Driving For Work Policy

Policy Statement

The Health and Safety Executive has recognised that driving for work is one of the most dangerous things many workers will do. It is estimated that up to a third of all road traffic incidents involve someone who is ‘driving for work’ at the time. This may account for around 12 fatalities and 150 serious injuries every week. Each year in Great Britain there are over 35,000 injury collisions that involve someone who was driving for work at the time.

Next Generation Utilities is committed to managing their road risk and delivering its legal and moral obligations regarding employees driving for work to ensure they get home safe and well at the end of each day. Driving for work refers to any work carried out on behalf of Next Generation Utilities that involves an employee driving a vehicle and covers all journeys other than to and from the employee’s normal place of work.

Many vehicles used for work journeys are supplied by the employer, but there are also vehicles used for work that are owned, leased, or hired by individual members of staff. These are called “grey fleet” vehicles and drivers. Next Generation Utilities owes the same duty of care under health and safety law to grey fleet drivers as they do to employees who drive company owned, leased, or hired vehicles.

Next Generation Utilities requires any employees who drive for work to comply with safe driving guidance and always follow the Highway Code. There is no requirement or expectation that an employee, regardless of their position, will break any road traffic law while driving on work journeys. There is no business activity that justifies placing an employee or others at risk of a road collision.

All employees who drive for work on behalf of Next Generation Utilities have a legal duty, under the Health and Safety at Work Act 1974, to comply with this driving for work policy while doing so.

Non Compliance

Employees who drive for work will be responsible and accountable for their own actions when driving for the purposes of work. Should Next Generation Utilities receive information that an employee may have breached this policy, an internal investigation will be carried out which may lead to disciplinary action being taken, including the possibility of termination of employment.

Policy Monitoring

This policy was last reviewed on 17/03/2026 by Carl Finnigan, Fleet Manager.

Next Generation Utilities reserves the right to amend policy requirements relating to employees who drive and vehicles which are being used for work purposes.

This policy will be formally reviewed and updated by on at least an annual basis, or sooner if deemed appropriate, or by reasonable request.

Driving Licence Checks

The Road Traffic Act 1988 states that as well as it being an offence for a driver to drive without a valid licence, it is also an offence for a person or organisation to permit a driver to drive without a valid licence. All employees who are engaged in work-related driving must:

• be holders of a full current driving licence, valid in the UK, for the category of vehicle which they are driving (including automatic or manual).
• notify their line manager immediately if their licence has expired, been suspended, revoked, or cancelled, or has had any limitation placed upon it.
• notify their employer immediately of any driving endorsements or prosecutions, including any that are accrued while driving a private vehicle, as this could affect any relevant insurance policies in place.
• notify the DVLA immediately of any changes to their name or address.
• allow their licence to be checked on a regular basis.

Next Generation Utilities will carry out checks of driving licences for all employers who are required to drive on company business. Employees are required to provide details to facilitate the checking of their driving licence against the DVLA database.

Fitness To Drive

A person’s fitness to drive can be affected by a medical condition, by temporary illness and by the environment in which they work, drive and live. Health impairments – including stress, sleep disturbance, migraine, flu, severe colds, hay fever – can lead to unsafe driving. Sometimes, the treatment for these conditions can also impair driving. Employees must ensure they are fit to drive before embarking on any work journey.

Eyesight

Employees driving for work are required to meet the minimum eyesight standards which involve being able to read an unfamiliar number plate from a distance of 20 metres (about 5 car lengths). Failure will result in the employee being stopped from driving on company business until they can demonstrate they meet the required minimum standard.

Medical Conditions

Employees should only drive when fit to do so. They should report to their manager any new condition, or a change in their health and wellbeing which may affect their ability to drive safely. Employees should make themselves familiar with Notifiable Conditions which must be reported to the DVLA.

Impairment

Driving under the influence of drink or drugs is against the law. It is extremely dangerous and can seriously impair judgement and reactions leading to an increased risk of incidents and vehicle collisions.

No employee should attempt to drive whilst impaired or consume alcohol or any unlawful drugs in the workplace during work time or during a period prior to work where they may still be under the influence of alcohol and drugs effects which may carry over to the working hours.

