North Lincolnshire & Goole and Tees, Esk & Wear are two NHS Trusts that have tackled the issue of grey fleet. Read the case study to find out more about how they have achieved better management of grey fleet.

Risks to employees who drive on business have been reduced and the ability to retain high calibre employees and to attract new people has been enhanced.

The Green Fleet Review resulted in a range of recommendations to radically overhaul and transform the Authority’s grey fleet. Fifty four employees have essential/casual car user status, driving around 51,600 miles a year.

OGC Internal Health and Safety Audit recommended tighter control over employees using their own vehicles to make business journeys, including implementing driver licence and insurance checks and changing policy to mandate use of hire cars for journeys over 100m.

The Green Fleet Review drew attention to grey fleet and the need to gain control over private car usage in order to improve health and safety. This will be brought to the attention of senior management as part of a Council-wide review of occupational road risk issues.

Most organisations will, on occasions, find it highly convenient to allow staff to use their private car for business travel. However there are several issues relating to grey fleet which require careful management.

What is grey fleet and your duty of care - what are the financial arguments to having grey fleet and what risks apply?

This is a sample Business Case, based on a public sector organisation travelling 15 million grey fleet miles per year. It can be used by organisations to propose grey fleet initiatives to senior managers.

A policy which sets out what an organisation expects with regard to business travel and employees using their own vehicles can protect both employer and employee.

What is Grey Fleet, and why tackle it?

Essential steps for managing Grey Fleet and making it work.

How to reduce business miles travelled, reduce your carbon-footprint and costs.

This specimen policy covers the procedures and entitlements for employees wishing to opt for an agreed cash amount in lieu of the provision of a company car with the benefit of private use.

Grey fleet is business mileage in employee-owned vehicles, usually claimed back at a fixed mileage rate of 40p/mile or 25p/mile. It refers to business mileage only and excludes commuting mileage from home to base.

A further structure involving the provision of a car by the employee is an affinity scheme, whereby the employer makes arrangements with a supplier to make cars available to individual employees.

Maintenance, mileage and emissions - managing the grey fleet can save millions of pounds