The Fleet Services division is responsible for University-owned vehicles.

Purchase, registration and disposal

Faculties, departments and centres should make new vehicle purchases through Fleet Services.

Vehicles are purchased under a Whole-of-Government Panel Arrangement with QFleet, which provides UQ with significant discounts.

Under this arrangement, UQ has to prepare monthly reports for QFleet on the expected number of new vehicles to be purchased between 1 July and 30 June each year.

Download PF330 Purchase and Disposal Form (RTF, 389KB)

Registration

All University vehicles are registered on the common date of 1 November.

UQ vehicles are registered under a unique identifier – this is organised during the purchase process.

When registration is renewed on 1 November, all charges are paid in bulk and then distributed to vehicle accounts.

New vehicles and ARCHIBUS

Vehicle administration begins when a new vehicle is delivered to the Fleet Services Garage, Industrial Centre (85) on St Lucia campus.

Fleet Services will inspect the vehicle to ensure it meets all of the ordered specifications.

Following inspection, the vehicle's details will be entered into ARCHIBUS Fleet Module – UQ’s fleet management system. Fleet Services staff will then release the vehicle to the vehicle custodian.

Vehicle custodian

The vehicle custodian is the person responsible for the day-to-day running of the vehicle.

Custodians are normally nominated by the purchasing department and can access relevant information about the vehicle through ARCHIBUS. If you're a vehicle custodian and you don't have access to ARCHIBUS, you can request access to ARCHIBUS.

Custodian responsibilities include:

  • monitoring vehicle usage and costs
  • ensuring only authorised drivers access the vehicle
  • log book maintenance
  • scheduling vehicle maintenance and servicing.

Vehicle custodians should contact Fleet Services to arrange maintenance and servicing. Fleet Services will ensure each vehicle's operating costs are recorded in ARCHIBUS.

Fleet Services staff can also:

  • generate reports on usage and costs per kilometre
  • update vehicle information or other details, such as change of vehicle custodian.

Contact Fleet Services for more information.

Disposal

To dispose of a UQ vehicle, deliver the vehicle to the Fleet Services Garage, Industrial Centre (85) on St Lucia campus.

Once there, the vehicle will be cleaned and valued, and then sent to public auction.

Reconciled funds will be deposited in the account nominated on the PF330 Purchase and Disposal Form (RTF, 389KB).

Infringements, parking and tolls

Infringements

Any vehicle infringement notices are sent to the University Fleet Officer for processing.

For departmental or executive vehicles — infringement notices are forwarded to the vehicle custodian, who should then provide a statutory declaration to Queensland Police.

For pool fleet vehicles — drivers are identified according to the vehicle log book and will be asked to provide their address and licence details.

The University Fleet Officer will ensure infringement notices are reissued to the correct person.

Parking

UQ number plates don’t provide you with immunity from parking infringements.

On UQ campuses, UQ decal and plated vehicles are authorised to park in:

Penalties are enforced for parking outside these zones.

Read more information about fleet vehicle parking

Tolls

For pool fleet vehicles — toll tags are fitted in every car. Driving on toll roads is unrestricted.

For departmental vehicles — order a toll tag from Linkt. This is a departmental expense.

Fuel cards

Fleet Services orders Caltex and BP fuel cards through Whole-of-Government supply.

Contact Fleet Services to order a fuel card.

Once you have a fuel card, you can fill up at:

Lost or damaged fuel cards

Contact Fleet Services as soon as possible if your fuel card has been lost, stolen or damaged.

Reporting

When a custodian or driver pays with a fuel card at Caltex or BP petrol stations, they have to input kilometre readings.

Details of fuel usage from these two suppliers are reported monthly to Fleet Services and uploaded to ARCHIBUS.

These charges are then added to vehicle accounts.

Service and emergencies

Service

All University vehicles are serviced and maintained by Fleet Services, including passenger vehicles, trucks, tractors and plant.

