Fleet Coordinator Induction

If you are new or returning to fleet coordination, this induction will help you

Fleet Coordinator Induction

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If you are new or returning to fleet coordination, this induction will help you.

  1. Contact Max Cummock from State Fleet, Department of Finance on 61 8 6551 1449 or max.cummock@finance.wa.gov.au 
  2. Contact approved fleet management organisation (FMO) Fleetcare on 1300 655 170
  3. Seek login for FMO web system
  4. Read and understand the WA Government Fleet Policy and Guidelines and General Agreement
  5. Check if your agency has its own fleet policy, service level agreement (SLA) and/or strategic fleet management plans and familiarise yourself with them
  6. Establish a log-on and for the electronic decision aid (eDA) for vehicle acquisition. This is where you can see what government vehicles are available
  7. Complete the ‘New Buyer Registration’ form if you are a new user
  8. Subscribe to State Fleet newsletters 
  9. Gain access and familiarise yourself with your agency’s internal vehicle booking systems and fleet asset register. The register will list your agency’s vehicles, vehicle types, and locations 
  10. Find out who is responsible for paying State Fleet and FMO invoices within your agency
  11. Complete the online Fleet Coordinator Induction below.

The role of the fleet manager

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State Fleet contracts the day-to-day management of fleet vehicles to a fleet manager. Currently this is Fleetcare.

Under the Motor Vehicle Fleet Services Common Use Agreement (CUA06916), agencies leasing vehicles from State Fleet must use Fleetcare to manage their fleet. The fleet manager must supply fleet management services to these agencies (see eDA under the documents tab). Agencies may have different requirements and can negotiate specific additional service components with the fleet manager -- such as ad hoc reports and management of other assets. The cost of any additional components will be negotiated to determine whether they will be included in the contract price.

The fleet manager needs a list of people to liaise within the agency. The Agency Fleet Coordinator should keep this list up to date, including the name of any new Agency Fleet Coordinator.

The fleet manager must manage vehicles for all agencies in accordance with State Fleet’s leasing, business and operating data requirements, complying with the WA Government Fleet Policy and Guidelines and other statutory requirements.

What is the difference between the fleet manager and State Fleet?

Fleetcare

Vehicle management Replacement vehicles Agency services
  • Fuel management
  • Infringement management
  • Roadside Assist
  • Data management and reporting
  • Accident management
  • Positioning of fleet assets by the fleet manager
  • Maintenance: routine, breakdowns (repairs) and warranty
  • Recall and un-roadworthiness notices
  • Use of contracted tyre and accessories contractors
  • Replacement program / additional vehicles
  • Fuel card(s)
  • Vehicle registration
  • Pre-delivery
  • Initial fleet data input
  • Decommissioning
  • Management of accessories
  • Supply and fit-out or transfer of equipment
  • Fleet management (routine) advisory services
  • Strategic advisory services
  • Fringe Benefits Tax management

State Fleet

Leasing Fleet policy Contract management
  • Create new leases
  • Bill agencies for rental
  • Terminate leases
  • Manage payments and vehicle loans
  • Manage changes to leases
  • Check and pay dealer invoices
  • Manage changes to cost centres and billing points
  • Manage financial reporting and budgeting
  • Assisting the Fleet Steering
  • Committee Report to the Fleet Steering Committee and government
  • Manage policy documents and communications
  • Monitor polices and manage non compliance
  • Manage the Motor Vehicle Fleet Services CUA
  • Manage the Acquisition of Passenger and the Light Commercial Vehicles CUA
  • Update quarterly vehicle pricing in the eDA selection tools
  • Manage the Carbon Offset Credits Contract and quotes

Complimentary feedback and complaints resolution

State Fleet aims to continuously improve its services to agencies. It welcomes feedback on satisfaction levels under this contract or with the fleet manager’s performance.

Agencies dissatisfied with the service from the fleet manager, or with specific concerns, can discuss these directly with the fleet manager. The Contract Manager State Fleet can address any unresolved issues.

Ultimately, if the problem or issue is not resolved to the agency’s satisfaction, they can use the Department of Finance’s online complaints. Complimentary feedback, considerations and suggestions can also be sent through this online form.

