Staff van use policy. Trackers. General moan
Discussion
We run a small fleet of 11 vans, the vast majority are taken home by employees and insured for any use.
One of the vans was reversed into a tree today (while not at work), employee didn't seem especially bothered; I am!
It also came to my attention that an employee was using the van for a private Saturday job (in the same industry). We don't mind staff moonlighting so much, even using work tools is ok (they put a contribution in the Christmas jar), but using vans isn't allowed (partly as they are branded).
We've grown gradually, so although we had accepted 'rules' there never was a proper van use policy, clearly we need one. Online efforts seem to have repaying damage clauses which I can't believe are enforceable? On the other hand, how else can there be some accountability.
I'm also thinking about pulling the plug on personal use. There are only a couple who really use the van beyond commutes, both would feature in the above.
Any help on running a small fleet of vans very welcome. Maybe it's time to have trackers. Any recommendations?
One of the vans was reversed into a tree today (while not at work), employee didn't seem especially bothered; I am!
It also came to my attention that an employee was using the van for a private Saturday job (in the same industry). We don't mind staff moonlighting so much, even using work tools is ok (they put a contribution in the Christmas jar), but using vans isn't allowed (partly as they are branded).
We've grown gradually, so although we had accepted 'rules' there never was a proper van use policy, clearly we need one. Online efforts seem to have repaying damage clauses which I can't believe are enforceable? On the other hand, how else can there be some accountability.
I'm also thinking about pulling the plug on personal use. There are only a couple who really use the van beyond commutes, both would feature in the above.
Any help on running a small fleet of vans very welcome. Maybe it's time to have trackers. Any recommendations?
22 said:
We run a small fleet of 11 vans, the vast majority are taken home by employees and insured for any use.
One of the vans was reversed into a tree today (while not at work), employee didn't seem especially bothered; I am!
It also came to my attention that an employee was using the van for a private Saturday job (in the same industry). We don't mind staff moonlighting so much, even using work tools is ok (they put a contribution in the Christmas jar), but using vans isn't allowed (partly as they are branded).
We've grown gradually, so although we had accepted 'rules' there never was a proper van use policy, clearly we need one. Online efforts seem to have repaying damage clauses which I can't believe are enforceable? On the other hand, how else can there be some accountability.
I'm also thinking about pulling the plug on personal use. There are only a couple who really use the van beyond commutes, both would feature in the above.
Any help on running a small fleet of vans very welcome. Maybe it's time to have trackers. Any recommendations?
We use Enigma and mix telematics although I don't have any idea where they sit in the market, I inherited them. One of the vans was reversed into a tree today (while not at work), employee didn't seem especially bothered; I am!
It also came to my attention that an employee was using the van for a private Saturday job (in the same industry). We don't mind staff moonlighting so much, even using work tools is ok (they put a contribution in the Christmas jar), but using vans isn't allowed (partly as they are branded).
We've grown gradually, so although we had accepted 'rules' there never was a proper van use policy, clearly we need one. Online efforts seem to have repaying damage clauses which I can't believe are enforceable? On the other hand, how else can there be some accountability.
I'm also thinking about pulling the plug on personal use. There are only a couple who really use the van beyond commutes, both would feature in the above.
Any help on running a small fleet of vans very welcome. Maybe it's time to have trackers. Any recommendations?
If it were me the work vans would stay on site but it's your business. You might be surprised what else goes on that you might not be aware of. For some reason employees think it's ok to abuse company vehicles but wouldn't smash up a computer or throw a chair through the office window.
I'd also have a vehicle check sheet and go round the fleet once a week to pick up on damage. This will quickly have an impact on behaviour.
Edited by Venisonpie on Sunday 27th September 21:15
We do have vehicle checks, every van has a quick visual daily check and a thorough check once a week (same lad does them all).
I started here in 2017 and there were 3 vans (plus a pickup for the chap who ran the business). We are/were growing nicely and moved into employee-ownership. Sadly it's the usual suspects who don't seem to care, or understand it ultimately comes out of their pockets.
I started here in 2017 and there were 3 vans (plus a pickup for the chap who ran the business). We are/were growing nicely and moved into employee-ownership. Sadly it's the usual suspects who don't seem to care, or understand it ultimately comes out of their pockets.
I use Trakm8 the basic system gives location and driver behaviour and a snail trail so you can see where they have been , I don't but you can geo fence and set alarms for out of hours use etc if you want ..
they do an all in one camera /tracker which even gives remote viewing etc .
set rules and fit trackers saves a lot of hassle and there is the insurance and your liabilty issues to consider ...
they do an all in one camera /tracker which even gives remote viewing etc .
set rules and fit trackers saves a lot of hassle and there is the insurance and your liabilty issues to consider ...
Edited by powerstroke on Tuesday 29th September 09:40
I wouldn't bother with trackers just yet.
