Company Car Policy. This policy is effective from 1st November 2006 and shall not apply to any actions that occurred prior to this date

Transcription

1 Multiassistance Limited This policy is effective from 1st November 2006 and shall not apply to any actions that occurred prior to this date Multiassistance Limited 9a Alton House Gatehouse Way Aylesbury Buckinghamshire HP19 8XU MA (Version 1) Page 1-1 of 25

2 Contents Contents Key principles giving you choice and flexibility Choosing the right car Ordering your company car Running your company car Returning your company car What Happens if you are promoted or change job Disciplinary Issues Alternatives to a company car Disciplinary Issues MABuild / Multiassistance Commitments Appendix 1 Car order approval form Appendix Appendix Appendix Copyright statement Proprietary statement Copyright for this manual rests with MABuild. This document and any portion thereof may not be copied without the express written permission of MABuild. Version control Version Date Revision details Version rd October Issue 1 Author Multiassistance Date Created 23 rd October 2006 Document Car Policy Latest Revision By N/A Latest Revision On N/A Next Review Due October 2007 Version 2.00 MA (Version 1) Page 1-1 of 25

3 1.0 Key principles giving you choice and flexibility Key Principles Multiassistance aims to offer a competitive reward and benefits package and the company car policy is a key part of this. The policy has been designed to give you the choice and flexibility to adapt the benefit to suit your personal circumstances. It also reflects our commercial activities with the choice of cars available to essential user drivers in certain specialised roles are based on our relationships with manufacturers where appropriate. In summary, the key principles of the policy are as follows: Early Termination There may be a business / commercial reason to early terminate a company car lease. Colleagues are not entitled to terminate their lease early through personal choice. In addition, colleagues are not entitled to contribute to the cost of any early termination. Where there is a business / commercial reason to early terminate, approval from a Multiassistance Director is required. Contract Amendments Multiassistance in partnership with Fleet Efficiency Limited will review car contracts every 6 months. Any necessary contract amendments will be agreed with the relevant Multiassistance Director and communicated accordingly. Company car alternatives The policy gives you the option to take a cash alternative if you don t wish to take a company car. You can make this choice at the beginning of your contract term (that is, on joining the company, becoming eligible for a company car, or when you reach the end of your existing lease period). You cannot transfer from a car to the cash alternative mid-way through your lease period. If you opt for the cash allowance, you will receive cash to the value of 90% of your monthly allowance. If you take the cash allowance, you can review this at the end of your three-year term and either choose to continue with the cash for car option or to revert back to a company car. Deviation from the car policy From time to time there may be a business / commercial reason, where the application of the key principles of the car policy is not appropriate. In these instances, authorisation must be sought from the relevant Multiassistance Director, in writing. MA (Version 1) Page 1-1 of 25

4 Changes to the policy The company car policy is applied at the discretion of the Multiassistance Board of Directors, who have the right to change the policy without notice and compensation. However, every effort will be made to give colleagues advance notice of any changes to the policy. Who is eligible for a company car? Company cars and the cash-for-car alternative will be allocated to colleagues based on business need or level: Essential Users Essential users are colleagues in customer-facing roles who have to travel over 10,000 miles a year on company business and therefore need a company car in order to do their job. The choice will be determined by the relevant Multiassistance Director. In certain circumstances an Multiassistance Director may authorise an essential user car allocation where a colleague drives less than 10,000 business miles per year. User Chooser User choosers are colleagues whose responsibilities are at or above the minimum essential user level for allocation of a company car. This benefit will be offered post a successful probation period has been completed. During probation a suitable temporary vehicle will be issued. MA (Version 1) Page 1-2 of 25

