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TABLE OF CONTENTS
1.
PURPOSE ........................................................................................................................1
2.
AUDIENCE .......................................................................................................................1
3.
DEFINITIONS ...................................................................................................................2
4.
5.
6.
7.
8.
9.
10.
11.
MAINTENANCE ...............................................................................................................5
12.
13.
14.
15.
16.
LEGISLATION ..................................................................................................................7
17.
18.
1.
PURPOSE
1.1
1.2
1.3
2.
AUDIENCE
2.1
3.
DEFINITIONS
LTNZ
NZTA
University
UOS
Department
University
University
Vehicles
Vehicle Pool
Vehicle
Administrator
Fleet Manager
4.
GENERAL PRINCIPLES
4.1
Breaches of Policy
Any deliberate breach of this policy may be seen by the University as
being misconduct or serious misconduct, and may result in
disciplinary action, possibly including termination of employment or
student disciplinary action.
4.2
Previous Policies
Previous policies relating to taxis, rental cars, and private vehicles are
now included in the Travel and Entertainment Expenses Policy.
5.
6.
5.2
5.3
5.4
5.5
APPROVED DRIVERS
6.1
7.
6.2
6.3
6.4
6.5
6.6
8.
9.
7.2
7.3
7.4
7.5
University vehicles may only be used if they are fit for purpose.
Some University vehicles may not be suitable for the transportation of
sensitive, expensive or hazardous equipment and materials.
VEHICLE SOURCING
8.1
8.2
8.3
8.4
The sourcing event will include Total Cost of Ownership (TCO) or Total
Cost of Leasing (TCL) analysis which will assist in determining
whether to purchase or lease for that particular sourcing event at that
point in time. This analysis takes into consideration purchase price,
environmental impacts, safety ratings, servicing costs, disposal costs.
8.5
The sourcing event will consider a range of vehicles that would meet
the requirements, and will also consider fit-out requirements.
8.6
8.7
8.8
All sourcing decisions will have regard to the need to ensure that
vehicles are fit-for-purpose however as far as practical the University
fleet will be standardised.
FLEET MANAGEMENT
9.1
10.
9.2
9.3
9.4
9.5
9.6
9.7
Departments may request wild card fuel cards that are not
associated with a specific vehicle however the issue and use of these
cards must be carefully monitored by the relevant Finance Manager.
VEHICLE DISPOSAL
10.1 The Fleet Manager will arrange disposal of all University vehicles.
10.2 In conjunction with the sourcing events, Financial Services will coordinate with the Fleet Manager who will consult faculties and service
divisions twice per year regarding vehicle disposals.
11.
MAINTENANCE
11.1 University vehicles should be well maintained and returned to the pool
in a clean and tidy condition. All approved drivers must ensure that
maintenance needs, faults or damage are reported promptly to the
Vehicle Administrator.
11.2 All approved drivers are responsible for ensuring their vehicle is in
good and safe working condition for driving, and are additionally
responsible for the safety of any passengers they may transport. For
example, this means that approved drivers must satisfy themselves
that standard safety features such as seatbelts and headlights are
functioning prior to commencing a journey.
11.3 It is the Vehicle Administrators responsibility to ensure that all
maintenance and servicing requests by the Fleet Manager are
complied with and to ensure the vehicle is displaying a current
warrant of fitness and registration.
11.4 The vehicle must be made available for inspection by the Fleet
Manager or other nominated person as and when required.
11.5 Any personal items left in a University vehicle are left at the risk of
the owner. The University will not assume responsibility for any loss
or damage to personal items.
12.
13.
13.2
13.3
13.4
13.5
13.6
13.7
13.8
The driver must NOT enter into any discussion of liability for an
accident.
13.9
The Vehicle Claim form is available from the Financial Services page
of the staff intranet.
13.10 Where the damage involves another vehicle, the name and address
of the other driver, details of their insurance company and details of
the other vehicle should be obtained. Where damage involves other
property, the identity of the property owner must be established.
13.11 No repairs should be undertaken without first contacting the Fleet
Manager. The costs of a temporary replacement vehicle are not
covered by the Motor Vehicle Insurance.
13.12 Deductibles do apply for each claim and vary depending on the age
of the driver. Please refer to the Insurance summary document as
noted below (section 17) or contact the Universitys Risk Manager.
13.13 If an accident occurs while the approved driver is under the influence
of alcohol, drugs, or medication which may impair the ability to drive
safely, or not holding a valid licence for the vehicle type, or carrying
unapproved or dangerous goods inappropriately, the presence of
which was the sole cause, or a material contributing cause, of the
accident or damage, the Universitys insurance is invalid and the
driver will be held personally liable.
14.
15.
16.
14.2
14.3
Drivers are to remove all valuable items from the vehicle whilst
parked or ensure valuables are placed out of sight to remove
temptation from would-be thieves.
14.4
POOL VEHICLES
15.1
15.2
LEGISLATION
17.
RELATED DOCUMENTS
Insurance Summary
Driver Agreement Form
Travel, Entertainment and Expenses Policy
18.
November 2010