Norfolk Group Well being & NHS Care Belief

NCH&C works closely with its contractor, Enterprise Car Club, to ensure pool cars are used efficiently. A telematics system records the exact mileage for each driver and compares the booking time of a car with the actual usage time of the car.

The Rental and Leasing Association estimates that 624 million miles are driven each year by NHS employees in private cars, which costs £ 317 million. Gray fleet vehicles are on average older and more environmentally harmful and expensive for companies than alternatives such as leasing and pool cars.


Ensure effective travel decisions

The trust introduced a travel policy for the first time in 2013 after negotiations with the unions and extensive consultation with employees.

The travel policy encourages employees to use a leased vehicle (company car) if they drive more than 3,500 business miles per year, and to join the pool and rental car program if they don’t. Employees fill out an annual travel evaluation form that the travel agent can use to verify that an employee’s choice is appropriate given their mileage.

When planning trips, employees use a rice hierarchy that encourages pool bikes, public transportation, pool cars (for trips under 70 miles), and rental cars (for trips over 70 miles), with private vehicles being the last resort.

As of August 2018, the Trust had 32 specialized pool cars, 37 pool cars, some of which were leased by Enterprise, 77 leasing cars (company cars) and 33 wage victims cars, a car share (yourdrive) and daily rentals as required.

Maximize the use of pool cars

This identifies employees who book but do not use the pool cars and for whom a different travel option would have been more appropriate. The Trust was one of the first to bring this type of telematics to market with a large number of pool cars.

Mileage of the gray fleet

In order to further prevent the use of the gray fleet, the mileage is carefully monitored. An online system, Mileage Count, is used to approve and pay gray fleet miles at different rates:

  • When the employee travels less than 3,500 mNorfolk Community Health and Care The NHS Trust (NCH&C) serves nearly 90,000 people and cares for patients in their homes, care facilities, community hospitals, ambulances and health centers.

At the 2017 Fleet Hero Awards, the Trust won the Smarter Travel Award for its excellent progress in reducing the mileage of the gray fleet – private vehicles used for work purposes.


Health care in the community requires employees to travel an estimated 3.7 million miles each year – enough to orbit the earth approximately 152 times.

Every patient’s needs must be met while minimizing environmental impact and travel costs.

Energy Saving Trust and British Vehicles is 28p per mile below the HMRC-approved rate of 45p per mile, but complies with the Agenda for Change.

  • If an employee drives more than 3,500 miles (and declines a lease car), they will be paid for the first 3,500 miles and then 20p at 56p per mile

The system requires zip codes and a reason for each trip, which gives a better understanding of the nature of the gray fleet trip and reduces the rate of inflation (i.e., rounding up to the next 10 miles).

In 2018, the monitoring of the mileage of the gray fleet was improved by an expense system (e-Expense) integrated into the HR and payroll system (ESR) of the Trust. This enables more automation, reduces costs and collects additional information, e.g. B. Passenger names if passenger kilometers are claimed.

The new system will tighten compliance and audit controls and include “shortest route calculations” with a card that employees can use. The system has generated savings of around £ 40,000 and offers better data, more control and an improved user experience.

Finally, the trust uses GMP DriverCare for license and vehicle audits to ensure the trust is doing its due diligence and complying with workplace health and safety and corporate homicide laws.


In 2011 the Trust held roadshows to encourage employees to improve their travel practices and to discuss the evolving travel policy. Additional events took place in 2016 that offered test drives with electric and hybrid vehicles to encourage employees to switch to their next company car or their next victim vehicle.

In 2017, a Q&A morning with Enterprise answered employees’ questions about pool cars. This provided valuable insight into existing problems, such as clarifying the procedure for reporting damage.

The trust is investigating the possible replacement of its pool car fleet and catching up with employees through surveys. Along with suggestions for improvement, the Trust has determined that larger station wagon-style vehicles are a must for community workers who work outside of business hours and carry large amounts of equipment.

Going forward, the Trust is considering electric and hybrid vehicles and installing charging points at its headquarters in Norwich.


Implementing the travel policy has saved the Trust £ 500,000, reduced carbon emissions and improved risk management in the first two years.

The decrease in mileage of the gray fleet has by far exceeded the increased mileage for leasing, pool and rental cars. Employees now travel fewer miles, and when journeys are made, they are more likely to be in newer, less polluting and well-managed vehicles. On average, the number of employees has decreased by 25 percent without compromising patient care or service delivery.

Between 2015/16 and 2016/17:

  • The mileage of the gray fleet fell by 19 percent (752,000 fewer miles driven).
  • The number of kilometers driven in company cars increased by 42 percent (202,000 more miles).
  • Miles driven in pool cars and daily rent are down 19 percent (73,000 fewer miles).
  • The total number of kilometers was reduced by 13 percent (623,000 fewer miles).
  • Total travel expenses decreased by 13 percent

Since 2007/08, the total annual number of kilometers has fallen by 44 percent. The mileage of the gray fleet alone has dropped from over five million miles to three million miles.

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