Keeping our eyes on the road - your driver handbook - TCi (GB) Ltd
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your driver
handbook
keeping our
eyes on the
road.
TCI/GB/DRH/R84/RV005
1
what’s inside.
• Summary of driver responsibilities
• Driver responsibilities and standards
• Maintenance and care of vehicle
• Safe driving
• Reporting accidents and insurance
• Using the Checkedsafe app
2
Name
Signature
Date
3
“Everyone at TCi
(GB) Ltd has a
responsibility for
maintaining our
driving standards.”
4
what’s it all about?
Summary of driver responsibilities • Make sure all vehicles are correctly
loaded
Driving is one of the key risks for our people
and our main carbon footprint impact; • Report any damage or defect to your
therefore it’s important to stay safe and vehicle via the Checkedsafe app
environmentally conscious.
• Tiredness is a major factor in road
• Only drive on company business once incidents
authorised to do so
To avoid tiredness whilst driving:
• Act as an ambassador for TCi (GB) Ltd
when driving • Make sure you have sufficient sleep
• Report any road traffic incident you are • Take breaks to eat and drink regularly
involved in, irrespective of damage, via the
Checkedsafe app • Take breaks as recommended within this
handbook
• Report relevant medical conditions to the
HR Manager (and the Driver and Vehicle • Take care when driving after a large meal
Licensing Agency (DVLA) for UK drivers if as this can contribute towards tiredness
required)
• Avoid maintaining the same posture for
• Do not drive if under the influence of alcohol long periods during the journey
or drugs (including certain prescribed
medication) • If you begin to feel drowsy, stop at the
earliest and safest opportunity, have a
• Do not smoke in any vehicle being used strong coffee and if possible a 20 minute
for company business; this includes (no longer) nap
e-cigarettes
• When possible avoid driving between
• Drive in a safe and environmentally 10:00pm and 6.00am
responsible manner at all times
References
• Only drive when necessary and ensure the
journey is effectively planned to include rest Head Office
breaks as appropriate T: +44 (0) 1237 470 288
E: logistics@tcigb.co.uk
• Use all safety related equipment at all times
(i.e. seatbelts) Driver Vehicle and Licencing Agency
(DVLA)
• Do not use your mobile phone while driving. T: 0300 790 6802
Mobile phones should be placed out of W: www.dft.gov.uk/dvla
sight in the glovebox and only used or
checked at designated stops
• Inspect your vehicle on a daily basis to
ensure it is in a roadworthy condition
5
Sensible Standards
Driver responsibilities and standards • Epilepsy/fits or blackouts
Who can drive? • Repeated attacks of sudden disabling
To drive on TCi (GB) Ltd business you must giddiness
be over 19 years of age, have a valid driving
licence for the type of vehicle you drive. Once • Diabetes controlled by insulin or tablets
you have completed your online FORS training
and eye test, and your driving licence has
• An implanted cardiac pacemaker or
defibrillator
been copied to file and electronically checked
with the DVLA, you will be authorised to drive • Parkinson’s disease
pending your manager’s permission.
Authorisation from TCi (GB) Ltd’s insurance • Narcolepsy or sleep apnoea syndrome
department will be required for the following:
• Persistent alcohol misuse or dependency
• Drivers with nine or more current points
• Persistent drug misuse or dependency
• Drivers with a previous ban in the last five
years • Ever experienced a major or minor stroke
• Any driver with more than one previous • Undergone any type of brain surgery, or
driving ban of any length had severe head injury involving in-patient
treatment, or a brain tumour
Driving responsibly
• Any other chronic neurological condition
When driving on company business you are
an ambassador for TCi (GB) Ltd. As such, you • A serious problem with memory
are expected to drive responsibly, showing
courtesy to other road users, pedestrians and • A severe learning disability
clients at all times.
