Private Vehicles for University Business
Policy
Responsibility for policy: Chief Financial Officer
Approving authority: Vice-Chancellor
Last reviewed: December 2014
Next review date: December 2019
Application
1. This policy applies to all staff of the University of Waikato.
Purpose
2. The purpose of this policy is to provide a consistent, transparent and cost-effective framework
for the use of private vehicles for University business, and for the reimbursement of associated
costs.
Related documents
3. This policy should be read in conjunction with the following:
 PCard Policy
 Rental Vehicle Policy
 Staff Code of Conduct
 Travel Policy
 Vehicle Use Policy
Definitions
4. In this policy:
University business means any activity that a staff member is expected to undertake during the
course of his or her work
University pool vehicle means a vehicle owned or leased by the University of Waikato that is
available for short-term loan to authorised drivers for the purpose of conducting University
business
Approval and use of private vehicles for University business
5. Line managers are responsible for ensuring that their staff have access to appropriate transport
to undertake University business and that such provision is made at rates which are costeffective for the University.
6. Staff who are required to travel on University business commencing and ending at a University
of Waikato campus must use a University pool vehicle whenever one is available, rather than
using a rental or private vehicle; University pool vehicle booking forms are available through the
University Fleet Management website. Further information may be obtained by emailing
[email protected].
7. Private vehicles must not be used for University business, except where:
 using a private vehicle costs no more than use of a rental vehicle or alternative transportation
such as a taxi, or
 using a private vehicle is necessary on disability or medical grounds.
8. Line managers have authority to determine whether circumstances are appropriate for staff to
use their own vehicles for University business in accordance with clause 7 of this policy, and to
approve such use; line managers must seek advice from the Chief Financial Officer before
approving exceptions to this policy on the grounds of cost effectiveness.
9.
The owner of a private vehicle being used for University business must carry adequate insurance
cover for his or her protection and for the protection of any passengers. Private vehicles must be
roadworthy with a current registration and warrant of fitness.
10. Responsibility for ensuring that staff comply with this policy rests with the relevant line
manager.
Reimbursement of costs
11. In cases where the relevant line manager has approved the use of a private vehicle, the
reimbursement amount must not exceed the cost to the University of a rental vehicle in the same
circumstances (that is, for the same distance and timeframe).
12. Where a private vehicle is used for University business over a period of more than 24 hours, the
staff member will be entitled to reimbursement costs calculated on the basis of the total distance
travelled on University business for the authorised period.
13. Expenses associated with the use of private vehicles for University business must not be charged
to a University PCard.
14. The University will reimburse staff for use of private vehicles for University business at the rates
specified by the Inland Revenue Department, subject to clauses 11 and 12 of this policy. These
are currently:
Annual work-related km Rate
Banded Rate
1 to 5,000 km per year
72 cents per km
15. Claims for reimbursements under this policy must be made through Staff Expense Claims and
are subject to approval by the relevant line manager. Claims must specify full details of
individual trips, including the reasons for the use of a private vehicle, so that the appropriate
rate of reimbursement can be applied in each case.
16. Staff will not be reimbursed for claims exceeding 5,000km in a given 12 month period unless
such claims have been approved in advance in writing by the Chief Financial Officer.
Responsibility for monitoring compliance
17. The Chief Financial Officer is responsible for monitoring compliance with this policy and
reporting any breaches to the Vice-Chancellor.
18. Breaches of this policy may result in disciplinary action under the Staff Code of Conduct.