Page 7 - Fleet

Record Keeping
It is the responsibility of the colleague who has been allocated a vehicle to keep accurate records of who
has used the car.

Conduct
Colleagues are reminded that when using their vehicle they are expected to behave in-line with conduct
and behaviour guidance at all times. It is imperative that whilst driving all due regard and respect is given to
all our customers, members of the public, suppliers and their property.

Distracted drivers cause over 90% of vehicle incidents. Colleagues should avoid distractions when driving
such as:
• Loud music (this may mask other sounds)
• Trying to read maps / adjust Satellite Navigation
• Handling a phone or tuning a radio
• Eating and drinking

These distractions can be avoided through effective preparation at the start of each journey.

Changes to health
Any eligible colleague who becomes unable to drive a car for medical or other reasons, must immediately
inform their line manager, HR and the Fleet Department, and not attempt to operate a company vehicle.

Colleagues are also required to ensure that any medication, which may affect their driving ability, is
declared, prior to operating any vehicle. It is a colleague’s responsibility to ensure that they are capable of
safely driving in a manner, which does not jeopardise their safety or the safety of others, in-line with The
Highway Code.

Use of private vehicles for business use
Colleagues must consider all avenues of appropriate travel, prior to opting to use their personal vehicle for
business use. Please refer to the Group ‘Hire Car Policy’ for further detail surrounding alternative travel
arrangements. Prior to driving a personal vehicle on behalf of the company, colleagues must ensure that
they possess valid business insurance

7. Claiming business mileage

Colleagues in the Company Car scheme are required to submit their mileage claims through The Mileage
Capture (TMC).

It is important that all colleagues comply with the set guidance when claiming business mileage, and ensure
they familiarise themselves with their responsibilities – including what is considered to be business
mileage, private mileage and permanent workplace.

Colleagues are advised to read the following documents and e-learning prior to submitting their first
mileage claim:

- Claiming Business Mileage - Company Car Users (3039), Learning Lab
- Claiming Business Mileage Guidelines
- TMC BC Mileage Capture User Guide
- TMC Business Mileage FAQs

The above guides can be found on the Fleet pages of HSSWorld by clicking here

The Fleet Department will undertake monthly internal audits utilising TMC reports to ensure continued
best practice from company car users and identify any unusual mileage data.

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