Company Car Policy

Damovo UK Limited
Company Car Policy
Contents Page
Introduction 2
Responsibility 3
Risk Assessments 4
Changes in Circumstances 4
Safety Procedures 4
Vehicle Selection
!ire Vehicles
!ealth" Safety and Security
Policy #
Accident $anagement %
Appendix A
Company Car Drivers
&ligibility '2
&ntitlement '2
Contributions '2
(a)ation '
*rdering and +eli,ery '-
.ea,ing the Company '/
Ser,icing and $aintenance '#
*,erseas (ra,el 2'
0usiness $ileage 2'
Appendix B
Occasional Business Users
!ire Vehicles 22
Appendix C
Appendi) C'1 0usiness $ileage Reimbursement
32
23
Appendi) C21 !ire Car 2uidelines and Policy
33
24
Company Car Policy
1. Introduction
(he +amo,o Car Scheme and fleet are managed by3
4enith
Anglia !ouse
!olly Park $ills
Cal,erley
.eeds .S2# 5S
4enith $ain S6itchboard3 7''3 2- -
8a) 9umber3 7''3 2- 4#//
1.1 Contacts
4enith Account $anager Craig 9athan $oss 7''3 3-% /#'
Secondary Contacts .ee1ann Ruddiman 7''3 3-% /#-%
All dri,ers should contact 4enith 6ith any Car 8leet en:uiries on 0113 3! "#$1
9on14enith ,ehicles should continue to be ser,iced and maintained by the rele,ant leasing
pro,iders; +ri,ers should establish e)actly 6hich company o6ns their company car and make
a note of the rele,ant emergency number; If in doubt" dri,ers should contact 4enith 6ho 6ill
be able to ad,ise;
%itac&i Capital 0#'$ 0'('('
Daimler C&rysler 0#"0 0!!11
Alp&a)et 0#"0 $0$0110
*andicli++e ,otor Contracts 011$ !' '
1.( -e) Pages
4enith <eb Page = Site Address3 666;>enith;co;uk
?our Account $anager 6ill contact you 6hen you become eligible to order a ne6 car and
supply a username and pass6ord for the online ordering facility;
1.3 Policy Issues
(his document co,ers the pro,ision of ,ehicles to employees under the Company Car
Scheme; It also co,ers the use of company ,ehicles for business use by employees 6ho
are not entitled to a company car;
Any :uestions or concerns regarding the Company Car Policy should" in the first instance" be
addressed to our 4enith Account $anager;
.enit& Contacts Damovo Contacts
Craig 9athan $oss @7''3 3-% /#'A .ynsey (ucker @7'473 244 273A
.ee1ann Ruddiman @7''3 3-% /#-%A &mma Smith @7'473 244 22/A
Baren !olt @7'473 244 -43A
(. /esponsi)ility
<hilst all ser,icing and repair costs are co,ered by the Company" you" as the dri,er and
keeper also bear a degree of responsibility for the maintenance of the Vehicle;
?ou are responsible for3
Company Car Policy
the Vehicle being maintained and ser,iced in line 6ith the $anufacturerCs
specification; 8ailure to comply 6ith ser,ice inter,als 6ill result in the negation of the
Vehicle <arranty and ultimately could mean that +amo,o incurs costs; +amo,o
might seek reimbursement of such costs from you as dri,erDkeeper of the Vehicle;
<eekly tyre condition and tyre pressure checks; If you are in any doubt regarding the
correct tyre pressure" please check in the car handbook;
<eekly oil and 6ater le,el checks" particularly during 6inter months 6hen you should
ensure the Screen <ash is topped up;
<eekly e)terior 6ash and interior clean;
Informing 4enith if any body damage is detected" they 6ill ad,ise you ho6 to ha,e the
car repaired 6hilst minimising the cost;
+isplaying a ,alid ta) disc on the Vehicle at all times; If you ha,e any :ueries in this
respect do not hesitate to contact 4enith;
&nsuring that no one smokes in the ,ehicle at any time;
?ou should also be a6are that all ,ehicles re:uire an $*( at the end of their 3rd
year; If you are dri,ing a ,ehicle 6ithout a ,alid $*( you could be held personally
liable;
+amo,o 6ishes to encourage the highest possible standards of dri,ing to ensure the health"
6elfare and safety of both dri,ers and passengers in its ,ehicles at all times; (he intention of
this policy is to identify any risks to employees" ensuring that +amo,o takes responsibility to
minimise accidents and encourage safe dri,ing of its employees; *nly authorised employees
may dri,e Company ,ehicles;
It is a condition of employment to comply 6ith the terms and conditions set out in this
document" and +amo,o reser,es the right to 6ithdra6 entitlement to a car if these terms are
not complied 6ith;
All members of staff at +amo,o are responsible for supporting this policy and the !ealth and
Safety issues contained 6ithin it; (he obEecti,es of the companyCs risk management policy
are3
(o reduce the risks arising to people and property from the use of motor ,ehicles;
(o reduce both the distress caused to employee members and their families" and any
conse:uential disruption to the companyCs business" follo6ing incidents in,ol,ing
employee members and their ,ehicles;
(o reduce the costs of operating the policy by helping employee members and hisDher
nominated dri,ers impro,e their dri,ing skills" 6hilst carrying out the companyCs business;
(o increase the !ealth and Safety a6areness of its dri,ers" adopting a careful dri,ing
approach;
(his policy 6ill be audited and re,ie6ed by the !uman Resources department on an annual
basis; Any areas of risk 6ill be reported to Senior $anagers" highlighting areas re:uiring
updates and action; (his process 6ill de,elop the +uty of Care policy in line 6ith actual
issues" and legal updates;
(his policy is directed by" but not limited to the follo6ing legislation3
(he !ealth and Safety at <ork Act '%/4
<orkplace @!ealth" Safety and <elfareA Regulations '%%2
(he Road (raffic Act '%%'
$anagement of !ealth and Safety at <ork Regulations '%%%
<orking (ime @AmendmentA Regulations 273
!ealth and Safety @8irst AidA Regulations '%#'
Pro,ision and Fse of <ork &:uipment Regulations '%%#
Reporting of InEuries" +iseases and +angerous *ccurrences Regulations '%%
Road Vehicles @Construction and Fse @AmendmentA@9o; 4A Regulations 2773
Company Car Policy
(.1 /is0 Assessments
<hen Eoining the Company" all dri,ers 6ill undertake an employee risk assessment" 6hich 6ill
be re,ie6ed to establish dri,ing patterns at 6ork and the associated risks; (he .ine $anager
responsible for the member of staff 6ill carry out the assessments; (hey 6ill identify risks and
ha>ards associated 6ith the 6ork the employee 6ill be carrying out; 8ollo6ing this
assessment 6ill arise any training re:uirements" 6hich 6ill be re,ie6ed by the line manager;
Completed assessments 6ill be recorded by the !RD8leetD!ealth and Safety 8orum and
re,ie6ed e,ery '2 months unless there is changes in the employeeCs circumstances" e;g; ne6
,ehicle" change in Eob function" accidents;
All employee members" either 6ithin si) months of Eoining the company or 6ithin si) months
follo6ing taking on a Company car 6ill recei,e3
Indi,idual Risk Assessment to consider the e)tent of dri,ing by the employee
Vehicle Risk Assessment" 6hich 6ill be carried out by the 8leet Administrator" to identify
any potential issues 6hen a ne6 type of ,ehicle is used by the Company;
*nline +ri,er Assessment" 6hich assesses the employeeCs attitude" kno6ledge"
beha,iour and ha>ard perception on the road; (he outcome of this assessment may lead
to3
*n the road training" to help achie,e these training obEecti,es; (his training 6ill be
organised and deli,ered by a professional dri,er1training organisation;
Should the dri,ersDemployees le,el of dri,ing standards or skill Eudged to be belo6 the
acceptable le,el by an independent assessor then +amo,o reser,e the right to 6ithdra6 the
eligibility to a car pro,ided by the company until sufficient training is completed and re1
assessed to an acceptable le,el;
Should an employee 6ish to nominate additional dri,ers" the employee 6ill be liable for the
cost of the licence check;
(.( C&anges in Circumstances
It is the companyCs responsibility to ensure an indi,idual is suitable for their dri,ing
