Drivers Handbook & Policy
Gillman’s Electrical Limited, Mercia Road, Gloucester, GL1 2SG.
Introduction.
Gillman Electrical Group 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.
The company 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.
The company 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.
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.
In essence, the driver’s technique must be ‘defensive’ and not ‘offensive’ drivers’ evidence of the later will face disciplinary action.
Responsibilities.
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.
They are also primarily responsible for maintaining accurate records This will include:
Vehicle handovers to new employees.
Ordering and tracking of new and returned vehicles.
Ensuring vehicles are taxed.
Rental invoices.
Fuel cards issued.
Fuel pump tag management and PIN’s
Arranging for the collection of vehicles by Leasing companies.
Liaising with Health and Safety reference accident rates and training requirements.
Employees must ensure they have read, understand and comply with this policy and our general health and safety at Work Act group policy at all times. They have the responsibility to ensure that any vehicle they are using in the course of their duties is safe, legal and compliant.
All drivers must be aware of and comply with the Highway Code: The Highway CodeGuidance - GOV.UK
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 times.
The Company director responsible for Health and Safety will monitor the overall implementation and application of the policy and update where appropriate.
They will ensure that all drivers are all assessed for risk and given the appropriate training where necessary.
They will work in conjunction with the Fleet Administrator to ensure everyone fulfils their duties.
Use of Private Vehicles.
The use of private vehicles is prohibited, unless the employee has authority, in writing, by a registered director of the business, if this is the case the driver must provide annually a copy of their vehicle insurance which specially covers Class 3 Business cover: This covers business-related driving to an unlimited number of locations. This is for people who are frequently traveling for work, such as salespeople.
Class 1 or 2 will not be accepted.
Having the incorrect type of insurance class will invalidate your insurance, you risk points on your licence, your vehicle being sized and a fine. It is the drivers / owner’s responsibility to ensure they have the correct class of insurance declared on their policy.
Drivers.
For a driver to be covered and authorised to drive a company vehicle under our fleet policy, they must comply with the below:
Be at the age of 23 years or more.
Held a UK FULL driving licence for not less than 12 clear months. IE 366 days or more.
Have no restrictions on their driving licence for the class of vehicle they will be driving.
Have no-more than 9 active points on their licence.
Has not been refused or had cancelled any vehicle insurance policy in the last five (5) years.
If any of the above applies, they will not be covered under our fleet policy.
Mobile Phones / Data Devices.
Drivers are not authorised to use any mobile phone, data device or any equipment that is capable of making or receiving a call or any data of any type whilst driving, this includes while sitting in standing traffic or at traffic lights.
In order to make or receive calls the driver must have a hands free / Bluetooth equipment installed in the vehicle, even then calls should only be made or accepted where the driver believes it is safe to do so.
Where possible always pull over in a safe location, turn off the engine before making or receiving a call.
Always pull over and turn off the engine to use a tablet, laptop or any data device, including a satellite navigation device.
Alcohol & Drugs.
All employees are forbidden to drive any vehicle if they are under the influence of alcohol or any type of drugs that may affect their ability to drive safely, this includes, but is not limited to:
Any type of liquid or food that may contain alcohol.
Prescribed drugs / medications that carry a warning not to drive.
Prescribed drugs / medication that carry a warning not to drive if affected by side effects, the driver must ensure they are not affected before driving.
Any illegal drugs whatsoever, even if the driver does not feel affected by them.
If you are affected by any of the above, it will also invalidate any insurance you have, you can therefore also be reported for driving without valid insurance.
Remember the morning after offence, this is where you may feel fine to drive but the alcohol level in your system may still be above the legally prescribed level.
The legal level is 35 micrograms of alcohol per 100 millilitres of breath, or if a blood test is taken 80 milligrams of alcohol per 100 millilitres of blood (England & Wales), Scotland is different slightly.
The company reserves the right to complete random alcohol and drug testing on all drivers at any time.
Any driver found to be over the prescribed limit, or has any illegal drugs detected in their system will face disciplinary action for Gross Misconduct.
Any driver found guilty at court for the same offence is likely to lose their licence and so will also face disciplinary action.
Smoking & Vaping.
It is against the law for any person in a company vehicle to smoke or vape or use any device that produces smoke or steam, the laws apply to all company vehicles as it does company buildings.
Driving Licence Compliance.
