Formulation and Implementation of a Car

Policy

Dennis DugenAndrew HoustonNigel Grainger

Formulation and Implementation of a Car

PolicyDennis DugenAndrew HoustonNigel Grainger

IntroductionWe will cover some key points to consider when

producing a policy for your whole fleet.

The session is 10.30 to 11.00 am with time for Q & As

Car Policy - Essentials

Car Policy - Essentials

What your policy should cover – Company Cars; Cash Allowance; Grey Fleet;

Private Use, Vans, Bikes  

Car Policy - Essentials What your policy should cover –

Company Cars; Cash Allowance; Grey Fleet; Private Use, Vans, Bikes

Who gets a company car Allocation rules; Car levels

Car Policy - Essentials

What your policy should cover – Company Cars; Cash Allowance; Grey Fleet;

Private Use, Vans, Bikes

Who gets a company car Allocation rules; Car levels

Issues for Company Car Drivers cover – For example – Licence checks - Mandated

Car Policy - Essentials

What your policy should cover – Company Cars; Cash Allowance; Grey Fleet;

Private Use

Who gets a company car Allocation rules; Car levels

Issues for Company Car Drivers cover – For example – Licence checks - Mandated

Reimbursement of fuel: Expenses; Fuel Rates; Claiming other travel

costs; purchasing rules; fuel cards; mis-fuelling

Car Policy - Essentials Cash Allowance Drivers -

Licence & Insurance + MOT / Maintenance / Tax / Choice

Car Policy - Essentials

Cash Allowance Drivers -Licence & Insurance + MOT /

Maintenance / Tax / Choice

Use of a company vehicle –

Private Use; Driving Abroad; Availability; Breakdowns

Car Policy - Essentials

Cash Allowance Drivers -Licence & Insurance + MOT / Maintenance

/ Tax / Choice Use of a company vehicle –

Private Use; Driving Abroad; Availability; Breakdowns

Driver’s Responsibilities for the car – Car Care; Car Safety; Car Cleanliness,

Technology

Car Policy - Essentials Cash Allowance Drivers -

Licence & Insurance + MOT / Maintenance / Tax / Choice

Use of a company vehicle – Private Use; Driving Abroad; Availability;

Breakdowns Driver’s Responsibilities for the car –

Car Care; Car Safety; Car Cleanliness, Technology

Driver’s Duties of Company Car Ownership – Driver Fines; Driver Incidents; Driver Conduct

Rules

Car Policy - Specifics

Car Policy - Specifics What constitutes business travel

Any trip undertaken under instruction from or in the course of business: for example -Need drivers in sales; Inter-site travel, (can even be commuting to a different site from normal place of work); Trips related to training courses and events; Organising the Christmas party (but not going to it, unless compulsory - say lawyers!)

Car Policy - Specifics What constitutes business travel

Any trip undertaken under instruction from or in the course of business: for example -Need drivers in sales; Inter-site travel, (can even be commuting to a different site from normal place of work); Trips related to training courses and events; Organising the Christmas party (but not going to it, unless compulsory - say lawyers!)

Cash Allowance/Salary Sacrifice Issues Manage the Car Choice – fit for purpose; CO2

limits; Duty of Care applies; Check Servicing, MOT & Insurance

Car Policy - Specifics

Adherence to the Law Define key issues in the policy – for example:

no smoking in any car provided for business; a valid licence (note: no paper counterpart soon); mobile phone usageRoad RageSeat Belts and Child Restraints

Adherence to the Law Define key issues in the policy – for example:

no smoking in any car provided for business; a valid licence (note: no paper counterpart soon); mobile phone usageRoad RageSeat Belts and Child Restraint

Company Insurance Issues - Accident/Incident; Emergency Assistance; Restrictions to cover – Class 3 CM reqd? Certificates; MID Reporting

Car Policy - Specifics

Car Policy - Compliance

Car Policy - Compliance Damage -

Policy needs to specify how damage costs will be handled

Recharge to employee; in full or part; Define any appeal process

Car Policy - Compliance Damage -

Policy needs to specify how damage costs will be handled

Recharge to employee; in full or part; Define any appeal process

Personal Taxation: Company car drivers - How BIK tax is calculated; escalation % What drivers might pay; Car choice impact on taxation;

Damage - Policy needs to specify how damage costs will

be handledRecharge to employee; in full or part; Define any appeal process

Personal Taxation: Company car drivers - How BIK tax is calculated; escalation %What drivers might pay; Car choice impact on taxation;

Corporate Tax Considerations

Car Policy - Compliance

Car Policy - Compliance

Must be a living document.

Car Policy - Compliance

Must be a living document.

Evidence that employees have read and understood it

Car Policy - Compliance Must be a living document.

Evidence that employees have read and understood it – signed return!

Evidence of compliance – If you ban the use of mobile phones whilst

driving, DO NOT make a call to an employee

who is driving.

Document Quiz

Formulation and Implementation of a Car Policy

Summary

Formulation and Implementation of a Car Policy

SummaryAll that applies to owned/company leased cars

applies to any car used for business

Formulation and Implementation of a Car Policy

SummaryAll that applies to owned/company leased cars applies

to any car used for business

Imagine you are standing in a court after a serious accident explaining how you

managed this driver and their car – that is when you will need a formal & agreed

Policy