Cathy Moore | Client Relationship and Marketing Manager StateFleet
NSW Department of Finance and Services
T 02 9372 7749 F 02 9372 7772
Procedure Manual
(Web Version)
I N T R O D U C T I O N 2
STATEFLEET CONTACTS 3
S T A T E F L E E T W E B S I T E 5
STATEFLEET ONLINE 6
SERVICES DIRECTORY 7
MOTOR VEHICLE POLICY FOR NEW SOUTH WALES GOVERNMENT AGENCIES 7
FLEET MANAGEMENT SERVICES 9
1. MOTOR VEHICLE PURCHASING (LEASED AND OWNED) 10
2. MOTOR VEHICLE REGISTRATION 11
3. COMPULSORY THIRD PARTY INSURANCE 11
4. NRMAMEMBERSHIP 12
5. FUEL CARD AND ACCOUNT MANAGEMENT 12
6. MOTOR VEHICLE SERVICING,REPAIRS AND MAINTENANCE 14
7. DISPOSAL OF VEHICLES 16
8. ACCIDENT MANAGEMENT (WHERE APPLICABLE) 17
9. MOTOR VEHICLE USAGE AND REPORTING 18
10. FRINGE BENEFITS TAX (FBT) 18
11. BILLING 20
12. HANDBOOKS /PROCEDURE MANUALS 20
13. THEFT OF MOTOR VEHICLE 21
14. MOTOR VEHICLE OPERATION 21
ATTACHMENTS 23
ATTACHMENT 1-NEW VEHICLE DELIVERY CHECK LIST –FORM D 23 ATTACHMENT 2–TRANSPORT VEHICLE TO AUCTION –FORM G 24
INTRODUCTION
StateFleet is pleased to provide fleet management services to the client Department (in this document referred to as THE CLIENT).
StateFleet is committed to providing Clients with high quality, cost-effective motor vehicle fleet management services. The benefits available include:
• advice on optimum fleet size and vehicle mix • reduced cost of fleet operation
• reduced paperwork, accounting and other overheads • effective control of servicing and repair costs
• full use of Government Contract Prices • early detection of fraud and other abuse • compliance with Government Policy • attractive disposal prices
• motor vehicle and fleet performance reporting
The procedures outlined in this manual should be read in conjunction with THE CLIENT’S Motor Vehicle Policy to ensure compliance with Departmental standards, policies and procedures.
StateFleet Contacts
A StateFleet Account Manager has been appointed to your Agency and is responsible for the management of the Fleet Management contract.
As part of our service delivery to you, StateFleet prides itself on meeting our clients ‘face-to-face’ under a regular Visitation Program. Your Account Manager should be your preferred contact within StateFleet for general fleet inquiries: -
For specific vehicle inquiries please feel welcome to contact the following Officers directly: -
Purchasing
Manager, Supply Roger Lambert (02) 9372 9158
Purchasing Controllers Linda Lindsay (02) 9372 7721
Leonie Moran (02) 9372 7724
On Road Support (fuel, CTP, NRMA, registration)
On Road Support Manager Graham Moore (02) 9372 7729 On Road Support Officers Neville Scholes (02) 9372 7703
Ian Brown (02) 9372 7769
Michelle Bolthouse (02) 9372 7701
Lorraine Poole (02) 9372 7768
Anthony Ung (02) 9372 7759
Repairs & Maintenance Mgr Robert Dowdall (02) 9372 7713
Repair Controllers toll free 1800 801 523
Disposal
Finance
Senior Finance Officer Graham Chauncy (02) 9372 7746
Leasing
Manager, Leasing Michael Bambury (02) 9372 7716
Leasing Officer Burhan Tan (02) 9372 7705
ExtraCar
Manager, ExtraCar Diane Trevisan (02) 9372 7771
24 Hour Assistance & Electronic Contacts
Service & Repair Assistance Line 1800 801 523 (toll free)
NRMA Business Wise 1300 762 076
Accident Management 1800 816 555 (toll free)
StateFleet Website Address www.statefleet.nsw.gov.au
Email Addresses
Generic [email protected]
Fuel [email protected]
ExtraCar – car rental service [email protected] Accounts [email protected]
StateFleet Web Site
StateFleet’s website is www.statefleet.nsw.gov.au
StateFleet is pleased to provide clients with on-line information via our website. All our clients are encouraged to use the site and we welcome your feedback using the Feedback Form within the site. It is with your comments and suggestions that we look forward to tailoring our on-line services to meet your fleet needs.
Look on the site for: -
• Services Directory (fleet management and leasing) • easy.Order (ordering a new vehicle online)
• easy.Quote (obtaining an indicative lease quote online) • easy.Logs (advising your month end kilometres online) • StateFleet Online (StateFleet’s fleet reporting system) • Articles from StateFleet’s Newsletter – Client Connections • Vehicles on Contract
• Quicklinks
• ExtraCar – Car Rental Service • About StateFleet
StateFleet Online
StateFleet Online is a comprehensive fleet management information and reporting program designed by StateFleet. Accessible via StateFleet’s website, the program is an integral part of the Fleet Management Service provided by StateFleet.
StateFleet Online is a dynamic program, it is constantly under review and
enhancement to ensure the continued delivery of a service that meets our client’s changing needs.
StateFleet Online provides clients with access to their own fleet data and a full range of fleet reports to assist in the daily operation of their fleet.
Some of the reports include:- • Fleet Mix
• Vehicle Replacement Schedule • Vehicle Service Schedule
• Running Cost Report – Life to Date • Vehicle Utilisation
• Fuel Consumption Exception
Understanding the full capabilities of the program will benefit the User; ‘hands-on’ training will be provided by your StateFleet Account Manager.
A basic user guide is available at the StateFleet website on the easy.Access page. The StateFleet Online program is accessible only by client password and access codes available through your Agency Fleet Manager.
Services Directory
StateFleet’s Services Directory provides clients with information on the NSW
Government’s Operating Lease Arrangement and StateFleet’s extended lease and fleet management products.
It outlines in detail the responsibilities of both StateFleet and THE CLIENT in all aspects of the vehicle lease and fleet management arrangements.
Some of the issues addressed in the Directory, which are not covered in this Procedures Manual include:-
• Vehicle Classes and Lease Terms • Vehicle Transfers
• Early and Late Termination Penalties • Renewal of Lease Terms
• Extended Leases
Motor Vehicle Policy for New South Wales Government Agencies
The Motor Vehicle Policy for New South Wales Government Agencies outlines factors that must be addressed in the management of a department’s or agency’s motor vehicles. It covers issues such as Personal Use, Occupational Health and Safety, Disposal, Financial and Environmental aspects.
The policy also includes the approved accessories for NSW Government passenger vehicles.
Fleet Management Services
StateFleet will manage the following on behalf of THE CLIENT:-
1. Motor Vehicle Purchasing 2. Motor Vehicle Registration
3. Compulsory Third Party Insurance
4. NRMA Membership
5. Fuel Card and Account Management
6. Motor Vehicle Servicing, Repairs & Maintenance 7. Disposal of Vehicles
8. Accident Management
9. Motor Vehicle Usage and Reporting 10. Fringe Benefits Tax Reporting 11. Fleet Management Records 12. Billing
13. Handbooks / Procedure Manuals 14. Theft of Motor Vehicle
15. Motor Vehicle Operation
An outline of the operating procedures for each of these services is provided for your reference and guidance. Should you require further detail or explanation on these services please contact your StateFleet Account Manager.
1.
Motor Vehicle Purchasing (Leased and Owned)
1.1 StateFleet Online identifies those vehicles nearing the end of their lease term in the report ‘Vehicle Replacement Schedule’. Replacement action should be initiated for each vehicle by completing and submitting an online application via easy.Order on the StateFleet website.
1.2 Care should be exercised when nominating the expected use or rental term for the replacement vehicle, i.e. the term selected for the new lease should reflect the time period in which the vehicle is expected to travel the intended kms. For further information, please refer to StateFleet’s Services Directory or contact your Agency Fleet Manager.
1.3 If required, StateFleet will provide advice on the best replacement vehicle having regard to the vehicles purpose, environmental rating, expected availability, supplier lead time and resale value.
