Motor Vehicle Procedure - Version 1.0 Date: 27/05/2021 - PCYC NSW
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Motor Vehicle Procedure Version 1.0 Date: 27/05/2021
Motor Vehicle Procedure
Document Information and Approval
Document Number PRO-007
Document Name Motor Vehicle Procedure
Document Owner Fleet Manager
Business Unit Strategic Development, Facilities & Assets
Primary Author Kurt Gagan
in conjunction with Rebecca Loughton
Latest Version/Date 1.0 - 27/05/2021
Approved By CEO (Dominic Teakle)
Approval Date May 2021
Effective Date May 2021
Review Date May 2023
Signature of Approver
Document Number PRO-007 Document Owner Fleet Manager
Strategic Development, Facilities & Page 2 of 7
Version 1.0 Business Unit
AssetsMotor Vehicle Procedure
Purpose
The purpose of this procedure is to outline the key operational requirements and to provide guidance
to vehicle users on these requirements whilst using a PCYC Vehicle.
Scope
This policy applies to all employees and users i.e., spouses and partners (where applicable)
authorised to use a PCYC vehicle.
Procedure
This procedure should be kept in the glove box of each vehicle for future reference.
Contacts
• Fleet Manager – 0417 064 819
• Fleetcare – 134 333
Registration
Fleetcare and/or the Fleet Manager advises when registration of vehicles is required. The
local manager is responsible for completing any vehicle registration checks to allow Fleetcare
to complete the registration process.
• The local manager will rectify any urgent issues noted on the vehicle registration
check reports.
• The Fleet Manager and Fleetcare will support the local manager to arrange
repairs for any major works required.
Servicing of Vehicles
• Vehicles must be services in accordance with the manufacturer’s service and
warranty book.
• The service and warranty book is stamped and dated after every service.
• Windscreen wipers and air filters are checked and replaced if necessary.
• All servicing and repairs are to be conducted by a Fleetcare service provider.
• All service instructions provided by Fleetcare must be adhered to.
Petrol Cards
• Petrol cards provided are to be used to purchase the cheapest available fuel on
the day. This is usually 94 octane unless specifically requested in the owner’s
manual for a higher octane.
• The petrol card can only be used with the vehicle specified to purchase fuel and
oil only.
• If a petrol card is lost, misplaced, damaged, or stolen, the Fleet Manager should
be contacted to arrange a replacement card. The Fleet Manager will require
details on the Make, Model, Registration Number, colour, and type of fuel (petrol
or diesel) the vehicle requires before a replacement card can be arranged.
Document Number PRO-007 Document Owner Fleet Manager
Strategic Development, Facilities & Page 3 of 7
Version 1.0 Business Unit
AssetsMotor Vehicle Procedure
• After refuelling the vehicle, present your card to the service station operator who
will ask you to:
o Provide an odometer reading
o Use a PIN
• Ensure that the fuel docket matches the fuel pump reading for the litres and dollar
amount charged.
• It is essential to provide the correct odometer reading each time as accurate fuel
management and FBT reporting is based on these details.
ETAGS
• ETAGS are approved by the senior manager
• Requests for ETAGS are made through the Fleet Manager
• ETAGS are attached to the windscreen on the nominated vehicle and not
removed
• If the ETAG is not functioning, then notify the Fleet Manager for a replacement
Keys
• In some cases, a spare key may be kept wit the Fleet Manager for emergency
use only.
Tyres
• The tyre pressure and condition should be checked monthly at a minimum.
• Tyres shall be rotated for better wear and balance every six months
• Generally, replacement tyres are to be of the same size and construction as
originally provided.
First Aid Kits
• All PCYC vehicles must have a first aid kit supplied by an approved first aid
supplier
• Re-supplies of any items are accessed through local suppliers.
Stolen Vehicles
• Stolen PCYC vehicles must be reported immediately to the police and an event
number obtained.
• The next level manager and Fleet manager must be informed immediately and
provided with the police event number.
Broken-down Vehicles
PCYC vehicles that are broken down, stuck, or bogged are covered by Fleetcare Road-side
Assist. When calling Fleetcare Road-side Assist, they will need:
• The vehicle registration number
• The location of the vehicle
• An explanation of the problems you are experiencing
• A contact phone number
Document Number PRO-007 Document Owner Fleet Manager
Strategic Development, Facilities & Page 4 of 7
Version 1.0 Business Unit
AssetsMotor Vehicle Procedure
Windscreens
• Repairs to windscreens need to be booked through Fleetcare within 24 hours of
the damage.
• The Fleet Manager can be contacted for other support if required
• The Fleet Manager should be contacted for approval and procedures when
additional windscreens are required for the same vehicle
Vehicles involved in an Accident
If the vehicle is involved in an accident, and you can, please complete the following steps:
• Make the scene safe
• Do not exit the vehicle if on a busy road
• Ensure that any injured person is attended to and that medical attention, if
necessary, is arranged
• Exchange details with other drivers and witnesses in a safe place. Custodians of
PCYC vehicles are not authorised to admit liability or responsibility for the
accident or enter any discussions or negotiations to commit the company to any
course of action
Please note the following details:
• Make, Model, Registration numbers and colours of all vehicles involved in the
accident
• All driver’s names and addresses
• All driver’s license details
• Contact phone numbers (home and work)
• Other vehicle owner details (if different to the driver’s)
• Insurance company names and policy numbers
• Names and addresses of injured persons and witnesses
• If police attend, name of the officers attending and the Police Station they are
from
Call the local police and advise them of the accident only:
• If anyone was injured
• If any of the driver’s are suspected to be under the influence of drugs or alcohol
The vehicle will not be roadworthy if there is:
• Lights broken
• Significant body damage
• Leaking fluids
• Engine problems
• Wheel damage
If the vehicle is un-roadworthy, a tow truck will need to be arranged. Please coordinate all
towing through Fleetcare.
Document Number PRO-007 Document Owner Fleet Manager
Strategic Development, Facilities & Page 5 of 7
Version 1.0 Business Unit
AssetsMotor Vehicle Procedure
After the Accident
Lodge an incident form through the appropriate incident reporting system within 24 hours of
the accident occurring.
The Fleet Manager may require other documentation like an insurance claim forms to be
completed.
If an insurance claim is submitted, then the insurance company will arrange for the vehicle to
be inspected before they approve the repairs. If an insurance claim is not going to be
submitted, the Fleet Manager must approve the quote before proceeding with the repairs.
Drivers are not authorised to arrange repairs to the vehicle without prior consent of the Fleet
Manager.
All claims and enquiries from a third party are to be referred to the Fleet Manager.
The Manager can make other arrangements such as a loan car whilst the vehicle is being
repaired via Fleetcare.
Insurance and Excess
All PCYC vehicles are insured with Vero Insurance.
Personal belongings carried in the vehicles are not covered through vehicle insurance. It is
the individual employees’ responsibility to ensure their belongings are adequately insured.
If the authorised or approved driver is NOT AT FAULT, then PCYC will pay the insurance
excess and all reasonable costs to return the vehicle to roadworthy condition.
If the authorised or approved driver is AT FAULT, then PCYC will pay the insurance excess
and all reasonable costs to return the vehicle to roadworthy condition except under the
following circumstances:
• Damage was caused whilst the authorised or approved was acting outside the
course of their employment (e.g., taking the vehicle without permission, after
working hours, to carry our non-work-related journey)
• The authorised or approved driver caused the accident because of an act that
amounts to serious and wilful misconduct.
• The authorised or approved driver is over the legal alcohol consumption limit, is
under the influence of any illegal substances or is driving recklessly.
The driver at fault will be determined by the Police if they attend otherwise, it will be at the
determination of Vero Insurance.
All non-authorised drivers are responsible for liability, including excess and all costs due to
the accident.
Document Number PRO-007 Document Owner Fleet Manager
Strategic Development, Facilities & Page 6 of 7
Version 1.0 Business Unit
AssetsMotor Vehicle Procedure
Penalty Notices
The driver of the vehicle is responsible for any fines incurred whilst in control of a PCYC
vehicle.
The employee and their Manager will be contacted by the Fleet Manager to obtain details of
the driver of the vehicle. The fine will be reissued in the driver’s name and sent directly to their
home address.
All fines are to be paid by the due date on the fine notice. Any late fees will be paid by the
driver. Unpaid fines may result in cancellation of a driver’s license or cancellation of
registration of the vehicle.
Document Number PRO-007 Document Owner Fleet Manager
Strategic Development, Facilities & Page 7 of 7
Version 1.0 Business Unit
AssetsYou can also read
