gmp drivercare – salary sacrifice scheme document · the mileage used to calculate costs will be...

Document Type: PROCEDURE

Unique Identifier: CORP/PROC/649

Title: GMP Drivercare – Salary Sacrifice Scheme Document

Version Number: 1.1

Status: Ratified

Target Audience: Trust Wide

Divisional and Department: Workforce and Organisational Development, Human Resources

Author / Originator and Job Title: Mark Casson, Remuneration and Benefits Manager

Risk Assessment: Not Applicable

Replaces: New document

Description of amendments: 05/08/2016 - Version 1.1 – Updated to new template. Title updated. Tax Disc information updated throughout. Heading updated throughout. Eligibility age and experience updated for additional insurance premium. Excess increased. Section 3.2 updated. New sections ‘Payslip Changes’, ‘Student Loans’, ‘Court Orders’, additional explanation for replacement vehicles. Appendix 1 and 2 swapped around.

Validated (Technical Approval) by: Human Resources Policy Forum Anne Radcliff, Head of Human Resources

Validation Date: 12/12/2014 03/02/2015

Which Principles of the NHS Constitution Apply? 1 - 4

Ratified (Management Approval) by: Trust Management Team

Ratified Date: 26/02/2016

Issue Date: 26/02/2016

Review dates and version numbers may alter if any significant changes are made

Review Date: 01/02/2018

Blackpool Teaching Hospitals NHS Foundation Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that they are not placed at a disadvantage over others. The Equality Impact Assessment Tool is designed to help you consider the needs and assess the impact of your policy in the final Appendix.

Blackpool Teaching Hospitals NHS Foundation Trust ID No. CORP/PROC/649


Revision No: 1.1 Next Review Date: 01/02/2018

Do you have the up to date version? See the intranet for the latest version

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CONTENTS

1 Purpose ....................................................................................................................... 4

2 Target Audience .......................................................................................................... 4

3 Procedure .................................................................................................................... 4

3.1 Eligibility .................................................................................................................. 4

3.2 What is a Salary Sacrifice Scheme? ....................................................................... 5

3.2.1 Benefit-in Kind ................................................................................................ 6

3.3 Benefits of the Scheme ........................................................................................... 6

3.3.1 What is included? ........................................................................................... 6

3.3.2 The Salary Sacrifice will not cover: ................................................................. 6

3.4 Lease Hire Period ................................................................................................... 6

3.5 Excess mileage ....................................................................................................... 7

3.6 Fines and Sundry Charges ..................................................................................... 7

3.7 Early Termination Charge ....................................................................................... 8

3.8 What should you do next? ....................................................................................... 8

3.9 Obtaining a Quote ................................................................................................... 8

3.10 Accessories ............................................................................................................. 9

3.10.1 Tow Bars ........................................................................................................ 9

3.11 Helpline ................................................................................................................... 9

3.12 Ordering your Vehicle ............................................................................................. 9

3.12.1 Place your Order ............................................................................................. 9

3.13 Driving Licence Validation ..................................................................................... 10

3.14 Personalised Number Plates ................................................................................. 10

3.15 Order Confirmation ................................................................................................ 10

3.16 Delivery ................................................................................................................. 11

3.17 Notifying the HM Revenue and Customs (HMRC) ................................................ 11

3.18 Payslip Changes ................................................................................................... 11

3.19 Student Loans ....................................................................................................... 12

3.20 Court Orders ......................................................................................................... 12

3.21 Business Fuel ........................................................................................................ 12

3.22 Excess Mileage Charges ...................................................................................... 12

3.23 End of Contract ..................................................................................................... 12

3.24 End of Contract Recharges ................................................................................... 13

3.25 Looking After Your Vehicle .................................................................................... 14

3.25.1 Servicing and Maintenance .......................................................................... 14

3.26 Courtesy Cars / Collection and Delivery ................................................................ 15

3.27 Hire Cars ............................................................................................................... 16

3.28 Safety Recalls ....................................................................................................... 16

3.29 Breakdown Assistance .......................................................................................... 16

3.30 Tyres ..................................................................................................................... 16

3.31 Glass and Windscreens ........................................................................................ 16

3.32 Recurring Technical Faults ................................................................................... 16

3.33 Cleanliness............................................................................................................ 17

3.34 Driver Abuse ......................................................................................................... 17

3.35 Incorrect Fuel / Flooding ....................................................................................... 17

3.36 Vehicle Excise Duty Licence ................................................................................. 17

3.37 MOT ...................................................................................................................... 17

3.38 MOT Reminders .................................................................................................... 17

3.39 Fines and Fixed Penalty Notices ........................................................................... 17





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3.40 Speeding Fines ..................................................................................................... 18

3.41 Fines for Using Mobile Phones ............................................................................. 18

3.42 Parking Fines ........................................................................................................ 18

3.43 Bus Lane Fines ..................................................................................................... 18

3.44 Congestion Charges ............................................................................................. 19

3.45 Suspension from Driving ....................................................................................... 19

3.46 Accidents .............................................................................................................. 19

3.46.1 Immediate Action .......................................................................................... 19

3.46.2 Follow Up Actions ......................................................................................... 20

3.46.3 The Vehicle Repair Process ......................................................................... 20

3.47 Thefts .................................................................................................................... 21

3.48 Insurance .............................................................................................................. 21

3.49 Personal Property ................................................................................................. 21

3.50 Good Practice ....................................................................................................... 22

3.51 The Stowage and Restraint of Equipment, Samples, Tools, etc. .......................... 22

3.52 Mobile Phones ...................................................................................................... 23

3.53 Electronic Features ............................................................................................... 23

3.54 Taking your Vehicle Abroad .................................................................................. 23

3.54.1 Short Notice Journey Abroad ........................................................................ 23

3.54.2 Before you Travel Abroad ............................................................................. 24

3.55 Advice on Additional Equipment ............................................................................ 24

3.55.1 Vehicle Memory Storage .............................................................................. 24

3.56 Insurance Cover .................................................................................................... 24

3.57 Foreign Breakdown Assistance ............................................................................. 24

3.58 5 Star Travel Cover ............................................................................................... 24

3.59 Change in Circumstances ..................................................................................... 25

3.60 Leaving the Company ........................................................................................... 25

3.60.1 Redundancy ................................................................................................. 25

3.61 Home Address Changes ....................................................................................... 26

3.62 Absence from Work ............................................................................................... 26

3.62.1 Paid Absence ............................................................................................... 26

3.62.2 Long-term Sickness ...................................................................................... 26

3.62.3 Maternity ....................................................................................................... 26

3.62.4 Statutory Paternity Pay ................................................................................. 27

3.63 Pension ................................................................................................................. 27

3.64 Part-time Employees ............................................................................................. 27

3.65 Tax Credits ............................................................................................................ 27

4 Attachments .............................................................................................................. 27

5 Procedural Document Storage (Hard and Electronic Copies) ................................... 28

6 Locations this Document Issued to ............................................................................ 28

7 Other Relevant / Associated Documents ................................................................... 28

8 Supporting References / Evidence Based Documents .............................................. 28

9 Consultation / Acknowledgements with Staff, Peers, Patients and the Public ........... 28

10 Definitions / Glossary of Terms ................................................................................. 28

11 Author / Divisional / Directorate Manager Approval ................................................... 29

Appendix 1: Salary Sacrifice Procedure ............................................................................ 30

Appendix 2: GMP DriverCare Helpline Number ................................................................. 31

Appendix 3: Equality Impact Assessment Form ................................................................. 32





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1 PURPOSE This document provides information for employees of Blackpool Teaching Hospitals NHS Foundation Trust to make an informed decision regarding the provision of a Salary Sacrifice Car. The Salary Sacrifice Car Lease scheme is operated by GMP Drivercare. 2 TARGET AUDIENCE Eligibility to join the GMP Drivercare salary sacrifice scheme is at the sole discretion of Blackpool Teaching Hospitals NHS Foundation Trust. 3 PROCEDURE 3.1 Eligibility To be eligible to participate in the GMP Drivercare Salary Sacrifice Scheme you will have to:

Be 21 years of age or older (with an additional insurance premium for drivers aged 21-24 years).