5 2.0 Choosing the right car 1. Your Monthly Rental Allowance Under the car policy you will be allocated to one of the following car groups depending on your role. This determines your effective monthly rental allowance. Car Group Allowance 1. Director or Head of Department to be agreed with Managing Director 2. Multiassistance Manager: BMW 320DSE 4 Dr + Metallic paint 3. MABuild Manager: BMW 3 Series 4DR 318D SE in metallic Silver or Black with MABuild / 4. MABuild Surveyor: BMW 1 SERIES 5DR 118D SE in metallic Silver or Black with MABuild All quotes for company cars will be based on 25,000 miles per annum over a 36 month period. Allocation of Existing Vehicles Wherever possible you will have the opportunity to choose a new car when you join the company, receive a promotion to a role which is eligible for a company car, or reach the end of your existing company car lease. However, in order to manage the car fleet efficiently, the company may decide to reallocate a spare vehicle from the existing fleet for the remainder of the lease term. If this happens, the car which is allocated will be in line with your car entitlement under the policy. If you are allocated a vehicle which costs more in rental than your monthly allocation, you will not normally have to pay upgrade contributions. In this case any contribution would be at the discretion of the Multiassistance Director. Excluded Vehicles In line with our commitment to the environment (see p.18), cars which achieve fewer than 24 miles per gallon based on the Extra Urban Driving Cycle are excluded from this policy on the basis of poor emission control and uneconomical running costs. You therefore cannot choose a company car that achieves fewer than 24 miles per gallon. It is your responsibility to ensure that the car you select achieves more than 24 miles per gallon. MA (Version 1) Page 2-1 of 25

6 Accessories To ensure your comfort and safety, the company has determined a level of accessories to be fitted to company cars, the cost of which will be included in the monthly lease allowance. These are as follows: - Alarm and/or immobiliser; - Driver Airbag; - First Aid Kit. You can add other accessories as long as the total cost of the car is still within your monthly allowance. As with the car itself, the accessories are owned by the company. MA (Version 1) Page 2-2 of 25

7 3.0 Ordering your company car Ordering Your Car Step 1: You, the user, are responsible for contacting Fleet Efficiency Limited direct to order your company car. The number to call is: Tel or Step 2: Fleet Efficiency Limited will provide an Acquisition Pack, including an Order Form, to new colleagues and to existing colleagues whose vehicles are due for replacement. Step 3: When you have chosen a car you should contact Fleet Efficiency Limited for a quote. Step 4: Fleet Efficiency Limited will give you a quotation based on a standard 25,000 miles per year, 36 month contract, with petrol and diesel alternatives if applicable (i.e. Directors only). However, when you have made your choice, the actual lease contract will be written to take into account your anticipated actual annual mileage. In order to make sure that your contract fits with your personal circumstances, Fleet Efficiency Limited will monitor every contract and will recommend changes to the standard contract where relevant. Step 5: Signing your contract Post authorisation from an Multiassistance Director when placing the order for your car you should use the form provided in Appendix 1 Receiving Your Car When the vehicle arrives in stock, Fleet Efficiency will contact you personally to arrange a convenient time for delivery. You should inspect your car upon delivery. You must complete the delivery release note to either confirm the quality of the vehicle or to report any problems to Fleet Efficiency Limited. You will receive a Driver Pack with your car. MA (Version 1) Page 3-1 of 25

8 4.0 Running your company car Defining Business and Personal Journeys You can use your company car freely for personal as well as business journeys. In order to avoid confusion, business travel is defined as: journeys you have to make to or from a workplace as part of your job, but which are not your ordinary journeys to and from work. Ordinary commuting, which is classed as a personal journey, is defined as: to and from home to your permanent place of work. Fuel and Mileage As a company car user you can choose to take a company fuel card to buy fuel and oil in the UK for both business and private mileage, although you should consider the tax consequences of doing this. The fuel card will not cover any fuel you buy outside the UK. You can only claim back the cost of fuel bought outside the UK if it was it used directly for business purposes. Opting out of private mileage benefit You can opt out of the private mileage benefit at anytime during the lease or cash period. If you choose to opt out of private fuel, you must return your company fuel card to your relevant Multiassistance Director and notify HR in writing. You should then reclaim the cost of any fuel and oil you use on business travel through expenses and are based on the rates set out by the Inland Revenue. When you reclaim business mileage you should do this on a normal expense claim form giving the following information:- - Date of travel - Journey details - Number of miles - cost of the journey (no. of miles multiplied by the pence per mile) - running annual total of business miles for self assessment taxation purposes. MA (Version 1) Page 4-1 of 25

9 Congestion Charging London congestion charging applies between 7.00 am and 6.30 pm, Monday to Friday, excluding public holidays. If you are required to enter the congestion charging zone for business use, you should pay the 10 cost and reclaim it back on expenses. Details on how to pay the charge are available via the Transport for London website - or call centre and your company car handbook Any late payments or penalty charge notices are not reclaimable. Maintaining Your Car It is your responsibility to ensure that your company car is fully maintained to comply with the manufacturers recommendations, relevant laws and regulations. You should arrange routine vehicle servicing and maintenance through Fleet Efficiency Limited call centre although you will be contacted 1000 miles before the event is due. Details of this will be provided in your driver pack. Taking proper and reasonable care of the vehicle also includes conducting regular checks of oil and water, maintaining tyres within legal limits, cleaning the car, promptly repairing damage and submitting car for MOT if required. MA (Version 1) Page 4-2 of 25

10 Insurance Your Manager / Director will be able to give you the details of insurance cover and claims procedures which are also covered in your driver pack. 1.1 Keeping the car secure Vehicles are inherently insecure so you should never leave valuable personal or company property in the vehicle if you can avoid it. All personal effects or company property should be removed from unattended vehicles or locked in the boot (out of sight). Always activate all security features whenever you leave the vehicle, even if only for a short time. Failure to do so is a disciplinary matter and could lead to summary dismissal and / or you will be responsible for the cost of the resulting loss. 1.2 Insuring your personal property Your personal property is not covered by the company s insurance so you should consider making your own insurance arrangements. 1.3 Claims excess If you are involved in a blameworthy, you will be liable for an accident excess levy for each subsequent accident. This condition applies if you are considered by the company s insurance provider to be at fault in an accident. The excess will be 250 for each accident and you will be responsible for paying this personally. In the event that Multiassistance has to take monies from your salary you will be informed prior to the deduction. If you are unable to make an immediate repayment of the amount in full, Multiassistance will arrange a reasonable repayment plan. MA (Version 1) Page 4-3 of 25

11 Using a Mobile Phone In Your Car The use of mobile phones, (without a proper hands-free kit) whilst driving is not allowed. As from 1st December 2003 the use of a mobile phone (not fitted with a proper hands-free kit) while driving will constitute a criminal offence. Any breach of these regulations is a disciplinary offence and in serious cases constitutes gross misconduct, which may lead to summary dismissal. Whilst the use of a mobile phone fitted with a hands-free kit is legal; it is still a distraction and can therefore increase the risk of an accident. Multiassistance therefore requests that you observe the following procedures: Phone use should be kept to an absolute minimum when your vehicle is moving, calls should only be made when it is absolutely necessary. If you call a fellow employee whilst they are driving you should ensure that any conversation is kept to an absolute minimum. If you wish to continue the conversation you should make arrangements to continue the call once they have stopped driving. If you receive a call while driving and wish to continue the conversation at the time of the call you should stop and park your vehicle only if it is safe to do so. You should not stop your vehicle where it is likely to cause an obstruction. You should never park your vehicle on the hard shoulder of the motorway to take a call For security reasons you must always remove your mobile phone from its handset when you leave the vehicle Driver Training You must at all times drive with your own and others safety in mind. Advanced Driver Training may be offered but it is at the discretion of your line Manager / Director MA (Version 1) Page 4-4 of 25

