October2023
1. INTRODUCTION
Some Castle Hill RSL Club Ltd (CHRG) team members may require the use of a motor vehicle to undertake their role.
The purpose of this policy is to outline the obligations and responsibilities that apply to the provision, use, care and maintenance of vehicles for business purposes at CHRG, including:
The use of personal vehicles for business use.
The use of company pool vehicles.
The use of hire cars for business use.
And, to ensure the following objectives are achieved:
Driver safety by following company policy.
The appropriate processes and systems are followed.
The appropriate approval processes are adhered to.
Compliance to policy can be measured.
This policy applies to all team members of CHRG who are eligible to receive a company car and for those who may drive as part of their job duties.
2. MOTOR VEHICLE SAFETY
Your safety and the safety of other road users is important to everyone at CHRG. To ensure driver safety and the safety of other road users, drivers must:
At all times, comply with all relevant road safety standards and laws.
Never operate a vehicle whilst under the influence of alcohol, illicit drugs or prescription drugs that can affect the user’s ability to safely operate a motor vehicle.
Not operate a motor vehicle in a dangerous manner.
Only operate the motor vehicle on designated and safe roads and never in off road conditions without the prior approval of your manager.
Only use mobile phones via a hands-free device and within the relevant laws.
Never use your mobile phone for video conferencing while the vehicle is moving.
Only program navigation equipment when the vehicle is stationary and in compliance with the law.
Monitor driver fatigue and on long trips, take regular breaks at a minimum interval of 2 hours.
Never operate a vehicle with inadequate rest or sleep in the preceding 24 hours.
3. LICENCE REQUIREMENTS
Anyone authorised to drive a motor vehicle, as part of their role, must hold a current and valid driver’s licence appropriate for the class of vehicle being driven.
A copy of the team member’s driver’s licence is to be kept on the team member’s personnel file. It is the team member’s responsibility to forward a copy of any renewed driver licence to the People team.
Where a team member is required to transport members of the public, a copy of their driver history must be obtained and kept on the team member’s personnel file.
Any costs incurred to renew a driver license is the responsibility of the team member.
Team members will not be permitted to drive any CHRG vehicle their driver licence has expired, is suspended, or cancelled for any reason. It is the team member’s responsibility to immediately notify
October2023
CHRG of any licence suspension or cancellation and to immediately cease driving any company vehicle.
Team members are required to immediately notify CHRG of any traffic infringement, fine, near miss or accident while using a company vehicle.
CHRG reserves the right to dismiss any team member who loses their driver licence if the use of a motor vehicle is an inherent requirement of their role.
4. USE OF PERSONAL VEHICLES FOR BUSINESS PURPOSES
Where a role requires a team member to occasionally use a motor vehicle, it is expected that an unused pool vehicle is used. If not available, with prior approval, a team member may usetheir private vehicle for business. All personal vehicles used for business use must meet the following criteria:
Be presentable and maintained in the same manner as a company vehicle.
Be registered and comprehensively insured.
4.1.Cost Reimbursement
Where appropriate approval has been sought, you will be entitled to claim reimbursement for the following items via an expense claim:
A “per kilometre” reimbursement. This reimbursement is to cover all costs incurred while using the vehicle for business purposes, including but not limited to:
- Fuel;
- Maintenance and servicing;
- Insurance and registrations;
- Roadside assistance;
- Cleaning; and
- Costs incurred through accidents, including insurance excess payments.
- Parking
- Tolls
The per kilometre rate is set by the Fleet Administrator and is typically consistent with the ATO rates.
4.2.Breakdowns, Accidents and Roadside Assistance
Where a team member elects to use their personal vehicle for business purposes, in place of an available pool vehicle, CHRG accepts no responsibility for any breakdowns, damages, accident, breakdown or insurance costs.
5. COMPANY POOL VEHICLES
CHRG maintains a fleet of ‘pool vehicles’ that includes a variety of vehicle types that are appropriate for business operations.
5.1.Pool
Vehicle Usage
Smoking is not permitted in any CHRG vehicle. Any team member who is caught and/or allows smoking in a company vehicle will be liable for the professional cleaning costs.
Drivers are required to complete the vehicle’s logbook for every trip.
5.2.Care and Security of Vehicle
It is the responsibility of each driver to ensure the vehicle:
Is locked when not in use.
