Vans for Engineers Performing Remote Working at MPUs on CSS

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Letter to Branches




No. 993/11
Ref V1
Date: 24 November 2011

To: All Branches with Royal Mail Members

Dear Colleagues

Royal Mail Provision of Vans for Engineers Performing Remote Working at MPUs on CSS Machines and Use of Private Vehicles:
 
Discussions have been taking place with the Royal Mail Operations Walk Sequencing Programme Manager in order to clarify the position in respect of the provision of Vans for Engineers Performing Remote Working at MPUs on CSS Machines and the occasional use of Engineers Private Vehicles to visit MPUs and other locations.
 
Royal Mail have given the following commitment; that Official Royal Mail Vans will be provided and available for engineers to use to travel to and from remote MPU sites to maintain, repair and attend breakdowns on CSS machines and to this end have given an assurance that the 11 Royal Mail Regions have committed to ensuring that a van is available for an engineer to use to visit sites.
 
The problem area identified is in relation CSS breakdowns at shift hand over times. After investigating the possibility of standard approach for managing CSS machine breakdowns at shift hand over times, the conclusion was that one size does not fit all and therefore the most appropriate way of ensuring the CSS machines are brought back into service as quickly as possible should be determined locally within agreed parameters.
 
Royal Mail understand the Union's concerns with regards to the use of Private Cars in relation to Safety and Insurance issues but restated the need to fall in line with the Business Transformation 2010 National Agreement, endorsed in a CWU membership ballot which states that engineers could elect to use their private vehicles on their way into work or on the way home (to visit and undertake work at an MPU site) as long as business standards on T&S were met.  Royal Mail added that this was agreed in response to requests and feedback from engineers and was one of the options available to deal with faults close to shift handover times and a way of reducing the impact on engineers. Royal Mail have restated clearly that their preferred choice will be to use one of Royal Mail own official vehicles for transportation to and from an MPU and to date this is proving to be very effective and is working well.  
 
Turning now to the important issues of Motor Insurance and Safety. Recognising that on occasion an engineer may elect to use his / her own private vehicle, if for example a visit to an MPU is warranted on the way home where a breakdown occurs near to a shift handover time; In this case then standard business terms will apply in line with the current Travel and Subsistence Policy.  In summary this states that appropriate "Business Use Insurance" must be provided on the vehicle and that it’s the user’s responsibility to pay for that Insurance cover and additionally to ensure that the private vehicle being used is both properly insured, roadworthy and legal before being taken on the road; Royal Mail is required to undertake periodic checks on driver licences, Motor Insurance and MOT Certificates. In turn the mileage rate paid by Royal Mail is higher for the first 5000 miles in part to compensate for the need for individual employees to have the appropriate motor insurance.
 
Therefore - key points:-
(a) A van will be provided and available for MC Engineers at each MC for use when travelling out to MPUs to deal with CSS Machine Maintenance, Repair and Breakdowns etc.
(b) In line with the Business Transformation Agreement - Engineers could elect to use their private vehicles on their way into work or on the way home as long as business standards on T&S are met. Private vehicles should not be used at other times.
(c) Engineers will not be expected to use a private motor vehicle at any time and the use of a private vehicle by an Engineer will be on a voluntary basis only.
(d) Only Engineers with appropriate 'Business Use' Motor Insurance will be allowed to use a private motor vehicle.
(e) Those using a private motor vehicle will be subject to periodic or spot checks of Drivers Licence, Motor Insurance and MOT Certificate.
 
The contents of this LTB have been agreed with Richard Moor Royal Mail Operations Walk Sequencing Programme Manager.
 
Yours Sincerely
 
 
Dave Joyce Ray Ellis
National Health, Safety & Environment Officer Assistant Secretary
 
Appendix 1. 
Types of Motor Insurance
Appendix 2
LTB 263/11 "Unauthorised and Illegal Use of Private Cars on Delivery - Warning"
Appendix 3
RoSPA Driving For Work - Own Vehicle

rospa driving for work own vehicles.pdf

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Appendix 1. 

Types of Motor Insurance are as follows:

Social, domestic and pleasure
The vehicle may be used by the named drivers for social, domestic and pleasure use only, excluding commuting. This covers drivers for normal day-to-day driving, such as driving to visit family and friends or shopping.

Commuting
Provides cover as above for social, domestic and pleasure, and also cover to drive back and forth to a permanent place of work. Travelling to a railway station en route, where the car is parked, is classed as commuting. In addition, dropping someone else off at their place of work may also be classed as commuting – so it is worth checking the policy beforehand to double-check.
…And if the vehicle is being used in connection with work beyond simply commuting, then the insured will require a level of business cover:

Business use: Class 1
This will cover the vehicle in connection with your job, such as driving to different sites away from your place of work. It may also cover a spouse for the business use, but not another named driver – so be sure to check the insurer’s wording. It will exclude commercial use (such as delivery of light goods) and selling (such as door-to-door). All other drivers on the policy get social, domestic, pleasure and commuting use as shown above.

Business use: Class 2
There are a number of variations of Class 2 depending on the insurance provider. The policy will usually cover both the policyholder and a named driver for the business use, although some insurers may stipulate that the two must work in the same occupation. Class 2 will still exclude commercial use and selling.

Business use: Class 3
This will provide business cover for the transportation of light goods (e.g. meal or flower delivery), and some selling purposes (such as door-to-door sales).

Commercial motor insurance
This covers vehicles used for business purposes, making it relevant insurance for haulier, courier, postal, delivery, logistics, and other general business companies, high mileage vehicles, goods carrying vehicles, equipment carrying vehicles and general commercial undertakings. 

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Unauthorised and Illegal Use of Private Cars on Delivery

RM Private Cars on Delivery Procedure