Motor Vehicle Policy

Policy Statement

Vehicles may be provided by The Business as a tool of trade resource or where there is an operational need.

1. Approved Drivers

The driver of The Business vehicle must be a worker of The Business and the worker must be fully licensed to drive the classification of the vehicle. People who are not workers, or workers who are unlicensed or who have a learner’s licence are not permitted to drive The Business vehicles.

A photocopy of each driver’s current licence is to be provided to The Business and the driver is to advise The Business of any change to the status or validity of the licence. In the event of a potential or actual loss of the license the worker must inform The Business immediately.

Approved/designated drivers will not give permission to any other Business worker or person to drive the car in their charge, without authorisation.

In the event of loss of licence, The Business will review its ability to provide the worker with suitable duties and transportation. In the event that any alternatives cannot be accommodated, the worker’s on-going employment may be reviewed accordingly.

2. Private Use

No motor vehicle is to be used for personal or private use without the prior consent of management in writing.

Workers may use Business vehicles that have been allocated to them to drive to and from work, and travel in the course of their duties. The Business vehicle may also be used when the worker is rostered on call or available for duty.

  • [optional] Where the vehicle is available for private use, the following conditions apply:
  • The vehicle may be used for reasonable private use. Approval must be gained from your manager prior to using the vehicle for interstate or extensive intrastate journeys. In such instances, the worker will be required to pay for fuel.
  • Trailers, caravans etc may not be towed for private use. No other vehicles may be towed unless in the case of emergency.
  • The worker shall take The Business vehicle to work at all times. When not in use by the designated driver, it may be utilised by other approved personnel.
  • The Business cars must be securely parked and secured against entry when parked. Off-street parking at worker’s residence is the minimum requirement.
  • The Business may at its discretion install and monitor vehicle tracking devices at any time. Employees will be notified of the installation of such devices.

Employees agree not to tamper with or attempt to disassemble or override any such device, or remove it from the vehicle.

All vehicles must always be locked and secured when left unattended and no items that could tempt entry to the car may be left in view. This especially includes briefcases, phones, laptops and battery tools.

  • The designated driver is responsible for cleaning the car (inside & out) to maintain it in the required presentable condition.
  • The designated driver is responsible for ensuring that the maintenance of the vehicle is performed as required.
  • Where private use is permitted, no person other than the designated driver is permitted to drive The Business vehicle for private use unless in the case of an emergency.
  • All designated drivers shall keep an up to date log book providing the dates and times of use of the vehicle by all drivers, and shall provide usage records for FBT purposes as required.

3. Return of The Business Vehicle

The Business vehicle must be returned to The Business prior to a worker commencing annual or long service leave. If a worker is on personal/carer’s leave, then The Business may arrange to retrieve the vehicle for use by others if so required.

During any period of suspension of a licence, the designated driver must arrange for the return the vehicle for garaging on The Business premises.
Vehicles will need to be returned to the workplace or dropped to a service provider from time to time for servicing. Workers will be given notice of services and alternative arrangements will be discussed.

4. Care of The Business Vehicle

Smoking is not allowed in any of the vehicles by any driver or passenger.
The driver of each vehicle is responsible for the basic maintenance of each vehicle. This basic maintenance is to include as a minimum the following:
Monitoring and replenishing of vital fluids and lubricants to include:

  • Petrol
  • Engine Oil
  • Engine Coolant in radiator
  • Washer Fluids
  • Tyre Air Pressure
  • Power steering and brake fluids

Maintenance should be carried out during ordinary hours, however it is the responsibility of the driver to ensure that this occurs as and when needed.

At his or her own expense the worker is expected to keep the inside and outside of The Business vehicle clean and presentable at all times. The manager may approve payment from The Business when the vehicle has become exceptionally dirty through unusual harsh work use. All consumables needed to carry out this maintenance will be provided at the expense of The Business.

Stock in vehicles should be kept in good order and in a tidy condition.

No alterations, additions or modifications are to be made to the vehicle without approval of the manager.

