Motor vehicles procedure


To ensure University owned motor vehicles are acquired, maintained and used in a consistent manner


The procedure is applicable to the following classifications of RMIT motor vehicles:

  • executive vehicles
  • departmental/pool vehicles


Leased or hired motor vehicles as part of salary packaging arrangements.

Procedure steps and actions:

1. Acquisitions

1.1. All RMIT motor vehicle acquisitions are carried out by the Fleet Coordinator. Only vehicles available on government contract pricing will be obtained.

1.2. Departmental/pool vehicle

    1.2.1. The type of vehicle will be determined by the University and is limited to four-cylinder or six-cylinder cars or station wagons. The University will acquire vehicles with regard to their fitness for purpose and total cost of ownership.

    1.2.2. The preferred vehicles are Australian-manufactured cars. Modifications to the vehicle are limited to air conditioning, ABS brakes, automatic transmission, cruise control and a cargo barrier for a wagon.

    1.2.3. Capital and Investment Review Board (CIRB) grants approval for the acquisition of departmental/pool vehicles on request of the relevant Head of School/department.

1.3. Executive vehicle

    1.3.1. Financial Services acquires executive vehicles at the request of the eligible staff member.

    1.3.2. The applicant is to submit an Executive vehicle request form (DOC 81.5 KB, 1p). The request must be approved by the relevant senior executive and a representative from Human Resources

    1.3.3. The type of vehicle is determined by the limit of the car allowance component of the salary package and must be agreed with the Human Resources representative prior to purchase.

    1.3.4. Any modifications to the car must be within the approved limit of the car’s price.

2. Use of vehicles

2.1. All drivers must hold a current driver’s licence valid in the state of Victoria.

2.2. Smoking is prohibited in RMIT vehicles.

2.3. All articles carried are to be stored safely to avoid damage.

2.4. Vehicles must not be driven by anyone under the influence of drugs or alcohol.

2.5. Current registration certificates must be displayed on the vehicle.

2.6. In the event there is a breakdown, contact Roadside Assistance. Numbers are supplied in the handbook provided in the vehicle glove box.

2.7. The driver is responsible for ensuring that all occupants are wearing seat belts in accordance with State and Commonwealth legislation.

2.8. The vehicle is to be locked when unattended and left in a safe location.

2.9. Pool vehicles are not to be used for private purposes unless approved by the relevant senior executive.

2.10. If a pool vehicle is used by School/Portfolio staff for personal purposes for more than 25% of the year or for less than 20,000 km per year, the use of the vehicle may be withdrawn unless a claim is made to substantiate the use in the following year..

3. Use of pool vehicles

3.1. Departmental vehicles must maintain a log book to substantiate business usage. A log book entry must be completed and signed for each trip.

3.2. Portfolio/School finance officers must submit a detailed listing of the private use of the vehicle no later than 31 March of each year to Financial Services for the FBT calculation.

3.3. The Head of School/department must provide authorisation for a staff member to use a departmental/pool vehicle. Staff must complete a motor vehicle request form for pool car to obtain permission to use.

3.4. If there is no single person responsible for the car the Head of School is held responsible for the appropriate use of the car.

3.5. The driver must be aware of standard legal insurance requirements.

3.6. For parking and traffic infringement costs an authorised driver must be nominated. Advise the Fleet Coordinator, Financial Services, of the details of any change of driver.

3.7. Student driving pool vehicles

    3.7.1. In the instances when students are driving a pool vehicle, a management representative must ensure that the student holds a full valid current Victorian driver’s licence.

4. Disposal/renewal

4.1. Motor vehicles will be exchanged after 60,000 km or three years (whichever is sooner), subject to the university budget position.

4.2. Disposal of vehicles is done by the Financial Services Group.

5. Associated costs

5.1. The staff member assigned to the car must pay for costs such as parking permits, traffic or parking fines, CityLink charges and any other fines associated with an offence or misuse of the vehicle.

5.2. Costs associated with the vehicle such as registration, insurance fees, roadside assistance, maintenance, fuel and other monthly finance charges will be paid by RMIT and charged to the internal order number provided at the time of purchase of the motor vehicle.

5.3. For departmental vehicles only, when the staff member is unable to avoid use of CityLink, one off charges might be charged to the P card or RMIT corporate credit card. Continued and regular use of the credit card will be reviewed as a breach of University policies;

5.4. An RMIT supplied fuel card must be used to refuel vehicles. Drivers must supply an accurate odometer reading when refuelling.

6. Maintenance

6.1. The assigned staff member is responsible for the general maintenance of the vehicle.

6.2. Vehicles should be kept clean and tidy inside and outside.

6.3. Vehicles should be serviced and maintained at authorised dealers in accordance with manufacturers’ standards or as advised by the Fleet Coordinator, Financial Services.

6.4. The user must make arrangements for the proper garaging, or other suitable protection, of the vehicle.

6.5. All damages should be reported to the Fleet Coordinator and the head of school/portfolio immediately, and repairs carried out at the earliest opportunity.

6.6. In the case of an accident, the staff member must follow the motor vehicle accident procedure, which is stored in the glove box of the vehicle along with the insurance information.

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