12 Authorised Drivers All drivers of company vehicles must be in possession of a full driving license valid in the UK. You must tell the company immediately of any endorsements and/or driving bans. If you qualify for a company car even if you have taken the cash alternative you must produce your driving license to be checked by your line manager on an annual basis. Those who are permitted to drive are; Colleagues The spouse or partner of the colleague, on the authority of the colleague; Permission for other relatives may be granted at the discretion of the colleague s Director All authorised drivers must be over 21 years old to drive a company vehicle and are not to be used for driving tuition. Under no circumstances can the car be used as a taxi, for rental or for other arrangements involving payment for its use. Under no circumstances may the car be used for any form of competition, rally or motor sports. Colleagues shall not part with the vehicle nor hold themselves as the owner of the vehicle nor sell, assign, charge, pledge, underlet, hire out or loan or otherwise dispose or purport to dispose of the vehicle. These are all disciplinary offences. Driving Abroad You can use your company car outside the UK for business purposes and for social and domestic use, subject to the following; You must contact Fleet Efficiency Limited on Tel at least two weeks before traveling to arrange overseas travel documentation. You will find a form for authorising overseas travel in Appendix 2, and should send this to Fleet Efficiency Limited via MABuild@fleetefficiency.com or fax it to FAX: Tel The company will not pay for the cost of fuel for such travel unless it is for approved business mileage. The cost of European cover will be advised by Fleet Efficiency limited on receipt of the application. The motor insurance certificate issued to drivers automatically includes use within the EC. When traveling overseas you must take your driving license and carry it with you at all times. MA (Version 1) Page 4-5 of 25

13 5.0 Returning your company car Returning your car at the end of its lease When your company car reaches the end of its contract Fleet Efficiency Limited will contact you to arrange the return of the car and to order a new vehicle if appropriate. Returning Your Car When Leaving The Company Line managers are responsible for advising Fleet Efficiency Limited of any driver that is due to leave the company. You must return your company car if you leave the company for any reason. 1.1 Using the car during your notice period You can continue to use your company car during your notice period at the companies sole discretion. 1.2 Leaving without notice If you leave the company without notice, for whatever reason, you must return the vehicle immediately. 1.3 Buying your car on leaving the company If you leave the company for whatever reason you are not contractually entitled to buy your company car. However, in certain circumstances it may be possible to arrange this. If this is the case Fleet Efficiency Limited will give you a purchase price, which must be approved by an Multiassistance Director. Other circumstances in which your car must be returned You should work with your line manager and the relevant Multiassistance Director to return your company car promptly in the following circumstances; Any medical condition or treatment which prohibits driving; Extended leave given by the company; Violation of the company car policy and conditions of use; Convictions for careless or dangerous driving, excessive number of blameworthy accidents or disqualification. Gross misconduct MA (Version 1) Page 5-1 of 25

14 Ensuring the return of your car in good condition When you return your car at the end of its lease (or on leaving the company) you must return it in a clean and tidy condition to an agreed company location. Under guidelines set by the British Vehicle Rental and Leasing Association (BVRLA), your car must be inspected at the end of its rental period. Fleet Efficiency Limited or their appointed agent and yourself will jointly complete a vehicle collection report. The car (including spare wheel, tyres, tools, handbook, accessories and service history) must be returned in good, clean condition. Good condition means that it must be free from dents, scratches, damaged paintwork or upholstery but excludes natural corrosion by weather and chipping to paintwork caused by flying stones. If there is evidence of abuse, improper use, neglect or maltreatment, you will be responsible for the cost of reinstating the car to an acceptable condition. The company reserves the right to reinstate the car to an acceptable condition, and to invoice you for this expense. In the event that the company has to take monies from your salary you will be informed prior to the deduction. If you are unable to make an immediate repayment of the amount in full, Multiassistance will arrange a reasonable repayment plan. MA (Version 1) Page 5-2 of 25

15 6.0 What Happens if you are promoted or change job Promotion If you are promoted to a role which has a higher grouping on the company car policy, you cannot change your car until the end of its existing lease. Transferring to another business unit If you change role, or move to a different business unit you will keep your existing car until the end of your lease agreement. To ensure that car running costs are charged to correct cost centres and to control the movement of vehicles, you must tell Fleet Efficiency Limited if your car is transferred to another driver or cost centre (Appendix 4). You must get authorisation to transfer a vehicle from a releasing and receiving line manager and send this to Fleet Efficiency Limited to have the transfer confirmed. At the time of the transfer, a condition report must be completed by the transferring departments. If you are an essential user and move to a job which does not require the use of a company car, the company reserves the right to withdraw your company car without compensation. MA (Version 1) Page 6-1 of 25

