Policies and procedures

Policy No.
Financial Management
Authoring Organisational Unit
Financial Compliance and Business Services - Finance
Date Approved
01/01/2007 Revised 11/05/2015
Next Review Date
Approving Body
Senior Deputy Vice-Chancellor And Registrar

This document has procedures.
Show All | Hide All | Collapse

The University of Western Australia

Save this template to the preferred folder on your network drive.

Note: You must save the template each time you want to write a policy to ensure that you are using the most recent version of the template.

You can use the show/hide button on your toolbar (this looks like a paragraph mark) to hide or show instructions in the template. If clicking on this button does not work, please go to Tools - Options - View - and un-tick hidden text before trying again.

Note: Please do not type or paste over instructions.

(A comprehensive set of instructions is also provided on the Template and Instructions page of the University Policies website.)

To include text in the template, except in the Definitions section, place your cursor at the end of the relevant section heading provided or at the end of the relevant instructions and press Enter before beginning to type or pasting in text. To include text in the definitions section place your cursor immediately under the heading before beginning to type.

Note: If you are pasting in text you must save it as plain text first so that you do not import any additional styles into the policy document.

Formatting styles are embedded in this template and can be found in a drop-down menu on your toolbar. Note: Please do not add to or alter the styles. It is recommended that styles be applied once text is finalised. Apply a style by highlighting the text and clicking on the appropriate style from the drop-down list.

If you require a numbered heading style within the policy text, please use Heading 4 from the drop-down styles list. This will automatically apply a number to the heading and each time you use the Heading 4 style the next sequential number will be applied automatically.

Styles 1.1 (Style 1), 1.1.1 (Style 2), and (Style 3) are available for the body of the text. To reduce complexity, it is recommended that numbering below the level of be avoided. Bullet points can be used for lists if required. The list bullet style is available from the styles drop-down list.

Note: If you press Enter after a heading provided in the template or after a set of instructions the Normal, Policy style will automatically be applied.

Note: Please do not use tabs in your document.

University Policy on: Use of an Private Motor Vehicle

Overtype Policy Name with the name of the policy. This must convey specifically, accurately and succinctly what the policy addresses eg Award of Honours, Study Leave.

Purpose of the policy and summary of issues it addresses:

This policy defines the nature and purpose of the use of an employee own vehicle and the rates for calculation of payments for costs incurred, when an employee is on official University business.

This must be in Normal, Policy style.

Provide a brief summary of the reasons for the policy and issues it addresses. This section is designed to stand alone. The aim is to provide the reader with enough information to make a decision about whether or not this is the policy they are looking for. It must not be longer than 200 words.

Example 1

This policy defines the nature and purpose of study leave provisions for academic staff and sets out eligibility criteria and other conditions that apply.

Example 2

This policy seeks to rationalise the award of honours across the University by addressing such issues as: entry standards, course content and structure, supervision, assessment, examination, grades, classifications, benchmarking and the maintenance and provision of documentation relating to these matters. It is based on resolutions of the Academic Board flowing from the 1999 report of the Honours Working Party.


Approved Delegate means a position with authority to act on behalf of the Vice-Chancellor with varied levels of authority in line with the University Delegations and Financial Delegations and Authority.

Cents per kilometre method means work-related kilometres as determined by CPI.

CPI means Consumer Price Index.

Employee means a person employed by the University who has an ongoing or fixed term or casual contract under the terms of the Professional and General Staff Agreement and Child Care Agreement (as amended or replaced from time to time).

University means The University of Western Australia.

University travel means an employee travelling on official business, or as an official representative of the University in the course of undertaking their normal duties.

Place your cursor immediately under the definitions heading to get the definitions style.

Policy statement:


It is preferable that an employee uses a University vehicle for University travel. A private vehicle may be used when the use of a private vehicle has been discussed and approved by the Approved Delegate before the travel and:

there is no University vehicle available and the use of public transport is not a suitable alternative due to time and efficiency, or

the individual is unable to travel by public transport due to special needs such as restricted mobility.


1 Eligibility


1.1 Employees are entitled to reimbursement for costs incurred, using the cents per kilometre method, to compensate for the use of their own motor vehicle when required for University travel.


1.2 Where two or more employees travel in the same vehicle, only one employee can claim a reimbursement.


1.3 Employees are not entitled to reimbursement for any expenses incurred in respect to the distance travelled between their residence and the University and the return distance travelled from the University to their residence.


1.4 Employees may be paid a commuted amount, authorised by the Vice-Chancellor or nominee, for the hire of motor vehicle or for the regular use of other transport belonging to them. Applications for a commuted allowance are to be sent, in writing, to the Director, Human Resources.


