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Staff allowances and expenses.doc

  1. 1. Standard Lease Car Policy Document Information (does not change) Board Document Document Original Document Assured Review Library Type Subject Author By Cycle Reference HR_GOV_47 Policy Human Deputy HR Director Integrated 3 Years Resources Governance Policy Committee Version Tracking (updated for all subsequent versions) Version Date Revision Description Edit Ratification or Status1 1.00 2007-09-26 Version approved by the Board on 2007-09-26 AM Ratified 1
  2. 2. Standard Lease Car Policy: Version 1 Avon & Wiltshire Mental Health Partnership NHS Trust Standard Lease Car Policy 1 Purpose This policy sets out the arrangements for leasing cars to staff employed within Avon & Wiltshire Mental Health Partnership NHS Trust. It does not apply to Executive Directors (whose terms and conditions are established by the Remuneration Committee) or to medical staff (see Whitley Council Handbook for Hospital Doctors). The Trust recognizes that in order to provide mental health services certain jobs require that employees are mobile. The purpose of this policy is to offer an alternative to those staff that do not have access to a car for business use. The Trust wishes to encourage employees to consider the impact of car use on the environment. Before considering applying for a lease car, employees are asked to look at the possibility of using public transport for travel on Trust business. In some instances, the use of a bicycle or motorcycle may be possible and the Trust will promote such activity. However, the use of these other modes of transport must be balanced with health and safety and time considerations. 2 Requirements In order to be eligible for a lease car, an employee must: ♦ Meet the regular user criteria as set out in the Agenda for Change: NHS terms and conditions of service handbook (January 2005) – i.e. an employee must be required by the Trust to travel on NHS business (which does not include home to base travel) and, in so doing, either: • travel an average of more than 3,500 miles a year; or • travel an average of at least 1,250 miles a year and necessarily use their car an average of 3 days a week; or • spend an average of at least 50% of their time on such travel, including the duties performed during the visits; or • travel an average of at least 1,000 miles a year and spend an average of at least four days a week on such travel, including the duties performed during the visits. ♦ Have a full current and valid UK driving licence. ♦ Provide fully comprehensive motor insurance cover against all risks for business and private use. A Certificate of Insurance must be provided to the Lease Car Accountant annually in order to confirm that the vehicle is fully insured. ♦ Select a car that is fit for the purpose of the job (employees are asked to take public opinion into account concerning the provision of lease cars when selecting a car). Based on an individual's previous driving and accident record, the Trust reserves the right to refuse an application for a lease car. The Trust does not require any employee to take a lease car if they would prefer to use their own car. Document Location: Board Library on SharePoint : Page 2 of 19
  3. 3. Standard Lease Car Policy: Version 1 3 Allowances Eligible employees will receive an allowance towards the cost of a lease car based on their estimated annual business mileage. These rates are shown in appendix A and may be reviewed from time to time. The lease contract cost is based on provision of the car, its maintenance, service, tax disc, breakdown cover and administration of the scheme. The allowances are based on regular user allowances for different levels of business mileage. The allowances cover the proportion of the lease contract cost that relates to business mileage but the employee is required to contribute to the cost of using the car for non-business mileage. For the purposes of calculating the allowance due from the Trust it has been assumed that the lease car is an average manual 5 door hatchback with 1.4 litre petrol engine (such as Ford Fiesta, Renault Clio, Volkswagen Polo etc). This specification is the Trust’s “base car” and all calculations are based on the costs associated with this base car. An employee may select any make and model of lease car (subject to some minor exceptions detailed below) but if the car chosen has a larger engine or higher specification than the base car, the employee must bear the associated increased cost themselves. All employees with a lease car can claim an allowance for fuel. The fuel allowance is calculated on a rate per business mile and is claimed by filling out the Trust’s usual monthly travel claim form. The current rates can be found on the Trust’s intranet. The rates are reviewed annually (based on the base car) and are adjusted to take account of significant changes in fuel costs. The Trust reserves the right to alter these allowances if there are changes to car related legislation. However, such changes would only take effect at the end of each employee’s current lease car contract. 