Use of the derbyshire house motor vehicles

This Derbyshire House policy and procedure describes our guidelines for using the homes car/s and minibus. Employees may be required to use these vehicles to support their role within the home. This may be to go to the shops, take a resident to the hospital or out for the day on a trip. These vehicles belong to Derbyshire House and we want to make sure our employees use them properly.

It is the policy of Derbyshire House that the vehicles use is restricted to drivers over the age of 25 years, employed by the W J Yapp Bequest and have a contract of employment in place. It is the homes responsibility to ensure that we meet our legal responsibilities as stated under the Road Traffic Act 1988 section 87, where it states it is an offence for a person to cause or permit another person to drive on a road a motor vehicle of any class if that other person is not a holder of a licence authorising him to drive a motor vehicle of that class.

To ensure that we comply with the regulations for employees to drive the home’s vehicles we will require the following documentation/information, the details will be recorded in the home’s driver register and reviewed six monthly: –

  • The employee must have the right type of licence (full licence for driving the car/s, anyone with a full licence can drive a minibuswith up to 12 seats. For people who passed their test and got their driving licence before 1 January 1997, you are likely to have a Category D1 licence. This allows you to drive a minibus with up to 16 passenger seats – but not for hire or reward).
  • All relevant previous driver offences must be identified (e.g. speeding, drink driving, driving with undue care and attention).
  • The stated number of points on the licence is correct.
  • The driver must live at the address indicated on their employee records and driving licence.
  • The name of the driver has been correctly identified.

The employer will then need to check the driving record on line. Employees will firstly have to check their driving record on the ‘View Driving Licence’ portal at and follow the on screen instructions. To access the information, you will need your National Insurance number, your driving licence number and your registered post code. Once logged in, there is an option to “Share Driving Licence” which will generate a one-time use code which will give access for the employer, to access to view the drivers record. The employer will then require the share code and the last eight characters of your driving licence number to access the same record on and follow the on screen instructions. Please note share codes are only active for 72 hours, after which the licence holder will need to generate another code (if you still wish to share your record with the employer).

All employees who drive the home’s vehicles must inform the employer immediately of any new offences as follows: –

  • If you are convicted of any driving offences, whether you receive a fine, endorsement or choose to undertake a speed awareness course.
  • If you are involved in any incident or accident whilst in charge of a motor vehicle at any time away from work, regardless of fault or if it gives rise to an insurance claim

It is the employer’s duty to then pass this information on to our insurers who will log this information in their records. This may result in the employee being excluded from driving the home’s vehicles depending on the number of penalty points and the type of driving conviction.

Employees Obligations

We expect employees who drive the home’s vehicles to adhere to the following guidelines. They should: –

  • Drive safe and sober.
  • Respect traffic laws and fellow drivers.
  • If applicable, wear glasses or contacts when driving.
  • Document any driving-related expenses, like fuel, toll and parking charges and provide receipts for this.
  • When going to use the car/s or minibus, check to ensure fuel, tyre pressure and all car fluids are at appropriate levels (this will usually be carried out by the maintenance staff).
  • Report any damages or problems with the vehicles to a manager as soon as possible.
  • Avoid double-parking, blocking entrances and engaging in other traffic violations that may result in fines.
  • If employees have their driver’s licences suspended or revoked, they must inform the manager immediately.
  • Employees who are fatigued and/or sick should avoid driving if they feel their driving ability is impaired.

Employees are not allowed to:

  • Smoke inside the vehicles.
  • Permit unchecked employees to use the vehicles.
  • Violate distracted driving laws by using a phone or texting while driving.
  • Use the vehicles to teach someone how to drive.
  • Leave the vehicles unlocked, unattended or parked in dangerous areas.

If employees are involved in an accident with a home’s vehicle, they should contact the administrator, Anne Remzi, immediately, so we can get in touch with our insurance provider. Employees shouldn’t accept responsibility or guarantee payment to another party in an accident. Employees should follow legal guidelines for exchanging information with other drivers and call local police if accidents are serious.

Homes Obligations

We want to ensure that all our employees are safe at work when using the home’s vehicles. For these reasons, we will:

  • Make sure cars are safe to drive before employees use them.
  • Schedule periodical maintenance to ensure vehicles remain in good condition.
  • Provide a copy of this policy to all employees.
  • Insure vehicles with a reliable insurance provider.
  • keep records of our vehicles.
  • retire any vehicle that’s deemed too old or too high in mileage.

We are not responsible for:

Paying fines employees accumulate while driving the home’s vehicles that they are responsible for (e.g. for driving too fast, unauthorised parking, driving in a prohibited area.)

Protecting the environment and saving costs

Cars are harmful to our environment and costly to use. We expect our employees to use the Home’s cars sensibly, considering environmental impacts.

Employees will face the disciplinary procedure if they do not adhere to this policy. In serious circumstances, we may terminate an employee and/or take legal action as needed.