Grey fleet is a term used to identify those vehicles that are employee-owned vehicles and used on company business. The management of grey fleet travel plays an important part in supporting three key policy areas of Occupational Health and Safety (OH&S).
Managing the duty of care to employees driving for work is a legal requirement, and this includes employees driving their own vehicles for work. The OH&S legislation clearly states that ‘It shall be the duty of every employer to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all employees.’
The reality is that if an organisation provides a vehicle, in any way shape or form, or owns the task that is being undertaken, then the organisation owns the duty of care responsibility.
Taking on board the following recommendations is a good way to ensure your grey fleet is safe, cost-effective and accessible for all of your employees.
1. Measure grey fleet use
The first step towards developing a grey fleet policy should be to establish how and why employees use their own cars for business.
Getting quality data is a critical first step. You are not going to be able to control the grey fleet until you understand what the journeys are, so you cannot then put alternatives in place. Never underestimate the power of telematics for your organisation.
2. Consider alternate travel options
Once the type and length of journeys have been determined, an organisation can then put in place appropriate alternative measures, such as pool cars, car clubs or daily rental vehicles.
Employees should avoid unnecessary travel and, instead, transfer essential travel to more sustainable modes of transport other than driving, such as public transport, walking or cycling
3. Set minimum vehicle requirements
Employee-owned vehicles are often much older than company cars, which means they may lack modern safety equipment as well as being less fuel efficient.
A grey fleet policy should outline the minimum vehicle standards that employee-owned cars must meet for the following: minimum Euro NCAP safety ratings, vehicle age, emission levels, required safety features and essential breakdown cover
4. Outline driver expectations
Each driver should provide evidence of a valid and clean driving licence, as well as details of insurance and breakdown assistance cover.
All drivers should be properly inducted into the fleet safety policies and practices of the organisation, and their risk level assessed and managed.
5. Manage enforcement
Once the grey fleet policy has been formulated, it is important that it is communicated to employees at all levels. Keeping track of all records and data for all employees is a must.
If possible storing your grey fleet driver and vehicle documents on a fleet management software system is a great way to easily identify employees whose documents are out of date or are about to expire.
More info on AfMA’s grey fleet management can be found in our exclusive Member Resources section. For more information about AfMA membership please send us an email here.