Vehicle Policy
Introduction
This document sets out the policy and procedures of the Graduate School of the Environment (GSE) for the use of its motor vehicle.
The GSE maintains a Toyota Prado RV Turbo Diesel for the use of staff and students in certain circumstances. These circumstances and the charge-out rates are also detailed in the document.
The fundamental principal is that in order to maintain the vehicle in a manner which maximises its resale value, due care and responsibility should be exercised by all drivers.
If you are unfamiliar with this type of vehicle, please read the instruction manual located in the glove box, THOROUGHLY before driving the vehicle.
Policy
Vehicle Use Charge
The current charge for use of the GSE vehicle is 85 cents per kilometre.
Authority to Drive the GSE Vehicle
The GSE vehicle must only be driven by a suitably qualified person holding a current Australian or accepted international drivers licence.
It may be necessary to undergo a driving competency test prior to being given permission to use the vehicle.
Any person wishing to use the vehicle must have the approval of the Head of Department and in the case of students, also their supervisor, PRIOR to undertaking any trip. Failure to gain prior approval may result in the voiding of insurance cover and legal liability will rest with the driver.
Approval to drive the vehicle is obtained by completing a green vehicle booking form which is located in the vehicle booking folder with the booking diary. The form should be signed by the Head of Department or his delegated officers, (the Academic Program Coordinator or the Administrative Officer) and student supervisor, prior to vehicle use. The completed form should then be handed to the Administrative Officer on return of the keys.
Supervisors must ensure that students are familiar with the operation of the vehicle, and towing if applicable, before authorising use.
Use of the Vehicle
In order to comply with tax exemption limitations, the vehicle may only be used for official purposes or in pursuit of the University core business of teaching, research and community outreach.
Non-University personnel may only be carried in the vehicle for the above reasons and with the approval of the Head of Department.
Garaging
The vehicle is normally kept in the 'Earth Sciences Compound' below Building E5A/B. This compound can be accessed using the same security swipe card used to access the GSE building after hours.
Overnight home garaging of the vehicle may be approved by the Head of Department where it is more effective for a driver to commence a field trip directly from home.
Procedures
Vehicle Booking System
The vehicle may be booked using the on-line facilities booking system
A green booking form should be signed by the Head of Department or his delegated officers, and student supervisor if appropriate, prior to vehicle use. The completed form should then be handed to the Administrative Officer on return of the keys.
Vehicle Log Book
The vehicle log book, which is kept in the car, must be completed for each journey made. If the vehicle is being used on a long distance trip, an entry must be made at each fuel fill.
Any problems detected during use, should be immediately noted in the log book, then reported to administrative staff on return to the GSE.
Fuel Cards
The vehicle must only be filled with diesel fuel, no other fuel may be substituted under any circumstances. (see 'What to Do' section if the wrong fuel is accidentally used). The University maintains accounts with Shell and Mobil, cards for both companies are attached to the key ring. No other items may be purchased using either of these cards.
When purchasing fuel, payment may be made using one of these cards. Note that an odometer reading must be given at each fuel fill. The tax invoices for fuel purchases should be handed to the Administrative Officer on return to the University.
If fuel is purchased from another company, reimbursement may be received upon presentation of the tax invoices, attached to a Non-Order Payment Request.
What to Do -
What if I use the wrong fuel?
Do not drive the vehicle using the wrong fuel. Ask service station staff to drain all fuel from both tanks, then refill with diesel fuel.
If the vehicle has been driven with the wrong fuel, take the vehicle to a garage as soon as the problem is detected and have both tanks drained. All filters must be replaced as soon as possible.
This event must be reported to the GSE administrative officer as soon as possible.
Any costs resulting from the use of the wrong fuel must be borne by the person responsible for filling the vehicle with the incorrect fuel.
What if I have an accident?
The Macquarie University Financial Management Handbook states:
3.08.04.03 Motor Vehicles
- In the event of an accident
- stop and exchange name and address with the other party involved;
- record registration number and make of other vehicle
- ensure that the exact location of the accident is noted, together with times and conditions of road, (e.g. slippery - following heavy rain);
- record names and addresses of as many witnesses as possible at the scene of the accident;
- report accident to Police as necessary. The Traffic Act requires that where a motor vehicle is involved in a motor accident the driver shall, unless unable by reason of personal injury, as soon as practicable and within twenty-four hours, report the accident at the Police Station nearest to the scene of the accident except where particulars have already been given by the driver to a member of the Police Service, at the scene of the accident, or where the accident involves only property damage to the extent of not more than $500. If a person has been killed or injured the driver must stop and render any necessary assistance.
- note the name of the Police Officer, the Police Station, and the time and date of reporting;
- the vehicle should be taken to a reputable repairer. A written quotation to carry out the necessary repairs should be obtained from the repairer. (This will be done by the GSE administrative officer.)
- do not admit liability or take any action which could be construed as an admission of liability.
- In the event of theft, the matter is to be reported to the Police as soon as practicable after the event. The name of the Police Officer, the Police Station, and the time and date of reporting should be noted.
