Policy on the Use of Private Vehicles for University Business

Scope

1. This policy applies to all staff of the University.

Related Policies

2. This policy should be read in conjunction with the following policies:
   • Discretionary Expenditure Policy
   • Travel and Accommodation Policy
   • PCard Policy
   • Rental Vehicle Policy

Definitions

3. In this policy:
   • university business means any activity that a staff member is expected to undertake during the course of his/her work.
   • university vehicle means a vehicle owned or leased by the University of Waikato.
   • domestic means within New Zealand.

Purpose

4. The purpose of this policy is to provide a consistent, transparent and cost-effective framework of the use of private vehicles for university business, and for the reimbursement of associated costs.

Approval and Use of Private Vehicles for University Business

5. Line managers are responsible for ensuring that their staff have access to appropriate transport to undertake university business and that such provision is made at rates which are cost-effective for the University.
6. Staff required to travel on university business must use a university vehicle wherever available rather than a private or rental vehicle
7. University pool vehicle booking forms are available through the document directory in iWaikato.  Further information may be obtained by emailing: universitypoolvehicle@waikato.ac.nz
8. Personal convenience is not acceptable as a reason for using a private vehicle rather than a rental vehicle if use of alternative transport is otherwise appropriate under this policy.
9. Private vehicles must not be used for university business, except where:
   • trips do not exceed the maximum distance as prescribed in clause 13 of this policy, or
   • use of a private vehicle is less expensive than use of a rental vehicle, taxi or alternative transportation, or
   • use of a private vehicle is necessary on disability or medical grounds.
10. Line managers have authority to determine whether circumstances are appropriate for staff to use their own vehicles for university business, and to approve such use.
11. Responsibility for ensuring that staff comply with this policy rests with the relevant line manager.
12. It is the personal responsibility of the owner of a private vehicle being used for university business to carry adequate insurance cover for his/her protection and for the protection of any passengers.

Maximum Authorised Distance

13. Unless otherwise approved by the relevant line manager, the maximum distance for the use of private vehicles for university business is 100 km in a 24 hour period.
14. In cases where the relevant line manager has approved the use of a private vehicle for a trip longer than 100 km in a 24 hour period, the reimbursement amount will not exceed the cost to the University of a rental vehicle in the same circumstances (that is, for the same distance and timeframe).
15. Where a private vehicle is used for university business over a period of more than 24 hours, the staff member will be entitled to reimbursement costs calculated on the basis of the total distance travelled on university business for the authorised period (rather than daily claims).
16. Where special circumstances apply, and a line manager therefore considers that strict compliance with this policy is not necessarily cost effective for the University, he/she must seek advice from the Manager, Financial Operations, FSD, who has authority to approve any exceptions to this policy.  A line manager must not approve any exceptions to this policy without the prior approval of the Manager, Financial Operations, FSD.

Reimbursement of Costs

17. The University will reimburse staff for use of private vehicles for university business at the rates specified by the Inland Revenue Department, subject to clauses 13, 14 and 15 above.  These are currently:

    Annual work-related km	Rate
    Banded Rate
    1 to 5,000 km per year	74 cents per km

18. Staff will not be reimbursed for claims over 5,000km per year unless prior approval for such claims has been granted by the Chief Financial Officer.
19. Claims for reimbursements under this policy must be authorised by the relevant line manager, and send to the Payments Section of FSD.  Claims must specify full details of individual trips so that the appropriate rate of reimbursement can be applied in each case.
20. All permanent and fixed-term staff members must make their mileage claims through Web Staff Claims, information about  Web Staff Claims is available in iWaikato.
21. The University's preferred supplier of rental vehicles is Thrifty Car Rental.  The University will not reimburse expenses incurred using any other domestic vehicle rental companies.

Use of PCards with Private Vehicles

22. Expenses incurred in the use of private vehicles for university business must not be charged to a University PCard.