The Rise of The Grey Fleet: Are you and your car fit to drive for business?

The grey fleet (personal vehicles being used for work purposes) is growing rapidly - and the UK economy is, to perpetuate the motoring analogy, resting on its bonnet. Amanda Webb, CEO of FixMyCar, issues a warning after recent research suggested four out of five businesses now rely on the grey fleet.

Employee-owned cars help companies keep costs down, which is especially important in a climate where nearly 50,000 UK businesses are in ‘critical’ financial distress. But retiring the company car doesn’t reduce an employer’s responsibility. The rise of the grey fleet presents significant risks for employers yet, worryingly, many seem unaware.

So what happens if something goes wrong with a grey fleet car? Who is liable? And what steps should employers take to minimise their risk? The buck stops with the employer.

Put simply, an employer is legally responsible for employees who drive personal vehicles for business purposes. But a staggering amount of employers don’t seem to know this. Research from the government-backed Driving for Better Business found that one in two company directors didn’t know they are responsible for employees using their personal car for work.

 

An employer is legally responsible for employees who drive personal vehicles for business purposes. But a staggering amount of employers don’t seem to know this.

 

Their behaviour backs this up. Almost half (49%) of employees who use their own vehicle for business-related journeys say they don’t recall having had their driving licence checked by their employer, and just under a third haven’t been asked to show a valid MOT (periodic motor vehicle test in the Netherlands) certificate. Yet it’s a legal requirement for any grey fleet vehicle to be verified roadworthy and legal by the driver’s employer. Employers’ lack of awareness around their legal responsibilities is making them neglect vital checks and increases risk on the roads.

Unfortunately, work-related road accidents are more common than you think. Tragically, one in three road deaths and one in five serious injuries involve someone driving for work.

Road accident (Credit: Robert Hyams/Dreamstime.com)

 

Work-related road accidents are more common than you think. Tragically, one in three road deaths and one in five serious injuries involve someone driving for work.

 

Employers’ ignorance won’t protect them if things go wrong - they’ll still be liable if there’s an accident. Businesses need to take greater responsibility for the safety, legality and roadworthiness of all vehicles used for work. If they don’t, they risk serious legal ramifications.

 

The Fleet Manager’s Checklist

1) Check documentation
Make sure all employees driving for work have valid driving licences, roadworthiness documents and are appropriately insured for their driving - and that these don’t lapse. Research has found that one in three drivers who use their own car for work aren’t insured to make business journeys.
 

2) Check the safety of your drivers
The UK’s national regulator, the Health and Safety Executive (HSE), states that employers must assess the health and safety capabilities and competence of employees driving for work. This would include checks on an employee’s experience, attitude and maturity, any driving offences, physical capabilities and the level of skill needed to safely complete their job.

 

Research has found that one in three drivers who use their own car for work aren’t insured to make business journeys.

 

3) Check the safety of the vehicle
HSE reminds employers they have an obligation to make sure any vehicle used for business is safe - and remains safe. Insurance firm Marsh McLennan recommends employers collect details of each vehicle that’s used for work including registration, age, mileage, and safety rating.
 

4) Invest in training
Although HSE says employers have a responsibility to ensure workers are adequately trained - and this extends to driving - many are falling short. A survey of senior grey fleet managers found that only 51% say their business invests in training for drivers, meaning large numbers of businesses are making themselves more vulnerable to risk.
 

Driver First Assist’s recent Driving Down Inequality campaign highlights the issue that many employees driving for work are excluded from incident response and first-aid training, because they aren’t based in a fixed location. Not only does this threaten their physical safety, it opens employers up to possible prosecution for failing to provide adequate training.

 

The Driving Down Inequality campaign highlights the issue that many employees driving for work are excluded from incident response and first-aid training, because they aren’t based in a fixed location.

 

5) Create a driving policy
Industry experts also suggest employers draw up a clear driving policy for their team. This should include the requirements that must be fulfilled in order to drive for work, what’s expected of employees, and their driving responsibilities. Currently, only a third of businesses ask grey fleet drivers to sign and adhere to a driver policy.
 

6) Offer guidance on repairs and maintenance
As with any cars, repairs and maintenance for your grey fleet will be necessary from time to time to ensure road safety. To ensure that all vehicles under your responsibility are properly maintained by drivers, having recommended guidance on what employees should do for repairs and maintenance could help you avoid unnecessary risk.

Businessman working in his own car (Credit: Michael Zhang/Dreamstime.com)

Establishing partnerships with reliable garages and garage networks, such as FixMyCar, provides employers with peace of mind that their grey fleet will always receive quality care and parts during any servicing or repairs it may need.
 

Black and white and grey

The grey fleet has become an indispensable part of UK business. This doesn’t need to change. But what does is employers’ attitudes. Employee-owned vehicles can help companies with their bottom line, but this doesn’t mean they hand off liability. The case is black and white: the grey fleet is a company’s full responsibility.