(1) This policy covers the provision of vehicles to a defined suite of employees as part of their employment conditions. These vehicles are funded from pre-tax earnings of the employee (salary sacrificed) and are subsidised by the University of Western Sydney (UWS) to reflect the work-related use of that vehicle. (2) Vehicles are made available by the University to provide these employees with work-related transport to reflect the multi-campus nature of UWS and the expectation that senior employees travel to campuses other than their "base" campus for business purposes. (3) Vehicles are leased from a contracted fleet management agency who manages the vehicle procurement, disposal and maintenance throughout the life of the lease. (4) The following definitions apply for the purpose of this policy: (5) University employees eligible to obtain this benefit under the Salary Sacrifice (Vehicles) Policy are: (6) The University reserves the right to automatically adjust the basis of calculation of salary sacrifice for any changes in government taxation policy involving Fringe Benefits Tax (FBT) or Goods and Services Tax (GST). Such changes will normally be applied from the date of legislation. (7) Where the actual vehicle usage falls outside of the tolerance allowed on the annual estimate, the leasing company may adjust the package costs and this will be passed on to the operator for the remainder of the lease. (8) The default subsidy is based on 50% business / 50% private usage. (9) UWS has adopted the following break-up of costs that will apply to all salary sacrifice vehicles: (10) Employees will be required to nominate the expected annual usage of the vehicle in km as the basis of the operating and lease costs for the vehicle. The leasing company allows a tolerance on the nominated usage and also has a tolerance on the overall usage of the UWS leased fleet. The leasing company monitors individual vehicle use by the km readings provided through fuel cards. Where usage falls outside of the tolerance allowed on the annual estimate, the leasing company may adjust the package costs and this will be passed on to the Operator for the remainder of the lease. (11) Employees may nominate the length of the vehicle lease term to obtain a cost effective lease rate. Lease terms are not to exceed 5 years or in the case of an employee employed on a fixed term contract, the remaining duration of their contract. In general a term of 2-3 years will be considered the norm. (12) All UWS salary sacrifice vehicles are comprehensively insured as part of the package cost. The policy covers the vehicle being driven by the operator and, with the approval of the operator, other people who have an appropriate licence. The UWS insurance policy has an excess for at fault accidents which may include an age or experience loading for the vehicle driver at the time of the accident. (13) The UWS salary sacrifice package will meet the excess costs (including any age or experience loading applicable to the driver) for the first at fault accident in a calendar year. The operator will be charged 50% of the excess (including any loadings) for a second at fault accident in a calendar year and 100% of the excess (including any loadings) for any subsequent at fault accidents in a calendar year. (14) Eligible employees may access a wide range of vehicles offered by the lease provider however vehicles which exceed the luxury car tax threshold, are V8 powered, are regarded as high performance vehicles (e.g. V6 petrol turbo) or are commercial vehicles over 1 tonne capacity will not be provided. (15) Vehicles are purchased at either NSW State Government contract pricing, or under fleet discount pricing applicable to UWS or the leasing provider where this is available. This may require the vehicle to be purchased from a specific dealership. (16) "Tool of Trade" vehicles are limited to the base model within a standard range of sedans. (17) Employees may select a limited range of options that do not significantly increase the capital cost of the vehicle. Generally these would include window tinting, tow packs or roof racks. (18) Options are costed to the employee's package as part of the overall lease payment. (19) The leasing provider retains equity in all vehicles. Disposal or change-over of vehicles must be arranged through the leasing provider in conjunction with the University's Purchasing Unit. (20) The operator is deemed to be in control of the vehicle as a default position. The operator is responsible for: (21) Salary sacrifice vehicles may be used by the employee and members of his/her direct family. In special circumstances, and following the approval of the Deputy Vice-Chancellor and University Provost, business/private vehicles may be used by drivers who are neither direct family members nor staff of the University. All users must have a current valid Driver's Licence or an international Driver's Licence. It is accepted by