Members' Question & Answer facility

Browse this page to review the questions posed by other members. You can see what's hot - and what's not.

You might catch a question that has had several answers that meet a need for your own fleet. Click on the question link to see the full story with answers to date.

Or you might see an opportunity to help a fellow member by offering advice from your own valuable experience: just click on the link within the full story to open the answer form.

Please note that this area is for members only, and relates to solving problems from experience. It is not intended as a facility to promote specific services or products.

Cars & Manufacturer deals in Africa Posted: 27/08/2010 No replies yet
Posted by: Caroline Sandall

Does anyone have any experience of operating fleets in Africa? Specifically, setting up deals with manufacturers. Thanks Caroline ...
Vehicle Types for Load Carrying Posted: 16/08/2010 No replies yet
Posted by: Angela Humby

(This question posted by MSO on behalf of a Member) What method of restraint do fleet managers use where they have employees carrying heavy equipment in the back of a car. ...
Daily rental / length of agreement Posted: 12/08/2010 Last reply 17/08/2010
Posted by: Kay Allenby-Carr

Could someone out there possibly tell me why a daily rental agreement cannot be open for longer than 90 days? I think that there is a VAT implication, something to do with con ...
Explanation of the car tax position Posted: 09/08/2010 Last reply 27/08/2010
Posted by: Phllip Clifford

I am in the process of producing new documentation to help my drivers to understand, and decide on, the leased car scheme. I want to put in an illustrative table/page which sho ...
Cash for Cars Posted: 19/07/2010 Last reply 22/07/2010
Posted by: Gary Black

Can anyone sum up in a couple of sentences why our company should not go the cash for cars route rather than offering a company vehicle? I am looking at the financial angle ra ...
Fleet-HR & Payroll data systems Posted: 15/07/2010 Last reply 23/07/2010
Posted by: Ian Green

I am seeking recommendations for a new operating system that enables joined up processing and reporting functionability for HR-Payroll and Fleet administration. We employ in ex ...
Job Description for Fleet & Travel Manager Job Role Posted: 10/06/2010 No replies yet
Posted by: Jenny Bradley

Hi Can any help if they have a job description for a Fleet&Travel Managers position at all. Most appreciated Jenny Bradley ...
P11D value Posted: 09/06/2010 Last reply 16/06/2010
Posted by: Antony K Stephens

How do I find the P11D value of a car we have bought into the fleet secondhand? I thought there was a lookup facility by Reg. no. (there certainly is for CO2, I've used it), but I ...
Congestion Charge Discount - Hybrid vehicles Posted: 03/06/2010 Last reply 14/06/2010
Posted by: Linda O'Hara

I have just received paperwork to re-register an Alternative Fuel vehicle on our Congestion Charge account. The vehicle has been listed on our account for 2 years and we normally ...
Vehicle Maintenance Agreement Posted: 27/05/2010 Last reply 28/07/2010
Posted by: David Yardley

Has anyone got an example Vehicle Maintenance Agreement or know if there are any available on the web. ...
Part Time Company Car drivers Posted: 26/05/2010 Last reply 07/06/2010
Posted by: Sue Culverhouse

How do other people deal with the benefit of a Company car if an employee reduces their working hours from full time to part time? ...
Lease cars in Ireland Posted: 25/05/2010 Last reply 04/06/2010
Posted by: Mike Simmons

AIB, our current lease provider in Ireland have ceased providing car leases. Can anyone recommend a leasing company they use in Ireland? Many Thanks Mike Simmons Fleet M ...
6 month rentals Posted: 28/04/2010 Last reply 19/08/2010
Posted by: Sue Tatham

I am looking for a supplier of cars for a six month minimum period. We are currently in the middle of defining a new car policy and so are unable to order cars from our existing pr ...
BMW Wiring Problem Posted: 21/04/2010 No replies yet
Posted by: Hilary Ticer

We have a BMW 5-Series Diesel M Sport Touring (three and a half years old) that needs a replacement wiring harness for its tailgate at a cost of circa £1700 for the part and £1500 ...
Recruitment agencies Posted: 14/04/2010 Last reply 24/06/2010
Posted by:

Can anyone point me in the right direction, I am looking to change jobs and I am having great difficulty finding a recruit agent that specialises in Car Fleet Managers. Can a ...
Fuel Prices Posted: 13/04/2010 Last reply 28/04/2010
Posted by: Mandy Foxwell

Being relatively new to managing a fleet I wondered if you could advise me on the reimbursement of fuel for business miles. I am currently reimbursing at 10 ppm as this is the actu ...
Retention of Car Files Posted: 06/04/2010 Last reply 20/04/2010
Posted by: Margaret Welsman

How long shouild car files be kept once the car has been returned to the leasing company at the end of its lease or sold off if owned? ...
Fuel Prices Posted: 01/04/2010 Last reply 09/04/2010
Posted by: Delma Egan

The average price for Diesel has now reached 118.9p per litre (@ 31/03/2010) which is 9% over the price used of 109.9p per litre when HMRC reviewed the advisory reimbursement rate ...
Licence Checks Posted: 01/04/2010 Last reply 12/04/2010
Posted by: Phillip Dean

As a recruitment company supplying contract drivers, would we be able to check licence details directly with the DVLA on line or by phone or would we have to go through a third par ...
Supermarket Parking Penalties Posted: 31/03/2010 Last reply 28/04/2010
Posted by: Nigel Trotman

I have a customer whose drivers regularly fall foul of restricted parking times in supermarket car parks. They may be actually working in the supermarket, but if they fail to foll ...
Cash allowances Posted: 31/03/2010 Last reply 28/04/2010
Posted by: Debbie Floyde

Does anyone pay more than their equivalent car banding as a cash allowance to cover insurance, maintenance etc? If so do you use a percentage or fixed amount? ...
Company Car Opt Out cash allowance. Posted: 30/03/2010 Last reply 21/05/2010
Posted by: Gary Black

We are currently reviewing our company car opt out scheme. We are interested in knowing how other companies grade their scheme. In other words how do you decide how much cash s ...
Using a Motorcycle for business travel Posted: 17/03/2010 Last reply 31/03/2010
Posted by: Delma Egan

Have any other members got a motorcycle policy they can share with me? ...
Congestion Charge Reminders Posted: 16/03/2010 No replies yet
Posted by: Mark Savory

Has anyone else recently experienced an issue with not receiving the 30 day reminders that a renewal of annual charge or exemption is due shortly? I have received a second lette ...
Occasional Busines Use Insurance Cover for Private cars Posted: 08/03/2010 Last reply 16/03/2010
Posted by: Caroline Sandall

Does anyone make use of Occasional Business Use cover as part of their Fleet Insurance? We removed OBU some time ago due to the difficulty of control & the potential impact on our ...
Shoroom/ First-year VED Tax Posted: 08/03/2010 Last reply 23/03/2010
Posted by: Phillip Dean

Is the new "showroom tax" (First-year charge with VED) applicable to car derived commercial vehicles like the Mitsubishi Shogun Warrior Commercial? ...
Australian driving licence Posted: 24/02/2010 Last reply 02/03/2010
Posted by: Mark Dickenson

Does anyone know how I can check the validity of an Australian licence? Is it even valid in the UK? ...
IS CONTRACT HIRE ABOUT TO FUNDAMENTALLY CHANGE? Posted: 22/02/2010 Last reply 18/03/2010
Posted by: Peter Bonney

I am negotiating a lease with a new contract hire supplier and have come across a clause relating to write-down-allowances. In a nutshell, it states that lease rates have been calc ...
European Car Policy Posted: 22/02/2010 No replies yet
Posted by:

I am hoping someone may be able to help, I have be asked to start looking at puting a European policy together. I would be greatfuly if anyone could help me or if anyone has comple ...
Maximum business driving distances Posted: 10/02/2010 Last reply 22/02/2010
Posted by: Ian Marston