responsibilities;
All employees e)pected to dri,e as part of their normal day1to1day Eob 6ill be re:uired to
complete a basic +ri,ing at <ork assessment; If necessary" further assessments on fitness"
eyesight" and ad,anced dri,ing may be put into force;
*nly authorised employees can dri,e company ,ehicles 6here a Senior $anager has
deemed them suitable;
In the e,ent that an employee memberCs licence is re,oked" a company car 6ill be 6ithdra6n
immediately; Car benefit 6ill be a,ailable to the employee member once the licence becomes
,alid again" subEect to any insurance restrictions that may apply;
In the e,ent that a dri,er has a change in medication or medical circumstances andD or upon a
doctorCs note is no longer eligible to dri,e in accordance 6ith the !S& guidelines" they must
inform 4enith immediately;
(.3 *a+ety Procedures
<here risks are identified from the abo,e assessments" safety processes 6ill be put in place
to minimise these risks;
Some of these safety processes are as follo6s3
8itness and eyesight e,aluation
Vehicle Re,ie6
(raining Sessions including Ad,anced +ri,ingD +efensi,e +ri,er (raining
Re,ie6 of pre,ious assessments" e,ery '2 months @or sooner if re:uiredA and
implementation of further dri,ing at 6ork assessments as appropriate;
<here a risk has been identified" the Company 6ill pro,ide dri,er training" 6hich the
employee must attend;
(.' 1e&icle *election
Company Car Policy
+amo,o 6ill keep detailed records of all ,ehicles used by the employees including but not
limited to3
Vehicle $ake and $odel
Instructions on $aintenance and Ser,icing 8re:uency from the $anufacturer
.icensing information
Insurance Information
$aintenance and Ser,ice !istory
Restrictions on use
+ate of Allocation
(.$ %ire 1e&icles
!ire ,ehicles must only be used 6ith the permission of the employeeCs .ine $anager" and
must only be hired from +amo,oCs preferred suppliers 6ithin the noted guidelines in this
document;
3. %ealt&2 *a+ety 3 *ecurity

3.1 -or0ing Alone
&mployees should take ad,ice from the Company if they e)pect to spend a lot of time alone in
the ,ehicle;
3.( Posture
(he employee should ensure that the seat is adEusted for ma)imum back care; (he
employeeCs seat should be positioned in such a 6ay that the pedals can be fully depressed
6ith a slightly angled leg; (he backrest should be set fully against the back and so that the
upper point of the steering 6heel can be reached 6ith the arms at a slight angle;
(he employee should ensure that the ,ehicle is of a suitable design for the purpose of
carrying and lifting e:uipment 6here necessary;
3.3 Planning a 4ourney
It is ad,isable to plan a Eourney in ad,ance to assess the need to take regular breaks;
Planning a Eourney in ad,ance can minimi>e the risks that may be o,erlooked 6hilst in the
,ehicle;
3.' 5iredness 6 Brea0s
&mployees should ensure that they are fully a6ake and alert before commencing their
Eourney; At least one ' minute break should be taken after e,ery t6o hours tra,elling time
6hen dri,ing on long Eourneys; If the employee feels dro6sy" then dri,e safely off the road
and ha,e '7 = ' minutes sleep before restarting the Eourney;
3.$ Alco&ol
&mployees should adhere to current legislation on alcohol consumption and should be
particularly a6are of alcohol le,els that may still be in the bloodstream on the day follo6ing
consumption;
3. ,edication
&mployees should take appropriate care 6hen taking prescription and non1prescription drugs;
If dri,ing is not recommended 6hilst taking medication" e;g; 6here a side effect may be
dro6siness as in the case of certain anti1histamines" then appropriate action should be taken;
It is an offence to dri,e 6hilst unfit through alcohol or drugs;
3." ,o)ile P&one Use and %and %eld units
As of the 2/th 8ebruary 277/ anyone caught using a hand held mobile phone 6hile dri,ing a
car 6ill be subEect to a G-7 fine" 3 points on their licence and if the case goes to court a
ma)imum fine of G'"777;
8or the a,oidance of doubt" dri,ers must not pick up or use any type of phone or other de,ice
that sends or recei,es data that must be held to operate it; ?ou must not use the de,ice3
Company Car Policy
<hen dri,ing
<hen you are stopped at traffic lights
<hen :ueuing in traffic
+ri,ers must not use the de,ice to recei,e calls" ,ie6 pictures" read te)ts messages or to
access the internet 6hile undertaking any of the abo,e points;
!ands1free e:uipment is not permitted by the Company;
&mployers can be prosecuted if they re:uire employees to make or recei,e calls 6hile dri,ing;
7xceptions
If a dri,er is calling %%% or ''2 in response to a genuine emergency 6hen it is unsafe
or impractical to stop to make a call
(6o16ay radios are not co,ered by this offence
*utgoing calls or the 6riting do6n of details from a recei,ed call should only be made 6hen
the employee has brought the car to a standstill in a safe en,ironment and the ,ehicle is
turned off;
(he use of earpiece kits or the manual use of the phone is not a permitted alternati,e;
3.# Air)ags
Airbags should not be disabled under any circumstances other than 6hen there is a rear
facing baby seat properly fitted in the passenger seat; &mployees should refer to the ,ehicle
manual for safety guidelines and ensure that an authorised main dealer carries out any
adEustments and records them in the ser,ice history or as specified by the manufacturer;
It is important to maintain a certain distance from the steering 6heel and instrument panel so
that the front seat occupants ha,e the most effecti,e protection if the airbag system is
triggered;
3.! *eat Belt *a+ety
Seat belts must be 6orn on all occasions; Pregnant 6omen should ensure that the lap part of
the belt is as lo6 as possible across the pel,is so that no pressure is e)erted on the
abdomen;
As of the '#th September 277- = !$ 2o,ernment introduced ne6 car restraint la6; (he la6
states that3
Children under 3 years must use the child restraint appropriate for their 6eight in any
,ehicle including ,ans and other goods ,ehiclesH other6ise they are not legally
permitted to tra,el
In ,ehicles 6here seat belts are fitted" children 3 years to '3 cm in height @appro) 4ft
insA must use the appropriate child restraintH subEect to the e)ceptions identified
belo6
Rear1facing baby seats must not be used in a seat protected by a frontal air1bag
unless the air1bag has been deacti,ated manually or automatically
(he dri,er and all other passengers must 6ithout e)ception 6ear the standard adult
seat belt if fitted at all times 6hile tra,elling
7xceptions
A child from their 3rd birthday up to '3 cm in height @or '2th birthday 6hiche,er they reach
firstA must use the standard adult seat belt in a rear seat3
for a short distance in an une)pected necessity
if t6o occupied child restraints pre,ent fitting a third
if tra,elling in a ta)i
Company Car Policy
3.10 *ecurity
&mployees should be a6are of their o6n security 6hilst in the ,ehicle; All bags" mobile
phones etc; should be kept out of sight; .uggage should be secured both outside the ,ehicle
on roof racks and inside the ,ehicle to a,oid inEury in the e,ent of a collision;
If an angry dri,er approaches an employee dri,ing a company ,ehicle" employees should not
get in,ol,ed; It is not ad,isable to get out of the ,ehicleH employees should lock car doors"
close all 6indo6s and keep the engine running; If it is applicable they should dri,e calmly to a
safer place and use a mobile to phone the police;
If someone appears to need assistance" employees should not attempt to assist on their o6n;
(hey should 6ind the 6indo6 partly do6n" listen to 6hat is being said and use a mobile
