Company Driving Policy

COMPANY VEHICLE DRIVERS HANDBOOK

Policy Statement

(Your Company) is committed to the delivery of its obligations under Health

and Safety legislation with regard to driving at work, and recognises that there
are specific risks to employees who are driving on behalf of the company.

Aspen has introduced this policy with the objective of identifying and
minimising those risks and encouraging safe driving in order to reduce the
number of accidents and comply with its legal obligations.

The overall purpose of the Company Vehicle Drivers Handbook is to provide

guidance on Company rules related to driving and to ensure that all Company
employees are aware of the health and safety implications of using a
Company vehicle or for using any vehicle on Company business.

Aspen places great importance on the health and safety of employees, as well
as members of the public and must rely on every employee to maintain a
responsible attitude to the welfare of others.

The practice of safe driving is essential to maintain all our drivers’ ability to
perform their jobs effectively. The Company endeavours to achieve the
highest standards in all areas of health and safety and Company drivers are
relied upon to observe all the rules of the road, in addition to guidance related
to the use and maintenance of their vehicles.

On the basis that all accidents are preventable, all Company drivers are
required to operate their vehicles, at all times, in a responsible and
considerate manner, with due regard to the safety of themselves and others,
the objective being to minimise the risk of accident.

Company vehicles are expensive items of business equipment that must be

maintained in a legal, road worthy condition at all times. Every driver of a
Company vehicle is required to read this document and become familiar with
the various sections.

Signed ……………………………… Managing Director.

Signed ……………………………… Finance Director
Signed ……………………………… Business Area Manager Woundcare
Signed ……………………………….International Sales Manager
Signed ……………………………….Health and Safety Co-ordinator

1
 Date………………………………….
This handbook will be reviewed on an annual basis to comply with legal requirements and
up-to-date amendments will be issued to all company vehicle drivers

1. RESPONSIBILITIES

Senior Management must give their full support to this policy to ensure that all practical
measures are taken and appropriate resources in the form of finance, equipment, personnel
and time are made available in respect of enhancing driving whilst at work.

Line Managers must ensure that their departments comply with the policy and guidelines.
Line managers are responsible for spot checking vehicles to ensure that the vehicle is
being kept in good condition.

Fleet Administrator is primarily responsible for maintaining accurate records

This will include:
o Vehicle handovers to new employees.
o Ordering and tracking of new and returned vehicles.
o The issuing of new tax discs.
o Rental invoices.
o Fuel card issues and payments.
o The issuing of insurance documents.
o Arranging for the collection of vehicles by Leasing company
o Liaising with Health and Safety Coordinator reference accident rates and training
requirements.

Drivers at work As the vehicle is considered as a place of work, the driver has a
responsibility under the Health and Safety at work Act 1974 to look after their own safety
and others around him/her. Drivers are expected to make themselves familiar with this
policy and to ensure that they practice safe methods of driving at all time.

Health and Safety Co-ordinator will monitor the overall implementation and application of
the policy and update where appropriate. He / She will ensure that Aspen Medical’s drivers
are all assessed for risk and given the appropriate training where necessary. He / She will
work in conjunction with the Fleet Administrator to ensure everyone fulfils their duties.
 Rules Index

1. Company Vehicles
The use of privately owned vehicles is prohibited without prior permission from the Fleet
Administrator.

2. Drivers
The driving of company vehicles is limited to authorised persons who are over 19 and
have held a full licence for over 12 months.

3. Mobile Phone Policy

Aspen require that all drivers do not use mobile phones whilst driving unless used with
the hands free that is supplied buy the company.

4. Alcohol and Drugs Policy

Drivers are forbidden to drive any vehicle under the influence of alcohol or illegal drugs,
Management must be informed if you are on prescribed drugs that may affect your
ability to drive.

5. Reporting of Accidents
All accidents must be reported to the Fleet administrator and to the Police where
required.

6. Vehicle Security
All items of value must be removed before leaving the vehicle unattended.

7. Driving Licence Check Procedure

Driving licences for both the employee and any spouses must be submitted for
inspection before employment commences. Licences will go through the company
inspection procedure which is then carried out by the leasing company at set intervals.

8. Notice of intended Prosecution.

Any Company vehicle driver (including employees and family members) who receives
any Notice of Intended Prosecution must immediately inform the Fleet Administrator. The
maximum permissible points allowed are 9.

9. Notification on Driving Offences

The Company will not be responsible for any fines relating to the use of the vehicle
including speeding, other driving offences.

10. Smoking in Company Vehicles

Smoking in company vehicles is prohibited at all times. All vehicles must display a no
smoking sign in their vehicle.

11. Risk Assessment and Reduction

Drivers must manage the risk of driving by planning their journey effectively and following
the guidelines in section 11.

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Thornhill Road, North Moons Moat
B98 9NL, England -3-
 12. Medical conditions affecting the ability to drive.
Employees must inform their manager of any medical condition which would prevent
them driving legally.

13. First Aid

Only fully qualified first aiders can give first aid if the need arises, the minimum
requirement is to call the emergency services

14. Driver Training

Where a deficiency is highlighted, such as accidents and endorsements the company will
offer the appropriate remedial training.

15. Driving Alone and How to Deal with Incidents

When driving alone the Company’s rules in section 15 must be followed to ensure the
safety of the driver.

16. Overnight Accommodation

If a journey has the potential for the driver to drive for an unacceptable number of hours
the company have an overnight accommodation policy in place. Please refer to section
16 for the full condition.

17. Violence and Harassment

In any case of Violence or Harassment the Police and Management must be informed at
the earliest opportunity.

18. Maintenance procedures

An employee who is a “permanent user” is responsible for carrying out the regular
checks described in the car manual which include.

Before you start your daily journey you should always ensure that:

1. You check the dashboard warning lights both before and after starting the engine
2. There are no unusual noises once the engine is running
3. All the lights are both clean and working
4. The windscreen and all other windows are clean
5. You have sufficient fuel

19. Vehicle Condition Checks

Drivers are required to keep their car in a clean condition. This will be monitored in the
form of spot checks by the manager.

