The firm is one of the UK’s foremost independent wine companies and provides services to a varied group of customers from large hotel groups to independent fine dining restaurants, including airlines, catering companies, supermarkets and regional wholesalers.

Around half of Bibendum personnel, typically field based sales staff, either qualify for a fully expensed company car or receive an allowance from the company to purchase and operate their own vehicle for business purposes.

Managing the systems necessary to support their obligations relating to employee-owned vehicles was proving onerous and, with increasing legislative demands, needed overhauling so the firm looked for a fully automated self-serve system that the drivers could easily update from their preferred place of work.

Internet research identified the Driver Self-Serve system from Mycompanyfleet, the automotive division of global HR solutions provider NorthgateArinso, as the perfect solution.

The Driver Self-Serve system completely automates a number of fleet requirements such as business insurance, mileage and driver licence checks, as well as handling service reminders and other time-sensitive alerts, and advises drivers and fleet managers when a vehicle will need to be booked in for the next service to be carried out.

Grey fleet drivers at Bibendum will now log on to a dedicated Driver Self-Serve web portal and, in doing so, sign an agreement that they have adequate insurance, an up to date and valid driving licence and that they have had their vehicle serviced in accordance with the manufacturer’s approved service schedule.

The drivers’ line manager can also authorise payment of any appropriate business mileage or motoring-related expenses.

Used in this way, the system provides the line manager with all of the information necessary to confirm that the vehicle and the driver meet duty of care requirements, and provides an easily followed audit trail.

'Our staff are comfortable using this type of self-service concept as we use similar, we-based self serve technology for other parts of the business, such as employee benefits. It is intuitive and easy to use and drivers are prompted to fill in their details as they go along, so they cannot escape providing the correct information on a timely basis,' said operations director, Bob Smyllie.