Work Related Driving

Work Related Driving

Introduction: What is Work Related Driving?

The Health and Safety Executive in collaboration with the Department for Transport and the Royal Society for the Prevention of Accidents have published Guidance for Employers on “Driving at Work – Managing work-related road safety”. This Guidance clearly states their view that the requirements of Section 2 of the Health and Safety at Work Act 1974 and Regulation 3 of the Management of Health and Safety at Work Regulations 1999 apply to all work related activities, including “work-related driving”.

The Guidance states that it is essential to have an effective policy which covers the issue of work-related driving, clearly defining responsibilities for both the employer and employee and the arrangements for implementation. The purpose of this document is to ensure that adequate controls are in place to protect both the institution and the individual and to provide a set of standards, which form a framework within which all parties may confidently operate.

The guidance recognises that there are distinct categories of employees who drive as part of their work activities:

• Employees who are required to drive vehicles owned/leased by University of Worcester as an integral part of their employment (e.g. maintenance staff, porters etc)
• Employees who use their own vehicles or hired vehicles for convenience on a casual basis, in order to undertake some element of their role within the institution (e.g. outreach work, business development, marketing etc.)

The guidance establishes a framework for dealing with situations that may arise as a consequence of its implementation, e.g. identifying persons who are unfit to drive or are no longer permitted to drive.

Why do you need this information?

As an employer the University has a ‘duty of care’ in relation to its employees. As part of this we need to ensure compliance with the Health and Safety Executive Guidance for Employers for ‘Driving at Work – Managing work-related Road Safety’ and the current insurance sector standards.

We need to ensure adequate controls are in place to protect both the University and individual members of staff when driving, as recognised above, by means of a university work related driving policy.

Under the guidance the University is required to satisfy itself that employees are qualified to drive vehicles and are appropriately covered by insurance. Where an employee uses their own vehicle for work related travel the University under its duty of care needs ensure that the vehicle is roadworthy and properly maintained and therefore has an MOT, if over 3 years old, and that staff are covered for business use on their insurance.  In order to meet these requirements the relevant original documents need to checked by the University.

What do I need to bring in?

Drivers licence and completed work related questionnaire for all employees undertaking work related driving in their own or University owned or leased vehicles;
Completed work related questionnaire, drivers license, certificate of insurance (including business use) and MOT certificate for employees who use their own vehicles for work related driving.

How often do I need to bring them in?

You need only complete one questionnaire, but if you wish to make mileage claims then your insurance and MOT must be up-to-date on our records, this means bringing them in annually.

What happens if I incur penalty points on my license?

If you incur any penalty points during the course of the year we will need to update our records to reflect this.  Please bring in your license to the Finance Office for us to update our records. 

What happens if I don't submit this information?

Without this information we can't hire you a car, let you drive a university leased vehicle or pay your mileage claims. 

What if I get diagnosed with a medical condition during the year?

If during the year you develop a medical condition which prevents you from driving, please let us know.

 

If you have any queries related to work related driving please contact Colin Fry, Health and Safety Officer or Melanie Brittain, Principal Accountant.