Are you aware of the legal requirements for managing your grey fleet or personal vehicles
used for work?
The “grey fleet” refers to the vehicles owned by employees but used for work purposes.
Employers have certain legal requirements when it comes to managing their grey fleet.
Failure to do so could result in fines and legal action.
Here are some key points to consider: Duty of care: Employers have a duty of care to ensure that employees are safe while using
their vehicles for work purposes. This includes ensuring that the vehicle is roadworthy,
insured, and properly maintained.
Risk assessment: Employers should conduct a risk assessment to identify potential hazards
associated with the use of employees’ vehicles for work. This includes assessing the driver’s
competence, the condition of the vehicle, and the nature of the work being undertaken.
Insurance: Employers should ensure that the employee’s insurance policy covers business
use. If the employee’s insurance policy does not cover business use, the employer must
arrange suitable insurance cover.
Mileage reimbursement: Employers should ensure that employees are reimbursed for
business mileage. The rate of reimbursement should cover the full cost of fuel, wear and
tear, and other associated costs.
Record-keeping: Employers should keep accurate records of employees’ vehicle use for
work purposes. This includes mileage records, expenses, and any accidents or incidents that
occur while driving for work.
Health and safety: Employers should ensure that employees are aware of their health and
safety responsibilities while driving for work. This includes providing training on safe driving
practices, monitoring driver behaviour, and implementing procedures for reporting
accidents and incidents.
Overall, employers have a responsibility to ensure that their grey fleet is managed safely
and effectively. Failure to comply with legal requirements can result in serious
consequences, including fines and legal action.
With Pocket Box Fleet Management software, you can manage your grey fleet safely and
efficiently, while ensuring that you meet your legal obligations. By working with Pocket Box,
you can have peace of mind knowing that your grey fleet is being managed effectively and
that your employees are safe on the road. Contact us today to learn more about how Pocket
Box Fleet Management software can help you meet your legal obligations and keep your
grey fleet running smoothly.