Implement a policy first - the usual drill: no private usage, adhering to laws of the road, covering damage excess, etc.
Then, record mileage. Every job, every day. Literally have them fill out a daily mileage form for where they go.
Then, regularly spot check the mileage against someone's work for that day. It only needs to be once a week. If there's a discrepancy, discipline the individual.
If you get loads of vans or you need to know specifically where they are during the day then I'd look at trackers but, for a fleet of 11, I wouldn't bother just yet.
If you get push-back from the staff on the above, be open that it's damage to the company property without people giving a damn and private usage that's driven it - they've only themselves to blame.
Implement a policy first - the usual drill: no private usage, adhering to laws of the road, covering damage excess, etc.
Then, record mileage. Every job, every day. Literally have them fill out a daily mileage form for where they go.
Then, regularly spot check the mileage against someone's work for that day. It only needs to be once a week. If there's a discrepancy, discipline the individual.
If you get loads of vans or you need to know specifically where they are during the day then I'd look at trackers but, for a fleet of 11, I wouldn't bother just yet.
If you get push-back from the staff on the above, be open that it's damage to the company property without people giving a damn and private usage that's driven it - they've only themselves to blame.
Possibly a silly question but are they insured for private use? Many years ago one of mine had an accident with wife onboard going Tescos........insurance refused to pay out and I recall I had to do a fair bit of wriggling around whether I had given permission or whether he was using the van whilst uninsured.
Muzzer79 said:
I wouldn't bother with trackers just yet.
Implement a policy first - the usual drill: no private usage, adhering to laws of the road, covering damage excess, etc.
Then, record mileage. Every job, every day. Literally have them fill out a daily mileage form for where they go.
Then, regularly spot check the mileage against someone's work for that day. It only needs to be once a week. If there's a discrepancy, discipline the individual.
If you get loads of vans or you need to know specifically where they are during the day then I'd look at trackers but, for a fleet of 11, I wouldn't bother just yet.
If you get push-back from the staff on the above, be open that it's damage to the company property without people giving a damn and private usage that's driven it - they've only themselves to blame.
good luck with the record keeping that is a great way of pissing trades right off IMHOImplement a policy first - the usual drill: no private usage, adhering to laws of the road, covering damage excess, etc.
Then, record mileage. Every job, every day. Literally have them fill out a daily mileage form for where they go.
Then, regularly spot check the mileage against someone's work for that day. It only needs to be once a week. If there's a discrepancy, discipline the individual.
If you get loads of vans or you need to know specifically where they are during the day then I'd look at trackers but, for a fleet of 11, I wouldn't bother just yet.
If you get push-back from the staff on the above, be open that it's damage to the company property without people giving a damn and private usage that's driven it - they've only themselves to blame.
To be honest trackers save so much agro not having to ring drivers to find out where they are , being able to tell customers when they will see the load or person , stops piss taking with working hours and reduces bad driving saving money on repairs and fuel etc
think ours are about £12 pm each a no brainer really IMHO
think ours are about £12 pm each a no brainer really IMHO
22 said:
We run a small fleet of 11 vans, the vast majority are taken home by employees and insured for any use.
One of the vans was reversed into a tree today (while not at work), employee didn't seem especially bothered; I am!
It also came to my attention that an employee was using the van for a private Saturday job (in the same industry). We don't mind staff moonlighting so much, even using work tools is ok (they put a contribution in the Christmas jar), but using vans isn't allowed (partly as they are branded).
We've grown gradually, so although we had accepted 'rules' there never was a proper van use policy, clearly we need one. Online efforts seem to have repaying damage clauses which I can't believe are enforceable? On the other hand, how else can there be some accountability.
I'm also thinking about pulling the plug on personal use. There are only a couple who really use the van beyond commutes, both would feature in the above.
Any help on running a small fleet of vans very welcome. Maybe it's time to have trackers. Any recommendations?
Yes. Get trackers put in. (I would also stop the private use element but that's up to you). The benefits to the Employer far outweigh the costs. For example;One of the vans was reversed into a tree today (while not at work), employee didn't seem especially bothered; I am!
It also came to my attention that an employee was using the van for a private Saturday job (in the same industry). We don't mind staff moonlighting so much, even using work tools is ok (they put a contribution in the Christmas jar), but using vans isn't allowed (partly as they are branded).
We've grown gradually, so although we had accepted 'rules' there never was a proper van use policy, clearly we need one. Online efforts seem to have repaying damage clauses which I can't believe are enforceable? On the other hand, how else can there be some accountability.
I'm also thinking about pulling the plug on personal use. There are only a couple who really use the van beyond commutes, both would feature in the above.
Any help on running a small fleet of vans very welcome. Maybe it's time to have trackers. Any recommendations?
