Company Car Policy & Procedure VERSION 9 July 2023 8
5 Procedure
5.1 Procedure for Ordering a New Company Car
Following receipt of a new starter or change of terms and conditions form, Employee Services
will send the company car options form direct to the employee to complete. Employees are
required to complete this form and send, along with a copy of their driving licence, to
Employee Services to process. Please be advised that company cars will not be issued until
receipt of all the above documentation has been received.
Employee Services will then send a Vehicle Movement Form (appendix III) to the line
manager and employee to complete together. Once complete, please send back to Employee
Services, who will pass the necessary information to the vehicle leasing company. The vehicle
lease company will then contact the employee to discuss arrangements and provide details
of the car ordering process.
5.2 Receipt of the Company Car
The vehicle lease company will liaise with the employee to arrange a suitable time for
delivery. The employee is required to inspect and sign for receipt of the company car.
Information about the inspection will be held by the vehicle leasing company.
5.3 Identifying a Need to Return a Company Car
A company car should be returned to our vehicle leasing company following the below
reasons:
• The Procurement team / vehicle lease company contact the employee to notify them
their car has come to the end of its lease.
• Employee resignation or other reason for termination.
• Employee is no longer eligible for a company car due to promotion / change of job
role.
• There is a significant decrease in business mileage
5.4 Returning a Company Car
The manager is required to complete a Vehicle Movement Form (appendix III) and submit to
our car provider biffa@lexautolease.co.uk. On receipt, our provider will contact the manager
to arrange collection of the vehicle.
An inspection of the vehicle and its condition will be completed. Any aspect of the return
condition that does not meet the required standard set out in appendix II or that is deemed
in an inappropriate condition, may result in charges against the employee. Any such charges
will need to be paid for before any new allocation of a company car (in the event of an end of