Fleet Coordinator Induction 2

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

Vehicles approaching replacement

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The fleet manager will tell you via reports when vehicles are nearing the end of their lease -- generally, six months before the lease expires. This gives time to process a requisition and for dealers to deliver a replacement vehicle.

If you don’t act on the fleet manager’s advice, your new vehicle may be delayed or the agency may be charged more for rentals. Also, it may affect your agency’s cap and their vehicle program may be suspended.

Before you order a new vehicle, you should consider these options.

Extend the current lease

If the current vehicle has not reached the maximum lease term, the lease can be altered so the lease term and kilometres match the vehicle’s usage. This should be assessed every six months. A restructure is not possible when the vehicle reaches the maximum lease term.

Much of the depreciation and the cost of any fit-out will have been covered by the end of the initial lease period, generally making any second lease much cheaper.

An extended lease should be based on the vehicle’s current usage. For example, a 100,000km lease is an unnecessary expense for a passenger vehicle likely to run 80,000km in five years. This can result in increased costs from lease adjustments or higher monthly lease rates.

Vehicles reaching maximum kilometres and returned earlier than their full lease term will have an early return adjustment equivalent to 80 percent of the remaining lease payments. State Fleet will calculate the adjustment at the termination of the lease and invoice the agency. The early return adjustment covers the shortfall in rental payments needed to cover the capital depreciation on the vehicle.

An over-use adjustment of 5c for every kilometre will be charged for vehicles travelling more than 5000km past their nominated lease kilometres. This will be levied on the agency when the vehicle is sent to disposal. Vehicles with higher kilometres are likely to fetch less at auction.

Use the Lease Restructure Calculator to submit a new lease.

Relinquish without replacement

Aside from Salaries and Allowances Tribunal (SAT) members and Senior Officers Vehicle Scheme (SOVS) vehicles, all other vehicles must have a clear operational requirement. Vehicles should not be leased for commuting or for the Government Vehicle Scheme (GVS).

SOVS vehicles used under the SOVS are also considered operational vehicles. These vehicles must be made available for business use during the day, and business usage recorded.

How many vehicles an agency has depends on how much they will be used, and each vehicle should be used effectively. If vehicles are not fully used, the agency may need fewer vehicles.

Agencies reducing the size of their fleet may opt not to replace under-used vehicles. Short-term vehicle hire, public transport or taxis may be used instead.

Vehicles relinquished early without replacement may be eligible for exemption from the Early Return Adjustment. Send an enquiry to State Fleet.

Vehicles to be rehired

Under the Buyers Guide and Document tab of the eDA there is a spreadsheet called Vehicles to be Rehired. This contains vehicles sent to disposal early, which may be useful to agencies needing short term hires. These can be arranged through the fleet manager.

Replacement of a vehicle

Agencies must choose the lowest whole of life (WOL) cost, fit-for-purpose vehicle under operational, financial, environmental, and safety considerations. Choosing the most cost-effective (based on WOL cost) vehicle with minimal accessory levels, and replacing costly operational vehicles like four-wheel-drives with lower cost alternatives, will reduce fleet costs.

Operational vehicles must be fit-for-purpose, but a like-for-like replacement is not necessarily appropriate. New vehicle selections should be carefully assessed in case vehicle capabilities and operational needs have changed. Vehicle selection should be guided by policies (both Government and agency) for overall best value for money.

The Best Buys List contains the lowest WOL cost vehicle within each vehicle category. CEOs must choose from the Best Buys List for all vehicles unless there are operational reasons for a higher cost vehicle – which CEOs must justify and record. State Fleet reports purchases of vehicles not on the Best Buys List to government.

Fleet composition

Agencies should match their fleet size and mix to their operational needs. Agencies need to find:

  • ways of reducing their fleet size and justifying new or replacement vehicles
  • an appropriate mix of vehicles including models, colour, size and vehicle specification, considering operating costs and WOL costs.

Some agencies together with State Fleet have developed a justification form for replacement vehicles. This helps determine that the vehicle is still needed and low cost alternatives have been considered.

Vehicle use

Maximising business use of all vehicles can be financially beneficial, reducing vehicle numbers and minimising Fringe Benefits Tax (FBT) liability. FBT and additional kilometres apply to home garaging of Q‑plated government vehicles, when there is either private or commuting use. Avoid these costs where possible, unless specific vehicles have operational roles such as being on-call.

Converting home-garaged Q-plated vehicles to ordinary plated vehicles -- where employees contribute in return for private use -- can significantly offset (or even eliminate) the FBT liability. The GVS and SOVS can also achieve this.

