University lease vehicles

The University’s Vehicle Fleet operations are governed by the following Policy and Procedural documents, Minimum Standards and vehicle specific information:

• Work Health and Safety Act 2012
• Work Health and Safety Regulations 2012
• Vehicle Telematics Driver Information Guide (PDF)

These documents provide a framework for the management and control of University fleet vehicles.

The objective of the Minimum Standards is to provide a framework for approved staff, students, volunteers and visitors driving University authorised vehicles.

There are forms and checklists associated with the Minimum Standards including:

• Authorisation to Drive a University Vehicle
• Vehicle Safety and Condition Checklist
• Vehicle Safety Features and Equipment Checklist
• Private Vehicle Approval Form

Further information about driving of University vehicles including information about:

• Risk Assessments (PDF)
• Driver Licence’s (International Interstate)
• Road Closures and Weather Warnings
• Training Providers, and
• Useful Links Can be found on the University’s Work, Health and Safety website

The University of Tasmania has a semi-decentralised model for vehicle fleet management.

Senior Manager, Infrastructure Services and Development (ISD)

The Senior Manager, ISD, portfolio responsibility for the delivery of Vehicle Fleet Services (VFS) across all University operations. The Senior Manager, ISD, is responsible for:

• Developing a best practice policy framework for the delivery of VFS across all University operations, both intra and interstate.
• Developing policies and procedures that govern the delivery of VFS across all University operations.
• Championing work, health and safety as a first pillar of vehicle fleet operations and ensuring that all VFS are delivered referencing a ‘safety first and always’ lens.
• Providing strategic advice to the Executive Director, ISD on vehicle fleet operations and recommending actions that will enhance and deliver improvements across fleet services.
• Working closely with central WH&S on identifying and implementing safety improvements across the University’s VFS.
• Acting as a member of any safety review committees established to investigate incidents or accidents arising from vehicle fleet activities.
• Providing information to the University community on VFS, projects and activities.
• Acting as the University’s senior representative on VFS across internal and external forums.

Contract Manager – Vehicle Fleet Services (CM, VFS)

The CM, VFS is in Infrastructure Services and Development (ISD) and is the central point for operational vehicle fleet management. The CM, VFS takes a University-wide approach to vehicle fleet management and is responsible for:

• Act as the key liaison point between the University’s leasing partner and the school fleet contacts,
• Managing the delivery of University-wide vehicle fleet services,
• Providing advice and guidance to fleet users  on the University’s vehicle fleet Policy and Procedures,
• Overseeing the implementation of the University’s Telematics Policy including providing advice and guidance to operational units on the use of Telematics data,
• Managing the acquisition and disposal of vehicle fleet assets,
• Overseeing vehicle maintenance and servicing processes and co-ordinating vehicle fleet consultative forums including the Vehicle Fleet Safety Forum,
• Providing reports and data to organisational units on fleet utilisation and management,
• Overseeing the administration of insurance claims.
• Overseeing the activities of Vehicle Fleet support operations.
• Provide strategic and operational advice on the ongoing development of VFS across the breadth of University operations and making recommendations for improvement to vehicle fleet operations,

Organisational Unit Vehicle Fleet Managers/Administrators

Each OU (i.e. College, School, Discipline or Section) that has been allocated a University fleet vehicle, has an officer within that OU that will be responsible managing the vehicles allocated to that OU. The responsibilities of the OU Fleet Manager/Administrator are to:

• Ensure that Vehicle Fleet policies and procedures are adhered to by OU fleet users.
• Manage the allocation of vehicles allocated to their OU.
• Ensure that vehicle servicing and maintenance is kept up to date and is arranged promptly and in accordance with the service requirements of the vehicle.
• Advise the CM, VFS of any issues or concerns they may have about the capability, capacity or condition of vehicles in their OU.
• Promptly advise the CM, VFS of any accidents or emergencies that have been lodged via the Interleasing Accident and Emergency Helpline or through the MySafety portal.
• Complete (or have the driver complete) any necessary paperwork or administration relating to accidents and/or emergencies the vehicle is involved in.
• Ensure that any near misses, incidents or accidents are recorded on the central WH&S MySafety system.
• Follow up on infringement notices and have the driver complete any necessary paperwork.
• Ensure that vehicles are cleaned regularly and that they are maintained in a manner that upholds the reputation of the University by showing vehicles in the best possible condition.
• Participate in Vehicle Fleet Safety Forums and provide feedback and input into proposed changes of Vehicle Fleet Policies and Procedures.