1. It stops them driving like knobs.
2. It stops them doing private jobs at the weekend using Company tools/equipment.
3. It stops them doing private jobs during the week when they're supposed to be working.
4. It stops them pretending a job took 3 hours when the van was only there for 1 hour.
5. It stops them stopping off at home/their girlfreind's/their bit on the side / the Pub when they're supposed to be working.
I used to work for a Housing Association and the amount of piss-taking was rife and there was an awful lot of resistance to these Trackers being installed. They paid for themselves several times over in terms of savings on insurance and renting vans while they were off the road for repairs.
We found a high excess for the employees helped, after a spate of vans getting damaged through carelessness. Ours are generally hired so reversing into a bollard means a big bill. If you have the right policies in place, a £500 or £750 damage excess should reduce the parking bumps, especially as you can deduct it from wages (this is a bit of a minefield though - make sure you get the right advice!)
If you use hire vans so don't have control over whether they have trackers fitted, you can track your workers via company mobiles instead (if they have them), with the rule that they must have it on them at all times whilst working. This works well for us during the working week, including speed, miles travelled etc from the phone's GPS, although it's easy for them to leave the mobile at home and do whatever during evenings/weekends.
If you use hire vans so don't have control over whether they have trackers fitted, you can track your workers via company mobiles instead (if they have them), with the rule that they must have it on them at all times whilst working. This works well for us during the working week, including speed, miles travelled etc from the phone's GPS, although it's easy for them to leave the mobile at home and do whatever during evenings/weekends.
Edited by Shrimpvende on Tuesday 29th September 10:28
Thanks all.
The vans are insured for social, domestic & pleasure beyond business use. I have told staff it's now commutes and work only. Reasonable requests for van use will be considered case by case. Personal use was quite a new thing after we became employee-owned (thought a non-cost perk as on the policy anyway), but clearly folk can't be trusted.
I've written up a new van use policy, all will sign.
Vans are owned outright, this was the oldest/next to be replaced (15 plate) but still a ball ache. Body shop saying likely uneconomical to repair.
Need to better understand trackers really, so many out there.
Chap who bent it gets a written warning.
The vans are insured for social, domestic & pleasure beyond business use. I have told staff it's now commutes and work only. Reasonable requests for van use will be considered case by case. Personal use was quite a new thing after we became employee-owned (thought a non-cost perk as on the policy anyway), but clearly folk can't be trusted.
I've written up a new van use policy, all will sign.
Vans are owned outright, this was the oldest/next to be replaced (15 plate) but still a ball ache. Body shop saying likely uneconomical to repair.
Need to better understand trackers really, so many out there.
Chap who bent it gets a written warning.
Few things from me
From my experience working part time now and again at a supermarket delivering to customers:
- All vans have 'lightfoot' installed. Presumably OBD type adapter that has a dash mounted gauge. It lights up the harder you drive and repeated harsh driving gets 'penalties' so you can see who drives nicely and who doesn't.
-The same device is linked to employee no matter what vehicle they are driving (although this is partly I think linked with logistics system) so even if I swap vans it's still recorded on me.
-Each journey is tracked on GPS and you can download expense reports from the phone app.
Seems like a good system overall, know where the vans are, how they are being driven.
From a previous insurance broker POV:
- You'll probably get a better rate without SDP - might open up other insurers too so more competitive quotes.
-If there were a series of accidents you could face difficulty obtaining insurance or limit your options.
Sounds like you need a clear policy with your employees either way. Either they can, or cannot use the van and tools for moonlighting (issue 1) and either can or cannot use the van for SDP (issue 2)
Another consideration, grey area if they're insured if working private jobs using your company van. Have to check the small print but they are no longer working for your company and therefore the cover may not apply. Your broker can confirm.
From my experience working part time now and again at a supermarket delivering to customers:
- All vans have 'lightfoot' installed. Presumably OBD type adapter that has a dash mounted gauge. It lights up the harder you drive and repeated harsh driving gets 'penalties' so you can see who drives nicely and who doesn't.
-The same device is linked to employee no matter what vehicle they are driving (although this is partly I think linked with logistics system) so even if I swap vans it's still recorded on me.
-Each journey is tracked on GPS and you can download expense reports from the phone app.
Seems like a good system overall, know where the vans are, how they are being driven.
From a previous insurance broker POV:
- You'll probably get a better rate without SDP - might open up other insurers too so more competitive quotes.
-If there were a series of accidents you could face difficulty obtaining insurance or limit your options.
Sounds like you need a clear policy with your employees either way. Either they can, or cannot use the van and tools for moonlighting (issue 1) and either can or cannot use the van for SDP (issue 2)
Another consideration, grey area if they're insured if working private jobs using your company van. Have to check the small print but they are no longer working for your company and therefore the cover may not apply. Your broker can confirm.
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