5. Insurance, Foreign Use and Road Fund Tax

5.1 The University is responsible for insuring the vehicle – full details are given in Appendix 1.

5.2 Employees must not take the vehicle abroad without first contacting the University Insurance Office to confirm that the University fleet insurance policy will provide cover. In most circumstances, there should be no charge for foreign use; however, the insurer reserves the right to make a separate charge, payable by the employee, for using the vehicle in certain countries. The Insurance Office will forward a temporary certificate of insurance and European Accident Statement for the trip. The certificate of insurance must be returned to the Insurance Office within two working days of the employee returning to work after the return to the UK. It is the responsibility of the employee to ensure that all drivers comply with local laws when driving abroad.

5.3 Employees wishing to take their vehicle abroad will also need to obtain a VE103 document by contacting, at least 5 working days prior to travel, ALD Automotive on 01604 747046 Option 2. A nominal administration fee will be charged for this service. It is not permitted to take the vehicle abroad for more than 28 days.  The employee must also contact the University of Exeter Insurance Office prior to taking the vehicle abroad to confirm that the University fleet insurance policy will provide cover.

5.4 ALD Automotive will ensure that the road fund tax is paid and a current licence issued subject to a valid MOT being in place, where applicable. It is up to the employee to ensure that this is displayed and any fines for failure to do so will be paid by the employee.

5.5 Where the University is not indemnified by insurance cover, the employee will be liable to repay the University any amounts that it incurs as a result of third party action. This may be done by way of deductions from the employee’s net salary payments or they will be recoverable from the employee as a debt.

In this policy: