4.12 Transportation
4.12.1 Fines
Policy
Ministers and staff are to strictly observe traffic regulations (including parking regulations) at all times and any costs incurred through breaches of these regulations are to be treated as personal costs unless there are exceptional circumstances.
Procedures
- All infringement notices that are issued in relation to Ministerial Office vehicles are to be brought to the immediate attention of the relevant Minister's Senior Policy Advisor.
- The Senior Policy Advisor is then to determine the identity of the vehicle's driver at the time of the infringement and ensure that the Declaration on the infringement notice is completed.
- The Senior Policy Advisor is to ensure that the infringement notice is returned to the Department of Transport and a copy is sent to Ministerial Services.
- The penalty incurred must be borne by the person driving the vehicle at the time of the infringement.
- The Senior Policy Advisor must bring traffic infringement notices issued against Ministerial Office vehicles to their Minister's attention as soon as possible after they have been received.
Any requests for the payment of parking and traffic fines should be made to the Premier and include details of why the infringement was unavoidably incurred in carrying out official duties.
4.12.2 Ministerial parking station
The Ministerial Parking Station (MPS) facility provides four pool vehicles, parking areas, a car wash bay and a chauffeur's rest area.
Pool vehicles may be utilised as follows
- by Ministers when their vehicles are out of service;
- to chauffeur the Premier's partner;
- for use by former Premiers and VIPs;
- by the Opposition Leader, the Speaker and the Governor when their vehicles are out of service; and
- by the Premier as a self drive vehicle.
The MPS facility is used on a day to day basis for washing and general maintenance of chauffeur driven vehicles. The Opposition may also utilise the facility for these purposes.
Guidelines for the day to day operations of the MPS are:
- The area is to be secured by locking the roller door at times when there are no chauffeurs present.
- Vehicle keys are to be secured in the key locker in the car pool when the vehicle is not in use.
- Before returning vehicles to the pool, a check of the vehicle including fluids, oil levels and tyre pressure is to be undertaken. Any damage or faults should be repaired prior to return to the MPS or reported to the Chauffeur to Ministerial Services.
- Ministerial Services is to ensure that regular servicing is carried out on all MPS vehicles.
- Vehicles are not supplied with fuel cards. Temporary fuel cards are available from Ministerial Services.
- Pool vehicles should be returned to the MPS with a full tank of fuel.
- After use, the chauffeur driving the vehicle should ensure that the log book located in the MPS is completed.
4.12.3 Motor vehicles
Policy
Vehicles are provided for official purposes.
All official vehicles are leased through QFleet and should have a Green Vehicle Guide (GVG) rating of at least 5.5. The Premier's approval will be required to lease vehicles with a GVG rating below 5.5. Expenditure on lease payments, running costs, any insurance excess for repairs, and any costs associated with getting the vehicle to a standard to be returned to QFleet at the end of the lease, will usually be a charge to the Minister's Office.
In addition, Ministers and staff may utilise hire motor vehicles, as and when required, for official Ministerial purposes. QFleet is often able to assist with the hire of vehicles at discount rates.
All staff are to take reasonable care of vehicles including housing and cleaning. Fuel cards for Ministers and Parliamentary Secretaries will allow the use of automatic car wash facilities. Costs of cleaning staff vehicles are considered personal costs.
The use by staff members of their private vehicles for official purposes will only be allowable where:
- exceptional circumstances exist;
- the prior written approval from the Minister is obtained;
- the vehicle has comprehensive or third party insurance coverage;
- it is cost effective; and
- the insurance policy has been endorsed to indemnify the State Government against certain liabilities at law. The indemnity must be attached to any request for approval and claims for payment.
Ministers
Ministers are provided with a chauffeur and a CEO level motor vehicle for official purposes. These vehicles are also available for private use. However, fuel when on leave is a personal expense and should not be placed on the fuel card except if the Minister is carrying out work duties.
The vehicle must not be used for any commercial or business related purposes, or to display any form of advertising.
Parliamentary Secretaries
Parliamentary Secretaries are entitled to an official vehicle up to an SES 2 level in accordance with government policy. This vehicle is also available for private use. However, fuel when on leave is a personal expense and should not be placed on the fuel card.
This vehicle may be used by the Parliamentary Secretary and the Parliamentary Secretary's partner or members of the Parliamentary Secretary's office or electorate staff.
The vehicle must not to be used for any commercial or business related purposes, or to display any form of advertising.
Staff
Motor vehicles, (to an SES1 level standard) are provided for official use by the staff of the Minister. Generally a maximum of two (2) vehicles per office applies. The choice of vehicle is based on official need and the most economical lease type using whole of life costing.
With the exception of QG plated vehicles, these office vehicles may be allocated to the Senior Policy Advisor or Senior Media Advisor for personal use.
Personal use in relation to the motor vehicle means travelling to and from the Appointee's place of work, after hours use and use of the vehicle whilst on annual recreation leave. It includes being driven by the staff member, the staff member's partner and other office staff. It does not include private business ventures or commercial activities of any kind. Vehicles also must not be used to display any form of advertising.
Fuel costs when the staff member is on annual recreation leave are a personal expense and should not be placed on the fuel card.
A staff member who is provided with an official vehicle which is also available for personal use is not permitted to give that vehicle to a relative/partner while the staff member is at work. During these time the vehicle is to be available for office use.
If a senior staff member who has been allocated private use of a motor vehicle takes leave and leaves his/her car at the office that vehicle may be utilised by the acting staff member for home garaging only. Private use of the vehicle requires the Premier's Office approval.