4 Tax implications When a company car (such as a lease car from the Trust) is made available for the private use of an employee a “benefit in kind” value is calculated in relation to the car. Income tax is then liable based on this “benefit in kind” value. The “benefit in kind” value for a full year is obtained by multiplying the price of the car for tax purposes (in most cases, its list price plus accessories) by the “appropriate percentage”, where the “appropriate percentage” is based on the car’s approved C02 emissions figure. There are some supplements and reductions to take account of different fuels. The C02 emissions figure can be found at the website www.vcacarfueldata.org.uk and further information on the “benefit in kind” value and income tax implications (including a calculator model) can be found at the Inland Revenue website www.hmrc.gov.uk. The Trust is unable to give advice on personal taxation – such advice should be sought from the local tax office. Confirmation of tax liability from HM Inspector of Taxes is recommended before acceptance of a quotation for a lease car. 5 Length of lease contract and early termination The employee and the Trust will sign a three year lease contract. Terminating a lease contract during the three year lease period incurs penalty payments. These Document Location: Board Library on SharePoint : Page 3 of 19
  4. 4. Standard Lease Car Policy: Version 1 are calculated as follows: In year one of the lease – 5 months of the total annual lease cost In year two of the lease – 3 months of the total annual lease cost In year three of the lease – 1 month of the total annual lease cost If the employee becomes ineligible to have a lease car during the contract period they and their line manager must notify the lease car accountant immediately. Each case will be considered individually, and in some circumstances (for example if the ineligibility is only temporary) it may be considered appropriate to allow the lease contract to continue until the end of the lease period on the same terms and conditions. In a number of circumstances, however, it will be appropriate for the lease contract to end. The lease contract may be ended at the Trust’s cost in the following circumstances: • Long term sickness absence • Death • Involuntary redundancy • Ill health retirement • Employee no longer eligible for lease car due to change of position through Trust instigated redeployment or relocation • Employee no longer eligible for lease car due to changes in the travel requirements of the position, where those changes are outside the employee’s control The lease contract may be ended at the employee’s cost via a salary deduction in the following circumstances: • resignation • dismissal • voluntary redundancy • planned retirement • loss of driving licence • employee no longer eligible for lease car due to voluntary appointment to a new post • employee no longer eligible for lease car due to voluntary attendance of approved training • loss of use of car through theft or accident (employee’s insurer will normally settle with lease company direct to cover penalties - employee will be charged insurance excess via a salary deduction) Before ending a contract at either the Trust’s or the employee’s expense the Trust will seek to minimise any costs by reassigning the vehicle wherever possible. At the end of the contract if the employee remains ineligible they will not be able to enter into a further lease car contract. 6 Terms of Lease Contract A copy of the full current lease car contract is attached at Appendix A. Some key points of interest are summarised below but for a full understanding of the terms and conditions of the lease car contract potential applicants should refer to Appendix A. Document Location: Board Library on SharePoint : Page 4 of 19
  5. 5. Standard Lease Car Policy: Version 1 Contracted mileage Employees contract to travel an estimated amount of business mileage and a fixed total mileage over the lease period. The minimum total mileage is 30,000 miles and the maximum total mileage is 75,000 miles. The employee must monitor the total mileage traveled and inform the Trust if it is expected to exceed the contracted amount. It may be possible to negotiate a variation to the contract but where this increases the total lease cost the Trust will recalculate the allowance and the employee’s contribution based on whether the increase is due to increased business mileage or increased private mileage. If the employee returns the car with a mileage count exceeding the contracted total mileage the employee will be charged for all excess mileage costs attributable to private mileage. The excess private mileage will initially be calculated