20. Damage Charges

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Thornhill Road, North Moons Moat
B98 9NL, England -4-
 The Company reserves the right to charge employees for any cost incurred as a result of
damage caused by using the incorrect type of fuel and damages caused by not following
the regular maintenance procedure

21. Driver Fatigue

Never undertake a journey if tired and ensure that a 15 minute break is taken after every
two hours of driving. Always follow the guidance given in section 21 of this policy.

22. Continental Driving

Permission must given by the Fleet Administrator for a company vehicle to be taken to
the European continent or to Northern or Southern Ireland for a private holiday it must be
covered by five star AA/RAC cover.

1. COMPANY VEHICLES

The Company’s policy is to lease vehicles. The fleet comprises a range of different models
of cars, a small van and a box Lorry.

USE OF PRIVATELY OWNED VEHICLES

The use of privately owned vehicles for company business is prohibited unless prior
permission has been obtained from the Fleet Administrator. Permission will only be given if
there is no company vehicle available for the journey.

Before permission is given for a private vehicle to be used, a copy of the insurance policy
and a valid MOT certificate must be produced and validated. Vehicles must be insured for
business use.

When a Pool car is unavailable for none overnight requirements the use of other company
owned vehicles must be utilised.

The company will not be held responsible for damages caused to privately owned vehicles
and their insurance could be void if not insured for business use.

POOL VEHICLES
Pool vehicles must be requested, giving as much notice as possible and will be issued by
the Fleet Administrator’s department. Fuel for pool vehicles must be purchased using the
supplied Allstar card. Drivers must ensure that pool vehicles are returned with at least a
quarter of a tank of fuel and cleared of any rubbish. Anybody who uses a pool vehicle must
fill out a pre use inspection form to ensure that there are no faults on the vehicle before it is
used. This is available from the Fleet Administrator.

DRIVERS EMPLOYED BY A THIRD PARTY

Aspen Medical employ a small number of drivers who are employed by an external
company called Innovex, although Aspen Medical have a responsibility for these employees
liability for training and the vehicles supplied by them the fall under Innovex’s remit.

HIRING VEHICLES / USE OF HIRED VEHICLES

Replacement vehicles must be sanctioned by the Fleet Administrator’s department prior to
hire. All the safe driving instructions in this handbook apply equally to hired vehicles.
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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England -5-
 2. DRIVERS

AUTHORISED DRIVERS
Employees must be aged 19 years or over and must have passed their full UK driving test
for at least 12 months prior to driving a company vehicle. The car must never be driven by
any person holding only a provisional licence (even in “an emergency”).

Only people who hold a driving licence with the British paper counterpart are allowed to
drive company vehicles. Employees from other EU countries must possess the British
paper counterpart to be able to drive a company vehicle.

NON-EMPLOYED DRIVERS
Drivers who are not employed by the company are restricted to spouse, partner and other
adult family members, provided their driving experiences and driving licences have been
approved by the Human Resources department. Any other non-employed drivers must be
approved prior to driving the company vehicle. Learner drivers are expressly forbidden.
This ban does not just apply to families of employees but also includes employees who may
be learner drivers.

USAGE OF COMPANY VEHICLES AND LIMITATIONS OF USE

The use of any Company vehicle for any purpose other than Company business or social,
domestic and pleasure purposes is expressly prohibited. Company vehicles must not be
used for:

 The carriage of goods or passengers for hire or reward

 Racing, competition or rallies
 In connection with business competitive with the Company
 Giving driving tuition either freely or in return for payment

Vehicles may be used for private holidays but no company vehicle can be taken off the UK
mainland without prior permission from the Fleet Administrator. All fuel must be purchased
using an Allstar card. Employees issued with an Allstar card are responsible for recording
vehicle registration and odometer mileage details when purchasing fuel. Fuel cards must
only be used for cars allocated to employees by the Fleet Administrator. Misuse of
Company vehicles or Company fuel cards will be treated as gross misconduct under the
Company Disciplinary Procedure.

3. MOBILE PHONE POLICY

Employees who need a mobile phone for business use and who also drive a company
vehicle/car will be issued with a mobile phone and a vehicle fitted with a voice activated
Parrot © hands free device. This device allows the driver to make and receive calls with
minimal interaction with the hands free device and none at all with the mobile phone,
therefore all mobile devices must be stored out of reach of the driver on any journey and
the Parrot’s © voice activation feature must be utilised.
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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England -6-
The hands free device allows voice recognition and MUST be enabled.

The length of all calls must be kept to a minimum and in a case of where these are none
urgent calls the driver should make arrangements to call back when parked up in a safe
area with the engine switched off.

It is strictly prohibited to send a text message, browse the internet or e-mail whilst driving.

4. ALCOHOL AND DRUGS

It is categorically forbidden for employees (and other sanctioned drivers) to drive a

Company vehicle whether at work or at home in an unfit state due to the influence of
alcohol, illegal drugs or substances or to be in possession of alcohol or illegal drugs on
Company property or in a Company vehicle. Employees taking medicines or prescribed
drugs under the direction of their GP, Dentist or other Doctor or on the advice of a
Pharmacist must check whether or not driving is contra-indicated. In this situation, where
the employee is a frequent or daily driver of a Company vehicle, the employee must ensure
that their manager is fully informed.

5. REPORTING OF ACCIDENTS

Drivers are responsible for reporting incidents/accidents to the police (where required by
law) and then to the Company. The Company will advise the driver at the time of the report
whether or not the driver is also responsible for reporting the accident to the leasing
company. The driver of the vehicle involved in the accident, regardless of fault, must
complete the relevant accident report form which will be posted to the employee by the
Fleet Administrator.

All accident report forms must be fully completed within 5 working days of the
accident.

6. VEHICLE SECURITY

If practicable, Company and personal property should be removed from any vehicle that is
to be unattended for an extended period of time. Theft of Company property from vehicles
may lead to disciplinary action being taken against the employee who is the principal driver.
All drivers are advised not to leave valuable personal property in a Company vehicle. If
theft of personal property occurs, it is the liability of the owner not the Company’s liability.

