QUEEN’S UNIVERSITY BELFAST
ESTATES DEPARTMENT
Vehicle and Driver Handbook
Contents
Executive Summary
Introduction
Responsibilities
University fleet vehicles
Authorisation to Drive
Disqualifications
Road safety
Seat belts / seat belt adjustments
Passenger Limitations
Drink and drugs
Smoking
Mobile phones
Time at the wheel
Good driving posture
Adjusting head restraints
Pregnant drivers
Loading and unloading/stowage
Towing
Parking and manoeuvring
Leaving your vehicle unattended
Driving for economy
Inclement weather conditions
Traffic fines and offences
Payment of fines
Notice of intended prosecutions
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Maintenance and Repairs
Vehicle safety checklist
Vehicle safety inspection procedures
Cleaning
Scratches, dents and malfunctions
Tyres, batteries and exhausts
Windscreen breakage
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Operational Matters
Vehicle Excise Duty (VED)
MOT
Driver Training
Reporting
Fuel Purchasing Arrangements
Fuel card / Account
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Insurance and Theft
Insurance cover
Insurance certificates
Insurance for other vehicles loaned to the University
Insurance for personal possessions
Insurance declarations
Theft claims
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Accident Procedures
Completion of accident report form
Claims involving third parties
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Appendix 1 – University Integrated Travel Policy
Appendix 2 – University Fleet Management Procedures
Appendix 3 – Vehicle Details Registration Form
Appendix 4 – Authorised Driver Registration Form
Appendix 5 – Vehicle Safety Checklist
Appendix 6 – Vehicle Disposal Form
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Executive Summary
This Handbook contains a number of policies, procedures and guidance for the local management and
safe operation of the University’s fleet. The following procedures summarised below should be
implemented by each School/Directorate:

Appointment of a Vehicle Control Representative – an individual responsible to the Head of
School/ Directorate overseeing the efficient and safe management of the fleet
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Registration of new vehicles or material changes to existing vehicles (see appendix 3/ page
15)
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Annual registration of authorised staff and students that are required to drive vehicles (see
appendix 4/ page 16)

Instructing authorised drivers to conduct and record vehicle safety checks prior to every use
(see appendix 5 / page 17)

Documenting the sale/ disposal of vehicles (see appendix 6/ page 19)
1
Introduction
The University’s fleet consists of vehicles within the following categories: cars, light commercial vans,
horticultural vehicles and road going and agricultural trailers. Policies and procedures outlined are also
applicable to hire vehicles and private vehicles used on University business (grey fleet).
The day-to-day management and running of this fleet represents a significant cost to the University,
and there is a need to effectively manage and minimise these costs through fleet management and
value for money procurement and operational procedures.
This handbook is the operational part of the University’s Integrated Travel Policy. It should be read in
conjunction with the:
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University Integrated Travel Policy (Appendix 1)
University Fleet Management Procedures (Appendix 2)
Manufacturer’s handbook for the vehicle
Authorised Drivers1 are required to comply with the terms and conditions of the policy in all respects
and sign a declaration to say that they have received, read and understand the requirements of the
Handbook (appendix 4). Authorised Drivers should, therefore, familiarise themselves with the
contents of all the documentation.
Responsibilities
University Fleet Vehicles
University vehicles are an expensive and important asset. Vehicle Control Representatives 2 must
complete a Vehicle Detail Registration Form for all new vehicles (see Appendix 3) to ensure that a full
register of all vehicles owned and operated by Schools/Directorates is available. Completed forms
should be sent to the Travel Plan Coordinator, and be resubmitted should any material changes occur
e.g. fitting a tow bar.
Please treat the vehicle with the level of care you would give it if you owned it yourself. This applies to:
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The way you drive and maintain the vehicle
How you incur any costs paid for by the University whilst using the vehicle
While the University accepts that fair wear and tear will happen as a normal part of the use of the
vehicle, any abuse of the fair wear and tear principle may result in disciplinary action or other
sanctions being taken against the Authorised Driver.
The presentation of the car should be indicative of how you and the University wish to be seen.
Authorised Drivers are therefore expected to:
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Keep the vehicle as clean as possible at all times
Immediately rectify accident damage or other faults
Treat all other road users with due courtesy
Authorisation to Drive
In order to drive any University vehicle or any other vehicle whilst on University-related business,
individuals must be authorised to do so by the Insurance Section, Finance Department. Individuals
must submit to the Vehicle Control Rep, annually every July, a completed ‘Authorised Driver
Declaration Form’ (see Appendix 4). By doing so, Authorised Drivers agree to:
Any Individual authorised to drive a vehicle owned or operated by the University and covered by the University’s insurance
policy is defined as an ‘Authorised Driver’.
