Company Vehicle Policy

  1. Introduction
    1. Scope
    2. Responsibility
    3. User status
    4. Non-compliance with the Motor Vehicle Policy
  2. Driver’s responsibilities
    1. Authority to drive
    2. Safety
      1. Mobile phones
      2. Passengers carried
      3. Equipment carried
      4. Smoking
    3. Motoring offences and fines
    4. Mileage data
    5. Condition of the vehicle
    6. Weekly vehicle check
    7. MOT, servicing and maintenance
    8. Road vehicle tax
    9. Insurance and accidents
    10. Fuel
    11. Using the right type of fuel
    12. Fuel stickers
    13. Fuel cards
  3. Pinnacle Media Partnerships Leased Essential Business Need Cars
    1. Criteria for issue
    2. Type of vehicle
    3. Private use
    4. Branding, customisations and installations
  4. Pinnacle Media Partnerships Pool vehicles
    1. Criteria for issue
    2. Type of vehicle
    3. Private use
      1. Trucks
      2. Other vehicles
    4. Branding, customisations and installations
    5. Operational contact
    6. Vehicle keys security and issue
    7. Driver records
  5. Short term hires
    1. Business use
    2. Driver records
  6. Use of privately owned vehicles on Pinnacle Media Partnerships business
1.Introduction
1.1. Scope
The sections detail the Pinnacle Media Partnerships policy (including commercial subsidiaries) “the Pinnacle Media Partnerships” with regards to the use of all vehicles on Pinnacle Media Partnerships business, including Pinnacle Media Partnerships or privately owned, leased or hired vehicles. The policy also covers acquisition and disposal of vehicles. The policy applies to vehicle related activity anywhere in the world and the policy should be appropriately interpreted taking account of the differing licensing and legal requirements according to where the vehicle is being used.
1.2. Responsibility
It is the driver’s responsibility to understand and comply with the policy and for line management and operational contacts to oversee compliance. Compliance is subject to monitoring.
1.3. User status
All Pinnacle Media Partnerships employees and freelancers are reminded that when using vehicles on Pinnacle Media Partnerships business, they remain subject to all the terms and conditions of their contract with the Pinnacle Media Partnerships.
1.4. Non-compliance with the Motor Vehicle Policy
Please note that non-compliance with the Motor Vehicle Policy may lead to disciplinary action being taken, and in serious cases, the breach may be treated as gross misconduct leading to summary dismissal.
2.Driver’s responsibilities
2.1.Authority to drive
Anyone driving on Pinnacle Media Partnerships business must have Pinnacle Media Partnerships authority to do so. Such authority can only be granted by the drivers line manager. To be considered for authorisation a driver declaration form* must be completed on an annual basis and meet the following criteria:
approved by your line manager to drive a vehicle on Pinnacle Media Partnerships business;
aged at least 23 years, trained, competent and sufficiently experienced to drive the type of vehicle being used;
hold a full, current and valid driving licence appropriate to the type of vehicle being driven (e.g. minibuses, buses and vehicles over 3.5 tonnes are subject to special licensing regulations); and
not be suffering from any health condition or infirmity or on any medication which may affect your ability to drive safely.
2.2.Safety
2.2.1.Mobile phones
The use of a hand-held mobile phone whilst driving is illegal in the UK. It is Pinnacle Media Partnerships Safety policy to prohibit the use of mobile phones whilst driving. The use of a hands-free set may be permitted in exceptional circumstances.
2.2.2.Passengers carried
Passengers carried must not exceed the seat belt capacity of the vehicle. If you are carrying equipment you must not exceed the gross vehicle weight which includes vehicle, driver, passengers, good’s and fuel.
2.2.3.Equipment carried
Any items carried in or towed by the vehicle must be adequately secured and special care must be taken in loading and securing equipment outside the vehicle, e.g. on a roof rack.
2.2.4.Smoking
Smoking is not permitted in any Pinnacle Media Partnerships provided vehicle. If you are driving a private vehicle on Pinnacle Media Partnerships business you are strongly encouraged to refrain from smoking in the vehicle and must not smoke if there is a passenger present.
2.3.Motoring offences and fines
A new driver declaration form must be completed as soon as practicable (and in all circumstances within 7 days after) if a driver receives a motoring conviction, endorsement on their licence or is made aware by the relevant Police Authority that a prosecution is to take place. This
requirement applies irrespective of whether the offence or alleged offence occurred whilst driving on Pinnacle Media Partnerships business. Parking fines, congestion charge fines and fines related to traffic offences should be dealt with promptly (and if not appealed) paid immediately by the driver. Some offences will be reported to the Pinnacle Media Partnerships fleet management or hire vehicle company in the first instance
(e.g. speeding and other offences caught by camera) and the Pinnacle Media Partnerships has a legal obligation to provide, when requested, the full name and address of the driver at the time of the alleged offence. As stated in the driver declaration form the Pinnacle Media Partnerships re
serves the right to deduct from salary all costs incurred as a result of a driver’s infringement of the Road Traffic Act and applicable Road User Regulations. This will include any associated administration fees which have been charged to the Pinnacle Media Partnerships.