Have held a full driving Licence for a minimum of 6 months (with an additional excess for drivers who have held their Licence for less than 12 months).

Be in substantive employment.

The sacrificed amount must not take you below the National Minimum Wage (NMW) or Lower Earnings Limited (LEL) for National Insurance purposes.

Eligibility criteria which applies for insurance purposes is illustrated below, along with the Excess charge linked to age.





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If you are eligible to participate you must read this policy carefully. The car may normally be driven only by the employee to whom it has been allocated and also their additional authorised users. If you wish for an additional driver to drive your car they will be required to complete a driving Licence check mandate. There is a DVLA fee of £30 for each additional driver’s Licence check and this will cover the driver to use your vehicle from the date added until the end of the lease. This £30 will be recharged to you as a one off fee and deducted from your salary. This fee is non-refundable. 3.2 What is a Salary Sacrifice Scheme? The Scheme is intended to bring financial benefits to those employees who wish to exchange part of their salary for the benefit of a car. Employment Law Rules allow you to give up an amount of your gross (before tax) wage or salary – a procedure that is known as a ‘salary sacrifice’. This means that you do not have to pay tax, pension or national insurance contributions on the amount that you give up. The Trust then provides you with a car on which you pay tax as a Benefit-in-Kind. By choosing a car with a low carbon dioxide output, the tax on the car can be substantially less than that on the salary foregone, giving you a net saving. Employees wishing to take part in the Scheme are required to sign up to a salary sacrifice arrangement, under which the employee formally agrees to accept a reduction in gross salary in return for the Trust providing them with a car. Blackpool Teaching Hospitals NHS Foundation Trust will contract with a car lease provider to pay the lease costs directly to them.

Trusts Insurance Policy for both drivers and named drivers Yes No Excess

Provisional Drivers

Drivers under 21

Licence held for less than 6 months

Full Licence Holders age 21 – 24 (licence held for > 6 months < 12 months)

£800

Full Licence Holders age 25 and over (licence held for > 6 months < 12 months)

£800

Full Licence Holders age 21 – 24 (licence held for > 12 months) £800

Full Licence Holders age 25 and over (licence held for > 12 months) £500

Number of named drivers allowed in addition to key driver 2





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Although the Contractual Salary will be reduced for the amount paid via the ‘SMART’ Scheme, any annual pay increases and benefits will be based on the same salary known as Basic Pay (i.e. contractual salary before any Smart scheme contributions). Entering into a Salary Sacrifice arrangement will not affect your basic pay or other salary related payments such as bonuses, overtime pay or pay awards. 3.2.1 Benefit-in Kind Employees who join the scheme are required to pay Benefit-in-Kind tax, as the vehicle is available for private use and has been provided as a benefit through your employer. As part of the GMP Drivercare quote, employees are provided with an indicative annual Benefit-in-Kind charge, however, that figure is subject to change. Employees should refer to the HMRC website for further information on company car tax and how it is calculated. www.hmrc.gov.uk/cars 3.3 Benefits of the Scheme 3.3.1 What is included? The Salary Sacrifice covers:

The cost of hiring the car.

Road fund licence (annual increase are additional).

Maintenance and servicing costs (including replacement of tyres due to fair wear and tear but not damaged.

Fully comprehensive motor insurance (including class one business insurance).

24 hour accident management and breakdown assistance.

3.3.2 The Salary Sacrifice will not cover:

Early termination costs.

Excess mileage costs.

Parking fines, congestion charges and other driving penalties.

Unreasonable wear and tear.

Driver abuse.

Insurance excess.

3.4 Lease Hire Period The standard lease term is 36 months. Mileage will be variable, dependant on your requirements. However, there is a maximum of 20,000 miles per annum. Over and above this amount a customer quote and advice will be provided on an individual basis.

http://www.hmrc.gov.uk/cars





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3.5 Excess mileage The mileage used to calculate costs will be based on your estimated mileage for the next three years. At the end of the three year lease period the total mileage travelled by the vehicle will be compared to the original contracted mileage. If the miles travelled exceed the mileage originally agreed, you will be charged for the excess mileage at the appropriate pence per mile rate. 3.6 Fines and Sundry Charges It is the employee’s responsibility to pay fines, without delay. Any fines not paid within the stated period will be paid by the leasing company and the cost forwarded to Blackpool Teaching Hospitals NHS Foundation Trust. The leasing company may add an administration charge to the fine. The Trust will recover the full cost of the fine, including the administration fee, via payroll. More details on the types of fines and the process for each are provided in section 3.39 of this document. Employees will also be responsible for any sundry costs associated with the vehicle provided. These will be deducted from your salary by the Trust. These include, but are not limited to:

Cancellation charges – costs associated with cancelling a vehicle order prior to delivery.

Excess mileage charge – pence per mile charge, levied at the end of the contract, if the vehicle has exceeded its contracted mileage.

End of contract recharges – costs levied by GMP Drivercare Lease Partners if the vehicle is returned with damage or excessive wear and tear.

Items outside the maintenance agreement – lost, damaged or broken items and driver abuse (e.g. incorrect fuel).

Additional driver checks – a cost of £30 will be deducted for any additional drivers to cover all checks until the end of the vehicles lease (subject to insurance terms and conditions).

Increases in road fund duty – the salary deduction agreed at the start of the contract only takes account of the cost for road fund licence at that point, if road fund is increased by the Chancellor, the additional costs will be recharged as a sundry item.

Insurance excess – if you have an accident and you are ‘at fault’ the insurance excess will be recharged to you via payroll.

Fines and recharges will be deducted from your salary at an agreed rate with the Trust e.g. a minimum of £75 per month until paid.





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3.7 Early Termination Charge The leasing companies used by GMP Drivercare levy an early termination charge if you decide to end the contract within the 36 month period (e.g. leaving the company / change in personal circumstances). In most cases this cost will be recharged to you via payroll. Examples of early termination charges are as follows:

Five months rental if terminated in year 1 of the three year agreement.

Three months rental if terminated in year 2 of the three year agreement.

One month’s rental if terminated in year 3 of the three year agreement.