INSURANCE CERTIFICATE AND LEGAL AID PROTECTION

All permanent drivers will be issued with an insurance certificate. The company’s vehicle
insurance covers all employee drivers with legal aid protection, and must be carried at all
times when the vehicle is in use.

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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England -7-
 7. DRIVING LICENCE CHECK PROCEDURE

Driving licences must be submitted for inspection before employment commences. Driving
licences will be submitted for checking by the DVLA and will be rechecked periodically.
Driving licences of family members nominated by the employee will be checked when
presented and again, will be rechecked periodically. Employees and their nominated
drivers are forbidden to drive any Company vehicle until their driving licences have been
submitted

Employees must complete the Driving Licence Check Form. The employee is required to
declare any changes to the status of their driving licence and any medical changes that
could affect their driving, not previously reported. Employees must also report any changes
to the status of any of their nominated drivers.

8. NOTICE OF INTENDED PROSECUTION

Any Company vehicle driver (including employees and family members) who receives a
Notice of Intended Prosecution must immediately inform the Fleet Administrator. The
maximum number of permissible points on the driving licence is nine points and then only if
three of the points are about to be removed. Offers of employment will not be made to
anyone with more than six points on their licence.

Motoring offences that carry a penalty of loss of driving licence either temporary or
permanent may result in disciplinary action that could lead to dismissal.

Pool cars and Vans must be booked out to the person driving the vehicle to allow
traceability so the driver can be identified if necessary regarding any intended prosecution.

9. NOTIFICATION OF DRIVING OFFENCES

The Company will not be responsible for any fines relating to the use of the vehicle
including speeding, other driving offences, parking and removal of immobilisation devices.
The Company reserves the right to deduct the cost of such fines directly from the
employee’s pay or from money owed to an employee who has left the Company. If an ex-
employee owes the Company money for any of the above reasons, the Company will
pursue its loss through the court.

10. SMOKING IN COMPANY VEHICLES

Smoking in company vehicles is prohibited at all times. All vehicles must display a no
smoking sign in their vehicle. There is a maximum fine of £1500 on conviction for which the
company will not be responsible. Anybody prosecuted for this offence will go through the
company disciplinary procedure.

11. RISK ASSESSMENT AND REDUCTION

To manage the risks associated with driving both for business and to and from work, the
Company requires management and drivers to treat every journey as a managed journey,
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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England -8-
not something to be treated casually or left to chance. Factors to be taken into account
include the type of vehicle, the distance to cover, the type of journey (e.g. motorway,
urban), the road and weather conditions and the tiredness of the driver. A responsible
attitude is expected from all managers and drivers towards driving, having considered these
and other factors which may be relevant, in an effort to reduce risk.

To help assess the risk to its field based employees, Aspen medical have an online risk
assessment process which determines the risk to each driver based on the answers given
during the assessment. The data collected from this assessment highlights any areas of
high risk caused by the Driver, the environment or distance involved so that remedial action
can be taken where it is necessary to reduce the risk.

A risk assessment is also carried out by the Health and Safety Co-ordinator to identify any
risks to employees and members of the public.

The main elements of risk assessment are described below:

 Look for hazards that may result in harm when driving on public roads
 Decide who might be harmed, including the driver and front and back seat
passengers
 Evaluate the risk and decide whether existing precautions are adequate or more
should be done.
 Record the findings
 Review the assessment and revise if necessary.

The following should also be considered:

 Driver familiarity with vehicle

 Reading and understanding the car manufacturer’s handbook.
 Reading and understanding the Aspen Medical driver handbook.
 Road types and conditions
 Distance to be covered
 Reasonable time allocation and journey planning
 Allowance for sufficient breaks
 The likelihood of traffic density causing delays to the daily schedule
 Areas with a high pedestrian activity
 Speed limits, potential diversions and other road conditions outside the control of the
driver
 Weather conditions
 Overall working hours
 Maintenance of the vehicle to the manufacturer’s standard
 Distractions or potential distractions (e.g. radio/passengers/mobile phone)
 Any known traffic delays
 Planning an alternative route in case there is a traffic delay
 Potential influence on the driver of prescribed or over the counter medication
 General health of the driver at the time of the journey
 Does the journey need to be taken or can the business be successfully handled in
another way

ISSUE DATE NO 2009

Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England -9-
 12. MEDICAL CONDITIONS AFFECTING THE ABILITY TO DRIVE

Employees who drive company owned or leased vehicles or who need to drive as an
essential part of their work, must inform the manager of any medical condition which would
prevent them driving legally on the public highway or adversely affects their ability to drive
safely or with due care and attention. Pregnant employees should refer to section 20.

In these circumstances managers will endeavour to make reasonable adjustments, in

consultation with the individual employee and Human Resources.

13. GIVING FIRST ASSISTANCE / FIRST AID

If a driver is involved in an accident or is present at the scene of an accident, the driver may
give assistance and / or first aid, depending upon the level of competence of the driver and
also bearing in mind that the first duty of the driver is to keep him or herself safe. The
extent to which first aid can be provided might be simply to call an ambulance and to talk to
the injured person and try to make them comfortable until help arrives. Unless the driver is
a qualified first aider any further intervention might do more harm than good.

Qualified First Aiders should be careful about practicing first aid outside the UK as they may
be held legally accountable if their first aid causes further deterioration rather than
improvement in the patient.

14. DRIVER TRAINING – CLASSROOM / COMPUTER BASED / ON-ROAD

Any driver who drives a company vehicle for business will be required to carry out an online
based risk assessment; the purpose of the assessment is to determine the level of risk that
each driver is exposed to

Where a high level of risk is identified remedial action in the form of training will follow. This
will be in the form of class room based training or a defensive driving course dependent on
the severity of each case.