1.4 Upon receipt of a fully completed online application, StateFleet will issue an order on THE CLIENT’S behalf to THE CLIENT’S nominated
preferred dealer or alternatively select an appropriate motor dealer, having regard to the location nominated for vehicle delivery. The order will include THE CLIENT’S delivery instructions. An email copy of the order will be forwarded to THE CLIENT.
1.5 At the appropriate time, the dealer will arrange for THE CLIENT to take delivery of the new vehicle. (Under normal procedure, THE CLIENT will have received the fuel cards from StateFleet prior to delivery of the vehicle). The dealer will confirm that the specifications of the vehicle are as requested by StateFleet, on behalf of THE CLIENT by signing the New Vehicle Delivery Checklist – Form D (Attachment 1). If satisfied with the delivered vehicle, THE CLIENT is to acknowledge receipt of the vehicle by counter-signing the New Vehicle Delivery Check List – Form D and instruct the dealer to forward it to StateFleet with the invoice for payment. StateFleet’s address is Locked Bag 28, Haymarket, NSW, 1240.
1.6 If not satisfied with the vehicle’s condition, THE CLIENT is to refuse to accept delivery until any problems are rectified. If required, StateFleet will assist in the resolution of any problems encountered with delivery of the vehicle.
1.7 Upon receipt of a properly rendered and certified invoice, and after reconciling its details to the original order, StateFleet will arrange payment to the dealer by the due date.
1.8 StateFleet will add the new vehicle’s particulars to THE CLIENT’S fleet management records.
2.
Motor Vehicle Registration
2.1 StateFleet will arrange for the dealer to effect new vehicle registration in THE CLIENT’S name, to affix the Number Plates, and to supply the Registration Certificate to THE CLIENT.
2.2 StateFleet will renew registrations on the annual expiry date and have the Registration Labels and Certificates forwarded to the address(es) nominated by THE CLIENT to affix to the vehicle.
2.3 StateFleet will advise THE CLIENT of those vehicles, requiring a Safety Inspection Report (Pink Slip) and HVIS (Heavy Vehicle Inspection Scheme) slip.
2.4 THE CLIENT will book the vehicle into a relevant authorised repairer for inspection.
2.5 Vehicles are required to be sold with registration.
3.
Compulsory Third Party Insurance
3.1 StateFleet will arrange Compulsory Third Party Insurance, including the issue of Green Slips, in conjunction with the original vehicle registration
NB: COMPREHENSIVE INSURANCE
All matters relating to comprehensive insurance of motor vehicles are to be arranged and managed by THE CLIENT. THE CLIENT’S insurance coverage will continue to be effected through the NSW Treasury Managed Fund.
4. NRMA
Membership
4.1 If required, StateFleet will arrange for THE CLIENT’S fleet to be covered by the NRMA’s ‘Fee for Service’ membership (excluding those vehicles covered by a manufacturer’s roadside assistance plan) or standard membership.
4.2 THE CLIENT should transfer the membership key tags to new vehicles on retirement if they are not covered by manufacturer’s roadside assistance plan. Key tags are provided by StateFleet. If you have not received a key tag please contact On-Road Support.
4.3 StateFleet will renew the NRMA membership by the due date.
4.4 In the case of a breakdown under the Fee for Service arrangement THE CLIENT should call the NRMA on 1300 762 076 for roadside assistance and quote the membership number 0009922B, (which is on the key tag) and the vehicle registration number.
(email: [email protected] )
5.
Fuel Card and Account Management
5.1 StateFleet will manage all of THE CLIENTS fuel accounts directly with the contracted fuel suppliers.
5.2 StateFleet will arrange for the issue of fuel cards for each new vehicle delivered and forward the cards to the address(es) indicated, for distribution to individual motor vehicles.
5.3 It is the responsibility of THE CLIENT to ensure that each vehicle user provides an accurate odometer reading to the console operator at the time of each fuel purchase.
5.4 StateFleet will scrutinise fuel invoices to ensure that they are for valid transactions, calculated correctly and at the relevant contract rates. 5.5 StateFleet will pay all correctly rendered and reconciled fuel invoices by
the due date.
