Version Date Owner Author Summary of changes. SMART Salary Options Team

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2 Purpose This document contains the scheme policy details, and driver information for the Family Car Benefit Scheme as provided by the Royal Liverpool and Broadgreen University Hospitals NHS Trust for the benefit of the employees. It is for the use of staff considering joining the scheme to provide them with the terms and conditions associated with it. It also acts as a reference document throughout the leasing contract period for staff who joins the scheme. Changes to Policy The policy will be subject to a regular review and may be changed or modified at the discretion of the Royal Liverpool and Broadgreen University Hospitals NHS Trust in conjunction with Automotive Leasing. Document Control Version Date Owner Author Summary of changes December 2012 SMART Salary Options Team Margaret May Distribution The latest version of the policy document is available from the Benefits and Entitlement page on the Staff Intranet The document may be printed by staff for their own information and reference purposes. However, printed versions will not be subject to version control so care should be taken that the printed document refers to the latest version of the policy details. RLBUHT Family Car Scheme Handbook V1.0.docx i

3 Contents 1. Introduction Family Car Benefit Scheme Benefits of the Family Car Scheme What is Included in the Benefit? What is NOT Included in the Benefit? Benefit in Kind Liability What is a SMART Salary Options scheme? Salary Sacrifice Considerations NHS Pension Maternity / Adoption Statutory Paternity Pay Mortgage Tax Credits Scheme Terms And Conditions Eligibility Available Vehicles Lease Hire Period Number of Cars per Employee Contract Mileage Considerations Business Mileage Reimbursement Accessories Insurance Fines Sundry Charges Early Termination Final Salary Payment Paid Absence/Long Term Absence Maternity Leave Long Term Sickness Career Breaks Redundancy Other Circumstances Home Address Changes RLBUHT Family Car Scheme Handbook V1.0.docx ii

4 3. Joining The Scheme Choosing your car Ordering your Vehicle Driving Licence Validation Personalised Number Plates Order Confirmation Delivery Payslip Changes Looking after Your Vehicle Driver Responsibility Servicing and Maintenance Collection and Delivery Hire Cars Safety Recalls Breakdown Assistance and Recovery Tyres Glass and Windscreens Recurring Technical Faults Cleanliness Duty of Care Driver Neglect Taxing your Vehicle (Road Fund Licence) MOT Fines And Fixed Penalty Notices Driver Responsibility Speeding Fines Fines for using Mobile Phones Parking Fines Bus Lane Fines Congestion Charges RLBUHT Family Car Scheme Handbook V1.0.docx iii

5 6. Accident Management and Insurance Claims Accidents Immediate action Follow-up Actions What happens once I have called? I travel a lot; what happens if I have an accident a long distance from home? The Vehicle Repair Process ` Non-driveable vehicles Write-off process Driveable vehicles Will I receive a replacement vehicle? The paperwork Thefts Personal Property Excess Insurance Charge Health And Safety Driver Fatigue Good Practice Mobile Phones Health Smoking Policy Taking Your Vehicle Abroad Authorisation Insurance Documentation Before you Travel Abroad End Of Contract Renewal of existing Car Benefit Scheme vehicles Purchasing your end of contract vehicle End of Contract Preparation End of Contract Collection End of Contract Recharges Who To Call RLBUHT Family Car Scheme Handbook V1.0.docx iv