phone to call assistance; &mployees should not put themsel,es in a position of risk;
&mployees are ad,ised not to gi,e lifts to strangers or hitchhikers; Vehicles should al6ays be
parked in secured areas;
3.11 *evere -eat&er C&ec0s
&mployees should check that lights are 6orking and clean" 6asher fluid le,els topped up and
6orking" antifree>e le,els" a,ailability of de1icer etc; at the start of any Eourney;
(yre pressures and depth of tread including spare should also be checked;
<indo6s should be cleared of frost and sno6 before Eourney commences and
employee should ensure full all round ,ision;
.ights should be used as appropriate = for e)ample" employees should not use
sidelights on their o6n;
It is ad,isable to carry spare clothes etc; 6hen sno6 is likely;
&mployees should take appropriate care in ice" sno6" 6ind and fog; (hey should not
dri,e through flooded fords or other flood situations 6here there is no certainty of
depth
It is important for employees to keep at least four seconds a6ay from the car in front
in good 6eather" eight seconds a6ay in bad 6eather;
<hen 6et" stopping distances are in e)cess of ten times those of a dry road and it is
,ery easy to skid both 6hen braking and accelerating;
It is ad,isable to keep 6ell back from other ,ehicles and particularly from cyclists;
&mployees should be a6are that cyclistsC brakes may free>e in cold 6eather and they
may ha,e difficulty stopping;
&mployees should use e)tremely lo6 speeds" keeping in the highest gear possible;
(hey should accelerate and brake as little as they can and do so e)tremely gently;
Approach bends particularly slo6ly; If braking is necessary" employees should do so
on a straight piece of road before the bend in readiness to minimise the risk of
skidding;
3.1( ,otor8ay *a+ety
Should a ,ehicle break do6n 6hilst on the motor6ay" employees must pull on to the hard
shoulder as far to the left as possible" 6ith the 6heels turned to the left; (hey should s6itch
on ha>ard16arning lightsH lea,e the car by the left1hand door" a6ay from the traffic;
&mployees should find the nearest emergency telephone @these are situated appro)imately
one mile apartA and report the breakdo6n;
It is important to 6ait by the car on the ,erge 6ell a6ay from the carriage6ay and the hard
shoulder; &mployees should not stay in the car or attempt the repair themsel,es; In all cases"
including changing a tyre" employees should 6ait for emergency assistance;
3.13 *peed limits
&mployees should ensure they do not e)ceed the ma)imum speed limit applied to the road
and the ,ehicle; If late for a company appointment" the employee should stop" ring ahead
and re,ie6 the arri,al time;
3.1' 5&e+t +rom 1e&icles
Company Car Policy
In the e,ent of a break in or theft from a company ,ehicle" 6hilst on company business"
employees should contact the police and 4enith on 7#44 #4# #7#7;
3.1$ Accidents
In the e,ent of an accident" employees must follo6 the procedures in Section ; Accident
reports 6ill be re,ie6ed on a regular basis to implement any recommendations" 6hich 6ill
reduce the number of incidents;
'. Policy
(here are three types of company car dri,ers3
&ssential users = Itool of the EobC
Pri,ilege users = Iperk of the EobC
+epartmental pool car 1 the assignment of company cars for general use 6ithin a
department
In all of the abo,e circumstances" if a company car suitable to the car dri,erCs grade is
a,ailable from the pool the Company reser,es the right to allocate this ,ehicle to a car dri,er
for the remaining duration of the lease;
All car dri,ers and employees co,ered under the company car scheme are go,erned by the
rules and limits defined in this policy;
Assignment of a company car is subEect to the car dri,er holding a ,alid dri,ing licence
suitable for the FB and being insurable under the CompanyJs motor insurance policy; 4enith
6ill perform regular inspections of all car dri,ers" additional dri,ers and employees dri,ing
licenses in order to comply 6ith the insurerCs terms and conditions" so that the Company can
fulfil any obligations under its employerCs duty of care; It is the responsibility of the car dri,er
to alert 4enith if there are any changes to their license;
All company cars 6ill be pro,ided o,er a four year term unless mileage andDor economic
factors dictate other6ise; (his is re,ie6ed annually by the senior fleet stakeholders at
+amo,o alongside 4enith;
'.1 Assignment o+ company cars
&ssential Fsers3 Please refer to Appendi) A
*ccasional 0usiness Fsers3 Please refer to Appendi) 0
Departmental pool cars
(he assignment of company cars for general use 6ithin a department re:uires formal
Eustification and appro,al ,ia the !ead of +epartment of the department;
/eallocated cars
All cars should be maintained in line 6ith $anufacturerCs guidelines and all tyres should be
kept legal" ho6e,er 6e are reliant upon each car dri,er acting responsibly; (herefore if a car
dri,er is allocated a car mid16ay through its lease they should satisfy themsel,es that the car
is at the re:uired standard before accepting the car;
'.( Insurance
Car dri,ers are re:uired to3
take reasonable precautions to protect company property such as not lea,ing it in the
car and making sure it is out of sight and locked in the boot of the ,ehicle; If this is
not possible then car dri,ers should report this to their line manager; (he Company
could impose penalties if they belie,e the car dri,er has not taken due care and
attention in this respect;
note that personal affects are not co,ered" it is suggested that car dri,ers co,er their
personal affects under their o6n personal household all risks policyDinsurance;
Company Car Policy
keep a copy of the insurance certificate 6ith them at all times" these are a,ailable
from 4enith or the !R +epartment;
(aking part in racing either on or off1track" treasure hunts and dri,ing tuition etc or using the
,ehicle for any business purpose other than on +amo,o business is strictly forbidden and 6ill
in,alidate the Insurance co,er; +isciplinary action may follo6;
'.3 Insurance 7xcess and /ec&arge
Please note that from 'st $ay 27'2'
st
+ecember 27'' on6ards" +amo,o 6ill recharge a
G'7 insurance e)cess to employees" each time a clear dri,er fault incident has occurred;
IClear dri,er faultC refers to an incident classed by the insurers as such; &)amples are too
numerous to fully mention" but include Ia +amo,o dri,er hitting a fi)ed obEectC or Ia +amo,o
dri,er hitting the rear of a third partyC; (his also includes any at1fault incidents in,ol,ing
+amo,o employeesC nominated dri,ers; Split liability incidents 6ill be dealt 6ith in isolation
and at the discrection of +amo,o; ?ou 6ill be notified of any deductions that are to be made
from your salary in this regard; Please speak to your 4enith Account $anager or +amo,o !R
representati,e if you ha,e any :ueries on this directi,e; If you 6ish to :uery or challenge a
dri,er fault insurance e)cess recharge" you should do so ,ia your +amo,o !R team in the
first instance;
$. Accident management
4enith 6ill be handling all Accidents" e,en if your ,ehicle is from another leasing company;
All accidents and incidents" 6hether a third party is in,ol,ed" must be reported to 4enith
Careline" the Accident $anagement +epartment at 4enith;
.enit& Careline 9(' &rs:; 0#'' #'# #0#0
In all events2 i+ an accident &appened 8&ilst on company )usiness2 employees must
report it in t&e company <Accident Boo0= via t&e %uman /esources department.
Outside o++ice &ours calls 8ill )e diverted to .enit&>s out o+ &ours provider. In t&e event
o+ t&e+t or )rea0 in2 employees s&ould report it immediately to t&e police and ma0e a
note o+ t&e crime incident num)er.
