Monash Motor Vehicle Policy

1. Policy statements
2. Definitions
3. Eligibility
4. Citylink and Transponder (E-tag) Charges
5. Fringe Benefits Tax
6. Vehicle Acquisition
7. Vehicle Changeover
8. Registration
9. Stamp duty
10. Insurance
11. Approved Drivers
12. Maintaining the Vehicle
13. Road Service
14. Accident Procedure
15. Use of Vehicles on Approved Paid Leave
16. Unauthorised Use of Vehicles
17. Road Safety: Using mobile phones and visual display units
18. Parking and Traffic Offences
19. Driving Under the Influence of Alcohol or Drugs
20. Theft of Property from Vehicles
21. Theft of a Motor Vehicle

1. Policy Statement

This document details Monash University's policy and procedures regarding the supply, maintenance and use of university owned vehicles which comprise three primary use areas, commercial vehicles, department vehicles, and employment contract vehicles.

The Policy applies equally to all staff employed by the university within all campuses and controlled entities. Variations to the policy may be considered in special circumstances, but all variations require the prior approval of the Vice-President (Administration).

Responsibility and authority to implement this Policy is with the Vice-President (Administration). This responsibility includes communication of the Policy and related procedures to all faculties, departments and units. Any questions should be directed to the Divisional Director (Facilities and Services) for commercial/departmental vehicles.

University vehicles may not be used by staff members other than as detailed in this policy without the approval of the Divisional Director (Facilities and Services) or Divisional Director (Human Resources) for staff contract vehicles.

2. Definitions

2.1 Commercial vehicles

Commercial vehicles are ehicles that are essential for the undertaking of duties and responsibilities associated with the operation of the university and are not subject to the application of Fringe Benefits Tax (FBT). These vehicles are the responsibility of the respective cost centre, are not costed to a staff member's package and are not available for private use.

Departmental vehicles are vehicles that are required to be used by the nature of the work of a particular department or work area. These vehicles must be used for business travel only (as defined in 2.4 below) and may not be used privately by the staff member.

On occasions it is a requirement of certain positions that staff are "on-call". This is not a valid reason for university vehicles to be garaged at the staff member's home premises. In circumstances where staff are called to duty a taxi should be taken, and the university will reimburse the costs in accordance with normal procedures. Alternatively, the university will consider payment of a loading which will enable spouse/dependents to use alternative transport ensuring that the staff member has access to a private vehicle.

Contract vehicles includes a vehicle that is provided as part of the staff member's remuneration package and whose entitlment to which is specified in writing in a staff member's employment contract. The vehicle is available for business and private use.

Business travel is defined as:

• Travel between Monash campuses for business purposes;
• Travel between a Monash campus and another location (apart from the employee's home) for business purposes;
• Travel between a staff member's home and a business destination, provided this is shorter than going via the staff member's primary place of employment.

Services Manager is the person appointed to manage the responsibilities assigned to that position which is located in the Facilities and Services Division.

Registration and Insurance Officer is the person appointed to manage the responsibilities assigned to that position which is located in the Facilities and Services Division.

Head is the person who has financial authority and accountability of the department, centre or institute.

3. Eligibility

3.1 General

Subject to the policy laid out in this document, vehicles will be available to personnel on the following basis:

• Commercial ­ These vehicles are allocated for a purpose rather than to an individual e.g. maintenance function, courier etc.
• Departmental vehicles ­ A vehicle required to be used by a staff member in the course of carrying out their duties.
• Employment contract vehicles ­ A vehicle which is part of an employment package.

Supply contracts have been negotiated with the following manufacturers:

• Ford
• GMH
• Toyota
• Mitsubishi

All vehicles purchased are to be from models available within the above manufacturers range. Unless there are special circumstances, the base model of the manufacturer's range is to be selected and extras which must be fitted are ABS brakes, air conditioning and dual airbags (if they are not standard fittings on the base model). All vehicles purchased are to have automatic transmission. Any special purchase (non base model) must be approved in advance by the Divisional Director (Facilities and Services).