2 An Individual, appointed by their Head of School / Directorate, to be the first point of contact with any School / Directorate
Authorised Drivers and responsible for ensuring day to day management and implementation of the Fleet Management
Procedures.
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2
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Supply a copy of their licence to be held securely by the Insurance Section along with the
Authorised Driver Declaration Form
The University, if necessary, cross referencing licence details including category
entitlements and endorsements.
It is essential to tell the Insurance Section whenever any changes occur to licence details including
endorsements, penalty points or change of name/address. It is also important that you:

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Report any circumstances that may affect your ability to drive legally (e.g. accumulated
licence endorsements which may result in a ban)
Comply with any regulations laid down by the DVLNI relating to any medical condition that
may affect your driving and the validity of your licence, such as a requirement to wear
spectacles or contact lenses for driving
Failure to fully disclose any relevant information may result in disciplinary action, on the grounds of
failure to obey a reasonable instruction.
Disqualifications
Drivers who lose their licences, due to a disqualification, should notify the Insurance Section
immediately and cease to drive any University vehicle.
Road safety
The University takes its obligations in respect of road safety and health and safety very seriously. In
terms of road safety, the University requires all Authorised Drivers on University business to:
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Observe all traffic regulations and legislation
Drive within the speed limits for any given road
Keep an appropriate distance from the vehicle in front
Take extreme care when overtaking
Have due regard for oncoming traffic when emerging at junctions and use vehicle indicators
appropriately
Consider other road users and pedestrians
Material failures of these requirements will be considered a disciplinary matter to be dealt with under
the relevant University procedures.
The University reserves the right to withdraw authorisation for any employee to drive University
vehicles in the event of prosecution of that employee for some certain serious types of driving offences.
These conditions apply to all staff grades.
Seat belts
Seat belts must be worn at all times, as detailed in the Road Traffic (Northern Ireland) Order 1995.
Seat belt adjustment
As an essential safety feature, seatbelts should be adjusted to each occupant of the vehicle,
especially for vehicles with multiple users. Authorised Drivers should follow these simple guidelines:
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Pull the latch plate across the chest and insert it into the buckle
The lap belt should be positioned as low as possible on the hip bones – not on the waist, then
tighten the belt to a snug fit across the lap by pulling the shoulder belt upwards
Vehicles with an adjustable shoulder anchor point should be positioned so the belt is across
the centre of the shoulder
Ensure that the belt is not twisted and under no circumstances pass the belt over the neck or
under the arms
3
Passenger Limitations
Authorised Drivers are forbidden from exceeding the manufactures’ limitation on the number of
passengers that are permitted to travel in the vehicle they are operating and must only carry
individuals whom are on University business.
In addition there are limitations on passenger types allowed to travel in a University vehicle including
hitchhikers, family members, babies, young children etc.
Drink and drugs
The University will not condone any employee driving, or attempting to drive, while unfit due to the
influence of alcohol or drugs. University policy also prohibits the use of any illegal/recreational drugs.
Care should be taken over the intake of medicines (whether prescribed or across-the-counter), as
many medicines may cause drowsiness or other conditions which make driving difficult.
Smoking
The University’s Smoking Policy states that smoking is not allowed in any University owned vehicle.
Authorised Drivers should also be aware that smoking in Scotland and the Republic of Ireland is
banned in light good and light commercial vehicles.
Mobile phones
The University expressly forbids the use of all mobile phones by Authorised Drivers at all times when
the engine is running and/or the vehicle is in motion. Hands-free kits or similar devices are only
acceptable if the phone is held in a ‘cradle’. Under the law, 'using' includes any activity where the
instrument is 'held' by the driver at any point during the making, conducting or ending of a call. The
definition of driving covers those at the wheel of a vehicle while on public roads (this includes all
University sites, car parks, lay-bys, etc.), while moving or stationary with the engine running.
All University phones are equipped with voicemail facilities. These should be used while driving, and
messages dealt with at your destination or during a rest break on longer journeys.
Time at the wheel
None of the University’s core business activities should require an Authorised Driver to be behind the
wheel of a vehicle for a period of time whereby the Authorised Driver could become fatigued.
