Motor Vehicles Administration Policy


Introduction


The University is committed to road and vehicle safety.  The use of motor vehicles is one of the University's greatest health and safety risk areas.  It is important that people using and managing  University vehicles are aware of these risks and their responsibilities.

Subject to availability, University vehicles should be used for University business in preference to private vehicles.

Application


This policy applies to all staff and contractors managing the use of University vehicles.

Purpose


To state the requirements and responsibilities of those managing University vehicles.

Policy


Allocation and use

1.    The day-to-day administration of pool vehicles is the responsibility of the Vehicle Administrator, to whom the vehicles have been nominally allocated, but each vehicle is the responsibility of the approved driver when in use

2.    Subject to availability, university vehicles should be used for university business in preference to private vehicles

3.    For administrative purposes, pool vehicles will be nominally allocated to a particular department, however these vehicles may be available to approved drivers from any other department upon request and subject to availability

4.    The vehicle administrator is responsible for ensuring that log books are maintained by drivers for all University vehicles

5.    University vehicles are not available for third party hire or private use

6.    Vehicle service personnel are permitted to drive University vehicles for servicing requirements

Fines and infringements

7.    Log books will be used to determine the driver responsible for the vehicle at the time the penalty or fine was imposed

Fleet management

8.    All University vehicles will be managed by the Fleet Manager

9.    The Fleet Manager will be managed by Financial Services at the strategic relationship level, and by the departments at the operational level

10. Specific fleet management services to be provided will be negotiated by the Procurement team but will include support with vehicle sourcing and disposals; managing fleet maintenance, servicing and repairs, registrations, warrants of fitness and road user charges, and paying all related invoices; assisting with accident management; providing 24-hour contact numbers for drivers; providing meaningful reports to the Procurement team and the departments

11. No maintenance or repair work of any sort should be carried out on a University vehicle without first contacting the Fleet Manager except in an emergency situation when the Fleet Manager is not available

Fuel cards

12. University vehicles will be issued with a vehicle-specific fuel card which can be used to obtain a discount with a specific fuel provider. These cards will allow the purchase of fuel and oil only.  These fuel cards will be administered by the Fleet Manager, who will provide regular usage and exception reports to departments

13. 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  

Health and safety

14. All University vehicles must be fitted with an appropriate first aid kit, which should be checked by the responsible Vehicle Administrator every six months for completeness and expiry

15. The Fleet Manager is responsible for ensuring that University vehicles are fitted with an appropriate fire extinguisher and serviced in accordance with the manufacturer’s specifications

16. 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

17. It is the department’s responsibility to ensure that appropriate driver training is provided prior to granting approval to drive if specialised driver skills are required for a particular type of vehicle, for example a quad bike

18. No vehicle will be issued to any person where there are reasonable grounds to believe the person is under the influence of alcohol or drugs, or where the use of medication could impair their ability to drive safely

Parking and security

19. Where possible, the University will provide secure lock-up garaging or parking on University campuses. Vehicle Administrators are to make appropriate arrangements for the security and parking of University vehicles where this is not possible

Maintenance

20. 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

21. The vehicle must be made available for inspection by the Fleet Manager or other nominated person as and when required

Pool vehicles

22. Vehicle Administrators are to ensure that University vehicles are available for "pool use" both within their own faculty or service division and throughout the wider University

Signage

23. With the exception of grounds maintenance equipment and trailers, University vehicles must have University signage permanently affixed to the vehicle.  To ensure consistency of both the University brand and the location of signage the Fleet Manager will be responsible for organising signage

Vehicle disposal

24. The Fleet Manager will arrange disposal of all University vehicles

25. In conjunction with the sourcing events, the Procurement team will co-ordinate with the Fleet Manager who will consult faculties and service divisions twice per year regarding vehicle disposals

Vehicle sourcing

26. All University vehicles (primarily cars, vans, minibuses and utilities) will be sourced centrally by the Fleet Manager in consultation with a member of the Procurement team in Shared Services and Vehicle Administrators in the departments

27. A Procurement team member will co-ordinate with the departments twice per year regarding their requirements and will consolidate and co-ordinate vehicle sourcing with the Fleet Manager

28. The Procurement team in Shared Services will be responsible for coordinating budget decisions and funding to source vehicles, and for signing any leases

29. The sourcing event will 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.  This analysis takes into consideration purchase price, environmental impacts, safety ratings, servicing costs, and disposal costs

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

31. Additional options may be fitted only if required to ensure that the vehicle is fit-for-purpose.  If the vehicle is leased, approval must be obtained from the lease company prior to fitting

32. As a general principle University vehicles should be replaced every three years or 60,000 kilometres whichever is sooner

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

Definitions


The following definitions apply to this document:

Fleet manager is an external specialist organisation appointed by Financial Services 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

Pool vehicles means vehicles owned or leased by the University. Each vehicle will be nominally allocated to a specific unit but may be available to any other unit for University business

University means the University of Auckland and includes all subsidiaries

University vehicle (s)  include cars (primarily people-carrying, including saloons, station wagons, hatchbacks, estate vehicles), vans (primarily not people-carrying, including single and double cab), utilities, trucks, trailers, boat trailers, motorcycles, motor scooters, quad bikes, motorised boats, forklifts, mini vans, and grounds maintenance equipment (including ride on mowers, tractors, flat deck mowers, for example) that are owned or leased by the University

Vehicle administrator(s) is nominated by departments as the vehicle ‘owner’, and is responsible for liaison internally with the Procurement Manager in Financial Services and externally with the University’s Fleet Manager

Key relevant documents


Document management and control


Owner: Director of Finance

Content manager: Financial Services

Approved by: Director of Administration

Date approved: 26 May 2014

Review date: 26 May 2016