Policy: Motor Vehicle Acquisition Policy

Introduction / Principles

The University will from time to time publish a list of recommended vehicles approved for purchase for its core University Fleet. The Chief Finance Officer will approve additions and deletions to the published list (refer to Motor Vehicle Acquisition Procedures ).

University vehicles will be purchased through the Leaseplan Australia / Commonwealth Fleet Management Agreement Discount Structures unless authority is provided by the delegate to purchase outside these arrangements e.g. where a vehicle is purchased as part of a salary package (see Part 2, Purchase of Motor Vehicles with Private Use).

All University vehicle purchases will be arranged through University Fleet Services (UFS).

1. Motor Vehicle with a Private Use Component

The delegated officer, under HR delegations 3.37, 3.38, 3.39, must approve all vehicles that are provided as part of a salary package in the first instance (for subsequent replacement purchases refer to financial delegation 4.7).  Delegate sign-off will be required before the provision of vehicle quotes.

The Delegate must inform UFS about the vehicle entitlement detailing:

• level of entitlement
• allowance entitlement (if applicable); and
• any other relevant special conditions as specified in the employment contract (e.g. full private use or conditional private use).
  

Provision of motor vehicles for staff in the SM 1- 4 ranges must also be referred to the SM Remuneration Committee through HR.  Formal notification to University Fleet Services from HR is required before quotations are obtained.

Private Use Component Options

If an employee is provided with a motor vehicle under a salary packaging agreement there are then three options available:

Motor Vehicle chosen from tiered range

If a motor vehicle is chosen from the current tiered / category range, the motor vehicle is sourced by University Fleet Services through Leaseplan Australia. Authorisation in accordance with delegation 4.7 is required when the purchase price (GST inclusive) is outside the tiered range entitlement.

Motor Vehicle Costing Model

If the motor vehicle chosen is outside the current tiered vehicle options the staff member has the option of entering into Option 2 listed on the above site.  This requires a full costing of the motor vehicle to be undertaken and additional contributions from salary may be payable. Refer template here . 

Cash out - per annum allowance

The University publishes, from time to time, vehicle per annum allowance rates .

If the employee accepts the motor vehicle allowance option that they agree that they:

• Have no usage entitlements to any other University vehicles;
• No entitlement to fuel or mileage allowances or reimbursement of running costs; and
• No entitlement to utilise University Cabcharge card or vouchers, or University Purchase Card for charges related to the vehicle.

All staff with a private use entitlement will be required to sign the University’s terms and conditions (hyperlink to new terms and conditions page) prior to the delivery of the vehicle.

Related procedure 

Salary Sacrificing Procedure http://policies.anu.edu.au/procedures/salary_sacrificing/procedure

• Salary Sacrificing Procedure