Can staff drive a minibus abroad? Licences and permits

Why do the UK rules not carry over?

In the UK, staff with a car licence can drive a minibus with up to 16 passenger seats if they meet a list of conditions. gov.uk's list includes being 21 or over, holding the licence for two years, driving voluntarily for a non-commercial body, not towing a trailer, and keeping the vehicle's maximum authorised mass to 3,500 kg (4,250 kg for electric or hydrogen). A Section 19 permit then lets a not-for-profit organisation such as a school charge for the service without a full PSV operator licence.

Both are UK arrangements. The joint DfE and DfT guidance says: "These arrangements only apply when driving the minibus in the UK not if driving abroad." The same guidance says the permits only apply within the UK, and the gov.uk permit guidance says they are not valid outside Great Britain and Northern Ireland. That guidance dates from 2013, so confirm it with the DVSA or your destination authority.

What does a trip abroad usually need?

The OEAP's minibus guidance (February 2024) sets out what applies in Europe when a minibus is driven for hire or reward, which it says is the case for most educational visits. Its list is a good checklist to take to your operator, insurer and destination authority.

gov.uk's PSV guidance says only a standard national and international operator licence lets an operator take passengers abroad. gov.uk's driving licence categories page describes D1 as vehicles with no more than 16 passenger seats and a maximum length of 8 metres.

An international driving permit may also be needed. The OEAP notes the 1949 IDP does not recognise the D1 category, so a full category D licence might be required in some countries. gov.uk says you do not need an IDP to drive in the EU, Switzerland, Norway, Iceland or Liechtenstein with a UK photocard licence. Check the destination on the gov.uk IDP checker.

Do drivers' hours and tachograph rules apply?

Yes. gov.uk's guidance table puts international journeys in vehicles with 9 or more passenger seats under the assimilated or AETR rules, including private use. Removing seats to get below nine does not take the vehicle out of scope. The UK-only derogation for non-commercial vehicles with 10 to 17 seats does not apply on AETR journeys.

That means a tachograph, a driver card, the daily driving limit of 9 hours (10 hours twice a week) and a 45-minute break after 4.5 hours of driving. A teacher who teaches all day and drives that evening is on the same limits. The OEAP warns that the legal limits assume the driver does no other work that day, so many drivers need more rest than the law requires. See coach hire in Europe: drivers' hours for the numbers.

What about insurance, weight and vehicle papers?

• Insurance. gov.uk says UK vehicle insurance gives minimum third-party cover in the EU and that you still need valid insurance. The OEAP says to check cover for overseas use, hire or reward use and driver age and experience.
• Weight. Never exceed the maximum authorised mass. Luggage for a full minibus adds up fast. The OEAP asks establishments to check the gap between unladen weight and MAM.
• Papers. For a vehicle taken abroad less than 12 months, gov.uk says carry the V5C, or a VE103 if hired or leased. A UK identifier is required on UK-registered vehicles, with some exceptions.
• Local law. The OEAP advises checking every country's current rules with its embassy.

See documents staff need to drive abroad for the document checklist.

Is it better to hire a driver?

For most groups, yes. A hired coach or minibus with a driver places the operator licence, tachograph and driver hours with a company that does the work daily. The OEAP says to check the provider's standards and, for a less-known provider, to consider DVSA Earned Recognition, reviews from other establishments and a depot visit. Duty of care for the group does not transfer, so the leaders still check the driver's CPC card if required, the emergency exits and the agreed plan.

How Roamly can help

Roamly Travel sources coaches and minibuses with drivers for group trips, builds driver rest and borders into the schedule, and flags licence and permit questions for your employer to confirm. See our logistics service, our consulting service, or contact us. This is general information, not legal advice.