Remuneration and Benefits Procedures – Motor Vehicle Arrangements

Title of Parent Policy

Remuneration and Benefits Policy

Preamble

This procedure creates a framework for the supply, use, maintenance and disposal of motor vehicles provided by Monash University. This procedure applies equally to all staff employed by Monash University, within all campuses and controlled entities, and outlines the procedures applicable to senior staff who have a Contractual Motor Vehicle, and all staff who have responsibility for (or access to drive) a Commercial Motor Vehicle or Departmental Motor Vehicle.

Variations to this procedure and associated Terms and Conditions of Use, may be considered in exceptional circumstances but are subject to the prior approval of the Vice-President (Administration).

Definitions

Business travel is:

• Travel between Monash University campuses and controlled entities for business purposes;
• Travel between a Monash University campus and another location (other than the staff member’s home residence) for business purposes; and
• Travel between a staff member’s home residence and a business destination, provided that it is less distance to either commence or cease that business travel at the staff member’s home residence rather than the staff member’s primary place of employment (ordinarily a Monash University campus).

Commercial Motor Vehicle: is a vehicle that is essential for the undertaking of duties and responsibilities associated with the operation of the University and are not subject to Fringe Benefits Tax (FBT). These vehicles are the responsibility of the respective cost and fund centre and are allocated for a purpose rather than to an individual. Commercial Motor Vehicles are available exclusively for Business Travel and are not available for private use. Further, these vehicles are only available for use by approved staff and are only provided on an as needs basis.

Contractual Motor Vehicle: is a vehicle provided to the employee by the University, for both business and private use, and is provided in accordance with a written contract of employment or a written policy based entitlement.

Departmental Motor Vehicle: is a vehicle that is required by the nature of the activities of a particular department or work unit and may be used by a staff member in the course of carrying out his/her work duties. These vehicles must be used exclusively for Business Travel and are only available for use by approved staff on an as needs basis.

Immediate Family Member: includes:

• a spouse of the staff member; and
• an adult child, parent, grandparent, grandchild or sibling of the staff member or of a spouse of the staff member.

University Motor Vehicle: includes a Contractual Motor Vehicle, a Commercial Motor Vehicle or Departmental Motor Vehicle.

Vehicle Custodian: is in respect of Contractual Motor Vehicles, the employee with the contractual or policy entitlement to a Contractual Motor Vehicle.

In respect of a Commercial Motor Vehicle or Departmental Motor Vehicle, the Vehicle Custodian is the employee with accountability and responsibility for the particular Commercial Motor Vehicle or Departmental Motor Vehicle.

1. Use of a University Motor Vehicle

Vehicle Custodians and staff with access to a University Motor Vehicle must adhere to the University Motor Vehicles - Terms and Conditions of Use.

2. Arrangements for the Supply of University Motor Vehicles

Fleet Management Services

The University has appointed a third party supplier to maintain and manage the University’s vehicle fleet, including the ordering and provision of University Motor Vehicles, registration, maintenance and Fleet Cards.

Approved Vehicles for Senior Staff

The University provides a range of Contractual Motor Vehicles for use by senior staff, selected with reference to the Victorian State Government’s Motor Vehicle Fleet (VicFleet) list of approved vehicles for executives, and approved by the Vice-President (Administration). Senior staff may select a Contractual Motor Vehicle from the list of approved vehicles. The current list is available for review at the following link: Motor Vehicle Selection Form.

Approved Vehicles for Commercial / Departmental Use

The University provides a range of Commercial Motor Vehicles and Departmental Motor Vehicles. These vehicles are to be selected with reference to the Victorian State Government’s Motor Vehicle Fleet (VicFleet) list of approved vehicles for passenger and light commercial contracts, and approved by the Vice-President (Administration). The relevant head of department or manager will select a base model vehicle of the approved manufacturer’s range, taking into account the nature of the University business that the Commercial Motor Vehicle or Departmental Motor Vehicle will be used for. Any request for a vehicle model other than base model will be subject to the approval of the Vice-President (Administration) or delegate.