4enith Careline 6ill take all the rele,ant details and" if necessary arrange reco,ery of the
,ehicle and supply a temporary replacement;
A $otor Incident report form 6ill be sent to the employee for completion; (his must be
returned 6ithin 4# hours;
$.1 Procedure at t&e *cene o+ a ,otor Incident
<hen a CompanyCs ,ehicle is in,ol,ed in an incident" the follo6ing procedures must be
follo6ed in so far as they apply in the particular circumstances" ensuring that liability is ?O5
admitted either e)pressly or by implication or any payment made or promised;
7mployees must record t&e +ollo8ing in+ormation;
Agree the facts of the accident 6ith all parties;
9ote the time" place and circumstances of the accident;
(he names and addresses of the parties in,ol,ed" together 6ith the names and
addresses of other partiesC insurers 6here,er possible;
(he names and addresses of any 6itnesses to the incident;
7mployees must give to anyone &aving reasona)le grounds +or re@uiring t&e
in+ormation;
*6n name and address;
Company Car Policy
+amo,o name and !ead *ffice Address;
4enith name and !ead *ffice Address
Registration number;
9ame" address and policy number of CompanyCs insurers;
7mployees s&ould call t&e police to t&e scene o+ t&e incident i+;
Anyone has been inEured;
+amaged ,ehicles constitute a road ha>ard;
(raffic signs" road markings etc; ha,e been damaged;
If this is not practical the incident must be reported as soon as possible and in any e,ent
6ithin 24 hours;
It is ad,isable to record date and time and details of the ,icinity of the incident" making a
sketch if possible" including3
Street names and 6idths;
Road layout" type of road" direction of ,ehicles" their position at impact etc;
+istances of ,ehicles from kerb" road centre any cross1roads or Eunction;
(he condition of the road surface" 6eather and street lighting;
$.( *tolen 1e&icles
&mployees should inform the police immediately;
Contact 4enith Accident $anagement as soon as possible;

If the 6indscreen or glass has been broken" employees should contact the number belo63
-indscreens; 0#'' #'# #0"#
If the locks ha,e been damaged and the ,ehicle is insecure and cannot be repaired by a local
garage" employees should arrange for it to be left some6here secure or telephone 4enith
Accident $anagement line;
$.3 Accident details
(he third party details belo6 should be completed at the scene of an accident or as soon as
possible after it has taken place3
9ame
Address
Registration 9umber
Insurance +etails
Damovo Insurance Details;
Company; Catlin Insurance Company @FBA
Policy ?um)er; $+777723224
Company Car Policy
1. Company Car Drivers Appendix A
1.1 7ligi)ility
&ligible employee members 6ill recei,e a car for use during employment 6ith +amo,o;
Should an employee change to a role that did not ha,e entitlement for a company car they
must return the car to +amo,o; In order to be eligible for a car the employee member must
hold a ,alid full FB dri,ing licence" complete a data protection mandate @see section 2;'2
belo6A and be o,er '# years of age; (he le,el of car pro,ided is determined by an employee
memberCs grade;
A car must be retained for the duration of the contract term and mileage; If an employee
changes Eob role and a ,ehicle is no longer re:uired" they 6ill need to relin:uish the ,ehicle
6ithin a 3 month period *R at the end of the leaseH 6hiche,er is sooner;
1.( Use o+ Car
It is the policy of the Company to encourage the use of cars pro,ided under the scheme by
employee members 6hen ,isiting clients 6here the use 6ould3
Add to the efficiency of the 6ork by reducing tra,elling time" e)pense or discomfortH
and Dor
0enefit the employee members allocated to a Eob because public transport is difficult or
non1e)istent;
<hilst a car pro,ided by the company is primarily for business use" it is also a,ailable for
pri,ate use by the employee member and nominated dri,ers; Such pri,ate use must be
confined to social or recreational acti,ities; (he car must not be used for any personal
business or in connection 6ith any employment other than 6ith the company;
All dri,ers must hold a full FB dri,ing licence" complete a data protection mandate and be
o,er the age of 2' years; +etails of all dri,ers including dri,ing history" medical condition and
copies of signed licences must be declared and pro,ided to the company upon Eoining the
scheme and at each subse:uent rene6al or annually" 6hiche,er is the sooner; 8ailure to do
so may result in the company remo,ing the ,ehicle use from the employee;
(. 7ntitlement

(.1 Car Aevel
(he le,el of the car option and leasing criteria is determined by an employee memberCs
grade; (he le,els of ,ehicle choice are re,ie6ed from time to time at the companyCs
discretion to ensure that the car scheme remains competiti,e 6ith other similar employers;
(6o seated sports cars" con,ertibles and 4)4Cs are e)cluded" e)cept 6here e)press 6ritten
permission has been gi,en by the !uman Resources +epartment and subEect to the
pro,isions of duty of care and insurance co,er can be readily satisfied;
+ri,ers must not modify ,ehicles in any 6ay once they ha,e recei,ed a ,ehicle from the
standard pro,ided by the manufacturer; (his includes the fitment of both factory and
dealerDafter1market to6bars @see also section 2;4;'A;
Please 9ote3 (he Company has created an additional I2reen 2radeC of ,ehicles 6hich
contains the most en,ironmentally friendly and ta) efficient ,ehicles in terms of lo6er Co2
emissions" higher $P2Cs and lo6 0IB liability; Any employee is able to select a ,ehicle from
this grade;
In addition to the benefit of lo6er monthly 0IB due to lo6er emissions" any dri,er 6ho selects
a ,ehicle from the I2reen 2radeC 6ill benefit from a payment of G7 per month from the
Company" paid directly ,ia payroll;
Company Car Policy
(.( Contri)utions
An employee can select a car from the grade abo,e their o6n grade" but they must pay the
upgrade amount in '2 e:ual instalments in the first year of lease; (his re:uired contribution
6ill be calculated by 4enith as part of the online ordering facility" and 6ill be the difference
bet6een an employees grade limit and the total monthly rental of the ,ehicle they ha,e
selected;
An employee can select a car from one grade belo6 their o6n grade" and a monthly payment
6ill be made ,ia payroll as follo6s3
2rade 2 dri,er choosing a ,ehicle from 2rade ' 1 G2 per month
2rade 3 dri,er choosing a ,ehicle from 2rade 2 1 G-7 per month
2rade 4 dri,er choosing a ,ehicle from 2rade 3 1 G- per month
Any employee regardless of their allocated grade can select a ,ehicle from 2rade 7" and a
monthly payment 6ill be made ,ia payroll of G7 per month;
(.3 /eBAllocation o+ *pare Cars
Rather than ordering a ne6 ,ehicle" employees 6ho are eligible for a company car may be
re:uired to accept a ,ehicle from the pool if there are unallocated ,ehicles of their grade
a,ailable; (he Company reser,es the right to reallocate" recall or replace cars at their
discretion;
9e6 Starters may be re:uired to accept a ,ehicle from the pool if there are unallocated
,ehicles of their grade a,ailable; (he employee 6ould keep the ,ehicle until the end of its
contract" at 6hich time they 6ould order a ne6 ,ehicle" in line 6ith +amo,oCs policy;
(.' 1e&icle Accessories and Optional 7xtras
An employee can choose options for their ,ehicle up to the ma)imum allo6ance for the grade
from 6hich they ha,e chosen their ,ehicle;
(.'.1 5o8)ars
Please note that employees are not allo6ed to fit to6bars to any company ,ehicles 6ithout
prior appro,al; (his includes both manufacturer Ifactory1fitC to6bars and aftermarket Idealer1fitC
to6bars; Any re:uirements for to6bars must be appro,ed by +amo,o !R in conEunction 6ith
4enith and 6ill be dealt 6ith on a case1by1case basis; Please refer to your !R team or your
4enith Account $anager if you need further clarifcation on this directi,e;
(.$ %ig& ,ileage 1e&icles
Although car selection is based on a benchmark term and mileage" the contract on each
,ehicle 6ill be adEusted to reflect an employeeCs annual anticipated mileage; It is important
that employees pro,ide an accurate estimate of their annual mileage at the point of ordering;