Vehicles used privately (other than SAT vehicles) have a breakeven point of around 60 to 70 percent business use. An agency’s fleet size and usage levels must be regularly reviewed. State Fleet surveys agencies once a year to analyse business use. The amount of business use determines the contribution rate charged and provides Government with fleet savings initiatives.

Vehicle safety policy

Changes to OSH legislation means a vehicle is considered a workplace, and the agency may be liable for accidents. Agencies with vehicles travelling long distances, in the country or off-road, need to include safety as part of fleet policy. Driver issues, like driving a government vehicle on a suspended licence, need to be mitigated. Agencies need to provide courses for officers required to do off-road driving, and for re-offending drivers, as these are high risk areas.

Agencies have a duty of care to provide a safe workplace and therefore driving fleet vehicles needs to be as safe as is reasonable and practical.

The safety of the vehicle, their safe operation, and accessories that promote occupant safety must be considered when selecting vehicles. Agencies may decide certain additional safety features need to be specified, (whether they are fitted as standard or as added extras) to improve occupant safety.

The eDA contains only vehicles that are 5-star ANCAP/NCAP rated. It is mandatory for agencies to purchase 5-star passenger and light commercial vehicles unless approved by State Fleet.

Exemption from purchasing 5-star vehicles due to lack of availability or not ‘fit for purpose’ requires a substantial business case to State Fleet. This must be endorsed by the agency CEO, outlining the operational requirement of the vehicle in detail and justifying why that operational requirement cannot be met by 5-star vehicles. State Fleet will ensure the business case considers all possibilities before an exemption is officially granted. This reduces requests for further information and can speed up the process.

Fuel efficiency policy

Emission targets specifying grams of CO2 per kilometre (g/km) promote ongoing improvements in fuel efficiency. The threshold for passenger vehicles is 185g/km, and 195g/km for SUVs.

The National Greenhouse and Energy Reporting System’s measurement technique of CO2 emissions from the Australian Greenhouse Office is used to calculate the g/km emissions. The g/km measure is used because it applies regardless of the different emission characteristics of petrol, LPG and diesel. The policy is focussed on fuel efficiency and is indifferent to the technology used to achieve it.

Vehicles beyond the specified targets may be selected only where a clear operational requirement is approved by the CEO.

Light commercial vehicles have no specific benchmark cap due to the many different categories of vehicles. However, organisations should aim for the most fuel-efficient vehicle that is ‘fit for purpose’, and meets safety and WOL cost objectives.

Fuel cards

The fleet manager is responsible for supplying and managing fuel cards for agency vehicles.

Multiple fuel cards may be issued with every vehicle, and each may be set up with different options.

Drivers must use the fuel recommended by the manufacturer. Using incorrect fuel may be costly if its causes engine failure, as this is not covered by the manufacturer’s warranty. Products which prevent filling diesel vehicles with petrol may be considered.

Fuel cards may be limited to less expensive octane fuels, but cannot be limited to high octane fuels only. Fleet Coordinators should confirm vehicle fuel types with the fleet manager and preferably ensure the correct fuel type is labelled by the filler cap, and drivers are advised.

Agencies can make considerable savings by selecting fuel cards from nearby contracted fuel providers. In areas without a contracted provider, agencies need an exemption from the Fuel CUA contract manager to make other arrangements.

Vehicle equipment

In-vehicle monitoring systems (Telematics)

Government requires all State Fleet vehicles, except SAT, to be fitted with telematics that will collect information to optimise use of the state’s fleet. Telematics devices are available through Fleet Services CUA contractors to purchase.

Depending on agency requirements, the cheapest devices will provide information only to State Fleet. However, agencies should also consider using telematics as electronic logbooks to:

  • minimise FBT payable
  • get refunds on petrol tax when vehicles do not travel on public roads
  • analyse optimal use of vehicles
  • study driver behaviour especially for driver fatigue or remote driving
  • trigger duress alarms for accidents.

Covert telematics is illegal, and agencies must inform staff that government vehicles have tracking devices. Telematics vehicles must have a windscreen sticker indicating a device is fitted, and vehicle booking systems must have an alert so that drivers acknowledge the telematics requirement.

The raw data collected by telematics devices is transmitted to the telematics service provider selected by the agency under the Motor Vehicle Fleet Services CUA. The data gathered is protected by the data management, sovereignty, privacy and confidentiality clauses of the CUA.

The trip data given to State Fleet will summarise trip and vehicle use. It will not include driver identification, home addresses or details of private trips.