6 1. Introduction RLBUHT Family Car Scheme Handbook V1.0.docx 1

7 1.1 Family Car Benefit Scheme The Family Car Benefit Scheme has been set up by the Royal Liverpool and Broadgreen University Hospitals NHS Trust to provide employees with access to new cars for a fixed monthly cost that is significantly lower than if you had funded the vehicle yourself. For a fixed monthly payment all the services required to run the car, with the exception of the fuel, are provided to you giving you the certainty of your car-related budgeting for up to three years. At the end of the contract period, you return the car and, if required, you may select another new one and start a new contract, assuming you are still eligible. The car leasing scheme is called SalaryPlan, and is provided by Automotive Leasing, a division of LeasePlan. The scheme is provided by the Trust as a salary sacrifice benefit under the programme of the SMART Salary Options benefit. This means that you, the employee, agree to give up the right to a portion of your salary and in exchange you receive the benefit of the car. The fixed payment is deducted from your salary each month during the contract period. This deduction is taken before income tax, National Insurance Contributions and NHS Pension contributions (if applicable) are calculated and deducted, so that you pay less towards these. However, as the car is regarded as a company car for tax purposes, you will be required to pay Benefit in Kind tax. Again this would be deducted from your salary on a monthly basis. However, even with this additional tax to pay, there is a considerable net savings to you. NB The Trust reserves the right to withdraw the scheme at any time at its discretion. Under these circumstances, existing contracts would run their course but no new contracts would be started. 1.2 Benefits of the Family Car Scheme A brand new car every 2 or 3 years No deposit required No personal credit check required Hassle free motoring as all vehicle services are accessed either via a single telephone number or via the same online system as for ordering vehicles An ALL COSTS INCLUSIVE driving experience Monthly deduction FIXED for the duration of the contract period. RLBUHT Family Car Scheme Handbook V1.0.docx 2

8 1.3 What is Included in the Benefit? The fixed monthly deduction covers the following for the duration of the leasing period: The leasing cost of the car Road Fund Licence (Car Tax) Fully comprehensive insurance fixed for the period Maintenance and servicing costs 5 star Breakdown Assistance/Recovery No quibble replacement tyres including accidental damage and punctures Accident Management Early Termination Protection Employee driving licence check MOT where relevant. 1.4 What is NOT Included in the Benefit? The monthly deduction will not cover: Early termination costs, should you terminate the contract early see Early Termination Section 2.10 for full details. Any parking fines, speeding tickets and other fixed penalties that you incur, see Sections 2.8, 2.9, 5. The Licence checks, for insurance purposes, for additional drivers of 8.50+VAT per person per year. Unreasonable wear and tear to the vehicle, see Sections 4, 9.5. Excess mileage costs, see Section 2.4. Guidance on your responsibilities is provided throughout this document and on the SalaryPlan website. Any such costs that you incur will be deducted from your net salary i.e. they are outside of salary sacrifice arrangement. 1.5 Benefit in Kind Liability RLBUHT Family Car Scheme Handbook V1.0.docx 3

9 Drivers in the Family Car Benefit Scheme are required to pay Benefit in Kind (BIK) tax, as the vehicle is available for private use and the scheme has been provided as a benefit through your Employer. As part of the vehicle quote you will be provided with an indicative annual BIK charge, based on the taxable values for the vehicle e.g. retail value, CO 2 amount. This indicative charge is taken into account when the Net Cost to You amount in calculated and shown to you on the SalaryPlan website. Please note the indicative BIK figure may be subject to change (e.g. manufacturer price increases). The Trust is responsible for informing HMRC about all employees who have joined the scheme, along with the details of the vehicle provided. This will be done by completing a Form P46 and sending it to HMRC so that your PAYE code may be adjusted. Wherever possible this will be done to coincide with your first monthly deduction. If you encounter any problems you are advised to contact your relevant HMRC office. You do not need to inform HMRC about joining the scheme P11D refers to an annual tax report submitted to the Inland Revenue by your employer to confirm the values of all benefits you receive from your employer. Relevant information for your car includes the full retail value of the vehicle (including accessories, VAT and delivery costs) and the CO 2 value (as detailed on the registration document). Refer to the Inland Revenue website for further information on Company Car Benefit in Kind. NB By choosing a car with a low carbon dioxide (CO 2 ) output you can reduce the amount of BIK tax you would have to pay. Details of the specific levels may be found in the HMRC website What is a SMART Salary Options scheme? A SMART Salary (sacrifice) Options scheme is one where you, the employee, give up a portion of your salary in exchange for an employer-provided benefit. This is allowed under HMRC guidelines and Employment Law regulations. As a result of the lower taxable salary, you pay less income tax, NI contributions and NHS pension (where applicable). If you wish to take part in the Scheme you will be required to enter into a salary exchange arrangement under which you formally agree to accept a reduction in your gross salary in return for your employer providing you with a car. This agreement must be signed prior to delivery of your vehicle. RLBUHT Family Car Scheme Handbook V1.0.docx 4