Employees driving on behalf of the company in either a company issued vehicle or their own authorised private vehicle, must report as soon as they become aware:
Any reportable incident that could involve a fine and / or points on their licence.
Notice of Intended Prosecution (NIP) for any motoring related offence.
Any court appearance magistrates or Crown court, for any driving or driving licence offence.
The company completes an annual check of all driving licences of employees that drive or are likely to drive a company vehicle.
The maximum number of permitted points on a licence is 9 points under this policy.
If an employee fails to complete this, they will not be authorised or insured to drive on behalf of the business.
Medical Conditions (short / long term).
Any employee who suffers from a medical condition which could prevent them from driving safely or legally must inform their line manager as soon as they become aware of the condition.
Driving with a medical condition that has not been notified to the company will invalidate your insurance cover.
If your condition is long-term, IE: lasting more than six consecutive weeks, then you must complete a driver authority to drive report form.
A list of reportable medical conditions can be found at: Medical conditions, disabilities and driving: Telling DVLA about a medical condition or disability - GOV.UK
Drivers with a reportable condition must follow the advice from DVLA and must provide this advice and any requested evidence to the business.
Employees awaiting on a decision from DVLA on authority to drive may be suspended from driving duties until this information has been received.
You must also ensure that your eyesight meets the minimum required standard so that you can read a standard car number plate at 20 metres (this can be with the use of glasses or contact lenses).
Remember! If you need to wear glasses or contact lenses to reach the required standard, you must inform DVLA and you must wear these at all times while driving.
Driving Offence Tickets.
If a driver of the company vehicle receives a fine, points or a prosecution notice, they will be personally responsible for paying all fines and receiving any points.
Any tickets for parking (for example double yellow lines), bus lane offences or local authority governed offences such as stopping in a box junction, will be passed to the driver directly, or at its discretion the company may pay the fine on behalf of the employee and deduct the equal amount out of the employees next payroll.
If the driver is reported for a motoring offence and a notice of intended prosecution (NIP) is received, the company will complete all required information and provide the details of the driver, the driver will then be sent information directly by the law enforcement agency involved. This is a permitted reason under GDPR Regulations 2015.
Due to the time restraints placed on the company to respond to such documentation, the response may be submitted before the driver is informed that it has been received. A copy of any such documents will be placed on the employee’s personnel file.
Vehicle Security.
Drivers must ensure that all company vehicles are locked and secured before being left or unattended, even if just unloading for a few minutes.
Products, tools and equipment should not be left in vehicles overnight.
Vehicle alarms and immobilisers must not be disarmed or not used at any time.
If a vehicle is being left unattended overnight, it should be parked near a lit area or under a streetlamp and close to where the driver is staying. Ideally in an area covered by CCTV.
If the vehicle is broken into or / and any items are taken from the vehicle, the police must be informed immediately by calling 101, the crime reference number and full details of the incident must be passed to the company as soon as possible.
The company is not responsible and will not replace any personal belonging that are taken from any vehicle, it is the employees’ responsibility to ensure these are removed from any unattended vehicles.
Dash Cams.
All company vehicles are fitted with dash cams and cab camera’s, these must be active and working at all times.
If the driver of the vehicle becomes aware of an issue with the dash cam they must report this immediately to their line managers.
Line managers will test dash cams at random to ensure they are operational.
If a driver has an accident and the dash cam is not available, they may be liable to the company excess charge at the current rate.
If it is found the dash cam has been disconnected or a cable removed the driver will face action under the company’s disciplinary policy.
The company’s insurance relies on working dash cams, a driver who disconnects a dash cam could therefore be guilty of driving without valid insurance if they have disconnected the dash cam.
Accidents / Incidents.
If the driver of a company vehicle, or authorised personal vehicle on company use, is involved in an accident they must comply with current legislation at the time of the accident.
You must:
Stop at the scene and remain there until the incident / accident has concluded.
Switch off your engine and use your hazard warning lights to alert other drivers.
Wear a high visibility jacket when on the roadside.
Check all parties for any injuries and call the emergency services if required. Provide immediate first aid or support if you are able.
Exchange full details with all other involved parties.
Keep calm and safe at all times.
If no-one is injured, you do not need to call the police, as long as all parties are happy to exchange details and no traffic offences have taken place, in doubt always call the police on 101 or emergency 999.
