Driver Handbook
This is a free handbook provided as a guide to best practice and requires amendment to include your policies and procedures. Changes in law and best practice are frequent and often. Licence Bureau cannot be held liable for its content and are not responsible for updating this document.
If you require a further overview please consult Compliance Bureau or seek legal advice.
Last review by Licence Bureau Ltd: 01 March 2018
Introduction
Narvia Direct LTD is committed to its’ staff and the delivery of its obligations, under Health and Safety legislation, to ensure employees of the Company and others are safe whilst driving for work purposes.
It is estimated that between 800 and 1000 people are killed annually in work related road traffic crashes*, and that Business Drivers have collision rates that are 30-40% higher than those of private drivers.
Narvia Direct LTD has introduced this handbook with the objective of minimising and eradicating risk, and to actively encourage safe driving. This will continue to prevent accidents whilst driving on behalf of the Company, and complies with our legal obligations, including the Corporate Manslaughter/Corporate Homicide Act (2008).
Purpose and Scope
This handbook is designed to ensure Navia Direct LTD satisfies the requirements of the Health and Safety legislation in relation to driving for work, and will outline the policies and procedures all employees must follow.
These policies and procedures apply to all employees who may be driving for and on behalf of the Company and those who may be affected by their work.
Driving for work means any driving that is conducted on behalf of the business excluding commuting to and from your normal place of employment.
As an employee, you must understand, and follow, your employer’s driving for work policies and procedures.
DRIVERS MUST ENSURE THEY HAVE READ AND FULLY UNDERSTAND AND ACCEPT THE CONTENTS OF THIS POLICY / HANDBOOK BEFORE DRIVING A VEHICLE FOR WORK PURPOSES
Drivers Policy
Employees authorised to drive vehicles
Any employee authorised by a Mario Staniurski of Narvia Direct LTD who is over 25 years of age and has held a current full UK driving licence for a minimum of 2 calendar years may drive a Narvia Direct LTD vehicle.
Holders of provisional licences will not be authorised to drive Narvia Direct LTD vehicles or their own on behalf of the Company.
Each employee must undergo a licence check before being authorised to drive for/on behalf of the Company. Vehicle categories for each employee must be checked against the type of vehicles an employee may be required to drive.
Drivers cannot, under any circumstances, drive for or on behalf of the business without a full and valid UK issued driving licence.
Driver Registration
All drivers (including employees and their family members wishing to drive, if insured on Company business) must undergo thorough licence checks with Licence Bureau Ltd before they drive any vehicle on behalf of the Company. Drivers must also complete the Driver Audit Questionnaire, as supplied by Licence Bureau Ltd.
Once the Driver audit has been completed, the driver will be sent a consent form, either via e-mail (PDF) or eConsent which will allow Licence Bureau Ltd to complete a check on the drivers’ licence with the DVLA. These consent forms may be electronic, or will require printing and signing, and must be completed fully before a check can be undertaken. Licence Bureau Ltd will check all employees’ driving licences that drive for work, with the DVLA. All drivers will be asked to complete a consent form that must be signed and dated, before it can be sent to the DVLA to be verified.
Licence Bureau Ltd re-check this information on an monthly basis, however if at any point a drivers’ circumstances change, i.e. additional penalty points, they must notify Driving consultant and another check may be processed.
Once this check has been completed and the results reviewed, a decision regarding driving at work will be made by Driving Consultant.
Should you receive any type of conviction or have a pending prosecution you must notify Driving Consultant immediately.
Driving Safety Policy
In order to increase the safety of drivers and reduce the frequency and cost of motor claims, it is crucial that all drivers comply fully with their moral and legal obligations. Drivers must take responsibility to achieve and maintain a high standard of performance whilst driving on behalf of the Company.
All drivers must be aware of, and understand the content of:
The Highway Code
The Health and Safety at Work Act (1974)
Road Traffic Act (1988) and all subsequent amendments
The vehicle manufacturers handbook for which they will be driving
The Driver Audit Questionnaire supplied by Licence Bureau Ltd will cover a small portion of some of the above, however it is crucial that all drivers are fully aware of the content.
Drivers must also be familiar with the Working Time Directive (WTD) and legislation relative to employment, and ensure regular and sufficient breaks are taken.