2.4.Mileage data
Mileage records for Pinnacle Media Partnerships owned or leased vehicles will be requested periodically and should be completed on a timely basis.
2.5.Condition of the vehicle
2.5.1.
The driver must ensure that the vehicle and any trailer or other towed equipment is roadworthy and conforms to all legal requirements. The Pinnacle Media Partnerships minimum requirement for tyre tread is 2mm.
2.5.2
Tow bars must be fitted to Pinnacle Media Partnerships leased or owned vehicles by a qualified fitter and comply with maximum towing limits.
2.6.Weekly vehicle check
All drivers of Pinnacle Media Partnerships owned or leased vehicles (excluding LGVs which are subject to daily checks) must complete and record a weekly vehicle check*. Operational contacts manage the checks for pool vehicles. The completed form, which may be subject to inspection,
must be retained for a minimum of 15 months by the operational contact for pool vehicles and by the driver in the case of vehicles issued to an individual.
2.7.MOT, servicing and maintenance
MOT test certificate reminders will be sent to the driver of Pinnacle Media Partnerships provided vehicles. Drivers are responsible for ensuring that servicing and maintenance are carried out in accordance with the manufacturer’s recommendations, and in the case of Pinnacle Media Partnerships provided vehicles by an approved supplier. The service book must be updated and stamped by the supplier.
2.8.Road vehicle tax
Pinnacle Media Partnerships will provide a valid vehicle tax.
2.9.Insurance and accidents
Pinnacle Media Partnerships motor insurance operates in respect of fire, theft and accidental damage to Pinnacle Media Partnerships – provided registered UK vehicles. Further details are available on the Insurance Services site* on Gateway. Drivers of privately owned vehicles on Pinnacle Media Partnerships business must ensure that they have business use cover and to promptly provide evidence of such cover as and when requested to do so by their line manager. All vehicle-related accidents involving Pinnacle Media Partnerships insured vehicles must be reported immediately to the Pinnacle Media Partnerships Motor Claims Handlers, any additional costs resulting from a failure to promptly report accidents and facilitate swift repair will be passed back to the business unit. A new driver declaration* must be completed as soon as practicable (and in all circumstances within 7 days after) following an accident irrespective of whether the vehicle was provided by the Pinnacle Media Partnerships or not. Driver authorisation may be suspended pending an investigation into the circumstances of an accident and satisfactory completion of an updated driver risk assessment.
2.10.Fuel
2.10.1.Using the right type of fuel
It is essential that the correct type of fuel is used when driving a vehicle provided by the Pinnacle Media Partnerships; significant costs can be incurred where the wrong type of fuel is used and these costs are not covered by Pinnacle Media Partnerships insurance. Biofuels (biodiesel and bioethanol) are not permitted in any Pinnacle Media Partnerships provided vehicle as they may harm the engine. View more information on Biofuels*.
2.10.2.Fuel stickers
To minimise the risk of miss-fuelling incidents, all Pinnacle Media Partnerships leased or owned vehicles must have fuel stickers placed directly beneath the fuel aperture, on the top right hand side of the windscreen, and on the driver’s visor.
2.10.3.Fuel cards
The Pinnacle Media Partnerships provides fuel cards for leased and Pinnacle Media Partnerships owned (pool and LGV) vehicles together with hire vehicles for business use only. Drivers of private vehicles used on Pinnacle Media Partnerships business cannot be provided with fuel cards. The card may be used for the purchase of fuel and oil only; transactions are monitored and inappropriate use is followed up. The Pinnacle Media Partnerships does not permit staff to set up accounts with any fuel or fuel card provider. Whilst a fuel card is provided by Pinnacle Media Partnerships Limited its use is for business mileage only. Fuel required for any personal miles must be paid for by the employee. Random checks will be carried out to ensure this is being fulfilled by the employee.
3.Pinnacle Media Partnerships Leased Essential Business Need Cars
3.1.Criteria for issue
An Essential Business Need Car may be issued to an individual who meets one of the following criteria:
Drives 10,000 business miles or more per year; or
Use of a car is essential to their job. If the criterion is no longer met, the vehicle must be returned.
3.2.Type of vehicle
Benchmark vehicles for an Essential Business Need Car must be used. The standard contract for an Essential Business Need Car is four years and is based on 58,000 miles. Contract mileage amendments may be carried out mid-contract if it is cost effective to do so. Reallocation vehicles will take precedence over ordering new vehicles.
3.3.Private use
An Essential Business Need Car may be used privately by the Pinnacle Media Partnerships driver only. A tax liability arises on private use of the vehicle (including journeys between home and work).
3.4.Branding, customisations and installations
All branding on vehicles used for Whole In 1 Golf business must comply with the Pinnacle Media Partnerships branding policy*. All customisation and installations (including radios, telephone handset and edit suites) must be approved by the owner of the vehicle, prior to any work being undertaken.

