๐ Can I Use My Van for Personal Use?
Yes. Your assigned van can be used for personal journeys throughout your rental period.
Please remember:
- Fuel used for personal journeys is not paid for by the company and is the driver's responsibility.
- Company policies, insurance requirements and road traffic laws apply whenever the vehicle is being driven.
- Drive safely at all times and look after the vehicle as if it were your own.
โฝ Who Pays for Fuel?
Drivers are responsible for purchasing fuel and can either use their own bank card or their allocated fuel card (preferred).
If your fuel card has not yet arrived, has been lost or is unavailable, you may use another driver's fuel card with your manager's approval. Simply send the fuel receipt to the Driver Fuel Transactions group chat or directly to your manager.
Fuel cards are normally issued after onboarding but can take up to four weeks to arrive. Any fuel purchased using a fuel card will be deducted from your invoice approximately two weeks later, in line with your normal payroll schedule.
Fuel used for personal journeys is always the driver's responsibility, while fuel for authorised company work is reimbursed through Business Miles.
๐ What Are Business Miles?
Business Miles appear on your weekly invoice as Business Miles. These payments cover authorised company driving and are paid approximately two weeks after the work is completed, matching your normal invoice schedule.
The mileage rate is shown within the AFS App under Communications. You may also see Leasing Fuel on your invoice. This reflects the fuel level when a van is allocated or returned. For example:
If you receive a van with ยพ of a tank and return it with ยผ of a tank, you will be charged approximately ยฃ25โยฃ30 per quarter of a tank (around ยฃ50โยฃ60 in this example).
If you receive a van with ยผ of a tank and return it with ยพ of a tank, you will receive a leasing fuel payment instead.
Returning your van with the same fuel level it was issued with avoids any unnecessary deductions or payments.
๐น What Is Samsara?
Samsara is the safety camera system installed in all AFS leased vehicles.The cameras are not used to monitor drivers throughout the day, and nobody sits watching live footage.
They are primarily used when a safety event occurs, such as those explained in the Safety Guide. Samsara helps to:
- Improve driver safety.
- Support the company's insurance requirements.
- Record driving behaviour during safety events.
- Protect drivers from false damage or collision claims.
- Allow managers to locate vehicles when necessary to support driver safety.
- Your Samsara camera must always remain operational.
IMPORTANT : Intentionally covering, disconnecting or interfering with the camera may result in disciplinary action and could lead to removal from the company.
๐ฆ What Are the Expectations When Driving My Van?
Whenever you drive a company vehicle you are expected to maintain the highest safety standards.
This includes:
- Following the Highway Code at all times.
- Obeying speed limits.
- Driving appropriately for the road conditions.
- Parking legally and safely.
- Never rushing deliveries at the detriment of safety.
- Protecting yourself, the public and the vehicle.
- Remember that vans may have different speed limits to cars.Please refer to the Speeding Guide for the correct limits.
- Avoid reversing and only do this when it is safe and absolutely necessary.
๐ What Should I Check Before Driving?
Before every route you must complete a Daily Vehicle Check (DVC) within the AFS App.
You should check:
- Tyres for damage or excessive wear.
- Front and rear lights.
- Mirrors and mirror glass.
- Dashboard warning lights.
- General condition of the vehicle.
Any defects must be Reported within the Daily Vehicle Check and reported to your manager via the group chat so repairs can be arranged promptly.
๐งผ How Should I Look After My Van?
Drivers are expected to keep their assigned vehicle clean and well maintained. Always:
- Remove all rubbish.
- Ensure every parcel has been delivered, returned or debriefed on Day 0.
- Never leave parcels in the van overnight.
- Lock the van whenever you leave it.
- Never leave the keys inside the vehicle.
- Never leave the engine running when you are away from the vehicle.
Looking after your van helps reduce damage, prevent theft and keeps the fleet in excellent condition.
๐ก Who Is Allowed to Drive My Van?
Only authorised drivers may drive your assigned vehicle. Managers are authorised to drive company vehicles. Other drivers may only drive your van after receiving approval from: Fleet Management, orThe Site Manager.
Never assume another driver is insured or authorised.Without approval, you remain responsible for any damage or incidents involving your assigned vehicle.
๐ Are There Any Vehicle Rules I Need to Follow?
Yes. If you damage your vehicle, do not arrange repairs yourself. Repairs must first be approved by the Fleet Team. Approval can be obtained by:
- Contacting Fleet directly using the details in the AFS App.
- Asking your manager to request approval on your behalf.
You must also comply with all conditions outlined within your Vehicle Lease Agreement issued when your van was allocated.
๐ด What Should I Do If I'm Going on Holiday?
If you intend to take holiday, you should inform your manager approximately 7โ21 days before your leave if you wish to return your van. Returning your vehicle allows it to be: Unassigned & Removed from your rental during your absence.This helps prevent unnecessary rental charges while you are away. If sufficient notice is not given, or the vehicle is not returned and unassigned, your payments may be temporarily held until your return to ensure ongoing vehicle rental costs are covered.
๐ How Do I Return My Van?
Vehicles may be returned when: Going on holiday, Taking long-term leave or Leaving the company. Speak to your manager beforehand so they can advise where to safely return the vehicle and keys. Before returning your van:
- Fill the fuel tank to match the issued level (ideally full where instructed).
- Top up AdBlue and screen wash if required.
- Remove all personal belongings.
- Remove all rubbish.
- Ensure the vehicle is clean inside and out.
Vehicles should be returned in excellent condition.A vehicle requiring professional cleaning may incur a valeting charge of up to ยฃ100.Returning the van correctly helps prevent payment delays and unnecessary deductions.
๐จ What Happens If I Receive a Parking Ticket or Speeding Fine?
All parking tickets and speeding notices are initially sent to Enterprise or Head Office before being transferred into the driver's name. Drivers are responsible for :
Paying the original fine & Paying a ยฃ25 administration fee for each notice processed.
The easiest way to avoid fines is to, follow speed limits, Park legally, Always check local restrictions before leaving your vehicle.
๐ธ What Is ClearQuote (CQ)?
ClearQuote (CQ) inspections are completed every two weeks. Each inspection period runs from Sunday to Saturday, and every driver is expected to complete their CQ between Sunday and Tuesday at the beginning of the inspection window.
A CQ is completed within the AFS App by taking AI-assisted photographs around your vehicle.Before completing your CQ:
- Ensure the van is clean.
- Remove any rubbish.
- Make sure all areas of the vehicle are visible.
A dirty vehicle may generate false damage reports and could result in the company arranging a professional clean. If this happens, you may be charged the cleaning cost and any associated booking fee. Completing your CQ correctly and on time is an important part of managing your assigned vehicle.
๐ Can I Change Vans?
You are welcome to request a different vehicle. However, vehicle changes are not guaranteed. When allocating newer or replacement vehicles, priority is given to drivers who consistently demonstrate:
- Excellent safety scores.
- Safe driving behaviour.
- Responsible vehicle care.
Vehicle allocations are based on operational requirements and safety performance rather than personal preference.
๐ฌ Still Need Help?
If you still fine there are questions unanswered after reading the FAQs above, contact your Site Manager for further assistance.
If you've found an issue that isn't covered here, let us know so we can continue improving Lowe Driver Hub.
