This procedure outlines the requirements of use of a Fleet Vehicle for short term purposes from the Estate Directorate Vehicle Section, and is to be read in conjunction with the University’s Vehicle Fleet Policy.
This procedure applies to:
This procedure does not apply to:
Defined terms in the Vehicle Fleet Policy have the same meaning in this Short Term Vehicle Use Procedure.
Any use of a Fleet Vehicle from the Vehicle Section which is not considered a Long Term Use (13 financial periods or more).
1.1 Bookings are to be made in advance using the Vehicle Section on-line booking system.
1.2 Bookings will be referred to the relevant allocated Ausfleet approving officer for authorisation of the use and acceptance of the terms and conditions of the Vehicle Fleet Policy and this procedure.
1.3 Bookings for field trips should be made at the beginning of each academic year.
1.4 In the case of notification by a College/Division regarding non-availability, bookings may be reallocated by the Vehicle Section on the following preferential basis in order of descending priority:
2.1 Vehicle Section office hours are 8.00am - 4.00pm. Mon-Fri. Arrangements should be made to collect keys by 4.00pm on the previous working day to the booking date if early departure is planned.
2.2 All Fleet Vehicle keys and folders that have not been collected by 4.00pm can be collected via the Security Office if prior arrangements made.
2.3 Charges as per the Internal Charges Schedule may apply for non-collection of booked Fleet Vehicles.
2.4 Late return of Fleet Vehicles will incur a charge as per the Internal Charges Schedule.
3.1 Fleet Vehicles are available for use for official business of the University only.
3.2 Short Term Fleet Vehicles must not be used:
3.3 Members of the public, including relatives of University staff may only be carried as passengers following completion and lodgement of the appropriate form: refer to related policy instruments section at the end of this procedure.
3.4 Undergraduate students are not normally eligible to drive Fleet Vehicles, however with the written application of the relevant Head and approval of the Director Estate, authorisation may be granted for a specific period.
3.5 Four wheel drive and all-wheel drive Fleet Vehicles may only be used Off road with the prior written approval of the Vehicle Section.
3.6 Two wheel drive Fleet Vehicles (including buses) are not to be taken Off road or used in any rough terrain areas.
3.7 Fleet Vehicles may only tow trailers that have been designed for the purpose and are legally registered with the appropriate authority. The driver must ensure that neither the towing capacity of the Fleet Vehicle, the tow ball download, or the trailer’s load capacity or any combination of these is exceeded.
3.8 Fleet Vehicles are not to be involved, or give the appearance of being involved, in community protests of any nature.
3.9 Smoking is not permitted in Fleet Vehicles.
3.10 Drinking alcohol is not permitted in Fleet Vehicles.
3.11 First Aid Kits will not normally be provided for fleet vehicles. The decision to carry a first aid kit will be undertaken by the driver, except where other procedures require this e.g. field trips and 4WDs.
4.1 All charges will be applied as per the Internal Charges Schedule.
4.2 Usage charges commence from the time of removal of the Fleet Vehicle from the vehicle compound and cease on return to the compound even when home garaging has been authorised. Requests for home garaging must be submitted to the Vehicle Section.
4.3 Costs relating to third party property or vehicle damage are not included in the usage rates. Insurance excess costs, based on the vehicle type and the age of the driver, will be on-charged to the driver or relevant Organisational Unit.
4.4 The driver or the relevant Organisational Unit is responsible for, any additional charges they may be incurred with the use of a Fleet Vehicle. Authorisation is given to Estate Directorate to debit the charge code, for any charges incurred in association with the use of a Fleet Vehicle.
4.5 Charges may include but are not limited to:
5.1 A driver who meets the driver requirements (including licensing requirements) specified in the Vehicle Fleet Policy may drive a Fleet Vehicle.
5.2 Drivers should familiarise themselves with the University’s Field Trip Procedure and limit their driving times accordingly.
6.1 The User/driver is required to carry out a visual inspection of the Fleet Vehicle at time of collection of the vehicle and complete and submit the Vehicle Condition Report form supplied, prior to departure.
