THE UNIVERSITY OF AUCKLAND

MOTOR VEHICLES POLICY

TABLE OF CONTENTS
1.

PURPOSE ........................................................................................................................1

2.

AUDIENCE .......................................................................................................................1

3.

DEFINITIONS ...................................................................................................................2

4.

GENERAL PRINCIPLES ..................................................................................................2

5.

VEHICLE ALLOCATION AND USE .................................................................................2

6.

APPROVED DRIVERS ....................................................................................................3

7.

HEALTH AND SAFETY ....................................................................................................3

8.

VEHICLE SOURCING ......................................................................................................4

9.

FLEET MANAGEMENT ...................................................................................................4

10.

VEHICLE DISPOSAL .......................................................................................................5

11.

MAINTENANCE ...............................................................................................................5

12.

FINES AND INFRINGEMENTS .......................................................................................6

13.

ACCIDENTS AND INSURANCE ......................................................................................6

14.

PARKING AND SECURITY .............................................................................................7

15.

POOL VEHICLES .............................................................................................................7

16.

LEGISLATION ..................................................................................................................7

17.

RELATED DOCUMENTS .................................................................................................8

18.

DOCUMENT MANAGEMENT AND CONTROL ..............................................................8

1.

PURPOSE
1.1
1.2
1.3

2.

This Policy states the Universitys requirements relating to motor

vehicles used for University business.
The use of motor vehicles is one of the University's greatest health
and safety risk areas. It is important that those using University
vehicles are aware of these risks and their responsibilities..
This Policy should be adhered to in conjunction with existing New
Zealand legislation (see paragraph 16).

AUDIENCE
2.1

This policy applies to all University staff, students and other

individuals with access to or responsibility for a vehicle used for
University business.

The University of Auckland

Motor Vehicles Policy

Approved by: Vice-Chancellor

Page 1 of 8

3.

DEFINITIONS
LTNZ
NZTA
University
UOS
Department
University
University
Vehicles

Vehicle Pool

Vehicle
Administrator

Fleet Manager

4.

Land Transport New Zealand, a division of NZTA.

New Zealand Transport Agency. Previously known as
the LTNZ or LTSA.
The University of Auckland (UOA) and its subsidiaries.
University Organisation Structure.
The lowest level within the UOS.
The University of Auckland and its subsidiaries.
Means cars (primarily people-carrying, including
saloons, station wagons, hatchbacks, estate vehicles),
vans (primarily not people-carrying, including single and
double cab), utilities, trucks, trailers, boat trailers,
motorcycles, motor scooters, quad bikes, motorised
boats, forklifts, mini vans, and grounds maintenance
equipment (including ride on mowers, tractors, flat deck
mowers, for example) owned or leased by the
University.
Vehicles owned or leased by the University will comprise
the vehicle pool.
Each vehicle will be nominally
allocated to a specific Department but may be available
to any other Department for University business.
Vehicle Administrators, nominated by departments as
the vehicle owner, are responsible for liaison internally
with the Procurement Manager in Financial Services and
externally with the Universitys Fleet Manager, all online
bookings, maintenance of log books and processing
driver agreement forms.
An external specialist appointed by Financial Services to
They are
manage the Universitys vehicle fleet.
responsible for the delivery of all the University
requirements as specified in the terms of their
Agreement.

GENERAL PRINCIPLES
4.1

Breaches of Policy
Any deliberate breach of this policy may be seen by the University as
being misconduct or serious misconduct, and may result in
disciplinary action, possibly including termination of employment or
student disciplinary action.

4.2

Previous Policies
Previous policies relating to taxis, rental cars, and private vehicles are
now included in the Travel and Entertainment Expenses Policy.

5.

VEHICLE ALLOCATION AND USE

5.1

For administrative purposes, pool vehicles will be nominally allocated

to a particular Department, however these vehicles may be available
to approved drivers from any other Department upon request and
subject to availability.

The University of Auckland

Motor Vehicles Policy

Approved by: Vice-Chancellor

Page 2 of 8

6.

5.2

Subject to availability, University vehicles should be used for

University business in preference to private vehicles.

5.3

Log books are to be maintained by drivers of all University vehicles.

