Introduction

This article is a quick step by step guide on how to add your driving licence to the EASY System.  With this release of the software,there are two methods to adding your driving licence to the system; an automated check against the DVLA driver record information, or manually upload your driving licence details.  


Software Version

This article applies to the version 11+ release of the EASY software, which includes a facility to automatically check the driver record information held by the DVLA.  


Assumptions

For the automated checks, it is assumed that the driving licence has been issued by the DVLA, the national insurance number and home postcode held in ESR are correct, and that the driving licence number has been entered correctly.


For the manual upload, it is assumed that you have scanned and saved a copy of your driving licence to your computer.

Where you have an international or EU driving licence, you will need to manually upload this for checking by your manager, or expenses team.

Steps to Follow


1.    Select Driving Licence in the Self Service menu


Method 1 - Automated Driving Licence Checks

2.    Check the Home Postcode and National Insurance Number in the Personal Details section are correct, and then continue to the next step.

If the details are missing or incorrect, contact your local system administration team.


 3.    Click on the Allow Automated DVLA Check box to add a tick

4.    Enter your driving licence number, and amend the home postcode if necessary

5.    Click on the Submit button

6.    Complete the declaration and enter the three characters requested from your security word, and then click on the Check button

The Declaration and Security Word section may not be required by your employer.  In that case just click on the Check button.


7.    The Driving Licence page will be updated, showing the current details and when the next check will occur.


Method 2 - Manually Uploading the Driving Licence


2.    Click on the Document dropdown list and select Attached

3.    Click on the New document icon

4.    Click on the Choose File button

5.    Find and select the Driving Licence saved on your computer, and click on the Open button

6.    Enter the driving licence expiry date and then click the Submit button

7.    Click on the Submit button

8.    Complete the declaration and enter the three characters requested from your security word, and then click on the Check button

The Declaration and Security Word section may not be required by your employer.  In that case just click on the Check button.


9.    The driving details have been sent to your manager, or the expenses team, for checking and approval.  The Actions section shows the driving licence with a status of Submitted.

10.    When the driving licence has been approved, the Driving Licence page will have a Previous Actions section that will show the status of Accepted, which is the fully approved status.


The Driving Licence must be approved before you are allowed to make mileage claims.