Personal vehicles used for work purposes—whether for commuting, transporting clients, or visiting worksites—are an integral part of many organisations’ operations. However, these vehicles, collectively referred to as the “grey fleet,” come with significant risks that employers must address to ensure compliance with workplace health and safety (WHS) laws.
The risks are tangible. According to Safe Work Australia, vehicle collisions accounted for 42% of worker fatalities in 2023, highlighting the need for comprehensive risk management strategies.
What Is the Grey Fleet?
Grey fleet refers to any vehicle used for work-related purposes that is not directly provided by the employer. This includes:
- Personal vehicles: Owned by the employee but used for work tasks.
- Client vehicles: Borrowed for work purposes.
- Leased vehicles: Whether subsidised by the employer or independently leased by the employee.
Regardless of the ownership, once a vehicle is used for work, it becomes a workplace under WHS law. This classification places specific responsibilities on employers to ensure risks associated with fleet cars are adequately managed.
Key Risks and Responsibilities
Medical Fitness to Drive
One of the most critical considerations is the driver’s medical fitness. Conditions such as poor vision, neurological disorders, or even the use of certain medications can impair a driver’s ability to operate a vehicle safely.
Employers should ensure that workers using grey fleet vehicles undergo assessments of their medical fitness to drive. These evaluations are best conducted by an independent medical specialist, such as an Occupational and Environmental Physician, who can assess functionality and risk, providing actionable recommendations.
Vehicle Condition and Suitability
Employers must also verify that grey fleet vehicles are:
- Roadworthy and properly maintained.
- Equipped with appropriate safety features.
- Suitable for the tasks they are expected to perform.
Compliance with WHS Law
Workplace health and safety laws apply to all fleet cars. Employers are required to:
- Identify and assess risks associated with the use of personal vehicles for work.
- Implement policies and procedures to manage these risks.
- Provide training and resources to employees to ensure compliance.
Grey Fleet Policy Development
An effective Grey Fleet Policy should address the following:
- Driver responsibilities: Requiring employees to disclose any medical conditions or medications that may impair their driving ability.
- Vehicle maintenance: Ensuring vehicles are regularly serviced and meet road safety standards.
- Insurance coverage: Verifying that personal vehicles used for work purposes are appropriately insured for business use.
- Risk assessments: Conducting regular evaluations of grey fleet risks, including vehicle suitability and driving conditions.
Resources for Managing Grey Fleet Risks
To support employers in managing grey fleet risks, WorkSafe Queensland has developed a comprehensive suite of resources, including:
- Vehicles as a workplace – Work health and safety guide
- Vehicles as a workplace info sheet – Tradespeople
- Vehicles as a workplace info sheet – Residential care
- Vehicles as a workplace info sheet – Rural workers
- Vehicles as a workplace info sheet – Government fleets
- Vehicles as a workplace info sheet – Small transport
- Vehicles as a workplace info sheet – Grey Fleet
- Vehicles as a workplace info sheet – Risks, hazards and management
- Vehicles as a workplace checklist – Grey Fleet
Employers should make use of these resources to stay informed and compliant.
A Real-Life Scenario: The Cost of Oversight
Imagine an employee using their personal vehicle to transport clients. Without a clear policy, the organisation may unknowingly overlook key risks such as:
- The vehicle being unfit for business purposes.
- The driver not disclosing a medical condition that impairs their ability to drive safely.
- The absence of appropriate insurance coverage for business use.
In the event of an accident, the organisation could face legal and financial repercussions, not to mention the potential harm to its reputation.
Practical Steps for Employers
To ensure the safety of employees and compliance with WHS laws, organisations should:
- Develop a Grey Fleet Policy: Clearly outline responsibilities for both employers and employees.
- Conduct Regular Risk Assessments: Include vehicle inspections and medical fitness evaluations.
- Provide Training: Educate employees on safe driving practices and the importance of vehicle maintenance.
- Monitor Compliance: Regularly review grey fleet policies and update them as needed.
- Seek Expert Advice: Partner with specialists, such as Phoenix Occupational Medicine, for tailored guidance.
Final Thoughts: Managing Grey Fleet Risks with Confidence
The grey fleet is an often-overlooked aspect of workplace safety, but its risks are too significant to ignore. By implementing robust policies, conducting regular assessments, and fostering a culture of safety, employers can minimise risks and ensure the wellbeing of their workforce.
For expert advice on developing and managing grey fleet policies, contact Phoenix Occupational Medicine. Our team specialises in workplace health and safety, offering practical solutions tailored to your organisation’s needs.
