10. Miscellaneous

10.1 If the vehicle is used for business then where business mileage is incurred, this can be reclaimed at the car scheme rate shown on the University Finance Services website.

10.2 If the employee varies their use of the vehicle (causing a variation in mileage) then it is the employee’s responsibility to ensure that they do not exceed the contracted mileage or if they do so they must liaise direct with ALD Automotive to discuss a variation to the terms of their agreement. (The mileage can be modified as needed, up to 6 months before the end of the contract - an admin fee is payable for each variation).

10.3 Mobile phones and other hand held electronic information and communication devices should only be used in a vehicle when the employee is parked safely and legally. The employee must not use their device at any other time, including when they are stopped in traffic. Use includes: making or receiving calls, writing, sending or viewing text or picture/video messages, accessing the internet or sending or receiving emails or listening to voice messages. If the employee is using a hands free device then this should be fitted as stated by the manufacturer. Employees are reminded that they must drive safely at all times and only make or receive calls using a hands free device when it is safe to do so. Failure to do so will be treated under the disciplinary procedure as potential misconduct.

10.4 Employees have a duty to notify the University of any change of address.

10.5 Data Protection – by entering into this agreement the employee is agreeing to the University requesting or passing on personal information (and changes) about the employee to ALD Automotive, the University’s insurers or to certain third parties such as the DVLA or the police. ALD Automotive will contact the employee by mail/email/telephone for reasons connected to this scheme and for monitoring quality purposes only.

In this policy: