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Hire Vehicles Bus Services CarSharing

The Fleet Services section is responsible for a range of activities concerned with the fleet of vehicles and plant owned by the University and the mobility of University staff and students via hire vehicles, scheduled bus services and charters.

Information on services provided:

University Vehicles

Purchase

Faculties, departments and centres should make new vehicle purchases through Fleet Services.

Vehicles are purchased under a Whole-of-Government Panel Arrangement with QFleet. This arrangement provides UQ with significant discounts and requires UQ 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 the PF330 Purchase & Disposal form.

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 the Fleet Services Garage, Industrial Centre (85) on St Lucia campus.

Fleet services will inspect the vehicle and ensure that it meets all of the specification as ordered.
Following inspection, the vehicle details will be entered into Archibus Fleet module – UQ’s fleet management system. Fleet services staff will then release the vehicle to the custodian.

Vehicle Custodian

The vehicle Custodian is the person responsible for the day to day running of the vehicle.

Responsibilities include ensuring that only authorised drivers have access to the vehicle, that log books are maintained, and that any maintenance and servicing needs are looked after. The custodian should contact Fleet services to arrange to have maintenance and servicing scheduled. Fleet services will ensure that operating costs relating to an individual vehicle are recorded in Archibus.

Custodians are normally nominated by the purchasing department. They can monitor vehicle usage and costs and access relevant information about the vehicle through Archibus. If a custodian does not have access to archibus, request access here.

Disposal

To dispose of a UQ vehicle, deliver the vehicle to the Fleet Services Garage, Industrial Centre (85) on 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 & Disposal form.

Infringements, Parking and Tolls

Infringements

Any vehicle infringement notices are sent to the University Fleet Officer for processing.

For departmental or executive 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 book and will be asked to provide their address and licence details.

The University Fleet Officer will ensure infringement notices are reissued to the correct person.

Parking

UQ number plates don’t provide you with immunity from parking infringements.
On UQ campuses, UQ decal and plated vehicles are authorised to park in:

  • Service and maintenance bays
    14P (all-day) zones
    Conifer Knoll Car Park, Level 1, Restricted Zone.

Penalties are enforced for parking outside these zones.

Read more information about fleet vehicle parking here.

Tolls

For pool fleet vehicles — toll tags are fitted in every car. Driving on toll roads is unrestricted.

For departmental vehicles — go to the Go Via website to order a toll tag. This is a departmental expense.

Fuel Cards

Fleet Services orders Caltex and BP fuel cards through Whole-of-Government supply.
Email vehicles@pf.uq.edu.au or phone (07) 336 53316 to order a fuel card.
Once you have a fuel card, you can fill up at:Fuel cards

Lost or Damaged Fuel Cards

Email vehicles@pf.uq.edu.au 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.

Vehicle Servicing

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.

Service contact: vehicles@pf.uq.edu.au

Vehicle Breakdown

All UQ vehicles are covered nationwide by RACQ Fleet Care. If your car breaks down:

  • Phone the 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 Vehicle Emergency Procedures (PDF, 676KB) 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 Vehicle Emergency Procedures (PDF, 676KB), 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. It takes about 10 to 15 minutes to make a claim.

  • Phone CGU — 132 480 (24 hours/7 days)
    Quote UQ's policy number — 24F2628625

A CGU claims officer will take details of the accident and will help with any questions about the repair process and what happens next.

An excess of $2000 may apply. 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.

UQ insurance contact
Insurance Services
(07) 3365 3075
insuranceclaims@uq.edu.au

Vehicle Hire & Car Sharing

UQ Fleet Vehicle - St Lucia campus

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:

If you’re already an authorised UQ driver:

To book the Tesla Model S Electric — also ask your manager to email vehicles@pf.uq.edu.au with ‘Tesla vehicle hire request’ in the subject line.

Cost

click here for the Vehicle Hire Rates

What type of vehicles are available for hire?