An &mployees line manager 6ill ,erify this mileage forecast 6hen the order is authorised; (he
employee member must notify the line manager and 4enith if they are likely to e)ceed the
agreed mileage during the duration of the lease so that an accurate mileage calculation can
be carried and the contract re1scheduled;
(. Part 5ime
If an employee is employed or opts to become employed on a part1time basis then their car
benefit 6ill be calculated or recalculated on a pro rated basis to reflect the hours the
employee is contracted to 6ork; 9ote that this applies to essential users onlyH IperkC users 6ill
not be pro1rated;
(." Company car 8&ilst on ,aternity Aeave
<hen an employee has been absent for 2- 6eeks or more" and they are a company car
dri,er" the Company reser,es the right to re:uire them to return their company car" for their
remaining period of $aternity .ea,e;
Company Car Policy
&ach case 6ill be considered on its merits and there 6ill be ongoing discussions 6ith the
employees in,ol,ed; (he employee should consider the impact on ta) coding should they
retain the car during maternity lea,e; @(he employee is responsible for contacting the ta)
office to assess ho6 this 6ill impact on her;A
Should the company car become due for rene6al during the period of maternity lea,e" the
,ehicle may be replaced 6hilst the employee is on maternity lea,e or" the company reser,es
the right to delay the rene6al the ,ehicle until the employees return to 6ork;
(he abo,e directi,es are at +amo,oCs discretion and 6ill be considered on a case by case
basis;
(.# Company Car during *ic0ness A)sence
An employee 6ho is allocated a company car may retain use of the ,ehicle for the first 2-
6eeks of sickness absence;
(he employee should consider the impact on ta) coding should they retain the car during
sickness absence; @(he employee is responsible for contacting the ta) office to assess ho6
this 6ill impact on them;A
Should the company car become due for rene6al during the period of sickness" the ,ehicle
may be replaced 6hilst the employee is on sick lea,e or" the company reser,es the right to
delay the rene6al the ,ehicle until the employees return to 6ork;
(.! Promotion
All cars must be retained for the duration of the lease and cannot be changed follo6ing
promotion; !o6e,er" if a ne6 le,el applies" employees 6ill be able to choose a car up to the
ne6 le,el at the time their e)isting ,ehicle is due for replacement;
(.10 *mo0e Cree Company Cars
(he long1anticipated no smoking legislation in enclosed public places and 6orkplaces =
including business ,ehicles and hire cars used by more than one person 1 became la6 in
<ales on the 2
nd
April 277/" 9orthern Ireland on the 37
th
April 277/ and &ngland on the '
st
Kuly 277/;
Policy
(he legislation makes it an offence for those 6ho control or manage smoke1free premises to
fail to stop people smoking in them; <here a ,ehicle is used as a 6orkplace by more than
one person" regardless of 6hether they are in the ,ehicle at the same time" it is re:uired to be
smoke free at all times 6ithout dispute;
&mployers are re:uired to make all reasonable efforts to ensure that this policy is adhered to;
(his is meant to protect people 6ho use the ,ehicle from second1hand smoke" regardless of
6hen they use the ,ehicle; (he right of people to breathe clean air pre,ails o,er the right of
the smoker to smoke;
All ne6 4enith ,ehicles display a no smoking sticker; If you ha,e pool ,ehicles that re:uire a
sticker please email infoL>enith;co;uk detailing the number re:uired;
(.11 Aicense 7ndorsement and *uspension
&ndorsement
It is necessary for insurance purposes for employees to inform 4enith in 6riting of any
endorsement to their dri,ing licence 6hen imposed;
Suspension
(here is an absolute ban on dri,ing a car immediately if suspension is imposed; 4enith must
be contacted so that alternati,e arrangements can be made in respect of the car;
(.1( Driving Aicence Audit
Company Car Policy
+amo,o reser,e the right to carry out a dri,ing license audit check" at least annually" on any
person using a company car including partners" spouses and other appro,ed dri,ers; (his
6ill be carried out in order to comply 6ith the companyCs responsibilities as an employer to
meet their +uty of Care responsibilities; (he process and information are managed by 4enith
and re,ie6ed by both 4enith and +amo,o regularly;
+ri,ers are re:uired to complete a data protection mandate" 6hich is ,alid for 3 years" and
enables an accurate electronic check ,ia the +V.A to be carried out 6ithout the need for
employees to regularly submit copies of photocards and counterpart licences;
(.13 P&otocard Aicence /ene8als
+ri,ers are re:uired by la6 to ensure their photocard dri,ing licence is updated e,ery '7
years; (his is to ensure that the photograph is of true likeness;
<hile the dri,ing licences 6ill still be ,alid" failure to send the photo licence" the paper
counterpart and a ne6 photo" along 6ith a G'/;7 fee to the +V.A" 6ill lea,e the dri,er open
to prosecution and a fine of G'"777 may be imposed;
3. 5axation o+ company cars
&mployees in receipt of a company car are ta)ed on this benefit through the PA?& system;
(he amount of the nominal benefit upon 6hich ta) is charged depends upon the cost and the
Co2 emission of the car @please refer belo6 for details of the calculationA; (hese ta) rules are
subEect to change and members seeking clarification should consult 4enith;
If an employee changes cars during the course of the ta) year" then ta) 6ill be le,ied
proportionately on each car based on the number of days that each car 6as in their
possession;
Please note that although +amo,o 6ill ad,ise the Inland Re,enue office of any changes to a
memberCs company car" it is the employeeCs responsibility to ensure that they inform the ta)
office should they Eoin or lea,e the company car scheme" or change their company ,ehicle;
+etails of 6hich ta) office to contact can be found belo6" on the back of a pay slip" or from the
Payroll department;
(he benefit in kind charge for a company car is a percentage of the MpriceN of the car; (he
MpriceN of the car is defined as the manufacturerCs list price on the day of registration and
includes VA(" car ta) and deli,ery charges if appropriate; Also included is the list price of any
optional e)tras that are added to the ,ehicle together 6ith the associated costs of ha,ing
them fitted;
3.1 7missions
(he rele,ant percentage for a ,ehicle is based on the C*2 emissions for a ,ehicle and can be
found in the table belo63
D o+ P11D price to )e
taxed
CO( 9g60m: (01161( CO( 9g60m: (01(613 CO( 9g60m: (01361'
O / or belo6 / or belo6 / or belo6
'7O /-1'27 /-1%% /-1%4
''O '77 %
'2O '7 '77
'3O ''7 '7
'4O '' ''7
'O '2 '27 ''
'-O '37 '2 '27
'/O '3 '37 '2
'#O '47 '3 '37
'%O '4 '47 '3
Company Car Policy
27O '7 '4 '47
2'O ' '7 '4
22O '-7 ' '7
23O '- '-7 '
24O '/7 '- '-7
2O '/ '/7 '-
2-O '#7 '/ '/7
2/O '# '#7 '/
2#O '%7 '# '#7
2%O '% '%7 '#
37O 277 '% '%7
3'O 27 277 '%
32O 2'7 27 277
33OO 2' 2'7 27
34OOO 227 2' 2'7
3OOOO 22 227 2'
O Add 3P for diesel; OO Add 2P for diesel; OOO Add 'P for diesel; OOOO $a) charge" so no
supplement;
Calculation o+ t&e Car Bene+it c&arge
'; Calculate the price of the car for ta) purposes; @$anufacturers list price plus any e)tras;A
2; (ake the appro,ed C*2 emissions figure for the car;
3; 8ind the rele,ant ta)able percentage from the table abo,e; @Remember that it may ,ary
each ta) year;A
4; If the e)act C*2 emissions figure does not end in 7 or round it do8n to the nearest gD
km;
; If the emissions figure is belo6 the minimum :ualifying le,el sho6n for the rele,ant year
employees should use the percentage charge appropriate to the minimum le,el;
-; Add the diesel supplement to the percentage charge" 6here appropriate;
/; (o calculate the basic car benefit charge" multiply the carJs price by the percentage
charge;
#; If the car has been a,ailable for part of the ta) year only" reduce the car benefit
proportionately @multiply by no; of days a,ailable di,ided by 3-A;
%; Payments made by the employee for pri,ate use of the car should be deducted;
5ax is paid on t&e car )ene+it c&arge at an employee>s &ig&est rate o+ tax 9(0D2 '0D or
$0D:.