Using Government Vehicle Scheme (GVS) and Senior Officers Vehicle Scheme (SOVS) vehicles is optional. Drivers concerned about privacy and confidentiality need not use these vehicles. CEOs also have discretion to allow these schemes or not.


Accessories to make a vehicle fit-for-purpose (including safety) or to protect it from damage, must be approved by the agency CEO. Vehicle accessories must meet genuine operational requirements.

Currently installed accessories may be removed if they are unnecessary.

Aftermarket accessories suppliers for off-road vehicles are contracted through the Motor Vehicle Fleet Services CUA. The contractors recommend accessories to agencies that suit the operational requirements of the vehicle. The same accessories can be purchased for each similar vehicle in the same area. This helps AFCs decide which accessories to purchase at the right cost. It also helps the fleet manager order vehicles.

High cost accessories can be transferred to another vehicle before disposal, where cost effective.

The cost of accessories (including fit-outs) for passenger vehicles and SUVs will be billed to the agency for payment by the fleet manager when the vehicle is delivered. The cost will not be part of the vehicle lease cost. State Fleet will consider standardised accessories in a SUV lease when:

  • the cost is greater than $10,000
  • the agency justifies each accessory
  • the aftermarket contractors recommend off-road accessories
  • a standardised fit-out will be determined and approved by State Fleet.

Standardised accessories will be fitted to multiple vehicles, so vehicles don’t need individual approval. State Fleet approval will allow the fleet manager to amalgamate the cost of accessories and vehicle together when processing the dealership invoice.

Accessory costs for SAT vehicles and light commercials are paid for by State Fleet and are part of the lease cost.

Examples of safety items are

  • reversing cameras
  • optional daytime running lights
  • safe vehicle colour depending on working environment. Colours higher on the visibility index, such as white, are recommended to reduce crash risk
  • active head restraints
  • cargo barriers in vehicles such as wagons, when manufactured and fitted to comply with Australian standards
  • cruise control
  • first aid kit
  • fire extinguishers
  • communication equipment
  • winch (airbag compatible).

Examples of function items are:

  • bull bar (airbag compatible)
  • tow bar
  • window tinting
  • additional spare tyres
  • long-range fuel tanks
  • electronic logbooks.

Accessories that are essentially comfort items such as sunroof and leather seats cannot be approved.

AFCs must make sure accessories are justified operationally.

Impact of additional equipment on vehicle

Additional or optional equipment fitted to government fleet vehicles must not affect the manufacturers’ designed operation, change the intended purpose of the vehicle, or increase the potential for injury to pedestrians or vehicle occupants. Fitting equipment must minimise vehicle damage and comply with vehicle Australian Design Rules (ADRs).

Overloaded vehicles

Depending on its type, a vehicle carrying five (or seven) passengers and bags may be over its Gross Vehicle Mass (GVM) and not legal to drive. Similarly, a vehicle loaded with gear and additional rooftop goods, and towing a trailer, could be over its GVM and Gross Combined Mass (GCM) which is also illegal to drive.

Driving an unsafe vehicle will:

  • increase the risk of accidents from poor handling
  • stress the original suspension and mounts leading to premature failure
  • stress the original tyres leading to premature failure.

State transport officers have mobile weigh bridges to check weights and issue infringement notices, leading to fines and maybe demerits. They can also demand that you offload goods or stop the journey, and the vehicle will need to be recovered.

Separate link


KERB WEIGHT – the vehicle’s weight when unladen. It often includes a token weight for a partially-filled fuel tank and a driver, but it’s essentially the stock weight of a 4X4.

GVM – Gross Vehicle Mass, or the most a 4X4 can weigh. It can vary through models and trim levels, but is always included on the VIN plate.

GCM – Gross Combined Mass, the maximum amount of weight of both vehicle and trailer. It should ideally be the GVM and braked tow rating added together.

ATM – Aggregate Trailer Mass. The weight of a trailer.

GTM – the Gross Trailer Mass is the ATM minus the amount of ball weight on the vehicle’s tow bar.

BALL WEIGHT – the force (in kilograms) exerted downwards on a vehicle’s tow ball by a trailer.

PAYLOAD – the difference between the GVM and the kerb weight of a vehicle -- how much weight it can carry. It includes fuel, passengers, bar work, operational equipment, winches and fridges.

AXLE LOAD – the weight the front and rear axles can handle safely. The sum of both axle ratings usually adds up to more than the GVM, giving a bit of flexibility as to where the weight is distributed on the vehicle.

BRAKED TOW RATING – the weight of a trailer (with trailer brakes fitted) the vehicle can tow.


