• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Approval to Utilise Private Vehicle
• Requirement for Vehicle to be Covered by Insurance
• Reimbursement for Use of Private Vehicle
• Calculation of Official Business Distances
• Section 4 - Procedures
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) This policy establishes the procedures to be followed by staff members when seeking approval authority to use a private motor vehicle for University business travel and in claiming reimbursement for such use.

Section 2 - Definitions

(2) Nil.

Section 3 - Policy Statement

Approval to Utilise Private Vehicle

(3) Staff members should only seek approval to utilise their private vehicle for University business travel where there is no University vehicle available. The University has established vehicle pools on all campuses and these vehicles are to be accessed wherever possible for University business travel. In some cases staff members will also have access to dedicated Centre held University vehicles. Where a staff member's Centre holds a dedicated University vehicle, then the staff member should first confirm availability of that vehicle for the business travel. If not available, the staff member should confirm availability of a pool vehicle. Contact details for pool bookings are:

(4) It is only where a University vehicle is not available and the travel cannot be postponed that the staff member should seek approval to utilise a private vehicle.

(5) Approval authority can be given by any staff member holding official Delegation to approve and authorise expenditure (Delegation A1 in Delegations Policy - Schedule 1).

Requirement for Vehicle to be Covered by Insurance

(6) The University will only approve a request for the staff member to utilise a private vehicle for business travel where the staff member certifies that the vehicle is covered by a Comprehensive or Third Party Property Insurance policy indemnifying the University against any claims arising as a result of the use of the vehicle.

(7) If a private vehicle is damaged whilst being used for University business purposes any 'normal' excess insurance charges prescribed by the insurer will be reimbursed by the University provided that:

1. the damage was not due to the fault or negligence of the staff member;
2. the excess claimed by the staff member does not include any charges or amount prescribed by the insurer as punitive excess charges.

(8) Note: The University will only reimburse excess where a claim has been made on the insurer and the insurer has deducted an excess at settlement.

(9) All claims are to be submitted in writing to the UWS Director, Finance and must be supported by evidence of excess deduction applied by vehicle insurer.

(10) The University will not accept any claims for damages other than in respect of insurance excess.

Reimbursement for Use of Private Vehicle

(11) The University's policy is to apply the Australian Taxation Office's 'reasonable reimbursement' rate for motor vehicles based on engine capacity. The Rates per Business Kilometre are available on the Australian Taxation Office's website.

(12) All claims must be submitted on a UWS Motor Vehicle Allowance Claim Form and be approved by the staff member's designated supervisor provided they hold expenditure delegation. The form can be downloaded from the following UWS HR Forms and Templates website.

(13) All payments of vehicle allowance will be processed via the Human Resources Office and be made via payroll. PAYE tax is not deducted and the amount will be shown as an allowance on the staff member's annual statement of earnings.

Calculation of Official Business Distances

(14) Where a private vehicle is used for official business, a deduction from the allowance payable must be made to take into account the distance that would normally be travelled daily by the staff member from home to home campus and return together with any other distance travelled in a private capacity during the business use period.

(15) The Motor Vehicle Allowance Claim Form shows the UWS official 'set' distances for travel between most campuses. Where shown, the official distances must be used in making claims for inter-campus travel.

Section 4 - Procedures

(16) Nil.

Section 5 - Guidelines

(17) Nil.