It’s a typical office scenario, a member of staff offers to go out and grab a fresh pot of coffee for the team. It seems harmless enough just a quick drive to the nearest café or shop. But from an insurance and health & safety perspective, this simple act can have significant implications for both the employee and their employer.
Business Use: More Than Just Meetings and Deliveries
Many people assume that “business use” only applies when driving for formal company duties like meetings, client visits, or deliveries. However, the reality is far broader. Any journey taken in the course of work even something as small as picking up coffee, qualifies as business use. This distinction is critical because personal car insurance often does not cover business related journeys unless the driver has explicitly declared it to their insurer.
If an employee has an accident during this short trip, they might find that their insurance is invalid. Worse still, if the employer has not properly managed their duty of care, they could also be held responsible.
Employer Responsibility: Roadworthiness and Duty of Care
Under the Health and Safety at Work Act 1974, employers have a duty of care to ensure the health, safety, and welfare of employees even when they are using their own vehicles for work purposes. This means that an employees personal car, when used for business must meet the same safety standards as any company vehicle.
Key employer responsibilities include:
- Ensuring the vehicle is roadworthy, taxed, MOT’d, and appropriately insured for business use.
- Checking that the employee holds a valid driving licence.
- Assessing the risks associated with driving for work, even for informal tasks like a coffee run.
- Encouraging safe driving habits and adherence to road laws.
If an employer fails to consider these factors, they could be liable in the event of an accident, particularly if negligence is found.
The Workplace on Wheels: Extending Health and Safety Compliance
Think of an employees car as an extension of the workplace when they’re driving for business. Just as employers ensure safety within the office or worksite, they must apply the same principles to work-related driving. This means considering:
- Fatigue and stress levels before allowing staff to drive.
- Ensuring company policies outline safe driving expectations.
- Making employees aware of their obligations regarding insurance and vehicle upkeep.
- Providing guidance or training on road safety if necessary.
A failure to implement these measures could lead to legal and financial consequences for both the employer and the employee.
What Employers Should Do Now
If your business has employees who use their personal vehicles for work, even occasionally, take the following steps to stay compliant:
- Review your policies Make sure your company driving policy includes provisions for personal car use.
- Check insurance requirements Advise employees that they must have business use coverage if driving for work-related reasons.
- Request documentation Keep records of employees’ MOT, tax, and insurance details if they use their vehicle for work.
Educate your staff Ensure they understand the risks and responsibilities involved
Speak to us at Gillam Insurance Brokers
A quick coffee run might seem insignificant, but when it comes to business driving rules, no journey is too small to be ignored. Employers and employees alike must be aware that using a personal vehicle for work even just to grab a latte means stepping into a world of insurance, legal, and health & safety responsibilities.
By taking proactive steps to manage these risks, businesses can protect themselves and their staff while ensuring compliance with UK laws and regulations.
So, next time someone offers to pop out for a coffee, make sure they (and you) are covered or speak to us at Gillam Insurance Brokers if you are unsure.