Fleet vehicles
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, 408.7 KB)
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 Fleet Services (Building 99), 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 Fleet Services, Warehouse (Building 99 room 201) at 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, 408.7 KB)
Infringements, parking and tolls
Infringements
Any vehicle infringement notices are sent to Fleet Services for processing.
For departmental 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 hire and will be asked to provide their address and licence details.
Fleet Services will ensure infringement notices are reissued to the correct person.
Parking
UQ fleet vehicles can park in any zone, but must follow any other relevant parking rules.
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 Ampol 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:
- Ampol and BP petrol stations
- Transport Office (8209), Gatton campus
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:
- Phone RACQ — 1800 648 058.
- Provide UQ’s service number — this is on the key tag in the glove box.
- For breakdown safety information — read the PF631 Vehicle Emergency Procedures (PDF, 353.1 KB) in the glovebox.
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, 353.1 KB), 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.
Insurance Services
(07) 3365 3075
insuranceclaims@uq.edu.au
- Phone CGU — 132 480 (24 hours/7 days)
- Quote UQ's policy number — 24F2628625.
An excess of $2000 may apply (excess of $5000 for Tesla hire). 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, 92.3 KB).
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:
- complete the PF323 Authority to Operate UQ vehicles form (RTF, 402 KB)
- lodge it with your faculty, school or centre for approval.
If you’re already an authorised UQ driver, complete the PF322 Requisition for Booking a Vehicle form and email it to Fleet Services to make a booking:
- PF322 Requisition for Booking a Vehicle form (PDF, 172.3 KB)
- PF322 Requisition for Booking a Vehicle form (RTF, 407.3 KB).
Booking a Tesla
To book a Tesla Model 3 Electric, you'll need to:
- complete the PF322 Tesla 3 booking form (PDF, 307.1 KB)
- ask your manager to email Fleet Services with ‘Tesla vehicle hire request’ in the subject line
- undertake some training if this is the first time you've booked a Tesla.
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) (JPG, 68.7 KB) | $140 | $70 | $0.18 |
People mover | Kia Carnival (8 seat) (JPG, 243.9 KB) | $140 | $70 | $0.17 |
Electric sedan | Tesla Model 3 Electric (JPG, 188.7 KB) | $150/$160 | $80/$85 | $0.05 |
Sedan | Toyota Camry Hybrid (JPG, 214.1 KB) | $125 | $62.50 | $0.12 |
Van | Hyundai Staria (JPG, 194.7 KB) | $130 | $70 | $0.18 |
Hybrid wagon | Kia Niro Hybrid Wagon (JPG, 190.6 KB) | $90 | $55 | $0.10 |
4WD/SUV | Mitsubishi Outlander (JPG, 204.7 KB) | $125 | $62.50 | $0.20 |
4WD Utility | Toyota Hi Lux Extra Cab (JPG, 135.4 KB) | $135 | $67.50 | $0.20 |
2WD Double Cab Utility | Toyota Hi Lux Double Cab (JPG, 200.6 KB) | $100 | $60 | $0.18 |
Gatton campus
Vehicle type | Make and model | Cost per day | Cost per half day | Charge per kilometre |
---|---|---|---|---|
Minibus | Toyota minibus (seats 11, diesel) (JPG, 68.7 KB) | $125 | $65 | $0.15 |
About the Tesla Model 3
UQ offers 2 zero-emissions Tesla Model 3 sedans that are powered by UQ’s solar array:
- Standard Range Model 3: one motor, two wheel drive and can travel over 400 kilometres on a full charge.
- Extended Range Model 3: 2 motors, all wheel drive and can travel over 500 kilometres on a full charge.
Tesla training
Because Tesla controls will be unfamiliar to most drivers, you will need to watch our training video before you operate the vehicle for the first time.
Watch the video to see UQ's Dr Jake Whitehead take you through the basic controls of the Tesla:
Fleet Services staff will also provide you with a brief tutorial on how to operate the vehicle when you arrive for your booking.
You should also familiarise yourself with the basic controls of the Model 3 in the Tesla owners' manual overview. The manual can also be viewed on the main screen in the vehicle.
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 3.
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