your driver handbook keeping our eyes on the road.
what s inside. 02 Summary of driver responsibilities 04 Driver responsibilities and standards 10 Maintenance and care of vehicle 12 Safe driving 18 Reporting accidents and insurance Remember: you can get copies of any of our policies from Minet and Milife, or by contacting your line manager or HR representative. We wish you all the very best for your career with Mitie.
Everyone at Mitie has a responsibility to maintain our driving standards. your driver handbook 1
what s it all about? Summary of driver responsibilities Driving is one of the key risks for our people and our main carbon footprint impact; therefore it s important to stay safe and environmentally conscious. Only drive on company business once authorised to do so Act as an ambassador for Mitie when driving Report any road traffic incident you are involved in, irrespective of damage, to our accident management provider, Zenith immediately and within 24 hours to your line manager Report relevant medical conditions to your line manager (and the Driver and Vehicle Licensing Agency (DVLA) for UK drivers if required) Do not drive if under the influence of alcohol or drugs (including certain prescribed medication) Do not smoke in any vehicle being used for company business; this includes e-cigarettes Drive in a safe and environmentally responsible manner at all times Only drive when necessary and ensure the journey is effectively planned to include rest breaks as appropriate Use all safety related equipment at all times (ie seatbelts, loading sensors, etc) Do not use your mobile phone while driving without an appropriate handsfree kit it is illegal to do so Inspect your vehicle on a weekly basis to ensure it is in a roadworthy condition Ensure the vehicle you use for driving on company business is serviced and maintained in accordance with the manufacturer s schedule Make sure all vehicles are correctly loaded Report any damage or defect to your company vehicle or commercial vehicle to your line manager and fleet service provider, Zenith/Lex Autolease Tiredness is a major factor in road incidents To avoid tiredness whilst driving: Make sure you have sufficient sleep Take breaks to eat and drink regularly Take breaks as recommended within this handbook Take care when driving after a large meal as this can contribute towards tiredness Avoid maintaining the same posture for long periods during the journey If you begin to feel drowsy, stop at the earliest and safest opportunity, have a strong coffee and if possible a 20 minute (no longer) nap When possible avoid driving between 12.00am and 6.00am References Fleet Team T: +44 (0) 1179 708 911 E: fleet@mitie.com Zenith T: +44 (0) 844 848 8070 Lex Autolease T: +44 (0) 844 811 1677 Driver Vehicle and Licencing Agency (DVLA) T: 0300 790 6802 E: www.dft.gov.uk/dvla 2 your driver handbook
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sensible standards. Driver responsibilities and standards Who can drive? To drive on Mitie business you must have a valid licence to drive and a valid driving licence for the type of vehicle you drive. Once you have completed a driver s declaration and have had your driving licence electronically checked with the DVLA, you will be authorised to drive pending your manager s authorisation. Authorisation from Mitie s insurance department will be required for the following: Drivers with nine or more current points Drivers with a previous ban in the last five years Any driver with more than one previous driving ban of any length The stated requirements also apply to partners, spouses and family members who are permitted to drive your company vehicle. Driving responsibly When driving on company business you are an ambassador for Mitie. As such, you are expected to drive responsibly, showing courtesy to other road users, pedestrians and clients at all times. Driving licences As a driver on company business, your licence will be checked on a regular basis. Drivers in the UK must sign a data protection mandate in order to enable an electronic licence check, and you must produce your licence details on request. Failure to do so may result in your entitlement to drive being removed and potential disciplinary action. Medical conditions If you have one or more of the medical conditions below, or have a condition that makes you unfit to drive, you must inform your line manager and, for UK drivers, the Drivers Medical Unit, DVLA Swansea: Epilepsy/fits or blackouts Repeated attacks of sudden disabling giddiness Diabetes controlled by insulin or tablets An implanted cardiac pacemaker or defibrillator Parkinson s disease Narcolepsy or sleep apnoea syndrome Persistent alcohol misuse or dependency Persistent drug misuse or dependency Ever experienced a major or minor stroke Undergone any type of brain surgery, or had severe head injury involving in-patient treatment, or a brain tumour Any other chronic neurological condition A serious problem with memory A severe learning disability Serious psychiatric illness or mental ill-health Any persistent limb problem for which your driving has to be restricted to certain types of vehicles or those with adapted controls 4 your driver handbook
