Formulation and Implementation of a Car Policy Dennis Dugen Andrew Houston Nigel Grainger

Formulation and Implementation of a Car Policy Dennis Dugen Andrew Houston Nigel Grainger Introduction We will cover some key points to consider when producing a policy for your whole fleet. The session is to am with time for Q & As

Car Policy - Essentials

 What your policy should cover –  Company Cars; Cash Allowance; Grey Fleet; Private Use, Vans, Bikes

Car Policy - Essentials  What your policy should cover –  Company Cars; Cash Allowance; Grey Fleet; Private Use, Vans, Bikes  Who gets a company car  Allocation rules; Car levels

Car Policy - Essentials  What your policy should cover –  Company Cars; Cash Allowance; Grey Fleet; Private Use, Vans, Bikes  Who gets a company car  Allocation rules; Car levels  Issues for Company Car Drivers cover –  For example – Licence checks - Mandated

Car Policy - Essentials  What your policy should cover –  Company Cars; Cash Allowance; Grey Fleet; Private Use  Who gets a company car  Allocation rules; Car levels  Issues for Company Car Drivers cover –  For example – Licence checks - Mandated  Reimbursement of fuel:  Expenses; Fuel Rates; Claiming other travel costs; purchasing rules; fuel cards; mis-fuelling

Car Policy - Essentials  Cash Allowance Drivers -  Licence & Insurance + MOT / Maintenance / Tax / Choice

Car Policy - Essentials  Cash Allowance Drivers -  Licence & Insurance + MOT / Maintenance / Tax / Choice  Use of a company vehicle –  Private Use; Driving Abroad; Availability; Breakdowns

Car Policy - Essentials  Cash Allowance Drivers -  Licence & Insurance + MOT / Maintenance / Tax / Choice  Use of a company vehicle –  Private Use; Driving Abroad; Availability; Breakdowns  Driver’s Responsibilities for the car –  Car Care; Car Safety; Car Cleanliness, Technology

Car Policy - Essentials  Cash Allowance Drivers -  Licence & Insurance + MOT / Maintenance / Tax / Choice  Use of a company vehicle –  Private Use; Driving Abroad; Availability; Breakdowns  Driver’s Responsibilities for the car –  Car Care; Car Safety; Car Cleanliness, Technology  Driver’s Duties of Company Car Ownership –  Driver Fines; Driver Incidents; Driver Conduct Rules

Car Policy - Specifics

 What constitutes business travel  Any trip undertaken under instruction from or in the course of business: for example - Need drivers in sales; Inter-site travel, ( can even be commuting to a different site from normal place of work) ; Trips related to training courses and events; Organising the Christmas party ( but not going to it, unless compulsory - say lawyers!)

Car Policy - Specifics  What constitutes business travel  Any trip undertaken under instruction from or in the course of business: for example - Need drivers in sales; Inter-site travel, ( can even be commuting to a different site from normal place of work) ; Trips related to training courses and events; Organising the Christmas party ( but not going to it, unless compulsory - say lawyers!)  Cash Allowance/Salary Sacrifice Issues  Manage the Car Choice – fit for purpose; CO2 limits; Duty of Care applies; Check Servicing, MOT & Insurance

Car Policy - Specifics  Adherence to the Law  Define key issues in the policy – for example: no smoking in any car provided for business; a valid licence ( note: no paper counterpart soon ); mobile phone usage Road Rage Seat Belts and Child Restraints

 Adherence to the Law  Define key issues in the policy – for example: no smoking in any car provided for business; a valid licence ( note: no paper counterpart soon ); mobile phone usage Road Rage Seat Belts and Child Restraint  Company Insurance Issues -  Accident/Incident;  Emergency Assistance;  Restrictions to cover – Class 3 CM reqd?  Certificates;  MID Reporting Car Policy - Specifics

Car Policy - Compliance

 Damage -  Policy needs to specify how damage costs will be handled  Recharge to employee; in full or part;  Define any appeal process

Car Policy - Compliance  Damage -  Policy needs to specify how damage costs will be handled  Recharge to employee; in full or part;  Define any appeal process  Personal Taxation: Company car drivers -  How BIK tax is calculated; escalation %  What drivers might pay;  Car choice impact on taxation ;

 Damage -  Policy needs to specify how damage costs will be handled  Recharge to employee; in full or part;  Define any appeal process  Personal Taxation: Company car drivers -  How BIK tax is calculated; escalation %  What drivers might pay;  Car choice impact on taxation ;  Corporate Tax Considerations Car Policy - Compliance

 Must be a living document.

Car Policy - Compliance  Must be a living document.  Evidence that employees have read and understood it

Car Policy - Compliance  Must be a living document.  Evidence that employees have read and understood it – signed return!  Evidence of compliance –  If you ban the use of mobile phones whilst driving, DO NOT make a call to an employee who is driving.  Document Quiz

Formulation and Implementation of a Car Policy Summary

Formulation and Implementation of a Car Policy Summary All that applies to owned/company leased cars applies to any car used for business

Formulation and Implementation of a Car Policy Summary All that applies to owned/company leased cars applies to any car used for business Imagine you are standing in a court after a serious accident explaining how you managed this driver and their car – that is when you will need a formal & agreed Policy