• Serious psychiatric illness or mental ill-
Driving licences health
As a driver on company business, your licence • Any persistent limb problem for which your
will be checked on a regular basis. You must driving has to be restricted to certain types
produce your licence details on request. of vehicles or those with adapted controls
Failure to do so may result in your entitlement
to drive being removed and potential
disciplinary action.
Medical conditions
If you have one or more of the medical
conditions below, or have a condition that
makes you unfit to drive, you must inform your
line manager and for UK drivers, the Drivers’
Medical Unit, DVLA Swansea:
6
Sensible Standards
Eyesight
You must be able to satisfy the requirements of
local traffic laws when driving, i.e. to be able to
read a number plate at a distance of 20.5m in
good daylight, using glasses or contact lenses
if necessary. You must inform your line man-
ager (and the DVLA for UK drivers) if you have
the following visual impairments:
• Total loss of sight in one eye
• Any condition affecting one or both eyes,
(not including short or long sight or colour
blindness)
• Any condition affecting your visual field
(the surrounding area you can see when
looking directly ahead)
You are required to undertake a retest every 3
years.
References
DVLA
www.dft.gov.uk/dvla/
The Highway Code for UK drivers
www.direct.gov.uk/en/TravelAndTransport/
Highwaycode/index.htm
The Health & Safety at Work etc Act 1974
http://www.hse.gov.uk/legislation/hswa.htm
Highways Act 1980
https://www.legislation.gov.uk/ukpga/1980/66
7
Sensible Standards
continued
Drugs and alcohol Company vehicle opt out
Driving your vehicle under the influence of If you are given the option to opt out of the
alcohol or drugs is against the law. Some company car scheme and receive a cash
prescription and over-the-counter drugs can allowance, you are expected to:
impair driving ability, so remember to check
with your GP or pharmacist for any side effects • provide a valid insurance certificate with
associated with such medicines. cover for business use, a V5 certificate or
log book and an MOT or relevant vehicle
You must also be aware of the morning-after test certificate where applicable;
effects associated with alcohol consumption.
You have a responsibility to inform your • provide road tax for your vehicle;
manager if you are unfit to drive for the stated • complete and sign a licence checking
reasons. Driving on company business while mandate to enable an electronic licence
under the influence of alcohol or drugs will lead check with the DVLA;
to disciplinary action.
• drive a vehicle of an age and mileage
Use of a company vehicle that’s in line with the replacement profile of
A company vehicle is permitted mostly for the fleet management procedure;
TCi (GB) Ltd business use and for personal • comply with the ‘authorised to drive’
use where authorised. It is not permitted for process;
hiring, racing, pace-making, speed testing,
competitions, rallies or trials whether on public • ensure that the vehicle is in roadworthy
roads or private land. condition at all times and is maintained
in accordance with manufacturer
Private use of a company vehicle will result in recommended guidelines;
tax implications for the driver and the business.
• allow the car to be subject to routine
checks as required to ensure it is in a
roadworthy condition; and
Reported via
CheckedSafe?
NO Inform Line • report all incidents immediately that
Manager occur while the vehicle is being used for
business purposes to your line manager
(further details on reporting incidents can
be found on page 15).
Line Manager Own vehicle use
YES
to coordinate
action and Employees using their own vehicles for
inform admin business journeys must ensure they have
business insurance and an MOT or relevant
vehicle test certificate, and maintain the vehicle
in a roadworthy condition at all times. Routine
Logistics Action use of your own vehicle requires compliance
notified complete with the driving authorisation process and
automatically drivers must provide details of their vehicles to
TCi (GB) Ltd on request.
8
Sensible Standards
Road traffic convictions and fines Taking your company car abroad
Following any conviction or fine for driving- No vehicles are to be taken abroad without
related offences, you must inform the HR prior consent from TCi (GB) Ltd Head Office.
