Support services - Hire vehicles policy (T07107)

1. Summary of changes

1.1 This procedure/SOP has been reviewed in November 2023. 

2. What this procedure/SOP is about

2.1 This procedure/SOP explains the procedure relating to the provision, maintenance and use of hire and pool vehicles to supplement the Essex and Kent vehicle fleet.

2.2 The procedure/SOP extends to all police officers, employees and volunteers and takes into account all ranks and grades, according to police regulations and police staff terms and conditions.

2.3 The central contract for the provision of hire vehicles is managed by Procurement Services.

2.4 The drivers of hire and pool vehicles must drive vehicles in accordance with the force’s safe driving policy and the Highway Code. Any notices of intended prosecution will be passed to the driver to appeal or pay the fine.

Compliance with this procedure/SOP and any governing policy is mandatory.

3. Detail the procedure/SOP

3.1      Hire vehicles

3.1.1 This section relates to the provision, maintenance and use of hire vehicles to supplement the Essex and Kent fleet vehicles. Hire vehicles must not be used to fill any perceived shortfall in established fleet. LPAs/divisions/departments should look at their wider fleet when managing demand and transport fleet co-ordinators can provide fleet data to assist with decision making. In all cases the provision of hire vehicles will only be considered as part of the travel decision tree process and all transactions for bookings, cancellations and off-hires will be transacted through Business Services.

3.1.2 Hire vehicles will be considered as a police vehicle for the purposes of police business and thus subject to the same regulations, policies and procedures as for any fleet vehicle. Drivers must have the appropriate vehicle permit having been assessed and authorised to drive police vehicles by the driving school or area driving examiner. 

3.1.3 Hire vehicles must never be used for:

• any form of response driving
• any form of surveillance work (because it leaves future hirers at risk)

3.1.4 Hire vehicles are usually short term and as such are not subject to the issue of a fleet number.

3.1.5 Hire vehicles will be supplied at a Category B unless circumstances demand a bigger vehicle.

3.2      Hire vehicle equipment and mileage record book

3.2.1 All users of hire vehicles must keep a record of the relevant user of the vehicle in the same way as if it were a fleet vehicle – See T07103 procedure/SOP -Vehicle log books.

3.3      Fuel for hire vehicles

3.3.1 Details of fuel for hire vehicles are available in T07102 procedure/SOP – Fuel and electric vehicle charging management, Section 3.4.2.

3.3.2 In all cases, users must ensure that the vehicle is re-fuelled before it is returned to avoid expensive re-fuelling costs from the hire company.

3.4      Payment for hire vehicles

In all cases, the administration for the provision and payment of hire vehicles will be maintained by Business Services.

3.5      Maintenance and repair of hire vehicles

3.5.1 Transport Services are not responsible for the maintenance or repair of hire vehicles. In the event where a hire vehicle becomes un-roadworthy during its hire period, through fault or accident, this should be referred to the contracted supplier of the vehicle and, where necessary a replacement sourced if appropriate. Guidance is usually available with the hire vehicle.

3.5.2 If the vehicle is un-roadworthy before starting the journey this should be referred to Business Services.

3.6      Accidents in hire vehicles

3.6.1 If a hire vehicle is subject to an incident whilst on police business, the Police Vehicle Incident (PVI) process must be followed as if the vehicle were a fleet vehicle. Reporting must take place via the link to PVIR Essex or link to PVIR Kent. 

3.6.2 The hire company and Business Services must be notified and, if necessary, a replacement vehicle sought.

3.7      Insurance for hire vehicles

3.7.1 Hire cars are covered by the relevant force fleet policy as if they were a fleet vehicle for the period that they are on hire. 

3.8      Hire vehicles at home addresses

3.8.1 Hire vehicles are subject to the same policy and procedure applied for all police vehicles at home addresses. Hire vehicles may be delivered to home addresses provided the hire does not exceed ten days and there is no personal use, irrespective of the circumstances. Vehicles delivered to a work address may be taken home in exceptional circumstances should an early start that extends the day beyond contracted hours or where the collection of a hire vehicle would add a significant amount of time or miles to the intended journey. This is because any VAT normally reclaimable for business usage for hire vehicles cannot be reclaimed for this element and it becomes an additional cost to the force, see T0710 policy – Vehicle Fleet Management, section 3.6.1.

3.9      Prisoners in hire vehicles

3.9.1 The carriage of prisoners in hire vehicles is permissible. However, officers and staff must bear certain safeguards in mind when using a hire vehicle for such purposes. The principal risk is that hire vehicles will be used by members of the public after police use and it is essential therefore that future hirers are not placed at risk from our activity.

