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  • Should You Have An Electric Fleet – The Pros and Cons Explained

    As the world – and organisations – grapple with the rising challenge of climate change and the pressing need to reduce carbon footprints, the transportation sector has found itself at the forefront of this global discourse.

    A key decision a lot of UK businesses are facing right now is whether to transition to electric vehicles (EVs) for their fleet operations.

    This move isn’t just about being environmentally conscious; it intertwines with a number of economic, operational, and even branding considerations.

    As such, understanding the implications and benefits of an electric fleet becomes imperative for informed decision-making.

    What Does It Mean to Have an Electric Fleet?

    An electric fleet refers to a collection of vehicles, used for commercial purposes, that are powered primarily or entirely by electricity rather than conventional fuels like petrol or diesel.

    These vehicles, ranging from compact cars to vans and larger vehicles, are equipped with electric motors and batteries.

    They can be charged at home, work, or public charging stations, eliminating or significantly reducing the need for conventional fuel.

    As the technology has advanced and more charging infrastructure has been established, many businesses are seriously considering the switch.

    But what advantages do electric vehicles bring to the fleet? Are they right for your business?

    Advantages of Having Electric Vehicles in a Fleet:

    Lower Operational Costs

    One of the primary benefits of electric vehicles is the potential for reduced operational costs. Charging an EV can be significantly cheaper than filling up with petrol or diesel.

    Furthermore, with fewer moving parts than traditional combustion engines, maintenance costs can be reduced, leading to further savings over the vehicle’s lifespan.

    Environmental Benefits

    By adopting electric vehicles, businesses can significantly reduce their carbon emissions.

    Electric vehicles produce zero tailpipe emissions, meaning they don’t release harmful pollutants like nitrogen oxides or particulates.

    Additionally, as the UK’s grid becomes greener with more renewable energy sources, the overall carbon footprint of EVs decreases further.

    Positive Brand Image

    Operating an electric fleet can enhance a company’s image, signalling to clients, partners, and the public that the business is forward-thinking and environmentally responsible.

    This can offer a competitive edge in markets where consumers are becoming increasingly eco-conscious.

    Tax Incentives and Grants

    The UK government has been encouraging the adoption of electric vehicles by providing various tax incentives and grants.

    The legislation is always changing, but at the time of writing this there is a Workplace Charging Scheme (WCS) helping businesses with the upfront cost of charging point installations.

    Reduced Dependence on Fossil Fuels

    Electric fleets are not subject to the volatile prices of petrol or diesel. This can help businesses forecast and manage their operational costs more effectively.

    Moreover, by reducing dependence on fossil fuels, companies can insulate themselves from potential future fuel shortages or geopolitical instabilities affecting fuel supply.

    Disadvantages of Having Electric Vehicles in a Fleet:

    Higher Initial Purchase Cost

    While prices have been coming down, the initial purchase price of electric vehicles, especially for advanced models with longer ranges, can be significantly higher than their petrol or diesel counterparts.

    This can make the upfront investment challenging for some businesses, especially those with tight capital budgets or those needing a large number of vehicles.

    Range Anxiety and Charging Infrastructure

    One of the primary concerns fleet managers have with EVs is the limited range compared to traditional fuel vehicles.

    While advancements in battery technology are steadily increasing the distance EVs can travel on a single charge, range anxiety remains a concern, especially for fleets that require long-distance travel regularly.

    Coupled with this is the challenge of finding adequate charging infrastructure. In many areas, especially outside major cities, charging stations can be sparse.

    Longer Refuelling Time

    Unlike filling up a petrol or diesel vehicle, which can take just a few minutes, charging an electric vehicle, especially from a depleted battery, can take significantly longer.

    Fast chargers can recharge an EV battery to 80% within 30 minutes to an hour, but these aren’t always readily available.

    Standard chargers might require several hours for a full charge. This can pose operational challenges, especially if vehicles are needed round the clock or if there’s limited access to fast-charging infrastructure.

    In Summary

    Electric fleets stand as a testament to the progressive shift towards a more sustainable and eco-friendly mode of transportation.

    On the one hand, they offer the promise of lower operational costs, significant environmental benefits, an enhanced brand image, potential tax incentives, and reduced dependence on fluctuating fossil fuel markets.