3.8 What should you do next? For further information on the salary sacrifice scheme go to the GMP Drivercare website www.gmpdrivercare.co.uk and create an account to access a personal member’s area. When you are creating your account you will need to use your trust specific Unique Identifier. This Unique Identifier will be a selection of characters chosen by your employer and will enable our system to determine which trust it is that you work for so that all the features and information that you will find in your member’s area are specific and relevant to you and your NHS Trust. If you have any queries employees can always contact GMP Drivercare on 0845 3402299 (Press Option 1) or email: [email protected] Appendix 2 provides details of the GMP Drivercare Helpline Numbers. 3.9 Obtaining a Quote You can obtain new vehicle quotes by visiting the website (www.gmpdrivercare.co.uk ), once you have created your account you can log in to your members area where you are able to search for the vehicles that you are interested in and see how much the vehicle will affect your salary by using our automated quoting system. The quotations that you view can be stored to your member’s area for up to 14 days before becoming invalid and need updating. If there are changes to certain costs i.e. insurance or manufacturer price increases due to specification changes your stored quotation may need updating before the end of the 14 day period. Vehicle choice is limited to those with CO2 emissions of 140 grams or less. As a responsible employer Blackpool Teaching Hospitals NHS Foundation Trust encourages employees to take into account environmental and Benefit-in-Kind issues when choosing a vehicle. Once you have decided on a quotation that you would like to go ahead with you can simply select the order button and complete the application. Appendix 1 provides a summary of the Salary Sacrifice Procedure.

http://www.gmpdrivercare.co.uk/

mailto:[email protected]






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3.10 Accessories It is possible to select accessories to be included in your vehicle. When selecting from the range of accessories you can add to your vehicle, please remember that you will be subject to Benefit-in-Kind tax for the cost of the accessories. 3.10.1 Tow Bars Prior to fitting a tow bar, authorisation should be sought from GMP Drivercare. Permission for a tow bar to be fitted will normally be granted only if the trailer / caravan to be towed meets the following criteria:

Towing vehicle up to 1500 cc maximum gross trailer weight = 75% vehicle kerb weight.

Towing vehicle over 1500cc maximum gross trailer weight = 90% vehicle kerb weight.

You must ensure that your driving licence permits you to drive the vehicle with the trailer attached. Drivers who passed their UK driving test after 1 January 1997 will have had to pass an additional test in order to tow a trailer over 750kg. Please note that if permission to tow is given, you should obtain additional insurance cover for your trailer or caravan. Where tow bars have been fitted following delivery by GMP Drivercare, any such items should be removed prior to return of the vehicle. Any holes or damage should be made good to a professional standard to avoid you receiving any charges on return of the vehicle to the leasing company. 3.11 Helpline For further information on the salary sacrifice scheme and how it affects you, please contact the GMP team on 0845 3402299 (Press Option 1), or email [email protected] 3.12 Ordering your Vehicle 3.12.1 Place your Order You can create your new vehicle order by visiting the GMP Drivercare website www.gmpdrivercare.co.uk GMP will provide you with your chosen vehicle(s) quotations and this policy document which outlines the terms and conditions of the scheme will also be available on your member’s area under ‘Trust Documents’. When completing the order process you will also be required to complete an ‘Acceptance Of This Order’ section which contains the annual and monthly gross deduction figures of your ordered vehicle. You should read this







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carefully before accepting. If you have any queries you should contact GMP before proceeding to accept. At this stage you will be issued with a copy of your order and you will be requested to print and complete the main driver and optional nominated drivers licence check mandates (which last for 3 years). Your order will then be automatically submitted to the trust for authorisation. On receipt of this authorisation the GMP Drivercare salary sacrifice team will place your order with the leasing company and the dealership. 3.13 Driving Licence Validation You will be requested to provide your consent for GMP Drivercare (and/or its agent(s) to undertake a driving licence check by signing and returning a driving licence mandate form. Please ensure you read and understand the terms of the form before signing and returning the form to GMP Drivercare. Note: Your order may be delayed if the mandates aren’t returned to GMP Drivercare as soon as possible. The information provided by the DVLA will only be used for risk assessment, insurance and assessing the suitability of individuals to drive a GMP Drivercare vehicle. All information will be treated in the strictest confidence. If the result of the licence check excludes you from joining the GMP Drivercare Salary Sacrifice Scheme (see eligibility criteria Section 3.1) you will be contacted by the salary sacrifice team. You will still be charged for the licence check and you may also be liable for cancellation charges if the order has been placed with a manufacturer. Subsequent driving licence checks will automatically be carried out annually. The cost for the main driver licence check is included in your monthly salary sacrifice deduction. 3.14 Personalised Number Plates The use of personalised number plates is permitted on the GMP Drivercare Salary Sacrifice Scheme. Due to DVLA regulation, there are certain procedures that must be followed in order to have a personalised number plate assigned to a ‘lease company vehicle’. If you would like your personalised number plate transferred, you should contact GMP Drivercare once you have taken delivery of your vehicle, they will then confirm the process for you. You will be required to pay any costs associated with transfer of personalised number plates (including removal at the end of the contract); you will be asked to pay these costs directly to the leasing company. 3.15 Order Confirmation Once GMP Drivercare has placed an order for your chosen vehicle, you will receive an order confirmation. It is your responsibility to check this carefully to ensure that the correct vehicle and accessories have been ordered. Contact GMP Drivercare on 0844 2402299





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(Press Option 1) within 48 hours if are any queries regarding your order are found, as after this GMP Drivercare may not be able to amend your order. Please note any delivery dates supplied are estimated. You will be contacted to confirm a convenient delivery date and time once the vehicle is in stock at the supplying dealership. 3.16 Delivery Once your new vehicle is in stock with the dealer, GMP Drivercare will contact you to arrange a convenient delivery date. Deliveries can be made to your work or home address, Monday to Friday. Upon delivery, you must take the time to check the vehicle with the delivery driver. You will be asked to sign a vehicle inspection report. Contact the GMP Drivercare help desk if you have any issues with the vehicle before you sign to accept the vehicle. Please note: If the vehicle is not as ordered you may choose to refuse delivery. GMP Drivercare should be advised immediately before you decline the vehicle. 3.17 Notifying the HM Revenue and Customs (HMRC) GMP Drivercare will provide HMRC with a P46 (Car) form which supply the *P11D details for the vehicle so that your tax code can be amended. However, it is advisable to confirm details of the vehicle to the HMRC yourself, to minimise any arrears of tax. *P11D refers to an annual tax report submitted to the HMRC by your employer to confirm the values of all benefits you receive from your employer. Relevant information for your car includes the full retail value of the vehicle (including accessories, VAT and delivery costs) and the CO2 value (as detailed on the registration document). Refer to the HMRC website for further information on company car Benefit-in-Kind. 3.18 Payslip Changes A salary sacrifice happens when an employee gives up the right to receive part of their pay due under his or her contract of employment. Usually the sacrifice is made in return for the employer’s agreement to provide the employee with some form of non-cash benefit. The sacrifice is achieved by varying the employee’s terms and conditions of employment relating to pay and an actual reduction to gross basic pay occurs as a result. Your payslip will show the reduction in your gross salary and the amount of tax, pension and national insurance that your pay will be reduced accordingly. Because you will pay tax on the car Benefit-in-Kind, your tax code will change and any additional tax will be deducted from your salary. The HMRC will reduce your PAYE Tax Code to pay the Benefit-in-Kind tax due on your Salary Sacrifice vehicle. This Benefit-in-Kind tax can be found on your quotation and is subject to HMRC Benefit-in-Kind changes. Please refer to the HMRC Company Car taxation calculator for up to date information:





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3.19 Student Loans As Student Loans payments are calculated on your earnings, they will be affected if you partake in the Salary Sacrifice Scheme. The salary sacrifice will cause a reduction in your gross salary each month and therefore a reduction to your Student Loan payments meaning your repayment period may be increased. For further information on this please refer to the HMRC website http://www.hmrc.gov.uk/paye/rates-thresholds.htm or the Student Loan Company website http://www.slc.co.uk/ 3.20 Court Orders The trust will be instructed to collect any Court Orders from your net salary by the courts. If there is a Court Order against your pay we advise that you seek independent legal advice on this matter when considering the Salary Sacrifice Scheme. 3.21 Business Fuel Business fuel will be reimbursed in line with your employers travel policy. Lease car drivers must submit their business fuel claims on the appropriate Lease Car form. For information on how to claim back business fuel costs please refer to the OneHR Gateway. 3.22 Excess Mileage Charges In the event of any excess mileage charges on the lease, Blackpool Teaching Hospitals NHS Foundation Trust will recharge these costs to you, the employee. In order to avoid excess mileage you should ensure that you carefully estimate your anticipated annual mileage when placing your order. There is a facility to amend the contract mileage during the term of the lease. You can only do this once, and the contract can only be amended between six months after delivery and 12 months prior to contract end. The amendment may affect your gross salary deduction, in this case you will be required to sign a revised terms and conditions application form. Please note that if the monthly lease cost increases as a result of the mileage amendment you may be recharged for the under payment. 3.23 End of Contract Renewal of Existing GMP Drivercare Salary Sacrifice Scheme Vehicles GMP Drivercare will contact you around six months in advance of your contract end date, advising you on the renewal process. Please Note: New vehicles can on occasion take up to six months and sometimes longer to be built and made available for delivery. Prompt placement of your renewal order will ensure that your vehicle is replaced in a timely manner. You do have the option to purchase your vehicle at the end of its contract. You should contact GMP Drivercare to obtain a purchase price and discuss any other products, e.g. warranty packages, when you receive your renewal notification.

http://www.hmrc.gov.uk/paye/rates-thresholds.htm

http://www.slc.co.uk/

http://www.bfwh.nhs.uk/onehr/





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GMP Drivercare will arrange for your return vehicle to be collected. You will be required to complete and sign a vehicle inspection report with the collection driver. Return vehicles should be clean inside and out to enable an accurate estimation of any damage by the collection agent. Vehicles should be returned with the following items:

Full set of keys (including any spares).

Service documentation (including service book and instruction manuals).

Any personal items should be removed from the vehicle, including any security passes and window stickers as it may not be possible to retrieve these at a later stage. Where a tow bar is fitted to a vehicle outside the original vehicle order, arrangements should be made to remove this prior to collection by GMP Drivercare. Any holes or damage should be made to a professional standard. If you have a personal number plate fitted to the vehicle, you will need to make arrangements with GMP Drivercare to transfer the registration number or put back onto a retention certificate. You must pay any costs associated with the transfer, directly to the leasing company. All drivers will be recharged if vehicles are returned in poor condition. A copy of the leasing company fair wear and tear guide will be emailed to you by a member of the salary sacrifice team once collection has been arranged, if anything is then noticed that may cause you to need to cancel the collection we will need to know a minimum of three working days in advance so that we can cancel the collection with no charge. 3.24 End of Contract Recharges You can expect to incur charges if a vehicle is returned with an unreasonable level of wear and tear at the end of the contract period. The main causes of unreasonable wear and tear are:

Lack of regular checks by the driver leading to faults and damage going undetected and unrepaired.

Not adhering to the manufacturer’s recommended maintenance and servicing schedule.

Drivers not taking responsibility for the day to day care and maintenance of the vehicle leading to general neglect.

Poor quality of body repairs (you should always use a GMP Drivercare approved repairer).

Missing stamps on service books / missing service books.

Missing keys.

End of contract recharges will be deducted from your salary, please ensure that the vehicle is maintained in line with the manufacturer’s recommendations.





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You will be notified around six months in advance that your vehicle is coming to the end of its lease term. At this point it is advisable to check the vehicle over and report any damage to GMP Drivercare so that it can be repaired. 3.25 Looking After Your Vehicle GMP Drivercare determines the monthly cost on the assumption that the car will be kept in good condition. If a vehicle is returned in poor condition, end of contract recharges will be applied. GMP Drivercare recommends that you make regular checks and arrange for repairs to be carried out quickly. 3.25.1 Servicing and Maintenance It is the driver’s responsibility to ensure vehicles are serviced in line with manufacturers' recommendations at a garage that has been approved by GMP Drivercare’s leasing partner. You must also ensure the vehicle conforms to any legal requirements (e.g. tyre tread depths), as well as regularly checking all fluid levels of the vehicle (i.e. topping up of oil between services) and keeping the vehicle in a clean and satisfactory condition. Please note that some items are not included in the maintenance package; lost, missing or broken items, driver abuse of the vehicle and problems caused due to lack of servicing / failure to maintain the vehicle and oil top ups between services. GMP Drivercare’ leasing partner will authorise repairs to the vehicle and recharge the cost to Blackpool Teaching Hospitals NHS Foundation Trust, who will recover the cost via a salary deduction. Recharges will be deducted from your salary at an agreed rate with Blackpool Teaching Hospitals NHS Foundation Trust, e.g. a minimum of £75.00 per month until paid. In order for the vehicle to be safe and perform well, GMP Drivercare recommends that you carry out regular maintenance checks in line with the manufacturer’s handbook:

Oil and Fluid Levels – this includes engine oil, brake, clutch and automatic transmission fluid.

Wiper blades.

Water coolant levels.

Tyre pressure and tread depths.

Lights.

Horn.

Please also bear in mind that certain weather conditions can cause additional maintenance checks to be required such as:

Screen cleanliness – inside and out.

Vehicle number plates – must be visible.





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Lenses of lights.

3.26 Courtesy Cars / Collection and Delivery By utilising the Lease Companies Booking service you will benefit from vehicle collection and re-delivery to either your home or work address, or ‘while you wait’ servicing*. Alternatively, agents can offer you a courtesy car* subject to proof of a valid driving licence, evidence provided of comprehensive motor insurance and any other terms and conditions of the supplying agent. Please note that advance notice is often necessary to benefit from the optional features. As a guide you should allow:

Driver drop off service – five working days notice.

Collection and delivery service – seven working days notice.

Courtesy car service – fifteen working days notice.

* Subject to availability. WILL A REPLACEMENT VEHICLE BE PROVIDED? You are not automatically entitled to a replacement car unless you have requested a relief vehicle as part of your contract. However, we have in place a number of arrangements, where you may be provided with a courtesy car subject to availability. It is important that you understand the difference between a relief vehicle and a courtesy car. A courtesy car is one that is provided free of charge by a garage or an accident repair body shop whilst they are repairing your vehicle. The car is provided as a part of their service but the service is not guaranteed and is provided on a 'first come -first served' basis. You must book a courtesy car and you may have to wait for a car to become available. We will provide a courtesy car in the event of an accident and if you provide adequate notice most garages will provide a courtesy car for normal servicing and repairs. You can also get a car for 24 hours if you breakdown and these are provided free of charge. A relief vehicle is a car that is provided as part of your lease contract and is charged to you as part of your quote. For example you can choose a car to be immediately available or available after 24 or 48 hours. You can also choose a minimum specification or a like for like car. The cost of this will vary considerably and could range from £35 to £200 per annum*. All courtesy cars have a manual gearbox; if you can only drive an automatic we strongly advise that you include a relief vehicle in your contract. Remember, if you want a guaranteed replacement car this must be included as an optional extra. *Relief vehicles will only be included in your lease if it is requested for at the quoting stage, before an order is placed.





