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Motor Vehicle Policy and Procedure

Relevant TAO Ordinance Rule and/or GP No.Relevant State/Federal Govt. Legislation

State Service Award 2000Tasmanian State Service Award 2014Workplace Health and Safety Act 2012

Commencement Date September 2014

Review Date September 2017

PROCEDURE STATEMENT

1 Intent and objective(s)

The Tasmanian Audit Office (the Office) recognises that major injuries to, or death of, an employee as a result of a motor vehicle accident is a risk the Office faces. The intent of this policy is to outline the responsibilities of the Office and of employees when operating motor vehicles whilst conducting Office business.

The objective of this policy is to ensure motor vehicles are: An efficiently and effectively used government resource Safely used Managed in accordance with all government requirements and the

Workplace Health and Safety Act 2012

2 Scope

This policy applies to all employees and contractors to the Office.

3 Definitions and Acronyms

AG Auditor-GeneralLow risk attitude

Place high value on safe driving Choosing low risk alternatives Maintaining motivation to apply low risk behaviours

Low risk behaviours

Preparation- planning driving (incorporating breaks, limiting long days, limiting driving in challenging conditions.)

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POLICY COR 40.0


Driving – being alert and aware of potential hazards

Evaluation – reviewing driving to identify ways of reducing further risk

CSS Corporate Support Services

Employee A person employed by the Office in any capacity

Vehicle Includes the following and can be driven by a staff member who holds a current ‘car’ drivers licence: A motor vehicle, trailer and motor bike Bicycles A motorised wheelchair that can travel at over 10

kilometres per hour Small truck and small bus t

Fatigue Fatigue is the result of inadequate rest over a period of time, leading to a markedly reduced ability to carry out a task

Driver A driver is the person who is in control of a vehicle

Driver’s Licence A licence issued under the Vehicle and Traffic Act 1999 that authorises the holder of the licence to drive one or more classes of motor vehicle

Operational Vehicle

A vehicle provided by the Office for conducting Office business

4 Types of vehicles and their uses by Office Employees and Contractors

Government (G) plated motor vehiclesG-plated motor vehicles are provided for conducting government business. G-plated vehicles carry a G series number plate and a G sticker on the front windscreen.

Provided Under Employment Contract (Private Plated)Private-plated cars are assigned to an Officer as part of a contractual obligation in accordance with SES Executive Vehicle Policy 2009. All Private Plated vehicles will be made available for operational use as required.

Any members of the immediate family of the person assigned a private-plated vehicle may also drive the motor vehicle. Immediate family means that person’s spouse, adult child or step child, parents, grandparents, sisters, brothers and any other person as approved by the AG.

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The Officer must ensure that any drivers are suitably qualified; that they are able to take due care of the motor vehicle and that they are aware that they remain responsible for any traffic infringements that occur.

Private Use of a Government vehicleWhere private plated vehicles are made available for operational use, these should only be used for official business purposes. Exceptions are made for minor private use which is consistent with the Office’s commitment to providing a working environment which recognises the family responsibilities of employees (for example, deliver or collect children to or from school).

For G plated motor vehicles or for other motor vehicles used for operational activities, employees must seek formal approval from the Chief Operating Officer for spouses, children or non-departmental employees, contractors or volunteers to accompany them other than as specified.

Where a passenger is approved to travel in the vehicle, it should be conditional on

The work duties are not interrupted or delayed There is minimal additional travel incurred The passengers are not unduly exposed to risk.

Hire CarsIf no G plated vehicles or Private Plated vehicles are available, hire cars should be used if deemed necessary and economical. All conditions on operation and restrictions that apply to operational vehicles also apply to hire cars.

The Office uses AVIS car hire agency as per the Common Use Contract – Vehicles (Contract V675). This Whole of Government contract is managed by the Department of Treasury and Finance.

Private Motor VehiclesPrivate motor vehicles may only be utilised when G-plated and Private Plated vehicles are unavailable and the use of a hire car is deemed uneconomical or impractical. The Office believes that these cases will be infrequent. Employees who use their private motor vehicle as part of their employment must ensure that the vehicle is comprehensively insured, that they have provided the Office with documentation from their Insurance company stating that their vehicle may be used for occasional work use and that the vehicle is roadworthy as determined and formally signed in writing by the owner of the vehicle. These details must be provided to CSS, prior to the use of the vehicle, as per the form in Appendix 4 and TRIM ID14/461.