the University and the insurers that the operator has given their approval for vehicle use, provided the driver is a family member. (22) Operators are encouraged to let other UWS employees use the vehicle when they are not using it. UWS employees driving vehicles obtained through salary sacrifice arrangements by other UWS employees are covered by existing UWS insurance arrangements. (23) Operators are to keep the vehicle in a condition which reflects the standards of the University and are responsible for arranging the routine maintenance and servicing of the vehicle under the contractual arrangements provided by the leasing provider. (24) Employees who do not follow the requirements of this policy and its procedures in relation to their responsibilities may be subject to disciplinary proceedings in accordance with the relevant staff agreements. (25) Vehicles will be available to employees during leave periods for up to six weeks per annum. The maximum six weeks per annum is based on the fact that staff have a four week annual leave entitlement per year during which time they can access the vehicle and an extra two weeks has been added to cover situations where annual leave from the prior year exists. If the employee wishes to use the vehicle for leave periods in excess of six weeks, the full charge (without the UWS subsidy) for the vehicle will apply to those "excess" days. The additional amount will be met through the payroll system. (26) The restriction on a "tool of trade" vehicle allowing travel only within New South Wales also applies to the use of the vehicle by the nominated employee whilst on leave. Use of the vehicle in this instance for employees on leave will be limited to six weeks per annum. (27) Employees are encouraged to arrange to have their vehicle available for University business use when travelling overseas for official business or during leave periods where they have no requirement to access the vehicle. (28) All procurement (and disposal) requests involving salary sacrifice vehicles must be made using the V2 Form available on the Finance Office website or the Procurement Unit. (29) Eligible staff may request that they be allocated a selected vehicle under salary sacrifice arrangements. All such requests shall be submitted to the employee's Dean or Director on a V2. The Procurement Office will advise the Office of People and culture of the salary sacrifice amount based upon the Vehicle Schedule value and the costs of options added. (30) The default position for the vehicle subsidy provided by the University is 50% of the operating and lease costs. This reflects the multi-campus nature of UWS and the expectation that senior employees travel to campuses other than their "base" campus for business purposes. (31) Where an employee has a business use that is significantly greater than 50%, they should contact the Procurement Unit to determine if a logbook could be completed to justify an alternative subsidy level. 80% business usage is the maximum level that would be considered for subsidy by the University. (32) The University has established a maximum threshold value for private/business vehicles to be the dollar level represented by the luxury car tax limit as defined by the Australian Taxation Office, which is consistent with NSW Government Policy. For the purposes of cost recovery, the University will recover capital costs on vehicles up to a limit reviewed annually (based on the capital cost of a Statesman V6) at 50%, and above this to maximum threshold value at 100%. (33) Employees who opt for a salary sacrifice vehicle are ineligible for the use of a pool vehicle or for claiming a reimbursement for private vehicle usage. (34) Operators are responsible for promptly reporting accidents involving the vehicle, as well as any damage to the vehicle to the UWS Insurance Manager. (35) Where an employee does not comply with these responsibilities and, as a result, the University is forced to incur repair costs or suffer abnormal loss on disposal, the employee will be held responsible for the costs or loss. (36) Abnormal wear and tear will be established by reference to the Australian Fleet Lessor's Association Guide to Fair Wear and Tear available at www.afla.com.au. Any additional cost involved will be recovered fully over a 12 month period. (37) Nil.Salary Sacrifice(Vehicles) Policy
Section 1 - Purpose and Context
Section 2 - Definitions
Top of PageSection 3 - Policy Statement
Part A - Staff Eligibility
Part B - Changes in Lease Costs
Section 4 - Procedures
Part C - Basis of Costing
Part D - Insurance
Part E - Choice of Motor Vehicles
Optional Extras
Part F - Equity in Vehicles
Part G - Operator Responsibilities
Part H - Access to Vehicles Whilst on Leave
Part I - Initiating Access to a Salary Sacrificed Vehicle
Part J - Costing of Subsidy
Part K - Abnormal Wear and Tear and/or Damage
Section 5 - Guidelines
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