Duty of Care
Definition of Duty of Care
- Duty of Care is a legal responsibility to ensure that where employees are required to make business journeys the vehicle is suitable for purpose, maintained properly and the driver has adequate licences to drive the vehicle.
Access Further Information on Duty of Care (NHS Wales Access Only)
Uploading Duty of Care Documents to your E-Expenses Account
- Before uploading the documents you will need to ensure that they are scanned/saved to your computer/device. From the Home screen of your expenses account select My Details, My Duty Of Care Documents, My Vehicle documents. On this screen select 'New Vehicle Document'. Then select the 'Document type' from the drop down list, press save. When all the boxes on this screen are complete press the 'BROWSE' button, this will allow you to search/select the relevant document on your computer/device, press save. This will send an automatic notification to the expenses team to review your documents, you will receive notification back as each document is approved.
Access Further Information on Duty of Care (NHS Wales Access Only)
Vehicle Queries
Certificate of Insurance
- You will need to upload Certificate of Insurance - which must show that you have cover for business use - if you have to add business cover for Duty of Care your are not eligible to make claims prior to the date the business cover was added.
- Where an individual is not covered for business use on their insurance the claiming of business related mileage is not permitted.
- Any requests to override this must be authorised by Director of Workforce/Director of Finance within the Organisation the employee is employed by.
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MOT Queries
- MOT lookups are done automatically when you add a mileage claim.
Access Further Information on Duty of Care (NHS Wales Access Only)
Car Tax Queries
- Vehicle Tax lookups are done automatically when you add a mileage claim.