Resources
Driving for Work Generic Risk Assessment (.doc)
Driving for Work Checklist (.doc)
Vehicle safety checks (.doc)
Further Information
Business Use and Insurance
Driving Licence Bulletin: updating picture licence
Driving in Great Britain on a Foreign Licence Directgov
Your Health and Driving Directgov
Driving for work: Managing work-related road safety (.pdf) HSE
Keeping Safe when Driving (.pdf) Suzy Lamplugh Trust
Driving and the use of mobile phones (.pdf) ROSPA
Winter driving tips ROSPA
Advice on driving in the snow
University owned vehicles
Advice and Assistance
HSLO / DHSO / DSE Facilitators
Health and Safety Advisory Service (HSAS)
Insurance Administrator
Safety Representatives

Driving for Work

This Health and Safety Standard was approved by the Health and Safety Committee on 3 May 2011 and supersedes the Driving at Work Policy/Code of Practice/Guidance document (revised 31 January 2009).

Man driving a car This site gives guidance on health and safety when employees drive their own vehicle for University related business. It explains what heads of department, managers and employees need to do to manage driving risks and includes a generic risk assessment and a Driving for Work Checklist to enable managers to check that suitable measures are in place for the safety of employees who drive for work.

Why we have a health and safety standard for driving

It is estimated that up to a third of all road traffic accidents involve somebody who is at work at the time. This may account for over 20 fatalities and 250 serious injuries every week. Driving is, in many cases, the most hazardous activity a person will undertake whilst at work. So it is vital suitable systems are introduced to ensure, so far as is reasonably practicable, drivers and vehicles are safe.

Health and safety legislation requires the University to ensure, so far as is reasonably practicable, the health, safety and welfare of their employees whilst driving for work. The Health and Safety at Work Act, Management of Health and Safety at Work Regulations, Provision and Use of Work Equipment Regulations all apply, as well as the Road Traffic Act.

The law requires that drivers have driving licences that are valid for driving in the UK, maintain their vehicle to a road worthy standard and have suitable insurance. Employees who drive their own cars for work need to be insured for business use. It is the employees responsibility to arrange this with their insurance company.

Business use insurance

Having the correct insurance will cover you and any passengers in the event of a road traffic accident. If you do not have the correct insurance, the resulting costs from the accident could come back to you personally because the University is not insured to cover you for driving for work.

If you want to find out more about business use insurance and what mileage claims cover go to the University's Finance page on Business Use and Insurance and Financial Procedural Note 6 (FPN6): Travel related Expenses.

Who needs to take action?

If you are the Head of Department or Section, you need to have procedures for ensuring the risks to the health and safety of employees who drive vehicles for University related business are controlled.

If you are a line manager, you need to ensure the departments procedures are implemented in your area of responsibility and employees follow them.

Employees need to drive safely whilst on University business and have:

a driving licence that is valid for driving in the UK,
a roadworthy vehicle and
vehicle insurance that covers them for driving for business.

How to do it

Heads of Department/Section:

For most Departments and Sections it will be sufficient to follow the Driving for Work Generic Risk Assessment (.doc).

However, where staff are contractually required to use their vehicle for work, or when the Head of Department believes the driving risk significant, consideration should be given to the need for formal checks to confirm staff have a valid UK driving licence and have insured their car for business use. The Driving for Work Checklist(.doc) can be used for this purpose.

Line managers:

Line managers need to follow the Driving for Work Risk Assessment (.doc), bring it to the attention of employees and make sure they follow it. Where required by the Head of Department, they should carry out and record formal checks (see Driving for Work Checklist) (.doc).

If the driving risk is significantly over and above every day risks line managers should prepare a specific risk assessment. Contact a health and safety adviser for further guidance.

Employees:

Employees need to:

follow the Driving for Work Risk Assessment (.doc). They also need to make sure that they have a driving licence that is valid for the UK and that their vehicle is insured for business use (see Business Use and Insurance).
ensure their vehicle is roadworthy and it has passed its MOT, if applicable.
if they have a non-UK licence, check that it is valid for use in the UK. See the Directgov advice on Driving in Great Britain on a Foreign Licence.
where required by their Head of Department/Section, show their line manager their driving licence and valid insurance certificate to demonstrate that their vehicle is appropriately insured for business use.
inform their line manager of any changes to their driving licence or medical conditions reportable by law under Driver and Vehicle Licensing Agency (DVLA) requirements which affect their capability to drive for work. For more information on changes to licence and medical conditions see the Directgov advice on Your Health and Driving.

Frequently asked questions (FAQs)

Q. Is driving to and from my normal/usual place of work covered by the Driving for Work standard?

A. No. This Driving for Work Standard applies to employees driving their own vehicle for University related business, not your journey from home to your normal/usual place of work.

Q. What is meant by my normal place of work

A. Your normal place of work is the place where you normally perform the duties of your employment. Commuting to and from your normal place of work would not usually be considered a tax -allowable expense. Refer to Financial Procedural Note 6 (FPN6): Travel related Expenses. for more details on this.

Q. I have a non-UK driving licence. How do I know whether it is valid in the UK?

A. You can find out whether your licence is valid by going onto the Directgov website: Driving in Great Britain on a foreign licence

Q. I don't do much driving for work. Do I need to have business use insurance?

A. You may not need business use insurance if you only drive for work occasionally. Look at Finances web page on business use and insurance for more information about what would be considered occasional use.

Q. I don't claim mileage for my journeys. Do I need to have business use insurance?

A. Yes, you do. Look at Finances web page on business use and insurance for more information.

Q. I have to travel to another campus on a regular basis. Do I need to have business use insurance?

A. If the other campus is not your normal place of work, you will need business use insurance. Look at Finances web page on business use and insurance for more information.

Q. What needs to be done for University owned vehicles and employees driving those?

A. Additional measures are needed to control risks from University owned vehicles, so a more detailed standard will need to be developed and used by departments. Contact your link health and safety adviser if you need guidance on this or go to Workplace Transport and University owned vehicles for more information.

Q. What should I do if I have a road traffic accident whilst driving for work?

A. You must report work-related driving accidents or incidents that have caused harm to you, your passengers or to others. The incident should be reported as soon as possible and the University's Health and Safety Incident Report Form completed. If employees cannot report personally, line managers should do it. You do not have to report incidents that occur on the way to or from your normal place of work.