Once printed, this document is an uncontrolled version. Always check People Place to ensure you have the most up to date version of the document.

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1 Bupa UKMU and Centre People Index Company Car Policy Once printed, this document is an uncontrolled version. Always check People Place to ensure you have the most up to date version of the document. 1 Scope This policy applies to all Bupa UKMU and Centre employees in receipt of a Car Allowance, Role Specific car, Role Requirement Car, Hire car or who use a personal car on Bupa business. This policy does not form part of your contract of employment and may be amended at any time to ensure that it reflects Bupa s legal obligations and business needs. 2 Purpose We want people to love working for Bupa so we re committed to working practices and policies that reward loyalty, increase employee engagement and support our purpose of helping people live longer, healthier, happier lives. Our aim is to ensure individuals who drive on company business either in a company car, their own car or a hired vehicle are aware of the need to comply with Bupa s enterprise Health and Safety policy, health and safety policy and travel and expense policy and with the care and maintenance of such vehicles. 3 Responsibilities You are responsible for making sure that: You comply with all aspects of this policy You are familiar and comply with all aspects of the Company Car Handbook Whilst driving on Bupa business, regardless of the ownership of the car, you comply with all legislation and safety requirements shown in the health and safety policy, Bupa s enterprise health and safety policy and travel and expenses policy. Providing up to date information regarding your full UK drivers licence and car details such as MOT and insurance. Your manager is responsible for making sure that: They comply with all aspects of this policy and diligently carry out their specific responsibilities Employees are made aware of this policy and are familiar with the requirements before receipt of a company car, car allowance, company hired car or use a personal car on Bupa business; Cars /car allowances are allocated and paid in accordance with this policy; Only authorised employees drive company cars; Date: 2 August 2018 Page 1 of 6 Version: v1.1

2 Informing the fleet administration team when a new starter joins and requires a car for their role. Informing the fleet administration team in a timely manner of when an employee passes their probation period. People Operations are advised in a timely manner of leavers, including any redundancy situation involving individuals in receipt of a car or car allowance; Where a new role is created, the business mileage is monitored for six months before a company car is requested and flagged to the fleet admin team at the point of initial request. The Reward Team is responsible for making sure that: Job evaluation determines if roles attract role specific cars, job need cars or car allowances 4 Key points 4.1 Car Allowances A car allowance is provided to support you with all your car costs, including Vehicle Excise Duty (Road Tax). If you breakdown or have an accident in your vehicle, it is your responsibility to take any required action. A car allowance is paid in monthly instalments and is subject to PAYE and National Insurance. If you work part time, car allowance payments will be pro-rata in accordance with your working hours. Car allowances do not form part of pensionable pay, nor will they be taken into account when calculating any bonus you may be awarded. In order to be eligible for a Car Allowance you must submit the following documents: Your full UK driving licence and submitted for checks with the DVLA Copy of your MOT certificate in date Copy of your insurance documents, detailing Business use cover in date Proof of breakdown cover Proof of car ownership/ lease documents The documents relate to the vehicle you use for business purposes. You must continue to submit these on an annual basis whilst in receipt of the car allowance. Failure to supply these could result in your car allowance being suspended until the documents are supplied Eligibility for Car Allowance as a benefit Dependent on grade, senior managers may be eligible to receive a car allowance. Where the role requires business travel of 18,000 miles per annum or more, a company car will be provided instead of the car allowance to satisfy our Health and Safety requirements. If the role requires considerable multi-site visiting then consideration will be given to allow the allowance to be converted to a car. In order to be eligible you must submit the documents as required and detailed in section 5.1. Failure to supply these could result in your car allowance being suspended until the documents are supplied. Date: 2 August 2018 Page 2 of 6 Version: v1.1

3 4.1.2 Role Specific Car Allowance Certain roles identified by Reward may attract a car allowance dependent on market benchmark data, irrespective of annual business mileage. The role specific car allowance is specific to the role not the individual (individuals need to be working in excess of 30 hours per week). The allowance will cease if you move to a new role where this allowance is not applicable,. In order to be eligible you must submit the documents as required and detailed in section 5.1. Failure to supply these could result in your car allowance being suspended until the documents are supplied. Should the role change such that 10,000 business miles or more per annum are travelled, the cash allowance will be replaced with a car to meet our Health and Safety requirements. You will be given up to 3 months notice of the change The provision of the company car is subject to the standard terms set out in this policy, including but not limited to standard lease arrangements, minimum weekly working hours and rental cap for grade. 4.2 Role specific Car A role specific car is allocated at Bupa s expense to individuals working in excess of 30 hours per week where it is necessary to travel in excess of 10,000 business miles or more per annum to carry out the role. If there is a suitable car available in the pool of vehicles this will automatically be allocated. Cars are allocated on a 4 year lease 80,000 miles from a limited choice of vehicles determined by Bupa. Your grade will determine the level of car allocated. You may be allowed to trade up, subject to paying the whole of the trade up amount in equal instalments over the first twelve months of the lease. If you leave Bupa before the lease is finished any residual trade up value will be deducted from final salary These cars may only be used for Bupa business, commuting and private use. They must not be used in competition, for learner driving, off road or for any other commercial business use. At the end of the 4 year lease and if your role remains eligible, you will be required to order a new car, you will have 60 days to order the new car from the point of the fleet administration team contacting you. 4.3 Role Requirement Car A role requirement car is allocated at Bupa s expense where an employee needs to carry equipment as part of the job or drives to provide care to our clients (eg. our nurses) and/or undertake considerable multi-site visiting. This is irrespective of annual business mileage, The car is specific to the role not the individual. If you move to a new role the car must be returned. 4.4 Fuel Rates for those in receipt of car or car allowance If you are in receipt of a company car or car allowance you will be reimbursed for business mileage in accordance with the expenses policy 4.5 Short-term Allocation of Cars From time to time, you may work on a temporary project that requires multi-site travel. In such circumstances, you may be allocated a company car for the duration of that project. Date: 2 August 2018 Page 3 of 6 Version: v1.1