To minimise the risk of accidents as a result of tiredness and driver fatigue, the following guidelines
should be followed:
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Authorised Drivers are advised to drive no more than 400 miles per day
Authorised Drivers should never drive more than two hours at a single stretch to avoid
fatigue
If a business journey is expected to extend beyond this time limit, plan to stop at an
appropriate and safe place for a break
If, at any time while driving you become drowsy, stop at the earliest opportunity and take a
break. Do not continue to drive if you feel tired and/or drowsy
Allow a minimum break period of 15 minutes before resuming your journey to provide
adequate refreshment and change in posture and field of vision
Where there are other Authorised Drivers in the vehicle, rotate the driving
Authorised Drivers should not make unnecessary journeys during periods of bad weather
(snow, ice and fog)
Where possible, Authorised Drivers should avoid exceptionally early morning starts,
particularly during winter
Authorised Drivers should not commence a journey if they:
o feel they are not fit to do so
o have been advised by their doctor not to drive
o are on medication that may affect their ability to drive safely.
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Good driving posture
Poor posture while driving can lead to time off work with back pain. To avoid this, Authorised Drivers
should ensure that they adjust the vehicle’s seat, following the tips below:
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The lower chest should come forward and up in order to relax the shoulder blades and back
Shoulder blades should be in good contact with the back of the seat. The lower spine should
not push into the back support
The back of the head should be one finger’s thickness away from the head restrain
Hands should be in the ten-to-two position
The steering wheel should be directly in front of the driver and the driver’s wrist should be
able to rest on the top of the wheel
Avoid head restrains which push the head forward (see below).
Adjusting head restraints
To avoid whiplash injuries it is important that head restrains are adjusted correctly. Authorised Drivers
should ensure that they adjust the vehicle’s head restraint, following the tips below:
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The centre part of the head restraint should be at least the height of the eyes or the top of
the ears
The restraint should be as close to the back of the head as possible
Do not drive with the head restraint removed.
Pregnant drivers
Pregnant women drivers must wear a seatbelt, unless their doctor certifies that they are medically
exempt as there is no automatic exemption. Pregnant drivers are urged to adhere to the following
advice and guidance when driving:
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Adjust the seat into which you are getting into or getting out of back as far as it can go to
maximise room
Ensure that you have two good handholds when entering or exiting the vehicle
Get assistance if entry or exit from the vehicle is difficult
When possible, ride as a passenger rather than drive to avoid potential contact with the
steering wheel or try to drive a vehicle that allows the most clearance between the steering
wheel and your abdomen
A lap-and-diagonal standard seatbelt is preferable to a lap-only belt
On a standard safety belt, always position the lap strap across the hips, fitting comfortably
under the bump
The diagonal strap should be placed between the breasts over the sternum around the side
of the bump
Ensure the belt ‘clicks’ home, as you may not be able to observe this
Never use the lap portion of the belt with the diagonal strap behind you, even if the diagonal
strap is causing discomfort (especially in later months)
If fitted the air bag should not be disconnected and remain operational
If driving for long periods take a break if the seatbelt or seating position gets uncomfortable
Ensure that the vehicle that you intend to use has no defects that might cause a breakdown
Ensure that you have a mobile telephone with you when driving
Ensure that you let someone know when you expect to arrive at your destination and inform
them when you have done so.
Loading and unloading/stowage
Authorised Drivers are responsible for ensuring that:
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Vehicles are loaded safely and securely
The total load is within the limits specified by the manufacturer
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Training will be given to those who are likely to be involved with loading and unloading to minimise the
possibility of back injury. If you have any concerns over the loads you have to move/handle with a
vehicle, raise the issue initially with your Vehicle Control Rep.
Towing
Before you drive any University (or other) vehicle with a trailer, you must ensure that you hold the
appropriate licence entitlement (B+E). Changes to DVLNI regulations mean that, since January 1997,
new drivers no longer have an automatic entitlement to drive a vehicle with a trailer. In these cases, a
separate test must be taken.
Authorised drivers must ensure that the Maximum Authorised Mass (MAM) of the vehicle and trailer do
not exceed the category entitlements. In general, the University has minimal requirement to use trailers
for its normal business activities.
In an emergency, the towing of a mechanically disabled vehicle that belongs to the University is
permitted, provided:
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It is for only a short distance to a place of safety
An adequate towrope is used
The driver of the vehicle being towed understands his/her obligation to 'keep suitable
distance' from the towing car and to use the brakes to maintain a slight tension in the
towrope
Parking and Manoeuvring
Authorised Drivers should exercise care when carrying out parking manoeuvres by:

making sure the space is:
o legal for the use
o large enough for the vehicle
o not obstructing another vehicle or walk/ driveway
o does not contain debris or glass etc which could damage the vehicle
o a secure location for the vehicle and the driver.
