Vehicle Allocation and Use Policy · Vehicle Allocation and Use Policy Printed copies are...

Vehicle Allocation and Use Policy

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DETAILS Council Admin

Effective from: December 2014 Contact officer: Manager Fleet Next review date: December 2018 File reference: PS204/171/01 iSpot #

This policy 22840959 Value Proposition 48350580

OBJECTIVES AND MEASURES Objectives • Optimise the number of vehicles owned by City of Gold Coast

based on the principles of effective and efficient service delivery to the community

• Reduction in cost to the City from private use of City of Gold Coast vehicles

Performance Measures • Number of identified non-conformances with this policy • Ratio of light vehicles owned by the City versus the number of

employees • Reduction in cost to the City from private use of vehicles of 10%.

Risk assessment Low

POLICY STATEMENT The objective of this policy is to describe the management of City of Gold Coast vehicle allocation and usage to meet operational and business requirements. This policy provides clarity and consistency in relation to the expectations associated with the provision of vehicles for business use and describes the relevant approvals and conditions relating to private use of an existing City vehicle.

SCOPE This policy applies to all City of Gold Coast employees in regard to vehicle allocation methodologies and usage terms and conditions. Specifically it applies to:

• The allocation of general, operational and contract vehicles to positions. • The use of general, operational and contract vehicles by employees.

The policy does not provide for:

• Justifying the acquisition of a new vehicle – refer to procedure Purchase of Additional Assets #27475108.

This Policy, and its associated policies, guidelines, business rules and procedures, applies to all employees who are eligible for vehicle allocation and any employee who wishes to use an existing City vehicle for business purposes. Interpretation regarding implementation of this policy shall be at the discretion of the Manager Fleet (or delegate).

DEFINITIONS Refer to section on definitions.


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RELATED POLICIES AND DELEGATIONS Code of Conduct for Employees Good Working Relationships Policy Managing Conduct and Performance Policy Alcohol in the Workplace Policy Higher Duties and Secondments Policy Salary Sacrifice Form #26379903 Equipment Modification Request Form #37568150 WHSMS 6.13 Plant and Equipment This policy replaces and makes redundant the following policies: Car Pool Vehicle Usage Policy Novated Leasing Policy Use of Privately Owned Vehicles Policy Vehicle Allocation to Contracted Senior Executive Officers Policy

LEGISLATION Fringe Benefits Tax Assessments Act 1986 Transport Operations (Road Use Management) Act 1995 Work Health and Safety Act 2011

SUPPORTING DOCUMENTS Driver Handbook #32184549 Vehicle request/change form #42722764 Safe Driving Induction Presentation #32705293 Equipment Modification Request Form #36053556 Purchase of Additional Assets #27475108.

RESPONSIBILITIES Sponsor Chief Operating Officer Owner Manager Fleet VERSION CONTROL Document Date Approved

Amendment

22840959 v7 24.03.15 CEO #48350580 Major amendment to include all vehicle polices

22840959 v6 07.05.14 COO #43869007 Minor amendment 22840959 v5 07.05.14 #25678407 Amendment to policy overview 22840959 v4 02.07.09 #25555968 Minor amendments 22840959 v3 26.06.09 #25551159 Amendment to form 22840959 v2 10.06.09 CEO approved Scope to include Councillors 22840959 v1 01.05.08 CD08.0218.002 / G08.0225.014 Council policy deemed administrative

policy


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Table of Contents 1 Definitions ...................................................................................................................................... 3 2 General ........................................................................................................................................... 5 3 Responsibilities ............................................................................................................................. 5

3.1 Chief Operating Officer ............................................................................................................ 5 3.2 Directors .................................................................................................................................. 5 3.3 Manager Fleet.......................................................................................................................... 5 3.4 Managers and Supervisors ...................................................................................................... 6 3.5 Car Pool Administrators ........................................................................................................... 6 3.6 Drivers of City vehicles ............................................................................................................ 6

4 Vehicle Types ................................................................................................................................. 6 4.1 General vehicles ...................................................................................................................... 6 4.2 Operational vehicles ................................................................................................................ 7 4.3 Contract vehicles ..................................................................................................................... 7

5 Private use categories .................................................................................................................. 7 5.1 Commuter use – overview ....................................................................................................... 7

5.1.1 Commuter use of an operational vehicle ......................................................................... 8 5.1.2 Commuter use of a vehicle while on call ......................................................................... 8 5.1.3 Commuter use of general vehicles .................................................................................. 8

5.2 Limited private use - overview ................................................................................................. 8 5.2.1 Limited private use of a general vehicle .......................................................................... 9 5.2.2 Limited private use of an operational vehicle .................................................................. 9 5.2.3 Limited private use while on call ...................................................................................... 9

5.3 Full private use - overview ....................................................................................................... 9 6 Fuel ............................................................................................................................................... 10

6.1 Commuter use ....................................................................................................................... 10 6.2 Full and Limited private use ................................................................................................... 10

7 VEHICLE USAGE Payments ....................................................................................................... 10 7.1 Commuter use ....................................................................................................................... 10 7.2 Limited private use ................................................................................................................ 10

7.2.1 Base payment ................................................................................................................ 11 7.2.2 Per kilometre payment ................................................................................................... 11 7.2.3 Toll payment .................................................................................................................. 11

7.3 Full private use ...................................................................................................................... 11 7.4 Paid parking ........................................................................................................................... 12 7.5 Suspending payments ........................................................................................................... 12

8 Approval process for vehicle Use Agreement.......................................................................... 12 8.1 Vehicle swaps ........................................................................................................................ 12 8.2 Secondments and higher duties ............................................................................................ 12

8.2.1 Executive level higher duties ......................................................................................... 12 9 Termination of Vehicle Use Agreement .................................................................................... 12 10 Corporate car pool ...................................................................................................................... 13

10.1 Vehicle Bookings ................................................................................................................... 13 10.2 Out of Business Hours Bookings ........................................................................................... 13 10.3 Driver Responsibilities ........................................................................................................... 13 10.4 Car Pool Administrator Responsibilities ................................................................................ 14

11 Code of Conduct .......................................................................................................................... 14 11.1 Lawful driving ......................................................................................................................... 14

11.1.1 Alcohol and drugs .......................................................................................................... 14 11.2 Licence requirements ............................................................................................................ 15

11.2.1 Licence validity .............................................................................................................. 15 11.2.2 Provisional licence ......................................................................................................... 15 11.2.3 Learners permit.............................................................................................................. 15 11.2.4 Nominated drivers.......................................................................................................... 15

11.3 Fines and penalties ............................................................................................................... 15 12 Responsible Driver accountabilities ......................................................................................... 16



12.1 Application of relevant stickers .............................................................................................. 16 12.2 Decals .................................................................................................................................... 16 12.3 Maintenance and care of the vehicle ..................................................................................... 16 12.4 Smoking ................................................................................................................................. 17 12.5 Animals .................................................................................................................................. 17 12.6 Vehicle cleaning .................................................................................................................... 17 12.7 Security of belongings ........................................................................................................... 18

13 Unauthorised Vehicle Use .......................................................................................................... 18 14 Use of Global Positioning System (GPS) Devices ................................................................... 19 15 Fleet Safety................................................................................................................................... 19

15.1 Safe Driving Practices ........................................................................................................... 19 15.2 Pre-Start Checks ................................................................................................................... 19 15.3 Mobile phone usage .............................................................................................................. 20 15.4 Driver performance management .......................................................................................... 20

16 Accident or breakdown ............................................................................................................... 20 17 Fitting accessories ...................................................................................................................... 21

17.1 Business use accessories ..................................................................................................... 21 17.2 Private use accessories ......................................................................................................... 21

18 Vehicle replacement .................................................................................................................... 21 18.1 Service/appraisals/trade-ins .................................................................................................. 22

19 Use of privately owned vehicles for business purposes ........................................................ 22 19.1 Insurance ............................................................................................................................... 22 19.2 Accident reporting .................................................................................................................. 23 19.3 Financial assistance in the event of accident ........................................................................ 23

20 Novated lease .............................................................................................................................. 23 21 Contracted senior executive officers ........................................................................................ 23

21.1 Annual allowance .................................................................................................................. 24 22 Vehicle allocation and use approval process (flowchart 1) .................................................... 25 23 Summary table ............................................................................................................................. 26



1 DEFINITIONS TERM MEANING Accident A collision with another vehicle or object ATO Australian Taxation Office Business Use All City business related travel, excluding commuting to-and-from home. Car fringe benefits tax A car fringe benefit arises when a car held by an employer is made available for

the private use of an employee. A car held by an employer is generally a car owned by, or leased to, the employer including novated lease vehicles. A car that is garaged at an employee's home is treated as being available for the private use of the employee regardless of whether or not the employee has permission to use it privately.

City of Gold Coast City employee

All permanent, temporary and casual staff of the City and staff employed under an employment contract, including agency staff.

City vehicle A fully maintained motor vehicle held by City of Gold Coast City for business purposes.

Commuter use Where a vehicle is used to commute to and from work, via the most direct route. Contracted senior executive officer

Senior officers employed on an executive contract, including the Chief Executive Officer, Chief Operating Officer, Directors, Managers and Executive Coordinators.

Corporate car pool The pool of City cars that are available to be booked as required for business purposes.

Custodian A vehicle custodian is the person nominated to oversee the care and maintenance of a vehicle. The vehicle may not have a responsible driver or there may be a work group that all have vehicles and vehicle custodian is listed as a central contact for all vehicle matters.

EAP

Employee assistance program. A short term counselling service available to employees and their family members.

Effectiveness Achievement of desirable work outcomes. Efficiency Improvements to work practices resulting in reduced time, effort or costs to the

City, or avoided future costs. Employees All staff regardless of employment status, role or position – e.g. permanent,

temporary, casual or part-time employees, student placements, agency resources and volunteers. Excludes contractors who are not eligible to operate a City vehicle.

Fair wear and tear The gradual reduction in operating performance and condition, arising from normal use of a vehicle for the purpose for which it was designed.

FBT Fringe benefits tax. Fringe benefit A fringe benefit is a benefit which is provided to an employee or an associate of

an employee, in respect of the employee's employment by: • the employee's employer; • an associate of the employer; or • a third party under an arrangement with the employer or an associate of

the employer. A benefit is widely defined to include any right, privilege, service or facility and broadly includes cars and other motor vehicles.

Full private use Full private use means that the vehicle is available to the employee for private use to and from work, after hours, on weekends, on public holidays and during periods of leave. Available to contracted senior executive officers only.

Garaging Garaging will mean the parking of a vehicle behind a property line (e.g. in a driveway, carport or similar).

General vehicle A general vehicle is used for City business purposes available to staff via the corporate car pool.

GPS Global positioning system for spatially locating vehicles. HandS

Health and Safety information system. The electronic system of recording risk and safety incidents.

Immediate family A partner/spouse or child of the employee, who lives at the same primary place



of residence. Incident Any unplanned event resulting in, or having the potential for injury, ill health,

damage or other loss. Itinerant worker An employee who constantly travels between work sites. Limited private use Limited private use means that the vehicle is available to the employee for

private use to and from work, after hours, on RDO’s, on weekends, on public holidays and up to five days of annual leave/RDO’s taken consecutively.

Nominated Driver An appropriately licensed member of the employee’s immediate family nominated by a staff member with limited private use, to operate a City vehicle for private purposes.

Nominated Passenger Is a staff member who is a passenger within either an operational or general vehicle along with a designated driver.

On call vehicles A vehicle that may be taken home by employees whose job functions and responsibilities require them to be available outside of normal working hours when formally on-call (and paid an on-call allowance).

Operational vehicle

An operational vehicle is used for City business purposes, and is classed as an FBT exempt vehicle according to the ATO (ie a vehicle that is designed to carry a load of one tonne or carry more than eight passengers). Operational vehicles are allocated to specific positions based on criteria contained in this policy.

Private use Use of a vehicle use that is not directly connected with City business. Travel to and from work is considered private use of a vehicle by the Australian Taxation Office.

RDO Rostered day off. Responsible driver The allocated driver of a City vehicle or the Lessee in the case of a Novated

Lease vehicle, who is responsible for its care and maintenance as stipulated in this policy, and who holds an appropriate class of drivers licence.

Scheduled servicing Servicing as per manufacturers recommendations. Supervisor A supervisor is any person that has direct reports regardless of variations in

position title. Unfair wear and tear Damage due to negligence, misuse or abuse of an asset e.g. mechanical

damage due to lack of scheduled servicing or non-completion of pre start checks, panel damage, deep scratches from vegetation or brief cases, torn upholstery etc.

Unscheduled maintenance/repair

Maintenance/Repairs that can be expected during the life of an asset but which cannot be scheduled for at specific term i.e. tyres/battery replacements etc.



2 GENERAL Vehicles are procured and utilised by the City of Gold Coast for business purposes first and foremost. Vehicles are allocated to positions and not to individuals i.e. the transfer of an employee from one position to another does not include transfer of the vehicle. The allocation of a City vehicle under this policy is not a condition of employment and is subject to change at the discretion of the Chief Operating Officer. The type of vehicle owned is determined by Fleet Services to meet the business requirements of the City. Fleet Services undertake regular monitoring of the City’s fleet size, composition and allocation.

3 RESPONSIBILITIES

3.1 Chief Operating Officer • Policy sponsor. • Enforce adherence of this policy to all employees. • Provide organisational consistency in application of this policy. • Evaluate requests for vehicle allocations and approve or reject them as and when required. • Approval of allocated City owned vehicles for any form of private use.

3.2 Directors • Enforce adherence of this policy to all employees. • Evaluate requests for vehicle allocations based on business requirements and endorse or

reject them as and when required.

3.3 Manager Fleet • Policy owner and implementation. • Evaluate requests for vehicle allocations based on policy compliance and add comments for

review by the Chief Operating Officer as required. • Provide interpretation of this policy as and when required. • Provide organisational consistency in application of this policy. • Annual review of positions to which a motor vehicle is allocated. • Annual review of positions which have private use approval. • Annual review of private use contributions. • Provision and maintenance of vehicles (as approved in the budget). • Assessment of matters relating to vehicles such as acceptable accessories, contribution rates,

employee liable repairs and other decisions as required. • Recommendations of appropriate vehicles, including environmental and best value

considerations such as vehicle price, resale, fuel usage and fuel type and FBT impacts. • Determining the optimum number of fleet items and types of vehicles to service the City’s

business requirements. • Monitor and manage infringements and take follow up action as required. • Enforcement of employee breaches of the terms and conditions as stipulated in this policy. • Approval of applications to have vehicles removed from the corporate car pool (ie emergency

response vehicles).



3.4 Managers and Supervisors • Investigate breaches of this policy and report findings to the Manager Fleet. • Investigate vehicle accidents and report findings to the Manager Fleet. • Report misuse including illegal activity of a vehicle to the Manager Fleet. • Escalate disciplinary action resulting from this policy to Manger Fleet.

3.5 Car Pool Administrators • Maintaining the vehicle booking system. • Ensuring safe keeping of keys. • Monitoring corporate car pool vehicle usage. • Determining ad-hoc out of business hours vehicle use requests. • Providing assistance to staff in the booking process. • Reviewing complaints and follow up in regard to non-compliance with this policy and report

findings to the Manager Fleet. • Distributing fines and infringements for corporate car pool vehicles to the appropriate officer as

per records of usage retained in the corporate car pool area.

3.6 Drivers of City vehicles • Treat assets with care including cleanliness, awareness of car performance and possible

mechanical issues. • Obey laws and stipulations in this policy as a driver or occupant of a City vehicle. • Report and record accidents/incidents to supervisor/coordinator/manager (as appropriate)

immediately. • Report faults to a Fleet Services workshop as soon as possible.

4 VEHICLE TYPES This policy distinguishes three vehicle types; general, operational and contract as detailed below:

4.1 General vehicles General vehicles are acquired for the purpose of employees conducting City business. During business hours, all general vehicles are part of the relevant corporate car pool. The number of vehicles at each City location is determined by the efficient and effective management of the corporate car pool. General vehicles are not allocated to a specific position. In some cases, the Manager Fleet may approve a general vehicle to be exempt from the corporate car pool and held by a work group or individual, to ensure a vehicle is readily available to certain staff who are required to respond quickly to urgent matters (e.g. safety incidents/accidents, emergency response, etc.).

A general vehicle can be a vehicle of any configuration (e.g. passenger cars, station wagons, panel vans, four wheel drives, utilities, etc.).



4.2 Operational vehicles An operational vehicle is one that is classed as an FBT exempt vehicle according to the ATO (i.e. is designed to carry a load of one tonne or carry more than eight passengers). The number of operational vehicles owned by the City is determined by the efficiency and effectiveness of allocating a vehicle to a specific position for purposes relating solely to the duties of that position. As such, these vehicles are excluded from the corporate car pool arrangement. All operational vehicles within a designated work team shall be available for use by any operational team member during working hours and/or allocated to team members for on-call or planned overtime arrangements as directed by the relevant Supervisor/Manager.

In some cases, the Manager Fleet may approve a pool of operational vehicles to be held by a work group to service the needs of a resource pool of employees (e.g. where off-site inspections are carried out daily).

4.3 Contract vehicles Contract vehicles are those vehicles operated by contracted senior executive officers. Unless otherwise approved by the Chief Operating Officer, the type of vehicle to be allocated to contracted senior executive officers must comply with the Executive Vehicle List (#35233463). A request for a vehicle that is not on the Executive Vehicle List, will be reviewed by the Manager Fleet based on its merit in terms of the business benefits to Council, for final approval by the Chief Operating Officer.

There is no requirement for contract vehicles to form part of the corporate car pool.

5 PRIVATE USE CATEGORIES This policy distinguishes three private use categories; commuter, limited private and full private as detailed below:

5.1 Commuter use – overview Commuter use allows the employee to travel between their usual place of residence and designated starting/finishing place of work using the most direct route available to maximise efficiency. As per the ATO rules, commuter use vehicles may be used for non-work related use that is minor, infrequent and irregular. For clarity the following criteria are used to define this statement:

• Minor – a deviation that adds not more than five kilometres to a single trip (e.g. five kilometres more than the most direct route between work/home).

• Infrequent – not more than once in each month. • Irregular – not following any defined pattern (e.g. not on the same weekday).

The vehicle must be brought to the relevant City workplace every work day. Commuter use vehicles may be kept at the officer’s usual place of residence during weekends, and public holidays. Approval, in writing, from the relevant branch manager is required for the vehicle to be kept at the officer’s usual place of residence during RDOs. If an officer responsible for a commuter use vehicle is sick, the immediate supervisor must be informed verbally to ensure arrangements can be made for the use of the vehicle if required during the sick leave. Vehicles are to be returned to the workplace at all other times (e.g. during annual leave, etc.). Commuter use does not include transportation of other City employees to and from work.



If the limitations of commuter use are breached through private use, City of Gold Coast may be penalised through an FBT charge. If this occurs, the responsible driver may be liable for these costs.

5.1.1 Commuter use of an operational vehicle

Commuter use of an operational vehicle may be granted upon application for the purposes of efficiency and effectiveness. To be eligible for commuter use, the officer must meet the following criteria:

• Be employed in a position that requires (and has allocated) the business use of an existing operational vehicle.

• Their usual place of residence is within the City boundaries, or where this is not the case, within 20 kilometres of their ‘home’ workplace.

• The majority of the time (greater than 60%) the officer must start and/or finish in the field. Application for commuter use must demonstrate improvements to work practices resulting in reduced time, effort or costs to the City, and the achievement of desirable work outcomes. GPS records may be checked to verify the above criteria are met and maintained.

5.1.2 Commuter use of a vehicle while on call

Employees who are not allocated a vehicle and who are required to be on-call (and paid an on-call allowance), may be allocated an FBT exempt vehicle for the duration of their on-call duties. While on-call, the vehicle can only be used in accordance with the provisions for commuter use. GPS records may be checked to verify the above criteria are met and maintained.

5.1.3 Commuter use of general vehicles

Commuter use of general vehicles which are not FBT exempt, is not allowed under this policy. Commuter use of general vehicles which are FBT exempt, is limited to situations in accordance with clause 5.1.2 above.

5.2 Limited private use - overview Limited private use allows the employee to use the vehicle to and from work, after hours, on RDO’s, weekends, and on public holidays. The vehicle must be brought to the relevant City workplace every work day. Use of the vehicle for up to a maximum of five days of annual leave/RDO’s taken consecutively, is subject to prior written approval from the relevant Manager and the Manager Fleet, using the Vehicle Request/Change Form. The number of general vehicles available for limited private use by each directorate, is based on the proportion of directorate staff to total City staff, at each corporate car pool location. However, at least 10% of vehicles at each corporate car pool location will remain unallocated to cater for ad-hoc afterhours and overnight use. For example, if a directorate has 50% of all staff based at Waterside, then that directorate is eligible to allocate up to 50% of all available general vehicles at Waterside (all Waterside based vehicles less 10% for unallocated car pool use). There is no requirement to allocate all available vehicles for any form of private use.



5.2.1 Limited private use of a general vehicle

Limited private use of a general vehicle may be granted upon application for the purposes of efficiency and effectiveness (as defined in this policy document). That is it must demonstrate improvements to work practices resulting in reduced time, effort or costs to the City, and the achievement of desirable work outcomes. Appropriate criteria include staff recruitment and retention issues, for example:

• positions where there are previous unsuccessful recruitment attempts, and the provision of a motor vehicle will attract a suitable candidate.

• positions where the current incumbent possesses a skill set or qualification that will be difficult to replace, and provision of a motor vehicle will result in the employee remaining employed by the City.

In all cases where recruitment and retention is used to justify an application for private use, the Manager People & Culture will be asked to comment on the appropriateness of the application. Provision of a motor vehicle in such circumstances will be reviewed whenever a position becomes vacant.

