Vehicle Usage - Managerial Policy

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Vehicle Usage - Managerial Policy


Approval authority
Vice-Chancellor and President
Responsible officer
Chief Operating Officer
Designated officer
Director, Asset Management Services
First approved
3 October 2000
Last amended
4 January 2016
Effective start date
7 January 2015
Review date
7 January 2016
Related documents
Financial Management Practices - Managerial Policy
Smoking - Managerial Policy
Related legislation / standards
Land Traffic and Parking Rules
Transport Operations (Road Management) Act 1995 (Qld)
Queensland Procurement Policy

1. Purpose of policy

The following policy sets out the requirements for usage of University owned, leased or rented vehicles.

2. Policy scope and application

The policy applies to any use of University owned, leased or rented vehicles.

3. Definitions

Please refer to the University’s Glossary of terms for policies and procedures. Terms and definitions identified below are specific to these procedures and are critical to its effectiveness:

Vehicle is any motor vehicle or vessel as defined in the Transport Operations (Road Management) Act 1995 (Qld) that is owned, leased or rented by the University of the Sunshine Coast.

Fleet refers to all vehicles owned, leased or rented by the University.

4. Responsibilities

4.1 The purchase, maintenance and coordination of University Fleet Vehicles is the responsibility of the Director, Asset Management Services or delegate.

4.2 A person authorised to drive a University vehicle is responsible for complying with the general conditions of use outlined in this policy and related procedures.

5. Authority to drive

5.1 Only staff members holding a valid current driver licence (of the appropriate class) acceptable in Queensland may drive a University vehicle. Authority to drive lapses if:

  • a person no longer holds an acceptable current driver licence of the appropriate class and/or
  • the Chief Operating Officer revokes an authority to drive for a reason relating to unsatisfactory driving or non-observance of University procedures or otherwise
  • the relevant person ceases to be a staff member

5.2 Students and other persons who may be required to drive a University vehicle require the prior written approval of the Chief Operating Officer or, if a staff member, the Director Human Resources.

6. Conditions of use


6.1 At all times, drivers must ensure due care is taken and must comply with relevant authority legislation, rules and regulations including the USC Land, Traffic and Parking Rules and the University’s Conditions of Parking.

6.2 Drivers must document all University related use of a vehicle in the vehicle logbook. Any use that is not recorded is deemed to be private use and will be subject to Fringe Benefits Tax (FBT).

6.3 Any traffic infringements or penalties incurred by the driver of a University vehicle are the responsibility of the driver and the driver in charge of the vehicle at the time must pay any fines arising out of the use or parking of the vehicle. Where appropriate, the University will advise the relevant external authorities of the identity and contact details of the driver.

6.4 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.

6.5 When using University fleet vehicles, approval must be sought to carry additional passengers participating in the journey. Passengers who are not members of University staff and/or have no connection with the University related purpose, for which the vehicle is being used, may not be carried in a University vehicle without the authority of the Vice-Chancellor and President or delegate.

6.6 If a University vehicle is involved in an accident that may have caused injury to a person or damage to any vehicle or property, all relevant information must be recorded and reported in accordance with procedures on vehicle usage.

7. Smoking in University vehicles

In accordance with University policy, smoking is prohibited in or on all vehicles, and within 10 metres of a vessel.

8. Acquisition and disposal

Preferred supplier arrangements will be established for the acquisition and disposal of motor vehicles in accordance with Queensland Procurement Policy and the University Financial Management Practices Manual.

9. Eligibility for private use

9.1 All vehicles purchased/leased are to be used exclusively for University purposes unless otherwise approved. The 'private' use of vehicles is permitted only when provided for in a contract of employment, or expressly approved by the Vice-Chancellor and President.

9.1.1 Private use (full) is the permitted use by the incumbent of an approved position for purposes 'other than University purposes'. The incumbent of the approved position has use of the vehicle in accordance with the guidelines set down in Conditions of Private Use.

9.1.2 Private use (conditional) is the limited but permitted use by the incumbent of an approved position for purposes 'other than University purposes'. Limitations on use will be determined either as a condition of a contract of employment or as approved by the Chief Operating Officer.

9.1.3 Home garaging is the permitted use by a member of staff to operate a University vehicle for travel between the usual place of work at the University and the place of residence of that member of staff. (Such use is permitted for persons who are designated by the Chief Operating Officer as responsible for the security of University infrastructure or for such other responsibilities as the Chief Operating Officer deems appropriate).

9.2 Fringe Benefits Tax (FBT) is payable on vehicles used for private use including home garaging.


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