It is the responsibility of the Vehicle Administrator to whom the
vehicle has been nominally allocated to ensure compliance with this
requirement.

5.4

University vehicles are not available for private use.

5.5

University vehicles are not available for third-party hire.

APPROVED DRIVERS
6.1

No University staff member or other individual shall drive a University

vehicle unless they have:

7.

Read, understood and accepted this Motor Vehicle Policy

A current, unrestricted, New Zealand Drivers Licence for the
appropriate vehicle class. Overseas licences will be accepted only
in accordance with NZTA guidelines.
Completed a Driver Agreement form (this form is available from
the Vehicle Fleet Management page of the Universitys staff
intranet) and had it approved by their manager.

6.2

It is the approved drivers responsibility to advise their manager if

their licence is cancelled or has restrictions imposed.

6.3

It is the approved drivers responsibility to ensure they are familiar

with the particular operating procedures for the vehicle, e.g. a manual
or an automatic gearbox, and that they are competent in this regard.

6.4

The day-to-day administration of pool vehicles is the responsibility of

the Vehicle Administrator, to whom the vehicles have been notionally
allocated, but each vehicle is the responsibility of the approved driver
when in use.

6.5

Students of the University are permitted to drive University vehicles if

they comply with clause 6.1.

6.6

Vehicle service personnel are permitted to drive University vehicles

for servicing requirements.

HEALTH AND SAFETY

7.1

The University is committed to road and vehicle safety. All approved

drivers and the University vehicle must comply with the following
measures at all times:

All University vehicles must be fitted with an appropriate first aid

kit, which should be checked by the responsible Vehicle
Administrator every six months for completeness and expiry.

University vehicles must be fitted with an appropriate fire

extinguisher and serviced in accordance with the manufacturers
specifications. This is the responsibility of the Fleet Manager.

Additional safety features such as reversing beeper, cages or spot

lights, may be fitted to each vehicle by and only with the consent
of the Fleet Manager.

Smoking is not permitted in any University vehicle at any time.

The University of Auckland

Motor Vehicles Policy

Approved by: Vice-Chancellor

Page 3 of 8

All drivers must be aware of safe driving practices in relation to:

Travelling long distances and fatigue
Towing
Stowage of equipment
Driving in hazardous conditions
Level crossings
Carriage of hazardous substances

8.

9.

7.2

LTNZ's website has further advice on safe driving on:

http://www.ltsa.govt.nz/road-user-safety/safe-driving-tips/index.html

7.3

It is the Departments responsibility to ensure that appropriate driver

training is provided prior to granting approval to drive if specialised
driver skills are required for a particular type of vehicle, e.g. a quad
bike.

7.4

No vehicle will be issued to any person where there are reasonable

grounds to believe the person is under the influence of alcohol or
drugs, or where the use of medication could impair their ability to
drive safely.

7.5

University vehicles may only be used if they are fit for purpose.
Some University vehicles may not be suitable for the transportation of
sensitive, expensive or hazardous equipment and materials.

VEHICLE SOURCING
8.1

All University vehicles (primarily cars, vans, minibuses and utilities)

will be sourced centrally by the Fleet Manager in consultation with the
Procurement Manager in Financial Services and Vehicle Administrators
in Departments.

8.2

Financial Services will co-ordinate with Departments twice per year

regarding their requirements and will consolidate and co-ordinate
vehicle sourcing with the Fleet Manager.

8.3

Financial Services will be responsible for coordinating budget

decisions and funding to source vehicles, and for signing any leases.

8.4

The sourcing event will include Total Cost of Ownership (TCO) or Total
Cost of Leasing (TCL) analysis which will assist in determining
whether to purchase or lease for that particular sourcing event at that
point in time. This analysis takes into consideration purchase price,
environmental impacts, safety ratings, servicing costs, disposal costs.

8.5

The sourcing event will consider a range of vehicles that would meet
the requirements, and will also consider fit-out requirements.

8.6

Additional options may be fitted only if required to ensure that the

vehicle is fit-for-purpose. If the vehicle is leased, approval must be
obtained from the lease company prior to fitting.

8.7

As a general principle University vehicles should be replaced every

three years or 60,000 kilometres whichever is the sooner.