Vehicles current available for hire in the UQ Pool Fleet:

* Zero Emissions Vehicle (Tesla Model S)

Tesla
Tesla Model S (Zero Emissions Vehicle) *
Wagon
Ford Mondeo Wagon
Camry Hybrid
Toyota Camry Hybrid
oyota Prius C Hybrid
Toyota Prius C Hybrid

Forester
Subaru Forester

Minibus
Commuter Minibus
Utility
Mazda BT50 Single Tray Ute

Hi Ace Van
Toyota Hi Ace Van

The Tesla Model S is now available for hire from the Pool Fleet. This zero emissions vehicle powered by UQ’s extensive solar array is providing great data back to researchers as you drive - and has no kilometre charges. As this vehicle will be unfamiliar to most drivers, some induction will be necessary prior to your booking. Please watch the full Tesla Model S walkthrough. Fleet Services staff will also familiarise you with standard aspects of the vehicle before you drive. Alternatively, the Tesla owners manual will enable you to search particular functions. You should familiarise yourself with basic controls:

  • Page 38: Starting and Powering Off
  • Page 39: Gears
  • Page 40-44: Instrument Panel
  • Page 64-68: Traffic Aware Cruise Control

The manual can also be viewed on the main screen in the vehicle. Should you wish to hire this vehicle, please email via your section manager to P&F Fleet Services at vehicles@pf.uq.edu.au. Please place 'Tesla Vehicle Hire Request' in the subject line.

GoGetFleet Services have partnered with Australia’s largest car sharing scheme, GoGet, to make vehicles available to staff and students as an adjunct to the pool of vehicles available for hire. It is hoped that this initiative proves to be an innovative and convenient service which reduces vehicle numbers and eases parking congestion on campus.

How it Works

  • Users must be registered as a member of the service and are provided with a unique swipe card.
  • Online bookings can be made by the hour or by the day.
  • Competitive rates include, fuel, maintenance, cleaning and insurance.
  • An iPhone app is available and provides location details for all cars in the network, Australia wide.

How do I book a GoGet Vehicle at St Lucia?

Hirers must be a member of the service, there are three types specifically available for UQ staff and students:

  1. UQ Students
  2. UQ Staff Business Use - for UQ business and corporate card holders
  3. UQ Staff Personal Use

GoGetUQ staff business use account

UQ staff using the service for UQ business use will have a departmental account or accounts set up by corporate card holders. This provides :

  • The ability to nominate other staff as GoGet users
  • A unique swipe card for each user
  • Bookings by the hour or day via web, app or phone
  • Cleaning , Fuel, Maintenance, Parking and Insurance included
  • Monthly invoice with trip comments and activity report
  • Dedicated parking bays
  • GoGet standard excess is $2000. There is an option for Reduced Liability at $1.75 per hour (max $18 per day) to reduce the excess to $300.

The swipe card and booking system can be used across the network of vehicles in Queensland and Interstate.

**Please check with corporate card holders in your area to see if an account already exists.**

Questions on account set up can be directed to vehicles@pf.uq.edu.au or contact Chris@Goget.com.au or Keith@Goget.com.au.

Please be aware that carshare vehicles are only to be driven by the registered driver who booked the vehicle. Handing the vehicle to any other driver/s automatically voids insurance and you may be liable for the full cost of vehicle replacement.

How much does it cost?

  • Competitive hourly and daily rates apply.
  • For UQ students and UQ Staff Business Use - there are no joining or ongoing membership fees.
  • For UQ Staff Personal Use - there are no joining fees and the ongoing membership fee is waived for a period of 12 months.
  • The costs are displayed on the system and may vary slightly depending on model of car hired.

For more information on rates, please visit the relevant service page:

  1. UQ Students
  2. UQ Staff Business Use - for UQ business and corporate card holders
  3. UQ Staff Personal Use

Where are the GoGet cars located on St Lucia campus?