Staff members responsible for vehicles are also to report to management any repairs that need to be carried out to maintain the vehicles. Management will then arrange for the repair to be carried out. The worker is responsible for bringing to The Business’ immediate attention any fault that could render the vehicle unsafe or unroadworthy.

The Business will ensure that all major repairs and servicing of its vehicles are carried out to maintain a functional roadworthy vehicle. The approval of the manager must be obtained before any repairs or maintenance is carried out.

The Business vehicles must not be driven when unroadworthy or in a mechanical condition which is likely to cause damage to the vehicle. Designated drivers shall advise management of any mechanical fault or impending service to facilitate bookings and alternative transportation.

Where a worker fails to maintain the vehicle, or report unsafe matters which result in repairs and additional expenses to The Business due to neglect, the worker may be disciplined, up to and including termination, as a result of their conduct.

5. Petrol Charge Cards

The Business petrol charge cards are to be used for the purchase of petrol and oil for The Business vehicles only. No miscellaneous purchases are permitted on The Business charge card. Odometer readings are to be supplied to the supplier when purchasing petrol or oil.

Where a worker charges additional fuel, oil or other products to The Business fuel account for personal use, The Business will be requested to authorizes the employer to deduct the relevant amount for these purchases from any monies owing to the worker.

6. Insurance

The Business vehicles are insured for loss or accidental damage. Property carried in the vehicle, whether The Business property or private property may not by insured by The Business.

The worker should arrange through his or her own insurance The Business an insurance policy for private property that may be carried in The Business vehicle.

If a worker is found to be negligent or operating the vehicle illegally, the worker will be responsible for the payment of any fine (such as a parking infringement) or insurance excesses and requested to authorise the deduction of such from any monies owing.

The Business’ insurance policy on these vehicles covers travel from the worker’s residence to work or job site in as short as practicable distance and also whilst the vehicle is parked at the workers residence.

7. Safe, Courteous and Legal Use

The Business vehicles are to be used safely, courteously and legally at all times. The Business vehicles must be left available with a minimum of ¼ tank of fuel, but should be refuelled as a matter of courtesy rather than returned low and drivers must at all times use the correct grade of fuel.

8. Accidents

Any traffic violation or offence committed by a worker will remain the sole responsibility of that worker.

The driver of any vehicle who has either knowledge of or formal notice of an offence must notify The Business immediately.

The worker responsible for any vehicle that is involved or suspected of being involved in any accident is to report the accident to the management in writing as soon as possible.

Where the worker is negligent, the worker will be responsible for payment of the insurance premium, which may necessitate the deduction of monies from wages. The worker accordingly authorises the deduction of the fine payment from any monies owing.

When an accident occurs information on “what to do if you have an accident” and “accident details to record” is available from The Business and a copy should be kept in each vehicle. Refer to our glove box kit on what to do at the scene of an accident.

In the event that a The Business vehicle is involved in an incident causing damage to the vehicle, injury to persons, or third-party property, the driver must obtain the following details:

  • Date, time & location of event.
  • Other persons and vehicles involved (name, address, vehicle registration number).
  • Names of any injured persons and nature of injury (as far as is known at the time).
  • Damage (description) to The Business vehicle and/or other damage incurred.
  • Names and addresses of witnesses.

The event must be reported on an accident report form as soon as practicable after an incident. Repairs/towage etc. should only be authorised at the time to the extent needed to avoid further risk or damage, or as required to secure an undriveable vehicle. Admissions of liability to the other party(s) should not be made. In the event of injury to persons assistance must be provided and the police must be notified by the driver, as a legal requirement.

9. Alcohol or Drugs

The Business vehicle is not to be used by any driver who is affected by drugs or alcohol. A worker cannot drive a The Business vehicle with a blood alcohol level above the prescribed limit or be under the influence of medication and/or drugs such, which may impair performance.

The worker may be held liable for any damage to The Business vehicle, other vehicles, people or property as a result of an accident where the worker is the driver of a The Business vehicle and the worker is found to be affected by alcohol or drugs. The Business may seek to recover the costs of such a fine payment or damages to the vehicle from any monies owing.

10. Misdemeanour

A worker, who is found to have breached this policy, will be subject to disciplinary action up to and including dismissal.