Company Car Policy & Procedure VERSION 9 July 2023 4
4 Policy
4.1 Company Car Eligibility & Allocation
It is Biffa's policy to provide appropriate company cars to employees fulfilling the below
criteria:
1. A job requirement company car (for employees at job grades M2 to S3 inclusive) will
be allocated where an employee is expected to complete in excess of 10,000 business
miles per annum.
2. For roles M1 and above the cash allowance will be given as default, unless the job
holder is expected to do in excess of 10,000 business miles, in which case a company
car can be requested and provided as an exception.
For both job requirement and job grade company cars, line managers are required to
substantiate 10,000 business. This can be done either in reference to a previous job holder, or
a projection based on the same or similar roles. Company cars will only be approved and
ordered when managers have received final sign off from their relevant HR Director.
The exception to the 10,000 business miles threshold is for any role outlined in appendix I.
These roles require employees to travel in order to fulfil their duties.
If an employee, (who is already in receipt of a company car or cash alternative) changes
roles and that role is not eligible for a company car or cash allowance (in line with the above
criteria), the employee will no longer be eligible for a company car once their existing lease
period ends and their car allowance will cease on commencement of the new role.
Company cars (or cash allowance) are provided on the basis and expectation that the vehicle
is used for all business travel and that is undertaken by the employee. The only exceptions to
this would be for particularly long-distance journeys (where pre-authorised train or air
journeys are a reasonable alternative under the conditions set out in the Business Travel and
Expenses Policy and Procedure), or for travel to / from central London.
The Procurement team is responsible for maintaining the company car lists and determining
appropriate car models, specifications, and vehicle leasing arrangements, including company
car replacement terms (age / mileage).
The vehicle leasing company, under the direction of the Procurement team post HR approval
that the role and individual are entitled to a vehicle, will fulfil the requirement for new or
replacement company cars. For new appointments, this will ordinarily involve the reallocation
of a returned company car for the remaining lease period, at which time a new vehicle could
be ordered in line with the end of the existing lease period.
Where occupational health deem an allocated company car unsuitable for any given
employee, where reasonable, an alternative vehicle (of a similar list price / lease cost) will be