Services are logged in ARCHIBUS and are available to view by eligible users.

Vehicle service information and due dates are also written on windscreen stickers for reference.

Vehicle breakdown

All UQ vehicles are covered nationwide by RACQ Fleet Care. If your car breaks down:

Vehicle accident

If you have been involved in an accident, here's what you should do:

  • Stop and exchange names and addresses with any other driver/party involved.
  • Write down the registration number and make of any other vehicles involved.
  • Write down the exact location of the accident, time of day and road conditions (e.g. slippery, following heavy rain etc.).
  • Write down the names and addresses of any witnesses at the scene of the accident.
  • Report the accident to the police if you required to do so.
  • Take photos of any damage.
  • Keep damaged property and items so they can be inspected and assessed if required.

Make sure you don't admit fault, or discuss issues about the negligence of any driver/party involved in the accident.

For more information, check your glovebox for the PF631 Vehicle Emergency Procedures (PDF, 676KB), or print this document, if needed.

Lodging a claim

If you have been involved in an accident that has caused damage to a UQ vehicle, you will have to lodge a claim.

It takes about 10 to 15 minutes to make a claim:

  • Phone CGU — 132 480 (24 hours/7 days)
  • Quote UQ's policy number — 24F2628625.

A CGU claims officer will take details of the accident and help with any questions about the repair process and what happens next.

An excess of $2000 may apply. If the repair bill is less than this amount, your claim might be cancelled and the invoice paid directly to the repairer.

If you prefer, you can download and print the Motor Vehicle Fleet Claims Procedures (PDF, 98KB).

UQ insurance

Insurance Services
(07) 3365 3075
insuranceclaims@uq.edu.au

Hiring a pool vehicle

With approval, UQ staff and students can hire a number of UQ pool vehicles.

You have to be an authorised driver to hire a pool vehicle.

To become an authorised UQ driver:

If you’re already an authorised UQ driver:

To book the Tesla Model S Electric — also ask your manager to email Fleet Services with ‘Tesla vehicle hire request’ in the subject line.

Read about other on-campus car hire options

Cost

You have to pay to hire a University pool vehicle. Consult the tables below for information about fees and charges:

St Lucia campus

Vehicle type Make, model and image Cost per day Cost per half day Charge per kilometre
Minibus Toyota minibus (seats 11, diesel) $125 $65 0.15¢
Sedan Tesla Model S Electric $100 $75 0.00¢
Sedan Toyota Camry Hybrid $90 $45 0.09¢
Sedan Toyota Prius C $60 $45 0.08¢
Utility Mazda BT 50 $90 $45 0.15¢
Van Toyota Hi Ace Courier $90 $45 0.15¢
Wagon Subaru Forester $90 $45 0.12¢
Wagon Ford Mondeo $90 $45 0.10¢

Gatton campus

Vehicle type Make and model Cost per day Cost per half day Charge per kilometre
4WD Nissan Navara Dual Cab $100 $60 0.15¢
Minibus Toyota minibus (seats 11, diesel) $125 $65 0.15¢

About the Tesla Model S

The zero-emissions Tesla Model S is powered by UQ’s solar array and provides data back to researchers as you drive.

Because Tesla controls will be unfamiliar to most drivers, you will have to undertake some training before your booking:

Watch the full Tesla Model S video walkthrough. Fleet Services staff will also familiarise you with standard aspects of the vehicle before you drive.

Familiarise yourself with basic controls in the Tesla Owner’s Manual (PDF, 5.3MB). Pay particular attention to:

  • Page 38: Starting and Powering Off
  • Page 39: Gears
  • Page 40–44: Instrument Panel
  • Page 64–68: Traffic Aware Cruise Control.

The manual can also be viewed on the main screen in the car.

Charging the Tesla

Electric vehicle charging stations are available at both St Lucia and Gatton campuses. Use the Tesla Destination Charger for the Tesla Model S.

Learn more about electric vehicle charging stations