If the road is blocked or you are in a dangerous position or in danger from other parties always call 999 immediately
Always take as many pictures as you can, from all angles of the incident, before any vehicles are moved, also a photograph from a distance to show the road layout.
If possible, a video would be an excellent form of evidence, but only if this does not put you in danger.
Your incident report form: https://www.cognitoforms.com/Gillmans1/DriverIncidentReport must be completed and submitted within 24 hours of the incident.
If the driver or any passenger is injured during the incident you must also log into Gillco and complete the accident / injury report form as soon as you are able.
If you come across an incident in the road or some-one is trying to flag you down, think first! Does it look genuine? Are you safe to stop?
If in doubt continue passed the incident and call 999 and inform the police.
If you feel you are being followed or harassed by another vehicle, continue to drive, observing the legal speed limit, try and keep to well populated areas and:
Do not stop or pull over.
Do not react to the other vehicle, keep calm.
Do not drive to your home address.
Drive to the nearest police station, use your satellite navigation to help you or call the police and provide details of your location and the incident.
If a vehicle causes you to stop, do NOT turn off your engine, activate your hazard lights and continually sound your horn, if it is safe to do so, slowly reverse your vehicle to gain a safe distance between you and the other vehicle. Call 999 for the police.
Always ensure that your doors remain locked and keep windows closed.
Try and keep calm, keep the police on the phone while the incident is ongoing, do not react or become aggressive yourself.
Never put yourself in any danger.
Vehicle Safety.
Any employee who is using a company vehcile, or if your are authorised to use your own vehcile for business use, must complete a vehcile safety check and record this as reqired by the business.
If the employee is ‘a permanet user’ of the vehicle, in that no-one else will drive it, they are responsible for carrying out regualr checks as described in the vehicle manual, or as receommended by the vhecile manuafcturer.
They will also be responabile for ensuring the vehcile has regaular services and or MOT’s as required, at the expense to the business.
The safety of the vehcile remains the responsibility of the driver, if in doubt the vehcile should not be used and any defects reported to their line manger who carries the ultimate responsibility.
Before starting a journey, either in a company vehcile or a private vehcile being used on behalf of the business you should:
Check the dash for any warning lights, both before starting the engine and for a few minutes after.
Ensure tyre pressures are correct for the type of vehicle.
All lights and indicators are fully working.
The windscreen wipers and washers are fully working.
All windows are clean and unobstructed.
You have sufficent fuel for the planend journey.
There are no unsual nosies coming from the engine.
Do not carry spare fuel in the vehilce, even in a percrsibed container as this is a fire risk, always ensure you fill up regularly and always ensure you are using the correct fuel for the vehicle you are driving.
Tyres are one of the most important safety features on any vehcile, you must inspect these regualrly and ensure they are at least at the required depth as required by law.
Look for any damage or uneven wear, if this is found report it immediately so that they can be changed.
Speed Limits.
The driver must be aware of and comply with all posted speed limits, fixed or temproary at all times.
The company promotes safe driving and the main part of this is ensuring that you drive to the conditions, for example the motorway maximum speed limit is 70MPH, but in driving rain it may not be safe to drive at this speed, in such cases drivers are expected to slow down, use safety equipment and drive to the conditions.
In the UK, the maximum speed limit is governed by the type of vehicle you are driving, below is the maximum speed for each type of vehcile.
If a driver is caught speeding they will be responsible for their actions and will receive any fines or points.
If a driver received 9 or more points on their licence they will face internal disciplinary action and may be disqualified from driving company vehciles.
Drivers must inform the business if they receive any points on their licence when driving privately as this will affect their driving authority within the group and these must be reprted to our insurers.
If a driver fails to report any private convictions they will face an investigation and disciplinary action.
In Wales, you must observe the 20MPH speed limit in built up areas.
Breakdowns.
The company has a breakdown cover for all vehicles on the fleet, your vehicle will have a card for the current breakdown company, with contact details.
If you are using your own vehicle for business use, it is your own responsibility to arrange breakdown cover, which is highly recommended. If you do breakdown.
Stay calm, breakdowns are common and can be dealt with easily.
Try and get to the side of the road and to the safest area, will the vehicle continue slowly to a refuge area or a service area for example.
Use your mobile to call the breakdown company, know your location, use Google Maps on your phone to help, if on a Motorway, provide the post number, these are sign posted every 100 yards on the motorway.
If you have to leave the vehicle for safety, ensure you wear your high visibility jacket.