Consideration should also be given to the suitability of the space on return to the parked vehicle in
terms of darkness, security and other road users.
Leaving your vehicle unattended
It is a University requirement that vehicles are locked when left unattended, whether on or off
University premises. It is advisable to remove any items of value from the vehicle if it is left unattended
(e.g. cameras, tools, clothes and mobile phones). If this is not possible, it is important to cover or place
them out of sight.
Driving for economy
Fuel costs represent a significant part of the total cost of running the University fleet. It is University
policy to seek to minimise fuel use wherever possible. In addition to the obvious business
advantages, driving more economically makes a substantial improvement to vehicle emissions. To
improve vehicle efficiencies, Authorised Drivers should:
1. Drive smoothly - try to avoid harsh acceleration and heavy braking wherever possible to
minimise fuel consumption (erratic driving can increase fuel consumption by over 10%) and
prevent increased maintenance costs
2. Use the correct gear - selecting the incorrect gear can increase fuel consumption by more
than 25%
3. When starting from cold - drive off as soon as possible. Also avoid long periods of idling to
warm the engine – it wastes fuel and increases engine wear
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4. Maintain correct tyre pressures – under-inflated tyres can increase fuel consumption by 1%
per 2psi under inflation, per tyre
5. Avoid short journeys, where possible – during these journeys the engine does not reach
optimum operating temperature; this can double fuel consumption in the very short term, and
produces significantly more toxic pollutants if the catalytic converter has not heated through.
Walking short distances is free and cycling is a healthy form of exercise
6. Observe speed limits - in the first place to stay legal, but also travelling in excess of 70 mph
can use up an additional 30% more fuel than travelling at 50 mph
7. Save fuel - by switching off the engine when stationary in traffic jams
8. Remove roof racks, trailers etc when not in use. At 50 mph an empty boot mounted cycle rack
can reduce fuel economy by up to 50%
9. When safe to do so, switch off unnecessary electrical equipment such as heaters, air
conditioning, rear screen de-misters etc. They all increase fuel consumption
10. Plan all journeys - to reduce unnecessary mileage due to getting lost, to avoid traffic jams or
road works. Also plan journeys to avoid peak travel periods.
Inclement weather conditions
Authorised Drivers should use facilities such as AA Weatherwatch and local weather broadcasts to
warn them of impeding inclement weather conditions that might affect their journey and must not travel
if the advice is not to.
Traffic fines and offences
Authorised Drivers are required to declare, annually every July, any previous, current or forthcoming
prosecutions, summons or fines etc. as this may impinge on conditions of the University’s Fleet
Insurance.
Following the declaration, the Authorised Driver has a ‘duty’ to inform the Insurance Section of any
driving other offences accrued throughout the year.
Payment of fines
Authorised Drivers are personally responsible for the payment of any fines and associated costs
arising from prosecution for traffic offences, parking offences, congestion charges, speeding, a fixed
penalty and other driving offences incurred whilst on University business.
There are strict time limits for the payment of fines, outside which additional charges may be incurred.
Unless there is a clear and specific intention to appeal against the notice, it is in the interest of the
Authorised Drivers to pay immediately. The University will recharge any costs or fees incurred to the
employee.
Notice of intended prosecutions
It is essential that the Insurance Section is immediately informed of any notice of intended
prosecution, summons, etc whilst on University Business. Where necessary, such notices will be sent
to the insurance company, whom will deal with the matter.
Maintenance and Repairs
It is essential that all University vehicles are maintained to at least the standards and frequency set out
in the manufacturer’s handbook. Concerns regarding the mechanical condition of a vehicle or its
roadworthiness should be reported immediately to your Vehicle Control Rep.
Vehicle Control Rep’s must ensure that:
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Maintenance schedules are observed
The vehicle’s service book is completed by the servicing garage
A completed job sheet is provided and retained by the Vehicle Control Rep
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Vehicle Safety Checklist
It is a legal requirement that Authorised Drivers ensure the vehicle they use is in a road worthy
condition before every single use. This must be done by completing a Vehicle Safety Checklist (see
Appendix 5) prior to driving the vehicle.
