CEI 3.6 Vehicles

1. Scope of this instructions

These Chief Executive's Instructions (CEI) outline the responsibilities and procedures for officials regarding the use of vehicles for the conduct of departmental business.

The 'All about vehicles' document outlines the requirements in more detail and must be complied with.

2. Policy principles

• Departmental fleet vehicles and vehicles on short-term hire are to be provided in accordance with departmental requirements relating to the expenditure of public money, procurement, public property, corporate credit cards and the code of conduct.
• The use of vehicles must be defensible and able to withstand public scrutiny
• Departmental fleet vehicles may only be used for official departmental business (unless specified in the individual employment conditions of officials)
• All fleet vehicles are to be:
• • driven only by an authorised driver (except in the event of an emergency)
  • operated in a lawful manner
  • maintained to a standard that complies with legal and Department of Finance and Deregulation Fleet Management Agreement requirements
  • properly maintained with appropriate documentation
  • locked and secured when unattended
  • available to the relevant division/branch during business hours for official use
  • garaged at work unless otherwise approved.
• Fleet vehicles are not to be used:
• • for any purpose for which the vehicle is not designed (eg. ungazetted/poor quality roads, creek beds or any other area where ground clearance to underbody or mechanicals is minimal, making the vehicle susceptible to damage)
  • to carry unauthorised passengers or dangerous goods except in exceptional circumstances for official departmental business purposes.

3. Target audience

These CEIs are applicable to all officials in the department.

4. Departmental instructions

4.1. Responsibilities

Officials must:

• hold a current driver's licence (or a full provisional licence) from an Australian state or territory, appropriate for the class of vehicle driven
• • where an official holds a provisional licence then 'P' plates must be displayed when driving
• notify the approving officer and the relevant fleet manager immediately if their licence is withdrawn
• comply with all traffic laws, ordinances and regulations including by-laws, parking restrictions and E-toll requirements
• be responsible for the payment of any traffic infringements, penalties or fines incurred (irrespective of whether the driver was on official business at the time the notice was issued)
• not drive the vehicle if it is defective
• not drive a vehicle whilst under the influence of alcohol or illicit drugs or whilst using prescription drugs that impair judgement
• maintain a log book record of vehicle use to assist in determining responsibility for traffic or parking infringements, Fringe Benefits Tax calculations and service scheduling
• comply with this CEI and the relevant requirements outlined in the 'All about vehicles' document
• comply with this CEI and the relevant requirements outlined in the 'All about vehicles' document
• report all accidents as detailed in 'All about vehicles'
• not smoke in the vehicle
• not carry non departmental passengers without approval from an approving officer
• only use a mobile phone in a manner that complies with the applicable traffic laws, ordinances and regulations
• ensure the fuel card is used appropriately.

Approving officers must:

• not be the officer for whom the vehicle is being provided
• be responsible for the approval of :
• • vehicle lease applications
  • home garaging for a departmental fleet vehicle
  • short term casual hire
  • other private use
  • drivers (including nominated drivers)
  • authorised passengers
• have authorisation under 5.5.1 of the DAFF Collective Agreement if approving the use of a private vehicle for work related/official purposes
• have sufficient FMA Regulation 9 delegation to cover the proposed expenditure.

DAFF Fleet Operations Advisor (FOA) must:

• be responsible for the management of departmental vehicles excluding BSG fleet vehicles.

The BSG Fleet National Consolidation Centre (NCC) Manager must:

• be responsible for all BSG fleet vehicles. The BSG Vehicle Control Officer (regional) and the BSG Fleet NCC Officer are responsible for all day-to-day operations of the BSG fleet vehicles.

Custodians must:

• ensure that the fleet vehicle under their control is regularly serviced and kept in a roadworthy condition

Drivers must:

• be authorised i.e. a departmental official, a nominated driver or a custodian, except in an emergency

Nominated drivers must:

• complete a Nominated Driver Form and send it to the relevant fleet manager to obtain the appropriate approval
• comply with all departmental requirements in relation to vehicle use.

4.2. Reporting

Fleet managers must meet the department's reporting requirements in relation to the Commonwealth Fleet Management Agreement, the department's Annual Report, Online System for Comprehensive Activity Reporting (Energy Reporting) and Fringe Benefits Tax data collection.

5. Breaches

Officials are bound by section 13 of the Public Service Act 1999 (the PS Act Code of Conduct), section 44 of the Financial Management and Accountability Act 1997 (FMA Act) and Commonwealth Procurement Guidelines to use Commonwealth resources in an efficient, effective and ethical manner. Officials who do not comply with this CEI may be found to be in breach and sanctions may apply.

6. References

6.1 Legislation

• Financial Management and Accountability Act 1997 (s14, s41and s44)
• Financial Management and Accountability Regulations 1997 (as amended)
• Fringe Benefits Tax Assessment Act 1986
• Public Service Act 1999 (Code of Conduct)
• Occupational Health and Safety Act 1991

6.2 Internal guidance/instruction

• All about vehicles
• BSG Fleet Guidelines
• Vehicle Policy and Procedures
• Nominated Driver Form
• OH&S Safe Driving Guidelines

6.3 External guidance/instruction

• Finance Circular 2011/05 – Chief Executive's Instructions
• Department of Finance and Deregulation Fleet Management Agreement
• Department of Finance and Deregulation Fleet Motoring Body Advices

6.4 Related CEIs

• CEI 3.1 – Procurement
• CEI No. 3.2 - Payment of Accounts
• CEI 3.4 – Official travel
• CEI No. 6.1 - Care and Custody of Public Property

7. Approving Officers

Definitions and Acronyms