Fleet & Logistic Services

Rates are for the hire of vehicles provided by Vehicle & Mechanical Services. Fuel and routine maintenance are included in the hire.

• Fuel is Included
• Extras include major repairs or insurance excess, fines and tolls, cleaning fees and refueling fees

Additional Costs:

$1000-1300 excess for any damage caused to the vehicle while on hire. This includes tyres, windscreen, panel and interior condition damage.

Please note rates are reviewed on a regular basis and are subject to change. Please check with Fleet & Logistic Services if you have any further enquiries.

Vehicles Available for Hire

Below is a list of vehicle types, and number of each available. If you have needs in regards to manual or automatic vehicles, please contact Fleet & Logistic Services on 6773 2084.

NB: RTA log book is required when using buses outside a radius of 100 kilometres from the University.

Additional Details:

• LR license is the minimum requirement to drive a Coaster bus.
• A cleaning fee may be imposed at the discretion of the fleet supervisor on vehicles returned in filthy condition.
• A refuelling fee may be imposed at the discretion of the vehicle pool staff on any vehicle returned not refuelled.

If you have issues with any of these forms not opening up the best browsers to use for Mac & Windows computers are Chrome & Firefox. If these forms still won't open for you after trying these browsers, please contact Fleet & Logistic Services direct on 6773 2084.

• Vehicle - Authority to Drive Form
• Vehicle - 4WD DVD Test Form (PDF, 420.3 KB)
• Vehicle - Claim Form (PDF, 1154.99 KB)
• Drivers Licence Update Form

Where a staff member requires a bus (including mini-bus) for use on University Business, they should follow the guidelines in this document. Note that selection of mode of transport should be made after consideration of needs and risk.

The preferred bus solutions (in order of preference) are noted below. Please select a preferred option in preference over another option unless it is not available or it is not suitable due to special circumstances. Where an option is not listed it should not be used except with approval from the Head of School and Strategic Procurement prior to commencing the trip.

Options (in order of preference with most preferred listed first) include:

• UNE fleet vehicle (with UNE staff driver)
• UNE fleet vehicle (with non UNE driver who is a registered volunteer)
• Hire company bus (with UNE staff driver)
• Hire company bus (with non UNE driver who is a registered volunteer)
• Service provided by a registered passenger company

Where the service is not provided by a registered passenger company then the following guidelines must be followed:

Where a staff member or non UNE driver (who is a registered volunteer) undertakes to drive a mini­ bus on University business, the following guidelines must be complied with:

1. The driver must hold a current Drivers Licence, applicable to the vehicle type
2. The driver must provide the Licence to Fleet & Logistic Services staff on the day of hire where a UNE fleet vehicle is used
3. Travel Policy and Guidelines must be followed
4. Vehicle must be roadworthy, registered and insured (CTP and Comprehensive)
5. Detailed itinerary to be provided prior to departure
6. No more than 7 hours driving in any one day
7. Breaks from driving must be taken every two hours
8. Where trips are one day outings (or multiple days), the driver must be given adequate opportunity to rest between drives during each day
9. Where driving small rigid vehicles is not part of normal duties, staff member may volunteer for driving but must not be coerced.

Drivers must fill the Vehicle only with the fuel type specified in the Manufacturer’s Specifications. The driver before taking the vehicle should ensure that you obtain a fuel card form Fleet & Logistics for purchases of fuel at Ampol and BP service centres who are contracted suppliers for UNE. You must return the Vehicle with a full tank of fuel. If you return the Vehicle without first refuelling, Fleet & Logistics will charge the authorised driver's account code (as per booking) for the costs associated with arranging to fill the Vehicle with fuel.

Fuel purchases are available 7 days per week from most Ampol and BP Service Stations. A list of fuel locations can be found at their web sites.

• Ampol
• BP

UNE vehicles are equipped with number plate recognition and therefore no longer require an E Toll tag. Debts incurred will be charged monthly to applicable account code nominated in relevant vehicle booking.

You must immediately contact the police if you are in an accident. You should also contact Fleet & Logistics (6773 2084 or 0419 490 145) as soon as possible after the accident.

Please refer to the fleet folder for details about what to do in the case of an accident.

Vehicles may be allocated to a Faculty, Directorate, School, Department, College or Research Centre for official use only and these areas will meet all costs of the vehicle. It will be necessary to nominate a staff member to be responsible for the vehicle.

Department Service Vehicles are not to be used for Personal use. Personal use includes travel to and from home. Any inappropriate use of the University Vehicle will be the responsibility of the nominated staff member including all resulting costs.

Fleet & Logistic Services in conjunction with the Chief Financial Officer and Chief Operations Officer will review vehicle purchases and sales as required.

• All motor vehicles owned, financed and/or leased by the University, regardless of where the funds originated, are the property of the University. Vehicle purchase options are made at the discretion of the Chief Financial Officer.
• New residents or visitors to New South Wales (NSW) from interstate or internationally are required to comply with the Services NSW licence requirements. Information can be found on the Services NSW website.
• Any person, whose driving licence has expired, been suspended, cancelled or altered in any way, must inform Fleet & Logistic Services Supervisor in writing, including the reason for the change, within 48 hours. The person must cease driving University Vehicles immediately and must not use any other vehicle for University purposes.
• All vehicle drivers may park a UNE car at their home overnight where returning the vehicle to the UNE would involve a return journey in excess of 50 km's, after or before working hours, provided this is arranged with the Vehicle Pool.

Refer to the UNE Travel Procedure for guidance on circumstances under which staff are permitted to use their own vehicle on official business. Staff using their own vehicle for University business should be aware that their vehicle is not covered under the University's insurance. The remuneration claimed for the use of a private vehicle for University business has a component which covers running costs, wear and tear etc.

Remuneration for the use of an employee's vehicle will be at the rate set in the most recent UNE Professional Staff Workplace Agreement, & UNE Academic & ELC Staff Workplace Agreement  and the vehicle must be covered by insurance for business use. Proof of the insurance document should be lodged with the Travel Officer.