Tag Archives: Business car

10 Top Tips to keep your SME fleet legally compliant

IF YOU run a small fleet of 5 or more vehicles you have a legal obligation to ensure you assess the road risk of your drivers and that your company cars comply with safety and documentation requirements.

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Many small business owners understand these responsibilities and ensure that their company cars and drivers operate under the rules of Corporate Governance and meet HSE requirements. 

It’s crucial that you can demonstrate that the vehicle is safe and the driver is trained

10 Top Tips of what you need to do split up into the requirements for drivers and vehicles. 


1.  Keep full records and vehicle documentation where they are both safe and accessible. Appoint someone sensible to be responsible for them. For each vehicle you should have the V5 (log book), insurance documentation, MOT (if applicable), service records and maintenance reports.

2.  Keep a dedicated ‘Daily Log’ for each vehicle, where regular checks can be recorded. These must show that every vehicle is safe, and roadworthy. This becomes the vehicle’s ‘audit trail’.
These daily checks are done by the vehicle’s driver and/or the business car manager, but whoever does it, keep contemporaneous notes on what was found and what action was taken to correct any faults or damage.

3.  Don’t neglect those company cars that are used only occasionally, and don’t neglect employees’ own cars that are used on company business – the so-called ‘grey fleet’. If the vehicle is being used on company business, you are responsible for ensuring that it is legal and roadworthy. It even applies to contractors’ vehicles.

4.  Resolve problems straight away, and if you find something dangerous or even just potentially dangerous the vehicle must not be used.


5.  Your responsibilities cover any driver working on your company business. So whether the driver is a full or part-time employee, an agency driver or someone working for a sub-contractor, you must ensure that they are fit to drive.

6.  You must have a ‘Driving at Work’ policy for your business drivers.
Keep it up to date as legal obligations and requirements change.
Give a copy to every driver; they should sign to confirm they’ve received it, and again to confirm they’ve read and understood it, and will comply with its requirements.
Your Driving at Work policy should cover such issues as mobile phone use, smoking, eating, driving, drug use, speeding and other driving offences. It should describe what the driver should do in the event of an accident. Consider the risks your drivers may encounter if, for example, you expect them to make long journeys or deliveries, and cover these points too.

7.  Always do a full driver’s license check, not just a simple visual check. The information needs to come from the DVLA to ensure that you achieve compliance and are 100% sure the driver is legal to drive.
License checking is a vital part of the risk management process. It should be repeated at least annually, and more frequently for drivers with points on their licenses. I always recommend that companies check drivers’ licenses before they are employed – and that includes agency and part-time workers.

 8.  You have a legal responsibility to assess each and every driver for road risk. This can be done online but it’s imperative to remember that if any driver shows up as ‘high risk‘, you must follow up the assessment with training.
Again, much of this can be done online unless the driver’s risk assessment demands in car training. Online training is cost effective, particularly if large groups of drivers are involved, it ensures that you can demonstrate that you have met your Duty of Care, and it creates an audit trail for your records.

9.  If your risk assessment finds a driver who is at high risk, failure to act can mean that you may be held culpable if the driver is subsequently found to be at fault in an accident.
Since you knew there was a risk, it was your responsibility to act and failure to do so puts you in a worse position than if you’d been ignorant of the risk.
So make sure that you satisfy yourself that you have access to remedial training before you begin your risk assessments.

10.  It is  also recommended  that you ask that your drivers to take annual health and eyesight checks which can catch problems early and help to ensure drivers are physically fit to drive and comply with the minimum eyesight requirement.  

It seems exhaustive but it’s worth implementing a plan of action and a driving at work policy.

Comply and stay legal or, chance your arm and hope that your drivers aren’t involved in an accident where the consequences leave your and the company exposed to prosecution through criminal or civil proceedings.

We hope you will find the above information usefull as we  feel we should always try to keep  all our CVSL customers  well informed about any new  legal requirments.


AA Route Planner launches online mileage calculator

The AA Route Planner has launched a new online tool to help employees left with the difficult job of trying to work out accurate business mileage.

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The AA Mileage Calculator helps companies and employees keep within the rules by providing accurate figures for mileage expense claims.

Simply enter the route driven, including the return route if applicable, and the company approved expense per mile, and the AA Route Planner will automatically calculate the overall mileage and claim amount.

Multiple routes can be calculated and the list can be printed off to support expense claims.

Drivers can also calculate the fuel cost for their journey by adding the cost per litre and the average mpg.

The AA Route Planner is one of the most well respected, precise route planners available and by using this data claimants and businesses can keep within the law by ensuring that the figures are accurate and from a reliable source.”

The  Route Planner was launched online in 1999.   Prior to its online launch, the AA mailed an average of 250,000 routes to members each year, but the AA online Route Planner now delivers over twice as many routes each day – averaging 20 million route requests per month.

Don't forget to check the CVSL website at www.cvsl.co.uk for your  up to the minute online quotes for both buisness and personel users or call our sales team now on 0800 084 4256.


Budget: Fuel duty scrapped and new company car tax bands introduced

The chancellor has cancelled the planned rise in fuel duty, while also introducing two new company car tax bands for ultra-low emission vehicles.

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The 1.89 pence per litre fuel duty increase that was planned for September 1, 2013, will be scrapped. This means that fuel duty will have been frozen for nearly three and half years, the longest duty freeze for over 20 years

Meanwhile, the Government is introducing two new company car tax (CCT) bands for ultra-low emission vehicles.

From April 2015, two new CCT bands will be introduced at 0-50g/km and 51-75g/km. The appropriate percentage of the list price subject to tax for the 0-50g/km will be 5% in 2015-16, and 7% in 2016-17.

The appropriate percentage of the list price subject to tax for the 51-75g/km CO2 band will be 9% in 2015-16 and 11% in 2016-17.

In 2017-18 there will be a 3 percentage point differential between the 0-50 and 51-75g/km bands, and between the 51-75 and 76-94g/km band.

In 2018-19 and 2019-20 there will be a 2 percentage point differential between the 0-50 and 51-75g/km bands and between the 51-75 and 76-94g/km bands.

In future years CCT rates will be announced three years in advance.

The thinking behind this is that this will stimulate the market for ultra-low emissions vehicles. And with the added incentives of low taxation motoring this could persuade more fleets to use them as part of their everyday operations.” 

Some other measures announced, included:

Fuel benefit charge (FBC) – From April 6, 2014, the FBC multiplier will increase by RPI for both cars and vans. Van benefit charge (VBC) – the Government will freeze the VBC at £3,000 in 2013-14 and will increase it by the RPI only from April 6, 2014. The Government commits to pre-announcing the VBC one year ahead.

Capital allowances for business cars: first year allowances (FYA) – As announced at Budget 2012, the 100% FYA for businesses purchasing the lowest emissions vehicles will be extended until March 31, 2015.

From April 2013, the carbon dioxide emissions threshold below which cars are eligible for the FYA will be reduced from 110g/km to 95g/km and leased business cars will no longer be eligible for the FYA.

The Government will extend the FYA for a further three years until March 31, 2018. From April 2015, the carbon dioxide emissions threshold will be reduced from 95g/km to 75g/km.

Capital allowances for business cars: as announced at Budget 2012, the carbon dioxide emissions threshold below which cars are eligible for the main rate of capital allowances will be reduced from 160g/km to 130g/km from April 2013.