5.2.2 Limited private use of an operational vehicle

An officer who occupies a position that meets the criteria for commuter use may apply for limited private use of that vehicle. Approval for limited private use of an operational vehicle is based on the same criteria as limited private use of a general vehicle. In situations where limited private use of an operational vehicle has been approved, an officer may apply to have the FBT exempt vehicle replaced with a sedan or wagon. The approval process must take the form of a memo, and follow the same approval process as for applications for private use (refer flowchart 1). The memo must address the following:

• Detailed reasons why the FBT exempt vehicle is no longer suitable • Provide comprehensive details of any potential cost reductions to the organisation from the

change • Justify why the vehicle should not revert to general use and form part of the corporate car pool

5.2.3 Limited private use while on call

Employees with existing limited private use are not exempt from paying the lease back fee when on-call, as they still have private use of the vehicle, and are compensated for their on-call work separately.

5.3 Full private use - overview Full private use means that the vehicle is available to the employee for private use to and from work, after hours, on weekends, on public holidays and during periods of leave.



6 FUEL All fuel purchased on a City fuel card must only be used in a City vehicle. Only authorised fuel is to be purchased as applicable. Other fuel products are not to be used, including premium unleaded fuel, unless specifically required for the vehicle. Accurate odometer readings are to be entered every time the vehicle is refuelled. Responsible drivers must inform Fleet Services immediately if a fuel card is lost or stolen.

6.1 Commuter use Fuel used on City business is paid for by the City.

6.2 Full and Limited private use Fuel used on City business is paid for by the City. Fuel must be paid by the officer while on leave (from 12 o’clock midnight on the last day of work to 12 o’clock midnight on the day before returning to work) including during weekends, RDOs and public holidays that are taken in conjunction with a leave period. Fuel may be purchased on a City fuel card or paid for directly by the officer. If using the fuel card, the cost of fuel purchased during that period is to be reimbursed within one month of returning from leave. If fuel is paid for directly by the officer, the current odometer reading is to be provided to Fleet Services upon returning to work.

7 VEHICLE USAGE PAYMENTS All payments are reviewed by Fleet Services annually, and posted to the Fleet intranet page. Any increase in these payments will also be communicated to relevant staff three months prior to taking effect.

7.1 Commuter use There are no payments associated with commuter use.

7.2 Limited private use Weekly payments are required by responsible drivers with limited private use for vehicle Fringe Benefit Tax (FBT) and operational costs of the vehicle (where applicable), and are deducted from the user’s pay. The weekly payment calculation is comprised of three components:

1. a base payment, plus; 2. a per kilometre payment for employees whose usual place of residence is outside the City

boundaries, for the component of travel to and from work which is outside the City boundaries, (where applicable), plus;

3. a toll payment for employees incurring a regular toll when travelling to and from work (where applicable).



7.2.1 Base payment

The base payment is calculated as follows (figures are an example only): Item Description Calculation

FBT Costs A Average Gross Purchase

Price Purchase price including GST $31,500

B Total vehicle FBT Cost Per Week

Calculated using the statutory formula - 20% of the vehicle gross purchase price (A) / 52 weeks

$121.15

C GST GST component of the vehicle FBT amount (B) at 1/11

$11.01

Total D Weekly Base Lease Fee Vehicle FBT cost (B) plus GST costs

(C) $132.16

7.2.2 Per kilometre payment

The per kilometre payment is calculated as follows (figures are an example only): Item Description Calculation

Owning and Operating Costs E Total Annual Ownership &

Operational Costs Includes annualised capital costs, and all operational costs such as fuel, oil, insurance, maintenance, repairs, registration - averaged across the City’s passenger vehicle fleet

$11,300.00

F Average Annual Kilometres Travelled

Average across the fleet 24,400kms

G Cost Per Kilometre Total annual ownership and operational costs(E) / average annual kilometres travelled (F)

$0.46

H Private Use Component Private use component as calculated across the City’s passenger vehicle fleet

22%

Total I Lease Fee Cost per Kilometre Cost per Kilometre (G) * Private Use

Component (H) $0.10

7.2.3 Toll payment

Employees who incur a toll on their way to and from work will have the weekly value of this toll added to their lease back fee. This is based on two tolls per day over nine or ten days per fortnight (whichever is applicable).

7.3 Full private use Payments for full private use are in accordance with section 21.1.



7.4 Paid parking Paid parking (at cost to the responsible driver) applies to all City vehicles, with any type of private use (as defined in section 5), and which operate from a location at which paid parking applies (ie Bundall, Waterside).

7.5 Suspending payments If the vehicle is left at a City office during extended leave periods, or the vehicle is not available to be used privately during leave, the weekly fee may be suspended during that time (in full week increments only). This is done by completing the Vehicle request/change form and forwarding to the Manager Fleet for approval and processing.

8 APPROVAL PROCESS FOR VEHICLE USE AGREEMENT As shown in Flowchart 1, applications for commuter or limited private use of an existing vehicle are made on the Vehicle request/change form by the relevant branch manager, for assessment against business requirements and consistency by the relevant director. The Manager Fleet then checks all applications against policy criteria, for final approval by the Chief Operating Officer.

8.1 Vehicle swaps Responsible drivers are not permitted to swap their vehicle, unless prior approval has been given by the Manager Fleet in writing. Fleet Services may reallocate or swap vehicles between staff to ensure the lowest life cycle cost to the City. This is primarily related to lowering the cost of FBT. Unallocated carpool vehicles and operational vehicles are to be used for business purposes only to ensure Fringe Benefit Tax requirements are met.

8.2 Secondments and higher duties Acting in a position, where the usual incumbent has a vehicle allocated does not mean the person acting on higher duties will also have access to a vehicle. The Vehicle request/change form must be completed and approved as per the above process. Submission of the application form is not a guarantee that the temporary transfer will be approved. If the vehicle is subject to a weekly payment (limited private use) this payment must be paid by the temporary custodian and payments from the regular custodian will be suspended.

8.2.1 Executive level higher duties

Unless otherwise approved, when an employee is acting in an executive contract position, the applicable higher salary rate excludes any amounts associated with the vehicle salary component (package) for that position.

9 TERMINATION OF VEHICLE USE AGREEMENT Vehicle use agreements can be terminated by the City of Gold Coast with provision, in writing, of three months’ notice to the relevant officer. Alternatively, an officer may terminate a vehicle use agreement with no notice period. In situations where there is a significant breach of this policy, vehicle allocation may be terminated immediately.



10 CORPORATE CAR POOL Corporate car pool refers to the pool of City cars that are available to be booked as required for business purposes only. All general use vehicles owned by the City are designated as pool cars. All City staff (except contracted senior executive officers receiving a business use allowance for using their private or leased vehicle on City business) are permitted to use a car pool vehicle subject to holding a current and valid licence.

10.1 Vehicle Bookings Vehicles must be booked online using the Resource Scheduler application. The booking must include full name and telephone extension or mobile telephone number. For Surfers, Nerang and Waterside Car Pools, vehicle keys must be collected and returned to the KeyWatcher systems. The booking in Resource Scheduler must, at all times, reflect the actual use of the vehicle. If the driver returns early, the booking must be adjusted to ensure others are able to use the vehicle. All drivers must ensure they collect and return the vehicles within the specified booking time. If a driver is delayed the Car Pool Administrator must be contacted so the booking can be adjusted in Resource Scheduler. If the keys are not collected within 1 hour of the vehicle booking start time, the Car Pool Administrator has the authority to delete the booking and make it available for others.