5.6 StateFleet will monitor fuel transactions for discrepancies or fraud including excessive fuel purchases or usage and the purchase of invalid (non-fuel) items using fuel cards. All discrepancies or suspected fraud will be brought to THE CLIENT’S notice.
5.7 Upon return of the vehicle to StateFleet (or its nominated agent), StateFleet will arrange for the cancellation of all fuel cards with the fuel companies.
5.8 THE CLIENT is responsible for destroying all fuel cards upon return of the vehicle to auction.
5.9 StateFleet will arrange for the cancellation and replacement of fuel cards reported by THE CLIENT as lost, stolen or damaged; THE CLIENT will report such issues to email [email protected] or phone 9372 7701
After hours reports should be made direct to the appropriate fuel company:
Mobil 1800 032 218 Caltex 1300 365 096
5.10 In the case where petty cash is used to purchase fuel, THE CLIENT should advise StateFleet via email at the above address of the following:
• Name of the fuel company • Odometer reading • Number of litres
• Registration number of vehicle • Date of fuel fill
6.
Motor Vehicle Servicing, Repairs and Maintenance
6.1 StateFleet will manage the servicing, repair and maintenance of THE CLIENT’S motor vehicles in accordance with the manufacturer’s specifications and warranty requirements. Vehicles must be regularly serviced at intervals agreed with the manufacturer of the vehicle so that the manufacturer’s warranty is not void.
6.2 StateFleet Online identifies those vehicles due for service in the report ‘Vehicles Service Schedule’. Vehicles should be scheduled to have servicing carried out when required.
6.3 Details of the kilometre and time intervals for the servicing of vehicles are contained in the manufacturer’s handbook, which is located in the glove box.
When a routine service is required the following procedure should be followed:-
• Book the vehicle into an approved Service Centre and deliver the vehicle on the agreed booking date. If you wish you may contact the StateFleet Repairs Controller on 1800 801 523 (toll free) or (02) 9372 7713 for advice on the approved Service Centres in your local area.
• Ask the Service Centre to contact the Repairs Controller at StateFleet on 1800 801 523 (between 8.00am - 5.00pm Monday to Friday) to obtain a Repair Authority Number. StateFleet’s Repair Controllers are licenced motor mechanics.
• Prior to authorising a service on a vehicle, StateFleet's Repair Controllers will recall and check the vehicle's service history to ensure against over servicing, negotiate on the items and standard of work to be performed, review work covered under warranty and negotiate the cost of the required work. • If at the time of performing the service the Service Centre considers that
additional work needs to be performed on the vehicle, then the Service Centre should contact StateFleet's Repairs Controller to obtain an additional authority. Any additional work of a major nature will be referred back to THE CLIENT’S Fleet Manager for their information / approval.
• PLEASE DO NOT GIVE PERSONAL APPROVAL TO THE REPAIRER TO PERFORM ANY ADDITIONAL WORK ON THE VEHICLE.
• The Service Centre will forward the invoice direct to STATEFLEET, Locked Bag 28, Haymarket, NSW, 1240 for payment.
• PLEASE DO NOT PAY THE SERVICE INVOICE YOURSELF
6.4 If a vehicle will not start, or breaks down during a journey, assistance is available from either the Road Service section of the NRMA (National Roads and Motorists Association) or where applicable the
Manufacturer’s Roadside Assistance Plan.
In the case of a Manufacturer's Roadside Assistance Plan, follow the instructions for assistance detailed on the appropriate card, delivered with the vehicle.
In the case of NRMA membership, NRMA information is provided on the Driver Handbook insert and on the NRMA key tag, which details the telephone and
membership numbers. Call the NRMA and arrange for them to attend the vehicle. The following information will need to provided to the operator:-
• The NRMA membership number on the tag.
• Location of the breakdown, the suburb, street, and nearest corner or cross street.
• Any other information, which could help the NRMA patrolman find the vehicle.
If the vehicle CANNOT be repaired by the NRMA then the NRMA will arrange towing to the nearest NRMA approved Repair Centre.