Driving for Work
If an employee is required to drive for work, the following must be adhered to:
All vehicles used for work must be maintained and be in a roadworthy condition at all times. Any employee driving a Company Car must adhere to the servicing intervals for that vehicle. Any issues must be reported to Narvia Driving Consultant
Employees must not drive for work if feeling unwell, tired, and unfit or judgement is impaired.
If you are driving a Company car, you must not:
Use the vehicle for motor trade purposes
Use the vehicle for self-drive hire and/or credit hire purposes
Use the vehicle for courier/parcel delivery services
Use the vehicle for carriage of passengers for hire or reward
Have any non-manufacturer fitted modifications
Use the vehicle for carriage of goods for hire or rewards in Northern Ireland
Vehicle Maintenance
As the driver you are responsible for the maintenance and ‘up-keep’ of your car. This includes ensuring the car is roadworthy, safe to drive and clean. If you have any issues with the car, i.e. cosmetic issues like scratches, please inform Narvia HR Administrator.
Insurance
If you are granted use of a Company car, Narvia HR Admin will ensure you are added to the insurance policy in order to drive the vehicle. Your Spouse/Partner may also drive this vehicle once they have undergone the Licence Bureau Ltd driving licence verification. If they do not have their licence checked, they are not authorised to drive the vehicle.
If driving your own car for or on behalf of the Company, you must ensure you are fully insured to do so - this requires your policy to cover you for business use. A copy of this certificate must be provided to Licence Bureau Ltd before you are able to drive.
MOT
If you are driving a Company car, it is the responsibility of Narvia Direct LTD to ensure the vehicle undergoes a full MOT and service before the car is assigned to you. Whilst the Company car is in your possession, you as the driver must ensure that the vehicle undergoes the annual MOT test by the appropriate date.
If driving your own car for or on behalf of the Company, you must ensure it has a valid MOT certificate. You must also ensure that the vehicle undergoes its new MOT test by the relevant date.
Do not drive any vehicle without a valid MOT.
Vehicle Tax
If you are driving a Company car, the Company will ensure the vehicle is appropriately taxed.
If driving your own car for or on behalf of the Company, you must ensure it has valid and sufficient Road Tax. You must also ensure that the vehicle is taxed again by the relevant date.
Do not drive any vehicle which is not taxed.
Maintenance
It is the drivers’ responsibility to ensure the maintenance of the vehicle – this includes keeping the car clean, roadworthy and ensuring MOT’s are up to date.
It is important that all employees ensure the maintenance of their vehicle and you must always ensure the vehicle is taxed, insured and road-worthy. You must further ensure that the functionality of the vehicle is in full working order - see Pre- Drive Vehicle checks.
If you are using a Company car and you come across any problems with the vehicle that requires specialist attention, please speak to a Driving Consultant beforehand.
If the vehicle is unsafe to drive, ensure you do not do so and inform Driving Consultant.
Breakdown
Each Company car is covered with a breakdown policy. Each driver should make themselves aware of the cover and contacts.
If using your own vehicle at work you must have breakdown cover in place prior to any journey.
Do not drive any vehicle for work unless you have cover in place and are aware of the actions you are required to make to make contact with the relevant breakdown company.
In the event that your vehicle/Company vehicle breaks down whilst you are driving for work, ensure you take the following actions:
Move the vehicle off the carriageway and switch on the hazard warning lights. If this is not possible, move the vehicle as far away from traffic as possible.
Move passengers out to the nearside of the vehicle and as far away from it and the traffic as possible.
Telephone the emergency services, or breakdown firm, giving them accurate details of the vehicles locations, and whether any passengers with mobility problems are being carried.
Telephone Mario Staniurski - and inform them of the situation.
It will be the drivers’ responsibility to ensure the vehicle is recovered and relevant repairs are made.
Incidents & Claims
If you are involved in an accident in a Company car and your vehicle cannot be driven, Report to Driving Consultant to find out how to resolve problem.
You must always ensure Driving Consultant is informed of any incidents or claims made on the Company Car Policy. If you need to make a claim please discuss with HR Admin first.
You will be responsible for any excess due to be paid as a result of an incident.
If you are involved in an accident in your own vehicle you must inform HR Admin.
