Introduction
A University Delegate is authorised to appoint an Agent within the Delegate’s area of responsibility (School, Faculty, Centre, Business Unit, Division) to control University vehicles within that area.
An Agent appointed to control University vehicles is required to undertake the responsibilities set out below:
- Vehicle booking arrangements.
- Regular reporting on the usage of vehicles to the Delegate.
- Maintaining a register for their area of Persons Authorised by the Delegate to Drive a University Vehicle.
- Arranging through University Fleet Services preferred supplier arrangements for servicing, maintenance, warranty work, repairs to accident damage and the registration of vehicles.
- Ensuring that all vehicles are regularly inspected (tyres, tyre pressures, fluid levels, etc.) and are kept in good working order.
- Being the custodian of vehicle keys and retaining duplicate sets of keys.
- Ensuring that vehicles are securely locked at the close of business each day and are parked in well-lit areas.
- Maintaining a register for their area of Applications for After-Hours Use of a University Vehicle.
- Providing FBT related information to Finance & Business Services.
- Fuelcard control/return.
Drivers Must
- Not leave vehicles unattended with the ignition key in the lock and ensure, when away from the vehicle, that the vehicle is locked.
- Complete the Running Sheet when the vehicle is being used for University related purposes.
- Read and understand the Conditions of Use for Drivers of University Pool Vehicles, which is provided with the running sheet of each vehicle.
- Advise the Agent of any defects, breakdowns or other problems immediately on returning the vehicle.
- Refill the vehicle using its fuel card if the petrol gauge indicates that the tank is less than quarter full.
- Comply with all laws relating to the driving of vehicles in a public place.
Running Sheets
Running Sheets are required to document all University related use. Any use that is not recorded is deemed to be private use and subject to FBT. It is required to keep running sheets (logbooks) for:
· All ANU pool vehicles;
· All ANU pool vehicles with conditional private use;
· All ANU pool vehicles with home garaging approval;
· Any ANU purchased vehicle with ‘FBT exempt’ status (eg Certain utilities).
To obtain the Standard University "motor vehicle running sheet" click here.
Running sheets (Log book) must be kept by the Business Office for five years.
Parking and Traffic Infringements
Drivers must comply with all relevant motor traffic rules and regulations including ANU parking regulations.
Any infringements and penalties incurred by the driver of a University vehicle are the responsibility of the driver.
Any Speed camera infringement notice, where the driver of a vehicle is not identified, will incur a Corporate Penalty being three times that of the normal infringement notice fine.
Authority to Drive
Staff members holding a current drivers licence (of the appropriate class) acceptable in the Australian Capital Territory or holding a licence acceptable to the Country, State or Territory in which the vehicle is to be driven can drive a University vehicle. http://info.anu.edu.au/Policies/_CFO_DFBS/Forms/Application_to_Drive_Uni_Vehicle.asp
Application to drive a University vehicle
Students and other persons who may be required to drive a University vehicle to carry out a University related activity require the prior written approval of the relevant Delegate.
Authority to drive lapses if -
A person no longer holds an acceptable current drivers licence and/or the Delegate revokes an authority to drive for a reason relating to unsatisfactory driving or non-observance of University procedures.
Special Authority to Drive - Emergencies
When outside the University campus, and unable to contact an authorised driver, a non-authorised person may drive the vehicle in an emergency.
Private use of University Vehicles
Under no circumstances may a University vehicle (other than a vehicle assigned to a staff member as a private use vehicle) be used for private purposes.
Unauthorised Passengers
Passengers who are not members of the University staff and/or have no connection with the University-related purpose for which the vehicle is being used, may not normally be carried in a University vehicle. Nevertheless, there may be exceptional circumstances where this is unavoidable. In these cases, approval by the Delegate is required. To obtain a copy of the Application to carry unauthorised passengers in a University vehicle form click here.
After Hours Use of Vehicles (other than long journeys or field trips)
The use of University vehicles outside normal hours requires the prior written approval of the appropriate Delegate. The approved after hours use must be recorded in the Running Sheets. To obtain a copy of the "Application for after-hours use of a University vehicle form" click here.
Long Journeys and Field Trips
Drivers of vehicles on journeys beyond the ACT/Queanbeyan area, or on field excursions, are responsible for the care, safe operation and maintenance of the vehicle and compliance with the instructions in this Circular during the vehicle’s absence from the University. Persons taking a University vehicle on a long journey or field trip must complete a travel proposal. To obtain a copy of the "Approval to Travel form" click here.
