Motor Vehicle Policy

The College affirms that all work, including travel undertaken in the course of College duties, is carried out safely, legally and appropriate. Accordingly, the College is committed to:

• the safety and wellbeing of staff, students, and the wider community;
• compliance with all applicable laws, including road safety and workplace health and safety obligations;
• clear and honest allocation of responsibility, risk, and accountability; and
• prudent stewardship of College resources and avoidance of unnecessary financial or legal exposure.

1. Conditions of Use
1.1 Employee Discretion and Use

• Subject to compliance with this policy, the decision to use a private vehicle for work-related purposes rests with the individual staff member/driver;
• Use of a private vehicle is voluntary and must be reasonable in the circumstances;
• Use of a private vehicle does not of itself transfer risk, liability, or responsibility from the driver to the College.

1.2 Driver Requirements
Drivers must:

• hold a current and valid driver licence appropriate for the vehicle class;
• comply with all road laws and regulations;
• be medically fit to drive and not impaired by fatigue, alcohol, drugs, or medication; and
• promptly notify the College if their licence is suspended, cancelled, or restricted if they wish to use private vehicle for work-related purposes.

1.3 Vehicle Requirements
The private vehicle must:

• be registered and roadworthy;
• be maintained in a safe operating condition; and
• be covered by comprehensive motor vehicle insurance in the driver’s name and able to be used for work-related purposes.

1.4 Insurance, Risk and Liability

1.4.1 General Principles
(a) Use of a private vehicle for work-related purposes does not transfer ownership of risk from the driver to the College.
(b) Drivers rely on their own insurance arrangements when using private vehicles.
(c) Drivers retain primary responsibility for the lawful, safe, and prudent operation of the vehicle at all times.

1.4.2 Insurance Requirements
(a) The driver must ensure that the private vehicle is registered, roadworthy, and comprehensively insured.
(b) The College does not insure private vehicles and does not provide comprehensive cover for private vehicles used for work-related purposes.

1.4.3 Excess Reimbursement
(a) Where a private vehicle is used for work-related purposes in accordance with this policy, the College will reimburse the insurance excess payable by the driver following an accident, up to a maximum of $750 per incident, subject to clauses (b)–(d).
(b) Reimbursement is conditional upon the driver:

• acting in the course of College duties;
• complying with all road laws and College policies;
• not being impaired by alcohol, drugs, fatigue, or medication; and

• the accident not arising from reckless, unlawful, or wilfully negligent conduct.

(c) Where the insurance excess exceeds $750, reimbursement of the additional amount requires approval by the Chief Operations Officer (COO).
(d) Reimbursement of an insurance excess is a discretionary support measure and does not constitute acceptance of broader legal or financial liability by the College.

1.4.4 Exclusions
The College will not reimburse or accept liability for:

• traffic infringements, fines, penalties, or offences;
• damage to, or loss of, a private vehicle beyond the approved excess reimbursement;
• insurance claims declined by the driver’s insurer; or
• costs arising where the driver has failed to maintain comprehensive insurance.

1.4.5 Evidence and Verification
The College may require evidence of:

• vehicle registration and insurance;
• acceptance of the claim by the insurer; and
• payment of the insurance excess, prior to processing any reimbursement.

 
2. Reimbursement of Expenses

• Reasonable work-related travel expenses may be reimbursed in accordance with the College’s travel and expense procedures;
• Reimbursement rates will be determined by the College from time to time and must be supported by appropriate records;
• No reimbursement is payable for travel between home and the normal place of work.

3. Incidents, Accidents and Duty of Care

• Any accident, incident, or near miss occurring during work-related travel must be reported as soon as practicable in accordance with Occupational Health and Safety procedures;
• Drivers remain responsible for all communications and claims with their insurer;
• The College will provide pastoral care and organisational support following an incident, but such support does not imply acceptance of legal or financial liability.

4. Responsibilities
4.1 Drivers
Drivers are responsible for:

• determining whether use of a private vehicle for work-related purposes is reasonable and appropriate;
• complying with this policy and all legal requirements;
• ensuring their vehicle is registered, roadworthy, and appropriately insured; and
• reporting incidents or changes affecting their ability to comply with this policy.

4.2 Managers and Supervisors
Managers and supervisors are responsible for:

• promoting awareness of this policy;
• providing guidance on safety and wellbeing; and
• responding to incidents in accordance with College policies.

4.3 The College
The College is responsible for:

• maintaining this policy and related procedures;
• administering reimbursement and insurance excess arrangements; and
• reviewing this policy periodically.

5. Non-Compliance
Failure to comply with this policy may result in withdrawal of eligibility for reimbursement or other action under relevant College policies.