Using personal vehicles at work

HSE Guidelines, ‘Driving at Work’, state that “health and safety law applies to on-the-road work activities as to all work activities and the risks should be effectively managed within a health and safety system”. We explore further the dos and don'ts of using personal vehicles for business purposes.

As an Employer what should you do?

Employers should conduct suitable risk assessments and put in place reasonable measures to ensure work related journeys are safe, that staff are competent to drive safely and the vehicles used are fit for purpose.

Agree Minimum Conditions of Use

As an Employer you should always ensure your care workers' vehicles are road worthy and always keep a record of their car details. As part of the recruitment, training and staff appraisal process, ensure that drivers who use their own vehicles are reminded that:

  • Their vehicle needs to be taxed, have a valid MOT and an appropriate business-use insurance cover.

  • Their vehicle needs to be maintained according to the manufacturer's service schedule.

  • Their vehicle is only used in accordance with the insurance cover.

  • Regular safety checks and pre-drive safety checks are conducted.

Conduct Document Checks

You will need to decide what process you would like to put in place when it comes to checking your staff's documents. It may be that you want all staff to submit their vehicle documents on a yearly basis or conduct spot checks every other month.

  • MOT Certificate - After the third birthday of any vehicle an MOT needs to be passed annually.

  • Servicing - Manufacturers generally recommend vehicles are serviced annually or every 10,000 miles. A service schedule will then be stamped by the garage.

  • Insurance Cover for Business Use - It is essential that anyone who uses their car for business use has the appropriate insurance cover, which must include business use.

  • Registration Document - This document will prove the user of the car is the registered owner of the vehicle and they have permission to be using it.

  • Vehicle Excise Duty - Vehicles must display a valid vehicle excise duty disc on their windscreen.

Record and Investigate

Ensure a process is put in place to record if an accident were to occur while a staff member was using their personal car for business use. This enables an investigation to take place to determine whether the condition of the car played a part in the accident and, if necessary, what action needs to be taken.

Online "Driving Safely" Training Video

Towergate's online business continuity and risk management tool, BCARM, includes a driving safely e-learning module. This comprises of an interactive tutorial, a test for which employees are scored and issued with a certificate, and a checklist of their own working environment relative to the training. The interactive tutorial is ideal for any workers who are required to drive as part of their work or during their working day.

To find out more about BCARM and the "Driving Safely" training module contact one of our advisors on 020 8336 0099 or visit the website.

Source: Royal Society for the Protection of Accidents - Driving for Work: Own vehicle 

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