University Motor Vehicles - Terms and Conditions of Use

1. Approved Drivers

1.1 A Contractual Motor Vehicle is available for use by:

The staff member with the contractual or policy entitlement to the vehicle (the Vehicle Custodian);
Other staff members within the same work unit/department;
Members of the Vehicle Custodian's Immediate Family provided that the family member resides at the same address as the Vehicle Custodian and is 24 years of age or older; and
Students, voluntary workers or consultants working or studying at a Monash University campus (only in exceptional circumstances and with the prior approval of the Vehicle Custodian and the relevant head of department or manager).

1.2 A Commercial Motor Vehicle/Departmental Motor Vehicle is available for use by:

Staff members who have been approved by the relevant head of department or manager; and
Students, voluntary workers or consultants working or studying at a Monash University campus who have been approved by the relevant head of department or manager.

1.3 University Motor Vehicles are not available for use by any persons other than as outlined in this Section 1 unless in the event of a genuine emergency in which case a person with a valid and current drivers licence may drive the vehicle.

Driver Obligations

2. Licences

2.1 All drivers of University Motor Vehicles are required to hold a current and appropriate (to the vehicle) drivers licence for driving in the State of Victoria or any other relevant jurisdiction. Where a Contractual Motor Vehicle is made available for use by an alternative Approved Driver in accordance with Section 1.1 above, the Vehicle Custodian is responsible for ensuring that the driver does hold a valid drivers licence, prior to making the vehicle available for use.

2.2 It is the Vehicle Custodian's responsibility to ensure validity of his or her drivers licence and the validity of an Immediate Family member's drivers licence to ensure use of the vehicle is covered by the University's insurance policy.

2.3 In the event a driver of a University vehicle does not have a current and appropriate drivers licence, the Vehicle Custodian is personally responsible for the payment of all fines and penalties incurred whilst the University Motor Vehicle is driven by a driver who does not hold a current and appropriate licence.

2.4 Drivers on a probationary licence must display ‘’P’’ plates when driving a University Motor Vehicle. The Vehicle Custodian is responsible for ensuring this occurs.

2.5 Learner licence holders are not permitted to drive, or be taught to drive in, a University Motor Vehicle.

3. Vehicle Use

3.1 Drivers are expected at all times to comply with the Occupational Health and Safety Act 2004 (Vic), the Road Safety Act 1986 (Vic), the Road Transport (Dangerous Goods) Act 1985 (Vic) and any other applicable legislation as in force or replaced from time to time, relevant to the use of a motor vehicle in the State of Victoria or any other applicable jurisdiction.

3.2 Drivers are expected to exhibit appropriate driving behavior and safe driving practices at all times.

3.3 Drivers are not to pick up a hitchhiker in University Motor Vehicles. Negligent acts by hitchhikers may void insurance and expose the Vehicle Custodian to liability for the cost of any damage incurred.

3.4 Smoking is not permitted in any University Motor Vehicle.

3.5 The Vehicle Custodian is responsible for ensuring that the University Motor Vehicle is maintained in a clean, safe and roadworthy condition at all times. The University reserves the right to request that a Vehicle Custodian present their University Motor Vehicle for inspection at any time.

3.6 The Vehicle Custodian is responsible for ensuring that the University Motor Vehicle is serviced and maintained in accordance with the manufacturer's specifications.

3.7 University Motor Vehicles must not be used for racing, pacemaking, reliability trials, speed or hill climbing tests, or off-road driving, as any unauthorised usage of this nature will void the University’s insurance cover.

3.8 Vehicle Custodians are required to comply with the written terms and conditions regarding the use of their Contractual Motor Vehicle as stipulated in their contract of employment or policy entitlement.

3.9 Departmental Motor vehicles and Commercial Motor Vehicles are not to be garaged at a location other than a University campus or business address. Certain staff members are ‘’on-call’’, however this is not a valid reason for a Commercial Motor Vehicle or Departmental Motor Vehicle to be garaged at the staff member’s home address. Contact Pool Vehicle Hire Services for alternative provisions.

3.10 The Vehicle Custodian of a Commercial Motor Vehicle or Departmental Motor Vehicle must ensure that a log book of vehicle use is maintained at all times. Log books will be regularly audited by the University’s Internal Audit unit.

4. Business Use

4.1 Vehicle Custodians are expected to ensure that their Contractual Motor Vehicle is made available for use by other staff (see Section 1) within their work unit or department during business hours, when not in use by themselves. In the event that a staff member refuses or fails to make available the Contractual Motor Vehicle, the staff member's access to the motor vehicle may be removed at the discretion of the University and/or the staff member may be subject to disciplinary action for failure to comply with this Procedure.

