Long-Term Vehicle Hire
Procedures
Intent
To provide direction on the requirements of leasing a vehicle from the JCU Vehicle Section Estate Office. These procedures are to be read in conjunction with the Vehicle Policy.
Scope
All University vehicles, regardless of the funding source, whether motorised or not, which require registration by the relevant transport authority and which are available for Long Term Hire from the Estate Office Vehicle Section.
Definitions
Agreement – Long Term Vehicle Hire Agreement between the Hirer and the Estate office, to hire the vehicle long term.
Head – Head of School, Discipline, Division or Office.
Off Road – Any use other than on formed gravel or sealed roads.
Schedule – Internal charges – Schedule of Recommended Fees as published on the Financial and Business Services web page.
Long Term Hire – Any vehicle hired from the Vehicle Section for a period of 13 financial periods or more.
Vehicle – Any vehicle including, but not limited to, Cars, Utilities, Trucks, Motorcycles, Tractors, Mowers, Forklifts, Electric Vehicles, Trailers, etc. liable to be registered as defined in the Transport Operations (Road Use Management Act – Vehicle Registration) Regulation 2010 Part 3.
Vehicle Section – The Vehicle Section of the Estate Office.
Procedures
1. Acquisition and Disposal - Long term hire
a) The Vehicle Section, in accordance with University Purchasing Policy and Procedures and State Government Purchasing Policy, is responsible for the purchase and disposal of all University vehicles.
b) Organisational Units requiring exclusive use of vehicles are required to enter into a Long Term Vehicle Hire Agreement for the specified period (minimum period of 13 financial periods).
c) Safety accessories such as fire extinguishers, cargo barriers and other safety items will be fitted as appropriate following risk assessments and in accordance with Australian Standards, Queensland Transport Code of Practice and Workplace Health and Safety requirements.
d) Other complying modifications or accessories, specifically required by the hirer or Organisational Unit, can be negotiated and may incur additional charges.
2. Identification
a) Vehicles will have the University insignia prominently displayed. In the event where discreet or undercover work is involved insignia’s may not be required.
3. Use of Vehicles
a) Vehicles are available for use for official business of the University and its associated bodies. Except in an emergency situation, vehicles may not be used for private purposes.
b) Vehicles are only to be used in accordance with the Long Term Hire agreement between the department and Estate Office Hire or Service Agreement.
c) During the period of a Long Term Hire Agreement the Organisational Unit is required to maintain a log detailing start and finish times, start and finish odometer readings, destination and driver signature, for each use of the vehicle.
d) University long term hire vehicles are not to be used for private purposes.
e) Members of the public, including relatives of University personnel, may only be carried as passengers following completion and lodgement of the appropriate form: refer link below.
f) Household pets may not be carried at any time.
g) Four Wheel Drive and All Wheel Drive vehicles may only be used “off road” with the prior written approval of the Vehicle Section, Two wheel drive vehicles (including buses) are not to be taken off road or used in any rough terrain areas.
h) University vehicles may only tow trailers that have been designed for the purpose and are legally registered with the appropriate authority. The driver must ensure that neither the towing capacity of the vehicle, the tow ball download, or the trailer’s load capacity or any combination of these is exceeded.
i) Vehicles are not to be involved, or give the appearance of being involved, in community protests of any nature.
j) Smoking is not permitted in University vehicles.
k) Drinking alcohol is not permitted in University vehicles.
l) First Aid kits are required to be kept in the vehicle at all times and are the responsibility of the Organisational Unit.
4. Driver Requirements / Responsibilities
a) The vehicle may be driven by any authorised member of staff of the University for official business purposes only. Private use of vehicles is not permitted.
b) Drivers must hold an appropriate Australian Open or P2 (Green P) Drivers Licence for the vehicle they are driving. An appropriate machinery certification is required when hiring machinery. It is the driver’s responsibility to ensure validity of licence and appropriate class of vehicle. Holders of Provisional P1 (Red P’s) Licence are unable to drive University vehicles under this policy. Hirers with International Licences must hold a valid Driver’s Licence written in English or an International Drivers Licence and present this to vehicle staff prior to hire for validation. It is the responsibility of the driver to supply their own “P” plates when hiring a vehicle.
c) Before driving a vehicle, drivers should make themselves familiar with the features of the vehicle
d) Four Wheel drive vehicles may only be driven by those persons who have completed an approved Four Wheel Drive training course delivered by a Registered Training Organisation.
e) Persons other than regular staff members whom are undertaking University related business, such as post-graduate students, visiting academics, government officials, consultants and volunteers, may be authorised to drive University vehicles, subject to the approval of the relevant Head.
f) Undergraduate students are not normally eligible to drive University vehicles, however with the written application of the relevant Head permission may be granted.
5. Vehicle Charges
g) Charges will be levied in accordance with the Schedule. The long term hire of a vehicle constitutes acceptance of all fees and charges associated with the hire.
6. Parking and Traffic Violations
a) The vehicle driver is responsible for the payment of any fine or other penalty due in regard to parking or traffic offences incurred whilst driving a University vehicle. The Vehicle Section will forward any infringement notices received to the relevant driver. If no response is provided the Vehicle Section will action as appropriate.
b) On journeys where there is more than one driver and in the absence of evidence to the contrary, the driver in whose name the vehicle is booked will be held responsible.
7. Security and Garaging
a) Vehicles are to be locked whenever they are left unattended, with the keys remaining in the possession of the authorised driver.
b) Vehicles will be garaged on University property.
c) Overnight home garaging is permissible after lodgement of the appropriate Request Form (refer link below) if the hirer is travelling directly to work off campus and their departure time is prior to 8.00am and/or the vehicle is to return after 8.00pm.
8. Registration and Insurance
a) The Vehicle Section will arrange appropriate registration and insurance of vehicles to a common due date.
9. Accidents and Damage
a) The Vehicle Section will arrange emergency breakdown cover for all vehicles. Each vehicle contains procedures in the event of breakdown.
b) It is the responsibility of the driver to report any vehicle accident to the Police Service or other relevant authority in accordance with current legislation.
c) Any vehicle damage is to be reported promptly by telephone or email to the Vehicle Section and the relevant forms provided in the logbook are to be submitted as soon as practical.
d) The cost of accident repairs or the insurance excess amount (whichever is the lower) is the responsibility of the hirer or Organisational Unit.
e) The cost of repairs caused by misuse or damage is the responsibility of the hirer or Organisational Unit. Regardless of cause, all vehicle damage should be reported promptly to the Vehicle Section.
10. Care and Maintenance
a) The Vehicle Section will provide and maintain vehicles in a roadworthy condition.
b) All vehicles are to be made available to the Vehicle Section, by arrangement, for periodic servicing, maintenance, cleaning and fire extinguisher checks (where applicable) as required.
c) Charges for repairs, maintenance, cleaning etc. will be made as per the Schedule.
11. Fuel Purchases
a) Fuel purchases are to be made using the fuel card provided with each vehicle. Each card is vehicle specific and may only be used for the vehicle for which it is issued.
b) The vehicle odometer reading must be provided to the attendant at each fuel purchase.
Related documents, legislation or JCU Statutes
Name of, and link to, relevant documents.
JCU Vehicle Fleet Policy
Vehicle Forms
JCU Long Term Vehicle Hire Agreement
Approval Details
Policy custodian: / Vehicle Fleet SupervisorApproval authority: / Deputy Director EO
Version no: / 01/13
Date for next review: / 06/01/14
Modification History
Version no. / Approval date / Implementation date / Details01/13 / Awaiting approval / 08/01/13