10 1.7 Salary Sacrifice Considerations Taking part in any salary exchange scheme could affect both statutory and pensionable benefits under certain circumstances, e.g. normal retirement, ill health retirement, early retirement, pension transfer, death benefits NHS Pension Depending on when you joined the NHS Pension scheme, your pension would be calculated on the best of the last three years salary, or calculated on the best three consecutive years in the last 10 years. It is strongly recommended that you bear this in mind when deciding whether or not to participate in any salary exchange scheme. Any queries should be directed to the NHS Business Services Authority Maternity / Adoption Please refer to the Trust s policy regarding any general queries. For further clarification or more information please contact your HR department or the SMART Salary options team (SmartSalary.rlbuht.nhs.uk) Statutory Paternity Pay Generally, as long as your earnings in the relevant period do not fall below the Lower Earnings Limit for NICs and you meet the other qualifying conditions, your entitlement to paternity pay will not be affected. For further clarification or more information please contact your HR department. You may continue to take part in the Scheme during periods when you receive statutory or occupational paternity pay as long as your employment income is sufficient to support your salary reduction and this does not fall below the national minimum wage Mortgage Please note as the salary exchange is from gross pay your earnings on which a mortgage is calculated will be reduced. If you are in the process of applying for a mortgage you will need to inform your lender of this situation. Any information provided to lenders by the Trust will include your basic salary before the reduction for salary exchange Tax Credits For those currently receiving Tax Credits, it is probable that the entitlement to them will be affected the amount of the credit may increase or decrease. On HMRC s website, there is a calculator which you can use to help you work out your entitlement to Tax Credits in a range of different circumstances. The calculator can be found at Alternatively, contact the Tax Credits Helpline on RLBUHT Family Car Scheme Handbook V1.0.docx 5

11 2. Scheme Terms And Conditions RLBUHT Family Car Scheme Handbook V1.0.docx 6

12 2.1 Eligibility Trust Eligibility Conditions Eligibility to join the Scheme is at the discretion of the Trust. However, to be considered you will have to: Have worked for the Trust for a minimum of 6 months and be employed on a permanent contract full or part-time. Be in substantive employment and ensure that the total of all your salary sacrifice schemes does not take you below the National Minimum Wage. You may join the scheme at any point during the year and the salary reduction will continue for the duration of the agreed lease period of the vehicle (24 or 36 months). However, the exception to the above is: If you leave the Family Car Benefit Scheme early but remain a Trust employee, you may not re-join the scheme until the anniversary of the original termination date. Insurance Eligibility Conditions (Refer to Section 2.7 for further detail on the motor insurance.) Family Car Benefit Scheme cars will typically be driven by the employee (Main Driver) to whom the car has been allocated. However, you may request for a limited number of additional drivers to be added to the insurance cover. The actual number is dependent on the age of the Main Driver. If the Main Driver is under 25, they may nominate one Named Driver who must be a spouse or partner resident at the same address. If the Main Driver is 25 or over, they may nominate two Named Drivers; it is not necessary for them to reside at the same address. The Employee/Main Driver should be in the age range years at the start of the vehicle lease. However, employees under the age of 21 or over the age of 65 may be considered for eligibility but will be required to contact the insurance administrator separately to request a separate insurance quote. If the Main Driver is under the age of 25, they may nominate 1 named driver. This must be a spouse or partner residing at the same address. If the Main Driver is aged 25 or over, they may nominate two Named Drivers. It is not necessary for them to reside at the same address. It may be possible to add additional drivers if required, though this may incur additional insurance costs. All the proposed named drivers must agree to a Driving Licence check. The information will be checked to confirm accuracy and compliance with the insurance criteria. You are responsible for notifying the SMART Salary Options Team of any changes to circumstances which might affect your eligibility. Automotive Leasing and the Trust reserves the right to withdraw eligibility to participate in the scheme if, for example, you fail to follow the guidelines contained in the policy. RLBUHT Family Car Scheme Handbook V1.0.docx 7

