CAR USER PROCEDURE. 5.3 Normally where a business journey is made direct from/to home, the mileage claimable is the lower of:-

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1 CAR USER PROCEDURE 1 PURPOSE 1.1 This Procedure sets out the requirements of employees utilising the Executive s or privately owned cars whilst on official business. 2 USE OF PUBLIC TRANSPORT 2.1 Public transport should be used on all appropriate occasions. In such circumstances, for journeys undertaken within South Yorkshire, employees should utilise their allocated travel pass on the public transport network. 2.2 On journeys outside of South Yorkshire, public transport should, wherever practicable be used. Where the return journey is likely to exceed 100 miles and public transport is not to be used, prior authorisation is required from a Director or member of the Management Board. Reasons for opting to use a car should be stated on the Car Allowance Claim Form. 3 TRANSPORT EXECUTIVE POOL CARS 3.1 The Transport Executive have pool cars held at Exchange Street which may be available for use by employees whilst on official business. This may be more appropriate than using public transport where, for example, the journey deviates from the confines of the public transport network. 3.2 Availability of the pool cars can be viewed on the Scheduler and should be confirmed with the Administration Manager. Adequate notice of intended usage should be provided along with the employee s current full driving licence. Drivers of the pool cars will be requested to complete the vehicle log record with details of the journey undertaken. 4 SYNCHRONISATION OF JOURNEYS 4.1 Where another employee is known to be making the same journey to the same destination, then one car should be used. In this respect, an Essential Car User (in preference to a Casual User) will provide the transport. Passengers on any journey should be declared on the appropriate Car Allowance Claim Form. 5 CAR MILEAGE 5.1 It is important that the route selected for business journeys is both economic and practical. Duration and distance of journeys should be taken into account. 5.2 In order to provide employees with some guidance on optimum routes, a schedule of routes between the main centres of population within South Yorkshire is available at Appendix A. The schedule incorporates approximate mileages for such journeys over both the shortest and, (where different), the quickest routes. This information should be useful not only to claimants but also to Line Managers. Additionally, other routes not covered by the above can be found on the internet at Normally where a business journey is made direct from/to home, the mileage claimable is the lower of:- (i) (ii) The actual recorded mileage for the journey, or The mileage which would have been claimed, had it been made from/to the employee's normal admin base.

2 5.4 The exception to this is where the journey takes place outside of normal allocated working hours, when the actual mileage from/to home is claimable without the above restriction. 5.5 An example of mileage claimable is detailed at Appendix B. 6 TRAINING COURSES 6.1 Travelling expenses are claimable where employees attend approved training courses. The method of travel will be expected to be by public transport and expenses incurred will be reimbursed through the appropriate Training Expenses Form obtainable from the Human Resources Department. Where it has been agreed that travel by public transport is not appropriate a claim for car mileage should be submitted to Human Resources on a Training Expenses Form. In no circumstances should the mileage be claimed on the Essential or Casual User Car Allowance Claim Form. 6.2 Where training takes place within South Yorkshire, employees will be required to use their allocated travel pass. Claims for mileage will only be authorised in exceptional circumstances. Approval prior to the journey should be obtained from the Human Resources Manager. 6.3 Where training takes place outside South Yorkshire, wherever possible, employees are required to use public transport. If this is not appropriate, authorisation prior to the course should be obtained from the Human Resources Manager to use a car. In these circumstances payment will be based on the equivalent rail fare as stipulated in the Joint Negotiating Committee (JNC) Conditions of Service. 7 COMPLETION OF CLAIMS The Essential and Casual Car Allowance Claim Forms are attached for your reference, these forms must be fully completed, signed and submitted to the respective Line Manager for certification at the earliest opportunity, following the period of the claim. Following certification, the forms should immediately be sent to the Finance Department for processing and payment. 8 CAR INSURANCE COVER Whilst the Transport Executive may require employees to use their car on official business, it is the employee s responsibility to ensure that they are properly insured. All employees who use their own car on official business, therefore, must adhere to the following:- 8.1 Employees must have cover for full Third Party insurance (including cover against the risk of injury to, or death of, passengers and damage to property) for such journeys. The Transport Executive cannot accept responsibility in respect of risks not covered by the insurance policy, including any level of excess payable in the event of a claim on the policy. 8.2 All employees in receipt of Essential or Casual User Car Allowance, must ensure that their insurance allows the use of the car in connection with the insured s personal business. 8.3 This level of business cover, does not extend to an employee driving another employee s car for business use, this is regardless of the level of car insurance they have. 8.4 Additionally, employees who use their own car to perform certain duties in relation to the business that include carriage of goods, equipment etc must ensure that they have class 2 car insurance cover. 8.5 Car allowance rates have been calculated to allow for the required levels of insurance cover. 9 DOCUMENTATION 9.1 Employees must ensure that they have a current full driving licence, current MOT, taxation

