Grey Fleet Policy January 2012 Questions and Answers

Transcription

1 Contents Grey Fleet Policy January 2012 Questions and Answers General Page 2 What is a Grey Fleet vehicle? Why are we implementing a Grey Fleet policy...? Is the new Grey Fleet policy linked to the withdrawal of Regular User status on 1 st July ? What about my existing business mileage expenses that are in the system, but not yet claimed...? How will I claim mileage under the Grey Fleet policy if you switch the system off...? Is my motorcycle classed as a Grey Fleet vehicle...? Am I allowed to carry non-nhsbt passengers on a business journey...? Policy Page 5 Where can I view the NHSBT Grey Fleet policy..? Has the maximum travel limit of 3500 miles been removed from the Grey Fleet policy? If I am offered a Lease car, do I have to accept it? What happens if I decline the offer of a Lease car...? What is the definition of reasonable...? Can I appeal against the application of the AfC Public Transport/Reserve rate...? Business use mileage Page 6 What is the definition of Business use mileage...? I only use my own car for on-call and return to base overtime and I am allowed to claim the mileage back at the Public Transport Rate, do I still have to register my car on the Grey Fleet System? If I make other journeys as part of my on call, for example if I visit a different site and return to base rather than home would this journey still be classed as private travel? As a donor carer, I sometimes travel directly to a session venue. Do I have to register with Greyfleet even though I don t claim the mileage expenses? Grey Fleet Registration Page 7 Where do I register my Grey Fleet vehicle...? How do I register my Grey Fleet vehicle...? The Grey Fleet register will not accept the apostrophe in my name, what can be done..? If I register my Grey Fleet Vehicle, am I approved to use it for NHSBT business travel? When do I have to register my Grey Fleet vehicle by..? Why does the register require so much information? Does every question have to be answered or are only some required and others discretionary..? What assurances have Knowles given you in terms of use and protection of personal data..? Are there any penalties in place if they do mis-use or accidentally release personal data..? Who sends my documents off..? I don t want to send my documents through the mail, can they be scanned and ed..? Page 1 of 9

2 General Q. What is a Grey Fleet vehicle? The term Grey Fleet is used by the Fleet industry, to refer to privately owned vehicles used by employees to travel business use mileage. In both the private and public sector, it has been a grey area of responsibility and accountability, which, until the raised awareness of employer responsibilities in Duty of Care and Corporate Manslaughter legislation; was often overlooked due to its complexity to manage. In 2011, NHSBT had c. 2,000 Grey Fleet users, travelling approximately 6 million business miles on behalf of the organisation. Q. Why are we implementing a Grey Fleet policy...? The simple answer is we have a section of our workforce that travel more business miles per year than our own Transport department. Just as we would not think of running our Transport fleet without managing it with best practise guidelines and policies; the same must be true of our Grey Fleet. In every corner of public sector life, organisations are being required to demonstrate a greater duty of care; lowered energy emissions; show greater operational efficiencies; reduce risk areas; and deliver best value for the public purse. Against these requirements NHSBT are committed to achieve certain outcomes (which are listed below) in implementing a new Grey Fleet policy. Outcomes needed - Grey fleet policy Major reduction in use and miles travelled The Grey fleet policy will align with the AfC guidelines for annual miles travelled by employees on business. Employees will be responsible for ensuring that the necessity of travel is warranted and whether alternatives options to travel can be applied, by use of a travel hierarchy of decision making process. Major reduction in emissions It is a fact that, in general, Grey fleet cars tend be older, averaging 5 7 years old and also tend to be less well maintained than lease cars and as a result emit higher levels of CO2. The Grey fleet policy will include the mechanisms to allow employees to transfer to a new lease car, which generally have cleaner, more fuel efficient engines. Minimum standards for vehicles The new Grey fleet policy will state the minimum requirements of private cars used for business travel, as well as proposing desirable standards of specification designed to improve driver safety and reduce risk. Page 2 of 9