Customer satisfaction survey

Each year State Fleet sponsors an independent customer satisfaction phone survey to gauge agency satisfaction with their fleet manager, State Fleet and the broader fleet management service arrangements.

Participation in these surveys can be anonymous.

State Fleet contracts the day-to-day management of fleet vehicles to a fleet manager. Currently this is Fleetcare.

Under the Motor Vehicle Fleet Services Common Use Agreement (CUA06916), agencies leasing vehicles from State Fleet must use Fleetcare to manage their fleet. The fleet manager must supply fleet management services to these agencies (see eDA under the documents tab). Agencies may have different requirements and can negotiate specific additional service components with the fleet manager -- such as ad hoc reports and management of other assets. The cost of any additional components will be negotiated to determine whether they will be included in the contract price.

The fleet manager needs a list of people to liaise within the agency. The Agency Fleet Coordinator should keep this list up to date, including the name of any new Agency Fleet Coordinator.

The fleet manager must manage vehicles for all agencies in accordance with State Fleet’s leasing, business and operating data requirements, complying with the WA Government Fleet Policy and Guidelines and other statutory requirements.

The role of State Fleet

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State Fleet is part of the Department of Finance and manages whole-of-government fleet finance, fleet policy, contract management and training.

State Fleet also gives executive support to the fleet steering committee. The committee creates the overall fleet policy framework for public sector bodies, monitors agency compliance and addresses strategic fleet issues.

Fleet steering committee meetings

The fleet steering committee meets at least once a year, generally around August, when it considers changes to the private use contribution rates and policy matters.

Committee decisions are emailed to the chief executives of all client agencies. The letter is available to agency fleet coordinators either online or by email, and the contribution rates are posted on wa.gov.au 

Fleet steering committee members are:

  • Director General (chairperson, Department of Finance)
  • Public Sector Commissioner (Public Sector Commission)
  • Executive Director, Labour Relations (Department of Mines, Industry Regulation and Safety)
  • Executive Director, Government Procurement (Department of Finance)
  • Director of Resourcing (Department of Treasury).

The role of the committee is to:

  • implement the WA Government Fleet Policy and Guidelines
  • ensure this policy is current and aligned with government strategy
  • refine the policy as new issues develop
  • advise the Treasurer/Minister on government fleet issues
  • establish benchmarks and key performance indicators to measure agency fleet performance
  • review fleet performance across government
  • establish the mechanism for adjusting contribution rates for the Government Vehicle Scheme (GVS), and the Senior Officer Vehicle Scheme (SOVS)
  • develop the vehicle use conditions by officers under the GVS and SOVS
  • adjudicate special applications or exemptions
  • advise agencies on policy matters.

Government fleet policy

Government fleet policy is in the WA Government Fleet Policy and Guidelines on wa.gov.au 

The policy and guidelines contain information on vehicle acquisition, operational fleet management, vehicle use, the GVS, and the SOVS.

Vehicle leasing

State Fleet provides leases for passenger and light commercial vehicles for State Government agencies.

All vehicle leases are financed through funds managed by State Fleet.

The State Government also requires agencies to maximise leases for the greatest financial benefit. State Fleet has lease terms to suit most agency usage patterns. Leases can be adjusted under certain circumstances where usage has changed see ‘Rehiring a vehicle’.

The State Fleet General Agreement replaces individual ‘per vehicle’ leases and can be given to auditors if they request the lease agreement.

State fleet finance

State Fleet’s charter is for not-for-profit funding for vehicles, providing the lowest possible fleet leasing rates to agencies.

Leasing vehicles allows organisations to release working capital elsewhere in the organisation. Paying a fixed monthly rental allows agencies to accurately forecast their costs.

State Fleet lease options allow: 

  • easier budgeting
  • cash flow consistency
  • control over fleet operating costs

Lease terms

Before deciding on lease terms, agencies need to carefully consider the operational use of vehicles. This will help choose the right lease term and prevent extra costs in the future.

The fleet manager can help decide the best terms. Agencies must choose the maximum lease term for vehicles based on usage. This is five years or 100,000km for passenger vehicles and six years or 120,000km for SUVs and commercials.

