Budget Rent-a-Car (Budget) is the University’s nominated provider of short-term vehicle hire services for University staff and postgraduate students (the University’s internal vehicle hire service ceased operation on 16 January 2018.)
Budget is responsible for providing suitable vehicles to staff and postgraduate students requiring vehicles for essential work- or course-related travel within Tasmania.
Q: Does Budget provide services to all UTAS campuses and sites?
A: Budget is the preferred supplier for STVH services for all campuses and sites within Tasmania, excluding the Cradle Coast campus.
Q: Does the Cradle Coast Campus still have its own ‘pool’ of UTAS vehicles?
A: Yes. The three University-owned pool vehicles currently based at the Cradle Coast campus have been retained and can be booked in the usual manner.
As Budget does not have an office in Burnie. If there are insufficient UTAS pool cars to meet the needs of staff travelling to/from the Cradle Coast campus an alternate local car hire service may be used. Cradle Coast staff sourcing STVH services to travel to/from Devonport airport must use Budget as their STVH service provider.
Q: How do I book a vehicle?
A: From Monday 29 January 2018, vehicles can be booked through PurchaseNow. Instructions on how to book via PurchaseNow will be published on this site. In the meantime, please continue to use the vehicle requisition form.
Q: How far in advance do I need to make my booking?
A: Provision of a standard vehicle is guaranteed for bookings made with 24 hours' notice. Bookings must be made within office hours.
Q: Can I choose which vehicle I want to hire?
A: The University has negotiated rates for small, medium and large vehicles and SUVs. Drivers are guaranteed a vehicle in the vehicle category that they nominate. The make or model provided is dependent on the vehicles that Budget has available to allocate. Examples of small, medium and large vehicles and SUVs include:
- Small – Kia Rio or similar
- Medium – Nissan Pulsar or similar
- Large – Toyota Camry or similar
- SUV – Nissan XTraill or similar
Vehicles will not be provided outside of these categories.
Q: What type of vehicle should I select?
A: You should select a vehicle that is suitable to the activity you are undertaking. The University’s Authorised Vehicles Minimum Standard (PDF) provides guidance on the types of vehicle most suited to a range of activities.
Q: Who can make a booking?
A: Vehicles are available to licensed and authorised University staff and students (for additional information on licence conditions refer to the UTAS Minimum Driving Standard). If you are booking a vehicle for the first time, you will need to fill out a driver authorisation form which needs to be approved by your line manager before you are able to book a vehicle. Driver authorisation forms can be accessed and completed via the Staff Services Portal.
Q: What happens if Budget runs out of vehicles for hire?
A: Under the University’s service agreement with Budget, the provision of vehicles is guaranteed as long as a minimum of 24 hours' notice of the booking (within office hours, Monday to Friday) is provided. Bookings made with less than this amount of notice will be assessed on a case-by-case basis with no guarantee that a vehicle will be made available.
Q: Where do I pick up the vehicle?
A: Budget has offices on site at the Newnham and Sandy Bay campuses, at locations in the Hobart and Launceston CBDs and at the Hobart, Launceston and Devonport airports.
Vehicles may be collected from and returned to any of these destinations. Please note that there is a vehicle collection fee (approximately 20% of the hire price) for collection from airport venues. This fee will be back-charged to the hiring school/section/institute. There are no fees for vehicle returns.
Budget office location details are as follows:
Sandy Bay campus
Corporate Services Building
96 Harrington St
Hobart Tas 7000
76 Frederick St
Launceston Tas 7250
Q: Do I have to sign anything when I pick up the vehicle?
A: Yes. The person taking receipt of the vehicle and keys will be required to sign a Budget rental agreement that outlines the terms and conditions of the rental. Under Budget processes, the person taking receipt of the vehicle is the person listed on the rental agreement. As with the previous internal process, changes in driver we will need to be recorded so that the correct person is identified as the driver if a driving infringement is incurred.
Q: What time can I pick up the vehicle?
