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Vehicles - Private Vehicle Use Procedure

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Section 1 - Approval for Use of Private Vehicles

(1) All travel on University business is subject to prior approval by a delegated officer.

(2) Where approval is given to travel by motor vehicle, it is expected that staff will use University vehicles if available.

(3) Consideration will be given to requests to use private vehicles on University business in circumstances where University vehicles are available, but due to the need for early morning departures may be unduly inconvenient to take delivery of a University vehicle.

(4) When University vehicles are not available, and use of private vehicles is not appropriate, staff may arrange through their Supervisor for use of a rental vehicle, where this is the most economical means of transport. Bookings for rental vehicles are to be made direct by School/Division staff.

(5) For journeys where University vehicles are not available, public transport is not available or appropriate, and where it is not reasonable or economic to use rental vehicles or taxis, staff may use their own private vehicle on University business.

(6) Approval for the use of a private vehicle on University business should not be anticipated and no expenses should be incurred prior to approval.

Using a Private Vehicle on Campus

(7) Authority to use a private vehicle for travel on the campus will not normally be given, unless there are compelling work related reasons in support of any such application. Generally these reasons will relate to the nature of duties/responsibilities, or to specific job related tasks which require transport of equipment/materials.

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Section 2 - Insurance

(8) Private vehicles used on official University business are not covered by University Insurance Policies.

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Section 3 - Reimbursements

Rate of Reimbursement

(9) Staff who are required, or elect and are approved to use their own private vehicle on University business will be reimbursed at the Australian Tax Office Rate (refer to Travel Related Rates/Allowances) as determined from time to time.

(10) In cases where staff elect to use private vehicles rather than University vehicles or public transport when these alternatives are available, reimbursement will be limited to the equivalent public transport fare.

(11) The kilometre rate determined as reimbursement for use of private vehicles on University business is an all inclusive rate to cover costs such as fuel, registration and insurance.

Reimbursement Claim Process

(12) Claims for reimbursement must be submitted through Fraedom and approved by the Head of School/Division.  Claims for reimbursement will be subject to approval against each vehicle usage. Claims for reimbursement of fuel and other associated vehicle costs will not be approved as they are taken into consideration in the Australian Tax Office rate.