5 Greenhouse rating

All Tasmanian Government passenger vehicles (including those provided as part of a remuneration package) should have a minimum Green Vehicle Guide greenhouse rating of 5.5 as per the DPAC Policy on the Allocation and Use of Motor Vehicles within the State Service.

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When hiring a car, consideration should be given to the use of a hybrid or diesel motor vehicle.

6 Office Responsibility

The Office will observe all provisions under the Road Safety Act 1986, Workplace Health and Safety Act 2012 and any other legislation that applies.

The Office will at a minimum:

Actively encourage safe driving practices including low risk attitudes and behaviours

Provide appropriate driver awareness and education courses as required or deemed necessary for individuals or groups

Ensure employees have provided a copy of his/her driver’s licence which is current and valid

Utilise recognised hire car companies as per the Vehicles Hire and Drive Common Use Contract V675

Review and implement controls to address identified trends in unsafe driving in consultation with employees and based on near miss incident data

Provide each Operational vehicle with a fully stocked emergency first aid kit and a log book

Ensure Fringe Benefits Tax (FBT) returns are completed on time with the log book details provided by staff and associated reportable FBT benefits are shown on their annual payment summaries

Ensure that employees receive active support in managing workloads involving driving to minimise fatigue.

7 Driver Responsibility

When operating a G-plated vehicle, a private plated vehicle, a hire car or, in rare circumstances, their own vehicle employees must:

Familiarise themselves with the accident reporting procedure and driver manual located in the glove box of the car and in Appendix 1 and 2

Ensure a visual inspection of the vehicle is undertaken prior to undertaking approved travel. Any discrepancies must be noted on the inspection checklist provided and reported to CSS at the earliest time. A copy of this is attached in Appendix 2 and is available in the glove box of each car (TRIM ID14/462).

Observe all traffic laws, including regulations and by-laws relating to all aspects of motor vehicle operation in the applicable jurisdiction of operation

Refrain from smoking at all times. A vehicle is a workplace for the purpose of the Workplace Health and Safety Act 2012 and smoking is prohibited in the workplace

Not use a mobile phone whilst operating a motor vehicle (including handsfree options – see section 10)

Notify CSS for any incidents, damage or near misses when driving any type of vehicle for work purposes as per section 11

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Ensure any fuel cards supplied are kept secure and, if there is a pin number, which is not kept on or near the card. Fuel cards are held by CSS and can be requested prior to travel

Advise CSS as soon as possible if the fuel card is lost, stolen or damaged Accurately complete the log-book in all government vehicles to comply with

FBT legislation. It is expected that the log-book will be updated at the end of each business-related journey. Log-books are located in the glove compartment of each vehicle

When driving into remote areas employees must advise their manager of the location and estimated time of arrival

Unless prior approval from the COO, permit only persons travelling on work related business as passengers (except in the instances outlined in section 4 of this policy and in instances of a serious emergency).

8 Vehicle Responsibility

Each Office vehicle has a responsible officer. The responsible officer is required to ensure that the vehicle is kept in good working order at all times. Services and repairs can be organised by CSS but responsibility for keeping the vehicle in good working order lies with the employees listed in Appendix 4.

9 Driver behaviour

Employees who are representing the Office must observe the Office’s Guide to Conduct at all times (TRIM SMID13/24). Drivers are personally liable for paying all fines and penalties they incur in respect of any breach of Commonwealth, State Statutes and Local Government by-laws relating to the use of a motor vehicle including parking and speeding fines.

Alcohol and Drugs

Employees must not drive where the taking of medications, alcohol and other drugs are likely to unduly affect their alertness or driving capability. Employees should refer to the Office’s policy on Alcohol and Drugs (TRIM OHSID14/5).

Fatigue

In accordance with the Tasmanian State Service Award 2014, employees should have eight consecutive hours off from work before commencing work the next day. The Office encourages employees to take breaks every two hours when driving long distances.

In addition, the Office requires that employees must avoid driving if they have been awake for 17 hours or more. If necessary, this may require an overnight stay.

