University-Owned Vehicles

All vehicles owned or bought on hire-purchase by the University are insured for fully comprehensive cover. This meets with all mandatory requirements of the Road Traffic Act.

Additions or deletions to the University fleet

Additions or deletions to the University fleet must be reported to the Insurance Team immediately using the Vehicle Amendment Form (86kb).

Vehicles hired to the University for more than 14 consecutive days are deemed to be part of the University's fleet, and as such must be reported to the Insurance Team on the Vehicle Amendment Form.

Use of Vehicles

  • An annual audit of the University motor fleet is carried out.
  • Each University owned or leased vehicle has to have a Motor Vehicle Pack in it at all times. If you need further copies of the Motor Insurance Certificate or a replacement Motor Vehicle Pack, please contact Linda Greig, Insurance Officer at linda.greig@admin.ox.ac.uk.
  • Members of staff and students driving with the permission of the Departmental Administrator or Head of Department are insured automatically. 
  • The licence details of any persons with 6 points/endorsements or more must be referred to the Insurance Team before they drive any University vehicle. It is recommended that Departmental Administrators keep photocopies of all eligible drivers' licences.
  • The details of any vehicle from the UK that is due to be driven abroad must be must be referred to the Insurance Team.

Use of Minibuses

Licence holders pre 1997

If you hold a UK driving licence before 1997 then you will automatically have the D1 category on your driving licence. This means that you can drive a minibus with up to 16 passengers (so a 17 seater including yourself).

Licence holders post 1997

If you hold a UK driving licence after 1997 then you will not automatically have the D1 category on your driving licence. Therefore you cannot drive a minibus even without passengers in the vehicle. You can drive a vehicle with 8 passengers or spare seats eg: (a 9 seater vehicle).  In order to obtain the D1 category on your licence additional driving tests must be undertaken. 

We strongly recommend that all drivers who drive University-owned or hire minibuses undergo the University minibus driver Training Course. Please contact the Insurance Team for details of how to arrange this.

Private Use of University-Owned Vehicles

Departmental vehicles are not insured for private use and since there may be substantial VAT, tax and NIC costs if there is any private use, these cars should be used only for business journeys. Private use is not permitted even in emergencies.