Valid terms and nominated kilometres are found in the State Fleet General Agreement.

What is an operating lease?

An operating lease is a long term rental arrangement for a vehicle with a fixed monthly payment.

The agency operates the vehicle for the agreed rental term.

Under an operating lease, the costs of maintaining and fuelling the vehicle remain the agency’s responsibility.

At the end of the lease, the returned vehicle must meet the Return Standard and State Fleet absorbs any loss on sale.

Rehiring a vehicle

The vehicle should always be on the longest practical term for the usage of the vehicle. This ensures the agency pays the cheapest rate.

State Fleet has created a flexible process so that agencies can restructure and extend leases at any stage through the life of the vehicle.

Agencies should discuss any changes with the fleet manager. The Agency Fleet Coordinator can also use the online Restructure Calculator to see the rental impact of changing the lease terms or kilometres, and submit an online change request to State Fleet.

Failure to return vehicle

Where a vehicle is not returned at the end of the lease term, the agency must make further monthly lease payments for each month beyond the scheduled lease term.

Where a vehicle is not returned within three months of the end of the lease term, State Fleet may increase the vehicle rental amount. State Fleet has a minimum monthly rental of $500 for any vehicle kept for more than six months beyond the maximum term.

Even without increasing the rental amount, the agency will pay more for the vehicle than is necessary as the lease cannot be changed beyond the maximum term.

Much of the fleet is on maximum leases. Vehicles used beyond the maximum lease are a potential safety risk and a financial risk for State Fleet. The agency may be required to cover any loss on sale if the vehicle doesn’t earn enough at sale to cover State Fleet’s risk position.

Overuse adjustment

State Fleet will generally charge agencies an overuse adjustment for vehicles exceeding the kilometres in the lease by more than 5000km. The overuse adjustment is 5 cents for every kilometre over the 5000km.

Agencies should not deliberately use the overuse adjustment instead of having the vehicle on the correct lease term.

Early lease termination

Agencies terminating a lease early will be charged an adjustment of 80 percent of the remaining lease payments.

The early return adjustment covers the shortfall in rental payments needed to cover the capital depreciation on a vehicle.

In extenuating circumstances, State Fleet may consider exempting vehicles returned so early that a large early return adjustment is likely. The agency must pay any loss on sale, so the sale will cover State Fleet’s risk position.

Vehicle loss

The agency or its insurer are responsible for the termination value of vehicles damaged and not considered economical to repair.

The calculation is based on the value outstanding on the vehicle at that time.

For accident damage cases, the fleet manager will generally assist the agency and liaise with the Insurance Commission Government Insurance Division.

What is a finance lease?

In special circumstances, State Fleet will consider leases for heavy commercial vehicles, buses, vehicles with extensive fit-outs, or high kilometre vehicles. This allows vehicles to have longer lease periods (7 to 10 years) with higher kilometre specifications, so the total cost of ownership can be reduced and repaid over a longer period.

Agencies need to approach State Fleet with a business case to arrange a lease.

The business case would normally include:

  • the reason for seeking longer lease periods/higher kilometres
  • details of the model, fit-out, type
  • any other alternative funding arrangements investigated
  • the number of vehicles.

These leases generally require full payment of the vehicle. Exceptions must be agreed between State Fleet and the agency.

The agency will own the vehicle when the lease is terminated.

Exemption from using State Fleet leasing

Whole-of-Government policy requires all passenger and light commercial vehicles to be acquired through State Fleet leasing arrangements, rather than purchased outright.

However, the Fleet Steering Committee can exempt an agency from a leasing arrangement so they can purchase a vehicle outright. This is usually where an agency is given one-off special funding to purchase a vehicle.

Approach State Fleet with a business case to be considered for an exemption.

The business case would normally include:

  • the reason for seeking an exemption from leasing
  • details of the model, fit-out, type
  • alternative funding arrangements
  • the number of vehicles.

Government vehicle contract management

State Fleet manages the following contracts.

Key fleet manager reports

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An Agency Fleet Coordinator’s workload increases with the size of the agency’s fleet, but this can be compounded by the agency fleet profile. For example, 200 small passenger vehicles used in the metro area may be easier to manage than a mix of 100 passenger and light commercial vehicles spread throughout the state -- transportation of vehicles and servicing in remote locations can take more time.

Good quality reports by the fleet manager are a great help to Agency Fleet Coordinators in their day-to-day role. These reports may be viewed on-line or sent to the Agency Fleet Coordinator by e-mail. The number, content and frequency of reports may vary based on the size and complexity of the fleet.

Vehicles due or overdue for replacement report

Failing to act on this report can delay a replacement vehicle or cost the agency more rental charges. The vehicle may also be a road safety hazard.

The fleet manager must be informed if the report has incorrect information.

Service due/overdue report

The State Fleet General Agreement requires agencies to keep vehicles roadworthy and in good order. Vehicles must be serviced to meet manufacturers’ recommendations and warranty requirements.

Regular servicing resolves mechanical issues and keep vehicles in use.

Failure to service vehicles may void the manufacturer’s warranty. Any resulting repairs may need to be paid by the agency.

Vehicles and models may have different service schedules. Most models must be serviced at least once every 12 months or 10,000 kilometres, whichever comes first. Some drivers believe they can save money by servicing vehicles every 12 months, regardless of kilometres. Vehicles completing the kilometres within 12 months may already be overdue for a service.

Occupational Safety and Health and vehicles report

The Occupational Safety and Health Act 1984 requires that employers must as far as practicable ensure their employees and others who are at the workplace are not exposed to hazards in the working environment. The CEO has the ultimate responsibility, as an employer, to ensure the safety and health of staff and others at the workplace.

The fleet manager reports to State Fleet when a vehicle’s service is 90 days overdue. State Fleet will ask the agency for an explanation. Failure to service vehicles is a potential Occupational Safety and Health risk and could potentially lead to major injury or death. State Fleet may take further action where vehicles are not serviced, or the failure to service is not adequately explained.

All officers responsible for vehicles need to understand their obligations for routine and periodic vehicle maintenance.

Drivers of government vehicles also have a responsibility for a daily visual check of tyres, and for keeping the windscreen, windows and headlights clean to for safe, clear vision. Vehicles should be kept clean and tidy, refuelled when necessary, and oil, coolant and tyres should be checked regularly. Air conditioning run regularly and other normal vehicle operating procedures followed.

The WA Government Fleet Policy and Guidelines promotes and supports the Government’s road safety strategy Towards Zero 2008-2020 as a long term vision of a road transport system where crashes resulting in death or serious injury are virtually eliminated. Safe Driving Guidelines has been developed by the Road Safety Commission in conjunction with State Fleet. The framework provides information and guidance allowing agencies to develop an agency ‘Safe Driving Policy’ to meet specific workplace needs.

Servicing

Serviced vehicles can sometimes still appear in the overdue service report. This may happen when the service is paid through a P-Card, contractors delay submitting invoices to the fleet manager, or service is completed at no cost (due to a special offer from a manufacturer, for instance). The Agency Fleet Coordinator should advise the fleet manager of these cases so that all servicing is recorded, and only genuine outstanding service alerts are generated.

Some drivers or officers may find vehicle servicing difficult because of their location, or lack of suitable transport alternatives. The Agency Fleet Coordinator, fleet manager and driver or officer should work together to resolve these issues.

Vehicles on order or due for delivery report

Check this report to see if replacement vehicles have been ordered. This will help plan transferring accessories and arranging transportation. Any delays can be discussed with the fleet manager.

Salaries and Allowances Tribunal (SAT) office holders should be informed of any delays to their replacement vehicle.

Fleet profile

Examining the fleet profile can help agencies determine the number of staff in the fleet coordination area, where they are located and their roles. The fleet manager should be informed of changes in personnel or processes to help liaise with the right people and send reports to the right place.

Fleet profiles help avoid under or over use of vehicles, and help to select the right vehicle for the work intended. It also helps monitor trends in fleet size and any changes to vehicles types.

Fuel cost analysis

Government has a fuel contract saving agencies thousands of dollars through behind-the-scenes discounts off bowser pricing when the correct fuel cards are used.

The current fuel contract is with BP, Shell and Caltex. Where these outlets are not available, the Agency Fleet Coordinator must contact the fuel contract manager to discuss other arrangements.