3 Operational/Policy outcomes: Grey Fleet - maximum limits of annual use The Grey fleet policy is aligned with the AfC guidelines for annual miles travelled by employees on business and the threshold of 3500 annual business miles will used as a guide to manage grey fleet mileages.. Central point of control for the administration of all car travel The NHSBT Fleet Services department has been made responsible for the overall administration of car travel in the organisation. Active monitoring and policing of all business mileage New management control measures will be put in place to actively monitor business mileage. NHSBT Fleet Services will be responsible for policing the business mileage activity in the organisation. Developed responsibilities and guidelines (decision making tools) Contained within the Grey fleet policy will be a travel hierarchy of decision making process, designed to allow employees to consider the necessity of business travel. Mechanism for moving Grey Fleet users to a Lease Car user status, or vice versa The new Grey fleet policy will contain the mechanisms needed to allow Grey fleet drivers to transfer to Lease cars. Lower entitlement threshold levels will be introduced in the new Lease car policy and the removal of a number of barriers to entry, will allow eligible employees easier access to lease car entitlement. Effective governance arrangements for Grey Fleet usage - counter fraud matters Responsibility for validating compliant Grey fleet vehicle documents will be delegated to NHSBT's lease car administrators. Lower exposure under duty of care responsibilities - assurance of checks for insurance cover, valid MOT, valid driver licence, valid RFL Responsibility for validating compliant Grey fleet vehicle documents will be delegated to NHSBT s lease car administrators. They will also ensure that employees have adequate business use cover on their insurance policies. Alternative option to grey fleet use, e.g. Salary Sacrifice The new Lease car scheme will offer an alternative option for employees, in the form of a Salary Sacrifice scheme. The scheme will have lower entry level requirements to Page 3 of 9

4 entitlement. NHSBT benefit from the significant discounts on contract rates, available to the public sector through national agreements that reduce the cost of business travel, for both Salary Deduction and Salary Sacrifice options savings which are passed on to employees. Q. Is the new Grey Fleet policy linked to the withdrawal of Regular User status on 1 st July ? No, the withdrawal of Regular User status is a result of the NHS Staff Council introducing new arrangements for reimbursing NHS Staff who use their Grey Fleet vehicles for business. The NHSBT Grey Fleet policy is the process for managing the use of these vehicles within our organisation. Q. What about my existing business mileage expenses that are in the system, but not yet claimed...? If you have unclaimed business mileage expenses on the system, then you must claim these by 31 st January With effect from the January claim deadline of 4pm on 4 th February 2013, the facility to claim business mileage under the current scheme will be switched off in the expenses system, so it is important to ensure that you are up to date with your expenses claims. Q. How will I claim mileage under the Grey Fleet policy if you switch the system off...? With effect February 2013, after the off-load of January claims, the facility to claim business mileage will automatically be switched on for all individuals and cars which have been approved So for those who comply with the Policy without any delay will not see an impact in their claim process. If you approval is delayed, then you should not be using your car and claims will not be enabled until the car is approved for business use by Knowles Associates. Q. Is my motorcycle classed as a Grey Fleet vehicle...? Yes, any motorised vehicle, such as a motorcycle, van, etc, used to travel on NHSBT business is classed as a Grey Fleet vehicle and must be registered and approved, prior to use on NHSBT business travel. Q. Am I allowed to carry non-nhsbt related passengers on a business journey...? Business mileage must not be claimed, if your business journey is extended as a result of carrying non-nhsbt related passengers; i.e. passengers not related to the business of NHSBT. For example, if you are travelling from home to a business destination and en-route, you drop off a family member, say at a train station, then this is acceptable, however, if you have to divert your journey and incur additional mileage, then this portion of the journey is not claimable. Page 4 of 9

