out-of-hours mileage).When the dates on the copy certificates expire, we request a copy of a new certificate.
My question is:-
As part of our duty of care do we need to ask for Certificates of Motor Insurance annually (when the cert held on file expires) or do we ask for the certificate once and assume that the insurance will be renewed at its current level?
Please let me know your thoughts.
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Rank: Super forum user 
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Very briefly, I suggest that you would be unwise to make such an assumption. I don't think that such an assumption would be seen as 'reasonable' but happy to hear others thoughts.
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Rank: Super forum user
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I htink this will be down to your own company policy if they are driving on company business then you owe some form of duty of care. A lot of companies also check driving licenses or a regular basis as well as MOT certificates.
Phil
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Rank: Super forum user
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We are about to implement that here too.
As with many things in H&S, and life in general, never assume. Our policy will be for the new cert to be copied and put on the HR file.
Andy
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Rank: Super forum user 
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Hi CC,
One quick question, do you expect employee's to use their own vehicles on company business or is it allowed as a perk for them, so to speak?
Do you offer any other form of company travel, ie Fleet Vehicles, Train etc?
Just curious
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Rank: Forum user
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We check insurance for business use and driving licences annually: HR keep a copy of each and calendar a checking date according to the expiry date of the insurance policy they last saw. We don't check MOTs on personally owned cars as this would be dealt with on road tax renewal. We state in the driving policy that driver/owners are expected to ensure that the vehicle is serviced at the manufacturer’s recommended intervals: we don't check this but in the event of an incident we would insist on sight of such evidence or prohibit use of that vehicle.
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Rank: Super forum user
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I would have thought checking servicing is carried out is over the top as that is what the mOT is for to ensure a vehicle is road worthy (or at least at that point in time) servicing has very little to do with ensuring the car is roadworthy other than spotting obvious issues (tyres, brake disc). Most would say that it is more to do with maintaining warranty and not road worthiness. If you don't check MOT you would need to check each car for tax disc.
Phil
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Rank: New forum user
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Ken,
Employees most commonly use thir own vehicles for attending offsite training within reasonable commuting distance. For journeys further afield we offer fleet cars or train travel.
Thanks to you all for your opinions. I will forward them on to our Business Services Dept. Based upon your responses I will advise the implementation of annual checks.
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Rank: Forum user 
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Check yearly Insurance, MOT (VoSPA) and Driving Licence of said driver(s). This way you are discharging your responsibilities. Also - have it documented that you check with the owner's and checker's signatures and dates to back up if anything goes wrong.
As to the question of servicing - that is up to the owner of the vehicle and as long as it passes the MOT is should be in a roadworthy condition. Do not forget that a lot of 'newer' vehicles have servicing intervals of 100,000 miles or more, which makes you checking a bit of a moot point.
The MOD have had this in place for years and it appears to work (as long as you stick to the plan).
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Rank: New forum user
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Personnally, I would suggest you check annually (visible check, photocopy and file)
If this equates to extensive administrative time and resources ( which most are losing) you could incorporate a statement into your policies that it is part of the employees responsibility to ensure that relevant " motoring " documents are renewed, etc failing to do this could result in ..........
Similarly if there are any changes it is the employees responsibility to notify the employer.
I understand the DOC piece, and as an employer you have that duty to ensure that your employees DO have that documentation.
This could include MOT and tax if own vehicles.
Its a tricky one and could sit equally on both sides
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Rank: New forum user
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When drivers who use their own vehicle on company business, they are required to have business insurance and when putting in claim for expenses have to provide a copy of their insurance certificate, driving license and MOT if applicable. We also do annual checks on insurance and driving license to check on how many points they have.
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