6.2 During the period of use the User/driver is required to periodically monitor:
6.3 Any faults requiring rectification are to be advised to the Vehicle Section.
6.4 The User is required to inspect the Fleet Vehicle after each use and make arrangements with the Vehicle Section for any required repairs, cleaning etc. to be undertaken. This is of particular importance when a Fleet Vehicle has been subject to salt water or mud, animal urine etc.
7.1 Fuel purchases are to be made using the fuel card provided with each Fleet Vehicle. Each card is vehicle specific and may only be used for the Fleet Vehicle for which it is issued.
7.2 The Fleet Vehicle odometer reading must be provided to the attendant at each fuel purchase.
7.3 Fleet Vehicles must be returned with the fuel tank full. A fee as per the Internal Charges Schedule applies for non-compliance.
8.1 Upon receipt of an infringement notice the Vehicle Section will determine who the driver was at the time of issue and inform the relevant authority by Statutory Declaration. The driver will then be sent a copy of the notice by the authority and the driver will then deal directly with the authority.
8.2 On journeys where there is more than one driver and in the absence of evidence to the contrary, the driver in whose name the Fleet Vehicle is booked will be held responsible.
9.1 Home garaging is only permitted when the Fleet Vehicle can be secured off the street and if the departure time is prior to 8am the next working day or after 5pm.
9.2 Items such as laptop computers, mobile phones etc., should not be left in an unattended Fleet Vehicle.
9.3 The Estate Directorate is not responsible for loss or damage to personal property including property left in the Fleet Vehicle.
9.4 The vehicle manufacturer or RACQ may provide emergency breakdown cover. The Fleet Vehicle logbook cover will advise the relevant details. Charges may be incurred for some services.
10.1 If a driver of a Fleet Vehicle is involved in an accident, then the driver’s Organisational Unit who entered into the agreement must report the accident to the nearest police station, or to a police officer in attendance at the scene, if:
10.2 If the accident cannot be reported immediately, it must be reported within 24 hours of the event.
10.3 Where none of the circumstances listed in section 10.1 have occurred as a result of an accident, then the driver of the Fleet Vehicle must exchange driver details with the drivers of other vehicles involved in the accident. The appropriate forms for this purpose are enclosed in the Fleet Vehicle logbook.
10.4 All accidents, even of a minor nature must be reported to the Vehicle Section on the forms provided in the Fleet Vehicle logbook. If the damage is not reported on return of the Fleet Vehicle, the driver or the driver’s Organisational Unit will be held responsible for the damage, and repair charges will apply.
10.5 Vehicle Accident Record (Part 1) of the Accident Report Form (refer to Vehicle Forms link in related policy instruments) – to be completed at time of accident and given to other driver/s or person/s involved.
10.6 Vehicle Accident Record (Part 2) of the Accident Report Form (refer to Vehicle Forms link in related policy instruments) – to be completed at time of accident and submitted with Vehicle Accident Report.
10.7 Vehicle Accident Report Form – To be completed and submitted within 48 hours to the Fleet Supervisor, Estate Directorate.
10.8 If towing of a Fleet Vehicle is required, it should only be carried out by an RACQ or University insurer approved operator.
11.1 Safety accessories such as fire extinguishers, cargo barriers and other safety items will be fitted as appropriate following risk assessments and in accordance with Australian Standards, Queensland Transport Code of Practice and workplace health and safety requirements.
11.2 Other complying modifications or accessories, specifically required by the Hirer or Organisational Unit, can be negotiated and may incur additional charges.
Vehicle Fleet Policy
Internal Charges Schedule
Queensland Traffic Act Section 31
Transport Operations (Road Use Management Act – Vehicle Registration) Regulation 2010 Part 3.
Procedure Approval Authority
Deputy Vice Chancellor, Services and Resources
Date for next review
Approval date - the date the approval authority approved the establishment, minor or major amendment or disestablishment
Implementation Date - the date the policy was published in the Policy Library and is the date the policy takes effect
Manager Operations; Vehicle Fleet Supervisor, Estate Directorate
Vehicle Accident Report