Company Vehicle Policy - SMD-STA-3013 V8 Author - Andy Metcalf Review Date - February 2021 - SMD Ltd
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Company Vehicle Policy
SMD-STA-3013 V8
Author - Andy Metcalf
Review Date - February 2021
Company Vehicle
Company Vehicle Policy
Contents
1) Introduction Page 3
1) Type of Vehicles used by SMD Page 4
2) Vehicle Maintenance
• Mobile Studwelding Plant Page 5
• Current Service Plan Page 5
• Commercial Vans Page 6
• Daily Vehicle Check Sheet Page 6
3) Vehicles
• Vehicle Manual Page 6
• Vehicle Tax Page 7
• Insurance Cover Page 7
• Hire Vehicle Policy Page 7
• Vehicle Access & Egress Page 8
• Vehicle Movement & Manoeuvres Page 8
• Vulnerable Road Users Page 9
4) Drivers & Journeys
• Working Time Policy Page 11
• Driving Time Policy Page 11
• Flowchart for driving HGV vehciles above 3.5 tonnes Page 12
• Policy for Maintaining Employee Health & Fitness Page 13
• Policy for Eye Testing Page 13
5) Company Vehicle Policy
• Driving Company Vehicles Page 14
• Process for Driver Checks Page 15
Conduct Whilst Driving a Company Vehicle Page 16
• In-Vehicle Technology Page 20
• Employee Responsibility Page 21
• Corrective Action Page 21
6) Safe Systems of Work
• Working at Height Page 21
• Loading / Unloading Mobile Studwelding Plant Page 22
Load Distribution Page 23
• Loading / Unloading Dropside Pick-up Page 24
• General Loading / Unloading Guidelines Page 25
• Refuelling Mobile Studwelding Plant Page 25
7) Managing Director's Statement Page 26
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Company Vehicle Policy
Introduction
The Company Vehicle Policy is designed to foster a safe driving environment and to protect employees, the public,
the environment and SMD Ltd. The Policy is meant to benefit our employees and establishes guidelines and
procedures to govern the use of SMD vehicles by Company employees across all operating areas.
This policy applies to all employees who use Company vehicles for any reason, as well as rental cars or personal
vehicles when they are being used to conduct company business. This policy is subject to periodic audit and
review to ensure applicability and compliance.
This policy does not attempt to account for every possible scenario associated with company vehicles. Instead,
it provides a framework of requirements to which all employees must adhere. In addition to complying with such
requirements, employees are expected to operate Company vehicles exercising due care and judgment and in
accordance with all applicable laws and regulations.
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Type of Vehicles used by SMD
Mobile Studwelding Plant
Body Type: Rigid body built on converted
tractor unit
Gross Vehicle Weight: 18 tonnes
No. of Axles: 2
No. of Vehicles 6
No. of Vehicles to Service TFL Zone: 2
Large Commercial Vans
Body Type: Rigid panel van
Gross Vehicle Weight: 2.96 tonnes
No. of Axles: 2
No. of Vehicles to Service TFL Zone: 23
Small Commercial Vans
Body Type: Rigid panel van
Gross Vehicle Weight: 1.95 tonnes
No. of Axles: 2
No. of Vehicles to Service TFL Zone: 6
Dropside Pick-up
Body Type: Rigid dropside pick-up
Gross Vehicle Weight: 3.50 tonnes
No. of Axles: 2
No. of Vehicles to Service TFL Zone: 1
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Vehicle Maintenance
Mobile Studwelding Plant
Studwelding vehicle inspection and service is carried out on each vehicle on a 12 week cycle by:
• Inspections are generally carried out on a Saturday morning so as to minimise downtime for the
stud lorries.
• The driver of the vehicle is required to drop the vehicle at Imperial Commercials on a Friday evening
upon return from site. Imperial Commercials will supply a courtesy vehicle for the return jouney to Logistics
Centre. This vehicle will need to be parked up at the Logistics Centre so it can be collected by Imperial
Commercials when the inspected vehicle is returned.
• Any defects, warning lights, faults, etc. that occur between 12 weekly inspections should be reported
immediately to the Logistics Manager, who will assess when and how best to resolve the issue.
• Records of servicing are maintained in the following folder X:\Contracts Dept\Operations Files\Logistics\
Vehicles\Reports & Servicing\Rigs. This information is filed by the Logistics Manager.
Maintenance of the mobile studwelding plant is managed by MLC Stores Supervisor. Servicing, repairs and
maintenance are carried out by:
Imperial Commercials
Fulwood Industrial Estate
Fulwood Road South
Sutton-in-Ashfield
NG17 2JZ
Telephone: 01623 516735
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Commercial Vans
Maintenance of the commercial vans is managed by SMD Logistics Manager.
