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Appendix A9.2

Travelling safely by car

1. Policy statement

1.1 We aim to minimise the incidence of all workplace risks, including work related driving activities. We also recognise that we have a responsibility to ensure that other road users are not put at risk by our activities.

1.2 Although we do not have a legal responsibility for your commuting to your usual place of work, there are many aspects of this policy which may apply in your general driving.

1.3 We acknowledge both the safety and environmental aspects of any journey. You should first consider whether there is a need to travel by car at all. It maybe possible to conduct the business by telephone meeting, video conference or travel by train, etc.

2. Organisation and responsibilities

2.1 Establishment Directors

Responsibilities include:

  • ensuring that policies and guidance are in place locally which cover the range of drivers using road vehicles whilst on establishment business and that significant risks are adequately assessed and controlled
  • establishing and maintaining mechanisms to ensure that all vehicles, whether they are establishment owned, leased or privately owned, are suitable for the task, properly maintained, have the relevant road tax licence and are appropriately insured

2.2 Line Managers

Responsibilities include:

  • agreeing with employees safe hours of driving and/or working paragraph 3.3 below and making funds available for overnight stays if necessary. You cannot expect employees to work all day and then drive for long periods paragraph 3.3 below

2.3 All drivers (including employees, students, contractors, etc)

Responsibilities include:

  • holding a valid drivers' licence and any appropriate insurance for the class of vehicle you are driving
  • complying with UK traffic law (or the laws of the country which you are visiting) and obeying the Highway Code
  • informing your line manager if you suffer from any medical condition which might adversely affect your ability to drive safely, (e.g. epilepsy, diabetes, vision impairment, heart conditions, etc)
  • reporting any problems with an establishment or hire vehicle as soon as possible
  • planning each journey to reduce travelling at night, excessive hours, etc
  • ensuring that you have allowed sufficient time for the journey to be completed without exceeding speed limits
  • ensuring that passengers and equipment are carried in accordance with the vehicle specification
  • making use of overnight accommodation in adverse weather conditions, if you start to feel unwell or if journey length plus the number of hours worked is likely to be more than 14 hours
  • not using mobile telephones while driving, instead switching to a message service and picking up messages when you have stopped safely
  • not drinking alcohol or being under the influence of drugs
  • declaring any driving convictions
  • complying with the law and any restrictions on hours of driving paragraph 3.3 below
  • reporting all incidents or accidents whilst driving on business
  • paying all fines and penalties associated with poor driving and parking (except those relating to the roadworthiness of establishment/hire car vehicles)

3. Health and safety arrangements

3.1 Local actions

Establishments should have arrangements for:

  • ensuring that employees hold valid driving licences and are fit to drive
  • carrying out appropriate risk assessment and communicating them to your employees
  • providing employees with appropriate information and training

3.2 Using your own vehicles

If you use a personal vehicle while on business, the vehicle is classified as work equipment and comes under the Provisions and Use of Work Equipment Regulations. You need to be sure that it is in good working order and that it appropriately insured (because if there was an accident we could be sued by any injured party). Establishments will have local policies on this and you should familiarise yourself with yours and follow all instructions.

3.3 Daily driving limits

In accordance with EC and UK Domestic Rules, we have agreed the following driving limits for your safety:

  • Daily driving limit of 10 hours
  • Continuous driving limit of 2.5 hours (then minimum of 15 minutes break)
  • Limit on length of working day (including non driving work) of 14 hours
  • Daily rest period of at least 11 hours between 2 working day

3.4 Injury benefit

In the unfortunate event that you are seriously injured or killed in an accident while travelling in an establishment owned vehicle or hire car compensation may be payable under the injury benefit regulations of our pension scheme. For more details contact Joint Superannuation section

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