DECD Motor Vehicle Procedure

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1 Procedure DECD 14/8627 DECD Motor Vehicle Procedure Summary The DECD Motor Vehicle Procedure provides information and effective measures to ensure sound management of passenger and light commercial government vehicles Publication Date 15 December 2014 Review Date December 2017 Related Legislation/Applicable Section of Legislation Related Policies, Procedures, Guidelines, Standards, Frameworks Replaces Policy Officer (Name/Position) Public Sector Act 2009 Commissioner s Determination 3.2 Road Traffic Act 1961 DECD Manual Handling Procedure DECS Motor Vehicle Policy V5 and DECS Motor Vehicle Procedure V5. Ty Potticary, Senior Project Officer Procurement/Fleet Policy Officer (Phone) Policy Sponsor (Name/Position) Executive Director Responsible (Name/Position/Office) Applies to Key Words John Scalzi, Assistant Director, Procurement & Contracting Ross Treadwell, Executive Director, Infrastructure All DECD Staff All School Governing Council/School Council Members All Preschool Management Committee Members DECD Ministerial Committees Motor, Vehicle, Procedure, Fleet, Management, Pool, Licence, 1 DECD Motor Vehicle Procedure December 2014

2 Fuel, Service, Repair Status Approved by Current DECD Senior Executive Group Approval Date 4 December 2014 Version DECD Motor Vehicle Procedure V6.0 2 DECD Motor Vehicle Procedure December 2014

3 REVISION RECORD Date Version Revision Description December Include reference to standing approval for the transport of students in government vehicles. Ability for young people (up to 25) who are or have been under the Guardianship of the Minister to learn to drive in Fleet SA vehicles. Removal of reference to short term hire and use of private motor vehicles (these have been replaced with specific reference documents. Inclusion of Families SA specific information. CE s delegate changed from Director, Asset & Business Services to Assistant Director, Procurement & Contracting (Families SA delegate remains unchanged). 3 DECD Motor Vehicle Procedure December 2014

4 CONTENTS 1. TITLE PURPOSE SCOPE PROCEDURE DETAIL Strategic Fleet Management Vehicle Management Operational Fleet Management Long Term Hire Vehicle Management Fleet Emission Targets Executive Vehicles Registration Insurance Maintenance Pooling Vehicles Fleet Management Records of Use Home to Office Use Fringe Benefits Tax Client Code Long Term Hire Vehicles Lease Terms Delivery Timeframes and Collection Points Vehicle Specifications Vehicle Accessories Modifications to Existing Vehicles Vehicle Transfer Between Worksites Replacement Vehicles Return of Vehicles at End of Lease Vehicle Changeover DECD Motor Vehicle Procedure December 2014

5 4.4. Vehicle Use Approved Drivers and Licencing Requirements Passengers Conditions of Use Interstate Travel Fuel Cards Refuelling Travelling Breakdown and Emergency Assistance Service and Repair Unfair Wear and Tear Accident/Theft Traffic and Parking Infringements Driver Training and Education Programs ROLES AND RESPONSIBILITIES MONITORING, EVALUATION AND REVIEW DEFINITIONS AND ABBREVIATIONS SUPPORTING DOCUMENTS REFERENCES APPENDIX DECD Motor Vehicle Procedure December 2014

6 1. TITLE DECD Motor Vehicle Procedure 2. PURPOSE To ensure effective management of government vehicles in accordance with government and department requirements. This includes complying with the mandate within Commissioner s Determination 3.2 to lease all passenger and light commercial vehicles (up to 14 seats) from Fleet SA 1 and the Across Government Fuel and Lubricant Contract. This procedure is to be applied in conjunction with Fleet SA and LeasePlan policies, procedures and guidelines, and other relevant legislation. 3. SCOPE The procedure applies to all DECD employees, School Governing Councils/School Councils, Preschool Management Committees and Ministerial Committees operating within the DECD Procurement Authority. The procedure extends to all long term hire blue and black plated vehicles leased by the Department of Education and Child Development (DECD) through LeasePlan (on behalf of the South Australian Government Financing Authority Fleet SA). 4. PROCEDURE DETAIL 4.1. STRATEGIC FLEET MANAGEMENT The following are considered key requirements for successful fleet management: Management of operational needs fleet size and mix should match operational requirements. Vehicle selection make and model preferences should comply with government objectives towards safety and lowering carbon emissions. Vehicle maximisation maximising the use of all vehicles achieves significant financial benefits including a reduction in vehicle lease costs and fringe benefits tax (FBT) liabilities. Information management reviewing DECD s fleet performance and planning its future VEHICLE MANAGEMENT The department operates a centrally coordinated fleet function. DECD s strategic fleet objectives and the acquisition of long term hire vehicles are managed by the DECD Vehicle Management Team (DVMT) with the exception of Families SA s long term hire vehicles which are managed by Families SA Divisional Services, Business Support team. Contact details: DECD Vehicle Management Team Phone: School Governing Councils/School Councils are not required to comply with this mandate where vehicles have been funded solely from non-government funds. Governing Councils are approved to use Fleet SA to lease vehicles or purchase vehicles at State Government prices. Refer to Section 5 of the Administrative Instructions and Guidelines under the heading of Acquisition and Disposal of Real Property (Part 3, General Management Section 1). 6 DECD Motor Vehicle Procedure December 2014