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3.27 Hire Cars The scheme does not include the provision of hire cars for any purpose. You are advised to utilise courtesy cars and collection and delivery services wherever possible. If you do choose to make private arrangements to hire a vehicle whilst your GMP Drivercare vehicle is off the road, you will be liable for all costs and insurances. No reimbursement will be made by Blackpool Teaching Hospitals NHS Foundation Trust for costs associated with hire cars. 3.28 Safety Recalls From time to time manufacturers will issue safety recall notices. As the registered keeper of the vehicle, Leasing companies will receive safety recalls and forward these to drivers via Blackpool Teaching Hospitals NHS Foundation Trust or GMP Drivercare. Upon receipt of a safety recall notice you should contact the leasing company to arrange for the vehicle to attend a franchised dealer as soon as possible. GMP Drivercare will continue to issue safety recall reminders until confirmation has been received that the required work has been carried out. 3.29 Breakdown Assistance All of the GMP Drivercare vehicle contracts include 24 hour breakdown assistance. This covers drivers for roadside assistance / recovery / onward travel and homestart anywhere within the UK. 3.30 Tyres The legal minimum requirement for tread depth is currently 1.6mm of tread across the central three quarters of the tyre. Tyres with bald patches, bulges or cuts over 2.5mm long exposing the cords are also illegal and unsafe. It is the driver’s responsibility to check their tyres regularly to ensure compliance. Failure to comply with this requirement can lead to a fine and three penalty points for each defective tyre. 3.31 Glass and Windscreens Replacements to body glass or windscreens should be arranged through National Windscreens. If the glass has been damaged due to an attempted theft or vandalism, you may be asked to make an insurance claim through the accident management service. 3.32 Recurring Technical Faults If your vehicle suffers from a reoccurring technical problem, contact GMP Drivercare on 0845 3402299 (Press Option 1). The problem will be reported to the technical services team, they can escalate the issue with the dealer and manufacturer. You will be kept advised on progress of your complaint until a satisfactory resolution can be agreed.





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3.33 Cleanliness It is the driver’s responsibility to keep the vehicle clean and tidy inside and out. Valeting costs are NOT included within the maintenance contract. However, certain dealers may wash and vacuum your vehicle as part of service or maintenance. 3.34 Driver Abuse You will be charged for ‘driver abuse’ of the vehicle and items outside the maintenance agreement. These include, but are not exclusive to, the following:

Damage (not reported to accident management).

Lost items (including keys and service manuals).

Incorrect fuel (diesel in a petrol engine and vice versa).

Failure to top up oil leading to the engine seizing.

3.35 Incorrect Fuel / Flooding If you do put incorrect fuel into a vehicle, or the engine seizes due to driving through a flood, DO NOT START THE ENGINE. Contact the 24 hour accident claims line on 0845 3402299 (Press Option 1) for advice. Additional damage can be avoided if the vehicle is recovered immediately. 3.36 Vehicle Excise Duty Licence No longer relevant 3.37 MOT You will need to contact GMP Drivercare for the process on how to arrange for the vehicle to attend a GMP Drivercare approved MOT station. Failure to obtain an MOT certificate invalidates insurance cover and can cause delays in obtaining replacement tax discs. Therefore, GMP Drivercare will continue to issue MOT reminders until they are in receipt of a valid MOT certificate. 3.38 MOT Reminders It is essential that you keep GMP Drivercare advised if you change home address, otherwise MOT reminders will be issued to the wrong place and you may be liable for any costs associated with obtaining duplicates. If you do not receive a tax disc or think your vehicle may be due for an MOT, and you haven’t received a reminder, contact GMP Drivercare on 0845 3402299 (Press Option 1). 3.39 Fines and Fixed Penalty Notices It is your responsibility to pay fines, without delay, unless you intend to dispute it. If there are genuine grounds to dispute it, you should write to the Clerk of the Justices, explaining





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the circumstances, keep a copy of the letter for your own records and send a copy to GMP Drivercare. Any fines not paid within the stated period will on some occasions be paid by your leasing company and the cost forwarded to Blackpool Teaching Hospitals NHS Foundation Trust. The leasing company will add an administration charge to the fine. Blackpool Teaching Hospitals NHS Foundation Trust will recover the full cost of the fine, including the administration fee, via payroll. See below for more details on the types of fines and the process for each. 3.40 Speeding Fines GMP Drivercare will receive speeding fine notifications. Upon receipt, GMP Drivercare will supply driver details to the issuing authority. It is ultimately your responsibility to pay any speeding fines incurred. You must also inform your manager and GMP Drivercare on 0845 3402299 (Press Option 1) of any points added to your licence for insurance purposes. 3.41 Fines for Using Mobile Phones Mobile phone use in vehicles which have not been fitted with a proper hands free kit is forbidden. The use of any hand-held communications device (e.g. mobile phone, Blackberry, PDA), whilst the engine is running is illegal and forbidden. If you are found to be doing so, it carries a fine and three penalty points on your driving licence and a potential conviction for dangerous driving (a fully installed car kit, or Bluetooth earpiece and cradle, or installed bluetooth telephone system all comply with current legislation). It is your responsibility to pay any fines associated with using a mobile phone whilst driving and you must inform your manager and GMP Drivercare on 0845 3402299 (Press Option 1), of any points added to your licence for insurance purposes. Further details can be obtained from www.dvla.gov.uk . 3.42 Parking Fines GMP Drivercare will receive outstanding parking fine notifications. Upon receipt GMP Drivercare will supply driver’s details to the issuing authority. It is your responsibility to pay parking fines. Any fines not paid within the stated period will be paid and recharged to Blackpool Teaching Hospitals NHS Foundation Trust by the leasing company. The leasing company will add an administration charge to the fine. Blackpool Teaching Hospitals NHS Foundation Trust will recover the cost of the fine, including the administration fee, via payroll. Once a fine has been paid it cannot be disputed, therefore drivers should advise GMP Drivercare of any disputed fines immediately. 3.43 Bus Lane Fines GMP Drivercare will receive notification of bus lane fines. GMP Drivercare is unable to refuse payment on the grounds of the vehicle being a lease car. Therefore payments will

http://www.dvla.gov.uk/





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be made and recharged to Blackpool Teaching Hospitals NHS Foundation Trust plus an additional administration fee. Blackpool Teaching Hospitals NHS Foundation Trust will recharge the full amount to you, the driver. 3.44 Congestion Charges Congestion charges should be paid in advance or by 10.00 p.m. on the day of entering the congestion charge area. Drivers should retain the receipt issued as proof of payment. The charge can be paid by telephone, on the Internet, or at payment points situated in post offices, and certain shops and garages. Failure to pay by midnight will result in the fine increasing; this will automatically be issued. The leasing company will usually pay the fine at a reduced cost within 17 days of notification. The charge plus an administration fee will be recharged to Blackpool Teaching Hospitals NHS Foundation Trust. The full amount will be recharged to you, the driver, via payroll. 3.45 Suspension from Driving If you are suspended from driving for any reason i.e. penalty points, drink driving etc., you will be expected to terminate the agreement and pay all termination charges and associated charges / fines. If you are suspended from work due to medical reasons please contact GMP for advice. 3.46 Accidents 3.46.1 Immediate Action

Never admit liability (this includes saying “sorry”).

Take full details of all vehicles involved, together with drivers’ names and addresses, their insurers (if available) and verify identification if possible (by asking for evidence of identity).

Sketch out a rough plan of the accident scene, with road names and numbers, junctions, time and place of accident etc. as soon as possible.

Obtain full details of any witnesses involved – independent or otherwise.

Give your name and address, Blackpool Teaching Hospitals NHS Foundation Trust address and insurer (as detailed on your cover note) to all third parties.

Inform the police if anyone involved is injured or there is damage to property. The Police must also be informed in cases of theft or if a third party did not stop or drove off without giving details.