Employees should also be mindful that many prescription medicines can cause drowsiness and affect the ability drive. If you are prescribed any drugs or medication, you should make your doctor aware that your job entails driving and ensure that you are aware of any restrictions on driving that are advised when taking the drugs or medication. Read any notes accompanying such medicines carefully and advise your manager if you think your driving may be affected.

The driver of a vehicle found to be over the drink-drive limit, and/or driving while impaired by drugs, can receive a criminal record, an unlimited fine, imprisonment, and an automatic driving ban. Driving while impaired by drink or drugs will be treated as gross misconduct and dealt with through the normal disciplinary process which could include termination of employment.

Fatigue

It is estimated that 20% of road collisions are a result of driver fatigue. Lack of sleep, or poor sleep can impair performance to the same extent as being over the legal alcohol limit. Employees should only drive when fit and healthy to do so which includes having had adequate sleep. Employees are expected to take adequate rest breaks during a journey – typically a 15-minute rest for every two hours of driving.

Whilst it is not an offence to drive tired, if tiredness is suspected to be the cause of a crash, the police can investigate all aspects relating to the driver of the vehicle. In a fatal incident, the driver could be charged with death by dangerous driving or death by careless driving, with a maximum penalty of 14 years in prison.

Wellbeing

All kinds of personal stresses can affect your ability to concentrate and drive safely. Financial worries, health issues, relationship problems and family situations such as a new baby can all understandably have a hugely distracting effect. If a personal situation is affecting your ability to concentrate while driving, please talk to your manager.

Driver Competence

In addition to holding a valid licence, employees must also be deemed competent to drive and given the necessary skills to drive in a safe and secure manner considering the potential range of vehicle types they may drive and activities they may conduct. This is specifically important for activities involving use of commercial vehicles, towing and individuals who drive long distances on company business. The company may occasionally require drivers to undertake additional training or refresher training.

Vehicle Roadworthiness

A roadworthy vehicle is one that is safe to drive with all its safety-critical and other important elements in good condition and working order.

Drivers should conduct a walk around check of their vehicle to ensure there are no safety defects. A helpful aide is to remember the acronym POWDER: – Petrol (fuel) – Oil – Water – Damage – Electrics – Rubber. When checking tyres, ensure they are the correct pressure, do not have any cuts, bulges or other damage such as nails or screws, and that they have sufficient tread depth. The legal minimum tread depth for cars, vans and other LCVs is 1.6mm across 75% (three quarters) of the width of the tyre. Tyres should be replaced BEFORE they are at the legal limit.

Drivers of Company vehicles are required to complete a daily vehicle check form and to carry out basic maintenance on their vehicles, such as ensuring oil, coolant levels, tyre tread and pressures etc. are all correct. A tyre tread depth gauge will be issued at induction and it is your responsibility to replace if lost or broken.

Check the windscreen for any damage. Many chips can be repaired however, for damage larger than 10mm directly in front of the driver, the law usually requires the windscreen to be replaced.

5.3 Any defects identified must be reported to the Fleet maintenance company immediately, who will ensure the fault is addressed. As soon as the defect is found, the employee must also record the defect on the relevant forms: – Fleet maintenance company (To have the issue addressed) – Daily vehicle check (Must be completed each day and add notes if ‘No’ is selected to any of the checks) – Minor damage report (Complete this form to internally log the damage – to be used if no other vehicle, person or property has been damaged) – Vehicle accident/incident record form (Follow the accident process and complete this form to internally log the accident – to be used if another vehicle, person or property has been damaged) Repair costs may be deducted from the driver once investigated. If insurance is involved, then the excess amount may be deducted from the driver once liability is finalised.

Driving a vehicle with major defects is a serious offence and can result in harsh penalties. The penalties a driver may receive for driving a defective vehicle will range depending on the type and severity of the offence. Any such penalties are the responsibility of the driver. If the vehicle’s condition causes the driver to have a collision, they could face additional charges and penalties.

.4 Verbal reporting of a defect without completing the relevant form is not acceptable.

5.5 All drivers of Company owned, or leased vehicles must complete and record a daily vehicle check before the vehicle is used. The form must be submitted upon completion and any concerns addressed prior to using the vehicle.

5.7 Passengers must be employees or authorised.

5.8 No animals are permitted in Company vehicles and may invalidate the insurance.

5.9 Vehicles must be kept clean and tidied and will be subjected to a monthly vehicle inspection. A cleaning fee may be applied if a vehicle is returned in an unacceptable condition.