as the difference between the total excess mileage and the excess business mileage (calculated as total business mileage recorded on travel claims for the period of the lease less contracted business mileage). If the excess private mileage was due wholly or in part to action taken by the Trust (for example redeployment or relocation) this will then be taken into account when calculating the excess mileage costs that the employee should bear. Employees contribution to the cost of the lease contract The employee will commit to pay any monthly contribution towards the lease car as a salary deduction. There will be an annual review of the business mileage claimed and if an employee’s business mileage is expected to, over the course of the lease, place them in a different allowance band then this will be discussed with the employee and their line manager. If appropriate the allowance and the employee contribution will then be recalculated and implemented for the remainder of the lease. Maintenance of the car The lease contract includes full maintenance and servicing in accordance with the manufacturer's schedule, repairs, replacement of tyres (through normal wear and tear), batteries, exhausts, etc. Employees are responsible for familiarizing themselves with the servicing requirements and the manufacturers warranty and then arranging the necessary appointments with the designated service centre following approval by the lease company. Any repairs/replacements necessary as a result of deliberate abuse or neglect by the employee will need to paid for by the employee. Leaseholders should bear in mind that they will be personally liable for the car's roadworthiness as if they were the owner of the vehicle. At the end of the lease contract the employee must deliver up the vehicle to the Trust in good repair and condition with fair wear and tear the only exception to this. Any charges made to the Trust by the lease company for damage classed as non-fair wear and tear, or because servicing requirements have not been met, will be charged to the employee via a salary deduction. Car related offences Lease car users are required to report any caution, fine or endorsement incurred by themselves or other named drivers to the lease car accountant. Lease car users must pay all parking, speeding and other car related fines themselves. If, for Document Location: Board Library on SharePoint : Page 5 of 19
  6. 6. Standard Lease Car Policy: Version 1 example through not paying within the allotted deadline, there is an administration charge passed from the lease car company to the Trust, this charge will be passed on to the employee via a salary deduction. Loss of driving licence The lease contract will be ended at the employee’s cost via a salary deduction when an employee has lost their driving licence. In addition, in the event that an employee who is required to drive on official business is disqualified from driving, it is the responsibility of the line manager to ascertain whether the employee can continue to carry out the full requirements of the post. If this is not possible, the Trust will endeavour to identify alternative employment for the period of disqualification (no pay protection arrangements will apply in this instance) but has no responsibility to do so. At the end of the disqualification period, if the employee is required to drive as part of their role the Trust may require the employee to undertake additional driving tuition. It should be noted that disqualification might lead to action under the Trust's Disciplinary Procedure in certain circumstances. 7 Procedure Any employee wishing to consider applying for a lease car should discuss their eligibility with their line manager. If it is agreed that the employee is eligible for a lease car, the employee should contact the Trust’s Lease Car Accountant stating that they wish to consider a lease car under the Trust’s standard scheme. The Lease Car Accountant will advise on costs of lease cars, but will not give tax advice. Having selected a lease car, the employee is advised to seek guidance on the tax implications of the chosen car from the Inland Revenue. Applicants should ensure that they have read both this policy and the lease car contract that they will be required to sign (Appendix A to this policy) before applying for a lease car. If the employee wishes to proceed, application should be made on a standard form (Appendix B to this policy). 8 Appeal Any appeal should be undertaken through the Trust’s Grievance Procedure. 9 Review This policy will be reviewed in the light of any changes to company car taxation or after three years of implementation whichever is the sooner. Issue Date: September 2007 Review Date: September 2010 Julie Thomas Director of HR and OD Document Location: Board Library on SharePoint : Page 6 of 19
