Driver Support Guide

Table of Contents
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2
3
4
5
6
7
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9
10
Welcome To Your New Vehicle
Accident Management
Vehicle Rental
Breakdown & Temporary Vehicles
Maintenance
Foreign Travel
Road Fund Licence & Mot Tests
End of Contract
Buy Your Vehicle
Driver Responsibilities
1. Welcome to your New Vehicle
2. Accident Management
Ogilvie Fleet is a well established contract hire and fleet management company with offices
in Stirling, Sheffield and Birmingham. As part of the Ogilvie Group we enjoy the financial support
of one of the country’s largest independent group of companies.
If your vehicle is covered for Accident Management within your contract and you are unfortunate
enough to have an accident please call RVM Assist Accident Management Service on 08000 832676 as
soon as practically possible. Telephones are managed 24 hours a day, 365 days a year. You should give
full details of the accident/incident and a claim form may be sent to you, which you should complete
and return within 5 days. All insurance administration will be handled on your behalf.
At Ogilvie Fleet we do not forget the importance of you, the Driver. Without you, there would not
be a requirement for our services. By following the advice and procedural information outlined in this
Driver Support booklet, we can ensure you receive the level of service you expect and deserve. Our
intention is to provide rapid support when you need us and guarantee you trouble free motoring
during your time as the Driver of an Ogilvie Fleet vehicle.
We work very closely with all of our suppliers to ensure they provide you with consistently high levels
of service during the life of your vehicle. In the unlikely event any of our suppliers fail to meet the
standards you would expect, please inform us immediately to ensure quick effective action is taken.
Should you be unclear about any of the contents, or require any additional information, please do
not hesitate to contact any of the departments listed on the front of the Driver Support Booklet
or contact one of our UK offices.
Stirling
Sheffield
Birmingham
Belfast
0330 333 5678
0330 333 5677
0330 333 5676
0330 333 5675
4. Breakdown & Temporary Vehicles
A free courtesy car is available for the duration of the repair anywhere in the UK usually within three
hours of a road traffic accident being reported.
3. Vehicle Rental
Ogilvie Fleet provide a total daily rental solution which can be accessed by your employers.
Should you need to hire a car or van please call our daily rental department on 0845 504 9888
or email [email protected]. We are able to provide all types of cars and lcv’s at very
competitive rates.
| where applicable
Ogilvie /RAC Breakdown
In the event your vehicle breaks down we have appointed the RAC as suppliers of roadside assistance.
The Breakdown assistance number is on the front of this Driver Support booklet (0800 107 2342).
It is likely that breakdown assistance is provided by the manufacturer of your vehicle during the
first year. There may be additional services and benefits available under schemes operated by the
manufacturer. Therefore to ensure you obtain any benefits arising from such schemes the RAC will
check the level of entitlement and utilise any applicable service in force at the time of the breakdown.
(Full details of the manufacturer’s roadside assistance will be detailed in the manufacturer’s handbook
provided with the vehicle)
To obtain this priority service you are required to provide the RAC with your vehicle registration
number. The RAC will ensure you receive a prompt and efficient response.
Important
If your employer provides you with alternative breakdown or recovery services you are required
to follow your employer’s policy & procedures.
5. Maintenance
| where applicable
Temporary Vehicles
Your employer may have requested that a replacement vehicle be provided if your vehicle
is immobilised. Please check your entitlement with your employer’s fleet administrator.
Ogilvie Fleet Control will arrange for the replacement vehicle to be delivered after checking the
nature and extent of the repairs required. NB Please ensure that you have your driving licence
with you at the time the replacement vehicle is delivered. You, or your employer, will be required
to organise fully comprehensive insurance cover unless otherwise agreed between Ogilvie Fleet and
your employer. Please ensure you notify Ogilvie Fleet immediately when your own vehicle is returned.
This enables us to terminate the replacement vehicle quickly - any delay may result in your employer
incurring unnecessary rental charges.
Windscreens & Glass
Replacement of windscreens and glass, including all lamp lenses, mirrors and windows is not covered
by our services. These items should be replaced in line with your employer’s normal policy. However,
for your convenience in unforeseen circumstances and on receipt of written authority from your
employer, we can arrange to pay for the items and recharge your employer.
| “with maintenance” & “fleet management” contracts
For those customers with contracts which include maintenance or fleet management, Ogilvie Fleet has a
network of suppliers set up to carry out all servicing and repairs. Ogilvie Fleet handles all payments and
administration of the maintenance event with the supplier. This enables you to concentrate on work related
matters without distraction.