• Ask the Repair Centre to contact the repairs Controller at STATEFLEET on 1800 801 523 (between 8.00am - 5.00pm Monday to Friday) to obtain
approval to carry out the repair. Outside of those hours approval may be given to the Repair Centre to carry out any work required to make the vehicle mobile again. Do not give approval for the repairer to perform any additional work on the vehicle other than what is required to remedy the emergency situation. • Do not have any non-urgent work carried out on your vehicle without first
obtaining approval from the Repairs Controller at StateFleet.
• Once the repair work has been carried out the repairer will forward the invoice to StateFleet, Locked Bag 28, Haymarket, NSW, 1240 for payment.
• PLEASE DO NOT PAY THE INVOICE YOURSELF.
6.5 Upon receipt of the invoice, StateFleet will check the details of work performed, the cost against the work authorised and arrange payment by the due date.
6.6 If appropriate, StateFleet may contact THE CLIENT or the Repairer to verify the nature of the repair work and its cost.
6.7 StateFleet will update THE CLIENT’S fleet management records to indicate the nature of the servicing and repairs carried out and the cost of that work.
7.
Disposal of Vehicles
7.1 StateFleet Online identifies those vehicles, which are due for return to auction in the report ‘Due for Disposal’. The criterion for retirement is
7.2 If transport to auction is required, THE CLIENT must complete an online Application for Transporting Vehicles to Auction form (Attachment 2) or alternatively print the form and fax it to StateFleet to arrange collection of the vehicle.
7.3 THE CLIENT must also complete the Auction Advice Form (Attachment 3) and place this in the vehicle at the time of transportation of the vehicle to auction.
7.4 StateFleet will endeavour to obtain the maximum possible net sale price when disposing of surplus vehicles.
7.5 THE CLIENT is to ensure that the vehicles are made available to StateFleet at the time required, in a clean, tidy and roadworthy
condition, with fittings, accessories, spare keys, radio pin number, tools and spares intact, and with at least a quarter of a tank of fuel.
7.6 StateFleet will determine the optimum disposal method for surplus vehicles, including auction in Sydney, regional or interstate locations. 7.7 StateFleet will arrange for transportation of the vehicle to the auction
premises, the pre-sale valuation and detailing required prior to sale. Transportation to the auction facility is at THE CLIENT’S cost. 7.8 StateFleet will collect and account for the sale proceeds. 7.9 When disposal action is completed, StateFleet will adjust THE
CLIENT’S Fleet Management Records accordingly.
8.
Accident Management (where applicable)
8.1 If the vehicle requires minor accident repair or has been involved in an accident contact StateFleet Accident Management on 1800 816 555. 8.2 The operator will ask a number of questions relating to the accident
including requirement of emergency services, tow truck and details for the claim form.
8.3 StateFleet Accident Management will email the claim form through to the driver of the vehicle and the Fleet Manager of the Agency.
8.4 StateFleet Accident Management will arrange towing and repair of the vehicle through an authorised repairer network.
8.5 StateFleet Accident Management will act on THE CLIENT’S behalf in the processing of all insurance claims.
8.6 StateFleet Accident Management will record the accident history and provide reporting via its web site www.statefleet.nsw.gov.au .
9.
Motor Vehicle Usage and Reporting
9.1 THE CLIENT is to ensure that running sheets are maintained for each motor vehicle in accordance with Government Policy.
9.2 The Client will update this information online via easy.Logs on the StateFleet website. StateFleet will record this information for reporting and FBT purposes.
9.3 StateFleet will analyse vehicle usage and fuel consumption data and provide THE CLIENT with standard fleet management reports via StateFleet Online on the StateFleet website.
9.4 StateFleet will provide advice on the implications of report contents and recommend action where appropriate.
9.5 StateFleet will, for an extra charge, provide regular and ad hoc reports additional to those provided under sub-clause 9.3.
10.
Fringe Benefits Tax (FBT)
10.1 StateFleet will record, calculate and report vehicle operating costs in accordance with the FBT requirements of the Australian Taxation Office. 10.2 At the end of March each FBT year, StateFleet will supply total costs for
vehicle operation to THE CLIENT to suit the required Australian Taxation Office FBT reporting tool.
10.3 THE CLIENT is responsible for the recording of vehicle usage details in accordance of the Australian Taxation Office requirements. This
information will then be used by THE CLIENT in conjunction with the operating costs provided by StateFleet to calculate the department’s FBT liability.