(he Inland Re,enue produce a leaflet MI/1"( Income 5ax and Company CarsN 6hich
pro,ides more detail on the ta)ation of company cars; (his can be obtained from the +amo,o
ta) office or alternati,ely can be ,ie6ed on the Inland Re,enue <ebsite at3
http3DD666;inlandre,enue;go,;ukDpdfsDir'/2;htm
3.( Driver contri)utions 3 car )ene+it c&arges
Please note that in any e,ent 6here a dri,er is making a contribution to6ards a ,ehicle" the
employee is contributing to6ards ac:uiring a better ,ehicle and that contribution is as a
condition of the car being a,ailable for the employeeJs pri,ate use; As such" the contribution
6ill result in a reduced 0enefit in Bind liability to the employee;

Additional details on the ta) treatment for company car contributions can be found on the !$
Re,enue Q Customs 6ebsite3
http3DD666;hmrc;go,;ukDmanualsDeimanualD&I$22-7;htm
Company Car Policy
*r by contacting the Payroll Co1*rdinator or 8inancial Controller
3.3 5ax District
+amo,o ta) district is Susse) and any :ueries regarding an employeeCs personal income ta)
affairs should go to the follo6ing address3
Inland Re,enue
Susse) Area
*cean !ouse
#/ 1#% .ondon Road
St .eonardCs on Sea
(93/ 2A+
Contact 9umber3 7#4 3-- /#-
'. Ordering a ne8 car
'.1 Contact ?um)ers;
4enith $ain S6itchboard3 7''3 2- -
4enith 8a)3 7''3 2- 4#//
Primary Contact;
Account ,anager Direct 5el; 7B,ail;
Craig 9athan $oss 7''3 3-% /#' Craig;nathan1mossL>enith;co;uk
*econdary Contacts;
.ee1ann Ruddiman 7''3 3-% /#-% .ee1ann;ruddimanL>enith;co;uk
'.( -&at to do
If an employee :ualifies for a company car" they should contact 4enith 6ho 6ill pro,ide them
6ith a hyperlink and pass6ord to a dedicated +amo,o 6ebpage" 6hich 6ill enable the
employee to select a car;
(here 6ill be a list of typical cars a,ailable in the employeeCs grade sho6ing details of monthly
ta) liability" C*2" cost etc; &mployees should use this list to select the car they are interested
in and proceed to the on1line :uoting and ordering section of the 6ebsite 6here they 6ill be
able to select the car they re:uire together 6ith any optional e)tras; &mployees can also use
this section of the 6ebsite to confirm technical data" standard specification" ser,icing details
etc; 0efore ordering a car" an employee 6ill also need to choose the colour and trim; <hen
they ha,e chosen the ,ehicle re:uired" the user may then proceed to the ordering stage
6here they 6ill be re:uired to complete an order form; (his 6ill then be authorised by their
line $anager and the !uman Resources +epartment; (he &mployee 6ill recei,e email
notification from 4enith 6hen the order has been appro,ed;
Should employees re:uire further assistance" guidance or ad,ice on the choice of ne6 or
reallocated cars in 6hich they are interested" follo6ing receipt of the hyperlink and pass6ord"
please contact 4enith;
As soon as 4enith recei,e ackno6ledgement from their supplying dealer that the ne6 car
order has been placed they 6ill 6rite to the employee confirming full details of the order and
estimated lead time; &mployees should check this correspondence carefully and contact
4enith immediately if any errors are identified;
Company Car Policy
In the maEority of circumstances the order is price protected" once placed; !o6e,er" some
manufacturers do not offer price protection; If there is a change of ta)able list price" 6hich 6ill
affect the price of an order" 4enith 6ill contact the employee;
If this is an employeeCs first car" a pre1contract car can be supplied to them as soon as a ne6
,ehicle has been ordered; 4enith and +amo,o 6ill organise this for the employee;
&ach order 6ill be progressed regularly by 4enith and the employee 6ill be kept informed"
especially if the estimated lead1time changes; (he maEority of progress updates 6ill be
communicated ,ia &mail; &mployees 6ill also be able to track their order on1line;
As soon as the ne6 car is a,ailable 4enith 6ill contact the employee to arrange deli,ery and if
applicable" the collection of the old or pre1contract car; +uring the month preceding a change
in registration prefi)" deli,eries 6ill only be made during the first t6o 6eeks of that month;
'.3 Aeaving t&e Company
<hen lea,ing the Company before the end of the Contract term on an employeeCs ,ehicle
then the ,ehicle must be returned to 4enith on the last day of employment; It is the
employeeCs responsibility to arrange the return of the ,ehicle 6ith 4enith on time and fulfilling
all of the normal return re:uirements;
If the ,ehicle is not returned on time andDor there are additional costs outstanding on the
,ehicle beyond an employeeCs last date of employment" +amo,o reser,es the right to make
deductions from their final salary payment or in,oice the employee directly for any such costs;
Cars that are returned to 4enith after an employee has left the Company 6ill automatically
become part of the ISpare CarC .ist and become a,ailable for other employees to lease;
'.' 7nd o+ Contract Damage 3 /ec&arges
It is ,ital that employees return their ,ehicles in an acceptable" road6orthy condition; Any
damage to body6ork" scuffed alloys or missing items such as spare keys 6ill be recharged to
+amo,o by 4enith on return of the ,ehicle;
8ull details on 6hat is deemed acceptable and 6ithin 0VR.A industry fair 6ear and tear
guidelines can be obtained from your 4enith account manager; !o6e,er" the ,ehicle should
be clean inside and out and any accident damaged panels or items should be reported to
4enith 6ell before the end of contract collection date;
Please note that the ,ehicle hando,er is e)tremely important; &mployees should ensure that
the ,ehicle is fit for inspection @e;g; cleanA; If" for e)ample" 6eather conditions or ,ehicle
cleanliness prohibit a full inspection" a full inspection 6ill be carried out later on 6hen the
,ehicle is returned to the de1fleet centre; (his is noted on the ,ehicle hando,er checksheet
6hich should be signed by both 4enithCs collection agent and the dri,erDperson handing o,er
the ,ehicle;
+amo,o 6ill recharge any end of contract damage costs o,er and abo,e G27 to employees"
6here ,ehicles are not deemed to be returned in an acceptable condition; 8or clarity and
e)ample" if a ,ehicle is returned 6ith G377 6orth of damage" the employee 6ould be
recharged G7 ,ia salary deduction;
(he recharge allo6ance of G27 6ill be re,ie6ed by +amo,o and 4enith as part of regular full
fleet re,ie6s" typically t6ice annually;
8urthermore" if on return" the cleanliness of the ,ehicle is not deemed to be acceptable" an
additional cost specifically for ,aleting purposes may be deducted from employees ,ia salary;
If employees ha,e any :ueries or 6ish to challenge any recharges they should speak to their
+amo,o !R team in the first instance;
Company Car Policy
$. *ervicing and ,aintenance o+ Company Cars
9on14enith ,ehicles should continue to be ser,iced and maintained by the rele,ant leasing
pro,iders; +ri,ers should establish e)actly 6hich company o6ns their company car and make
a note of the rele,ant emergency number; If in doubt" dri,ers should contact 4enith 6ho 6ill
be able to ad,ise;
%itac&i Capital 0#'$ 0'('('
Daimler C&rysler 0#"0 0!!11
Alp&a)et 0#"0 $0$0110
*andicli++e ,otor Contracts 011$ !' '
$.1 -&at>s Included
(he leasing agreement includes3
8ull $aintenance
8ull &uropean breakdo6n co,er
Road 8und .icence
Relief ,ehicle follo6ing an accident or breakdo6n
It is the dri,erCs responsibility to ensure that the ,ehicle is ser,iced in accordance 6ith the
manufacturerCs recommendations" as 6ell as checking oil and coolant le,els; 4enith reser,e
the right to pass on to the employee any costs incurred as a result of the ,ehicle not being
regularly ser,iced;
(o book a ,ehicle in for ser,icing" maintenance or an $*( employees must call;
.enit& *ervice Call 90";30B1#;30:; 0#'' #'# #0"$
4enith 6ill arrange for the ,ehicle to be collected and deli,ered back to the employee at an
agreed location and time; If a courtesy ,ehicle is re:uired" 4enith 6ill book a ser,ice or
repairs and a courtesy ,ehicle 6ill be a,ailable 6hen the car is dropped off; &mployees can
also re:uest one to be deli,ered if 4enith is collecting their car; 4enith re:uire +ive 6orking
days notice for the collection and deli,ery ser,ice and +i+teen 6orking days notice for the
courtesy ,ehicle" to ensure a,ailability; *nce the car is in for a ser,ice" it 6ill also be 6ashed
and ,acuumed before it is returned to the employee;
5yres; 0#'' #'# #0"
All tyres" including the spare" should be checked regularly for correct inflation le,els and
tread" 6hich should be in accordance 6ith the manual supplied 6ith the ,ehicle by the
manufacturer; 4enith 6ill co,er the cost of all replacement tyres on a car if replacement is
re:uired due to fair 6ear and tear; Replacements due to punctures 6ill be recharged to the
