Vehicle Policy

1. PURPOSE

The purpose of this Policy is to set out expectations and responsibilities between DCIRS Community Care (“DCIRS”) and its workers for work-related use of company and personal vehicles and reimbursement of work-related travel expenses.

This Policy will commence from 4 March 2024. It replaces all other vehicle policies of DCIRS (whether written or not).

2. APPLICATION

This Policy applies to employees of DCIRS. All non-employees, such as agents and contractors (including temporary contractors) of DCIRS are expected to abide by the relevant sections of this Policy for the duration of their work or contract and for any defined activities post work or contract periods. All relevant individuals are collectively referred to in this Policy as “worker” unless defined otherwise.

3. DEFINITIONS

Company vehicle/s refers to any vehicle owned by DCIRS. These vehicles may be made available to a worker under the terms of this policy.

4. POLICY

Expectations and responsibilities

Company vehicles are made available to employees for work related travel. If a work vehicle is not available, it is expected that employees will use their own vehicle. An employee may also choose to use their own vehicle, subject to meeting the requirements under this Policy. Reimbursement for personal vehicle use will be made according to this Policy.

The following expectations apply to all workers during the course of their work duties:

• Maintain a clean and roadworthy vehicle that is safe and tidy for you and the people you transport;

• Adhere to DCIRS’s Smoke-Free Policy.

• Provide a copy of your licence, vehicle registration, and vehicle insurance to DCIRS during your induction and/or on request;

• Maintain a current driver’s licence for the class of vehicle driven;

• Maintain comprehensive insurance on a personal vehicle used for work purposes;

• Always obey Australian road rules, including state and territory laws;

• Respect other road users and remember that you represent DCIRS when you are working;

• Refrain from drinking alcohol while undertaking your work duties;

• Adhere to drug and alcohol requirements as stated in DCIRS’s Work, Health and Safety Policy;

• Advise DCIRS before using medication with potential side effects, such as drowsiness, that could impact on your ability to drive safely;

• Drive to road conditions and ensure the safety of yourself and your passengers;

• Advise DCIRS of any change to your driver’s licence, loss of licence, or capacity to drive;

• Use the fuel card provided according to procedure; and

• Use a logbook to document work related travel, including the date and purpose of travel and odometer readings.

Vehicle provisions and bookings

Vehicle bookings are made via reception. It is important you book a vehicle well ahead of time to ensure one is available.

Each vehicle contains:

• A BP fuel card;

• A log-book to document your trip details; and

• Details of insurance and roadside assistance.

Each vehicle has a Linkt tag connected to it and has been issued a disability parking permit. Please only use disability parking when you have a participant with you.

Loss of licence

It is up to you to ensure you keep a current driver’s licence to undertake the inherent requirements of your role. Loss of licence will mean loss of employment or contracted agreement for all roles that require you to drive as part of your duties. Having an interlock device installed will be treated the same way as loss of licence for all workers required to drive as part of their duties.

It is up to you to ensure you maintain your licence and driving record. You must report loss of licence to DCIRS immediately and do not drive.

Reimbursement of vehicle expenses

DCIRS will reasonably reimburse its employees for personal vehicle expenses incurred during the course of work. It is important that drivers understand reimbursement for personal vehicle use will not be made unless it is in accordance with this Policy.

Modern Awards set out the per kilometre reimbursement amount. This is paid to cover general running costs of the vehicle when it is used for work. Employees must submit a copy of logbook activities at least one business day before the end of the pay week. Reimbursement will be made into the employee’s bank account.

Employees will be reimbursed for reasonable expenses related to parking meters, tolls and other relevant costs associated with work related travel. However, you must manage expenses reasonably, for example, use free parking where available if this does not negatively impact on participant welfare (e.g. within reasonable walking distance). DCIRS reserves the right to refuse unreasonable requests for reimbursement.

To claim expenses, a receipt must be submitted in accordance with DCIRS’s internal processes. Where receipts are not provided, such as when using a parking meter, a photograph of the meter showing the transaction detail must be kept. The photograph should be submitted along with the location of the parking meter (e.g. street name).

Logbook entries and receipts must match the dates worked, or reimbursement may be refused.