10.4 The choice of FBT calculation method and the payment of FBT are both responsibilities of THE CLIENT Fleet Management Records
10.5 StateFleet will maintain accurate and up-to-date records of THE CLIENT’S motor vehicle fleet. This will include information concerning the following aspects of vehicle identification, usage and operating costs:-
• Vehicle Type, Colour and Date of Manufacture • Vehicle Identification and Registration Numbers
• Transmission Type, Engine Capacity, Fuel Type and Tank Capacity • Purchase Date
• Fuel Cards
• Cost Centre and Location • Service Dates
• Purchase Price and Lease Charges • Warranty
• Odometer Log and Private Usage Portion • Fuel Usage Log
• Fuel, Servicing, Repair and other Running Costs • Payment and Accounting Details
• Disposal Records
10.6 StateFleet will retain in suitable form documentation supporting payments and other actions on THE CLIENT’S behalf.
10.7 Upon reasonable notice, StateFleet will make all Fleet Management Records and supporting documents available for inspection by THE CLIENT or their auditors.
11. Billing
11.1 StateFleet will issue THE CLIENT a consolidated Monthly Statement and invoice detailing the following charges:-
• Net Capital Costs, where applicable • Lease Fees
• Repair and Maintenance Costs • Fuel Costs
• Overhead Charges including Registration, CTP Insurance and NRMA Membership, where applicable
• StateFleet Management Fees
11.2 StateFleet will direct debit the invoiced amount from THE CLIENT’s nominated account within 30 calendar days of the date of the invoice.
12.
Handbooks / Procedure Manuals
12.1 StateFleet will provide a Driver Handbook with each motor vehicle including specific information on vehicle description, location, routine servicing, due replacement date and general information as follows :-
• Use and Care of the Vehicle • Routine Servicing • Repair and Maintenance • Breakdown Procedure
• Fuel
• StateFleet Accident Management
• Theft
• Vehicle Return
12.2 The handbook provides storage for fuel cards, NRMA Emergency Road Service information and emergency supplier information.
12.3 StateFleet also provides decals for application to the outside front cover of the Manufacturer’s Service Handbook. Please ensure that these are properly affixed to the handbook.
12.4 StateFleet will provide procedure manuals for THE CLIENT outlining the provision of Fleet Management Service and user guides for StateFleet Online.
13.
Theft of Motor Vehicle
13.1 If a Motor Vehicle is stolen, THE CLIENT must contact the local Police Station to report the theft.
13.2 Contact StateFleet on (02) 9372 7701 or the fuel company direct and request the cancellation of the vehicle’s fuel cards – See Fuel 5.9 13.3 Contact StateFleet Accident Management (where applicable) on 1800
816 555 for further instruction from the phone operator, or
13.4 Complete an insurance claim form in accordance with your Agency’s accident management procedures.
14.
Motor Vehicle Operation
14.1 THE CLIENT is at all times responsible for the use, care, garaging and security of motor vehicles.
14.2 THE CLIENT is to ensure that no person is permitted to drive a Motor Vehicle who:
• is affected by alcohol or drugs; or
• does not have proper authority to use the vehicle.
14.3 THE CLIENT is to ensure that vehicles are maintained in a safe and roadworthy condition including:
• regular checking and servicing of tyre pressure, oil level, and radiator, battery and windscreen washer water levels
• parking and garaging under cover to avoid damage from severe weather conditions
• locking the vehicle when it is unattended • regular internal and external cleaning
14.4 THE CLIENT is to ensure that fuel cards are used only by authorised persons and only for the purchase of fuel and oil for the designated vehicle.
14.5 The driver of a Motor Vehicle is personally responsible for recording the trip details on the running sheet, for noting the odometer reading against each fuel purchase, and for delivering the fuel docket to the responsible officer within your organisation.
14.6 The driver of a Motor Vehicle is personally liable and responsible for the payment of any fines incurred for parking, speeding or other traffic offences.
Attachments
Attachment 3 – Auction Advice Form
NSW Department of Finance and Services StateFleer
Level12, McKell Building 2-24 Rawson Place Sydney NSW 2000 T 02 9372 7711