7 Families SA Divisional Services, Business Support Team Phone: OPERATIONAL FLEET MANAGEMENT Long Term Hire Vehicle Allocation All vehicles operated by the department are allocated to particular worksites. The vehicle can be assigned as a pool vehicle or to a particular position where the officer requires frequent use of a vehicle to perform his/her duties. Commissioners Determination 3.2: Employment Conditions Remuneration Allowance and Reimbursements is the governing policy regarding the permanent, regular and occasional allocation of vehicles. The responsibility for ensuring that these conditions are met rests with the worksite to which the vehicle is allocated. Conditions include: Vehicle allocation must be based on the work to be undertaken by the occupant of the position, not on the basis of the requirements of any individual; To maximise the benefits to the department, vehicles may be reallocated to another worksite to meet a business need; and When the regular driver of an allocated vehicle is absent from duty for any reason, the vehicle must be available to the worksite for business use. Vehicles are not to be retained by officers who are absent from duty. Note: Fleet SA long term hire vehicles provided to an employee as part of a salary package must be available for use by DECD employees during business hours for business related travel where required Fleet Emission Targets The government has committed to reduce government vehicle emissions by 10% (based on 2009/10 financial year figures) as part of the broader to achieve lower vehicle emissions across the State. To assist in meeting this objective within DECD, all additional or replacement passenger vehicles will, where possible, be those that are lower carbon emitting vehicle types. This may include LPG, diesel, hybrid and four cylinder vehicles. Diesel fuel will be the preferred fuel for medium and large four wheel drives and light commercial vehicles Executive Vehicles Black plated government vehicles may be provided as part of an approved remuneration package for: Chief Executives and certain statutory office holders; and Executives who opt to utilise a Fleet SA motor vehicle supplied as part of their employment contract under a salary sacrifice agreement. In some circumstances a blue (government) plated vehicle may also be provided as part of a remuneration package. These vehicles are authorised for home to office use only and cannot be used for private purposes unless authorised in accordance with Commissioner s Determination 3.2. In addition to the requirements provided in this policy (where applicable), Executives and other officers provided with a salary remuneration vehicle must also follow the conditions of use as detailed in the SA Government Executive Motor Vehicle Policy and associated Fleet SA Fact Sheet for Executive Motor Vehicles. Employees requiring a copy of the policy or further information on the use of private plated vehicles provided as part of remuneration packages can be obtained by contacting the Human Resources and Development 7 DECD Motor Vehicle Procedure December 2014

8 Workforce, Corporate HR Unit or for Families SA Executives contact the Divisional Services, Business Support team Registration Government vehicles are fitted with blue SA Government licence plates unless they meet one of the following criteria, in which they are fitted with ordinary licence plates: The vehicle is a salary remuneration vehicle; or The Minister has granted an exemption in writing (eg. where there is an operational requirement for confidentiality or security). Note: All Families SA vehicles are fitted with standard black licence plates. Vehicles leased through Fleet SA are registered for the life of the lease but do not display a registration sticker. Lost or Stolen Plates LeasePlan will arrange replacement plates if required and will manage the vehicle registration process. Trailer and Bicycle Plates Insurance The purchase of bicycle plates will be the responsibility of the relevant DECD worksite. All trailers are the sole responsibility of each DECD site including annual registration and maintenance. All government vehicles are self-insured through the South Australian Government Captive Insurance Corporation (SAICORP). In the event of an accident, the other party should be advised of this when insurance particulars are requested. SAICORP does not cover: Drivers or passengers personal belongings; Any options fitted to a vehicle by the department; Any property belonging to the department; and Any towed items belonging to the driver, a passenger or to the department. Note: If a towed item caused an accident which resulted in damage to the vehicle or other property, all associated costs may be claimable against the owner of the towed item. DECD is only accountable for any excess payable in accident claims by Fleet SA, provided the claim form has been correctly completed in accordance with Fleet SA s requirements (refer to information pack located in vehicle glove box). DECD is liable for the full cost of repairs where any accident damage is not repaired prior to returning the vehicle to Fleet SA on completion of the lease. All charges that DECD is required to pay will be the responsibility of the worksite that manages the vehicle, with the exception of circumstances where the driver has acted negligently in their use of the vehicle, in which case the driver may be held accountable for all costs Maintenance All government vehicles are to be maintained in a safe, clean and roadworthy condition. All officers responsible for vehicles are to understand their obligations with respect to routine and periodic maintenance. Vehicles are to be kept clean and tidy and refuelled when necessary. Fluid levels, coolant and tyres should also be checked regularly and air conditioning should be run regularly. Vehicles are to be serviced and maintained according to the manufacturer s and Fleet SA s recommended specifications. 8 DECD Motor Vehicle Procedure December 2014