In consultation with the fleet manager, the Agency Fleet Coordinator must monitor vehicles consistently using more fuel than the manufacturers’ rated fuel consumption. A fully loaded commercial vehicle or a vehicle towing a trailer will often use more fuel than the rated consumption, but otherwise high fuel usage may indicate a mechanical issue.

Excessive fuel overfills report

This report highlights purchase of more fuel than the vehicle tank capacity allows. This can happen when outlet operators charge for fuel from the wrong bowser. Drivers must check that the correct amount is billed to their fuel card.

Some light commercial vehicles have long range tanks. Fleet manager data can be adjusted to include this increased capacity so that future reports do not register as an excess fuel overfill. Filling jerry cans or boats being towed on a vehicle’s fuel card may also result in excess fuel overfill. It is better to use a unique fuel card for each application, to track fuel usage for each.

Traffic or parking infringement reports

Vehicle drivers are personally responsible for paying fines. Agency Fleet Coordinators should escalate internally cases of re-offending drivers. Protocols to manage infringements should be included in internal fleet policy.

Invalid odometer reading reports

Invalid readings can lead to frustration and errors in servicing and other reports calculated from fuel dockets. An estimated 20 percent of fuel docket odometer readings are invalid.

Drivers tell fuel attendants odometer readings when using fuel cards. Odd mistakes can be identified by fleet managers and ignored, but continuous or misleading readings prevent fleet managers from accurately measuring vehicle use, which has broad implications.

The fleet manager can identify vehicles with a history of incorrect readings, and it is good practice to monitor and manage recurring offenders. Agency Fleet Coordinators should identify issues for these vehicles and manage future occurrences.

One of the benefits of telematics in government vehicles is to validate the odometer readings used by the fleet manager’s systems.

Vehicle usage or lease term report

Agency Fleet Coordinators need to review their vehicle use at least annually to ensure that each vehicle is still required and is on the correct lease. This helps minimise lease costs and penalties. Review of new vehicles without established usage or vehicles with changed roles or areas is important.

The online Restructure Calculator can help determine rehire terms for the Agency Fleet Coordinator. A lease restructure can often find valuable monthly lease cost savings.

State Fleet can help with reviewing lease terms of the agency fleet, or any group of vehicles.

Vehicle use

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Vehicles must be used for official agency business only, or in circumstances approved by the CEO. Drivers must make sure passenger and load limits are not exceeded.

Vehicles must not be used outside Western Australia for seven days or more without State Fleet permission.

Vehicle registration

The Agency Fleet Coordinators must make sure vehicles are always licensed and have the correct plate: a Q-plate for a government vehicle, or in some cases, an ordinary plate. The fleet manager will assist, and arrange bulk registration renewal with the Department of Transport (Licensing) to meet expected vehicle life.

Vehicles must be registered with Q-plates unless exempt. Vehicles exempt from Q-plates are:

  • those approved by the CEO for the GVS or SOVS
  • police vehicles
  • those approved by the Fleet Steering Committee for operational confidentiality, sensitivity or security, where GVS or SOVS vehicles are not available.

Send applications for exemption from Q-plates to the Fleet Steering Committee by email to the State Fleet at state.fleet@finance.wa.gov.au The application must give details of the work, why the vehicle requires ordinary plates, and why existing ordinary plated vehicles in the fleet will not be sufficient.

Vehicles not part of the GVS or SOVS but with ordinary plates for operations such as security or surveillance, should not be available for private use.

Agencies must keep auditable documentation for vehicles with ordinary plates. This may include:

  • completed, CEO-approved, GVS or SOVS application form (refer Appendix A.3 of the WA Government Fleet Policy and Guidelines)
  • a letter from the Fleet Steering Committee confirming approval for security, surveillance or confidentiality use.

Fleet Steering Committee approval should be forwarded to the fleet manager by the agency.

Changing plates and bulk billing

GVS or SOVS vehicles moved to operational use or home garaging should change ordinary plates to Q-plates. Vehicles no longer exempt also need Q-plates fitted.

Registration must be maintained until disposal.

