Duty of Care: Reduce the Administrative Burden
Duty of Care encompasses all the actions that should be taken by employers with regard to employees whilst driving on company business, even in their own cars.
As a senior Director and "controlling mind" of the business organisation, not only could the Director of Finance expose the business organisation to significant financial risk, and risk to its reputation, but could also personally be liable if an employee had an accident as a result of work duties.
Many organisations check that employees have a valid Driving licence and vehicle insurance but this may not be sufficient for your ‘Duty of Care’.
- Duty of Care check list: Valid driving licences - use DVLA to confirm
- Ensure vehicle insurance includes business travel
- Current MOT to prove a vehicle is roadworthy & well maintained
However, these tasks can prove an enormous administrative burden.
Failure to check licences, or making expenses payments without an adequate licence check could be interpreted as causing or permitting illegal behaviour.
The most efficient way to manage this is to automate the recording and verification of employee details with Expenses(NHS) . This will ensure that you are making all reasonable endeavours practicable for your employees to be safe on the road.
One of our customers quoted:
“We introduced the duty of care feature to check the vehicle details for all employees driving their own cars on company business and found a third of them did not have sufficient insurance cover” Brian Woodhouse, Accountant, Business Link Northwest.
Expenses(NHS) added Duty of Care functionality that enables you to record, scan & attach and manage:
- Employee details
- Vehicle insurance
- MOTs
- Tax Disc
- Driving Licence
Expenses(NHS) will also remind you, through simple automated email notifications, when these records need to be checked again, mileage claims can be stopped until the employee has produced the required documentation, ensuring timely response to keeping their details and documentation up to date.
The extensive reporting suite within Expenses(NHS) will also allow line managers to see how many of their team are up to date with their vehicle details and view who will need checking and for which document in the coming weeks/months.
About Expenses(NHS)
Expenses(NHS), a leading UK based expense management system, has been designed by Software Europe to give you greater control over your employee expenses, increase your productivity and profitability and ensure relevant Tax & VAT is automatically adhered to, in accordance with HM Revenue & Customs.