28/ Driving on Company Business 

Remember – In all cases the driver is legally responsible for safe driving and adhering to all relevant Road Traffic Acts and Parking Regulations.

INFORMATION FOR VEHICLE DRIVERS

The following general rules apply if you drive on Company business.  This section should be read in conjunction with other Driving Policies and the Expenses policy.

COURTEOUS DRIVING 

The company promotes courteous driving and encourages you to drive carefully and sensibly at all times. This includes driving appropriately for the road conditions, driving courteously by letting other vehicles merge and being patient of other driver’s behaviours; also being extra vigilant around pedestrians and giving a wide berth to cyclists and motor cyclists in accordance with the Highway Code.

FITNESS TO DRIVE

Driving a vehicle is a complex task involving perception, good judgment, adequate response time, and reasonable physical capability. You should not attempt to drive If you have any condition which may impair your fitness.

YOUR DRIVING LICENCE AND CHECKS

If driving is a necessary part of your role it is imperative that you maintain a valid driving licence suitable for the vehicle you operate at all times during your employment. You are required upon request to produce your driving licence to the Administration Department.  We may also require you to provide us with the ability to access your driving licence details online. If at any time your licence is endorsed, or you are disqualified from driving, we must be informed immediately.

Should your licence be removed, become invalid for any reason, or should you not be able to prove that your licence remains valid for the class of vehicle we require you to drive, your employment may be terminated.

Data collected about driving licences will be processed in line with the Data Protection Act. You may read more about the data we hold on you, why we hold it and the lawful basis that applies in the Employee Privacy Notice.

ANNUAL DRIVING LICENCE CHECKS

If driving is a necessary part of your role it is imperative that you maintain a valid driving licence suitable for the vehicle you operate at all times during your employment. 

You are required upon request to produce your driving licence to the Administration Department. 

You are also required to comply with Reprotec UK’s driving licence check process as and when requested, to enable Reprotec UK to check the details of your driver record held by the DVLA. 

If at any time your licence is endorsed, or you are disqualified from driving, the Office Manager must be informed immediately.

Should your licence be removed, become invalid for any reason, or should you not be able to prove that your licence remains valid for the class of vehicle we require you to drive, your employment may be terminated.

Data collected about driving licences will be processed in line with the Data Protection Act. You may read more about the data we hold on you, why we hold it and the lawful basis that applies in the Employee Privacy Notice (GDPR).

You are also required to comply with Reprotec UK’s driving licence check process as and when requested, to enable Reprotec UK to check the details of your driver record held by the DVLA. 

ALCOHOL AND DRUGS

The consumption of alcohol or illegal drugs prior to or during the course of driving is strictly prohibited and infringement of this rule may result in your summary dismissal.

You should avoid drinking alcohol for at least eight hours prior to driving and under no circumstances be over the legal limit. One alcoholic drink is one too many.

Never drive under the influence of medications or other drugs that are likely to affect your alertness or driving performance.

Do not drive if you are unfit to do so.

NO-SMOKING

Smoking is prohibited by drivers and passengers in any Reprotec UK vehicle at all times; this also includes the use of electronic cigarettes/e-cigarettes and electronic nicotine delivery systems.  

WEARING A SEATBELT 

For safety, you and any passengers must wear seatbelts at all times when the vehicle is in motion. 

Adjust your headrests so the top of the rest is level with the top of your head. 

PLANNING 

You must plan journeys sufficiently to ensure safe arrival.  This means that enough time must be allocated for the journey, allowing for delays and rest-breaks on long journeys.  You must ensure that you are fit to drive and that you are not tired before setting off on long journeys. 

To make long journeys safer, you should not drive for more than two hours without a break.  The use of overnight stays for long journeys may be permitted with prior management approval.

You should check weather forecasts and road traffic conditions before setting out on journeys. In the event of adverse weather or road conditions you should carry out all necessary driver checks, and adjust your journey times or routes, or reschedule your journey if necessary.