3 and insurance certificates and that this is produced to the Finance Administrator for checking in the first instance and every April thereafter. Failure to hold these documents will automatically invalidate the employee s car insurance cover. 9.2 Employees must also notify the Finance Administrator immediately of any incidents which would invalidate their car insurance, e.g. a driving ban, failed MOT, etc. 10 SECURITY 10.1 Due care must be taken when items of equipment belonging to the Executive are in transit, such items must be stored in a locked car boot, and not left on display inside the car. Additionally, equipment must not be left in cars or unsuitable storage areas overnight. 11 LINKS TO OTHER POLICIES & PROCEDURES Any infringement of the contents of this procedure may be subject to the Transport Executive's Disciplinary procedures.

4 APPENDIX A STANDARD ROUTES & MILEAGES JOURNEY SHORTEST ROUTE QUICKEST ROUTE (WHERE DIFFERENT) FROM TO DESCRIPTION DISTANCE DESCRIPTION DISTANCE Meadowhall 3.4 Rotherham 6.4 Mexborough A633 Rawmarsh Swinton 12.7 Doncaster Rotherham then A Parkway M1, M18, A Thorne Rotherham then A630 Doncaster then A18 Hatfield A Parkway M1, M18, M180, A Barnsley then M1 to Jctn 36 A61 Birdwell Worsborough 14.0 M1 to Jctn 37 A Maltby Bawtry Parkway M1, M18, A631 Parkway M1, M18, A631 via Maltby Dinnington Parkway A57 cross M1 B6463 Todwick Rd 12.2

5 JOURNEY SHORTEST ROUTE QUICKEST ROUTE (WHERE DIFFERENT) FROM TO DESCRIPTION DISTANCE Stocksbridge A61 A6102 Oughtibridge 9.7 DESCRIPTION DISTANCE Penistone A61 A629 Wortley Thurgoland B6462 Oxspring 14.0 Rotherham Barnsley A629 M1 to Jctn 36 A61 Birdwell Worsborough 12.0 A629 M1 to Jctn 37 A Rotherham Mexborough A633 Rawmarsh Swinton Rotherham Doncaster A630 via Conisbrough Doncaster Mexborough A630 Conisbrough A6023 Doncaster Barnsley A638 A635 Goldthorpe Darfield Barnsley Meadowhall A61 Worsbrough Birdwell M A628 M1 12.1

6 APPENDIX B Car Allowance Casual User Name A N OTHER Designation/Department PLANNING Distance from home to Admin base 14 miles Administration base, Date Journey From To Passenger Names (if any) Miles claimed Purpose of journey 3/10/02 HO Barnsley (details Barnsley HO - 28 required) 6/10/02 HO Barnsley Barnsley Home (Maltby) - 28 (max) 8/10/02 HO Doncaster Doncaster HO /10/02 Home (Maltby) Doncaster Doncaster HO J Smith 30 Sat 11/10/02 Home Barnsley Barnsley Home - 40 Notes 3/10/02 A normal journey from Admin base and return to Admin base, therefore actual mileage claimable. 6/10/02 A journey from admin base, returning direct to home. The actual mileage is 34 but the maximum claimable is 28 (i.e. the lower figure). 8/10/02 A normal journey from Admin base and return to Admin base, therefore actual mileage claimable. 10/10/02 A journey direct from home, returning to Admin base. The actual mileage is 30 miles, which is lower than the notional mileage (from Admin base and return to Admin base (45)); in this case therefore the actual recorded mileage is claimable. 11/10/02 A journey undertaken outside normal office hours (in this case Monday to Friday). Consequently, the actual mileage is claimable.