| Related Policies: |
- Australian Education Union- Victorian Branch Reimbursement of Expenses School Services Officers Agreement 2008.
- DEECD 4.10 Transport Policy
- DEECD 4.4 Traffic Safety Education Policy
- DEECD Guidelines for purchasing or leasing Motor Vehicles by School Councils.
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| Definition: |
College Vehicles are all vehicles acquired or leased by Charlton College, regardless of the source of funding, and used by staff for official business or full private use as part of a remuneration package.
Pool Vehicles are vehicles administered by the General Office that are available to all staff to utilise for business use as and when required.
Education Vehicles are vehicles dedicated to an element for specific needs. These vehicles are generally funded and administered by the respective element. As with all College vehicles they form part of the College’s Transport fleet and must be used to supplement the College’s needs when not required for their specific purpose.
Private Vehicles are vehicles that are privately owned by staff, parents/guardians and students.
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| Scope: |
- All College vehicles and towing implements are subject to the requirements and guidelines of this policy.
- All use of College vehicles is restricted to official College business or other approved use as stated in this policy. No smoking, consumption of alcohol or carrying of animals is permitted in College vehicles.
- Purchase, Lease and Disposal of Vehicles
The Charlton College Council is responsible for the purchase, lease and disposal of all vehicles. All College vehicles will be badged accordingly.
- Funding of Vehicles
College vehicles and pool vehicles made available to the pool during business hours are budgeted for by College Council during their annual budget review. All other vehicles are funded by the element concerned.
- Approved users of College Vehicles
- Teaching and Education Support Staff
- "Nominated Drivers" as endorsed on the appropriate Acknowledgement and Request Form.
- Other drivers as approved by the Principal.
In the event of an emergency any licensed person may drive a College vehicle.
- Driver Requirements
- Before driving any vehicle staff should make themselves familiar with the features of the vehicle
- The usual driver of the vehicle will be the staff member to whom the vehicle is allocated.
- The vehicle may be driven by any authorised member of staff of the College for official business purposes.
- Prior to taking receipt of the vehicle the individual allocated the vehicle must notify the General Office of any nominated drivers less than 25 years of age.
- It is the allocated individual’s responsibility to ensure validity of licence and class appropriate for the type of vehicle being used.
- In the event of an accident or damage to the vehicle the driver must complete a Motor Vehicle Damage Report Form and submit it to the General Office.
- Students are not permitted to drive College vehicles except in reference to clause 2.22
- If the staff member's licence is suspended or cancelled, arrangements must be made for the vehicle to be returned to the pool for the duration of the suspension or cancellation.
- Choice of Motor Vehicle and Replacement
The range of motor vehicles available is reviewed periodically in September by the Principal and College Council Finance Committee for inclusion in the following year’s budget. With approval through a motion at College Council following a recommendation by Finance Committee, Passenger vehicles will normally be replaced every 24 months or at the time the nominated kilometres are reached (generally 40,000 kilometres). Commercial vehicles will be replaced depending on a number of factors, including the funding element's requirements, the application of the vehicle and operating costs of the vehicle .
For 'Pool' or 'Other' vehicle categories a four cylinder vehicle should be the first consideration. Approval must be obtained from the Principal and College Council Finance Committee for the purchase of a vehicle with a larger capacity than four cylinders.
An Independent Report provided by an authorised mechanic who has been servicing the vehicles will be sourced prior to trading.
- Accessories
All passenger vehicles will be fitted with automatic transmission, air conditioning and anti-lock braking system (ABS). If a manual transmission vehicle is required the Principal should be contacted.
Cargo Barriers for Station Wagons and window tinting are the only approved standard accessories that can be fitted. Any additional accessories required can be fitted at the staff member's personal expense for private use vehicles or by arrangement with the Principal.
- Parking on Campus and Security
College vehicles must be parked on campus in appropriately designated locked garages and the vehicles locked at all times when unattended.
- Full Private Use of a College Vehicle
The primary purpose of a vehicle being allocated for full private use is to provide official and private transport for the staff member concerned. The College will bear all running costs, insurance, maintenance and FBT costs relating to the provision of the vehicle.
The secondary purpose is to supplement transport available to the College during business hours. Therefore, when the staff member does not require the vehicle during business hours it must be made available to other staff or the vehicle pool for official use.
- Limited Home Garaging of a College Vehicle
Limited Home Garaging requires the approval of the Principal.
Limited Home Garaging is to provide access to a College vehicle on a regular basis for after hours business use only. The vehicle can be used to travel to and from home to work where prior approval has been sought due to OH& S issues. The vehicle is not permitted to be used for other private purposes.
- Home Garaging of a Pool or Other Vehicle
Home garaging requires the prior approval of the Principal for periods of up to 48 hours or longer.
The purpose of permitting home garaging is to provide official transport associated with the staff member's College duties either late evening or early the next day where it would be wasteful of time or unsafe for the staff member to travel to (or from) the home campus in order to collect (or return) the College vehicle.