When the vehicle is parked, valuables and company documents must not be visible. When not in use outside of working hours, company vehicles should be parked within the boundary of your personal premises (preferably in a garage or carport).
For the increased safety and security of our team and vehicles, CHRG may fit company owned vehicles with fleet tracking devices. Where installed the fleet tracking device will be used to monitor the location of any vehicle at any time for the purposes of security and safety.
5.3.Vehicle Safety & Maintenance
Drivers are responsible for ensuring the safe operation of the pool vehicles. Prior to use the driver must complete a visual inspection. It is the driver’s responsibility to bring to CHRG’s immediate attention any fault that could render the vehicle unsafe or unroadworthy.
Vehicles must not be driven when unsafe, unroadworthy or in a condition that is likely to cause damage to the vehicle.
All items carried in the vehicle should be safely secured in line with WHS guidelines. No alterations, additions or modifications are to be made to vehicles without written approval of the fleet administrator.
The fleet administrator is responsible for:
Ensuring periodic safety inspections are conducted on all pool vehicles every 6 months.
Ensuring all scheduled servicing and maintenance is carried out.
Purchasing any consumables required for the vehicle.
5.4.Breakdowns, Accidents and Roadside Assistance
All company vehicles are covered by 24/7 roadside assistance which is provided by either the manufacturer or NRMA. All accidents involving a company vehicle must be reported immediately to your manager and the fleet administrator.
5.5.Fuel Cards
All TOT vehicles will be issued a fuel card from our preferred supplier. Fuel cards must be used under the following guidelines:
Fuel cards are to be used for the purchase of fuel only, no miscellaneous purchases are permitted on these cards, and oil etc for company vehicles only.
Fuel cards will be secured with a PIN allocated by the fleet administrator.
The tank is to be filled with each fuel purchase and an accurate odometer reading must be supplied at the point of sale.
You must ensure that the appropriate fuel is used for the vehicle. Do not use fuel other than that most economical and deemed suitable by the manufacturer.
Fuel must be purchased at a competitive rate wherever practicable.
Stolen or lost cards must be reported immediately to have the card cancelled and reissued.
5.6.Toll Passes/E-Tags
Where applicable, pool vehicles will be issued with an E-Tag/Toll Pass from our preferred supplier.
It is the driver’s responsibility to ensure that the tag/pass is functioning per normal and report any issues to your fleet administrator immediately.
Tags/passes are not to be removed from the allocated vehicle or swapped from vehicle to vehicle without the authorisation or instruction of the fleet administrator.
5.7.Insurance and Excess Payment
Company vehicles will be insured for both comprehensive and third-party injury (CTP) insurances. However, there are some exclusions where the policy does not cover any costs or claims bought against assigned drivers if the driver operates a vehicle whilst:
under the influence of drugs or alcohol;
not currently licensed to operate the vehicle; or
driving without proper authority.
Should you be involved in an accident, whilst not protected under CHRG’s insurance policy for the above reasons, or any other reason deemed by the insurer, you may be responsible for all costs (property and personal injury) associated with the accident.
CHRG reserves the right to charge the insurance excess to the driver where the driver breaches this policy, and/or when the driver incurs more than one at fault claim.
If a driver violates this policy or incurs more than one at-fault claim, is involved in an at-fault accident resulting in damage to the vehicle or third-party property, the company reserves the right to take additional action. The action taken will be determined by the nature of the damage and the degree of negligence on the part of the team member, and could include any of the following:
Payment of the insurance excess by the team member.
Payment of the cost of repairs or portion thereof by the team member.
Withdrawal of private use privilege.
Withdrawal of total use of the vehicle for a period as specified by the company.
5.8.Driving Infringements
Drivers are personally responsible for any penalties or payment of fines including speed cameras, red light cameras or parking infringements whilst driving a company owned vehicle. Any infringements issued to CHRG will be nominated to the driver of the vehicle at the time.
Repeated infringements in a CHRG vehicle may result in disciplinary action up to and including termination. Any driver infringements will require participation in a driver education programs.
5.9.Personal Use of Pool Vehicles
Drivers may, with prior approval, have limited private usage of pool vehicles, subject to the following conditions. Private use is limited to:
Travel between home and work;
Non-business-related use that is minor, infrequent and irregular.