Factsheet
17: Transport considerations
This Factsheet covers some points relevant
to transport; particularly car insurance and mileage, which could be relevant
to any employer whose P.A. will be using a car in the course of their duties as
a P.A.
Car
Insurance
If the P.A. uses
their own vehicle in the course of their employment duties (e.g. driving you to
an appointment or running an errand on your behalf), the P.A. must
have Class 1 Business Use explicitly stated on their Car Insurance Policy. You
should always ask for the policy document and check that this is included.
Failure to confirm that appropriate insurance cover exists is a risk that’s not
worth taking. It is the responsibility
of the P.A. to check and arrange this if not already included, and also
normally to pay any additional premium that’s requested by their car insurance
company.
Many car
insurance companies already contain Class 1 business use within their standard
policy whereas others may charge extra. The cost of this additional cover can
vary from £25 up to around £100 per year, which is likely to be prohibitive for
the P.A. In these circumstances it is recommended that the P.A. informs their
current insurer that they intend to seek quotations from other companies. Because
this is a very competitive market, it’s possible that their existing insurer
may waive any additional fee, or at least keep it to an absolute minimum.
Should this not be possible, it is recommended that the P.A. considers swapping
to a different insurer to achieve a better price.
If the P.A. is to
use your vehicle to carry out employment duties, you must ensure that
your own vehicle policy insures the P.A. to do this.
Mileage
Local Authorities
may or may not allow you to pay your PAs mileage costs out of Direct Payments. This will depend on their policy on this
issue and the requirements defined within the care package. Please ensure that
you discuss this with your Social Worker when your care package is being
assessed or at any time if the requirement arises.
Mileage
associated with the PAs journey to and from work would not normally be able to
be claimed out of Direct Payments.
If it is agreed
by Social Services that your P.A. can claim mileage for journey’s associated
with carrying out their employment duties, there are a couple of things to
consider:
·
The Inland
Revenue requires you as the employer to keep a record of all mileage claimed
and paid to your P.A.
·
You will need to
determine what you consider to be a fair mileage rate to pay and also whether
it includes elements relating to ‘wear and tear’, insurance etc.
·
There is no hard
and fast rule about what a fair mileage rate is and so it’s advisable to
discuss this with your local Rowan Independent Living Adviser to get some idea
of the ‘going rate’ in your area.
·
It’s worth noting
that if the rate is less than 40p per mile, your P.A. can get tax relief
against their earnings for the difference. Although in practice this may not
amount to very much, any P.A. who wishes to do this can claim relief from the
Inland Revenue at the end of each tax year (using Expenses Claim Form P87),
providing they keep records of business miles and the mileage allowance
payments made to them by the employer (See IR Leaflet IR124).
Other
transport considerations
Other forms of
transport and associated costs may be relevant to your overall care package.
These might include public transport costs associated with yourself, your P.A.
or both. Because each local authority has its own policies and procedures to
determine whether such costs can be supported out of Direct Payments, we advise
that you discuss this aspect with Social services or your local Independent
Living Adviser.
If a situation
ever arises where you receive a speeding or parking summons because you are the
registered owner of the vehicle but
it was your PA who was driving or parking the vehicle at the time, it is the PA
who is legally liable. The details should be given to the appropriate
authority. If the PA receives a speeding or parking summons relating to their
own vehicle whilst carrying out their job duties, it is again, the PA who is
legally liable. i.e. the driver is
always the responsible party. Fines cannot be paid out of Direct Payments
money.