5.10 Lost or damaged keys may be deductible from the driver after investigation.

5.11 Speed limits must be followed at all times and lower speeds considered in some circumstances (i.e. Weather conditions, volume of traffic, busy pedestrian/school areas).

5.12 Keep a safe distance from the vehicle in front. National Highways recommends keeping a gap of at least two seconds from the vehicle in front in normal driving conditions. Stopping distances are doubled in wet conditions and are ten times greater in icy conditions. Vehicle weight should be considered also

Safe Loads

Insecure loads pose a significant risk to other road users and incidents involving insecure loads can easily result in loss of life or life-changing injuries. The Driver & Vehicle Standards Agency (DVSA) and the police have powers to issue fines to any driver in charge of a vehicle that is overloaded or if the load is insecure.

The load on a vehicle is not just restricted to goods being carried. The load is anything being carried on and in the vehicle including tools, equipment, machinery, load restraint equipment, signage, raw materials, samples, and baggage. All can be classified as being part of the load being carried and must be safely and securely fixed to and/or in the vehicle.

Employees required to drive for work purposes will attend and comply with any training provided around safe and secure loads. They will check and ensure that ‘their load’ is within load limits and securely fastened before commencing a journey, and then again during a journey when any part of the load has been moved or removed. They should report any incident and near miss to their manager, that involves the safety and security of their load.

1 Any items carried in or towed by the vehicle must be adequately secured and special care must be taken in loading and securing equipment.

Vehicle Cleanliness

It is the responsibility of the driver of the vehicle to maintain the vehicle being driven for work in a high standard of cleanliness both internally and externally. The dashboard must be kept free of loose items including including paperwork, food, litter and/or tools and equipment. The rear of the vehicle must be kept free of debris and maintained in a clean, organised, and presentable state.

Vehicle Security

When driving a company-supplied vehicle for work purposes, employees are held responsible for its keys and security. Vehicle keys should never be left unattended in public and, when at home, keys should be kept out of sight and out of reach. Keys should be kept away from the front door to prevent remote vehicle theft where possible. Vehicles must always be locked when not in use and any security device fitted to or supplied with the vehicle must be activated. Vehicles should be parked in a place that is well lit and where possible, the use of security patrolled car parks, or those covered by CCTV are preferred.

 Do not leave any valuables such as mobile phones, laptops, tablets, tools or confidential paperwork on display and remove these when vehicle is unattended. Private property is left in vehicles at the driver’s own risk and is not covered by the Company motor insurance.

Engine Idling

Next Generation Utilities is committed to protecting air quality by reducing the environmental impact of their operations in relation to engine idling by employees in company vehicles or in private vehicles being used on company business. Vehicle exhaust emissions from idling vehicles contributes significantly to air pollution which impacts on health, economic growth, and quality of life.

The driver of any vehicle being used on company business will:

• turn the engine off when a vehicle is stationary for more than 1 minute and only restart when they are ready to drive away.
• not use the engine to pre-heat the vehicle unless necessary due to safety considerations or weather conditions.
• always turn off the engine when on a break, loading or unloading.

Engines may remain switched on to perform a pre use walk around check, for the safety of the vehicle occupants, or when unforeseen emergency circumstances arise.

Private Use Of Company Vehicles

Commercial vehicles must not be used for private journeys. No company-supplied vehicle may be raced, rallied, or otherwise used in a non-business- related, off-road environment.

Anyone driving on Company business must have Company authority to do so. Such authority can only be granted by the Fleet Department. To be considered for authorisation, a driver’s declaration form must be completed annually and meet the following criteria:

2.1.1 approved by the Fleet Department to drive a vehicle on Company business;

2.1.2 licenced, competent, and sufficiently experienced to drive the type of vehicle being used;

.1.3 hold a full, current, and valid driving licence appropriate to the type of vehicle being driven (e.g. minibuses, buses, and vehicles over 3.5 tonnes are subject to special licensing regulations);

2.1.4 not be suffering from any health condition or infirmity or on any medication which may affect your ability to drive safely.

2.2 Subcontractors may drive a vehicle on Company business subject to the same criteria as specified for employees.

2.3 Company vehicles are to be used for business use only – no personal use is permitted unless authorised.

2.4 It is your responsibility to undertake regular routine eye tests to ensure your vision is fit to drive.

Towing

Employees being asked to tow a trailer or equipment should ensure that their driving licence allows them to do so legally.

