FAQ - Fleet Vehicles

 

How to book a fleet vehicle

Conditions of Use

Vehicle Issue

Logbooks

Fuel Cards

Roadside assistance, accident, unroadworthy and damages

Cleaning

Vehicle Safety

Traffic Expiation

Overnight Bookings

Fringe Benefits Tax (FBT)

Transit Parking

Drivers Licence

Work Diaries

Safety and Wellbeing


How to book a fleet vehicle

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.  

All 4WD and bus booking requests must be via the FM121 form and lodged with FM Assist, Mawson Lakes.  

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:

  • Pick Up Time
  • Return Time
  • Driver Name
  • Telephone Number
  • Div/Unit/School
  • Cost Centre
  • Cost Centre Managers authorisation
  • Destination
  • Reason for travel
  • Number travelling (including driver)
  • Overnight Booking Y/N

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.

 

Conditions of use

Drivers must adhere to the Conditions of Use.  Please click here.

 

Vehicle issue

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.

 

Logbooks

All University of South Australia Pool Vehicles have a vehicle specific Logbook which is mandatory for drivers to correctly complete.

 

Fuel Cards

  • University Pool Vehicles (sedans, hatch, wagons, buses and 4WD's) are supplied with a Caltex Star Card and Shell card which permits the users to refuel the assigned vehicle. The fuel card also has access to carwash and oil. The only fuel type that can be purchased on the fuel card is LPG, Unleaded 91 or Diesel.  LeasePlan do not allow the card to be used to refuel any other vehicle other than the one that it has been assigned to. The Fuel card along with the vehicles odometer reading must be provided to the Petrol Station attendant when refueling.
  • In rural locations where the card carrying petrol stations do not exist and staff need to refuel University Pool vehicles at a non-card carrying petrol station, staff should pay using a University Credit Card.  Prior to verifying the transaction on ProMaster email FM Assist a copy of the ProMaster Expense Report and a copy of the fuel receipt together with the reason for the reimbursement request.  For Fleet Management audit purposes the following details should be entered into ProMaster "registration number of the vehicle", the "name of the driver" and the "date of refuelling".  FM Assist will obtain approval and a cost centre from the Fleet Coordinator.

Handy Tool: Caltex Trip Planner 

 

Roadside assistance, accident, unroadworthy and damages

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.

 

Cleaning

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.

 

Vehicle safety

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

 

Traffic expiation

Speeding and other traffic related fines or penalties including camera violations will be the driver's responsibility.

 

Overnight bookings

Overnight Pool Vehicle booking requests must be via the FM121 form and lodged with FM Assist on the campus from which the vehicle is to be booked.

 

Fringe Benefits Tax (FBT)

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.

 

Transit Parking

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.

 

Drivers Licence

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.

 

Work Diaries

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:  

  • buses, engaged in work within 100km or 100km plus from base, comply with the National Heavy Vehicle Driver Fatigue �Standard Hours� regime for Bus & Coach operation to avoid driver fatigue. 
  • cars on long trips take a break every 2 hours, stopping and alighting from the vehicle for a minimum of 10 minutes to avoid driver fatigue.

 

Safety and Wellbeing

Further information on your responsibilities while “Driving while at work” can be found on the Safety and Wellbeing website.