Payload and GVM are closely related. The weight the vehicle has on board when unladen – for example 10 litres of fuel, a front bar and a set of drawers and fridge in the back – the difference between that weight and the GVM is the payload. It is a measurement of how much weight the vehicle can carry.

Example a separate link

An example. A large SUV has a GVM from the factory of 3350kg and a curb weight of 2705kg, leaving a payload of 645kg. But bolt on a bullbar and winch (60kg), a rear bar and a second spare (70kg), a set of drawers (60kg), a 60L fridge on a slide (60kg), a rack (30kg), roof top equipment (70kg), a couple of passengers (150kg), a water tank (80kg) and a full long-range fuel tank (120kg) and that weight can be reached, and exceeded, very easily. At 700kg, or 55kg over GVM, the vehicle is illegal. And that is without a dual battery system, ball weight from a trailer, accessories or tools and recovery gear.


It is easy to exceed GVM when the vehicle is loaded up for an extended trip through the outback.

Example a separate link

Take a large SUV 4X4 with the 3.2 litre turbodiesel as a case study. It has a 3,100kg GVM, 605kg payload (with 80kg able to be carried on the roof) and a 3,000kg braked towing capacity.

Towing a loaded trailer, which comes with a 160kg ball weight, and add the factory bullbar, tow pack and a set of quality driving lights on – 50kg all up.

Now add a roof rack (20kg) to store the bulky gear up out of the way, a set of drawers (60kg) in the back to keep everything accessible and a long-range tank underneath (120kg when full).

With a driver and a couple of passengers on board (275kgs or so), the payload is at 685kg which is 80kg over the limit the vehicle is designed to carry. That is not factoring in any number of things like other operational equipment.

Example end

Weights being carted should be part of the packing regime. There are options for upgrading the GVM with aftermarket suspension, ranging from 400-600kg increases in load-carrying capacity, which will assist; however, it is absolutely imperative that the GVM is not exceeded especially if the vehicle has an upgrade. There are consequences.


Many dual-cab utes are rated to tow 3500kg (braked).

Although this is an “official” rating it fails to consider GCM (the maximum weight of trailer and vehicle combined), a trailer’s Aggregate Trailer Mass (ATM) and its effect on the vehicle’s GVM. When towing, also consider the front and rear axle load ratings, or the amount of weight each axle can handle (which, when combined, usually adds up to more than the vehicle’s GVM).

Example a separate link

For example, consider a ute with a GVM of 2,910kg and a GCM of 5,910kg, towing the maximum 3,500kg trailer. Subtracting the trailer weight drops the allowable GCM to 2,410kg (or the maximum the vehicle can now weigh).

Factoring in the kerb weight of 1,980kg gives 430kg remaining for occupants, bar work and equipment. When the ball weight of the trailer of around 350kg is taken off the GVM, it leaves only 139kg for the payload.

Towing when at GVM, the GCM of 5,910kg has to be reduced by the GVM of 2,910kg, leaving a 3,000kg towing ability. However the combined axle loads add up to 3,020kg (1,320kg front; 1,700kg rear), which is only 110kg higher than the GVM. As the vehicle is already at GVM, that leaves only 110kg of allowable ball weight (or a trailer weighing approximately 1,100kg). Because the tow ball (350kg) is located a metre or so behind the rear axle, the leverage changes the load on the axle (effectively making it greater) – so the reality is that even a 1,100kg trailer being towed at GVM by a ute with 3,500kg braked towing capacity is well over GCM. This adds stress to the axles, engine, brakes … and is illegal.

Towball download
GVM reduction
1,000kg 100kg 130kg
2,000kg 200kg 280kg
3,000kg 300kg 410kg

Example end

While these vehicles can tow that amount on paper, the driver will probably be in an illegal, dangerous vehicle, putting a huge strain on the mechanical components. These vehicles are not fit-for-purpose towing large loads regularly. Consider a vehicle with a higher GCM and GVM, and the highest torque numbers produced.


There are other options, like a GVM upgrade, so the vehicle can handle the extra weight safely and legally. The first and most important step is to work out what weights will be carried. Usually upgrading suspension with springs rated to suit heavier loads will suffice. Vehicles towing large trailers regularly may have reinforcement plates and possibly an extra cross-member welded to the chassis, but this is not recommended by State Fleet. This is a serious modification and must be signed off by an accredited engineer. It will probably be worthwhile upgrading to a bigger vehicle to handle the load safely.


