Company Van Policy_UK&ROI_LKQ-ECP_August2020

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Company Van Policy United Kingdom and Republic of Ireland

Contents Introduction �� 3 Fleet and emergency contact numbers �� 3 Driving standards �� 4 Driving responsibilities and requirements �� 4 Finance �� 4 Licence and insurance �� 5 Foreign driving licences �� 5 Licence checking �� 5 Compliance �� 6 Mobile devices �� 6 Impaired driving �� 6 Smoking �� 6 Driving safely ��7 Eyesight standards ��7 Accidents��7 Reporting accidents ��7 Following an incident �� 8 Breakdown and recovery �� 8 Parking, reversing and manoeuvring �� 8 Financial contribution �� 9 Applicable excess charge �� 9 Driver excess �� 9 Theft and break-in�� 9 Traffic offences �� 9 Maintenance �� 9 Weekly checks�� 9 Fuel ��10 Fuel Cards ��10 Taking care��10 Finance and reimbursement ��10 Theft of/from a company van ��10 Keys locks in vans and lost keys ��10 Useful resources ��10 Driver Declaration Form ��11 Daily Driver Van Check Sheets ��12 Policy Acceptance Form ��13

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Introduction Welcome to the LKQ Euro Car Parts van policy. As an important member of the team, and professional driver, it is important that you read this policy as it will assist and support you with everything you need to know about the van provided for you. Your safety, and the safety of those around you, is our top priority. Driving can present many risks, but by following this policy your risks are reduced.

In this policy, you will find: ■ Guidance on the use of your van, and what is required of you ■ Safe driving and vehicle advice to keep you and others safe.

The policy applies to all drivers who are assigned a company van.

You will be required to sign a policy acceptance document and to have read and understood this policy before driving. All additional information can be found in the Driver’s Handbook or on the fleet page in ECPedia. Personal use of the company vans is prohibited; the vehicle can only be used to commute to and from work and anyone that is not an LKQ Euro Car Parts employee is prohibited to travel as passengers. Failure to adhere to this could lead to disciplinary action which could result in you no longer being able to drive for LKQ Euro Car Parts.

Fleet and emergency contact numbers

Fleet Number (UK) Fleet Number (ROI)

0208 956 5030

Internal Cisco 666

0044 208 956 5030

Gallagher Bassett (CAA) - UK Gallagher Bassett (CAA) - ROI

0333 700 8033

0044 333 700 8033

AA Breakdown- ROI

1800667788 ref 01511308 0800 111 234 01 8122888

Ford Breakdown Assistance - UK

Europ Car Assist - ROI

Peugeot Breakdown Assistance - UK RAC Recovery (Acc No 10970337052) UK National Windscreens (Acc No BN3259) - UK

0800 294 0294 0800 616 3000 0800 616 122

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Driving standards You must comply with your legal obligations as a driver. This includes the way you drive, and the requirements of your licence issued by the DVLA or NDLS. If you breach your legal or licence obligations, you may have the vehicle removed and face disciplinary action up to, and including, summary dismissal.

Examples of unacceptable behaviour which will trigger disciplinary action include: ■ Driving while under the influence of drugs and/or alcohol

■ Driving while unlicensed or disqualified ■ Driving which causes death or injury ■ Failing to stop and report a crash or incident ■ Using a hand-held mobile phone or other device while driving ■ If you have, or acquire, nine endorsement points, or we assess your driving history as unsatisfactory, we may remove you from driving. NB. This list is not exclusive and any other driving behaviour which is deemed unacceptable, will be subject to disciplinary action. Driving responsibilities and requirements You are responsible for observing the law, and any consequences of not doing so. You must avoid anything which affects you paying attention to the road and other people.