All University leased vehicles are covered by a fully maintained operating lease.  This means that scheduled servicing is included in the monthly lease cost of the vehicle.

Leased Vehicles - Servicing Schedules

Holden Colorado

• The complimentary inspection is due at 1 month.
• The first service is due at 12,000km or 12 months (whichever occurs first) and then at every 12,000km or 12 months interval (whichever occurs first).
• Additional services may be required under certain driving conditions such as when towing (refer to Owner’s Handbook).

Nissan X-Trail

• The complimentary inspection is due at 1 month.
• The first service is due at 10,000km or 12 months (whichever occurs first) and then every 10,000km or 12 months (whichever occurs first) since the last service.

Mazda

• The complimentary inspection is due at 1 month.
• The first service is due at 10,000km or 12 months (whichever occurs first) and then every 10,000km or 12 months (whichever occurs first) since the last service.

Leased Vehicles – Service Agents

Scheduled servicing of Tasmanian based University leased vehicles is only carried out by approved service agents.

Contact details for these service agents are:

Holden

Nissan

Mazda

Service Agent details for leased vehicles operating interstate can be obtained by emailing Vehicle Fleet Services at Vehicle.Fleet@utas.edu.au.

When arranging a vehicle service with the Service Agent, fleet managers/administrators should advise the Service Agent at the time of booking the vehicle in for service, that the vehicle is an Interleasing leased vehicle.  The Service Agent will then ensure that all service invoicing is referred directly to Interleasing for payment.

Windscreens – Repairs and Replacements

All windscreen repairs and replacements are organised through Vehicle Fleet Services (VFS).  VFS will act as the liaison point between the Organisational Unit (OU), the University’s Insurer and Interleasing.

Windscreen damage (e.g. chips, scratches etc) that are less in size than a five-cent piece may only require repair.  However, this will ultimately be assessed by the nominated windscreen repairer who will make the final recommendation on whether the windscreen is to be repaired or should be replaced.

In the event of windscreen damage the OU should:

• Contact VFS by emailing Vehicle.Fleet@utas.edu.au or by phoning 6226 1522.
• Outline the nature of the damage and forward any photos that may have taken of the damage.
• VFS will make an initial assessment as to the required course of action (i.e. repair or replacement) and/or make arrangements for the vehicle to be assessed by the windscreen repair service.
• VFS will advise on the action to be taken.

Windscreen Repair

If the windscreen can be repaired, the OU will need to present the vehicle at the windscreen repairer for the work to be undertaken (if it can’t be done at the time).

The organisational unit is responsible for all repair costs.

Windscreen Replacement

If the windscreen needs replacing, the OU will need to present the vehicle at the windscreen repairer on the nominated day/time for the work to be undertaken.

VFS will contact the University’s Insurer to lodge a claim for the replacement windscreen.

The cost of the replacement windscreen is fully covered by the University’s Insurance Policy so there will be no cost to the OU.

Tyres

If a vehicle requires replacement tyres, puncture repairs or is having problems such as uneven wear and your vehicle requires a wheel alignment, please contact any of the following suppliers. To maintain consistency, performance and safety, Interleasing require ‘like for like’ tyres to be fitted.

When arranging tyre replacements through the relevant supplier , fleet managers/administrators should advise the Tyre Supplier at the time of booking, that the vehicle is an Interleasing leased vehicle.  The Tyre supplier will then ensure that all invoicing is referred directly to Interleasing for payment.

All leased vehicles are covered by roadside assistance

Interleasing (through its service provider Digicall Assist) provides a 24/7 breakdown/roadside assistance service which covers things such as keys locked in the car, tyres that need changing, breakdowns or other problems.

The 24/7 breakdown/roadside assistance service contact number is 1800 004 588.

Each leased vehicle has the phone number to access this service displayed on a sticker on the front windscreen of each vehicle. There is also an information brochure in the glove box of each vehicle.

If the vehicle can’t be restarted Digicall Assist will arrange for the vehicle to be towed to the nearest Interleasing service centre.

Digicall Assist will also assist the driver/passengers to get to their destination (i.e. by taxi, courtesy car or other method).

Fuel and Fuel Cards

When the vehicle is filled, drivers must enter the odometer reading or tell the service station attendant your odometer reading. This helps to manage and report on the vehicle and provide organisational units with timely reminders for servicing and lease end process. Organisational Units will be advised if inaccurate input causes calculation errors.

Please keep the Fuel Card in a safe place. If the fuel card is lost or stolen, contact Interleasing on 1800 004 588 (Option 3) to arrange a replacement. If the card is not reported as being lost or stolen the Organisational Unit will be liable for costs charged to the card.