An accident form is supplied with the vehicle (drivers’ handbook) to help you remember what information you will need to report relating to an accident. It is advisable to keep a pen in your vehicle so that you can write third party details onto accident form.





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3.46.2 Follow Up Actions Report the accident / damage to your vehicle to your employer and GMP Accident Management on 0845 2416746. We suggest that you enter this number into your mobile contacts for future reference. The appropriate leasing company’s preferred suppliers must be used for all accident repairs. If you take your vehicle to a non-approved repairer you will be recharged any additional costs over and above the leasing company’s agreed rates, plus an administration fee. The co-ordinator will take the details of the accident from you and fill out an electronic claim form. The key information the co-ordinator will need when you ring is:

Your registration.

Date and time of incident.

Incident location.

Damaged area of your vehicle.

Home address.

Third party details, if applicable.

The co-ordinator will then arrange for recovery or repairs to your vehicle. 3.46.3 The Vehicle Repair Process 3.46.3.1 Non-driveable Vehicles Should your vehicle be non-driveable, it will be recovered to the garage straight away. At the time of your call alternative transport will be arranged for you. The appointed garage will estimate the vehicle repair cost and send the estimate through to your leasing company’s in-house engineers for authority. Once authority is given (usually the same day as the estimate is received) the repairs will commence and you will be kept updated on progress. 3.46.3.2 Accident Far Away From Where I Live? From experience, it is more cost-effective to repair a vehicle near where the accident happened and transport the repaired vehicle back to your home or office address. To transport a non-driveable vehicle can be expensive. Alternative transport will be arranged for you. You may be recharged towing costs if you insist on the vehicle being recovered for unnecessarily long distances.





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3.46.3.3 Driveable Vehicles At the time of your call the co-ordinator will allocate the repair to the closest approved bodyshop to your home or work address – whichever is easier for you. You will be given their details and they will call you within 48 hours to arrange a mobile estimate. This means that the garage will come out to your vehicle either at your home or work address and note the damage and take digital photos. This means that unless you know you will be at home for the next couple of days, it is probably better to ask for repairs to be local to your business address. The bodyshop draws up an estimate, which is sent to your leasing company’s in-house engineer for authority. Once authority is received the bodyshop will contact you to arrange a convenient date to collect and repair your vehicle. You will be given regular updates on repair progress and once completed it will be delivered to you having been cleaned inside and out. 3.47 Thefts If your car is stolen, or broken into, or criminally damaged, inform the police and GMP Drivercare accident management without delay, giving full details of the time and place of theft. The police will inform you of a ‘crime number’ for future reference. 3.48 Insurance Blackpool Teaching Hospitals NHS Foundation has comprehensive insurance on all leased cars. Leased vehicles may only be driven by the named employee and additional drivers who have undergone a licence check. Contact GMP Drivercare for queries about adding a driver to the policy. The policy is limited to usage for social, domestic, pleasure and Blackpool Teaching Hospitals NHS Foundation Trust business. It specifically excludes use for the carriage of passengers for hire or reward, use in any competition, trial, performance test, race or trial of speed, including off-road events, whether between motor vehicles or otherwise, and irrespective of whether this takes place on any circuit or track, formed or otherwise, and regardless of any statutory authorisation of any such events. For full details of the insurance policy please request a copy from the GMP Drivercare help desk. 3.49 Personal Property Claims will not be accepted for personal effects (this applies both to personal and trust property). For this reason they should not be left in your vehicle overnight and should be hidden from view wherever possible. You should make arrangements with your own insurance broker to have any valuable personal effects, which you need to carry around with you, insured under the ‘all risks’ section of your household effects policy. If you use a portable satellite navigation device you should ensure that the device and all associated equipment is always removed from the vehicle when the vehicle is unattended.





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3.50 Good Practice All GMP Drivercare salary sacrifice scheme drivers are responsible for ensuring the vehicle is safe to drive, for example:

Do not overload the car.

Do not allow the car to cause an obstruction.

Do not reverse a car for long distances.

Switch off the engine when stationary (except at traffic stops).

Use dipped headlights at night in built up areas and in dull daytime weather, or if visibility is poor.

Only use rear fog lamps when visibility is poor, e.g. in extremely heavy rain or fog, ensuring they are turned off when visibility improves (it is an offence to use them in good visibility conditions).

Use lights half an hour before sunrise and sunset.

If you are involved in an accident please follow the procedure outlined in the accidents section of this Policy. 3.51 The Stowage and Restraint of Equipment, Samples, Tools, etc. It is important to safely and securely transport equipment, samples, tools, and so on. When considering such matters, both the restraining measures taken to prevent equipment and tools moving in the event of the vehicle being involved in an accident, and their vulnerability to theft, needs to be given some thought. Ideas for consideration to prevent the movement of items in the event of an accident would be the use of netting or webbing straps to restrain the goods carried, or the placing of a 'dog guard' or mesh screen between the driver / passengers and the load space. Whatever restraining system is adopted, it must be such that, in the event of an accident, it would prevent the item(s) from moving and hitting an occupant of the vehicle, or interfering with the driver's ability to safely control that vehicle. The effect the load and its distribution has on vehicle stability and handling characteristics must also be considered. Should the load distribution within the vehicle or its effects on the vehicle's handling be thought to be unsatisfactory, the use of a larger vehicle, or a contract delivery company, should be sought. In addition to the above, consideration should also be given to the ease, shape, and weight of objects to be lifted in and out of the vehicles, paying particular attention to the requirements of the manual handling regulations.





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3.52 Mobile Phones Your trust does not approve of the use of mobile telephones whilst driving. Calls should be made when you are parked off the road and you should set your messaging service to take calls whilst driving. You can be charged with driving without due care and attention if you use your mobile telephone whilst driving. Penalties are quite severe, and if a third party is injured, it could result in a jail sentence. 3.53 Electronic Features Your vehicle may be fitted with a variety of fitted devices to improve your safety, such as ABS. Employees should read the vehicle handbook and familiarise themselves with how to use them – a 20 minute read may save your life. 3.54 Taking your Vehicle Abroad When taking the vehicle abroad, you will require the following documentation:

A current insurance certificate.

VE103a form.

Letter of authority from GMP Drivercare’s Leasing partner.

These documents can be obtained from your leasing company. At least 14 day’s notice should be given. There is a small charge for supply of this documentation; however they are valid for 12 months from the date of issue. If you are travelling on business, you may need to recover the costs via Blackpool Teaching Hospitals NHS Foundation Trust expenses process. Driving abroad without these documents can lead to authorities impounding the vehicle. If your vehicle is impounded, contact GMP Drivercare immediately. Failure to claim the vehicle within a specified timescale can result in the vehicle being disposed of by Her Majesty’s Customs. 3.54.1 Short Notice Journey Abroad If you are taking your vehicle abroad and need to arrange urgent documentation, contact the GMP Drivercare team on 0845 3402299 (Press Option 1). They can supply you with a contact number for your leasing company so that they can arrange for you to collect your documentation at the port as you leave the country. However, you will need to allow extra time for your journey.





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3.54.2 Before you Travel Abroad Before you travel abroad you should carry out some basic checks on the vehicle, as it can be difficult to arrange maintenance repairs abroad, so it’s worthwhile ensuring that any urgent maintenance work is completed in the UK prior to travel. You should at least check the following:

Engine oil levels.

Water coolant levels.

Tyre pressures and tread depths.

Wiper blades.

Lights.

Horn.

