asking them to confirm that, since their licence
was last checked, they:
• still hold a full and valid driving licence for
the vehicle types they are driving
• have not been convicted of any motoring
offences
• have not received any endorsement points
on their licence
The written self-declaration should be returned
to the relevant fleet manager, where it is kept
on file with a copy of the original licence, as
evidence that the employee still holds a valid
licence. Under this system, employees must
be held to be honest in their declarations.
Make sure that the necessity to complete
the forms accurately is clearly embedded
in the terms and conditions of
employment, and make it a disciplinary
offence to falsify the document.
Where employees are making self-
declarations, put a random auditing
process in place to ensure that the policy
is actually effective. Carry out documented,
random sample checks on employees’ original
driving licences on a regular basis. These spot
checks are essential in demonstrating that your
organisation has a robust monitoring and
enforcement system in place, to minimise the
opportunity for false declarations.
Again, do not forget to include named drivers
and occasional drivers in this system. Often,
named drivers’ declarations can be made on
the same form as the employee’s, saving
administrative time and effort.
DVLA checks
DVLA checks offer the most robust and
foolproof method of carrying out driving
licence checks, and offer a strong and
defensible policy. The checks are particularly
effective if you suspect that a number of
employees may be driving without a valid
licence, or may have amassed significant
penalty points without declaring them.
Unfortunately, there are a number of ways for
employees to beat the system of checking
original driving licences. For example,
employees may obtain a duplicate licence,
claiming that the original has been lost. In
reality, it has not been lost, but the employee is
about to be convicted of an offence. Once
they have a duplicate licence, they send it to
the courts to have the points entered onto it,
thereby keeping the original licence free from
endorsements. This original licence, free from
endorsements, is then presented annually to
the fleet manager. In this way, in an extreme
case the employee may even have their licence
revoked via the totting-up system, but can still
be presenting an original, clean licence to the
company. Ways of tightening these loopholes
are currently being investigated by the DVLA.
The only practical way to ensure that no
cheating is going on is to deal directly with the
DVLA, which can provide details on the
employee’s current licence and endorsement
status. The only potential barrier to this system
is that the employee’s consent is required, as
personal data held by the DVLA are covered by
the Data Protection Act. Approaching
employees for consent can meet with
resistance, as the move implies mistrust.
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