Accidents
All accidents are to be reported promptly to Ministerial Services. All leased vehicles are covered by insurance under standard lease conditions. A standard excess of $750 applies. The cost of insurance excess will generally be a cost to the Office of the Minister. However, unless exceptional circumstances exist, the cost of insurance excess when a vehicle is damaged whilst being used for private purposes will be a private cost and not a cost to the Office of the Minister.
Procedures
- All official expenditure associated with motor vehicles will be a charge to the Office of the Minister.
- Except in emergency circumstances, fuel should be purchased from the Government contract supplier. E10 may be purchased from alternative suppliers.
- Fuel cards for the purchase of fuel are supplied by Ministerial Services. Where possible, correct odometer readings must be entered at the time of purchase of fuel to assist with re-ordering of vehicles.
- All fuel for private use of a motor vehicle whilst on holidays is a personal expense and should not be purchased using a fuel card.
- If the Minister's official vehicle is unavailable, a replacement vehicle may be utilised from the pool of vehicles located in the Ministerial Parking Station.
- Vehicles generally are to be collected from QFleet, Brisbane. Remote location collections may only be arranged if there is no additional cost to the public.
- Requests for motor vehicle accessories should be directed to Ministerial Services and include details of any relevant business need. If an accessory (eg. tow bar) is for personal use, the cost of the accessory will be a personal expense. Any requests made in conjunction with a new vehicle order should be noted on the 'Requisition for Motor Vehicle' form. An invoice for the personal cost will be forwarded to the officer and should be paid prior to delivery of the vehicle. At the completion of lease agreements, those accessories will remain on the vehicle. Provided a personal accessory is fully paid for, and remains on the vehicle at lease end, it will be included in all future lease agreements without further charge, unless Ministerial Services are otherwise advised.
- Under the maintenance provisions of the lease agreement with QFleet, two (2) replacement tyres are provided for. Requests for replacement tyres can be made through QFleet or Ministerial Services.
- Ministerial Services provides regular vehicle management reports to Offices.
Examples
A staff member has an accident in an official vehicle on the way home from work. The full cost of repairs will be a charge to the Office of the Minister.
The partner of a Senior Advisor is driving the vehicle during a family holiday and has an accident. The insurance excess or cost of repairs will be a private cost.
A staff member is moving private equipment in a trailer and an item falls off the trailer and damages another vehicle. The insurance excess or cost of repairs will be a private cost.
4.12.4 Taxis
Policy
Taxis are to be used for official purposes only and under no circumstances are they to be used for trips of a private nature.
Cabcharge acounts are provided for official travel by Ministers, Parliamentary Secretaries and Staff.
Procedures
- Each Minister's Office has a taxi account and the Office is responsible for ordering Cabcharge dockets.
- The cost of using a taxi for official purposes may be charged to the Ministerial Office by using a taxi voucher or Cabcharge card.
- Only Ministers are entitled to hold a Cabcharge card. These cards may be obtained through Ministerial Services.
Taxi voucher books should be held by senior officers for distribution to staff as required. Note that these are accountable documents and as such, should be securely held and appropriately controlled. A register of taxi vouchers held in the Office should be maintained. When a taxi voucher is issued to a staff member, it should be signed for and the following information recorded in the register:
- voucher number;
- date;
- officer's name;
- purpose (if known): and
- destination (if known).
Staff should complete the details on the Cabcharge voucher at the time of travel and obtain a receipt on completion of the journey and return it to the register holder so cost and time can be completed in the register.
Cabcharge bills are provided to the Ministerial Office on a monthly basis and include a copy of used vouchers. The bill is to be checked, reconciled to the register and certified by the Ministerial Office that the expenditure is incurred in accordance with this Handbook. Accounts are then forwarded to Ministerial Services.
At the end of each month any unused vouchers held by staff for more than three (3) months should be made void.
Taxi vouchers must not be presigned and held for later use.
In extenuating circumstances, where it is not possible to use a taxi voucher, a staff member may pay by cash or private credit card and seek reimbursement.
Please note:
- Under no circumstances are taxi vouchers to be issued for unauthorised purposes.
- Taxis may be used for any official business, however office vehicles should be used where possible.
- Taxis may be used where a staff member is required to attend an official function as part of their duties and it is not appropriate or convenient to use an office vehicle.
- Taxis may be used as transport between home and work, when
- a staff member is required to work prior to 7 am or leaves work after 7 pm and this is not part of the staff members regular, formal or scheduled work hours; and
- a staff member is required to work on weekends and the staff member does not have the use of an official vehicle.
- Ministers or Senior Advisors may approve the use of taxis for transport home at other times in exceptional circumstances only.
- Chauffeurs may take a taxi home when they have driven the Minister and the Minister wishes to retain the official car and public transport is not easily accessible.
- All details on the taxi vouchers are to be completed, and failure to do so may result in the issue of a debit note by Ministerial Services to recoup the expenditure.
Taxis are not to be used in the following situations:
- as a means of transport between home and work where the staff member has use of an official vehicle; (Note: If a staff member has left a vehicle at work due to attending an official function for an evening, a taxi is not to be utilised as a means of transport to the Office the next morning unless the officer is required to commence work prior to 7am.)
- as transport for any trip which is of a private nature;
- where overtime is on a regular, formal or scheduled basis; or
- where public transport is reasonably available.
Last reviewed: 17 July, 2009
Last updated: 22 July, 2009
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