4.Whole In 1 Golf Leased Pool vehicles
4.1.Criteria for issue
A pool vehicle may be issued to a department if any of the following criteria are met:
Operational need for a vehicle which will be used by a number of people, high mileage, and required at short notice
Carriage of technical equipment, e.g. editing, satellite, audio and cameras
4.2.Type of vehicle
Pool vehicles should be specified according to business need. These will be sourced via the Pinnacle Medias preferred manufacturer when there is a suitable vehicle in the range and where there is no suitable reallocation vehicle available. Outright purchase of new vehicles will only be considered when the vehicle is to undergo major modifications to be fit for purpose. The standard contract for a Pinnacle Media Partnerships pool vehicle is four years and 50,000 miles. Contract mileage amendments may be carried out mid-contract if it is cost effective to do so.
4.3.Private use
A pool vehicle is for Pinnacle Media Partnerships business use only and should not be used for private purposes. The Pinnacle Media Partnerships insurance arrangements do not cover private use of pool vehicles. A log of all vehicle usage must be
kept; see section 4.7 below.
1. Vans
HM Revenue and Customs allows the use of pool vans for journeys between home and work and the van may be parked overnight outside or near a driver’s home. However, this is provided that the individual has no other private use of the vehicle. Please note the Pinnacle Media Partnerships insurance arrangements cover journeys between home and work in a pool van where the individual is required to be ‘on call’ and may need to drive directly from home to a location for work purposes.
2. Other vehicles
HM Revenue and Customs does not allow other types of pool vehicles, e.g. a car to be used for journeys between home and work; the only exception is where the vehicle is taken home overnight either before or after a business trip. It is essential that such use is incidental to the business use. Please note the Pinnacle Media Partnerships insurance arrangements cover such journeys.
4.4.Branding, customisations and installations
All branding on vehicles used for Pinnacle Media Partnerships business must comply with the Pinnacle Media Partnerships branding policy*. All customisation and installations (including radios, telephone handset and edit suites) must be approved by the owner of the vehicle, prior to any work being undertaken.
4.5.Operational contact
One person must be appointed for each pool vehicle as an operational contact. This person will be responsible for arranging maintenance, servicing, garaging, key security and issue, record keeping (driver logs, vehicle weekly check sheet) and compliance of the vehicle’s use with the Pinnacle Media Partnerships Motor Vehicle Policy.
4.6.Vehicle keys security and issue
Keys should only be used by drivers who comply with the requirements of section 2 of the Motor Vehicle Policy. A record should be kept of when vehicle keys are removed from and returned to their storage location. This record must be monitored regularly by the operational contact. Drivers should not normally have direct access to the keys themselves and should request them from the operational contact or as directed in the case of out of hours. The exceptions to this policy are where there is a system that enforces logging of the key withdrawal. This can include an ID-card operated cabinet system or for sites where this is not practical for operational or cost reasons, a robust manual system must be operated. This is to ensure appropriate control of access to keys. All systems for the logging of keys must include, as a minimum, the vehicle registration number, the driver’s name and the date and time keys were taken and returned. Keys should never be left unattended within the vehicles.
4.7.Driver records
The driver log must be used to record details of all journeys made in each pool vehicle, including who has driven the vehicle. This will enable the provision of the name and address of the driver at the time of an alleged offence and if requested by HM Revenue and Customs enables the Pinnacle Media Partnerships to provide details of journeys taken. Driver logs are the responsibility of the driver to complete, and the operational contact to retain for at least 12 months. The logs are subject to regular audit by Pinnacle Media Partnerships Fleet Management.
5.Short term hires
5.4.Business use
Vehicles should only be hired for business purposes and all bookings must comply with the Pinnacle Media Partnerships Expenses policy*. The only exception is where it is necessary to hire a car to cover the period during which an Essential Business Need Car is being repaired in which case the car may be used for private purposes and the Pinnacle Media Partnerships insurance arrangements will cover such use.
5.2.Driver records
Where there is more than one driver a driver log* must be used to record details of all journeys made in each hire car, including who has driven the vehicle. This will enable the provision of the name and address of the driver at the time of an alleged offence. Driver logs are the responsibility of the driver to complete and should be retained for a period of at least 12 months.
6.Use of privately owned vehicles on Pinnacle Media Partnerships business
To be authorised by Pinnacle Media Partnerships Insurance to drive a privately vehicle on Pinnacle Media Partnerships business you must firstly obtain approval of your line manager. Your line manager will need to be satisfied that you and your vehicle meet and comply with the following:
1.You are an approved driver in accordance with Section 2.1 above.
2.The motor insurance applicable to the vehicle being driven includes use in connection with Pinnacle Media Partnerships business.
3.Valid vehicle tax.
4.Mechanically sound and roadworthy to the standards of the relevant country legislation.
5.If applicable, have a valid MOT certificate or local equivalent.
6.Serviced and maintained in line with manufacturer’s service requirements and intervals.
The Pinnacle Media Partnerships reserves the right to audit compliance with the above requirements and to check that the vehicle is registered on the Motor Insurer’s Database and review relevant documentation at any time.