    Conversely, there are concerns about the higher initial costs, range limitations, and lengthier refuelling times when compared to traditional fuelled vehicles.

    With all of this in mind, only you are in the best possible position to decide if bringing electric vehicles into your fleet is the right decision for your organisation.

  • What Is Grey Fleet?

    In the dynamic landscape of fleet management, various terms and concepts have come to the forefront, reflecting the nuances of this industry.

    One such term you may have heard of is ‘grey fleet’.

    But what exactly does this term mean, and why is it crucial for businesses and organisations to understand how to manage their grey fleet effectively?

    In this article, we’ll explain exactly what a grey fleet is and how you can cost-effectively manage your own grey fleet.

    What Is Grey Fleet?

    Grey fleet refers to any vehicles that are not owned by a company but are used for business-related activities.

    Typically, these include vehicles that are privately owned by employees but are utilised for company tasks, perhaps with the company reimbursing the employee for mileage or other expenses.

    These vehicles can pose unique challenges for businesses, particularly in terms of liability, cost management, and environmental impact.

    Unlike a traditional company fleet where businesses have direct control over the vehicles, maintenance, and usage, grey fleets operate in a more decentralised manner.

    This lack of direct oversight can sometimes lead to grey areas (pun intended) in terms of responsibility and management.

    How To Manage Grey Fleet

    The most effective way to manage a grey fleet is by leveraging a fleet management system like FleetCheck.

    Fleet management systems provide fleet managers and organisations with the tools and insights needed to maintain control over grey fleet vehicles, even when they are not directly owned by the company.

    By integrating technology like GPS tracking, reporting analytics, and automated mileage capture, fleet management systems offer a centralised platform to monitor and manage all vehicles, whether they are part of the traditional fleet or the grey fleet.

    Employing a robust fleet management system not only reduces potential liabilities and costs but also ensures that the company adheres to regulatory standards and environmental commitments.

    In an era where every operational facet matters, effectively managing grey fleet becomes paramount to both efficiency and responsibility.

    If you’re interested in finding out more about how FleetCheck can help you manage your organisation’s grey fleet, while also reducing costs, you can book a free demo here.

    Risks of Operating Grey Fleet Vehicles

    Operating a grey fleet presents a range of risks to companies and organisations. Some of these risks include:

    Legal and Compliance Risks

    Since the vehicles in a grey fleet are not directly owned by the company, ensuring that they comply with all necessary laws, regulations, and standards can be challenging.

    This can include MOT certifications, road tax, and necessary insurance coverage.

    If an employee’s vehicle doesn’t meet legal requirements, the company might face legal implications.

    Safety Concerns

    A grey fleet vehicle’s maintenance is typically up to the individual owner, so the company has less control over the vehicle’s condition.

    If regular safety checks are not conducted, it might pose a risk to the driver and others on the road.

    Environmental Impact

    Corporate fleets often upgrade their vehicles to newer, more environmentally-friendly models.

    However, grey fleet vehicles, which might be older personal cars, can have higher emissions and a more substantial environmental footprint.

    Financial Implications

    Without a centralised system to manage expenses, companies might end up reimbursing employees more than necessary.

    There might also be hidden costs, such as wear and tear or excessive fuel consumption.

    Insurance Liabilities

    There’s potential for significant insurance liabilities if a grey fleet vehicle is involved in an accident while on company business.

    The lines between personal and business usage can become blurred, leading to complications in insurance claims.

    Reputational Risk

    If a grey fleet vehicle, associated with a company, is involved in an accident due to poor maintenance or is found in violation of regulations, it can damage the company’s reputation.

    Lack of Oversight

    With grey fleet vehicles, companies often lack a clear overview of their entire fleet’s whereabouts, conditions, and activities.

    This lack of transparency can pose operational challenges.

    Data Protection Issues

    If companies use tracking systems or apps to monitor the use of personal vehicles for business purposes, they need to be wary of data protection laws and ensure employee privacy.

    Given these risks, it’s crucial for businesses that rely on grey fleets to have a robust fleet management system.

    Proper policies, regular checks, and the integration of fleet management technology can help mitigate these risks and ensure smooth operations.

