UNCLASSIFIED USE OF PRIVATE MOTOR VEHICLES ON DIRECTORATE BUSINESS

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Use of Private Motor Vehicles on Directorate Business

UNCLASSIFIED

USE OF PRIVATE MOTOR VEHICLES ON DIRECTORATE BUSINESS

This policy applies to the use of private motor vehicles for official business and incorporates the principles set out in the ACT Public Service Administrations and Related Classifications Enterprise Agreement 2013 – 2017.

Purpose

To inform staff in the Chief Minister, Treasury and Economic Development Directorate (CMTEDD) on the appropriate method of private motor vehicle use for official business purposes.

Scope

This policy applies to all employees.

Directorate social functions such as Christmas parties, are not considered official business and do not fall in the scope of this policy.

Principles

If employees are required to travel on official business they should:

use public transport for travel between town centres;
use a vehicle identified for employee use;
use Cab Charge vouchers;
hire a rental vehicle (for interstate travel only); or
use own private vehicle.

Where an employee elects to use their own private vehicle for official business purposes, prior approval must be granted by the Delegate. The form for approval to use a private vehicle for official purposes is attached.

When considering the use of a private vehicle, the travel should not:

result in less efficiency;
be more expensive than public transport or the use of an ACTPS vehicle;
result in the employee taking more time on the journey than they would otherwise take; or
be contrary to the interests of the ACT Government.

A private vehicle authorised for official business use must be registered and the driver hold a current driver’s license.

Employees should check with their insurance company whether cover in excess of normal comprehensive insurance is required for official business use. If an employee is required to pay a higher insurance premium than would otherwise be the case, they are entitled to be reimbursed the additional cost.

If a private vehicle is approved for use for official business purposes, an allowance is payable for each kilometre travelled.

The Directorate does not provide or carry insurance on private motor vehicles used for official purposes.

The Directorate will not accept responsibility for:

financial liability or loss through the operation of an “excess” clause or loss of “no-claim bonus” which may be incurred by employees involved in an accident, or as a result of theft;
an accident;
mechanical failure;
flat tyres;
theft of vehicle parts; or
any other similar costs.

If an employee uses their own private vehicle for official business use without the proper authority, they do so at their own risk and expense.

Responsibilities

Delegate responsibilities include:

ensuring that private vehicles have the necessary insurance cover before their use is approved for official business. Please refer to the relevant Financial Delegations Schedule regarding staff delegates.

Employee responsibilities include:

being appropriately licensed;
obeying all traffic laws and parking restrictions;
ensuring the safe and efficient operation of the passenger vehicle and that any cargo is properly secured;
recording accurate and timely information on use, and comply with the provisions set out in this policy.

References

ACT Public Service Administrations and Related Classifications Enterprise Agreement 2013 – 2017

Annex C

Guidelines for Travel and Related Services

Director-General Financial Instructions 8.1 ACTPS Vehicles

APPLICATION FOR APPROVAL TO USE PRIVATE MOTOR VEHICLE FOR OFFICIAL PURPOSES

ACT Public Service Administrations and Related Classifications Enterprise Agreement 2013 – 2017 Annex C

Guidelines for Travel and Related Services

Director-General Financial Instructions 8.1 ACTPS Vehicles

Details

Name

Vehicle Registration No

Make & Body Type

Engine capacity (cc)

Registration Expiry Date

Driver’s Licence Expiry Date

Insurance Expiry Date

NOTE: Copies of the insurance policy verifying these dates MUST accompany each application

Period for which approval is sought From To

Maximum kilometres/week:

Reason why it is necessary to make the journey/s:

Is an official vehicle available? Yes/ No.

If Yes, state why it is more efficient or economical to use your vehicle:

Conditions for use of Private Vehicle

I have confirmed that my insurance policies cover me for business use of my private vehicle.
If I am involved in an accident whilst driving my vehicle on official business I will still be required to meet any franchise payment in respect of the cost of any repairs under the conditions of my insurance policies including the forfeiture of a “no claim” bonus, if appropriate.
If in any case the Directorate is adjudged liable, in court proceedings against it, for damages arising out of any accident in which I might be involved whilst using my private vehicle for official purposes, the Directorate will claim against me for the recovery of any damages awarded against it.
Use of a private vehicle is permissible only when Directorate vehicles are not available.
Claims are to be submitted monthly. Failure to submit claims promptly may result in non-payment.
Approval is only for the vehicle identified above. A separate approval is necessary for each vehicle used.

I have read the above conditions and agree to abide by them.

Signature of applicant Date

APPROVED/ NOT APPROVED

I certify that the use of a private vehicle is essential for the efficient performance of the applicant’s duties.

Name of Delegate

Signature of Delegate Date

UNCLASSIFIED

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Tags: business ================================================================, official business, vehicles, motor, unclassified, directorate, business, private