Each van is allied to a Renault service contract covering:
• Routine servicing once the service indicator light illuminates
• Tyres that are worn through normal use
• Brakes
Servicing is supported by LeasePlan
Daily Vehicle Check Sheets
The vehicle in which you travel to and from site is as important a part of your work equipment as any other tool
issued to you by the Company. The Company have a legal responsibility to ensure each vehicle is in serviceable,
good working order and as employees and drivers you are responsible for completing daily / weekly vehicle
checks.
As part of your induction training each driver has been trained in how to carry out daily / weekly vehicle checks
and how to complete Daily / Weekly Commercial Vehicle Check Sheets. Please refer to Vehicle Maintenance
Manual - Document No. 317. Copies of the following check sheets are located on CONNECT - Document No.
440 - Vehicle Check Sheet - Van and Document No.441 - Vehicle Check Sheet - Studwelding Vehicle.
Vehicles
Vehicle Manual
Each vehicle, whether owned, leased or hired is equipped with a vehicle manual / user guide. Each manual
contains the below information:
• Certificate of insurance
• Accident / Incident Report Form
• Windscreen Guide
• Vehicle Accident Procedure
• Fair Wear and Tear Guide
• Daily / Weekly Commercial Vehicle Check Sheet
• Fuel Card Garage Location Guide
• Vehicle Service Procedure
• Vehicle Breakdown Procedure
• How to Check Tyre Tread Guide
• Tyre depth gauge
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Vehicle Tax
All vehicles are taxed as per revenue requirements:
• SMD owned vehicles – SMD Account Department arrange payment against DVLA tax reminders
• Lease vehicles – tax is paid by the Company which own the vehicle
• Hire vehicles – tax is paid by the hire Company
Insurance Cover
SMD insurance policies run from the 2nd day of July in each year. The Company have 2 separate vehicle policies:
• Commercial Vehicle Policy – Allianz BV/24900046
• Private Type Car – Allianz BV/24900049
Hire Vehicle Policy
On occasion it is necessary to hire vehicles. The type of vehicles hired will be vans and cars as necessary. SMD
have a policy to only source hire vehicles from reputable companies, currently the Company engage Enterprise
Vehicle Hire for all such requirements. As mobile studwelding plant are specialist, purpose built vehicles, it is not
possible to hire this type of vehicle.
Upon identification of the need to hire a vehicle a PO is placed with Enterprise detailing the size and
specification of the vehicle required. This vehicle will then be delivered, at the predetermined time and date, to
the Midlands Logistics Centre. Upon receipt the vehicle will be fully checked by the Stores team. Key points to
be checked for are:
• Tyre pressures & tread depths
• Light operation
• Mirrors
• Spare type & repair tools
• Level of fuel, engine oil, radiator water and screen wash fluid
• Check no warning lights are illuminated
• Windscreen for chips & cracks
Once the checker is comfortable that the condition of all the above items is acceptable the vehicle is accepted
by SMD and a copy of the on-hire report is requested. The vehicle will immediately be added to the Company
insurance policy and the TFL Autopay register.
Once the vehicle is issued to the allocated employee, the vehicle becomes the responsibility of the foreman /
driver who will be required to adhere to the Company Vehicle Policy at all times and until the vehicle is off-hired
and handed back to the hire company.
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Vehicle Access & Egress
As the activity of access / egressing a large vehicle is unavoidable, this must be properly planned and
organised. It is vital that drivers follow good practice to minimise the possibility of a fall from height.
Do:
• Use fixed steps provided
• Use fixed grab handles to assist
• Visually inspect ground conditions for obstructions and hazards
• Access the vehicle forwards
• Exit the vehicle backwards
• Always ensure 3 points of contact
Don't:
• Use the steering wheel to grab – this will move and is not fixed
• Jump out of the vehicle
• Exit the vehicle forwards
Vehicle Movement & Manoeuvres
Vehicle movement, particularly reversing, should be kept to a minimum where practicable. Due to the nature of
the Midlands Logistics Centre yard, access / egress is via one gate. As such it is not possible to arrange the site
to avoid the need for vehicle reversing or to restrict vehicles from part, or all, of the site.
