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 [email protected], 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

21 Career Breaks In the event of an unpaid leave 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 Redundancy In the event of compulsory redundancy, the Trust would pay any early termination fees due. In the event of voluntary redundancy, the employee would pay the costs from net salary. However, under exceptional circumstances, the Trust may pay the early termination fees. For the calculation of redundancy, whether it is compulsory or voluntary, the salary prior to the salary sacrifice reduction (known as the Reference Salary) would be used. Therefore, taking the salary exchange would not impact the redundancy calculation Other Circumstances Loss of Driver s licence through disqualification (i.e. NOT for medical reasons). Should this happen and the Driver no longer wishes to retain the vehicle, Early Termination may be requested. Under these circumstances, all associated costs would be borne by the employee and NOT the Trust Home Address Changes To ensure that information relating to your vehicle reaches you in a timely manner, i.e. tax disc, it is vital that you advise Automotive Leasing of changes to your home address. RLBUHT Family Car Scheme Handbook V1.0.docx 16

22 3. Joining The Scheme RLBUHT Family Car Scheme Handbook V1.0.docx 17

23 3.1 Choosing your car You may obtain new vehicle quotes via the SalaryPlan website. This system provides access to all information you need on the scheme. It provides the functionality for you to produce and save multiple quotes and create and place your new vehicle order. You will need to register for access to the system through the Trust s external salary sacrifice website Click on the carleaseplus button and follow the instructions for registration. A temporary password will be sent to your work account with details of how to log on to the SalaryPlan website. Restrictions There is currently no restriction on the type of car available. However, as a responsible employer, the Trust encourages employees to take into account environmental and Benefit in Kind issues when choosing a vehicle. The Trust reserves the right to introduce restrictions in the future. 3.2 Ordering your Vehicle Employees can choose and order the vehicle required through the SalaryPlan website. The portal is regularly updated with new models and pricing and provides the ability to evaluate and compare different models before making a choice. Once you have made a choice and clicked the order process button, your order will be sent to the Trust s SMART Salary Team for authorisation. The SMART Salary team will review your application for general and salary sacrifice eligibility. This will include checking your current pay and benefits to ensure that by joining the scheme your salary will not fall below the national minimum wage. Once authorised, the order will be processed and the vehicle ordered and a confirmation sent to you. Automotive Leasing will contact you directly via to confirm the order timescales and again when the vehicle is near delivery date. The authorisation of the order and confirmation of eligibility by the Trust should be completed within three working days from the time when you clicked the Submit for Authorisation button. If approval is not given, the SMART Salary Options team will contact you directly with the reasons for this and the options that may be available to you. Vehicle quotations are valid for a period of 28 days and subject to any manufacturer or legislative price changes as well as vehicle production availability. You are encouraged to ensure initial quotes are re-run prior to ordering if this period has elapsed since the initial quote. Vehicle supply is subject to manufacturer order lead-times and an estimate of the likely lead-time for each manufacturer will be maintained on the SalaryPlan website. In some instances vehicles may be delivered from stock where the specification required is available. RLBUHT Family Car Scheme Handbook V1.0.docx 18

24 3.2 Ordering your Vehicle (continued) You will be able to choose a lease period of either 2 or 3 years. It should be noted that the duration of the lease and the expected annual mileage will have a direct effect on the leasing costs. It has been agreed that where possible vehicles will be sourced using local dealers and any test drives should be arranged locally. By signing the order form you are committing yourself to the Family Car benefit scheme and you may liable for any cancellation charge at this point if you do change your mind. Your personal details (i.e. home/work address, phone numbers and addresses) may be provided to various third party companies in relation to the on-going management of your Automotive Leasing vehicle. Such information will be securely stored and not used for unrelated matters and is a condition of use of the vehicle. 3.3 Driving Licence Validation You will be requested to provide your consent for Automotive Leasing (and / or its agent) to undertake a driving licence validation by signing and returning a driving licence compliance check form. Please ensure you read and understand the terms of the form before signing and posting the form to Automotive Leasing s Motoring Compliance Unit. The information provided by the DVLA will only be used for risk assessment, insurance and assessing the suitability of individuals to drive a Car Benefit Scheme vehicle. All information will be treated in the strictest of confidence. If the result of the licence check excludes you from joining the Family Car Benefit Scheme, you will be contacted by the Trust s SMART Salary Options team. You will be charged 8.50 for the licence check and you may also be liable for cancellation charges if the order has already been placed with a manufacturer. Driving licence checks generally occur annually. The price of the driving licence check for you is included in your monthly payments but checks for other drivers will be deducted from your net salary at 8.50 per licence. 3.4 Personalised Number Plates The use of personalised number plates is permitted on the Family Car Benefit Scheme. Due to DVLA regulations, there are certain procedures that must be followed in order to have a personalised number plate assigned to a Lease Company Vehicle. If you would like your personalised number plate transferred to your Family Car Benefit Scheme vehicle, advise Automotive Leasing when you receive your order confirmation, they can then confirm the process for you. You will be required to pay any costs associated with transfer of personalised number plates including removal at the end of the contract. RLBUHT Family Car Scheme Handbook V1.0.docx 19

