• Section 1 - Purpose of Policy
• Section 2 - Application and Scope
• Section 3 - Travel Policies Relating to Motor Vehicle Use
• Section 4 - The University’s Motor Vehicle Fleet
• Section 5 - General Rules Relating to the Use of University Vehicles
• Section 6 - Departmental/Faculty/Unit Vehicles
• Section 7 - Senior Executives Vehicles
• Section 8 - Use of Commercial Rental Vehicles
• Section 9 - Use of Private Vehicles
• Section 10 - Definitions

Section 1 - Purpose of Policy

(1) This Policy sets out the guidelines in relation to University travel and motor vehicle use.

Section 2 - Application and Scope

(2) This Policy relates to all staff of the University of Wollongong and Postgraduate, higher degree students. Nonmembers of the University may also fall within the scope of this Policy if all conditions set out in this Policy are met.

Section 3 - Travel Policies Relating to Motor Vehicle Use

(3) Persons travelling on University business should familiarise themselves with the University's overall Travel and Entertainment Policy. To fulfil its responsibility under the Work Health and Safety Act 2011, it is a University requirement that any member of staff driving a University, private or other vehicle on University business is appropriately licensed. Staff are required to provide their driver’s licence to the approving officer prior to use of a motor vehicle for University business.

(4) Persons required to travel on University business should arrange their travel in the most efficient manner possible. The time involved, costs of different modes of transport and insurance coverage should all be considered before travel arrangements are made. There are economical alternatives to travel by motor vehicle, particularly the use of the train service to Sydney.

(5) When a member of staff wishes to travel on University business within Australia (and outside the local area), they must lodge their trip through the University’s travel management system in accordance with the requirements of the University's Travel and Entertainment Policy.

(6) When vehicular travel has been established as the most efficient mode of transport three (3) options are available: 

1. University vehicles of various kinds including departmental vehicles, vehicles provided to Senior Executives;
2. Commercial rental vehicles; 
3. Employees’ private vehicles.

(7) The use of University vehicles, if available, is the University’s preferred option.

(8) The Car Mileage Allowance will be applied to any person with an entitlement to compensation for use of their private vehicle on official University business.

(9) The University’s car mileage allowance rate will be paid on a per kilometre basis to private vehicle owners using their vehicle on University business. This allowance will only be paid for business travel. Mileage incurred on private side excursions will not be paid. Employees who receive other forms of compensation for the use of their private vehicle (e.g. an annual car allowance) will not be eligible for the car mileage allowance. Employees provided with a vehicle by the University are not eligible for car mileage allowance.

(10) Car mileage rates are reviewed regularly.

Section 4 - The University’s Motor Vehicle Fleet

(11) The University's policy is that motor vehicles are leased from a fleet management company, currently Custom Fleet or Orix. All users of University vehicles are required to familiarise themselves with and abide by the requirements prescribed by the leasing company. These requirements and other useful information is contained in the "Driver's Guide" to be found within University vehicles.

(12) Some vehicle acquisitions may be exempted from this requirement, e.g. where the vehicle has special equipment requirements. Exemption requires the approval of the Chief Financial Officer.

(13) All vehicle leases or purchases require the approval of the Chief Financial Officer.

(14) Standard vehicles (sedans and station wagons) are held for a standard period of 24 months or 40,000 kilometres and then are replaced. Approval is required from Finance and Procurement to retain a vehicle for any longer period of time.

(15) University vehicles are to be maintained in such a way as to provide for the safety of all staff and students. Departmental, pool and trade vehicles are all required to be equipped with fire extinguishers and first aid kits.

(16) University vehicles must be maintained in an acceptable mechanical condition at all times.

(17) Vehicles owned by the University must be disposed of in accordance with the University's Asset Disposal Policy.

Section 5 - General Rules Relating to the Use of University Vehicles

(18) University vehicles may be driven by University employees, postgraduate and higher degree students and non-members of the University if all conditions set out in this Policy are met.

(19) Postgraduate and higher degree students may drive University vehicles provided that, in the event of an accident or insurance claim, the relevant department will meet the cost of any age excess.

(20) Unauthorised use of University vehicles may render the user liable for any property damage arising from such unauthorised use.

(21) Private use of University vehicles may incur taxation liabilities, e.g. Fringe Benefits Tax (FBT). For FBT purposes, private use is where the vehicle is garaged at or near the employee's residence or the employee has custody, or has an entitlement to use the car for private purposes or has the control of the car outside normal working hours. Accordingly, private use of vehicle may only occur subject to any requirements set out in this Policy.

