fleet management procedures manual

Integrated Fleet Services Fleet Management Procedures

Manual

Department of Industry

161 Kite Street

(Locked Bag 21)

Orange NSW 2800

Tel: 02 6391 3480

[email protected]

NUMBER VERSION 4

AUTHORISED BY John Barlow AUTHORISED DATE 28/05/2018

ISSUED BY Integrated Fleet Services EFFECTIVE DATE 15/08/2016

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Table of Contents Integrated Fleet Services ........................................................................................................................................ 1

Fleet Management Procedures .............................................................................................................................. 1

Manual .................................................................................................................................................................... 1

1.1 Who can drive a fleet vehicle ................................................................................................................ 3

1.1.1 Declaring alcohol and drug infringements and charges ............................................................... 3 1.1.2 Non- employees ........................................................................................................................... 3

1.2 Who can travel in department vehicle .................................................................................................. 3 1.3 Salary packaged vehicles ....................................................................................................................... 4

1.3.1 Allowable vehicles for salary packaging ....................................................................................... 4

1.4 Booking a vehicle through BookingIntelligence .................................................................................... 5 1.5 Motor vehicle running sheets ............................................................................................................... 7 1.6 FBT and private use of fleet vehicles..................................................................................................... 8 1.7 Vehicle garaging and security (including parking) ................................................................................. 9 1.8 Approval for home garaging - on call employees................................................................................ 10 1.9 Car share providers ............................................................................................................................. 10 1.10 Hire vehicles, taxis and public transport ............................................................................................. 11 1.11 Use of private motor vehicles ............................................................................................................. 11 1.12 Traffic infringement notices ................................................................................................................ 11 1.13 Accidents and vehicle damage ............................................................................................................ 12

1.13.1 Damage to windscreen ............................................................................................................... 12 1.13.2 Unfair wear and tear .................................................................................................................. 12

1.14 Vehicle breakdowns ............................................................................................................................ 13 1.15 Acquisition........................................................................................................................................... 13 1.16 Replacing a fleet vehicle ...................................................................................................................... 13 1.17 Replacement of farm vehicles ............................................................................................................. 14 1.18 Vehicle accessories.............................................................................................................................. 14 1.19 Vehicle logos ....................................................................................................................................... 15 1.20 Fuel cards ............................................................................................................................................ 16

1.20.1 Motor vehicle fuel cards ............................................................................................................. 16 1.20.2 Boat fuel cards ............................................................................................................................ 16 1.20.3 Lost or stolen fuel cards ............................................................................................................. 16 1.20.4 Non-vehicle specific fuel cards ................................................................................................... 17 1.20.5 Using a P-Card or cash to purchase fuel ..................................................................................... 17

1.21 Vehicle cleaning .................................................................................................................................. 17 1.22 E-Tags and tollway charging ................................................................................................................ 17

1.22.1 E-Tag use - salary packaged vehicles .......................................................................................... 18

1.23 Fleet rates, cost recovery and charging .............................................................................................. 18

1.23.1 Vehicle usage charges ................................................................................................................ 18

1.24 Disposing of a fleet vehicle ................................................................................................................. 18

ATTACHMENTS

ATTACHMENT 1 - Plant Boat Fuel Request 20

ATTACHMENT 2 - Application for home garaging of Departmental vehicle 21

ATTACHMENT 3 - Application for home garaging of Departmental vehicle due to on-call nature of work 22

ATTACHMENT 4 - Motor vehicle replacement template 24

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The following procedures should be read in conjunction with the Motor Vehicle Fleet Usage Policy, IND-P-180.

1.1 Who can drive a fleet vehicle Department policy states “employees and persons who are approved to drive under the provisions of the

policy, with a full current or provisional license valid for the class of the vehicle being driven can drive a fleet

vehicle. No one with a learner’s permit is permitted to drive a department vehicle with the exception of salary

packaged vehicles”.

Additional information

• Salary packaged employees are responsible for any fines incurred in their vehicle if the driver

cannot be identified;

• Subject to department need, and following approval by a delegated officer, employees may

be permitted to drive a vehicle requiring a higher grade of license under supervision for the

purpose of license upgrading. In this case ‘L’ plate drivers are permitted;

• Drivers of heavy vehicles are responsible for compliance with all rules and regulations

specific to their vehicle and the load. In this case NSW and national transport regulations for

driver fatigue, speed limits and vehicle maintenance take precedence.

1.1.1 Declaring alcohol and drug infringements and charges

It is the responsibility of the employee to declare to their manager any current drug/alcohol related traffic

infringement incurred under the Road Transport Act 2013 if they are required to drive departmental vehicles

in their role.

Any employee who has a current drug/alcohol related driving infringement will not be allowed to drive a

departmental vehicle regardless of any driving provision granted by the courts. An employee with a current

drug/alcohol driving infringement who has been granted provision to drive by the courts must make

application to drive a departmental vehicle through the Executive Director, People Learning & Culture.