25 3.5 Order Confirmation Once Automotive Leasing is in receipt of your authorised vehicle order form, you will receive an order confirmation. It is your responsibility to check this carefully to ensure that the correct vehicle and accessories have been ordered. Contact Automotive Leasing Driver Services on within 48 hours if any queries regarding your order are found, as after this Automotive Leasing may not be able to amend your order. You will also be sent a Driving Licence Check Mandate with your order confirmation which you will need to sign and return. The vehicle will not be delivered until the check with DVLA has been completed and the licence validated. Please note any delivery dates supplied are estimated. You will be contacted to confirm a convenient delivery date and time once the vehicle is in stock at the supplying dealership. 3.6 Delivery Once your new vehicle is in stock with the dealer, Automotive Leasing will contact you to arrange a convenient delivery date. Vehicles may be delivered to your (the employee) home/designated address or to your work place. Upon collection, you must take the time to check the vehicle thoroughly. You will be asked to sign a vehicle delivery note. Contact Automotive Leasing if you have any issues with the vehicle. 3.7 Payslip Changes Automotive Leasing will provide the Trust with the full details about the vehicle so that your tax code may be amended to take account of your Benefit in Kind tax liabilities. The Trust is responsible for advising HMRC promptly so that your tax code may be amended as close to the first monthly deduction as possible and so to minimise any potential tax arrears. Your payslip will show the car leasing monthly deduction as a separate line and in addition to any other salary sacrifice schemes you have joined. RLBUHT Family Car Scheme Handbook V1.0.docx 20

26 4. Looking after Your Vehicle RLBUHT Family Car Scheme Handbook V1.0.docx 21

27 4.1 Driver Responsibility You are personally responsible for the roadworthiness of the vehicle in accordance with legal requirements as if you were the owner of the vehicle. Automotive Leasing determines the monthly payment on the assumption that the car will be kept in good condition. It is therefore in the interest of all parties that the vehicle is maintained and kept in good condition. You are under a duty to report all damage and defects immediately to Automotive Leasing and to comply with the Terms and Conditions of the Family Car Benefit Scheme. 4.2 Servicing and Maintenance The vehicle must be serviced and maintained in line with the manufacturer s handbook for safety reasons and to ensure that the vehicle is maintained in the best condition. The costs of all normal servicing and repair are included in the cost of the vehicle and servicing should be arranged either online via the SalaryPlan website ( or using the DriverLine number The Driver shall ensure that the vehicle is properly maintained and serviced in accordance with the manufacturer s recommendations, at a garage that is an authorised agent of the manufacturer or other garage approved by Automotive Leasing and that such repairs, replacement of tyres, i.e. ensuring they conform to any legal requirements, and maintenance are carried out as necessary to keep the vehicle in good order and running condition. The Driver is responsible for regularly checking all fluid levels of the vehicle, i.e. topping up of oil between services and for keeping the vehicle in a clean and satisfactory condition. If the vehicle sustains damage due to the driver neglecting to ensure that the vehicle is properly serviced and maintained, the driver shall be responsible for the cost of restoring the vehicle to a properly serviceable condition. In order for the vehicle to be safe and perform well, Automotive Leasing recommends that regular maintenance checks are carried out in-line with the manufacturer s handbook: Engine oil levels Wiper blades Water coolant levels Tyre pressure and tread depths Lights Horn. 4.3 Collection and Delivery When booking your vehicle in for service and maintenance, via Automotive Leasing s DriverLine you will benefit from a collection and delivery service removing the hassle of arranging getting to and from the garage. RLBUHT Family Car Scheme Handbook V1.0.docx 22