(22) The driver must hold the class of licence appropriate to the vehicle being driven and must show this licence to the approving officer. The licence must be a current full licence or provisional licence and not a learner's permit unless otherwise provided for hereunder. A driver whose licence is suspended or who is disqualified from driving may not drive a University vehicle under any circumstances.

(23) An appropriate level of licence is required to drive University buses and specialist vehicles, and such vehicles must not be driven by any person who does not possess the necessary licence.

(24) Third Party and Comprehensive Insurance is provided for all University vehicles. Coverage is provided against loss or damage and third party property damage. The level of excess varies depending on the age of the driver. Policy details are maintained within Finance and Procurement.

(25) Except in an emergency, when vehicles are away from the local area or where alternative arrangements have been agreed, all repairs and tyre replacements will be arranged through Finance and Procurement or the vehicle leasing company.

(26) All vehicles are covered for roadside service. The membership card should be retained in the envelope on the inside cover of the vehicle manual or log book.

(27) All accidents involving injury to persons and/or damage to property should be reported immediately to Finance and Procurement by the person in control of the vehicle. All accidents involving injury to persons must be reported without delay to the Police station nearest the site of the accident. Written accident reports must also be submitted in all cases to Finance and Procurement.

(28) Vehicles must be properly secured when left unattended.

Section 6 - Departmental/Faculty/Unit Vehicles

(29) The leasing of vehicles by individual units is subject to the approval of Finance and Procurement on the recommendation of the appropriate Senior Executive. 

(30) Use of Department vehicles requires the approval of the Department or Unit head. Users other than University employers must provide licence details at the time of approval.

(31) In the case of an accident, all expenses resulting from the accident and the insurance excess will be met by the Unit authorising the travel.

(32) The instructions of the leasing company contained in the 'driver's guide' must be adhered to in full. Excess costs may otherwise be incurred. All vehicles include a log book. Drivers are required to maintain the log book and accurately record all travel.

(33) All petrol purchases should be made with the petrol card provided. The University receives a discount from Shell so every effort should be made to use Shell Service Stations. These cards are to be used for the purchase of fuel and oil only.

(34) Vehicle defects are to be reported to the leasing company and the person responsible for the Unit's vehicle/s.

(35) Vehicles may not be used for private purposes unless there are exceptional circumstances and then only with the written approval of the relevant Senior Executive. In such cases, this approval will be communicated to the Finance and Procurement for fringe benefit tax purposes.

(36) University vehicles may be used to transport students where the Head of the user department has given approval.

Section 7 - Senior Executives Vehicles

(37) The University may, with the approval of the Performance and Remuneration Committee (PRC), provide a motor vehicle to Senior Executives via a salary sacrifice in their Total Fixed Remuneration package. Where the PRC does not approve the provision of a motor vehicle for a Senior Executive, the Senior Executive may choose to avail themselves of a novated lease through the University’s preferred provider, which may vary from time to time.

(38) For all other employees that are not deemed Senior Executives under the Delegations of Authority Policy, employees may avail themselves of a novated lease through UOW’s preferred provider, which may vary from time to time.

(39) The range of vehicles available to Senior Executives varies from time to time and is approved by the Chief Financial Officer. Vehicles will be determined with reference to appropriate and reasonable monthly lease costs.

(40) All vehicles will be ordered with the following accessories. In many cases, they will be standard equipment:

1. air conditioning; 
2. automatic transmission;
3. mud flaps;
4. driver’s air bag.

(41) Drivers may additionally specify the following accessories, should they so wish:

1. floor mats;
2. roof rack(s); 
3. tow bar;
4. manual transmission;
5. weather shield.

(42) Where a Senior Executive is provided a vehicle as approved by the Performance and Remuneration Committee (PRC), the University is to be reimbursed for the private component by way of fortnightly salary deductions.

(43) Reimbursement rates are based on an assumption of 30% business use. A Senior Executive using the vehicle for a larger component of business use may have these rates adjusted by maintaining a log book (for a minimum and indicative period of three (3) months in any period of one (1) year) showing the balance of business and private use.

(44) If the lease term is varied as a result of changed patterns of usage, the deduction rate in section 7.6 may be varied to the corresponding extent.

(45) Petrol cards will be issued to all staff issued with a University vehicle. The University receives a discount from fuel suppliers so every effort should be made to use the fuel card. Under no circumstances can the card be used to fuel other vehicles or purchase goods other than petrol or oil. Under no circumstances may a University corporate credit card be used for fuel purchases.

(46) Vehicles provided to Senior Executives are also provided with University reserved parking permits. However, in addition, the Senior Executive must purchase a UOW entry permit on the same basis as laid down from time to time for all other University employees.

