Road & Vehicle Policy and Handbook

Last Updated: 15/02/2024

Next Review Date : 15/02/2027

Introduction

All employees driving company vehicles or driving for company business must comply with traffic regulations, including the Highway Code. The Highway Code is the official guide that sets out the rules and best practices for all road users in the UK.

Any employee who drives for business purposes must hold a full and valid driving license covering the required categories. Copies of driving licenses should be provided to maintain records. Initial and subsequent annual checks (or more frequently if circumstances require) are conducted via a Driver’s Consent Form. Utilising the DVLA unique code, the company will use the DVLA Online Driving License Check facility to access relevant driver license details. These details are recorded but remain confidential, with only relevant managerial personnel permitted access.

Authorisation as a company driver is granted after successful completion of checks. Approval will be notified accordingly.

Only employees authorised by the company may drive company vehicles.

Your driving license should be carried at all times and made available for inspection when necessary.

Any changes to an individual's circumstances that could affect their ability to drive safely, such as medical conditions or prescription drugs, or changes to the driving license, such as penalty points, must be reported immediately to their manager. Failure to disclose this information may result in disciplinary action, potentially leading to dismissal.

You are also legally obligated to inform the DVLA of any condition that may affect your ability to drive safely.

If you have been prescribed glasses or contact lenses for driving, they must be worn when driving company vehicles. If you wear contact lenses, it is advisable to carry a spare pair of glasses. To ensure your vision meets the required driving standards, have your eyesight checked regularly, typically every two years or as recommended by your optician.

 Legal Aspects & Responsibilities

The Law

In accordance with the Road Traffic Act, it is an offense to use or permit the use of a motor vehicle on the road that could pose a danger of injury to any person. This responsibility falls on the driver of a company vehicle to ensure the vehicle is roadworthy before use.

Drivers are required to conduct thorough pre-use checks daily to identify and report any defects or faults to their manager immediately. A safety checklist should be completed weekly via the app, with any faults or defects reported immediately upon detection and recorded on the checklist for immediate submission to the manager. Managers must ensure they receive and review completed checklists and perform random checks on vehicles.

Under no circumstances should a vehicle be driven if it is in a defective or unsafe condition.

If you notice any issues with your vehicle, such as warning lights, reduced braking efficiency, decreased acceleration, increased fuel consumption, unusual noises, or windshield damage, inform your manager immediately. This will allow for an assessment of the vehicle to be arranged promptly.

 Vehicle Incidents

Any vehicle incidents, no matter how small they may seem, should be reported and documented to your manager immediately.

If an incident occurs, follow these steps:

1. Stop at the Scene: Always stop at the scene of an incident. Turn off your vehicle's engine and switch on your hazard lights to signal to other road users.

2. Assess the Situation: If there are any injuries, call the police and ambulance services if necessary. Do not leave the scene until you've exchanged details and completed a Vehicle Incident Form, which records all necessary information. Remember to take pictures of all vehicles and property involved.

3. Privacy and Legalities: As an HDS employee, only share the following information with a third party: your name, company address and contact details, your contact details, and insurance details.

4. Communication Limitations: Remember not to discuss your opinion regarding the incident or who may have caused it with anyone other than the police.

5. Vehicle Condition: If you're in doubt about the condition of your vehicle following an incident, do not drive it. Instead, report a breakdown and arrange for a recovery service.

It's important to handle incidents with care and follow these guidelines to ensure the safety of all involved parties and comply with legal requirements.

Road Traffic Infringements

As a representative of our company when driving a company vehicle, it is imperative that you always adhere to the designated speed limits, display courtesy towards fellow road users and pedestrians, and park responsibly when leaving your vehicle unattended. Not only does this reflect well on the company, but it also safeguards your personal safety during work hours.

Fines incurred as a result of incorrect, unlawful, or improper use of a company vehicle will be the responsibility of the driver at the time of the infraction.

In the event that you have committed or suspect you have committed a driving offence, you must promptly notify your manager. Failure to report an alleged offence or repeat occurrences of speeding may result in disciplinary action.

Payment of fines must be made without delay by the driver to avoid penalty charge escalation. Should a reminder or subsequent notice be issued by the company regarding an outstanding fine, the company may pay the sum (including any additional administrative charges) and will require you to reimburse the full amount immediately via direct payment or salary deduction.

It is crucial to familiarise yourself with the specific speed limits applicable to your vehicle. A comprehensive list of national speed limits can be found at www.gov.uk/speed-limits.

Insurance

Certification: All company vehicles are comprehensively insured, and the certificates of insurance are securely stored in the Monday.Com Platform.

