Fleet Vehicle Booking and Information
How to book a vehicle
The following procedure applies to the booking of Pool vehicles. When
staff are required to book a pool vehicle to perform University business
they must contact the FM Assist office located on their home campus in the
first instance. If all of the home campus pool vehicles are
unavailable then the FM Assist Officer will ask the employee if they would
like to book a pool vehicle from another campus. The FM Assist Officer
will then try to locate another available pool vehicle from another campus.
Staff will then be required to collect and return the pool vehicle to its
dedicated campus. Students, voluntary workers, external bus drivers,
visiting academics, etc, require written approval from the Head of School
prior to utilising University Pool Vehicles. All 4WD and Bus booking
requests must be via a FM121
(formerly CS21)
(Application for Use of a University Vehicle) form and directed to the
Mawson Lakes FM Assist Operations Officers for action. Overnight Pool
Vehicle booking requests must also be via a
FM121 (formerly CS21) (Application for Use of a
University Vehicle) form and directed to the FM Assist Operations Officers
located on the campus from which the vehicle is to be booked. Without
exception, all practices with respect to the use of vehicles are
accountable and auditable.
Bookings can be made via your respective FM Assist (Campus Services) office. The following information must be provided at the time of booking:
- Pick Up Time
- Return Time
- Driver Name
- Telephone Number
- Div/Unit/School
- Cost Centre
- Destination
- Reason for travel
- Number travelling (including driver)
- Overnight Booking Y/N
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 FM121 (Application for Use of a University Vehicle) form (formerly CS21) and be directed to the Mawson Lakes FM Assist 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.
Please note that this 'view only' access is updated each Monday
FM Assist 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 FM Assist 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 FM Assist 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 FM Assist staff for remedial action. (FM Assist 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
All University of South Australia Pool Vehicles hold a vehicle specific Logbook which drivers must complete for each journey taken.
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Fuel Cards
- University Pool Vehicles (sedans and station wagons) are
supplied with a Caltex Star Card and or Shell card which
permits the users to refuel the assigned vehicle at these
Petrol Stations. The fuel card also has access to carwash
and oil. The only fuel type that
can be purchased on the fuel card is LPG, Unleaded or
Diesel. LeasePlan do not allow the card to be used to
refuel any other vehicle other than the one that it has been
assigned to. Fuel card along with the vehicles odometer
reading must be provided to the Petrol Station attendant
when refueling.
- In July 2010 Mobil confirmed that their fuel card
business (Mobil Card) will cease operation. Additionally
and effective immediately LeasePlan ceased ordering Mobil
fuel cards. Mobil fuel cards removed from pool vehicle
folders accordingly.
- All University 4WD’s and Buses are supplied with a Shell and Caltex Star Card which permits the users to refuel the assigned vehicle at these petrol Stations. The fuel card also has access to carwash and oil.
- In rural locations where the card carrying petrol
stations do not exist and staff need to refuel University
Pool vehicles at a non-card carrying petrol station, staff
should pay on a University Credit Card and seek
reimbursement through FM Assist by providing a copy of
the Promaster Expense Report together with a copy of the
receipt. For Fleet Management tracking purposes the
following details should be entered into ProMaster “registration
number of the vehicle”, the “name
of the driver” and the “date of
refueling”. FM Assist staff will obtain
approval and a cost centre from the Fleet Coordinator.
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.
Link to:
Caltex Trip Planner
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, un-roadworthy and damages
Drivers must report involvement in an
accident and provide all details to LeasePlan “Accident Management” by
calling 1800 64 64 22 direct. The LeasePlan Accident Management
booklet which lists the steps the driver needs to follow when involved in an
accident is located in the vehicle folder. Staff are also reminded of their
obligations under the University’s
OHSW&IM policy
to report all incidents, defects and
hazards to the University so that appropriate review and corrective action
can be taken.
Drivers must report if the vehicle is un
roadworthy or any damage has been caused to a University Pool vehicle
to FM Assist immediately for their urgent attention.
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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
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 FM121 Form: Application for Use of University Vehicle (formerly CS21) 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 FM Assist staff check and file completed FM121 forms. All University pool vehicles have logbooks as a requirement of the Australian Taxation Office for FBT auditing purposes. FM Assist is required to keep a copy of the Logbooks and FM121 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.
Drivers Licence
All Drivers of University vehicles must possess a current Driver license of the appropriate classification for the vehicle to be driven.
Work Diaries
An official legally
compliant
National Driver Work Diary
must be used to record
work/rest times for
drivers engaged in driving vehicles with a gross vehicle mass over 12 tonnes
or a bus with more than 12 seats including the driver’s seat
. A driver must, when driving a regulated heavy vehicle,
keep in the vehicle, a work diary containing records for the preceding 28
days if the driver is, or was, engaged in work 100km-plus from
the driver’s base (calculated ‘as the crow flies’).
NOTE: For drivers
of heavy vehicles engaged in work within 100km only, the
University Logbook must be completed for each journey.
The University of South Australia will take all reasonable steps in ensuring that its drivers of:
-
buses, engaged in work within 100km or 100km plus from base,
comply with the National Heavy Vehicle Driver Fatigue
‘Standard Hours’ regime for Bus & Coach operation 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.
Occupational Health, Safety and Welfare
Please click on the
Human Resources link for further information on the University Procedure
“Driving Vehicles While Working”
http://www.unisa.edu.au/ohsw/procedures/driving.asp