3.55 Advice on Additional Equipment Contact the GMP Drivercare team on 0845 3402299 (Press Option 1) for more information on travelling abroad, including advice on additional items you will need to carry with you, (e.g. spare light bulb kits / warning triangles). 3.55.1 Vehicle Memory Storage Prior to the return of the vehicle all personal or client records should be removed from the memory of devices such as but not limited to Satellite Navigation or Bluetooth, failure to do so may be a breach of Data Protection legislation. 3.56 Insurance Cover The insurance cover provided is only valid within the European Union. If you intend to travel outside of the European Union, contact GMP Drivercare on 0845 3402299 (Press Option 1). 3.57 Foreign Breakdown Assistance The vehicle may not be covered for breakdown and recovery abroad. You should check the manufacturer’s guide supplied with the vehicle. 3.58 5 Star Travel Cover Contact the GMP Drivercare team on 0845 3402299 (Press Option 1) for more information. There is an additional cost for foreign breakdown assistance, if you are travelling on business you may need to recover the costs via Blackpool Teaching Hospitals expenses process.





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3.59 Change in Circumstances The general rule is that you will retain your GMP Drivercare salary sacrifice scheme vehicle until the end of the 36 month agreement period, unless you experience a lifestyle change such as the following:

Pregnancy / adoption.

Death of a child / partner.

Redundancy of a partner.

Leaving the company.

Change in working hours of at least 20%.

Marriage.

Divorce or Separation.

Reduction in pay due to a change in terms and conditions of employment or long term absence.

3.60 Leaving the Company On leaving Blackpool Teaching Hospitals NHS Foundation Trust it is your responsibility to return your leased vehicle on your last day of employment. You are responsible for paying the early termination fee:

Five months’ rental if terminated in year 1 of the three year agreement.

Three months’ rental if terminated in year 2 of the three year agreement.

One months’ rental if terminated in year 3 of the three year agreement.

Your trust will deduct any early termination fees, excess mileage charges and damage recharges from your final salary via payroll. Every effort should be made to ensure vehicle damage is repaired, prior to a vehicle being returned. In the event that it is not possible to recoup all monies owed from your final salary, you will be required to arrange an alternative method of payment, e.g. cheque, and if necessary agree with the finance department a repayment schedule via direct debit or standing order. 3.60.1 Redundancy In the event of redundancy Blackpool Teaching Hospitals NHS Foundation Trust will pay any early termination fees due. Redundancy pay would be based on your salary before any Smart scheme contributions (Basic Pay).





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3.61 Home Address Changes To ensure that information relating to your vehicle reaches you in a timely manner it is vital that you advise GMP Drivercare of changes to your home address. 3.62 Absence from Work 3.62.1 Paid Absence In the event of any periods of sick leave, the arrangements within this agreement shall continue to apply subject to any statutory requirements. The monthly payment / contribution will continue to be taken from your gross pay. In the event that you move into an unpaid sick leave situation it will not be possible to continue to take the monthly payments, see below for options. In the event of an unpaid leave situation you will need to decide, in conjunction with Your trust, whether you wish to: 1. Terminate the agreement. Please note early termination fees, as previously outlined,

will apply. 2. Continue with the agreement during your unpaid leave. You will need to make

alternative arrangements, (e.g. cheque, direct debit, standing order) to continue making your monthly payment / contribution for the personal use of the vehicle.

3.62.2 Long-term Sickness Your reduced salary will be used to calculate your pay entitlement. Please see Blackpool Teaching Hospitals absence policy for further information or contact your HR department. If you enter into a period of sickness absence and your reduced periodic pay is not enough to cover the salary sacrifice payment, the missed payments will be accrued and have to be repaid upon returning to a paid period. 3.62.3 Maternity Statutory and occupational maternity and adoption pay are calculated during the qualifying period, (i.e. For Maternity 8 weeks prior to the 15th week before the due date, or for Adoption 8 weeks prior to the Matching Week. Your unreduced salary will be used to calculate your Occupational Maternity / Paternity pay and the Salary Sacrifice for your lease car will continue to be deducted whilst in receipt of Occupational pay. It is strongly recommended that anyone thinking of becoming pregnant or adopting should consider the financial implications before entering into any salary sacrifice scheme. For further clarification or more information please contact the salary sacrifice team on 0845 3402299 (Press Option 1). You may continue to take part in the scheme during periods when you receive statutory or occupational paternity pay as long as your employment income is sufficient to support your salary reduction and this does not fall below the NMW.





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3.62.4 Statutory Paternity Pay Generally, as long as your earnings in the relevant period do not fall below the lower earnings limit for NICs and you meet the other qualifying conditions, your entitlement to paternity pay will not be affected. For further clarification or more information please contact the salary sacrifice team. You may continue to take part in the scheme during periods when you receive statutory or occupational paternity pay as long as your employment income is sufficient to support your salary reduction and this does not fall below the national NMW. 3.63 Pension Salary Sacrifice will have a direct impact on employees’ pensionable pay and pension benefits (or net relevant earnings if not in the NHS Pension Scheme). Therefore, employees should make themselves aware of the pension implications before joining the scheme and seek advice on this subject prior to entering a Salary Sacrifice agreement. New NHS pension arrangements will be in place from 1st April 2015. The new scheme will be a Career Average Revalued Earnings (CARE) scheme, a form of defined benefit scheme where the pension will be based on an employee’s pensionable pay across their career. This differs from the existing NHS final salary scheme, where pension is based on an employee’s pensionable pay at or close to retirement. There will be full and tapered protection provisions for certain members of the existing NHS Pension Scheme (1995 and 2008) sections. Further information about these can be found on the NHS Pensions website and employees should review these when assessing the pension implications of joining the Salary Sacrifice Scheme. 3.64 Part-time Employees Part-time employees are eligible for the scheme. However, if entering the scheme means that your gross pay is less than the annual lower earnings limit, this may affect your entitlement to the basic state retirement pension. Your salary cannot fall below the national NMW. 3.65 Tax Credits It is not possible to be precise about every individual case. However, it is probable that your entitlement to tax credits will be affected – the amount of the credit may increase or decrease. On HMRC’s website, there is a calculator which you can use to help you work out your entitlement to tax credits in a range of different circumstances. The calculator can be found at www.hmrc.gov.uk/taxcredits.

4 ATTACHMENTS

Appendix Number Title

Appendix 1 Salary Sacrifice Procedure

Appendix 2 GMP DriverCare Helpline Number

Appendix 3 Equality Impact Assessment Form





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5 PROCEDURAL DOCUMENT STORAGE (HARD AND ELECTRONIC COPIES)

Electronic Database for Procedural Documents

Held by Procedural Document and Leaflet Coordinator

6 LOCATIONS THIS DOCUMENT ISSUED TO

Copy No Location Date Issued

1 Intranet

2 Wards, Departments and Service

7 OTHER RELEVANT / ASSOCIATED DOCUMENTS

Unique Identifier Title and web links from the document library

CORP/PROC/652 Reimbursement of Incurred Expenses http://fcsharepoint/trustdocuments/Documents/CORP-PROC-652.docx

8 SUPPORTING REFERENCES / EVIDENCE BASED DOCUMENTS

References In Full

Crown. (1996). Employment Rights Act 1996. Available: http://www.legislation.gov.uk/ukpga/1996/18/contents . Last accessed 19/07/2016.

Crown. (1998). Data Protection Act 1998. Available: http://www.legislation.gov.uk/ukpga/1998/29/contents . Last accessed 19/07/2016.

