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Use of Private Plated Vehicle

Fuel Cards

Fuel cards are issued by sgfleet and provided with the private plated vehicle for diesel, unleaded petrol and car washing services, but NOT for premium unleaded (unless specified by the manufacturer). The fuel card should be used for payment where possible. The odometer reading must be entered every time the car is refuelled.

If the fuel card is unable to be used (such as because of a technical failure), an sgfleet reimbursement form can be downloaded from their website and returned with the receipt and odometer reading.

Fuel cards must be kept in a secure place when not in use.

Fuel cards must not be used for any vehicle other than the private plated vehicle that it is associated with.

Vehicle Condition

All private plated vehicles must be maintained and returned in good condition. To assist with this:

  • scheduled services should be performed when due,
  • any damage should be repaired promptly, in consultation with the contracted vehicle supplier and the vehicle’s insurer,
  • the vehicle should be washed regularly as specified by the manufacturer, and
  • any theft or malicious damage involving the vehicle must be reported to police.

Scheduled Servicing

It is your responsibility to ensure that the vehicle is regularly serviced in line with the manufacturer’s warranty (and as shown on the sticker on the vehicle windscreen). This should be organised directly with the local sgfleet associated service agent.

The sgfleet Driver Assistance card has details on who to call for servicing, tyres, windscreens, batteries and roadside assistance.

Returning a vehicle at end of the lease in a sound, serviceable condition assists in ensuring that the Commonwealth does not incur additional charges for excess wear and tear and achieves the best possible sale price when the vehicle is sold.

Car Washes

The cost of car-washing services (except for valet car washing services) for a private plated vehicle will be met by the Commonwealth through the fuel card provided with the vehicle. It is expected that your car washing costs are reasonable and represent value for money.

You may choose a car-washing service that appropriately maintains the vehicle’s presentational condition, noting the fair wear and tear guidance on the constant use of automatic car washes and any manufacturer’s instructions. Vehicle manufacturers provide advice on the car washing requirements to maintain a vehicle.

Accidents

All damage to a private plated vehicle, however minor, must be reported promptly to sgfleet’s 24 hour hotline:1800 009 082.  Any theft or malicious damage involving the vehicle must be reported to the Police.

Full details of what to do in an accident are outlined in the Driver’s Card provided with every private plated vehicle.

Tolls and Traffic Infringements

You are personally responsible for all road tolls, any fines or penalties for the non-payment or late payment of road tolls, and for any administration costs in relation to these, incurred in relation to your private plated vehicle. Toll infringements and administrative fees can be avoided by supplying a personal e-tag to fit the private plated vehicle (these are not provided or reimbursable by M&PS).

Parliamentarians are personally responsible for payment of any fine specified on an infringement notice, other than where a statutory declaration has been returned to the issuing authority identifying another person as the driver of the vehicle at the time of the infringement. Where an administrative charge for processing an infringement notice is levied, M&PS will obtain reimbursement from the relevant Parliamentarian.

Parking

For access to parking at Parliament House, Senators should contact the Office of the Usher of the Black Rod and Members should contact the Office of the Serjeant-at-Arms.

Please direct any other queries relating to parking fees for your private plated vehicle to IPEA.

Drivers

It is your responsibility to ensure that persons who drive your private plated vehicle have an appropriate licence and do not use the vehicle for commercial purposes. Commercial purpose is defined as a ‘purpose relating to the derivation of financial gain or reward’ in s5 Parliamentary Business Resources Act 2017.

There is no requirement to notify Ministerial and Parliamentary Services or the fleet provider of those nominated to drive your private plated vehicle.

Last updated: 09 December 2019