company; 4enithCs dri,er card includes information for tyres; &mployees should contact B6ik
8it $obile on 7#77 422-2 6ho 6ill arrange ser,ice on1site" subEect to a suitable area to 6ork
in;
0efore the tyre is replaced" employees should ask ho6 much tread is remaining on the tyre;
4enith 6ill only replace a tyre that has 2mm or less tread remaining; (yres that are replaced
6ith substantial tread left 6ill be recharged to the employee; (he recharge 6ill be a
percentage cost of the ,alue of the ne6 tyre" dependent on the remaining useful life left on
the tyre;
(he ,ehicle maintenance contract does 9*( include the cost of replacing punctured tyres;
(he cost of replacing or repairing damaged tyres may be recharged to the employee;
Please inform B6ik 8it that the bill should be sent direct to 4enith for payment;
-indscreen /eplacement; 0#'' #'# #0"#
4enith has arrangements 6ith se,eral 6indscreen suppliers pro,iding 24 hour replacement
glass and 6indscreens; &mployees should call either of the abo,e numbers and inform the
operator that they dri,e a 4enith ,ehicle;
Brea0do8n 3 /ecovery 9('&rs:; 0#00 0(# 0(0$
Company Car Policy
If it is not possible to repair a ,ehicle at the roadside" 4enith 0reakdo6n Q Reco,ery 6ill take
the employee and their passengers to the on6ard destination or the employeeCs home
address; (he ,ehicle 6ill be taken to an appro,ed repairer any6here in mainland 0ritain;
5ec&nical 7n@uiries 90".30B1#.30:; 0#'' #'# #0""
4enithCs (echnical (eam 6ill be happy to help if employees feel there is a persistent technical
problem 6ith their ,ehicle and they re:uire assistance to resol,e the problem;
8ailure to report damage to a company ,ehicle to 4enith could result in the employee ha,ing
to pay for the repairs;
Accidental Damage
&mployee must not lea,e accidental damage unattended; +amage must be rectified as
:uickly as possible; (he cost of any unreported damage upon the ,ehicleCs return 6ill be the
responsibility of the employee member @see section 4;4A; Spot checks 6ill be done
periodically on all company ,ehicles to check for damageDcleanliness and tidiness;
Please refer to section 4;2;' for information regarding dri,er1fault incidents and applicable
insurance e)cesses;
Additional 1aleting
If additional ,aleting andD or internalD e)ternal repair is re:uired as a conse:uence of
misuseDabuseD negligence or smoking then +amo,o reser,e the right to pass the additional
costs on to the employee;
5ra++ic O++ences
(he employee is responsible for all parking fines" fi)ed penalties" camera offences" bus lane
contra,entions and congestion charges incurred;
(he employee must pay any unpaid fines and fi)ed penalties" 6hether the ,ehicle is being
used for business or pri,ate purposes; &mployees should pay fines immediately;
If for any reason 4enith is re:uired to pay a fine on behalf of the employee" the cost plus an
administration fee of G2 6ill be charged back to the employee and deducted ,ia the ne)t
a,ailable payroll;
In respect of camera and bus lane contra,ention offences the company 6ill disclose to the
re:uesting authority details of the employee to 6hom the car is allocated at the time of the
offence; Any endorsements that are incurred as a result of this type of offence must be
disclosed to +amo,o and 4enith;
/oad Cund Aicence6/ecall ?otices6,O5 /eminders
4enith 6ill pro,ide replacement Road 8und licences if applicable" Vehicle Recall 9otices or
$*( reminders" but it is the employeeCs responsibility to make regular checks and chase up
any outstanding documentation that 6ould incur a traffic offence i;e; no road fund licence or
$*(;
Permanent ?ominated Drivers
If a car dri,er 6ishes to include a named dri,er on the CompanyCs motor insurance policy the
car dri,er must3
0e either spouse" partner or child @in special cases other relati,esA;
0e o,er 2' years of age;
If no close family 1 friend for emergency co,er only;
Cohabiters
*ther employees may dri,e a company car pro,ided they ha,e the permission of the user
and pro,ided they hold an appropriate current dri,ing licence and they ha,e completed a
data protection mandate to enable a licence check ,ia 4enith;
All nominated dri,ers must hold an appropriate" full and current dri,ing licence
suitable for the country in 6hich the company car is being dri,en
Company Car Policy
Complete a signed MAdditional +ri,er formN" together 6ith the named dri,erCs original
dri,ing licence; (hese must be recei,ed and logged by 4enith before the named
dri,er uses the company car;
Permanent nominated dri,ers are not allo6ed to take the CompanyCs ,ehicle abroad unless
accompanied by either the dri,er or spouse and meet the criteria laid out in section -;' belo6;
(he pro,ision of this benefit is subEect at all times to agreement of the companyCs insurers;
(he Company reser,es the right to3
refuse a named dri,er
dis:ualify an e)isting one
limit the number of additional named dri,ers
recharge any additional costs incurred
Ot&er Aut&orised Drivers
In the e,ent of an emergency" e;g; disablement of the employeeDcar dri,er" another person
holding a ,alid dri,ing licence is permitted to dri,e the company car to a home address or a
point of collection;
*ther employees may dri,e a company car pro,ided they ha,e the permission of the user and
pro,ided they hold an appropriate current dri,ing licence and completed a data protection
mandate enabling an electronic licence check;
Please note3 It is the responsibility of the employee 6ho has been assigned the company car
to ensure the other dri,er has a ,alid licence;
. Overseas 5ravel
.1 5ravel Documentation
&mployees should al6ays carry the follo6ing in &urope3
A ,alid passport
A current full @not pro,isionalA FB dri,ing licence = in some countries may also re:uire an
International +ri,ing permit @I+PA = a,ailable from RAC (ra,el ser,ices" cost G4;77
.etter of Authority and Vehicle on !ire Certificate = both essential 6hen tra,elling in a
company car;
Customs documents may be re:uired for business samples" some boats and spare parts;
/emem)er; It is important to al8ays carry documentation 8&en driving and never
leave it in an unattended ve&icle.
(o recei,e the necessary tra,el documents @All dri,ersA3
(6o 6eeks before the date of intended tra,el" employees should contact 4enith 6ho 6ill
pro,ide them 6ith a tra,el pack; (his 6ill include a letter of authorisation from 4enith
indicating that they are the o6ner" a +epartment of (ransport Confirmation 8orm @V&
'73A" an original insurance certificate and ,arious other pieces of information; 4enith 6ill
need to kno6 6hich country 6ithin &urope the employee is ,isiting" the dates of tra,el and
the employeeCs names @the employee and one additional dri,erA; (here is a charge of
G-;7 to the employee" 6here the car is to be used for ,acation" for the issue of this
documentation" 6hich is ,alid for '2 months;
&mployees 6ill be co,ered for &uropean 0reakdo6n 6hilst abroad;
Vehicles 6ill need to be e:uipped @at the employees costA 6ith the follo6ing for personal and
business tra,el3
<arning triangle
Company Car Policy
8irst aid kit
8an belt kit
Spare petrol can
Reflecti,e Kacket
&mployees can check the specific re:uirements of employee countries by phoning 4enith;
". Business ,ileage
An employee member using a company car on business may claim an allo6ance to co,er the
cost of fuel and oil at a rate per mile agreed 6ith the Inland Re,enue and ad,ised by 4enith
from time to time; Please refer to Appendix C1.
#. %ire Cars
&mployees should refer to Appendix C( or !ire Care 2uidelines and procedures
Company Car Policy
1. Occasional Business Users Appendix B

&mployees 6ho dri,e occasionally" must al6ays use a company ,ehicle; It is prohibited to
use a personal ,ehicle to dri,e on company business;
If it is not possible to use a company ,ehicle" employees are e)pected to use a hire car for
their Eourney;
1.1 %ire 1e&icles
&mployees 6ho re:uire a hire ,ehicle for use on Company 0usiness" should call3
.enit& Daily /ental Department 90#.00B1#.00:3 0#'' #'# #0"!;
Please refer to Appendix C( for further information and guidance on hiring a ,ehicle;
Company Car Policy
Appendix C 91:
Business ,ileage /eim)ursement E Company Car
%,/C Advisory Cuel /ates +rom Decem)er (011;
Company Car
Diesel
7ngine siFe ,ean Applied
Cuel
price
Cuel price Pence
AC/
9cc: ,PG ,PG 9per litre: 9per gallon: per mile
Fp to '-77 -';' ';% '3%;7 -32;' '2;2; '2p
'-7' to 2777 7;- 43;' '3%;7 -32;' '4;/ 'p
*,er 2777 4';2 3;7 '3%;7 -32;' '#;' '#p
Petrol
7ngine siFe ,ean Applied
Cuel
price
Cuel price Pence
AC/
9cc: ,PG ,PG 9per litre: 9per gallon: per mile
up to '477 4#;' 47;% '34;- -'';/ ';7 'p
'47' 1 2777 47;/ 34;- '34;- -'';/ '/;/ '#p
o,er 2777 2/;# 23;/ '34;- -'';/ 2;# 2-p
Note the above rates are based on Inland Revenue limits and may change.