3.2 Commercial/Departmental vehicles

3.2.1 Vehicle types

The type of vehicle will be determined by the nature of the tasks involved and will be at the discretion of the head of the cost centre, subject to 3.1.2. These vehicles are:

• To be exclusively used on university business;
• To be available for all approved staff on an as required basis;
• Not available for private use (exceptional circumstances only, refer to 3.2.2);
• Base models of the approved manufacturer's range.

3.2.2 Private use of departmental vehicles

University vehicles must only be used for business use. There are one-off occasions where, for operational reasons, a staff member may be permitted to garage a university vehicle at home to use for commuting. This type of use is considered private use from a FBT and university viewpoint, regardless of the "business merits" of the vehicle being taken home. Commuting use is not permitted on a regular basis. It is the responsibility of the Head to ensure that designated drivers of university vehicles maintain logbook sheets at all times when using the vehicle for both business and private use (including commuting).

3.2.3 Costs

All vehicles in this category will be supplied and fully maintained by the university and costed to the department/centre/institute using the vehicle.

3.2.4 Replacement/Purchase

Replacement for vehicles in this category will be on the basis of 2 years or 40,000 km or as determined by the Divisional Director (Facilities and Services).

3.3.1 Vehicle types

The vehicle type will be:

• Determined by the nature of the tasks associated with the position.
• Selected from the pre determined list of vehicles by the Divisional Director (Human Resources) in accordance with the supply contracts (refer to section 3.1.2);
• Supplied with accessories and fittings in accordance with the contract negotiated between the staff member and the university;
• Provided on terms and conditions set out in writing in a staff member's employment contract as approved by the Divisional Director (Human Resources).

The vehicle can be used:

• By the staff member currently filling the specific job position;
• By other staff members of the department/centre/institute on the approval by the Head should the vehicle not be in use by the staff member with the contract vehicle entitlement;
• For both university and private business by the staff member filling the job position;
• On weekends and during approved paid leave periods by the staff member filling the job position and his/her immediate family who meet the criteria for Approved Drivers (refer to Sections 11 and 15);
• The vehicle will be garaged at the staff member's residence.

3.3.2 Costs

All costs essential to and associated with the purchase and maintenance of the vehicle will be borne in the first instance by the department/centre/institute and supplied as part of the staff member's contract of employment. Running costs for employment contract vehicles will be borne by the university and charged to the department/centre/institute to the value as provided for in contracts of employment. The Head is responsible for monitoring the total running costs, in particular petrol purchases, to ensure they do not exceed the contractual limits.

3.3.3 Paid leave

All benefits under the existing contract continue whilst the staff member is receiving full pay. In the event that the employee decides to extend the leave period without pay, no payments will be made by the university. Any variation to this policy is at the discretion of the Divisional Director (Human Resources).

3.3.4 Staff separation

Where a staff member leaves the university, the vehicle is to be returned upon separation in a clean condition, suitable for use by the next driver. In all cases the keys, fleet cards or other credit/charge cards, log books and any other appropriate documentation are to be returned to the Services Manager. The vehicle may be reallocated to an acting staff member in the position on approval of the Divisional Director (Human Resources).

3.4.1 Use of private vehicles

Whilst recognising that use of private vehicles on university business is occasionally required, regular use is strongly discouraged. The university will not accept any liability whatsoever which may arise from use of a private vehicle on university business.

3.4.2 Insurance

It is the responsibility of the owner of the vehicle to arrange appropriate (comprehensive) motor vehicle insurance at their own cost and to pay any policy excess (deductible) applicable.

3.4.3 Approval for use of private motor vehicle

All use of a private vehicle on university business must be approved in advance by the Head and agreement reached, as appropriate, for reimbursement of cost. The rate of reimbursement will be at the rate prescribed from time to time in Workplace Policies and Procedures.