13 2.2 Available Vehicles The SalaryPlan website offers a wide range of manufacturers and types of cars.the Trust has set no limitations on the type of car that may be requested. 2.3 Lease Hire Period The standard lease term is 36 months; however a 24 month lease term is also available. 2.4 Number of Cars per Employee It may be possible for you to request more than one SalaryPlan car. However, you would be subject to the eligibility criteria that your request(s) would not take your post-salary sacrifice pay below the National Minimum Wage. This would take into account ALL salary sacrifice schemes you may have joined. 2.5 Contract Mileage Considerations The scheme allows you to select your expected annual mileage. This should include your total expected mileage, both private and business. You must ensure that this estimate is as accurate as possible at time of quotation as this is one of the key factors in calculating the monthly deductions you will be asked to pay. Excess Mileage At the end of the lease period, if the car is returned with a higher mileage than had been expected, then an Excess Mileage Charge of 6 pence per mile plus VAT will be applied. Any excess mileage charges will be taken from your net pay and you would not receive any salary sacrifice tax savings. However, by carefully estimating your projected mileage for the quote, the cost of the mileage would be included in your monthly deduction and you would receive the salary sacrifice tax savings. Note: Included in your Agreement is a mileage buffer, meaning that the first 2,000 miles over the total contracted mileage will not be charged. Under Usage of Expected Mileage If, when the vehicle is returned, the actual mileage is less than that projected a refund of 4 pence per mile plus VAT may be applicable. This would be refunded to the Trust, and passed on to you, the driver. Note: Included in your Agreement is a mileage buffer, meaning that the first 2,000 miles under the total contracted mileage will not be credited. Mileage-related Change in Circumstances However, should you have a change of circumstances during the lease period that could result in a change to the projected annual mileage you should contact DriverLine to discuss your options. It may be possible to have your monthly deductions revised, depending on the particular circumstances. NB This is the one situation (other than external tax changes) where your monthly deduction may vary during the leasing period. RLBUHT Family Car Scheme Handbook V1.0.docx 8

14 2.6 Business Mileage Reimbursement All business miles will be reimbursed at the prevailing rate for own car usage i.e. 45p per mile (as at December 2012) rather than the HMRC advisory and lower rate of 15p per mile (as at December 2012). 2.7 Accessories It is possible to add factory fit options to your chosen vehicle. These must be selected at the time of developing the quote on the SalaryPlan website. A wide range of options are available on each vehicle, restricted only to the manufacturer s factory fit choices. If you need to use a mobile phone whilst driving you should consider having a Bluetooth device fitted to the vehicle which can provide hands free connectivity to most phones. When selecting from the range of accessories you can add to your vehicle, please remember that you will be subject to Benefit in Kind tax for the cost of the accessories. Tow Bars A tow bar can be specified as an accessory at the time of ordering your vehicle. However, if a tow bar is required after delivery of the vehicle you will need to ask authorisation from Automotive Leasing. There are limits on the maximum gross trailer weight that can be towed by each vehicle. We would recommend seeking advice from the dealer who supplied your vehicle before fitting a tow bar. All associated costs would be met by you. Please note if a tow bar was not fitted as part of the original order, tow bars and associated fixtures should be removed, prior to return of the vehicle. Any holes or damage should be made good to a professional standard. You must ensure that your driving licence permits you to drive the vehicle with the trailer attached. Drivers who passed their UK driving test after 1 January 1997 will have had to pass an additional test in order to tow a trailer over 750kg. Please note that if permission to tow is given you should obtain additional insurance cover for your trailer or caravan. RLBUHT Family Car Scheme Handbook V1.0.docx 9

