November 2, 2018

Get the SHP newsletter

Daily health and safety news, job alerts and resources

Road Safety

New online booking system gives health & safety teams control of ‘grey fleet’ risks

Enterprise has introduced a new online booking platform to increase safety of the ‘grey fleet’, employees using their own cars for work trips.

Enterprise Travel Direct (ETD) is now live following a 12-month pilot programme in partnership with several of the UK’s largest public sector bodies. This free, interactive online journey planning and booking system is specifically developed to give health & safety teams control of the ‘grey fleet’.

The duty of care considerations in grey fleet travel are one of the largest risks facing organisations. Road accidents are the biggest cause of work-related accidental death, while the HSE estimates that costs arising from ‘at-work’ road traffic accidents are in the region of £2.7 billion per year.

The web-based user interface is simple and easy to use. Employees input a range of variables including the date, time, duration as well as start and end point of a proposed business trip. This is the first journey assessment and booking system that enables customers to compare the cost of daily rental, hourly car club and grey fleet based on a planned journey and real-time vehicle availability.

ETD enables employees to compare the actual cost of a specific journey at a determined time depending on whether they use a private vehicle and recharge mileage, a car club or a daily rental car. Employees can then choose the best option, such as selecting the lowest rate or the most sustainable choice, depending on the company’s travel policy, which is programmed into the system to ensure complete compliance and control.

Managing grey fleet

A key benefit is that ETD requires employees to log details of every planned journey before the trip is taken, including trips planned in a private vehicle, to assess if daily rental from Enterprise Rent-A-Car or automated access and hourly hire from Enterprise Car Club could offer a more cost-effective option. This gives businesses unprecedented control as all too often grey fleet travel is only recorded after it has happened, when the mileage is reclaimed through expenses.

ETD also requires employees to confirm their private vehicle is suitable for business use, so organisations that allow grey fleet as an option can be reassured that these journeys are risk assessed before employees proceed.

It then offers them a range of options based on the company’s corporate travel policy and enables them to select the most appropriate and cost-effective choice. It automatically calculates whether daily rental or automated 24/7 hourly car club hire would be best for that particular trip and shows the rental cost and the location of the nearest available vehicle in real time.

The system also shows the cost of the grey fleet journey if this is permitted by the travel policy. This means employees can make an informed choice based on total cost as well as vehicle availability before booking their preferred option via ETD.

Grey fleet checks

As ETD captures all journey data, over time, organisations can precisely map employee travel patterns and work with Enterprise to identify even better solutions.

In order to ensure effectiveness and usability, ETD has been extensively piloted with a number of large public sector fleets with an overwhelmingly positive response. It has already led to fewer journeys, lower business mileage and helped to change employee behaviour.

Adrian Bewley, Assistant Vice President of business mobility UK & Ireland at Enterprise Rent-A-Car, said: “This is a huge step forward in how health & safety teams manage keeping employees mobile. It’s only possible to be certain you’ve made the best choice for an actual trip if you compare the real cost of the available options – daily rental, car club and even grey fleet.

“ETD has evolved from our existing booking platforms and has been subjected to rigorous real-world testing. We believed it was vital to give health & safety decision-makers a better grasp on the actual costs and risks of keeping their employees mobile.

“Businesses have struggled to measure and contain the real cost of employee mobility because they lacked the data, or it wasn’t available in a format that could be easily analysed. Because ETD records all the details of every journey, it provides employers with a wealth of data that can be used to refine business travel to the best options.

“ETD ensures employees remain compliant with company policies. It can be tailored to meet the specific needs of each business, such as consistently applying travel policies that might prohibit employees from hiring certain sizes or types of vehicle. With a level of functionality far beyond that of any traditional online rental booking tool, ETD has the potential to change how organisations deliver business mobility to their employees.”

A recent SHP eBook stated that driving for work is the most dangerous activity most employees ever undertake, making driver safety a vital consideration for businesses. Download it for free here.

Driving for Better Safety - Free eBook download

With employees who drive for business more likely to be killed at work than deep sea divers or coal miners, driver safety is a vital business consideration.

Download this eBook from Driving for Better Business and SHP to cover:

  • The danger of the roads;
  • Comparing road safety in the UK to the rest of Europe;
  • Decreasing risk: Avoiding accidents;
  • Road safety best practice;
  • What is fleet risk?
  • Managing work-related road safety.
Driver Safety eBook cover

Related Topics

Notify of
1 Comment
Newest Most Voted
Inline Feedbacks
View all comments
3 years ago

How does confirming a private vehicle is insured for business use convert into “be reassured that these journeys are risk assessed”?
If employers want control over road risk then they should supply the appropriate tools ie vehicles, unless exceptional circumstances prevail.
Fed up of being obliged to provide own vehicle for work, yet be subjected to demands about what type / colour / service intervals it must be or have, and expected to pay for parking as well. (Public sector).