  • Do I Need the Paper Part of My Licence?

    There is often some confusion around whether or not you need the paper counterpart of your driving licence, and what you need to do – if anything – if you lose your paper part.

    The DVLA made a change to the legislation in 2015 that you need to know about, here’s what the most current rules and regulations are regarding the paper counterpart of your driving licence:

    As of 8 June 2015, the paper counterpart to the photocard driving licence is not valid and is no longer issued by the Driver and Vehicle Licensing Agency (DVLA). Prior to this date, the paper counterpart was used to display information such as any penalty points the driver might have. However, now all the driver details, including any points, are stored electronically. This means that you no longer require the paper part, and the DVLA advised drivers to destroy the counterpart after the aforementioned date. However, obviously, it’s essential to ensure you still hold onto the photocard part of your licence.

    Do I Need a Paper Counterpart If I Get Penalty Points?

    No, you don’t need a paper counterpart, even if you receive penalty points. After the abolition of the paper counterpart in 2015, all penalty points are recorded electronically on your driving record. If you receive penalty points, they will be digitally added to your record. If you wish to view this information, you can do so online, by phone, or by post through the DVLA’s services.  Employers or car hire companies that need to check your driving record can do so with your permission, using the DVLA’s Share Driving Licence service.

    What If I Have Not Renewed My Licence Since June 2015?

    If you have not renewed your licence since June 2015 when the counterpart was abolished, it makes no difference.

    From the 8th June 2015, any new penalty points (endorsements) are recorded electronically and won’t appear on photocard driving licences or the paper licence. If you still have your paper counterpart, it will no longer hold any legal status and you are able to destroy it. Any existing penalty points or endorsements recorded on paper counterparts before 8th June 2015 are still valid until they reach their expiry date.

    However, they have since been recorded online and can be viewed via the DVLA’s online services.

    How Can I Find Out If A Driver Has Penalty Points on Their Licence?

    If you’re in the UK and want to find out if you or one of your drivers has penalty points on their driving licence, you can check online through the DVLA (Driver and Vehicle Licensing Agency) or by using FleetCheck LicenceAssured.

    If you want to use the DVLA’s View Driving Licence service you’ll need some information from the driver, then the driver will need to request a code to give you access. This takes around 15 minutes on average. It’s time-consuming and becomes unmanageable if you have a large fleet.

    The more efficient way to check if a driver is using our FleetCheck LicenceAssured service.

    We have found that it takes a driver five minutes and an administrator one minute to set up an electronic mandate for three years.

    Each check thereafter takes ZERO time for the driver and one minute for the administrator to view the licence check.

    You can find out more about FleetCheck LicenceAssured and book a free demo by clicking here.

    Why Was the Licence Counterpart Abolished?

    The paper counterpart of the UK driving licence was abolished in 2015 as part of the UK government’s initiative to digitise driver records and reduce bureaucratic processes.

    Here’s a deeper dive into the reasons behind its abolition:

    Digital Transition

    The move to abolish the paper counterpart was aligned with the broader trend towards digital governance and the UK government’s aim to modernise its services. By digitising driving records, the DVLA aimed to offer a more streamlined and efficient service to drivers.

    Reduced Administrative Burden

    The paper counterpart was traditionally used to record details that didn’t fit on the photocard, such as penalty points and certain types of vehicle entitlements. However, maintaining and updating these paper records was time-consuming and had the potential for errors or discrepancies.

    Easy Access to Information

    With the DVLA’s online services, individuals and companies can now access driving records more quickly and securely. This eliminated the need for drivers to present the counterpart when hiring a vehicle, for instance.

    Environmental Considerations

    Reducing the production and distribution of paper counterparts has environmental benefits, decreasing the amount of paper used and the associated resources required for its production and disposal.

    Reduced Risk of Fraud

    Digital records reduce the chances of fraudulent counterparts or alterations to them, ensuring that the DVLA and any legitimate enquiring parties have access to accurate, unaltered driving histories.

    Cost Efficiency

    Over time, the digital system, by eliminating the need for paper production, distribution, and processing, has the potential to be more cost-effective for the DVLA and, by extension, for taxpayers. The abolition of the paper counterpart in favour of digitised records has undoubtedly made the system more accessible and straightforward for most drivers, though there was an initial period of adjustment and learning for many.

