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A third of fleet managers have little to no knowledge of corporate duty of care responsibilities to employees that drive company-owned or leased vehicles, according to research on the topic by leasing company Alphabet GB.
The research also found that 51% of fleet managers don't think they have a good understanding of duty of care towards grey fleet drivers, despite 43% having seen an increase in grey fleet use post-pandemic.
Alphabet has noted that when used for business travel, vehicles are considered a place of work and must be well-maintained, taxed, insured, hold a current MOT, and be 'fit for purpose'. Businesses should also conduct regular driving licence checks, risk assessments, and training to help manage and reduce driver risk.
Alphabet warned that overlooking aspects of duty of care or not keeping adequate records could have significant legal, financial, and reputational consequences.
The research also found that while 81% of fleet managers conduct regular driver risk policy reviews, 15% haven't reviewed theirs in the past 12 months, and 4% don't have one at all.
In addition, nearly a third don't have a risk management policy in place that covers all employees, regardless of whether they are driving company or private vehicles.
Alphabet general manager for customer account management Gavin Davies said: "If a business requires its employees to use vehicles for work, it's critical fleet managers, drivers, and the wider organisation understand and mitigate the risks associated with occupational driving. Driver risk must be correctly managed to ensure duty of care and legal obligations under the Health and Safety at Work Act 1974, Road Traffic Act 1988, and the Corporate Manslaughter and Corporate Homicide Act 2007 are met.
"However, our research shows there are some vital gaps when it comes to understanding and meeting duty of care responsibilities when employees are driving on company business. Far too many employers are still unaware that they retain responsibility for their employees' safety and conduct when they're travelling for work purposes, even if they're using their own car.
"This is particularly concerning given the increase in private vehicle use that 43% of fleets managers have observed since the pandemic, as these vehicles are often older, not as regularly maintained, and much easier to overlook than company vehicles."
Davies said it was clear that fleet managers needed to prioritise risk management, whether through seeking external advice or bringing in an experienced partner to manage the full process for them.
He added "A robust and proactive driver risk strategy will not only help businesses better understand and manage potential risk, it can also reduce fleet running costs and downtime."
To help fleet managers identify areas for improvement, Alphabet has published a Driver Risk Essentials checklist.
This includes regular checks of driving licences, employee fitness to drive, employee mileage, and private vehicle insurance.
It also includes regular driver assessment and training, and a driver risk policy review, including making sure all employees are aware of the policy.
Alphabet also says fleet managers should ensure all vehicles used for business travel are roadworthy and fit for purpose, and carry out frequent checks of private car MOTs and road tax.
The company also recommends keeping detailed records and signed documentation from drivers, as evidence that appropriate policies and procedures are in place.
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