28 4.4 Hire Cars The scheme does not include the provision of Hire cars for any purpose. You are advised to utilise courtesy cars and collection and delivery services wherever possible. If you do choose to make private arrangements to hire a vehicle whilst your Family Car Benefit Scheme vehicle is off the road, you will be liable for all costs and insurances. No reimbursement will be made by the Trust for costs associated with hire cars. 4.5 Safety Recalls From time to time manufacturers may issue safety recall notices. As the registered keeper of the vehicle, Automotive Leasing will receive safety recalls and forward these to the drivers. Upon receipt of a safety recall notice you should contact DriverLine on to arrange for the vehicle to attend a franchised dealer as soon as possible. Automotive Leasing will continue to issue safety recall reminders until confirmation has been received that the required work has been carried out. 4.6 Breakdown Assistance and Recovery Arrangements have been made to provide you with 5 star emergency cover, 365 days a year, 24 hours a day, in the UK. An emergency service number will be provided with the vehicle should roadside assistance be required. 4.7 Tyres The costs of replacement tyres are included in the agreement with the leasing provider and it is the responsibility of the driver to ensure that the vehicle always has at least the minimum legal tread depth around the circumference and width of the tyres. Replacement tyres can be arranged using the DriverLine As at November 2012 the legal minimum requirement for tread depth is 1.6mm of tread across the central three-quarters of the tyre. Tyres with bald patches, bulges or cuts over 2.5mm long exposing the cords are also illegal and unsafe. It is the drivers responsibility to check their tyres regularly to ensure compliance. Failure to comply with this requirement can lead to a fine and three penalty points for each defective tyre. 4.8 Glass and Windscreens Many car windscreens can be repaired, including small stone chips which are out of the driver s line of sight. In the event of screen damage contact Automotive Leasing. The cost of replacement and repair of vehicle glass is included in the leasing agreement although there may be an insurance excess charge of 60 for screen replacement or repair which will be taken as a Service Charge from your credit card when the repair is completed. 4.9 Recurring Technical Faults Should your vehicle develop a recurring technical problem contact Automotive Leasing on The problem will be reported to the Technical Services Team, who will escalate the issue with the dealer and manufacturer. You will be kept advised on progress of your complaint until a satisfactory resolution can be agreed. RLBUHT Family Car Scheme Handbook V1.0.docx 23

29 4.10 Cleanliness It is the driver s responsibility to keep the vehicle clean and tidy inside and out. Valeting costs are NOT included within the maintenance contract. However, certain dealers may wash and vacuum your vehicle as part of service or maintenance work when booked via Automotive Leasing s DriverLine Duty of Care It is the driver s responsibility to ensure that the vehicle is as safely and securely parked or stored as is possible at all times Driver Neglect You will be charged for acts of driver neglect of the vehicle. These include, but are not exclusive to, the following: Damage (not reported to Accident Management) Lost items (including keys and service manuals) Incorrect fuel (diesel in a petrol engine and vice versa) Failure to top up oil leading to the engine seizing Malicious Tyre damage Lost wheel locking nuts Warning! If you do put incorrect fuel into the vehicle, or the engine seizes due to driving through a flood, do not start the engine. Contact Automotive Leasing DriverLine on for advice and assistance. Additional damage can be avoided if the vehicle is recovered immediately Taxing your Vehicle (Road Fund Licence) The costs of the Road Fund Licence are included in the leasing agreement. However, it is your responsibility to ensure this is prominently displayed in the near side lower corner of the windscreen at all times. A new tax disc will be sent to you prior to the current one expiring by the leasing company and the driver must contact Automotive Leasing directly if a new tax disc has not been received before the current disc expires MOT On some occasions, the car may still be with you when the first MOT is due. In this circumstance, MOT reminders will be automatically issued to your home address approximately four months prior to required date. This is to allow you time to book the vehicle into a MOT test station at a convenient date and time. Contact DriverLine on to arrange for the vehicle to attend an Automotive Leasing approved MOT station. Failure to obtain an MOT certificate invalidates insurance cover and can cause delays in obtaining replacement tax discs. Therefore Automotive Leasing will continue to issue MOT reminders until they are in receipt of a valid MOT certificate. RLBUHT Family Car Scheme Handbook V1.0.docx 24