Drivers should be competent at correctly hitching the trailer, checking the trailer before use including tyres, electrical and brake connections, ensuring loads are safe and secure, and manoeuvring/reversing the trailer. Drivers without this competence should seek additional training from their manager before towing on behalf of the organisation.

Employees towing a trailer or equipment should familiarise themselves with the relevant changes in speed limits and permitted motorway lanes while towing, along with the permitted weight limits for their vehicle/trailer combination. They should also remember to allow additional time for slowing down and manoeuvring their vehicle when towing.

Journey Planning

Any journey should be reviewed, and a decision made as to whether the journey by road is necessary, whether it can be made by rail or air travel, or replaced with remote communications.

Where road journeys are required, driving during the higher-risk periods of 02:00-06:00 and 14:00-16:00 should be minimised or avoided altogether. Journey routes should be planned to use the highest quality roads, such as motorways and dual carriageways where possible.

No employee should be required to drive continuously for more than 2 hours without at least a 15-minute break. Breaks and break locations should be planned in advance. Where employees are planned to travel a long distance to a work location at the beginning or end of the day, or if travel time risks making the working day unreasonably long, employees can discuss with their manager the requirement to arrange overnight accommodation to avoid driving tired.

11.1 Appointments are scheduled to a realistic timetable and are planned to consider the essential need for adequate rest periods. Any employee who feels that their timetables/schedules are unrealistic must voice their concerns with their Line Manager as soon as possible. 11.2 Drivers must ensure that their personal lives do not cause them to come to work tired. Driver fatigue is a well-known cause of accidents. 11.3 Ensure you have any required medication with you. Keep a supply of food & water to keep you hydrated. 11.4 Food and drink should only be consumed whilst the vehicle is stationary. 11.5 Excessive idling has a negative impact on the environment and causes unnecessary additional fuel costs. Idling should be kept to a minimum and will be monitored.

Safe Driving

It is important that all drivers of vehicles are aware of the requirements and any updates to The Highway Code, and that they are considerate to other road users and understand their responsibility for the safety of themselves and other road users.

Employees who drive for work are required to apply safe driving behaviours and techniques to help reduce their risk of collisions and incidents. When driving, they should remain a safe distance from the vehicle in front, stay alert and ready to anticipate changes to road and weather conditions.

On no account should employees driving for work become involved in incidents of road rage or intimidation of other road users.

Safe Speeds

One of the most significant risks drivers face, and create, is driving at inappropriate speeds on work-related journeys. This includes both exceeding the speed limit and driving within the limit but still too fast for the road and weather conditions.

Every year, over 200 people are killed in crashes involving someone exceeding the speed limit and over 100 people die in crashes involving someone travelling within the speed limit but too fast for the conditions. Speed limits are a limit, not a target.

Employees who drive for work should know the speed limits for the type of vehicle they are driving and road they are travelling on and understand the importance of staying within speed limits. Van drivers should remember that the applicable speed limit for a van is often lower for that of a car. Drivers should notify their manger immediately of impending prosecutions and penalties associated with unsafe driving, including speeding, whether these resulted from at-work or personal driving.

No employee driving for work should ever drive faster than road conditions safely allow and should always obey speed limits. Employees driving for work are expected to always drive safely, responsibly, and legally.

The minimum penalty for speeding is a £100 fine and 3 penalty points added to a driving licence.

Seatbelts

It has been a legal requirement for drivers and passengers to wear seat belts since 1983. The minimum penalty if caught not wearing a seatbelt is a fine of £100, rising to £500 if the case goes to court.

Seat belts are the best protection against injury or death in a crash. Wearing a seat belt reduces the chance of serious injury or death by 40% to 60%. People thrown from a vehicle are 4 times more likely to be killed than those who were wearing a seat belt and remain inside the vehicle. Seat belts should be worn by both drivers and passengers while traveling for work in any vehicle, whether company-operated or privately-owned. The driver of the vehicle is responsible for enforcing seat belt use by all occupants.

Where medically exempt from wearing a seat belt, a Certificate of Exemption from Compulsory Seat Belt Wearing should be obtained from a doctor. A copy must be presented to the Manager and a copy kept in the vehicle being driven to present to the police if stopped.