Vehicle Safety Inspection Procedures
The Vehicle Control Representative is responsible for:
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Ensuring that each vehicle under their control contains a Vehicle Safety Checklist
The Vehicle Safety Checklist remains within the vehicle at all times
Returning completed forms to the Travel Plan Coordinator
Authorised Drivers are responsible for:
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Completing, before every single use, the Safety Checklist
Ensuring that the Safety Checklist remains in the vehicle
Immediately reporting to the Vehicle Control Rep any safety related defects
Cleaning
Authorised Drivers are responsible for ensuring that the vehicle is kept in a clean and presentable
condition, both inside and out, to promote a positive image of the University.
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The vehicle should be washed and cleaned at least once a fortnight
The interior bodywork, upholstery and carpets should be cleaned regularly
Scratches, dents and malfunctions
Authorised Drivers should keep the vehicle in good condition at all times. Fair wear and tear is
acceptable but does not include:
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Bodywork scratches and dents, other than small scratches and chips
Deep scratches on glass
Stains, burns or tears on seats, head-linings or carpets
Electrical equipment not in working order
Tyres, batteries and exhausts
Except in emergencies, all tyre, battery or exhaust replacement or attention should be arranged in
good time through your Vehicle Control Rep.
Authorised Drivers are responsible for keeping a careful watch on tyre wear. You must comply with the
law with regard to tyres and not use them when they are worn below permitted limits (currently a tread
depth of 1.6 mm across the whole width of the tyre tread). Tyres must be replaced BEFORE the tread
reaches the legal minimum; to provide a safety margin.
Windscreen breakage
Please report damaged or broken windscreens or other glass to the Vehicle Control Rep, who will
make necessary arrangements for repair or replacement. Some types of damage may be repaired
rather than entire windscreen replaced.
If the windscreen is replaced, please remember to recover the tax disc and affix it to the new screen.
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Operational Matters
Vehicle excise duty (VED)
Vehicles are taxed annually by the Insurance Section, Finance Department, whom hold a register of
all taxed vehicles and are responsible for arranging replacement tax discs. On receipt of a new tax
disc, the Insurance Section will post these out to the relevant Schools/Directorates.
It is a legal requirement that a valid tax disc is displayed clearly on the front windscreen. Authorised
Drivers must ensure that the tax disc on the vehicle is current, prior to driving the vehicle.
MOT
The Insurance Section also pre-arrange MOT tests. Authorised Drivers must not drive a vehicle that is
not covered (as necessary) by an MOT certificate. Following the MOT test, the Vehicle Control Rep
should pass the Certificate onto the Insurance Section for filing and safekeeping.
Driver training
The University, facilitated by the Safety Service, can train employees who drive on business. The
responsibility and costs for training rests with individual Schools/Directorates. You will be advised by
your Vehicle Control Rep / Head of School/Directorate of your participation in any courses considered
appropriate.
Reporting
All incidents, such as accident damage, involving a University vehicle covered by the fleet policy must
be reported to the Insurance Section. If appropriate, an accident report form should be completed,
available from the Insurance Section.
Fuel Purchasing Arrangements
Vehicle Control Reps must keep accurate records of fuel expenditure.
recognised methods for the refuelling of University vehicles:
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There are currently 2
Fuel card
Fuel account with a local petrol stations
Fuel Card
It is essential that all Authorised Drivers ensure that the garage forecourt records correctly the mileage
of the vehicle at the time of any fuel purchase. This figure can be used to crosscheck monthly mileage
returns.
Fuel Account
A number of accounts exist with several local petrol stations (often requiring pre-registration with the
account prior to fuelling; your Vehicle Control Rep will advise of local arrangements). It is essential
that all Authorised Drivers ensure that the garage forecourt correctly records the vehicle’s registration
mark (VRM) at the time of any fuel purchase. The VRM can then be used to collect and analyse
monthly returns and departmental vehicle usage.
Where possible, except in unforeseen circumstances, all University fleet vehicles should be refuelled
by means of one of the two options above.
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Insurance and Theft
Insurance cover
The University’s Finance Department, Insurance Section, is responsible for all University vehicle fleet
insurance. A policy excess of £500 applies. No University vehicles should be used other than for core
business or taken home by Authorised Drivers, as this will affect personal tax benefits and may affect
the insurance policy.
To register under this policy, employees must complete an Authorised Driver Registration form,
available from the Insurance Section. To be approved for insurance cover the employee must be:
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Over 21 years of age
Hold a current full driving licence
Be free from any accidents and convictions
Have three years driving experience with full licence
Have no penalty points
This policy offers comprehensive cover for five different categories of vehicles belonging to or hired or
loaned to the University:
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Goods vehicles
Motor vehicles
8 seater vehicles
Agricultural/Forestry vehicles
Vehicle constructed primarily as a tool
Drivers of hired or loaned vehicles are covered only if the Insurance section in the Finance
Department has been notified in advance. Minibus drivers must fulfil additional conditions, details of
which can be obtained from the Finance Department.
