Policy - Vehicle Management v1.0 22.5.18

VEHICLE MANAGEMENT POLICY
VEHICLE MANAGEMENT PROCEDURES

This PDF contains the following documents:
Document 1:
Vehicle Management Policy v1.0
Effective: 22 May 2018
Document 2:
Vehicle Management Procedures v1.0
Effective: 22 May 2018
VEHICLE MANAGEMENT POLICY
EFFECTIVE: 22 MAY 2018
VERSION: 1.0 FINAL

Uncontrolled when printed 2 Effective: 22 May 2018
1 POLICY STATEMENT
The Department of Education (Department) manages vehicle assets in order to
benefit the Department and government as a whole.
2 POLICY RULES
Site Managers must:
• procure, maintain and manage government vehicle assets in accordance with
the Vehicle Management Procedures to optimise:
o operational utilisation of vehicles;
o safety; and
o value for money for the Department; and
• communicate to employees and non-employees who drive government

vehicles their obligation to comply with vehicle and driving legislation and
policy.
3 RESPONSIBILITY FOR IMPLEMENTATION AND COMPLIANCE

Site Managers are responsible for implementation of the policy.
Executive Directors and Directors are responsible for compliance monitoring of the
policy.
4 SCOPE
This policy applies to all employees.
5 SUPPORTING PROCEDURES
Vehicle Management Procedures
Vehicle Management Policy

All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public
Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.
6 DEFINITIONS
SITE MANAGER
Officers, including Principals, College Managers and Line Managers, who have
executive responsibility for overall management and control of any Department
vehicle, or purchase decision involving a Department vehicle, or who has
responsibility for directing a driver of a Department vehicle.
VEHICLE
Any vehicle registered by the Department and includes (but is not limited to) cars,
buses, trucks, trailers, ride on mowers, street sweepers, or any device that requires a
Department of Transport vehicle registration plate.
7 RELATED DOCUMENTS
RELEVANT LEGISLATION OR AUTHORITY

Common Use Agreement Motor Vehicle Fleet services (CUA19510)
Common Use Agreement Motor Vehicle Passenger & Light Commercial
(CUA37804)
Common Use Agreement Motor Vehicle Rental Services (CUAMVR2014)
Financial Management Act 2006
Fringe Benefit Assessment Act 1986
Goods & Services Procurement Practice Guidelines 2017
Identification of Public Servants who Infringe Traffic Laws When Driving
Government Vehicles (Public Sector Commission Circular 2009-05)
Occupational Safety and Health Act 1984
Occupational Safety and Health Regulations 1996
Pay-roll Tax Assessment Act 2002 (Fringe Benefits Tax)
Public Sector Management Act 1994
Road Traffic Act 1974
Road Traffic (Administration) Act 2008
Road Traffic (Inspection of Vehicles) Notice 2012
Road Traffic (Vehicles) Act 2012
Road Traffic (Vehicles) Regulation 2014
Safe Driving Guidelines for Western Australian Government Agencies
State Fleet Agency General Agreement
Supply Policies (State Supply Commission)
Treasurer’s Instruction 411 Motor Vehicles
WA Government Fleet Policy and Guidelines (passenger and light commercial
vehicles)

RELATED DEPARTMENT POLICIES

Central Office Vehicle Parking
Excursion Policy and Procedures
Occupational Safety and Health Policy and Procedures
Student Drivers in Agricultural Education Policy and Procedures
OTHER DOCUMENTS
Department Best Buy Guide
Department Financial Management Manual
Fatigue Management
FMIS Asset and Resources Manual (Finance for Schools Intranet)
Guidelines for First Aid in Department Workplaces
Guidelines for Employees Working Alone (2017)
Journey Management Plan
Public Service and Government Officers General Agreement 2014

7.1 CONTACT INFORMATION

Policy Manager:
Specialist Advisor – Commercial
Commercial Services
Department of Education
151 Royal Street
East Perth WA 6004
T: (08) 9264 4748
Vehicle Management Office:
Manager Contract Planning and Management
Commercial Services
151 Royal Street
East Perth WA 6004
T: (08) 9264 5301
Email queries: fleetvehicles@education.wa.edu.au
8 REVIEW DATE
22 May 2021
9 HISTORY OF CHANGES
Effective date Last update Policy version Ref no. Notes

date no.
22 May 2018 1.0 D18/0088470 This is a new policy
that incorporates
and replaces the
Motor Vehicles
Management
Remote Teaching
Schools policy and
Motor Vehicles,
Motor Cars and
Buses
Leased/Purchased
by School.
Endorsed by the
Director General on
4 April 2018.