As a professional driver, we require you to: ■ Hold a current full driving licence for the vehicle you drive ■ Always observe road traffic laws ■ Drive safely and responsibly ■ Follow this policy ■ Immediately notify your Manager and Fleet Department if you are involved in a driving incident, or receive a fixed penalty, court summons, caution, or licence endorsement/s, regardless of where you were driving ■ If you feel unwell, stop driving immediately and inform your manager (Please note, you may require a medical opinion that you are fit to drive and/or permission from us) ■ Immediately notify Gallagher Bassett if you are involved in an ■ Always wear your seat belt ■ Observe our ‘No Smoking Policy ■ Keep your fuel card safe, and only use it for your company vehicle ■ Keep your vehicle clean inside and out and be aware of our business reputation. Finance As per your employment contract, you may be asked for a financial contribution if:

■ You have a fault accident ■ Fail to follow this policy ■ Damage caused by your negligence or considered not to be wear and tear, including broken or missing items such as such as replacement keys ■ Fines ■ Misfuelling costs ■ Using the vehicles for home and business commute.

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Licence and insurance Your van is insured by us, but there are several things that we require from you before you are authorised to drive.

You will need to: ■ Complete an e-Declaration Licence form (UK only) ■ Complete a Driver Declaration Form (ROI and EU drivers licence holders only)

■ Supply a recent photocopy of your photocard driving licence ■ Complete an online risk assessment, and any follow-on training ■ Read this policy and sign the acceptance form.

We may ask you to provide the above items periodically throughout your employment with LKQ Euro Car Parts.

Our risk assessment of your driving profile may lead to on-road, on-line or workshop-based training. If you do not provide the documents or undertake training your ability to drive may be removed. You must: ■ Hold a full and valid driving licence at all times ■ Update any changes such as name and address with DVLA/NDLS. You may incur a fine of you do not ☐ Notify DVLA/NDLS, your Line Manager, People department and the Fleet department if you have or are diagnosed with a medical condition that affects your ability to drive ☐ Provide a copy of any changes to your licence, including any endorsements or disqualification to the People and Fleet departments Foreign driving licences If you hold a driving licence issued from a country within the European Union, you may drive provided you meet any criteria set out by the DVLA or NDLS. We may ask you to take a familiarisation course and on-road training.

Any person with a valid driving licence issued in their country of origin is permitted to drive in the UK for at least 12 months. After this period, you will need to exchange your documents or a UK licence or pass the DVSA’s UK driving test.

Further information can be found at: ■ https://www.gov.uk/guidance/driving-in-the-eu-after-brexit ■ https://www.ndls.ie/holders-of-foreign-licences.html

Licence checking If you hold a UK driving licence, this will be checked periodically at our discretion. The process is managed by JAAMA, who work directly with the DVLA. Information obtained from the DVLA will be disclosed to us and follow on action taken as we see fit.

If you are an ROI driver, a Driver Declaration needs to be signed and submitted to the Fleet and People departments.

It is a requirement for all e-declaration mandates to be received prior to employment.

Should you leave the business, JAAMA will be instructed to remove your details from the system preventing any further data requests from DVLA.

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Compliance Mobile devices You must follow the law and our policy regarding the use of mobile phones and other hand-held devices whilst driving. This policy always applies, including during commuting hours. It is the company policy that there is no need for a van driver to ever make or receive calls, texts, messages or use mobile data for their job. All communications can happen while they are stationary, at a branch. Vans therefore may have Bluetooth removed and have no hands-free equipment. If the van has the equipment to receive hands free calls – no calls should be made or received.

It is however, acceptable for a driver to carry a personal phone for emergency purposes only, but it should always be turned off whilst driving. This policy will be strictly applied, and any exception will be a referred for disciplinary review.

We recommend your mobile phone/communication device (whether company issued or private) should be placed where it is out of reach; in the glovebox for example.

Impaired driving You are responsible for your ability to drive. Alcohol and drugs, including prescription medication, can affect your ability to make proficient judgments whilst driving, for periods of time following ingestion. If driving is not recommended while taking medication, e.g. where drowsiness may be a side effect, as in the case of certain antihistamines, then you must take appropriate action e.g. not driving, or changing your medication. It is an offence to drive while unfit through alcohol or drugs. Use of illegal drugs is dangerous and effects are unpredictable.

It is illegal to drive with legal drugs in your body if it impairs your driving. If you are not sure if you are safe to drive, check with your pharmacist or doctor. Always follow the advice of a healthcare professional and read the accompanying leaflet.

For guidance please visit the website: https://www.gov.uk/drug-driving-law or https://www.drugsandalcohol.ie

Drink or drug related offences may lead to disciplinary action.

