|
|
|
|
|
|
H/7.1 Vehicles |
||||||||||||||||||||
7.1.1 Vehicle categories 7.1.1 Vehicle categoriesVehicle organisation within the University is based on the following categories.
Senior staff may request approval from their head of school / department to receive part of their salary as a non-cash benefit in the form of a fully maintained motor vehicle for part private use. If the request is approved, the organisational unit makes a financial contribution to operating costs and the vehicle is made available for use by all staff in the organisational unit during business hours. For further information on motor vehicles available through the Flexible Remuneration Scheme see B/7.3 or the Corporate Finance website. 7.1.2 Authority to drive University vehiclesUniversity vehicles may only be driven by holders of a current driver's licence relevant to the type of vehicle in question. In addition, these vehicles may only be driven in connection with University business, except where otherwise specified for vehicles allocated as part of a remuneration package or over-award salary payment. Students may be granted permission to drive University vehicles in certain circumstances related to their studies, following approval from their head of school. Prior to driving a four-wheel drive vehicle from the general vehicle pool, a written 'Authority to Drive' will be issued and endorsed by Campus Services, according to the driver's licence,and other requirements as detailed in H/7.1.13 . The 'Authority to Drive' must be withdrawn if the holder ceases to possess a current driver's licence or leaves the employment of the University. No University vehicle may be driven while judgement may be impaired through the use of legal or illegal substances, including alcohol, and drivers must at all times observe the current regulations and laws of the State in which they are driving. The University accepts no liability for traffic or parking infringements related to the use of its vehicles, and payment of any associated fines must be met by the driver in charge of the vehicle at the time of the infringement. 7.1.3 Use of University vehiclesUse of vehicles from the general pool is charged back to the faculty / division on an agreed hourly, daily and/or kilometric basis. Where a University vehicle is required for a school / department field trip, charges will be levied for the use of University and hired vehicles and debited against the relevant responsibility centre (see G/8.1). Where a University vehicle is not available due to prior commitment, a hire vehicle may be utilised. Any income accruing on a regular basis from usage of the central vehicle pool is allocated to an account designated for fleet vehicles within the Campus Services section. 7.1.4 Acquisition and maintenanceThe Facilities Management Department is responsible for overall fleet management of University general pool vehicles, and will issue procedures regarding proper care and use of vehicles. The acquisition, replacement and operating costs of general pool vehicles are funded through the Facilities Management – Campus Services recurrent budget. The acquisition of specific purpose vehicles, and vehicles allocated as part of a remuneration package or over-award salary payment, is funded from faculty / division budgets. Operating costs are charged back to the responsibility centre responsible for operating the vehicle. 7.1.5 Vehicle servicingRegular servicing of University vehicles will be arranged by the responsibility centre operating the vehicle. Servicing will be in accordance with the manufacturer's specifications for the particular vehicle as set out in the Service Manual for that vehicle. 7.1.6 Installation of luggage grillesTo enhance greater flexibility in the usage of QUT vehicles and to prevent unrestrained luggage from being thrown from the storage area to the passenger area in some vehicles, luggage grilles or nets are installed in QUT general pool station wagons, and, where necessary, vans. 7.1.7 Vehicle replacementDecisions regarding the replacement of vehicles are made on the basis of cost effectiveness by the head of the relevant responsibility centre. 7.1.8 Breakdowns and accidentsFacilities Management issues procedures to be adopted by drivers of University general pool vehicles in the case of breakdown, accident and other emergencies. Breakdowns If the breakdown relates to a general pool vehicle obtained through the Campus Services section it should be reported to the section as soon as possible. Accidents If a University vehicle is involved in an accident which may have caused injury to a person or damage to any vehicle or property, all relevant facts must be recorded and reported. For vehicles supplied from the general pool by the Campus Services section the instructions to be followed in the event of an accident are recorded on a card supplied to the driver when the vehicle is collected. Under no circumstances should the driver admit liability. Accidents are to be reported for insurance purposes as per the procedures outlined on the Corporate Finance website . A QUT Safety Problem Report and Investigation Form also must be completed and copied to the staff member's faculty/division health and safety committee and submitted to the Human Resources Department (Health and Safety Advisory Services). 7.1.9 Hire of vehiclesVehicles may be hired only when a vehicle is not available from the general pool. The necessary authority to incur the proposed expenditure must be obtained from the relevant responsibility centre prior to confirmation of hire. Hire vehicles will be maintained and serviced in accordance with the requirements of the hiring authority. 7.1.10 Taxi and Cabcharge vouchersThe use of taxis on University business is detailed in G/5.5.2 . 7.1.11 Use of private vehicles on official businessUse of privately owned vehicles for official University business should be minimised. The University accepts no responsibility for damage to a private vehicle. Privately owned vehicles may be used
Persons wishing to use a private vehicle on University business must have approval from their head of school / department / section. Rates of allowances for use of privately owned vehicles are determined from time to time - see Human Resources Department Web Page for details. It is in the best interests of employees and the University that employees who use a private vehicle on University business declare on the application form for compulsory third party insurance that the vehicle is used for 'private/business' purposes. This declaration involves no increase in insurance premium or motor vehicle registration fee. Liability for property damage arising from use of a private vehicle will not be accepted by the University. 7.1.12 Vehicle booking for field tripsThe supply of vehicles for school / departmental field trips should be arranged through Campus Services section. All requests should be in writing and signed by the head of the school / department at least two weeks in advance. Where a University general pool vehicle cannot be supplied, the responsibility centre will be required to arrange a hire vehicle. 7.1.13 Four-wheel drive vehiclesWhen four-wheel drive vehicles owned or rented by the University are used on field trips, the following conditions shall apply in addition to general conditions for the use of University vehicles.
Authorisation to drive four-wheel drive vehicles on field trips shall be endorsed on the driver's written 'Authority to Drive' by the relevant Campus Services section (see H/7.1.2). Any booking / rental of a four-wheel drive vehicle for an overnight period shall be regarded as a field trip. The cost of staff undertaking the four-wheel drive tactics course shall be borne by the staff member's faculty / school / department. 7.1.14 Smoking in University vehiclesIn accordance with the University's policy on smoking (see A/9.7), smoking is banned in all general pool vehicles and specific purpose vehicles. Modification History
|
