Formulation and Implementation of a Car Policy Dennis

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 10. 30 to 11. 00 am with time for Q & As

Car Policy - Essentials

Car Policy - Essentials Ø What your policy should cover – Ø Company Cars; Cash Allowance; Grey Fleet; Private Use, Vans, Bikes

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

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

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

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

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

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

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

Car Policy - Specifics

Car Policy - Specifics Ø What constitutes business travel Ø 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 Ø What constitutes business travel Ø 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!) Ø Cash Allowance/Salary Sacrifice Issues Ø Manage the Car Choice – fit for purpose; CO 2 limits; Duty of Care applies; Check Servicing, MOT & Insurance

Car Policy - Specifics Ø Adherence to the Law Ø 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

Car Policy - Specifics Ø Adherence to the Law Ø 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 Ø Company Insurance Issues - Ø Accident/Incident; Ø Emergency Assistance; Ø Restrictions to cover – Class 3 CM reqd? Ø Certificates; Ø MID Reporting

Car Policy - Compliance

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

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

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

Car Policy - Compliance Ø Must be a living document.

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

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