Fillable 1.0 INTRODUCTION 1.1 The council wishes to minimise (North Lincolnshire Council)

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1.0 INTRODUCTION 1.1 The council wishes to minimise (North Lincolnshire Council)

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Implemented – January 2009, Amended – 8
th
July 2019 Page 1 of 2
Driver Document Checks
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1.0 INTRODUCTION
1.1 The council wishes to minimise the risk of work-related road safety. It is therefore
necessary for the council to ensure that driver document checks are undertaken.
1.2 The Health and Safety at Work etc. Act 1974 requires employers to take
appropriate steps to ensure the health and safety of their employees and others
who may be affected by their activities when at work. This includes the time they
are driving at work, whether this is in a company or hired vehicle, or in the
employee’s own vehicle. This includes occasional or short journeys.
1.3 This policy should be read in conjunction with the council’s Drivers’ Handbook and
Vehicle Maintenance policy, both are available on the Fleet Management pages of
Intralinc.
1.4 It is the responsibility of individual managers to ensure:
• That the checks are done regularly;
• that completed declarations are forwarded to the Human Resources (HR)
Advisory Service or the appropriate location to be filed securely in the
employee’s personal file; and
• that employees who have not been checked for whatever reason are not
permitted to drive on work related business.
1.5 The information obtained will be held securely and will not be used for any other
purpose.
2.0 POLICY
2.1 Employees who drive council vehicles will be checked on a six monthly basis.
Employees who use their own vehicle/s and lease car users will be checked
annually.
2.2 Where the job involves driving council vehicles, the driving licence of the employee
must be checked to ensure that the appropriate level of driving qualification has
been attained and that the employee is able to carry out the duties of the post.
2.3 If the employee will use their own vehicle/s for work purposes their driving licence,
current motor insurance (which must include cover for business use) and where
required a valid MOT certificate must be checked.
Note: After their third birthday vehicles must pass an MOT annually and the vehicle owner must possess a
valid MOT certificate.
2.4 If the employee drives or is likely to drive more than one vehicle, then the insurance
cover and MOT certificate (if applicable) must be checked for both vehicles. If an
employee changes their car, the checks should be repeated if appropriate.
2.5 The declaration form (Appendix 1) has been agreed for use for this purpose.
Implemented – January 2009, Amended – 8
th
July 2019 Page 2 of 2
Driver Document Checks
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3.0 NOTES OF GUIDANCE
3.1 The requirement for a driver document check will be mentioned in the job
advertisement and when a job is offered if driving is or may be required. Any offer
of a post that requires the candidate to drive will be made conditional upon the
document check being undertaken successfully. This should be completed by the
recruiting manager at the interview.
3.2 For internal appointments, the check will be part of the induction programme so that
every employee who drives or is likely to drive is checked before they commence
driving duties.
3.3 Document checks for employees who use their own vehicle/s will be undertaken on
an annual basis as part of an employee performance review meeting.
3.4 The managers of employees who drive council vehicles will make their own
arrangements for a further check after six months.
3.5 Completed declaration forms will be signed by the employee and the manager
concerned and then forwarded to HR or the appropriate location to be held securely
in each employee’s personal file.
3.6 Business use in the context of this policy is defined as all travel for work related
purposes regardless of whether or not mileage allowance is claimed. Travel to and
from training courses or to seminars and other work related events is included.
Home to work travel is not included unless the mileage is claimed under the lesser
than rule. Refer to the council’s Finance Manual – Part B, for more information.
3.7 Any employee who refuses to make their documents available and/or sign the
declaration form will be warned that they will not be allowed to drive on council
business, and no mileage will be paid. A continued refusal to comply may lead to
disciplinary or other action to remedy the situation if not being able to drive has a
significant impact upon their ability to fulfil their contract of employment.
3.8 Employees are responsible for providing evidence of their current entitlement to
drive, and/or any endorsements, and should use the free online Share Driving
Licence service at https://www.gov.uk/view-driving-licence to obtain the necessary
verification. The information summary sheet can also be generated, printed and
produced for verification.
3.9 Employees with paper licences issued before the photo card was introduced in
1998 and those with photo card licences issued in Northern Ireland may use these
as satisfactory evidence of current entitlement to drive.
4.0 ADDITIONAL INFORMATION AND ADVICE
4.1 Further information where required can be obtained from managers or from HR.
Implemented – January 2009, Updated – 8
th
July 2019 Page 1 of 2
Driver Declaration Form
Appendix 1 - A.2e
Service area:
Job title:
(Print name)
declare that I have the following, which are relevant to me and/or to the vehicle I will use for work
purposes and are valid:
Vehicle insurance including business cover:
MOT (usually where vehicle is 3 years old or more):
Driving licence with relevant categories (see below):
Categories (Please tick categories relevant to the job as appropriate):
B Motor vehicle < 3500kg
BE Motor vehicle with trailer
C1 Motor vehicle 3500kg - 7500kg
C1E Motor & trailer combined < 12000kg
D1 Bus 9 - 16 seats
D1E Bus 9 -16 seats & trailer < 12000kg
F Agricultural tractor
K Mowing machine
L Electrically propelled vehicle
N Exempt from duty
P Moped (up to 50cc)
Other Please specify
Please confirm the following:
• I am not currently disqualified from driving.
• I have no pending convictions or endorsements that could result in
disqualification.
• I have had no change in my health, which could affect my entitlement to drive.*
• If any changes occur that could affect my entitlement to drive I will notify my
employer in writing as soon as possible.
*(See overleaf for guidance)
Signed:
Date:
(Employee)
I confirm that I have seen:
• The above original documents/online records and;
• evidence of the employee’s driving record/entitlement/endorsements.
(Copies should not be taken).
Signed:
Date:
(Manager)
Print name:
Implemented – January 2009, Updated – 8
th
July 2019 Page 2 of 2
Driver Declaration Form
Appendix 1 - A.2e
Notes of guidance
You must tell the DVLA if you have a driving licence and:
• You develop a ‘notifiable’ medical condition or disability.
• A condition or disability has got worse since you got your licence.
Notifiable conditions are anything that could affect your ability to drive safely. They can include:
• Diabetes or taking insulin
• Syncope (fainting)
• Heart conditions (including atrial fibrillation and pacemakers)
• Sleep apnoea
• Epilepsy
• Strokes
• Glaucoma
A comprehensive list and further information can be found at
https://www.gov.uk/health-conditions-
and-driving
You can use the A to Z on the page linked above to check if you need to report your condition and
find the relevant form or questionnaire. The address you need is on the forms. There are different
forms for different conditions and disabilities.
Please be aware that some requirements are different for vocational licences (buses, coaches,
lorries) including:
• Any heart condition or heart operation.
• Any visual problem affecting either eye.
Contact the DVLA if you’re not sure what to do.
- - - - - - - - - - - -
If you are advised by a doctor not to drive you should notify your manager immediately.
- - - - - - - - - - - -
If you are driving on council business and do not have insurance cover for business use, you run
the risk of being prosecuted for driving without insurance. If you claim a mileage allowance you are
accepting as a condition of payment that you have business cover. If you do not, you are making a
fraudulent claim.
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