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.

The Driver

You agree and acknowledge that:

(a) Only the person who has completed and signed the Authority to Drive Form may drive a UNE vehicle and must be over the age of eighteen (18) years of age;
(b) You must not allow any other person to drive the Vehicle.
(c) You will be held personally liable if you allow another person to drive the Vehicle, and you will be held personally responsible for the acts and omissions of any other person that you allow to drive the Vehicle.

Use of the Vehicle

You agree that if you breach any of these terms and conditions, you will not be permitted to drive any UNE Vehicles for a
period of time determined by Fleet & Logistics. You agrees to:

(a) Comply with the all relevant Australian, State and Territory road rules;
(b) Comply with the Vehicle’s manufacturers handbook;
(c) Drive at a speed that does not exceed the speed limit;
(d) Drive in a manner which minimizes risk to yourself and other, and minimizes risk of damage to the vehicle and property; and
(e) Drive in accordance with UNE workplace health and safety requirements, including taking a break of at least 15 minutes every two hours to manage fatigue.

You must not:

(a) Garage a UNE Vehicle at your home without written permission from UNE’s Chief Financial Officer;
(b) use, or allow the Vehicle to be used, for any illegal purpose, race, contest or performance test of any kind;
(c) use, or allow the Vehicle to be used, to push anything;
(d) carry, or allow the Vehicle to carry, more passengers than may be properly accommodated by the seat belt restraints provided in the Vehicle and must ensure that each passenger in the Vehicle appropriately uses the seat belt restraint;
(e) be under the influence of alcohol, drugs or have a blood alcohol or drug content that exceeds the legal limit in New South Wales;
(f) use or allow the Vehicle to be used to carry passengers for payment of any kind, without consent from Fleet & Logistics;
(g) use or allow the Vehicle to be used to carry animals;
(h) use the Vehicle when it is damaged or unsafe;
(i) drive the Vehicle after an accident or hitting an object (including an animal) until you have obtained prior written consent from Fleet & Logistics to do so, where reasonably practicable;
(j) use the Vehicle to transport goods, except in compliance with all necessary approvals, permits, licences and government requirements (to be obtained at the Hirer’s cost)
(k) smoke within the Vehicle or allow any other person to smoke within the Vehicle at any time;
(l) use the Vehicle to carry any inflammable substance which has a flash point under 22.8°C or any other explosive or corrosive substances;
(m) use the Vehicle for the conveyance or towing of any load unless the load is correctly loaded and secured and not in excess of that for which the Vehicle was manufactured; or towing, the Vehicle is fitted with a tow bar; and the conveyance or towing is undertaken in accordance with the Manufacturer’s Specifications; and
(n) use the Vehicle in contravention of any law.

You acknowledges that:

(a) infringements issued to you or in relation to UNE Vehicles whilst being driven by you will be your personal responsibility and must be paid by you. UNE will not accept any responsibility for payment of penalties incurred in relation to a UNE Vehicle while being
driven by you.
(b) If UNE is issued with an infringement notice in relation to a UNE Vehicle for a traffic or parking offence which occurred whilst the Vehicle was being used by you or under your control, you will take full responsibility for that infringement.

Where the Approved Driver Can and Cannot Drive the Vehicle

You must only use the Vehicle on a road which is properly formed and constructed as a sealed metaled or gravel road unless the Vehicle is a 4-wheel drive (4WD) Vehicle;

You must not, unless authorised in writing by UNE, drive or take the Vehicle more than 120 kilometers from UNE’s Armidale campus (or your base Campus).

It is a Government requirement to complete log books for fleet vehicles.

A log book is located in each UNE Vehicle. The log book must be completed by you, the driver for each trip. Multiple journeys made in any one day may be treated as a single journey as long as the trips are concurrent (i.e. one after the other). Failure to complete and sign the log book may lead to the journey being deemed by the Australian Taxation Office as assessable for fringe benefits tax (FBT) purposes. This may result in the vehicle FBT being reported on your personal group certificate.

If you have a salary package or contract vehicle, you must itemize your private and business use by the end of each month, to minimize FBT to you and UNE. You must forward the log book to Fleet & Logistic at the end of each calendar month.

The nominated staff member from Departments, Faculties & Schools, responsible for specifically allocated vehicles, must forward the log book to Fleet & Logistic Services at the end of each month.

All UNE Vehicles have a UNE identification decal affixed to the Vehicle. This decal should not be removed. All UNE Vehicles have a first aid kit in the glove compartment. If a replacement is required, please contact Fleet & Logistics. The driver must keep both the interior and exterior of the Vehicle in a clean and tidy condition and to maintain a safe level of visibility through all windscreens, mirrors and windows.