Smoking

Smoking is not permitted in any company vehicle and it is an offence to smoke, or to fail to prevent others from smoking in the van. This policy also includes e-cigarettes, personal vaporizers, and electronic nicotine delivery systems.

Any smoking related breach may result in disciplinary action.

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Driving safely We expect all of our drivers to: ■ Drive safely, considerately and within the rules of the Highway Code for the UK and the Rules of the Road for the ROI ■ Anticipate and observe all the time -be aware of other road users and try to avoid incidents ■ Make sure your seat, mirrors and head restraints are correctly positioned ■ Don’t ever drive under the influence of drink or drugs. Think carefully if you’re safe to drive the morning after ■ Drive at speeds appropriate to the conditions, especially in built up areas ■ Drive according to the conditions on the road ■ Observe an appropriate gap between you and any vehicle ahead of you, so you can stop in good time. Eyesight standards You must ensure you are able to meet the eyesight standard. Please wear any glasses or lenses as prescribed. You must undertake regular tests as recommended by a qualified professional. If you do not, you risk your licence being revoked. Accidents If you are involved in an accident you should follow the procedures: ■ Remain calm ■ Stop as soon as it is safe to do so ■ Call the emergency services if there is danger or injury ■ Take the names, addresses and contact numbers of all people involved. It is also very important to take details of independent witnesses. Keep a description of the other driver/s and the number of passengers in their van and sex/ages of all occupants. If you think a crash has been ‘staged’ take as much detail as you possibly can then tell the Police or Garda Siochana or Fleet Manager of your suspicions ■ Note the registration number and details of all vehicles involved, take photos of the crash including the location, the position vehicles, damage and any other details ■ As soon as you are able, write down what you remember ■ Give the other party your name our insurance details - Aviva Policy No.84 SKL7241170 Do not restart your journey until it is safe to do so. Make sure your van is both safe and legal to drive. You will need to check: ■ If any fluids have leaked from the van. If yes, do not attempt to start it or move it (other than to push it to the side of the road if you are able) and seek recovery ■ If the steering/suspension or lights are damaged. If so, again seek recovery ■ If you believe the van to be roadworthy making sure you drive off carefully and check all systems are working ■ If you are in any doubt about whether it is safe or legal to drive seek recovery ■ Recovery should be reported to Gallagher Bassett ■ Seek medical attention if you are injured. Reporting accidents You should report the full details of any accident to Gallagher Bassett on 0333 700 8033 and for ROI +0044 333 700 8033 as soon as they occur. If only your vehicle is damaged and it is minor, contact the Fleet department initially. Damage to your windscreen/glass or to the wing mirror, with no other bodywork damage should also be referred to the fleetaccident@eurocarparts.com email address. If you receive contact from another party, do not reply and forward it to fleetaccident@eurocarparts.com. Do not accept assistance from companies offering financial compensation. If you are injured, you must report this to your line manager and the People department. If there has been any injury or any damage to property, it is an offence not to report an incident so please make sure you report it as soon as possible – in any event, within 24 hours to the police.

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Following an incident Once an incident is reported, you will be asked to complete a Driver De-Brief Form with your Line Manager. Camara footage, driver behaviour tracker score and your daily vehicle check form must be submitted to the fleet department for review as part of the process. In the event of two or more non-recoverable crashes considered your responsibility and where the costs are significant: ■ We reserve the right to remove or suspend your entitlement, make changes to the type of van available to you in the future and insist on driver training if deemed appropriate ■ If the crash is determined as wholly the driver’s fault with no third party involvement and results in being declared a total loss by our insurers, you will not be entitled to a company van until a detailed investigation has been carried out and sent to the Fleet department for approval ■ Accidents must be reported to your line manager immediately and failure to do so is classed as a gross misconduct offence. Breakdown and recovery ■ Leave the vehicle using the safest exit and stand well away from traffic and wear your Hi- Visibility clothing ■ Call the emergency services if required. This information is available in your driver’s handbook ■ Contact Euro Car Parts Fleet for assistance on 0208 956 5030 ■ Do not attempt any repairs to the vehicle ■ Use your LKQ Euro Car Parts Bump Card to record all details of an incident. ■ Take your time when manoeuvring. Don’t rush as this could result in making a mistake or having/causing an accident ■ Maintain all-round observation prior to, and throughout, all manoeuvres. Use your mirrors and look around you all the time. Check how much space is available and only continue if it’s safe. It’s better to make an extra manoeuvre than risk a collision, no matter how minor. ■ Reverse into a parking space; it’s safer than reversing out where there are more hazards and it improves your visibility when driving away ■ Don’t rely solely on parking sensors; take your time to look at what’s around you, look out for pedestrians and objects that may be in your way ■ Don’t leave your van in a place where it’s likely to get damaged and avoid parking on a corner. Parking, reversing and manoeuvring Follow the below points to assist with parking, reversing and manoeuvring:

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Financial contribution If an incident is your fault, you will be asked to make a financial contribution. The value may be subject to change as part of ongoing reviews.

Applicable excess charge

Driver excess

Under 21 years 21 to 25 years Over 25 years

£/€750 £/€500 £/€250

If the accident is reported to Gallagher Bassett within one hour with full and adequate information, the above charge will be reduced by 50%.

In the event of two or more non-recoverable crashes, where the costs are significant, it will be considered your responsibility. The details of this will be discussed at the time. In this scenario, employees will be required to recompense the relevant LKQ business to the value (ex VAT) and this may be taken as a salary deduction spread over a three-month period. In this event, please await invoice from the relevant breakdown provider via the Fleet department as charges may vary. Theft and break-in Personal items are not covered under our insurance and should be removed from the vehicle when not in use. We reserve the right to charge an excess for damage to the van if personal effects were on show and promoted a break-in. Traffic offences You are responsible for all parking fines, fixed penalties, camera offences, bus lane contraventions charges and any other ticket or charge that may be received whilst driving the vehicle. Upon request, your details will be provided to any enforcement authority. If a penalty is paid by us, we will ask you to repay us. Maintenance You are responsible for your vehicle, and a daily check should be carried out and any problems reported to the fleet department on 0208 956 5030 and your branch manager.

Weekly checks The following areas should be checked on a weekly basis: ■ Engine oil ■ Coolant levels ■ Washer fluid levels ■ Tyre pressure and tread depth ■ Windscreens.

The van inspection forms should be done before 9:00am. This is a full check on the van’s condition and highlights any issues to the Operations and Fleet team. This should be done and handed to your dispatch controller along with the Daily Check Sheet from the previous week. It is the driver’s responsibility to highlight problems and remind operations to ensure rectification. If any engine management lights come on, the issue must be rectified immediately, and warning light switched off by the rectifying garage before it can used. All vans must be checked for damage daily and any damage from non-accident event must be reported to your line manager immediately.

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Fuel If you fuel the vehicle with incorrect fuel, you MUST contact the breakdown assistance provider and the fleet department immediately. Fleet will record instances of wrong fuel, and you are not required to attempt rectification In the event of realising wrong fuel at pump, DO NOT attempt to start or drive the van. The employee may be required to recompense the business to the value (ex VAT). This may be taken as a salary deduction spread over a 3-month period. In this event please await invoice from the relevant breakdown provider via Fleet department as charges may vary. Fuel Cards Your vehicle has a fuel card. It must only be used to re-fuel the vehicle registration shown on the card. If a fuel card is not available, your Line Manager’s fuel card must be used (see below). The fuel cards must be kept securely with the Branch Manager and should be signed for when taken and returned with the fuel receipt from the service station and signed back in accordingly. DO NOT use any Tesco sites. Morrison’s can only be used where there are no options of bunker fuel. Regular use of Morrison’s sites must be authorised by the Fleet department. Taking care We expect you to behave responsibly with your van. The list below are examples of behaviour which will not be accepted, and disciplinary action may be taken if they occur: NB. This list is not exclusive and any other driving behaviour which is deemed unacceptable, will be subject to disciplinary action. Finance and reimbursement Theft of/from a company van In the event of theft of or from a company van, the Police or Garda Siochana must be informed immediately, followed by a call to the fleet department and your Line Manager. If the theft is due to negligence from the employee, there may be a request for replacement of company monies taken along with disciplinary action. In the event of the van being taken due to keys being left in or the van left unattended, misconduct charges may also follow. Keys locks in vans and lost keys In the event of lost keys or keys locked in a van, the Fleet department must be made aware immediately. Replacement may need to be sent from Head Office or replacements purchased. The employee will be required to recompense the business to the value (ex VAT) of replacements, this may be taken as a salary deduction spread over a 3-month period. Useful resources http://www.rulesoftheroad.ie/Rules_of_the_road.pdf http://www.highwaycodeuk.co.uk ■ Leave the van unlocked whilst unattended ■ Leaving keys in the ignition ■ Allow an unauthorised driver to drive ■ Not follow our policy ■ Drive the van without due care and attention ■ Wilfully damage ■ Leave items on display in the van promoting theft or damage ■ Not keeping the van in a clean and tidy condition at all times ■ Fail to ensure that the car is in a roadworthy condition ■ Driving under the influence of drugs or alcohol.

