Table of Contents
- Introduction
- Software Version
- Assumptions
- Adding Vehicle Documents
- Missing and Expired Documents
- Updating Vehicle Documents
Introduction
Your employer may require you to add your vehicle documents, and update them each year or when they expire, using the facility available in the EASY system. While the system will attempt to automatically obtain and check the vehicle documents held by the DVLA, such as the MOT and Road Fund Licence, there are times where you may need to also manually add your documents.
You will need to manually add your insurance certificate, or add your documents where your vehicle was not found in the DVLA records, as is the case with EU or foreign registered vehicles.
This article article begins by going through how to add your vehicle documents to the EASY system, followed by how to update the vehicle documents.
Software Version
This article applies to the version 11+ release of the EASY software.
Assumptions
This article assumes that your employer requires the MOT, Road Fund Licence and insurance certificate relating to the vehicle to be provided. Where your employer requires additional documents, the methods described in this article can be used to add/update those additional documents.
It is also assumed that, where documents are not provided through the DVLA automated checking facility, you will be required to upload your documents to the Expense System.
Adding Vehicle Documents
You will need to add your vehicle documents to the Expenses System when your employer switches on the Duty of Care feature. This section takes you through how to add your documents to the system, and what happens when the document details are automatically obtained from the DVLA data.
1. Select Vehicles in the Self Service menu
2. This will take you to the Vehicles Status page where you will need to select the vehicle to be updated. Then choose "Add/Update Vehicle Documents" in the drop down list before clicking on the Continue button
3. The system will take you to the Vehicle Details page where you can manually add your documents or the system may be automatically obtain the document details from the DVLA.
Automated Document Checks
The system automatically will request the details of documents held by the DVLA, such as the MOT and Road Fund Licence.
A message will appear at the top of the Vehicle Details page to let you know if the document details have been received from the DVLA. You should check the details received are correct.
Where the Expenses System has not been able to obtain the document details from the DVLA, then you will see a message similar to the one below.
What if the automated document details are not correct?
In the event that the automated check has the wrong document details, you can still manual upload the document details in the Changes section on the Vehicle Details page.
To manually add the documents, just follow the steps in the Manually Adding Documents section below.
Manually Adding Documents
In this section, we will focus on adding/uploading the insurance certificate for the vehicle. Where you are required to provide additional documents, then you should follow the steps below for the document concerned.
1. You will need to scroll down to the Changes section on the Vehicle Details page, and then click on the 
add document icon that appears in the row for Insurance Certificates.
2. 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 insurance. Click on the button.
3. This will open a window for you find and select the file containing your insurance certificate, or equivalent evidence. When you have found and selected the file, click on the button.
4. 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.
5. Click on the button after you have entered the expiry date
6. This will return you to the Vehicle Details page, with the Insurance Certificate 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.
7. Your employer will more than likely require you to confirm that the documents being submitted are valid and vehicle insurance includes business cover. 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.
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.
8. This will take you back to the Vehicle Status page, and the Unaccepted Vehicle Assignment section will show the vehicle that is waiting for checking and approval by your manager.
9. When your manager has checked and approved the vehicle documents, the Vehicle Status page will be updated and the vehicle will now appear in the Accepted Vehicle Assignments section.
Missing and Expired Documents
You may notice on occasions an error 
icon appear in the Documents column within the Vehicles section on the Vehicle Status page. This indicates that a document is missing or has expired, as shown in the image below.
When you click on the error icon, a warning message will ask you to add or update the documents shown. In the image below the driving licence has yet to be added to the Expenses System.
You won't be able to make mileage claims until your vehicle documents and driving licence have been checked and approved.
Updating Vehicle Documents
The Expenses System will send you an email when a document is due to expire or needs to be checked. The email is normally be sent 30 days before the expiry/check date, followed by a reminder 7 days before the expiry/check date if you haven't provided your document for checking and approval.
Where the document is covered by the automated DVLA checking, such as the MOT or Road Fund Licence, the system will perform the automated check at midnight on the day your document expires. However, if there has been a delay in you updating your MOT for example, you may need to force the system to check with the DVLA that your document has been updated.
This section will take you through how to force a check with the DVLA , as well as how to add/upload your new insurance certificate to the system.
Forcing a DVLA Check
1. On the Vehicles Status page, select the vehicle to be updated and then choose "Add/Update Vehicle Documents" in the drop down list before clicking on the Continue button.
2. When you select the Continue button, the system will go off to the DVLA to check if the expired document has been updated. In this example, it was the Road Fund Licence that had expired, and Vehicle page now shows the new date.
A forced check of DVLA documents can only be performed once each day
Manually Updating Documents
1. On the Vehicles Status page, select the vehicle to be updated and then choose "Add/Update Vehicle Documents" in the drop down list before clicking on the Continue button.
2. This will take you to the Vehicle page, and you will need to scroll down to the Changes section. The orange text indicates the document that requires updating.
3. Click on the add document icon that appears in the row for Insurance Certificates.
4. 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 insurance. Click on the button.
5. This will open a window for you find and select the file containing your insurance certificate, or equivalent evidence. When you have found and selected the file, click on the button.
6. 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.
7. Click on the button after you have entered the expiry date
8. This will return you to the Vehicle page, with the Insurance Certificate 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.
9. Your employer will more than likely require you to confirm that the documents being submitted are valid and vehicle insurance includes business cover. Where that is the case, the Declaration section will be shown. 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.
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. This will take you back to the Vehicle Status page, and the Unaccepted Vehicle Assignment section will show the vehicle that is waiting for checking and approval by your manager.
11. When your manager has checked and approved the vehicle documents, the Vehicle Status page will be updated and the vehicle will now appear in the Accepted Vehicle Assignments section.
