Taylor Wimpey Driving at Work Policy

Transcription

1 My Reward Taylor Wimpey Driving at Work Policy About the Taylor Wimpey Driving at Work Policy The aim of the Driving at Work Policy is to keep employees who drive on company business, and other drivers, safe on the roads. This policy should be read in conjunction with the handbook which provides guidance and tips to help all employees successfully manage their own road risk and personal safety. The company reserves the right to withhold any vehicle allowance or withdraw any company vehicle if the employee does not comply with the policy. Why do we need a Driving at Work Policy? Department of Transport figures tell us that more than a quarter of all road traffic incidents may involve somebody who is driving as part of their work at the time. Effective management of our fleet and our drivers helps reduce risk. It aims to also result in: Fewer injuries to employees. Reduced risk of work-related ill health. Reduced stress and improved morale. We also need to ensure that the company fleet is managed in an efficient and cost-effective way, providing clarity to those who drive and others who have responsibility for administering the fleet. We all share a duty to our colleagues, our customers, and our shareholders to operate our fleet in a responsible way. Who does the Driving at Work Policy apply to? This policy applies to all of our employees who drive on company business. Driving for work includes any person who drives on a road as part of their employment (not including driving to and from their work) in either: A company vehicle. Their own vehicle, with mileage reimbursement from the company. If the employee is uncertain as to which sections apply to them in either the policy or handbook, or have any questions, they must discuss this with their Line Manager. Failure to comply with the terms of this policy will be regarded as a disciplinary matter, which may result in the employee s eligibility to have a company vehicle removed, prohibited from driving on company business, and ultimately may lead to dismissal. Updated February

2 The Company s Obligations We want to ensure that all our employees are safe at work and preserve our company s reputation/legality. For these reasons, the company will: Make sure company vehicles are safe to drive before assigning them to employees. Schedule periodical maintenance to ensure vehicles remain in good condition. Provide a copy of this policy to all employees who are assigned company vehicles. Insure company vehicles with a reliable insurance provider. Drivers are responsible for ensuring their company vehicle is correctly maintained. We keep records of our fleet with manufacturing date and mileage. We will retire any vehicle that the Company deem too old or too high in mileage. We are not responsible for: Paying fines employees accumulate while driving company vehicles that they are responsible for (e.g. for driving too fast.) Bailing out employees arrested while driving company vehicles. Drivers Obligations We expect employees who drive company vehicles to follow rules. They should: Endeavour to drive safely at all times. Never drive under the influence of alcohol or drugs. Report all accidents in line with the agreed process indicated below. Respect traffic laws and fellow drivers. If applicable, wear glasses or contact lenses when driving. Document any driving-related expenses, like fuels and tolls. Check their vehicle regularly to ensure fuel, tyre pressure and all vehicle fluids are at appropriate levels. Report any damages or problems with their assigned vehicles to their Car Administrator as soon as possible. Avoid any traffic violations that may result in fines. If the employee or any Additional Driver is required to attend driver training they may not unreasonably refuse. Employees who drive their own vehicle on company business will be required to submit certain documentation to the company. Examples of the documentation are: driving licence, valid MOT for a private vehicle, and valid business insurance for using a private vehicle on company business. It is important that the employee does this when asked. If a driver has their driver s license suspended or revoked, they must inform their local Car Administrator immediately. We will reassign their company vehicle until they become eligible to drive in accordance with our policy (see section 1.1 & 4.2). Employees who are fatigued and/or sick should avoid driving if they feel their driving ability is impaired. If sickness occurs during a business trip that requires the use of a company vehicle, employees should take regular breaks while driving or stay overnight, seeking the relevant approval in line with our expenses policy. Employees are not allowed to: Smoke inside of a company vehicle. Lease, sell or lend a company vehicle. Violate distracted driving laws by using a phone or texting while driving. Use a company vehicle to teach someone how to drive. Leave the company vehicle unlocked, unattended or parked in dangerous areas. Allow unauthorised people to drive a company vehicle, unless an emergency mandates it. 2