1.1.2 Non- employees

Non-employees are allowed to drive departmental vehicles in limited situations which include:

• To relieve a departmental driver on a long trip;

• Where a non-employee is on official department business, is funded for vehicle use and is

approved to drive the vehicle by the appropriate delegated officer at the site;

• In an emergency where the situation is likely to be approved by the Executive Director,

Corporate Operations; or

• Where an employee with a salary packaged vehicle authorises a person to drive their salary

packaged vehicle.

Procedure

Where a non-employee has been approved to drive a departmental vehicle, the delegated officer approving

the vehicle use must obtain a copy of the driver’s license. This should be securely stored for a period of 3

months after the last vehicle trip in the event that the non-employee incurs a traffic infringement. This should

be destroyed 3 months after the last trip.

1.2 Who can travel in department vehicle The only people entitled to travel in a departmental vehicle are:

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• Employees of NSW Department of Industry or other Government entities;

• People having direct involvement with the departments’ business at the time of travel;

• Non-employees, who in an emergency situation would be approved by the Executive Director,

Corporate Operations or the Director Biosecurity Operations.


• Salary packaged drivers may allow non-employees to travel in their vehicle;

• Family members of departmental staff are not entitled to travel in departmental vehicles

(with the exception of salary packaged vehicles) unless they are on approved departmental

business;

• Children should never travel in a departmental vehicle (with the exception of salary

packaged vehicles). This includes dropping off or collecting them from school.

Procedure

The Senior Manager, Integrated Fleet Services must be notified of any suspected misuse of a department

vehicle in relation to the points detailed above.

1.3 Salary packaged vehicles The Motor Vehicle Usage Policy recognises that eligible employees may salary package a vehicle as part of

their employment. Salary packaging of a vehicle is only available to Senior Executives (SE) within the

Department.

Department of Finance, Services and Innovation issued a circular during 2014 which states that employee’s

with an existing salary packaged vehicle may replace the vehicle at the end of the lease. New SE employee’s or

existing SE employees who do not have a vehicle as part of their entitlements must have their request for a

vehicle approved by the Secretary with no increase to overall fleet numbers.

Any request for a salary packaged vehicle for a new SE officer or where an existing SE officer requests a salary

packaged vehicle for the first time, approval must be sought from the Secretary prior to approaching

Integrated Fleet Services.

If a SE officer has an existing vehicle under a novated lease, they are not entitled to salary package another

vehicle through the Department. The only exception to this is the Secretary.

1.3.1 Allowable vehicles for salary packaging

The NSW Government Motor Vehicle Prequalification Scheme includes a large number of motor vehicles in the

various motor vehicle categories. Even though a vehicle may appear on the NSW Government Motor Vehicle

Prequalification Scheme, it does not automatically mean it is a vehicle that can be selected within the

Department of Industry.

The Department of Industry offer a reduced number of vehicles for employees to select as part of any salary

packaged arrangement. The reason for this is that in the event that a vehicle is handed back by the salary

packaged employee the vehicle can be easily moved into the pool fleet across the cluster.

The table below provides a list of the vehicles available to select as part of a salary packaged arrangement. The

employee may consider a novated lease if they wish to select a vehicle that is not on the allowable list below.

Vehicle category Allowable vehicles Vehicles not allowed

Small Sedan/Hatch/Wagon Holden Cruze ‘Equipe’ Alfa Romeo

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Ford Focus ‘Ambiente’

Hyundai Elantra ‘Active’

Hyundai i30 ‘Active’

Kia Cerato ‘Si’

Mitsubishi Lancer ‘LS’

Nissan Pulsar ‘ST’

Toyota Corolla ‘Ascent’

Honda Civic

Mercedes Benz ‘B’ Class

Renault

Subaru Impreza

Volkswagen Golf

Volkswagen Jetta

Medium Sedan/Hatch/Wagon Ford Mondeo ‘Ambiente’

Holden Malibu ‘CD’

Hyundai i40 ‘Actiive’

Hyundai Sonata ‘Active’

Kia Optima ‘Si’

Nissan Altima ‘ST’

Toyota Camry ‘Altise’

Honda Accord

Renault

Subaru Liberty

Suzuki Kizashi

Volkswagen Passat

Large Sedan/Wagon Ford Falcon ‘XT’

Ford Falcon ‘XT’ Ecoboost

Holden Commodore ‘Evoke’

Toyota Aurion ‘ATX’

Small SUV Hyundai Tucson (AWD)

Mitsubishi ASX ‘LS’

Ford Ecosport

Holden Trax

Jeep

Nissan Juke

Nissan Qashqai

Subaru XV

Suzuki S-Cross

Volkswagen Tiguan

Medium SUV Ford Kuga ‘Ambiente’ (AWD)

Holden Captiva ‘LT’ (AWD)

Kia Sportage ‘SLi’ (AWD)

Mitsubishi Outlander ‘LS’ (AWD)

Nissan X-Trail ST (AWD)

Subaru Forester ‘I’ (AWD)

Toyota RAV4 ‘GXL’ (AWD)

Honda CRV

Renault

Large SUV Ford Territory ‘TS’ (AWD)

Holden Captiva ‘LT’ (AWD)

Hyundai Santa Fe ‘Active’ (AWD)

Isuzu MU-X ‘LSM’ (4X4)

Kia Sorento ‘SLi’ (AWD)

Mitsubishi Pajero ‘GLS’ (4X4)

Nissan Pathfinder ‘ST’ (AWD)

Subaru Outback ’2.5i’ (AWD)

Toyota Kluger ‘GX’ or ‘GXL’ (AWD)

Toyota Prado ‘GX’

Dodge Journey

Fiat Freemont

Subaru Tribeca

Toyota FJ Cruiser

Volkswagen Passat Alltrack

4X4 Light Commercial Vehicles Contact Senior Manager,

Integrated Fleet Services to discuss

options.