10.2 Out of Business Hours Bookings Out of business hours use for private purposes is strictly prohibited. Officers requiring a vehicle for City business before 6am and/or after 6pm, including overnight bookings, must ensure that an email stating the specified booking time, name of driver, purpose of use and approval by coordinator/manager is forwarded to the Car Pool Administrator (Facilities Management). The Car Pool Administrator determines approval of such requests against the following criteria:

• Availability of corporate car pool resources. • Alternate and more cost effective means of meeting the requirement. • Reasonableness of the request.

For out of business hours use where the vehicle is to be parked at a residential address overnight, unallocated FBT exempt vehicles are to be requested and provided (i.e. utilities). For out of business hours use where the vehicle is to be returned to the respective corporate car pool any unallocated vehicle may be requested (i.e. sedan or utility).

10.3 Driver Responsibilities Unless the vehicle is booked and in use, the keys to a corporate car pool vehicle must be deposited in the respective electronic KeyWatcher system. Responsible drivers must deposit their keys immediately on arriving at work. If this is not possible, it is their responsibility to notify the Car Pool Administrator to explain the absence. If a responsible driver is on sick leave or is delayed, they must ensure that the vehicle’s absence is recorded in Resource Scheduler. This may be done by contacting the Car Pool Administrator. Under no circumstance is a responsible driver to use the spare set of keys to access a pool vehicle.

mailto:[email protected]?subject=Request%20for%20out%20of%20hours%20car%20pool%20booking



Responsible drivers must book their vehicles in Resource Scheduler as ‘unavailable’ when going on leave, RDO’s, servicing, appraisal etc. All personal items (including but not limited to child safety seats/baby restraints) must be removed from corporate car pool vehicles to enable the vehicle to be used for business purposes during business hours. The City accepts no responsibility for theft, loss or damage to personal property of the responsible driver or passengers. Vehicles must not be returned with less than a quarter of a tank of fuel, this applies to all drivers. The Car Pool Administrator should be advised of any instances where a vehicle is not refuelled. Repeated offences may lead to a driver being refused access to the corporate car pool. Fuel cards must be left in the vehicle centre console or with keys, and must be used for all purchases. Accurate odometer readings must be recorded at the time of refuelling. A list of approved service stations is in the console of the vehicle and available on the Fleet Services intranet site.

10.4 Car Pool Administrator Responsibilities The Car Pool Administrator is responsible for all unallocated vehicles within the corporate car pool. This includes ensuring the vehicles are regularly cleaned, that all servicing is undertaken, that repairs are done and appraisals and changeovers occur as required.

11 CODE OF CONDUCT All employees of City of Gold Coast must behave in a lawful, courteous and professional manner, as per the Code of Conduct for Employees. Employees who operate a City vehicle must at all times abide by the stipulations in this policy. Failure to do so may result in disciplinary action.

11.1 Lawful driving Driving lawfully is the responsibility of every City of Gold Coast employee. Maintaining an understanding of what lawful driving is and the consequences of unlawful driving is a requirement of any person authorised to drive a City vehicle. Employees are expected to obey the road rules at all times and review the road rules at least annually to keep abreast of changes to existing road rules. Vehicle passengers must also be aware of lawful behaviour of a passenger and represent the City in a professional manner.

11.1.1 Alcohol and drugs

Lawful driving including the legal blood alcohol content for the licence held and the type of vehicle being operated must be adhered to by the employee operating the vehicle. No alcohol may be consumed in any City work or lunch area, which includes City vehicles. Lawful driving also applies to drug use. There is a zero tolerance to any trace of illegal drugs. It is the driver’s responsibility (under law) to declare long-term or permanent medical conditions that may impede driving ability to the relevant licensing authority. Failure to do so will incur a penalty and disqualification from driving. Conditions include: blackouts or fainting, diabetes, epilepsy, eye problems, hearing problems, heart disease, psychiatric disorders, sleep disorders, stroke, alcohol or drug dependency. Employees must not operate/drive a vehicle if affected by any over the counter and/or prescription medications that in any way may impede/impair their ability to operate the vehicle. Where driving is necessary, an alternate driver must be arranged.



11.2 Licence requirements

11.2.1 Licence validity

The City of Gold Coast requires that any driver of a City vehicle holds a valid current driver’s licence appropriate to the class of vehicle being operated. Any changes to the validity or limitations of a driver’s licence are to be immediately reported to the relevant supervisor and to the Manager Fleet. Supervisors are required to conduct regular licence checking. Employees who operate a City vehicle without a valid licence are in breach of this policy and disciplinary action will be taken as described in this policy. This includes employees whose licence is suspended, has not been renewed, or has been rescinded/revoked. Use of City vehicles will not be permitted until it is proven through the relevant licensing authority that the employee is licensed.

11.2.2 Provisional licence

Employees with a provisional licence are permitted to operate City vehicles, in accordance with the law.

11.2.3 Learners permit

Holders of a learners permit are permitted to operate City vehicles, in accordance with the law.

11.2.4 Nominated drivers

An officer with limited or full private use of a City vehicle can nominate two immediate family members to drive the vehicle during periods of private use. Nomination must be completed using the Vehicle request/change form. Unless an emergency exists, it is not permissible for any person who has not been approved as a responsible or nominated driver to operate a City vehicle out of business hours. It is the responsible officer’s duty to ensure that any of the nominated drivers hold a valid driver’s licence relevant to the licence class of the vehicle and is fit to drive the vehicle.

11.3 Fines and penalties The responsible driver shall pay all fines, penalties and charges resulting from their use of the vehicle including but not limited to parking infringements, red light camera, toll charges, driving offences (e.g. speeding infringements) and roadworthy offences. The responsible driver must report all known infringements immediately to the Manager Fleet or delegate. For vehicles not allocated to a corporate car pool, the responsible driver is responsible for determining the driver at the time of the infringement if they were not in charge of the vehicle at that time. In this case a statutory declaration must be completed stating who the driver of the vehicle at that time was. If the actual driver cannot be determined, the responsible driver will be held liable for the penalties and costs involved. For corporate car pool vehicles at Waterside, Surfers Paradise, and Nerang carpools, the person who removed the keys from the KeyWatcher is responsible. All persons must ensure they:

• Do not collect keys for a vehicle unless they will be the driver of that vehicle. • Do not hand the keys to the next scheduled driver of that vehicle. The keys must be returned

to the KeyWatcher immediately after use. If a person removes a key for another person they must report this to the relevant Carpool Administrators to record in a diary as soon as possible.



Any traffic offences, resulting fines and demerit points incurred in the operation of a novated leased vehicle are the full responsibility of the employee leasing the vehicle. The City of Gold Coast is not responsible for any fines or penalties incurred in a novated lease vehicle.

12 RESPONSIBLE DRIVER ACCOUNTABILITIES A vehicle asset requires care and attention, both mechanically and aesthetically. When a vehicle has been assigned to an employee for their private use, the City expects that the vehicle will be treated as though it is the private motor vehicle of that employee. This greater feeling of responsibility by employees should enhance the value of the car to the City and improve public perceptions because of the condition in which the car is kept. The responsible driver has the duty to care for the vehicle, detailed below.

