Macmillan Car Policy

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1 Macmillan Car Policy Document Owner Corporate Resources Director Date Modified Mar 2013 Date of Next Review Mar 2014 Related documents/policies Safe Driving Policy 4x4 Car policy

2 Macmillan Car Policy 1.0 Introduction This is the car policy for Macmillan Cancer Support. Where an employee is provided with a lease car, a rental car, car allowance or uses their own vehicle for business travel, the employee has a responsibility to familiarise themselves with this policy and observe the provisions at all times. 2. Purpose and Scope This policy sets out the arrangements and requirements in relation to the use of cars on behalf of Macmillan. It includes how lease cars, rental cars and car allowance will be provided. This policy applies to both full-time and part-time staff employed throughout Macmillan. Fixed-term staff will not be entitled to a lease car. However, where the role requires the use of a car, the role is for 6 or more months and a car is requested by the line manager, a car will be supplied in order to carry out the requirements of the role during the fixed term period. It is likely that this will be a rental car. Macmillan reserves the right to amend this policy from time to time in accordance with operational requirements. 3. Lease/Rental car policy 3.1 Macmillan Cancer Support will provide a car to staff in circumstances where a car is essential to carrying out their duties. Cars will only be offered to employees: who travel more than 6,000 business miles per annum; and/or where it is an essential part of the job role to use a car If you decide to have a car you will not be able to switch to car allowance until the end of the lease/rental period. 3.2 Minimum Requirements To qualify for a car, an employee must: have a full driving licence; complete an online risk assessment (details ed to you upon completion of duty of care documentation) complete the IDS mandate every 3 years; and undertake driver training, where requested. All Employees provided with a car, or who have access to a car provided by Macmillan, must be able to present a current driving licence for inspection as and when required. Driving licences and supporting paperwork will need to be produced before a vehicle can be allocated. Leasedrive must be notified of all changes

3 including change of vehicle/driver, name/address, convictions, medical conditions, new starters and leavers. 3.3 Documents to be completed Before receiving your car you will need to complete: The driver declaration The online driver risk assessment (details ed to you upon completion of duty of care documentation) The Leasedrive IDS mandate. These documents are available from Leasedrive. 3.4 Withdrawing a car We reserve the right to withdraw a vehicle from you if: A serious driving offence has been committed You become disqualified from driving You have a medical condition that means you are not able to drive The vehicle is used contrary to the terms of the lease/rental agreement You continue to have a poor accident record You are in breach of this policy, such as failure to inform us that you have been convicted of a motor offence or failure to complete the online driver risk assessment. We also reserve the right to stop an additional driver from using the vehicle as soon as any of the above comes to our attention. 3.5 Cars available In accordance with this policy, if you qualify for a car, you will be offered a suitable vehicle unless an existing lease/rental car that has yet to come to the end of its lease/rental is available. Staff will be required to use a lease/rental car that is available and has yet to reach the end of its agreement. Consideration will be given to the mileage travelled or to any special requirements of the role. Macmillan will seek to offer a standard car to driver s that is fit for the job role. No exceptions will be made to accommodate family circumstances. The vehicles offered by Macmillan Cancer Support may change from time to time and drivers will be consulted with before any change is made. 3.6 Overview of the lease scheme The car provided to you is normally leased on a four year term. We do not own the vehicles. Macmillan will be responsible for any reasonable repair bills at the end of the lease/rental period. Any repair bill that falls outside of the BVRLA Fair Wear &