To discuss vehicles available to lease as part of a salary packaged arrangement or to obtain quotes on different

vehicles you should contact Integrated Fleet Services on 02 6391 3482.

1.4 Booking a vehicle through BookingIntelligence After logging in to bookingintelligence, you will be at the Request Booking screen (see below).

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Complete all of the required fields and select Request Booking.

After making your booking, you will be taken to the Manage Bookings screen. (NOTE: If your booking details

match an existing booking, you will have the choice of choosing to ride share, and will be taken to the Ride

Share screen instead of the Manage Bookings screen).

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Locate your booking that needs to be fulfilled. After locating your booking, click the Fulfil button for your

booking that is shown at the far right hand side of the screen. You will now be taken to the Fulfilment Booking

screen.

The Fulfilment Booking screen will display the vehicles that are available to you at your location that match

certain criteria you have already provided when making your initial booking. Hovering your cursor over the

vehicle name (displayed in orange) will show you specific information about that vehicle, including any special

fittings or features particular to the vehicle. These will be listed at the heading Description in the pop up

information box.

Once you have identified a vehicle that meets your requirements, click the SELECT button that is displayed at

the far right hand side of the screen for that vehicle row.

You will receive an email from bookingintelligence confirming that your booking has been fulfilled.

1.5 Motor vehicle running sheets Vehicle running sheets are ‘accountable’ documents and must be completed correctly and legibly as per the

instructions on the sheet. Any private usage as deemed by the ATO (see section on FBT and private use)

must be shown. Running sheets must be accessible if Integrated Fleet Services request details for infringement

notices.


• Motor vehicle running sheets are no longer required to be completed for vehicles fitted with

telematics.

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• The most recent version of the motor vehicle running sheet can be downloaded from the

intranet.

• Integrated Fleet Services have engaged Spinal Cord Injuries Australia to enter the vehicle running

sheet information into the sgfleet Logs Manager system.

• The local office is to ensure the running sheet is legible and that a valid project task is shown in the

‘charge code’ section of the running sheet.

Procedure

1. Fill in all sections of the running sheet for each trip or trip leg. A signature is required for each trip or

trip leg.

2. Enter a valid project task code to allow the trip to be charged to the driver’s business unit.

3. If the vehicle is away from its normal location overnight, indicate the address of overnight parking on

the running sheet.

4. Identify individual drivers where a trip is shared. Should drivers wish to split a trip across two or more

project task codes, each will need to complete a separate line on the running sheet.

5. Private kilometres (as defined by the ATO) must be shown where applicable.

6. Submit running sheets at least monthly and within five days of the end of any calendar month. More

frequent submission to suit local situations is permissible.

7. The local office is to email the vehicle running sheets to Integrated Fleet Services at the beginning of

each month. Completed running sheets are to be emailed to [email protected].

8. A new sheet must be started each month.

9. Running sheets are an auditable document and must be kept for a minimum of 5 years after the end

of the FBT year.

1.6 FBT and private use of fleet vehicles Department policy states:

• Vehicles are to be used for official business purposes only. Business use is defined as an activity

undertaken by an employee in the performance of their duties and related to the operations of the

department.

• Travel between an employee's workplace and home for secure parking on a regular basis is

considered to be 'private use' by the ATO. Private use of motor vehicles, including commuting, is

limited to salary packaged vehicles unless prior approval has been granted.

• This 'private' usage is permitted in a non-salary packaged vehicle only where secure parking is

unavailable or an employee is on official on-call duty and they have approval in accordance with the

On Call Employees section of this document.


• Sedans, wagons, 4WD wagons and some categories of dual cab utilities are liable for fringe benefits

tax (FBT) where non-business use occurs.

• Utilities and some categories of dual cab vehicles are also liable for FBT for any non-business use that

is not direct travel between an employee's workplace and home.

• Fleet vehicles garaged at a private home prior to next day travel on business require approval from

the employee’s manager and the employee’s home location must be in the immediate direction of

the planned business trip.

• ATO legislation requires the department to collect, report and lodge Fringe Benefits Tax (FBT)

information about the vehicles in the fleet on a regular basis. The department is liable to pay for any

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kilometres travelled that are deemed ‘private use’. Employees using departmental vehicles are

required to accurately fill out this information via the vehicle running sheet when using vehicles.