3 Mobile Phones Employees should be aware that using a hand-held mobile phone whilst driving is illegal and, will result in a fine and points on their licence. It could also lead to a conviction of driving without due care and attention and a possible ban from driving. This law also applies when stopped at traffic lights and queuing in traffic. Please read the Use of Mobile Phones and Devices while Driving Policy. Driving Licences All driving licences will be checked and monitored with the DVLA. All drivers must: - Have a valid full UK driving licence or a full licence issued in a country within the European Union (EU) or European Economic Community (EEC) at all times. Keep their licence updated and inform the Fleet Department with any change of name/address/penalty points/nominated drivers; Notify the DVLA and the HR Department if they have any medical condition that affects their driving ability; Notify their local car administrator of any changes to their driving licence including additional points, name or address in order to undertake any additional DVLA licence checks online as necessary; Be aware that failure to update their driving licence can result in a fine of up to 1,000. Driver Training We care about your safety and as driving is one of the greatest risks faced by our employees we trust you will follow our advice and join us in our commitment to improve the safety of our roads for everyone at all times. Depending on the results of the licence check, if the employee is high risk they may be asked to undertake further training which could involve either on-road training, workshop based education or regular e-learning modules. Failure to complete within the timescales, could result in suspension of car allowance, business mileage and/or loss of right to use a Company vehicle. 1. Accident Reporting Employees and any Additional Drivers, who are involved in an accident whilst driving on company business i.e. driving at work, whether it is in a company vehicle, a hire vehicle or their own vehicle, must report the accident Company Vehicle Driver If an employee has an accident in a company vehicle (car or van) for business through Alphabet, they must report it to FMG accident management within 24 hours. The employee must call the Alphabet Helpdesk number on by selecting option 1, followed by option 2. If an employee has an accident in a company rental vehicle for business through Alphabet, it must be reported to Allianz (Taylor Wimpey Insurance Company) on and request for a claim form to be sent to them. They must also inform the rental company and their car administrator. 3

4 1.2. Private vehicle driver If an employee has an accident in their own vehicle whilst driving on company business, they must inform their insurance company within the timescales of their motor insurance policy. The employee must also complete the form on the following link Accident Reporting Form within 10 working days. The company has a responsibility for the safety of their employees and the risks to which they are exposed to and understanding these risks is essential in managing them. The company reserves the right to refuse business mileage reimbursement if the employee does not comply with any part of this policy. 2. Reimbursement of Business Mileage Employees who are eligible for a company car (whether taking a vehicle or cash allowance) will be reimbursed the cost of business mileage based on the HMRC Advisory Fuel Rates (AFRs). They are also required to keep accurate records of business mileage. Employees who are not entitled to a company car or car allowance will be reimbursed at the Approved Fuel rate of 45p per mile for the first 10,000 miles and 25p per mile thereafter. Van drivers will be provided with a fuel card. The Company reserves the right to refuse business mileage reimbursement if the employee does not comply with any part of this policy. 3. Company vehicles This section applies to employees who drive a company vehicle, or intend to drive one (including temporary and contract workers) Eligibility Employees who are eligible to be assigned a company vehicle fall into three categories: Employees who need to travel more than 10,000 miles per year to meet with customers, partners or vendors. Employees who use company vehicles as an indispensable part of their jobs (e.g. van drivers). Employees who are given a company vehicle as a benefit attached to their jobs. In most cases, the Company will determine which employees will be assigned company vehicles. Employees who aren t assigned company vehicles but believe they need one may discuss this with their Line Manager or consult with our Human Resources (HR) department. Employees are permitted to drive their assigned company vehicles (except those who drive a van) outside of working hours, but they must always abide by this policy. We retain the right to revoke or assign company vehicles at our discretion. If an employee chooses to receive a company vehicle on joining the company, they may: Be allocated a suitable storage vehicle to use until the lease ends. If there is nothing suitable, they may order a new vehicle within their grade. Whilst awaiting delivery they may use their car allowance to fund their mobility or their Car Administrator will arrange for a temporary vehicle. 4