Eyesight You must be able to satisfy the requirements of local traffic laws when driving, ie to be able to read a number plate at a distance of 20.5m in good daylight, using glasses or contact lenses if necessary. You must inform your line manager (and the DVLA for UK drivers) if you have the following visual impairments: Total loss of sight in one eye Any condition affecting one or both eyes, (not including short or long sight or colour blindness) Any condition affecting your visual field (the surrounding area you can see when looking directly ahead) References DVLA www.dft.gov.uk/dvla/ The Highway Code for UK drivers www.direct.gov.uk/en/travelandtransport/ Highwaycode/index.htm ROI www.rsa.ie/documents/learner%20drivers/ Rules_of_the_road.pdf www.hsa.ie/eng/publications_and_forms/ Publications/ Work_Related_Vehicles/Safe_Driving_for_ Work_Handbook_.pdf your driver handbook 5
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sensible standards. continued Drugs and alcohol Driving your vehicle under the influence of alcohol or drugs is against the law. Some prescription and over-the-counter drugs can impair driving ability, so remember to check with your GP or pharmacist for any side effects associated with such medicines. You must also be aware of the morning-after effects associated with alcohol consumption. You have a responsibility to inform your manager if you are unfit to drive for the stated reasons. Driving on company business while under the influence of alcohol or drugs will lead to disciplinary action. Use of a company vehicle A company vehicle is permitted mostly for Mitie business use and for personal use where authorised. It is not permitted for hiring, racing, pace-making, speed testing, competitions, rallies or trials whether on public roads or private land. Private use of a company vehicle will result in tax implications for the driver and the business. Company vehicle opt out If you are given the option to opt out of the company car scheme and receive a cash allowance, you are expected to: provide a valid insurance certificate with cover for business use, a V5 certificate or log book and an MOT or relevant vehicle test certificate where applicable; provide road tax for your vehicle; complete and sign a licence checking mandate to enable an electronic licence check with the DVLA; drive a vehicle of an age and mileage that s in line with the replacement profile of the fleet management procedure; comply with the authorised to drive process; ensure that the vehicle is in roadworthy condition at all times and is maintained in accordance with manufacturer recommended guidelines; allow the car to be subject to routine checks as required to ensure it is in a roadworthy condition; and report all incidents immediately that occur while the vehicle is being used for business purposes to your line manager (further details on reporting incidents can be found on page 18). your driver handbook 7
sensible standards. continued Own vehicle use Employees using their own vehicles for business journeys must ensure they have business insurance and an MOT or relevant vehicle test certificate, and maintain the vehicle in a roadworthy condition at all times. Routine use of your own vehicle requires compliance with the driving authorisation process and drivers must provide details of their vehicles to Mitie on request. Road traffic convictions and fines Following any conviction or fine for driving-related offences, you must inform your line manager within 24 hours of the occurrence or notification. If you lose your licence through disqualification for a driving-related offence, where a licence is required to carry out your duties, Mitie will review your ongoing employment in line with disciplinary procedures. Driving fines are not reimbursable. If you do not tell Mitie of any driving-related offences, disciplinary action may occur. Attempting to drive on company business while disqualified will be treated as gross misconduct. Where Mitie has paid the fine, the driver will be required to reimburse the fine and administration fee through salary deduction to Mitie. Vehicle security You must take care to avoid your vehicle being stolen, broken into or tampered with. To ensure vehicle security: Park the vehicle in well-lit areas during the night and avoid parking in places where the vehicle cannot clearly be seen, both during the day and at night Keep all doors locked when re-fuelling and while loading and unloading Make sure the immobiliser/alarm is activated where fitted If you have a laptop, PC or other valuable items of work equipment, do not leave them on view while the vehicle is unattended. You may be liable for the cost of replacing company equipment stolen from the vehicle where this was not stored safely or securely. Taking your company car abroad Before taking your company car abroad, UK drivers will require VE103 documentation which can be obtained from Mitie s fleet service provider, Lex Autolease, details of which can be sourced from Mitie s fleet team. All European drivers should contact the local fleet provider to comply with local legislation. A copy of the motor insurance certificate must also be obtained from the insurance section on MiNet. You should ensure you have any equipment or fittings (such as spare bulbs, warning triangle, first aid kit, headlight beam deflector) required by the regulations of the country you are visiting. You will bear all costs relating to the use of the vehicle while it is abroad, ie additional insurance, oil, fuel, breakdown, etc. Company vans must not be taken aborad. References Fleet Team T: +44 (0) 1179 708 911 E: fleet@mitie.com Lex Autolease T: +44 (0) 844 811 1677 8 your driver handbook