Agency fleet bulk billing renewals are traditionally on 30 June. This creates peak demand and may conflict with other end-of-financial-year activities. The Department of Transport has agreed that agencies can shift from this bulk billing renewal date if desired.

Insurance

Treasurer’s Instruction 812 mandates adequate insurance for all government vehicles. All agencies (except those with approved self-insurance arrangements) must insure through the Insurance Commission of Western Australia (Risk Cover).

Following an accident or loss, agencies must follow procedures specified by the insurer and the Agency General Agreement. The fleet manager can assess the cost effectiveness of making an insurance claim, or make other arrangements.

The fleet manager will advise State Fleet of an insurance loss within 30 days. The agency must continue to pay the lease until the 15th day of the following month, provided this notice is received by State Fleet before the 7th of the month.

No smoking, security and passengers

Smoking is not permitted in any government vehicle at any time.

Officers must park securely, including off-street parking at home. Vehicles must be secured when unoccupied, with keys removed, doors locked and security systems activated. Confidential material and expensive equipment must not be left in vehicles unattended.

Family, friends or other persons not on official government business must not be carried in government vehicles, except where GVS or SOVS use of a vehicle has been granted by the CEO.

Home garaging

Agency Fleet Coordinators are responsible for documentation with CEO approval of home-garaging, and for ensuring drivers meet policy requirements.

CEOs may approve home garaging only where an officer is on call outside business hours, and financial or business reasons make an agency garaged vehicle impractical. Home garaging may also be approved where there is evidence of regular vandalism if agency garaged.

Home garaged vehicles must not be used for personal reasons, other than officers’ commuting to and from work.

Officers driving home garaged vehicles must travel by the normal most direct route between home and work. Occasional stops and small variations are permissible. Regular variations, to attend a regular course for instance, may be approved by the CEO.

Officers must park securely, including off-street parking at home.

Car pool

All government vehicles, including SOVS vehicles, must be available for operational use during normal business hours. SAT vehicles are exempt from this.

Agencies must maintain booking and recording systems so vehicle availability and location can be seen at any time.

Combining pools of vehicles between operational areas, and even between agencies, may deliver significant cost savings. These opportunities should be considered, although financial and management challenges may need to be resolved.

The fleet manager and State Fleet can help make contact and investigate how pools of vehicles may be combined.

Agency internal fleet policy

All agencies must have internal guidelines outlining record keeping, conditions of use, vehicle specifications and vehicle use. They must follow the WA Fleet Policy and Guidelines and the State Fleet General Agreement.

The Agency Fleet Coordinator develops and reviews these policies, and keeps them current.

State Fleet can give feedback on any policy drafts from the Agency Fleet Coordinator.

Records management

All agencies must maintain auditable records, including:

  • operating costs, such as registration, insurance, fleet management fees, fuel, maintenance and servicing, tyres, lease rates, contributions and FBT calculations (including both statutory and operating cost methodologies)
  • vehicle log books (manual or electronic) recording vehicle usage (business and private kilometres), location of vehicle base, name of driver and time of trip for traffic infringement identification
  • justification for home garaging and GVS
  • participation registers for SOVS
  • justification where the lowest cost vehicle in a category is not fit-for-purpose.

Under the Road Traffic Act, the onus is on the agency holding the vehicle licence to identify who is driving at the time of a traffic offence. Records must identify the driver for infringements or insurance investigation.

Analysis and reporting

Agencies should have a system that assigns vehicle costs according to their internal structure. This may include the cost centre, business unit, program or project, and the manager accountable.

Analysis and reporting should be available at both an operational or business unit level, and at a higher strategic level. This will help managers responsible for vehicle costs make informed decisions.

Agency Fleet Coordinators should be familiar with these processes and systems.

Internal cost assignment Agency

Fleet Coordinators must ensure monthly invoices from State Fleet and the fleet manager are correct. Agency invoices from the fleet manager may have thousands of transactions and checking individual transactions may not be practical. Spot checks for duplicate or unusual transactions -- fuel transactions exceeding $150, for example – may be more effective. Expense item totals may also isolate unusual amounts, both for monthly and longer term trends.

