Using Your Own Vehicle


Guidance on Motor Insurance for staff using their own vehicles on University Business

Most insurers do not regard travelling to and from work as business use and Social, Domestic and Pleasure Use insurance is sufficient.

If you use your own vehicle in any other way in connection with your employment, e.g. travelling between University sites or to other locations, then you must check with your insurers to ensure you have correct cover. In most cases this will be Class 1 use, i.e. driving for Social Domestic and Pleasure purposes and for Business purposes by the Policyholder.

If your policy already provides Class 1 use but is not in your name, you should also check with your insurers. Some automatically provide Class 1 use for the policyholder and spouse, others will transfer the business use element from the policyholder to the main user at no extra cost.

Carriage of passengers e.g. other staff members or students, or equipment, should not affect the type of motor insurance you need, providing you do not make a financial gain. Under the Transport Act 1985 it is permissible to pay some money to the driver of a vehicle without insurers regarding the transaction as a 'hire or reward' usage, providing this is just "petrol money" given as a contribution towards the costs.

University mileage allowance, paid when using your vehicle on University business, is set at a level that reflects the cost of insurance as well as fuel, wear and tear, etc.

University equipment is covered in transit in a private car provided it is not left in an unattended vehicle overnight, and during the day it is only insured if it is left temporarily in an unattended vehicle with the equipment out of sight, e.g. in the boot, and the vehicle fully locked. The standard insurance excess of £1,500 (increasing to £2,500 if caused by theft not involving forcible entry or exit) applies.

Your own personal property in the vehicle is not covered by the University. You should check your Motor Insurance Policy which may provide some personal effects insurance or alternatively household contents insurance can be extended to cover possessions whilst away from your home. If travelling on University business involving an overnight stay your baggage is covered under the University Travel insurance.