“Grey fleet” is a term used to talk about any vehicle that is not owned by an organisation, but is used by its employees for work purposes. Many employees use their own cars to make work-related journeys. However, employers are often unaware of the potential occupational road risks and liabilities that they are exposed to.
Legislation applies in exactly the same way to “grey fleet” vans and cars as it does to those owned by an organisation. This means that an employer can still be held liable for older, potentially unsafe cars that are used by their employees at work. A fleet of older, unapproved cars also undoes much of the hard work organisations have put in to reduce their carbon footprint and become more environmentally friendly.
So what can organisations do to manage the risk? Thankfully, a series of simple checks and standards is enough to ensure that a “grey fleet” is fit for purpose. Organisations should make sure that all employee vehicles meet a set of minimum safety standards, that they are appropriate for the job and that they undergo a regular MOT. Employees should have a valid driving licence and insurance before taking on any journeys.
Behavioural changes can also minimise the risks employees face on the road. Educating people about occupational road safety can encourage them to be more aware and careful drivers. Journey planning before long or difficult trips can flag whether a vehicle is fit for purpose or not. Depending on the line of work and the vehicle, employers can also introduce a cap on journey distance.
With a little management, a “grey fleet” does not have to be a headache for an organisation – they can keep all of the benefits, with significantly less risk.
Published date: 17th February 2021
For advice on managing the risks associated with grey fleet vehicles click here
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