4 Tear Guidelines (which can be found on Leasedrive s website and on Green Rooms) will be the responsibility of the driver to have repaired or alternatively put through as an insurance claim. Any repair that is not judged as reasonable by the Corporate Resources Director will be the sole responsibility of the driver. The lease car scheme is administered by Leasedrive on our behalf. Leasedrive are responsible for: Service and Maintenance Supply of new vehicles Fleet management services, including tyres, windscreens and hire vehicles Arranging to take your car abroad Breakdown and recovery Tax liability advice Accident management, and Rental cars Licence checking. Leasedrive are responsible for providing the maintenance and repair of the vehicle (excluding accidental damage), Road Fund Licence and breakdown services. We provide motor insurance ourselves. Full details of this can be found in your driver s pack which is available from Leasedrive. 3.7 Overview of the lease agreement The car provided to you is normally on a 4 year lease term. We do not own the vehicles. It is the driver s responsibility to return the vehicle in line with the BVRLA guidelines. As such you will be liable for any mistreatment, damage or neglect of the vehicle at the end of the lease period outside of the Fair Wear & Tear guidelines. The vehicles are leased via Leasedrive and Hitachi who are responsible for providing: Service and Maintenance Road Fund Licence Delivery and collection of the car Tyres Breakdown and recovery. Full details of this can be found in your driver s pack which is available from Leasedrive. Should the vehicle breakdown, Leasedrive will provide an alternative vehicle to the same standard. 3.8 Insurance We have a contract with Axa for comprehensive vehicle insurance. Axa will deal with all aspects of the claim including breakdown call out, repair to the vehicle and arranging for a loan vehicle.

5 The excess on our insurance policy is: All losses other than third party is 250 Additional excesses applied to: Drivers over the age of 25 who have held a full licence for less than 12 months is 150 Drivers under the age of 25 is 150 Drivers under the age of 21 is 250. This policy excess is payable by you when you make an insurance claim under our insurance policy when you are at fault. If the accident/claim is due to an unknown third party then Macmillan will, in most cases, be responsible for the insurance excess. Details of how to claim can be found in your driver s pack which is available from Leasedrive. 3.9 Receiving your lease car When you first receive your car you should make a check of the following details: The mileage The condition of the body work The condition of the interior. Any discrepancies or damage should be noted and immediately reported to Leasedrive. You should also make sure that you have received your driver s pack from Leasedrive Expenses When using the lease car you will be reimbursed for your fuel used in accordance with our Expenses Policy. We use the rates set by HRMC which are reviewed every 3 months. We make sure that Green Rooms always has the most up to date rates. Staff who have been provided with a car will need to identify the reason for using alternative transport clear on their expense claims Health and Safety When driving on Macmillan business you should make sure that you adhere to Macmillan s Safe Driving Policy.

6 3.12 Personal Use We will allow you reasonable personal use of your car. If it is judged that there is excessive personal use of a car, the driver will be required to either reduce their personal mileage or contribute towards the lease. The decision of the Corporate Resources Director will be final Additional Drivers You may request that an additional driver be allowed to drive the car given to you. Additional drivers will only be permitted to drive the vehicle once they have been authorised to do so. Additional divers must be in possession of a full driving licence. You must ensure that a copy of any additional driver s driving licence and supporting paperwork is sent to Leasedrive on an annual basis. Failure to adhere to this requirement will void an additional driver s eligibility to drive a Macmillan vehicle Your responsibilities It is your responsibility to drive the car in accordance with the law relating to motor vehicles. You will be responsible for all parking and speeding fines and any other penalties incurred whilst driving the vehicle. It is also your responsibility to keep the car clean and tidy and ensuring that the vehicle is in a roadworthy condition Taking the car abroad We will allow you to take your car abroad, subject to the terms of the lease/rental agreement. If you want to take your car abroad, you will need to arrange for European breakdown cover whilst using the car abroad. You will also need to purchase a VE103 form from the lease/rental company End of the lease/rental At the end of the lease/rental period, you must ensure that the car is returned in a clean and roadworthy condition to an agreed Macmillan premises. Any costs associated with the repair or recovery of your lease car may be withheld from your salary. The decision of the Corporate Resources Director will be final on any sums that you will need to contribute to any repairs Transferring to a new role Should you leave our employment, or transfer to a new role that does not qualify for a car, you must return your vehicle to an agreed Macmillan premises prior to your last day in this role. It is the driver s responsibility to return the vehicle in line with the BVRLA guidelines. As such you will be liable for any mistreatment, damage or neglect of the vehicle at the end of the lease period outside of the Fair Wear & Tear guidelines.