4 4.6 New Starters Where relevant to their role, new starters will be allocated a company car on successful completion of a probationary period probation, the individual may be invited to order from a list of alternative company cars. Before successful completion of your probabtionary period you will be offered a pool car where available or issued a hire car. Once you have passed your probation you will be required to order a car from the relevant list and return the hire car allocated to you. 4.7 Change of Role Car required in new Role If you move in to a role that is eligible for different car terms, you will keep your current vehicle until the end of the lease. 4.8 Change of Role - Car not required in New Role If you move to a role which does not require a company car, you are responsible for ensuring the car is returned within four working weeks of taking up the new position. 4.9 Car Renewals You will be contacted by Zenith six months prior to your lease end date and advised of the process for ordering a new car Once this contact has been made you will have 60 days in which to order a new car and return the previous one. Typically, all leases will be for a term of four years with a mileage allowance of 80,000 miles Foreign Travel and Additional Costs If you are in receipt of a company car you may only take the car outside the UK with Zenith s approval. You should contact Zenith at least two weeks before the date of intended travel in order that your request can be considered in good time. Zenith will arrange for the relevant documentation to be sent to you directly and there will be a charge of 7.50 taken via debit or credit card. Bupa will re-charge any additional costs for administration, insurance and breakdown cover to you, and reserve the right to deduct any such costs from your salary Maternity, Paternity, Adoption, Parental and Shared Parental Leave If you are in receipt of a car you will be able to keep the car for the duration of your maternity, paternity, adoption, parental or shared parental leave. If you receive a car allowance you will continue to receive this for the period of your maternity, paternity, adoption, parental or shared parental leave Redundancy People Operations must be informed immediately if you are made redundant Leaving Bupa When you leave Bupa any car allowances will terminate at the end of your employment. If in receipt of a car this must be returned on or before your last day of employment and you must report any unrepaired damage to the leasing company. You are liable to pay the costs of any repairs due to the negligence of you or any authorised drivers and you will be liable for any valeting Date: 2 August 2018 Page 4 of 6 Version: v1.1

5 costs incurred. Any outstanding liability in respect of your company car may be deducted from your final salary. 5 Hire Cars Occasionally it might be necessary to hire a car in order to carry out Company business. You should hire a car when it is: the least expensive form of transport and/or more timely than any other form of transport 5.1 Hire Cars & Your Responsibilities When hiring a car you are responsible for the following: You hold a full valid UK driving licence You have sent fleet copies of your licence to make sure you are eligible for hiring a car. It will take 72 hours for the checks to be completed the first time you hire a car. When your hire car is delivered, before you accept it you should inspect it and make a note of any damage on the check sheet which will be provided. You must make every reasonable effort to return the car on time to the agreed location. When returning the car the fuel tank should be full. You must make sure that the car is off-hired with Zenith when you return it, i.e. an employee should advise Zenith when the vehicle has been collected by the hire provider. Zenith will bear the costs of all maintenance and mechanical repairs. If you experience mechanical problems with your hire car, you should call Zenith to have it resolved. A replacement car will be made available where required. Where damage occurs to the vehicle you must report this immediately. An excess charge of 250 will be deducted from you for any damage reported to the car where you are at fault, or for damage not reported and identified on return. You are responsible for cancelling any car hire bookings made through Zenith that are no longer needed. To do this, call them on You should request and record the cancellation number when you call. 6.0 Consequences Breach of this policy will be addressed through the disciplinary policy and procedure Appendices Appendices Bupa documents Level 2 Health and Safety Policy Document Driving Safely Your guide to staying safe while on the road for Bupa Disciplinary Policy Expenses Policy Date: 2 August 2018 Page 5 of 6 Version: v1.1

6 Travel Policy Company Car Handbook Key Contacts Policy sponsor: Policy owner: People Director Bupa UK People Policy & Risk Manager, People Operations Revision/Review History Date of last review: May 2018 Date of next review: August 2018 Date effective from: June 2016 Current version: V1.1 Prior version: V1 Prior version published: May 2018 Date: 2 August 2018 Page 6 of 6 Version: v1.1