5 Policy Q. Where can I view the NHSBT Grey Fleet policy..? The Grey Fleet policy can viewed on the intranet at: Group Services / Estates & Logistics / Transport Operations / Fleet Services or: Group Services / Human Resources / Policies Q. Has the maximum travel limit of 3500 miles been removed from the Grey Fleet policy? Yes, initially the first published version of the Grey Fleet policy had 3500 miles as a maximum threshold, however, in listening to NHSBT staff about the operational issues it raises, we have decided to remove this restriction. Q. If I am offered a Lease car, do I have to accept it? No, the Lease car scheme is a totally voluntary entry scheme for staff. NHSBT will only offer a Lease car to drivers of Grey Fleet vehicles, where it is in the interest of the organisation to do so; and where the circumstances are considered reasonable to do so. Q. What happens if I decline the offer of a Lease car...? If an employee unreasonably declines the offer a lease car, then the AfC Public Transport (or Reserve) Rate of reimbursement, as per National NHS Terms and Conditions (Agenda for Change) will apply. Q. What is the definition of reasonable...? In determining reasonableness, NHSBT will seek to reach a joint agreement with employees, as to whether a lease car is appropriate and the timeframe by which the new arrangements will apply. All relevant circumstances will be considered, including the employee s personal need for a particular type of car and the employer s need to provide a cost effective option for business travel. Q. Can I appeal against the application of the AfC Public Transport/Reserve rate...? Yes, of course, if an employee and NHSBT cannot reach agreement, or an employee is dissatisfied with a decision in this respect, they can pursue an appeal. The appeal process is stated in the Grey Fleet policy. Page 5 of 9

6 Business use mileage Q. What is the definition of Business use mileage...? Business use mileage is the reimbursable mileage of journeys undertaken on NHSBT business in a leased, or grey fleet vehicle. You may undertake a business journey from home direct to a temporary site or meeting without first going to your normal base, in these circumstances the Business Mileage is the reimbursable mileage as defined by the relevant Agenda for Change Terms and Conditions. Therefore only part of this journey may be classed as business mileage as the location of your home and base are taken into consideration when the business mileage element is calculated. Business use mileage does not include home to work travel - this is private mileage. Q. I only use my own car for on-call and return to base on overtime and I am allowed to claim the mileage back at the Public Transport Rate, do I still have to register my car on the Grey Fleet System? The definition of business travel in terms of this policy, includes journeys taken on NHSBT business, for staff already registered as Regular or Standard users for which mileage costs are reimbursed; it may include travelling to a meeting away from your usual work base, or say, going to a training course. Staff who claim for on-call or return to base payments, are generally excluded from the terms of the Grey Fleet policy, as these journeys are defined as private mileage by HMRC, unless they travel to locations, other than home to base, such as for meetings/training. Staff whose travel includes going to meeting or training courses away from their normal base, however, would still need to be approved on the Grey Fleet system. Q. If I make other journeys as part of my on call, for example if I visit a different site and return to base rather than home would this journey still be classed as private travel? Any travel other than to your normal place of work and back, is classed as business travel and you will be required to register and be approved on the Greyfleet system to make these journeys. Q. As a donor carer, I sometimes travel directly to a session venue. Do I have to register with Greyfleet even though I don t claim the mileage expenses? Most NHSBTstaff have a normal place of work designated at a base or centre, therefore, journeys to session are classed business journeys (whether or not a mileage is made). If an employee was involved in a serious incident en-route to a session and were interviewed by the authorities, [they] will take the view, that as the employee was not travelling in between their home and their normal place of work, the reason for the journey will be for work and therefore class it as a business journey. Page 6 of 9

