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

Section 1 - Purpose and Context

(1) The University's conditions of employment provide that, subject to approval, an employee may receive an allowance for the use of a private motor vehicle on official business. This policy outlines the matters to be considered when seeking approval to use a private motor vehicle for University business travel and the procedures to claim reimbursement for such use.

(2) This Policy should be read in conjunction with the Motor Vehicle Policy and the Travel (Domestic) Policy.

Section 2 - Definitions

(3) Nil.

Section 3 - Policy Statement

Approval to Use a Private Vehicle

(4) A staff member should only seek approval to use a private vehicle for official business when:

1. a University vehicle is not available (refer Motor Vehicles Policy);
2. the travel cannot be postponed;
3. public transport is not a reasonable alternative; and
4. where the private vehicle is covered by a Comprehensive and Compulsory Third Party Insurance policy.

(5) Approval to use a private vehicle for business travel must be obtained from a relevant line supervisor who holds the necessary delegation to authorise the expenditure in accordance with the University's Delegations (Administrative) Policy (refer Schedule A - Delegations Relating to Finance). The travel must also be approved in accordance with the relevant provisions of the University's Travel (Domestic) Policy.

Requirement for Private Vehicle to be Covered by Insurance

(6) The University will only reimburse a staff member for use of a private vehicle for business travel where the staff member certifies, at the time of submitting their claims, that the vehicle is covered by a Comprehensive and Third Party Insurance policy.

(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 unless they include an amount prescribed by the insurer as 'punitive' excess charges.

(8) 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.

Section 4 - Procedures

Part A - Reimbursement for Use of Private Vehicle

(11) The University applies 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 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 Human Resources Forms web page.

(13) All payments of vehicle allowance will be processed via the Office of Human Resources and be made via the payroll. Claim forms should be submitted within one month of the vehicle usage being claimed.

(14) PAYG tax is not deducted and the amount will be shown as an "allowance" on the staff member's annual Payment Summary.

(15) Whilst PAYG is not deducted, the allowance will be assessable for taxation should the total annual kilometres reimbursed exceed 5,000 kms. It is the responsibility of the staff member to keep their own records.

Part B - Calculation of Official Business Distances

(16) 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.

(17) 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 5 - Guidelines

(18) Nil.