15. DRIVING ALONE - HOW TO DEAL WITH INCIDENTS

1. When driving alone don't under any circumstances give hitch-hikers a lift.

2. If you see an incident, crash or someone tries to flag you down, think first. Is it
genuine? Could you help? It might be safer and more practical to report what you
have seen at the next convenient police station or make a phone call when
stationary in a safe place. You may use the emergency telephones on a motorway
to get police assistance.

3. If you think you are being followed, don't go home, keep calm and continue driving
until you come to a busy place; a police, fire or ambulance station; pub or garage
forecourt and ask for assistance. If you are afraid to get out of your vehicle on
arrival, simply sound your horn repeatedly, you will quickly draw attention to yourself.

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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England - 10 -
 4. If a vehicle pulls up alongside you and the occupants try to attract your attention,
ignore them and don't make eye contact. If they persist, follow instructions as
indicated in the previous paragraph.

5. Beware of other drivers signalling faults on your vehicle, it could be a ploy to get you
to pull over. Instead, drive on slowly until it is safe to stop and check for yourself in a
busy well lit area.

6. If a vehicle pulls up in front of you and causes you to stop, never turn off the engine.
Stay calm and if the driver approaches you, reverse as far as possible without
causing danger, continually sound the horn and activate your hazard lights,
regardless of whatever time of day or night it is. Ensure that all your windows are
closed and the doors locked. If you have a mobile phone, use it to call the Police.

7. If someone tries to force down a partially open window, retaliate by hitting their hand
with anything available such as a shoe, especially a stiletto heel, or a bunch of keys
etc. Continue to make lots of noise, sounding your horn, shouting or flashing your
lights.

16. OVERNIGHT ACCOMMODATION

Drivers may stay overnight if their drive home will take an unacceptable number of hours.
The number of hours is difficult to quantify because it depends on all the factors described
in section 8 covering Risk Reduction. It is the responsibility of the driver’s manager to
approve the driver’s request to stay overnight. If careful journey planning has taken place it
should be feasible to decide in advance whether or not the driver can stay overnight.

If the driver is permitted to stay overnight, the maximum costs claimable are up to £20.00
for an evening meal and up to £90.00 for bed and breakfast. The driver will be expected to
book “reasonable” accommodation. All claims must be supported by a VAT receipt. Credit
card vouchers are not acceptable

17. VIOLENCE AND HARRASSMENT

There is a comprehensive policy on violence and harassment covering employees in the

Company Handbook. In the context of driving a Company vehicle, if an employee is
subjected to violence or harassment outside the Company whilst in the pursuance of their
duties, they must call the police. An internal investigation will be conducted at a later date.

18. MAINTENANCE PROCEDURES

An employee who is a “permanent user” is responsible for carrying out the regular checks
described in the car manual. The employee is also responsible for ensuring that servicing
according to the manufacturer’s instructions is carried out on time. Regular maintenance
will save time, money and aggravation. 50% of roadside breakdowns are the result of poor
maintenance. Poorly maintained vehicles of any age will pollute the environment
significantly. Research suggests that 50% of pollution from cars is caused by just 10% to
20% of the cars on the road.
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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England - 11 -
By keeping your vehicle in good running order you can reduce the risk of breakdown and be
safer. The safety of the vehicle is the driver’s responsibility. If the vehicle is your own you
may choose to do some maintenance yourself, but work on the brakes and steering should
be checked (or done) by a qualified mechanic. Follow the manufacturer's handbook for
servicing and regular checks.

Your handbook should illustrate the location of the main items to check every day/week
and before major journeys. The following mnemonic POWER may help you to remember to
check:
Before you start your daily journey you should always ensure that:

1. You check the dashboard warning lights both before and after starting the engine
2. There are no unusual noises once the engine is running
3. All the lights are both clean and working
4. The windscreen and all other windows are clean
5. You have sufficient fuel

PETROL
Have you enough fuel to complete the journey, or at least to reach a filling station? Fill up
regularly. A spare fuel can is a fire risk, so we recommend you do not carry one.

OIL (including engine oil, brake & power steering fluids)

Check the dipstick when the engine is cold and the vehicle is on level ground. Too little or
too much oil can cause damage. Cheap oil is a false economy, as is delaying an oil
change.

Check brake fluid and power steering fluid levels. If the levels drop sharply or frequently,
the systems must be checked for faults or leaks.

WATER
When the engine is cold check the radiator reservoir. Top up if necessary with the correct
coolant mix.

It is illegal to drive without working screen-washers, so keep them topped up. Add some
screen-wash fluid to help clear grease and prevent freezing.

All the glass must be kept as clean as possible inside and out to maximise your vision.

ELECTRICS (including lights and battery)

All lights fitted to the vehicle must be working, clean and adjusted to prevent dazzle.
Check all your warning lights and instruments work too. Keep a spare set of bulbs and
fuses in the vehicle; replace blown ones promptly. Battery terminals should be tight and
greased to prevent corrosion.

RUBBER (including tyres, wipers and drive belts)

Tyres must be inspected by the principal driver in accordance with the vehicle manual, but
particularly before a major journey. The preferred supplier contracted by the leasing
company for repairs and replacement tyres is Kwik Fit. If there is a problem with leasing
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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England - 12 -
companyh a tyre or if it needs replacing the employee must first inform Leaseplan who will
direct the employee to the nearest Kwik Fit premises.

Aspen Medical will arrange tyre spot checks on all vehicles. This will be carried out by Kwik
fit at a time predetermined by the Health and Safety Co-ordinator.

Tyres must be properly inflated and free from cuts and other defects.
Check pressures when they are cold including the spare. Refer to your handbook. Keep
valve caps screwed on firmly.

Look for wear and damage to tyres. Any worn or damaged tyre should be replaced before
it reaches the legal limit.

 The tread depth must be at least 1.6mm round the entire circumference of the
tyre in the central 3/4 of its breadth. However, the Police and motoring
organisations recommend a minimum of 2mm.

 Use the tread wear indicators moulded into the grooves round the tyre to help
judge when to change them. Uneven wear could indicate a fault.

 Replace a tyre if it has a cut in excess of 25mm or 10% of the section width of the
tyre, whichever is the greater, measured in any direction and deep enough to
reach the ply or cord.