Accessories

All University Motor Vehicles will be ordered with an automatic transmission and the following standard features:

• Bonnet protector
• Headlight protectors
• Floor mats
• Front and rear mud flaps
• Dual airbags
• Curtain airbags
• Electronic stability control
• Cargo barrier (for station wagons)
• Air conditioning
• Bluetooth capability
• ABS brakes
• Cruise Control
• Rear parking sensors
• Tow bar (if requested)
• A decal (University logo) will be fitted to all Commercial and Departmental Motor Vehicles

Staff with a Contractual Motor Vehicle may request additional accessories at the time of ordering their Contractual Motor Vehicle. Any request for additional accessories is subject to approval by the Vice-President (Administration) or delegate. If a request is approved, the staff member will be required to meet 50% of the cost of the additional accessory/accessories via a salary sacrifice arrangement.

Additional accessories may be requested for Departmental Motor Vehicles or Commercial Motor Vehicles, with the prior approval of the relevant head of department or manager. Any request is subject to approval by the Vice-President (Administration) or delegate.

Fleet Card

Vehicle Custodians will be provided with a Fleet Card for all fuel purchases, servicing transactions, car wash transactions and for purchasing supplies relevant to reasonable maintenance of the University Motor Vehicle (oil, carwash products, tyres, windscreen wiper blades, etc). More information is available at the following link: Fleet Card.

Insurance

All University Motor Vehicles are covered by the University’s comprehensive insurance policy. Subject to the terms of this Motor Vehicle Procedure, insurance costs and excess payments will be met by the University and will be arranged by the Insurance work unit within the University’s Financial Resources Management Division. More information is available at the following link: Insurance.

The University does not accept any liability for personal property left in a University Motor Vehicle. The University's insurance policy does not extend to cover personal property stored in a University Motor Vehicle in the event of theft. In the event of theft of a University Motor Vehicle, staff must report the theft to the University’s fleet management provider and the police as soon as possible.

Accident Management

An accident management procedure is contained in the glove box of all University Motor Vehicles on delivery. Drivers are required to refer to this procedure and follow the necessary protocols in the event of an accident. Repair costs will be charged to the relevant school or department. More information is available at the following link: Accident Management.

Roadside Assistance

All University Motor Vehicles are covered by a roadside assistance arrangement. This will either be provided by the manufacturer of the vehicle during the warranty period, or subsequently by the University’s fleet management provider. More information is available at the following link: Roadside Assistance.

Citylink and Eastlink Transponders (eTags)

If a Vehicle Custodian intends on driving on a tolled road or freeway, it is necessary for the Vehicle Custodian to fit a privately owned Citylink or Eastlink transponder to their University Motor Vehicle or obtain an appropriate tollway access pass. Please refer to Section 7 – Citylink and Eastlink Transponders (eTags) of the Terms and Conditions of Use document for more information. 

3. Vehicle Changeover Information

Expected Replacement Date

Contractual Motor Vehicles are to be replaced at the earlier of three years or 60,000 kilometres, unless specifically negotiated otherwise with the Vice-President (Administration) or delegate.

Departmental and Commercial Motor Vehicles are to be replaced at the earlier of four years or 80,000 kilometres, unless specifically negotiated otherwise with the Vice-President (Administration) or delegate.

Vehicle Custodians are expected to place an order for a replacement vehicle approximately eight weeks prior to the expected replacement date. The University reserves the right to request that Vehicle Custodians retain their University Motor Vehicle beyond the expected replacement date.

Early Return

In certain circumstances, staff may elect to return their Contractual Motor Vehicle to the University prior to the approved changeover date as outlined above, if the vehicle is no longer required. Staff in this circumstance will not be permitted to take up another Contractual Motor Vehicle for a minimum period of three years from the date of return of their previous vehicle.

Return Condition

The University uses an independent auction house to arrange the disposal of University Motor Vehicles. Staff are reminded that at all times vehicles must be maintained in a clean, safe and roadworthy condition, and must be returned to the University in the best possible condition for disposal. Vehicle Custodians are responsible for ensuring that the vehicle is thoroughly cleaned and that any necessary repairs or maintenance are complete prior to the return date.

Vehicle Purchases

Vehicle Custodians do have an opportunity to purchase their Contractual Motor Vehicle at the time of return or replacement. This process is managed through an independent auction house. More information is available at the following link: Purchasing Options.

4. Employment Arrangements affecting Contractual Motor Vehicles

Paid Leave

Paid Leave at a full time rate

During any period of leave, whilst the Vehicle Custodian is receiving payment at a full time rate, there is no change to the Contractual Motor Vehicle arrangements.

