Motor Vehicle Policy


Application


All staff members managing University vehicles and staff members, students and other individuals who are required to operate a University vehicle.

Purpose


The requirements relating to the management and use of University vehicles.

 

Introduction


The University is committed to road and vehicle safety, and the use of motor vehicles is one of the University's greatest health and safety risks.

It is important that people managing and using University vehicles are aware of these risks and their responsibilities.

This policy must be read in conjunction with the:

Policy


Fleet management

1.        All University vehicles are to be managed by the fleet manager.

2.        The fleet manager will deliver services to procurement at the strategic relationship level, and to departments at the operational level.

3.        Specific fleet management services to be provided by the fleet manager after negotiation with the procurement team will include:

  • support with vehicle sourcing and disposals;
  • fleet maintenance management,
  • servicing and repairs;
  • registrations,
  • warrants of fitness,
  • road user charges
  • paying all related invoices;
  • assisting with accident management;
  • providing a 24-hour contact number for drivers;
  • providing meaningful reports to the procurement team and the departments

4.        No maintenance or repair work of any sort is to be carried out on a University vehicle without first contacting the fleet manager except in an emergency situation where the fleet manager is not available.

Vehicle sourcing

5.        All University vehicles (primarily cars, vans, minibuses and utilities) are to be sourced centrally by the fleet manager in consultation with a member of the procurement team in finance, and Vehicle Administrators in the departments.

6.        The sourcing event is to 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. 

Note - This analysis takes into consideration purchase price, environmental impacts, safety ratings, servicing costs, and disposal costs.

7.        The sourcing event will consider a range of vehicles that would meet the requirements, and will also consider fit-out requirements.

8.        Additional options may be fitted only if required to ensure that the vehicle is fit-for-purpose. 

9.        If the vehicle is leased, approval must be obtained from the lease company prior to fitting.

10.    As a general principle, University vehicles will be replaced every five years or 100,000 kilometres, whichever is sooner.

11.    All sourcing decisions will have regard to the need to ensure that vehicles are fit-for-purpose. However, as far as practical the University’s fleet will be standardised.

Vehicle disposal

12.    The fleet manager is to arrange disposal of all University vehicles

13.    The vehicle administrator is to co-ordinate with the fleet manager when any vehicle is deemed eligible for disposal.

Signage

14.    With the exception of trailers, road-going University vehicles must have University signage permanently affixed to the vehicle. 

15.    To ensure consistency of both the University brand and the location of signage, the fleet manager is to be responsible for organising all signage.

Vehicle safety devices

16.    If the vehicle is fitted with a first aid kit, the kit must be checked by the responsible vehicle administrator every six months for completeness and expiry.

17.    If the vehicle is fitted with a fire extinguisher, the fleet manager must ensure that the fire extinguisher is serviced in accordance with the manufacturer’s specifications.

18.    Additional safety features such as reversing beeper, cages or spot lights, may be fitted to each vehicle by and only with the consent of the fleet manager.

Fuel cards

19.    University vehicles are to be issued with a vehicle-specific fuel card which can be used to obtain a discount with a specific fuel provider.

20.    These cards will allow the purchase of fuel, oil and vehicle wash. 

21.    These fuel cards are to be administered by the fleet manager.

22.    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 director of faculty finance or finance manager.  

Vehicle allocation

23.     For administrative purposes, vehicles are to be nominally allocated to a particular department; these vehicles may be pooled and made available to approved drivers from any other department upon request and subject to availability.    

24.     The day-to-day administration of pool vehicles is the responsibility of the vehicle administrator to whom the vehicles have been nominally allocated, with each vehicle being the responsibility of the approved driver when in use.

25.     University vehicles may only be allocated to a driver or task if the vehicle is fit for purpose. 

Note - Some University vehicles may not be suitable for the transportation of sensitive, expensive or hazardous equipment and materials, or be able to be operated off road.

Approved drivers

26.    Staff members, students or other individuals who are allocated a University vehicle must have:

  • Read, understood and accepted this policy
  • A current, full, drivers licence for the vehicle they are allocated
  • Completed a Driver Agreement form which has been approved by their line manager(FS-12)

Note: Overseas licences will be accepted only in accordance with NZTA guidelines.