12.1 Application of relevant stickers A variety of stickers are applied to City vehicles. These stickers must remain on the car and must not be removed unless directed to do so by Fleet Services. These include:

• Decal stickers for operational vehicles • Registration stickers (heavy vehicles only) • Accident and breakdown assistance stickers • RACQ stickers • Plant number stickers • Other stickers as required from time to time

The responsible driver of a heavy vehicle must affix the registration sticker as per the Department of Transport and Main Roads instructions as soon as the new sticker is received. Failure to do so prior to the expiration of the previous year’s sticker may incur a fine that is payable by the officer allocated to that vehicle.

12.2 Decals City of Gold Coast decals must be displayed on vehicles undertaking City business as follows:

• Operational vehicles will be fitted with permanent stick on decals adhered to the centre of each front door of the vehicle. If decals are not present on the vehicle or are damaged, the vehicle must be taken to Carrara depot for rectification.

• General vehicles will be fitted with magnetic decals. Decals must be placed on the centre of each front door of the vehicle, and must be displayed at all times when the vehicle is used for City related business. Under no circumstance is the decal to be displayed when the vehicle is used for private purposes. If a general vehicle does not have decals on the centre of the front door please check within the vehicle. Fleet Services must be advised if the decals are not available.

12.3 Maintenance and care of the vehicle The officer allocated a vehicle is responsible for ensuring proper and adequate care and maintenance of the vehicle at all times. The allocated officer must ensure that the vehicle is maintained in a roadworthy condition and the vehicle is not driven if there is any doubt as to its roadworthiness. If a vehicle is suspected of not being roadworthy, it must be reported to a Fleet Services maintenance workshop immediately.



Proper and adequate care and maintenance of the vehicle includes:

• Securing the vehicle while unattended, by locking doors and closing windows. • Use of the correct fuel. • Regular interior and exterior cleaning. • Polishing the car when required, at least annually. • Frequent checking of normal running items (oil, battery, radiator, tyre pressure, lights including

brake lights, etc.). • Notifying a Fleet Services maintenance workshop as soon as possible of all defects in the

operation of the vehicle or damage to the vehicle, no matter how minor. • Faults or defects that affect the safety or roadworthiness of a vehicle must be immediately

taken to a Fleet workshop for repair. • Frequent visual checks of the vehicle to ensure damage has not occurred whilst unattended. • Ensuring all toolboxes and equipment are secured. • Ensuring servicing is completed when directed by sticker and/or workshop direction. • Awareness of the vehicle’s usual handling and noises to be able to easily identify a defect.

Vehicles with a private use component must always be garaged when at the allocated officer’s residence. If garaging is not available, the vehicle must be legally parked off the road overnight where possible and suitably behind a property line (street parking is not considered secure). The designated driver must keep the City informed as to the principal address where the vehicle is being home garaged overnight. Should an allocated officer fail to comply with these conditions, the matter will be reported to the Manager Fleet for review, and may be liable for the cost of rectification.

12.4 Smoking Smoking is prohibited in all City vehicles. Smokers should be aware of residual smoke and ensure they do not smoke near an open vehicle. Should an officer be found to be smoking in the vehicle, the matter will be reported to the Manager Fleet for review.

12.5 Animals No animal is to be transported in the passenger compartment of the vehicle unless it is in a suitable animal carrier.

12.6 Vehicle cleaning Responsible drivers are accountable for keeping the interior and exterior of the allocated car clean. Cleanliness of vehicles will be checked by Fleet Services at regular servicing. Unreasonably dirty vehicles will be drawn to the attention of Manager Fleet and the manager/director of the officer. If the vehicle is not presented in a satisfactory condition within seven days, the Fleet Services maintenance workshop will arrange for cleaning, the cost of which will be debited to the cost centre to whom the vehicle is allocated. If the officer chooses to pay for the vehicle to be cleaned (interior and/or exterior) it will be at the expense of the officer. In the event a corporate car pool user has left the car in an untidy state, this must be reported to the Car Pool Administrator and Manager Fleet. The offender will be made accountable for the cleaning of the vehicle.



Unallocated corporate car pool vehicles can be cleaned as necessary at the expense of the relevant cost centre.

12.7 Security of belongings The driver of any vehicle is responsible for the security of personal belongings in the car as well as City belongings such as tools. Due care should always be taken to ensure the safety of all belongings left in/on an unattended vehicle. City of Gold Coast will accept no responsibility for theft, loss or damage to personal property of the driver or passengers carried in the vehicle. Security of the vehicle itself is expected at all times. This includes locking the vehicle and ensuring the windows are not open when the vehicle is unattended.

13 UNAUTHORISED VEHICLE USE City of Gold Coast vehicles shall not be used:

• For transporting persons or goods for hire or reward. • For any unauthorised or unlawful purposes. • In any way that could adversely affect the City’s image or conflict with its interest. • Whilst it is in an unsafe or defective condition. • For any personal business venture. • For sporting or competitive events.

City vehicles are not to be used beyond the purpose for which the vehicle was designed. Where a driver is involved in unauthorised use and/or damage to City vehicles and/or third party property, the officer may face one or more of the following actions depending on the degree of negligence:

• Payment of insurance excess. • Payment of cost of repairs or portion thereof. • Withdrawal of private use privilege where applicable. • Withdrawal of carpool use privilege where applicable. • Withdrawal of total use of any vehicle. • Disciplinary action up to and including dismissal.

If the vehicle is misused, the officer may be required to pay for any damages incurred. For example, an officer can expect to pay where the vehicle is damaged as a result of exceeding the towing limit of the vehicle or using the vehicle for extreme four wheel driving. Damage will be at the responsible officer’s cost where unfair wear and tear is evident. If an operational vehicle is damaged during unapproved private use, the responsible driver may be liable to pay for the damages. If, whilst being used for private purposes or for a purpose not authorised by the City, a vehicle is involved in an accident and the claim is rejected by its insurers due to a breach of the insurance contract by the officer or any person operating the vehicle with the consent of the officer, the officer shall pay such amount as rejected by the insurers. Repayment of any amount owing to the City arising from the above conditions may be made through payroll deductions over a period to be agreed. Upon resignation, payments must be complete before the employee leaves the organisation.



Any damage due to the unauthorised use of a vehicle may result in disciplinary action and payment of costs by the officer. If complaints are received about a driver, the Disciplinary Policy may come into effect.

14 USE OF GLOBAL POSITIONING SYSTEM (GPS) DEVICES City of Gold Coast utilises GPS vehicle data to make more efficient decisions on vehicle usage and workload, more accurately record vehicle performance and enhance workplace safety. The primary purpose of GPS data is to ensure that staff and assets can be better utilised and protected. The purpose of the introduction of GPS technology into City vehicles is not a staff monitoring initiative, although it is acknowledged that in reviewing vehicle operations, inevitably vehicle usage patterns will be visible. The collection of data is not primarily for disciplinary purposes, however where it can be reasonably established that a breach of policy may have occurred, City reserves the right to utilise the data in an investigation, as per it’s Disciplinary Policy. In collecting GPS vehicle data, City of Gold Coast commits to the following:

• The data, in so far as it relates to individuals, will be kept confidential in accordance with relevant privacy principles.

• The data will not be used to invade an employee’s personal privacy. • That where a possible breach of City policy is identified, it will be brought to the attention of

the employee with a view to allowing the employee to provide an explanation. • That employees may have reasonable access to data that is related to their vehicle usage. • That access to the data will be restricted to relevant managerial levels.

