Transport Guide. Coach Bookings hire someone to drive you. Contact: Emma Moses Phone:

Transcription

1 Transport Guide Coach Bookings hire someone to drive you Contact: Emma Moses Phone: Fill in a Coach Booking Form to receive a quote Once you have received a quote please confirm if you wish to book the coach or not Vehicle sizes include 16 seats, 24 seats, 33 seats, 49 seats and 53 seats A treasurer must sign the coach booking form before a vehicle can be booked Please bear in mind that this is an external company so the closer you book to the desired date of when you want the coach the less we can guarantee there will be one available Vehicle bookings member of club/society drives vehicle Contact: Vivienne Miller aft.union@ncl.ac.uk Phone: Registering drivers Minibus tests Booking vehicles Authorisation Estimated costs Collection of vehicles and insurance Information for drivers 1. Registering Drivers A member of a club or society can register to be added onto the insurance to drive a vehicle on behalf of the club or society or for NUSU. To register, a driver must complete a Driver Registration Form and a Driver Questionnaire each academic year along with relevant documents depending on your license. This needs to be handed in at least 2 weeks before a vehicle needs to be booked and at least 4 weeks earlier if a minibus test is required. These documents can be scanned and ed or brought into the Activities Centre. For drivers with a UK license: Attached with these forms, a copy of the front and back of your photo card licence is needed. Drivers with a UK license (if over 21 with 2 years driving experience) can request to do a minibus test. Drivers under 21 with 1 year experience can drive any other vehicle. 1

2 EU and International licenses: Attached with these forms, a copy of the front and back of photocard, and a paper license if this is available in your country. Unfortunately drivers without a UK license cannot drive a minibus, but can drive any other vehicle. All drivers: If the driver has had a motor accident previously we will need to know the cost or if a cost is unknown, whether the cost was less than 5000 or more than A standard excess for a driver starts at 150, based on a driver over 25 with 2 years driving and a clean UK license. A standard excess for a driver over 21 with 2 years driving and a clean UK license is 250. For an EU license, a standard excess can be 350 onwards. This excess can be unlimited (depending on age, experience and how clean the license is). This means that, in the event of an accident, where there is damage to the hire vehicle that is being driven, the club or society pays a maximum of the total insurance excess and the insurance company pays anything over this amount. A driver is insured when the confirmation is sent out. This is ed to the driver and the club or society officers indicating the vehicles the driver is eligible to drive and the excess amount. If over the academic year any additional points are received or if the driver has been involved in a motor accident you must inform us so that we can resubmit your insurance details. Drivers can also register to volunteer for Freshers, GIAG, Go Play and Nightbus opportunities. Benefits include enhancements for your CV and entrance to some activities for GIAG free (including Paintballing, Go Ape and Go Karting!). 2. Minibus Tests Minibus tests are run by students voluntarily in their own time so a suggestion of 4 weeks notice is required based on a first come first serve basis of completed documentation. More information on this is in the NUSU Activities Health and Safety Policy and Guidance for Safe Use and Hire of Vehicles which can be found under the running your club/society on the website. If your name is on the minibus test list you will be contacted by as soon as a test date and time is arranged. If you are not available please let us know so that someone else can have the opportunity. What does a minibus test involve? The test is roughly one hour in length with three or four people tested per hour. This test is to assess the driver s abilities on driving a larger vehicle including negotiating junctions, parking, road position and reversing. 2

3 3. Booking Vehicles A vehicle is booked in 24 hour blocks for insurance purposes, but it can be taken back earlier than the time specified on the booking form. Certain companies offer a return/collection but this cannot be guaranteed. Please include a contact name and address on each booking form to indicate who should be contacted regarding the booking and collection of insurance. More than one vehicle can be booked per form, please just indicate how many vehicles next to the options. Hire company opening times: Directions for each hire company can be found under the transport section of running your club/society documents on the website. Arnold Clark and Enterprise have numerous branches to drop off vehicles depending on the location you are travelling to. Enterprise has a 10 one way charge, Arnold Clark do not. Arnold Clark 8am to 5.30pm 8am to 5pm closed Enterprise Drivers must be 21 or over for this company. Enterprise are offering a vehicle drop off for hire vehicles. Please enquire if you would like this option. There will be requisites in place for this i.e. you cannot move the vehicle until the insurance has begun and you must not drive the vehicle outside of the booking times. 8am to 6pm 9am to 4pm closed but vehicle opportunities Northumbria Cars 8.30am to 17.45pm 9am to 4.30pm closed drop off 10am to 14:00pm Ashton Garage This company offers weekend pick up at a particular time if the company has enough notice to arrange a staff member to work at that time. 8am to 5pm 8am-4pm flexible 3