Your vehicle should be serviced by a franchised dealer in accordance with the recommendations
as stipulated in the manufacturer’s handbook supplied with the vehicle.
Booking a Service or Repair
When your vehicle requires a service or repair there are three ways that this can be organised.
1) Log on to our website at www.ogilvie-fleet.co.uk and click on “Driver Utilities” from
where you can “Book a service”. You will be able to select your most suitable dealer either
by postcode or you can nominate a dealer. A courtesy car or collect and deliver can also
be arranged online.
Repairs
Any repairs required by your vehicle, resulting from mechanical or electrical failure, must be
carried out immediately. The supplier will contact Ogilvie Fleet Control direct, to obtain the
necessary authorisation.
Please note repairs arising from theft, accident or vandalism are not covered by the maintenance
contract. Repairs of this nature are normally covered by insurance and should be carried out
in accordance with your own employer’s policy & procedures. Please note you are required
to immediately advise us of any damage sustained to your vehicle.
Tyres
Ogilvie Fleet use Kwik-Fit Fleet as our Sole Supplier of tyres. Please use the Kwik-Fit Fleet freephone
number 0800 222111 to locate your most convenient Kwik-Fit Depot. Alternatively for your ultimate
convenience contact Kwik-Fit Mobile on 0871 22 22 888 for their mobile tyre fitting service and they
will come to your place of work or home to carry out the work.
2) Contact our Fleet Control using the number on the front of this booklet and we will
book in your vehicle at your most convenient dealer.
Batteries & Exhausts
Ogilvie also use Kwik-Fit for the supply of batteries and exhausts. Please use the numbers provided
at the front of this booklet.
3) Book your vehicle in directly with your local dealer. To nominate a local outlet
or to locate your most convenient dealer please contact our Fleet Control as quickly
as possible after taking delivery of your vehicle.
PLEASE NOTE THESE SERVICES ONLY APPLY TO, “WITH MAINTENANCE” AND “FLEET MANAGEMENT”
AGREEMENTS.
6. Foreign Travel
Foreign Travel Authority
To take your vehicle abroad, you must first obtain the authority of your employer. You should then
contact Fleet Administration using the number at the front of this Driver Support booklet a Foreign
Travel Authority form will be sent to you. Alternatively you can apply on line at www.ogilvie-fleet.co.uk
and click on “Driver Utilities” and complete and print off the form. The completed form should be
returned with a cheque for the fee. Ogilvie Fleet then issue an International Registration Certificate
(V.E.103) and a letter of authority covering the dates and countries involved in the journey.
Breakdown & Accident Cover (with maintenance agreements only)
Where Ogilvie Fleet provides RAC cover, European Assistance is included. This covers you for roadside
assistance and repatriation to the UK, where a major mechanical failure or accident damage renders
your vehicle immobile. Where possible the vehicle will be repaired locally. If your vehicle cannot
be repaired the vehicle and occupants will be transported back to the UK. You should be aware that
in the event of emergency mechanical repairs, Ogilvie Fleet is only responsible for the V.A.T exclusive
cost of the equivalent repair based on UK charges.
Motor Insurance – Green Card
It is a requirement that your vehicle is comprehensively insured at all times when you take the vehicle
outwith the UK. Whilst a Green Card is not essential in all EU countries, it is still compulsory in some
and avoids the payment of any local insurance imposed prior to entry. This also confirms that the
minimum insurance requirements for the EU are in place. It is therefore recommended that a Green
Card and Motor Insurance certificate along with the driver’s licence is carried. For further advice and
specific EU country rules please contact your insurance company.
UK registered vehicles displaying Euro-plates (circle of 12 stars above the national identifier on blue
background) are no longer obliged to affix a GB sticker to the rear of the vehicle when driving
in Europe. A GB sign is still required when travelling outside the European Union.
7. Road Fund Licence & Mot Tests
8. End of Contract
Road Fund Licence Renewal
Your vehicle will be re-taxed automatically by Ogilvie Fleet and the tax disc sent directly to your
employer’s address. In the unlikely event of your new disc not arriving on time, please advise Ogilvie
Fleet Administration on 01786 816055.
At the end of the contract an Ogilvie Fleet representative will collect the contract vehicle from
any mainland UK address agreed with your company’s representative. At the point of collection
an appraisal will be carried out and the condition of the vehicle will be noted. The vehicle should
be in a reasonable condition so that the appraisal can be carried out. Ogilvie Fleet operates under the
BVRLA Fair Wear & Tear Guide standards as supported by the RAC & the AA. A copy of the guide can
be obtained from our customer services team by phoning the number on the front of this guide.
