Information for Drivers of ITW Vehicles

The information set out below applies if you have been provided with a car for personal use and should be read in conjunction with the Internal Company Car Policy

You are reminded that the vehicle provided to you is a costly item. In order to safeguard it and to ensure it is used correctly, you must adhere to the following at all times.

A vehicle is only available if you hold a current and valid driving licence. As all vehicles are insured through the Organisation, any conviction for driving offences, any driving endorsements and any fines incurred must be reported immediately. You are personally responsible for the payment of any fine or fixed penalty incurred whilst in charge of the vehicle. Additionally the Organisation reserve the right to claim any administration charges if relevant.

You (or any named driver) will need to produce your driving licence (both parts) each year, or as otherwise requested, so that a copy can be kept on file for insurance purposes.

If you are considered to be acting carelessly or recklessly in your use of the vehicle, you will be subject to action under the Disciplinary Procedure (and this may involve the withdrawal of the vehicle where appropriate). If you are prosecuted or convicted of a driving offence, which results in a period of disqualification, and the holding of a licence is an essential requirement of the job, this will result in your dismissal.

You must immediately report any and every accident or incident in which a vehicle in your charge becomes involved, regardless of fault and whether or not persons or property are affected to the Fleet Administrator and Health and Safety Manager. If you work in the field, online forms are available for you to complete as soon as feasible to do so but no later than 48 hours of the accident/incident happening. Any damage not reported will be charged to yourself via deductions from payroll.

More than one incident during the contract period that you have the car may result in you being made responsible for paying any excess charged. If it is found that you are at fault, or have caused wilful or deliberate damage to the vehicle, then you will be responsible for the full cost of the damage. This includes not adhering to the servicing plan of the vehicle.

Driving under the influence of alcohol or drugs is strictly prohibited and infringement of this rule will result in your summary dismissal. You and any passengers must wear seatbelts at all times when the vehicle is in motion. Fines for not wearing a seatbelt will be your responsibility.

Only authorised personnel may drive the Organisation's vehicles. Unauthorised passengers must not be carried in vehicles. The appropriate documentation must be carried at all times (e.g. insurance details), and you must ensure that all security devices are operable when the vehicle is left unattended.

If a telephone is installed in your vehicle, it may only be used for business purposes or in an emergency unless prior authorisation to do so has been given.

You must ensure that the vehicle is kept in good condition. This includes keeping it clean and ensuring that the tyre pressure, lights, oil, water etc. are up to the required standard.

You must not drive the vehicle in an unroadworthy condition. Any defects must be reported immediately to management. The vehicle must not be driven without the fault being rectified or prior approval given.

You are responsible for ensuring that any service, maintenance and repairs are carried out. All vehicles must be serviced in accordance with the Organisation's policy and /or manufacturer’s recommendations. Services must be arranged on time and the service record completed and stamped by the garage. Whenever possible servicing should be booked and carried out at a time when it will cause least disruption to your working day.

You must obtain prior authorisation from management and/or the Organisation's insurers with the required quotes in the event of the vehicle requiring any repair work, and must not hire a replacement vehicle whilst repairs are being carried out without prior authorisation. The organisation reserves the right to seek reimbursement through deduction from your pay or any other means, for the cost for any damage resulting from inadequate vehicle maintenance and/or servicing, including refuelling with the wrong type of fuel.

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

When you are travelling in any Organisation vehicle i.e. personally allocated car, pool car or commercial vehicle you must not smoke or allow others to smoke under any circumstances. The only exception will be if you are using your own vehicle on Organisation business and you will be the only occupant.

You can choose to pay for your private mileage or you can have all private mileage paid for. If you decide to reimburse the Organisation for your private mileage this should be done via your expenses, based on the calculation on the expenses form. Please contact the Payroll Department for further details.

If you wish to take your vehicle abroad you must obtain prior authorisation and further information.

The Organisation has a policy on renewal or replacement of cars and vehicles. Details of this will be issued to you separately. The right is reserved, however, to amend this from time to time and not necessarily replace with the same or equivalent type of vehicle.

You must not have modifications made. In general the fitting of extras and special fittings is strongly discouraged. Factory or dealer fitted extras may only be added, with prior written agreement of The General Manager and you should be aware that you may be responsible for the cost of such extras. Where the reversal of the modification or the removal of the extra would result in the value of the vehicle being less than had they not been done or fitted, then the modification and/or extra will become the property of the Organisation.

The Organisation reserves the right to require you to surrender any vehicle you have been issued with, at any time, in the event of absence from work. (This does not apply to the statutory Ordinary Maternity Leave period). You must make your vehicle available for another employee to use on business at any time.

Under certain conditions, other persons may be allowed the use of your vehicle. If you require further details you should contact management. Aside from other conditions that may apply, you will be responsible for payment of any fines or damage incurred by the third party.

In the event of termination of your employment, you will be entitled to retain the use of your vehicle for the duration of your contractual notice period where applicable. When returning the vehicle either at the end of the vehicle contract or upon termination of your employment, the vehicle must be cleaned to a good standard both inside and outside and must be returned in a clean and tidy state. If it is not returned in a satisfactory condition a charge may be made for valeting costs, which will be deducted from any outstanding salary.

All returning vehicles will be inspected by your Line Manager or the next person that the vehicle has been allocated too, at which time an inspection form will be completed and signed by both parties.

This section should be read in conjunction with the Expenses and Mobile Phone Policies.