Table of Contents

Introduction

Employers have a duty of care to make sure that employees who use a vehicle in their job hold a valid driving licence, and it is recommended that the driving licence is checked every year.


The EASY Expenses System has a facility to help employers manage their responsibilities by asking employees to provide a copy of their driving licence with the expiry date.


The version 11.0 release of the EASY software includes a link to the DVLA driver record information to enable the system to perform automated driving licence checks.  By consenting to the automated driving licence checks, it will reduce the time and effort you spent in providing a copy of your driving licence.  This will decrease the checks performed by your manager, or the expenses team. 


The introduction of the automated driving licence check is a feature available in the EASY Expenses System.  This does not replace the existing facility that allows you to supply a scanned copy, or screenshot of the GOV.UK licence checker website as evidence, of your driving licence for checking by your manager or expenses team, if you prefer to do so (see the Supplying your Driving Licence for Checking section below). 


This article explains how you can activate the automated driving licence checks, as well as describing how a scanned copy, or other evidence, of a valid driving licence can be provided for checking and approval.

  

Where you do not have a driving licence issued by the DVLA, such as an EU or international driving licence, you will need to provide a scanned copy of your driving licence for checking and approval.  Go to the Supplying your Driving Licence for Checking section below.


Where to Add/Update your Driving Licence

Once you have logged into the EASY System, you select the Driving Licence option available under the Expenses section in the Self Service menu.

Driving Licence menu option

Clicking on the 'Driving Licence' menu option will take you to the Driving Licence page, which will show some personal details that are needed as part of the automated checking process.

Driving Licence page


Allowing Automated Driving Licence Checks

If you would like to allow the system to automatically check your driving licence you need to complete the following steps to set this up.


1.    Click on the 'Allow Automated DVLA Checks' field until a tick appears in the box.  This will display two more fields that are to be completed.

Allow Automated DVLA Checks field

2.    Add your driving licence number to the Driving Licence Number field

Driving Licence Number field

3.    The Postcode on Driving Licence field will have the home address postcode received from ESR.  You should check that the postcode is the same as on your driving licence, and amend the postcode if necessary.

Postcode on Driving Licence field

4.    Click on the Submit button at the top right of the page

Click on the Submit button

5.    Your employer will more than likely require you to confirm you have given your consent for your driving licence information to be requested by the EASY Expenses System.  Where that is the case, a Declaration panel will appear.  You will need to click on the box that is before the wording giving your consent.  Please ensure a tick appears in the box before going to the next step.

Confirm acceptance of the declaration

6.    Your employer may also want you to certify your declaration by asking you to provide 3 characters from your security word.  Should that be the case, the section showing which 3 characters you should provide will be included in the Declaration panel.  Enter the 3 characters requested, and then click on the Check button.


The section showing the 3 characters will not be included in the Declaration panel where your employer does not required you to go that extra level of verification.  You will just need to click on the Check button.

Enter 3 characters from security word

7.    When the check has been completed, a message will appear at the top of the page confirming the driving licence has been checked.  Where the check was successful, the Current section within the Driving Licence Details will give the check reference, confirmation the check was automated and the driving licence expiry date.  

Within the New section, you will be informed of when the next automated check will occur.  This will normally be a yearly check, unless your driving licence expiry date is sooner.

Driving Licence Details


What happens when there is a problem

Where the EASY Expense System encounters an error when requesting the DVLA driver record information, the Driver Licence Details area will change back to the original input state.

Problem with driving licence checkIt may be that you entered the wrong driving licence number or the postcode on your driving licence is incorrect.  If you think that might be the reason then try again.  

Where you continue to have a problem, you should supply a copy of your driving licence to your manager or the expenses team for checking and approval.


Cancelling Automated Driving Licence Checks

Should you decide that you no longer want the EASY Expenses System to access your DVLA driver record information to check you have a valid driving licence, you can do this by following the steps below.

Cancelling the automated check will invalidate the driving licence details currently held within the system, and you will need to supply a copy of your driving licence for your manager/expenses team to check and approve.



1.    Make your way to the Driving Licence page by following instructions in the Where to Add/Update your Driving Licence section above.


2.    Click on the Cancel Automated Checks button

Cancel Automated Checks button

3.    You will then be asked if you are sure that you want to cancel the automated checks.  Click on the OK button.

Confirm cancel automated checks

4.    The Driving Licence Details area will change back to its original state.

Driving Licence Details section

5.    You will need to supply your a copy of you driving licence for checking and approval by your manager/expenses team before you can make any further business related mileage claims.

 

Supplying your Driving Licence for Checking

Where you are unable to use the automated checking facility, or you prefer not to do so, you should click on the Document dropdown list and select how you are going to supply a copy of your driving licence.  


Most employers require you to attach/upload a copy, or evidence, of your driving licence, while others are willing for you forward a copy of your driving licence on to your manager/expenses team by email, post or in person.  The sections below describe the process for forwarding or attaching your driving licence for checking and approval.


Forwarding your Driving Licence

1.    After you have made your way to the Driving Licence page, you will need to select Forwarded from the Documents dropdown list in the Driving Licence Details.

Select forwarded from dropdown list

2.    Enter the date that your driving licence expires in the 'Expiry Date' field. You can type in the date or click on the  calendar icon next to, or underneath, the field.

Enter expiry date

3.    Click on the Submit button

 Click on Submit button

4.    Your employer will more than likely require you to confirm that the driving licence being submitted is valid.  Where that is the case, a Declaration panel will appear.  You will need to click on the box that is before the declaration wording that you are confirming.  Please ensure a tick appears in the box before going to the next step.

5.    Your employer may also require you to affirm or certify your declaration by asking you to provide 3 characters from your security word.  Should that be the case, the section showing which 3 characters you should provide will be included in the Declaration panel.  Enter the 3 characters requested, and then click on the Submit button.


The section showing the 3 characters will not be included in the Declaration panel where your employer does not required you to go that extra level of verification.  You will just need to click on the Submit button.

Enter security word characters

6.    The Driving Licence Details will be updated to show that you have Forwarded your driving licence on to your manager/expenses team for checking and approval, as well as the submission reference and the driving licence expiry date.  The Actions will show when you recorded your submission.

7.    The Driving Licence Details will be updated showing the measure your manager/expenses team have taken to check and approve your driving licence.  This may be that they have Seen your driving licence, taken a copy for their files, or attached/uploaded a copy to the system.  The Previous Actions will show who completed the checks and when they did so.

Confirmation check completed


Attaching your Driving Licence

1.    After you have made your way to the Driving Licence page, you will need to select Attached from the Documents dropdown list in the Driving Licence Details.

Select forwarded from dropdown list

2.    Click on the add document icon

click add document icon

3.    This will open the 'Document Add' window with the option to choose the file stored on your computer containing the scanned copy, or evidence of, your valid driving licence.  Click on the Choose File button.

choose file

4.    This will open a window for you find and select the file containing your driving licence, or equivalent evidence.  When you have found and selected the file, click on the Open button.  

open selected file

5.    This will take you back to the 'Document Add' window, which will show the file name of the file you selected.  Enter the date that your driving licence expires in the 'Expiry Date' field. You can type in the date or click on the add document icon calendar icon next to, or underneath, the field.

enter expiry date

6.    Click on the Submit button after you have entered the expiry date

click submit button

7.    This will return you to the Driving Licence page, with the Driving Licence Details showing the document reference for the attached/uploaded document.  Click on the Submit button to notify your manager/expenses team that you have submitted your driving licence for checking and approval.  

submit driving licence for checking

8.    Your employer will more than likely require you to confirm that the driving licence being submitted is valid.  Where that is the case, a Declaration panel will appear.  You will need to click on the box that is before the declaration wording that you are confirming.  Please ensure a tick appears in the box before going to the next step.

9.    Your employer may also require you to affirm or certify your declaration by asking you to provide 3 characters from your security word.  Should that be the case, the section showing which 3 characters you should provide will be included in the Declaration panel.  Enter the 3 characters requested, and then click on the Submit button.


The section showing the 3 characters will not be included in the Declaration panel where your employer does not required you to go that extra level of verification.  You will just need to click on the Submit button.

Enter security word characters

10.    The Driving Licence Details will be updated to show that you have Attached your driving  licence for your manager/expenses team to check and approve, as well as the submission reference and the driving licence expiry date.  The Actions will show when you recorded your submission.

document attached

11.    The Previous Actions on the Driving Licence page will be updated when your driving licence has been checked and approved, showing who completed the checks and when they did so.

driving licence approved


You won't be able to make mileage claims until your driving licence has been checked and approved.


What to do when your driving licence has been rejected

When checking the driving licence details that you have supplied, your manager/expenses team may notice that you have attached the wrong document or entered the wrong expiry date.  In this situation they are likely to reject the driving licence details you have submitted.