Manager within 24 hours of the occurrence or
notification. If you lose your licence through Before taking your company car abroad, UK
disqualification for a driving-related offence, drivers will require VE103 documentation
where a licence is required to carry out your which can be obtained from our fleet provider
duties, TCi (GB) Ltd will review your ongoing All European drivers should contact the local
employment in line with disciplinary procedures. fleet provider to comply with local legislation.
A copy of the motor insurance certificate must
Driving fines and penalty charge notice are not also be obtained. You should ensure you have
reimbursable. If you do not tell TCi (GB) Ltd of any equipment or fittings (such as spare bulbs,
any driving-related offences, disciplinary action warning triangle, first aid kit, headlight beam
may occur. Attempting to drive on company deflector) required by the regulations of the
business while disqualified will be treated as country you are visiting.
gross misconduct. Where TCi (GB) Ltd has paid
the fine, the driver will be required to reimburse You will bear all costs relating to the use of
the fine and administration fee through salary the vehicle while it is abroad, i.e. additional
deduction to TCi (GB) Ltd. insurance, oil, fuel, breakdown, etc.
Vehicle security
You must take care to avoid your vehicle being
stolen, broken into or tampered with. To ensure
vehicle security:
• Park the vehicle in well-lit areas during the
night and avoid parking in places where
the vehicle cannot clearly be seen, both
during the day and at night
• Keep all doors locked when re-fuelling and
while loading and unloading
• Make sure the immobiliser/alarm is
activated where fitted
If you have a laptop, PC, sat-nav or other
valuable items of work equipment, do not leave
them on view while the vehicle is unattended.
You may be liable for the cost of replacing
company equipment stolen from the vehicle
where this was not stored safely or securely.
9
moving you in
the right direction
Maintenance and care of vehicle Smoking is not permitted in any vehicle that is
being used for company business; this includes
You are responsible for ensuring the vehicle is e-cigarettes.
in a roadworthy condition whether the vehicle
is company or privately owned whilst on Fuel
company business. Please make sure that the
following are checked on a daily basis before It is your responsibility to maintain adequate
commencing your journey: levels of fuel in your vehicle at all times,
and also to exercise care when refuelling to
• Tyre tread depth is above the statutory make sure the correct fuel type is used. If you
minimum – 1.6mm do use the incorrect fuel do not, under any
circumstances, start your vehicle. Contact
• Tyre pressure is in accordance with the Head Office immediately and advise them
manufacturer’s guidelines of the issue. You may be liable for any costs
• Oil and water levels associated with incorrectly fuelling your vehicle.
• Brakes, lights and wiper blades are in If you have a company fuel card then you must
good working order and screen wash provide the vehicle registration number and
levels are maintained mileage to the cashier with every fuel purchase.
You must check that the mileage, registration
You should refer to the manufacturer’s details and amount are all correct before you
handbook where necessary. For company sign the receipt. If they are incorrect, notify
vehicles, all defects must be reported to head the cashier and ask for the transaction to be
office via the Checkedsafe app. cancelled and re-entered. It is important to
Seatbelts must be worn by the driver and any guard against fraudulent use and you must
passengers at all times while the vehicle is ensure the card is kept safe at all times.
being driven – this is the law. Please note
All fuel transactions need to be recorded via the
Checkedsafe app.
Servicing of vehicle
TCi (GB) Ltd is responsible for ensuring all
vehicle are serviced in accordance with the
manufacturer’s schedule. You will be advised
in advance of required service dates, however
in addition all company vehicle and van
drivers should contact Head Office to arrange
replacement tyres, batteries, exhaust, damaged
windscreen, etc. when required.
For privately owned vehicles, you are
responsible for ensuring your car is in a
roadworthy condition at all times and serviced
in accordance with the manufacturer’s schedule
to ensure reliability.
10safe driving
Safe driving or video conferencing? Or can the journey
reasonably be made via public transport?