Site measures that have been considered are:
• Provision of suitable parking areas for commercial and HGV vehicles
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• Suitable and maintained yard surfaces are in place
• When manoeuvring, it is important to be aware of the hazards and obstacles that may be in your way. As a
driver you should always observe surroundings before carrying out any manoeuvre and use your mirrors
• There are blind spots around the sides of the vehicle, which makes it more important to be aware of other
road users both to either side and at the rear of your vehicle before they enter these blind-spots
• Reversing should only take place where there is enough light for drivers and pedestrians to see clearly
what is happening
• Reversing areas should be planned out and be very clear to drivers and other people
Vehicles are:
• Fitted with suitable mirrors to ensure maximum visibility
• Fitted with n/s side scan detection system
• Fitted with reversing alarm
• Maintained in accordance with service schedule
Drivers must:
• Have received training for driving the vehicle
• Trained in site rules
• Have undergone health surveillance including eye test
• Be aware of Company driving time policy
Pedestrians must:
• Wear suitable hi-vis clothing
• Be trained the site rules
• Not be under the influence of drugs or alcohol
• Restrict and manage movements of large vehicles, including banking vehicles into position as necessary
Vulnerable Road Users
The most vulnerable road users are pedestrians, cyclists, motorcyclists and horse riders. It is particularly
important to be aware of children, older and disabled people, and learner and inexperienced drivers and riders.
Fundamental points to observe at all times whenever and wherever you drive are:
• Observe and adhere to the speed limit in place, if it is safe to do so
• Expect to encounter different road users
• Be patient and be sure to give others time and room
• Be ready for others to make mistakes
• Never drive and use a mobile phone
• Drive considerately and treat others as you would expect to be treated on the road
Pedestrians
All pedestrians are vulnerable road users, however those most vulnerable are children, the elderly and the
disabled. More than 60 child pedestrians are killed or seriously injured each week throughout the UK. Children
can misjudge vehicle speed, have limited vehicle knowledge, can be easily distracted and may dash into the
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road without looking.
Nearly half of all pedestrians killed are aged over 60. Older people may have difficulties in seeing and / or
approaching traffic.
How you can help pedestrians:
• Give them time and room to cross, especially the elderly or disabled
• Remember they may be hard to see
• Be ready for the unexpected
• Don’t park on pavements
• Always stop at zebra crossings if someone is waiting to cross
• You must stop for school crossing patrols
• Never wave a pedestrian across the road – there may be other traffic overtaking from behind you
• Remember you are a pedestrian sometimes too
Cyclists
Cyclists can be difficult to see, especially at junctions. They can be put off balance by side wind when being
overtaken and are particularly vulnerable at roundabouts. They may ride away from the kerb to avoid drains
and debris.
How you can help cyclists:
• Think bike. Expect to see cyclists and give them time and room
• Always check your mirrors for cyclists. Be especially careful that your nearside is clear when turning left and at
roundabouts
• Give cyclists plenty of room when overtaking them
• Respect cycle lanes and advance stop lines
• Slow down
• Never overtake a cyclist and turn left shortly afterwards
Motorcyclists
Motorcyclists, as with cyclists, can be difficult to see, especially at junctions. They are often moving quicker than
you might think and are often injured when vehicles pull out at junctions
How you can help motorcyclists:
• Think motorbike. Expects to see motorcyclists and give them time and room
• Always check your mirrors for motorcyclists. Be especially careful that your nearside is clear when turning left
and at roundabouts
• Take extra care when pulling out at junctions – always recheck for motorcyclists
• Give motorcyclists plenty of room when overtaking them
• Spilt fuel is hazardous for motorcyclists. Make sure your fuel cap is secure
Horse Riders
Horse riders prefer not to use roads, however often need to in order to access bridle ways and other off-road
facilities. They will sometimes ride in double file to protect novice riders or nervous horses. Riders are dealing with
powerful animals which are easily frightened and can panic in traffic. Also riders can be children.
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How you can help horse riders:
• Drive slowly as you approach and pass horses. Give them plenty of room and be prepared to stop
• Keep engine noise as low as possible and avoid sounding the horn
• Look out for horse riders signals, and be aware that they may not move to the centre of the road before
turning right
Drivers & Journeys
Working Time Policy
SMD have guidelines in place to help manage driving hours in conjunction with working hours.
As SMD are primarily a construction company operating a variety of vehicles, operative’s working a distance
greater than 100 miles from their home base are required to stay away overnight, at the Company’s expense. This
policy gives consideration to:
• Keeping combined driving and working hours to a minimum
• Reducing exposure to accidents, roadworks, delays, hazardous weather conditions, etc
• Reducing cost of travel
• Reducing wear and tear on vehicles
This is monitored and managed through careful allocation of work location and RAM tracker software.
Driving Time Policy
HGV Vehicles (Above 3.5 tonnes)
After a driving period of no more than 4.5 hours, a driver must immediately take a break of at least 45 minutes
unless he takes a rest period.
Alternatively, a full 45 minute break can be replaced by one break of at least 15 minutes followed by another break
of at least 30 minutes. These breaks must be distributed over a 4.5 hour period. Breaks of less than 15 minutes will
not contribute towards a qualifying break, but neither will they be counted as duty or driving hours.
Do I need a break from driving? See Flowchart for driving HGV vehicles above 3.5 tonnes:
Commercial Vans and Pick-ups (Below 3.5 tonnes)
In any working day the maximum amount of driving permitted is 10 hours. After 6 hours driving there must be a
break of at least 30 minutes.