Under safety and health legislation, the agency is responsible for the safety of vehicles and their occupants – not just the driver. Ensure that agency policies cover remote driving and the loading of vehicles. Accountable officer sign off CEOs are responsible and accountable for managing their fleet within the Fleet Policy. For this policy, CEO decision-making may be incorporated into CEO delegation schedules. At the CEO’s discretion, fleet policy decisions may be delegated to second tier or to Chief Finance Officer levels.

All business cases to State Fleet need to be endorsed by the Accountable Officer.

Vehicle compliance

Under the vehicle acquisition CUA, State Fleet must purchase new vehicles within three months for passenger vehicles and six months for commercial vehicles.

A road vehicle must comply with the Federal Motor Vehicle Standards Act 1989 before it can be registered for the first time in Australia. The Motor Vehicle Standards Act requires vehicles to meet the national standards for safety and emission requirements. The national standards are currently the Australian Design Rules (ADRs). A vehicle can be fitted with a compliance plate when it has been certified as meeting the ADRs. A compliance plate is mandatory under the Motor Vehicles Standards Act, telling the registering authority that the vehicle is eligible for registration.

In some cases, an Agency may (in conjunction with the fleet manager) acquire a new vehicle later than three or six months. The fleet manager should seek a further discount for these ‘older’ new vehicles, but State Fleet also reserves the right to adjust the rental of such vehicles, as the residual value may be affected by their extended age.

Funding arrangements

All general government sector agencies are required to lease vehicles through State Fleet, except where State Fleet approves an alternative arrangement.

In a very limited number of cases, State Fleet can exempt an agency from leasing and purchase a vehicle outright using the vehicle acquisition CUA – mostly where an organisation receives once-only special funding to purchase a vehicle.

Agencies wanting an exemption should present a business case to State Fleet, including:

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

Lease commencement

The lease begins following vehicle delivery, when State Fleet pays the dealer on the 15th of a month. This can be 30 days after the vehicle is delivered. The agency can use the vehicle without a lease invoice. This can be offset at the end of the lease by the time between an agency relinquishing a vehicle for disposal, and the disposal contractor receiving the vehicle in saleable condition.

Vehicle requisitions

These important factors are to be completed and included on the fleet manager Vehicle Requisition form.

  • The registration number of the vehicle being replaced. New vehicles not replacing existing vehicles are “additional” and will add to the agency’s fleet numbers. This is critical if the agency is on its cap – the fleet manager will not process the requisition unless approved by State Fleet. Leased vehicles can be replaced only once.
  • Q-plate number. All government vehicles must have Q-plates unless exempt. Police, GVS, SOVS and SAT vehicles are automatically exempt. Agencies can also obtain private plates with an exemption from the Fleet Steering Committee, and a copy should be attached to the requisition.
  • The driver’s name, for GVS, SOVS or SAT vehicles.
  • An off contract number (SFOC) for new vehicles not 5-star ANCAP/NCAP rated or not on contract. The SFOC must be obtained from State Fleet before the fleet manager will process the requisition. If an SFOC has not been obtained, a business case will need to be sent to State Fleet before sending the requisition.
  • The maximum lease term, based on the proposed usage of the vehicle. Agency-owned vehicles need an exemption from State Fleet attached to the requisition.

Lease restructure calculator

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This tool calculates costs if a changed lease is submitted to State Fleet. In some cases, thousands of dollars a year can be saved even if the lease cost increases because penalties are reduced at the end of the lease.

The system gives details of the current vehicle lease, plus an automatic calculation of the best possible lease re-structure based on current usage. The recommended lease can be accepted or fine-tuned to suit agency requirements.

Once a new lease is calculated, it can be saved for later or submitted to State Fleet.

Agencies with large fleets should review vehicle use every six months, to see if the vehicle is on the right lease. Agencies can ask State Fleet to review all active leased vehicles periodically, or as required.

Generally, State Fleet will extract proposed leases on the 13th of each month. Proposed changes in the calculator can be deleted before then, but the account is frozen when the lease is extracted. Only State Fleet can alter the lease while the account is frozen. Submissions with a start date beyond the current month will be extracted when that month becomes current. Vehicle rehires where the changes are less than three months, with no change to kilometres, will not be processed as the change in lease costs is minimal.

Under-used vehicles are currently being targeted as part of the Government’s fleet cost reduction strategy. Agencies should consider strategies to increase vehicle use or relinquish underused vehicles. State Fleet and the fleet manager can assist.

For access to the calculator use the New Buyer Registration button.

List of contracted vehicles

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A complete list of vehicles on the acquisition contract and within the policy is available in the online electronic Decision Aid (eDA). Some AFC’s control which staff have access to the eDA. Limiting access to the eDA can be discussed with State Fleet.