State Fleet invoices cover vehicles currently on lease, and Agency Fleet Coordinators may need to reconcile this number with their active fleet, including vehicles coming in and out of service.

  1. Vehicles may be in service on delivery; however the lease may not officially begin until after the dealer’s invoice is paid, which could be a month or more later.
  2. Vehicles will be out of service while they are transported to a disposal centre to be inspected, refurbished to a saleable standard and certified as ready for sale. The lease may not officially end until this is completed.

Generally, this process works in favour of the agency.

Returning vehicles

Vehicles delayed during return may miss the cut-off point for the month’s new leases and incur another month of rental. Vehicles returned quickly and with minimal refurbishment should complete their lease payments on time.

Servicing

A vehicle service is shown as completed when the fleet manager pays the invoice. If the service is free, the fleet manager will not know the service is complete and will continue to report the vehicle as an outstanding service.

Expenditure limits

The fleet manager usually has an agreed expenditure limit from the Agency Fleet Coordinator, and will need authority from the agency for any work over this limit. This may not apply to relinquished vehicles as the State Fleet Disposal Manager scrutinises all repairs over $1000. The Agency Fleet Coordinator is responsible for monitoring vehicle costs, particularly repairs and maintenance, and fuel.

Monitoring and report to government

Fleet Steering Committee may report to the Expenditure Review Committee on fleet performance, including benchmarking agencies. State Fleet uses the annual Business Usage Survey to obtain information on business usage and FBT from agencies for this report. The report can include savings through CUAs and the purchase of vehicles not on the Best Buys List.

Fleet reduction program

In the 2017/18 financial year, the State Government completed a reduction program for vehicles leased from State Fleet. The program capped the fleet based on vehicle numbers at March 2014.

As part of the 2019-20 budget process Government approved vehicle size and usage level fleet related savings initiates.

The measures were to:

  • immediately reset agency fleet caps to reflect each agency’s actual fleet size as at 1 January 2019 (for all agencies below their cap)
  • remove Government Vehicle Scheme (GVS) vehicles from agencies’ fleets based in the metropolitan area where usage is less than 5,000 operational kilometres per year (from the 2018 State Fleet Business Use Survey) – with corresponding agency fleet cap adjustments to be made from 1 July 2019
  • coordinate with immediate effect the installation of technology (in-vehicle monitoring systems) to collect information to enable evidence-based decisions to optimise the State fleet through:
  • telematics (in-vehicle monitoring systems) across the State vehicle fleet (to be funded by agencies)
  • PoolCar (online booking system) across government agencies to foster better usage practices and sharing vehicle resources
  • report back to the Expenditure Review Committee as part of 2020-21 Budget on key findings and identified savings as a result of the installation of telematics and PoolCar.

Cap increase

The cap remains in place and is enforced by the fleet manager. A State Fleet report is issued each month showing the actual number of vehicles against an agency’s cap. An agency with a fleet size at or below its cap can continue the vehicle replacement program. The agency can purchase additional vehicles only if it is below the cap. The agency can purchase vehicles above the cap only with State Fleet approval. The fleet manager must suspend requisitions until authorised.

Agencies must apply to the Treasurer through their Minister for a cap increase. State Fleet cannot fund vehicles above an agency’s cap unless approved by the Treasurer.

The agency may have an independent fleet optimisation audit or telematics data before Government considers any change in cap.

It is the Agency Fleet Coordinator’s responsibility to know and understand an agency’s cap. The Agency Fleet Coordinator must efficiently deliver and dispose of vehicles within the agency’s cap number. This includes monitoring the disposal of the old vehicle once the new vehicle has been delivered.

Delays in returning vehicles may miss the cut-off point for each month’s new leases which can affect an agency’s active fleet under the fleet cap. Vehicles returned quickly and with minimal refurbishment should complete their lease payments on time, and not affect the agency’s fleet cap.

Low business use vehicles should be targeted for reduction. GVS vehicles should not be replaced unless there is an operational reason for the vehicle. To maximise the ratio of business to private use and reduce related FBT, SOVS vehicles should be available for business use during the day.

Policy requires logbooks (electronic or paper) for GVS/SOVS vehicles to assist with monitoring business to private use ratios.

Page reviewed 19 August 2020