Locations and opening hours
Q: Does Budget provide services to all UTAS campuses and sites?
A: Budget is the preferred supplier for short-term vehicle hire services for all campuses and sites within Tasmania, excluding the Cradle Coast campus.
Q: Where do I pick up the vehicle and what are the opening hours?
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. See the pick up and drop off locations page.
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. There are no fees for vehicle returns.
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.
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.
Making a booking
Q: How do I book a vehicle?
A: From Monday 29 January 2018, vehicles can be booked through PurchaseNow. See 'How to book a vehicle' below for PurchaseNow instructions.
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: 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: Can I choose which vehicle I want to hire?
A: The University has negotiated rates for small, medium and large vehicles and SUVs which are listed in the Budget catalogue on PurchaseNow. 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
- SUV – Nissan XTraill or similar
For any vehicle categories not listed above (for example, 12-seater buses), you need to submit a Request for Quote via PurchaseNow. Please note Luxury vehicles cannot be booked.
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 152.5KB) provides guidance on the types of vehicle most suited to a range of activities.
Q: What happens if Budget runs out of vehicles for hire?
A: Under the University’s service agreement with Budget, the provision of vehicles in the Budget 'catalogue' on PurchaseNow 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.
Collecting and dropping off the vehicle
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 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. See above for weekend opening hours. Vehicles must be kept off street when housed at the staff member’s home and can only be used for work purposes.
Q: If I am picking my vehicle up from the city/airport or out of hours, how do I collect my fuel card package?
A: Fuel cards can be collected from the following locations, either earlier in the day or the day before:
- Budget Office – Newnham, T8 Building
- Budget Office – Sandy Bay, 6 Grace Street
- Cradle Coast (TIA) – Julie Overall
- The Conservatorium of Music – Leanne Nazzari
- IMAS Hobart – Reception
- Centre for the Arts, Hunter Street – Reception
- Medical Science Precinct – Reception
- Melville Street Apartments – Helen Eastley (Underwood Centre)
- Inveresk – Nicole Dobber
- Rural Clinical School, Burnie – Christine Reynolds
Fuel cards need to be returned to the same place they were collected from on the completion of your car hire. On the occasions that it has been a one way hire, please return the fuel card to either the Sandy Bay or Newnham campus Budget office.
Fees and charges
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.