30 5 Fines And Fixed Penalty Notices RLBUHT Family Car Scheme Handbook V1.0.docx 25

31 5.1 Driver Responsibility It is your responsibility to pay fines, without delay, unless you intend to dispute it. If there are genuine grounds to dispute it, you should write to the Clerk of the Justices, explaining the circumstances, keep a copy of the letter for your own records and send a copy to Automotive Leasing. Any fines not paid within the stated period will be paid by Automotive Leasing and the cost forwarded to the Trust. Automotive Leasing will add an administration charge to the fine. The Trust will recover the full cost of the fine, including the administration fee, via payroll. See below for more details on the types of fines and the process for each. 5.2 Speeding Fines As the registered keeper of the vehicle Automotive Leasing will receive speeding fine notifications. Upon receipt Automotive Leasing will supply driver details to the issuing authority. It is ultimately your responsibility to pay any speeding fines incurred. You must also inform your Manager of any points added to your licence for insurance purposes. 5.3 Fines for using Mobile Phones If you use a mobile phone whilst driving and are caught it is your responsibility to pay any fines associated. 5.4 Parking Fines As the registered keeper of the vehicle Automotive Leasing will receive outstanding parking fine notifications. Upon receipt Automotive Leasing will supply driver s details to the issuing authority. It is your responsibility to pay parking fines. Any fines not paid within the stated period will be recharged to the Trust via Automotive Leasing. Automotive Leasing will add an administration charge to the fine. The Trust will recover the cost of the fine, including the administration fee, via payroll. Once a fine has been paid it cannot be disputed, therefore drivers should advise Automotive Leasing of any disputed fines immediately. 5.5 Bus Lane Fines As the registered keeper of the vehicle Automotive Leasing will receive notification of bus lane fines. Automotive Leasing is unable to refuse payment on the grounds of the vehicle being a lease car. Therefore payments will be made and recharged to the Trust plus an additional administration fee. The Trust will recharge the full amount to you the driver. RLBUHT Family Car Scheme Handbook V1.0.docx 26

32 5.6 Congestion Charges Congestion charges should be paid in advance or by 10.00pm on the day of entering the congestion charge area. Drivers should retain the receipt issued as proof of payment. The charge can be paid by telephone on the Internet or at a payment point situated in Post Offices and certain shops and garages. Failure to pay by midnight will result in the fine increasing this will automatically be issued to Automotive Leasing. Automotive Leasing will pay the fine at a reduced cost within 17 days of notification. The charge plus an administration fee will be recharged to the Trust. The full amount will be recharged to you, the driver, and the amount will be taken from your net salary. RLBUHT Family Car Scheme Handbook V1.0.docx 27

33 6. Accident Management and Insurance Claims RLBUHT Family Car Scheme Handbook V1.0.docx 28

34 6.1 Accidents Immediate action If an accident does occur you must always act to safeguard the interests of yourself, the Trust and the Insurers as follows: Never admit liability (this includes saying sorry ) Do not negotiate to settle any claim Take full details of all vehicles involved, together with drivers names and addresses, their insurers (if available) and verify identification if possible (by asking for evidence of identity) Sketch out a rough plan of the accident scene, with road names and numbers, junctions, time and place of accident etc as soon as possible (only if it is safe to do so) Obtain full details of any witnesses involved independent or otherwise Give your name and address, company name and address and insurer (as detailed on your certificate) to all third parties Inform the police if anyone involved is injured or there is damage to property. The police must also be informed in cases of theft or if a third party did not stop or drove off without giving details Follow-up Actions In the event of an accident you should contact the DriverLine number provided by Automotive Leasing on and the accident management team will manage the claim and damage repair of the vehicle. A full accident management service is provided as part of the scheme including: Claims management Repair management Body shop courtesy car for 14 days Credit hire on non-fault incidents Personal injury facility Automotive Leasing preferred suppliers must be used for all accident repairs. If you take your vehicle to a non-approved repairer you will be recharged any additional costs over and above Automotive Leasing s agreed rates, plus an administration fee. They will arrange for a courtesy vehicle if required. They will also supply you with an accident report form (see below) RLBUHT Family Car Scheme Handbook V1.0.docx 29