Do any members set advisory maximum distances for their fleet drivers to travel in any single day or week etc? If so, what are the limits you have in place? Any advice gratef ...
Outcome to the consultation on the Government's Carbon Reduction Commitment Scheme Posted: 09/02/2010 Last reply 10/02/2010
Posted by: Estelle Howick

The CRC aims to monitor and lower the carbon output of big business (defined as those using half-hourly electricity metering) from April 2010. While the scheme excluded transport ...
VW, Audi bluetooth connection to blackberry Posted: 28/01/2010 Last reply 22/02/2010
Posted by: Robert Lomas

Has anyone successfully managed to pair a blackberry mobile to a VW/Audi bluetooth factory fitted kit where the display shows the telephone contact list? Have other members had ...
Car clamping, have any of your drivers had this experience and what can be done? Posted: 22/01/2010 Last reply 03/02/2010
Posted by: Gordon Lyster

My question relates to car clamping. On my way to a meeting on January 22nd this year I turned off the A4 Bath road near Heathrow so that my wife could go into the Park Inn Hote ...
Euro NCap ratings Posted: 21/01/2010 Last reply 29/01/2010
Posted by: Richard Brown

Can anybody advise where I may be able to find out details on Ncap ratings. Specifically I am trying to establish what criteria would push a car from a 4 to 5 rating? ...
Testimonials Posted: 10/12/2009 Last reply 02/06/2010
Posted by: David Tidman

I am interested in receiving testimonials from as many Southern Region members as possible. Please describe the advantages you have in being members of ACFO Southern Region. You mi ...
Hazard Awareness DVD Posted: 01/12/2009 No replies yet
Posted by: Fran Martin

Can anyone recommend a hazard awareness / risk DVD? We want to show all our drivers a DVD (approx 15 minutes long) as part of our risk awareness but there are so many available it ...
Using Bluetooth hands-free while driving Posted: 04/11/2009 Last reply 02/12/2009
Posted by: Sue Tatham

I have been asked (by my legal department!) if using a Bluetooth hands-free phone whilst driving is legal. I have already had one driver - married to a Policeman - who says her ...
Fuel Saver Technology Posted: 26/10/2009 Last reply 14/12/2009
Posted by: Mark Dickenson

Can anyone help. Several companies have rung me to say they can improve the fuel comsumption of our fleet of vans by approx 20% per vehicle, using something called 'fuel saver tech ...
Multi sourcing/Multi Bidding Posted: 23/10/2009 Last reply 27/10/2009
Posted by: Caroline Sandall

Does anyone have experience of multi sourcing or multi bidding? Either using an intermediary or by having direct relationships with more than one lease provider? Interested to ...
Another 'grey' question! Posted: 22/10/2009 Last reply 30/10/2009
Posted by: Chris Bell

Up until recently we didn't have a 'grey' fleet. I am now being asked to sign off expenses on some degree of regularity. I am fairly confident I have measures in place for al ...
Selling Cars Posted: 12/10/2009 Last reply 08/01/2010
Posted by: Sheron Douglas

I have taken over a fleet that purchased their cars so I have the job of selling their current cars as they come up for disposal. Can anyone recommend someone who would purchas ...
Safety Checks - Grey Fleet vehicles Posted: 01/10/2009 Last reply 10/10/2009
Posted by: Robert Pitt

How do people deal with the subject of proof of car service/maintenance checks on grey fleet vehicles? ...
Driving Licences Posted: 25/09/2009 Last reply 02/10/2009
Posted by: Damian James

I see that ACFO are looking for some feedback on 'lost' entitlements when driving licences are renewed. Has anyone any experience on the loss of entitlement of a minibus cate ...
Tax on the use of chauffeurs Posted: 18/09/2009 Last reply 23/09/2009
Posted by: David Dilkes

We are employing a chauffeur to drive some of our executives to meetings etc. I understand that the chauffeur may be liable to BIK tax depending on how he uses the vehicle and whe ...
Monks Car Benefits Survey Publication Posted: 18/09/2009 No replies yet
Posted by: Mike Simmons

