This article is a quick step by step guide for managers, or the expenses team, on how to approve, or authorise, a new vehicle where your organisation requires the vehicle documents to be checked in order that the duty of care obligations are met.

Software Version

This article applies to the version 11+ release of the EASY software, which includes a facility to automatically check the vehicle MOT and Road Fund Licence against the vehicle record held by the DVLA.  


This article assumes that the authoriser is only required to manually check the insurance certificate.

Steps to Follow

1.    Select Vehicles in the Management menu

2.    Click on the section heading of the employee's team, and then select the link of the vehicle

select the link to the employee's vehicle

3.    Scroll down to the Vehicle Documents section.  The document(s) to be checked will appear in the New column.

the vehicle documents section shows the document to be checked in the new column

4.    Click on the link to download or view the insurance documents

click link to download document

5.    Check Vehicle Details match those on the insurance certificate and the employee has the appropriate business cover before clicking the Authorise button

select Authorise button to confirm document details

6.    The Authorisation panel will be displayed that may include a declaration for you to complete.  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.

authorisation panel showing the declaration tick box

7.    You may also be required to affirm your declaration by being asked 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 Authorisation 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 Authorisation panel where your employer does not required you to go that extra level of verification.  You will just need to click on the Authorise button.

add the requested 3 characters from your security word before authorising the document

8.    A message will appear at the top of the page to confirm you have authorised the vehicle

message confirming authorisation of vehicle documents