15 2.8 Insurance Insurance Structure The vehicle will be insured on a fully comprehensive basis and the cost, which will be fixed for the duration of the lease period, will be included in the monthly salary deduction. The insurance will be in the name of Automotive Leasing; they are the owners of the vehicle and have ultimate responsibility to ensure the vehicle is insured. You are being provided with a vehicle as a fully insured asset. You and the other named drivers will be stated as named drivers on the insurance policy. This does not affect the level and type of cover that you will enjoy. As a named driver on the policy, you benefit from the policy just as you would under your own motor insurance policy. You are also bound by the policy terms and conditions. All the information provided in the application for a car under this Family Car Benefit scheme must be complete and correct as far as you know. You are responsible for making sure that information relating to all named drivers requested to be covered by the policy is complete and correct. If it is discovered that you (or someone acting for you) deliberately gave incomplete or false information in the insurance application, all cover under the policy will end. You will receive a Certificate of Insurance via , listing your named drivers, every year throughout the lease period. A copy of the full insurance policy may be obtained from the SMART Salary Options Team should you wish to read it in full. Please be aware that it is a Fleet Policy held by Automotive Leasing; also, any claims will be handled by Automotive Leasing under their procedures, so the insurer s claims contact numbers etc. are not applicable to members of SalaryPlan. The price of the insurance will be based on a short series of questions asked when the vehicle quote is provided. You must provide accurate and honest answers to all questions or the insurance may not be valid, leaving you liable for any costs. Please note that the main driver need not necessarily be the employee. Class 1 Business Use of 5,000 business miles pa is included as standard. Higher levels of business use may be possible on request. It is your responsibility to advise the Trust, to of any changes to circumstances during the insured period that might affect the insurance. Claims and Excess Payment In the event of an insurance claim, Automotive Leasing, as the insured party, is responsible for the Excess. This cost will be passed on to you in the form of a Service Charge, collected by the repairer on completion of the repair, as follows: Accidental damage, fire and theft (driver 25-65) 250 per claim Accidental damage, fire and theft (driver 21-24) 400 per claim Accidental damage, fire and theft (driver under 21) 500 per claim Windscreen claims 60. RLBUHT Family Car Scheme Handbook V1.0.docx 10

16 2.8 Insurance (continued) Standard Criteria To qualify automatically for the standard rating, the criteria for the Employee/Main Driver and the Additional drivers are: Full UK/EU Licence held for 2 years+ No more than 6 penalty points and free of specified serious convictions No more than 1 own fault incident in the previous 3 years (defined as any claim which would result in the loss or stepping back of a No Claims Discount, if not protected) In the age range 21 65; If the Main Driver is aged below 25 years, only one additional named driver is allowed and MUST be the spouse or partner residing at the same address. If the Main Driver is aged 25 and over, two named drivers are allowed. Both of these may be aged 25 years or over, or one may be under 25 years and the other 25 or over. Referral Process Drivers falling outside the above criteria may still be able to be included on the insurance e.g. drivers under 21 years may be considered. It may be possible to obtain an indicative pricing on the SalaryPlan website. However, this would be indicative only and you must contact the insurance administrator: A-Plan, on to receive confirmed pricing. This would be applied automatically to your quote on the system to enable the ordering process to be completed. Driving Licence Validation All proposed named drivers must sign and return a Driving Licence check mandate. The information provided will be checked to confirm accuracy and compliance with the insurance criteria. There is a charge for this check per additional driver, per year. This charge is the responsibility of the Employee and would be deducted from their net salary i.e. it would not form part of the salary sacrifice deduction. Under this policy you are NOT insured to drive any other vehicle. RLBUHT Family Car Scheme Handbook V1.0.docx 11

17 2.9 Fines It is your responsibility to pay fines, AND to pay them without delay. Any fines not paid within the stated period will be paid by Automotive Leasing and the cost, together with an administration charge, will be passed to the Trust. The Trust will recover the full cost of the fine, including the administration charge, from you via your net salary. If you wish to dispute a fine, please contact DriverLine directly who will advise as to the process and provide you with assistance Sundry Charges You are responsible for any sundry costs associated with the vehicle provided. These will be deducted from your net salary by the Trust. They include, but are not limited to: Cancellation charges costs associated with cancelling a vehicle order prior to delivery. Duplicate tax discs cost of providing a duplicate tax disc, (e.g. original lost / driver failed to update home address). Items outside the Maintenance Agreement damaged or broken items, driver neglect e.g. incorrect fuel. Additional driving licence check a charge of 8.50 per check will be deducted from your salary for a licence check on any additional drivers. Excess mileage charge 6 pence per mile plus VAT, will be charged at the end of the contract, if the vehicle has exceeded the buffer above the total contracted mileage. Governmental increases in Road Fund Licence (Car Tax) If there is an increase in the road fund licence the additional cost will be deducted from your salary. End of contract recharges you will be charged by Automotive Leasing if the vehicle is returned with damage or excessive wear and tear. NB Under exceptional circumstances the Trust may cover these costs. RLBUHT Family Car Scheme Handbook V1.0.docx 12