The City acknowledges that where the identity of a vehicle operator is apparent, that the Information Privacy principles apply to the collection, usage and storage of that information and therefore it must be kept appropriately confidential.

15 FLEET SAFETY

15.1 Safe Driving Practices Refer to the Driver Handbook available on the intranet. This handbook provides driving standards that employees are expected to meet. It also provides safe driving advice that should be referred to regularly.

15.2 Pre-Start Checks Before operating any City vehicle, the following checks must be done whilst the vehicle is stationary:

• Prior to operating a vehicle, inspect for any damage and cleanliness. If the vehicle is in a corporate car pool, report any issues to the Car Pool Administrator immediately. Damage identified and not previously reported will be allocated to the preceding driver of the damaged vehicle.

• Walk around the vehicle before reversing to check for hazards. • Position the mirrors for optimal rear and side vision. • Position the seat to reach the wheel and pedals comfortably. • Adjust the head rest if required. • Check the position and operation of the indicators and windscreen wipers. • Set up the hands free mobile settings.



• Adjust the radio and air conditioning settings. • Familiarise yourself with the instruments such as speedometer, fuel gauge, clock, hazard

lights and temperature gauge. • Consult the owners manual in the glove box for specific guidance on the vehicles features. • Complete and sign off the Vehicle Pre-Start Checklist (where applicable).

15.3 Mobile phone usage Unless a hands-free mobile phone kit is fitted to the vehicle, all use of mobile phones whilst driving is prohibited. It is recommended that even when a hands-free kit is fitted, the vehicle is stationary, in park, with the hand brake on and the engine turned off when having a telephone conversation.

15.4 Driver performance management Each directorate must undertake ongoing management of driver performance, including the monitoring of accidents, traffic infringements and public complaints. Appropriate measures, including driver training and formal performance management processes are to be implemented for those drivers exhibiting poor driving performance.

16 ACCIDENT OR BREAKDOWN All mechanical breakdowns must be reported to Fleet Services in the first instance, as per the following:

• Following an accident or breakdown, contact the number on the sticker located on the top left hand side of the windscreen.

• Contact your supervisor. • Within 24 hours, an incident notification needs to be entered into HandS (Health and Safety

Information System). • Within two working days, the vehicle is to be presented to the Panel Shop at the Carrara

Depot for damage to be assessed and repairs organised. • As a result of an accident, it is recommended that staff take advantage of the City’s Employee

Assistance Program (EAP), which is confidential access to professional, short term counselling, paid for by City of Gold Coast.

If the accident or breakdown occurs outside the City of Gold Coast limits, the officer may arrange urgent repairs and replacement parts if necessary. All repairs are to be carried out only by recognised dealer service centres. Reimbursement will be subject to producing relevant receipts. The officer may be required to present evidence that there has been no breach of the terms and conditions of use. The officer may be expected to assist in the return of the vehicle to the City in his/her own time. Any costs not met by the City insurer or the relevant breakdown service association that relate to the recovery of the vehicle after an accident or breakdown, are to be met by the officer. Towing of the vehicle is to be restricted to RACQ or its agent(s) if City assistance is unavailable. If the vehicle has been towed by RACQ to a service centre or holding yard, the officer is to advise Fleet Services at the Carrara depot immediately (if during business hours) or the next working day. Note: there is an on call Fleet Services officer who can use a City credit card to authorise repairs.



17 FITTING ACCESSORIES Standard accessories, such as front and rear mudflaps, headlight protectors, floor mats, hands free car kit or blue tooth and a cargo barrier (wagons) will be fitted prior to delivery at the City’s expense. Accessories of any type are not to be fitted or removed without approval (in writing) from the Manager Fleet.

17.1 Business use accessories Accessories required for business use purposes must be justified by the requesting area, against the criteria of effectiveness and efficiency, and submitted to the Manager Fleet (or delegate) for consideration. Business use accessories must be funded by the requesting area in the first instance, and will be reconsidered on a case by case basis, every time the vehicle is replaced. If approved, Fleet Services will fund the fitting of these accessories to the replacement vehicle.

17.2 Private use accessories Accessories requested for private purposes (accessories additional to the standard accessories) such as roof racks and tow bars, can be requested using the Equipment Modification Request Form. The Manager Fleet will assess the request to ensure it does not negatively impact the vehicle (such as drilling into the body of the vehicle) and carry out or arrange the modification (or removal) at the expense of the allocated driver. All approved private use accessories will be the responsibility of the allocated officer to reimburse the City for costs. Accessories will not be paid out when the car is handed back or the accessories are no longer wanted. When a vehicle is replaced, accessories will not be automatically reinstated on the replacement vehicle, and if required (and approved) must be funded by the requesting employee. Should accessories be removed at any time, the employee is liable for the cost to remove accessories and restore any resultant damage.

18 VEHICLE REPLACEMENT Vehicle selection will have due regard to suitability to business application, environmental impacts, safety and whole of life cost considerations including price, resale, fuel usage. The replacement intervals of the vehicle allocated to the officer will be in accordance with the condition assessment methodology of the fleet replacement program. When a vehicle is replaced, the officer must attend a handover of the new/replacement vehicle by Fleet Services, which includes a check of the officer’s licence and ensuring that the officer is aware of the terms and conditions of use (contained in this policy) and workplace health and safety requirements. The City does not guarantee to immediately replace a vehicle that is being repaired due to a breakdown or accident. If the vehicle is off the road due to what is deemed by the Manager Fleet to be unfair wear and tear, the allocated officer’s department will be liable for any additional cost relating to a replacement vehicle. The acquisition of an additional vehicle must be approved through a submission to the CEO from the relevant director.



When an additional vehicle is on order, the employee allocated the new vehicle will be given a pool car, if available, until the vehicle arrives. The nominated lease fees will apply from the date of collection of the pool vehicle.

18.1 Service/appraisals/trade-ins Responsible drivers will be informed by Fleet Services when vehicles are due to be serviced, appraised or traded-in. If the vehicle is a carpool resource, the responsible driver (or in the case of an unallocated vehicle, the Car Pool Administrator) is required to book the vehicle out as ‘unavailable’ on this date.

19 USE OF PRIVATELY OWNED VEHICLES FOR BUSINESS PURPOSES All City employees, when needing to travel from one location to another, for work-related purposes should use transport provided or paid for by the City. Where that is not possible, in limited circumstances, after considering other available options (e.g. use of a taxi) approval may be given for employees to utilise their private vehicle when travelling on City business. It is expected that this will occur infrequently. City of Gold Coast may approve the usage of privately owned vehicles for work-related purposes, provided that:

• other forms of transport are not viable or available • supervisory approval is given in advance

Any employee who uses their vehicle for work-related purposes must first seek written approval to do so from their supervisor. Such approval will allow the employee to claim mileage allowance at the current rates. (i.e. a cents per kilometre rate, dependent on the type of motor vehicle). Supervisors should satisfy themselves that the employee holds a current driver’s licence and the person understands the necessity to drive safely and in accordance with the rules of the road, as they would if driving a City vehicle.