 Clean the wiper blades to prevent smearing and replace them when worn.

 Check the engine drive belts (e.g. fan belt) for tension and signs of wear. The
battery may not charge correctly with a worn or loose belt.

You must bring any deficiencies you cannot attend to yourself to the attention of the Fleet
Administrator.

19. VEHICLE CONDITION CHECKS BY MANAGERS

Drivers are responsible for carrying out safety checks on their vehicles though vehicle spot
checks will be carried out by managers without prior notice to ensure that the vehicle is
being kept in good condition. Any serious faults found will be reported to the senior
management.

20. DAMAGE CHARGES

The Company reserves the right to charge employees for any cost incurred as a result of
damage caused by using the incorrect type of fuel.

The Company reserves the right to charge employees up to £100 of the cost for valeting
and the full uninsured repair costs if a vehicle in the care of the employee is damaged or is
returned to the Company in an unreasonably damaged or dirty condition.

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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England - 13 -
The process for making these charges will be that the employee will be given an invoice
and will either pay for the damage by cheque made out to Aspen Medical Limited or the
Company will make a deduction from the employee’s pay to cover the value of the invoice.

Upon termination of employment, for whatever reason, the Company reserves the right to
deduct up to £500 from any money owing if a vehicle is returned in a condition that requires
valeting and / or repairs to be carried out that had not been previously disclosed to the Fleet
Administrator.

Please note that signature for this handbook constitutes acceptance of all the conditions
including deductions from wages or salary. No further permission will be sought from the
employee before a deduction is made

21. DRIVER FATIGUE

1. Make sure you are fit to drive. Do not undertake a long journey (longer than 1 hour)
if you feel tired. Driving when tired reduces concentration and greatly increases your
risk of having a crash. Long journeys without adequate breaks are recognised as
contributing to driver fatigue.

2. Sleep does not occur spontaneously or without warning. If you begin to feel drowsy
look for a safe place to stop for a break. Temporarily winding down the window for
fresh air and turning on the radio may aid concentration prior to stopping.

3. The best countermeasure to falling asleep at the wheel is to stop and take a nap of
between 4 and 20 minutes to maintain performance. Longer than 20 minutes can
develop into a full sleep with all the problems of waking up with heavy limbs and
lethargy.

4. Caffeine from two cups of coffee or a high caffeine drink taken immediately before a
nap can also prove beneficial. Be aware this is only a short-term measure lasting
around 40 minutes.

5. None of the above techniques should be used to prolong driving. Fatigue is a highly
dangerous state which has the potential for minor errors to develop into life
threatening situations.

6. To help prevent boredom you could plan your route to include a variety of roads
where the scenery and traffic conditions change. This may also offer more
opportunities for breaks.

7. Large meals before a journey can make you lethargic. Take frequent breaks, a
minimum fifteen minutes every 2 hours. Drink plenty of water during these breaks to
reduce lethargy caused by de-hydration. This is also a good time to take a little
exercise.

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Aspen Medical Europe Ltd
Thornhill Road, North Moons Moat
B98 9NL, England - 14 -
 8. A comfortable seating position is essential. If you share the driving, don’t be tempted
to use the seating position of the other driver, the strain on your body can add to
mental fatigue.

9. Keep your vehicle well ventilated to prevent drowsiness. Avoid wearing thick or tight
fitting clothes as these can restrict movement and may induce tiredness.

10. Avoid driving for longer than 8 hours a day. A rest period of 11 hours is
recommended before the next driving period begins. A break of at least 15 minutes
following 2 hours continuous driving is recommended - the maximum uninterrupted
driving time should be no more than 2.5 hours.

11. Avoid undertaking long journeys between midnight and 6.00am when natural
alertness is at a minimum.

22. CONTINENTAL USE / DRIVING

When an employee needs to take a company vehicle off the UK mainland on business to
the European continent or to Northern or Southern Ireland, the Fleet Administrator will
arrange the necessary documentation.

When permission has been given by the Fleet Administrator for a company vehicle to be
taken to the European continent or to Northern or Southern Ireland for a private holiday it
must be covered by five star AA/RAC cover. Either the Company will arrange five star
cover and the employee will be invoiced or the five star cover may be arranged by the
employee who must show proof of this arrangement to the Company prior to the trip.

Any employee planning a business trip to the European continent using a company vehicle
must familiarise themselves with the rules of the road in the countries being visited. If
anyone is unfamiliar with driving on the right hand side of the road, they must immediately
report their concerns to both their line manager and the Fleet administrator. The Company
will provide appropriate training to the employee.

23. Breaches in Policy Requirements

Section 7 of the Health and Safety and Work Act 1974 places a requirement on all
employees to co-operate with their employer; so to enable them to comply with their duties
and requirements under Health and Safety Law.
Failure to comply with any of the critical requirements of the above policy will result in
disciplinary action being taken.

Advice and Good Practice

1. Emergency Breakdowns

2. Planning the Journey

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 3. Seat Belts

4. Pregnant Drivers

5. ABS Breaking

6. Fuel Consumption

7. Safety Action List in Event Of an Accident or Personal Injury

8. Accident investigation and Follow up

9. Determining Accident preventability

10. Vehicle Security

11. Driving in Adverse Weather

12. Adverse Weather

13. Monitoring the Risk

14. Personal protective Equipment

15. Tow Bars

16. Prohibited Accessories

17. Site Evacuation

18. Review

1. EMERGENCY BREAKDOWNS

Many breakdowns are the result of neglect, failing to make routine checks and abuse of the
vehicle, in particular running out of fuel.

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If the vehicle breaks down whilst driving, the driver should remove the vehicle from the
carriageway (if both safe and practical to do so) and contact the AA. All Leaseplan vehicles
have AA cover which includes help for emergency breakdowns. Each vehicle has details of
the AA in the glove compartment. Other company vehicles are also covered by the AA.

Guidance for Breakdowns:

 Stay calm, breakdowns are common and can be dealt with easily.