In this situation you will need to withdraw the details that you submitted and enter them again.  The following steps takes you through how to withdraw the details submitted.


1.     After you have made your way to the Driving Licence page, you will see the Actions shows that the driving licence details you submitted have been rejected.  To withdraw or remove what you submitted, you will need to click on the Withdraw button.

withdraw driving licence details

2.    You will then be asked to confirm that you want to withdraw the details.  Click on the OK button.

confirm withdraw

3.    This will reset the Driving Licence page for you to enter your driving licence details again following the instructions in the Supplying your Driving Licence for Checking section above.

re-enter driving licence details

What happens when your driving licence needs updating or checking

The EASY Expenses System will normally send you an email notification 30 days before your driving licence expiry date or the  annual check date, which ever is the soonest date.  Not all employers require driving licences to checked each year.  

What you need to do will depend on whether you have agreed to the EASY Expense System doing automated checks or not, and the next two sections look at what you need to do.


Automated Update/Checks

On the day that your driving licence expires or the annual check date is due, the Expenses System will automatically submit a request for your latest DVLA driver record information, and update the Driving Licence page where it was confirmed your driving licence is valid.  


Where the system is informed that your driving licence is not valid because you have been disqualified or suspended from driving, the EASY Expenses System will send you an email notifying you and your manager that is the case.


In any other situation where the system is informed that your driving licence is not valid, it will submit a request for your latest DVLA driver record information on each of the following 3 days.  If, on the final day, the system is informed that your driving licence if not valid, you will be sent an email telling you that the system has been unable to validate your driving licence.  In this situation, you have 2 options:

  1. Where there was a delay in your driving licence being renewed and you know that its is now valid, go to the Driving Licence page.  When loading the Driving Licence page, the system will submit a fresh request for your latest DVLA driver record information.  Where a problem has been encountered in getting that information, a message with a red background will be displayed at the top of the page.
    unable to retrieve licence from DVLA message
    In the event that the home postcode held in the EASY Expenses System is not the same as the one on your driving licence, you will need to cancel the automated driving licence checks and go through the process of allowing the automated checks again.
  2. Cancel the automated driving licence checks and supply your driving licence for checking as explained above.

Supply your Driving Licence for Updating/Checking

As mentioned earlier, the EASY Expenses System will send you an email reminding you that your driving licence is due to expire or you need to provide your driving licence for checking.  If you have supplied your driving licence and it hasn't been checked and approved 7 days before the expiry/check date, another email will be sent to you to informing you that the driving licence currently being used by the system is about to run out.  A reminder email will also be sent where you have not supplied your driving licence for checking and approval.


The process of supplying your driving licence for updating or checking is similar to what we covered in the Supplying your Driving Licence for Checking section above. There are just a few minor differences that are covered below.


1.    The Driving Licence Details on the Driving Licence page has Current section, showing the details you supplied previously, and the New section, which is where you choose how you will supply your driving licence to your manager/expenses team for checking and approval.

new section for driving licence updates/checks

2.    After you have clicked on the Submit button, you will notice that there is an Action sections.  This will show that you have submitted your driving licence to your manager/expenses team for checking and approval.

Actions showing driving licence submitted

3.    When you driving licence has been checked and approved by your manager, the Actions section will disappear, and the details of the new document you submitted will be appear in the Current section.  The Previous Actions will be updated with the actions relating to the document in the Current section.

Approved document now the current document


Where the new driving licence details you have submitted have not been checked and approved before the expiry/check date of the driving licence details in the Current section, you will not be able to make mileage claims that are after the expiry/check date.



Driving licence supplied for updating/checking rejected

When your manager/expenses team reject the driving licence details you have submitted to update or check the current details, you will need to withdraw the details that you submitted and enter them again.  Follow the steps below to withdraw the details submitted for updating or checking.


1.    After you have made your way to the Driving Licence page, you will see in the Actions section that the driving licence you submitted for updating or checking have been Rejected.  You will need to click on the Withdraw button to remove or withdraw those details.

withdraw driving licence

2.    You will then be asked to confirm that you want to withdraw the details.  Click on the OK button.

confirm withdraw

3.    This will reset the Driving Licence page for you to enter your driving licence details for updating or checking again following the instructions in the Supply your Driving Licence for Updating/Checking section above.

re-enter driving licence for updating/checking