Staff should be aware that all insurance is subject to the insured taking reasonable precautions to
avoid the risk of loss. Authorised Drivers have a duty to be vigilant and exercise maximum care in
safeguarding University vehicles, equipment and property.
All claims arising must be notified to the Insurance Section immediately, preferably within 48 hours of
the incident giving rise to the claim. A condition of all insurances is that a fully completed claim form
with supporting information must be submitted to the Insurers within 30 days of the claim arising. For
other requirements or queries, please contact the Insurance Section of the Finance Department.
A summary of the University’s insurance cover is available from the Insurance Section, Finance
Department.
Insurance certificates
The current Certificates of Insurance are held by the Insurance Section. Generally, insurance
certificates are not released to Authorised Drivers.
If proof of insurance is needed, say in the event of an accident or traffic offence, then the Authorised
Driver involved should contact the Insurance section (tel. 9097 3020).
Insurance cover for vehicles loaned to the University
Vehicles loaned to the University must have appropriate insurance policies. It is a responsibility of the
School/Directorate who has taken loan of the vehicle to ensure that the loaning body have provided
adequate insurance for the vehicle.
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Insurance cover for personal possessions
Personal property is not covered under the University’s insurance policy. You should, therefore,
arrange private insurance cover for such items.
Insurance declarations
A University vehicle cannot be driven by someone who has at any time been previously disqualified
from driving, without the prior written approval of the insurers. This is arranged by the Insurance
Section, but it is your responsibility to ensure that this is obtained if necessary.
The Insurance Section is required to inform the insurer of Authorised Drivers who have:
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Been convicted of any driving offence connected with drinking and/or drugs
Been convicted of any dangerous or reckless driving offences
Committed an offence relating to driving without due care and attention
Under the terms of the University insurance, any change of circumstances involving a notifiable
disability or a conviction for driving offences, etc. must be reported to the Insurance Section in writing.
This includes the imposition of fixed penalty points on a driving licence. You are required to notify
your Vehicle Control Rep and the Insurance Section immediately of any of the above offences. Failure
to do so may result in disciplinary action.
Theft claims
In the event of a theft or attempted theft of property, accessories or spare parts from a University
vehicle, you should notify your Vehicle Control Rep immediately.
Accident Procedure
In the event of an accident, your primary concern should be for the safety of all parties involved.
Do not make any admission of responsibility. Give no information beyond that required by law (see
below).
Note the registration numbers of any other vehicle(s) involved, as well as the driver's name and the
name of the vehicle's owner. Try to obtain the names and addresses of any independent witnesses.
If your vehicle is involved in an accident, the following actions are necessary:
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Stop quickly but safely. Switch on the four-way hazard lights to reduce the chance of
someone else hitting you
Endeavour to obtain the names and addresses of any independent witnesses. Make notes
on the spot concerning the main details – time, place, circumstances, weather conditions,
registration number of vehicle(s) involved, etc.
In a damage-only accident, you have a legal obligation to exchange names, addresses and
registration numbers with the other drivers involved. If, for any reason, it is not possible to
exchange particulars at the scene, you must report the accident to the police within 24 hours
If any personal injury has been sustained, no matter how slight, and even if it is possible to
exchange particulars at the scene, you must report the accident to the police as soon as
possible and, in any case, within 24 hours of the accident
If you have been injured or feel any discomfort that might be attributable to the accident, it is
important that you consult a doctor to initiate a medical report in case of subsequent injury
claims
Completion of accident report form
Following any accident involving a University vehicle, Authorised Drivers must complete an accident
report form (copies available from the Insurance Section) regardless of whether or not there is any
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damage to the vehicle. The report should be checked by the Vehicle Control Rep and submitted to
the Insurance Section.
In order to improve occupational road risk management and to understand why a vehicle crash
occurred, Authorised Drivers maybe required to participate in a post-accident interview. The aim of the
interview is to assess the nature and cause of the accident and, if necessary, highlight and provide
driver training to mitigate further accidents.
Claim involving third parties
It is essential that the Insurance Section is immediately informed of any notice of intended
prosecution, summons, etc. Where necessary, such notices will be sent to the insurance company,
who will deal with the matter.