18 2.11 Early Termination Employees are contracted to remain in the Family Car Benefit Scheme until the end of the agreed lease period. However, there are circumstances where life style changes may make early termination appropriate or necessary. Under these circumstances the contract may be terminated early but a cost will be incurred. The amount will depend on the nature of the life style change and when during the contract period the change has occurred. Early Termination Protection The Trust has arranged Early Termination Protection from Automotive Leasing to mitigate the impact of the cost for the following lifestyle changes: Resignation from the Trust Loss of Driving Licence on medical grounds Death This reduces but does not remove the cost completely. The costs are set according to the lease term and the time within the lease term that the termination occurs. The early termination protected charges for the 36 month lease term are: If terminated in 1 st year of vehicle lease 2 months rental costs If terminated in 2 nd year of vehicle lease 1 ½ months rental costs If terminated in 3 rd year of vehicle lease 1 months rental costs The early termination protected charges for the 24 month lease term are: If terminated in 1 st year of vehicle lease 1 ½ months rental costs If terminated in 2 nd year of vehicle lease 1 months rental costs The cost of this protection is included in the monthly deductions. Standard Early Termination Charges The standard Early Termination Charges apply to all other lifestyle changes where early termination may be permitted. These include: Loss of Driving Licence through disqualification Pregnancy / adoption Redundancy Death of a child / partner Change in working hours. RLBUHT Family Car Scheme Handbook V1.0.docx 13

19 2.11 Early Termination - continued Standard Early Termination Charges (continued) The standard early termination charges for the 36 month lease term are: If terminated in 1 st year of vehicle lease 5 months rental costs If terminated in 2 nd year of vehicle lease 3 months rental costs If terminated in 3 rd year of vehicle lease 1 months rental costs The standard early termination charges for the 24 month lease term are: If terminated in 1 st year of vehicle lease 3 months rental costs If terminated in 2 nd year of vehicle lease 1 months rental costs Early Termination Costs Who pays? The costs may be the responsibility of the employee (the driver) or the Trust depending on the circumstances of the early termination. Serving Notice the employee will cover the costs. Compulsory Redundancy the costs will be met by the Trust. Voluntary Redundancy the employee will cover the costs. However, under exceptional circumstances, the costs may be met by the Trust. Dismissal the employee will cover the costs. Early Retirement - the employee will cover the costs. MALS either the Trust or the employee may cover the costs. This is at the discretion of the Trust. Transfer to another authority through TUPE, or other collaborative arrangement - the Trust may meet the costs. If you leave the Family Car Benefit Scheme early but remain a Trust employee, you may not re-join the scheme until the original termination date. RLBUHT Family Car Scheme Handbook V1.0.docx 14

20 2.12 Final Salary Payment In accepting a Family Car Benefit vehicle, you are agreeing that, in the event that you leave the Trust, all outstanding costs connected with the vehicle are taken from your final net salary payment. This applies to both Early Termination and with the natural end of the lease coinciding with leaving the Trust. This would include any Early Termination fees, outstanding fines, excess mileage charges and damage recharges. In the event that it is not possible to recoup all monies owed from your final salary, you will be required to arrange an alternative method of payment, e.g. cheque, and if necessary agree with Finance a repayment schedule via direct debit or standing order Paid Absence/Long Term Absence It is recognised that there may be circumstances where unplanned absence occurs. The following policy will apply: Maternity Leave You will retain the use of the vehicle during the period of agreed maternity leave and will continue to have a reduction in salary whilst receiving payment above Statutory Maternity Pay. Beyond this the Trust will fund the costs up to the end of the Maternity leave (max 52 weeks from the date you went in maternity leave). If the lease expires during a period of maternity leave, you should return the car and if you wish to do so, have the opportunity to enter into a new lease Long Term Sickness There is no statutory requirement for The Trust to maintain payment for this benefit during periods of Long Term Sickness. In the event of a long term sickness situation you will need to decide, in conjunction with HR and Finance, whether you wish to: 1. Terminate the Agreement. Please note early termination fees, as previously outlined, would apply. 2. Continue with the Agreement. During your unpaid leave you would need to make alternative arrangements, (e.g. cheque, direct debit) to continue making your monthly payment / contribution for the personal use of the vehicle. Please note under these conditions, the payment would be your gross payment amount, without the salary exchange reduction. RLBUHT Family Car Scheme Handbook V1.0.docx 15

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