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moving you in the right direction. Maintenance and care of vehicle You are responsible for ensuring the vehicle is in a roadworthy condition whether the vehicle is company or privately owned (and used on company business). Please make sure that the following are checked on a weekly basis, and/or before a long journey: Tyre tread depth is above the statutory minimum 1.6mm Tyre pressure is in accordance with the manufacturer s guidelines Oil and water levels Brakes, lights and wiper blades are in good working order and screen wash levels are maintained You should refer to the manufacturer s handbook where necessary. For company vehicles, any defects must be reported to Mitie s fleet service provider (Zenith/Lex Autolease) who will organise the repair of the defect. Seatbelts must be worn by the driver and any passengers at all times while the vehicle is being driven this is the law. Smoking is not permitted in any vehicle that is being used for company business; this includes e-cigarettes. Fuel It is your responsibility to maintain adequate levels of fuel in your vehicle at all times, and also to exercise care when refuelling to make sure the correct fuel type is used. If you do use the incorrect fuel do not, under any circumstances, start your vehicle. Contact Mitie s fleet service provider, Zenith/Lex Autolease immediately and advise them of the issue. You may be liable for any costs associated with incorrectly fuelling your vehicle. If you have a Mitie fuel card then you must provide the vehicle registration number and mileage to the cashier with every fuel purchase. You must check that the mileage, registration details and amount are all correct before you sign the receipt. If they are incorrect, notify the cashier and ask for the transaction to be cancelled and re-entered. It is important to guard against fraudulent use and you must ensure the card is kept safe at all times. References The vehicle manufacturer s handbook will always be in the vehicle if it is a company vehicle. Contact Mitie s fleet team if this is not the case. Fleet Team T: +44 (0) 1179 708 911 E: fleet@mitie.com Zenith T: +44 (0) 844 848 8070 Lex Autolease T: +44 (0) 844 811 1677 10 your driver handbook
Servicing of vehicle You are responsible for ensuring your vehicle is serviced in accordance with the manufacturer s schedule. Company vehicle and van drivers should contact the fleet service providers, Zenith/Lex Autolease to arrange vehicle servicing and replacement tyres, batteries, exhaust, damaged windscreen, etc. If you operate a vehicle in excess of 3.5 tonnes, ask for further guidance on the servicing and maintenance of these vehicles from Mitie s fleet team. For privately owned vehicles, you are responsible for ensuring your car is in a roadworthy condition at all times and serviced in accordance with the manufacturer s schedule to ensure reliability. Road fund licence and MOT In the UK, all new vehicles will include a 12-month road fund licence (tax disc). A replacement road fund licence will be issued by Mitie s fleet service provider and forwarded to you. If you do not receive the road fund licence ten days prior to the expiry date of the existing one, you must contact Mitie s fleet service provider to make sure this is received in good time. It is an offence to drive a vehicle not displaying a valid road fund licence (tax disc). Certain specialist vehicles, for example minibuses and HGV vehicles, require MOT certificates after the first year of operation; advice on this can be sought from Mitie s fleet team. European drivers will be provided with the equivalent vehicle requirements in order to comply with local legislation. Towing It is your responsibility to ensure the load of any trailer being towed does not exceed the towing vehicle manufacturer s permissible weights and dimensions. This information can be found in the manufacturer s handbook. You should also ensure the load is always distributed evenly and that you have an appropriate driving licence to tow the trailer. Further information on licence categories and towing can be found on the DVLA website. Certain additional factors need to be considered, such as Techo requirements when towing. Further guidance can be sought from Mitie s fleet team. References Fleet Team T: +44 (0) 1179 708 911 E: fleet@mitie.com Zenith T: +44 (0) 844 848 8070 Lex Autolease T: +44 (0) 844 811 1677 Driver Vehicle and Licencing Agency (DVLA) T: 0300 790 6802 E: www.dft.gov.uk/dvla If the age of your company vehicle is likely to exceed three years, you will be advised by Mitie s fleet service provider to arrange for an MOT to be completed. It is an offence to drive a private light goods vehicle more than three years old without a valid MOT certificate. your driver handbook 11
safe driving. Safe driving Vehicle induction and risk assessment It is your responsibility to familiarise yourself with all relevant vehicle controls. Your line manager will work with you to make sure that the risks when driving are assessed and reduced as far as is reasonably practicable. This will include ensuring: driving licences are checked regularly to ensure they are in accordance with requirements to drive; only authorised drivers drive on company business; vehicles are fit for purpose and maintained in a safe condition; and significant risks are controlled and reviewed on a regular basis. Planning the journey Planning your journey in advance will make it safer and less stressful, especially where the drive is long or on unfamiliar routes. Before driving, ask whether the journey is necessary can the outcome be achieved via telephone or video conferencing? Or can the journey