16 7.0 Disciplinary Issues Road Traffic Act 1991 In order to comply with the Road Traffic Act 1991 you must keep whatever record is necessary to identify the driver of your car at any time. The company may be called upon to identify the driver of a car who is alleged to be guilty of a particular offence, (e.g. through photographic evidence of speeding) and it is essential that you must be able to state who was driving your car at the time. Failure to do so may be a disciplinary matter. Driving Offences and Fines It is your responsibility to tell the company if you lose your license or are disqualified from driving either temporarily or permanently. If this happens the company may take the vehicle back immediately or suspend your cash allowance immediately. If you cannot perform your job satisfactorily as a result of losing your driving licence, Multiassistance may also institute formal disciplinary procedures which could lead to dismissal. The company makes no provision and is under no obligation to fund alternative transport. The company will not be liable for any benefits that would have been incurred had you been able to drive. You must pay any parking and other motoring fines you incur in your company car, and cannot pay by company credit card or claim these on expenses. If fines remain unpaid Multiassistance are legally bound to pay them to the appropriate Authority and they will therefore deduct from payroll the cost, which will be increased by an administration fee of 25 Any payment due to Multiassistance must be paid within 30 days; failure to pay fines related to company vehicles may be a disciplinary offence. As owner of your vehicle Fleet Efficiency Limited will pay any bus lane fines immediately, and will then invoice your business unit for the fine and 25 for administration. You are then required to reimburse your business unit in full. By accepting the allocation of a company car, you accept this condition of use. Tax You are personally responsible for any income tax requested by the Inland Revenue as a result of receiving a company car and fuel card. The company will not be liable for any payments. MA (Version 1) Page 7-1 of 25

17 8.0 Alternatives to a company car Cash Allowance Subject to an Multiassistance Director approval (Appendix 5), you can choose a cash allowance instead of a company car either when you join the company, are promoted into a role which is eligible for a company car, or when your existing company car reaches the end of its lease period. You cannot opt for the cash allowance mid-way through the term of your company car lease. Like the company car lease period, the cash allowance operates on a 36 month term. The allowance you receive each month will remain the same throughout this period unless you are promoted to a higher car group, in which case the new car allowance will take effect immediately. You cannot opt for a company car mid-way through the 36 month period. In support of our commercial activities, there is no cash alternative for essential users. If you are demoted or transfer to a new job where there is no requirement for a car, you may lose your eligibility for the cash alternative. 1.1 Use of your own vehicle on company business If you take the cash allowance you must have a suitable car available when traveling on company business. The car must have a professional image, which is appropriate to your role and must be consistent with the standard of car provided as a company car. Vehicles must not be more than 5 years old. The proposed car must be approved by an Multiassistance Director and satisfy these criteria. You are responsible for the maintenance of a vehicle for use on company business. This includes the provision of a temporary vehicle at your own expense during periods of service and repairs, or if you need to hire a suitable car in the circumstances outlined above. The company will not pay any expenses for such items and is not obliged to provide the use of a spare vehicle for such purposes. You must provide full comprehensive insurance of the vehicle for business use. You must give evidence of this to your line manager when you insure the vehicle and on each renewal. The company needs to see the full policy, a cover note is not sufficient. You must also have motor breakdown cover. Before choosing the cash allowance you should consider carefully the full MA (Version 1) Page 8-1 of 25