  7. 7. Standard Lease Car Policy: Version 1 Appendix A Allowance rates as at January 2007 Annual business mileage 3000 miles or below – annual allowance of £1,000 Annual business mileage between 3001 and 6000 miles – annual allowance of £1,700 Annual business mileage over 6000 miles – annual allowance of £2,300 Rate of reimbursement for fuel in respect of business miles claimed – all engine sizes – 10p per mile. Document Location: Board Library on SharePoint : Page 7 of 19
  8. 8. Standard Lease Car Policy: Version 1 Appendix B AVON & WILTSHIRE MENTAL HEALTH PARTNERSHIP NHS TRUST STANDARD LEASE CAR SCHEME CONTRACT AGREEMENT 1. This contract agreement is between the Avon & Wiltshire Mental Health Partnership NHS Trust (referred to as “the Trust” from now on) and the employee named below. This contract agreement outlines the terms and conditions governing the leasing of the car, whose registration and details are given below, from the Trust to the Employee. This contract is valid for three years from the Commencement Date given below. This contract must be signed by the Employee before a lease car is delivered to them. CONTRACT COMMENCEMENT DATE EMPLOYEE ADDITIONAL DRIVERS CAR REGISTRATION CAR MAKE CAR MODEL SPECIFICATION TYPE FUEL ENGINE SIZE GEARING LEASE COMPANY EMPLOYEE ANNUAL CONTRIBUTION EMPLOYEE MONTHLY CONTRIBUTION CONTRACTED BUSINESS MILEAGE CONTRACTED NON-BUSINESS MILEAGE CONTRACTED TOTAL MILEAGE Document Location: Board Library on SharePoint : Page 8 of 19
  9. 9. Standard Lease Car Policy: Version 1 2. The Employee hereby commits to pay the Trust the Employee Annual Contribution quoted above every year for the three years of this contract. The Employee hereby authorises the Trust to deduct the Employee Monthly Contribution from any remuneration and/or superannuation benefits due to them from the Trust. In the event of monthly remuneration from the Trust falling below the Employee Monthly Contribution (for example during unpaid leave, sick leave or maternity leave) the Employee hereby commits to paying the Employee Monthly Contribution either on receipt of a monthly invoice from the Trust or through a one-off additional contribution once remuneration from the Trust recommences. If no further remuneration is then paid by the Trust the Employee hereby commits to paying the outstanding Employee Monthly Contributions on receipt of an invoice from the Trust. 3. The Employee hereby commits to remain within the eligibility criteria of the scheme as outlined in the Standard Lease Car Policy. If the Employee becomes ineligible during the contract period they must notify the Trust immediately. Action will then be taken in accordance with the Standard Lease Car Policy. 4. The Employee hereby commits to return the car at the end of the contract period with no more than the Contracted Total Mileage on the clock. The Employee must monitor Total Mileage and has a duty to inform the Trust if it is expected to exceed, even slightly, the contracted amount. In this case the Trust will try and negotiate a variation to the contract to take into account the increased mileage. This may mean an increase to the total lease cost. The Trust will recalculate its allowance and the Employee Monthly Contribution based on whether the increase is due to increased business mileage or increased private mileage. The Employee must submit monthly travel claims in line with the Trust’s usual claim procedure giving information on business mileage covered. If the Employee returns the car with a mileage count exceeding the Contracted Total Mileage the Employee hereby commits to paying all excess mileage costs attributable to private mileage incurred by Avon & Wiltshire Mental Health Partnership NHS Trust upon termination of the Hire Agreement or upon the agreed transfer of the vehicle to the Employee’s new Employing Trust. The excess private mileage will be calculated as the difference between the total excess mileage and the excess business mileage (calculated as total business mileage recorded on travel claims for the period of the lease less Contracted Business Mileage). If the excess private mileage was due wholly or in part to action taken by the Trust (for example redeployment or relocation) this will then be taken into account when calculating the excess mileage costs that the employee should bear. 5. The Employee must not sell, assign, rehire, charge, or part with possession of the vehicle except as authorised under the following terms and conditions. The act or omission of any person authorised by the Employee to use the vehicle shall for the purposes of this Agreement be deemed to be the act or omission of the Employee. 6. (a) The Employee may request either at the time when the vehicle is ordered, or at any subsequent time, subject to the written approval of the Lease Car Accountant, the addition of any accessories approved by the Leasing Company of the vehicle or extras to the standard specification. These will then be added to the vehicle at the Employee’s expense by the dealer approved by the Leasing Company. The Employee will not be entitled to remove from the vehicle, either before or after the expiry of the period of hire, any such accessories so fitted except with the written approval of the Leasing Company. Document Location: Board Library on SharePoint : Page 9 of 19