3.9.2 If a prisoner is carried in a hire vehicle it is mandatory to ensure:

• the vehicle is thoroughly searched to ensure that items such as drugs, knives or other items are not left in the vehicle, (usually stuffed down the backs of the seats)
• all documentation is removed prior to return
• any contamination or spillages should be dealt with through specialist cleaning facilities. Details of specialist cleaning facilities are available on the Transport Services website under “specialist vehicle cleans”

3.10    Dartford Crossing for hire vehicles

3.10.1 If a hire vehicle is required to use the Dartford Crossing, the following applies:

• hire under seven days should be actioned by the vehicle requester and claimed back via expenses
• hire over seven days should be notified to Transport Services who will arrange for the vehicle to be added to the system and removed when the vehicle goes off hire. The team can be contacted during office hours on ext. 480649 or via email on [email protected]

3.11    Pool vehicles

3.11.1 This section relates to the use of pool vehicles which are fleet vehicles provided at designated sites as a cost efficient travel option to support officers and staff in undertaking routine official police business. The vehicles are used in those instances where a staff member would otherwise claim an allowance for use of their private vehicle. They must not be driven for response, covertly or for transporting prisoners.

3.11.2 The use of pool vehicles must be in accordance with transport and safe driving policies. All bookings and cancellations will be made through the self-service pool car booking app. The driver will ensure they collect and return the vehicle in accordance with the app booking. The driver has the responsibility of updating the app should they need to cancel the booking.

3.11.3 Pool vehicles are a cost efficient method of transport that supports the travel choices with the forces’ published travel decision tree. Any variation from those travel choices should be discussed with Business Services.

3.11.4 There is no mileage limit per journey or restriction in relation to travel out of county as long as the vehicle is returned in line with the period booked.

3.12    Pool vehicle drivers

3.12.1 Drivers must have the appropriate vehicle permit having been assessed and authorised to drive police vehicles by the driving school or area driving examiner. 

3.13    Pool vehicle maintenance

3.13.1 Pool vehicles are force-owned fleet vehicles and are subject to the usual daily/weekly checks and maintenance that are applicable to all fleet vehicles and should be checked in accordance with T07101 procedure – Vehicle Maintenance. In all cases, mileage and vehicle weekly checks must be reported to Transport Services in the same way as any other fleet vehicle via the Transport Services portal.

3.14    Pool vehicle use

3.14.1 Pool vehicles are a fleet vehicle and are covered for use, repair and maintenance under the policies and procedures that apply to all fleet vehicles.

3.14.2 Pool vehicles will not be retained by a driver for extended periods. A pool vehicle is for staff to travel to and from meetings or trips where the vehicle will usually be returned on the same day. Any extended retention would deny a resource to colleagues and could potentially add cost through a mileage claim.

3.14.3 Pool vehicles will only be used for official police business. Private use is not permissible. All pool vehicles are to be kept overnight on police premises. Vehicles must not be taken home unless there is an incidental reason where it makes business sense to do so, i.e., an early start that extends the day beyond contracted hours or where the collection of a pool vehicle would add a significant amount of time or miles to the intended journey. Bookings must be made factoring in any additional time where the vehicle may be kept off-site, to ensure future bookings are not impacted and future bookees are able to collect the vehicle from the location the vehicle is kept. In all cases, the vehicle must be used solely for business purposes and Business Services have specific vehicles that can be taken home if required. The pool vehicles that can be taken home show specific details on the vehicle log books.

3.14.4 There is no mileage limit per journey or restriction relating to travel out of county although users should be mindful of high recovery costs should the vehicle break down. This does not apply between Essex and Kent as there are reciprocal maintenance facilities in place. If a hire car is used out of county, although there is an initial hire cost, any recovery and vehicle replacement costs are borne by the hire company.

4. Equality Impact Assessment (EIA)

4.1 EIA – December 2021.

5. Risk assessment

5.1 Hire vehicles do not form part of the fleet and it must be understood that the hire company has taken responsibility for the road-worthiness and legality of the vehicle before provision.

5.2 Both hire and pool vehicles must be checked upon delivery by the user for any obvious defects which might preclude its use on the public highway or any sign of damage to the bodywork or tyres. For hire vehicles, defects must be noted on the delivery paperwork and if necessary delivery refused. Pool vehicles are covered under the mandatory daily and weekly checks required for fleet vehicles in section 6 above.

5.3 The driver of the hire or pool vehicle accepts responsibility for its safe use on the public highway.

5.4 It is essential that before permission is given for a member of staff to drive any hire vehicle, a supervisor gives due consideration as follows:

• the operational necessity
• the individual having undertaken a police driving assessment to drive the category of vehicle they wish to use
• the ability of that individual to drive a specific vehicle

5.5 There are no health and safety considerations connected with this procedure.

6. Consultation

6.1 The following have been consulted during the formulation of this document:

• Head of Transport
• Fleet Manager
• Federation/Unison
• Finance/Procurement
• Business Services

7. Monitoring and review

7.1 This procedure/SOP is due for review every two years to ensure it remains accurate and fit for purpose.

8. Governing force policy

Related force policies or related procedures (Essex)/linked standard operating procedures (Kent)

8.1      Data security

8.1.1 Essex Police and Kent Police have measures in place to protect the security of your data in accordance with our Information Management policy – W 1000 Policy – Information Management.

8.2      Retention and disposal of records

8.2.1 Essex Police and Kent Police will hold data in accordance with our Records Review, Retention and Disposal policy – W 1012 Procedure/SOP - Records Review, Retention and Disposal.

8.2.2 We will only hold data for as long as necessary for the purposes for which we collected.

9. Other source documents, e.g., legislation, APP, force forms, partnership agreements (if applicable)

• EIA – December 2021