Access to Insurance Certificates: Copies of insurance certificates are not provided to individual vehicle drivers. If proof of insurance is required for any reason, such as presenting it to the Police or another third party, you should contact your Manager for assistance.

Claims and Accidents: In the event of an accident or insurance claim, please refer to the Accidents and Claims section of this handbook for the appropriate procedures to follow.

Vehicle Security Guidelines

When leaving your vehicle unattended, it's essential to reduce the risk of theft or damage. Follow these steps to ensure your vehicle is as secure as possible:

1. Park Smartly: Choose well-lit and secure parking areas. Avoid obstructing traffic or parking illegally.

2. Secure Valuables: Personal items or company property should not be left in plain sight. Store them out of sight or take them with you.  Do not leave personal items or company equipment in the vehicles overnight.

3. Keep it Tidy: Maintain a clean and clear cabin, reducing the appeal to potential thieves.

4. Lock Up: Always lock your vehicle when it's unattended. Check all doors are securely locked, including the boot.

5. Secure the Vehicle: Fold in wing mirrors and close all windows to prevent potential theft or vandalism.

The company is not responsible for:

• Personal Item Theft: Theft of personal items left in the vehicle.

• Unlocked Theft: Theft of items from an unlocked vehicle.

Note: These guidelines are for the safety and security of your vehicle and its contents. Violating these guidelines may result in disciplinary action.

Manufacturer's Handbook

You are responsible for familiarizing yourself with your vehicle's Manufacturer's Handbook. This handbook is stored in the glove box and must be returned there after use.

After your vehicle receives a service, you must ensure that the service book has been stamped by the garage and that the date and mileage at the time of service are noted in the log.

As stated on Page 3, drivers must perform pre-user checks daily before each use to ensure that vehicles are in a roadworthy condition.

 Vehicle Maintenance and Safety

Servicing, MOT, Vehicle Repairs and Road Tax

• Servicing Requirements: Your vehicle must receive regular servicing as per the manufacturer's recommended schedule, typically every 12 months or 20,000 miles, whichever comes first. Familiarise yourself with your vehicle's service intervals and ensure compliance.

• MOT: Beginning from the 3rd anniversary of vehicle registration, an annual MOT test is mandatory. It is advised to schedule the MOT and service together to minimise vehicle downtime. Be aware of your MOT due date and liaise with your manager to arrange a suitable appointment.

• Responsibility for Vehicle Presentation: It is your responsibility to ensure your vehicle arrives at the designated service/MOT centre on the agreed date and time. If you cannot meet this requirement, inform your manager at least 3 working days in advance.

• Replacement Vehicle: While your vehicle undergoes servicing/MOT, you will be provided with a replacement vehicle whenever possible. You will be notified when your vehicle is ready for collection, although efforts will be made to schedule servicing/MOTs when vehicles are not in use.

• Documentation: If you receive MOT certificates and service records, these must be submitted to the office for scanning and retention. Typically, these documents will be issued directly to the company.

• Road Tax Arrangements: The company will manage road tax to ensure compliance with DVLA requirements.

Vehicle Load and Load Security

Vehicle load and load security are critical aspects of safe and efficient transportation. As a driver, you have a responsibility to ensure that all loads are securely fastened before starting your journey. This not only protects your cargo but also ensures the safety of other road users.

Internal loads refer to any items inside your vehicle, such as tools, equipment, or goods. External loads include items that are carried on the exterior of the vehicle. Both types of loads must be properly secured to prevent them from shifting or falling off during transit.

In addition to securing loads, you should also be mindful of the weight of your cargo. Overloading a vehicle can lead to decreased fuel efficiency, increased wear and tear on the vehicle, and can compromise its handling. It's important to know the weight limits of your vehicle and adhere to them at all times.

If you have any concerns about vehicle load or load security, you should communicate them to your manager. They can provide guidance on proper load securing techniques and may be able to assist you in addressing any issues you encounter.

Breakdown Safety

In the unfortunate event of a breakdown, safety is paramount. If possible, pull over to a safe location as soon as you notice an issue. Always activate your hazard lights, and in poor visibility conditions, switch on sidelights too.

Exiting the Vehicle : Unless you're in a designated stopping area, avoid staying in the vehicle. Exit safely, ensuring the road is clear. On motorways, prioritise the safety of yourself and any passengers by standing well away from the vehicle on the verge.

Response Protocol : In case of a breakdown, your first step is to contact the designated breakdown assistance service. Immediately following this, you must inform your manager. This is crucial for both operational and safety reasons.

If you're en route to a job or site, notifying the manager ensures prompt client communication and facilitates the immediate implementation of necessary safety protocols and alternative measures, thereby enabling the seamless continuation of the work.