reasonably be made via public transport? If the journey is necessary, the following guidance applies: Be aware of the risks when driving if you feel tired or unwell Do not drive under the influence of alcohol or drugs Take time to check your vehicle is roadworthy by following the vehicle maintenance guidance in this booklet Do not overload your vehicle. Follow the manufacturer s guidelines and ensure all loads are adequately secured prior to starting your journey Plan your route before you set out, estimate how long the journey will take, and schedule intended rest stops where needed. Leave plenty of time for the journey Managers must not ask drivers to achieve unacceptable deadlines resulting in the potential for both excessive speed and driving hours Be aware of potential adverse weather conditions during the journey and consider the actual need to make the journey, eg in difficult winter conditions (see the Driving in poor weather section in this booklet) Sit comfortably with a good posture, make sure you are familiar with all of the adjustments for the driving position, and use the rest break as a chance to change your posture for a short period 12 your driver handbook
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safe driving. continued Tiredness and rest periods Driving when tired may affect your response times, judgement, hazard perception and ultimately the ability to make safe driving decisions. You should take a 15 minute rest break in every two hour driving period. Stop, and leave the vehicle to change your posture and get some fresh air. If you feel tired during a journey, park in a safe location and sleep for 5 20 minutes. Be aware that driving between 12.00am and 6.00am (when your body rhythm naturally prompts sleep), when you are hungry (when blood sugar levels are low) or immediately after a heavy meal may lead to tiredness when driving. You should not routinely drive and work on company business for more than 12 hours in a 24 hour period, and driving time should not exceed eight hours in a given day. If you are regularly exceeding these limits, you must raise the issue with your line manager and ensure the occurrences are minimised. Use of a mobile phone Use of a handheld mobile phone, BlackBerry/ PDA or similar device while driving is against the law, and can distract attention from safe driving. Unless business critical, your phone should be turned off before the journey starts, remain switched off throughout the journey, and only be turned on when you have reached your destination. Texting whilst driving also distracts attention from safe driving and is against the law. Switch off your phone at a fuel station, even if the phone remains in the vehicle. Drivers should refrain from activities that could distract their attention from driving, such as programming satellite navigation systems, map reading, changing CDs. Vehicle load security Ensure internal and external loads are secured before commencing a journey to allow safe transportation and unloading. Suitable means of storage or internal partitioning will be provided to prevent internal loads moving, in particular when braking in an emergency. Prevention of overloading You are responsible for ensuring your vehicle is not overloaded when in use. Your line manager will make sure that you are informed of the safe working load of your vehicle and that you have received appropriate guidance on the prevention of overloading. Where load sensing devices are fitted to the vehicle to detect overloading, you will be instructed in their use. Guidance is available from Mitie s fleet team. References T: +44 (0) 1179 708 911 If you need to be contactable, your phone is only to be used with an appropriate hands-free kit while set to automatic answer. You should keep the call to a minimum. If a call is to be made, you should pull over to a safe location and make the call while stationary. your driver handbook 15
safe driving. continued Motorway driving Join the motorway carefully by matching your speed to traffic in the left-hand lane of the motorway and entering when a safe gap appears Follow vehicles at a safe distance by leaving a two second gap between your vehicle and the one in front. Remember to increase the distance in poor weather Use your indicators and remember mirror signal manoeuvre when driving Overtake only when necessary and do so with care Give way to others and remember it s not a race Leave the motorway safely by checking mirrors, signalling and manoeuvring well before the exit Do not stop on the motorway unless in an emergency If you begin to feel tired, come off the motorway and find a place to stop and rest before continuing Driving in poor weather Before travelling, be aware of the potential for adverse weather conditions and only travel if absolutely necessary Ensure you always have the right equipment (de-icer, scraper, glass cleaner, screen wash) to clear the windscreen of snow and ice Keep emergency equipment (torch, gloves, blanket, etc) in the vehicle when adverse weather is forecast and ensure your mobile phone is fully charged Leave longer for your journey to allow extra time to reach your destination Rain, ice and snow will increase stopping/ braking distances so decrease your speed Use your fog lights and dipped headlights while driving in fog Be aware of the effects of high wind on your vehicle and on other road users Accelerate and brake slowly, taking care on bends in snow and ice When there is snow and ice, set off in second gear and stay in higher gears as you drive as this reduces wheel spin and reduces the risk of losing control Keep to main roads as they are more likely to be gritted and if you have any problems, you are less likely to be isolated for long periods of time Where snow socks have been provided for your tyres ensure you understand the fitting and risks associated with them 16 your driver handbook