35 6.1.3 What happens once I have called? The Accident Management team will take the details of the accident from you and complete a system generated incident notification which will be automatically sent to the insurer. They will advise you of your reference number and (if applicable) with a direct online access to track your claim. The key information the co-ordinator will need when you phone is: Your registration Date and time of incident Incident location Damaged area of your vehicle Home address Third Party details, if applicable The co-ordinator will then arrange for recovery or repairs to your vehicle I travel a lot; what happens if I have an accident a long distance from home? If the vehicle is non-driveable, we will arrange to transport via the breakdown/recovery provider to a repairer closer to your home. Alternative transport will be arranged for you. If circumstances dictate it may be more cost-effective to repair a vehicle near where the accident happened and transport the repaired vehicle back to your home or office address. 6.2 The Vehicle Repair Process 6.2.1` Non-driveable vehicles Should your vehicle be non-driveable, it will be recovered to the garage straight away. At the time of your call alternative transport will be arranged for you. The appointed garage will estimate the vehicle repair cost and send the estimate through to Automotive Leasing s in-house engineers for authority. Once authority is given (usually same day as the estimate is received) the repairs will commence and you will be kept updated on progress Write-off process If your vehicle is declared a total loss following accident or theft, you will no longer be entitled to a bodyshop courtesy car. If a total loss occurs in the first 12 months, the insurance policy will provide a new for old like-for-like Car Benefit Scheme vehicle. Your salary exchange reductions will stop from the date the vehicle is declared a total loss until the new vehicle is delivered. At this point, reductions will resume and the lease will continue until the original termination date. RLBUHT Family Car Scheme Handbook V1.0.docx 30

36 If a total loss occurs after the first 12 months, the lease will terminate, with Automotive Leasing recovering the losses through insurance. In any case of total loss, you will be required to pay a Service Charge (to the value of the appropriate excess, as detailed in the Insurance section). The Service Charge for a write off will be taken from your Net Pay Driveable vehicles At the time of your call the co-ordinator will allocate the repair to the closest approved bodyshop to your home or work address whichever is easier for you. You will be given their details and agree a suitable date for the mobile estimate in the following seven days from reporting the incident. This means that the garage will come out to your vehicle either at your home or work address and note the damage and take digital photos. This means that unless you know you will be at home for the next couple of days, it is probably better to ask for repairs to be local to your business address. The bodyshop draws up an estimate, which is sent to Automotive Leasing s in-house engineer for authority. Once authority is received the bodyshop will contact you to arrange a convenient date to collect and repair your vehicle. You will be given regular updates on repair progress and once completed it will be delivered to you having been cleaned inside and out Will I receive a replacement vehicle? Yes. All approved bodyshops will provide a courtesy car where available for up to 14 days The paperwork As mentioned above, during your initial phone call to report the incident, the accident coordinator will be completing an electronic claim form from your description of what has happened. This will produce a system generated notification which is sent to the insurer. You will not be required to complete a paper claim form. In certain circumstances you may be contacted at a later date to provide additional information or a sketch of the incident. If you have taken additional details at the time of the accident you can send them to Accident Management. If the incident involved a third party, regardless of fault, you may receive correspondence from their insurance company. This is common practice. Should you receive any such correspondence don t worry - forward it to Accident Management unanswered for response on your behalf. If you are at all worried about any correspondence you receive, please call Automotive Leasing on RLBUHT Family Car Scheme Handbook V1.0.docx 31