Vehicle induction and risk assessment
It is your responsibility to familiarise yourself If the journey is necessary, the following
with all relevant vehicle controls. Your line guidance applies:
manager will work with you to make sure
that the risks when driving are assessed and • Be aware of the risks when driving if you
reduced as far as is reasonably practicable. feel tired or unwell
This will include ensuring: • Do not drive under the influence of alcohol
or drugs
• driving licences are checked regularly • Take time to check your vehicle is
to ensure they are in accordance with roadworthy by following the vehicle
requirements to drive; maintenance guidance in this booklet
• only authorised drivers drive on company • Do not overload your vehicle. Follow the
business; manufacturer’s guidelines and ensure
all loads are adequately secured prior to
• vehicles are fit for purpose and maintained starting your journey
in a safe condition; and
• Plan your route before you set out,
• significant risks are controlled and estimate how long the journey will take,
reviewed on a regular basis. and schedule intended rest stops where
needed. Leave plenty of time for the
Planning the journey journey
Planning your journey in advance will make it • Managers must not ask drivers to achieve
safer and less stressful, especially where the unacceptable deadlines resulting in the
drive is long or on unfamiliar routes. Before potential for both excessive speed and
driving, ask whether the journey is necessary driving hours
Can the outcome be achieved via telephone • Be aware of potential adverse weather
conditions during the journey and consider
the actual need to make the journey,
e.g. in difficult winter conditions (see the
‘Driving in poor weather’ section in this
booklet)
• Sit comfortably with a good posture,
make sure you are familiar with all of the
11Safe Driving
continued
Tiredness and rest periods Vehicle load security
Driving when tired may affect your response Ensure internal and external loads are secured
times, judgement, hazard perception and before commencing a journey to allow safe
ultimately the ability to make safe driving transportation and unloading.
decisions. You should take a 15 minute rest
break in every two hour driving period. Prevention of overloading
Stop, and leave the vehicle to change your You are responsible for ensuring your vehicle is
posture and get some fresh air. If you feel tired not overloaded when in use. Your line manager
during a journey, park in a safe location and will make sure that you are informed of the
sleep for 5–20 minutes. Be aware that driving safe working load of your vehicle and that you
between 12.00am and 6.00am (when your body have received appropriate guidance on the
rhythm naturally prompts sleep), when you are prevention of overloading.
hungry (when blood sugar levels are low) or
immediately after a heavy meal may lead to
tiredness when driving.
12Safe Driving
Motorway driving Driving in poor weather
Join the motorway carefully by matching • Before travelling, be aware of the potential
your speed to traffic in the left-hand lane of for adverse weather conditions and only
the motorway and entering when a safe gap travel if absolutely necessary
appears
Follow vehicles at a safe distance by leaving
• Ensure you always have the right
equipment (de-icer, scraper, glass cleaner,
a two second gap between your vehicle and screen wash) to clear the windscreen of
the one in front. Remember to increase the snow and ice
distance in poor weather
• Keep emergency equipment (torch,
gloves, blanket, etc.) in the vehicle when
• Use your indicators and remember adverse weather is forecast and ensure
‘mirror–signal–manoeuvre’ when driving your mobile phone is fully charged
• Overtake only when necessary and do so • Leave longer for your journey to allow
with care extra time to reach your destination
• Give way to others and remember it’s not • Rain, ice and snow will increase stopping/
a race braking distances – so decrease your
• Leave the motorway safely by checking speed
mirrors, signalling and manoeuvring well • Use your fog lights and dipped headlights
before the exit while driving in fog
• Do not stop on the motorway unless in an • Be aware of the effects of high wind on
emergency your vehicle and on other road users
• If you begin to feel tired, come off the • Accelerate and brake slowly, taking care
motorway and find a place to stop and rest on bends in snow and ice
before continuing
• When there is snow and ice, set off in
second gear and stay in higher gears as
you drive as this reduces wheel spin and
reduces the risk of losing control
• Keep to main roads as they are more likely
to be gritted and if you have any problems,
you are less likely to be isolated for long
periods of time
13Safe Driving
continued
Environmental considerations Reference
• Vehicle emissions account for around 90% For more information contact:
of TCi (GB) Ltd’s carbon footprint so fuel
efficient driving is critical in reducing our logistics@tcigb.co.uk
environmental impact. The following tips
will help you to be fuel efficient, save costs
and improve our carbon footprint:
• Avoid unnecessary mileage – ensure
the journey is necessary and you have
planned your journey effectively (see the
‘Planning the journey’ section). Consider
car sharing as an option when travelling to
a meeting
• Avoid high speeds – fuel efficiency
decreases significantly at speeds over 58
miles per hour
• Drive smoothly – smooth driving saves
fuel and lowers vehicle emissions. You
should accelerate slowly, change to
higher gears at the lowest possible speed,
accelerate gently if you have an automatic
transmission, and avoid harsh braking.