The driver must:

(a) Immediately report any defects in the vehicle to Fleet & Logistics;
(b) Immediately report any injury to persons or damage to the vehicle to Fleet & Logistics;
(c) maintain all of the Vehicle’s engine oils and engine coolant levels to the Manufacturer’s Specifications, provided that UNE has provided the Vehicle to you with engine oils and engine coolant at levels which reflect the Manufacturer’s Specifications;
(d) keep the Vehicle locked when it is unattended and the keys under your personal control at all times; and
(e) comply with all applicable seat belt and child restraint laws.

When the scheduled service is approaching the driver is to contact Fleet & Logistics to arrange a time to service the vehicle that suits both parties.

If roadside assistance is required please refer to Vehicle Incident and Breakdown Procedure set out in FLS vehicle folder provided at the time of vehicle collection. You must not have repairs to the Vehicle carried out unless Fleet & Logistics authorises you to do so in writing.

If you return the Vehicle in an excessively poor condition (excluding Fair Wear and Tear), you may be required to pay the cost of any professional cleaning or odour extraction reasonably incurred by Fleet & Logistics.

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.

All UNE Vehicles are insured through UNE’s commercial fleet motor vehicle insurance policy. In the event of a claim being made against the insurer, a general claims excess or cost of repairs (whichever is the lessor) will apply. The cost center and/or you will generally be responsible to pay the general claims excess. The general claims excess is currently $1000 or cost of repairs (whichever is the lessor).

The following excesses may also apply (and be payable by the cost center and/or you) in addition to the general claims excess:

(a) Driver under 21 years of age
(b) Driver under 21 years of age with less than 2 years driving experience
(c) Driver 21 and under 25 years of age
(d) Driver 21 and under 25 years of age with less than 2 years driving experience
(e) Driver over 25 years of age with less than 2 years driving experience

For claims that involve heavy vehicles & mobile plant:

(a) If you vehicle is a prime mover and was being driven, operated or was in control of a person aged under 25 or over but with less than 2 years experience then a $5000 excess will apply.

(b) If your mobile plant was being driven by or was in control of a person aged under 21 years of age the a $1000 excess will apply.

(c) If your mobile plant was being driven by or was in control of a person aged 21 years but under 25 years then a $500 excess will apply.

You will be required to pay the cost of the insurance and repairs to the Vehicle and will liable for loss and damage where:

(a) You were driving under the influence or alcohol or drugs
(b) You were unlicensed
(c) You were speeding and an accident occurs
(d) You were driving negligently and an accident occurs
(e) You were not driving with due care and an accident occurs

Where you are liable for loss or damage, you must pay to UNE:

(a) any appraisal fees actually and reasonably incurred;
(b) any towing and storage costs actually and reasonably incurred;
(c) a reasonable administrative fee reflecting the cost of making arrangements for repairs and towing and other administrative activities;
(d) the loss, damage, repair cost or fee as reasonably determined by UNE’s insurer

UNE will provide details you of the final cost of the loss, damage or repair on request by you and within a reasonable period of time. These details will include supporting documentation such as copies of the assessment, repair, towing and assessing invoices and photos of damage where available.

Property in Vehicles

Unless UNE or an UNE employee acting in the course of their employment is negligent, or fraudulent, UNE is not liable to any person for any loss of, or damage to any property:

(a) left in the Vehicle after its return to UNE; or
(b) stolen from the Vehicle or otherwise lost during the Hire Period.

You must return the Vehicle to Fleet & Logistics:

(a) to the place, on the date and by the time shown on the online Vehicle booking unless you have agreed a change prior to the return date and time and Fleet & Logistics has agreed to the change; and
(b) in the same condition as it was when you first collected the Vehicle from Fleet & Logistics, Fair Wear and Tear excepted.

If you:

(a) return the Vehicle at a later date or time than that shown on the online Vehicle booking;
(b) return the Vehicle to a place other than that shown on the online Vehicle booking; you may be required to pay Fleet & Logistics’ costs to retrieve the Vehicle.

Fleet & Logistics may request the immediate return of the Vehicle, or Fleet & Logistics may recover the Vehicle without notice, if Fleet & Logistics reasonably suspects that:

(a) the Vehicle is being used in a way that is in breach of these Terms and Conditions; or
(b) damage to the Vehicle, or injury to persons or property, is likely to occur.

If you do not return the Vehicle on the date and by the time shown on the online Vehicle booking (or any extended date or time agreed with Fleet & Logistics in writing or updated on the online Vehicle booking) then:

(a) after taking reasonable steps to contact you and if the location of the Vehicle is unknown, Fleet & Logistics may report the Vehicle as stolen to the police; and 
(b) you must compensate UNE for any loss UNE suffers (including all reasonable additional costs UNE incurs in recovering the Vehicle) up to the time that the Vehicle is recovered by UNE.

If you have breached the Authority to Drive Form or these terms and conditions and the breach has caused the downtime of the Vehicle, you may be liable to pay a per day loss of use payment.

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.