Accidents Policy
In the event of an accident, drivers and passengers of company vehicles must:
STOP – it is an offence not to stop, if your vehicle is involved in an accident or has caused damage to another vehicle/property.
Use hazard warning lights and switch off your engine.
Stay calm.
Do not move someone who is injured unless they are in immediate danger.
Call for an ambulance on 999 if there is any body hurt, or you have reason to believe they are hurt.
Administer first aid if you are required and competent to do so.
Obtain all names and addresses of all independent witnesses (if possible).
If there is an injury or the names of people involved are not exchanged, you must report the accident to the Police as soon as possible, or within 24 hours.
Avoid driving after an accident, even minor, as drivers may be experiencing shock.
Always ensure you report the accident to your Employer Immediatelly!
Drugs and Alcohol
Alcohol and Driving
Around 240 people are killed, and over 1,100 seriously injured in drink drive crashes each year. In addition, around 30 children are killed or seriously injured by the same cause, annually.
Even a small amount of alcohol, below the legal limit, can have detrimental effects on our ability to drive safely, and dramatically increases the likeliness of crashing.
Alcohol has the following effects on your ability to drive;
Impairs a driver’s judgement.
Slows reactions, increasing stopping distances.
Makes a driver over-confident and more likely to take risks.
Reduces the drivers’ field of vision.
Affects judgement of speed and distance.
The speed with which alcohol is absorbed into the bloodstream will always vary dependent on the person’s age, size, weight and gender. Alcohol is absorbed quickly, but it can take about 1 hour for one single unit to be removed by a healthy liver.
Drivers’ are reminded that no alcohol is to be consumed whilst at work. Any breach of this rule will be treated as Gross Misconduct. Drivers’ should always remember that it is still possible to be ‘over the limit’ from alcohol consumed the previous evening.
Drink Drive Limits
In England and Wales, the legal drink drive limit is 80mg of alcohol per 100ml of blood.
In Scotland, this is lower – 50mg of alcohol per 100ml of blood.
If the Police want to investigate whether you are over the drink driving limit, they will carry out a roadside screening breath test, using a breathalyser.
It is an offence to refuse to participate in this test.
The morning after
It is a drivers’ responsibility to always ensure they are fit to drive the morning after they have consumed alcohol, as it is possible that there is still alcohol in the system.
It is an offence to drive over the drink driving limit even the morning after.
Consequences of Drink Driving
If you are charged by the Police with drink driving, the penalties are:
There are further consequences to this offence, including loss of job, loss of independence and higher insurance premiums when you are able to drive again.
Convictions will also prevent you from travelling to certain countries, i.e. the USA.
Drugs and Driving
Drugs, including illegal, prescribed and over-the-counter medicines can all reduce a drivers’ ability to drive safely, just like alcohol.
It is against the law to attempt to drive, or be in charge of a vehicle whilst having certain drugs in the body over a specific limit. This applies, but is not limited to;
Cannabis
Cocaine
Ecstasy
Ketamine
Cloanzepam
Diazepam
Flunitrazepam
Lorazepam
Oxazepam
Temazepam
Methadone
Morphine
It is an offence, under the Road Traffic Act Legislation, for vehicles to be driven whilst the driver is under the influence of certain type of drugs. If drivers are being prescribed drugs for any medical condition, it is important to make the situation clear, to any doctor who is treating them that they drive as part of their job. They must then inform Driving Consultant so alternative arrangements can be made.
Drivers must also not be found in possession of illegal substances whilst driving on behalf of the company.
If you are found to be under the influence, or in possession of illegal substances, disciplinary action, including dismissal, will commence.
Consequences of Driving under the influence of Drugs
If you are caught driving, or attempting to drive, whilst under the influence of drugs, this will result in:
Loss of your licence with an automatic 12 month ban
Up to 6 months in prison
A fine of up to £5000
A criminal record for a minimum of 20 years
An offence which stays on your licence for 11 years
Potential loss of your vehicle
Driver Responsibilities
It is the drivers’ responsibility to ensure the following:
Never drive while under the influence of alcohol, drugs or certain medicines.
Avoid alcohol at lunchtime, especially if you know you will be driving later.
Be aware that prescription drugs and over-the-counter medicine can have effects on your ability to drive.