Hi, Would anyone have a copy of the latest Monks Survey - If so please could they contact me at michael.simmons@globalcrossing.com - I have a question regarding a particular secti ...
C/H Company (Audi Finance) insists on using franchised dealer network Posted: 07/09/2009 Last reply 02/10/2009
Posted by: David Dippie

An Audi A6 driver returned his car today after the expiry of a 2 year contract with Audi Finance. He is being invoiced £400 for 'servicing at a non-franchised outlet'. I s ...
Whole life costs Posted: 01/09/2009 Last reply 29/09/2009
Posted by: Ian Marston

I'm involved in a review of our cash allowance scheme and I need to provide historic whole life cost data for the last few years, to see how average car ownership costs have change ...
Quality Service Level Agreement template Posted: 21/08/2009 Last reply 23/09/2009
Posted by: Stewart Whyte

We are placing this question from MSO on behalf of the ACFO member as the deal in question is extremely confidential. The member concerned has a large, well-established fleet. ...
Civil Parking/ Traffic Enforcements Posted: 17/08/2009 Last reply 24/08/2009
Posted by: Fran Martin

I have received an enforcement notice from a private parking company called UKPC as one of our vehicles was parked in an unauthorised parking bay in a Retail Park. I have been told ...
Fuel Rates versus Fuel Prices Posted: 17/08/2009 Last reply 29/10/2009
Posted by: Lucinda Viney

HELP! We have recently published the new fuel rates (http://www.hmrc.gov.uk/cars/advisory_fuel_current.htm ) but now I have a lot of my drivers complaining that the fuel rates hav ...
Increasing maintenance/ tyre costs Posted: 13/08/2009 Last reply 24/08/2009
Posted by: John Wills

Has anyone else noticed the increase in maintenance/ tyre costs over the last year? Is anyone using new methods or is their leasing company putting in place better controls to ...
Car branding/ sign-writing Posted: 12/08/2009 Last reply 12/08/2009
Posted by: Fran Martin

Does anyone have a fleet in which the cars are branded with the company logo? I would be interested to hear if there have been any implications with tax, employees, insurance e ...
Vehicle Trackers Posted: 20/07/2009 Last reply 21/07/2009
Posted by:

We are just in the process of putting trackers into about 60 service engineers' vehicles and would like to know how other companies deal with speeding reports. Do you allo ...
MINIBUSES Posted: 15/06/2009 Last reply 02/07/2009
Posted by: Phil Redman

Through an Outsource contract win it appears I may become responsible for 2 17-seat minibuses that are used to transfer employees around sites in London. Never having had such ...
Car age - cash allowance/ opt-out drivers Posted: 26/05/2009 Last reply 28/08/2009
Posted by: Stephen Bottomley

I am rewriting our Company Car Policy section on Opt Out drivers. At present they are limited to four years old. Does any one else have a stipulation in thier policy regarding dr ...
Fleet Cars in Southern Ireland Posted: 18/05/2009 Last reply 26/05/2009
Posted by: Graham Short

I'm looking to place a couple of cars in Southern Ireland but am shocked at the cost - a 25k Volvo in the UK is over 45k in RoI! My lease provider is reluctant to source in the UK ...
Diabetic Drivers Posted: 15/05/2009 Last reply 02/07/2009
Posted by:

Can anyone point me in the right direction regarding duty of care with Diabetic Drivers? We have a mix of cars and LCVs and a cherry picker. I understand that there are rest ...
PCPs in fleets Posted: 01/05/2009 Last reply 13/05/2009
Posted by:

Has any fleet operator member had any positive/negative advice/feedback on introduction of PCP scheme [small fleet - 19 company cars/5 car allowance]. ...
Cash allowances for essential users Posted: 01/05/2009 Last reply 09/06/2009
Posted by:

Can anyone advise on experiences offering car allowance as opposed to company car to essential car drivers? ...
Fleet Policy Benchmarking Posted: 30/04/2009 Last reply 09/06/2009
Posted by: Linda O'Hara

