Purpose
To effectively manage and control our company owned motor vehicles.
Scope
This policy and procedure apply to all our company owned motor vehicles.
Policy Statement
Our company will provide motor vehicles and associated equipment, facilities, services and procedures to support its operations and to facilitate the movement of personnel and goods both on and company managed sites. All vehicle-related financial transactions will comply with the Company Financial Management Practices Policy and Procurement Policy.
Principles
Individuals with vehicle management responsibilities shall be responsible for supplying all roadworthy vehicles and ensuring that where appropriate, vehicles are labelled with the company branding.
Decisions relating to the use of either organisation or private vehicles shall be based on maximising cost efficiencies. Generally, the first preference shall be the use of an organisational vehicle, followed by a hire vehicle or taxi, then a private vehicle.
Our company has adopted a user-pays principle for the operation of its motor vehicle pool. The CEO has the duty of setting vehicle charges. Charges are inclusive of fuel costs.
Our company motor vehicles shall only be operated by persons holding appropriate current licences valid for driving in Queensland.
Procedures
All Our company Vehicles
- Vehicles shall only be driven by Employees or the following classes of non-Employees as authorised by the CEO.
- Drivers in charge of Our company vehicles are personally responsible for the payment of fines associated with parking, speeding or other traffic breaches incurred whilst in possession of our company vehicle.
- Where the driver of our company vehicle is involved in a motor vehicle accident or breakdown, they shall follow the procedures as set out in the vehicle.
- Motor vehicles shall be allocated either to our company Transport Motor Pool or to employees of our company in accordance with their employment contract.
- Corporate Travel is coordinated through company authorised administrative staff, all Transport Motor Pool bookings associated with travel arranged through that office.
- Where vehicle logbook entries are required, the employee responsible for the vehicle booking shall ensure that all travel and expenses are logged in the vehicle’s Travel Log Book at the time of returning the vehicle to the Transport Motor Pool.
- Vehicle bookings are subject to availability and vehicles will be matched to the functional need. The CEO reserves the right to deny bookings on reasonable grounds.
Pool Vehicles
- Persons allocated with our company owned vehicle shall be responsible for cleaning, maintaining and keeping log books and records, charging maintenance/running costs to the company and cost recovery from our company .
- Usage charges shall be set at a rate sufficient to recover the costs.
- All motor pool station wagons shall be fitted with cargo barriers. Requests to reconfigure the cargo barrier to allow folding down of the rear seats must be made at the time of vehicle booking. Approval of the Safety Advisor is required prior to carrying dangerous goods within motor pool vehicles.
- For the purposes of collecting trip profile data and thereby informing fleet composition, log books shall be maintained for all applicable motor vehicles, except those assigned for personal use under a salary package.
- The CEO is the authorising officer for the purchase, disposal and replacement of company fleet vehicles. Administrative tasks associated with purchase/disposal action shall be the responsibility of administration/Individuals and Accounts as appropriate.
- Vehicle bookings are subject to availability and vehicles will be matched to the functional need. The CEO reserves the right to deny bookings.
- On the collection of a motor pool vehicle, all Employees are required to produce a current Queensland driver’s licence prior to being issued with the car keys.
- The motor pool compound is located at our company main site office. All vehicle pickups and returns are to be made via Administration. Out-of-hours access and key return facilities are provided.
- Out of hours collection of pool vehicles is facilitated via Administration. Vehicles may be returned directly to the pool car compound at the car-park of our main office and keys left in the box provided.
Our company employees with vehicle management responsibilities shall make provision in their operating budgets for:
- All capital expenses associated with initial and replacement purchases of vehicles
- All standing costs (registration, compulsory Third Party insurance, comprehensive insurance, RACQ membership fees, stamp duties etc.); and
- All operating costs (fuel, oil, maintenance, repairs and replacement parts).
- For the purposes of collecting trip profile data and thereby informing fleet composition, log books shall be maintained for all applicable motor vehicles, except those assigned for personal use under a salary package.
- All motor vehicle log books shall be in a form, which facilitates the keeping and processing of all the data, which the Commissioner of Taxation prescribes, be kept for the purpose of assessing Fringe Benefits.
- Our company motor vehicles shall normally be garaged on company site, except for those motor vehicles assigned as part of remuneration packages or work requirements.
Packaged/Operational Vehicles
The CEO is the authorising officer for the purchase, disposal and replacement of vehicles approved as part of remuneration packages.
Departments/Individuals allocated vehicles on a permanent basis shall be responsible for controlling the usage of allocated vehicles, cleaning and maintaining the vehicles, keeping log books and other records, and charging maintenance/running costs by means of company-issued fleet management card or company purchase order systems. Individuals are responsible for maintaining appropriate records of vehicle usage for driver identification purposes.
Vehicles that are part of an employment package are not transferable to Divisions or Departments and will be sold or reallocated to another eligible Employee if the original Employee resigns prior to the [insert km or duration Eg X-year vehicle limit].
