This video just shows you how to record the Driving Licence/Insurance check. For guidance on how to actually carry out the check, please see the written guidance below.
How to record a Driving Licence/Insurance Check in Manager Self Service
How to carry out the Driving Licence/Insurance Check
Important note: The Driver’s Licence (DL) and Insurance Check reminder process is now live.
This means that managers will begin receiving automated email notifications when a previously completed Driving Licence or insurance check is approaching expiry – specifically, 30 days before the expiration date. These reminders will prompt Managers to update the relevant checks on the system. Instructions on how to update these checks have been included in the email reminders.
To enable the counterpart removal, the DVLA has developed an online licence checking facility. This system provides a licence holder with all year-round online access to their licence details. The system is free of charge and is available 24/7.
To access this online checking system, the licence holder will need to log into www.gov.uk/view-driving-licence and enter the following information.
- Driver number – From Photocard
- National Insurance number
- Postcode as displayed on licence
These security checks will need to be entered onto the opening screen and a box ticked which confirms that the licence holder authorises the DVLA to check their details with other Government departments.
It is important to note that this system is designed for the licence holder and not a third party. It must be the driver that logs their details into the opening page. Licence Checkers may login with the Driver present & with their permission.
This will allow licences to be checked where the driver does not have access to the Internet or means to print from. The DVLA will, if necessary, take action against any misuse by third parties.
Once into the system, the driver will be given the option to provide a third party with details of their licence through a print or email facility. It is important that the licence summary page shows a date generated within 21 days of the Licence check. This must be produced along with the Driver’s photocard licence.
It is not enough to take the printout at face value – it should be validated online at https://www.gov.uk/check-driving-information. Login using the Code & last 8 digits of the driver number.
When checking an Insurance Document:
- Ensure that the employee is named as the insurer or additional driver.
- Ensure that the policy is in date.
- Ensure that the class of use covers “business purposes”.
When the check(s) are completed:
A copy of the check should be uploaded to HROnline. To do this:
Select Your Staff tab on the right-hand side of the home dashboard.
The menu will open up and look like this and you’ll see your members of staff:
If you click on any of your employees’ names, you will be shown this screen:
Click on Person Checks, then Person Checks again.
You will be taken to the screen below:
To complete this check:
Click on the name of the check that you have completed
- Driving licence check
Or
- Insurance
Date Checked
- Insert date
Checked by
- Put person’s name using the Person search feature (see below)
Click Save
Repeat this process for the Insurance check by clicking New and filling out the same details as the previous check you just did.
Click Save when you have completed the second check.
You will now see that on the Left-hand side, it has confirmed that a check on the employee’s driving licence and insurance was completed.
It will also tell you date it was checked, as well as the renewal date.
Important Notes:
Following advice from the Traffic Commissioners, licences should as “Best Practice” be checked every 6 Months and records of these checks kept.
Current checks are recorded in the Council’s Tranman System where details of validity and recent checks can be confirmed prior to Poolcar, Minibus or Externally Hired vehicles being booked/used.
REMINDER – Employees have a duty to inform their employer of any changes in circumstances, such as endorsements on their driving licence.
To get help
If your query could not be answered within the guidance given above, please submit a ticket using the HROD Enquiries Form or phone 01546 605513 (Option 3) followed by Option 3 – HR Processes.