Use of cruise control will also improve fuel
efficiency
• Use the air conditioning only when appro-
priate – it has an impact on the vehicle’s
fuel efficiency
• Ensure tyres are inflated to the correct
pressure – under-inflated tyres can
increase fuel consumption by up to 5%.
Avoid sudden starts and stops which
increase wear on your tyres, and avoid
rough roads and potholes where possible
• Ensure you are not carrying any unnec-
essary weight – (e.g. roof rack, golf clubs
in the boot) as this can increase fuel
consumption
14responsible reporting
Reporting incidents and insurance If details cannot be exchanged for any reason
(other vehicles involved failed to stop or
You must report any road traffic incident in someone has been seriously injured) you must
which you are involved while on company inform the Police immediately.
business – whether you drive a company
vehicle, commercial vehicle or private car. Take photographs of the incident scene with a
The incident should be reported immediately, camera or smartphone (if available), or make
irrespective of damage, to our Head Office, via a brief sketch showing the position of vehicles
the Checkedsafe app before and after impact.
Company vehicle drivers should contact Head
Office who will arrange for vehicle recovery and
temporary replacement where necessary. The Also note:
incident should be reported immediately in all • any nearby road signs;
cases. You are also responsible for informing
your line manager, within 24 hours of the • the condition of the road surface;
incident, who will arrange further investigation • weather conditions and lighting at the time
as appropriate. Immediately following the of the incident; and
incident, first ensure your personal safety and
the safety of your passengers. In the event of • the number of passengers in other
injuries or fire, contact the emergency services vehicles involved in the incident, where
immediately. appropriate.
Remember, only do this if it is safe to do so.
You must do the following after the incident: If there is any doubt about the condition of your
vehicle, do not drive it. Arrange for breakdown
• Provide your name and (business/person- recovery via the number displayed within the
al) address to those who have reasonable vehicle or page 20 of this handbook, or if you
grounds to ask for it are the owner, via your private breakdown
• Exchange vehicle and insurance details recovery provider.
• Collect names and contact details of third Refer all enquiries from anyone representing
party witnesses the third party (i.e. insurance company or solici-
tor) or any member of the public to Head Office
• Contact the Police in the case of personal or third party claim handlers.
injuries
References
• Fill out the Checkedsafe Bump Card with Incident reporting:
your driver details and hand to the third UK – T: +44 (0) 1237 470 288
parties involved
You must not admit liability for the incident
15Vehicle Checks
Checkedsafe vehicle compliance app TCi start of duty check
TCi operates a daily vehicle check system Before driving a TCi vehicle each day, a start of
provided by Checked Safe Compliance duty check must be carried out
Solutions
Vehicle checks can be undertaken using a
smartphone (Android OR iOS) and sync to
our account whenever a wifi connection is
available.