7 On this basis, employees, using their private cars to travel to sessions must be registered on Greyfleet and carry the appropriate business insurance cover. Grey Fleet registration Q. Where do I register my Grey Fleet vehicle...? Grey Fleet vehicles must be registered on-line at (see how to register below) Q. How do I register my Grey Fleet vehicle...? A document Grey Fleet Registration and Approval Process can be viewed by clicking on this link, or by going the Fleet Services intranet page. Q. The Grey Fleet register will not accept the apostrophe in my NHSBT address, what can be done..? You can apply to NHSBT Service Desk for a duplicate address, without the apostrophe and use this for the Grey Fleet register. If you need to be contacted by the Grey Flet team, your duplicate address will automatically divert to your normal NHSBT address. Q. If I register my Grey Fleet Vehicle, am I approved to use it for NHSBT business travel? No registering your Grey Fleet vehicle on-line is only a part of the process. You will not be allowed to use your Grey Fleet vehicle until it has been approved by both your line manager and NHSBT s Grey Fleet management team. The approval process is the final part of the on-line application procedure. Q. When do I have to register my Grey Fleet vehicle by..? Staff who wish to continue it use their existing Grey Fleet vehicle, under the new policy, must register it now and should be approved for business use before 1 st January, 2013, however, because of Christmas and New Year delays use of the vehicle will be allowed during January to allow additional time for documents to be sent to the Administrator and completion of the approval process. Staff who want to use a new Grey Fleet vehicle and new starters after 1 st January, 2013 must be registered and approved before these vehicles can be used for NHSBT business. Q. Why does the register require so much information..? The information gathered is used a general risk assessment in our Duty of Care obligations as business travel using a Grey Fleet car is legally classed as being an NHSBT car. Therefore should a serious incident, or fatality, occur whilst using such a Page 7 of 9

8 car, NHSBT must be able to show that it carried out a robust risk assessment to fend off Corporate Manslaughter accusations. The extent of the questions have been designed to cover this. For example, if many staff say, for instance, they don't have a mobile phone, sat nav, or breakdown cover; have we ensured an adequate process is in place to ensure their safety should they breakdown? Hopefully we will be OK in most respects, but it is something that needs to be done to evaluate the whole picture. Q. Does every question have to be answered or are only some required and others discretionary..? At present they are all required to be answered, but we are also looking at possibly making some of the questions optional, in the future. Q. What assurances have Knowles given you in terms of use and protection of personal data..? Knowles Associates tendered for the Lease car/grey fleet management contact in 2012 and were successful in their bid. An element of the specification was data security and Knowles fulfilled these requirements with confirmation of the systems employed, which assured the selection panel that requirements would be met in full. Knowles Associates information governance and data protection policy was provided as part of the tender. In simple terms they have their file servers housed in a secure data centre in London. Nobody else has access to their data and they do not share any data with any third party. The website is encrypted to the highest level and they have regular tests on the system. Scanned copies of the required documents can be sent via to Knowles, however, hard copies can also be sent through the normal mail. The copies of licence, insurance etc. are checked by their greyfleet staff and shredded once they are complete and have been recorded. All documents are kept in a locked filing cabinet until they are shredded. Their system is used by around 100 NHS organisations including Foundation Trusts, PCT s, Mental Health Trusts etc. It is also used by the Department of Health, Counter Fraud and Security Management Service and the Food and Environmental Research Agency. Our QA department visited the Knowles site as apart of the tender process and provided the panel with a report on assurance of their systems. Our own Data Protection manager has also seen all the Knowles policies and processes. Q. Are there any penalties in place if they do mis-use or accidentally release personal data..? As we dictate the purposes and manner in which Knowles process the personal data, we are the 'Data Controllers' and Knowles are the data 'processors' on our behalf, so we retain legal responsibility for personal data. Q. Who sends my documents off..? At first registration, copies of your original documents (insurance cover note, driving licence (and MOT certificate, if applicable)) are to be sent to the NHSBT Grey Fleet management team. Instructions of when and where to send documents will be advised Page 8 of 9

9 to you on registration. Line managers will only be responsible for validating (by signature), that the documents are a true copy of the originals and it will be up to you to ensure that they reach the NHSBT Grey Fleet management team. Q. I don t want to send my documents through the mail, can they be scanned and ed..? Yes, scanned documents can be sent by to admin@greyfleet.com Page 9 of 9