Grey Fleet Management

Grey Fleet Management is a term that describes structured use of employee-owned vehicles that employees use for business travel.

The grey fleet can be a valuable solution to support business travel requirements. It is possible to use grey fleet ad hoc for short local routes and pay for mileage through the expenses process. This benefits the organisation as it does not need contracts or any other financial risk to run, just a payment based on actual use.

This area of the fleet is often poorly managed or even ignored by senior management. Ultimately, this can be costly to an organisation and bring additional risks relating to being on-road.

Luckily, we have an easy to use and low-cost solution for managing your grey fleet, which manages your risk.

The Grey Fleet

Our Grey Fleet Solution

Step 1 – Stakeholder engagement

Engaging with fleet stakeholders is crucial to managing grey fleet use.

We communicate our strategy and the implementation timescales.

Step 2 – Data collection

We then collect the relevant information.

We provide drivers with a simple online form, that takes less than 2 minutes to complete.

All of your data is recorded into our database, which is secure and GDPR compliant.

Step 3 – Data processing

Once we have collected your data, we check that all vehicles are road legal.

We review the vehicle insurance documentation to make sure it covers business use.

We also check the MOT validity and road tax status.

If any of your drivers are non-compliant, we report this back immediately.

Step 4 – Ongoing management

We continue to manage the compliance of the grey fleet.

We will prompt drivers when their vehicle insurance is going to expire, MOT and road tax due dates and validate this against DVLA records.

Grey Fleet Service Pricing

1 year service

£130Per vehicle per month

3 year service

£100Per vehicle per month

Why Use Our Solution?

Reduced Administration

We take care of all the grey fleet administration.

This gives you peace of mind and freeing up your time to concentrate on your core activities.

Audit Trail

All records are stored in a database which provides a full audit trail.

This proves that necessary steps have been taken to manage employees who use their own vehicle for business travel.

Automated Reminders

We regularly check vehicles to ensure they are up to date and compliant.

We remind drivers when important dates are due and alert you if road tax, MOT or insurance becomes overdue and non-compliant.

Detailed Reporting

You can access all the grey fleet data in a single platform.

We can even integrate your mileage data so you can accurately report on environmental emissions as part of annual reports or ESG requirements.

Why Manage The Grey Fleet?

The Health and Safety legislation which governs the grey fleet is the same as that which applies to company run vehicles.

Therefore, as a business you must take steps to ensure that grey fleet vehicles are fit for purpose and legally compliant, whilst having supporting evidence should a serious incident be investigated.

Compliant vehicles need to be insured for business use, have a valid MOT certificate and pay the applicable road tax.

Official statistics estimate there are 14 million grey fleet vehicles on UK roads which undertake 12 billion miles per annum.  In addition, grey fleet vehicles are  older in comparison with equivalent company vehicles with an average age of 8.2 years.

Frequently asked questions

How do you capture our data?

We send drivers a quick and easy web form to collect your grey fleet data. The form takes less than two minutes to fill in.

How do you report on your findings?

Our data management system updates daily so you can view the state of your grey fleet at any point.

How do you ensure compliance?

We check the data your employees give us against DVLA records. confirming the status MOTs and road tax with a visual inspection of insurance documents. We flag up non-compliance immediately. Drivers will also receive reminders when key dates are due.

How is the data stored?

Our system is ISO/IEC 27001:2013 and GDPR compliant.

What if an employee uses multiple vehicles?

That is absolutely fine. We ask employees to submit an additional form.

Where can I find out more?

If you want to know more about our services, feel free to navigate our website. Or, keep up to date in the fleet world by following us on LinkedIn.