8.8

All sourcing decisions will have regard to the need to ensure that
vehicles are fit-for-purpose however as far as practical the University
fleet will be standardised.

FLEET MANAGEMENT
9.1

All University vehicles, whether leased or owned, will be managed by

the Fleet Manager.

The University of Auckland

Motor Vehicles Policy

Approved by: Vice-Chancellor

Page 4 of 8

10.

9.2

The Fleet Manager will be managed by Financial Services at the

strategic relationship level and by Departments at the operational
level.

9.3

Specific fleet management services to be provided will be negotiated

by Financial Services but will include support with vehicle sourcing
and disposals; managing fleet maintenance, servicing and repairs,
registrations, warrants of fitness and road user charges, and paying
all related invoices; assisting with accident management; providing
24-hour contact numbers for drivers; providing meaningful reports to
Financial Services and Departments.

9.4

No maintenance or repair work of any sort should be carried out on a

University vehicle without first contacting the Fleet Manager unless in
an emergency situation when the Fleet Manager is not available.

9.5

With the exception of grounds maintenance equipment and trailers,

University vehicles must have University signage permanently affixed
to the vehicle. To ensure consistency of both the University brand
and the location of signage the Fleet Manager will be responsible for
organising signage.

9.6

University vehicles will be issued with a vehicle-specific fuel card

which can be used to obtain a discount with a specific fuel provider.
These cards will allow the purchase of fuel and oil only. These fuel
cards will be administered by the Fleet Manager, who will provide
regular usage and exception reports to Departments.

9.7

Departments may request wild card fuel cards that are not
associated with a specific vehicle however the issue and use of these
cards must be carefully monitored by the relevant Finance Manager.

VEHICLE DISPOSAL
10.1 The Fleet Manager will arrange disposal of all University vehicles.
10.2 In conjunction with the sourcing events, Financial Services will coordinate with the Fleet Manager who will consult faculties and service
divisions twice per year regarding vehicle disposals.

11.

MAINTENANCE
11.1 University vehicles should be well maintained and returned to the pool
in a clean and tidy condition. All approved drivers must ensure that
maintenance needs, faults or damage are reported promptly to the
Vehicle Administrator.
11.2 All approved drivers are responsible for ensuring their vehicle is in
good and safe working condition for driving, and are additionally
responsible for the safety of any passengers they may transport. For
example, this means that approved drivers must satisfy themselves
that standard safety features such as seatbelts and headlights are
functioning prior to commencing a journey.
11.3 It is the Vehicle Administrators responsibility to ensure that all
maintenance and servicing requests by the Fleet Manager are
complied with and to ensure the vehicle is displaying a current
warrant of fitness and registration.
11.4 The vehicle must be made available for inspection by the Fleet
Manager or other nominated person as and when required.

The University of Auckland

Motor Vehicles Policy

Approved by: Vice-Chancellor

Page 5 of 8

11.5 Any personal items left in a University vehicle are left at the risk of
the owner. The University will not assume responsibility for any loss
or damage to personal items.
12.

FINES AND INFRINGEMENTS

12.1 It is the approved drivers responsibility to hold a current licence
which is valid for the class of vehicle being driven, and to advise the
Vehicle Administrator if their licence is cancelled or has restrictions
imposed where this will affect their ability to carry out their job.
12.2 Any penalties or fines imposed, including speeding, traffic
infringements and parking ticket fines are the responsibility of the
approved driver. Any further charges incurred by the University as a
result of non-payment of fines are also the responsibility of the
approved driver.
12.3 Log books will be used to determine the driver responsible for the
vehicle at the time the penalty or fine was imposed.

13.

ACCIDENTS AND INSURANCE

13.1

All University vehicles are covered by the Universitys Motor Vehicle

Insurance Policy which is managed by the Universitys Risk Manager.
A summary of this policy can be found on the Financial Services
page of the staff intranet under "Insurance".

13.2

Loss or damage to personal effects is covered only if no other valid

and collectable insurance is in place.

13.3

The use of private vehicles for University business is not normally

covered by this policy. Staff are responsible for any loss or damage
to their private vehicle or third party property and staff utilising
private vehicles for University business must have, as a minimum,
private third party liability insurance. Frequent and regular use of
private vehicles for University business must be notified to the
member of staffs insurance provider.