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Do I need a break from driving?
Flowchart for driving HGV vehicles above 3.5 tonnes
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Policy for Maintaining Employee Health & Fitness
SMD are committed to monitoring and managing the health & fitness of it’s employees. As part of this commitment
the Company employ the services of an external healthcare consultancy specialising in occupational health.
At the start of each individual’s employment with SMD, they are requested to complete a private and confidential
Health Surveillance Medical Assessment Questionnaire. Once completed, this is returned directly to the external
consultant in confidence. Once received, the questionnaire will be assessed by an occupational health professional
who will offer a report on the employee’s fitness to work along with any recommended restrictions or further action.
It is the employee’s responsibility to notify the Company of any health and fitness issues that may affect ability to
drive, or safely operate a vehicle.
Policy for Eye Testing
Each driver will undergo an eye test at least every six months. This will be undertaken by one of the following
methods:
i) Reading two standard size vehicle number plates from a distance of 21 metres
ii) Reading two vehicle number plates using a recognised number plate eye test simulator such as SeeDrive
www.vutest.com/seedrive/
The results of the eye test will either be “Pass” or “Fail” and will be recorded using the below form and kept as
a record:
Drivers that fail the eye test will be required to undergo a professional eye test carried out by an optician.
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Company Vehicle Policy
Driving Company Vehicles
Drivers of Company vehicles must drive responsibly and in adherence with the current legislation governing
the highways. Any employee who has been issued with a Company vehicle must adhere to the above and the
regulations detailed in the Company Vehicle Policy.
The Company shall be responsible for payment of all reasonable standing and running costs of the vehicle
including insurance, tax, MOT, maintenance and repair and shall bear the cost of fuel incurred during business
mileage OR reimburse the Employee for the cost of fuel properly incurred during business mileage at an agreed
rate OR at a rate specified in the Company’s Vehicle Policy from time to time.
The employee shall:
• take good care of the vehicles and ensure that the provisions of the Company’s Vehicle Policy, Driving Policy,
Routing & Scheduling Policy and Vehicle Manoeuvring Policy as amended from time to time and any policy of
insurance relating to the vehicle are observed;
• pay all expenses directly connected with the employee's private use of the vehicle, subject to having authority
for private use;
• be responsible for payment of all fines incurred for traffic offences and parking fines;
• notify the Company of any accidents involving the vehicle (whether or not these take place while the employee
is on business);
• immediately inform the Company if convicted of a driving offence or disqualified from driving; and
• return the vehicle, its keys and all documents relating to it to SMD Ltd, Units 1-2, Nunn Brook Rise,
Huthwaite, Notts, NG17 2PD or such other place as the Company may reasonably stipulate immediately upon
the termination of the appointment arising or upon the employee becoming no longer legally entitled to drive.
The Company shall have the right to terminate the appointment without prior notice or payment in lieu of notice if
the Employee is convicted of a driving offence or disqualified from driving.
Property
The provision of your company vehicle is on the condition it is looked after and treated in a responsible manner at
all times. Any vehicles provided to an employee will remain the property of SMD. The company reserves the right to
amend its procedures and regulations relating to company vehicles at any time.
Condition Of Use
Company vehicles are primarily intended to facilitate Company business; as necessary transportation; to maintain
contact with clients and client related businesses as business demands. To ensure the timely presence of
designated drivers at targeted locations.
Medical Examination
The Company reserves the right to ask an employee to attend a medical examination prior to issue of a Company
vehicle. The cost of a medical examination will be met by the Company.
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Drivers Licence
It is the responsibility of the driver to update the Company Administrator of any changes to their licence. All drivers
must co-operate fully when asked to produce their licence.
As part of the Company Vehicle Policy the SMD Logistics Manager is to check the status of each driver prior to
commencement of employment and a mimimum of every 6 months thereafter. Each driver is required to complete
a consent form permitting SMD to carry out checks against their driving licence for a period of 3 years. The checks
are to ensure:
• Driving licences are valid
• A driver’s license status and entitlement to drive
• The driving licence online
• Information on a drivers licence is correct
• Licence validity dates
• Current endorsements and points on the licence
• Vehicle categories driver checks showing vehicles a driver can drive
• A driver is not disqualified
Process for Driver Checks & Management of Employee Driving Licences
Completion of Form D796 prior to commencement of employment
Employee is automatically registered on the scheme for 3 years.
After which time a new Consent is to be submitted for renewal
Regular checks are carried out on the status of each driver. The number of current
points each driver has, dictates the regularity of checks
SMD take the necessary action upon changes in driver licences
Once each driver’s 3 year period is spent, a new consent form is issued that enables checks to continue for a
further 3 year period.