Procedure

• Ensure that you record each leg of the trip regardless of the number of kilometres travelled. For

example; if you are driving from Orange to Sydney and stop for lunch on the way, this is considered

one trip. Once in Sydney on business, a trip from Parramatta office to the city office is considered one

trip.

• If you have picked up a fleet vehicle from a departmental garage location and have approval to take

that vehicle home prior to commencing the business leg of the journey the following morning,

indicate the purpose as ‘private’ and record the number of kilometres travelled to your home. The

next morning, record the next leg of the trip as business and commence your journey.

1.7 Vehicle garaging and security (including parking) Departmental vehicles must be garaged in a secure location when not in use. Where possible, this is to be at

an approved departmental site or garage. At locations where secure parking is not available, the vehicle may

be securely garaged at an employee’s place of residence as long as prior approval has been obtained from

Executive Director Corporate Operations.

Where there is no secure parking and the vehicles are to be garaged at an employee’s place of residence,

consideration must be given to garage the vehicle at the closest secure parking available to the office to

minimise any departmental FBT liability.

Employees with approved emergency on-call duties should see the procedure for ‘On Call Employees’


Where it is more efficient for an employee to travel via home during the first or final leg of an official business

trip and no additional travel is involved, i.e.; the trip is within a direct line of the intended business travel, this

is permissible on a non-regular basis. Approval of the local site manager/delegated officer is required. In this

instance 'regular' use is defined as in excess of eight legs per month. FBT issues may arise if the employee

regularly uses a department vehicle between home and the workplace.

Procedure

1. In all instances of home garaging, first obtain approval from Integrated Fleet Services.

2. Fill out a “Home Garaging – lack of secure parking” form and forward to Integrated Fleet

Services for approval.

3. In some cases, where regular home garaging is expected, Integrated Fleet Services may wish

to inspect the location and level of security of the home garaging environment prior to

approval being granted.

4. If you move residences or the location of home garaging changes for any reason, a new

approval will be necessary.

5. The vehicle should be securely parked or garaged at all times. Where appropriate all

removable equipment such as tools, vet supplies or laptops should be removed from the

vehicle if it is left on the street.

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1.8 Approval for home garaging - on call employees The Motor Vehicle Usage Policy recognises that there are roles within the cluster where the need for a vehicle

is a requirement due to the ‘on call’ nature of the work. However, the fact that an employee is ‘on call’ does

not mean that they are automatically entitled to take a vehicle home.


• An application for home garaging of departmental vehicle due to on-call nature of work (see

Attachment 3) takes into consideration issues like; are there secure parking facilities where

the vehicle is to be located when the employee is ‘on call’ but not at work.

• The ‘on call’ role will often require the transportation of specialist equipment due to the

nature of the work.

• On street parking in front of the employee’s residence is not considered secure parking.

• Travel between an employee’s workplace and home on a regular basis is considered to be

‘private use’ by the ATO

Procedure for employee requesting home garaging of an on call vehicle

• When requesting approval to take home a vehicle based on the fact that the employee is ‘on call’, the

employee must confirm in their application that the vehicle will be securely garaged while away from

the office. They do so by completing the ‘Application for home garaging of Departmental

vehicle’ form due to on-call nature of work’ form.

• Employees that take a vehicle home on a regular basis because they are ‘on call’ MUST record all trips

between home and the office as ‘private’ kilometres on the motor vehicle running sheet.

• It is the responsibility of the employee requesting approval to garage a vehicle away from the office to

provide all necessary information to the approving officer when considering the FBT implications to

the Department.

• It is the responsibility of the employee making application to have a vehicle available outside of

normal business hours to demonstrate what the ramifications to the department would be if a vehicle

was not available to them to respond to an incident.

• Included as part of the application must be a comment as to why it is not feasible to collect a vehicle

from a secure department parking facility as opposed to having a vehicle at home.

• They first need to get approval from their manager and then substantiate the claim and obtain further

approval from a Level 3 Manager.

• Once the form is complete, it must be submitted to the Senior Manager, Integrated Fleet Services.

Procedure for officer approving on call home garaging requests (FBT implications)

When approving a request for a vehicle to be taken home due to the ‘on call’ nature of the work, consideration

must be given to the FBT implications to the department when a vehicle is constantly being garaged away from

the office. For more information see FBT and private use of fleet vehicles.

1.9 Car share providers The Motor Vehicle Fleet Usage Policy recognises that due to the reduced availability in the Sydney CBD, there

will be a need for employees in these areas to identify alternative travel options.

Employees in the CBD who have limited access to ‘pool’ vehicles should firstly consider public transport as the

preferred method of travel. When a vehicle is required they should engage one of the car share providers

available in their area.

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There are a number of car share providers available to use which include GoGet and Hertz 24/7.

For information about accessing vehicles through a car share provider, you must contact the Senior Manager,

Integrated Fleet Services for instructions on the booking process.

1.10 Hire vehicles, taxis and public transport The Department of Premier & Cabinet encourages public sector employees to use public transport for work-

related journeys in preference to taxis or agency vehicles where it is appropriate and reasonable to do so. The

use of taxis must not be considered as automatic. Alternative and more economical forms of transport must be

utilised wherever possible.