Airbags

Airbags are designed to swiftly inflate and cushion occupants, protecting them from impact with areas of the vehicle that can cause injury, such as the steering wheel or dashboard. They typically inflate within a second and can deploy with significant force, particularly at speeds of up to 60 mph. To ensure optimal safety, maintain a safe distance from the steering wheel and instrument panel.

 Driving Safety and Best Practices

Seatbelts and Carrying Passengers

As a driver of a company vehicle, it is your duty to ensure:

• All occupants wear seatbelts at all times.

• The number of passengers never exceeds the number of available seats/seatbelts in the vehicle.

Mobile Phone Use

Handheld phone use while driving is illegal and strictly prohibited. Only accept calls when the vehicle is equipped with a hands-free system. If such a system is present:

• Keep incoming calls brief.

• Avoid making outgoing calls unless you are safely pulled over.

It is essential to avoid activities that may divert your attention while driving.

Tiredness and Fatigue

Fatigue is a major contributor to road incidents. Driving while tired can significantly impair your response times, judgement, and hazard perception, ultimately affecting your ability to make safe driving decisions. To avoid driving while fatigued:

• Ensure you have had sufficient rest before getting behind the wheel.

• Stay hydrated and maintain regular eating habits.

• If you start feeling drowsy, pull over at the earliest opportunity.

• During long drives, avoid maintaining the same posture for prolonged periods. Take a 15-minute rest break for every 2 hours of driving, and never drive for more than 4.5 hours without a 45-minute break.

Note: This list is not exhaustive. If you have any concerns about your fitness to drive due to a medical condition, it's important to discuss these with your manager for further guidance.

Planning Journeys

It's crucial to plan your journeys in advance, not only to assess the need for regular breaks but also to minimize the risks associated with driving a vehicle.

Adverse Weather Driving

As an employee, it is your responsibility to plan your journeys. In adverse weather conditions, it's crucial to reduce speed and allow extra travel time if necessary. Maintain a greater distance from the vehicle in front of you, especially in hazardous conditions.

Fast-moving traffic can create spray, limiting visibility. Stay informed with local radio traffic bulletins to be aware of road closures and weather forecasts. Drive cautiously through standing water to avoid aquaplaning, which occurs when a layer of water forms between the road surface and your tyres, preventing contact.

Avoid driving rapidly through deep water, as it can cause serious and costly damage to the vehicle and increase the risk of an accident. If your engine stalls after driving through deep water, do not attempt to restart it, as this could lead to engine damage.

Consider the impact of high winds on your vehicle and other road users, and adjust your driving accordingly.

Ergonomics

Drivers should adjust their seating, back support, and mirror positions to ensure optimal posture. Stretching to reach pedals or see in the rearview mirror can cause discomfort and, over time, lead to musculoskeletal injuries. Additionally, sitting too close to the steering wheel can compromise seatbelt performance and increase the risk of injury. It's advisable for drivers to periodically review their seating positions and make necessary adjustments for an ergonomically safe environment. If you have any concerns regarding ergonomics, please consult your manager for further assistance.

Dual Carriageway and Motorway Driving

Driving on dual carriageways and motorways requires heightened awareness and careful driving practices. When driving on these roads:

• Familiarise yourself with the specific speed limits of the road you'll be using, noting that speed limits for company vehicles may differ from standard passenger vehicles.

• When merging onto a motorway, adjust your speed to match that of the traffic in the left-hand lane. Only enter the motorway when a safe gap appears.

• Maintain a safe following distance from other vehicles.

• Use your indicators to signal lane changes or exits.

• Overtake only when necessary, and do so with caution.

• Plan your exit well in advance by checking your mirrors, signalling, and moving into the appropriate lane early.

• Do not stop on the motorway unless it is an emergency.

• If you start to feel tired, exit the motorway and find a safe location to stop and rest.

Environmental Impact & Sustainability

Environmental Impact

Excessive speed leads to increased fuel consumption and higher CO2 emissions. To mitigate our environmental footprint, it is crucial to drive efficiently and reduce speed. To cut down fuel usage, drivers should:

• Gradually Accelerate: Accelerate slowly to conserve fuel.

• Gear Optimisation: Shift to higher gears at the lowest appropriate speed.

• Moderate Speeds: Avoid high speeds and adhere to speed limits.

• Consistent Speed: Maintain a steady pace, respecting the speed limits.

• Traffic Awareness: Anticipate traffic and avoid sudden accelerations or braking.

• Vehicle Maintenance: Ensure your vehicle is in optimal condition to prevent unnecessary fuel consumption.