7 3.18 Tax Having a car supplied by us is a taxable benefit and you will have to pay income tax on the benefit received. This is based upon the manufacturer s list price and CO2 emissions of the vehicle Reasonable adjustments Reasonable adjustments to the car will be considered with the support of a medical certificate. Requests will be sent to the Corporate Resources Director for his approval. The decision of the Corporate Resources Director shall be final. For further details please contact UKO Facilities. 4. Car allowance 4.1 Car allowance Payment of the car allowance is made on a monthly basis through payroll and is therefore taxed at source. The allowance is set at 350 per month for all new employees and can be altered from time to time as the needs of the charity change. Car allowance is pro rata for part time employees. Car allowances will remain unchanged for existing employees. 4.2 Documents to be completed Before receiving your car allowance, you will need to provide: A completed driver s declaration form along with a copy of your licence A completed Leasedrive IDS mandate A copy of your comprehensive insurance certificate including business use The online driver risk assessment (details ed to you upon completion of duty of care documentation) These documents are available from Leasedrive. 4.3 Withdrawing your car allowance We reserve the right to withdraw car allowance from you if: A serious driving offence has been committed You become disqualified from driving You have a medical condition that means you are not able to drive You do not have a current MOT (if applicable) You fail to produce upon request the required driver documentation You have not put in place comprehensive insurance including business use and provided evidence to Facilities

8 You fail to have your car maintained in accordance with the manufacturers guidelines You continue to have a poor accident record You are in breach of this policy, such as failure to inform us that you have been convicted of a motor offence or failure to complete the online driver risk assessment. 4.4 Expenses When using your car, you will be reimbursed for your fuel used in accordance with our Expenses Policy. We use the rates set by HRMC which are reviewed every 3 months. Please see Green Rooms for the most up to date rates. If you are paid car allowance, you will need to identify the reason for using alternative transport clear on your expense claims. 4.5 Health and Safety When driving on Macmillan business, you should ensure that you follow Macmillan s Safe Driving Policy. 4.6 Your responsibilities It is your responsibility to: Drive the car in accordance with the law relating to motor vehicles. You will be responsible for all parking and speeding fines and any other penalties incurred whilst driving the vehicle. Fund the full cost of maintenance and repair. Ensure that the vehicle has a road fund licence. Have comprehensive insurance including business use and provide evidence to Facilities. Fund the cost of breakdown services. It is also your responsibility to keep the car clean and tidy and ensure that the vehicle is in a roadworthy condition. You will need to provide proof on an annual basis to Leasedrive that your vehicle: Has Road Fund Licence Has an up to date MOT, if appropriate Is insured for business use Is roadworthy and is maintained in accordance with the manufacturer s guidelines, and that you have A full driving licence.

9 4.7 Tax Having car allowance is a taxable benefit and you will have to pay income tax and National Insurance. 4.8 Reasonable adjustments Reasonable adjustments to the car that you choose to drive will be your responsibility and no additional funding will be given. 5. Use of your own vehicle 5.1 Use of your own vehicle should only be in exceptional circumstances, for example when it is cheaper than travelling by public transport or you need to carry heavy goods. 5.2 If you decide to use your own vehicle, you will need to provide proof to Facilities when requested that your vehicle: Has a Road Fund Licence Has an up to date MOT, if appropriate Is insured for business use Is roadworthy and is maintained in accordance with the manufacturer s guidelines, and that you have A full driving licence. 5.3 Business insurance Macmillan will not be responsible for the reimbursement of the additional insurance premium for business insurance. 5.4 Expenses Should you decide to use your own vehicle, you will be reimbursed for your mileage in accordance with our expenses policy. We use the rates set by HRMC which are reviewed every 3 months. Please see Green Rooms for the most up to date rates. 5.5 Health and Safety When driving on Macmillan business you should always adhere to Macmillan s Safe Driving Policy. 6. Rental vehicle/pool Vehicle 6.1 Should you require the use of a vehicle to perform your duties but do not qualify for a lease vehicle or car allowance, you can arrange for the use of a rental vehicle or pool vehicle by contacting Facilities.

10 You will not be personally charged for using a rental vehicle or pool vehicle, as long as you do not use the vehicle for personal mileage. This will be charged to your department s budget code. The vehicle must be returned to a Macmillan premise each night and must not be left at an employee s address overnight. 6. Further information 6.1 Further information concerning any aspect of this policy may be directed to the following people: Lynn Tomkins, Office Services Manager (UKO) ,

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