VEHICLE MANAGEMENT PROCEDURES
EFFECTIVE: 22 MAY 2018
VERSION: 1.0 FINAL

Uncontrolled when printed ii Effective: 22 May 2018
CONTENTS
1 POLICY SUPPORTED ....................................................................................................... 1

2 SCOPE .............................................................................................................................. 1
3 PROCEDURES .................................................................................................................. 1
3.1 PROCUREMENT AND MANAGEMENT FOR ALL VEHICLES OWNED OR
LEASED ................................................................................................................. 1
3.1.1 PROCUREMENT AND UTILISATION ......................................................... 1
3.1.2 VEHICLE USE ............................................................................................. 1
3.1.3 VEHICLE SAFETY AND SECURITY ........................................................... 2
3.1.4 EXTENDED PERIODS OF TRAVEL ........................................................... 2
3.1.5 SCHOOL BUSES ........................................................................................ 3
3.1.6 INCIDENT/ACCIDENT REPORTING .......................................................... 3
3.1.7 NON-EMPLOYEE USE OF GOVERNMENT VEHICLES ............................. 4
3.2 PROCUREMENT AND MANAGEMENT PROCEDURES SPECIFIC FOR
PASSENGER AND LIGHT COMMERCIAL < 4.5 TONNE (PLC <4.5T) FLEET
VEHICLES .............................................................................................................. 4
3.2.1 LEASED SENIOR OFFICER VEHICLE SCHEME (SOVS) VEHICLES ....... 4
3.2.2 POOL VEHICLES ........................................................................................ 5
3.2.3 HOME GARAGING OF VEHICLES ............................................................. 5
3.2.4 OVERNIGHT USE OF VEHICLES............................................................... 5
3.3 PROCUREMENT AND MANAGEMENT OF PASSENGER > 4.5 TONNE
(P>4.5T) AND OTHER FLEET VEHICLES ............................................................. 5
4 DEFINITIONS .................................................................................................................... 6
5 RELATED DOCUMENTS ................................................................................................... 8
6 CONTACT INFORMATION ................................................................................................ 9
7 REVIEW DATE .................................................................................................................. 9
8 HISTORY OF CHANGES ................................................................................................... 9
9 APPENDIX A: ACQUISITION EXEMPTIONS................................................................... 10
A.1. “EXTRA” ACCESSORIES WHICH MAY BE APPROVED BY SITE MANAGER .... 10
A.2. EXEMPTIONS THAT MAY BE REQUESTED SEEKING DEPARTURE FROM
DEPARTMENT PLC <4.5T FLEET MANAGEMENT POLICY ............................... 11
10 APPENDIX B: APPROVAL FORMS ................................................................................. 12
B.1. APPLICATION TO PARTICIPATE - SENIOR OFFICER VEHICLE SCHEME ....... 13
B.2. SOVS – APPLICATION FOR CONTRIBUTION REIMBURSEMENT .................... 13
B.3.1. APPLICATION TO DRIVE A DEPARTMENT VEHICLE - EMPLOYEE ...... 15
B.3.2. APPLICATION TO DRIVE A DEPARTMENT VEHICLE - NON-
EMPLOYEE............................................................................................... 17
B.4. APPLICATION - POOL VEHICLE HOME GARAGING ......................................... 19
B.5. APPLICATION OVERNIGHT BOOKING OF DEPARTMENT MOTOR VEHICLE . 20
1 POLICY SUPPORTED
2 SCOPE
These procedures apply to all employees.
3 PROCEDURES
3.1 PROCUREMENT AND MANAGEMENT FOR ALL VEHICLES OWNED OR

LEASED
3.1.1 PROCUREMENT AND UTILISATION
Site Managers must:

• maximise business utilisation of vehicles;
• confirm the vehicle is licensed;
• confirm the vehicle is only used for approved purposes;
• confirm vehicle maintenance is carried out in accordance with manufacturer
recommendations;
• maintain the value of the vehicle asset (allowing for reasonable wear and
tear);
• monitor vehicle cost against budget;
• maintain a register of authorised drivers; and
• forward to the Vehicle Management Office:
o a copy of every new or discontinued registration; and
o registration details of all plated vehicles when requested as part of
annual vehicle stocktakes.
3.1.2 VEHICLE USE
Site Managers must:

• determine suitability of drivers before approving employees and non-
employees to drive government vehicles;
• confirm vehicles are driven only for approved purposes;
• for extended periods of travel confirm all extended period of travel journey
plans, and checks have been performed prior to vehicle use;
• confirm the driver has completed an accredited 4WD course prior to driving
a 4WD in remote locations or on unsealed roads; and
• confirm detailed log book entries which show origin, destination, purpose
and odometer readings for every business trip and driver details are
recorded.
Employees must:
• obtain annual approval from their Site Manager to drive a government
vehicle Appendix B3.1;
• obtain Site Manager approval before transporting passengers;
• only use vehicles for approved purposes;
• confirm the vehicle is in a suitable condition to drive;
• complete an accredited 4WD course prior to driving in remote locations or
on unsealed roads; and
• record detailed log book entries which show origin, destination, purpose
and odometer readings for every business trip.
Employees must not:

• travel interstate in Department vehicles unless:
o Uluru is the nearest major centre and destination; and
o approval is obtained to travel to Uluru from their Executive Director.
Guidance
Sufficient records are kept to identify the driver of a vehicle at all times—regardless of
whether the trip is considered business or private use.
3.1.3 VEHICLE SAFETY AND SECURITY
Site Managers must:

• confirm that vehicles are safe to drive;
• for extended periods of travel, undertake a vehicle risk assessment based
on local conditions, identifying potential hazards, and establish control
measures be undertaken to minimize risks; and
• confirm that overnight parking is secure.
3.1.4 EXTENDED PERIODS OF TRAVEL
Site Managers must:

• determine if a journey plan is required, and if necessary confirm a journey
plan has been devised that addresses driving risk for their location;
• review, and if applicable, approve driver travel itineraries and journey plans;
and
• arrange any training required to equip the driver with skills required to
handle the vehicle and to prepare for adverse events.
Employees must:
• prepare a travel itinerary and submit to their Site Manager;
• if the distance or conditions requires a journey plan, prepare a journey plan;
• check the vehicle for roadworthiness;
• pack suitable supplies and safety equipment; and
• undertake training required to equip with skills required to handle the
vehicle and to prepare for adverse events.
Guidance
Suitable supplies and safety equipment could include but are not limited to – food, water,
first aid kit, satellite phone.
3.1.5 SCHOOL BUSES
Site Managers must:

• abide with the special legislative requirements for school buses;
• confirm annual inspections are conducted, and that buses contain required
safety features; and
• confirm all school buses (owned or leased) have lap sash seat belts.
Guidance
Refer to Vehicle Management Guidelines sections 12.1 and 13.1.1 (xviii) for further
information regarding what is a school bus and the special obligations that attach to
owners and custodians of school buses
3.1.6 INCIDENT/ACCIDENT REPORTING
Site Managers must report accidents and incidents with insurance implications to
RiskCover.
Employees must:
• report vehicle incidents and accidents immediately to Site Managers using
the incident management report; and
• comply with police reporting requirements.
3.1.7 NON-EMPLOYEE USE OF GOVERNMENT VEHICLES
Site Managers must:

• assess the purpose and suitability of the driver and if appropriate, approve
the use of a government vehicle by a non-employee;
• determine suitability of non-employees to drive a government vehicle and if
satisfied, approve form Appendix B.3.2 and forward a list of approved
drivers to the Specialist Advisor Commercial on a Semester basis for
noting;
• only allow authorised persons to drive government vehicles for approved
purposes;
• provide non-employees with a copy of the Vehicle Management Policy and
Procedures and highlight to them the procedures they need to follow
including sections:
o 3.1.2 on vehicle use (relevance per employees);
o 3.1.4 regarding preparatory measures for extended periods of travel;
and
o 3.1.6 procedure for reporting accidents or incidents.
Guidance
Provide non-employees with a copy of Appendix B.3.2 - Approval to drive a Department
vehicle form to complete.
3.2 PROCUREMENT AND MANAGEMENT PROCEDURES SPECIFIC FOR

