An employee must obtain prior approval before using their private motor vehicle during the course of their employment and, following use, must make a declaration stating the date, the purpose of the trip, the number of kilometres travelled and the type of vehicle used.
A private vehicle shall not be authorised for use on Government business in excess of 5,000 kilometres travelled in a fiscal year, except where specifically authorised in writing by the Director of VicFleet.
If, during the course of their employment, an employee is required to use their private motor vehicle, the employee will be reimbursed for mileage costs in accordance with clause 31.4 of the Victorian Public Service (Non - Executive Staff) Certified Agreement 2006.
The rates payable in respect of motor vehicle usage shall be the rates determined by the Australian Tax Office from time to time or such higher rates as determined by the departments or agencies before the commencement of the Victorian Public Service (Non-Executive Staff) Certified Agreement 2006.
Standard Vehicle Policy in relation to reimbursement of expenses for the use of private vehicles on government business is in accordance with Section 31.4, Victorian Public Service (Non-Executive Staff) Certified Agreement 2006.
When making claims, employees must submit official receipts as soon as practical after the event as evidence of expenditure incurred. A declaration from the employee that the expense was incurred may be accepted if the receipt is lost or misplaced, and suitable verification can be made.
VicFleet shall monitor variations to the rates published by the Australian Tax Office and inform departments, agencies and the CPSU of variations as soon as practicable after their publication.
All private vehicles that are authorised for use in government business must be:
a) registered for use on the open road,
b) roadworthy and free of defects,
c) comprehensively insured by a motor vehicle policy that specifically indemnifies the Crown,
d) free of any modification that may invalidate the motor vehicle insurance,
e) used only for purposes that fall within the original proposal for insurance of the vehicle (including use for business purposes), and
f) driven and used in a manner that complies with the Victorian Government’s Standard Motor Vehicle Policy.
Section 31.4 of the Victorian Public Service (Non-Executive Staff) Certified Agreement 2006, covering use of private vehicles on Government business.
31.4 Private motor vehicle use
31.4.1 An Employee, required to use his/her private motor vehicle in the course of his/her employment, will be reimbursed for kilometre costs and any other motor vehicle reimbursement expenses incurred in the course of the Employee’s employment and authorised by the Employer.
31.4.2 The Employee must obtain the prior approval of the Employer before using their private motor vehicle during the course of their employment.
31.4.3 Following use, the Employee must submit a declaration stating the date, the purpose of the trip, the number of kilometres travelled and the type of vehicle used.
31.4.4 The rates payable in respect of motor kilometre costs will be the rates determined by the Australian Tax Office from time to time.
Follow the link to rates currently advertised by the Australian Tax Office as claimable on tax returns.
