Company Car

Subject to you holding and continuing to hold a current, full driving licence, the Company may, at its absolute discretion, provide a Company car for use in the performance of your duties and which may, subject to operational requirements, be used by you for private use.

Any motor vehicle provided shall remain the Company’s exclusive property and may be used by only yourself and approved, named drivers (as declared by you).

The Company reserves the right to determine the value, make and model of the car to be provided and to change, vary or withdraw the allocated car at any time for any reason.

Replacements for Company cars will be entirely at the Company’s discretion, but will normally be every 3 years or at the end of the lease.

Allocation

At the discretion of the Company, you have the option to receive a car allowance as an alternative to a Company car. Once you have opted to have a Company car, you are normally committed to the allocated car for the length of the remaining lease (normally renewable every 3 years). Before being allocated a Company car, you must sign a declaration and show proof that you hold a valid driving licence.

Your Responsibilities

If provided with a Company car, you will:

- observe all regulations which the Company may impose in relation to the Company motor vehicles from time to time;
- ensure that the car is maintained in proper running order, complying with all existing legal requirements.

You are responsible for:

- checking all lubricants, tyre pressure and lights on a regular basis;
- cleaning the car internally and externally on a regular basis;
- submitting the car for service when required;
- ensuring that any tax certificate in respect of the motor vehicle is current;
- obtaining the Company’s written permission before allowing a partner to drive any Company motor vehicle;
- obtaining the Company’s written permissions, with at least 1 months’ notice to take the motor vehicle overseas for either business or personal use;
- keeping the motor vehicle securely locked whilst parked in a public place;
- immediately reporting its theft or damage to your Line Manager and to the Fleet Coordinator;
- not removing or allowing a third party to remove the motor vehicle from the UK;
- immediately returning the motor vehicle to the Company upon request and/or upon termination of your employment;
- observing and where relevant ensuring that you follow the provisions of any policy of insurance notified to you;
- immediately notifying the Company of any potential civil or criminal liability which is incurred whilst driving by you or an approved additional driver, including any endorsements on your driving licence or any conviction for a motoring offence (including parking tickets).

You must not under any circumstances use the Company car for any of the following:

- racing or rally driving;
- hire or reward; and
- driving tuition of any kind, including tuition of family members.

Smoking in any Company car, under any circumstance, either as a driver or passenger is strictly prohibited.

Driving Licenses

All approved drivers of a Company vehicle will be required to complete a DVLA mandate periodically. The Company can request this at any time and ask for copies of both yours and all approved drivers photocard driving licences. The copy provided must be a true and up-to-date copy of your current photocard driving licence.

If you need to update your photocard driving licence, you should apply via the DVLA. You must update your photocard immediately when:

- your name changes through marriage or divorce (or for any other reason);
- your address changes; or
- your photocard reaches its expiry date.

Failure to update your driving licence with your new name or address can result in prosecution and a fine of up to £1,000.

As a Company car driver, you must comply with the following requirements with respect to driving licences:

- you must hold a valid and full driving licence appropriate to the type of vehicle being driven;
- you must inform your Line Manager and the Fleet Coordinator if your licence is suspended or revoked. Driving whilst banned will invalidate insurance and is considered an act of gross misconduct;
- if you have 6 points or more on your licence, you must declare this to the Fleet Coordinator;
- it is your responsibility to notify the DVLA and the relevant Company personnel if you have any medical condition(s) that affect your driving ability
- if you have an injury or condition that restricts movement or affects your ability to drive, you must not drive until obtaining a doctor’s written permission, as well as the permission of the Fleet Coordinator. You must inform your Line Manager immediately. No vehicle must be driven in the interim. The Company may require a medical certificate from a GP to confirm that you are fit to drive;
- you must inform the Company if any additional approved driver(s) is/are affected by any of the above as soon as possible. The Company reserves the right to withdraw additional driver(s) from the use of the Company car if they have not complied with the terms and conditions of this policy.

This Company does not permit provisional licence holders to use Company cars.

Additional Drivers

You may designate up to 2 additional drivers who must be your partner and/or family members and living at the same address.

You must obtain approval for an additional driver to drive a Company car in advance. This can be done by completing the Authorisation and Declaration Form which can be obtained from the Fleet Coordinator.

If an additional driver also works within the Kew Green Group, approval to drive a Company car must still be obtained in advance.

Additional drivers must provide an up-to-date photocopy of their photocard driving licence and complete a DVLA mandate.

Failure to obtain authorisation in advance for an additional driver to drive a Company car will invalidate the insurance and will result in disciplinary action being taken against you.

Use of any Company vehicle by an individual who is not employed by the Kew Green Group is restricted to social, domestic and pleasure purposes and the business purposes of the Company only.

Costs

You will be liable for any insurance excess costs associated with ‘at fault’ accidents caused by you or an additional driver approved by the Company to drive the vehicle. You authorise the Company to deduct the equivalent of the excess payable from your salary.

Fuel purchased in respect of authorised business use should be reclaimed in accordance with the Company’s expenses policy.

You should inform the Company immediately of any potential civil or criminal liability which you or an approved additional driver has incurred whilst driving. Any endorsements, parking tickets or fines are required to be paid by you and will be accompanied by an administration charge from the lease company (that you will be required to pay). These fines will be deducted from your salary.

If you do not declare or pay any fines or penalties, disciplinary action will be taken against you.

Withdrawing your Company Car

Returning your Company Car

The Company reserve the right to withdraw the provision of a Company car if:

- in its opinion, you have not appropriately adhered to any part of this policy;
- you are convicted of any serious motoring offence, other than parking and minor speeding offences;
- you are disqualified from driving and therefore unable to drive. Use of the Company car for any additional drivers will also be withdrawn;
- you are involved in an unacceptable number of accidents/incidents (e.g. a high number of non-recoverable fault accidents);
- you have any medical condition which a doctor advises should preclude you from driving;
- the Company have reasonable grounds to believe that you are unfit to drive;
- you are summarily dismissed for gross misconduct. You will forfeit the use of your Company car on the effective date of your termination.

When you return a Company car, whether it be in exchange for another Company car, due to opting out of the scheme, or leaving the Company employment, you must ensure that you carry out the following:

- make sure the car is clean inside and out;
- ensure that it has a minimum of £10 worth of fuel;
- remove any personal belongings;
- leave the manufacturer’s handbook, service book and locking wheel nuts in the glove box;
- remember to return both sets of keys plus key fobs. Failure to return both sets of keys may result in a charge.

Your car needs to be checked a minimum of 5 days prior to returning your Company car by your Line Manager who will complete a condition report including photographs. This is so the Company can discuss any damage due for payment with you and any payments can be arranged.

Unfair Wear and Tear

Unfair wear and tear summarises the degree of deterioration judged to be reasonable when a Company car is returned at the end of a contract period, or is to be sold on.

Unfair wear and tear covers all aspects of the vehicle including interior and exterior condition. Some examples of this are:

- unreported accident damage;
- damage to the paintwork that has not been repaired or touched up and has been allowed to rust;
- missing keys;
- damage and excess soiling to the interior of the vehicle.

A vehicle inspection report will be completed by the lease company for every car returned.

Any costs that are associated with unfair wear and tear will be discussed with you. Where a reasonable explanation for damage is not provided, an excess will be applied for which you will be liable. You will have the choice of paying the excess or the actual refurbishment/repair costs, if less.

The Company reserve the right to charge the full replacement cost in any case of wilful or reckless damage.