Where it is not feasible to use public transport and a taxi is the most economical option, Cab charge E-Tickets

may be used for payment of the fare. Employees should check with their relevant Branch to determine if an E-

ticket has been arranged.

Hire cars (excluding taxis) should only be used when pool cars are not available. Department provided E-tags

are not to be used when a hire car is used. Hire vehicles should be booked through Flight Centre Management

(FCm) see also Travel Policy TI-A-160.

Hire cars, taxi use and associated charges are the responsibility of the relevant program.

1.11 Use of private motor vehicles Private vehicles may only be used to conduct official business when prior approval has been obtained. There

are two types of allowances for the use of private vehicles on official business which are paid for - the "Casual

Rate" and the "Official Business Rate". This information is reviewed regularly and is published under Public

Sector Industrial Relations Circular C2012-03 Review of Meal, Travelling and Other Allowances.

Private vehicles must have a current NSW registration and full comprehensive insurance.

Delegations showing those officers who can approve the use of and payment for private vehicle usage are also

available.

1.12 Traffic infringement notices Traffic infringements are the responsibility of the driver in all instances. In any dispute (where drivers have

swapped during a trip), the driver signing the running sheet will be considered responsible for the

infringement.

Procedure

When Integrated Fleet Services receive an infringement notice in the mail:

• A form letter requesting licence information along with the infringement notice is sent to the local

office where the vehicle is usually located.

• The driver or an employee with the relevant details and the running sheets must supply the requested

details and fax or email them back to Integrated Fleet Services. Full licence details and a copy of the

relevant running sheet are required.

• Do not pay the fine at this stage. A notice must be reissued personally to the driver.

• Integrated Fleet Services will complete a Statutory Declaration and send the information to the

Infringement Processing Bureau.

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1.13 Accidents and vehicle damage All departmental vehicles are covered by the GIO Treasury Managed Fund (known as TMF). All vehicle damage,

regardless of how minor or whether it will be fixed immediately must be reported to Integrated Fleet Services

via a completed TMF insurance claim form. The blank form is available on the intranet.


• A TMF insurance claim form must be completed for any accident or incident regardless of the

extent of the damage.

• Where a third party is involved, a TMF insurance claim form must be completed regardless of

whether there is any damage to the departmental vehicle.

• Integrated Fleet Services will charge any vehicle damage rejected by TMF back to the driver’s

business unit. It may be rejected due to the damage being classified as unfair wear and tear

or due to the fact that damage was not reported within 12 months of the date of the

accident or incident.

• Where the damage is under $1,000, the business unit should contact Integrated Fleet

Services to discuss the options for repairing the damage.

Procedure for completing an insurance claim form

• All vehicle damage must be reported within 24 hours of the incident through the departments’ online

incident notification portal on the Health & Safety intranet page.

• Where a vehicle sustained damage as a result of a vehicle accident, a TMF insurance claim form must

be completed and forwarded to Integrated Fleet Services within 7 days of the vehicle accident or

incident. Failure to report the vehicle accident or incident via a completed TMF claim form within 12

months will result in the claim being rejected by TMF.

• Completed TMF insurance claim forms are to be emailed to Integrated Fleet Services.

1.13.1 Damage to windscreen

Windscreen damage, either with chips or cracks will not require a TMF insurance claim form to be lodged.

Chips and cracks to the windscreen are seen as unfair wear and tear when the vehicle arrives at auction and

therefore must be repaired prior to it being collected by the car carrier.

Contact Integrated Fleet Services to discuss options for repairing windscreen damage.

1.13.2 Unfair wear and tear

• The business unit must inspect the vehicle prior to it being sent to auction for sale.

• All damage must be repaired PRIOR to the vehicle leaving for auction. The department is responsible

for the ongoing payment of all lease fees on the vehicle until it is accepted in a saleable condition.

• Contact Integrated Fleet Services if there are any concerns around what constitutes unfair wear and

tear on a vehicle before it is sent to auction. Integrated Fleet Services may ask for photographic

evidence of the damage to determine whether it is unfair wear and tear.

• All incidents of hail damage are considered unfair wear and tear and the vehicle will be rejected by

the auction facility.

• Dents on the vehicle regardless of whether the paint has been broken will be deemed unfair wear and

tear and must be fixed prior to disposal of the vehicle.

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1.14 Vehicle breakdowns All departmental vehicles are covered either by manufacturer roadside assist or sgfleet roadside assistance. If

a departmental vehicle breaks down, the driver should consider their own safety first and then the vehicles

safety and security.

Procedure

If your vehicle requires roadside assistance, for example has a flat battery, keys locked in the car, etc. you

should call the sgfleet Driver Assistance Hotline on 1800 791 719 and quote the vehicle registration number,

location, the closest cross street/road and the problem with the vehicle.

1.15 Acquisition Site managers and delegated officers, in consultation with the Senior Manager Integrated Fleet Services are

responsible for the composition of the vehicle fleet at their site.