5 Our employees are only allowed to drive a company vehicle if they: Have a valid full UK driving licence or a full licence issued in a country within the European Union (EU) or European Economic Community (EEC). Employees must also have completed the online e-consent form giving the DVLA permission to check their drivers licence. Our employees may be restricted or not allowed to drive a company vehicle if they: Are not considered to be a high-risk driver; this means they mustn t have 8 or more points on their licence, been held at fault for a vehicle accident, or arrested on charges of violating vehicle and traffic laws (e.g. driving under the influence of drugs or alcohol). Employees will need to complete a form and submit a copy of their driving licence to be eligible for a company vehicle. The company reserves the right to check the employees driving licence (and those of their Additional Drivers) using a third-party company at any time they are in possession of a company vehicle or in receipt of a car allowance. The Company reserves the right to take disciplinary action and/or terminate your employment without prior notice or payment in lieu of notice if you are disqualified from driving or convicted of a driving offence and driving is a requirement of your role Vehicle Replacement Cycle The standard replacement cycle is 48 months. For reasons of safety and efficiency, the company will allow the earlier replacement of vehicles should they have performed 100,000 miles. Vehicles must be retained for the duration of the lease period unless the vehicle can be reallocated internally Ordering a Company Vehicle If the employee is considering ordering a company vehicle, they must complete an e-consent form giving the DVLA permission to check their drivers licence before any car order is placed. To order a Company car, they must log in to the Alphabet microsite (link and log in details shown below). They will be able to view the choice of vehicles which are relevant to their vehicle grade. Once the employee has chosen a vehicle, they will need to complete the vehicle order form, which can also be found on the microsite and return this to their Car Administrator. If they have any queries, they can contact Alphabet on Log in details Alphabet Microsite: User Name: taylorwimpey@alphabet.co.uk Password: taylorwimpey The vehicle selection list is provided quarterly and is based on models available at that point in time. No vehicle or model is guaranteed and are subject to availability at the point of ordering. Models may move between grades depending on changing prices and manufacturer terms. It is the responsibility of the employee to check availability of their preferred vehicle before the order is placed Authorised Additional Drivers The company will allow up to 2 (two) Additional Drivers authorised to drive a company car. No Additional Drivers will be authorised to drive a company van which can only be driven by employees of Taylor Wimpey. 5

6 Additional Drivers must be the spouse or co-habiting partner of the employee or immediate family over the age of 21. Additional drivers must hold a full valid driving licence and must meet all other legal requirements. A form will need to be completed if the employee would like to add an additional driver to their company car. The form should be handed to the local Car Administrator. The Additional Driver will not be authorised to drive a company car unless they have completed an e-consent form giving DVLA permission to check their drivers licence. These drivers may use the company car for social and domestic use only. The company must be told in writing if an Additional Driver has their licence endorsed, suspended or revoked. If the employee allows an Additional Driver to drive a company car whilst banned it would invalidate insurance cover and may be considered an act of gross misconduct. No other person is authorised to drive a Company vehicle. The company reserves the right to check the employees driving licence (and those of their Additional Drivers) using a third-party company at any time they are in possession of a company vehicle or in receipt of a car allowance Demonstrator Models Employees looking to take a company car are able to request the use of a demonstrator model, available by contacting Alphabet. These cars are provided subject to availability and it may not be possible to provide the exact specification requested Choice & Specification No convertibles are permitted under this scheme other than hard tops which must be approved by HR Reward. The list of available company cars or level of car allowance is determined by an employee s car grade. It is company policy that all of the models within the vehicle list will have Bluetooth and metallic paint as standard. Movano and Vivaro vans are available for use by Customer Service Operatives. All vans are required to be fitted out to the agreed company standard and must be ordered through Alphabet. All company vans will include air conditioning as a standard option and must be fitted with speed limiters in line with the company s risk management policies Optional Extras Optional extras are only available at certain grades (Director Grade 7 and above). The following criteria must be met: The item must be an approved manufacturer product. The item must be fitted by a manufacturer approved fitter. Authorisation must be obtained from Alphabet before fitting the item. If the item is left on the vehicle at return, the employee will not be reimbursed any monies towards the item. If the employee removes the item from the vehicle before it is returned, any damage to the vehicle must be repaired by an approved repairer, otherwise damage charges will apply. Any accessories must be suitable for the model of vehicle and the employee must ensure that all legal requirements and regulations are complied with, e.g. the rear number-plate of their vehicle must not be obstructed from view. 6