The University’s fleet of standard vehicles is standardised across three vehicle categories. Only one vehicle type is offered in each category.

These vehicles have been selected following rigorous analysis of:

• Safety (all vehicles are 5 Star ANCAP rated)
• Fitness for purpose
• Comparison testing
• Towing capacity
• Sustainability
• Price
• Comfort and accessories

Any request for a new and/or replacement vehicle must be supported by a Business Case. The Business Case template can be obtained by contacting the CM, VFS. Email Vehicle.Fleet@utas.edu.au.

Only the vehicles outlined above are available to be requested. Requests for vehicles outside these categories and types must be approved by the Vehicle Fleet Contract Manager and will only be considered on the following grounds:

• An alternate vehicle category/type is required to support unique or highly complex teaching or research activities and it can be demonstrated by the requesting OU that the standard vehicle categories are not suitable.
• An alternate vehicle category/type is required to make reasonable accommodations for drivers with a disability.
• On the recommendation of the University’s CM, VFS.

All leased vehicles will include a remote telelmatics module to ensure the safe, cost effective, environmentally friendly and fit for purpose vehicles utilised by the University.

Appropriate justification to lease a vehicle outside the current standardised categories/types will be required to be provided by the requesting College/school/section/discipline and all requests will be required to be endorsed by the Executive Director, Operations, the Executive Dean of the relevant College and the CM, VFS.

Licences

Leased vehicles are available to authorised University drivers only. All new drivers must submit the driver authorisation form in Service Now

Fines and Infringements

All fines and traffic infringements for leased vehicles are managed through Interleasing.  The Police or councils will forward fines/infringements to Interleasing who will in turn forward it to University Vehicle Fleet Services (VFS) for action.  VFS will contact the relevant organisational unit to confirm the nominated driver. The infringement notice will then be directed to the person that incurred the infringement, who will be advised to pay the fine within the required time limit.

At the conclusion of a lease, vehicles with damage over and above "fair wear and tear" will be liable for a restoration charge.

Fair wear and tear is defined by the Australasian Fleet Lessors Association guidelines.

• AFMA Fair Wear and Tear Guide (PDF 224.7KB)
• Interleasing Fleet Driver Guide (PDF 1.7MB)

Accident reporting and management

Interleasing (through its service provider Indigo Vehicle Solutions) provides a 24-hour Toll Free Helpline for drivers of vehicles involved in an accident.

The 24/7 Toll-Free Helpline number is 1800 004 588 (Option 1).

Each leased vehicle has the phone number to access this service displayed on a sticker on the front windscreen of each vehicle. There is also an information brochure in the glove box of each vehicle.

What do I do if an accident occurs?

If you are involved in an accident you should first check on the health and well-being of all passengers and, if necessary, arrange for any emergency medical treatment by calling 000. Drivers should also contact UTAS Security on 6226 7600 to advise that an accident has occurred and what action has been taken.

Drivers should collect details of other vehicles involved in the accident including:

• Vehicle type and registration
• Driver’s name, address and licence number
• Any noticeable damage to other vehicles involved in the accident
• Name of the insurance company of other vehicles involved in the accident

Drivers should also record all details of the accident, including:

• Date, time and location of accident
• Name, number and station of any police officers attending the scene
• Road and weather conditions
• Name and contact details of any witnesses

The driver should ring the 24-hour Toll-Free Helpline (1800 004 588 Select option 1) who can provide advice for the situation. This includes information you need for the other parties, the University’s insurance details and any statutory requirements that might apply.

Indigo Vehicle Solutions will also assist with towing for the UTAS leased vehicle and a replacement vehicle or taxi, if necessary, so the journey can be completed. Indigo Vehicle Solutions will:

• Teams are in place and specialising in monitoring repairs, liaising with insurers, and recovering under excess costs in the shortest possible time frame
• Provide a dedicated specialist team 24/7 to provide support, guidance and reassurance following an accident
• Access a diverse replacement vehicle fleet of 1900, with an average age of 18 months and the ability to deliver the vehicles to your driver when needed
• Replacement vehicle costs are on- charged to the third party’s insurer following non-fault accident, reducing rental costs significantly

As soon as practicable, the driver MUST:

• Advise their supervisor and Vehicle Fleet Services (VFS) that an accident has occurred. VFS can be contacted on 6226 1522 or 6226 7690 or by emailing Vehicle.Fleet@utas.edu.au
• Lodge an Incident in the University’s online MySAFETY system.