The composition is determined with reference to the following:

• The most cost effective vehicle available within the constraints of the fleet leasing

arrangement.

• Consideration of the vehicles on the whole of government ‘aggregated purchasing’

arrangement for the period the vehicle is due to be delivered.

• There must be a demonstrated operational need for a particular category of vehicle if other

more cost effective models are available.

• Vehicle utilisation history and fleet budget allocations must be sufficient to cover the

number of vehicles at the site.

• Availability of similar vehicles at the site or nearby.

• Availability of secure parking and consequential Fringe Benefit Tax issues.

Integrated Fleet Services will forward the Motor Vehicle Replacement Template to the business unit prior

to the expiration of the vehicle lease. The business unit must have the paperwork signed off by an approved

delegated officer and return the form to Integrated Fleet Services.

A business case must be returned with the approved form if:

• The request is for a vehicle in a higher category then the vehicle being replaced, e.g. small

vehicle being replaced by a medium vehicle or a 4WD light commercial being replaced by a

large SUV. If you are unsure whether the replacement vehicle is in a different category to the

vehicle being replaced, you should contact Integrated Fleet Services prior to the form being

submitted.

• The request is for a vehicle in the upper large SUV category e.g. Nissan Patrol or Toyota

LandCruiser. There are no upper large SUV vehicles on Government contract as there is no

vehicle in this category with a 5 star ANCAP safety rating.

The business case can be completed on the ‘brief template’ that is available on the intranet.

1.16 Replacing a fleet vehicle Integrated Fleet Services manage the acquisition of all new fleet vehicles and will advise agencies when a

vehicle is to be replaced.

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• It should be noted that a particular make of vehicle will not necessarily be replaced by a like for like

vehicle. One of the considerations in determining the new vehicle is the whole of government

aggregated purchasing arrangement that the Department of Industry is involved with.

• Vehicles will not be automatically replaced if utilisation indicates low usage, or spare capacity within

the local pool.

• Integrated Fleet Services will recommend any accessories to be fitted to the vehicle as well as the

recommended lease term and permitted kilometres on the vehicle. Consideration will be given to the

utilisation of the existing vehicle when recommending a lease term on the new vehicle.

• All communications or order modifications must be via Integrated Fleet Services.

• It is the responsibility of the dealer to notify sgfleet to order the new vehicle fuel cards. If you have

not received the fuel card within 7 days of delivery of the new vehicle, please contact Integrated

Fleet Services.

Procedure

• About six months before a vehicle is to be replaced, Integrated Fleet Services will email a form and

request clarification that the vehicle will need to be replaced. This form includes information about

the preferred vehicle type.

• The local office fleet administrator should complete and return the form to Integrated Fleet Services

for processing. Please note that Band 1 SES Director level approval (or equivalent) is required on this

form prior to it being returned to Integrated Fleet Services.

• Once the order has been raised, a copy of the order is sent out by Integrated Fleet Services

(via email) for verification. Please note that direct contact with the dealer should not occur at

this stage.

• When the vehicle is ready to be collected, the delivering dealer will contact the local office

fleet staff to arrange a suitable time for delivery. We are under no obligation to take delivery

of a vehicle before the required delivery date on the order. Do not be pressured to pick up a

vehicle early near the end of the month to help the dealers sales targets.

• When picking up a new vehicle, take a copy of the order and check the vehicle and

accessories match what was ordered.

• Sign, date and write name on the dealers paperwork as requested if all is okay.

• Put logos on the vehicle immediately and fit any mats, first aid kits, etc.

• Where appropriate, add the vehicle to the local pool booking system.

• Plan the first (free) service immediately.

1.17 Replacement of farm vehicles There are a small percentage of ‘owned on farm’ vehicles that attract a monthly charge for their operation.

Please contact the Senior Manager, Integrated Fleet Services to discuss the replacement of any owned

farm vehicles.

Where the replacement vehicle does not have a 5 star ANCAP safety rating, approval must also be sought from

the Director, Health and Safety.

1.18 Vehicle accessories It is recommended that you contact Integrated Fleet Services to discuss specific accessory needs and whether

these are to be included as part of the lease or will be funded by the program.

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Prior to considering the need for any accessory on a departmental vehicle, consideration must firstly be given

to the following:

• Is the accessory required for the current operational requirements and why are the standard

vehicle fitments are not suitable;

• The residual value of most accessories is very low and may impact on the residual value of

the vehicle. Purchasing an accessory out of program funds and transferring to subsequent

vehicles may be more economic;

• Accessories purchased from program funds may be transferred between vehicles as long as

they are removed in a manner that does not damage, deface or devalue the vehicle. All costs

associated with the removal of program funded accessories are the responsibility of the

program;

• A standard vehicle template has been developed by Integrated Fleet Services that guides the

purchase of fleet vehicles and includes specifications for accessories. See Motor Vehicle

Replacement Template. • After market tyres will not be included as part of the motor vehicle lease. If these are

required they will be invoiced directly to the business unit. It is the responsibility of the

business unit to ensure that the tyres being fitted meet the ADR requirements for the

vehicle.