Car Allo8ance
Petrol Diesel
Fp to '477cc 'p per mile Fp to '-77cc '2p per mile
'477 to 2777cc '#p per mile '-77 to 2777cc 'p per mile
*,er 2777cc 2-p per mile *,er 2777cc '#p per mile
Private Car @6here no Company car or car allo6anceA
Petrol and +iesel
8irst '7"777 miles claimed 1 4p per mile
*,er '7"777 miles claimed 1 2p per mile
(he Company 6ill re,ie6 all mileage rates in line 6ith Inland Re,enue re,ie6s;regularly" at
least t6ice annually" from time to time;
Company Car Policy
Appendix C 9(:
Car %ire Guidelines and Procedures
Contents
*bEecti,es
2eneral Information
Payment Procedures
Car !ire Fse
&ligibility
2uidelines
0ookings
Cancellations
+ri,er Responsibilities
Accidents
Insurance
Company Car Policy
*ection 1
Purpose
(hese guidelines apply to all FB employees of +amo,o and subsidiary companies;
1.1 O)Hectives
(hese guidelines3
Set out the circumstances under 6hich the Company 6ill pro,ide and pay for a hire
car for an employee;
*utline the administration procedures that must be follo6ed by the car hirer and their
.ine $anager 6hen an employee hires a car;
&stablish procedures for employees hiring a ,ehicle on the CompanyCs behalf;
&nsure all employees ha,e a clear and consistent understanding of policies and
procedures for hiring a car
&nsure the necessary car hire e)penditure is incurred and controlled in a cost
effecti,e manner consistent 6ith the efficient conduct of the business;
1.( General
Car hire should be booked through 4enith Vehicle Contracts .td 6here the !ire +esk 9umber
is 7#44 #4# #7/%;
1.3 Payment Procedures
Car hire charges incurred on authorised Company business 6ill be billed to +amo,o ,ia
4enith and subse:uently charged to the hiring employees cost centre;
*ection (
General
(.1 Car %ire Use
Car hire should be used 6hen it is3
the least e)pensi,e form of transport andD or
more timely than any other form of transport
(.( Car %ire 7ligi)ility
(he Company 6ill pro,ide a hire car to employees in the follo6ing circumstances3
1. As a temporary car to an employee entitled to a company car in ad,ance of them
recei,ing a permanently allocated car;
2. As a temporary car to an employee 6ho dri,es a company car 6hile their permanently
allocated car is being repaired;
3. As a temporary car to an employee 6orking o,erseas;
4. As a temporary car to an employee 6ho has been obliged to flyDtake the train in the FB
and are thus 6ithout their permanently allocated car;
5. As a temporary car to an employee 6ho does not ha,e a company car and needs to
undertake a long business Eourney; As a general rule" if the total distance of a business
Eourney e)ceeds '77 miles @or as agreed by your .ine $anagerA" it is more cost effecti,e
to hire a car rather than for an employee to use their o6n ,ehicle;
(.3 Car %ire Guidelines
A 2roup R +oor !atch $anual ,ehicle 6ill be the normal default category hired for
company car dri,ers; 9on company car dri,ers may book a 2roup + Vehicle @typically ';#
+oor $anualA 6here a .ine $anager has authorised the order due to3
three or more employees are tra,elling together"
tra,elling 6ith an employee 6ho is entitled to a higher le,el car"
Company Car Policy
entertaining customers"
cars in the authorised category are not a,ailable"
an upgrade is at no e)tra cost"
transporting large or bulky goods such as booth displays"
there are pre1appro,ed medical reasons @e;g; dri,ers 6ith disabilitiesA;
4enith reser,es the right to substitute hire ,ehicles 6ith comparable models;
(.' Car %ire Boo0ings
All bookings should be made through 4enith and completed online at 888.Fenit&.co.u0 or
by phone on 7#44 #4# #7/%;
+ri,ers must pro,ide the follo6ing information3
+ri,er 9ame
+ri,er &mail address
Registration 9o of Company Car @6here applicableA
+ri,er Phone 9umber @preferably mobileA
.ine $anager email address
+eli,ery details
Cost Centre
Reason for !ire
*nce this information has been completed" the order 6ill be sent to the employeeCs .ine
$anager for authorisation;
0ookings 6ill be made for a ma)imum of days" 6here the employee 6ill be contacted during
this time for an e)tension if necessary;
Re:uests for bookings e)ceeding '4 days must be directed to your Account $anager at
4enith on 7''3 3-% /#';
Vehicles must be returned 6ith the same amount of fuel in the tank as on deli,ery; Any fuel
used and not replaced 6ill be charged at a premium rate; (his is subEect to change in 6ith
ta)ation and fuel increases;
+ri,ers are able to nominate additional dri,ers at the point of booking; .imitations on
additional dri,ers are go,erned by the +amo,o insurance policy; 8or further information
dri,ers should contact the !uman Resources +epartment;
Company Car Policy
+eli,ery and collection charges are3
0usiness deli,ery and collection 1 '7 miles free then G fi)ed charge applies;
!ome deli,ery and collection 1 G'7 fi)ed charge
Road 8und (a) 1 G';7/ per day
*ut of hours deli,eries 1 G'
$eet and 2reet 1 G'/;7
*ne <ay 1 G'7
8uel 1 charged at 8leet 9e6s published pump price R 47p per litre
Premium .ocation 1 'P surcharge on the net rental;
(.$ Cancellations
&mployees are responsible for cancelling bookings through 4enith on 7#44 #4# #7/%;
&mployees should re:uest and record the cancellation number; &mployees 6ill be
responsible for any aborted Mno sho6N charges;
(. /esponsi)ilities o+ t&e Driver
If the car is hired for more than one day the employee must keep a complete mileage log of
all Eourneys dri,en in the hired car using a standard Company mileage log form; (his form
must be sent to Payroll 6hen the hired car is returned; 8ailure to keep or submit a log 6ill
automatically result in the car being included on the employeeCs P''+ form;
At the time of rental" the car should be inspected and any damage found should be noted on
the contract before the ,ehicle is accepted;
&,ery reasonable effort should be made to return the hire car on time" to the agreed deli,ery
point;
All hired cars must be returned to the hire company 6ith the same amount of fuel as 6hen
first pro,ided; Any refuelling charges and a handling fee 6ill be recharged to the employee at
a premium rate 6hich is subEect to change in line 6ith ta)ation and fuel charges;
It is the employeeCs responsibility to ensure that the ,ehicle is off hired 6ith the !ire +esk at
the end of the hire period; &mployees should not rely on a 3
rd
party to carry out this
responsibility for them;
4enith 6ill bear the costs of all maintenance and mechanical repairs but it is the dri,erCs
responsibility to ensure that any necessary 6ork is carried out during the hire period; A
replacement ,ehicle 6ill be made a,ailable;
(." Accidents
In the e,ent of an accident" theft or incident in,ol,ing any hire ,ehicle" employees should
contact 4enith Accident $anagement on 7#44 #4# #7#7. 4enith 6ill manage all ,ehicle
repairs to !ire Vehicles on behalf of +amo,o employees;
Accident Procedures
In the e,ent of an accident the follo6ing guidelines must be adhered to3
Regardless of the le,el of damage" or 6ho 6as at fault" dri,ers ,U*5 ?O5 AD,I5
AIABIAI5I.
At the earliest opportunity dri,ers should call 4enith Accident $anagement on 7#44 #4# #7#72
6here they 6ill be asked to pro,ide some basic details of the incident such as location and
e)tent of damage; (his 6ill ensure that 4enith can respond as efficiently as possible;
If the damage to a ,ehicle is minor and the ,ehicle is in a legally road6orthy condition" 4enith
6ill arrange to collect the ,ehicle at a time and place of con,enience; Should the ,ehicle not
be in a road6orthy condition" 4enith 6ill arrange to collect the ,ehicle as soon as possible;

*ection 3
Company Car Policy
Insurance
3.1 Car %ire InsuranceB Domestic
As the Company has made pro,isions for insuring hire cars against damage" employees must
decline all insurance co,erage 6hen renting cars in the FB; 8ull 0reakdo6n co,er is included
in the rates of hire;
3.( Car %ire InsuranceB International
&mployees should accept all insurance co,erage 6hen renting cars in a foreign country;
RAC &uro co,er is mandatory and is charged at G7;77 per trip irrespecti,e of destination or
length of hire; Please call the !ire +esk on 7#44 #4# #7/% if you are intending to take the
,ehicle abroad;