9 Note: Pre-authorisation by LeasePlan must be obtained by a service provider prior to any work being carried out on a long term hire vehicle that is not part of a scheduled service. To seek pre-authorisation contact LeasePlan on or Pooling Vehicles All government vehicles, including black plated salary vehicles and other allocated vehicles, are to be made available in a pooling arrangement for operational use during normal business hours unless specified otherwise by the Chief Executive or delegate. Suitable reservation and recording systems are to be maintained by relevant DECD worksites so staff can determine vehicle availability and location at any given time Fleet Management Records of Use DECD and Site Vehicle Coordinators must ensure that systems are in place to maintain records of all vehicles to ensure the professional management of the fleet, including the vehicle s operating and garaging location. Note: LeasePlan also maintain data based on information provided by the DECD and Site Vehicle Coordinators. DECD ensures that regular performance reporting is obtained from LeasePlan and reviewed. All long term hire vehicle travel must be recorded in a log book in accordance with Australian Tax Office requirements and department guidelines. This information will be used for FBT calculations. Conditions for recording are as follows: Log book details must be completed on at least a daily basis and must detail each trip separately, particularly where both business and non-business use is involved or where there has been more than one driver. Managers/Site Vehicle Coordinators are responsible for ensuring that employees are aware of the importance of accurately completing log books at the completion of each trip and that the end of month summary represents a true and accurate record. Note: Vehicles allocated to a particular driver and used solely by that driver are only required to complete a 12 week log book as directed by Shared Services SA Financial Services. For further information refer to Fleet SA s Instruction Motor Vehicle Use, Commissioner s Determination 3.2 and Section 7.10 of this procedure for additional information on FBT requirements Home to Office Use The Commissioner s Determination 3.2 is the governing policy regarding the occasional allocation of vehicles used for home to office travel. The responsibility for ensuring that these conditions are met rests with the management of the worksite to which the vehicle is allocated. In these instances vehicles are garaged overnight at the allocated driver s home. Home to office use may be approved by Executive Directors, Directors, Assistant Directors and Principals. Home to office use is acceptable under the following circumstances: When official business is performed out of hours on four or more nights per week; Where out of hours duties are likely to involve travel of a distance greater than 10,000km per year; In cases where it is not possible to arrange overnight parking at the work site or other off-site location; In cases where it is possible to arrange overnight parking, but the government parking location is in an area which has a history of vandalism and which suggests a risk to vehicle security; If as an essential part of normal work requirements an employee: Commences and finishes duty at a worksite other than their normal worksite on at least four days per week; and/or 9 DECD Motor Vehicle Procedure December 2014

10 Uses a vehicle for at least half of their working day as a mobile office, instead of working from a fixed worksite; If it is economical to drive directly from or to home, when a government vehicle is required for official business performed out of hours or when the first or last place to be visited requires the use of a government vehicle; and In other circumstances authorised by the Chief Executive. Home to office requests must be reapplied for the following circumstances: At the commencement of each financial year; or Upon a change in circumstances that may affect home to office eligibility. To apply for home to office use, a Home to Office Approval application Long term Hire Vehicles (ED009) form must be completed and forwarded to the delegated officer for approval. Requirements for home to office use are as follows: Travel must be recorded in vehicle log books as non-business use; and Where vehicles are authorised for overnight use including home to office travel, they must be garaged or parked off the street where ever possible. If the allocated driver is unable to attend the workplace on a particular day, arrangements should be made for the return of the vehicle to the relevant business site for business use during the period of absence. In special circumstances, the allocated driver may obtain approval from the chief Executive or approved delegate to carry non-government passengers such as family members (refer section 4.4.2). Note: Home to office use is subject to Fringe Benefits Tax (refer section ) Fringe Benefits Tax A fringe benefit is a benefit that an employer offers an employee. In the case of vehicles provided for employees use, any private use of the vehicle by an employee is classed as a fringe benefit and accordingly is subject to Fringe Benefits Tax (FBT). FBT is payable in the following circumstances for long term hire vehicles: If the log book is missing; If the log book data is incomplete; If the log book data shows discrepancies such as inconsistencies in the mileage recorded; and On all non-business use. FBT is paid by the department. However, please note that FBT amounts exceeding $2000 are included in employees annual PAYG payment summaries, and this may impact on other tax benefits including Family Tax Benefits. However, where a vehicle is shared by two or more drivers for private travel during an FBT period, there is no reportable FBT on payment summaries (12 month log books to demonstrate shared use would be required). Conditions for recording data to meet FBT requirements are as follows: Log book details must be completed on at least a daily basis and must detail each trip separately, particularly where both business and non-business use is involved or where there has been more than one driver. Business Managers/Managers/Site Vehicle Coordinators are responsible for ensuring that employees are aware of the importance of accurately completing log books at the completion of each trip, and the end of month summary represents a true and accurate record. 10 DECD Motor Vehicle Procedure December 2014