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Appendix 1
University Integrated Travel Policy
Queen’s University Belfast, with over 3,500 employees, is one of Northern Ireland’s largest employers,
and as such, contributes to transport impacts in and around the City. As part of its commitment to
improve social, economic and environmental sustainability, the University seeks to manage its travel
associated with core business travel, and where possible, travel by the University community.
In support of these principles, the University is committed to:

Reducing the impact of University related traffic on the environment and the local
community by encouraging staff, students and visitors to the University to travel by
sustainable transport modes, achieving this through an improvement in the choice and
viability of other sustainable transport modes

Improved management of all vehicles operated by the University to ensure a reduction in
operational/legal risk, value for money and an improvement in the environmental
performance of the University fleet

Improved management of business related travel, especially car travel and associated
mileage claims, through a review and revision of current business related travel policies
13
Appendix 2
University Fleet Management Procedure
This procedure seeks to improve the operational control and risk management of the University’s fleet
and ensure, where possible, that it offers Value for Money in respect of procurement, operational use
and disposal.
The Fleet Management Procedure provides the organisational structure for the implementation of one
of the principles of the University’s Integrated Travel Policy 2006, and sets out the following
procedures:
The Registrar is responsible for:


Providing the overall framework for advice and guidance to the University on vehicle fleet
management, through the Estates Department, whom will
Provide the authorisation systems for controlling the vehicle fleet, as well as the necessary
administrative systems for the provision of annual records for all the University’s fleet
Each School/Directorate is responsible for:


Overseeing the procurement and effective operation of all vehicles within their Departmental
control to ensure compliance with this Policy
The appointment of a Vehicle Control Representative, under the direction of the Head of
School / Directorate, who will be the first point of contact and be responsible for ensuring
day to day management and implementation of procedures
Each Vehicle Control Representative will ensure that:







All staff required to drive, complete every July, the Authorised Driver Declaration Form.
These forms should then be submitted to the Insurance Section, Finance Department
Complete an annual Vehicle Details Registration Form for any new vehicles that are
purchased/leased by the department (irrespective of funding source). Completed forms
should be sent to the Travel Plan Coordinator
Ensure that Vehicle Safety Checklists are readily available, regularly completed and
forwarded to the Travel Plan Coordinator at the end of each month
Any safety related defects should be reported and rectified immediately
Ensure all vehicles display current MOT and Vehicle Excise Duty licences
Ensure, in conjunction with all Authorised Drivers, that vehicles are maintained in a
roadworthy condition and maintenance is carried out in accordance with manufacturers
recommendations
Ensure that, in the event of an accident, theft or damage to a vehicle, all claims arising are
notified to the Insurance Section immediately, preferably within 48 hours of the incident. A
condition of all insurances is that a fully completed claim form with supporting information
must be submitted to the Insurers within 30 days of the claim
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Appendix 3
Vehicle Details Registration Form
Please complete the form below for all new vehicles operated by your School/Department. The completed
form should be sent to the Travel Plan Coordinator. The Vehicle Control Representative must resubmit this
should any material changes be made to existing vehicles.
Vehicle Registration Number:
Manufacturer:
Model:
Colour:
Engine Size (cc):
Fuel Type:
Fuel Procurement Method:
Vehicle Dimension (length/width):
Gross Vehicle weight:
Equipped for towing:
Official CO2 rating (available since ’99):
Grams CO2 /km
Original Registration Date (on V5 form):
Registered Owner details:
Current Mileage:
Mileage on Acquirement:
MOT expiry date (month):
Tax Disc Expiry date (month):
Radio Security Code (if applicable):
Address normally parked:
School/Department:
Faculty:
Form Completed by Vehicle Control Rep (print name and signature):
Checked by Head of Department (print name and signature):
Office Use
Date vehicle details amended/disposed:
Date form Received:
Please return to: Travel Plan Coordinator, Estates Directorate, Level 5, Administration Building
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Appendix 4
Authorised Driver Registration Form
Annually (every July) all University Authorised Drivers, including current and new members of staff, are
required to complete the form below. This form along with the driver’s licence (for a visual inspection)
must be submitted to the Insurance Section, Finance Department.
