Policy to cover use of company owned vehicles by Subcontractors
This agreement must be completed before any supplier or subcontractor, or anyone working for them (The Driver), is permitted to use an Ashvale company vehicle.
Purpose of this Policy
This policy is designed to set out the ground rules under which The Driver is permitted to make use of vehicles owned by Ashvale. By signing this document, The Driver agrees to abide by the terms within, and acknowledges that failure to do so may result in consent being removed, The Driver being barred from all of Ashvale’s sites, and his or her contract with Ashvale terminated.
The Driver needs to be aware that driving without Ashvale’s consent or outside the circumstances of this agreement would leave them without insurance. This could lead to criminal prosecution and personal liability for any damage caused to the vehicle and/or claims from third parties.
The Driver is not obliged to use a vehicle owned by Ashvale, and may turn down a request by Ashvale at any time in favour of using their own vehicle.
Rules and limitations for use of vehicles
Before using a vehicle each day, The Driver is responsible for carrying out a visual check to ensure the vehicle is free from damage and in a safe working order. Any damage must be reported directly to the Ashvale Plant department immediately.
The Driver must report any warning lights, faults or any other issue which could lead to long-term damage or affect the safe working of the vehicle.
The Driver acknowledges that use of Ashvale’s vehicles is only authorised in connection with the business of Ashvale. This will usually mean transporting plant, labour and materials to and between sites, but may also include the transportation of documents between Ashvale’s offices, attending the offices or sites of potential clients and suppliers, and attending meetings and training courses.
The Driver may be required to return the vehicle to a site or a plant yard, but may also be permitted to take the vehicle home in an evening if this better serves Ashvale’s needs.
The Driver understands that no personal use is permitted, so once home the vehicle must not be used until returning to provide services to Ashvale the following day or week. The Driver will be charged £1 per mile for any private use of the company vehicle and will also not be covered by the company insurance for any accident outside of company work.
The Driver must not assign the right to use the vehicle to any employee or subcontractor supplied by him or her (also The Driver) without taking that person through this Policy and sending a signed copy containing all relevant information to Ashvale Management.
The Driver accepts that this Policy covers the wider use of vehicles owned by Ashvale, and does not create a right to be assigned a specific vehicle or in fact any vehicle. Use of vehicles will be at the request of Ashvale, with the vehicles allocated being the best available to suit Ashvale’s needs on any particular site or project.
The Driver may refuel the vehicle using a BP bunker fuel card which may be supplied with the vehicle; otherwise any payments or reimbursements for fuel will be subject to CIS tax deduction. When refuelling, it must be at a BP bunker garage for reduced rates; if The Driver fails to do this on multiple occasions, the difference in fuel charges will be deducted from payments due to The Driver. If you are not sure where the nearest station is situated, you can check your site call-off sheet or online at bpplusmaps.bp.com, or alternatively ring the buying department.
Damage, Parking Fines, Congestion Charges and Road Penalty Notices
The Driver accepts liability for any parking fines, congestion charges and penalty notices incurred whilst driving an Ashvale vehicle. Ashvale will notify the authorities of the identity of The Driver if a penalty notice is received, and the charges will then be deducted from payments due to The Driver.
The Driver must report any damage and/or road traffic accidents to Ashvale without delay. The Driver accepts liability to cover the direct cost of any damage up to the applicable insurance excess. The standard excess is £500; however, where Ashvale’s insurer has imposed a higher excess for a specific driver, that higher excess shall apply. The Driver accepts that Ashvale will deduct these costs from any payments due as above.
If The Driver disputes liability for any damage, Ashvale will review the evidence available, and if the vehicle was not in the care of The Driver, or a Third Party is identifiable and liable, no deduction will be made from payments due to The Driver.