Environmental considerations Vehicle emissions account for around 90% of Mitie s carbon footprint so fuel efficient driving is critical in reducing our environmental impact. The following tips will help you to be fuel efficient, save costs and improve our carbon footprint: Avoid unnecessary mileage ensure the journey is necessary and you have planned your journey effectively (see the Planning the journey section). Consider car sharing as an option when travelling to a meeting We have a dedicated fleet team offering support, advice and expert training on a whole range of topics from town driving and motorway driving, to efficient fuel usage, seasonal safety and hazard perception. Reference For more information contact fleet@mitie.com Avoid high speeds fuel efficiency decreases significantly at speeds over 58 miles per hour Drive smoothly smooth driving saves fuel and lowers vehicle emissions. You should accelerate slowly, change to higher gears at the lowest possible speed, accelerate gently if you have an automatic transmission, and avoid harsh braking. Use of cruise control will also improve fuel efficiency Use the air conditioning only when appropriate it has an impact on the vehicle s fuel efficiency Ensure tyres are inflated to the correct pressure under-inflated tyres can increase fuel consumption by up to 5%. Avoid sudden starts and stops which increase wear on your tyres, and avoid rough roads and potholes where possible Ensure you are not carrying any unnecessary weight (eg roof rack, golf clubs in the boot) as this can increase fuel consumption your driver handbook 17
responsible reporting. Reporting incidents and insurance Incidents You must report any road traffic incident in which you are involved while on company business whether you drive a company vehicle, commercial vehicle or private car. The incident should be reported immediately, irrespective of damage, to our accident management provider, Zenith in all cases. Company vehicle drivers should contact Zenith who will arrange for vehicle recovery and temporary replacement where necessary. The incident should be reported immediately in all cases. You are also responsible for informing your line manager, within 24 hours of the incident, who will arrange further investigation as appropriate. Immediately following the incident, first ensure your personal safety and the safety of your passengers. In the event of injuries, fire or chemical release, contact the emergency services immediately. You must do the following after the incident: Provide your name and (business/personal) address to those who have reasonable grounds to ask for it Exchange vehicle and insurance details Collect names and contact details of third party witnesses Contact the Police in the case of personal injuries Fill out the Driver Bump Card with your driver details and hand to the third parties involved You must not admit liability for the incident If details cannot be exchanged for any reason (other vehicles involved failed to stop or someone has been seriously injured) you must inform the Police immediately. Take photographs of the incident scene with a camera or smartphone (if available), or make a brief sketch showing the position of vehicles before and after impact. Also note: any nearby road signs; the condition of the road surface; weather conditions and lighting at the time of the incident; and the number of passengers in other vehicles involved in the incident, where appropriate. Remember, only do this if it is safe to do so. If there is any doubt about the condition of your vehicle, do not drive it. Arrange for breakdown recovery via Zenith for company vehicle drivers, or via your private breakdown recovery provider. Refer all enquiries from anyone representing the third party (ie insurance company or solicitor) or any member of the public to our third party claim handlers. References Incident reporting (Zenith): UK T: +44 (0) 844 848 8070 ROI T: +353 (0) 1 240 7650 Rest of Europe, as per local instructions 18 your driver handbook
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responsible reporting. continued Breakdowns If you break down or develop a fault on the road, stop the vehicle at the earliest safe opportunity and location. Put your hazard lights on and sidelights too if conditions are dark or wet. Unless you are in a suitable stopping point well away from the road, do not stay in the vehicle. Make sure you get out of the vehicle in a safe way, ensuring the road around you is clear. If you break down on a motorway, to ensure the safety of yourself and passengers, you should vacate the vehicle and stand away from the vehicle on the verge where it is safe to do so. Contact the fleet service provider, Zenith, or your own breakdown provider to arrange suitable recovery. If you are a lone female, you should advise the recovery service of this when reporting the breakdown. References Zenith T: +44 (0) 844 848 8070 20 your driver handbook
We hope you ve found this driver handbook useful. Remember: you can get copies of any of our policies from Minet and Milife, or by contacting your line manager or HR representative.
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