Importance of duty of care

Importance of duty of care

Who is liable?

Under health and safety law, employers owe the same duty of care to both staff who drive their own vehicles, and staff who drive company owned, leased or hired vehicles.

It is also an offence to “cause” or “permit” a person to drive without a valid licence, expired MOT, or to drive a vehicle that is in a dangerous condition.

To ensure that work related journeys are safe, employers must conduct suitable risk assessments. For example making sure staff are fit and competent to drive safely and vehicles used are fit for purpose.

Precautionary measures

According to the Health and Safety Executive, by law every employer must:

  • Make sure that work equipment (which includes vehicles) is suitable for its purpose
  • Take account of the working conditions
  • Assess the risks to the health and safety of using chosen work equipment​

Automated duty of care 

While it’s relatively simple for employers to do this for company owned vehicles, it can be more complicated when staff use their own vehicles for work. With aCloud Expense duty of care, employers will be able to upload live documents such as vehicle tax, insurance, MOT and licence details of privately owned vehicles used for work. This ensures that there is no mistake in the data entered, prevents the use of unfit vehicles and reduces the risk of liability to the employer.

Employers will be able to:

  • Receive a notification if a vehicle licence is close to the expiry date
  • Get private recovery of VAT around projects
  • Monitor vehicles through different stages of approval, i.e. approval from the manager and the finance team
  • Claim validation

To find out more how aCloud Expense can help you implement a duty of care policy for privately owned vehicles used for work, request a demo now and one of our representatives will give you a tour of the product.