The Council shares with the employee responsibilities for his/her health, safety and wellbeing at work as well as that others are not put at risk by employees’ work related activities, including driving. 

If an employee drives his/her vehicle in the course of their work, even for one-off journeys, they must ensure the driver and vehicle information in YourHR is up-to-date. 

This page provides information required to ensure this information is current including guidance on adding, amending and checking driver and vehicle details, how to obtain and upload DVLA licence summary as well as guidance so managers can check and verify driver details.  

1. Driving on Council Business Requirements

The basic DVLA requirements are:

1. Hold a full and valid UK Driving Licence
2. Meet the legal eyesight and appropriate medical standards
3. Have not been convicted or any motoring offences which have not been declared to your line manager
4. Do not have endorsements which prevent you from driving
5. Are eligible to drive the type(s) of vehicles you may be asked to drive (including minibuses and trailers)

2. Using a Private Vehicle

If you are using a private vehicle at all in conjunction with work, you must ensure that:

1. The vehicle is registered with the DVLA
2. You have a valid road tax for vehicle
3. You hold a valid MOT certificate (if required)

In order to ensure your compliance with all these requirements and in doing so, help ensure your safety and that of other road users and pedestrians you may come into contact with, you must ensure before you drive at work, including occasional and one off journeys, regardless of who owns the vehicle, that you have provided the following for verification once a year:

1. DVLA Licence Summary (this replaces the need to check your physical Driving Licence)
2. Certificate of Insurance (which must include business use)
3. Vehicle Registration Certificate (V5C), if the vehicle is less than 3 years old (from date of first registration)

The following will also be checked with the DVLA on an annual basis or as required to ensure the vehicle you are driving is free of known defects and is legally able to drive on the public road:

4. The vehicle has a current MOT, (if vehicle is more than 3 years old (from date of first registration)
5. The vehicle has current road tax

Please Note – The way we record, manage and check your eligibility to drive on Council business has changed as of April 2017.  YourHR will replace the various spreadsheets and databases previously held by services to create a centralised driver record for all staff that drive in the course of their duties under a single monitoring and control system. 

3. Responsibilities of Employees

Regardless of whether the employee has access to YourHR or not, it remains the employee’s responsibility to ensure that their driver and vehicle information is current and up-to-date and has been verified at least once a year.

4. Responsibilities of Employee’s Service

The Business Support teams within each Directorate will continue to manage driver and private vehicles information for those staff without access to YourHR.  Staff without access to YourHR must provide their Business Support team with a valid DVLA Check Code to allow their DVLA Summary to be uploaded to YourHR. 

5. Mileage Reimbursement

From 1 June 2017, no business mileage will be reimbursed to any member of staff whose required documentation is not available, expired of who has not had a verification check within the preceding 12 months. 

Relevant Documents

• Adding Amending Driver Vehicle Details
• Driving on Council Business
• How to Check your Vehicle Details MOT & Road Tax
• How to Obtain & Upload DVLA Licence Summary
• Driving at Work Guidance – Council Vehicles (V2 – 28/7/21)

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