Fleet Management

The university’s fleet vehicles and salary sacrificed vehicles are managed by the Procurement Asset and Equipment (PAE) team.

The responsibility for requisitioning vehicles is as follows:

Type of Vehicle Responsibility
Salary Sacrifice Eligible staff member
Department or Unit dedicated Authorised delegated staff member within each Unit
Campus based pool vehicles Procurement Asset and Equipment

Vehicles are leased through the university’s leasing provider, Orix. To obtain a quote for a vehicle, staff are to complete a:

The required lease term and expected annual kilometers are required to calculate the cost of the lease.

Salary Sacrifice vehicle requestors will be provided with the quote and a calculation sheet showing the cost of the vehicle to their remuneration package.  The costing methodology is outlined in the Salary Sacrifice Vehicle Policy. (opens in new window)

Fuel and Routine Maintenance

All University vehicles are provided with two fuel cards.

Vehicles are only to be fuelled with the type and grade of fuel specified by the manufacturer.

The lease cost includes regular servicing and maintenance costs specified by the manufacturer at the intervals indicated in the vehicle handbook. Servicing and maintenance must only be undertaken by providers authorised by the leasing company. These are detailed on the Motor Vehicle Information Sheet which is provided when the vehicle is delivered.

Tyres and windscreens

The lease costs include the replacement of tyres due to normal driving wear (1 set per 40,000km) depending on the type of vehicle.

Abnormal tyre wear, puncture repair or tyre replacement due to punctures are not specifically covered under the lease arrangement and may be charged to the operating business unit if the University incurs these additional costs.

Replacement or repair of windscreens are not specifically covered under the lease costs and are also to be replaced / repaired by a supplier authorised by the leasing company.  Any additional costs will be charged back to the operating business unit.

Accident reporting and repair

If a University vehicle is involved in an accident it must be reported using a motor vehicle claim form (opens in a new window).

For further information regarding coverage, please see the Motor vehicle Insurance web page.

The Accountant - Taxation and Insurance, co-ordinates the insurance claim and will advise on the repair process.

End of lease

Vehicles must be returned to Hawkesbury Campus Security (Building J9) at the end of the lease with their logbooks and all the accessories/equipment provided at the beginning of the lease.  Failure to do so may result in replacement costs being charged back to the operating business unit.

Vehicle damage or abnormal wear deemed outside of normal wear and tear, by reference to the Australian Fleet Lessor's Association Guide to Fair Wear and Tear will be charged back to the operating business unit.

Contact information

The appropriate contact persons for other vehicle related matters are set out below:

Vehicle related matter Contact details

General Information including:

  • NRMA Road Service membership (if applicable)
  • Vehicle registrations
  • Placement of official orders for new vehicles
  • CTP Green Slips
  • E-Tags
  • Vehicle delivery details

Procurement Asset and Equipment

Extension: 1487

Phone: (02) 4570 1487


Motor Vehicle Accidents and Insurance

Leah Dincog


Phone: (02) 4570 1217


PoolCar System Enquiries

IT Service Desk

Extension: 5111

Phone: (02) 9852 5111