The GoGet cars are available for bookings in the following locations:

Uni Drive carpark
University Drive - Kimberley (Yaris), Mona (Yaris), Maiko (Rav4)
GoGet Car Hire
Services Road at Seddon West Bldg - Chew (Corolla) & Darryl (Rav 4)
Manfield Place carpark
Mansfield Place carpark - Teng (Rav4), Des (Utility), Chantelle (Van) & Bourne (People Mover)
Uni Drive carpark
Oral Health carpark - Yokyi (Rav4) & Kazuna (Corolla)

 

Fleet Services have upgraded the vehicles at the Gatton Campus which enables users to book on-line and access 24 hours/7 days a week. Vehicles are available for business and private use. National bookings can be sourced in Melbourne, Sydney, Perth and Brisbane.

Should you wish to register, please contact your School/Dept. Admin person below:

After you have registered as a driver, payment options can include your Departments business account, your own procurement card or your personal credit card.

To book, log on to flexicar https://booking.eileo.org/flexicar/#/login, enter suburb “Gatton Campus 4343 “select time, date and vehicle. A booking confirmation will go to you and the account administrator. A pin number will be sent 15 mins prior to your booking time. Use this pin once on pick up and again at the end of the trip. During your booking the key can be used for open / close / locking doors.

Call 1300 36 37 80 with your booking reference if there are any issues with your booking or the vehicle.

Please be aware that carshare vehicles are only to be driven by the registered driver who booked the vehicle. Handing the vehicle to any other driver/s automatically voids insurance and you may be liable for the full cost of vehicle replacement.

Flexicar for students

Book a Flexicar by the hour or by the day for the freedom of owning a car, without the cost of buying one. UQ students get a free membership when you select the University of Queensland rate plan when you sign up. Join online at flexicar.com.au or call 1300 36 37 80. 

Rates for UQ Gatton


STUDENT

STAFF BUSINESS STAFF
PRIVATE*
Joining Fee None None None
Annual Membership Fee WAIVED WAIVED WAIVED
Monthly Minimum Cost N/A WAIVED N/A
Credit Rollover N/A N/A N/A
Hourly Rates $9.95/$10.95
Hatch/SUV
$11.05/$12.05
Hatch/SUV
$14.50/$15.50
Hatch/SUV
Daily Rates $65/$75
Hatch/SUV
$65/$75
Hatch/SUV
$89/$99
Hatch/SUV
Driving Included with Each Hourly Booking Unlimited Free KMs Unlimited Free KMs Unlimited Free KMs
Driving Included with Each Daily Booking   100kms  100kms  100kms
Additional Driving 39c per km 25c per km 39c per km
Standard Damage Cover Excess $1500 $1200 $1200
Reduced Damage Cover Excess (*surcharge applies: $2hr capped at $15day) $400* $0* $0*
Young Driver (under 21) standard damage cover excess $1500 $1500 $1500
      *Staff can self-select to a cheaper rate-plan by pre-purchasing driving credit.

For more information, please visit www.flexicar.com.au.

 

UQ Bus Services

Bus Services

The University of Queensland provides staff and students with two free bus services, the Intercampus bus service and the St Lucia-Long Pocket shuttle. These services are provided for UQ students and staff who are working on campus. It is not a public bus service, however bona fide visitors attending on UQ business may arrange to obtain a permit to travel on these buses. Please make sure to pre-book your intercampus bus trips. By booking the day prior to travel you help ensure we provide the best service and leave no one behind.

A charter bus hire service is also available through UQ's bus service provider, Belbaker Pty Ltd. It includes the provision of charter buses for student transfers and ceremonial events in modern air-conditioned buses.

More information about the features, bookings, costs, terms and conditions and timetables for the Intercampus bus, Long Pocket Shuttle and Charter bus services is available here.

Bus Services

 

More information:

Fleet Section Contacts

Fleet vehicle forms

Sustainable Transport

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