Insurance and registration

Personal vehicles used for work purposes must be insured, registered, and roadworthy at all times. DCIRS may refuse a worker shifts where they cannot meet the requirements for insurance and registration, or maintain a safe and roadworthy vehicle.

Workers required to use their vehicle for work are expected to maintain full comprehensive insurance for their own vehicle and to provide DCIRS with a copy on commencement. DCIRS has the right to request a copy of a worker’s insurance certificate for a vehicle used for work purposes at any time. A worker has 7 days to comply with this request.

DCIRS is responsible for ensuring that its work vehicles are adequately insured and registered. DCIRS will not insure on behalf of an employee or contractor.

Vehicle checks

It is expected that drivers undertake the following checks regularly, and at least weekly, on company vehicles and personal vehicles used for work:

• Lights are working and free from dirt or hindrance;

• Windshields are clean and have no cracks;

• Windshield wipers are in good condition;

• Mirrors are clean and correctly positioned for visibility;

• Tyre pressure and treads are acceptable; and

• Vehicle fluids are adequately topped up and there are no leaks.

Monthly inspections will be undertaken according to the Monthly Vehicle Condition Report and filed according to the Vehicle Inspection Procedure.

Warning lights should be investigated immediately. It is the responsibility of the driver to ensure adequate fuel for scheduled trips. It is the responsibility of the driver to ensure they leave company vehicles in a clean and tidy condition and with half a tank of fuel for the next driver.

Any damage to a company vehicle, or any mechanical issues noted, must be reported immediately on return of the vehicle. It is not acceptable to fail to report these issues promptly. They could impact on another driver’s safety and/or DCIRS’s insurance.

Vehicle break-downs

Vehicle break-downs should be avoided through good maintenance practices. In the event of a break-down, you must:

• Pull over to the safest possible position off the road;

• Use your hazard lights to alert other road users that you are stopped;

• Ensure the safety of yourself and passengers;

• If the car is in a dangerous position close to traffic, get out through the left-side doors (or the doors that are on the opposite side to oncoming traffic) and stand as far from the road as possible;

• Phone DCIRS to advise of the situation; and

• Contact road-side assistance.

Vehicle Accidents and Incidents

Seek medical attention immediately for any injured parties. Depending on the nature of the accident, it may be necessary to contact the police. As soon as it is reasonably practicable to do so, you must report an accident or incident to DCIRS (e.g. vehicle related, road-rage etc.).

Follow DCIRS’s Incident and Risk Reporting Policy for all accidents and incidents involving company and personal vehicles.

Do not admit fault at the scene of an accident. Provide insurance information only (as relevant to the vehicle driven). For company vehicles, insurance information is found in the Vehicle Information Sheet kept in the glovebox.

If you have an accident in a company vehicle and it is proven you were reckless, driving under the influence, or in breach of law or company policy, you will be required to pay DCIRS’s insurance excess. Workers who break the law may also face legal consequences.

Costs associated with damage to personal vehicles are to be covered by the driver’s comprehensive vehicle insurance. DCIRS is not responsible for damage to personal vehicles used in the course of work.

Infringements and fines

DCIRS will not pay any traffic infringements or fines incurred by workers. It is up to you to adhere to local and state or territory laws while driving. Infringement notices must be written out in the driver’s name, not to DCIRS.

Breach of Vehicle policy

Workers must comply with the terms and conditions contained in this Policy. In the case of employees of DCIRS who are found to have breached this Policy, they may be subjected to disciplinary action. The type and severity of the disciplinary action will depend upon the circumstances of the case and the seriousness of the breach. Disciplinary action may include termination of employment.

Contractors or agents of DCIRS who are found to have breached this Policy may have their contracts with DCIRS terminated or not renewed.

5. ASSOCIATED DOCUMENTS

• Workplace Health and Safety Policy

• Incident and Risk Reporting Policy

• Smoke-Free Policy

• Monthly Vehicle Condition Report

• Vehicle Inspection Procedure

• Vehicle Information Sheet (glovebox document)

6. VERSION AND REVIEW INFORMATION

DCIRS reserves the right to amend and vary this policy from time to time.

Version 1.0: 15 March 2023 | Reviewed 27 November 2023

Version 1.5: 30 November 2023

Version 2.0: 4 March 2024 | Review date: 4 March 2027

Version 2.5: 28 March 2025 | Review date: 4 March 2027