To make it easier to select the relevant vehicles, the eDA is divided up into a number of vehicle lists (below). Take care to select vehicles from the correct list to prevent unnecessary rework later.

  • Best Buy List
  • The Government Vehicle List (GVL)
  • The Senior Officer Vehicle Scheme (SOVS)
  • Salaries and Allowances Tribunal (SAT).

These lists are generally updated weekly depending on whether State Fleet receives new model details from either the manufacturer or State Fleet’s vehicle data provider.

The vehicles can be shortlisted by various criteria, and also exported to an Excel spreadsheet.

Vehicles in these lists are sorted by Whole of Life (WOL) cost. The lease cost included in the WOL cost is based on a 60 month 100,000km lease. For a more accurate WOL cost based on a specific lease team and other costs, the WOL calculator in the eDA should be used.

Vehicles with pricing but no vehicle data are listed in the Unclassified Vehicles with Current Prices spreadsheet, under the Buyers Guide and Documents tab.

Access the eDA by the New Buyer Registration button.

Best Buy List

Government requires agencies to choose the lowest whole of life (WOL) cost, fit-for-purpose vehicle.

Choosing the vehicle category which best matches operational need will reduce fleet costs, combined with short term hire vehicles or other transport options where financially and operationally advisable.

Like-for-like replacements are not necessarily appropriate. Vehicle capabilities and operational needs can change, so choose new vehicles carefully.

The Best Buys List in the eDA assists vehicle selection by showing vehicle categories and the lowest WOL cost automatic transmission vehicle options. Although not listed, the manual equivalent of a vehicle on this list can also be regarded as a best buy. Agencies must choose from this list unless a valid operational reason requires a higher cost vehicle.

Acknowledging that the acquisition and approval process can take time, vehicles recently removed from the the Best Buy list may still be ordered during a grace period of 60 days. The only exception may come if the vehicle manufacturer has advised State Fleet of supply issues. When a model is no longer available it will be removed from the Best Buy List.

Government Vehicle List

Vehicles can be chosen from this list if the CEO has approved a business case showing why the vehicles in the Best Buy List are not operationally fit-for purpose. This may be reviewed by State Fleet to ensure the CEO has all the relevant information as the decisions may be questioned by government.

An exemption from the Best Buy  may apply to individual vehicles or a group of vehicles. It need be reviewed only when operational circumstances change, or a more suitable vehicle model becomes available.

The list is sorted in lowest whole of life cost order.

GVS and SOVS participants cannot influence vehicle selection decisions. Vehicles can be purchased from the list only if there is a justifiable operational requirement and not to facilitate commuting.

Vehicles on contract that are not 5-star ANCAP/NCAP rated or are not tested, are not included in this list.


SOVS participants must choose a vehicle from this list unless there is an operational vehicle in the fleet available for the SOVS. They cannot choose vehicles from either the Best Buy List or the GVL, or influence vehicle selection decisions.

The SOVS List contains the lowest WOL cost vehicles in the following categories:

  • Passenger – light, small, and medium
  • SUV – small, and medium.

Other than the vehicle categories, the vehicles in this list may be different from those in the Best Buys List due to the inclusion of FBT in the WOL cost.

SAT List

SAT members can choose almost any vehicle. All vehicles on contract that meet the fleet policy and can be leased through State Fleet are listed. When vehicles are selected from this list to calculate the WOL cost for SAT members, the lease cost calculation does not include the Debt Reduction Levy. Therefore this list should not be used for other purposes.

Contact the fleet manager if the SAT member is interested in a vehicle not on contract.

Contract vehicles not on the eDA

These are vehicles which do not meet policy requirements. Most are vehicles that do not have a 5-star ANCAP/NCAP safety rating or have not been tested.

However, this also includes a group of medium-sized trucks and vans with a Gross Vehicle Mass (GVM) between 3 and 4.5 tonnes such as Mercedes Sprinter and Volkswagen Crafter. ANCAP currently do not have the facilities to crash test these vehicles and therefore they will never have a star rating.

The AFC needs to discuss the agency’s requirements with the fleet manager and prepare a business case to State Fleet requesting exemption from the safety policy to acquire the vehicle. The off-contract vehicle number (SFOC#) must be obtained from State Fleet before ordering the vehicle, as this is the fleet manager’s authorisation to purchase the vehicle.

Another group are manual transmission variants of automatics listed on the eDA. These do meet policy and do not need a business case to acquire. They are not list on the eDA due to the very small number purchased.