Changes in vehicle models may mean that an accessory may not fit a new model. Note that if a program-

funded accessory cannot be reused on a replacement vehicle, no compensation is paid and the program will

need to buy a new accessory for the new vehicle if still required.

All vehicles will be ordered with the following basic accessories where they are not standard on the vehicle:

• Air conditioning;

• Mudflaps;

• Soft tonneau cover for utilities;

• Cargo barrier for wagons; and

• Alloy or steel tray for cab chassis variants.

Procedure

Approval must be obtained from Integrated Fleet Services for any accessories to be fitted after the vehicle

delivery irrespective of the funding source.

All accessories included as part of the vehicle lease must remain on the vehicle when it is sent to auction.

1.19 Vehicle logos Official departmental adhesive logos must be affixed to every departmental vehicle unless they are salary

packaged or are approved not to display departmental logos due to the covert nature of the work undertaken.

Logos should be placed on each side of the vehicle in a clearly visible position, normally towards the front of

the doors.

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1.20 Fuel cards

1.20.1 Motor vehicle fuel cards

All departmental vehicles will be issued with a BP and Caltex fuel card. The cards must be held in a secure

location and never left in an unattended vehicle. When using fuel cards it is important to note that cards are

only set up to purchase standard fuel and oils, they are NOT set up to purchase premium fuels. If the driver has

filled the vehicle with premium fuel the card will be rejected when the driver attempts to pay at the console.


• Cards are not set up for carwash.

• If there is a need for a Shell fuel card for a particular vehicle, the request must be made in

writing to the Senior Manager, Integrated Fleet Services outlining why the two fuel cards

supplied are not sufficient.

• Integrated Fleet Services must be notified immediately of any lost or stolen card.

• Integrated Fleet Services will identify fuel transactions where the amount of fuel purchased

exceeds the fuel tank capacity of the vehicle. Integrated Fleet Services will notify the

business unit who must provide written confirmation to the Senior Manager, Integrated

Fleet Services on the fuel purchased.

Procedure

• Use the allocated vehicle fuel card to purchase fuel and oil supplies as required.

• It is the drivers responsibility to ensure that they fill the vehicle with the correct type of fuel

(regular unleaded, E10 or diesel). Departmental vehicles do not have premium fuel activated

on their fuel cards and if a vehicle is filled with premium, the fuel card will be rejected.

• When using a fuel card to fill a Department vehicle, the driver must provide an accurate

odometer reading to the service station attendant when they present the fuel card.

• If the card is rejected at the console within business hours, the driver should contact

Integrated Fleet Services and they will work with sgfleet and the fuel company to arrange

payment. If the transaction has occurred outside of business hours, the driver must make

alternative payment arrangements and contact Integrated Fleet Services on the next

business day for further instructions.

1.20.2 Boat fuel cards

All requests for boat fuel cards must be made in writing to the Senior Manager, Integrated Fleet Services who

will consider the request.

The full costs associated with all fuel purchases made using a boat fuel card will be charged back to the

business unit.

1.20.3 Lost or stolen fuel cards

If one (or both) of the fuel cards for a vehicle are lost or stolen, you must contact Integrated Fleet Services

immediately so that they can be cancelled and re-ordered.

If the card is lost or stolen outside of business hours, contact the sgfleet Driver Assistance Hotline on 1800 791

719, quote the vehicle registration number and request that they put a stop on the fuel card and request a

replacement card.

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1.20.4 Non-vehicle specific fuel cards

All requests for a non-vehicle specific fuel card must be made in writing to the Senior Manager, Integrated

Fleet Services who will consider the request.

The full costs associated with all fuel purchases made using a non-vehicle specific fuel card will be charged

back to the business unit.

1.20.5 Using a P-Card or cash to purchase fuel

P-card or cash should not be used to purchase fuel unless it is an emergency and there are no contracted fuel

suppliers available. Purchasing fuel in this manner is not covered by government contract and contract rates

are not applied to the purchase.

If a P-card or cash has been used to purchase fuel the driver must obtain a fuel docket at the point of sale and

keep this for the reconciliation of their P-card or to claim the cash payment as an expense in SAP.

The local office must contact Integrated Fleet Services to obtain a project task for the fuel to be charged

against.

1.21 Vehicle cleaning Vehicles are to be maintained in an acceptable state of presentation both inside and out.

Drivers and passengers using department vehicles have a duty of care to maintain normal standards of

cleanliness such as removing scraps, wrappers, etc. from the vehicle after use.


• Depending on the size and location of the pool, a regular cleaning roster is possible at some sites.

Limited funds are available for basic vehicle cleaning at some sites and therefore should be funded by

individual programs who are regular users of the vehicle(s).

• The use of automated car washes is permitted.

• Where volunteer groups (such as the Scouts, swimming clubs, etc.) are employed for car cleaning,

compliance with insurance and ATO requirements is essential. Integrated Fleet Services can provide

guidance.

• sgfleet do not provide order numbers for vehicle car washes.

