Pool cars

Pool car booking

Hybrid pool cars

Pool car scheme (staff only)

We have a fleet of pool cars for staff to use for business journeys. This means that nobody is obliged to bring their car to work. You can walk, cycle, catch the bus or car share to work and still have the means to get around for business trips in the day. Using a pool car usually saves money for your budget.

When to use a pool car

If public transport is not a cost effective or viable option, then pool cars are the recommended form of transport.
Our financial regulations (section 12.13) require staff to use pool cars for longer trips (over 50 miles)
It is of benefit to staff to use pool cars as they are insured and maintained by the University, and staff do not have to be out of pocket for fuel, or fill out mileage claims.

Our pool car fleet

Our pool car fleet has considerable variety to ensure all business needs can be met. This includes estate cars, 7 seaters* and normal small hatchbacks. We have also introduced some hybrid cars, which helps to minimise the environmental impact of our business travel.

The vast majority of cars used are under 6 months old, as these are equipped with the latest safety equipment and are manufactured to the latest emissions standards. All our pool cars are latest specification and well equipped.

Some of our pool cars are fitted with tracking devices for security and safety reasons.

Internal costs for using a pool car

Pool cars typically represent over a 20% saving from paying mileage to staff.

A pool car booking must include a valid, signed off, chart field (cost centre). The following charges are made for pool car usage in a day :

£17.50 for a day (includes 50 miles)
then 35p a mile up to 100 miles
25p a mile over 100 miles

Subject to availability, vehicles can also be obtained for half a day for £8.75 (am/pm) - this includes 25 miles.

*Large 7 seat cars may be charged at a higher rate, and require a weeks notice for booking

How to book a pool car

You must have already registered to drive on University business
Bookings must be received by Transport two working days in advance to be sure of getting a car.
You must state whether the booking originates in Derby or Buxton

Booking Details

Please use the form below to book a pool car. Please ensure that you have completed driver training.

Driver Name

Department

Mobile

*(for use in emergency only)

Cost Centre

Email Address

Journey Details

Collection Point

Buxton

Business Centre

Destination

Start Date

(day-month-year)*

Start Time

End Date

(day-month-year)*

End Time

Special Requirements

Terms and Conditions

Conditions
1. Drivers must have completed a driver registration form, have a valid driving license which they have held for at least one year, and undertake a one off training session before using University or third party vehicles on University business.

2. Vehicles must be driven in a safe and lawful manner at all times. It is the drivers responsibility to pay any parking fines or penalties resulting from road traffic offences during their custody of the vehicle.

3. Smoking is strictly forbidden and is illegal in any University vehicle.

4. Damage must be reported to transport, ASAP. Repairs for damage sustained in the loan period, up to the insurance excess could be recharged to the booking cost centre.

5. Vehicles must be treated with respect and returned in a reasonable state of cleanliness. Excessive soiling will be subject to a valeting charge.

6. University vehicles may be fitted with a tracking device which monitors speed and location for the purposes of risk management and monitoring compliance with regulations.

7. University vehicles are strictly for business use only

8. If a vehicle is booked and not used, standard charges will be made unless it is cancelled with at least 24 hours notice.

Pool Car Charges

1. The cost centre / detail code supplied will be charged at a rate of £17.50 a day for up to a 50 mile round trip (inclusive of fuel).

2. Mileage over 50 miles in a day is charged at 35p a mile up to 100miles (inclusive of fuel). Mileage thereafter is charged at 25p a mile.

3. If a vehicle is booked only for AM or PM, the charge is £8.75, plus 35p a mile over 25 miles.

I have read and accept the conditions above

I have approval from the budget manager for this expenditure

Budget Managers Email Address