  10. 10. Standard Lease Car Policy: Version 1 (b) Except as permitted in sub-Clause (a) above, no accessories may be fitted to the vehicle. (c ) Any caravan, boat or trailer must be towed only in accordance with all legal requirements relating thereto and the manufacturers specification. 7. (a) The vehicle may be used only by the Employee and Additional Drivers named on this contract except where authorised by the Lease Car Accountant to do so. (b) Any person using the vehicle must hold a full current UK driving licence. In the event of the Employee or other person authorised under sub-Clause (a) of this Clause ceasing to hold a current driving licence the Employee must immediately notify the Lease Car Accountant of this fact in writing. (c ) The vehicle may be used only by the Employee in the course of his employment with the Trust, or by the Employee and any person authorised under sub-Clause (a) of this clause for social, domestic, or pleasure purposes and for no other purposes unless agreed in writing by the Lease Car Accountant. (d) The Employee must not use, or permit to be used, the vehicle in breach of sub- Clause (a), (b) and (c) of this Clause, nor for hire reward, competition, trials or pacemaking. The vehicle must not be used for driving tuition. (e) Insurance The Employee shall be responsible for arranging fully comprehensive Insurance against all risks for both official mileage and domestic and pleasure mileage and to produce to the Lease Car Accountant annually a copy of the Certificate of Insurance in order to confirm that the vehicle is fully insured and the policy is in force. (f) The Employee must not take the vehicle outside the United Kingdom unless he has given prior notice in writing to the Lease Car Company and has received written notification both from the Lease Car Company and his/her own insurers. 8. The Employee must observe in relation to the vehicle the standard of care of a careful owner, and in particular must:- (a) Notify the Supplying Dealer of any faults upon delivery, and report to the Lease Car Accountant in writing any serious faults which appear during the period covered by the Manufacturer’s Warranty, which have not been satisfactorily dealt with by an appropriate Dealer. (b) Ensure that routine servicing and maintenance are carried out at the time and/or mileage service intervals recommended by the Manufacturer by the Supplying Dealer or such other garage as the Lease Car Accountant may approve in writing (“the Servicing Contractor”) and report to the Lease Car Accountant in writing any defects not rectified by the Servicing Contractor. (c ) Report promptly to the Servicing Contractor any defects or symptoms of defects which are not rectified in the course of routine servicing. (d) Permit persons so authorised by the Lease Car Accountant to inspect the vehicle upon being given reasonable notice of their intention to do so. Document Location: Board Library on SharePoint : Page 10 of 19
  11. 11. Standard Lease Car Policy: Version 1 (e) Co-operate with the Lease Car Accountant in obtaining the benefits of any warranty or guarantee given to the Trust or the Leasing Company upon supply of the vehicle. Except in cases of emergency the Employee must not incur expenditure which would otherwise have been recoverable under warranty or guarantee. (f) Keep the vehicle clean and at regular intervals check and maintain all oil and other fluid levels and tyre pressures. Undue wearing of or damage to tyres must be reported to the Lease Car Accountant immediately, and the vehicle must not be used unless the tyres conform to all relevant legal requirements. The Employee will not change the vehicle’s tyres and battery without the consent of the Lease Car Accountant. (g) Take all precautions against frost damage and ensure that the anti-freeze content within the engine coolant system is of adequate strength. (h) At all times to park the vehicle in such a manner as to minimise the risk of damage or theft and to endeavour to keep the vehicle secured. The vehicle must not be left parked on a public highway overnight without good reason, and the Employee must inform the Lease Car Accountant of any permanent change of address at which the vehicle may be garaged or kept. (i) Bear the cost of leaning as above. (j) Not alter, modify or remove any parts from the vehicle, nor change any of the identification marks or numbers, without prior consent in writing of the Leasing Company. (k) Conform to the recommendations and instructions contained in the Manufacturer’s handbook as to running in speeds and use of the vehicle, and otherwise. (l) Not overload, overwork