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10 Mobile Phones

The use of mobile phones while driving is prohibited at all times.Holding the phone (whether or not engaged in a phone call) is also prohibited. 'Holding' includes resting the mobile on your lap.

Employees who use their mobile phone while driving may face disciplinary action from the Office for breaching this policy.

11 Hazards/Risks/Incidents

All vehicle related incidents and hazardous situations that may have an impact on the safety of the driver, passenger or others must be reported to the Office via the Incident Identification form. These include ‘near misses‘.

Incidents can include, but are not limited to; personal injury, inappropriate driver behaviour and any safety related infringement notices (speed, red light cameras etc.) whilst conducting work duties. These are to be reported via the online reporting system which is accessed via this link http://intra.justice.tas.gov.au/hr/whs/hazard_or_safety_incident

12 Procedures

Supporting procedures for this policy can be found in the attachment.

13 Supporting/Related Documents

External Supporting/Related DocumentsVehicle and Traffic Act 1999Road Safety Act 1986Workplace Health and Safety Act 2012Ministerial Direction No1 (2002) Administration Road Rules 2009 (www.thelaw.tas.gov.au)Road Safety Publications on www.transport.tas.gov.au Policy and Guidelines for the Allocation and Use of Tasmanian Government Motor Vehicles within the State Service August 2013 (DPAC)SES Executive Vehicle Policy 2009Common Use Contract V672 and V675

Internal Supporting/Related DocumentsWorkplace Health and Safety ManualAlcohol and Drugs Policy

14 Key Words

Policies will be housed in the Office’s records management system (TRIM) and published as appropriate. Identifying key words will assist staff to locate the relevant policy using search functions, including:

Motor vehicle; Driving; Operating a vehicle and Fatigue

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http://intra.justice.tas.gov.au/hr/whs/hazard_or_safety_incident


RESPONSIBILITIES

Implementation Executive Management Group

Compliance All TAO employees, visitors, contractors

Monitoring and Evaluation

Executive Management Group

Development and/or Review


Interpretation and Advice


WHO NEEDS TO KNOW THIS PROCEDURE

All Office employees and contractors

EFFECTIVENESS OF THIS PROCEDURE

Minimisation of risk to injury of staff.

PROCEDURE HISTORY

Policy No. COR 40.0

Approved / Rescinded

Approved

Date 2 September 2014Executive Management Team

Ric De Santi

Signature

Date of Review 2/9/2017

Amendment RequiredName of Policy MakerTitle

Signature

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AppendicesAPPENDIX 1: Emergency Contact Numbers Page 10

APPENDIX 2: What to do in the event of an accident or near miss

Page 11

APPENDIX 3: Tasmanian Audit Office Driver Manual

Page 15

APPENDIX 4: Employee sign-off form for use of own motor vehicle

Page 21

APPENDIX 5: Responsible Officers of the Offices motor vehicles

Page 22

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Appendix 1

Emergency contacts

Police, Fire, Ambulance 000

RACT 131111

Avis Roadside Assistance (Car Hire) 1800 063 973

Ford Roadside Assistance (Ford Kuga – Chief Operating Officer’s vehicle)

1800 133 673

Holden Roadside Assistance (Holden Cruz – Manager, FAS Launceston)

1800 871 100

Volkswagen Roadside Assistance (Volkswagen Golf – Principal Financial Auditor, FAS Launceston and Volkswagen Passat – Auditor-General)

1800 637 181

Government Fleet Manager - Leaseplan 03 6210 6716

Marsh Pty Ltd (Government Insurer) 03 6281 3100

Tasmanian Audit Office (Hobart) 03 6226 0100

Tasmanian Audit Office(Launceston)

03 6336 2503

Chief Operating Officer 0418 550 171 (Ric De Santi)

Director, CSS 0408 335 760 (Patty Johnson)

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Appendix 2

What to do in the event of an Accident or Near Miss

Step Action Timing Actions1. Action

required at the time of an accident / incident

Immediately Action required at the time of an accident/incident: Note - Do not admit liability, either verbally or in writing, or agree to pay or settle any third party costs.

Ensure your own safety and the safety of others.

Assist where applicable. Ring for an ambulance or ask a

bystander to do so. Call the police if someone is injured,

there is major damage, alcohol or illicit drugs are involved, or if the owner of any damaged property (vehicles, buildings, animals etc.) cannot be found. If police do not attend the accident, you must complete a self-reporting accident form at a police station within 24 hours.

Exchange driver names, addresses, phone and licence number details; company names and addresses (if applicable); and insurance company and policy details.

Note the make, model and registration number of other vehicles involved in the accident.

Where practicable and safe to do so, take photos with your mobile phone for future use if required.

Obtain witness names, addresses and phone numbers.

If necessary, call the car manufactures’ roadside assist number to arrange towing (remember to remove any valuables, including the Fuel Card). Numbers are provided in the car and appendices

If a third party wishes to make a claim against the Office, he/she should be advised to contact the Fund Administration Insurance Agent, Marsh Pty Ltd.

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2. Reporting an incident

Within 24 hours of the incident

Reporting an incident: All incidents must be reported by the

driver to the Office within 24 hours. If the incident is likely to result in a claim,

the Office will advise the driver to complete a motor vehicle claim form (available on TRIM ID14/445 and on staff intranet). The Office will forward the completed claim form to Marsh Pty Ltd. The Office will obtain two quotations for repairs from Leaseplan’s approved suppliers list.(NB: When drawing a diagram of the accident on the claim form, show vehicle direction, resting place and street names. Also include road signs, eg “Stop” or “Give Way”).

The Office must notify the Fleet Manager of all incidents involving Government Fleet vehicles.

3. Managing a claim

Ongoing The Fund Administration Agent

Marsh Pty Ltd, is responsible for administering all over-excess claims in accordance with written instructions provided by agencies and, where applicable, the Office of the Director of Public Prosecutions (DPP). This includes:

Checking that claim documentation is correct and complete – incorrect or incomplete documentation will be returned to the Office for correction

Appointing and instructing loss assessors and/or investigators, if required

Obtaining a police report, if necessary and available

Advising the Office representative details of the repairer who has been authorised to proceed with repairs

Providing claim management advice to agencies and the Office of the DPP

Regularly providing agencies with reports on the progress, and actual and outstanding costs associated with each claim, including copies of reports from investigators / loss adjusters

Dealing with third parties and/or their insurers including recovering or paying

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http://www.treasury.tas.gov.au/domino/dtf/dtf.nsf/e3449320e3eb013cca256f2400150c4f/1a7752875d58680fca256f0200809423?OpenDocument#Property%2FLiability%20Forms


costs as appropriate and, where required, negotiating settlements and ensuring that an agreement to settle (offer & acceptance) is completed to prevent further action

If required, representing the Office in court with regard to small claims (ie claims up to $5 000)

Paying claim costs and settlements.

Under Excess Claims

The Office is responsible for managing under excess claims (ie claims where the total cost of the claim, including third party costs, is less than the excess amount). Marsh can provide assistance if the Office requests, for a fee.

The Office must follow government procurement requirements (see the Buying for Government section at www.purchasing.tas.gov.au) when organising repairs. The Office must not authorise repairs for vehicles leased through the Government's Fleet Manager without the prior consent of the Fleet Manager.

When dealing with third parties: If the Office accepts liability – the third

party should be requested to make a written claim and attach two written quotations. The Office should seek to settle the claim based on the lowest quotation

If the third party is at fault:o contact the third party seeking

reparation either from the third party’s insurance company or directly

o if the third party fails to respond, the Office will need to decide whether to persist with recovery either through the Office of the DPP, (however, the Office should weigh up the cost of obtaining advice which may be in the region of $150 - $200 per hour, against the likelihood of successfully recovering the funds from the third party) or by making a minor

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http://www.treasury.tas.gov.au/domino/dtf/dtf.nsf/e3449320e3eb013cca256f2400150c4f/1a7752875d58680fca256f0200809423?OpenDocument#Property%2FLiability%20Forms

http://www.purchasing.tas.gov.au/


civil claim through the Magistrates Court. Note the Office must present its own cases in Court when making a minor civil claim, although they may seek prior legal advice from the Office of the DPP if required (see Magistrates Court and then select Divisions of the Court / Civil for advice on making a claim and court procedural information);

If fault is disputed – the Office should seek to minimise costs, either by negotiating with the third party or, if necessary, by referring the matter to the Office of the DPP or the Small Claims Tribunal.

Office of the DPP The Office of the DPP must be involved

in all negotiations, settlements, or court appearances regarding large or complex third-party claims. The Office of the DPP must also be advised whenever a legal demand is received by the Office.

The Office of the DPP will arrange for external legal assistance if it determines, in consultation with the Office, that it is required.

Important: If any legal demands (including court documents) are received by the Office, it must immediately advise, and forward the documents to the Office of the DPP (and provide copies to Marsh Pty Ltd) as immediate legal action is often required. The DPP (and Marsh Pty Ltd) must also be immediately advised of details of any impending inquests or official enquiries. Any other communications from third parties must be immediately forwarded to Marsh Pty Ltd.

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http://www.magistratescourt.tas.gov.au/

http://www.magistratescourt.tas.gov.au/


Appendix 3

Driver Information Manual (A copy of this is to be kept in the glove box of all cars used for work related

travel)

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Emergency contacts

Police, Fire, Ambulance 000

RACT 131111

Avis Roadside Assistance (Car Hire) 1800 063 973

Ford Roadside Assistance (Ford Kuga – Chief Operating Officer’s vehicle)

1800 133 673

HoldenRoadside Assistance (Holden Cruz – Manager, FAS Launceston)

1800 871 100

Volkswagen Roadside Assistance (Volkswagen Golf – Principal Financial Auditor, FAS Launceston and Volkswagen Passat – Auditor-General)

1800 637 181

Government Fleet Manager - Leaseplan 03 6210 6716

Marsh Pty Ltd (Government Insurer) 03 6281 3100

Tasmanian Audit Office (Hobart) 03 6226 0100

Tasmanian Audit Office(Launceston)

03 6336 2503

Chief Operating Officer 0418 550 171 (Ric De Santi)

Director, CSS 0408 335 760 (Patty Johnson)

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Accidents

Employees must follow the checklist provided by Tasmanian Risk Management Fund (TRMF) and available in the glove box of the car.

The immediate actions that should be undertaken if possible are outlined below keeping in mind that you DO NOT ADMIT LIABILITY, either verbally or in writing, or agree to pay or settle any third party costs. If a third party wishes to make a claim for damage, advise them to contact Marsh Pty Ltd

Action Check

Ensure your own safety and the safety of others

Assist where applicable

Ring for an ambulance if injuries have occurred

Call the police if an injury has occurred, there is major damage, alcohol or illicit drugs are involved, or if the owner of any damaged property cannot be foundIf after being called the police do not attend the scene, you must complete a self-reporting accident form at a police station within 24 hoursExchange driver names, addresses, phone and licence number details. Obtain insurance company and policy detailsProvide the other party with the name and address of the OfficeNote the make, model and registration of other vehicles involvedObtain witness names, addresses and numbers and where practicable and safe take photos of the accident for future use if requiredReport incident to the Office within 24 hours and fill in forms provided by CSS

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Pre Driving ChecksYou should undertake a basic familiarisation and safety check before driving a vehicle. Take the time to set up the vehicle for you own comfort and safety prior to commencing your journey.

If you notice any issues with the vehicle, fill in a Work Car Inspection check form provided in the vehicle. You must submit this form to CSS within 24 hours of travel. If the vehicle is unfit for use, contact CSS immediately and a hire car can be organised.

A copy of the form is provided below:

Trip Preparation and Planning17


For safety reasons, all Office employees and contractors are to ensure their travel schedule is realistic and takes into consideration the activity being undertaken, distance being travelled and road and weather conditions.

Tips

Avoid unnecessarily tight schedules Consider the use of technologies such as video conferencing as an alternative

to travel Consider enquiring of other Agencies to see if car-pooling is an option.

Driving ConditionsDriving during rain, fog, mist and high winds can cause some difficult conditions that require driver adjustments. In these conditions visibility can be affected and in some instances the roads can become slippery. Speed limits are a guide to the maximum speed allowed when all conditions are at an optimum therefore where conditions are poor, speed should be reduced to compensate.

Tips:

Pump breaks gently when stopping on wet or slippery roads to avoid lockedwheels. If driving through deep water, test your brakes by pumping them gently after you leave the water to make sure they are dry and working.

You should stop when glare from the setting or rising sun interferes with visibility.

If you skid, gently steer towards the direction of the skid and lightly apply thebrakes. Do not wrench the wheel back and slam on the brakes as this can send the vehicle more out of control.

Mobile Phone Use

Do not use mobile phones while driving (this includes hands free).

Please refer to the Motor Vehicle Policy section 10.

Fatigue

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Avoid driving when you are tired, fatigue can be as dangerous as driving under the influence of drugs and alcohol.

Drivers must plan journeys so as to avoid driving if they have been awake for more than 17 hours. In some cases that may necessitate an overnight stay

Drivers are encouraged to take regular rest breaks on long drives Managers are to monitor workloads to ensure that employees and contractors

do not feel pressured to spend excessive hours on the road Employees who feel that personal fatigue is at a level that cannot be readily

overcome through short breaks and power napping should consider taking prolonged rest or overnight accommodation and continuing the trip when safe to do so. Such reasonable action, when taken by an employee on the basis of fatigue, is to be approved by their Manager. If the Manager is not available use judgement and organise overnight accommodation accordingly.

Symptoms of fatigue include; Constant yawning, drifting in the lane, sore or heavy eyes, trouble keeping your head up, delayed reactions, daydreaming, variations in driving speed and difficulty remembering the last few kilometres.

Tips:

Get a good night’s sleep before heading off on a long trip A journey of two hours or more must be broken at least once for a ten minute

break Don’t travel for more than eight to ten hours a day Consideration should be given to staying overnight if there is a requirement to

travel long distances, remembering that you should have at least 8 hours break between each working day

If feeling fatigued find a suitable location to pull off the road and take a 15 minute “power nap” if you feel yourself becoming drowsy

Don’t drink alcohol before your trip. Even a small amount can significantly contribute to driver fatigue

Driving long distances should be avoided where conditions are poor Share driving if possible.

Roadside Assistance

Roadside emergency breakdown service is provided as part of the motor vehicle lease agreement with LeasePlan. In general, the service covers roadside assistance, flat tyres, flat batteries, lock out and unexpected mechanical malfunctions. Contact numbers are provided at the front of this manual.

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You can also find the specific roadside assistance contact details for each operational vehicle on the sticker on the front windscreen (in some vehicles), or in the information booklets in the glove-box.

For hire cars, check with Avis or on your rental contract documentation for specific contacts for roadside assistance. The general number for Avis roadside assistance is 1800 063 973.

Security

Drivers are responsible for securing their vehicle and its contents and must: Avoid leaving property in the vehicle or place it in the boot or out of sight if it

must be left in the vehicle Use off street parking where available Park in a well-lit, secure area at night Close all windows, lock all doors and take the keys with you when leaving the

vehicle.

Carrying Items in VehiclesEnsure no loose items are within the passenger area as they may become projectiles in the event of an accident or sudden acceleration or braking. In some vehicles it may be deemed ‘safer’ if a cargo barrier is used. If no cargo barrier is used and the vehicle is a station wagon type vehicle and is carrying cargo the cargo cover must be drawn.

Common dangers include items such as: Boxes Handbags/ briefcases Laptops and mobile phones Umbrellas.

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Appendix 4

Confirmation of private motor vehicle road worthiness and authorisation of use for work activities

Private Motor Vehicle UseEmployee Name:

Vehicle Registration:

Vehicle Make and Model:

Vehicle Comprehensively Insured:

Validation from Insurance Company that vehicle is covered for occasional work purposes*:I believe this vehicle to be roadworthy and safe for me to drive:

Signed_______________________________

Date_______________________________

Additional Notes:

Note: Validation can take the form of a letter, email or certificate from the Insurance Company

Approved by: __________________________

Position: __________________________

Date: __________________________

Signed by employee: _________________________

Position: _________________________

Date: _________________________

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Appendix 5

Responsible Officers of Office Motor Vehicles (current July 2014)

Volkswagen Passat Wagon (C74WL) – Mike Blake

Ford Kuga (D92UW) – Ric De Santi

Volkswagen Golf Wagon (G58BK) – Debbie Scott

Holden Cruze (G54AZ) – Rob Luciani

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