This Policy sets out the responsibilities of employees who are provided with a company vehicle as part of their role of employment. When driving, using, or being in possession of a company vehicle, employees and authorised drivers are fully responsible for the care, condition, lawful use, and compliance requirements associated with that vehicle.

By accepting the use of a company vehicle, you confirm that you have read, understood, and agree to comply with this Policy, the Employee Handbook, and all associated Company policies and procedures, including but not limited to fleet management, driving standards, health and safety, expenses, conduct, fines, deductions, asset management, and insurance requirements. Failure to read or understand these documents will not be accepted as a defence against non-compliance.

You further acknowledge and agree that any costs incurred as a result of failure to comply with these requirements may be recovered from you, where the Company deems this appropriate.

Vehicle Usage

As an authorised driver of a company vehicle, you must be the sole driver of that vehicle, unless prior written authorisation is given by the Company. No other individual is permitted to drive the vehicle under any circumstances without explicit approval.

You must use the vehicle in a lawful, responsible, and professional manner at all times and in accordance with Company policies and road traffic legislation.

Vehicle Schematics

When issued with a company vehicle, you are required to complete an Issue Vehicle Schematic jointly with a competent and trained ABCA Group employee. This schematic must accurately record the condition of the vehicle, any existing damage, vehicle attributes, and all tools or equipment issued with the vehicle.

When the vehicle is returned, a Return Vehicle Schematic must be completed jointly with a competent and trained ABCA Group employee. This will identify any new damage, confirm the presence of all vehicle attributes, and record the return or removal of tools and equipment.

The vehicle must be returned to the place of issue in the same state of repair and cleanliness as when it was issued, allowing for fair wear and tear. Where additional cleaning, repair, rectification, recovery, or collection is required, you may be liable for the associated costs.

Any damage incurred whilst the vehicle is in your possession will be investigated to establish how the damage occurred. Where you are found to be responsible, you may be liable for the full cost of repair and or recovery.

Failure to report damage promptly or failure to record damage accurately on the return vehicle schematic may result in the damage being deemed uninsured. In such cases, you may be liable for the full cost of repair, with no financial cap.

Where an insurance claim is submitted and you are deemed liable, you will be responsible for an insurance excess of £1000. Where damage is reported correctly and procedures are followed, your liability will be capped at £1000 or less, depending on the repair cost. Where damage is not reported in line with Company procedures, there is no cap on the cost you may be required to repay.

ABCA Group accepts no responsibility for personal items left within company vehicles. You are advised not to leave personal belongings or company equipment visible within the vehicle. Where company equipment is stolen and reasonable care has not been taken, you may be liable for replacement costs.

Vehicle Tracking

You must comply with any Company requirement for a vehicle tracker to be fitted at the Company’s expense. You must not tamper with, interfere with, disable, or obstruct the operation of the tracking device.

Any tampering or interference with vehicle tracking systems, including attempts to falsify journey records, may result in disciplinary action up to and including dismissal for gross misconduct.

Vehicle tracking data will be used for legitimate employment-related purposes only, including wage accuracy, private mileage deductions, operational management, job allocation, lone worker monitoring, and investigations into unauthorised vehicle use. Data may be visible to the tracker provider but will not be actively shared with third parties without lawful justification.

Vehicle Related Fines, Penalties, and Charges

When driving or being in possession of a company vehicle, the onus for all motoring, parking, congestion, toll, clean air zone, low emission zone, and vehicle-related offences rests solely with you as the authorised driver.

You are personally liable for all fines, penalties, charges, enforcement notices, and any associated points or sanctions incurred whilst the vehicle is in your possession, regardless of whether these are issued directly to you or to ABCA Group as the registered keeper of the vehicle.

Where ABCA Group pays any fine, penalty, or charge on your behalf to prevent escalation, enforcement action, or additional costs, you expressly authorise the Company to recover the full amount from your salary or any other monies owed to you, in accordance with the Employment Rights Act 1996 and as permitted under your contract of employment.