Accidents
When an accident occurs, the driver of a University vehicle must:
(a) Stop the vehicle.
(b) Obtain the -
- name(s) and address(es) of the other driver(s)
- name(s) and address(es) of the owner(s)
- registration number(s) of the other vehicle(s) involved
- sight other drivers licence/licence number
- names and addresses of any witnesses to the accident (if possible)
(c) Not admit liability for the accident, even if they think it was their fault.
(d) Report details to the ACT police in person as soon as practicable and no later than 24 hours, even in the event of a minor accident.
(e) When any person has been injured and/or when vehicles have suffered significant damage, the police must be called to the scene (ACT telephone 11444).
(f) Do not move the vehicle in these circumstances until authorised by the police.
If interstate -
(a) Find out the relevant state requirements regarding the reporting of accidents.
(b) In New South Wales, for example, you are not required to call the police to an accident if ALL cars involved can be driven from the scene unless:
- a person is killed or injured.
- one of the parties has failed to stop and exchange particulars, or
- one or more of the drivers are reported to be under the influence of intoxicating liquor or a drug.
Nevertheless, drivers’, vehicles’ and insurance details must be exchanged in all cases. Where damage is estimated to be in excess of $1000, the incident should be reported as soon as possible (in any case within 24 hours) on a collision report form, available at all police stations.
(c) If anyone has been injured or if a vehicle is on fire, phone emergency 000.
(d) Report the circumstances on an Accident Report Form to the Delegate at the earliest opportunity, giving full details (see below). To obtain a copy of the "Report of an Accident to a University vehicle form" click here.
Reporting within the University
Any driver of a University vehicle involved in an accident must report promptly to University Fleet Services, either by phone 02 6125 2518 or email Neil Ross. An Accident Report Form should be completed and, if the driver is unable to do so, their immediate supervisor must make the report.
Where it is expected that there will be a claim against the University's Comprehensive Insurance policy, you will also be required give approval to deduct the $1,000 excess from a nominated account code. http://info.anu.edu.au/Policies/_CFO_DFBS/Forms/Motor_Vehicle_Accident_Claim_Form.asp
The report will be actioned and comment sought as appropriate, prior to submitting it for consideration of possible claims and other aspects affecting the University to the Director, Finance and Business Services.
Insurance
The University requires that all Fleet vehicles are insured.
The three insurance options for Fleet vehicles are:
- Comprehensive Insurance (arranged through the University Insurance Clerk);
- Third Party Property (for vehicles over five years old only)
Further details and pricing are available at:
http://info.anu.edu.au/fbs/Business_Functions/__Insurance_Office/index.asp
In cases where the University has a claim against its Third Party Property Damage Insurance Policy, a claim form will be sent to the driver/driver’s supervisor for completion. Return the completed claim along with a Report of Accident to a University vehicle form back to University Fleet Services.
Self Insurance
Members of staff who fail to observe University policies, permitted uses, and reasonable care and control will be deemed to be "self insurers of the University vehicle in their care" and may be required to bear the cost of any damages which might arise because of their failure.
Repair of Damaged Vehicles
Repair of damaged vehicles is a matter for the School/Area concerned, but should not be carried out until insurance matters have been finalised.
University Fleet Services can arrange for the repair of University vehicles through preferred supplier arrangements upon request.
Maintenance of Motor Vehicles
The University has established a preferred supplier agreement for the comprehensive Servicing and Maintenance of motor vehicles. Procedures to be used are published on the University’s Fleet web site.
Staff are strongly encouraged to use the preferred supplier to ensure they receive benefits and protection's established under this contract. For further information please refer to the above web site or contact University Fleet Services on x52518 or x55400
Fuel Card
The University has a preferred supplier agreement with Leaseplan Australia. A Leaseplan Caltex Starcard will be available for each vehicle in a purpose provided key ring attachment. The Starcard must be used for the purchase of:
- unleaded fuel;
- diesel fuel;
- top-up oils
- car wash (where the service station has these facilities).
- LPG
The precise odometer reading will be required by the service centre attendant each time fuel is purchased using the Starcard. For details on how the Leaseplan Caltex Starcard works go to the Fuel Card section of the University Fleet Website.
The fuel card must only be used to purchase fuel for University vehicles.
Fuel cards must be returned immediately to University Fleet Services when the vehicle is sold or replaced.
Emergency Road Service
For information on the contracted service, please click here.
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