13.4

The staff members manager (at Level 3 or above in the delegations

framework) may, in consultation with the Risk Manager, reimburse
the policyholders deductible up to $400 per occurrence.

13.5

A manager (at level 3 or above in the delegations framework) may,

in consultation with the Risk Manager, approve the expense for
alternative transport up to $500 if a private vehicle (which has
existing Comprehensive insurance cover) is damaged or a private
vehicle (which has a minimum of third party fire and theft insurance
cover) is stolen in the course of University business.

13.6

There is no insurance cover for students using private vehicles e.g.

to attend field trips. Use of a students own vehicle for University
field trips should therefore be viewed as the exception rather than
the rule and on the understanding that the student is aware this is at
their own risk.

13.7

Any incident or accident involving a University vehicle where damage

has occurred must be reported to the Vehicle Administrator and to
the Risk Manager, within 12 hours or the next working day
(whichever is sooner) of the incident and comply with University
Accident Reporting requirements. The Fleet Manager is also to be
notified by the Vehicle Administrator.

The University of Auckland

Motor Vehicles Policy

Approved by: Vice-Chancellor

Page 6 of 8

13.8

The driver must NOT enter into any discussion of liability for an
accident.

13.9

The Vehicle Claim form is available from the Financial Services page
of the staff intranet.

13.10 Where the damage involves another vehicle, the name and address
of the other driver, details of their insurance company and details of
the other vehicle should be obtained. Where damage involves other
property, the identity of the property owner must be established.
13.11 No repairs should be undertaken without first contacting the Fleet
Manager. The costs of a temporary replacement vehicle are not
covered by the Motor Vehicle Insurance.
13.12 Deductibles do apply for each claim and vary depending on the age
of the driver. Please refer to the Insurance summary document as
noted below (section 17) or contact the Universitys Risk Manager.
13.13 If an accident occurs while the approved driver is under the influence
of alcohol, drugs, or medication which may impair the ability to drive
safely, or not holding a valid licence for the vehicle type, or carrying
unapproved or dangerous goods inappropriately, the presence of
which was the sole cause, or a material contributing cause, of the
accident or damage, the Universitys insurance is invalid and the
driver will be held personally liable.
14.

15.

16.

PARKING AND SECURITY

14.1

Where possible, the University will provide secure lock-up garaging

or parking on University campuses. Vehicle Administrators are to
make appropriate arrangements for the security and parking of
University vehicles where this is not possible.

14.2

University vehicles must be locked when parked.

Under no
circumstances are keys to be left in an unattended vehicle.

14.3

Drivers are to remove all valuable items from the vehicle whilst
parked or ensure valuables are placed out of sight to remove
temptation from would-be thieves.

14.4

If a University vehicle is stolen the theft is to be reported to the

Police and the Vehicle Administrator (who should notify both the
Universitys Risk and Security Managers). A Vehicle Claim form is to
be completed.

POOL VEHICLES
15.1

Vehicle Administrators are to ensure that University vehicles are

available for "pool use" both within their own Faculty or Service
Division and throughout the wider University.

15.2

Departments to which University vehicles have been notionally

allocated are responsible for facilitating these arrangements.

LEGISLATION

Land Transport Act 1998

Health and Safety in Employment Act 1992
Transport Act 1962
New Zealand Road Code (Land Transport New Zealand)
Land Transport Rule: Dangerous Goods 2005
Land Transport (Road User) Amendment Rule (2009)

The University of Auckland

Motor Vehicles Policy

Approved by: Vice-Chancellor

Page 7 of 8

17.

RELATED DOCUMENTS
Insurance Summary
Driver Agreement Form
Travel, Entertainment and Expenses Policy

18.

DOCUMENT MANAGEMENT AND CONTROL

Prepared by:
Owned by:
Approved by:
Date issued:
Review Date:

The University of Auckland

Motor Vehicles Policy

Manager Business Services

Director of Finance
Director of Administration
16 November 2009
Annual
Next Review Date:

November 2010

Approved by: Vice-Chancellor

Page 8 of 8