Driver Distraction

The use of a handheld mobile device in any vehicle whilst driving is illegal and employees face prosecution if caught doing so. Police can issue a fixed penalty notice (£200 fine and 6 penalty points) or summons the driver to court where they are likely to receive a more stringent penalty on conviction. Please note that any such penalty could affect your employment.

The use of hands-free mobile devices in all vehicles being driven for work is permitted though, while legal, hands-free use is not risk-free; using a hands-free device when driving creates an avoidable distraction that affects a driver’s ability to concentrate and impairs their reaction times.

Drivers are permitted to use mobile phone devices with hands-free access, as long as they do not hold them at any time during usage. Hands-free access means using:

• a dashboard holder or windscreen mount
• a Bluetooth connection to the vehicle (earphones are not permitted)
• voice activation

A hands-free device fitted to the windscreen must not block the driver’s view of the road and traffic ahead. Drivers must always stay in full control of their vehicle. The police can stop drivers if they think they are not in control because they are distracted, and they can be prosecuted.

Note: It is illegal to stop on the hard shoulder of a motorway to make or take a call.

8.1 All destinations should be entered while the vehicle is stationery in a safe place. All drivers should stop if it is necessary to take their eyes of the road to check routes. 8.2 They should be positioned so as not to impair vision or cause injuries in the event of a collision. 8.3 All vehicle distractions should be kept to a minimum, e.g. loud music.

Driving in Adverse Weather

Weather can be unpredictable and can change quickly. When it does, the risk of a serious collision occurring substantially increases. Driving in adverse weather conditions can be extremely dangerous and can affect a drivers’ awareness and concentration as well as their ability to drive safely.

Before commencing any journey, employees who are required to drive for work should always consider the weather conditions and potential for changes and deterioration in weather. They should adjust their driving style to the weather and road conditions at the time. Fuel levels should be checked at the start of a journey to ensure there is sufficient to complete the journey, and employees should have access to a fully charged mobile electronic device to provide updates to their managers if they need to postpone journeys or change routes when the police and travel organisations advise against road travel due to weather conditions.

If poor weather is expected, the necessity for the journey should be considered. Employees who still need to drive should ensure they have appropriate clothing to stay warm and dry, plus food and water in case of travel delays.

Employees driving for work should also have with them an up-to-date list of breakdown and emergency contact numbers.

17.1 It is crucial that daily vehicle checks are conducted, and any issues are reported to ensure that the vehicle is maintained and prepared for bad weather. 17.2 Make sure you have adequate cold weather protection & emergency supplies of food and water kept on your van. 17.3 Stopping distances increase in poor road conditions so this should be considered when

driving and a safe distance from the vehicle in front must be maintained at all times.

Passengers

For safety and insurance reasons, under no circumstances are employees permitted to allow unauthorised passengers in any vehicle being used for work purposes. Employees are not permitted to pick up hitchhikers in a company vehicle, and employees using their own vehicles for work are not permitted to pick up hitchhikers while driving on company business.

The driver of the vehicle is responsible for the safety and conduct of everyone in their vehicle. If the carrying of passengers is permitted by management, the number of legally permitted passengers is not to be exceeded in that vehicle and seat belts must be used, unless medical exemption certificates apply.

The carriage of children, dogs or any other animal in a vehicle being used for work purposes is not permitted.

Smoking

Under the 2006 Health Act, smoking is banned in the workplace, and any vehicles being used for work. Smoking by either driver or passengers is not permitted in any vehicle while traveling on official company business. This includes vehicles allocated to a single person. This policy includes the use of e-cigarettes and vapes. Employees and their passengers who smoke in work vehicles are breaking the law and can be fined.

18.1 Smoking is not permitted in any Company provided vehicle. A cleaning charge will be levied by the Company if anyone is found to be in breach of this clause and they may face disciplinary action.

Fines And Penalties

Any employee who is caught and prosecuted by the police for unsafe and dangerous behaviour while driving a vehicle for work, will be responsible for any fines, administration charges and subsequent penalties imposed. Parking fines are the responsibility of the driver and not the employer. Licence endorsements may affect the insurance of the driver concerned and mean they are unable to continue driving on behalf of Next Generation Utilities.

