Human Resources

University Policy on Use of an Employee's Private Vehicle - Professional Staff

Policy No.
Human Resources
Authoring Organisational Unit
Human Resources - Central Unit
Date Approved
Revised 11/05/2015
Next Review Date
Approving Body
Senior Deputy Vice-Chancellor And Registrar

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The University of Western Australia

University Policy on: Use of an Employee's Private Motor Vehicle

Purpose of the policy and summary of issues it addresses:

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


"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's 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.

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 3.5 cents per kilometre;
  • a University trailer will receive an additional 2 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.

Related forms:

Claim for Use of Private Vehicle Form

TRIM File No:


Contact position:

HR Services - Employment

Related Policies or legislation:

Professional and General Staff Agreement 2014

Childcare Agreement 2009-2012

Motor Vehicle Insurance Policy

Finance Manual - Motor Vehicles

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