37 6.3 Thefts If your car is stolen or broken into or criminally damaged, inform the police and Automotive Leasing Accident Management without delay, giving full details of time and place of theft. The police will inform you of a crime number for future reference. 6.4 Personal Property Loss of or damage to personal belongings due to fire, theft, attempted theft or accident is covered up to 250 per incident (no Excess applies). However, this excludes: Money, credit or debit cards, tickets, vouchers or securities (such as share certificates). Goods or samples carried in connection with any business. Property left in a convertible unless stored in a locked boot or locked glove compartment. Property left in a vehicle when it is unoccupied and: the vehicle is unlocked; the windows or sunroof are open; the keys are inside or on the vehicle; Loss or damage to phones, electronic navigation, radar detection or in car entertainment equipment. Valuable items should not be left in your vehicle overnight and should be hidden from view wherever possible. You should make arrangements with your own insurance broker to have any valuable personal effects, which you need to carry around with you insured under the all risks section of your household effects policy. If you use a portable satellite navigation device you should ensure that the device and all associated equipment is always removed from the vehicle when the vehicle is unattended. 6.5 Excess Insurance Charge Any insurance claims will be subject to Excess charges; to cover these a Service Charge will be payable on collection of your vehicle from the repairer via credit card. Please note that Early Termination Protection is not part of the Motor Insurance policy but is provided to the Trust separately. RLBUHT Family Car Scheme Handbook V1.0.docx 32

38 7. Health And Safety RLBUHT Family Car Scheme Handbook V1.0.docx 33

39 7.1 Driver Fatigue Avoid driving when you are tired. Plan your journey so you are able to take regular breaks. If you are going on a long journey consider splitting the journey by taking an overnight stay. The early hours of the morning and early afternoon are when drivers are most likely to feel tired. Only drive in those hours if you have to and if you are alert. You should take breaks every two hours for at least 15 minutes. 7.2 Good Practice All drivers of the Family Car Benefit Scheme vehicles must report all incidents no matter how minor to Accident Management. All Family Car Benefit Scheme drivers are responsible for ensuring the vehicle is safe to drive, for example: Do not overload the car Do not allow the car to cause an obstruction Do not reverse a car for long distances Switch off the engine when stationary (except at traffic stops) Use dipped headlights at night in built up areas and in dull daytime weather, or if visibility is poor Only use rear fog-lamps when visibility is poor, e.g. in extremely heavy rain or fog, ensuring they are turned off when visibility improves (it is an offence to use them in good visibility conditions) Use lights approximately half an hour before sunrise and sunset If you are involved in an accident please follow the procedure outlined in the Section 6 Accident Management of this guide. 7.3 Mobile Phones The Trust does not sanction the use of mobile phones while driving. Your mobile phone should only be used to make and receive calls when you are parked off the road. If you do are caught using your phone, you may be charged with driving without due care and attention. The penalties may be severe and if a third party is injured, could result in a jail sentence. 7.4 Health Ensure you have regular health and eyesight checks. Do not drive if you are taking a medicine that carries a warning not to operate machinery and do not allow anyone else to. RLBUHT Family Car Scheme Handbook V1.0.docx 34

40 7.5 Smoking Policy You should be aware that your Family Car although provided to you for personal as well as business use is regarded by law as a company car and as such the No Smoking rules associated with a company car apply AT ALL TIMES. In summary, this means that smoking is permitted in the car ONLY if the car is only ever used by the driver and no other person is ever present in it. Penalties apply if this law is broken. RLBUHT Family Car Scheme Handbook V1.0.docx 35

41 8. Taking Your Vehicle Abroad RLBUHT Family Car Scheme Handbook V1.0.docx 36

42 8.1 Authorisation Drivers are allowed to take their vehicle abroad. However, you, the driver, must first gain authorisation from Automotive Leasing Driver Services on the following number Before taking your vehicle abroad you need to be aware of the following: 8.2 Insurance Your vehicle is insured to drive in any country within the European Union. If you wish to drive outside of the EU, it is your responsibility to contact our insurance administrators, A- Plan, on and they will arrange cover with you directly; you will be required to pay for any additional premium. 8.3 Documentation As this is a leased vehicle, please note you must also obtain an overseas travel pack, irrespective of your country of destination. This pack contains your permission to travel documentation. You can request this via the DriverLine option for Foreign Travel Documentation on There is a cost for annual cover of VAT. This will also provide key information of any legal requirements relating to travel in each country. It will also contain key contact information in case of breakdown or emergency. These documents will be provided by Automotive Leasing and you must allow 14 days to process the documentation prior to travel. This authorisation is valid for 12 months from receipt. Should you breakdown whilst overseas, the contact number provided on the overseas travel documentation should be contacted. 8.4 Before you Travel Abroad Before you travel abroad you should carry out some basic checks on the vehicle, as it can be difficult to arrange maintenance repairs abroad, so it is worthwhile ensuring that any urgent maintenance work is completed in the UK prior to travel. You should at least check the following: Engine oil levels Water coolant levels Tyre pressures and tread depths Wiper blades Lights Horn Valid insurance certificate / foreign travel documentation All legal requirements to drive in that country (e.g. high visibility jackets). RLBUHT Family Car Scheme Handbook V1.0.docx 37

