Page 8 - Fleet

Where unusual mileage reporting has been identified, the internal Fraud Team will conduct an informal
investigation with the colleague to understand the mitigation surrounding any inaccurate reporting.

In cases where the investigation deems the unusual mileage data to be a result of poor administration
which has resulted in financial gain for the colleague, colleagues will be required to re-take E-Learning
course 3039. Should a colleague continue to display poor administration resulting in financial gain, this will
be considered as misconduct and will be subject to disciplinary action.

In the case of intentional fraudulent activity is identified, this will be considered as Gross Misconduct, and
colleagues will be subject to formal disciplinary action.

For a list of activity that would be classed as ‘poor administration’ or ‘intentional fraudulent activity’
colleagues are advised to review the TMC Business Mileage FAQs.

8. Vehicle security and maintenance

Manufacturers / Service handbooks
All company vehicles are provided with a manufacturer’s service book and handbook that should be kept in
the vehicle at all times. Colleagues must ensure they remain compliant with the operating, servicing and
maintenance guidance stipulated within the handbook.

Maintenance and servicing
It is a colleague’s responsibility to ensure that their vehicles serviced in accordance with the recommended
guidelines of the vehicle manufacturer. The service intervals will be either mileage based, (prompted by
alerts from the vehicle) or every 12 months. All service and maintenance events should be booked via the
lease company. Any direct dealings with the garage or dealership by the colleague should be minimised.

Vehicle checks
Colleagues are responsible for ensuring that vehicles are roadworthy at all times and should conduct
regular checks, as follows:
Regular Checks (especially before long journeys)
▪ Tyres tread above the minimum 1.6mm
▪ Fully operational vehicle lighting (all bulbs working)
▪ Windscreens, windows and mirrors damage free to ensure good visibility
▪ Sufficient fuel for the journey ahead
▪ Engine Oil to ensure adequate levels and avoid engine damage

Vehicle security
When leaving the vehicle unattended for any period, colleagues must ensure that all windows and doors
are locked and the vehicle fully secured / immobilised.

Items of value such as mobile phones, printers and laptops must always be removed from the vehicle
(regardless of however short a period that the car is left unattended). No items of value should be left in
the vehicle overnight.

Never leave a vehicle unattended with the engine running under any circumstances – including in cold
conditions whilst de-icing windscreens.

When the car is parked at home, colleagues are reminded not to leave their car keys in an easily accessible
position, such as by the front door. It is suggested that car keys are stored in a draw or other location that is
out of immediate sight.

Vehicle Tracking and Dash Cams

7