 If you have enough warning of an impending breakdown, try and pull up in a busy
well-lit place.

 If anyone offers help, ask them to drive to the nearest telephone and call an
emergency breakdown service. Do not get in their car.

 Consider carrying a fluorescent/reflective jacket, warning triangle, torch, blanket and

first aid kit.

 It is a good idea to practice changing a wheel using the jack provided before you
really need to.

 Always know where your locking wheel nut key is located if you have one.

SINGLE CARRIAGEWAY ROADS

 Think of other traffic:

 If you have enough warning of an impending breakdown, try and pull up in a busy
well-lit place. If possible, move your vehicle off the carriageway.

 Use your hazard warning lights (plus side lights at night).

 Use a red warning triangle (at least 45m behind your vehicle on the same side of the
road) to warn approaching traffic. Always take great care when placing them and
NEVER use them on motorways.

 Keep passengers and animals well under control and away from the road.

 Contact a breakdown service if you are unable to rectify the fault.

 Contact the nearest police station if your vehicle is causing an obstruction, you are
travelling alone or want advice.

MOTORWAYS

 Do not stop on the carriageway. Move over to the nearside carriageway as soon as
you feel the problem developing. Take your time, don’t panic or cause other traffic to
brake.

 Leave the motorway at the next exit or pull into a service area.
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 If you cannot do so:

 Move your vehicle slowly onto the hard shoulder. Stop as far to the left of the hard
shoulder as possible.

 Try to stop near an emergency telephone. They are one mile apart and the arrows
on the marker posts point to the nearest one.

 Switch on your hazard warning lights. Keep your sidelights on at night.

 Exit your vehicle by the left hand door and make passengers do the same (leave any
animals inside or keep them under proper control on the verge). Wait near the
vehicle, well away from the motorway and hard shoulder, behind the crash barrier or
on grass verge.

 Wear a fluorescent/reflective jacket if you have one.

 Use the motorway telephone to seek assistance. It is free and connects directly to
the police. If alone, tell them. Most motorway telephones are monitored by video
cameras linked to the local police.

 Every motorway emergency telephone is fitted with an inductive coupler for people
with hearing impairment who are wearing a hearing aid. Those who are profoundly
deaf should take the phone off the hook, this will alert the emergency services who
will investigate.

 If you are travelling alone, tell the police. They will alert a police vehicle to check you
are all right.

 If someone should approach you whilst you are on the telephone, tell the police the
car's registration and a description of the driver. Then return to your vehicle and lock
yourself in. Do not lower the window more than half an inch to speak.

 If you see a woman driver whose vehicle has broken down think before stopping.
Rather than stop and risk your actions being misinterpreted, carry on until you reach
a phone. Let police know that a woman’s vehicle has broken down, appears to be
alone and give the location.

 The Highway Code advises you to decide whether or not to stay in the vehicle or
stand on the verge. The Department of Transport, Police, RAC and AA advice is to
stay on the verge, only re-entering if you feel in danger. 10% of all fatal motorway
incidents take place on the hard shoulder. Consider the weather, time of day and if it
is dark and deserted or busy and well lit.

 When the breakdown truck arrives, check that the driver knows your name and has
in fact been sent to you.

 When rejoining the motorway, build up speed along the hard shoulder, signal and
move onto the nearside lane when it is safe.

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 2. PLANNING THE JOURNEY

When driving on long or unfamiliar routes or spending some time away from home or base,
driving can become much safer and less stressful if a little time is spent beforehand
preparing for the journey. The following guidance is recommended:-

The Driver

 Take your driving licence, certificate of insurance and MOT, if appropriate, with you
in case you are stopped by the Police and asked to produce them. This could save
time and inconvenience later.

 Ensure that you are safe to drive. Do not drive if you feel tired, unwell or are under
the influence of alcohol or drugs
 You should have at least 11 hours rest before starting out on a long journey.

 Ensure the vehicle is well ventilated.

 Wear comfortable shoes, high heels and slippery soles are not recommended.

The Vehicle

 Make sure your vehicle is roadworthy before you set out. Referring to ”Keep your
vehicle maintained” will give some guidance.

 Do not overload your vehicle (refer to manufacturers recommendations). You must

secure any load and it must not protrude dangerously. Make sure nothing is left
loose on seats or in the foot-wells. If your load doesn’t fit safely try an alternative
vehicle.

The Route

 Plan and note your route before you set out scheduling places where you intend to
take a rest. There are a number of web sites that can help. Estimate how long the
journey will take and leave plenty of time to get to your destination.

 You may wish to inform someone of your travel plans (intended route, expected
arrival time, vehicle details and mobile phone number). You can phone them on
arrival. If you are delayed or change your plans, don’t forget to give them a call.

 Try to avoid travelling in peak times. Check teletext information before starting out
for traffic information. Keep your radio tuned into the RDS mode for up to date
information.

 Consider joining a motoring organisation such as the AA, GEM, Green Flag, or RAC.
In addition to providing breakdown services, they can provide very useful travel plans
and a host of other services.

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 3. SEAT BELTS

Wearing seat belts saves lives and reduces the risk of serious injury in a crash. The
Law requires everyone to wear a seat belt if one is available, unless you are exempt
(exemption certificates are only available via your GP). It is illegal to carry an
unrestrained child in the front of any vehicle.

1. Summary of the Law

FRONT SEAT REAR SEAT WHOSE
(all vehicles) (Cars & small RESPONSIBILITY
minibuses*)
Driver Seat belt must be Driver
worn

Child under 3 Appropriate child Appropriate child Driver

years of age restraint restraint must be
worn

Child aged 3 to 11 Appropriate child Appropriate child Driver

and under 1.5 restraint must be restraint must be
metres (approx. worn if available. If worn if available. If
5ft) in height not, an adult seat belt not, an adult seat belt
must be worn must be worn if
available

Child aged 12 or 13 Adult seat belt must Adult seat belt must Driver
or younger child be worn i be worn
1.5 metres (approx.
5ft) or more in
height

Passenger (over Seat belt must be Seat belt must be Passenger

the age of 14) worn worn

2. Child Restraints

An appropriate child restraint is a Stage 1 - Baby seat (up to 10 kg.), Stage 2 -Child Seat (9 to
18 kg.) and Stage 3 – Booster seat (9 to 25 kg), Harness or Booster cushion (15 to 36 kg).