You must pay full attention to your driving at all times and avoid distractions, which can be caused by technology e.g. phones, satellite navigation devices, or audio equipment, eating or drinking, or others in the vehicle. You should familiarise yourself with the rules regarding mobile phones within this handbook.

WATCH YOUR SPEED 

Drive within the speed limit at all times. You should drive at speeds that are safe for the conditions, recognising that, in some circumstances (such as rain or fog) this may be well below the posted speed limit.

You should slow down and pay particular attention when in high risk areas such as schools, hospitals, old people’s homes and pedestrian crossings.

National Speed Limit speeds for vans must be observed (50 mph on single carriageways, 60 mph on dual carriageway).

VEHICLE AND PERSONAL SAFETY

You must ensure vehicles are locked when unattended and, wherever possible, empty of equipment when unattended.

For identification purposes, uniform must be worn at all times whilst on duty.

You must comply with all statutory and Reprotec UK’s regulations regarding all aspects of vehicle safety.

You must not exceed maximum driving hours by working for a third party. 

CLEAN AND TIDY VEHICLES

You must ensure that the vehicle is kept in good condition.  A Company vehicle is an advertisement for Reprotec UK and as such it must be kept clean and tidy at all times, both inside and out.

MAINTENANCE AND VEHICLES INSPECTIONS 

Responsibility 

You must not drive the vehicle in an unroadworthy condition. It is the driver’s responsibility to ensure that the tyre pressure, lights, oil, water etc. are up to the required standard.  

Any vehicle defects must be reported immediately to the Contracts Manager.  The vehicle must not be driven without the fault being rectified or prior approval given for its use. 

USING THE VEHICLE INSPECTION FORM

The electronic Vehicle Inspection Form in either paper or digital format must be completed on:

• a weekly basis

• in the case of a fault

• when the vehicle is transferred to another driver. 

Please see:  Vehicle Inspection Policy.  

CARRYING LOADS

You are responsible for the safe transit of both vehicle and load.  You are responsible for ensuring that all loads are properly secured at all times and do not exceed the weight limit.

DRIVING CONVICTIONS

Should you commit any driving offence while driving your own personal vehicle that impacts on your driving licence record, you must inform Reprotec UK and also allow Reprotec UK to conduct a renewed Driving Licence Check (Ref Driving Licence Checks). 

All company vehicles are insured through Reprotec UK and any conviction for driving offences, driving endorsements or any fines incurred while driving a company vehicle must be reported immediately and you may face disciplinary action. 

You are personally responsible for the payment of any fine or fixed penalty incurred whilst in charge of the vehicle. 

If you are prosecuted or convicted of a driving offence which results in a period of disqualification, and the holding of a licence is an essential requirement of the job, this may result in disciplinary action being taken in line with our disciplinary procedure.

DRIVING INAPPROPRIATELY

You are considered to be acting carelessly or recklessly in your use of the vehicle, you may be subject to action under the disciplinary procedure (and this may involve the withdrawal of the vehicle where appropriate). 

REPORTING DRIVING ACCIDENTS

You must immediately report any and every accident or incident in which a vehicle in your charge becomes involved, regardless of fault and whether or not persons or property are affected.

The appropriate Breakdown documentation must be carried at all times, and you must ensure that all security devices are activated when the vehicle is left unattended.

DAMAGE TO VEHICLES

Where you are responsible for any damage or loss to the vehicle, Reprotec UK reserves the right to insist on you rectifying the damage at your own expense or paying the excess part of any claim on the insurers.  You will be responsible for any fines incurred.  If these sums remain unpaid the appropriate deductions will be made from your pay in such circumstances.

VEHICLE MODIFICATION

You must not have modifications made, or extras fitted to any Company vehicle.

PERSONAL USE OF VANS IS NOT PERMITTED. 

For safety and insurance purposes, no personal use of company vans is allowed without prior permission of Management. 

AUTHORISED DRIVERS

Only authorised personnel may drive the company’s vehicles - no other person is allowed to drive a company car or van other than those who have been allocated a vehicle identification fob, authorised by Reprotec UK. 