PASSENGER AND LIGHT COMMERCIAL < 4.5 TONNE (PLC <4.5T) FLEET
VEHICLES
Site Managers must liaise with the Vehicle Management Office to process
procurement approval for all passenger and light commercial < 4.5 tonne fleet
vehicles.
Guidance
A business case may be necessary. Appendix A.1 and A.2 provides additional acquisition
and specification authorisation.
3.2.1 LEASED SENIOR OFFICER VEHICLE SCHEME (SOVS) VEHICLES
Employees must:
• complete an application form (Appendix B.1.) for a new, or to renew, SOVS
vehicle, and supply evidence by way of official employment level
certification that verifies their entitlement to a vehicle;
• contribute on a fortnightly basis for the cost of the SOVS vehicle;
• maintain the SOVS vehicle cleanliness and professional presentation;
• avail their vehicle for pool use during normal business hours unless
exemption is approved by Specialist Advisor Commercial; and
• if seeking cessation of contribution for non-use of the SOVS vehicle for
whole days:
o relinquish both sets of keys, and
o complete an application for contribution cessation (Appendix B.2.)
3.2.2 POOL VEHICLES
Employees must:
• complete an application form (Appendix B.3.1.) to drive a government
vehicle each calendar year, prior to driving a vehicle;
• book a vehicle from their vehicle booking office; and
• cancel bookings which are no longer required to enable the vehicle to be
rebooked.
3.2.3 HOME GARAGING OF VEHICLES
Employees (not entitled to SOVS) who seek to home garage a government

vehicle must complete the form Appendix B.4.
Guidance
Home garaging is only allowable in exceptional circumstances where approved by the
Director General. Home garaging is limited for a period of up to twelve months.
3.2.4 OVERNIGHT USE OF VEHICLES
Employees who seek to overnight garage a government vehicle must request

permission by completing the form Appendix B.5.
Guidance
Vehicles may be requested for overnight garaging for early morning or on-call purposes.
3.3 PROCUREMENT AND MANAGEMENT OF PASSENGER > 4.5 TONNE

(P>4.5T) AND OTHER FLEET VEHICLES
Site Managers must:

• comply with the requirements of the Procurement Administration Schedule;
and
• evaluate value for money and operational need on an ongoing basis,
disposing of vehicles no longer required.
Guidance
In accordance with the Procurement Administration Schedule:
• an approved business case is required for purchases > $250,000.
• Purchases < $250,000 require an approval to initiate a purchase memo.
Site Managers undertake a procurement process in accordance with State Supply

Commission policies.
Contact Commercial Services for guidance on specifications.

4 DEFINITIONS
DEPARTMENT BEST BUY GUIDE (PLC<4.5T FLEET VEHICLES)
The list of vehicles approved by the Department as being suitable for operational
requirements, sourced from Department of Finance’s short-list of vehicles as
providing value for money, and any additional vehicles agreed by the Director
General with the Department of Finance as being required for operational
purposes.
EXTENDED PERIODS OF TRAVEL
A more extensive journey, for example of more than two hours duration and that
involves travel outside the metropolitan area.
FLEET VEHICLES
All vehicles owned and leased by the Department of Education.
GROSS VEHICLE MASS (GVM)
Means the maximum loaded mass of the vehicle as specified by the

manufacturer; or by the CEO (Department of Transport) if the manufacturer has
not specified a maximum loaded mass; or the vehicle has been modified to the
extent that the manufacturer’s specification is no longer appropriate.
HOME GARAGING
Taking a pool vehicle home on other than a one-off basis.
LIGHT COMMERCIAL VEHICLE

A goods (and/or passenger) vehicle with a Gross Vehicle Mass not exceeding 4.5
tonnes.
OTHER FLEET VEHICLE
Includes (but is not limited to) trailers, ride-on lawnmowers, and street sweepers.
PASSENGER > 4.5 TONNE (P>4.5T) FLEET VEHICLE

Includes (but is not limited to) buses and trucks.
PASSENGER AND LIGHT COMMERCIAL (PLC<4.5T) FLEET VEHICLES
Passenger and light commercial vehicles less than < 4.5 tonne.
PLC
Passenger and Light Commercial vehicle
SCHEME (PARTICIPANT)
Participant in the SOVS scheme.
SCHOOL BUS
A motor vehicle that:
a. is equipped to carry more than 8 adult persons;
b. is at the material time being used to pick up, transport and set down
school children, and
c. is solely or principally used for the purpose mentioned in (b).
SITE MANAGER
Officers, including Principals, College Managers and Line Managers, who have
executive responsibility for overall management and control of any Department
vehicle, or purchase decision involving a Department vehicle, or who has
responsibility for directing a driver of a Department vehicle.
SOVS
Senior Officer Vehicle Scheme PSA L9 or above, or Special Calling L6 or above,
or equivalent
STATE FLEET
A branch of the Department of Finance responsible for setting whole of

government fleet policy, and managing agency fleet leases.
VEHICLE
Any vehicle registered by the Department and includes (but is not limited to) cars,
buses, trucks, trailers, ride on mowers, street sweepers, or any device that
requires a Department of Transport vehicle registration plate. The following
vehicles are excluded: Salaries and Allowance Tribunal (SAT) vehicles;
aeroplanes; boats; or agricultural machinery.
VEHICLE BOOKING OFFICE
A division of the Department to manage bookings of Pool vehicles, scheduling of

Pool vehicle service, and Pool vehicle cleaning.
VEHICLE MANAGEMENT OFFICE
A division of Commercial Services assigned responsibility for managing the

Department’s vehicle fleet and vehicle policies.
WAGFPG
WA Government Fleet Policy & Guidelines; a key policy document prescribing

management of Fleet vehicles.
5 RELATED DOCUMENTS
RELEVANT LEGISLATION OR AUTHORITY

Common Use Agreement Motor Vehicle Fleet services (CUA19510)
Common Use Agreement Motor Vehicle Passenger & Light Commercial
(CUA37804)
Common Use Agreement Motor Vehicle Rental Services (CUAMVR2014)
Financial Management Act 2006
Fringe Benefit Assessment Act 1986
Goods & Services Procurement Practice Guidelines 2017
Identification of Public Servants who Infringe Traffic Laws When Driving
Government Vehicles (Public Sector Commission Circular 2009-05)
Occupational Safety and Health Act 1984
Occupational Safety and Health Regulations 1996
Pay-roll Tax Assessment Act 2002 (Fringe Benefits Tax)
Public Sector Management Act 1994
Road Traffic Act 1974
Road Traffic (Administration) Act 2008
Road Traffic (Inspection of Vehicles) Notice 2012
Road Traffic (Vehicles) Act 2012
Road Traffic (Vehicles) Regulation 2014
Safe Driving Guidelines for Western Australian Government Agencies
State Fleet Agency General Agreement
Supply Policies (State Supply Commission)
Treasurer’s Instruction 411 Motor Vehicles
WA Government Fleet Policy and Guidelines (passenger and light
commercial vehicles)
RELATED DEPARTMENT POLICIES

Central Office Vehicle Parking
Excursion Policy and Procedures
Occupational Safety and Health Policy and Procedures
Student Drivers in Agricultural Education Policy and Procedures
OTHER DOCUMENTS
Department Best Buy Guide
Department Financial Management Manual
Fatigue Management
FMIS Asset and Resources Manual (Finance for Schools Intranet)
Guidelines for First Aid in Department Workplaces
Guidelines for Employees Working Alone (2017)
Journey Management Plan
Procurement Administration Schedule
Public Service and Government Officers General Agreement 2014
6 CONTACT INFORMATION
Specialist Advisor – Commercial
Policy Manager:
Commercial Services
151 Royal Street
East Perth WA 6004
T: (08) 9264 4748
Vehicle Management Office:

Manager Contract Planning and Management
Commercial Services
151 Royal Street
East Perth WA 6004
T: (08) 9264 5301
Email queries: fleetvehicles@education.wa.edu.au
7 REVIEW DATE
22 May 2021
8 HISTORY OF CHANGES
Effective date Last update Policy version Ref no. Notes

date no.
22 May 2018 1.0 D18/0088458 These procedures
incorporates and
replaces the Motor
Vehicles
Management
Remote Teaching
Schools policy and
Motor Vehicles,
Motor Cars and
Buses
Leased/Purchased
by School.
Endorsed by the
Director General at
Corporate Executive
on 4 April 2018.
9 APPENDIX A: ACQUISITION EXEMPTIONS
A.1. “EXTRA” ACCESSORIES WHICH MAY BE APPROVED BY SITE MANAGER
Regions
Additional equipment which
may be approved 1
North Metropolitan Midwest Kimberley
South Metropolitan Wheatbelt Pilbara
Southwest Goldfields
General road-type
Sealed Sealed Non-Sealed
(special consideration)
airbag compatible bull bar or roo X X 

bar
long-range fuel tank X X 

winch (airbag compatible) and X X 
vehicle recovery equipment
fire extinguisher X X X
roll-over protection system 2 X  

snorkel X X 
LED driving/spot lights X  
Nudge bars X  
Dual Spare Tyre Carrier X X 
Extra Spare Tyre X X 
Roo System X  
1
Safe Driving Guidelines for Western Australian Government Agencies (Safe Driving Guidelines) clause 2
2
Must comply with manufacturer specifications, and not occlude air bags.
A.2. EXEMPTIONS THAT MAY BE REQUESTED SEEKING DEPARTURE FROM

DEPARTMENT PLC <4.5T FLEET MANAGEMENT POLICY
North Metropolitan Midwest Kimberley

South Metropolitan Wheatbelt Pilbara
Southwest Goldfields
Typical Road Type Sealed Sealed Non-Sealed
Mini-Bus (Best Buy list)   

4WD (Best Buy list) X 3 3
Standard Lease Term 4 X X 5
Vinyl Interiors X X 
Application for approval is made to Specialist Advisor Commercial by Site Manager. Commercial
Services will liaise with State Fleet to request exemption.
3
High clearance Prado or Landcruiser option possible on demonstration of operational need.
4
Lease terms are prescribed by the Department of Finance
5
May apply for reduced lease term
10 APPENDIX B: APPROVAL FORMS

B.1. Application - to participate Senior Officer Vehicle Scheme
B.2. Application - for Contribution reimbursement (SOVS)
B.3.1 Application - to drive a Department vehicle (Employee)
B.3.2 Application - to drive a Department vehicle (Non-employee)
B.4. Application - Pool vehicle home garaging
B.5. Application – overnight booking of Department vehicle

B.1. APPLICATION TO PARTICIPATE - SENIOR OFFICER VEHICLE SCHEME

SOVS Vehicle Allocation (Vehicle Management Office)
Registration No: Fortnightly Contribution Rate:
Make: Commencement Payable Date:
Model: Cost of Extra Accessories: $

(SOVS participant upfront cost)
Vehicle Management Office Co-ordinator : Name, Signature, Date
Officer’s New Application  or Renewal Application 

Name: Officer’s Payroll number:
Position Title: Officer’s Drivers licence No:
Classification 6: Duration: ___________- ___________
Department of Education/Division/Branch/Address:
I have read and agree to comply with the Department of Education Conditions for Participation –
SOVS (attached) and WA Government Fleet Policy – Conditions for Officers.
Officer’s signature and date:
Director General’s Approval for participation
SOVS Participation is: DG Name, Signature, Date:

 Approved from ____________ to ___________
 Not Approved
 Approved subject to conditions (cite):
Salary deduction actioned
Director Business and Customer Services: Signature Date:

 Deduction Implemented
B.2. SOVS – APPLICATION FOR CONTRIBUTION REIMBURSEMENT
SOVS – Application for Cessation of Contribution
SOVS Officer Completes
Registration No: Contribution Rate:
Name:
6
The minimum level for SOVS participation is PSA Level 9, or Special Calling Level 6, and above (WAGFPG cl
5.4.1). Applicant must attach evidence that supports qualifying classification level.
Employee Number:
Date: Cease From____________ to ________________
Total number of days*:
I certify that I provided the Department with full access to my SOVS vehicle on the days
listed above. All were full* days.
Vehicle Booking Office Staff Complete
I certify that I the SOVS Holder listed above relinquished both sets of his/her keys to the
Vehicle Booking Office and made his/her vehicle available for Pool use for all the days
listed above.
Vehicle Management Office Staff Complete

SOVS Reimbursement is:
Specialist Advisor Commercial signature
 Approved from __________ to __________ and date:
 Not Approved
Business and Customer Services Completes***
Contribution Ceased for authorised period Contribution recommenced**
Director Business and Customer Director Business and Customer

Services signature and date: Services signature and date:
* Only full days qualify for reimbursement (not drop off or pick up days). Keys must be relinquished.
** TRIM form and forward Vehicle Management Office notification that process is complete.
*** Director Business and Customer Services responsible, processing delegable to Manager Payroll.
B.3.1. APPLICATION TO DRIVE A DEPARTMENT VEHICLE - EMPLOYEE

Employment details – all fields must be completed Year* ___________
Last name: Position:
First name: Division:
E number: Directorate/unit:
Telephone: Drivers licence no:
Mobile: Class of licence:
Date of birth: Licence expiry date**:
State of issue:
Employment status
Permanent Part-time Full-time
Temporary (Fixed Term/Secondment) / Contractor
Start date: End date:
Extension Start date: End date:
Driver declaration
I declare that I have a current and valid driver’s licence that is appropriate to drive a
government vehicle.
• I understand that I am personally responsible for the payment of any fines or
infringements that I incur while driving or have responsibility for a government vehicle.
• I understand that only authorised personnel holding an appropriate current driver’s
licence are permitted to drive government vehicles. I give permission to my line
manager, the Fleet Manager and their delegate(s) to conduct random driver’s licence,
demerit point and suspension checks.
• I declare that I have notified the Department of Transport of any permanent or long
term medical condition, mental disorder or physical disability that I suffer from, which
is likely to impair my ability to control a motor vehicle safely. These include diabetes,
epilepsy, heart disease, neurological disorders, depression and other mental health
problems, injuries or physical disabilities.
• I understand and undertake to comply with the Vehicle Management Policy.
• I understand that any private use of a government vehicle including home garaging
may result in a Reportable Fringe Benefit Amount (RFBA) being recorded on my
annual Payment Summary, which may impact my personal tax liability and affect
certain income tested government benefits.
• I will notify my line manager immediately if my driver’s licence becomes restricted or if
it lapses, is suspended, cancelled or revoked.
• I understand that permission to drive a government vehicle is withdrawn immediately
if my driver’s licence lapses, is suspended, cancelled or revoked.
____________________ ___________________
Signature Date
Manager’s authorisation***
I verify that I have sighted the above employee’s driver’s licence and confirm that the details
provided in this application are correct. I support the application to drive a government
vehicle.
Name: Position:
Signature Date
* This form expires annually on 31 December.

** Interstate or International Licences valid only for three months if residing as per the WA Traffic Act
1974.
*** Completed form should be retained at the Site and is auditable. The Site Manager should also
maintain a Register of Authorised Drivers.
B.3.2. APPLICATION TO DRIVE A DEPARTMENT VEHICLE - NON-EMPLOYEE

Driver details – all fields must be completed Year* ___________
Last name: First name:
Address: Company (if applicable):
Mobile: Drivers licence no:
Date of birth: Class of licence:
Licence expiry date**: State of issue:
Reason for driving a Department vehicle
Start date: End date:
Driver declaration
I declare that I have a current and valid driver’s licence that is appropriate to drive a
government vehicle.
• I understand that I am personally responsible for the payment of any fines or
infringements that I incur while driving or have responsibility for a government vehicle.
• I understand that only authorised personnel holding an appropriate current driver’s
licence are permitted to drive government vehicles. I give permission to the
Department of Education manager, the Fleet Manager and their delegate(s) to
conduct random driver’s licence, demerit point and suspension checks.
• I declare that I have notified the Department of Transport of any permanent or long
term medical condition, mental disorder or physical disability that I suffer from, which
is likely to impair my ability to control a motor vehicle safely. These include diabetes,
epilepsy, heart disease, neurological disorders, depression and other mental health
problems, injuries or physical disabilities.
• I understand and undertake to comply with the Vehicle Management Policy.
• I will notify the Vehicle Management Office immediately if my driver’s licence
becomes restricted or if it lapses, is suspended, cancelled or revoked.
• I understand that permission to drive a government vehicle is withdrawn immediately
if my driver’s licence lapses, is suspended, cancelled or revoked.
___________________ ___________________
Signature Date
Site Manager’s authorisation***

I verify that I have sighted the above employee’s driver’s licence and confirm that the details
provided in this application are correct. I support the application to drive a government
vehicle.
Name: Position:
Signature Date
Specialist Advisor Commercial authorisation

Signature
Name: Date
All Department policies must be complied with. A working with children clearance may be required.
* This form expires annually on 31 December.
** Interstate or International Licences valid only for three months if residing as per the WA Traffic Act
1974.
*** Completed form should be retained at the Site and is auditable. The Site Manager should also
maintain a Register of Authorised Drivers.
B.4. APPLICATION - POOL VEHICLE HOME GARAGING
Driver details – all fields must be completed Year* ______________

Requesting employee details**
Last name First name
Division Position
E number Directorate/Unit
Phone Num: Licence No:
Home garaging application details

Home Garaging Address
Vehicle details
Registration:
Make and Model:
Base location:
Booking details
Home garaging reason
Destination/s
Commencement date Commencement time
Return date Return time
Passengers
Justification:
 On-call
 Vehicle risk of vandalism
Application endorsement
Home Garaging is: Line Executive Name, Signature, Date:

 Recommended from ________ to _________
Approval – Director General
Home Garaging is: DG Name, Signature, Date:

 Approved from __________ to ___________
 Not Approved
* Authority expires 31 December or sooner.
** Must have a valid form B3 on file
B.5. APPLICATION OVERNIGHT BOOKING OF DEPARTMENT MOTOR VEHICLE

Driver details – all fields must be completed prior to handing to vehicle booking office
Requesting employee details*
Last name First name
Division Position
E number Directorate/Unit
Phone Num: Licence No:
Overnight location details

Address
Vehicle details
Registration:
Make and Model:
Base location:
Booking details
Overnight reason
Destination/s
Commencement date Commencement time
Return date Return time
Passengers
Approval – Line Executive
Overnight vehicle use is: Executive Name, Signature, Date:

 Approved from __________ to ___________
 Not Approved
Infrequent (eg 1 or 2 nights, not repeated), higher frequency use form B.4.
* Must have a valid form B3 on file

Policy - Vehicle Management v1.0 22.5.18

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VEHICLE MANAGEMENT POLICY

VEHICLE MANAGEMENT PROCEDURES

EFFECTIVE: 22 MAY 2018

VERSION: 1.0 FINAL

• communicate to employees and non-employees who drive government

3 RESPONSIBILITY FOR IMPLEMENTATION AND COMPLIANCE

Vehicle Management Policy

RELEVANT LEGISLATION OR AUTHORITY

Vehicle Management Policy

RELATED DEPARTMENT POLICIES

Vehicle Management Policy

7.1 CONTACT INFORMATION

Email queries: fleetvehicles@education.wa.edu.au

Effective date Last update Policy version Ref no. Notes

Vehicle Management Policy

EFFECTIVE: 22 MAY 2018

VERSION: 1.0 FINAL

1 POLICY SUPPORTED ....................................................................................................... 1

3.1 PROCUREMENT AND MANAGEMENT FOR ALL VEHICLES OWNED OR

3.1.1 PROCUREMENT AND UTILISATION

Site Managers must:

3.1.2 VEHICLE USE

Site Managers must:

Employees must not:

3.1.3 VEHICLE SAFETY AND SECURITY

Site Managers must:

3.1.4 EXTENDED PERIODS OF TRAVEL

Site Managers must:

3.1.5 SCHOOL BUSES

Site Managers must:

3.1.6 INCIDENT/ACCIDENT REPORTING

3.1.7 NON-EMPLOYEE USE OF GOVERNMENT VEHICLES

Site Managers must:

3.2 PROCUREMENT AND MANAGEMENT PROCEDURES SPECIFIC FOR

3.2.1 LEASED SENIOR OFFICER VEHICLE SCHEME (SOVS) VEHICLES

3.2.2 POOL VEHICLES

3.2.3 HOME GARAGING OF VEHICLES

Employees (not entitled to SOVS) who seek to home garage a government

3.2.4 OVERNIGHT USE OF VEHICLES

Employees who seek to overnight garage a government vehicle must request

3.3 PROCUREMENT AND MANAGEMENT OF PASSENGER > 4.5 TONNE

Site Managers must:

Site Managers undertake a procurement process in accordance with State Supply

Contact Commercial Services for guidance on specifications.

EXTENDED PERIODS OF TRAVEL

All vehicles owned and leased by the Department of Education.

GROSS VEHICLE MASS (GVM)

Means the maximum loaded mass of the vehicle as specified by the

Taking a pool vehicle home on other than a one-off basis.

LIGHT COMMERCIAL VEHICLE

OTHER FLEET VEHICLE

PASSENGER > 4.5 TONNE (P>4.5T) FLEET VEHICLE

PASSENGER AND LIGHT COMMERCIAL (PLC<4.5T) FLEET VEHICLES

A motor vehicle that:

a. is equipped to carry more than 8 adult persons;

c. is solely or principally used for the purpose mentioned in (b).

A branch of the Department of Finance responsible for setting whole of

VEHICLE BOOKING OFFICE

A division of the Department to manage bookings of Pool vehicles, scheduling of

VEHICLE MANAGEMENT OFFICE

A division of Commercial Services assigned responsibility for managing the

WA Government Fleet Policy & Guidelines; a key policy document prescribing

Classification 6: Duration: _- _

Date: Cease From to ____