4. CityLink and transponder (E-tag) charges

4.1 General policy

All university vehicles may only have a transponder (E-tag) fitted with the approval of the Vice-President (Administration) (or delegate) and the university must fit all transponders, i.e. no private transponders may be fitted to university vehicles, and no cost centre, centre, institute, etc. can authorise a transponder to be fitted to a university vehicle, regardless of the fund source of that vehicle.

Under no circumstances may transponders placed in a university vehicle be transferred to a private vehicle.

The costs of fitting and administering the transponder account for each university vehicle will be co-ordinated by Facilities and Services Division, with the business related costs (including an administrative service charge) being charged back to the cost centre for which the vehicle costs are currently charged.

Toll charges incurred for private use of the CityLink in a university vehicle (including commuting) is a private benefit and is therefore the responsibility of the authorised driver of the university vehicle ­ it will not be the university's financial responsibility. This will ensure the university does not incur an FBT liability for private use of CityLink.

Administration arrangements for reimbursement for private use of the CityLink Freeway will depend on the basis for a vehicle being allocated to a driver, ie. either vehicles provided as part of an employment contract or other university vehicles.

For vehicles provided as part of an employment contract, staff should apply to Human Resources for approval to install a single transponder. Transponder accounts for all employment contract vehicles will be managed centrally by Human Resources under the same arrangements. Once approved, transponders will be fitted to university vehicles by Facilities and Services Division. The cost of fitting the transponder will be charged to the staff member's cost centre.

Staff with employment contract vehicles will be required to reimburse the university for private use of the CityLink Freeway as follows:

• Staff must keep a daily record of business use of CityLink.
• The diary is to be reconciled against the monthly statement from CityLink for use of their university vehicle.
• The CityLink statements will be forwarded to the staff member following payment by Facilities and Services. 
• A copy of the CityLink statement and a Staff Expense Payment Fringe Benefit Declaration, reflecting the amount of private use of CityLink included in the statement, must be forwarded to Human Resources Division within 5 days or the total amount paid will be assumed as private usage and deducted from the staff member's fortnightly salary.
• Based on the private usage portion as per the Staff Expense Payment Fringe Benefit Declaration, Human Resources will adjust the staff member's next fortnightly pay to reimburse their cost centre for private toll costs.
• The cost of administering the reimbursement system will be recouped from a small administrative charge attached to the provision of each transponder.
• Human Resources will supply Corporate Finance Division with a report for fringe benefits tax purposes, by 21 April each year for the period 1 April to­ 31 March. This signed report will indicate the CityLink charges, declared private portion and the reimbursements deducted from the staff member's after tax pay. The declared private portion and the reimbursements must be equal.

Heads are to apply to the Divisional Director (Facilities and Services) for approval to fit a transponder in a departmental vehicle. Administration of the transponder accounts will be the responsibility of Facilities and Services Division.

In accordance with 3.2.2 there are one-off occasions where university vehicles can be used for commuting. In such circumstances, designated drivers of the vehicle must sign a declaration prior to using the vehicle for any private use (including commuting), where that private use may incur a toll charge.

Logbook sheets are to be maintained at all times and it is the responsibility of the Head to identify which staff have incurred private use toll charges and amounts requiring reimbursement. The Head is to submit a declaration to Human Resources at the end of each month to declare the private usage of the CityLink by staff. Reimbursement to the university of toll charges will be via the payroll system, similar to current reimbursement for other private use of university facilities eg. overseas telephone charges.

Logbooks will be regularly audited by the Audit and Risk Management Office to ensure there is no commuter or other private use of CityLink without appropriate reimbursement to the university.

If departments/centres/institutes do not expect to use CityLink more than six times a year, they may choose not to install transponders and alternatively day passes may be purchased. Staff who purchase day passes for business travel may be reimbursed for the associated cost on the production of relevant receipts and a Staff Payment Fringe Benefit Declaration in accordance with normal university practice.

Departments/centres/institutes will be responsible for toll costs incurred by staff using CityLink on official university business.

5. Fringe Benefits Tax

Where a commercial or departmental vehicle is used for a non business related activity (only in extremely rare circumstances) a liability to pay FBT arises. A log book is provided in each vehicle and non business use is to be accurately recorded.