18 costs of running a vehicle at your own expense. For example, you should be aware that many insurers are refusing to award no-claims bonuses to former company car drivers (based on the higher accident rates for company car drivers), even if they have a letter from the company that proves they have never made a claim. You should balance these costs against any tax savings you may gain from opting out of a company car. Multiassistance reserve the right to implement branding on all vehicles used on Company business including those under the car allowance scheme. This will take the form of discreet removable door panel or window stickers that will not harm the car. 1.2 Monthly Cash Allowance The monthly cash allowance is set at 90% of your monthly company car entitlement, based on the car groups which are set according to job roles. This equates to the monthly figures set out below: Your company car entitlement will be set out with you via your line manager and confirmed by the Head of Finance and Administration All cash allowance payments will be paid monthly in addition to your base salary. These payments do not form part of base salary, they are not pensionable and they are subject to deductions for tax and national insurance. Claiming fuel costs when taking cash If you use your own personal car for company business (i.e. non cash allowance), you will not be provided with a company fuel card. You will be reimbursed for the cost of business mileage as set out earlier Those taking the cash allowance will be entitled to a company fuel card and subject to the relevant benefit in kind taxation. MA (Version 1) Page 8-2 of 25

19 9.0 Disciplinary Issues Road Traffic Act 1991 In order to comply with the Road Traffic Act 1991 you must keep whatever record is necessary to identify the driver of your car at any time. The company may be called upon to identify the driver of a car who is alleged to be guilty of a particular offence, (e.g. through photographic evidence of speeding) and it is essential that you must be able to state who was driving your car at the time. Failure to do so may be a disciplinary matter. Driving Offences and Fines It is your responsibility to tell the company if you lose your licence or are disqualified from driving either temporarily or permanently. If this happens the company may take the vehicle back immediately or suspend your cash allowance immediately. If you cannot perform your job satisfactorily as a result of losing your driving licence, Multiassistance may also institute formal disciplinary procedures which could lead to dismissal. The company makes no provision and is under no obligation to fund alternative transport. The company will not be liable for any benefits that would have been incurred had you been able to drive. You must pay any parking and other motoring fines you incur in your company car, and cannot pay by company credit card or claim these on expenses. If fines remain unpaid Multiassistance are legally bound to pay them to the appropriate Authority and they will therefore deduct from payroll the cost, which will be increased by an administration fee of 25 Any payment due to Multiassistance must be paid within 30 days; failure to pay fines related to company vehicles may be a disciplinary offence. As owner of your vehicle Fleet Efficiency Limited will pay any bus lane fines immediately, and will then invoice your business unit for the fine and 25 for administration. You are then required to reimburse your business unit in full. By accepting the allocation of a company car, you accept this condition of use. Tax You are personally responsible for any income tax requested by the Inland Revenue as a result of receiving a company car and fuel card. The company will not be liable for any payments. MA (Version 1) Page 9-1 of 25

20 10.0 MABuild / Multiassistance Commitments To the environment The combination of tax incentives and legislation is encouraging companies to focus on the impact their fleets have on the environment. MABuild believes that an environmentally conscious approach to business transport is part of being a responsible employer, as well as making economic sense. Multiassistance has pledged to cut CO2 emissions from its company cars by 2008 so as to encourage colleagues to move into smaller, more fuel-efficient cars. In addition, cars which achieve fewer than 24 mpg based on the Extra Urban Driving Cycle are excluded from the policy on the basis of poor emission control and uneconomical running costs. Variation Multiassistance is entitled to vary this policy at any time and will communicate all such changes to you at the earliest possible opportunity MA (Version 1) Page 10-1 of 25

21 Fleet Efficiency Ltd / MABuild / Multiassistance Data Protection Agreement Multiassistance ask you, the driver to consent to the operating of Telematic Equipment inside your vehicle to record certain information for certain purposes which we set out in more detail below. 1. The following data may be collected and processed: Fault code diagnostics; Braking and electronic information about speed, amongst other things, and acceleration; Tachograph data (e.g. driver s hours, mileage); and Other Telematic Equipment data as may be required from time to time. 2. Data collected will be processed by telematics supplier specifically for the following (non-exhaustive) list of purposes ("Purposes") i. To obtain information about accidents which will be passed on to the Vehicles and Hirer Services Agency ("VOSA"); ii. To obtain information about maintenance needs which will be passed on to manufacturers and other maintainers of the vehicles to carry out repairs; and iii. To pass information to Multiassistance on request. Your data collected may be disclosed, as appropriate, to: i. any company within the Multiassistance Group; ii. statutory, regulatory or legal authorities or tribunals including VOSA; iii. any third party manufacturer of your vehicle or other companies maintaining your vehicle; and iv. any other third parties where required and/or permitted by law. Consent of Multiassistance & Data Protection Statement Having read the statement above I acknowledge and agree that data may be used in the manner set out above. Signature: Name: Date MA (Version 1) Page 10-2 of 25