or otherwise subject the vehicle to stresses for which it is not designed, nor use the same to carry goods for which it is not suited. (m) Observe all legal requirements regarding the use and possession of the vehicle and exercise all reasonable care in keeping the same in good condition both mechanically and otherwise, and avoid loss of or damage to the same whether upon the public highway or elsewhere. (n) Pay any fines for the unlawful parking of the vehicle during the period of hire and indemnify all other bodies or persons who may be obliged to meet with fines, together with any administration charges levied. (o) Pay for all petrol, diesel, oil, anti-freeze and other fluids required to maintain the Manufacturer’s recommended levels between the services of the vehicle. (p) Each and every month submit a correctly completed and authorised travel claim in line with the Trust’s usual travel claim procedures detailing all business miles travelled by the vehicle during the particular month. (q) Notify the Lease Car Accountant as soon as reasonably practical of any defect or failure of the odometer or mileometer attached to the vehicle in which event the Trust may in its absolute discretion estimate unrecorded mileage upon the average distance covered during the last complete year before such failure or defect was discovered and such other relevant information as it chooses to consider. Document Location: Board Library on SharePoint : Page 11 of 19
  12. 12. Standard Lease Car Policy: Version 1 (r) Ensure that the vehicle is available at all times whenever required for the performance of the Employee’s official duties. 9. (a) The Trust will be responsible for the cost of servicing the vehicle in accordance with the Manufacturer’s recommendations, mechanical or electrical repairs, and replacement of tyres, batteries, exhaust and other parts, except as follows:- (i) Where the need for repair or replacement arises by virtue of any breach of the terms of this Agreement by the Employee (when the Employee will be responsible); or (ii) Where in the opinion of the Leasing Company it would not be economical to repair the vehicle. (b) The Employee must familiarise him/herself with the Trust’s instructions for dealing with repairs to the vehicle whether arising by virtue of an accident or otherwise and comply with the same. The Employee does not have authority to commit the Trust to expenditure for repairs. (c ) If during the period of hire the vehicle becomes unroadworthy for two consecutive working days the Trust will use its best endeavours to provide a replacement vehicle until the vehicle has been put into a roadworthy condition. Notwithstanding that the replacement vehicle may differ to any respect from the vehicle originally hired, The Employee’s obligations to make the hire payments to the Trust under this Agreement will remain the same. (d) Subject to the payment of hire payments the Trust will meet the cost of a vehicle excise licence and a valid Ministry of Transport (MOT) test certificate where necessary. The Employee must not use the vehicle without a requisite excise licence or MOT Certificate. (e) Should any modifications be required by Law to the vehicle the Employee shall on the direction of the Lease Car Accountant immediately arrange for the same to be carried out and the cost shall be shared between the Employee and the Trust in the proportion by which they respectively contribute to the monies paid under the said Leasing Agreement so far as the cost is not borne by the Leasing Company thereunder. 10. If any of the following events occur the Trust will be entitled to terminate the Hire Agreement forthwith:- (a) The cessation of the Trust’s entitlement to possessions of the vehicle under its Agreement with the Leasing Company. (b) The vehicle for whatever reason becoming in the opinion of the Leasing Company uneconomical to repair and/or to maintain. (c) The loss whether by theft or otherwise of the vehicle for three consecutive months. (d) The termination of the Employee’s contract of service with the Trust whether by virtue of death, voluntary resignation, dismissal, redundancy, retirement or otherwise. (e) The Employee commits any breach of the terms of the Hire Agreement, express or implied. Document Location: Board Library on SharePoint : Page 12 of 19