Whole of life cost

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Knowing the indicative whole of life cost of a vehicle is particularly important when selecting a vehicle to comply with the policy or when determining the requirements of an SAT officer.

There is a whole of life cost against each vehicle listed in the eDA. This whole of life cost is used to sort the vehicles so that the lowest is shown first. It is based on a 60 month 100,000km lease and no accessories, so that it provides a level playing field for all vehicles, including commercials.

If a more accurate whole of life cost is required, then the Whole of Life Cost Calculator should be used in the eDA.

Whole of life cost calculator

By selecting up to five vehicles in product selection, the AFC can go to the whole of life calculator. Adding additional information, including the lease terms and cost of accessories, the calculator will work out the lease cost and whole of life costs for the selected vehicles. This can be exported to Excel and kept.

Accessory costs for operational passenger vehicles and SUVs should not be included in the calculator, as the agency pays for these directly.

The fleet manager will calculate the whole of life cost if the calculator indicates the Luxury Car Tax (LCT) will be added to the vehicle. Only the fleet manager can calculate the whole of life cost if the vehicle does not meet policy requirements or if it is off-contract.

It is important that a SAT vehicle is selected through the SAT list and not any other list. The calculation for the whole of life cost is different.

Vehicles schemes

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Common requirements

The Government Vehicle Scheme (GVS) and Senior Officer Vehicle Scheme (SOVS) allow private use of government vehicles.

CEO discretion

Participation in these schemes is at the discretion of the CEO. The CEO may add to the requirements in the Policy.

The policy allows ordinary (non-government) licence plates for scheme vehicles.

Operational use

These vehicles must be available in the agency’s booking system for staff work travel during normal office hours. This does not apply to vehicles required full time for an operational purpose; for example, in a one-person office, or where the GVS participant works away from the office, or from their home every day. The vehicles cannot be booked out simply because the scheme driver “may” need to use it. Scheme drivers must comply with agency vehicle booking system conditions and cannot assume a vehicle is for their exclusive use.


Only those accessories which bring a vehicle up to a fit-for-purpose standard (including safety) or protect the vehicle from damage should be approved by CEOs.

Only accessories for operational use can be funded by the Public Sector body.

A GVS or SOVS participant may fit extra accessories for private use at their own expense, subject to the CEO’s approval. The Public Sector body may require the item to be removed before disposal, or the officer may choose to do so. In both cases, this would be at the officer’s expense.

Contribution rates

Five contribution rates apply to these vehicles based on their operating costs. These rates are reviewed each year by the Fleet Steering Committee. The current rates are published on the State Government website.

Officers using these vehicles will pay the contribution rate set for that type of vehicle. If the vehicle is replaced with a vehicle with a different contribution rate, the officer will pay the new contribution rate from the date of the replacement.

A vehicle may move into a higher contribution rate following changes to the policy, however officers using GVS and SOVS vehicles will continue to pay the existing, lower rate for six months after the change. If the officer relinquishes the vehicle, or if a new officer accesses the vehicle, the new contribution rate will apply.

Where an existing vehicle’s contribution rate decreases, the new rate will apply immediately.

Maintenance – routine and periodic

Participants must keep their vehicle clean and tidy, refuel it when necessary, regularly run the air-conditioning and check oil, coolant, tyres etc.

Officers will ensure that the vehicle is regularly serviced and maintained according to the manufacturer’s recommended specifications (which can be arranged through the fleet manager).


The CEO has the right to terminate an officer’s participation in the scheme. Participation in the GVS and SOVS is optional and a participating officer may also elect to terminate the arrangement.


Participation in a scheme may be suspended at the discretion of the CEO, if the officer or nominee:

  • is convicted of a serious driving offence
  • has incurred excessive insurance claims
  • has not suitably maintained the vehicle
  • has breached any of the agreed conditions.

Government Vehicle Scheme

Agency fleet vehicles should be acquired or replaced for operational reasons only. They should not be replaced or acquired solely to gain GVS vehicles. CEOs are responsible for managing their fleet size and cost.

Vehicle numbers should reflect usage – each vehicle should have a reasonable operational usage rate. Vehicles with low operational usage may not be required or could be deployed more effectively; although some vehicles with low kilometres may be justified by operational reasons – such as a fire truck stationed at a prison, or a community nurse’s vehicle.

All GVS vehicles should have an operational requirement. They should not be regarded as private vehicles, or a vehicle which is not operational that the officer is entitled to. GVS vehicles with low business kilometres should be reviewed to see if they are justified operationally.