- In the event of a windscreen being cracked or broken on a field trip or other journey away from the University and the vehicle is unable to be driven back to the University, the vehicle should be taken to the nearest windscreen repairer to replace the windscreen. The repairer should be asked to invoice the University for the cost. Where the repairer is not prepared to carry out the work on a credit basis it would be expected, as a matter of prudence, that the driver pay for the cost out of their own funds and seek reimbursement from the University upon return from the trip.
- A Motor Vehicle Accident Claim Report (obtainable from the Insurance Officer) should be completed by the driver of the vehicle and forwarded to the Insurance Officer. The original quotation for repairs or the invoice/receipt for replacement of windscreen should be attached to the Claim Report.
- The Insurance Officer will check the details of the Claim Report, make any corrections as required and return the original to the Budget Unit concerned retaining two copies for his use. The original Report should be placed in the vehicle for the Insurance Assessor.
- The repairer carries out the work and invoices the Insurance Company for the cost (less the excess amount - currently $1,000).
- An excess - currently $1,000 - applies to each claim except those for windscreens and is to be paid by the Budget Unit concerned. As most repairs normally require a cheque covering the excess before they will release the vehicle, the Budget Unit initiating the claim is required to raise a cheque prior to picking up the vehicle from the repairer. Some repairers may, however, be prepared to invoice the Budget Unit for the excess; individual cases should be negotiated with the repairers. In the case of salary sacrifice cars, the excess should be charged to the officer's salary sacrifice account.
3.08.04.04 Personal Injury - Third Party
- A report covering full details of personal injury should be completed by a responsible person within the Budget Unit concerned or by the injured person and should be sent to the Insurance Officer.
- Under no circumstances should anybody within a Budget Unit admit any liability in respect of the injury nor give opinions on the question of liability. No payments are to be made as acts of grace or otherwise. Any enquiry should be referred to the Insurance Officer (Tel: 7206) or to the Assistant Chief Accountant (Tel: 7235).
- If the Insurer accepts liability, the University is advised accordingly when further documentation, if any, concerning the claim may be required to be lodged with the Insurance Officer.
- If the Insurer declines a claim the claimant is advised accordingly by the Insurer and the matter is closed.
- The claimant may take up the matter further directly with the Insurer either themselves or through their solicitor.
As excess is usually payable following an insurance claim, please note that any excess resulting from an accident (usually $1,000), must be borne by the driver of the vehicle. Even when no damage is sustained by the University vehicle, an excess may be payable if the insurance company of the other driver can prove the driver of the University vehicle at fault.
Repairs and Maintenance
In order to ensure the vehicle remains in good working order, please ensure that any faults are reported to the GSE administrative officer as soon as possible.
It may be necessary for a vehicle user to take the car to a Toyota dealer for a service before, during or after a field trip in order to ensure it is maintained satisfactorily.
Under no circumstances should the vehicle be driven if there is a problem which endangers the safety of the driver, occupants or the public. Any problem should be dealt with as soon as it is detected. This may require making a special trip to a garage in order to have it rectified. Any receipts for expenses related to the repair and maintenance of the vehicle should be presented to the administrative officer for reimbursement on return to the University.
If the vehicle is driven into water at any time, it should be thoroughly hosed down with clean water, including underneath, as soon as possible after the event, in order to reduce the risk of rust.
The administrative officer should be advised when the odometer reaches 500 km before the next service is due. Services are due each 5,000 km.
Returning the Vehicle
The vehicle should be maintained in a clean state, inside and out. If necessary it can be taken to a car wash in order to clean the vehicle, however, the cost of this must be borne by the user of the vehicle.
Vehicle users should ensure that all mud and dirt is also removed from underneath the car.
If vehicle users fail to return the car in a clean state, costs involved in the cleaning of the vehicle may be debited to the last user.
The vehicle must be returned with both main and sub fuel tanks full - no exceptions.
First Aid Kit
A first aid kit is kept in the car and may be used as necessary. The administrative officer should be notified if any items need replacing.
Please ensure that the kit is closed properly after use.
Spare Wheels
The spare wheel is located under the luggage compartment. Any punctures must be repaired as soon as possible and the nature of the repair entered in the log book and noted on the green vehicle use form.
SUMMARY
- You should have read and be familiar with the GSE vehicle use policy and procedures.
- You should fill out one line of the log book for each journey you make.
- If you are travelling a long distance, make an entry at each fuel fill.
- If you detect any problem which impairs the vehicle's safe performance, such as brake malfunction or oil leak, you should ensure the problem is rectified immediately. Reimbursement for any costs will be made upon presentation of tax invoices.
- If there are any problems or incidents to report in relation to your use of this vehicle, you should make note of them in the log book in the 'Problem for Repair' column.
- Any incidents likely to result in an insurance claim should be noted on a claim form located in the glove compartment, as soon as possible after the event.
- The vehicle is covered by NRMA service.
- When returning the vehicle to the GSE, you must:
- Fill both fuel tanks,
- Wash the car's exterior and clean & vacuum the interior,
- Hand the completed Green Vehicle Use Form to the GSE Administrative Officer
- NOTIFY Gunnella Murphy or Joy Monckton WHEN THE VEHICLE REQUIRES A SERVICE i.e. EACH 5,000 Km.