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Driver Declaration Form (ROI and EU only) FOR COMPLETION BY MAIN DRIVER

To comply with the requirements of the Fleet Policy and our insurers, staff must complete and sign this form, and be processed through the Fleet department checking process before driving any van on company business.

Surname:

Forename:

Date of birth:

Middle initial

Country of licence issue:

Employee number:

Van entitlement:

Driving licence number:

To (card expiry date):

Driving licence validity from:

Please confirm if you have a Full or Provisional Licence entitlement:

Home Address as it appears on your licence:

a) Have you been convicted of any motoring offences in the last five years or have prosecutions pending?

b) Have you been disqualified from driving in the last five years? c) Have you been convicted or charged with a drink driving related offence within the last 10 years (plus ban period)? Where you have identified ‘yes’ please provide details below. Please provide details on a separate sheet where necessary.

Offence Code

Date

Endorsement

Fine

Details of any motoring offences in the last five years including the endorsements and/or fines (or any pending prosecutions):

Details of any disqualifications from driving in the last five years:

Details of any conviction or charge in respect of a drink driving related offence within the last 10 years (plus ban period):

Please provide a copy of your current driver licence and include the front and rear images. I confirm that: ■ The information provided in this form is a true record ■ I currently have a full and valid licence entitling me to drive my van on company business ■ I will inform the Fleet department immediately of any change to the information provided and the outcome of any pending prosecutions and provide a replacement copy of any documentation that becomes invalid ■ I have provided a copy of my current drivers licence, both front and rear images.

Please email scan all documents to: fleet@eurocarparts.com

Signature: _____________________________________

Date: _________________________________________

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Daily Driver Van Check Sheets

Date:

Drivers Name:

Sign:

Mileage:

Vehicle Reg :

External Condition

Y/N

Fluids

Y/N

All sensors are working Door/Wing mirrors Wiper blades Screen washers Tyre tread and side wall showing no damage Spare wheel Number plate, windows and lights clean Bodywork secure Door locking mechanism in good working order Lights/Electric

Engine oil / within acceptable limits Brake Clutch Power steering

Screen wash within acceptable limits Fuel within acceptable limits (min ¼ full) Coolant within acceptable limits Any fluid leaks discovered Internal Condition (in good working order)

Y/N

Seat belts First Aid kit

n/a n/a

Indicators Side lights Headlights (main beam and dipped) Number plate Reversing Warning lights (hazard lights) Horn Windscreen wipers

Fire Extinguisher

Head restraint adjustment Driver hand book Seats Internal Condition Rubbish on the floor Empty cans/bottles Cardboard/plastic bags All returns removed from van Any parts found in van

Y/N

S = Scratches, C = Cracked, M = Missing, D = Dented, B = Broken, CH = Chips

COMMENTS

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Euro Car Parts Company Van Policy

Policy Acceptance Form For all drivers: I confirm that I have read and understood the Euro Car Parts Company Van Policy, (Issued July 2020) and agree that I will comply with the terms and conditions as set out therein.

Forename

Surname

Signature

Employee Number

Date

Please return to: The People Department Euro Car Parts, Building T2, Birch Coppice Business Park Danny Morson Way Dordon Tamworth B78 1SE

Date of issue: July 2020

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