The university is responsible for the calculation and remittance of all FBT, including that for employment contract vehicles and for the private use of department/commercial vehicles. FBT will be charged against the relevant department/centre/institute.

In the case of an employment contract vehicle, FBT is charged against the cost centre.

From 1 April 1999, where a staff member is in receipt of fringe benefits with a total taxable value exceeding $1000, the grossed up value of these benefits will appear on the staff member's group certificate. The grossed up value equates to the before tax value of the fringe benefit had the benefit been paid for from the after-tax salary of the staff member, calculated at the top marginal rate plus Medicare levy (48.5%). This is to ensure that the value of fringe benefits is consistent with other forms of income on the group certificate. These changes will affect group certificates for the year of income ending 30 June 2000 and subsequent years. Certain benefits will be excluded from this calculation. Generally staff with packaged vehicles will exceed the $1000 limit and all included fringe benefits will appear on the staff member's group certificate. This could also potentially affect those who have some private use of department, decal or commercial vehicles.

• Motor vehicle Fringe Benefits Tax Information

6. Vehicle Acquisition

6.1 General acquisition

Vehicles must only be purchased by Divisional Director (Facilities and Services) or delegate. Employee contract vehicles require approval from Divisional Director (Human Resources) prior to purchase. The guidelines for selecting an appropriate vehicle are explained earlier in this policy document.

The following is to apply:

• All passenger vehicles are to be fitted with ABS braking and dual passenger air bags as standard.
• Air conditioning is to be fitted as standard;
• A decal (university logo) is to be fitted to all commercial and departmental vehicles;
• Accessories for commercial and departmental owned vehicles must be approved by Divisional Director (Facilities and Services) prior to purchase;
• Accessories for Employment Contract vehicles will be negotiated and form part of the staff member's contract;
• Tow bars may be fitted.;
• Mobile phones (hands free kits) may be fitted at department/centre/institute cost.

7. Vehicle Changeover

Application of the rules outlined by this policy will be effective in accordance with the following criteria:

The policy for replacement of vehicles is as follows

7.1.1 Commercial and departmental vehicles

2 years or 40,000 km whichever is the earlier unless agreed with Divisional Director (Facilities and Services).

7.1.2 Employment contract vehicles

2 years or 40,000 km whichever is the earlier unless agreed with Divisional Director (Human Resources).

It is the responsibility of all departments/centres/institutes to maintain vehicles to a standard that ensures an appropriate trade-in price is obtained. If the state of the vehicle results in a lower than expected return, the department/centre/institute will be charged the difference.

7.1.3 Closing odometer reading

It is the responsibility of the department/centre/institute to record the closing odometer reading of the vehicle before changeover. The odometer reading will be required for a motor vehicle declaration for fringe benefits tax purposes.

Subject to approval being granted for the disposal of the vehicle and the acquisition of a replacement, the Divisional Director (Facilities and Services) must be notified to procure a trade-in value for the vehicle in question.

The vehicle must be presented in a clean condition and the Services Manager must be notified should the vehicle be damaged or need repairing.

The sale price shall be the highest trade-in value as determined by Services Manager. No university vehicle may be disposed of without the approval of the Divisional Director (Facilities and Services).

The Services Manager, as part of the changeover procedure, will record the odometer reading of the vehicle and include this with records maintained for the vehicle.

8. Registration

Registration of all vehicles is the responsibility of the Registration and Insurance Officer, Business Services Unit. A register of all university vehicle registration dates is maintained by this Unit.

9. Stamp Duty

The university is responsible for the administration and payment of Stamp Duty as applicable. The Stamp Duty will be charged against the relevant department/centre/institute.

10. Insurance

ALL vehicles must be covered by the university's comprehensive insurance policy.

Insurance costs will be met by the department/centre/institute and will be arranged by Business Services Unit.

Vehicles must not be used for racing, pacemaking, reliability trials, speed or hill climbing tests as these will void the university's insurance cover.