  • Capital Expenses 2023

    The recent Autumn Statement from the Chancellor of the Exchequer brings welcome news to limited companies that need to purchase plant and machinery to run their business. Gavin Hollywell from GCSD Accounting has put together a full explanation of how this works for us, and what this might mean for your tax expenses.

    The ‘full expensing’ rules for capital allowances, previously only applicable up until 31 March 2026, will now become a permanent fixture in the tax reliefs available to limited companies. With the increase in corporation tax rates, from 19% to potentially 25% now starting to take its toll on businesses, investing in tax efficient assets for your business is more important than ever!

    What is full expensing?

    The capital allowance regime allows businesses to write off the cost of certain capital expenditure against their taxable profits, thus reducing their overall tax bills. To encourage investment, from 1 April 2023, the government introduced two key extensions to the tax relief available for ‘plant and machinery’ bought for companies. Plant and Machinery can include equipment, lorries, vans, computers, and certain fixtures such as kitchen and bathroom fittings, data cabling and alarm systems – unfortunately, it does not apply to cars.

    • The Annual Investment Allowance extension. This means that you can claim 100% tax relief on the purchase of second hand and new, plant and machinery, up to £1 million per annum. If you operate through a number of companies, this limit is shared across them all.
    • Extension to full expensing. This gives an uncapped (i.e. there is no ceiling) amount of tax relief on plant and machinery expenditure, so long as it is brand new and unused – it cannot be second hand or used.

    For example, £400,000 spent on qualifying items would give £100,000 off a corporation tax bill for a company paying tax at 25%.

    Assets that are bought to be leased or hired out are excluded from qualifying for full expensing. However, a working group is in discussions with the government to review this.

    For companies that operate large fleets of vans, or large plant, this represents a fantastic opportunity and will play a significant factor in investment decisions moving forward. The method of finance is also key to securing the upfront tax relief above, as well forming part of that investment decision making process.

    Finance options are critical – why?

    There are a number of ways you can finance the purchase of plant and machinery. To be able to take advantage of full expensing or the Annual Investment Allowance, it is critical you have ownership of the asset from when it is delivered to you, or at the end of any finance period. This means if you buy an asset for cash, on hire purchase or with a bank loan, this will ensure it qualifies. If you use a finance lease, contract hire or any operating lease then it will not – you do still get tax relief but over a much greater period of time.

    When acquiring new plant and machinery there are a number of other tax and accounting implications that should be considered, and it is always advised that you speak to your accountant or tax advisor before making any significant investment decision. Similarly, if finance is required, a finance broker should be able to help you navigate your financing options and it is again recommended you seek advice.

  • Here’s why you shouldn’t use spreadsheets to manage your fleet

    It sounds counter-intuitive not to use spreadsheets to manage your vehicles, but an Excel document can’t compete with bespoke software.

    On the face of it, a spreadsheet is a perfect tool for managing fleets, but compared with specialist software, a simple Excel spreadsheet does not compete.

    Good fleet management software will automatically draw in data from a wide variety of reliable sources, enable you to put in place a policy infrastructure, and essentially only demand your attention when tasks need managerial action. It will also provide a high level of transparency over your fleet, operationally and financially, as well as aid compliance.

    Excel simply cannot deliver a fraction of that functionality. Essentially, it will just allow you to calculate some of your costs and compile some useful information, all of which will be done on a reactive basis.

    For this reason, we believe the fleet software industry should do more to educate businesses about the limitations of spreadsheets when it comes to managing company cars and vans. If the sector could persuade just a relatively small percentage of fleets to set aside their spreadsheets and use specialist software, both fleet software companies and general standards of fleet management would grow exponentially.

    How can this be done? It won’t be easy. People are often very attached to their spreadsheets, but it seems to us that a good first step would be if more of the sales and marketing effort that goes into fleet software recognised that the biggest competitor in the market is not another fleet software company – it’s Excel.

     

  • How many 15 hour days can a HGV driver do?

    FleetCheck clarifies how many 15-hour days HGV drivers can legally drive in a week.