11 Business Managers/Managers/Site Vehicle Coordinators must ensure log sheets are submitted to Shared Services SA, Taxation Team 5 on a monthly basis. Families SA staff must submit monthly log sheets and Motor Vehicle Summary Spreadsheets to the Divisional Services, Business Support team. Note: Vehicles allocated to a particular driver and used solely by that driver are only required to complete a 12 week log book. The 12 week log book period must be an accurate representation of the travel undertaken during the 12 month FBT period and not include the months of December or January. Failure to complete the log book as required may lead to revocation of vehicle use. Refer to the Shared Services Financial Services Unit for more detailed information regarding FBT: Phone: Fax: Or for Families SA vehicles refer to the Divisional Services, Business Support team: Phone: Client Code A valid client code is required to hire long term hire vehicles from Fleet SA. The client code is a unique identifier, created by the vehicle management team through LeasePlan Online and must be quoted in the documentation when ordering a long term hire vehicle. To obtain a client code, contact the appropriate vehicle management team (refer section 4.2) Long Term Hire Vehicles To apply for a long term hire vehicle, an Additional or Replacement Vehicle Request Business Case is to be completed and endorsed by the worksites Manager and Assistant Director, Director or Executive Director before being forwarded to the appropriate vehicle management team for processing. Where the vehicle is not replacing an existing vehicle, and thus will increase the department s number of vehicles, a covering briefing justifying the requirement for the vehicle is also required. Considerations to alternatives to leasing a long term hire vehicle should be included in the justification. DECD long term hire vehicles must be chosen from the standard range set by Fleet SA, and in particular circumstances a vehicle range set by DECD, unless valid justification is provided outlining the need for an alternative model. In such cases, Fleet SA reserves the right of approval for upgraded vehicles. For all additional and replacement vehicles, the following safety requirements apply: All passenger vehicles must be 5 star ANCAP rated; All AWD vehicles (small and medium SUVs) must be 5 star ANCAP rated; and Light commercial and traditional Four Wheel Drives be 5 star ANCAP rated where available, cognisant of operational needs. If the vehicle of choice does not meet the requirements above, consider alternative options or complete Fleet SA s Safety Policy Exemption Request and submit with the Additional or Replacement Vehicle Request form Lease Terms The standard lease term for long term hire vehicles is 36 months/60,000 kms. Terms can be varied according to usage requirements; however, deviation from the standard lease terms will affect the monthly lease rates. It is the responsibility of the relevant worksite to ensure that accurate estimate of kilometres to be travelled per month is calculated, and an appropriate lease term is selected commensurate with the expected usage of the vehicle. 11 DECD Motor Vehicle Procedure December 2014

12 Vehicles must be retained until the expiry of the lease term, either on length of time or kilometres. Early return of vehicles must be approved by Fleet SA, and charges will apply. Where a worksite deems that a vehicle is no longer required, contact the appropriate vehicle management team for further direction Delivery Timeframes and Collection Points Standard delivery timeframes following the receipt of orders by LeasePlan for vehicles is approximately six months. Shorter lead times may be requested for replacement of written off or additional vehicles. Collection will generally occur from the closest approved dealership to the garaging address. The nominated dealership will notify the worksite s contact person to arrange collection of the vehicle when it becomes available Vehicle Specifications DECD has established internal standards for the specification (type, accessories, safety) of vehicles. These standards are consistent with Fleet SA s policy and guidelines, and take into account the operational requirement of the vehicle, occupant safety and the lowest overall ongoing cost to DECD. In determining the type of vehicle to be leased from LeasePlan, consideration should be given to the following: The most cost effective vehicle (make, model, wagon, sedan, accessories) to suit the operational requirements where the monthly lease charge, expected running costs and decommissioning cost are minimised and where resale values are not significantly reduced. The lease term that most effectively minimises lease charges. The vehicle management teams are available to assist in the above decision making if required. Base model vehicles will be selected, unless a worksite s operational requirements necessitate inclusion of options. If so, a higher specification vehicle that includes such options as standard and represents better value for money may be considered. In such cases, substantiation must be provided Vehicle Accessories The fitting of all accessories must be approved by the Chief Executive or delegate. Approval will only be given where the accessories address genuine operational requirements. These fall into two categories: Standard Accessories These are accessories that are considered standard for government vehicles and do not incur any additional costs: Air conditioning Automatic/power steering (passenger vehicles) Metallic paint (if appropriate) Mudflaps Cargo barriers (wagons and hatchbacks) Extra Accessories These are a range of functional or safety accessories that may be approved for genuine operational needs, particularly in regional areas. They will incur 100% of the fit out cost. Refer to Fleet SA s Option Charging Table or contact the appropriate vehicle management team for cost listings. Examples include: Dual wheel carrier Tow bar Bull or roo bar 12 DECD Motor Vehicle Procedure December 2014

