Road Risk & Grey Fleet Management

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Health & Safety at Work legislation places a duty of care on organisations to ensure that their drivers, and vehicles driven on company business, are legal, safe and roadworthy.

Total Motion has developed a range of services to help you reduce your risk and guarantee compliance.

We take full responsibility for the development and updating of your fleet policy – presenting recommendations to the management team and then, subject to approval, handling their implementation.

This will ensure that your policy definitively deals with:

  • Risk
  • Cost
  • Terms and conditions
  • Obligations and compliance
  • Health and safety and duty of care
  • Environmental/green issues
  • Rules, qualification and entitlement
  • Vehicle selection and replacement
  • Vehicle operation and care
  • General operating instructions and procedures

Grey fleet management

Grey fleet is a term used to describe a vehicle which is not owned or leased by a company but is used on company business. It can be a vehicle that is covered by a cash allowance or opt out scheme or employee-owned, where the employee simply claims mileage expenses.

Why act?

Once a driver chooses to use his or her own vehicle for business purposes, it is the employer’s responsibility to ensure the driver conducts regular maintenance and safety checks.

Historically capturing this vital information has proved difficult, both in administrative terms and driver compliance.

When employees use their own vehicle for company business they will pose a greater risk – divorced from the company scheme and, to a large degree, outside of your control.

It is your duty to confirm that the employee holds valid insurance (particularly insurance covering the employee for business use) and that the employee’s vehicle has a valid MOT certificate.

The key factor in this is that the legal framework applied is the same for both company vehicles and grey fleet and as such needs to be managed and controlled in the same way.

Total Motion delivers effective grey fleet management that reduces the overall risk to clients and yields significant financial and environmental benefits.

Supported by a live reporting system, driver-supplied information is held in our Fleet Connect system, providing evidence that you have requested drivers to comply with the legislation and made sure that their vehicle is legal and roadworthy.

Our grey fleet management system manages and monitors compliance and verification on:

  • Driving licences
  • Driver eyesight
  • Driver history
  • Vehicle details
  • Road fund licences
  • MOT certificates
  • Business insurance
  • Mileage
  • Carbon emissions
  • Expenses
  • Accidents
The system even sends reminders to drivers when they are required to provide data or a document or licence has expired.

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