Driving on Company Business

ISO 45001:2018 Clause 8.1.2 · Road Traffic Act 1988 · HSE INDG382 (Driving for work) — Driving licences, vehicle compliance, fatigue and incident management

Procedure overview

A M Water Services treats every employee who drives on company business as performing a work activity that requires risk assessment. The HSQE Consultant produces and brief a Driving Risk Assessment to all drivers. The Director (Finance & Admin) annually reviews driving licences (DVLA check code), vehicle insurance (with business-use cover), and MOT certificates for vehicles older than 3 years. Drivers must report any incident, licence suspension or change in fitness-to-drive immediately to the Director. Mobile-phone use while driving is prohibited (including hands-free for company business calls except in genuine emergency); alcohol and drug use is prohibited. Driving / rest breaks are followed per the risk assessment (typically 15-minute break every 2 hours of driving). Records are retained per SOP 4.7.

Driving on Company Business — Process Flow

HSQE Consultant

Sean Ashton

Risk-Assess & Brief

Complete Driving Risk Assessment for employees who drive on company business

Driving Risk Assessment

Brief drivers on the Driving Risk Assessment; record briefing per SOP 2.2

Driving times and breaks per the assessment (e.g. 15-minute break every 2 hours of continuous driving)

Director (Finance & Admin)

Leanne Mason

Verify Compliance

Obtain and review at least annually each driver's licence (DVLA share code); confirm class, endorsements, validity

Driving licence OK?

Stop employee driving on company business; remove keys if company vehicle

Yes

Continue checks

Obtain and review at least annually vehicle insurance — confirm in date and covers business use

Insurance available & in date?

Stop employee driving on company business; do not issue keys

Yes

Continue checks

Vehicle older than 3 years — MOT in date?

Vehicle not roadworthy — do not issue; arrange MOT before next use

Yes

Safe to continue driving on company business

Vehicles maintained: legally compliant, safe to drive, regular vehicle inspections completed

Driver / Employee

All operatives, supervisors and Directors who drive

Drive Safely

Alcohol and drug use is prohibited while driving on company business

Mobile phone use while driving is prohibited (including company business calls)

No vehicles to be driven without appropriate insurance and a current driving licence

Inform Site Supervisor / Director immediately if driving licence is suspended for any reason (including penalty points reaching threshold)

Report any incident involving vehicles to Site Supervisor / Director as soon as possible / safe to do so

Vehicle incidents investigated under SOP 8.1; records retained per SOP 4.7

SOP 4.7 Control of Records

Process / Activity

Decision Point

Document / Cross-reference

Continue / Approve

Stop / Mandatory

Reportable driving events — tell the Director immediately

A driver must self-report any of the following to a Director without delay: (1) any RTA / RTI involving a company vehicle or a vehicle being driven on company business, regardless of fault or apparent damage; (2) any DVLA penalty point notice or fixed penalty notice; (3) totting-up risk approaching the 12-point threshold (or 6 points within 2 years of passing test); (4) licence suspension or revocation for any reason; (5) change in medical fitness to drive (vision, neurological, cardiac, diabetic insulin treatment, sleep apnoea, prescribed medication affecting driving) — the driver has a duty to notify DVLA directly and AMWS; (6) being charged with any driving offence; (7) insurance cancellation or refusal to renew. Failure to self-report is a serious disciplinary matter. Vehicle incidents are investigated under SOP 8.1; the Director (Finance & Admin) annually re-checks every driver's licence via the DVLA share-code service to verify self-reporting.

Driving on Company Business

Driving on Company Business — Process Flow

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