We have been asked to check that the grades and vehicles we offer to our company car drivers are benchmarked against the industry to make sure that what we offer is fair. Can anyon ...
Vehicle Tracking - Vans in London Posted: 14/04/2009 Last reply 13/05/2009
Posted by: John Pryor

"Is any member using a tracker system? I am only looking for one to go on a single van working around London. Anybody got any pointers or tips in what to look for and what to avoi ...
Part Time Employees on Company Car Scheme Posted: 10/03/2009 Last reply 09/06/2009
Posted by: Colin Hutt

Could I ask what other people are doing with regards company car drivers that only work part time. Do you pro-rata the car allowance and/or cash allowance proportionately? There ...
Company Car Driving Hours Posted: 27/02/2009 Last reply 29/04/2009
Posted by:

Do any members stipulate a daily maximum driving hours for their company car users? I have thought about using the LGV Drivers Hours rule used by commercial vehicle drivers which s ...
Company Cars and Cash Allowances Posted: 16/02/2009 Last reply 22/04/2009
Posted by: Louise Claydon

We currently offer employees on our perk scheme a choice of company cars or a cash allowance. The split is about 50/50 either way. We are currently looking at whether to phase out ...
Sales Employees car policy Posted: 23/01/2009 Last reply 29/01/2009
Posted by: Mike Simmons

We are carrying out a fleet policy review. Can anyone advise me what car/ car allowance policy they have in place regarding sales employees eg eligibility etc. What travel polici ...
MORR Issues Posted: 22/01/2009 Last reply 21/07/2009
Posted by: Sue Culverhouse

The guidelines in the Driving at Work - Managing Work Related Safety state that companies should capture record and assess information relating to drivers vehicles and journeys. ...
Removing fuel for private use Posted: 15/01/2009 Last reply 04/02/2009
Posted by: Sue Tatham

I have at last succeeded in persuading our management to look at removing the provision of private fuel for our company car drivers. Has anyone else gone through this procedure and ...
VE103 forms Posted: 10/12/2008 Last reply 22/05/2009
Posted by: Mark James

Can VE103 forms (for overseas travel in UK-registered vehicel) also be used by companies who own their vehicles outright in place of providing the drivers with the original V5? I ...
Vehicle Tracking Systems Posted: 09/12/2008 Last reply 10/03/2009
Posted by: Phillip Dean

Can any member throw light from their operational experience onto whether or not vehicle tracking systems are a useful tool. Are they time consuming to analyse the data? Is the d ...
Reallocation of Cars Posted: 28/11/2008 Last reply 17/12/2008
Posted by: Margaret Welsman

At the present time we are not ordering any new cars but reallocating cars that come back to us from leavers etc. When a car is returned we check oil water tyres if service is ...
Grey Fleet - Banning Use of Own Vehicles? Posted: 06/11/2008 Last reply 23/02/2009
Posted by: Nigel Trotman

Has anyone out there come across a fleet that actually forbids staff using their own cars for business? This is obviously one potential way of managing grey fleet risk - they alwa ...
Legal status of commuting journeys Posted: 08/10/2008 Last reply 16/10/2008
Posted by:

I know that driving to and from your usual place of work is not considered as business travel for insurance or tax purposes but can anyone clarify if such journeys would be consid ...
Moving people out of company cars Posted: 23/09/2008 Last reply 10/10/2008
Posted by:

As part of a general review of our fleet I'm looking into how a driver might be 'compensated' for being taken out of a company car. They would not be moving into a cash allowance ...
Mobile Phones Posted: 18/09/2008 Last reply 02/10/2008
Posted by: Fran Martin

Does anyone else have the pleasure of the responsibility for company mobile phones in your role? If so do you ask employees to contribute towards personal call costs? I would be ...
Driving Licence Checks Posted: 15/08/2008 Last reply 19/08/2008
Posted by: Margaret Welsman

We already carry out an annual driving licence audit and insist on seeing the actual driving licence and not a copy. If drivers have points on their licence the check is carried o ...