19.1 Insurance If, while being used on City business, the vehicle is involved in an accident and the vehicle’s insurer refuses to cover costs on the basis of its being used for business purposes, then the City may consider offering assistance as outlined in the summary of conditions. In most cases, occasional use of a privately owned vehicle for work purposes will still be covered by personal motor vehicle insurance. However, the decision to do so rests with the insurance company and any employee who uses their private vehicle for work purposes regularly, or who has any concerns about insurance coverage, should check with their insurance company to make certain of the extent of their coverage. The mileage component reimbursed by the City to the user is intended to recompense the user, in part, for the cost of insurance. If a person chooses not to insure their vehicle, then under no circumstances should that person use, or their supervisor approve use, of their vehicle for City purposes, other than in life threatening or genuine emergency situation. In all other situations as a starting point, the City will regard persons not electing to insure their vehicle, as electing to carry their own risk, and City of Gold Coast should not be seen as the insurer of last resort.



19.2 Accident reporting Should an employee be involved in an accident while using their vehicle on City business, accident reporting procedures are the same as if driving a City vehicle.

19.3 Financial assistance in the event of accident Where an employee does hold insurance and their insurance company refuses coverage on the basis the vehicle should have been insured for business purposes, then the Manager Fleet will consider whether any assistance can be extended. Factors to be taken into account include:

• Whether supervisor approval was given in advance of the employee using their own vehicle for work-related purposes.

• The manner in which the employee was driving. • The circumstances of the accident. • Whether the employee had elected not to obtain appropriate insurance coverage. • The reasons and circumstances behind any refusal of the person’s insurer to provide

coverage. • Advice from the City Solicitor. • Whether the employee was acting in accordance with the law; and • Any other relevant matter.

20 NOVATED LEASE

A novated lease is a three way agreement that exists between an employer, employee and an external leasing financier. The employee, employer and the external leasing financier sign a novation agreement which stays in place for the duration of the lease and whilst the employee has an employment relationship with the employer. All ongoing employees and executive officers are eligible to elect to access a vehicle under novated leasing arrangements, however temporary employees are not. A decision to enter into a novated lease for a vehicle is one that should be carefully considered by each employee. The City of Gold Coast makes no representation as to the potential benefits or will take no responsibility for any financial loss occurring as a result of an employee deciding to enter a novated lease arrangement. City of Gold Coast has appointed an external supplier to implement these arrangements, details of which are on the Fleet Service intranet page. A vehicle purchased and operated under lease financing, whether the lease is novated to the employer or not, is the property of the employee who will be responsible for its maintenance, running costs and ultimately disposal as per the Novated Lease Deed of Novation.

21 CONTRACTED SENIOR EXECUTIVE OFFICERS City of Gold Coast does not provide City owned vehicles to the following:

• Newly appointed contracted senior executive officers, unless special approval is given by the Chief Operating Officer (from November 2013).

• Existing contracted senior executive officers who have previously elected to opt out of a City owned vehicle in favour of a novated lease or private vehicle, unless special approval is given by the Chief Operating Officer (from November 2013).

• Existing contracted senior executive officers whose contracts are renewed subsequent to the adoption of this policy, unless special approval is given by the Chief Operating Officer.



Those contracted senior executive officers with a City owned motor vehicle (during the transition period) have full private use of the vehicle as per the terms of this policy. Where a contracted senior executive officer uses a novated lease or private use vehicle for business purposes, the applicable weekly payment (see Clause 21.1.1) will be paid as full compensation. City decals are not to be used on these vehicles.

21.1 Annual allowance The base payment is equivalent to the average annual total annual ownership and operating cost for the provision of an executive standard vehicle. This is as follows (14/15 financial year): Vehicle Type Annual Charge Executive Coordinators and Managers $14,938 Directors and CEO $17,309 Contracted senior executive officers that use a private or novated lease vehicle for City business purposes may claim a business use allowance as follows;

• An annual base payment $3,750.00 to be paid in weekly instalments and taxed as it relates to business use of a novated lease vehicle. In accordance with ATO Guidelines, an employee cannot make a claim at year end in their tax return against this allowance.

• A annual base payment of $2,500.00 to be paid in weekly instalments and taxed as it relates to business use of a private vehicle. In accordance with ATO Guidelines, an employee cannot make a claim at year end in their tax return against this allowance.

• In addition to the annual base payment, a kilometre allowance will be paid for average weekly

use in excess of 150km (on average). Claims for this component of the business use allowance are to be made quarterly in arrears, based on the average weekly business use in excess of 150km/week. A log book should be maintained for a 12 week period to establish a pattern of usage which will be used for the quarterly claim and this rate of business usage will remain current for 3 years, unless there is a significant change in the pattern of usage. The log book should be retained for possible inspection by the ATO. Travel between home and the usual place of work (and vice versa) is not regarded as business use. In accordance with ATO Guidelines, an employee cannot make a claim at year end in their tax return against this allowance.

Contracted senior executive officers who are not allocated a City owned motor vehicle, and who choose not to use a private or leased vehicle for City business purposes may utilise the corporate car pool for business purposes only.



22 VEHICLE ALLOCATION AND USE APPROVAL PROCESS (FLOWCHART 1)



23 SUMMARY TABLE

Use Type Payment arrangement

Payments required Fuel payments Private use entitlement Vehicle entitlements while on leave

Incurs Paid Parking

Car Pool Incurs Vehicle FBT

CONTRACT Full Private Vehicle allowance

in employment package.

Vehicle allowance in employment package. Fuel must be paid by the officer while on leave including during weekends, RDOs and public holidays that are taken in conjunction with a leave period.1

Vehicle may be used seven days a week.

Vehicle may be used when on leave.

Yes 2

No Yes

GENERAL Limited Private

Weekly fee via payroll.

1. base payment, plus; 2. per kilometre payment for employees whose

usual place of residence is outside the City boundaries, for the component of travel to and from work which is outside the City boundaries, (where applicable), plus;

3. toll payment for employees incurring a regular toll when travelling to and from work (where applicable).

Fuel must be paid by the officer while on leave including during weekends, RDOs and public holidays that are taken in conjunction with a leave period. 1

Vehicle may be used outside of business hours including weekends, RDOs and public holidays.

Up to a maximum of five days of annual leave/RDO’s taken consecutively.

Yes 2

Yes Yes

Free Commuter

No payment. No payment. Fuel is paid by Council as vehicle is used for Council business only.

Transport to and from work via the most direct route.

None. Yes 2

Yes Yes

Nil No payment. No payment. Fuel is paid by Council as vehicle is used for Council business only.

None. None. No Yes No

OPERATIONAL Limited Private

Weekly fee via payroll.

1. base payment, plus; 2. per kilometre payment for employees whose

usual place of residence is outside the City boundaries, for the component of travel to and from work which is outside the City boundaries, (where applicable), plus;

3. toll payment for employees incurring a regular toll when travelling to and from work (where applicable).

Fuel must be paid by the officer while on leave including during weekends, RDOs and public holidays that are taken in conjunction with a leave period. 1

Vehicle may be used outside of business hours including weekends, RDOs and public holidays.

Up to a maximum of five days of annual leave/RDO’s taken consecutively.

Yes 2

No Yes

Free Commuter

No payment. No payment. Fuel is paid by Council as vehicle is used for Council business only.

Transport to and from work via the most direct route.

None. Yes 2

No No

Nil No payment. No payment. Fuel is paid by Council as vehicle is used for Council business only.

None. None. No No No

1. from 12 o’clock midnight on the last day of work to 12 o’clock midnight on the day before returning to work 2. Surfers and Waterside precincts only

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