    The laws around how many hours HGV drivers can legally do in a day, week, or month, can be confusing and challenging to understand at first. Once you get a good understanding of what the UK’s driver’s laws are and why they’re set out the way they are, it all starts to make sense. There is a lot more to consider than just the maximum number of hours a driver can do in a 24-hour period. Although wanting to know how many hours someone can work in a day is often their first consideration.

    How many 15-hour days can a HGV driver drive?

    The laws around how many hours someone can operate a heavy goods vehicle in a 24-hour period is very clear. An HGV driver must rest for a minimum of nine hours within a 24-hour period up to three times a week, which allows them to work three 15-hour days in the same week.

    How many hours can a HGV driver work in a week?

    The maximum number of hours a HGV driver can work in any given week is 56 hours. This is worked out by driving for nine hours on four days, and 10 hours for another two days.

    How many hours can a HGV driver work in two weeks?

    Working two consecutive weeks is also where drivers have their hours on the road throttled by law. An HGV driver may not exceed 90-hours over two consecutive weeks. This means, if they work the maximum 56 hours in the first week, they can only drive a maximum of 34 hours the following week.

    HGV drivers’ breaks explained

    HGV drivers are required to take a certain number of breaks covering set times as follows:

    Drivers must take a 45-minute break for every 4.5 hours they have spent driving. They are able to split this break into two. However, the first break must be at least 15 minutes, leaving the remaining 30 minutes for the second break. Stops less than 15 minutes long do not qualify as breaks.

    HGV drivers’ rest periods explained

    Here is how rest periods work for HGV drivers:

    Drivers need to take a daily rest period of 11 hours. This can be taken to two parts, with the first needing to be a minimum of 3 hours. They can reduce their daily rest period to nine hours of uninterrupted time, hence allowing for a 15-hour workday. This can be done no more than three times a week though. A driver must rest for 45 hours a week. This can be reduced to 24 hours providing they take full rest within a two-week period. There cannot be more than six 24-hour rest periods between weekly rests consecutively.

    As an example, if a driver starts work at 8 am, within a 24-hour period they will have to have done one of the following;

    • Taken an 11-hour rest period without interruption
    • Taken a reduced daily rest period of a minimum of 9 hours if entitled to
    • Split their rest period of 12 hours across two periods with a minimum of 3 hours first, and nine hours second
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    Penalties for breaking the working hour rules

    There are some harsh penalties for breaking the hourly rules – and rightly so as working more hours increases the risk of a road accident due to fatigue. All HGVs with a gross mass of 3,500kg and above will have a tachograph fitted. This device records a vehicle’s speed, distance travelled, and gives operators a detailed understanding of a driver’s activity. The Driver and Vehicle Standards Agency (DVSA) is the governing body responsible for upholding the rules in the UK. The maximum fine they can issue for each offence currently stands at £2,500. Operators can also have their licence suspended or revoked. There are steeper punishments for repeat offenders, both for operators and drivers.

    Do you need help managing HGV compliance?

    FleetCheck can help you manage all aspects of HGV Fleet including, PMI, CPC, LOLER and DVSA Earned Recognition KPIs.

    Wish to find out more? Talk to us today. or Book a Demo

     

  • What is the HGV medical test?

    Here is everything you need to know about HGV medical tests, which ensure drivers are fit to drive lorries.

    The HGV medical test is a medical examination designed to ensure a driver is medically fit to drive a heavy goods vehicle.

    With the safety of the driver and other road users at stake when the driver is behind the wheel of an HGV, it’s essential that every effort is made to ensure everyone’s safety.

    A driver will have to undergo a medical exam before they are issued their first licence. Then every time they renew their licence, they will also have to pass a medical exam.

    How long does the HGV medical last?

    There is no set time period or time limit for the exam. It will generally take around 30-45 minutes to work through all the questions.

    The form that your GP or private doctor needs to fill out is called a D4 – Medical Examination Report. You can take a look at the form on the government website here for yourself.

    Do you have to take the HGV medical test to get a licence?

    Yes, the HGV test is mandatory. If you want to be issued an HGV driving licence, along with passing the driving test, you also have to pass the medical exam.