Think about other traffic, watch what is coming towards you, if there is a safety barrier, stand behind this.
Use your hazard warning lights and side lights to warn others, do not worry about the battery.
If you are in a dangerous position or causing an obstruction to other road users call the police on 101 and report it.
Use ‘what three words’ to help pinpoint your exact location.
If you see another vehicle broken down think about your safety, can you stop safely, should you stop? If possible, call the police and report it rather than stopping yourself.
Seat Belts.
All drivers and passengers must wear seat belts at all times whilst the vehicle is moving, the only exception is if the person has a valid certificate from a medical practitioner exempting them from wearing one, in which case the company must be made aware before any journeys are undertaken and a copy of the certificate must be placed on the drivers file.
No children are authorised to be carried in any company vehicle, and you will not be insured if you are found to be carrying any children.
All passengers must be on business by the group while being carried in a company vehicle and must be at least 18 years of age.
Traffic Signs.
There are three basic types of traffic signs, ones that give orders and you must comply, ones that warn you of something or a danger ahead or those that provide information.
A circle gives you an order that you must comply with.
A triangle warns you.
A rectangle provides you with information.
To see more about signs use this link: Know Your Traffic Signs
Non-employed Drivers.
Only people directly employed by the business are authorised and insured to drive company vehicles.
Children under the age of 18 years old are not insured to be carried in any company insured vehicle.
Company vehicles cannot be used for and are not insured for:
The carriage of goods (not on company stock) or passengers for hire or reward.
Racing, competition or rallies.
In connection with any other business type or in competition with the groups business.
Giving driving tuition either freely or for gain or return of payment.
Company vehicles may be used for private mileage, but this is chargeable to the employee.
Vehicles may not be taken outside of the UK mainland without the express written permission of the company.
Fuelling.
Vehicles can be fuelled at the groups own fuel tank with use of a fuel tag and personal PIN which will be issued to you.
You must not share the tag or pin with any other vehicle, and you must enter the correct vehicle mileage at the time of taking fuel.
Most vehicles will also be issued with a fuel card, this is the only other means authorised to fuel a vehicle, unless prior permission has been sought.
When using a fuel card, you must:
Obtain a receipt for the purchase and submit this to fleet administrator.
Record the correct and accurate mileage of the vehicle at the time of fuelling.
Fuel cards are only authorised for the vehicle as displayed on the card and must not be used for any other vehicle.
Using a Pool Vehicle.
Any employee who uses a pool vehicle must log the start and end date and time of the use, the Road Traffic Act 1988 makes its specific offence not to record the drivers details of who was in charge of the motor vehicle at any time.
The log must show who was driving at all times and the journey they undertook.
Updated Highway Code Rules.
In January 2022, 8 major changes were made to the Highway code that all road users must be aware of and comply with.
The introduction section of The Highway Code has been updated to include 3 new rules about the new ‘hierarchy of road users.
The hierarchy places those road users most at risk in the event of a collision at the top of the hierarchy. It does not remove the need for everyone to behave responsibly.
It’s important that all road users:
are aware of The Highway Code
are considerate to other road users
understand their responsibility for the safety of others
The 3 new rules are numbered H1, H2, and H3.
The updated code clarifies that:
when people are crossing or waiting to cross at a junction, other traffic should give way
if people have started crossing and traffic wants to turn into the road, the people crossing have priority and the traffic should give way
people driving, riding a motorcycle or cycling must give way to people on a zebra crossing and people walking and cycling on a parallel crossing
A parallel crossing is similar to a zebra crossing but includes a cycle route alongside the black and white stripes.
There is new guidance in the code about routes and spaces which are shared by people walking, cycling and riding horses.
People cycling, riding a horse or driving a horse-drawn vehicle should respect the safety of people walking in these spaces, but people walking should also take care not to obstruct or endanger them.
People cycling are asked to:
not pass people walking, riding a horse or driving a horse-drawn vehicle closely or at high speed, particularly from behind
slow down when necessary and let people walking know they are there (for example, by ringing their bell)
remember that people walking may be deaf, blind or partially sighted
not pass a horse on the horse’s left
There is updated guidance for people cycling about positioning themselves which includes:
riding in the centre of their lane on quiet roads, in slower-moving traffic and at the approach to junctions or road narrowing’s
keeping at least 0.5 metres (just over 1.5 feet) away from the kerb edge (and further where it is safer) when riding on busy roads with vehicles moving faster than them
People cycling in groups
The updated code explains that people cycling in groups:
should be considerate of the needs of other road users when riding in groups
can ride 2 abreast - and it can be safer to do so, particularly in larger groups or when accompanying children or less experienced riders
People cycling are asked to be aware of people driving behind them and allow them to overtake (for example, by moving into single file or stopping) when it’s safe to do so.