Employment Contract Vehicles are to be used on university business wherever practical. Should the university, or a representative of the university, require an employment contract vehicle to be driven by another staff member on university business and that staff member is involved in an accident, then any excess payable, damage incurred and/or loss of value of the vehicle will be met by the university. In certain circumstances a replacement vehicle may be provided, depending on availability.

Payment of insurance excess in the event of a claim, is the responsibility of the department/centre/institute. However, in line with normal university practice, in circumstances where the vehicle is being used inappropriately and/or not in accordance with this policy, the university may recover the excess from the staff member concerned. In these circumstances, the university may also take disciplinary action against the staff member.

11. Approved Drivers

The comprehensive insurance policy covering university vehicles provides:

• For employment contract vehicles, staff member of the university, the immediate family (spouse and direct descendants) of the university staff member residing at the same address and 24 years old or older who hold a current driver's licence valid for the State of Victoria;
• For commercial and departmental vehicles, university staff members authorised by the Head of the department/centre/institute to drive the vehicle;
• There are occasions where university vehicles are driven by students, voluntary workers, consultants etc. and the definition of insured in the motor vehicle policy extends to include them;
• For drivers on a probationary licence to display "P" plates.

12. Maintaining the Vehicle

12.1 Responsibility for the maintenance of the vehicle

It is the responsibility of the assigned driver of a department/centre/institute to appropriately maintain the vehicle. All vehicles purchased by the university come with a 2 year pre-purchased maintenance contract. With the exception of consumables eg. windscreen wiper blades, brakes, tyres etc, no charge for service maintenance should be made by the service provider.

Fuel and oil for all vehicles are to be obtained using the Shell Card or equivalent provided and accessed from the designated outlets. An approved list is available from the Services Manager. Odometer readings MUST be given every time fuel is obtained via Shell Card or equivalent. This will assist Services Manager with fleet management. Only in exceptional circumstances should a university supplied credit card be used for obtaining these purchase

In most situations there should be no requirement for a staff member to purchase goods and services for the vehicle other than through the normal university arrangements. Where purchases are made by a staff member using his or her own funds then a receipt must be obtained showing the:

• Price paid; and
• Items purchased.

Once these documents are received and are in order, reimbursement will be made.

All commercial and department vehicles must have a logbook and these must be filled in daily. It is the responsibility of the Head to ensure that this occurs. Logbooks are available from the Services Manager.

It is expected that all vehicles are kept in a clean, safe and fit state for use at all times. Responsibility for the state of each vehicle is to be assigned to a person.

Pre-purchased maintenance from the Vehicle Manufacturer is provided for all university Vehicles. Maintenance must be carried out in accordance with the manufacturer's specifications, and the details confirmed in the vehicle's maintenance book by the authorised service centre.

Wherever possible all repairs should be pre-approved by the Head. If the circumstance giving rise to the need for repairs is unusual, then the Services Manager should be consulted, before permission is given to commence repairs. Repairs should then be authorised through the vehicle manufacturer or its agent.

All repair costs are borne by the department/centre/institute.

The outlets at which these items may be procured are as specified on the list of authorised outlets available from the Services Manager. In the event that an authorised outlet is not accessible, purchase of replacement items may be made through an alternative outlet.

The outlets at which servicing may occur is specified by the manufacturer/retailer in the owner's guide.

In the event (rare) that this is required then maintenance may occur at one of the authorised outlets available from the Services Manager. This is not covered by the pre-purchased maintenance, and expense will be borne by the department.

13. Road Service

13.1 Coverage

All university vehicles (commercial/departmental and employment contract) are covered by the RACV. In the event of a breakdown staff should contact the number provided for assistance. Staff who are responsible for commercial and departmental owned vehicles should ensure that the relevant service card is present in the car at all times and is available for presentation to the service technician as requested.

When traveling interstate and a breakdown occurs then refer to the reciprocal arrangements that apply between the RACV and other roadside service providers.

In the event of an accident the following procedures must be followed:

i) Obtain all necessary details from the other driver ie.

