Grey Fleet Management.

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1 Grey Fleet Management.

2 Alphabet Grey Fleet Management. Our Grey Fleet Management solution will help you to manage the financial, legal and environmental issues around the use of privately-owned cars for business. Recent years have seen a steady rise in the costs and legal liabilities associated with private cars used for business.

3 The financial impacts of Grey Fleet can include excessive mileage claims, employees demands for additional remuneration, added administration and unexpected driver downtime due to accidents or breakdowns. Legally, employers have the same Duty of Care towards employees, irrespective of whether they drive their own car on business or a company-provided vehicle. The Health and Safety at Work Act and the Corporate Manslaughter and Corporate Homicide Act, to name but two laws of nearly a dozen that affect business journeys, make no distinction between the use of corporate and Grey Fleet cars. Expert support. Alphabet offers expert assistance in controlling Grey Fleet risk, through our dedicated Risk Management team. The team will help you to identify your key risk areas and implement effective measures, using relevant elements of the Risk Management solution including Driver and Vehicle Checks, Mileage Auditing, AlphaRent and Alphabet s wide range of free document templates and driver guides. Grey Fleet toolkit. Alphabet s Grey Fleet toolkit provides you with the key documents needed for adequate supervision of business driving, with document templates you can customise to suit your needs. While it is not a complete occupational road risk management system, the toolkit is a starting point to help you measure and manage at-work driving and maintain records of your Grey Fleet safety management activity. The toolkit includes: Generic company car policy Owner-driver health and safety declaration Cash allowance driver declaration Business Driving Permit for owner-drivers to sign before being allowed to drive on business Employee questionnaire designed to quantify the extent of Grey Fleet travel in your business, as this is often greater than employers realise The toolkit is free of charge to all Alphabet customers.

4 Mileage Audit. Fuel and mileage expense claims are often hard to police and expensive to administer. Alphabet Mileage Audit is a highly effective, low-cost, HMRC-approved solution to help you make every business mile count. Our Mileage Audit solution employs a dedicated Audit Team who actively check for anomalies and missing reports. Drivers who do not have fuel cards can upload and store copies of fuel receipts on the system, enabling you to recover VAT on fuel purchases, even those of Grey Fleet drivers. The system records individual business trips and odometer readings to give you a complete breakdown of business and private mileage by Grey Fleet drivers and cash allowance takers, as well as company vehicle drivers. Importantly, the Mileage Audit system can automatically capture safety declarations from drivers every time they report their mileage (e.g. that they hold a valid drivers licence and their vehicle is correctly insured, roadworthy and has an up-to-date MOT). Driver checks. Within our Risk Management suite of services, we provide a comprehensive range of options to support Grey Fleet Management. Risk Management Licence Verification rigorously checks and securely reports whether your drivers hold a valid licence, what categories of vehicle they re allowed to drive and how many endorsements they currently have. Risk Management Online Driver Risk Assessments identify high risk individuals. Following the outcome of licence checks and risk assessments, we can arrange Driver Training Courses to meet the exact needs of your company and its drivers.

5 Vehicle checks. Risk Management also incorporates services to help manage vehicles owned by cash allowance-takers and other private owners. Our online application gathers information on vehicles used for business whilst drivers complete a declaration that their car is fit for purpose and they have carried out required maintenance and safety checks. You can monitor the declarations online and instantly see if drivers have submitted their information. With Risk Management we can proactively collect insurance information from drivers to verify that they have the correct cover for business use and we also issue renewal reminders when appropriate. Rental Services. It is often cheaper to provide employees with hire cars rather than paying mileage expenses, especially for distances greater than 100 miles. We offer a car service that offers highly competitive rates on cars and vans and includes delivery and collection to any mainland UK address (in and out of office hours) within 4 hours, and no surcharges for one way car rentals. Our MOT Verification System identifies the vehicles MOT date and subsequent anniversaries. It requests a hard copy of the certificate as well as an online statement to confirm the MOT test has been carried out. Our online reports assist in highlighting missing, due or expired documents, as well as drivers with inadequate insurance cover.

6 Free guides. Education and advice are important elements of the fleet safety mix. We offer several free guides for drivers on topics including driving laws and greener motoring. Alphabet management briefings are also available on Corporate Manslaughter and Grey Fleet Management. Salary Sacrifice. Alphabet s Salary Sacrifice is a product allowing employees to drive a new car by taking advantage of situations where paying Benefit-in-Kind tax for a car costs them less than paying income tax on the equivalent amount of salary. Salary Sacrifice is particularly effective for low-co 2 cars and therefore offers you the opportunity to encourage employees to drive newer, greener, company-provided cars instead of older, more polluting, privately owned ones.

7 Strategic Fleet Consultancy. Grey Fleet is one part of the complete spectrum of travel, safety and environmental management issues faced by employers. Addressing these issues together is likely to deliver better results than seeking improvements or savings in a single area of the fleet. Our Strategic Fleet Consultancy Service specialises in helping businesses to tackle complex challenges. We not only advise on operational, technical, legal and fiscal aspects of policy but also create and implement fully tailored solutions. Is Alphabet Grey Fleet Management right for you? If you are looking for a broad range of tools, products, services and expert advice to help you address Grey Fleet needs at any level, from the practical to the strategic, we can use our extensive experience, knowledge and portfolio of effective products to help you. If you d like to find out more, then talk to Alphabet today.

8 Choose Alphabet. Alphabet is a multi-marque fleet funding company, part of the BMW Group. We are known for our progressive mobility solutions for businesses and employees. We focus our systems, processes and the skills of our people solely towards providing industry-leading standards of service to fleet users. By choosing Alphabet, you will be working with a company that is committed to meeting your expectations without compromise. Find out more Tel: Alphabet (GB) Limited, Form One, 17 Bartley Wood Business Park, Hook, Hampshire RG27 9XA. Tel: Registered office address: Alphabet House, Summit Avenue, Farnborough, Hampshire GU14 0FB. Registered in England and Wales Alphabet (GB) Limited is authorised and regulated by the Financial Conduct Authority. Disclaimer: The information provided in this guide is for general information purposes only and is correct to the best of our knowledge at the time of publication (April 2014). Neither Alphabet nor the author can be held responsible for any actions or consequences arising from acting on, or refraining from taking any action, as a result of reading this.

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