Duplicate Tax Discs
A duplicate tax disc may be obtained should you lose or misplace your original disc. Please contact
Fleet Administration or apply online at www.ogilvie-fleet.co.uk and click on “Driver Utilities” to apply
for a replacement. We suggest you advise your fleet administrator of any replacement
application. Please be aware that following an application for a duplicate disc, the original disc,
if found, cannot be used and must be destroyed.
MOT Test
You are required to present your vehicle for an MOT test shortly before the 3rd anniversary of the
vehicle’s registration date. The registration date can be found in the vehicle service book. Ogilvie Fleet
also send a letter to your fleet administrator reminding your employer of this legal requirement.
On completion of the test you may be given the MOT Certificate. Please forward to Ogilvie Customer
Services
9. Buy your Vehicle
At the end of your lease, and with the prior consent of your employer, you might have the
option for you, a friend or family member to purchase the vehicle you have been operating.
If you would like to discuss this further, please obtain your employers consent and then either
you or your employer please make contact with our disposals team on 01786 810470. You will
need your registration number and current mileage and the vehicle must be within two months
of being returned to us. If you don't want to buy your vehicle, but introduce someone who
does, we’ll send you a £50 M&S Voucher as a thank you.
ALL VEHICLES WHICH ARE 3 YEARS OLD REQUIRE AN MOT TEST CERTIFICATE AND VEHICLES
WITHOUT A VALID CERTIFICATE CANNOT BE USED OR KEPT ON A PUBLIC ROAD.
10. Driver Responsibilities
Parking Fines & Penalty Notices
All Parking Fines and Fixed Penalty Notices must be paid within the time allowed by the issuing
authority. This prevents any unnecessary administration and possible prosecution. Where a Fine
or Penalty is disputed you must advise Ogilvie Fleet Administration in writing immediately.
As registered keepers, Ogilvie Fleet receives any reminders for unpaid fines and fixed penalty notices.
Where possible Ogilvie Fleet will make representation to the issuing authority on behalf of the
customer. There will be an administration charge for this service. If the issuing authority will not
allow representation e.g. Transport for London, Ogilvie Fleet will pay the fine on the customer’s behalf
and recharge it with an administration charge.
If you have paid the fine after notification has been received by us, and the issuing authority returns
our payment, we will cancel the fine amount. However, the cost of administration will not
be cancelled.
IT IS IN YOUR INTEREST TO PROMPTLY PAY ANY FINES INCURRED
Accidents
In the event of an accident and your contract covers Accident Management please contact the accident
incident desk on 08000-832676.
Accessories
Accessories may be fitted to your vehicle after delivery – with certain conditions. Initially you
should contact your fleet administrator, who will contact us to confirm and obtain authorisation.
Where practical, accessories may be removed at the end of the contract, with the proviso that the
vehicle is returned in its original condition. Alternatively the accessory may be left on the vehicle.
For advice regarding fitting & removal of accessories contact Fleet Control 01786 810401.
Driver Maintenance
It is necessary to carry out regular preventative driver maintenance. This promotes the performance
of your vehicle and helps avoid inconvenient and costly repairs arising.
Water, Oil & Fluid Levels
Check and top up as necessary, engine oil, coolant system, screen washer bottle, brake, clutch and
automatic transmission fluid levels.
Tyres
Check tyre pressures, including the spare and adjust as necessary. Check tyres are legal, undamaged
and wear is even across the full width of the tyre tread. Remove any foreign objects lodged between
the treads.
PLEASE CARRY OUT THESE CHECKS WEEKLY & REFER TO THE MANUFACTURER HANDBOOK FOR
MORE INFORMATION
Simple guide in the event of an accident:
STOP. It is a legal requirement to stop if any person or animal has been injured, or damage has
occurred to property other than your own vehicle. If damage or injury has occurred details must
be given to the police as soon as possible, but no later than twenty-four hours after.
Regardless of who is to blame do not discuss the details of the accident. Do not admit liability other
than providing your company address and policy details if known.
As accurately as possible note:
• Time, date and location of the accident
• Any other driver or passenger details
• Third party details
• Other vehicles involved including Make, Model, Insurance details
• All witness details
• Traffic flow and situation
• Weather condition and visibility
• Road surface condition and any obstructions
• Lights showing on any vehicle
• Any signals being given prior to the accident
• The vehicle position before and after the accident
• Road layout and if possible take photographs
• The damage to your own vehicle and any other vehicles, any persons involved and any property
Please advise Ogilvie Fleet Customer Services of any accident in which you are involved. The costs
of any associated repairs are the responsibility of your employer’s insurer.