3.1 Parking fines, congestion charge fines, fines related to traffic offences and administration charges should be dealt with immediately as per the PCN process. An image of the front and back of the PCN must be emailed to fleet@next-gen.uk the same day the PCN is issued to the vehicle.

The PCN will be paid or appealed if sufficient information is provided; however, a deduction may be applied to the driver if processes have not been followed correctly. Authorisation to park must be requested from your Line Manager if you attend a job and require parking in a manner that may incur a PCN, e.g. illegally/ in a permit holder only area, use a prohibited road, etc. as per the PCN Process.

3.2 There is no guarantee that a PCN can be appealed due to hire company systems.

3.3 Offences will be reported to the Company or the hire vehicle company in the first instance (e.g. speeding and other offences caught by camera), and the Company has a legal obligation to provide, when requested, the full name and address of the driver at the time of the alleged offence.

3.4 The Company reserves the right to deduct all costs incurred as a result of a driver\’s infringement of the Road Traffic Act and applicable Road User Regulations. This may include any associated administration fees which have been charged to the Company.

3.5 Parking paid for during business use will be reimbursed in-line with the Expenses Policy.

3.6 Any use of toll zones or crossings must be reported to fleet@next-gen.uk to prevent a PCN being issued. You must ensure your vehicle is registered for any toll accounts prior to crossing. If this is not followed, any charges may be deducted from the driver.

Breakdowns, Punctures And Glass Repair

16. Emergency Procedures 16.1 Breakdown 16.1.1 If possible, avoid stopping in dangerous places such as roundabouts and corners; 16.1.2 Switch on your hazard lights; 16.1.3 If it is safe to do so, drop your speed, continue driving and try to pull off the road completely, or onto a straight section of road; 16.1.4 Do not attempt to fix your vehicle yourself by the roadside. Report to the Fleet maintenance company and inform your Line Manager; 16.1.5 Switch off your engine, wait in a safe place and call for help; 16.1.6 It is recommended to use What3Words to determine your precise location. If your vehicle develops a problem on the motorway: 16.2.1 Leave at the next exit if possible and stop at the next service area; 16.2.2 If you must stop immediately, pull onto the hard shoulder, and stop with wheels turned to the left, away from traffic; 16.2.3 Park as close to the left as possible and try to stop near an emergency phone; 16.2.4 Put on your hazard lights and turn on side lights in poor visibility; 16.2.5 NEVER attempt repairs yourself. If you must stop on the hard shoulder: 16.3.1 Get out of the vehicle and make sure you and all passengers exit the vehicle on the left-hand side; 16.3.2 Walk off the road – up the embankment if there is one, or climb over the crash barrier to a safe area if possible; 16.3.3 NEVER try to cross lanes to the other side of a motorway; 16.3.4 Carry a charged mobile phone while driving, warm and high visibility clothing, a torch, water and emergency food supply; 16.3.5 Report to the Fleet maintenance company and your Line Manager and await instructions. If involved in an accident (RTA) 16.4.1 Stop your vehicle in a safe location; 16.4.2 DO NOT admit liability; 16.4.3 Call the emergency services if anyone is injured. If the police attend the scene, note the reporting officer’s name, identity number, station and any reference numbers; 16.4.4 Note information about the accident, exchange details with third parties (Name, Vehicle registration and insurance details) and take contact details of any witnesses; 16.4.5 If safe to do so, capture images of the scene from different angles, ideally before any vehicles are moved in order to help with the investigation; 16.4.6 Take additional images of all vehicles involved showing all visible damage sustained. Ensure registration plates are captured on at least one image of each vehicle involved; 16.4.7 Any additional costs resulting from a failure to promptly report accidents and facilitate swift repair may be passed back to the driver; 16.4.8 Contact your Line Manager as soon as you are able; 16.4.9 An accident report form must be completed as soon as possible with full details and images attached. You must comply fully until investigation is complete and liability decided.

Damage Or Theft While Parked

If your vehicle is damaged or stolen while unattended, call your manager for further instructions.

Collisions

After any accident or collision YOU MUST STOP. Failure to stop at the scene of an accident is a criminal offence. If you are involved in a collision that results in injury to a third party, you are required by law to contact the emergency services immediately by telephoning 999. If nobody has been injured and your vehicle is not causing an obstruction, you are not required to call the emergency services.