  13. 13. Standard Lease Car Policy: Version 1 (f) Any meeting of the Employee’s creditors is called or the Employee commits any act of bankruptcy or any attempt be made to levy distress against the vehicle be made by reason of the Employee’s indebtedness. (g) Prolonged absence by the Employee from his/her official duties. (h) Failure to pay monies due to the Trust from the Employee under this Agreement within seven days of the same becoming due. (i) The Employee becoming disqualified from holding or for any reason ceasing to hold a valid licence entitling him/her to drive a car. (j) In the absence of any of the aforementioned events, the expiry of the period of hire specified above, or any extensions of the same. IMPORTANT 11. (a) Upon termination of the period of hire the Employee must immediately deliver up the vehicle to the Trust in good repair and condition (Fair wear and tear only excepted) and free from defects other than those already notified by the Employee to the Trust. (b) The Employee shall ensure that the vehicle has been inspected by the Leasing Company Representative in THE PRESENCE OF THE EMPLOYEE AND THAT THE EMPLOYEE SIGNS AND AGREES THE DEFECT REPORT. (c) The Employee shall pay to the Trust any costs required to put the vehicle in good repair and condition as aforesaid. (d) The Employee shall pay to the Trust any payments which the trust is required to make, or losses which it suffers, by reason of early termination save only in the event of such early termination being by reason of the Employee’s death, ill health, taking maternity leave or involuntary redundancy. (e) In default of delivery of the vehicle upon termination, the Trust will be entitled without notice to retake possession of the vehicle and all costs and expenses incidental to the recovery of the vehicle incurred by the Trust must be repaid to the Trust by the Employee. (f) In the event that the Employee wishes to oppose termination:- (i) The Employee shall be entitled to apply for renewal of this Agreement which renewal may be granted in the absolute discretion of the Trust only and, (ii) The Employee shall at any time on or before the termination of this agreement have the option to purchase the vehicle at a price to be fixed by the Leasing Company and upon payment of any monies that may be due to the Leasing company or the Trust as a result of early termination of the agreement. 12. The Employee must take all reasonable steps to keep the vehicle free from any distress for rents, tax, executions or other legal process, and if for any reason the same is (whether under legal process or not) seized or taken out of his/her possession or control the Employee must immediately so inform the Lease Car Accountant. The Employee will indemnify the Trust for any loss to it so arising. Document Location: Board Library on SharePoint : Page 13 of 19
  14. 14. Standard Lease Car Policy: Version 1 13. Save as expressly provided in this Agreement the Trust do not supply the vehicle with or subject to any warranty express or implied by Statute or otherwise as to capacity, age, quality, state, condition or fitness for any purpose whatsoever. SIGNATURE OF EMPLOYEE _________________________________________________________________________ DATED _________________________________________________________________________ OCCUPATION _________________________________________________________________________ Document Location: Board Library on SharePoint : Page 14 of 19
  15. 15. Standard Lease Car Policy: Version 1 Appendix B - Application Form for Standard Lease Car Scheme Avon & Wiltshire Mental Health Partnership NHS Trust Contract Vehicle Hire Scheme Application Form Please use BLOCK CAPITALS THROUGHOUT Part 1 – Particulars of Applicant Name Preferred Title MR / MRS / MISS / MS / DR Home Address Post Code Home Phone Number Job Title Contracted Hrs per wk Base Ward/Department Work Address Post Code Work Phone Number Mobile Phone Number Estimated Annual Mileage – Business Estimated Annual Mileage - Private Estimated Annual Mileage - Total Do you currently have an AWP lease car? YES/NO If yes, which Lease Company is car with Document Location: Board Library on SharePoint : Page 15 of 19
  16. 16. Standard Lease Car Policy: Version 1 Car – Make & Model Car - Registration Number Termination Date of Contract Part 2 – Eligibility You must meet the eligibility criteria set out in the relevant Lease Car Policy. Please tick as appropriate: I confirm that I am eligible for the Executive Directors Lease Car Scheme I confirm that I am eligible for the Consultants Lease Car Scheme I confirm that I am eligible for the Standard Lease Car Scheme in line with the criteria set out in the Standard Lease Car Policy, and reproduced below as points 1-4: 1. I meet the regular user criteria as set out in the Agenda for Change: NHS terms and conditions of service handbook (January 2005) – i.e. I am required by the Trust to travel on NHS business (which does not include home to base travel) and, in so doing, either (please delete as appropriate): • travel an average of more than 3,500 miles a year; or • travel an average of at least 1,250 miles a year and necessarily use their car an average of 3 days a week; or • to spend an average of at least 50% of their time on such travel, including the duties performed during the visits; or • to travel an average of at least 1,000 miles a year and spend an average of at least four days a week on such travel, including the duties performed during the visits. 2. I have a full current and valid UK driving licence, which has been held for a minimum of 12 months. 3. I will provide fully comprehensive motor insurance cover against all risks for business and private use. I will provide a Certificate of Insurance to the Trust annually in order to confirm that the vehicle is fully insured. 4. I will select a car that is fit for the purpose of the job (employees are asked to take public opinion into account concerning the provision of lease cars when selecting a car). Document Location: Board Library on SharePoint : Page 16 of 19
