Fleet News

Moves to monitor safe mileage rates

FLEETS are examining the potential for adding a health and safety declaration to mileage expenses and mileage claim forms to ensure employers meet their duty of care to employees covering business miles in private cars.

For most drivers in private cars, the cost of business mileage is claimed through simple expenses claims based on a specified pence-per-mile basis.

Fleet managers heard at the Association of Car Fleet Operators’ London West meeting that adding a simple declaration to the form that must be signed could hammer home the safety message.

In signing the expenses claims form, drivers would also be putting their name to a statement saying their car was roadworthy, properly insured and had a relevant MoT.

A variety of statements could be included as part of the policy, but would focus on emphasising to drivers that they would not be allowed to cover business mileage in private vehicles unfit for purpose.

The scheme has already been introduced at the Adult Learning Inspectorate fleet, operated by Fleet News Award-winning fleet manager Graham Hine.

He told delegates: ‘When claiming for mileage in private cars they have to sign a declaration on each claim.’

Other members said they would look at the potential for introducing the policy.

Drivers should also be asked to sign a declaration that they have received, read and understood the company’s car policy, the meeting was told.

Companies would also benefit from a health and safety ‘champion’ to focus on these issues.

However, members agreed that fleets had become more safety-focused in recent years.

They heard that, in the past, it might not be unusual for a business driver to cover 50,000 miles a year, while one fleet manager admitted that a member of staff used to commute from Southampton to Derby every day for work.

Today, fleets understand the need to recommend daily mileage limits and offer alternative transport or an overnight stay for long journeys.

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