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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:
- Vehicle Purchase Requisition - Business Use Only Vehicle Form (PDF, 201.39 KB) (opens in a new window)
- Vehicle Purchase Requisition - Private/Business Use Vehicle Form (PDF, 164.18 KB) (opens in a new window)
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.
The appropriate contact persons for other vehicle related matters are set out below:
|Vehicle related matter||Contact details|
General Information including:
Procurement Asset and Equipment
Phone: (02) 4570 1487
Motor Vehicle Accidents and Insurance
Phone: (02) 4570 1217
PoolCar System Enquiries
IT Service Desk
Phone: (02) 9852 5111