If it is possible to move your vehicle to a safe location at the side of the road you should do so and switch off the engine. Move all uninjured passengers to the side of the road. If you are on a motorway, ensure everyone remains behind the safety barrier. Do not attempt to move injured passengers unless they are in danger – wait instead for the paramedics to arrive. If a motorcyclist is involved, do not attempt to remove their crash helmet.

Do not admit any liability for the collision or enter into any discussion other than to exchange the details required to report the accident to your insurance company and your employer.

If possible, and without putting yourself in danger, take photos of the accident and any damage to the vehicles involved. You should also take photos of any road or landscape features that may have contributed to the collision.

You will need to complete a full report of the incident including a diagram of the vehicles showing how the accident occurred, why it occurred and what damage resulted.

Clear any debris to the side of the road so it doesn’t present any danger to other road users but DO NOT try to recover any debris if you are on a motorway. If your vehicle is drivable, you may now continue your journey.

Incident Reporting

All work-related road incidents and near misses (including damage-only ones and ones involving privately owned vehicles when they are used for work) should be reported as soon as it is safe to do so. Prompt and accurate reporting and recording of work-related road incidents, and near misses help to keep employees safe and reduce the likelihood of similar incidents occurring again.

Incidents involving a company-supplied vehicle must be reported to the Manager or the organisation’s appointed accident management agent immediately where possible or, at the latest, within 24 hours.

An incident is an event that resulted in personal injury to an employee or another person, or resulted in property or vehicle damage, or a dangerous occurrence. This could include a motoring offence, a crash or collision involving a vehicle being driven for work, or a vehicle breakdown. A near miss is a dangerous occurrence that had the potential to result in personal injury to a staff member or another person, or to result in property damage.

Please note that if you use your own car for work, the organisation’s legal duty of care to ensure the safety of the driver, the vehicle and journey remain the same. Grey fleet drivers should make themselves aware of all the company policies relevant to driving for work and ensure they always comply with them.

Grey fleet drivers must ensure:

• They are fit to drive.
• They hold a valid driving licence for the vehicle being driven, and provide permission for the employer to check this licence directly with DVLA.
• The vehicle is appropriate for the journey and use, taxed, MOT’d and serviced in line with manufacturer recommendations.
• They hold appropriate and valid insurance cover for business use.
• They can produce documentary proof of the above, on request.
• The vehicle is regularly checked to ensure its roadworthiness and a walk around safety check is conducted prior to starting any long work journey.
• They will notify their Manager if they are unable to use a vehicle which meets the minimum safety standards required.
• They will notify their Manager of any Notice of Intended Prosecutions and collisions they are involved in whilst driving, especially whilst on a journey for work purposes.
• They co-operate with company rules and policies when using their own vehicle for work.

6.1 Any employees driving their own vehicle on behalf of the Company will be required to present their insurance certificate and MOT certificate (if applicable) on an annual basis. The employee must ensure that their vehicle is insured for business use. 6.2 Any employee driving their own vehicle must ensure that it is always kept in a safe and roadworthy condition. The management accept that employees may be without their vehicle when repairs are necessary to keep the vehicle in a safe and roadworthy condition. However, employees must give as much notice as possible so that alternative arrangements can be made

Senior Managers, from the head of the organisation down, will provide a safe working environment through the provision of well-maintained vehicles that are fit for purpose. They will lead by personal example when driving themselves and not tolerate poor driving practice among colleagues.

Managers should ensure work duties and practices are not planned that pressurise employees into driving in an unsafe or illegal manner and will challenge any unsafe attitudes and behaviours, encouraging each other to drive safely. They will co-operate with the monitoring, reporting and investigation procedures following a reported incident of non-compliance with this policy.

Office-based employees will inform their manager of any information or concern regarding the health, wellbeing and safety of an employee who is required to drive for work and maintain complete and full records for employees and vehicles being used for work journeys. Office-based employees must be aware of the company. policy on mobile phone use while driving and not put colleagues who may be driving at risk in this way.

Employees who drive for work should make themselves aware of and comply with all company policy and procedures relating to driving for work. They should raise concerns to their manager around anything that may affect their ability to drive safely and co-operate with any investigation procedures regarding reported incidents that may involve them.

If there is anything in this policy document that you do not fully understand, or would like clarification on, please contact your line manager or the policy owner.