Vehicle checks/reports MUST be made:
• Every day before start of You will be prompted to take a photograph of
service the vehicle showing the registration plate before
you can proceed to the checks
• When taking over the vehicle
from another driver
• When fuel is purchased
• If a defect occurs during
service
• In the event of an accident (if
and when it is safe to do so)
16Vehicle Checks
The app will prompt you to enter details Daily driver handover check
regarding the condition of the vehicle and
operation of driving aids, lights, oil, washer fluid If you are taking over the driving of a vehicle
etc. Should an item fail, you have the option to from another TCi employee who has already
enter a reason and photograph evidence completed a start of duty check, you MUST
complete a driver handover check. This is
Once complete, choose ‘submit’ to save your a quick check to confirm the mileage and
check. It will sync to the server whenever you condition of the vehicle.
are next connected to wifi or GSM.
N.B. Should you fail to complete your start of
duty checks, follow-up action will be taken as
follows:
Checked Safe Logistics/Line
NO
completed? Manager
YES Repeat of
previous?
NO
YES Once complete, choose ‘submit’ to save your
check. It will sync to the server whenever you
Reminder
Referral to are next connected to wifi.
Drive on! sent to
HR
individual
17Vehicle Checks
continued
Fuel & mileage record Incident/accident bump card
TCi (GB) Ltd owned and leased vehicles should To be completed in the event of an incident
have a fuel card for use ONLY with that vehicle. WHEN IT IS SAFE TO DO SO.
Whenever fuel is purchased, the fuel amount The bump card report will prompt you to
and mileage should be recorded via the app provide all the necessary details at the scene of
before leaving the filling station the accident, including:
• Description of the incident
• Details of all parties involved
• Photographs of the scene
• Insurance information
You will be required to record:
• The odometer reading
• fuel level AFTER FILLING
• amount of fuel added
• photo of the receipt.
18Vehicle Checks
Who needs to perform the vehicle
check?
• Anyone who is driving
a TCi (GB) Ltd owned or
leased vehicle on public
roads
• TCi (GB) Ltd vehicles must
only be driven by TCi
employees over the age of
19, registered as vehicle
users with head office
When do I need to perform a vehicle
check?
The screens are provided in order here to • Every day before start of
explain what information you will need to gather
in the unfortunate event of an accident service
• When taking over the
vehicle from another driver
• If a defect occurs during
service
• In the event of an accident
(if and when it is safe to do so)
To download the CheckedSafe App:
Please request an email from
logistics@tcigb.co.uk
You will be provided with a link to
download the app to your device
and TCi login details will be supplied
during your company induction
Please do your best to answer the questions as
completely and honestly as you can
19Breakdowns
Breakdowns
If you break down or develop a fault on the
road, stop the vehicle at the earliest safe
opportunity and location. Put your hazard lights
on and sidelights too if conditions are dark or
wet.
Unless you are in a suitable stopping point well
away from the road, do not stay in the vehicle.
Make sure you get out of the vehicle in a safe
way, ensuring the road around you is clear. If
you break down on a motorway, to ensure the
safety of yourself and passengers, you should
vacate the vehicle and stand away from the
vehicle on the verge where it is safe to do so.
Contact the breakdown service provider or
TCi (GB) Ltd Head Office to arrange suitable
recovery.
If you are a lone female, you should advise
the recovery service of this when reporting the
breakdown.
References
Breakdown Number
Peugeot (Lease):
UK: 0800 294 0294
Europe: 00 800 33 22 88 77
00 33 472 171 205
00 33 825 878 983
Non-lease: 0333 202 3000 (RAC)
National Windscreen
01237 379 070
20Notes
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21Training Progress
Date Course/Award Level Expires
22We hope you’ve found this driver handbook useful.
Remember: you can get copies of any of our policies by
accessing sharepoint TCi Hub.
23T: +44(0) 1237 470 288
logistics@tcigb.co.uk
TCi (GB) Ltd
Units 18-20 Daddon Court
Bideford
EX31 3FH
©TCi (GB) Ltd TCI/GB/DRH/R84/RV005
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