Deductions may include, but are not limited to, the original fine or penalty, escalation charges, administration costs, recovery costs, and any additional fees incurred due to late notification or failure to follow Company procedures.

You must notify the Company immediately if you receive a ticket, notice, or correspondence relating to a vehicle offence. Failure to do so may result in you being liable for increased costs and may be treated as a breach of this Policy and the Employee Handbook.

Where speeding or similar offences are issued directly to your home address, this remains your responsibility to manage, respond to, and pay. You must inform Fleet immediately of any points, endorsements, or disqualifications so that the Company’s insurers can be notified.

Driving records may be checked periodically, and you are required to provide accurate information when requested.

Vehicle Maintenance

The company vehicle remains your responsibility whilst in your possession. You must keep the vehicle clean, tidy, and roadworthy, and carry out daily checks including oil, water, tyre pressures, and general condition.

You must ensure the vehicle is presented for servicing, inspections, MOTs, and repairs when prompted and in line with manufacturer recommendations and Company requirements.

Fuel Cards

Fuel cards must only be used for authorised business purposes. Any misuse, including unauthorised personal use, may result in disciplinary action up to and including dismissal for gross misconduct, and recovery of associated costs.

 

Declaration

I confirm that I have read, understood, and agree to comply with this Policy in full, together with the Employee Handbook and all associated Company policies and procedures. I understand that it is my responsibility to familiarise myself with these documents and that failure to read or understand them does not remove or reduce my obligations.

I acknowledge and agree that vehicle tracking data will be collected, stored, and processed for legitimate employment-related purposes, including but not limited to fleet management, wage and mileage accuracy, operational planning, lone worker monitoring, investigations into unauthorised vehicle use, and compliance with legal and insurance requirements. I consent to such processing and understand that tracker data may be accessed by authorised parties where there is a lawful and employment-related reason to do so.

I confirm that, as an authorised driver, I am solely responsible for all motoring, parking, congestion, toll, clean air zone, low emission zone, and vehicle-related fines, penalties, charges, enforcement notices, and any associated points or sanctions incurred whilst a company vehicle is in my possession, regardless of whether such notices are issued directly to me or to ABCA Group as the registered keeper.

I agree to notify the Company immediately upon receipt of any fine, notice, prosecution, endorsement, or driving disqualification. Where ABCA Group pays any fine or charge on my behalf to prevent escalation or enforcement action, I expressly authorise the Company to recover the full amount from my salary or any other monies owed to me, including any associated administration, escalation, or recovery costs, in accordance with the Employment Rights Act 1996, my contract of employment, and applicable legislation.

I confirm that I will drive at all times in accordance with the Road Traffic Acts and all applicable regulations, observe all speed limits, and operate company vehicles in a safe, lawful, and courteous manner. I understand that careless, negligent, or reckless driving, including exceeding legal speed limits or misuse of a company vehicle, may result in disciplinary action.

I acknowledge that serious breaches, including reckless driving, driving without due care and attention, repeated offences, or conduct placing the Company, its employees, or the public at risk, may constitute gross misconduct and may result in dismissal without notice and or withdrawal of authorisation to drive a company vehicle.

I understand that where driving forms an essential part of my role, any loss of licence, endorsement, or disqualification may impact my ability to continue in my role. I acknowledge that the Company is under no obligation to provide alternative employment in such circumstances and that my employment may be terminated where I am no longer able to fulfil the requirements of my role.

I acknowledge and agree that responsibility for the lawful use, condition, security, and return of any company vehicle rests with me. I understand that I may be held personally liable for costs arising from damage, loss, incomplete or inaccurate vehicle schematics, failure to return vehicles, cleaning, recovery, fines, penalties, breaches of procedure, or failure to comply with Company requirements.

By signing this declaration, I expressly authorise ABCA Group to make lawful deductions from my salary or any other monies owed to me in respect of costs arising under this Policy, in accordance with my contract of employment and applicable legislation.