3. Secure Fitting

There has been a lot of publicity about badly fitted child seats in vehicles and many parents
have expressed their concern. Local Authority Road Safety Officers may be able to advise you
or direct you to organisations who can advise. Remember, not all child seats fit all cars or all
children!
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 Do not put a child seat in any position in a vehicle where an inflated airbag might impinge.

4. PREGNANT DRIVERS

If you are pregnant there is no need to give up driving. Pregnancy gives no exemption
to wearing a seat belt. For safety and comfort, try to ensure that the straps cross the
body above and below the bump, not over it.
Once management have been notified of a driver’s pregnancy a risk assessment will be
carried out by the Health and Safety Coordinator, the driver will be given information
reference setting up a safe posture when driving and a leaflet on The Safe Use of
Seatbelts for Expectant Mothers.
Expectant mothers MUST notify their managers if there are any difficulties carrying out
their job and the risk assessment must be reviewed accordingly.

5. ABS BRAKING

1. Most new car models offer ABS brakes which is the Antilock Braking System.
Drivers must check their car manual, or observe the instrument panel for an amber
ABS indicator light after the ignition is turned on.

2. This system works with the regular brakes on the vehicle and keeps the base brakes
from locking up. For example, in an emergency braking situation, in vehicles not
equipped with ABS the driver can manually pump the brakes to prevent wheel lock
up. In vehicles equipped with ABS, the driver’s foot must remain firmly on the brake
pedal, allowing the system to automatically pump the brakes.

3. ABS is important because when brakes lock up on wet or slippery roads or during an
emergency stop the driver may lose steering control and the vehicle can spin
around. Rear wheel ABS prevents wheel lock up so that the car stays in a straight
line. ABS control on all four wheels retains the driver’s control of the steering.

4. In some vehicles the driver may experience a rapid pulsation of the brake pedal,
almost as if the brakes are pushing back at the driver. Sometimes the brake pedal
suddenly drops and there could be a grinding or buzzing noise and/or a slight
vibration. This means that the ABS is working. It is important that the driver’s foot
remains steady on the brake pedal and that the pedal is firmly pressed and not
pumped.

5. The effect of ABS is to slow the car down safely, retaining the driver’s control over
the steering. Sometimes, especially on some surfaces such as loose gravel or
unpacked snow, it could take longer to stop but the steering should still be working

6. At all times, the driver must maintain safe braking distances between their vehicle
and the vehicle in front.

6. FUEL CONSUMPTION

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Company vehicle drivers are encouraged to practice driving techniques which reduce fuel
consumption. Two good reasons for this are firstly, the cost of fuel keeps increasing and
secondly, the effect of fuel emissions on the environment. There are several techniques
that help:

Use gears wisely. Drive in the highest gear without labouring the engine. It is estimated
that a vehicle travelling at a speed of 37 mph in third gear uses 25% more fuel than when at
the same speed in fifth gear.

Drive smoothly. Apply light throttle and avoid heavy braking. Vehicle wear and tear will be
reduced as well. Research suggests that careful driving techniques can influence fuel
efficiency by as much as 30%.

Switch off the engine whenever it is safe to do so, especially if stuck in a heavy traffic jam.

Think twice before using air conditioning system as running this uses additional fuel.

Drive off as soon as safe to do so. Do not leave the engine of a stationary vehicle running
to “warm it up”. Drive off straight away but drive gently until the engine has reached its
normal operating temperature.

Lighten the load. Think carefully about what you are taking on a journey. Remove the roof
rack if it is not necessary for the journey. Think about the contents of the vehicle. The
lighter the load, the lower the fuel consumption and emissions.

7. SAFETY ACTION LIST IN THE EVENT OF AN ACCIDENT OR AND PERSONAL INJURY

The personal safety of both the employee and passengers and the safety of any other
driver and passengers are of prime importance. However, the safety of other road users
and pedestrians not directly involved in the accident must also be taken into account.

In the event of an accident, ensure that the people involved move on to the pavement, hard
shoulder or embankment (if on a motorway)

If safe to do so, move the vehicle/s to the side of the road

The police must be called if anyone has been injured or if the road has been blocked by the
accident.
If the accident is relatively minor, with no injuries to the people involved and no risk to the
safety of other road users or pedestrians, there is no requirement to call the police. The
process for managing the accident is as follows:

1. Exchange insurance details with the third party. (If the third party refuses to
cooperate the police must be called even if the accident is relatively minor).

2. Record the name and address of any party involved

3. Record the registration marks of all vehicles involved and the nature of the damage.

4. Ask for and record the names and addresses of any witnesses to the accident.
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 5. If it has been necessary to call the police, record the badge number of any police
officers present.

6. Record details of the width of the road and road names, position of vehicles involved,
speed, direction of travel, skid marks on the road, position of traffic signs, traffic
islands, turnings etc. in the area. Show these details in a sketch. (Please note that
you are expected to make every effort to record these details but you are not
expected to draw a sketch at the side of the road. This must be done as soon as it is
feasible to do it).

7. Record the weather conditions and visibility

Each vehicle is equipped with a disposable camera. Drivers are requested to make use of
this equipment, if feasible after an accident.

If you are unable to take details of the owner of a vehicle or property, you must report the
accident to the police within 24 hours. An example could be if you were to collide with a
parked car or other stationary property or if you return to your vehicle and find it in a
damaged condition. Failure to report an accident that should have been reported is an
offence and may result in a police prosecution.

Do not admit liability or fault regarding your driving or the condition of the vehicle. No offers
or promises should be made to third parties without the prior consent of the Company
insurers and without taking legal advice. The police should be given all reasonable
assistance.