    You will also need to retake the exam every time you apply for your licence to be renewed. It’s worth noting that it’s not the doctor that will make the decision if you’ve passed not. They fill out the D4 and send it off to the DVLA to review.

    HGV medical requirements: what to expect

    First of all, if you have one of these medicals coming up don’t worry. It’s very routine, and if you’re in good general health, you shouldn’t have any problems.

    There are then three main parts to the medical assessment:

    The first part involves a discussion with your doctor about your general health. This is your chance to bring up anything that might be relevant and discuss anything that may not come up in the exam.

    The second part, which is the first part of the written assessment, is a visual assessment.

    Sometimes this part will need to be carried out by an optician or an optometrist. When booking in your test with your GP they’ll advise you if they can carry out this section.

    It’s just a series of questions and tests to ensure your eyesight is up to par to be on the road.

    The third part and the second section of the test is the medical assessment. The main subcategories covered are:

    • Neurological disorders
    • Diabetes
    • Cardiac
    • Psychiatric illness
    • Substance misuse
    • Sleep disorders
    • Other medical conditions
    • Medications

    If you’re wondering what medical conditions will cause you to fail the medical, it’s anything that compromises or impairs your ability to safely drive an HGV.

    How much does the HGV medical cost?

    The DVLA has not set a cost for the medical exam. Some GPs will charge a fee, due to the extended time it takes to carry out the exam.

    This is something you need to discuss with your GP when booking your exam. It’s also something to discuss with your employer as they might have a policy in place to cover some or all of the fees.

    Can I take the medical before My HGV Driving Licence?

    Yes, you can take the medical exam before passing your HGV driving test.

    When you pass the medical, you’re given a D4 medical certificate. You then have four months to pass your driving test, otherwise, you will have to take it again.

     

  • Are you too busy checking licences to read this?

    As a fleet manager, you are used to spinning plates to keep your fleet on the road. As well as the never-ending list of tasks required for the efficient running of your vehicles, you need to manage your drivers. Not only must you recruit and train them, you must also ensure their records are kept up to date. And that includes making regular checks on their licences.

    It is, of course, a legal responsibility of an employer to check all their drivers hold valid licences for the vehicles they are using, including any restrictions, endorsements or disqualifications. As well as an initial check when a driver joins you, it’s good practice to make checks at least annually because, let’s be honest, can you be sure all your drivers would let you know if they had picked up points on their licence?

    If you use a manual process for licence checking, have you ever worked out how many working hours this takes? Firstly, you have to instruct your drivers to obtain and give you their individual access codes from the DVLA website. Then you probably have to remind them to do this…. and maybe remind them again. Once you have the codes, you need to enter them one by one into the DVLA website, along with the last 8 digits of each driver’s licence number. Even the best of us need to take care not to make any mistakes with all those numbers swimming before the eyes! Once you have completed the checks, all the information has to then be transferred over to whatever system you are using for your driver records.

    This is not a good use of your time or expertise. The time spent on manual licence checking is time lost to your core task of optimising fleet efficiency. As with so many repetitive administrative tasks, the answer lies in automation.

    FleetCheck LicenceAssured offers a cost effective and simple to use web-based licence checking system. A simple GDPR compliant mandate from your drivers remains valid for three years so there’s no more chasing after access codes!

    You set the checking schedule and then the system automatically accesses the DVLA database for you and checks every aspect of your drivers’ licences. You can customise the frequency of checks for different drivers and also make one-off checks. Automatic alerts are sent of licence expiry or any changes in licence status.

    There’s no more need for the laborious manual transferring of licence data onto driver records. The licence information is stored online and is fully integrated with the rest of the FleetCheck system, meaning all your driver and vehicle data is conveniently held in one place.

    Your time is too valuable to be taken up with tasks that can be easily and cost-effectively automated. Click here to find out more about how FleetCheck LicenceAssured can give you one less plate to spin.

    See how much time you can save: Driver Licence Checking – FleetCheck Licence Assured

  • It’s time to say goodbye to spreadsheets

    If you’re involved in the daily grind of fleet management, you’ll no doubt be up to your eyes in spreadsheets. Good old spreadsheets. It’s a love/hate thing.