A: Budget rental sales officers will be on site at the Sandy Bay and Newnham campuses from 8.30 – 11.30 am and 2.30 pm – 5.30 pm Monday to Friday (excluding public holidays). Budget offices off campus are open from 7.30 am – 5.30 pm Monday to Friday, 7.30 am – 4.30 pm Saturday and 9.00 am – 2.00 pm Sunday (excluding public holidays). Vehicles can be collected at any time during these hours.
Q: What if I can’t pick up the vehicle at any of these times. Is there a University staff member that can give me the keys?
A: The provision of STVH is a commercial arrangement between the University and Budget. University employees are not able to provide keys to staff or students on behalf of Budget. It is important that staff make time to collect their vehicle when the Budget office is attended. Opening hours have been extended at the end of the day to provide an extended window within which staff are able to collect vehicles.
Q: Can I pick up the vehicle the night before?
A: Yes. For drivers who wish to get an early start (i.e. pick up vehicles earlier than the above on-campus opening times) the Budget offices in the Hobart and Launceston CBD locations are open from 7.30 am Monday to Friday. For drivers who need to be on the road even earlier than this, vehicles can be collected the night before (during Budget’s opening hours). Hire fees will take effect from the time the driver takes receipt of the vehicle, as was the case with the previous internal service. Vehicles need to be parked off street (i.e. in the driveway or other off-street parking space) when at a staff member’s home and can only be used for work purposes.
Q: I leave early on a Monday morning before the Budget office is open. What options do I have to get a vehicle early without having to pay hire fees over the weekend?
A: The University, when it owned its own pool vehicles, did not allow drivers to house the vehicle at their home address over the weekend. Drivers were required to collect the vehicle on the Sunday prior to travel. This is the same process under the new service. Vehicles may be collected on a Sunday from Budget CBD locations. Budget weekend opening hours are 7.30 am – 4.30 pm (Saturday) and 9.00 am – 2.00 pm Sunday. Vehicles must be kept off street when housed at the staff member’s home and can only be used for work purposes.
Q: What is the minimum hire period?
A: Vehicles are charged at a per-day rate. 1 day = 24 hours or less. The rental period commences from the time the rental agreement is signed.
Q: Do I have to pay extra for accident insurance?
A: In most cases, vehicles have a zero excess for most accidents except in cases of overhead or under-body damage or water damage. The rental agreement sets out full details of exclusions that apply.
Q: How do I pay for fuel?
A: All vehicles are hired with a full tank of fuel. Each vehicle is issued a fuel card as was the case with the previous internal service. Staff are required to return vehicles with a full tank of fuel. Fuel is paid for from a central fuel budget and fuel charges are not back-charged to the hiring business unit.
Q: What if forget to fill up the vehicle before I return it?
A: Vehicles returned less than full (whether empty or only partially filled) will be filled by Budget at a rate of $2.60 per litre plus taxes. Fuel costs incurred due to the vehicle needing to be refilled by Budget will be back-charged to the hiring school/section/institute.
Drivers must ensure they refill the vehicle using the fuel card provided, prior to returning the vehicle. Not only will this save the University money, but it will ensure the next driver can commence their journey without needing to refuel first.
Vehicle bookings are made through PurchaseNow, the University's procurement system.
To book a medium or small car or an SUV:
- Log into PurchaseNow
- Select 'Budget Rent a Car' from the list of suppliers
- Click on 'Car Rental'
- Select your required car category (Medium Car, Small Car or SUV)
- Select your key pick-up and drop-off times and locations, enter the drive details and any special instructions.
- Enter the number of days you require the vehicle in the 'Add to Cart' field on the top right (1 day = 24 hours or less; hire period begins at time of key collection)
- Click on the 'Add to Cart' button
- Click on the shopping cart to check out your booking item to raise a purchase order. (See the PurchaseNow training tools page if you require training in how to check out an item and raise a purchase order.)
- Once Budget receives your purchase order, they will send you a booking confirmation.
How to book a special-purpose vehicle:
Special-purpose vehicles require a quotation prior to booking.
- Log into PurchaseNow
- Select 'Budget Rent a Car' from the list of suppliers
- Click on 'Request a Quote'
- Select the Default 'RFQ Type'
- Enter an 'RFQ Name' - e.g. vehicle type and start date for hire
- In the Description field, include the start and end time and date for the hire period, the driver's details, and a description of the vehicle you require and the purpose for the hired vehicle (e.g. bus for transporting 8 passengers to Launceston).