13 Long range fuel tank Additional spare tyre/rim Fire extinguishers Satellite navigation First aid kits Accessories including sunroofs and alloy wheels are unlikely to be approved as they are considered comfort items. Items relating to WHS needs will be determined in accordance with the DECD Safe Driving Procedure. All accessories must be fitted in accordance with the manufacturer s recommendations and comply with Australian Design Rules (ADR). Site Vehicle Coordinators should ensure they are familiar with the features of base model vehicles and take into consideration the need for any options or fit out/modifications required at the time of ordering a new or replacement vehicle. Accessories should only be added to government vehicles to meet genuine operational requirements. Contact the appropriate vehicle management team and/or refer to Fleet SA s Standards for Vehicle Options, Fit Outs and Modifications for more detail and consultation. Fleet SA and LeasePlan do not endorse the fitment of any non-genuine or after market accessories as they may void vehicle manufacturer warranties. Where a worksite requires a non-genuine accessory to be fitted and Fitment of Non-Standard Features Indemnity form must be completed, approved by the appropriate delegate and submitted with the Additional or Replacement Vehicle Request Business Case form Modifications to Existing Vehicles To modify a currently leased vehicle, including applying stickers or installing a UHF radio in a vehicle, a Fitment of Non-Standard Features Indemnity form must be completed, endorsed by the relevant Assistant Director, Director, Executive Director or Principal and forwarded to the appropriate vehicle management team in order to be considered and approved by the Chief Executive or delegate. Upon approval, the Indemnity Form will be forwarded to Fleet SA for consideration. A surcharge to the Business Unit may apply at the time of sale as per Fleet SA s Excessive Wear and Tear Policy should any damage occur as a result of the fitting of accessories not being repaired Vehicle Transfer Between Worksites In the event that leased vehicles are under-utilised, over-utilised or are no longer required, the responsible worksite is to contact the appropriate vehicle management team to investigate the possibility of an exchange of vehicles between worksites. This will ensure maximum benefit of the department whilst minimising penalties imposed by Fleet SA for over utilisation or early return of a vehicle. If a vehicle transfer is requested, appropriate justification regarding the use and need must be provided by the worksite wishing to take the vehicle. The receiving worksite must complete an Additional or Replacement Vehicle Request Business Case form, which is to be endorsed as per the form s instructions and forward to the appropriate vehicle management team for approval by the CE s delegate. Transfer notification details required include: Contact officer for both worksites; Registration number; Lease term; Name of driver or pool vehicle; Transfer date; Odometer reading at time of transfer; 13 DECD Motor Vehicle Procedure December 2014

14 Delivery arrangements; Accessories on vehicle; and Any other relevant information. Note: It is recommended both parties inspect and agree on the standard of the vehicle at time of transfer and any financial remuneration if required. The worksite in possession of the vehicle at lease end will incur any Wear and Tear costs that may apply (refer section ) Replacement Vehicles When an existing long term vehicle is within seven months of the lease term expiry date, the worksite contact will receive notification via that the vehicle is due for replacement. However, if the vehicle is accruing kilometres faster than estimated you must contact the appropriate vehicle management team and commence arrangements for an earlier replacement vehicle Return of Vehicles at End of Lease When returning a vehicle, the vehicle is to: Be presented in a clean, well maintained and roadworthy condition; Have keys and remotes (including duplicates), fuel card(s) and owner/service manual retuned with the vehicle; Have all accessories fitted at the commencement of the lease. If removed in error the cost will be recovered from the worksite. Charges for the vehicle will continue until the accessory items are returned to Fleet SA. This does not include any accessories added to the vehicle after the lease commencement date; Have all service records with proof of services and authorised service centre stamps; Have no outstanding accident damage or accident/incident reports. Any damage must be reported at least six weeks prior to arranging the return of the vehicle; Have all personal effects removed from the vehicle. Should the vehicle be returned in any condition stipulated in Fleet SA s Excessive Wear and Tear Policy, charges will be issued to the worksite in order to recover costs incurred to return the vehicle to a saleable condition Vehicle Changeover Agencies are required to finalise vehicle changeover within five days of being notified. Motor vehicle dealers should complete a Vehicle Inspection Report upon return of the vehicle. The Vehicle Inspection Report will serve as notification to LeasePlan that the vehicle is ready for disposal VEHICLE USE Use of a DECD fleet vehicle is subject to a range of conditions. These conditions may differ depending on the type of usage designated for a particular vehicle or driver. Drivers, Managers and Vehicle Coordinators are to familiarise themselves with these conditions. Any person responsible for, in control of, a DECD fleet vehicle is to take due care for the condition and security of the vehicle and is to comply with this procedure Fleet SA policies and all relevant legislation, traffic laws, regulations and by-laws Approved Drivers and Licensing Requirements Only authorised personnel are permitted to drive a government vehicle, unless approved otherwise by the appropriate Assistant Director, Director, Executive Director or Principal. Drivers are to possess an appropriately classified and valid SA driver s licence. This includes the following requirements: 14 DECD Motor Vehicle Procedure December 2014