    As an organisation collects more and more information and data grows in volume and variety, seemingly innocent excel sheets are gradually morphing into supersized spreadsheet monsters. Thanks to 21st century technology, today’s fleet managers juggle swathes of data ranging from vehicle maintenance records, licence checking notes, mileage reporting, fuel receipts, vehicle safety checks, training records and much, much more. As an organisation expands, the volume of paperwork increases. And demand for reporting expands. Weaknesses are exposed. Things go wrong. The pressure intensifies…

    Face it. You’re trapped in Excel Hell.
    (more…)

  • Pros and Cons of Checking Your Drivers’ Licences

    Checking that any employees driving vehicles for your organisation are eligible to drive is a fundamental aspect of fleet compliance.

    Not to mention it’s a moral duty to ensure that your drivers and other road users are as safe as they can possibly be.

    There are serious consequences – both financial and possibly life-changing – to allowing a driver behind the wheel of a company vehicle if they’re not safe or eligible to do so.

    The only way you can be sure if a driver is eligible to drive is to check their driving licence status.

    Unfortunately, some fleet managers are not aware of the legal obligations surrounding licence checking.

    While some are simply too busy dealing with the day-to-day ‘firefighting’ of running a busy fleet to check their drivers’ licences on a regular enough basis.

    Then there are some fleet managers who find excuses or run into problems trying to check their employees’ licences.

    In this article we consider some of the pros and cons of checking your drivers’ licences to highlight these issues – as well as explaining how the right software and systems solves any cons.

    Pros of Checking Drivers’ Licences

    As a fleet manager or employer, it’s essential that you check your drivers’ licences. Here are three key reasons to illustrate why:

    You Mitigate the Risk of Financial Penalties

    The bottom line is that it’s a criminal offence to allow anyone to drive a company vehicle without a valid driving licence.

    The only way you can be sure that a driver has a valid licence is to check it yourself. Asking an employee if they are eligible to drive is not enough: mistakes happen, and unfortunately some people are not honest.

    If a driver is found to be driving without a valid licence, there can be some serious consequences for you as an employer, your organisation, and the driver.

    Improve Safety for Other Road Users

    As an employer, you have a duty of care under the Health and Safety at Work Act 1974 to ensure your employees – and those around them – are as safe as possible.

    This means checking that your drivers are fit for driving. Not just checking their eligibility to drive, but also that they’re physically and mentally competent.

    It’s Quick and Efficient With the Right Software

    Two of the biggest pain points for fleet managers is that checking licences is time consuming, and therefore expensive.

    Using the Gov.uk service to check one-off licences is time-consuming. There are alternative methods that are a lot quicker, however, such as using FleetCheck LicenceAssured.

    Using LicenceAssured, once a driver has given you permission to pull their licence details from DVLA you can do so at your leisure for up to 3 years.

    You can set reminders using the FleetCheck management system, automatically perform annual checks, and keep a closer eye on high risk drivers.

    Cons of Checking Drivers’ Licences

    While there is no real excuse for not checking your drivers are eligible to drive company vehicles, there are some cons that prohibit or can make the process a lot more difficult for some fleet managers.

    These are:

    It’s Time Consuming

    A lot of fleet managers think that using Gov.uk to check their drivers’ licences is the only way they can do so – but there are better alternatives.

    Using Gov.uk is a painfully slow experience, so we developed FleetCheck LicenceAssured to solve this headache for fleet managers and speed up the process.

    Using LicenceAssured you can check licences in bulk in a matter of minutes, set reminders so you never forget to check a licence, and most importantly, not have to worry about the compliance and GDPR side of things.

    General Uncertainty Around Compliance

    A lot of fleet managers are blissfully ignorant about the importance of checking their drivers’ licences, and therefore the risks involved with not checking them.

    If that’s you and you’re reading this, you should book a demo of FleetCheck LicenceAssured as a member of our sales team and explain exactly how easy it can be to check your drivers’ licences and mitigate the liability you’re currently exposing your organisation to.

    There are also a large number of fleet managers who know they should be checking their drivers’ licences, but simply do not have the time or resources to do it.

    If this describes you, then you’re in no better a position than the fleet managers who are unaware of their legal obligations to carry out checks.