- Add a quote response date - ie. the date that you require a quote (This must be at least 24 hours from the date you request the quote.)
- Click the 'Next' button
- Check that Budget is the selected supplier and click 'Next'
- Add an attachment (optional)
- The default email field will appear. Click on 'Next'
- Your quote request confirmation will appear. Click 'Finish' to send the quote request to Budget.
- Once Budget receives your quote request, they will contact you with any queries and then send you a quote via PurchaseNow.
- You will receive an automated email from PurchaseNow when your quote is available. Log into PurchaseNow, view the 'Requests for Quote' box on the bottom right of the screen and click on the quote. This will add the quote to your cart. Proceed to checkout (for more information about how to check out an item, see the PurchaseNow training tools page).
If you are involved in an accident you should first check on the health and wellbeing of all passengers and, if necessary, arrange for any emergency medical treatment by calling 000. Drivers should also contact UTAS Security (Hobart - 6226 7600 or Launceston - 6324 3444) to advise that an accident has occurred and what action you have taken.
If the vehicle is involved in an accident that results in damage to the vehicle, you should contact Budget to advise them that an accident has occurred before moving the vehicle. The Budget Accident Information brochure contained in the driver’s hire pack contains instructions on what to do if you are involved in an accident.
For all incidents/accidents, drivers are required to lodge an incident report through MySafety.
Budget provides a 24/7 breakdown service which covers all inherent mechanical faults provided those faults have not arisen due to any unauthorised use of the vehicle. The breakdown service is included in the rental hire price.
The 24/7 breakdown service contact number is 1800 656 550.
The phone number to access this service is on the key tag of the vehicle you have hired and there is also an information brochure in the travel pack allocated with the vehicle. The travel pack also contains a first aid kit and fire extinguisher.
Please note that some roadside assistance services incur a roadside assistance fee due to the services required not arising from an inherent mechanical fault. These include:
- refuelling because the vehicle has run out of fuel
- changing a flat tyre
- provision of spare keys where the driver has lost the keys to the vehicle
- unlocking the vehicle because the driver has locked the keys in the vehicle
- provision of a replacement battery or a ‘jump start’ where the vehicle has a flat battery due to the driver leaving the lights, air conditioning, entertainment system(s) or other electrical equipment running whilst the ignition is off.
Please refer to the rental agreement for full details. Where drivers avail themselves of the above services, the UTAS budget centre will be back-charged the roadside assistance fee charged by Budget to supply the service, as outlined in the Rental Agreement.
Vehicles are available to authorised University drivers only. All new drivers must fill out out an authority to drive form (PDF 131.6KB) (to be signed by must be signed by an accountable person in the budget centre) and a medical disclosure form (109.7KB) and present their license to a Campus Services customer service officer before driving a University vehicle. These details are kept on the vehicle fleet database together with a photocopy of the driver's licence.
Fines and traffic infringements
The Police or councils will forward fines/infringements to Budget who will in turn forward it to the person that signed the Rental Agreement (in most cases, the driver). The person that signed the rental agreement will need to ensure that the infringement notice is directed to the person that incurred the infringement, who is advised to pay the fine within the required time limit. The Change of Driver form (which will be held by Campus Services) contains details of the driver driving the vehicle at the time the infringement was incurred.
It is important to ensure that you return fleet vehicles at the required time as bookings are often made with tight turn-around times.
What happens if I am using a vehicle and I am running late?
If you are running late due to unforeseen circumstances, please advise Budget as soon as possible (within office hours). This allows Budget to reorganise other bookings or hire additional vehicles from outside if necessary.
To minimise additional hire fees, drivers are encouraged to carefully plan their trip to ensure that vehicles are returned within the booking timeframe.
Budget - Sandy Bay campus
Corporate Services Building, Level 1
TT Flynn St
Budget - Newnham campus
Building T8 (Infrastructure Services & Development office)
Office hours for key collection are 8.30 - 11.30am and 2.30 - 5.30 pm, Monday to Friday