  17. 17. Standard Lease Car Policy: Version 1 Part 3 – Particulars of car required Please note - If your chosen vehicle is not readily available, you will be informed and offered comparable alternatives. Make Renault Model Clio Spec Expression Type Hatchback No of Doors 5 Engine Size 1.5i Fuel Diesel Gearbox- Manual Man/Auto /Automatic Exterior Colour Black Intr Trim Colour Standard dark interior Give details of manufacturer’s factory fitted options required – the cost of these options will be added to the lease Metallic paint Give details of all other accessories, including dealer fit options - the user will be required to meet these additional costs direct with the dealer. No accessories must be added to the vehicle without the express permission of the manufacturer / leasing company Part 4 – Particulars of main and other drivers No. of years full Full name of user driving licence held Main driver Other Other Please note a photocopy of the driving licences (for the new driving licences both the licence Document Location: Board Library on SharePoint : Page 17 of 19
  18. 18. Standard Lease Car Policy: Version 1 and the counterpart, on two separate sheets) must be attached to this application form. This applies for all nominated drivers of the car. Part 5 – Employee’s Declaration Any quotation given for your Contract Hire Vehicle is as accurate as can be possibly given at the time, but it should be borne in mind that there are factors which could alter this between then and the delivery of the vehicle e.g. price increases, taxation, interest rates etc. Therefore the price quoted although in good faith, cannot be confirmed until notified by the Finance Department upon delivery of the vehicle. I have received a quotation for the costs of taking on a vehicle under this lease and I understand that in accordance with the statement above, the costs will be finalized upon delivery of the vehicle. I understand that by making this application I agree that the costs of this vehicle will be deducted from my salary on a monthly basis over the period of the lease. I understand that if I terminate the lease early I will be responsible for paying the costs of early termination and that this may be deducted through payroll. I understand that I will be responsible also for funding any excess costs charged at the end of the lease related to excess mileage, excess wear and tear etc. I also understand that I must arrange my own fully comprehensive car insurance, including business use. I, the employee, accept the above and agree to proceed on this basis. Signed Date (Employee) This form should now be passed to your manager Part 6 – Approval For Completion by Manager Delete 1 or 2 as appropriate 1) I certify that: • the applicant meets the lease car eligibility criteria as set out in the lease car policy for the Standard Lease Car Policy; and • that the car requested is suitable for the applicant’s duties; and • that the business mileage is in line with my expectations of the applicant’s role; and • that the costs should be charged to the cost centre given below. 2) I certify that the applicant qualifies for the Consultants’ Scheme and receives a lease car allowance as indicated below. The costs should be charged to the cost centre given below. £ Lease Car Allowance Signed Date Name Document Location: Board Library on SharePoint : Page 18 of 19
  19. 19. Standard Lease Car Policy: Version 1 Job Title Cost Centre Code Account Code 4560 Cost Centre Description For completion by Personnel Manager Delete as appropriate I confirm that the applicant is eligible for the Standard Lease Car Scheme or Consultants Scheme and should receive a lease car allowance as indicated above: Signed Date Name Job Title For Completion by Lease Car Accountant I certify that that I have costed this proposal in accordance with the lease car costing policy. Signed Date Name Job Title The costing calculations should be attached to this form For completion by Finance Director I approve / do not approve the leasing of this vehicle Finance Director’s comments Signed Date Once approval has been given the vehicle will be placed on order by the Lease Car Accountant, Jenner House, Langley Park Estate, Chippenham, Wiltshire SN15 1GG, telephone 01249 468038, fax 01249 468001. Document Location: Board Library on SharePoint : Page 19 of 19

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