Page 3 - Fleet

1. Introduction

HSS operates a large fleet of vehicles and it is essential that they be operated in a safe and cost effective
manner. This policy provides guidance on all aspects of company car usage.

2. Entitlement and Allocation of Cars

Vehicle Allocation
Prior to the allocation of any car to a colleague, the requesting manager should confirm the grade of car
that they are eligible for along with any relevant specific requirements for their role. The Fleet and HR
departments will support in this process as required.

Entitlement - Grading
A 5-tier grading system (A to E) dictates the allocation of cars. Each grade has a defined maximum in terms
of monthly lease cost/car allowance.

Justification Car grade
Job need vehicle A or B
Role benefit vehicle A, B, C, D or E

All colleagues entitled to a company car may opt for a car allowance. The amounts paid as car allowance
are subject to regular review.

Specification
All vehicles available within the fleet will be of a minimum specification, which includes:
• 5 seats/4 doors
• Connectivity – Bluetooth
• Satellite Navigation
• Limited Colour options are available: blue, black, silver or grey.
Vehicles can be fitted with either an automatic or a manual gearbox, as long as it is within the maximum
lease cost for that grade. Automatic gearboxes are available in all grades but may not be available in all
models.

Company cars and allowances are non-contractual and HSS reserves the right to alter, withdraw or amend
such agreement car provisions if deemed appropriate, at any time.

Changes in eligibility and transfers

Promotion
If a colleague is in possession of a company vehicle, and receives a promotion, which entitles them to a
higher-grade vehicle, they will retain their current vehicle until end of lease. The only exception here is
where an exchange of cars can be undertaken at zero cost to HSS.

Demotion or change in duties
If a colleague moves in to an ineligible role, or a new role with a reduced level of entitlement, under this
policy, the company reserves the right to withdraw the entitlement, providing the colleague with three
months’ notice.

New starters
If a new colleague joins the business and a vehicle within their nominated grade is not available, they may
be with a hire car or a pool vehicle of a different grade, until an appropriate vehicle can be sourced.

Transferring vehicles between colleagues
Colleagues shall not exchange or transfer company vehicles, without the prior approval from the Fleet
Department. All requests will be considered on a case-by-case basis, with the key focus being on cost.
Colleagues found to be in breach of this, will be subject to formal disciplinary proceedings.

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