The Company will inform insurers to ensure to check whether policy restrictions need to be in place upon change
of a driver’s licence status. (Further information on reporting to insurers can be found in section 'Tax and Insurance'
of this policy)
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Conduct Whilst Driving a Company Vehicle
Whilst not all vehicles display the Company logo, all drivers act as ambassadors for the Company. Therefore they
must be conscious that their conduct may be the first impression to potential customers of SMD. Professional
conduct is paramount whilst in charge of a company vehicle, as per company minimum standards. Drivers are
obliged to demonstrate due care and attention at all times. Any inappropriate behaviour while using a company
vehicle will result in disciplinary action.
Alcohol and Non-Prescribed Drugs
Drivers are not permitted to drive any vehicle whilst under the influence of alcohol, non-prescribed drugs or
prescription drugs which may cause drowsiness.
Speed of Driving
Drivers must adhere to speed limit restrictions on the respective roads they travel on. The Company will not
intervene on behalf of a driver, should they breach any legislation documented by the Driving Standards Agency.
Any penalty as a result of a speeding offence will be the liability of the individual driver.
All leased vans are electronically restricted to 68mph and the studwelding vehicles to 56mph.
Parking
All reasonable costs for vehicle parking while required to park during working hours will be met by the Company
and paid upon submission of valid expenses receipts. Vehicles should comply with any parking restrictions in
place. Illegally parked vehicles may incur parking fines. Any fines incurred will be presented to the driver for prompt
payment.
Penalty Charge Notice’s (PCN’s)
All PCN’s will be presented to the driver for prompt payment once liability is established. In certain cases the driver
can look to appeal a PCN, however they must write to the necessary authority and manage the appeals process
independently of the Company. SMD pass on the admin charge from LeasePlan to the driver.
Maintenance and General Upkeep
It is the responsibility of the individual driver to liaise with the office to ensure the vehicle is regularly maintained
and serviced in accordance with the manufactures recommendation schedule. The company vehicle should be
maintained in a road worthy condition and in good order so that it will bring the maximum resale price
on replacement.
Recorded Monthly Checks
On a Monthly basis managers of the drivers of Company vehicle must check and record:
• Tyre pressure – of all tyres including spare as per manufactures instructions as documented in the handbook.
Adjust pressure accordingly.
• Oil levels – using dip stick marked parameters, add oil if necessary to keep level between the parameters.
• Water - check water receptacles are full and de-icer is added to windscreen washer.
Reporting of Defects / Adherence to Warning Lights
All defects to the Company vehicle that may render it un-roadworthy must be reported to the office as soon as
detected. In addition to this, should any warning light appear, please report this immediately. Failure to do so
may result in further excess to the vehicle and will be treated as negligent behaviour and as such, may lead to
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disciplinary action being taken. In the case of gross misconduct, this could lead to dismissal.
Maintain Cleanliness
It is the responsibility of the driver to maintain the vehicle in a high standard of cleanliness both externally
and internally.
Use of Mobile Phones
Mobile phones may not be used whilst driving a vehicle, unless using a hands free attachment. This is for the safety
of all road users/pedestrians and to ensure Company drivers are demonstrating legal compliance with the current
driving legislation.
Mot Certificate
You are responsible for liaising with the office and the fleet administrator prior to the MOT due date.
Tax Liability
Any tax arising from the use of a company vehicle is your responsibility. The company is obliged to disclose to the
Inland Revenue the names of all employees to whom a company vehicle has been allocated.
Accidents
Should a driver of a Company vehicle be engaged in any road traffic accident, they must contact Logistics Manager
as soon as possible. The driver should co-operate fully with the management and any third party involved.
Additional Use
The Company reserves the right to investigate usage of the vehicle for related and unrelated company business
by monitoring mileage per vehicle, fuel consumption cost reports, and through discussion with the individual user.
Each Company vehicle is fitted with a tracker that helps manage all vehicle usage 24 hours a day.
Only those with the use of a Company car, with the necessary permissions and tax code are permitted to utilise
for personal use. Company vans and commercial vehicles are strictly not permitted for personal use at any time.
Failure to adhere to these restrictions will lead to disciplinary proceedings.
Tax and Insurance
The Company accepts responsibility for arranging tax and appropriate levels of insurance cover for all company
vehicles. This should not encourage negligent behaviour from our drivers, as this will be charged to the driver in all
cases.
Should you as a company vehicle driver be engaged in an accident for which you are found liable through:
carelessness, negligence or recklessness. You will be expected to reimburse the company for any costs incurred
up to the insurance excess amount (currently £500). The company reserves the right to make such deductions
from your wages. You will be advised in writing of any deductions due, prior to this action.
SMD inform their insurers of any convictions or change in circumstances relating to any employee’s Driving Licence.