Fuel Management

Fuel cards are provided to obtain fuel for the vehicle, with each card allocated to a specific person. Only standard-grade fuel should be purchased, as any special grades with an increased cost are not authorised.

When purchasing fuel:

• Full Tank Purchase: Always aim for a full tank.

• Present the Fuel Card: Hand the card to the cashier for processing.

• Correct Registration Number: Provide the vehicle's registration number.

Most company vehicles use diesel. It's crucial to use the correct fuel type. In the event of misfuelling:

• Do Not Start: Avoid turning on the vehicle's engine.

• Contact the breakdown assistance service.

• Cost Responsibility: If misfuelling occurs, the company reserves the right to recover costs from the responsible driver for any repairs incurred due to the incident.

Adhering to these guidelines will not only reduce our environmental impact but also ensure the optimal performance of our vehicles.

 Vehicle Cleanliness and Condition

Vehicle Cleanliness

It is your responsibility to maintain the cleanliness of your vehicle.

In addition to ensuring the exterior of the vehicle is clean, it is also necessary to regularly clean and vacuum the interior of the cabin/seats.

If the company finds the vehicle's cleanliness or condition unsatisfactory during an inspection, you may be responsible for the cost of a valet arranged to restore the vehicle to an acceptable condition.

Tyres

Ensuring the tyres are in good, roadworthy condition is crucial for your safety and that of others on the road. The legal minimum tread depth for tyres is 1.6mm. For every tyre below this limit, you may face a £2,500 fine and 3 penalty points on your license. Therefore, it is vital to regularly monitor tyre condition.

The Royal Society for the Prevention of Accidents (RoSPA) recommends a minimum safe tread depth of 3mm for optimal handling, comfort, and safety.

 Best Practices and Policies

Vehicle Exchanges

Prior to operating a vehicle that is not usually assigned to you, it is mandatory to conduct a safety inspection and document the findings on the Vehicle Checklist. This ensures that the vehicle is in safe working condition before you begin driving it. It is essential to report any observed damages to your manager immediately, as failure to do so may result in you being held liable for the damage.

Smoking

Smoking is not permitted in company vehicles. Please refer to the company's No Smoking Policy for further details.

Drugs and Alcohol

Driving under the influence of alcohol or drugs is illegal and a violation of company policy. It may result in disciplinary action, up to and including termination of employment, as the company adopts a zero tolerance approach in line with legal requirements.

All drivers are expected to comply with laws regarding alcohol and drug consumption. They should be mindful of alcohol levels that might persist in the bloodstream the day after consumption.

Some prescribed and over-the-counter medications can affect driving abilities. It is your responsibility to consult with your GP or pharmacist regarding any side effects associated with these medications. You should not drive a company vehicle if your ability to do so is compromised by illness, fatigue, injury, or prescribed medication. Disclose all prescribed medications to your manager.

You must promptly inform your manager if you are unfit to drive for any reason. For further details, please refer to the company's Drug & Alcohol Policy.

Parking Procedure

Drivers are expected to reverse park into designated parking bays whenever possible. Every attempt should be made to position the vehicle in a manner that allows forward movement when departing the parking spot. This practice ensures safe and efficient manoeuvrability when leaving the parking space.

Driver Responsibilities

The vehicle allocated to you represents a significant investment by the company in you and your role. Entrusting this vehicle to your care means you are not only responsible for driving safely but also for maintaining it as if it were your own.

Each vehicle contributes significantly to the company's image and reputation, shaping how clients and the public perceive our business. It's crucial that each vehicle is kept clean, tidy, and presentable at all times.

In addition to cleanliness, you are responsible for maintaining the vehicle's upkeep and ensuring it remains legally compliant and roadworthy. The following section outlines your specific responsibilities in caring for the vehicle.

Driving Responsibly

While driving on company business, you represent HDS. Therefore, it is imperative that you drive safely and responsibly, displaying courtesy to fellow road users and pedestrians at all times.

Failure to comply with the requirements outlined in this handbook or demonstrate poor driving standards or vehicle care may result in an investigation by the company, and any allegations of poor standards may lead to disciplinary action.

Employee safety is a top priority, and this handbook outlines the roles and responsibilities of employees who drive company vehicles, offering guidance and advice to reduce driving-related risks. Employees are expected to read, fully understand, and adhere to the recommendations in this handbook each time they drive a company vehicle.

If you have any questions or concerns regarding this handbook, please discuss them with your manager. Non-compliance with the guidance in this handbook may be treated as a disciplinary issue.

This policy shall be reviewed every three years sooner if necessary. 

Joe Charlesworth

Director - Highway Data Systems Ltd

15/02/24