Policy University Management Short Term Vehicle Use Procedure

Short Term Vehicle Use Procedure

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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:

  • All Fleet Vehicles, regardless of the funding source, whether motorised or not, that require registration by the relevant transport authority and which are available for Short Term Use from the Estate Directorate Vehicle Section; and
  • All University staff members as well as post graduate students, visiting academics, government officials, consultants, volunteers and undergraduate students, who use Fleet Vehicles for official business or as part of a remuneration package.

This procedure does not apply to executive vehicles


Defined terms in the Vehicle Fleet Policy have the same meaning in this Short Term Vehicle Use Procedure.

Short Term Use

Any use of a Fleet Vehicle from the Vehicle Section which is not considered a Long Term Use (13 financial periods or more).


1. Bookings

2. Vehicle Collection and Return

3. Use of Fleet Vehicles

4. Vehicle Charges

5. Driver Requirements/Responsibilities

6. Care and Maintenance Responsibilities

7. Fuel Purchases

8. Parking and Traffic Violations

9. Security and Garaging

10. Accidents and Damage

11. Modifications/Accessories

1.  Bookings

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:

  • compulsory undergraduate field trips;
  • postgraduate and honours students’ research activities;
  • University funded education activities;
  • academic staff research activities;
  • other staff activities;
  • visitors; and
  • other.

2.  Vehicle Collection and Return

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.  Use of Fleet Vehicles

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:

  • for private purposes;
  • on any unsealed roads or off road conditions unless authorised in writing;
  • in a dangerous manner;
  • in contravention of any law or road rule;
  • for the carriage of household pets;
  • for the carriage of flammable, explosive or corrosive materials;
  • for towing any vehicle, trailer, boat or other object unless authorised in writing; or
  • for the carriage of any greater load and/or persons other than for which the Fleet Vehicle was designed and constructed.

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.  Vehicle Charges

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:

  • usage charges specified in the Internal Charges Schedule;
  • loss or damage to the Fleet Vehicle attributable to:
    • breach of any term or condition of the Fleet Vehicle Policy or this procedure.
    • a single vehicle incident;
    • the Fleet Vehicle being left unlocked or the keys left in the Fleet Vehicle;
    • loss of the keys to the Fleet Vehicle;
    • water; under body; interior; exterior; tyre or windscreen damage;
    • damage caused by loading or unloading - normal wear and tear excluded;
    • failure to maintain fuel levels of the Fleet Vehicle;
    • failure to properly secure any load or equipment; or
    • excess cleaning requirements.

5.  Driver Requirements/Responsibilities

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.  Care and Maintenance Responsibilities

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:

  • continued proper operation of lights;
  • wear on tyres;
  • windscreen damage; and
  • engine oil and coolant levels.

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.  Fuel Purchases

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.  Parking and Traffic Violations

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.  Security and Garaging

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. Accidents and Damage

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:

  • a vehicle involved needs to be towed away;
  • any driver involved in the accident does not give his or her particulars to any other drivers involved in the accident; or
  • any person involved is killed or injured.

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.  Modifications/Accessories

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.

Related policy instruments

Vehicle Fleet Policy

Vehicle Forms

FMPM891 Internal Charges Schedule

Related documents and legislation

Queensland Overseas Licencing

Queensland Speeding Fines and Demerit Points

JCU Financial and Business Services


NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy DomainUniversity Management
Policy Sub-domainEstate and Facility Management
Policy CustodianDeputy Vice Chancellor, Services and Resources
Approval AuthorityVice Chancellor
Date for next Major Review


Revision History


Approval date

Implementation date



19-1 19/12/2019 06/01/2020 Scheduled review, minor amendment to remove reference to disestablished procedure, other minor administrative amendments Manager Operations; Vehicle Fleet Supervisor, Estate Directorate




Procedure Establishment

Manager Operations; Vehicle Fleet Supervisor, Estate Directorate


Vehicle Accident Report, short term hire, vehicle hire

Contact personManager Operations, Estate Directorate