Appendix 1: Insurance

Cover

1. The University will arrange comprehensive insurance cover for the vehicle under a fleet insurance policy.

2. Very limited cover is provided in respect of loss or damage to personal property in the car and individuals are advised most strongly to make their own arrangements for cover of this nature.

Drivers

3. Insured drivers will be the employee, their partner and close family members (children) with no age restrictions. Insured drivers must have the same residence as the employee. The employee must hold a full driving licence; additional drivers may drive the vehicle with a provisional driving licence provided they are appropriately accompanied.

Use

4. The policy covers the use of the vehicle by the employee for social, domestic and pleasure purposes only, including commuting to and from work, and for University business travel by the employee.

5. The policy covers the use of the vehicle by the partner and close family members of the employee for social, domestic and pleasure purposes only, including commuting to and from one permanent place of work (which may not be connected with the University). The policy does not cover business travel by close family members of the employee.

6. The vehicle must not be used for: hire, reward, driving tuition for commercial gain, racing rallies, speed or time trials, hill climbs or any form of competition; any purpose for which the vehicle is not designed; any unlawful purpose or in any contravention of any status or regulation.

7. The employee must not lend, let or hire, sell, assign, transfer, change, dispose or part with control of the hired vehicle, or attempt to do so.

8. The employee must not carry inflammable, toxic, corrosive, explosive or hazardous substances in the vehicle. The fleet insurance policy provides no cover for the transit of research equipment and /or IT equipment in connection with University business; however the University Insurance Office can arrange cover, if required.

9. Trailers and caravans – the policy will cover third party claims involving trailers/caravans. Damage to the trailer/caravan is not covered under the University fleet insurance policy. Drivers are advised to insure their trailer/caravan separately.

Excess

10. This insurance policy contains a standard excess of £250 for accidental damage, fire and theft excess. Windscreen replacement/repair claims are subject to an excess of £50. Windscreen repairer/replacement must be carried out by a company approved by the insurers.

11. The following additional excesses apply:

Drivers under 21 years: £250
Drivers under 25 years: £150
Drivers over 25 years with a provisional licence or with a full licence for less than one year: £100

12. The excess payment is the responsibility of the employee, regardless of fault. By participating in this scheme, the employee is agreeing that the University can recover any excess charges paid by the University in respect insurance claims from their monthly salary payments. (Such salary deductions will not be subject to Salary Exchange; that is they will be made after the application of statutory deductions.) Otherwise the employee will be required to pay any excess charges in full on demand from the University and those costs will be recoverable as a debt. Where the University fleet insurer makes a full recovery of its outlay from the third party insurers, the University Insurance Office will attempt to recover the excess from the third party and, if successful, repay this to the employee. The Insurance Office will make all reasonable efforts but cannot guarantee success.

13. The excess payable by the employee in the event of a claim is subject to review from time-to-time in line with the terms of the University insurance arrangements. Details of the current excesses are available on request from the University of Exeter Insurance Office. Any changes to policy excesses will be communicated to the employee.

Miscellaneous

14. The employee does not earn an individual no claims discount entitlement under the University fleet insurance policy. Subject to no claims occurring during the lease period, however, the University fleet insurer will, on termination and on request, provide a statement confirming the period the employee has been covered claims free. This may be accepted by most insurers as equivalent to proof of no claims discount. It is recommended that a record of no claims discount earned prior to signing the Salary Exchange Car Scheme agreement is retained for future reference.

15. The insurance policy can be viewed in the University of Exeter Insurance Office on request.

16. If the car is stolen, damaged or an accident occurs involving the car, the employee must contact the University of Exeter Insurance Office at the earliest opportunity. The employee must provide full details of any accident, damage or theft and comply with any instructions arising from any accident, claim or proceedings.

Risk Management Procedures

17. To comply with risk management policies and insurance arrangements:

(a) The employee must produce a copy of their driving licence at the commencement of the scheme and at other times at the request of the University and sign an annual declaration in accordance with a procedure determined by the University. Driving licence details for other drivers of the vehicle may also be requested by the University at any time.

(b) The employee should, without delay, declare to the University any medical conditions of any driver who may use the vehicle with the knowledge of the employee that, at any time, may affect his/her licence or ability to drive.

(c) The employee much also advise the University, without delay, of any conviction or licence restriction that occur during the period of the agreement, for any driver who may use the vehicle with the knowledge of the employee.

(d) The University reserves the right to refuse an application to join the Salary Exchange Car Scheme should the University fleet insurer not be willing to offer insurance cover at its standard terms due to the individual circumstances. The University also reserves the right to require the employee to undergo driver education in the event of a declining accident record and/or increasing points earned with the ultimate sanction to withdraw the employee from the scheme. (In the event that the University exercises its right to withdraw the employee from the scheme under this paragraph, the termination charges in paragraph 9 of the Salary Exchange Car Policy will be met by the employee.)

(e) The employee should at all times comply with any advice/guidance issued by the University regarding business use of vehicles, particularly with regard to driver safety and rest breaks.

(f) The vehicle is primarily for the use of the employee and should be available for use in connection with the business of the University at all times.