Fleet Vehicle Booking and Information
How to book a vehicle
Bookings can be made via your respective
Campus Services/Security office. The following information must be provided at the
time of booking:
- Start time of booking
- End time of booking
- Name of driver
- Contact Number
- Destination
When booking a vehicle please ensure that you allow adequate time at the beginning and end of the booking to cover any circumstances beyond your control.
If you require the use of a Four Wheel Drive / Bus, booking requests must be via a CS21 (Application for Use of a University Vehicle) form and be directed to the Mawson Lakes Campus Services/Security Administrative Staff for action.
Drivers of buses are required to provide
a copy of their licence, which will be filed at Mawson Lakes campus, prior
to the user driving a University bus.
Click on the bus icon to see current bookings for buses & four wheel drives prior to planning your next field trip
Please note that this 'view only' access is updated each Monday
Campus Services/Security staff will provide you with information on the collection and return of keys and location of the vehicle.
Accidents in University vehicles should be reported immediately to the Campus Services/Security Office.
Responsibilities
Please ensure you allow adequate time at the beginning and end of the booking to cover any circumstances beyond your control. This will ensure that you do not inconvenience the next user. Should you be late in returning the vehicle please contact the respective Campus Services/Security office immediately.
- Pool vehicles must be returned to the home campus with a full tank of petrol/fuel.
- Any vehicle fault / damage, irrespective of how minor, must be reported to Campus Services/Security Administrative staff for remedial action. (Campus Services/Security staff will advise if you are required to complete an Accident Report form.)
Vehicle issue
All University Pool vehicles are supplied with vehicle keys, logbooks, fuel cards and University Transit car-park swipe cards which are located in a blue vehicle specific folder and supplied upon collection. The folders are checked upon return of the vehicle to ensure that all articles are intact and the logbook has been correctly completed.
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Logbooks
The University of South Australia provides its drivers with a University vehicle specific logbook which drivers must complete for each journey taken.
If drivers of University buses are asked to provide a “National Driver Logbook” by an appropriate person/s of authority please advise the Officer/s
“The University of South Australia” does not carry person(s) for reward and therefore the University does not believe it falls within the definition of Commercial Bus adopted by the Act and Regulations, and therefore Part 3AA of the Act does not apply to the University of South Australia and National Driver Logbook is not required to be completed.
The University of South Australia will take all reasonable steps in ensuring that its drivers of:
- buses on long trips take a break every 5 hours, stopping and alighting from the vehicle for a minimum of 30 minutes to avoid driver fatigue.”
- cars on long trips take a break every 2 hours, stopping and alighting from the vehicle for a minimum of 10 minutes to avoid driver fatigue.”
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Fuel
All University Pool vehicles contain a Caltex Star Card for petrol purchases. Buses and Four wheel drives are also supplied with a Shell and Mobil fuel card. Petrol/fuel cards along with the vehicles odometer reading must be provided to the petrol station attendant when refuelling. Link to Caltex Trip Planner
Fuel Recharging will be incurred where a University Pool Vehicle (Car/Bus/4WD) is utilised for University business such as rural practicum, supervision, course related field trips and camps. Users will be charged at a nominated rate per kilometre travelled and this will be via a journal transfer to the user's nominated cost centre code. Please ensure your cost centre details are recorded in the logbook.
LPG Vehicles - Refueling
The Fleet of Pool vehicles includes a number of dedicated LPG vehicles. For information on how to refuel a LPG vehicle please click on the video link http://www.lpgautogas.com.au/refueling_demo.htm
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Breakdown, accident and damages
University leased vehicles are covered by the relevant manufacturer for 24 (twenty four) hour Roadside assistance. The LeasePlan EASY Guide contains all emergency contact numbers and is located in the vehicle specific folder.
Drivers must report to Campus Services/Security any damage sustained or any involvement in an accident immediately upon return of the vehicle to the home Campus. The driver must complete the “Lumley General Insurance Accident Report” (a copy is kept in the glove box) and must be forwarded to Campus Services/Security Administrative staff for immediate action.
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Cleaning
It is the users responsibility to ensure the vehicle/s are returned to campus in a clean and tidy manner. When a vehicle has been used it is the Division/School/Unit responsibility to ensure the vehicle is washed and vacuumed prior to returning the vehicle to campus.
Vehicles that are returned to Campus in an untidy state will be detailed by an external provider and the costs of this detailing will be incurred by the users cost centre code.
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Vehicle safety
The University of South Australia will take all reasonable steps to ensuring that its employees and students work in a healthy and safe environment. Schools and Units have a responsibility to ensure safe driving practices are implemented. Employees and Students who use UniSA fleet vehicles have a responsibility to drive safely, to assist in maintaining vehicles are in a safe condition, report suspect or unsafe vehicle conditions and to demonstrate safe driving practices to other road users.
The use of hand held mobile phones without hands free communication system in traffic is an offence by law. Drivers must comply with all laws relating to the driving of vehicles.
For Road Safety tips please click on the following link: http://www.infrastructure.gov.au/roads/safety/index.aspx
Other useful Road Safety links:
- How quickly will I stop
- Will you stop on time
- Fatigue - The hidden killer
- First Aid - Before help arrives
- Travel safely in Australia
For further information on Vehicle Safety please refer to Australian Government Department of Infrastructure, Transport,Regional Development and Local Government link: http://www.infrastructure.gov.au/roads/vehicle_regulation/vehicle/index.aspx
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Traffic expiation
If a traffic expiation notice or parking infringement is received for a University Fleet vehicle the notice will be referred to the person allocated to the vehicle at the time of the offence. You will be expected to meet payment within the time specified on the offence notice.
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Overnight bookings
If University Pool Vehicles are required to be used overnight, bookings must be requested by completing the CS21 Form: Application for Use of University Vehicle detailing the reasons why the vehicle is required overnight.
Only bookings directly related to University business such as rural Practicum supervision and Course related Field Trips or Camps exempt the University from FBT implications. All other over night usage is FBT applicable - refer to ATO FBT link www.ato.gov.au
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Fringe Benefits Tax (FBT)
The University is subject to the requirements of the Fringe Benefits Tax legislation of the Australian Tax Office and strict conditions apply to the overnight use of vehicles. The University Pool Vehicles can only be used for official University business. They cannot be used for private purposes, as such use would incur Fringe Benefits Tax.
The guidelines for staff on FBT are set by the Australian Taxation Office and it is a requirement that Campus Services/Security Administration staff check and file completed CS21 forms. All University pool vehicles have logbooks as a requirement of the Australian Taxation Office for FBT auditing purposes. Campus Services/Security is required to keep a copy of the Logbooks and CS21 forms for seven years for FBT reporting purposes including the details of the type of trip, reasons for taking vehicles off campus and cost centre details.
Parking on other campuses
City East, City West, Mawson Lakes & Magill
Transit parking is available in designated bays at City East, City West, Magill and Mawson Lakes Campuses. These bays are within Reserved car parks and are clearly signed “Transit Parking”.
Please note, if a staff member is unable to find an available park in the Transit Car Parks on arrival at City East / City West campuses, the onus is on the staff member to seek alternative parking in a Public Car Park within the CBD.
If a staff member is unable to find an available park in the Transit Car Parks on arrival at Magill / Mawson Lakes campuses, the onus is on the staff member to find alternative parking in the “Unreserved Car Parks” on campus.
Please click here for further information on Transit Car Parking.