Always plan ahead and make other arrangements if you know you will be drinking alcohol.
Report any drug and alcohol problems, including cautions, summons and convictions relating to drugs and/or alcohol, to Driving Consultant.
Co-operate with monitoring, reporting and investigation procedures.
Smoking
It is illegal to smoke in all public enclosed areas or workplaces, including smoking in vehicles which serve the public and/or are used for work purposes. Therefore, smoking in a vehicle being used for work is a criminal offence.
Consequences of Smoking whilst driving
If you are found guilty of smoking in a car being used for work purposes you are liable for a fine. You are also in danger of having the work vehicle taken off you by the Company, or your responsibility to drive on behalf of the Company.
Every individual has the right to a “smoke free” workplace. This applies to all vehicles used for work-related journeys and will include vehicles not belonging to the company such as the employees own vehicle and the use of hire cars on business.
Breaches of this policy will be regarded as a disciplinary matter.
Mobile Phones
The use of a mobile phone whilst driving is illegal and drivers can face fines and penalty points if caught. This includes the use of a hand held mobile phone whilst driving (including holding the phone, dialling, texting and surfing the internet etc.) and in some cases, the use of a hands-free mobile phone.
It is Narvia Direct LTD policy that any employees driving on Company business must not use any type of mobile phone, including hands-free, whilst driving.
It is also the policy that if an employee believes they have called someone that is using a mobile phone whilst driving, that the call is ended promptly and the employee calls back at a later time.
If caught using a mobile phone whilst driving, a driver can be charged with ‘failing to have proper control of their vehicle’, or careless or dangerous driving if that is the reason they are distracted.
They are also subject to disciplinary action.
Consequences of using a mobile phone whilst driving
If you are caught using a mobile phone whilst driving you will receive a £200 fine and 6 penalty points on your driving licence. Your case could also go to court and you can be disqualified from driving and get a maximum fine of £1000.
You can use hands-free phones, sat navs and 2-way radios whilst driving, but if the police think you’re distracted and not in control of your vehicle, you could still be stopped and penalised.
Pre-Drive Vehicle Checks
Before driving your vehicle, always check:
There are no signs of vehicle damage.
Oil, coolant and windscreen wash levels are correct (always check when the engine is cold!)
Tyres are undamaged and are at the correct pressure and tread depth. The legal minimum tread depth is 1.6mm, but above 3mm gives a much shorter braking distance in wet conditions.
Brakes are working.
All lights are working, including headlights and indicators.
You know the correct type of fuel the vehicle uses in case you need to re-fuel.
Washers and wipers are working correctly.
All mirrors, including wing and rear view are correctly positioned.
Your seat has been adjusted and is in the right position.
If you come across any issues with the vehicle, ensure you inform Transport office where you are working immediately and Narvia Driving Consultant.
If you think the vehicle is, or may be, in an unsafe or illegal condition to drive, do not drive until the necessary repairs have been carried out. Seek an alternate mode of transport and inform Depot Transport Manager/ Transport Office.
A great way to remember your important checks is to think ‘flower’:
Fuel – play safe and stay topped up.
Lights – regularly check all lights including main beams, indicators, fog lights, sidelights and brake lights.
Oil – over-filling or under-filling can damage the engine.
Water – keep the screen wash reservoir full and use plenty of anti-freeze in winter!
Electrics – check battery, wiper blades, electric windows, horns etc.
Rubber – ensure your tyres meet the legal requirements.
REMEMBER: worn tyres are not only dangerous, but they are illegal. You could face a fine of up to £2,500 plus 3 penalty points per tyre.
Seat Belts
The driver of a vehicle and all passengers, including those in the rear of the vehicle, must be wearing a seat belt during every journey, no matter what the length. This applies to all vehicles that have seatbelts fitted.
Child Car Seats
If you have any children present in the vehicle you are driving, you must ensure they are using a suitable child car seat.
The current legislation states that children under 12 year’s old or under 135cm in height must use a child seat that is fitted correctly.
New regulations due to be imposed however will state that children under 125cm in height and weighing less that 22kg (3st 6.5lbs) must not be using a ‘backless’ (booster) seat, and must use a child seat with full restraints. These rules however, will only apply to new products on the market, and users will not be expected to replace existing seats.
