Motor Insurance

What do I need to do if I wish to drive a University owned/hired/leased Vehicle?

In order to drive a University owned/hired/leased vehicle, you must be a member of staff and recorded in the University Mobility Section’s database of authorised drivers.  Students and non-staff are not permitted to drive University vehicles unless in exceptional circumstances with prior written approval from the University Insurance Officer.

The University has a contract with ADT to undertake driver checks on our behalf. Click here for FAQs.

Please note that you should leave adequate time to allow your application to become an authorised driver to be processed, as it is not a task that can be carried out while you wait. This is especially the case if you require authorisation to drive a minibus, as additional approved driver training/medical is required before your application can be approved.

Why does the University need to check my licence and personal details?

The University has a legal responsibility and duty of care it its staff to manage Health and Safety effectively and this includes all work related driving activities. 

It is both a legal and insurance requirement that all drivers have a full and valid driving licence covering the category of vehicle that they will drive on University business and that insurers are advised of all material facts.  Failure to do so may invalidate the University Insurance

Where can I find details of the University Driving vehicles on University business policy?

Driving vehicles on University Business.

What excesses apply to the policy?

The policy is subject to a £250 excess (increasing to £1,000 for buses) which your Department will be responsible for.

Can I drive my own vehicle for work purposes?

Please see Driving vehicles on University Business.

Your personal car is NOT insured for work purposes unless you have arranged cover through your own motor insurers. The University does not cover individuals to use their own car for business use. You will need to ask your private motor insurer for 'business use' cover on your vehicle if you wih to use it for this purpose. Your insurers may make a charge for this extension to your policy, and if this is the case then this is at the individual's expense and is not a cost on the University. It is intended that the mileage allowance will compensate for any such cost.

If you use your car for business purposes, all insurance issues are the responsibility of the individual. Therefore in the event of an accident, the individual is responsible for submitting the claim to their insurers and for paying any excess. Also any damage below the excess is the responsibility of the individual and not the University.

A few things to watch out for:

  • Some insurers provide quotations for social, domestic and pleasure purposes only, plus commuting to and from normal place of work.  This is not the same as “business use” and will not cover the occasional trip to a meeting elsewhere.
  • If you are named as a driver on someone else’s motor insurance (e.g. spouse), please check that business use is available for you!

Am I insured to use a University Owned/Hired/Lease vehicle for personal use?

NO - It is important to remember that you are only insured to drive on approved University Business and are not insured for personal use.

Where can I find a copy of the motor insurance certificate?

Motor certificates are sent to the mobility section annually, in August, when our insurance policy is renewed.

A copy of the certificate can also be downloaded: Motor Certificate We have recently been informed by our insurance broker that the police are now undertaking roadside checks using automatic number plate recognition cameras to identify uninsured vehicles.  If the police find a vehicle which is not on the database they have the power to stop and seize it.  Therefore, we would suggest that you keep copies of our insurance certificate in your vehicles so that if you are stopped by the police because the vehicle details have not shown up, they can make further checks on their telephone helpline, to verify your cover.

Can I take a University owned/leased/hired car abroad?

Our insurance allows staff to take University cars abroad to the following countries:

All member countries of the European Union and Austria, Czech Republic, Slovak Republic, Finland, Hungary, Iceland, Liechtenstein, Norway, Sweden and Switzerland.

 If you are driving abroad you should take a motor certificate with you and a photocopy of the vehicle's registration document.  You should contact Mobility Section to ensure that European breakdown cover is place


 We will be hiring a car abroad; can this be covered under University Insurance?

No - A vehicle must be insured in the country in which it is registered so when hiring abroad include insurance from the hire company.

What are the University requirements if I wish to drive a minibus?

It is a requirement that you contact the University Mobility Section  to obtain authorisation.  As a minimum you will need to :

  • Complete satisfactory Driver Declaration.
  • Have a category D1 entitlement on your driving licence
  • Undergo a health assessment to be repeated at five-year intervals (unless otherwise stated).
  • Successfully complete a driver assessment acceptable to the University. Paperwork for the assessment test is available from the University Mobility┬áCo-ordinator . The total cost of each assessment must be met by your Department and this takes place subsequently at five yearly intervals (unless otherwise stated).

Small Bus Permits (Section 19)

The Section 19 permit scheme enables the University to make a nominal charge to passengers for providing transport without the need to obtain a PSV Operators License. Contributions must not exceed a level to recover the costs of running the minibus, including an allowance for vehicle depreciation and drivers wages. All University owned minibuses and hired in minibuses should clearly display the permit disc on the vehicle. Discs should be displayed on the inside of the windscreen so that they can be easily seen from outside the vehicle but do not obstruct the driver’s view of the road. If the permit is missing do not drive the vehicle but contact the University Mobility┬áCo-ordinator immediately.

Trailers/roof racks

Our insurers do not permit roof racks to be fitted to minibuses nor trailers to be towed.

I have had a motor accident.  What do I do now?

 If you are involved in an accident while driving or acting as the person in charge of a vehicle, you must advise the Mobility Section immediately upon return to the office.  You are responsible for completing an Accident Report Form which should be submitted to the University Insurance Officer ASAP.


For guidance as to what to do in the event of an accident click here.