1.22 E-Tags and tollway charging The department has E-Tag account through the Roads and Maritime Services (RMS) which is managed by

sgfleet. At the time of ordering a replacement vehicle, Integrated Fleet Services will confirm with the local

business unit if an E-Tag is required for the new vehicle.

E-Tag’s must not be swapped between vehicles as they are assigned to a specific vehicle registration and all

costs associated with the use of the E-Tag will appear on the monthly sgfleet invoice.

Procedure

• When a vehicle is sent to auction the E-Tag must be left in the vehicle.

• The auction house will remove the E-Tag from the vehicle and return it to sgfleet.

• sgfleet will issue a new tag at the same time they issue the fuel cards for each new vehicle.

• The local office must notify Integrated Fleet Services when an E-Tag is lost or stolen or where a tag is

not working.

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1.22.1 E-Tag use - salary packaged vehicles

E-Tags are not supplied by the Department for salary packaged vehicles.

Employees with salary packaged vehicle are to purchase their own E-Tag and claim any business travel expense

(including toll payments) through SAP ByDesign. Any enquiries about claiming toll charges through SAP

ByDesign should go through the Finance Helpdesk.

1.23 Fleet rates, cost recovery and charging All departmental vehicles (excluding salary packaged and some owned vehicles) incur a “cents per kilometre”

charge. This charge covers the cost of operating a vehicle.

The departments’ fleet is managed as a single pool of vehicles and we encourage the most effective use of

vehicles including across agencies were appropriate.


• In order for all charges to be processed quickly, Integrated Fleet Services require all motor

vehicle running sheets to be returned within 5 working days of the end of each month.

• Cost recovery is generated from the motor vehicle running sheet, specifically the “charge

code” field. This may be your cost centre code, project task code or project code depending

on the way your agency structures SAP reporting.

• The implementation of cents per kilometre will not affect the current management of under

utilised (low kilometres, high usage) vehicles.

• All passenger and light commercial vehicles (excluding salary packaged vehicles) are subject

to the cents per kilometre user pays charging system. This charge is the only cost levied to

the user. Integrated Fleet Services cover all vehicle fixed and variable costs from charge

income. Vehicles funded from outside sources also fall under 'user charging'.

• Charges occur in SAP once the running sheet has been sent to Integrated Fleet Services and

the information has been entered into the Fleetintelligence Logbook Manager system.

• Department trucks and buses are owned. A cost recovery process currently exists for these

and they are either charged on a monthly charge basis or in some cases per kilometre. The

method depends on operational parameters and ownership considerations.

• Exclusions – Trucks. For a small number of trucks, monthly charging will continue

unchanged. All costs associated with these types of vehicles will be charged back to the user.

• Exclusions - Trailers/Plant equipment/Rent Cards. For a small number of trailers, plant

equipment and non-vehicle specific fuel cards, monthly charging will continue unchanged. All

costs associated with these types of vehicles will be charged back to the user.

1.23.1 Vehicle usage charges

The cents per kilometre rates apply for each different vehicle type, make and model and are available on the

intranet at https://intranet.industry.nsw.gov.au/finance/travel/fleet-vehicles. To calculate the cost of a

trip, multiply the number of kilometres travelled by the cents per kilometre rate for the particular vehicle type

used.

1.24 Disposing of a fleet vehicle When preparing and returning a vehicle for sale, preparation for the disposal of a fleet vehicle should

commence prior to the delivery of the new vehicle.

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• Pre-planning vehicle disposal will reduce the costs associated with changeover times on vehicles.

Send vehicles to auction as soon as possible after the replacement vehicle has been delivered.

• Do not pay for vehicle detailing prior to auction. The department pays for this to be done at the

auction site. Vehicles must however be sent away clean.

• Do not arrange a vehicle pink slip prior to the vehicle being sent to auction. This will be arranged at

the auction facility.

Procedure

• As a vehicle nears its lease end date, check for panel damage, dents or any other things

which may require repair prior to auction.

• Repair any vehicle damage, dents, windscreen cracks, etc. before a vehicle is sent to auction.

Some minor wear and tear is acceptable, contact Integrated Fleet Services if in doubt.

• Have any panel work repaired prior to the date that the vehicle will be sent to auction

• Any accessories that are approved for removal should be removed. Note that some

accessories are owned whilst some are leased. If in doubt ask Integrated Fleet Services.

• Any damage caused by the removal of items must be rectified.

• Any fittings supplied with the vehicle but stored (such as Toyota Prado rear seats) must be

refitted prior to disposal.

• Check that all sets of keys and the service records are placed in the vehicle. The Department

will be charged for missing spare keys when it is sent to auction for sale.

• Book the vehicle transport by completing the online booking form available on the intranet.

• Submit final running sheet to Integrated Fleet Services ASAP.

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ATTACHMENT 1 - Plant Boat Fuel Request

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ATTACHMENT 2 - Application for home garaging of Departmental vehicle

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ATTACHMENT 3 - Application for home garaging of Departmental vehicle due to on-call

nature of work

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ATTACHMENT 4 - Motor vehicle replacement template

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fleet management procedures manual

Documents