Head Restraints
Head restraints must be adjusted correctly, ensuring the top of your head is level with the top of the head restraint, and as close to the back of your head as possible. This will help protect you against whiplash and long-term injuries in the event of an accident.
Driving Position
Your seat should always be positioned to allow you to be able to see and reach all of the controls comfortably. You must also ensure good, all-round and unobstructed visibility. Your view must not be obstructed by objects such as a Sat-Nav or air freshener etc.
General Driving Fitness to Drive
It is an employees’ responsibility to declare any medical conditions, or changes in medical conditions, that may affect their ability to drive, to the DVLA and their employer.
If you do not feel fit to drive for any reason, do not drive and speak to Transport Supervisor and Narvia Driving Consultant.
Illness
Common illness health conditions are extremely likely to affect your ability to drive. These health conditions can include the common cold, flu, migraines, infections etc. and can all affect drivers in many ways.
For example, hay-fever will most likely affect the drivers’ vision and ability to drive due to sneezing and streaming eyes.
It is also the treatment of these common illnesses that can affect the driving ability of a person, so it is the responsibility of the driver to ensure that they are fit to drive, and if not, to inform Driving Consultant immediately, or take an alternate mode of transport.
Medication
Some medication can affect your ability to drive – it is therefore the employees responsibility to ensure they are aware of any effects of their medication and do not drive if it is impairing their ability to drive.
Always check with your GP or a pharmacist before taking medication to identify if this will affect your driving.
If the label of medication states that certain side-affects may occur, always assume that they will do so, and inform Driving Consultant.
Stress & other Mental Health Issues
Mental health issues can severely affect a drivers’ ability to drive safely in many ways. Issues such as stress, anxiety and depression can lead to mood swings, and in turn poor driving behaviour, and can also cause lack of sleep, which again, can affect the ability to drive.
If you suffer from any mental health issues, or are going through a stressful period, always ensure you inform Driving Consultant/Transport Office so a decision regarding you driving for the Company can be made.
Eyesight
All employees must ensure their eyesight satisfies the eyesight requirements set out in the Highway Code by having regular eye tests.
In daylight, by law, you must be able to read a vehicle number plate from 20 metres (or 20.5 metres for old style plates).
It is recommended that eye tests are every 2 years, or more frequently if required. If an employee requires glasses or contact lenses whilst driving, they must ensure there are worn at all times.
If an individual is stopped by the police and cannot successfully demonstrate their eyesight meets the standards, their licence can be immediately revoked.
For eye test vouchers please contact Narvia Medical Department.
Driving whilst tired
Driving whilst tired greatly increases your risk of collision. To minimise the risk you must ensure:
You are fit to drive.
You have a good nights’ sleep prior to driving a long journey.
You plan your journey ahead, with breaks.
Whilst on a break, you stretch your legs, have a drink/something to eat etc.
If you feel tired, stop in a safe place.
If you are working a long day/long hours, look into alternative modes of transport.
Consider staying overnight prior to the following working day.
You are most likely to feel sleepy when driving:
On long journeys on monotonous roads.
After having less sleep than normal.
On journeys home after night shifts.
Between 2am and 6am or 2pm and 4pm.
After drinking alcohol or taking medicines which cause drowsiness.
Pregnant Drivers at Work
The Management of Health and Safety at Work Regulations require organisations to conduct a risk assessment of the work to be carried out by a member of staff who is pregnant, which can sometimes include driving.
At some point, changes to the work pattern/responsibilities may need to be reviewed and changed, but it is important to ensure the health and safety, and comfort, of a pregnant employee whilst driving for work.
It is important that employees who are pregnant wear their seatbelt correctly, and as the pregnancy progresses, the drivers’ position in relation to the steering wheel and airbag must be considered. The driver should sit back as far as possible, while ensuring they can still operate the controls with ease.
Further information can be downloaded to help you ensure guidelines are being followed:
http://www.hse.gov.uk/mothers/
Security
Valuables (or anything that could be perceived as being of value) must never be left on display in a vehicle. This includes (but is not limited to) purses, wallets, phones, laptops, bags etc. When unattended, a vehicle should always be locked and keys should never be left in the ignition under any circumstances.
It is against Company policy to pick up ‘hitch-hikers’.