15 Drivers may only drive in a manner encompassed by their licence classification ( P platers have speed, night driving and passenger restrictions); and Learner permit holders are not permitted to drive any government vehicle without prior approval from the Chief Executive or delegate. Note: Specific approval has been granted for young people, up to 25 years, who are or have been under the Guardianship of the Minister to use government vehicles to learn to drive while holding their learners permit. Managers/Site Vehicle Coordinators are responsible for ensuring that staff are required to drive government vehicles are appropriately licenced and may do so by either: Sighting the employee s driver licence upon induction to the work group; or Requesting the employee provide a Statutory Declaration relating to the conditions of their driver s licence. Managers/Site Vehicle Coordinators must be informed immediately in the event that changes are made to an employee s driver s licence that affects his/her ability to carry out their duties. People who are not public sector employees but who are contracted to undertake work for the government, including those volunteering in support of a government activity, may only drive a government vehicle with written approval from the appropriate Assistant Director, Director, Executive Director or Principal via the completion of a DECD Non-Public Sector Driver User Agreement. This extends to employees holding a learner s permit, who are not permitted to drive a government vehicle unless authorised by the appropriate delegate. In addition, approval for the use of vehicles by non-public sector employees may only be approved where the vehicle will be used solely to carry out government business, and must be for a specific period of time or to perform specific duties Passengers Standing approval is granted to DECD school students (subject to other necessary approvals), clients and customers, in addition to volunteers, mentors, carers and birth parents of young people and children under the Guardianship of the Minister for Education and Child Development to travel in government plated vehicles for DECD business. Approval to carry passengers other than government employees and approved passengers referenced above must be obtained prior to the journey. A Carrying Passengers in Government Vehicles form must be completed and authorised by the relevant Assistant Director, Director, Executive Director or Principal. Conveyance of family members in government vehicles may only occur with approval from the appropriate delegate. Approval to carry non-government personnel should take into consideration potential risks to the government and the business requirements of the agency. Standing approvals should be reviewed regularly. Refer to Commissioner s Determination 3.2 for further information Conditions of Use Vehicles are only to be used for executing DECD official business or in other such circumstances approved by the Chief Executive or delegate in accordance with this procedure. Drivers are to ensure that the passenger and load limits of the vehicle are not exceeded at any time. Vehicles are to be kept locked at all times when unattended. Confidential documents, computers, mobile phones and valuables should not be left in unattended vehicles. Smoking is not permitted in any government vehicle at any time. Any persons under the influence of alcohol, medication or any substance that may impair driving ability shall not operate a government vehicle. Refer to the Fleet SA Safe Driving policy. 15 DECD Motor Vehicle Procedure December 2014

16 Approval from the Chief Executive or delegate must be obtained prior to carrying or placing in any government vehicle items, materials or animals not utilised in performing government business or duties Interstate Travel Any interstate travel for work purposes other than that performed during normal daily duties requires the approval of the Chief Executive or the approved delegate, with the exception of vehicles allocated as part of an executive remuneration package. A minute endorsed by the relevant Assistant Director, Director, Executive Director or Principal outlining the requirement, must be forwarded to the appropriate vehicle management team for approval. Details required include: Date of travel; Destination; Purpose of travel; and Vehicle details Fuel Cards The conditions for fuel card are as follows: A fuel card can only be used at that organisation s service station (Caltex card can only be used at Caltex service stations); Acceptance of fuel cards is at the discretion of individual fuel outlet proprietors. Credit cards are not to be used unless there are extenuating circumstances. The fuel card is specific to the vehicle it is allocated to and can only be used for the purchase of approved fuel and lubricants for that vehicle. The fuel card is not to be used to pay for car washes. The fuel card has a two-year life span. A replacement card will be issued by LeasePlan prior to expiry of the original card. Ensure the fuel card is not left in the heat of the sun or come into contact with any magnetic surfaces as it may become damaged and unusable. Managers and Site Vehicles Coordinators are to check their monthly invoice for abnormal fuel use charges, including high transactions of both volume and dollar amounts. Also check that all transactions relate to active fuel cards and vehicles. If a fuel card is damaged, lost or stolen, advise the appropriate vehicle management team. Once the vehicle management team has been notified they will order a replacement card. The worksite in charge of the vehicle will be charged for the cost of the replacement card. If the original card is found, it cannot be used again and must be returned to the appropriate vehicle management team. If travelling in remote area contact the DVMT for Families SA Divisional Services, Business Support team for alternative refuelling options Refuelling When refuelling, the following conditions are to be followed: Premium or high octane unleaded fuel must not be used unless otherwise directed by LeasePlan or the department s vehicle management teams. 16 DECD Motor Vehicle Procedure December 2014