- Use of Staff Private Motor Vehicles on Official Business
Staff may use their private motor vehicle on official College business when a College vehicle is not available or when deemed more appropriate based on the travel circumstances with prior approval being received by the Principal. If a private vehicle is used for travel on official College business a Private Vehicle Usage Claim Form should be completed and submitted to Business Manager for reimbursement. Travel from home to the usual place of work and return (or an equivalent distance) is considered private and cannot be claimed as official business travel.
It is a condition of an owner’s entitlement to claim reimbursement or to receive approval to use their motor vehicle on official business that they have a comprehensive insurance policy that includes liability at law by way of damages to an amount of not less than $20 million and an indemnity to the Crown. It is probable that present insurance policies already meet the above requirements except that they indemnify the ‘employer’ rather than the Crown, in which case it will be necessary for the policies to be endorsed to the effect that ‘employer’ includes the Crown. It is important before any approval is given to use private cars used on Department business that the owner’s comprehensive motor vehicle policy be sighted. Persons who are approved to receive reimbursement for using their motor cars on official business shall be issued with written authorities that shall specify the conditions under which the vehicles may be so used.
- Record of Journey
All users of pool vehicles and other vehicles must complete the relevant Vehicle Log Books to record usage.
- Maintenance
Arranging maintenance of all college vehicles and pool vehicles, is the responsibility of the Principal The arranging of maintenance for all Education Vehicles is the responsibility of the Program Coordinator. An official order is required prior to maintenance costs being incurred. The General Office will advise current arrangements for fuelling vehicles upon booking request. The College pays all costs incurred for fuel and maintenance. All vehicles are expected to be returned clean. The borrowing staff member is responsible for the interior of the vehicle and they are to notify the Business Manager if the exterior requires cleaning, who will subsequently arrange for this to occur.
- Traffic Fines and Infringement Notices
All penalties imposed on users of College vehicles as a result of any traffic or parking offence are the responsibility of the driver. Under no circumstances can fines incurred be paid or reimbursed from College funds. The cost must be borne personally by the driver responsible for the offence.
- Accidents, Theft and Insurance
In addition to any legislative requirements, it is mandatory for details of all incidents to be reported immediately to the Principal or General Office.
Personal belongings lost or stolen from a College vehicle, or loss or damage to personal belongings as a result of accident are not covered by the College's motor vehicle comprehensive insurance policy.
- Vehicle Replacement (Accident Repair or Mechanical Breakdown)
In the event of a vehicle being off the road for accident repair or mechanical breakdown a replacement vehicle will be provided where deemed necessary after the Principal has been contacted. All college vehicles are covered by RACV roadside assist, further details may be obtained from the Business Manager. The costs incurred will be met from sources consistent with how the vehicle was funded.
- Termination of Vehicle Use
If a staff member is no longer entitled to private use of the vehicle or resigns as an employee of Charlton College the vehicle must be returned immediately to the General Office for alternative utilisation or disposal.
- Leave
The staff member to whom the vehicle is allocated for full private use must adhere to the terms of their contract in relation to the vehicle usage.
- Hire Vehicles
- Hire vehicles are subject to the requirements and guidelines of this policy as well as to the terms and conditions of the supplier.
- Hire vehicles are not covered by the College's insurance policies. Insurance cover must be included as part of the hire arrangements with the relevant supplier.
- When hiring a bus, a bus that is fitted with seat belts must be requested.
- Prohibition on use of student cars
Students are not permitted under any circumstances (except in accordance with an approved pre-license, driver education program, see 4.4.5.5. Traffic Safety Education) to transport other students in private cars in connection with any College program or function whether held during normal College hours or at other times.
- Private vehicles
The use of private vehicles is discouraged, although it is recognized that there are occasions when there will be no practical alternative. These cases must be with prior approval by the principal and point 2.13 of this policy adhered to.
- Reimbursement of private motor vehicle use
Parents or Guardians using a private vehicle in the course of College business will be reimbursed for kilometre costs and any other motor vehicle reimbursement expenses incurred in the course of the business, provided that prior approval from the Principal has been obtained. Immediately following use a private motor vehicle claim form must be submitted to the Business Manager and the rates payable in respect of motor kilometre costs will be the rates at the current Australian Taxation Office rates.
- Bookings of Pool Vehicles
All bookings are to be made via the booking request diary located in the General Office. No verbal requests will be accepted. All bookings should be made as early as possible. Allocation will be on the following priority basis: the greatest mileage, when the distance is the same the number of travelers. Special circumstances as determined by the principal will be considered at their discretion. In cases where requests clash on a regular basis a rotation system will be considered.
The College bus may be hired to community groups if College students or staff are directly involved. Approval must be received by the Principal in advance of the hiring and rates will be as set by College Council annually.
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