Driving Posture
Drivers must ensure good posture at all times when driving, as poor posture can lead to back pain, and consequently time off work. The following tips should be followed when adjusting a vehicles seat:
Shoulder blades should be in good contact with the back of the seat, and the lower back should not push into the back support.
The lower chest should come forward and up in order to relax the shoulder blades and back.
The back of the head should be one fingers’ width away from the head restrain.
Hands should be in the ten to two position.
The steering wheel should be directly in front of the driver and the drivers’ wrist should be able to rest on top of the wheel.
Avoid head restrains which tend to push the head forward.
Rest Breaks
Drivers that use a goods vehicle or a passenger-carrying vehicle must follow the Government rules regarding how many hours you can drive and the breaks you need to take.
If driving for work or on behalf of the company, it is advisable that you do not drive for any longer than 2 hours without a sufficient break.
The break time period must take into account other factors such as general tiredness and health and the amount of time already spent driving that day.
Expenses
Narvia Direct LTD employees are entitled to claim back expenses on any car journeys they undertake on behalf of the business. This will include client meetings during working hours and driving to exhibitions etc. The Company will reimburse mileage back per mile in accordance with the HMRC guidelines. More information can be obtained from Driving Consultant. Expenses will be payable in the relevant salary providing an expenses form has been submitted to Driving Consultant.
‘Good’ driving tips
Below are a few tips to ensure ‘good’ driving at all times:
Keep your vehicle well maintained at all times.
Check tyre pressures regularly.
Avoid carrying unnecessary weight (i.e. items in the boot).
Plan your route so you do not travel unnecessary miles.
Drive smoothly.
Only use air-conditioning if you really need to.
Read the road ahead so you can keep moving as much as possible.
Avoid harsh acceleration and braking.
Stick to speed limits.
Keep calm whilst driving and avoid road rage.
Keep your distance.
Tachomaster Software and Card downloading
We oblige our drivers to download tachograph cards weekly (past last shift of week is finished). Drivers should us tachograph software we will share with them (login and password) for free while they are working for us. If they decide move out to work for other agencies but using software then we will charge for tachomaster user cost refund.
Time sheets
Accounting weekend is starting at SUNDAY (first day), then SATURDAY is a last day of working weekend. Drivers should deliver time sheets weekly up to Monday morning 10:00AM. If missed then payment comes to next week. If you miss deliver time sheets or time sheets are unsigned, then you can't get paid, because we need present proves of shifts for our clients. If for any reason working hours/break don't comply with our clients records, then client may wait for additional information and your payment could be delayed.
Payments
We pay for drivers weekly. We are covered by Outsauce Financial Limited Cash-flow finance/payroll provider which cover long time payments. Also we're insured to cover payments for our workers.
Negligence Insurance
Due to our Insurance provider we can accept drivers if they are:
* HaveValid Driving Licece, Valid Tachograph Card, and CPC card/qualifications
* Over the age of 21 years;
* who does hold a full driving
licence clear of endorsements, other than endorsements for the following motor offence conviction codes: AC10, AC20, CU10, CU40, CU80, MS10, MS20,MS30, MW10, PC10, PC20, PC30, SP10, SP20,
SP30, SP40, SP50, SP60, TS10, TS20, TS30, TS40, TS50, TS60, TS70, up to a maximum of nine penalty points;
* who has held a valid licence to drive such a vehicle for more than one year.
* who has worked as a driver of
such a vehicle for at least 60 days during the 6 months (180 days) immediately preceding the accident; or
* drivers who do hold a Large Goods Vehicle (LGV) licence of Category C1, C1+E, C or C+E;
We do NOT ACCEPT drivers with the following motoring offence conviction codes:
AC10, BA10, BA20, BA30, CD10, CD20, CD30, CD40, CD50, CD60, CD70, CU20, CU30, CU50, CU60, DD10, DD20, DD30, DD40, DD50, DD60, DD70, DD80, DR10, DR20, DR30, DR40, DR50, DR60, DR70, DR80, DR90, IN10, LC10, LC20, LC30, LC40, LC50, MS40, MS50, MS60, MS70, MS80, MS90, PL10,
PL20, PL30, PL40, PL50, UT10, UT20, UT30, UT40, UT50, XX99, TT99 & NE99.