Response sent: September 2010


I need to know:

1. How many employees does the authority/department have?

2. How many company vehicles (cars and vans) does the authority/department operate?

3. How many cars and the how many vans do you operate?

4. How many at-fault accidents have employees had in your vehicles for each of the past three years?

5. What is the annual CO2 emissions from your fleet and then the average CO2 emissions per car (CO2 g/km)?

6. Is there a CO2 emissions cap on your cars - if so what is it (g/km)?

7. How many employees use their own vehicles for work purposes (this can be calculated by those who claim for mileage payments on expenses)?

8. How many miles have been claimed annually by these 'grey fleet' drivers over the past three years?

9. What has been the annual cost of these grey fleet repayment claims for each of the past three years?

10. What is the pence-per-mile rate that each of these 'grey fleet' drivers can reclaim for their business mileage? Can you show the annual lump sum separately if there is one.

11. What action if any is the authority/department taking to reduce these payments?

12. What is the authority/department's overall CO2 reduction target?

13. What is the estimated annual CO2 emissions from your grey fleet?

14. What if any controls does the authority/department have to reduce CO2 emissions from its 'grey fleet'?

15. Does the authority/department check a) driving licences b) business insurance c) mots/servicing for its grey fleet vehicles? If so how often? 




1. 614 (excluding fee paid, unpaid maternity leave and secondments)

2. None

3. None

4. Not applicable - no company vehicles.

5. Not applicable - no company vehicles.

6. Not applicable - no company vehicles.

7. This information is not held by TNA. We only hold data for the total mileage claimed (further detail below.

8. 2009/10 - 34,632 miles

    2008/09 - 21,395 miles

    2007/08 - this information is not held by The National Archives

9. We are unable to give you the exact cost of these claims because the cost of compliance with this part of your request would exceed the appropriate limit. TNA is a central government department and therefore the 'appropriate limit', for the purposes of section 12 of the Freedom of Information Act and section 9A of the Data Protection Act, has been set at £600.  This equates to 25 hours staff time (or three and a bit working days).  We have calculated that the cost of answering question 9 in the format it has been asked would exceed this limit. Further details can be found here: and We are able to provide you with an approximate figure for 2009/10 of £13,852.80. This figure was calculated by applying the standard pence per mile figure to the total mileage.

10. The rates vary depending on whether the claim is based on a 'standard rate' or a 'public transport rate' as per below:

Public Transport Rate:

All cars - 25 pence per mile

Standard rate

All cars - First 10,000 miles - 40 pence per mile

Additional miles - 25 pence per mile

Motor cycles - 24 pence per mile

Pedal cycles - 20 pence per mile

Passenger supplement (per passenger) - 5 pence per mile

The standard rate is only applicable where public records, heavy goods or passengers are carried.

11. A review of business travel as part of TNA's Green Travel Plan actions.

12. The overall CO2 reduction target for 2010/11 is 10% against 2009/10 levels.

13. 2009/10 - 11.3 tonnes CO2.

14. Annual reporting of Carbon from Road Transport to government as part of Sustainable Development in Government (SDiG) and Sustainability on the Government Estate (SOGE) targets.

Our Corporate Green Travel Plan developed in partnership with Transport for London and Richmond Borough Council Strategic Transport department. This aims to reduce the carbon emissions of all aspects of travel related to The National Archives.

15. We do not check driving licences but it is part of our Travel and Subsistence Policy that employees must have adequate insurance for occasional business use.