(47) The vehicle is available for use by the Senior Executive during all periods of leave, except leave without pay. For periods of leave without pay, the staff member will be required to make arrangements to meet the regular cost of the vehicle unless the vehicle can be re-allocated. Long service leave at half pay is defined as leave without pay for half the nominated period.

(48) Although the Senior Executive will have priority use of the car, it must be available to other staff for business use during the hours between 9.00 am and 5.00 pm, except during periods of leave.

(49) The authorisation of the Senior Executive is required when such vehicles are used on University business by other staff or students.

(50) Vehicles provided under this scheme may be used by staff members and members of their immediate families.

(51) Provisional and learner drivers may drive vehicles provided to Senior Executives, in accordance with the relevant laws associated with provisional and learner drivers. An additional insurance excess may apply in the case of accident or damage incurred when the vehicle is being driven by a provisional or learner driver. If an additional excess applies, the University reserves the right to recover this additional excess from the Senior Executive responsible for the University provided vehicle.

(52) Staff are responsible for the management of the vehicle in accordance with the requirements of the leasing company. Failing, for example, to adhere to the vehicle's servicing schedule may well invalidate the manufacturer's warranty, resulting in penalty costs for the department or individual driver.

(53) Any cost of repairs arising as a result of a failure to have the vehicle regularly serviced may be required to be met by the staff member. Similarly, any damage to the vehicle, which is the fault of the staff member and is not covered by insurance, may be required to be met by the staff member.

(54) A staff member, having such a vehicle, has the option to purchase the vehicle at the price quoted by the leasing company at the conclusion of the lease.

(55) Where the Performance and Remuneration Committee (PRC) approved the provision of a company vehicle to a newly appointed Senior Executive, it is expected that the newly appointed Senior Executive will 'inherit' the car of their predecessor for the unexpired portion of the lease, unless the vehicle in question is demonstrably unsuitable. Any excess costs resulting from premature lease closing will be borne by the unit in question.

Section 8 - Use of Commercial Rental Vehicles

(56) Finance and Procurement can advise as to preferred suppliers.

(57) Use will be by approval of Department or Unit head.

(58) The choice of vehicles should be consistent with the standard of vehicle provided as University pool vehicles.

(59) Third Party and Comprehensive Insurance is provided for rental vehicles. In the case of an accident, any insurance excess will be met by the unit hiring the vehicle.

(60) For the hire of motor vehicles within the Wollongong area, staff members should tentatively make arrangements with the hire firm.

(61) For the hire of motor vehicles outside the Wollongong area, staff members should lodge the appropriate information in the Travel Management System.

(62) Car hire expenses are to be reimbursed through the University’s expense management system as per the Travel and Entertainment Policy.

(63) For car hire arrangements for visitors to the University, a purchase order is also to be generated in the Basware system stating complete requirements and details.

Section 9 - Use of Private Vehicles

(64) This method is discouraged for reasons of administrative complexity and potential insurance problems. Because of taxation law, payments must be processed through the payroll system. If this method is the only one available, contact your finance team member for kilometre rates and procedure details.

(65) A private vehicle may only be used if other transport options, including public transport, have been considered and are deemed inappropriate to permit travel within a reasonable time and at a reasonable cost.

(66) Use will be by approval of Department or Unit head.

(67) Private vehicles may only be used if their owner agrees to such usage in the knowledge that WorkCover is the only means of insurance coverage available from the University. WorkCover only provides coverage for personal injury sustained by employees in the course of employment.

(68) A private vehicle may only be used if it is privately covered by Third Party and Comprehensive Insurance policies. The University takes no responsibility for damage to non-University vehicles being used on University business, with or without authority. Owners are expected to have their own vehicles comprehensively insured.

(69) The requirements of clause 54 to 58 and clause 6 must all be met before a private vehicle is used on University business.

(70) Where a private vehicle is damaged while being used on official business the University will consider application for reimbursement of excess insurance charges as prescribed by insurers. Such applications will require the provision of documentary evidence as to the individual circumstance. Punitive excesses (age, poor driving record) will not be considered. Such applications should be directed to the Chief Financial Officer.

(71) Private vehicles may be utilised in preference to other transport, however, the cost of compensation shall not be more than the cost of the alternative transport if the reasonable time and cost criteria can be met by alternative transport. For example, where public transport is deemed the most efficient mode of transport after consideration of time and cost efficiencies, a person may prefer to use their own vehicle rather than public transport. In this circumstance, the Head of Unit will ensure that the cost compensation is limited to the cost of travel by public transport.

Section 10 - Definitions