43 9. End Of Contract RLBUHT Family Car Scheme Handbook V1.0.docx 38

44 9.1 Renewal of existing Car Benefit Scheme vehicles Automotive Leasing will contact you six months in advance of your contract end date, advising you on the renewal process. Please note new vehicles can take up to six months to be built and made available for delivery. Prompt placement of your renewal order will ensure that your existing Car Benefit Scheme vehicle is replaced in a timely manner. 9.2 Purchasing your end of contract vehicle If you would like to purchase the vehicle at the end of the lease term a quotation and options can be gained by contacting Automotive Leasing prior to the end of the lease period. 9.3 End of Contract Preparation Return vehicles should be clean inside and out to enable an accurate estimation of any damage by the collection agent. All drivers will be recharged if vehicles are returned in poor condition. (See end of contract recharges). Wherever possible vehicles should be returned with the following items: Full set of keys (including any spares) Service documentation (including service book and instruction manuals) Locking wheel nuts Any personal items should be removed from the vehicle, including any security passes and window stickers as it may not be possible to retrieve these at a later stage. 9.4 End of Contract Collection On completion of the lease agreement the vehicle must be arranged directly with Automotive Leasing for collection where checks will be made to ensure the standard of the vehicle returned meets the standards agreed with the leasing provider and The Trust. These standards are based on the British Vehicle Rental & Leasing Association (BVRLA) fair wear and tear guidelines and a copy can be found on the SalaryPlan site. RLBUHT Family Car Scheme Handbook V1.0.docx 39

45 9.5 End of Contract Recharges Please refer to the End of Contract Recharge Policy supplied with your new vehicle. It is also available on the web site: alternatively, you can request a copy from the Automotive Leasing Help Desk. If any disputes arise from the condition of the vehicle, British Vehicle Rental and Leasing Association (BVRLA) or other independent organisations will be called upon for comments on the vehicles condition, and base the solution on their finding. You can expect to incur charges if a vehicle is returned with an unreasonable level of wear and tear at the end of the contract period. The main causes of unreasonable wear and tear are: Lack of regular checks by the vehicle user leading to faults and damage going undetected and unrepaired Not adhering to the vehicle manufacturer s recommended maintenance and servicing schedule Drivers not taking responsibility for the day-to-day care and maintenance of the vehicle leading to general neglect Poor quality of body repairs (you should always use a Automotive Leasing approved repairer) Missing stamps on service books / missing service books Missing Spare Key/ tax disc. End of contract recharges will be deducted from your net salary, please ensure that the vehicle is maintained in line with the manufacturer s recommendations. Utilise Automotive Leasing s DriverLine booking-in service to arrange servicing and maintenance work and report all damage to Automotive Leasing Accident Management. You will be notified six months in advance that your vehicle is coming to the end of its lease term. At this point it is advisable to check the vehicle over and report any damage to Automotive Leasing Accident Management so that it can be repaired. RLBUHT Family Car Scheme Handbook V1.0.docx 40

46 10. Who To Call The following can be contacted should further information be required: Automotive Leasing Contact Automotive Leasing on the number below for any queries related to the ordering or support of the vehicle including support services such as breakdown, accidents, tyres and windscreens. Driver Services for all general enquiries relating to the scheme, quotations, or the on-line system DriverLine for all Service, Maintenance and Repairs, Breakdown and Recovery, Tyre, Battery and Exhaust, Accident and Theft, MOT, Foreign Travel requirements once you are in receipt of a vehicle. salaryplan@automotive-leasing Car Benefit Scheme Driver Services Automotive Leasing Dominion Way Rustington West Sussex BN16 3HQ SMART Salary Options Contact the SMART Salary Options team on the below for queries relating to the scheme, including general salary sacrifice eligibility criteria: [email protected] RLBUHT Family Car Scheme Handbook V1.0.docx 41