Departments may make direct Transport Motor Pool bookings through Administration for same day travel not associated with accommodation and/or airfares for the current process.
Our Company Services Vehicles
All load carrying and special purpose vehicles used to support the our company construction, grounds, maintenance, printing services, security and stores programs shall be allocated to and managed by the CEO. All capital and operating expenses for these vehicles are to be charged to our company.
Purchasing and Disposal of Motor Vehicles
The CEO is the authorising officer for the purchase, disposal and replacement of all company fleet vehicles. The Finance Manager is the authorising officer for the purchase, disposal and replacement of vehicles approved as part of remuneration packages.
Administrative tasks associated with purchase/disposal action shall be the responsibility of Administration and Financial Services as appropriate.
Our company motor vehicle replacement policy is as follows:
Transport Motor Pool Vehicles will be replaced at a frequency which considers the following:
- optimal resale value, warranty period, kilometres travelled, increasing maintenance costs and vehicle appearance. The CEO will determine specific renewals in accordance with the above.
- Vehicles that are part of an employment package are not transferable to Divisions or Departments and will be sold or reallocated to another eligible Employee if the original Employee resigns prior to the [insert km or duration Eg X-year vehicle limit].
- Policy conditions do not apply when replacement action is necessary if the vehicle has been involved in an accident or has failed mechanically and has been assessed as being beyond economical repair.
- All vehicles are sold in accordance with Government Policy/Guidelines and generally at public auction in accordance with the auction conditions. Any other method of disposal will be subject to the approval of the CEO.
Motor Vehicle Fleet composition and branding
Vehicle branding shall be the responsibility of Administration.
The Company operates a mixed fleet of passenger, load carrying and special purpose vehicles. The CEO will manage the fleet composition to minimise environmental impact whilst meeting functional, safety and economic needs. This includes reviewing Department business cases for new or replacement vehicles to determine whether that need can best be met through a pool vehicle or an allocated vehicle. Disputed decisions may be referred to the Finance Manager.
All fleet vehicles will be adorned with the current standard company branding. Division or Department identification may be included on the driver and front passenger doors if required and will be consistent with the brand. Departments should advise their requirements to Administration at the time of procurement. Vehicles exclusively allocated to Marketing may carry additional graphics in order to promote a particular theme or message. Load carrying, special purpose and employment package vehicles will not be routinely branded.
Insurance
The company holds compulsory Third Party Insurances on all road-going vehicles registered with the Queensland Transport.
Our company holds Comprehensive Motor Vehicle Insurances on its motor vehicles, which covers the cost of damages to company-owned vehicles, other motor vehicles and property resulting from an accident involving company owned vehicles.
Currently, a standard excess applies to all claims with the Department to which the vehicle is assigned/booked being responsible for payment.
In addition, age excesses will apply to:
- Drivers under 21 years
- Drivers 21-25 years.
- Payment of age excesses is the responsibility of the Department, which directed the driver to operate the vehicle on the occasion when the damage occurred.
- All non-Employees authorised to drive company vehicles are required to abide by company practices and procedures. Insurance cover for such persons will be provided to the extent applicable to operations by our company Employees.
- Our company reserves the right to take recovery action from an individual driver in the event of negligence.
- Drivers in charge of our company vehicles are personally responsible for the payment of fines associated with parking, speeding or other traffic breaches incurred by them.
Breakdown Service
In addition to the manufacturers ‘roadside assistance’ programs, the University holds corporate membership with the RACQ that provides a breakdown service to nominated company owned vehicles. An RACQ ‘Fleet Care’ tag, showing assistance contact details, shall be attached to each set of vehicle ignition keys.
Maintenance and Consumables
Our company vehicles are maintained and supplied with consumables by external organisations including dealers and service stations. Most costs incurred are charged to the University through the fleet management card that is issued for individual vehicles. Each card is embossed with the vehicle registration number and may only be used to purchase goods and services from accredited service stations/providers for the vehicle described. Goods and services that may be purchased on the card include fuel, oil, mechanical repairs, services, spare parts etc.
Administration is responsible for arranging the maintenance, repair and cleaning of vehicles assigned to the Executive Management and pool vehicles. Responsibility for all other vehicles rests with the Department/Individual to whom the vehicle is assigned/allocated. Refuelling of vehicles is the responsibility of the Department/Driver. It is the responsibility of drivers to satisfy themselves as to the roadworthiness of allocated vehicles and to report any defects noted as soon as possible.
Fringe Benefit Tax
Our company is required to pay Fringe Benefit Tax (FBT) to the Australian Tax Office on those elements of usage of company vehicles that are of a private nature. FBT liabilities for non-pool vehicles are met by Departments/Individuals which are required to make provision in their annual operating budgets for FBT liabilities associated with motor vehicle us.
For Transport Motor Pool vehicles, the University uses the ‘Operating Cost Method’ of assessing FBT.