(1) The university has a sizeable motor vehicle fleet and it is important that vehicle replacement (or new acquisitions) and vehicle operations are managed in line with the approved procedure - both from the viewpoint of fleet management and cost minimisation. (2) Nil. (3) Only the UWS Purchasing Unit is authorised to place orders for purchase of UWS vehicles and to arrange disposal action with respect to UWS vehicles. (4) All requests for vehicle purchase or disposal must be actioned via completion of either: (5) a. Form V1 - Vehicle Requisition - Business Use Only Vehicle (6) Electronic copies of these forms are available on the UWS web or can be obtained via hard copy from the Purchasing Unit. (7) These forms must be completed by the Requisitioning Centre (the Centre to which the vehicle will be cost allocated). The procurement/disposal action requested via the form must be authorised by an appropriately delegated officer for the Centre. For procurement action involving a purchase price in excess of $20,000 this will normally be: (8) a. College Executive Dean - for College/School vehicles (9) Following completion, Form V1 is to be forwarded directly to the Purchasing Unit for procurement action. Form V2 is to be forwarded to the Office of Human Resources for verification of private use access. The Office of Human Resources will on forward to the Purchasing Unit. (10) Motor vehicle acquisitions involve a lead time for process, order and delivery. Centres should allow for this delay in their change-over planning. (11) These fall into two classifications, viz: (12) a. General Use Passenger Vehicles (13) For general passenger use vehicles, the university has determined to move to a standardised and limited range of vehicles. The approved vehicles will be reviewed annually by the Purchasing Unit taking into account experience with resale values and operating costs. The currently approved general passenger use vehicles are: (14) a. Commodore Acclaim sedans or station wagons (this is the recommended vehicle based on current resale value) (15) All general passenger vehicles are to be automatic. (16) The only optional extra that will normally be approved is a tow bar and wiring - where this is a requirement of Centre's business use. (17) Only the approved vehicles will be ordered by the Purchasing Unit for general passenger use. (18) Where a Centre requires a specialist application vehicle, they should preferably consult the Purchasing Unit as to suitable available options prior to ordering the vehicle. Selection of vehicle should be based on Centre business use requirements. (19) The university has an approved policy regarding staff eligibility for Private Use Access to a UWS motor vehicle. This policy is titled Salary Sacrifice (Vehicles) Policy and is available on the Policy DDS . This policy includes the Schedule of Approved Vehicles available for Private/Business Use access and the associated salary sacrifice for each vehicle. The required salary sacrifice for wholly private use vehicles is substantially higher than that required for private/business use. Enquiries regarding sacrifice rates for wholly private use vehicles should be directed to the UWS Director Finance. (20) Private Use vehicle procurement requests will only be actioned in line with the policy statement conditions. (21) All procurement (and disposal) requests involving Private/Business or Wholly Private vehicles must be made via Form V2 . (22) The form is self-explanatory and following completion is to be submitted to the Office of Human Resources for private use approval endorsement. The Office of Human Resources will on forward the form to the Purchasing Unit for institution of order process. (23) 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 the capital cost of a Statesman V6 at 50%, and above this to the maximum threshold value at 100%. (24) The university will arrange to issue two (2) petrol cards with all vehicles. These are: (25) a. Shell Card (26) These cards have been selected as UWS can obtain electronic monthly accounts that can be interfaced with Oracle Financials. (27) All petrol purchases shall be obtained via the petrol cards. UWS Corporate Credit Cards should not be used for petrol purchases except during any change-over of a vehicle where petrol cards are not yet available. (28) The only costs that can be charged to petrol cards are: (29) a. Fuel (30) Under no circumstances should petrol cards be used for personal type expenditure. (31) Cardholders are required to quote and have recorded vehicle kilometre reading at time of all fuel purchases. The university has instituted a system of vehicle fuel consumption monitoring and it is a requirement of vehicle access that staff record kilometre details at time of fuel purchase. UWS petrol cards should not under any circumstance be used for purchase of fuel for other than the UWS vehicle recorded on the card. (32) Loss of petrol cards must immediately be notified to the Purchasing Unit who will arrange for cancellation and re-issue of replacement card. (33) The UWS policy regarding vehicle replacement provides for vehicle change-over of passenger vehicles (sedans and station wagons) to normally be scheduled (34) a. between 40,000 and 45,000 kilometres; or (35) The above arrangement is designed to both minimise operation costs (such as avoiding need to replace tyres) and maximise resale value. (36) Holders of passenger vehicles should commence replacement action shortly after the vehicle has reached 40,000 km or two years of age (whichever comes first). The action involves completion and submission of Form V1 or V2 . (37) The UWS policy regarding replacement of specialist vehicles (vans, utes, twin cabs and light trucks) is to hold these vehicles until: (38) a. between 75,000 to 80,000 kilometres; OR (39) The replacement of trucks (above 2 tonne) should only occur where the vehicle has reached the end of its assessed effective operational life. These vehicles involve substantial capital acquisition costs and should have a depreciable working life of between five - ten years depending on usage level. (40) All parking and traffic fines are the responsibility of the driver, or in case of Private/Business Vehicles, the controlling staff member unless the driver at the time of the offence is identified by the controlling staff member. The university will arrange to transfer all fine notices to the driver/control staff member for settlement. Fines are a personal expense and shall not be charged to Corporate Credit Cards or University Centre Accounts. (41) The Salary Sacrifice (Vehicles) Policy states the policy position as to authorised drivers of Private Use Vehicles. (42) UWS Business