17 Where possible E10 unleaded fuel (10% ethanol) should be used which complies with the government s current environmental practices. Fuel additives are not to be used. The correct odometer reading must be given to the service station operator at every purchase, whether manual or electronic, in line with Fleet SA s reporting requirements. Prior to leaving the service station check the accuracy of the receipt and odometer reading Travelling Preparing for a journey should include becoming familiar with the following: Fleet SA s Safe Driving Policy; DECD Safe Driving Procedure; LeasePlan s driver information (located in glove box); SA Road Traffic Act Breakdown and Emergency Assistance All government vehicles are covered by 24 hour, 7 days a week roadside assistance. Coverage is available throughout the South Australian metropolitan and regional areas and includes vehicles travelling or based interstate. In the event of a breakdown call Toll Free and give your name, vehicle details (available in the Driver Handbook), location and odometer reading. Windscreens In case of a broken windscreen call Instant Windscreens on for Australia wide 24 hour assistance and provide details as requested. Instant Windscreen is the only SA Government approved supplier Service and Repair All services and repairs must be pre-authorised by LeasePlan, performed by an authorised dealer, recorded in the vehicle service book and endorsed by the service provider. For service or repair, contact LeasePlan on The vehicle must be serviced regularly at either the appropriate kilometres, in accordance with the manufacturer s recommendations, or in accordance with LeasePlan s recommendation of twelve months, whichever comes first. This does not include intermediate or extreme conditions servicing. Worksites will be charged penalties for missed services. In addition, a missed service penalty will still be imposed if a service was undertaken and the service book is not completed, stamped and signed. If the vehicle is due for a service and you have a replacement vehicle on order, prior to taking the vehicle to a service provider, please contact LeasePlan on and provide the odometer reading of your current vehicle. LeasePlan will advise whether your current vehicle will need to be serviced before it is returned to the dealership at the end of the lease. Unscheduled maintenance is not included in the standard vehicle lease rate and will be an extra charge to the customer. This includes tyres, and all other extras not included in a scheduled service. Failure to ensure that the vehicle is in a roadworthy and well-maintained condition may incur additional charges. When the work has been completed the customer should, where possible, check the job sheet supplied by the service provider to ensure service details are correct. If the service has been completed to your satisfaction, please sign the job sheet and write your name and phone number for contact should any queries arise. Do not pay the invoice, invoicing will be sent via LeasePlan. 17 DECD Motor Vehicle Procedure December 2014

18 No extra maintenance, fitting of accessory items or other repair work is to be undertaken without first securing pre-authorisation from LeasePlan. Where a driver or Manager/Site Vehicle Coordinator believes there is an existing or potential problem but cannot gain approval from LeasePlan for rectification, immediately contact the appropriate vehicle management team for clarification and assistance Unfair Wear and Tear At the end of the lease term, vehicles are assessed to determine whether anything that detracts from the vehicle s maximum resale value requires rectification. Any rectification costs may be charged to the worksite. Drivers are to be accountable for the condition of the vehicle during the life of the lease. Unfair Wear and Tear Inspection An initial vehicle inspection should be undertaken by the dealership at which the vehicle is being returned. Drivers are encouraged to be present and note any damage to the vehicle that may require repair and incur additional charges. Pickles Auctions will undertake a conclusive Unfair Wear and Tear Inspection upon return of the vehicle to their facilities, identifying internal and external damage in the Condition and Evaluation Report. Refer to Fleet SA s Excessive Wear and Tear Policy and assessment information or contact the appropriate vehicle management team for further clarification Accident/Theft Fleet SA defines an accident as any incident where the damage to the vehicle is incurred through the collision with another object (includes windscreen damage), vandalism to the vehicle, and also includes theft of a vehicle. In case of an accident refer to the Accident/Theft Procedure contained in the vehicle s glove box for detailed procedures to follow when at the scene of an accident and reporting requirements. The Vehicle Accident/Incident Claim form must be accurately completed and forwarded to Fleet SA (fax: or online: within 24 hours. Fleet SA will then assess the vehicle and authorise the necessary repairs. Report the accident or incident to the relevant Manager/ Site Vehicle Coordinator as soon as possible but must be done within 24 hours. The Manager/Site Vehicle Coordinator will be responsible for managing any personal assistance requirements the driver may have in the event the vehicle cannot be driven. If a replacement vehicle is required during the repair of a vehicle, contact the appropriate vehicle management team in the first instance. Failure to report an accident may result in the full cost of repairs being charged to the worksite (refer section 4.3.5) In the event of an accident, incident or theft involving a government vehicle, any driver found to be negligent, may be required to pay for all damages incurred to the vehicle and/or property being transported. Liability for damages and possible prosecution may arise if the driver was: Using the vehicle without authority; Using the vehicle inappropriately; or Subsequently convicted of an alcohol or drug related offence. Refer to the Commissioner s Determination 3.2 for further information. 18 DECD Motor Vehicle Procedure December 2014