The company seek advice and notify the driver in question of changes or restrictions that may be put in place by
the insurer. The following can be used as a guide for Driving Licence penalty points:
• 3 points i.e. speeding – no insurer action
• 6 points - some insurers increase excess
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• Over 6 points most insurers increase excess
• Ban or major conviction i.e. DR10 etc increase excess and/or increased premium and limited vehicle access
• 2 bans most insurers will refuse to insure
Leaving Employment
Should you leave the company, you must liaise with your line manager regarding the return of your vehicle to
company premises. Vehicles should be returned in a high standard of cleanliness. Unless otherwise agreed in
writing you must return your vehicle at an agreed time and deliver the keys to the location instructed.
Non Smoking Policy
Smoking is not permitted at any time in any Company vehicle. Any breach of this may result in disciplinary action
being taken.
Safety of Vehicles and Equipment
Keys
The vehicle’s keys are never to be left unattended. All spare keys to vehicles are to be retained by the Logistics
Manager in a locked filing cabinet.
Locked
SMD vehicles must be locked when unattended. This also includes the driver's cab and cargo sections of the
vans and welding units of the mobile studwelding plant.
Parking
SMD vehicles must be parked in authorised locations, carparks and safe areas. If parked in a street every attempt
must be made to manoeuvre the vehicle under a street lamp, as close as possible to the individual’s home or
another occupied building. If possible, the vehicle is to be parked in line of site of a security camera(s). Whilst
parked overnight in the car park at the Midlands Logistics Centre, vehicles and the gates to the Midlands Logistics
Centre must be locked.
Valuable and Attractive Items
All valuable and attractive items such as wallets, mobile phones, satnav systems should not be left on display.
Ideally, these items should be removed from the vehicle, but if this is not possible, must be stowed in the glove
box or at least be out of sight. Tools must always be kept in the back of the van where they cannot be seen. The
rigid dropside pick-up must never be left loaded overnight.
Vehicle Tracking
All Company owned and leased vehicles have a RAM tracker installed. Primarily the tracker system is used
for the purposes of improving safety, security and efficiency as set out below:
Safety
The system provides peace of mind that drivers are adhering to speed limits and driving time restrictions as well
as general safety on the roads. The system can be used to provide information as a defence for staff and the
Company in contentious situations such as third party claims or disputable vehicle incidents.
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Security
The system permits 24-hour visibility of the fleet and can be used to track vehicles which show unexpected
movement, or may be under suspicion of being stolen.
Efficiency
Tracking of the vehicle fleet allows:
(a) Visibilty of 'moving time' and 'downtime' of each vehicle.
(b) 24- hour visibilty increases efficiency in allocating vehicles / gangs.
(c) Visibility of fuel consumption and efficiency through route monitoring.
Accountability
Each authorised driver has sole responsibility for the condition and security of the van allocated to them. If for any
reason another authorised driver uses the van and causes damage to it, this must be reported to the Logistics
Manager immediately and recorded on the Daily Vehicle Check Sheet.
Idling
Engine idling is the running of an engine which is not required for the examination or operation of machinery.
Excessive idling is a waste of fuel and money, resulting in unnecessary negative environmental impact.
Stopping unnecessary vehicle idling is one relatively easy way to help improve air quality and the respiratory
and cardiovascular health of people in our communities.
The Facts
• For every 1 litre of fuel used by a diesel engine, 2.64 kg of CO2 is released into the atmosphere
• An idling engine will leave fuel residues that can cause oil contamination. This can damage engine
components, including cylinders and piston rings
• Adling causes spark plugs to become dirtier more quickly and this can cause an increase in fuel
consumption by 4 to 5 percent
• Excessive idling lets water condense in the vehicle's exhaust system, which can lead to corrosion
• With modern vehicles, the cost of switching off the engine and starting up again after a minute or more will
be less than the cost of leaving the engine idling
• The highway code states that 'you must not leave a parked vehicle unattended with the engine running or
leave a vehicle engine running unneccessarily while the vehicle is stationary on a public road'
• Depending on the London borough, unnecessary engine idling may be subject to a fine
• London's air pollution contributes to thousands of premature deaths each year
All SMD cars and commercial vans are fitted with a 'Stop and Start' function. This sytem enables a reduced
fuel consumption and lower greenhouse gas emissions. The system is activated automatically when the
vehicle is started. While driving, the system stops the engine (standby) when the vehicle is at a standstill
(traffic jam, traffic lights, etc.)
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System Operating Conditions - Engine standby is activated if:
• the vehicle has been driven since its last stop;
• the gearbox is in neutral;
• the clutch pedal is released;
and
• the vehicle is travelling at less than 3 km/h.
Road Use Charges
The Company will meet the cost of all reasonable and unavoidable road use charges upon submission of valid
receipt as part of the standard expense claim procedures.