CEOs may approve PSA Level 8 officers (or equivalent - refer Appendix A.1) accessing the GVS only where there is demonstrable value for money to taxpayers, for example

  • where an officer is on call outside of business hours and it does not make financial or business sense to use an agency-garaged vehicle
  • where a vehicle is at real risk of regular vandalism if agency-garaged.

The Level 8, first year, classification point in the Public Service Award (PSA) 1992, is the entry point for eligibility to the GVS.

This classification point is to be used for determining comparable GVS entry points in other awards where the salary level is equivalent to the PSA Level 8.1.

Where there is uncertainty as to the appropriate classification point for eligibility, Public Sector bodies should contact the Department of Mines, Industry Regulation and Safety – Labour Relations – Public Sector Directorate.

Vehicle use

Officers participating in the GVS are permitted private use of the vehicle.

Vehicle selection

CEOs must approve the lowest whole-of-life cost fit-for-purpose vehicle as outlined in the policy. GVS officers cannot influence vehicle selection decisions.

Part time and leave

An officer is not eligible to participate in the GVS if they are employed part time.

An officer is not eligible to use a vehicle while on leave. However, a CEO may approve an officer to use the vehicle on leave where the officer is the sole user of the vehicle (such as in remote areas). The officer must cover all fuel costs and may not drive interstate, travel great distances intrastate or use the vehicle on rough terrain.

CEOs are required to record all cases where approval is granted.


GVS participants must authorise fortnightly salary deductions for their vehicle contribution rate. These deductions are post-tax, and contribution rates are reviewed by the Fleet Steering Committee each year.

GVS participants are entitled to reimbursement of any contribution when they do not have access to the vehicle outside of normal business hours such as when they are on leave.

Approved drivers

GVS participants must ensure that no other person, other than the officer’s nominee, drives the vehicle for private purposes. The nominee must not be a learner or probationary driver. The CEO must approve the nominee.


GVS participants must agree to the terms of the scheme, sign the GVS application form and comply with the Public Sector body’s internal guidelines.

Senior Officer Vehicle Scheme


CEOs may approve only Level 9 to Class 4 (or equivalent) officers to access the SOVS.

Where there is uncertainty as to the appropriate classification point for eligibility, Public Sector bodies should contact the Department of Mines, Industry Regulation and Safety – Labour Relations – Public Sector Directorate.

Vehicle use

Officers participating in the GVS are permitted private use of the vehicle. The vehicle must be available for business use during the day.

Vehicle selection

SOVS participants are restricted to the lowest cost vehicle in the following categories:

  • passenger – light, small or medium
  • SUV – small or medium.

Where an officer has an operational requirement, the CEO may authorise a SOVS officer to be allocated an operational vehicle in accordance with the policy.

Part-time and leave

An officer working 0.5 FTE or greater may be eligible to participate in the SOVS. Officers must pay an adjusted contribution rate set out in Appendix A section 2.2 of the policy.

At the discretion of the CEO, SOVS participants may have the option of using their SOVS vehicle during periods of paid leave for up to three months. SOVS participants must consider the operational impacts of a vehicle not being available, exercise due restraint in the use of vehicles and not travel great distances or use the vehicle on rough terrain.


SOVS participants must authorise fortnightly salary deductions for their vehicle contribution rate. These deductions are post-tax, and contribution rates are reviewed by the Fleet Steering Committee each year.

SOVS participants are entitled to reimbursement of any contribution when the officer does not have access to the vehicle outside of normal business hours.

Approved drivers

SOVS participants may permit other drivers, other than learner or probationary drivers, to use the vehicle privately.


SOVS participants must agree to the terms of the scheme, sign the SOVS application form and comply with the Public Sector body’s internal guidelines.

Acquisition of SAT vehicles

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SAT determinations provide the member with an annual motor-vehicle allowance. Copies of the determinations can be found on the Tribunal’s website.

Vehicles which do not meet the Vehicle Safety Policy cannot be leased through State Fleet. SAT members may use other forms of purchase.

SAT members generally require the AFC to calculate a whole-of-life cost for the new vehicle and compare it with their allowance. The fleet manager can assist in providing this information.

The SAT member should decide on a vehicle, then any material difference in the whole-of-life cost between the two figures must be finalised.

Payroll must pay the officer the difference through their fortnightly pay where whole of life costs of the vehicle that are lower than the allowance; or deduct the difference from the officer’s fortnightly pay where the whole-of-life costs are more than their allowance.

The AFC should inform the member of the likely delivery date of any potential vehicle where the lease is scheduled to expire. They should also notify the member of any delay once the vehicle has been ordered.

Page reviewed 20 August 2020