7 3.8. Disqualification Where an employee cannot fulfil their duties after disqualification, the Disciplinary Policy will be followed. As a result, the employee will not be authorised to drive on company business. The Company reserves the right to take disciplinary action and/or terminate your employment without prior notice or payment in lieu of notice if you are disqualified from driving or convicted of a driving offence and driving is a requirement of your role. In order to drive a Company vehicle or receive a car allowance, you must hold a valid UK driving licence or a driving licence which is valid to drive in the UK on a permanent basis. Where an employee can continue to fulfil their duties without driving on company business, the employee can request to have their car benefit reviewed at the end of the period of disqualification Parking, Speeding and Other Traffic Offences Fines are managed on the basis of the chart below. Fine Type Fine Issued to Alphabet Alphabet Action AFN sent Issuing authority action Taylor Wimpey driver action - Dispute or nominate Taylor Wimpey driver action Pay Private Parking Notice Fixed Penalty Notices / Notice of intended Prosecution Penalty Charge Notice (PCN) Issuing authority posts notice to Alphabet as the registered keeper Congestion and DART Charge Transfer Liability Transfer Liability Pay and Recharge Pay and Recharge Reissue the notice to the details provided by Alphabet at the reduced rate An appeal can be raised as soon as the AFN is received Wait for the new notice to be reissued and pay Reissue the notice to the details provided by Alphabet at the reduced rate Wait for notice in driver s name to be received from police and appeal or nominate/confirm the driver If confirmation provided they are the driver, await decision from the police as to the outcome based on licence history Yes Acknowledge payment and close the case. If intended an appeal can be raised as soon as the AFN is received Pay Alphabet Invoice Acknowledge payment and close the case. If intended an appeal can be raised as soon as the AFN is received Pay Alphabet Invoice Vehicle Servicing and Repairs Drivers of a Company vehicle must make sure that servicing is carried out at the right mileage and time intervals in line with the manufacturer s handbook. Failing to do so will affect the safety, reliability, warranty and residual values of the vehicle Storage Cars A storage car is a company vehicle. The rules and guidance given in this policy for company vehicles also applies to storage cars. The Business Unit who originally placed a car into storage remain responsible for all costs associated with that vehicle if allocated for less than 9 months (unless the new business unit is keeping the car until the lease ends), including the storage costs. If another Business Unit reallocates the car for 9 months or over they will pay for the costs until the lease ends. If an employee s current lease ends or they decide to change from car allowance to Company car, they can request to take a storage car which they must retain until the end of its contract. The following will apply: Any upgrade in car will need FD approval. Grade 2 entitlement can upgrade to a grade 3 or grade 4 car 7

