Table of Contents
- Introduction
- Where to Add/Update your Driving Licence
- Supplying your Driving Licence for Checking
- What to do when your driving licence has been rejected
- What happens when your driving licence needs updating or checking
- Driving licence supplied for updating/checking rejected
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, or evidence, of their valid driving licence showing the expiry date.
The version 11.0 release of the EASY software has changed the way that you add/update your driving licence to the system. I now means that you only need to provide your driving licence information once, rather for every vehicle assignment.
This article explains how you can add a scanned copy of a valid driving licence to the system for checking and approval. Your employer may be willing to accept a screenshot of the GOV.UK licence checker website as evidence that you have a valid driving licence.
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.
Clicking on the 'Driving Licence' menu option will take you to the Driving Licence page where can provide your driving licence details.
Supplying your Driving Licence for Checking
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.
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.
3. Click on the 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 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 button.
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 how your manager/expenses team have checked and approved 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.
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.
2. Click on the 
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 button.
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 button.
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 calendar icon next to, or underneath, the field.
6. Click on the button after you have entered the expiry date
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 button to notify your manager/expenses team that you have submitted your driving licence for checking and approval.
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 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 button.
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.
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.
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 unsubmit the driving licence details that you submitted and enter them again. The following steps takes you through how to unsubmit the driving licence details.
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 button.
2. You will then be asked to confirm that you want to unsubmit the driving licence details. Click on the OK button.
3. To remove the driving licence details that you entered previously, you will need to click on the eraser 
icon.
4. 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.
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 next annual check date, which ever is the soonest date. Not all employers require driving licences to checked each year.
You should follow the steps below to when your driving licence needs updating or checking.
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.
2. Follow the steps in the Forwarding your Driving Licence or Attaching your Driving Licence sections above to provide your driving licence details as appropriate.
3. 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.
4. 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.
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.
2. You will then be asked to confirm that you want to withdraw the details. Click on the OK button.
3. To remove the driving licence details that you entered previously, you will need to click on the eraser icon.
4. 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 What happens when your driving licence needs updating or checking