SPEEDING AND CAR PARKING FINES

If you incur any fines for parking or other motoring offences whilst on Reprotec UK business, you will be personally liable for the payment of such fines.  You may also face disciplinary action. 

In the event of a driving offence, it is a legal requirement to declare the name of the driver and their contact details.  For this purpose, it is in the best interest of Reprotec UK and its drivers to implement the services of a vehicle tracker.

CONGESTION AND TOLL CHARGES

It is the driver’s responsibility to pay or make management aware of any congestion or toll charges to allow these to be paid prior to the journey or reimbursed. Failure to do so, prior to a deadline, may result in this being chargeable to the employee.

VEHICLES AND ABSENCE FROM WORK

Reprotec UK reserves the right to require you to surrender any vehicle you have been issued with, at any time, in the event of absence from work. You must make your vehicle available for another employee to use on business at any time.

LEAVING THE COMPANY

Upon termination of employment, you must return the vehicle to Reprotec UK’s premises in a clean and tidy state.  If it is not returned in a satisfactory condition a charge may be made for recovery and/or valeting costs, which will be deducted from any outstanding wage.

USE OF MOBILE PHONES WHILE DRIVING

You must ensure that you have proper control of any vehicle that you are driving at all times.

The use of hand-held mobile phones is illegal and must never be used if driving. You will be liable for prosecution if you are holding a mobile phone or any other type of hand-held device to send or receive any sort of data, be it voice, text or pictorial image. 

You are regarded to be driving if you are in charge of a vehicle with its engine running on a public road, even if the vehicle is stationary.  It is therefore strictly forbidden for you to use hand-held mobile phones whilst driving.  It is strongly advised to keep hand-held mobile phones in the glove compartment during driving a vehicle. 

A mobile phone may only be used in a vehicle where there is an in-coming call or an out-going voice activated call through a hands-free device that is activated without a need to hold the phone at any time.

The in-coming call should be kept to the shortest possible time and only to effect essential communications. 

While driving, allow calls to go to voice mail or if receiving an in-coming call on a hands-free mobile or via the vehicle’s built-in phone system, you must firstly inform the person to whom you are speaking that you are driving, then park the vehicle where it is safe and lawful to do so and with the engine switched off. 

Whilst driving, you must not use the text message facility on the hands-free mobile phone, or if available through such a phone, an image facility or the internet.

You should note carefully that a breach of these rules on the use of a mobile phone whilst driving may render you liable to action under the disciplinary procedure, up to and including dismissal depending upon the circumstances.

MOBILE PHONE FINES AND PENALTIES

You are personally responsible for the payment of any fine or fixed penalty incurred in using a mobile phone whilst in charge of the vehicle.  Any conviction for driving offences, any driving endorsements or any fines incurred must be reported immediately as this may affect Reprotec UK’s insurance.

DRIVING LIMITS AND REST BREAKS

Plan realistic driving schedules, stop for appropriate rest breaks (approximately every 2 hours), take a ‘powernap’ if you are feeling tired and avoid driving during normal sleeping hours.

Take a good night’s sleep before any long trip (overnight accommodation may be required for exceptional trips to prevent tiredness on return journeys.) Where possible share driving with other colleagues.

You must not exceed maximum driving hours by working for a third party. 

In accordance with the Road Transport (Working Time) Regulations 2005, drivers are not to exceed:

●       an average of 48 hours per week, calculated over a reference period of 26 weeks (employee cannot opt out)

●       maximum of 60 hours in any one week

●       30-minute rest break if daily working time totals 6–9 hours (which can be taken as 2 15-minute breaks)

●       45-minute rest break if daily working time exceeds 9 hours (which can be taken as 2 or 3 15-minute breaks as long as each one is at least 15 minutes long)

●       10 hours in any 24-hour period if working at night (unless there is an objective, technical or organisation reason).

To ensure that the working time limits are not breached by monitoring working time and keeping records.