Private use of a government vehicle

Unless the vehicle is a private plated vehicle provided as part of an approved remuneration package, a government vehicle is not to be used for private purposes except if it meets the conditions as set out under ‘Home to office travel in government vehicles’ in Determination 3.2 or where the Chief Executive has approved such use for exceptional circumstances. Under these circumstances the use must be minor and infrequent.

Fringe benefits may apply for the use of a government vehicle for private purposes.

Drivers holding a learner’s permit or provisional licence

Government vehicles are not to be driven by unlicenced drivers.

Employees holding a learner’s permit are not permitted to drive a government vehicle leased by an agency, except if authorised by the Chief Executive as necessary to the business of the agency.

Drivers holding a learners or provisional licence are required to display appropriate notification i.e. ‘P plates’ when driving a government vehicle.

Use of government vehicles by persons who are not South Australian public sector employees

Drivers

People who are not South Australian public sector employees, but who are contracted to undertake work for the government (either through an employment agency or on a fee for service basis), or are volunteers in support of government activities, may only drive a government vehicle where the vehicle is required strictly for government business use and there is written permission from the responsible Chief Executive for the individual to drive a vehicle on government business for a specific period of time or for specified duties.

Passengers of government vehicles leased by agencies

Emergency vehicles have standing authority to transport passengers who are not government employees in order to fulfill their service requirements.

Transportation of people who are not public sector employees (e.g. contractors, members of the public) in other government vehicles requires the written authorisation of the Chief Executive. In appropriate circumstances, standing approval could be obtained from the Chief Executive for the transportation of people who are not public sector employees.

A standing approval may be appropriate for the conveyance of clients for example. Conveyance of family members in government vehicles may only occur with approval of the Chief Executive. Approval to carry non-government personnel should take into consideration potential risks to the government and the business requirements of the agency. Standing approvals should be reviewed regularly.

Interstate travel

The use of a government vehicle for work related interstate travel requires prior written approval of the Chief Executive.

Home to office travel

Government vehicles are not to be used for home to office travel, except:

  • when official business will be performed out of hours on four or more nights per week;
  • where out of hours duties are likely to involve travel of a distance greater than 10,000 kilometres per year;
  • in cases where it is not possible to arrange overnight parking at the worksite or other off site location;
  • in cases where it is possible to arrange overnight parking, but the government parking location is in an area which has a history of vandalism and which suggests a risk to vehicle security;
  • if as an essential part of normal work requirements:
    • an employee commences and finishes duty at a worksite other than their normal worksite on at least four days per week;
    • an employee uses a vehicle for at least half of their working day as a mobile office, instead of working from a fixed worksite;
    • it is more economical to drive directly from or to home, when a government vehicle is required for official business performed out of hours or when the first or last place to be visited requires the use of a government vehicle;
    • the use is authorised by the Chief Executive.

All home to office travel should be reviewed on a regular basis by the Chief Executive

Insurance

Fleet SA is self-insured, and should be named as the insurer when exchanging particulars after a motor vehicle crash.

Download the crash/incident claim form

Liability

Where a driver of a government vehicle is under the influence of drugs or alcohol, the driver may be personally liable for damages in the event of a crash. The driver may be liable to meet the cost of any insurance excess charged where the driver of the vehicle is blameworthy for any damage caused if the vehicle is being used for authorised private purposes.

The driver may be liable to meet the full cost of any damages incurred by any involved parties if the vehicle is being used for unauthorised purposes.

Theft

Where a government vehicle is stolen, a report must be made to the Police and Fleet SA as soon as possible, but within 24 hours.

Personal items belonging to the employee, family or other persons that are stolen from a government vehicle are not covered by the government’s insurance arrangements.

Traffic infringement / expiation notices and parking fines

All agencies are required to keep accurate records to enable driver identification when traffic infringement expiation notices or parking fines issued by local government are received.

The liability for the payment of any traffic infringement expiation notices or parking fines issued by the Police or local government authorities rests with the driver of the vehicle at the time.

Pursuant to section 55 of the Public Sector Act 2009, disciplinary action may be taken where an employee refuses to pay traffic infringement expiation notices or parking fines issued by local government authorities.

The registered owner of a vehicle detected via a photographic detection device is guilty of the offence. However, if the owner identifies the driver, then the driver is issued with a traffic infringement expiation notice and the driver will incur demerit points. When a traffic infringement expiation notice is received by an agency for a government vehicle, the driver will be required to expiate the notice on behalf of the agency. If the driver refuses to pay by the due date then the agency may make a statutory declaration to the Commissioner of Police, identifying the driver of the vehicle at the time of the offence. When this occurs, the original notice will be withdrawn and a new notice will be issued to the driver. This second notice attracts demerit points in addition to the fine.

If the vehicle is an emergency vehicle, then an exemption may apply under section 40 of the Road Traffic Act 1961 for traffic infringement notices or parking fines. Should this be the case, an application to have the notice withdrawn should be made to the Commissioner of Police or the local government authority.

Scheduled servicing and maintenance

If the Fleet SA leased vehicle requires scheduled servicing or maintenance, please telephone LeasePlan on 1300 651 088.

Crash and theft

A crash/incident claim form should be lodged within 24 hours (or by the next working day) with Fleet SA in the event of a Fleet SA leased vehicle being involved in a crash or incident.  All crashes, especially those resulting in personal injury to government employees whilst on duty, must be reported as an incident in accordance with the agency’s incident or injury notification procedures as required by the Work Health and Safety Act 2012.

Crashes or incidents resulting in:

  • vehicle damage greater than the legally prescribed amount; or
  • personal injury

must be reported to the Police.

Where a Fleet SA leased vehicle is stolen, a report must be made to the Police and Fleet SA as soon as possible and within 24 hours.

Personal items belonging to the employee, family or other personal or departmental items that are stolen from a Fleet SA leased vehicle are not covered by Fleet SA’s vehicle insurance arrangements.

LeasePlan roadside assistance 1800 818 048 Toll free 24/7
Crash management (08) 8226 7356 or (08) 8226 7349
Accident tow truck authority (metro) (08) 8231 5555
Crash management can be contacted on 08 8226 7356 or fleetsaaccidentclaims@sa.gov.au

Call 000 if there is danger or serious injury

Call 131 444 if you require police attendance / assistance
Vehicle crash repairers

Fleet SA has agreements with a network of approved vehicle crash repairers.

When a vehicle crash occurs, Agencies will be required to adhere to current SAFA policies regarding reporting, vehicle repair and crash review.

It remains the driver’s responsibility to either take the vehicle to a Fleet SA nominated crash repairer (only if it is safe to do so) or arrange for transport through Fleet SA.

Crash/incident claim form

Fleet SA accredited crash repairers

Fuel cards

Fuel cards issued for Fleet SA leased vehicles may only be used to purchase oil, unleaded fuel, diesel or LPG, as specified by the vehicle manufacturer. Fuel cards must not be used for batteries, fuel additives, car washes (except where approved by the Chief Executive) or personal items.

Put the wrong Fuel in your car?  Don't panic! Do not start the vehicle's engine.

Immediately call LeasePlan Maintenance Control on 1300 130 572.

Lost fuel cards are to be reported to LeasePlan on 1300 651 088 immediately.

Requests for new cards are to be made to LeasePlan on 132 572 .

Breakdowns and roadside assistance

If your vehicle requires roadside assistance:

  • Firstly check the handbook in the glovebox to see if the vehicle has manufacturer roadside assistance coverage.  If it does, use the contact number provided.

If the vehicle is not covered by a manufacturers roadside assistance coverage, please telephone Assist Australia 1800 818 048.