Driver / Licence Details (please complete in full)
Title:
First name:
Surname:
Job title:
Date of Birth:
/
/ 19
School / Department:
Work Address:
DVLNI / DVLA Driving Licence No:
Date Test Passed:
/
/ 19
Categories of Entitlement:
Details of Illnesses or Disabilities:
Motoring Accidents (please list all accidents in the last 5 years):
Date
(MM/YYYY)
Description of Accident
Approx
Costs (£)
Fault
(Y/N)
University
Business
related (Y/N)
Motoring Offences (please list all offences inc. pending convictions in the last 5 years):
Date (MM/YYYY)
Description of Offence
Fine/Ban/Penalty Points
Declaration
I have provided the necessary information in relation to the University’s Insurance Policy and agree to
immediately notify the Insurance Section should any of the above details change during the course of the
year. I also agree to the University being allowed to contact the DVLNI to verify the above information:
Signed:
Date:
/
/
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Appendix 5
Vehicle Safety Checklist – to remain in vehicle (
)
Authorised Drivers must ensure that the vehicle they use is in a road worthy condition before every single use. Any defects must be recorded and
immediately rectified through the Vehicle Control Representative. Completed forms must be submitted to the School/Directorate Vehicle Control
Representative.
Before every vehicle use, Authorised Drivers must inspect and record the items listed below. General guidance is provided on how to inspect each item. Tick
box if item is OK or mark X if there are defects and give details. Mark N/A if not applicable.
Date
Tyres
(i)
Seat
belts
(ii)
Front,
rear &
indicator
lights (iii)
Daily Use – Pre Checks
Horn
Brakes
Steering
(iv)
Checklist submitted by Vehicle Control Rep (
(v)
(vi)
Wipers /
washers
Clutch
Oil
Levels
(viii)
(vii)
Signature
User
Print Name
(ix)
) on:
/
/
Please return completed forms to: Travel Plan Coordinator, Estates Directorate, Level 5, Administration Building
17
Guidance on inspecting items on the Vehicle Safety Checklist
Tyres - inspect the tyres for severe under or over-inflation and for signs of wear and tear especially in the sidewall. A tyre depth of 1.6mm is the legal
minimum requirement. It is best practice to periodically (monthly) ensure that the tyres are inflated to the correct pressure recommended in vehicle
manufacturers manual
Seatbelts - check that seatbelts operate correctly and click into the locking system(s) firmly
Lights - turn on the lights, walk around the vehicle to ensure all lights are working and are equally bright, clean and have no water inside the lens. Get
assistance to check the brake and reverse lights. Checks should also be performed on the indicators and hazard lights
Horn - sound the horn to ensure it works
Brakes - check the operation of footbrake and handbrake and when coming to a stop notice how the pedal feels and listen for any unusual noises such as
screeching or grinding. Check the brake fluid level and Anti Lock braking system (ABS) light operation if fitted
Steering - if the steering is vague and heavy the tyres may be worn or under pressurised. Rock the steering wheel gently while watching the front wheel, there
should not be any noticeable delay between steering wheel and road wheel movement
Wipers/Washers - inspect the wiper blades for cracks or brittleness. If the wiper blades chatter or leave the windshield smeared, they should be replaced.
Check the washer operation and the fluid level. A uniform even spray that covers the entire windshield should be present
Clutch - observe any unusual clutch symptoms such as slipping (increase in vehicle revs) or juddering
Oil Levels - use the engine oil dipstick to ensure that there is sufficient engine oil by reading the oil slick level between the empty and full indicator marks
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Appendix 6
Disposal / Sale of Vehicle Form
Please use this form to notify the Insurance Section when a vehicle is disposed of, irrespective of the
disposal methods.
Vehicle Model:
_____________________________________________________
Vehicle Manufacturer:
_____________________________________________________
Registration Mark:
_____________________________________________________
Chassis No:
_____________________________________________________
Mileage:
_____________________________________________________
The above vehicle is being sold/ disposed of by Queen's University Belfast on the understanding that
the recipient of the vehicle will assume the obligation to take all necessary steps to ensure safety in its
operation and will ensure that the correct procedure of transfer of ownership is adhered to. The vehicle
has been examined by the recipient who is satisfied as to its condition. The University cannot accept
liability for any defect subsequently discovered.
Signed on behalf of Queen's University Belfast
Signature:
______________________
Date:
______________________
Print name: ______________________
If sold, please record the amount and payment details
Value (£):
______________________
Payment method: _________________
I (the recipient) accept the above vehicle on the foregoing University conditions
Signature:
_______________________
Print name: ______________________
Date:
_______________________
Contact No: ______________________
Instructions for completion
1. The University employee selling/ disposing of the above vehicle is responsible for ensuring
that the above details are recorded correctly
Please complete fully and return to:
Insurance Section, Level 3 Administration Building, Belfast BT7 1NN
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