8 Grade 3 entitlement can upgrade to a grade 4 or grade 5 car Grade 4 entitlement can upgrade to a grade 5 car Grade 5 entitlement can upgrade to grade 6 Any upgrade involving director level cars (grade 7 and above) must have approval by the Head of Reward & Pensions. Please note that the employee will be liable for BIK in line with the specific vehicle chosen. If an employee is awaiting delivery of a new car on order and need a temporary car, they can request to use a storage car until their new car is delivered Rental Vehicles A rental vehicle is also a company vehicle. The rules and guidance given in this policy for company vehicles also applies to hired vehicles. Vehicle hire can be arranged once approved by the employees Line Manager by calling the Alphabet Helpdesk on A maximum of a K group car (generally Ford Focus/Vauxhall Astra size engine size ) Overseas Travel Permission must be obtained from the company to take a company vehicle overseas. Before the employee travels, they must contact Alphabet to arrange for overseas breakdown and recovery cover; the company s cover is for the UK only. If the employee does not ensure that their vehicle is covered before travel, they will be liable for all the costs involved to recover the vehicle back from overseas. It is the employee s responsibility to ensure compliance with any local requirements when travelling abroad and to meet the additional costs. The company will cover any essential additional costs if the journey is for business purposes Returning Your Company Vehicle Returned vehicles must be clean and tidy inside and out, and any personal belongings are removed. The manufacturer's handbook must be left in the glove box. The key(s) must be returned and there must be a minimum of a quarter of a tank of fuel remaining. When the employee returns the vehicle, an inspection will be carried out and a condition report may be completed in their presence. The employee will be liable for any costs associated with cleaning, lost keys, or damage not considered to be fair wear and tear Fair Wear and Tear Employee Excess Fair wear and tear summarises the degree of deterioration judged to be reasonable when a company vehicle is returned. Any costs that are associated with unfair wear and tear, an excess will be applied which the employee will be liable for. They will have the choice of paying the excess or the actual refurbishment/repair cost, however the company reserves the right to charge the full replacement cost in any case of wilful or reckless damage. Personal responsibility for charges, recovery of charges will be discussed with the employee in advance Terms of Company Vehicle Withdrawal The company reserves the right to withdraw the provision of a company vehicle if the employee: Has not appropriately adhered to this policy. Has been disqualified from driving. 8

9 Is convicted of any serious motoring offence, other than parking and minor speeding offences (e.g. being given 3 points in 12 months). Does not tell their Line Manager of increased points on their own or any Additional Driver s licence. Is involved in an unacceptable number of accidents/incidents (e.g. greater than 2 non recoverable fault accidents in 12 months). Has any medical condition, which their Doctor advises should preclude them from driving. Is summarily dismissed; they will forfeit the use of their company vehicle on the effective date of their termination. The company has reasonable grounds to believe that the employee is unfit to drive. 4. Private Car Drivers This section applies to employees (including temporary, and contract workers) who claim business mileage, specifically: Drive their own car on company business and have been given a car allowance for the purposes of their job. Drive their own car on company business and are not eligible for a company car or car allowance Private Car Drivers The employee s private car must comply with all legal requirements and be suitable to meet the requirements of the job. It should also be safe to drive and be presentable in keeping with the company's image. For guidelines, the vehicle should be no older than 5-7 years with maximum of 120,000 miles. It must be fully serviced and maintained to manufacturer s recommendations on an ongoing basis including replacement of tyres Car Allowance Eligibility If an employee is eligible to receive a car allowance this will be confirmed to them in their terms of employment or offer letter. In order to receive a car allowance, you must hold a valid UK driving licence or a driving licence which is valid to drive in the UK on a permanent basis. If an employee is disqualified for driving, the payment of any car allowance will cease. The Company reserves the right to withdraw payment of a car allowance in any circumstance where the employee s driving behaviour is deemed to pose a risk to the Company, other employees, customers, and the general public Car Allowance Drivers All employees who receive car allowance must complete an e-consent form giving DVLA permission to check their drivers licence. They also need to supply information related to their: Business insurance cover, obtained at the employee s own cost. MOT (if applicable). Car allowances will be reviewed on a regular basis. Any changes will be published, and if there are changes to the car allowances, they will be effective in the month after publication Vehicle Servicing and Repairs Employees should make sure that servicing is carried out at the correct mileage and time intervals in line with their vehicle s manufacturer handbook. Employees who drive their car on business purposes, should note that if their car becomes un-roadworthy it is their responsibility to make suitable alternative transport arrangements to fully meet the requirements of their job. 9