4 4. Authorisation Any club or society member can book a vehicle but a treasurer must sign off all vehicle bookings before the vehicle is due to go out (it can be provisionally booked but will need signature authorisation 5 days before hire). The treasurer does not need to be the contact for the vehicle booking. It is the club or society s responsibility to inform the treasurer of vehicles that are needed to be booked and authorised. Officers select which account payment is to come out members, grant or society special grant. If no account is selected members will automatically be used. When a vehicle is booked the account will have a commitment put on it at an estimated cost. When the vehicle invoice is received (after hire), the vehicle cost will be paid along with additional costs i.e. fuel. The cost of insurance will be transferred out of your account separately. 5. Cost Estimates When calculating costs, remember that you will have two costs per vehicle vehicle hire cost and insurance cost. Any vehicles hired for 5 or more days will have a similar cost per day to that of the 4 days price (i.e /4 x 5). Costs below include vat. With regards to some vehicles, an MPV is a people carrier (can be driven by anyone) whereas a minibus (can be driven upon completion of minibus test). Insurance Insurance Arnold Clark Small Car 3 door Small car 5 door Large Car Seater (MPV) /12/14 seat minibus Small Transit Van Transit Van LWB Van Luton Van Northumbria Cars Small Car seat MPV seat MPV seat minibus seat minibus seat minibus

5 SWB vans Transit Vans Enterprise Small car (B) Medium Car (D) Largest Car (F) Seat MPV (tiny boot) Seat MPV (bigger boot) Transit Van SWB Van LWB Van Ashton Garage Ashton Garage can charge different prices for local and further afield trips. Small car Medium Car Large car Transit van LWB van Luton van seat minibus seat minibus seat minibus Collection of vehicles and insurance Each week an is sent out to the contact to confirm details of the bookings going out that week and the drivers that are insured to drive based on the vehicle booking form. If any additions or changes need to be made then you can reply to the . The will also confirm when vehicle insurance and minibus permits (if required) can be collected from the Activities Centre (usually for a weekend booking, these are available from 2pm Thursday). If a driver turns up with no insurance documents/permits the hire company will not be able to give you the vehicle so please make sure you take the form with you. This can be passed onto the drivers to allow all relevant parties access to the full booking information. Directions to all hire companies can be found under club and society documents on the website. 7. Information for Drivers Please note that it is cheaper to fill the vehicle fuel to the level that the vehicle began with. This is because refuelling a vehicle at the hire company can cost over 2 per litre as there is a refuelling charge and vat added onto each vehicle for fuel. 5

6 If a vehicle is taken back late, the hire company will automatically charge you an extra day. The hire company will also inform me and I will automatically increase the insurance by an extra day. If for any reason you know that you are going to be later or something happens please notify us (or the hire company/insurance company if it is the weekend or an evening) as it is illegal to drive uninsured and we will need to extend the insurance to cover the vehicle. To contact the insurance company to extend insurance, the address on the insurance print out referencing the order reference and copy aft.union@ncl.ac.uk into the . Please only do this if I am unable to extend the insurance for you i.e. after 5pm or at a weekend. In the event of a breakdown please contact the AA on the number provided in the Guidance for Safe Use and Hire of Vehicles. Each driver has a copy of this sent to their s so it is worthwhile noting it down. In the event of an accident (where a vehicle is damaged the hire vehicle or another vehicle), you will need to fill in a Motor Accident Form. This can also be found on the website. Please bring this form to me as soon as possible so that we can report it to the insurance company. You can also ring me to let me know that this has happened so that I am aware as soon as the incident arises. Travelling to London? Not many drivers have need for this information but it is here for reference. Travelling in London means that you will also need to pay congestion charges and charges for travelling inside the M25. The congestion charge is 10 a day. If this is not automatically paid by a member of the club or society then a 65 penalty is issued to the hire company. The hire company will then automatically pay this and invoice us for the cost of the penalty with an additional admin fee and vat making the total 90. Please take this into consideration when travelling to London, with or without a hire vehicle. 6