Road Tolls Charges
The use of tolls roads is discouraged as routine practice, however the Company recognise that on occasion this
may be unavoidable. In such circumstances the driver should pay the required fee and request a receipt. The
receipt should then be presented along with a completed expense claim form for reimbursement.
TFL Congestion Charge
All Company leased, owned and hired vehicles are added to the automated TFL Congestion Charge system with
charges automatically billed to SMD account when a vehicle enters the CC Zone.
Dartford Crossing Charge
All Company leased, owned and hired vehicles are added to SMD's automated Dart Charge account. The account
is kept in credit and when vehicles transit the QE2 Bridge at Dartford the charge is automatically deducted.
In-Vehicle Technology
As part of our overall health and safety policy, we are committed to reducing the risks which staff face and create
when driving to and from work. All staff has a responsibility towards Health & Safety.
Vehicles are increasingly being fitted with technology designed to prevent collisions and/or reduce the severity.
Many vehicles are fitted with multiple systems such as Bluetooth, electronic stability control (ESC), brake assist,
seat belt reminders, traction control, start-stop technology and airbags.
Many of SMD studwelding vehicles are fitted with additional safety systems including reversing alarms, proximity
sensors and left turn warning alarms.
Radio and CD players feature in most company vehicles. These must be treated the same as all other in-vehicle
technology. You must exercise proper control of your vehicle at all times.
Technology that is not fitted to the vehicle may also be used to assist the driver including mobile phone, satellite
navigation, tablets and charging leads. The studwelding vehicles are also fitted with an inverter which operatives
may use to power other technology including televisions, kettles, games consoles and fridges. These should only
be used when the vehicle is stationary and safely parked.
However, all in-vehicle technologies are to be used within the laws and rules about safe driving (Refer to The
Highway Code) and must only be used as designed to assist drivers to drive safely and reduce the risk of an
accident and / or reduce the severity of an accident should it occur.
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Company Vehicle Policy
All items not conforming to the above must not be used, altered or referred to while the vehicle is in motion.
You should:
• Ensure you know what technology is provided in the vehicle
• Ensure you do not use technology inappropriately
• Read the instruction manual or vehicle handbook to understand how the technology works
• Report any problems or faults with the equipment
• Find a safe place to stop if you need to use technology of any kind
Employee Responsibility
Where an employee has been permitted to use a company vehicle for travel to and from their home, the vehicle
must not be used for private purposes and the route taken to and from home must normally be the shortest
practical one.
Company Cars
When an employee has been allocated with a company vehicle for the effective performance of their role,
employees are expected to use their vehicle responsibly and in line with the Company vehicle policy.
Corrective Action
There will be no direct use of the vehicle tracking information for disciplinary purposes, except as laid out below:
Stage 1
Where concerns about the use of the vehicle or employees’ conduct arise (for example: speeding, unauthorised
use of vehicles, e.g. for private purposes where not permitted), there will be an informal conversation with the
employee to raise these concerns. Coaching, counselling and relevant training will be given to employees, where
appropriate, to support behavioural or performance change, within an agreed timescale. The Company would
expect employees to positively respond to this.
Stage 2
The Company Disciplinary procedure may be invoked where employees fail to respond positively in the first
instance. It should be noted however that any tampering or misuse of the Vehicle Tracking system or procedures
will automatically result in the Company moving to Stage 2.
Safe System of Work
Working at Height
The Work at Height Regulations 2005 require that duty holders ensure the following:
• That work at height is avoided where possible
• All work at height is properly planned and organised
• Those involved in work at height are competent
• The risks have been properly assessed
• Appropriate work equipment is selected and used
• Equipment is properly inspected and maintained
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Company Vehicle Policy
Where work at height cannot be avoided, SMD have a duty to ensure that work is undertaken safely and has
features to prevent a fall.