• Name
• Address
• Telephone numbers
• Licence number
• Names of witnesses, if any
• Location details (street, suburb, town)

ii) All accidents must be reported to the Registration and Insurance Officer and an insurance claim form, and a Motor Fleet Claim Form, must be completed no matter how trivial.

iii) Under no circumstances should the driver of the university vehicle admit responsibility for the accident or sign any acknowledgment in this regard.

iv) Under no circumstances are repairs to be authorised by staff members. Repairs are to be authorised by the Registration and Insurance Officer or directly by the Insurer.

v) The Police must be called to the scene of the accident in the following circumstances:

• If any person is injured and an ambulance has been called;
• If any damage has been done to third party property, eg. house, fence, awning, etc;
• If there is a conflict over which driver was at fault.

vi) If an injury has been sustained by a university staff member it must be reported to the Registration and Insurance Officer and Manager, WorkCover within 24 hours.

vii) Outside the local area, a towing contractor authorised by the RACV should be used and the Registration and Insurance Officer advised of the location to which the vehicle has been taken.

viii) A replacement vehicle may be available at normal university vehicle hiring prices charged to the department/centre/institute by contacting the Services Manager.

15. Use of Vehicles on Approved Paid Leave

15.1 Commercial/Departmental vehicles

These vehicles should be used for business purposes only and are therefore not available for use on any approved leave.

Vehicles are available for use on approved paid leave and the costs associated with fuel, oil and general running will be charged as normal. Vehicles must be returned to the university during periods of unpaid leave. Staff have the option of packaging the usage value of the vehicle for the unpaid leave period if they wish to have ongoing use of the vehicle. Such arrangements require the prior approval of the Divisional Director (Human Resources).

16. Unauthorised Use of Vehicles

All drivers must hold a current driver's licence valid for the State of Victoria. Drivers from interstate must be aware of and comply with interstate licence transfer laws. Non compliance may affect insurance and subject the staff member to liability for all fines and penalties.

Vehicles are not to be driven by other persons, other than those nominated at section 11, and are definitely not to be used for the purposes of teaching learner drivers, participating in vehicle trials, etc.

Hitchhikers are not to be afforded lifts in vehicles. Negligent acts by hitchhikers can void insurance and expose the driver to paying for the costs of any damage incurred.

Non compliance with these policies will result in associated costs (eg. accident or claim costs etc.) being charged to the staff member.

17. Road Safety: Using mobile phones and visual display units

Mobile phones must not be used whilst driving unless secured in a commercially designed holder fixed to the motor vehicle OR can be operated by the driver without touching any part of the phone.

A driver must not drive a vehicle that has a telephone receiver or a visual display unit operating if any of the part of the screen is visual to the driver or is likely to distract another driver. A driver can use a driver’s aid (such as a navigation device) but it must be an integrated part of the vehicle design, or secured in a commercially designed holder, which is fixed to the vehicle. Staff should refer to VicRoads safety rules and Monash University procurement requirements for further information.

18. Parking and Traffic Offences

Parking fines and other traffic infringements are the responsibility of the driver and will not be paid by the university. Non payment of these fines may result in disciplinary action.

19. Driving under the Influence of Alcohol or Drugs

Driving with an alcohol content over the legal limit or under the influence of illegal drugs is illegal, the consequences of which include personal penalties such as fines and or jail as well as financial penalties associated with the voiding of insurance cover and damage to property expenses. Any staff member found guilty of such an offence will be responsible for the payment of all fines and repair costs resulting from the incident and may be subject to disciplinary action.

20. Theft of Property from Vehicles

Personal property left in university motor vehicles is not insured under any circumstances. Therefore wherever practicable valuable items such as laptop computers must not be left in vehicles. If it is unavoidable the items must be out of sight and the vehicle securely locked.

21. Theft of a Motor Vehicle

In the event of a theft of a university motor vehicle, staff are required to notify the police and the Services Manager immediately. A replacement vehicle may be available at normal university hiring prices charged to the department/centre/institute by contacting the Services Manager.