Crown. (2014). Tax Credits. Available: https://www.gov.uk/browse/benefits/tax-credits . Last accessed 22/12/2014.

Crown. (12/11/2014). Using mobile phones when driving: the law. Available: https://www.gov.uk/using-mobile-phones-when-driving-the-law . Last accessed 22/12/2014.

Crown. (17/12/2014). Tax on company benefits. Available: https://www.gov.uk/tax-company-benefits/tax-on-company-cars . Last accessed 22/12/2014.

GMP DriverCare. Available: https://www.gmpdrivercare.co.uk/ . Last accessed 19/07/2016.

9 CONSULTATION / ACKNOWLEDGEMENTS WITH STAFF, PEERS, PATIENTS AND THE PUBLIC

Name Designation Date Response Received

HR Policy Group Forum

10 DEFINITIONS / GLOSSARY OF TERMS

CARE Career Average Revalued Earnings

HMRC HM Revenue and Customs

LEL Lower Earnings Limited

NMW National Minimum Wage

http://fcsharepoint/trustdocuments/Documents/CORP-PROC-652.docx

http://fcsharepoint/trustdocuments/Documents/CORP-PROC-652.docx

http://www.legislation.gov.uk/ukpga/1996/18/contents

http://www.legislation.gov.uk/ukpga/1998/29/contents

https://www.gov.uk/browse/benefits/tax-credits

https://www.gov.uk/using-mobile-phones-when-driving-the-law

https://www.gov.uk/tax-company-benefits/tax-on-company-cars

https://www.gov.uk/tax-company-benefits/tax-on-company-cars

https://www.gmpdrivercare.co.uk/





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11 AUTHOR / DIVISIONAL / DIRECTORATE MANAGER APPROVAL

Issued By Mark Casson Checked By Eleanor Palmer-Rigby

Job Title Remuneration and Benefits Manager

Job Title HR Manager, Personnel

Date July 2016 Date July 2016





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APPENDIX 1: SALARY SACRIFICE PROCEDURE 1. Web address – www.gmpdrivercare.co.uk 2. Employee creates an account by clicking ‘New Drivercare Member?’ and then verifies

the account by clicking an email link sent to their registered email address (trust email address).

3. Once the employee is logged on they can search for any vehicle that they are interested

in, automatic quotes will be available as long as the vehicle is below the CO2 emission cap of 140.

4. A quotation will be supplied on screen, this will change as you personalise the paint and

options you would like to add to your vehicle. You can then store the quotation so that you are able to compare to other quotations and proceed to order.

5. Employee can then choose to order the vehicle by clicking order on the chosen quotation

in their stored quotations. The order process then need to be completed and the Acceptance Of This Order section needs to be confirmed with a digital online signature by ticking the box before proceeding.

6. The employee has then placed a vehicle order. A print off of the vehicle order is then

available for the employee to keep for their information purposes and to refer back to. 7. The order will then be automatically submitted to the trust for authorisation and then sent

back to GMP. 8. Employee will need to complete the DVLA mandate forms and return to GMP. 9. Car is then ordered, driving license is checked. 10. Employee receives confirmation that the car is ordered and given an approx number of

weeks until delivery. 11. Employee receives an email monthly telling them of the vehicles progress after around 8

weeks of the order being placed. 12. Vehicle has its pre delivery inspection done plus any dealer fitted options i.e. tow bars

etc. once it lands with the dealership. 13. GMP organise suitable delivery date and time a.m or p.m directly with the driver after

being advised by the dealership that the vehicle is ready for delivery. 14. A Driver Pack is emailed to the employee to advise of delivery details and to inform then

of some useful contact details and information. 15. GMP advise the trust that the vehicle has been delivered to the employee and to begin

the monthly deductions from the next available pay run. 16. GMP notify Tax Office of lease car arrangement via a P46 car form.






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APPENDIX 2: GMP DRIVERCARE HELPLINE NUMBER

GMP Drivercare Help Desk Telephone: 0845 3402299 (Press Option 1), 9.00 a.m. to 5.00 p.m. Monday to Friday E-mail: [email protected] Address: GMP Drivercare Salary Sacrifice GMP Drivercare UK Ltd Jupiter House Drummond Road Astonfields Stafford ST16 3HJ Vehicle Related Services GMP Accident Management Telephone: 0845 2416746 GMP Autocare – Servicing & MOT’S Telephone: 0845 2415445 Foreign Travel Line – GMP Drivercare will advise Telephone: 0845 3402299 Breakdown – Vehicle Breakdowns See your Driver Pack Tyres – Replacement Tyres See your Driver Pack National Windscreens – Windscreens & Glass Telephone: 0800 622 122 Quoting BN5377 All these numbers are available on the driver information leaflet included in the vehicle Driver Pack which is emailed to you when the delivery of your vehicle is arranged






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APPENDIX 3: EQUALITY IMPACT ASSESSMENT FORM Department HR&OD Service or Policy CORP/PROC/649 Date Completed: December 2014

GROUPS TO BE CONSIDERED Deprived communities, homeless, substance misusers, people who have a disability, learning disability, older people, children and families, young people, Lesbian Gay Bi-sexual or Transgender, minority ethnic communities, Gypsy/Roma/Travellers, women/men, parents, carers, staff, wider community, offenders.

EQUALITY PROTECTED CHARACTERISTICS TO BE CONSIDERED Age, gender, disability, race, sexual orientation, gender identity (or reassignment), religion and belief, carers, Human Rights and social economic / deprivation.

QUESTION RESPONSE IMPACT

Issue Action Positive Negative What is the service, leaflet or policy development? What are its aims, who are the target audience?

See Purpose

Does the service, leaflet or policy/ development impact on community safety

Crime

Community cohesion

No

Is there any evidence that groups who should benefit do not? i.e. equal opportunity monitoring of service users and/or staff. If none/insufficient local or national data available consider what information you need.

No

Does the service, leaflet or development/ policy have a negative impact on any geographical or sub group of the population?

No

How does the service, leaflet or policy/ development promote equality and diversity?

No

Does the service, leaflet or policy/ development explicitly include a commitment to equality and diversity and meeting needs? How does it demonstrate its impact?

No

Does the Organisation or service workforce reflect the local population? Do we employ people from disadvantaged groups

No

Will the service, leaflet or policy/ development i. Improve economic social conditions

in deprived areas

ii. Use brown field sites iii. Improve public spaces including

creation of green spaces?

No

Does the service, leaflet or policy/ development promote equity of lifelong learning?

No

Does the service, leaflet or policy/ development encourage healthy lifestyles and reduce risks to health?

No

Does the service, leaflet or policy/ development impact on transport? What are the implications of this?

No

Does the service, leaflet or policy/development impact on housing, housing needs, homelessness, or a person’s ability to remain at home?

No

Are there any groups for whom this policy/ service/leaflet would have an impact? Is it an adverse/negative impact? Does it or could it (or is the perception that it could exclude disadvantaged or marginalised groups?

No

Does the policy/development promote access to services and facilities for any group in particular?

No





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APPENDIX 3: EQUALITY IMPACT ASSESSMENT FORM Does the service, leaflet or policy/development impact on the environment

During development

At implementation?

No

ACTION:

Please identify if you are now required to carry out a Full Equality Analysis

Yes No (Please delete as appropriate)

Name of Author: Signature of Author:

Mark Casson Date Signed: December 2014

Name of Lead Person: Signature of Lead Person:

Date Signed:

Name of Manager: Signature of Manager

Date Signed: