Use of Motor Vehicles on Institute Business Policy

1. Purpose

To provide employees with clear guidance on the appropriate use of motor vehicles for official Institute business.

2. Scope

This policy applies to all employees of the Canberra Institute of Technology (CIT).

3. Principles

3.1 Motor Vehicle Options - If employees are required to travel on official Institute business, and a motor vehicle has been chosen as the most cost-effective form of travel as per the CIT Travel Policy and Travel Procedures (PDF, 292.74 KB), the following options are available:

• 3.1.1 use a CIT vehicle.
• 3.1.2 use Cab Charge vouchers.
• 3.1.3 use own private vehicle (owned or leased).
• 3.1.4 hire a rental vehicle (This option is to be used for interstate travel only. Please see Travel Policy and Travel Procedures (PDF, 292.74 KB) for more information).

3.2 CIT does not provide insurance coverage for private motor vehicles used for official purposes. Employees are responsible for confirming with their insurer whether additional coverage beyond standard comprehensive insurance is required. Employees who elect to use their private vehicle for official business without the required authorisation do so at their own risk and are responsible for all associated costs. The Approval to Use a Private Vehicle for Official Purposes form should be used to obtain approval.

3.3 CIT does not provide or maintain insurance coverage for private motor vehicles used for official purposes. Employees are responsible for confirming with their insurer whether additional coverage, beyond standard comprehensive insurance, is required for such use.

3.4 Motor Vehicle Allowance - If a private vehicle is approved for use for official business purposes, an allowance is payable for each kilometre travelled. Exceptions may apply in the case of interstate travel, refer to principle 3.5 below. A Vehicle Running Sheet must be used for payment of Motor Vehicle Allowance.

3.5 Motor Vehicle Allowance and Interstate travel - Where the use of the private vehicle relates to interstate travel, a Travel Approval Form must be submitted. Further, the allowance payable is limited to the cost of the ’lowest logical fare’ return flights as per the CIT Travel Procedures. Refer to the Travel Policy and Travel Procedures (PDF, 292.74 KB) for further information.

3.6 CIT will not accept responsibility for any of the following:

• 3.6.1 Financial liability or loss through the operation of an “excess” clause or loss of “no-claim bonus” which may be incurred by officers involved in an accident, or because of theft.
• 3.6.2 - An accident.
• 3.6.3 - Mechanical failure.
• 3.6.4 - Flat tyres.
• 3.6.5 - Theft of vehicle parts.
• 3.6.6 - Any other similar costs.

4. Documentation

• Public Sector Management Standards 2016
• ACT Public Sector Canberra Institute of Technology Enterprise Agreement 2023-2026
• ACT Public Sector Canberra Institute of Technology (Educator’s) Enterprise Agreement 2023-2026
• CIT Human Resources Delegations Manual (CIT Staff Intranet Only)
• Travel Policy
• Travel Procedures (PDF, 292.74 KB)
• Application for Approval to Use Private Motor Vehicle for Official Purposes (CIT Staff Intranet Only)
• Vehicle Running Sheet for Payment of Motor Vehicle Allowance (CIT Staff Intranet Only)

5. Definitions

All terminology used in this policy is consistent with definitions in the CIT Definitions of Terms.

6. Policy Contact Officer

For more information about this policy contact PeopleandCulture@cit.edu.au.

Contact CIT Student Services on (02) 6207 3188 or email infoline@cit.edu.au for further information.