19 Workers compensation applies for drivers and passengers who are employees and who are injured whilst travelling in a government vehicle on official government business. For further details, refer to the Health and Safety Unit s Injury Management web page or contact the unit at: Phone: Fax: Traffic and Parking Infringements Drivers are personally responsible for all fines incurred. Traffic camera and parking infringement notices will be sent to the Site Vehicle Coordinator if the vehicle is a pool vehicle, or to the nominated driver. Where the vehicle is a pool vehicle, or an allocated vehicle used by another driver at the time of the expiation, the site worksite must identify the driver of the vehicle at the time of the offence, and have the driver complete a Statutory Declaration (provided with the expiation notice) stating the name and address of the driver, including date of birth and licence number. This is particularly important to avoid a Corporate Fee of $300 being imposed to DECD. The Statutory Declaration must be submitted to the Expiation Notice Branch in accordance with the requirements stipulated on the expiation notice, whereby a new notice will be rendered to the nominated driver s home address Driver Training and Education Program The Transport Training Centre (Phone: or provides all the SA Government Driver Training and Education Programs, and should be contacted directly for all bookings. The available training is divided into two streams: Passenger Vehicle Step 1: Defensive Driving (1 day). Step 2: Vehicle Control Program (1/2 day). Step 3: Highway Driving (1/2 day), Vehicle Manoeuvring Skills (1/2 day). Four-Wheel Drive Step 1: Introductory 4WD (1 day). Step 2: Defensive and Advanced 4WD (1 day). Step 3: Highway Driving (1/2 day), Vehicle Manoeuvring Skills (1/2 day). For information regarding training requirements please refer to the DECD Safe Driving Procedure. 19 DECD Motor Vehicle Procedure December 2014

20 5. ROLES AND RESPONSIBILITIES Role Fleet SA LeasePlan Australia Limited Pickles Auctions Limited Chief Executive Assistant Director, Procurement & Contracting Authority/Responsibility for Fleet SA is responsible for owning and funding the SA Government s fleet vehicles. It is responsible for accident management repairs and claims and the management of the government s fleet policies, guideline and procedures. Fleet SA appointed agents to provide fleet management and fleet disposals to LeasePlan Australia Limited and Pickles Auctions Limited respectively. LeasePlan provides fleet management services including vehicle ordering and acquisition, servicing and maintenance, repairs and breakdown assistance and fuel card management. Pickles Auctions provides vehicle disposal services for government fleet vehicles including preparation of vehicles for sale, vehicle rectification and sales. The Chief Executive is responsible for the implementation of this procedure. The CE has delegated the management of this responsibility to the Assistant Director, Procurement and Contracting and Director, Divisional Services. The Assistant Director, Procurement & Contracting is responsible for the approval of all fleet related activities with the exception of; Director, Divisional Services Vehicle Management Team Managers, Site Vehicle Coordinators, Business Managers Drivers The Director, Divisional Services who is responsible for the approval of all Families SA fleet related activities. To ensure DECD strategic fleet objectives and the acquisition of long term hire vehicles are managed in accordance with government and department regulations, policies, guidelines and procedures. Managers/Site Vehicle Coordinators/Business Managers are responsible for ensuring staff are sufficiently informed of their obligation when operating a government vehicle. Managers/Site Vehicle Coordinators/Business Managers are also responsible for ensuring employees hold a relevant driver s licence and all vehicles are maintained in accordance with this procedure. Drivers are entrusted with the use of a fleet vehicle on the condition they comply with this procedure, in 20 DECD Motor Vehicle Procedure December 2014

21 conjunction with Fleet SA, DECD and other relevant government legislation, policies and guidelines. Drivers are to be aware that while operating a fleet vehicle, they are representing the SA Government and may be subject to close scrutiny by the general public and responsible for the expiation of all penalties and fines. 6. MONITORING, EVALUATION AND REVIEW The DECD Motor Vehicle Procedure will be reviewed in accordance with the requirements stipulated in the DECD Policy Framework. The effectiveness of the Procedure will be monitored and evaluated by the Procurement Unit as part of this process. 7. DEFINITIONS AND ABBREVIATIONS Term Additional Vehicle Allocated Vehicle Instrument of Delegation Long Term Hire Non-Business Use Replacement Vehicle FBT DVMT ANCAP DECD Meaning The acquisition of an extra vehicle on top of the worksite s existing allocation. A vehicle that has been allocated to an Executive as part of their salary package, or to a regular driver for their primary use. Authorisation by the Chief Executive to delegate their powers and functions to another Officer. The contract for the long term hire of a fleet vehicle via LeasePlan. The private use of a motor vehicle as recognized by the Australian Taxation Office for the purpose of calculating Fringe Benefits Tax. The replacement of an existing long term hire vehicle. Fringe Benefits Tax DECD Vehicle Management Team Australasian New Car Assessment Program Department for Education and Child Development 21 DECD Motor Vehicle Procedure December 2014

22 8. SUPPORTING DOCUMENTS Fleet SA s Single Motor Vehicle Policy Additional or Replacement Vehicle Request Business Case Home to Office Approval Application Long Term Hire Vehicle Carrying Passengers in Government Vehicles Non-Public Sector Driver User Agreement Private Motor Vehicle on Government Business Approval for Use Fitment of Non-Standard Features Indemnity Form Safety Policy Exemption Request 9. REFERENCES Commissioner s Determination 3.2 Fleet SA Safe Driving Policy DECD Safe Driving Procedure Road Traffic Act 1961 DECD Manual Handling Procedure APPENDIX Nil. 22 DECD Motor Vehicle Procedure December 2014

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