You are required to notify the Fleet Administrator and your Line Manager as soon as
possible after the accident and in any event within 24 hours. If you receive any letters at
your home address from third party insurers, pass them to the Fleet Administrator
immediately. Do not enter into any correspondence without first checking with the Fleet
Administrator.
You must complete all relevant documentation as soon as you receive it and you must
return it immediately to the sender.

8. ACCIDENT INVESTIGATION AND FOLLOW UP

If it is proven that the accident damage was the fault of a third party, the Company will pay
the policy excess and seek recovery from the third party insurer.

If the employee of the company was at fault then the company will pay the excess payment.

An ‘incident’ might be a stone chip, minor dent or scuffed bumper. Incidents must be
reported to the Fleet Administrator.

The Company reserves the right, at its own expense, to require any employee to undertake
additional driver training should it consider, at its absolute discretion, that such training is
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appropriate. The Company also reserves the right, at its own discretion, to remove
authorisation from any authorised named driver.

When an employee driver is involved in a road traffic accident whilst driving a Company
vehicle which has resulted in injury to the employee driver however minor, the driver must
be passed as fit by his or her GP before driving another Company vehicle.

9 DETERMINING ACCIDENT PREVENTABILITY

The definition of an avoidable accident is “any accident involving a motor vehicle which
results in property damage and/or personal injury, regardless of who was injured, what
property was damaged, to what extent, in which the driver failed to take every reasonable
precaution to prevent the accident”.

The Fleet Administrator will investigate accidents by examining the information supplied to
the Company for the insurer. In the event that the Fleet Administrator determines the
accident to have been “avoidable”, the employee will be interviewed by his or her Line
Manager.

To try and prevent a re-occurrence of an avoidable accident, the employee may be required
to attend further driver training. Disciplinary action may be taken where an employee’s
driving safety performance is persistently below reasonable standards and where other
methods have not lead to improved performance.

Depending upon the circumstances and the seriousness of the accident, disciplinary
proceedings may be commenced against the employee following the first avoidable
accident.

10. VEHICLE SECURITY

To avoid your vehicle being stolen or broken into, the following may help:

 Remove the ignition key and engage the steering lock.

 Lock the vehicle and set the alarm, if fitted, even if leaving it for only a few minutes.

 Close all windows completely. Never leave young children alone in the vehicle.

 Remove all valuables/contents and lock them in the boot. Nearly a third of all stolen
credit cards are from vehicles.
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  Never leave the vehicle documents in the vehicle overnight

 Use attended or secure vehicle parking areas. Park in a well lit area. Never leave a
soft-top vehicle where it will be vulnerable.

11. DRIVING IN ADVERSE WEATHER

 See and be seen - if you cannot see clearly use dipped headlights.

 Use front and rear fog lights if visibility is seriously reduced, only when you cannot
see more than 100 metres. Switch them off when visibility improves.

 Keep a safe distance from the vehicle in front. You should always be able to stop
within the distance you can see to be clear.

 In fog, don’t get too close to the tail lights of the vehicle in front and use the edge of
the carriageway, hazard lines and cat’s eyes as a guide.

 Be aware of your speed. Keep your speed down where the road has been gritted,
there are wet leaves, rain, oil, loose dust or gravel and mud.

 Pay particular attention to the road surface. Snow and ice will greatly reduce the grip
of the tyres - drive slowly in a high gear to avoid wheel spin.

 Keep a careful watch on other road users, especially pedestrians, horses and their
riders, motor and pedal cyclists.

12. ADVERSE WEATHER

 Never start a journey before ensuring that all glass areas are clean and clear, free of
frost and snow. An ice scraper/squeegee is essential. Don’t rely on demisters and
internal heating to do this for you whilst you are travelling

 Before setting off in hazardous conditions ask yourself ‘is the journey absolutely
necessary’?

 Check the national and local weather forecasts

 Tell someone you are going, an estimated time of arrival, your proposed destination
and the route.
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  Going to be a long journey? Consider taking food and a hot drink with you as well as
a thick rug.

 Where possible, use major routes which may have been gritted/salted. Side roads
which tend not to be treated may be blocked.

 If you take any medication ensure you have extra supplies if necessary.

 Do take a mobile phone if you have one. Before your journey ensure the battery is
fully charged.

 Take some high energy food, such as chocolate, boiled sweets etc

 Carrying a thermos flask filled with hot soup is recommended on longer journeys.

 Remember to allow more time to brake and accelerate. Leave more room between
you and the driver in front and try to be patient.

 Drivers are advised to stay inside the vehicle until assistance arrives, unless road
conditions make this a more dangerous action (Hard shoulder of motorways) or they
are advised by the police to leave the vehicle.

13. MONITORING THE RISK

Leaseplan provide Aspen Medical with data regarding accident statistics and licence
endorsements. The Health and Safety coordinator and the Fleet Administrator will meet up
monthly to collate this data to determine what, if any training is required by individuals to
reduce the risk of an accident occurring.

14. PERSONAL PROTECTIVE EQUIPMENT

Drivers are advised to keep a coat in the vehicle in case of a breakdown or accident
resulting in the driver having to stand on the side of the road for a lengthy period of time.

Drivers are advised to wear any gloves provided by the filling station when refuelling with
diesel.

15. TOW BARS / TOWING TRAILERS/ TOWING CAPACITY

The fitting of a tow bar must be carried out by an approved supplier and only after prior
permission has been obtained from the Fleet Administrator’s Department. Before towing,
the vehicle handbook, which is kept in the vehicle, must be checked to establish the
maximum size, type and capacity of trailer or caravan the vehicle is capable of towing.

16. PROHIBITED VEHICLE ACCESSORIES I.E BULL BARS

The fitting of bull bars is strictly forbidden.

17. SITE EVACUATION PROCEDURE – STAFF VEHICLES

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If it is necessary for the site to be evacuated, the primary responsibility of all employees is
to ensure their own safety first and that of their colleagues. If it is safe to do so, Company
vehicles may be moved to off site parking areas.

18. REVIEW

Notwithstanding the above, this Policy will be reviewed on an annual basis.

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