Vehicle Management Procedures

3.1.1 Procurement and utilisation

Site Managers must:

• maximise business utilisation of vehicles;
• confirm the vehicle is licensed;
• confirm the vehicle is only used for approved purposes;
• confirm vehicle maintenance is carried out in accordance with manufacturer recommendations;
• maintain the value of the vehicle asset (allowing for reasonable wear and tear);
• monitor vehicle cost against budget;
• maintain a register of authorised drivers; and
• forward to the Vehicle Management Office:
  • a copy of every new or discontinued registration; and
  • registration details of all plated vehicles when requested as part of annual vehicle stocktakes.

3.1.2 Vehicle use

Site Managers must:

• determine suitability of drivers before approving employees and non-employees to drive government vehicles;
• confirm vehicles are driven only for approved purposes;
• for extended periods of travel confirm all extended period of travel journey plans, and checks have been performed prior to vehicle use;
• confirm the driver has completed an accredited 4WD course prior to driving a 4WD in remote locations or on unsealed roads; and
• confirm detailed log book entries which show origin, destination, purpose and odometer readings for every business trip and driver details are recorded.  

Employees must:

• obtain annual approval from their Site Manager to drive a government vehicle Appendix B3.1;
• obtain Site Manager approval before transporting passengers;
• only use vehicles for approved purposes;
• confirm the vehicle is in a suitable condition to drive;
• complete an accredited 4WD course prior to driving in remote locations or on unsealed roads; and
• record detailed log book entries which show origin, destination, purpose and odometer readings for every business trip.

Employees must not:

• travel interstate in Department vehicles unless:
  • Uluru is the nearest major centre and destination; and
  • approval is obtained to travel to Uluru from their Executive Director.

3.1.3 Vehicle safety and security

Site Managers must:

• confirm that vehicles are safe to drive;
• for extended periods of travel, undertake a vehicle risk assessment based on local conditions, identifying potential hazards, and establish control measures be undertaken to minimize risks; and
• confirm that overnight parking is secure.

3.1.4 Extended periods of travel

Site Managers must:

• determine if a journey plan is required, and if necessary confirm a journey plan has been devised that addresses driving risk for their location;
• review, and if applicable, approve driver travel itineraries and journey plans; and
• arrange any training required to equip the driver with skills required to handle the vehicle and to prepare for adverse events.

Employees must:

• prepare a travel itinerary and submit to their Site Manager;
• if the distance or conditions requires a journey plan, prepare a journey plan;
• check the vehicle for roadworthiness;
• pack suitable supplies and safety equipment; and
• undertake training required to equip with skills required to handle the vehicle and to prepare for adverse events.

3.1.5 School buses

Site Managers must:

• abide with the special legislative requirements for school buses;
• confirm annual inspections are conducted, and that buses contain required safety features; and
• confirm all school buses (owned or leased) have lap sash seat belts.

3.1.6 Incident/accident reporting

Site Managers must report accidents and incidents with insurance implications to RiskCover.

Employees must:

• report vehicle incidents and accidents immediately to Site Managers using the incident management report; and
• comply with police reporting requirements.

3.1.7 Non-employee use of government vehicles

Site Managers must:

• assess the purpose and suitability of the driver and if appropriate, approve the use of a government vehicle by a non-employee;
• determine suitability of non-employees to drive a government vehicle and if satisfied, approve form Appendix B.3.2 and forward a list of approved drivers to the Specialist Advisor Commercial on a Semester basis for noting;
• only allow authorised persons to drive government vehicles for approved purposes;
• provide non-employees with a copy of the Vehicle Management Policy and Procedures and highlight to them the procedures they need to follow including sections:
  • 3.1.2 on vehicle use (relevance per employees);
  • 3.1.4 regarding preparatory measures for extended periods of travel; and
  • 3.1.6 procedure for reporting accidents or incidents.

3.2.1 Leased senior officer vehicle scheme (SOVS) vehicles

Employees must:

• complete an application form (Appendix B.1.) for a new, or to renew, SOVS vehicle, and supply evidence by way of official employment level certification that verifies their entitlement to a vehicle;
• contribute on a fortnightly basis for the cost of the SOVS vehicle;
• maintain the SOVS vehicle cleanliness and professional presentation;
• avail their vehicle for pool use during normal business hours unless exemption is approved by Specialist Advisor Commercial; and
• if seeking cessation of contribution for non-use of the SOVS vehicle for whole days:
  • relinquish both sets of keys, and
  • complete an application for contribution cessation (Appendix B.2.)

3.2.2 Pool vehicles

Employees must:

• complete an application form (Appendix B.3.1.) to drive a government vehicle each calendar year, prior to driving a vehicle;
• book a vehicle from their vehicle booking office; and
• cancel bookings which are no longer required to enable the vehicle to be rebooked.

3.2.3 Home garaging of vehicles

Employees (not entitled to SOVS) who seek to home garage a government vehicle must complete the form Appendix B.4.

3.2.4 Overnight use of vehicles

Employees who seek to overnight garage a government vehicle must request permission by completing the form Appendix B.5.