22 11.0 Appendix 1 Car order approval form Part 1 To be completed by colleague Name Car Grade Line Manager Mobile Number Fax Number Job Title Area / Division Cost Centre Delivery Address Part 2 To be completed by colleague in conjunction with Fleet Efficiency Limited Details of New Car Car Details Manufacturer / Range Engine Size / Fuel Colour 1 st Choice 2nd Choice Trim 1 st Choice 2nd Choice Quotation ref: Co2 Emission Accessories Details Cost Details of Current Car Registration Number Current Mileage PA (Business & Private) Current Mileage New cars estimated annual mileage I understand the impact of the new tax regulations that were introduced in April 2002 and how they are calculated. Part 3 Payroll Authorisations - to be completed by the colleague I authorise to deduct any fine, insurance excess and administration fees from my monthly salary if I leave a Driving / bus lane fine unpaid in conjunction with the rules laid out in the company car policy. Colleague s Name Signature.. Date.. Part 4 Authorisation to be completed by an Multiassistance Director Please ensure the above information is correct including the individual s car group. Name (Please Print) Directors Signature. Date... MA (Version 1) Page 11-1 of 25

23 12.0 Appendix 2 Authorisation to take company vehicle abroad Name Vehicle Registration Line Manager Car Make Job Title Area / Division Cost Centre Car Model Will you be towing a trailer or caravan?.. (Trailers and caravans are only insured for 3rd party property damage while attached to the towing vehicle, and specialist cover should be sought through a reputable insurer or broker) Named Drivers Signature(s). Home/Office Address (where you want documents sent) Date of Travel From To Foreign countries that you will be visiting I hereby authorise the above named person to take this company vehicle abroad: Signature of Multiassistance Director. Please return to Fleet Efficiency via to MABuild@fleetefficiency.com or fax to MA (Version 1) Page 12-2 of 25

24 13.0 Appendix 3 Vehicle Transfer Form (Transfer must be authorised by a vehicle user s line manager) To Fleet Efficiency MABuild@fleetefficiency.com or fax 0870 TBA From Area / Division Cost Centre Car Make Car Model Registration Number Fuel Card Nos Mobile Tel Nos. Date of Transfer Transferred From: Name Cost Centre Line Managers Name Line Manager Signature Transferred To: Name Cost Centre Line Managers Name Line Manager Signature Has the Car been replaced? YES/NO If YES please give details. Once line manager approval has been gained, this form should be sent to Fleet Efficiency Limited who will confirm the transaction. Confirmed by Fleet Efficiency Limited:.. Name. Date. MA (Version 1) Page 13-1 of 25

25 14.0 Appendix 4 Application to take a cash alternative Name Area / Division Cost Centre Car Group Current Car Reg (if app) Line Managers Name Line Manager Signature Proposed Car Type Proposed Car Reg (if app) I opt to take the cash alternative to my car rather than: a) replacing the above vehicle or b) taking a vehicle on commencement of employment In making this request I acknowledge: 1) That the company may require me to take a company car should my business mileage reach such a level that warrants it, 2) That when using my own vehicle for business use I will be eligible for reimbursements at the mileage allowance which is applicable to the engine size of that vehicle. 3) This request is subject to the approval of my line manager who may decline the request on the grounds of business requirements. 4) That I have read, understand and agree to abide by the policy regarding the company car cash alternative. Signed Date.. Director Approval I approve the above individual s cash allowance as outlined above. The effective date of the cash allowance is. Signed.. Date.... Name Once Director approval has been gained, this form should be sent to HR who will advise Payroll to pay the appropriate cash alternative. MA (Version 1) Page 14-1 of 25