(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 University Purchasing Unit is authorised to place orders for purchase of University vehicles and to arrange disposal action with respect to University vehicles. (4) All requests for vehicle purchase or disposal must be actioned via completion of either: (5) These forms must be completed by the Requisitioning Centre (the Unit/cost 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 Unit/cost centre. Refer to the Delegations (Administrative) Policy. (6) Following completion, Form V1 is to be forwarded directly to the Purchasing Unit for procurement action. Form V2 is to be forwarded to Office of People and Culture (OPC) for verification of private use access. OPC will on forward to the Supervisor Purchasing and Assets. (7) Motor vehicle acquisitions involve a lead time for process, order and delivery. Unit/cost centres should allow for this delay in their change-over planning. (8) These fall into two classifications: (9) For general passenger use vehicles, the University has determined to move to a standardised range of vehicles. The approved vehicles will be reviewed regularly by the Purchasing Unit taking into account experience with leasing costs. Information on appropriate general passenger use vehicles is available from the Purchasing Unit. (10) General passenger vehicles are to be automatic. (11) The only optional extra that will normally be approved is a tow bar and wiring - where this is a requirement of unit/cost centre's business use. (12) Where a unit/cost centre requires a specialist application vehicle, they should consult the Purchasing Unit as to suitable available options prior to ordering the vehicle. Selection of vehicle should be based on unit/cost centre business use requirements. (13) The University Salary Sacrifice (Vehicles) Policy details staff eligibility for Private Use Access to a University motor vehicle. (14) The University will arrange to issue fuel cards with all vehicles. (15) The card suppliers have been selected as the University can obtain electronic monthly accounts that can be interfaced with Oracle Financials. (16) All fuel purchases shall be obtained via the cards. University Corporate Credit Cards should not be used for fuel purchases except during any change-over of a vehicle where fuel cards are not yet available. (17) The only costs that can be charged to fuel cards are: (18) Under no circumstances are fuel cards to be used for personal expenditure. (19) Cardholders are required to quote and have recorded the 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. University fuel cards should not under any circumstances be used for purchase of fuel for other than the University vehicle recorded on the card. (20) Loss of fuel cards must immediately be notified to the Purchasing Unit who will arrange for cancellation and re-issue of a replacement card. (21) Passenger vehicles will be leased for a term to minimise the lease and operating costs. This will generally be a term of 2-3 years depending on the vehicle type and use. The Purchasing Unit will determine the lease term. (22) Operators of passenger vehicles should commence replacement action when the vehicle is 3/4 of the way through the lease term. The action involves completion and submission of Form V1 or V2. (23) Specialist vehicles will be leased for a term to minimise the lease and operating costs. This will generally be a term of 3-4 years depending on the vehicle type and use. Trucks (above 2 tonne) and heavy plant or equipment will have a longer lease term reflecting their extended working life. The Purchasing Unit will determine the lease term. (24) Operators of these vehicles should commence replacement action when the vehicle is 3/4 of the way through the lease term. (25) 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/controlling staff member for settlement. Fines are a personal expense and shall not be charged to Corporate Credit Cards or University Unit/cost centre Accounts. (26) The Salary Sacrifice (Vehicles) Policy states the policy position as to operators of Private Use Vehicles. (27) University Business Use Vehicles (unit/cost centre and Fleet) can only be operated by drivers holding a valid and appropriate (to the vehicle) licence. This could be an Australian Drivers licence, International Licence or licence recognised and accepted by the Roads & Traffic Authority. These vehicles will normally only be driven by University staff or authorised postgraduate students involved in University business. (28) All overnight access of Business Use Vehicles by staff where the vehicle is garaged at or close to the staff member's home incurs a Private Use Fringe Benefits Tax (FBT) 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. (29) All bookings of Business Use Vehicles involving overnight and/or weekend access must be approved by unit/cost centre head (Dean /Director ). 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. Unless authorised, Private Use of vehicles is not permitted when overnight access is granted. (30) Vehicle Log Sheets must record overnight access for FBT purposes. For fleet vehicles, FBT will be charged to the Cost Centre nominated by staff member for charge purposes on the Log Sheet or where vehicle is a unit/cost centre vehicle used by unit/cost centre staff member to the unit/cost centre. (31) All University Business Use Vehicles are required to be Vehicle Fleet Management System (VFMS) or Log Book controlled. All users must complete Log Sheets in full. Log Sheets are to be regularly reviewed by the staff member with responsibility for management control of the vehicle. (32) Use of a vehicle by other than a staff member of the holding unit/cost centre will involve a cost recovery charge-out based on kilometres travelled at the rate provided in the Charge-Out of Expenditure Policy. Costing of charge-outs will occur monthly with recoveries notified to Finance Office for entry to ledger. (33) All damages and accidents to vehicles must be reported to the Accountant, Tax and Insurance by completing an Accident Report Form. The driver is responsible for completion of an Accident Report Form and to ensure delivery of the vehicle to a designated repairer for inspection and repair. (34) The University will wherever possible provide a replacement vehicle but cannot guarantee to supply a replacement for vehicles under repair. (35) The vehicle holder is responsible for ensuring that the vehicle is serviced in line with manufacturer recommended schedules. The holder shall arrange to book services with an Authorised dealer or service agent and to deliver/collect vehicle from the service. (36) All regular service charges for leased vehicles are included as part of the monthly lease payment. For a non-leased vehicle, service changes should be either invoiced to the University or charged to a University Corporate Credit Card. (37) Vehicle holders are not to arrange repairs without prior consultation with, and approval of, the Purchasing Unit. (38) Bookings are made via the University Fleet Management System (VFMS). (39) The University has 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 reviewed regularly. (40) Unit/cost centres currently with dedicated vehicles should in the first instance access unit/cost centre vehicles. Where unit/cost centre vehicles are unavailable access should be made to the general pool. Only where pool vehicles are unavailable should the staff member be authorised to utilise their own vehicle. (41) The University is unable to guarantee the availability of a pool vehicle on all occasions. Allocation will be made on 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. (42) 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 as late returns inconvenience subsequent bookings. (43) Staff accessing vehicles that are not on the VFMS must fully complete the Log Sheet in the vehicle. (44) All pool vehicles contain, in the console, University Fuel 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 unit/cost centre of $50. All surcharges will be reported to unit/cost centre Manager. (45) Nil. (46) Nil.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 Access Vehicles
Part D - Fuel Cards and Purchases
Part E - University 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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