People cycling passing parked vehicles
The updated code explains that people cycling should:
take care when passing parked vehicles, leaving enough room (a door’s width or 1 metre) to avoid being hit if a car door is opened
watch out for people walking into their path
You may cross a double-white line if necessary (provided the road is clear) to overtake someone cycling or riding a horse if they are travelling at 10 mph or less (Rule 129).
There is updated guidance on safe passing distances and speeds for people driving or riding a motorcycle when overtaking vulnerable road users, including:
leaving at least 1.5 metres (5 feet) when overtaking people cycling at speeds of up to 30mph, and giving them more space when overtaking at higher speeds
passing people riding horses or driving horse-drawn vehicles at speeds under 10 mph and allowing at least 2 metres (6.5 feet) of space
allowing at least 2 metres (6.5 feet) of space and keeping to a low speed when passing people walking in the road (for example, where there’s no pavement)
Wait behind them and do not overtake if it’s unsafe or not possible to meet these clearances.
People cycling passing slower-moving or stationary traffic
The updated code confirms that people cycling may pass slower moving or stationary traffic on their right or left.
They should proceed with caution as people driving may not be able to see them. This is particularly important:
on the approach to junctions
when deciding whether it is safe to pass lorries or other large vehicles
The code has been updated to clarify that when turning into or out of a side road, people cycling should give way to people walking who are crossing or waiting to cross.
There is new advice about new special cycle facilities at some junctions.
Some junctions now include small cycle traffic lights at eye-level height, which may allow cyclists to move separately from or before other traffic. People cycling are encouraged to use these facilities where they make their journey safer and easier.
There is also new guidance for people cycling at junctions with no separate facilities.
The code recommends that people cycling should proceed as if they were driving a vehicle where there are no separate cyclist facilities. This includes positioning themselves in the centre of their chosen lane, where they feel able to do this safely. This is to:
make them as visible as possible
avoid being overtaken where this would be dangerous
People cycling turning right
The code now includes advice for people cycling using junctions where signs and markings tell them to turn right in 2 stages. These are:
stage 1 - when the traffic lights turn green, go straight ahead to the location marked by a cycle symbol and turn arrow on the road, and then stop and wait
stage 2 - when the traffic lights on the far side of the junction (now facing the people cycling) turn green, complete the manoeuvre
People cycling have priority when going straight ahead at junctions
The code clarifies that when people cycling are going straight ahead at a junction, they have priority over traffic waiting to turn into or out of a side road, unless road signs or markings indicate otherwise.
People cycling are asked to watch out for people driving intending to turn across their path, as people driving ahead may not be able to see them.
The code has been updated to clarify that people driving or riding a motorcycle should give priority to people cycling on roundabouts. The new guidance will say people driving and or riding a motorcycle should:
not attempt to overtake people cycling within that person’s lane
allow people cycling to move across their path as they travel around the roundabout
The code already explained that people cycling, riding a horse and driving a horsedrawn vehicle may stay in the left-hand lane of a roundabout when they intend to continue across or around the roundabout.
Guidance has been added to explain that people driving should take extra care when entering a roundabout to make sure they do not cut across people cycling, riding a horse or driving a horse-drawn vehicle who are continuing around the roundabout in the left-hand lane.
The code recommends a new technique when leaving vehicles. It’s sometimes called the ‘Dutch Reach’.
Where people driving or passengers in a vehicle are able to do so, they should open the door using their hand on the opposite side to the door they are opening. For example, using their left hand to open a door on their right-hand side.
This will make them turn their head to look over their shoulder behind them. They’re then less likely to cause injury to:
people cycling or riding a motorcycle passing on the road
people on the pavement
Using an electric vehicle charge point
For the first time, the code includes guidance about using electric vehicle charging points.
When using one, people should:
park close to the charge point and avoid creating a trip hazard for people walking from trailing cables
display a warning sign if you can
return charging cables and connectors neatly to minimise the danger to other people and avoid creating an obstacle for other road users.