5. Vehicle Infringements

5.1 All parking fines, speeding or traffic infringements incurred whilst in possession of a University Motor Vehicle are the personal responsibility of the Vehicle Custodian and will not be paid or reimbursed by the University.

5.2 In the event that the University receives a infringement notice for any University Motor Vehicle, the Vehicle Custodian will be nominated as the driver at the time of the offence. The University will contact the relevant authority and have the parking, speeding or traffic infringement transferred into the name of the Vehicle Custodian and the relevant authority will then send the infringement notice directly to the relevant staff member.

5.3 In the event that the vehicle was driven by an alternative Approved Driver at the time of the offence, the Vehicle Custodian is responsible for nominating the correct person as driver to the relevant authority.

5.4 In the event that the University is unable to nominate the Vehicle Custodian as the responsible driver at the time of the infringement (for example, in the event of a parking fine), the University will forward the infringement notice directly to the Vehicle Custodian for payment. In this circumstance, the Vehicle Custodian is still personally responsible for payment of the fine directly to the relevant authority by the due date.

5.5 In the event that a staff member refuses or fails to make payment of the parking, speeding or traffic infringement, the staff member's access to the University Motor Vehicle may be removed at the discretion of the University and/or the staff member may be subject to disciplinary action for failure to comply with this Motor Vehicle Procedure.

6. Fleet Card

6.1 Vehicle Custodians are responsible for the appropriate use of their Fleet Card. Fleet Cards are to be used only for the payment fuel, servicing costs, oil, tyres, carwashes, car wash products, windscreen wiper blades or any other products reasonably required to maintain the University Motor Vehicle in a clean, safe and roadworthy condition.

6.2 The Fleet Card is not available for personal expenditures or any purchases other than those required to maintain the University Motor Vehicle in a clean, safe and roadworthy condition.

6.3 The Fleet Card is not to be used to purchase any services or products for any vehicle other than the allocated University Motor Vehicle.

6.4 Vehicle Custodians must provide the service station operator with a correct odometer reading for the allocated University Motor Vehicle each time the fleet card is used for a fuel purchase.

6.5 The University, in conjunction with our external fleet management provider, will monitor the use of Fleet Cards to identify any unauthorised or inappropriate usage. A staff member who uses a Fleet Card for unauthorised purposes may be subject to disciplinary action for failure to comply with this Motor Vehicle Procedure.

6.6 Loss of a Fleet Card must immediately be notified to the head of department or manager, and the University's fleet management supplier, who will arrange for cancellation and re-issue of a replacement Fleet Card.

7. Citylink and Eastlink Transponders (eTags)

7.1 If a Vehicle Custodian travels on a tolled road or freeway in a University Motor Vehicle for private use, the Vehicle Custodian is personally responsible for all charges related to the private use of the tolled road or freeway. The University will not accept any financial responsibility for private use of tolled roads and freeways, as this would result in an FBT liability for the University.

7.2 The Vehicle Custodian may submit a claim for reimbursement for any tollway charges incurred whilst undertaking Business Travel in a University Motor Vehicle. All claims for reimbursement are to be made in accordance with the procedures outlined by Financial Services and are subject to approval by the relevant head of department or manager.

7.3 Vehicle Custodians are reminded that an appropriate tollway pass or account is required for travel on Citylink, Eastlink or any other tolled road or freeway. The Vehicle Custodian is responsible for all penalties incurred and the payment of any fines arising from travel on a tollway.

8. Failure to Comply with Conditions of Use

8.1 Vehicle Custodians are responsible for ensuring that alternative Approved Drivers given access to their Contractual Motor Vehicle are aware of these Terms and Conditions of Use.

8.2 The University will not accept any financial loss resulting from failure to comply with any of the Conditions of Use as outlined above. Vehicle Custodians will be responsible for the payment of any costs or repair bills incurred due to misuse of a University Motor Vehicle or Fleet Card and the University may take disciplinary action against the staff member for failure to comply with the Motor Vehicle Procedures.

8.3 In the event that inappropriate use of the University Motor Vehicle leads to an insurance claim for a University Motor Vehicle, the University may recover the amount of the insurance excess from the relevant staff member.

8.4 The University will monitor driver behaviour by reviewing accident claims, unexpected vehicle repair costs, infringement notices and parking fines. If at any time the University has concerns about a staff member’s driver behaviour, the University reserves the right to require the staff member to attend driver counselling and/or safe driving education courses.

8.5 Where persistent failure to exhibit appropriate driving behaviour and safe driving practices occurs, and the staff member fails to improve his or her driving safety performance to an acceptable level after receiving driver counselling and/or safe driving education courses, the University may elect to withdraw approval for the staff member to access a University Motor Vehicle.