27.    The approved driver is responsible for:

  • the custody and condition of the vehicle while it is under their control
  • the safe operation of the vehicle
  • ensuring the correct fuel is used in the vehicle
  • maintaining vehicle log books
  • advising their line manager and the vehicle administrator if their licence has been cancelled or has had restrictions imposed
  • complying with any licence conditions (e.g. wearing of corrective lenses
  • ensuring that they are familiar with the operating procedures for the vehicle (for example manual or automatic gear box) and that they are competent in this regard
  • ensuring specialist equipment (snow chains, vehicle recovery equipment, etc.) are checked and loaded before setting out
  • where co-drivers are required (such as in the case of long distance driving) that co-drivers are competent to operate the vehicle and comply with any licence conditions (carrying of passengers, operation during specific times, etc.)

Fines and infringements

28.    The approved driver is responsible for any penalties or fines imposed, including speeding, traffic infringements and parking fines that they incur, and any further charges incurred by the University as a result of non-payment of fines.

Parking and security

29.    Where possible, the University will provide secure lock-up garaging or parking on University campuses.

30.    Vehicle administrators are to make appropriate arrangements for the security and parking of University vehicles where this is not possible.

31.    University vehicles must be locked when parked.

32.    Under no circumstances are keys to be left in an unattended vehicle.

33.    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. 

34.    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.

Note - If a University vehicle is stolen, incurs damage or is involved in an accident please refer to the Motor Vehicles Accident and Insurance Policy and Procedures [insert link] for mandatory reporting and claim requirements.

Health and safety

35.    Smoking is not permitted in any University vehicle at any  time.

36.    Drivers must not be intoxicated or impaired by the influence of any substance such as medicines or drugs.

37.    Drivers must not pick up hitch hikers.

38.    Drivers must be aware of and comply with safe driving practices in relation to:

  • Preventing fatigue when travelling long distances
  • Driving in hazardous conditions and extreme weather
  • Driving on unsealed (gravel) roads
  • Driving off road
  • Carriage of hazardous substances
  • Stowage of equipment and securing of loads
  • Level crossings
  • Towing
  • All other aspects of road code compliance

Note : NZTA's website has further advice on safe driving


Maintenance

39.    All approved drivers are responsible for ensuring their vehicle is in reasonable and safe working condition for driving. 

Note - For example, this means that approved drivers must satisfy themselves that standard safety features such as seatbelts, headlights and indicators are functioning prior to commencing a journey

40.    If any faults occur during the operation of the vehicle, the driver is to take appropriate action. 

41.    Minor faults need to be reported as soon as possible, while in the case of an engine light appearing or other major fault, the vehicle is to be stopped as soon as it is safe to do so and the Fleet Manager notified for road side assistance.

42.    University vehicles are to be returned to the vehicle pool in a clean and tidy condition. 

43.    All approved drivers must ensure that maintenance needs, faults or damage are reported promptly to the vehicle administrator.

44.    It is the vehicle administrator’s 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.

45.    The vehicle must be made available for inspection by the fleet manager or other nominated person as and when required.

46.    Vehicle service personnel are permitted to operate University vehicles for servicing requirements without the need to be allocated the vehicle.

Definitions


The following definitions apply to this document:

Approved driver is someone who has been allocated a vehicle by a vehicle administrator.

Fleet manager is an external specialist appointed by Finance to manage the University’s vehicle fleet. They are responsible for the delivery of all the University requirements as specified in the terms of their agreement.

Line manager is the manager that the staff member reports to.

NZTA means New Zealand Transport Agency. It was previously known as LTNZ or LTSA

Staff member refers to an individual employed by the University on a full or part time basis.

University means the University of Auckland and includes all subsidiaries.

University vehicle(s)  includes but is not limited to: cars (primarily people-carrying, including saloons, station wagons, hatchbacks, estate vehicles), vans (primarily not people-carrying), utilities, trucks, trailers, boat trailers, motorcycles, motor scooters, quad bikes, forklifts, and mini buses that are owned or leased by the University.

Vehicle administrator(s) is nominated by the department as the vehicle ‘owner’, and is responsible for liaison internally with the Procurement Manager in Finance and externally with the University’s Fleet Manager, manage all online bookings, maintenance of log books and processing driver agreement forms.

Document management and control


Owner: Chief Financial Officer

Content Manager: Financial Services

Approved by: DVC (Operations) & Registrar

Date approved:  11 December 2019

Review date:  11 December 2022