2 Basis of Payment


2.1 The calculation is based on the engine capacity of the vehicle and the distance travelled.


2.2 Travel by private vehicle to a destination serviced by a regular air service will attract a payment which is the lesser of either:


the equivalent lowest discounted economy airfare, or

the appropriate vehicle cents per kilometre rate for travel by the most direct route.

In circumstances where the employee has been directed to travel by vehicle, reimbursement will be in accordance with 3.1 below.


2.3 Employees who travel through two or more regions will be paid at the rate appropriate to each region.


2.4 When an employee is required to tow a University trailer or caravan, the rates applied in accordance with 3.1 below; will increase as follows:

a University caravan will receive an additional 4.54 cents per kilometre;

a University trailer will receive an additional 2.58 cents per kilometre.


3 Rates of Payment


3.1 Specific rates will be adjusted annually, in accordance with CPI, for the following:


3.1.1 Employees who are not required (as a term of employment) to supply and maintain a motor vehicle for use when on official University business (refer to the Employee Private Vehicle Allowance); or


3.1.2 Employees who are required (as a term of employment) to supply and maintain a motor vehicle for use when on official University business, will be calculated on the total kilometres travelled in a financial year (refer to the Employee Private Vehicle Allowance).


3.2 The Vice-Chancellor may approve an increase in rates when appropriate.


4 Insurance


4.1 Risk to the private vehicle is the responsibility of the owner of the private vehicle, Safety & Health-Driving Own Vehicle For Work Purposes.



Download Claim for Use of Private Vehicle Form.


Complete Sections 1, 2 and 3 of the form.


Forward form to the Approved Delegate for completion of Section 4.


Send form to HR Services-Employment (M350) following approval.








Policy or Procedure?

Policies are statements of the principles1 which govern decision-making.

Procedures are the functional steps used to implement policies.

1 Principles in this context are to be understood as being both broad and detailed.

The policy statement makes clear the intent of the policy. It must be written in clear, precise and direct language. Short sentences are preferable. Any specialist words or acronyms must be defined at the beginning of the statement. (A guide to writing styles will be available soon.)

If the policy includes procedural elements you will need to identify these as Procedures by including this word above the relevant text. The procedures style from the styles drop-down list must be applied to the whole of the procedures text, including the word Procedures. Note: Administrative procedures can be approved by the relevant Director.

Related forms:


Claim for Use of Private Vehicle Form


Provide links to any forms associated with the policy (eg Approved Leave form) and/or to information on on-line submission.

Note: Forms are a means through which policy is processed, not made. Forms must reflect policy and must not be used to create policy.


TRIM File No:


Insert the appropriate TRIM file number. All policies must have a TRIM file for storing information relating to policy development and other related information. Note this is not the policy number. Apply for a TRIM file number at http:/


Contact position:

HR Services - Employment

State the name of the position that is to be contacted for any queries regarding the policy, eg University Secretary. Note: As this will link through to the Universitys Contact Directory, the position name must be given exactly as it appears in that directory.



Related Policies or legislation:

Professional and General Staff Agreement 2014

Childcare Agreement 2009-2012

Motor Vehicle Insurance Policy

Finance Manual - Motor Vehicles

Provide details of, and, if appropriate, web links to, other policies, legislation or committee resolutions that relate to the subject of the policy, if known, eg Statute(s), University General Rule(s). If unsure what these might be, try one or more of the following:

Conduct a search on TRIM.

Make an enquiry to Archives and Records.

Seek help from staff in the relevant section.

If related policies are stored in University Policy format on the University Policies site, please provide the relevant policy number(s).



Switch off the instructions by clicking the hide/show button on your toolbar.

Check the content of the document for clarity and accuracy.

Submit the document to the relevant position or body for approval.

When the document is approved -

if the policy does not already have a University Policy number, apply for one by completing the form at (Control and click to follow the link.)

include the University Policy number in the relevant table box in the template; and

complete the relevant approval date and any other table boxes at the end of the template that have not yet been completed.

Save the document in Filtered HTML format to a convenient location on your network drive (Go to File Save As and select Web Page, Filtered from the drop-down list under the filename box.)

Apply the style-checker as follows:

Go to the following URL (Control and click to follow the link.)

Browse to find the policy document you have saved in Filtered HTML.

Hit Submit to bring up the preview of the converted document.

Check for errata and mis-processed characters.

Once the document is correct, click on Download Document to download the document to the preferred folder on your network drive.

Appropriate Director emails ( the policy to University Records for storing in TRIM and publishing on the University Policies website.


[ Show All Procedures | Hide All Procedures | Collapse Procedures ]