10 5. Tax 5.1. Company Car Driver Employees will pay tax if they or their family use a company car privately, including for commuting. Employees pay tax on the value to them of the company car, which depends on things like how much it would cost to buy and the type of fuel it uses. When the employee receives a new or replacement company car, they are required to inform HMRC. The Company will also inform HMRC on a regular basis of any changes to vehicles issued to employees, but the employee is encouraged to also contact HMRC to ensure any tax is adjusted as soon as possible Private Car Driver Employees who receive car allowance are paid this on a monthly basis as a supplementary payment, with the amount detailed on each month's payslip. These payments are subject to PAYE and NI in the normal way and are not included for bonus or pensionable salary or redundancy calculations. 6. Changes to Personal Circumstances 6.1. Change of Personal Details Employees are responsible for maintaining correct driver details and update any change to name and/or contact details via MyHR Promotion or Change of Job Grade If an employee is promoted and drives a company car, they will not be able to change their car or opt to take a car allowance until their car is reallocated internally or is due for renewal. If they are on a car allowance at the time of promotion/change in job grade, their car allowance will be adjusted up or down on the date that the change becomes effective. If the employee is a Business User moving to a role which is ineligible for a company car, they will, on appointment to their new role, surrender their requirement car Secondments If the employee is seconded to a role that would make them eligible for a business need car, they may be provided with a storage car or the appropriate car allowance. The car will be returned at once or payment of the car allowance will stop, on cessation of the secondment Maternity or other Extended Leave If an employee provided with a company car intends to take maternity leave, they will be able to retain it and may be able to utilise the vehicle during the whole absence period. If they are taking any other extended leave then they will need to check with their Line Manager for details of their entitlements. If an employee with a company van takes maternity leave or extended leave, the van must be returned to the Regional Business unit Car Administrator. If the employee receives a car allowance and intends to take maternity leave, this will continue to be paid. If it is other extended leave then they will need to check with their Line Manager for details of their entitlements. 10

11 If the employee is on long-term sickness absence and their illness prevents them from driving, they may be asked that they return their company vehicle for the duration of their absence Leaving the Company The use of and right to drive a company vehicle will stop on the day that the employee leaves the Company. If an employee leaves the company for any reason then arrangements must be made to return the vehicle before the last date of employment. The employee must make arrangements with the local Car Administrator to surrender the keys prior to leaving. The vehicle should be returned clean and free from damage. An inspection will be carried out and the employee will be liable for any damage or excessive cleaning expenses (see and 3.15.) Part-Time Employees If the employee remains eligible as a part-time employee, and they are provided with a company car, they will not be limited to the days they can use their vehicle on. The eligibility for a company car may be reviewed if an employee goes part time. If the employee receives a car allowance, this will be pro-rated as per their vehicle grade based on the number of contracted hours they work. 7. Contact number Alphabet helpdesk number: Taylor Wimpey/Alphabet Microsite: User Name: taylorwimpey@alphabet.co.uk Password: taylorwimpey For those employees who have a company vehicle, Alphabet should be informed if their contact information changes such as address, or telephone number. 8. Resolution of Disputes If the employee feels they have been unfairly treated with regards to any assessment/financial penalty or matter connected with the policy, in the first instance they must discuss their concerns with their Line Manager. If this does not settle the matter they may raise a Grievance as outlined on the policy page of the intranet. 9. Definitions Driving at Work Refers to the employee driving on Company business and covers all journeys other than to and from their normal place of work. Company Vehicle Is a company car or van that is owned, leased or hired by the Company for employee use but excludes plant machinery. Private Car 11

12 Any car used by a person driving on company business which is not owned, leased or hired by the Company. This also applies to employees who are in receipt of a vehicle allowance. Additional Driver Anyone who is authorised to drive a vehicle owned, leased or hired by the Company who is not an employee. See section 1.4. Car Administrator The named contact located in the Regional Business Unit responsible for administering the Business Unit car fleet. 12