The following procedure applies to the booking of Pool vehicles. Staff who are required to conduct University business can book a pool vehicle using the Online booking request for use of University vehicle form FM121 or by contacting FM Assist. Students, voluntary workers, external bus drivers, visiting academics, etc, require written approval from the Head of School, Unit Manager or Research Manager prior to utilising University Pool Vehicles.
Overnight Pool Vehicle booking requests must also be via the FM121 form and lodged with FM Assist on the campus from which the vehicle is to be booked. Without exception, all practices with respect to the use of vehicles are accountable and auditable.
The following information must be provided at the time of booking:
The driver must have an appropriate class of licence and provide it for sighting at the time of collection. FM Assist will not release the vehicle until a valid licence is sighted.
FM Assist staff will provide you with information on the collection and return of keys and location of the vehicle.
Drivers must adhere to the Conditions of Use. Please click here.
When collecting the vehicle drivers are issued with a vehicle specific folder that contains keys, logbook, fuel cards, Transit swipe cards and the LeasePlan Easy Guide. FM Assist will audit the vehicle folder upon return of the vehicle to ensure that all articles are intact and the logbook has been correctly completed.
All University of South Australia Pool Vehicles have a vehicle specific Logbook which is mandatory for drivers to correctly complete.
Handy Tool: Caltex Trip Planner
University leased vehicles are covered by the relevant manufacturer for 24/7 Roadside assistance. For Roadside assistance and accident contact details refer to the LeasePlan EASY Guide located in the vehicle folder.
Drivers must report all accidents to FM Assist and lodge a Vehicle Accident Claim direct to LeasePlan Accident Management by calling 1800 64 64 22 direct. A LeasePlan Accident Management booklet is located in the vehicle folder. Staff are also reminded of their obligations under the University’s WHS&IM policy to report all incidents, defects and hazards via the Online Hazard/Incident Reporting & Investigation System to enable the appropriate review and corrective action be taken.
Drivers must report if the vehicle is unroadworthy or any damage has been caused to the vehicle whilst in their care to FM Assist immediately.
It is the users responsibility to ensure the vehicle/s are returned to campus in a clean and tidy manner. Should a vehicle be returned in a less than favourable condition, the drivers cost centre will be responsible for any additional cleaning costs.
The University of South Australia will take all reasonable steps to ensure their employees and students work in a healthy and safe environment. Schools and Units have a responsibility to ensure safe driving practices are implemented. Staff who utilise Pool vehicles have a responsibility to drive safely, assist in maintaining vehicles are kept in a safe condition, report suspect or unsafe vehicle conditions and to demonstrate safe driving practices to other road users.
For Road Safety tips please click on the following link: http://www.infrastructure.gov.au/roads/safety/index.aspx
For further information on Vehicle Safety please refer to Australian Government Department of Infrastructure, Transport, Regional Development and Local Government link: http://www.infrastructure.gov.au/roads/vehicle_regulation/vehicle/index.aspx
Speeding and other traffic related fines or penalties including camera violations will be the driver's responsibility.
The University is subject to the requirements of the Fringe Benefits Tax legislation of the Australian Tax Office and strict conditions apply to the overnight use of vehicles. The University Pool Vehicles can only be used for official University business. They cannot be used for private purposes, as such use would incur Fringe Benefits Tax.
The guidelines for FBT are set by the Australian Taxation Office - refer to the ATO. It is a requirement by the ATO for pool vehicles to maintain a logbook. Logbooks and related FM121 forms must be kept for seven years.
Pool vehicle transit parking is available in designated bays at City East, Magill and Mawson Lakes campuses. Transit parking at City West is located in the Wilson Car Park off Clarendon Street, Level 1.
Please note, if a staff member is unable to find an available park in the Transit Car Parks at the City East or City West campus, the onus is on the staff member to seek alternative parking in a Public Car Park.
If a staff member is unable to find an available park in the Transit Car Parks at the Magill or Mawson Lakes campus, the onus is on the staff member to find alternative parking in the Unreserved Car Parks on campus.
All drivers of University vehicles must hold the appropriate class of Licence and provide their Licence for sighting at the time of vehicle collection from FM Assist.
An official legally compliant National Driver Work Diary must be used to record work/rest times for drivers engaged in driving vehicles with a gross vehicle mass over 12 tonnes or a bus with more than 12 seats including the driver’s seat. A driver must, when driving a regulated heavy vehicle, keep in the vehicle, a work diary containing records for the preceding 28 days if the driver is, or was, engaged in work 100km-plus from the driver’s base (calculated “as the crow flies”).
NOTE: For drivers of heavy vehicles engaged in work within 100km only, the University Logbook must be completed for each journey.
The University of South Australia will take all reasonable steps in ensuring that its drivers of:
Further information on your responsibilities while “Driving while at work” can be found on the Safety and Wellbeing website.