SMD Vehicle Policy and Risk Assessments, along with associated induction & training programmes, should be
referred to and acknowledged prior to any such work at height is undertaken. Of particular importance when
required to work at height in the loading and unloading of vehicles are below sections:
• Vehicle Access & Egress
• Safe Systems of Work
Loading / Unloading Mobile Studwelding Plant at SMD Midlands Logistics Centre
• Loading always undertaken by 2 competent operatives
• Prior to loading vehicles the main gates to the yard area should be closed and secured to prevent access by
any unauthorised personnel
• Suitable PPE should be worn as necessary and as identified in the risk assessment
• Vehicle should be manoeuvred into the loading position under guidance from a banksman at all times. This role
will be undertaken by one of the competent operatives
• Access / egress to the vehicle should be done using the fixed steps, access rails and grab rails fitted to
the vehicle
• Loading of tools and equipment should be carried out using mechanical handling where possible
• Loading of the stud barrels should be done one at a time using the forklift barrel lift attachment at all times,
as in the below image:
• Inspection of the general condition of the stud welding vehicles, with any damage / defects being noted and
reported to Stores Supervisor along with photos of the damage / defect where applicable
• Inspection of the barrel lift stillage to ensure the statutory inspection date is current. Once out of date the
stillage should be exchanged for one in test and the expired stillage left in stores to be inspected as detailed in
the Statutory Inspection section below
• Each vehicle being loaded and must be washed externally only (unless otherwise instructed) with the jet wash
and cleaning materials supplied from Stores
• PPE must be worn at all times as necessary
• Vehicles must be loaded in accordance with the below detailed vehicle-specific loading calculations so as not
to overload or cause imbalance in the vehicle:
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Company Vehicle Policy
Dropside Pick-up - Permitted Load
MAM (Maximum Authorised Mass) - 3500 kg
GTW (Gross Train Weight: vehicle fully loaded) - 6000 kg
MPAW (Maximum Permissable Weight for front axle) - 1-1850 kg
MPAW on rear axle - 2-2100 kg
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Company Vehicle Policy
The above calculation factors in a maximum net load of 3,303kg can be evenly distributed within the rear
canopy of the mobile studwelding plant. Each shear stud barrel has weight of 200kg, therefore the maximum
number of shear stud barrels to be loaded is 14 no., along with associated accessories (Mainly boxes of
ceramic ferrules).
Note: There is an allowance of 250kg for tools and equipment in addition to the above.
Loading / Unloading Dropside Pick-up at SMD Midlands Logistics Centre
• The material must be loaded onto the flatbed or platform at a minimum height.
• Load heavy or hard objects carefully onto the floor of the flatbed or the platform without dropping them from a
height.
• Ensure that the load is correctly distributed on the flatbed or the platform and cannot, in any circumstances,
endanger traffic due to the load falling off
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Company Vehicle Policy
• When loading is complete, ensure that the side and rear panels are properly locked
• Carefully observe warnigs relating to the use of the flatbed
• Do not exceed the permitted load shown on the registration document and which is also detailed in this policy
General Loading / Unloading Guidelines
• All loading and unloading operations should be planned prior to commencement of works
• Loading and unloading areas should be:
• Clear of other traffic and unauthorised personnel
• Level in order to maintain stability during loading and unloading
• Loads should be spread as evenly as possible, during both loading and unloading
• Loads should be secured, or arranged in such a way to avoid sliding around
• Ensure the vehicle or trailer brakes are applied in order to maintain stability and that the vehicle engine is turned
off
• Overloading the vehicles is strictly forbidden
• Loading should always allow for safe unloading
• Check to deck of the loading area to ensure it is stable and clear of obstructions, hazards and debris
• Tail lifts should only be operated by competent personnel – this will generally be the driver of the vehicle
• Vehicles must be accessed / alighted using the appropriate fixed access rails, steps and grab bars
• Mechanical handling to be used where possible
• Manual handling to be kept to a minimum if deemed necessary
• Where pallets are used, the following should be checked prior to loading or unloading:
• Pallets are in good condition
• Loads are properly secured to them
Refuelling Mobile Studwelding Plant
• Stores operatives are required to refuel the generator fuel tank only with red diesel (A record of the quantity of
red diesel dispensed into each vehicle)
• Suitable PPE must be worn as necessary
• COSHH data sheets should be read and understood prior to carrying out refuelling works
• Refuelling should be undertaken by two operatives at all times, one to operate the fuel pump and the other to
operate the fuel tank controls and isolate in the event of a spillage
• The fuel gauge on the generator tank should be checked prior to commencement of refuelling. If the gauge
reads below ¾ full more fuel should be added up to the ¾ line. Care must be taken not to overfill the
fuel tank – ¾ is the maximum
• Once fuel has been added, the fuel pump should be isolated and the fuel tank filler cap securely fastened
• Care must be taken to ensure any spilt fuel is cleared up using the spill kits and absorbent pads or
granules provided
• No smoking or naked flames when refuelling is being undertaken
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Managing Director's Statement
As Managing Director, it is my responsibility to ensure that the Company’s Policy is implemented and to allocate
sufficient resources to provide and maintain the Company Vehicle Systems.
The Company will promote and encourage working attitudes to help reduce the risk of injury to employees and
the public and increase the efficiency of fuel and energy used.
The Policy will be reviewed annually unless statutory regulations require an immediate amendment.
B Pratten
Managing Director
February 2020
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SMD-STA-3013 V8 26 of 27Email: contactus@smdltd.co.uk
SMD
Structural Floor and Roof Solutions
Telephone: +44 (0) 1202 718 898
www.smdltd.co.uk
SMD is a trading name for Structural Metal Decks LimitedYou can also read