Paid Leave at a rate less than full time

In the event that a Vehicle Custodian is on a leave arrangement involving payment at a rate less than full time (such as long service leave at 50% pay, or maternity leave at 60% pay), any contractual entitlement to a motor vehicle package or a motor vehicle allowance is provided on a pro-rata basis.

As such, Vehicle Custodians on a leave arrangement of this nature who have elected to receive a University vehicle will be required to salary sacrifice an additional charge, as notified by the University. This charge represents the additional cost to the University attributable to provision of a Contractual Motor Vehicle with a greater proportion of private use and lower proportion of business use.

Vehicle Custodians in this category may alternatively elect to return their Contractual Motor Vehicle to the University for disposal. Please refer to the information above regarding the early return of Contractual Motor Vehicles.

Unpaid Leave

In the event a Vehicle Custodian commences a period of any form of leave without pay, the Vehicle Custodian is required to return the Contractual Motor Vehicle to the University for the duration of the period of leave without pay.

Appointment at a fraction less than full time

In the event that a Vehicle Custodian is appointed at a fraction less than full time, or reduces their existing fraction to less than full time, any contractual entitlement to a motor vehicle package or a motor vehicle allowance will be provided on a pro-rata basis.

Vehicle Custodians with a part-time appointment who have elected to receive a Contractual Motor Vehicle will be required to salary sacrifice an additional charge, as notified by the University. This charge represents the additional cost to the University attributable to provision of a Contractual Motor Vehicle with a greater proportion of private use and lower proportion of business use.

Staff in this category may alternatively elect to return their Contractual Motor Vehicle to the University for disposal. Please refer to the information above regarding the early return of Contractual Motor Vehicles.

5. Related Information

Change in Terminology

References to the "Motor Vehicle Policy" as in force and varied from time to time in Contracts of Employment are taken to include these Procedures and the related Terms and Conditions of Use.

FBT Information

FBT information related to University Motor Vehicles can be accessed via the following link: FBT Information.

Cash Reimbursement Procedure

In exceptional circumstances, where purchases for University vehicles are made by a staff member using his or her own funds, the University may reimburse the staff member provided that the expenses are reasonable and related directly to the University Motor Vehicle, and a receipt and/or any other additional evidence of the expenses as may be reasonably required by the University are provided. Please refer to the University’s Reimbursements Policy.

Private Use of Departmental or Commercial Motor Vehicles

In exceptional circumstances, with the prior approval of the Vice-President (Administration) or delegate, a Commercial or Departmental Motor Vehicle may be made available on a once-off basis for private use. The driver will be responsible for all costs or tollway charges resulting from private use of a Commercial or Departmental vehicle, and an FBT liability will arise.

Private Vehicles

Whilst recognising that use of private vehicles on University business may be occasionally required, it is strongly discouraged. Staff are encouraged to access a Departmental motor vehicle (where relevant) or to contact Pool Vehicle Hire Services regarding availability of a pool vehicle.

If there is no alternative to using a private vehicle for University business, use must be approved in advance by the relevant head of department or manager and staff should note that the University accepts no liability whatsoever that may arise from the use of a private vehicle on University business. It is the responsibility of the vehicle owner to ensure that the private motor vehicle is comprehensively insured. Please refer to Clause 78 of the Enterprise Agreement regarding any applicable reimbursement.

Failure to Comply

To the extent that these Procedures or the University Motor Vehicles – Terms and Conditionsof Use require University staff members to do or refrain from doing an act, it constitutes a direction from the University. A refusal or failure to comply with these Procedures or the University Motor Vehicles – Terms and Conditions of Use, may result in the staff member’s access to a motor vehicle being removed at the discretion of the University and/or disciplinary action being imposed.

Responsibilities

The Facilities and Services Division is responsible for the administration of University-provided vehicles allocated for commercial, departmental or pool vehicle services use. The use of all vehicles within these categories is subject to the Motor Vehicle Procedures and associated Terms and Conditions of Use.

Monash HR is responsible for the administration of University provided motor vehicles allocated for use by senior staff in accordance with contractual or policy entitlements. The use of all vehicles within this category is subject to the Motor Vehicle Procedures and associated Terms and Conditions of Use.

Related Documents

• University Motor Vehicles - Terms and Conditions of Use

Related Forms

• Motor vehicle selection form
• Motor Vehicle Leasing Request