Use Vehicles (Centre and Fleet) can only be driven by drivers holding valid and appropriate (to the vehicle) Australian Drivers' Licences. These vehicles will normally only be driven by UWS staff or authorised postgraduate students involved in university research or similar activities. (43) All overnight access of Business Use Vehicles by staff where the vehicle is garaged at or close to the staff member's home involves the establishment of a Private Use Fringe Benefits Tax Obligation. This is irrespective of whether the vehicle is actually used for any Private purpose or not. The Tax Legislation presumes the vehicle was available for Private Use. (44) All bookings of Business Use Vehicles involving overnight and/or weekend access must be approved by the Centre Head (Head of School /College Manager ). Such access should only be approved where it is unreasonable to require the staff member to collect or return the vehicle from its normal university location. (45) Vehicle Log Sheets must record overnight access for FBT purposes. For fleet vehicles FBT will be charged to Cost Centre nominated by staff member for charge purposes in Log Sheet or where vehicle is a Centre vehicle used by Centre staff member to the Centre. (46) Staff who are not authorised to utilise UWS vehicles for Private Use purposes are not to utilise vehicles for Private Travel even when taken home. This arrangement is solely authorised to facilitate Business Use and is not an authority to use the vehicle for Private running. (47) All UWS Business Use Vehicles are required to be Log Book controlled. All users must complete Log Books in full. Log Books are to be regularly reviewed by the staff member with responsibility for management control of the vehicle. (48) Use of a vehicle by other than a staff member of the holding Centre will involve a cost recovery charge-out based on kilometres travelled at $0.55 per kilometre (refer to Charge-Out of Expenditure Policy ). Costing of charge-outs will occur monthly with recoveries notified to the Finance Office for entry to ledger. Fleet vehicle managers will electronically access Oracle with monthly journal for charge-outs. (49) All damages and accidents to vehicles must be reported to the Accountant Tax and Insurance. The driver will be responsible for completion of the Accident Report Form. The Insurance Accountant will arrange repairer inspection and insurance claim. It will be the responsibility of the vehicle holder to ensure delivery of vehicle to repairer for inspection and repair. (50) The university will wherever possible provide a replacement vehicle but cannot guarantee to supply a replacement for vehicles under repair. (51) The vehicle holder is responsible for ensuring that the vehicle is serviced in line with dealer recommended schedules. The holder shall arrange to book services with any Authorised dealer and to deliver/collect vehicle from service. All service charges should be either invoiced to UWS or charged to a UWS Corporate Credit Card. A listing of dealers who have agreed to invoice service charges is available at the following UWS web site: (52) Vehicle holders are not to arrange replacement of tyres or other substantial repairs without prior consultation with, and approval of, the Purchasing Unit. (53) The university has available, on each Campus, a limited number of fleet vehicles for business use on a pre-booked basis. The size of these general access pools is currently under review with the objective of ensuring reasonable availability of business use vehicles on all campuses. Existing pools at Campbelltown and Bankstown will be expanded via transfer of vehicles from other areas of UWS. Centre held vehicles will also be reviewed with the view to adding them to Central Campus Pools wherever possible. (54) Centres currently with dedicated vehicles should in the first instance access Centre vehicles. Where Centre vehicles are unavailable access should be made to general Pool. Only where Pool vehicles are unavailable should the staff member be authorised to utilise their own vehicle. (55) The university is unable to guarantee the availability of a Pool vehicle on all occasions. Allocation will be made on basis of a 'first booked' basis. Early reservation will assist in access to a vehicle. Vehicles booked and not cancelled or collected will however be automatically subject to a 100 kilometre use charge. (56) Staff are required to nominate collection and return times when booking. It is the responsibility of the staff member to make every effort to return the vehicle by the nominated return time. (Late returns inconvenience subsequent bookings). (57) Staff accessing Pool motor vehicles must fully complete the Log Book in the vehicle. (58) All Pool vehicles contain, in the console, UWS Petrol Cards. It is the responsibility of the driver to refuel the vehicle prior to return to the Pool where the petrol indicator shows a level below 1/4. Vehicles returned with fuel levels well below 1/4 will involve a surcharge to the using staff member's Centre of $20. All surcharges will be reported to Centre Manager. (59) This approach is designed to minimise subsequent users of vehicle being disadvantaged by prior user's non-compliance with refuelling policy. (60) Bookings can be made via the UWS Fleet Management System.Motor Vehicle Policy
Section 1 - Purpose and Context
Section 2 - Definitions
Section 3 - Policy Statement
Part A - Purchase of Vehicles
Part B - Business Use Only Vehicles
General Passenger Use Vehicles
Specialist Vehicles
Part C - Private/Business (or Private Only) Access Vehicles
Part D - Petrol Cards and Purchases
Part E - UWS Policy Regarding 'Change-over' of Vehicles
Sedans and Station Wagons
Specialist Vehicles
Part F - Parking and Traffic Fines
Part G - Authorised Drivers
Part H - Overnight Access (Other than Travel Involving Overnight Absence Away from Home) of Business Use Vehicles
Part I - Log Sheets and Charge-Outs
Part J - Reporting of Damages and Accidents
Part K - Services/Maintenance
Part L - Vehicle Pools/Fleet Vehicles
Pool Vehicle Bookings
Section 4 - Procedures
Section 5 - Guidelines
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b. Form V2 - Vehicle Requisition - Private/Business Use Vehicle
b. Director or Deputy Vice-Chancellor - for Divisional vehicles
b. Specialist Vehicles (vans, utilities, twin cabs, trucks etc.)
b. Ford Falcon Futura sedans or station wagons
c. Camry 3.0 L Conquest sedans or station wagons
d. Corolla Seca Ascent 1.8L Hatch
b. Caltex/Ampol Card
b. Oil
b. after two years whichever comes first.
b. after two years (or three years where vehicle has kilometre reading at two years of less than 40,000 km).
(53) Nil.
Top of Page(54) Nil.