Fleet vehicles: how to hire and operate
Discover all you need to know about hiring and operating fleet vehicles, including fuel, tolls, infringements and emergency procedures.
Hire a pool vehicle
Pool vehicles are only available for:
- students undertaking project-related activities
- staff conducting work-related tasks.
To hire a UQ pool vehicle, you must be an authorised driver and have approval to hire.
Follow these steps:
- Register as an authorised UQ driver:
- Download and complete the PF323 Authority to Operate UQ Vehicles form (RTF, 418.8 KB)
- Lodge the form with your faculty, school or centre for approval
- Choose which vehicle to book and submit a request. You can either:
- book a pool vehicle by downloading and completing a PF322 Requisition for Booking a Vehicle (PDF, 176.5 KB) and email it to Fleet Services at transport@uq.edu.au
- book a Tesla by downloading and completing a PF322 Tesla 3 booking form (PDF, 313.2 KB) and asking your manager to email Fleet Services at transport@uq.edu.au with ‘Tesla vehicle hire request’ in the subject line.
Cost
Hiring a UQ pool vehicle incurs fees.
| Vehicle type | Total in fleet | Make, model and image | Cost per day | Cost per half day | Charge per kilometre |
|---|---|---|---|---|---|
| Minibus | 2 | Toyota minibus (seats 11, diesel) (JPG, 68.7 KB) | $170 | $85 | $0.30 |
| People mover | 3 | Kia Carnival (8 seat) (JPG, 243.9 KB) | $160 | $80 | $0.20 |
| Electric sedan Short/Long Range | 2 | Tesla Model 3 Electric (JPG, 188.7 KB) | $175/$195 | $87.50/$97.50 | $0.06 |
| Hybrid Sedan | 2 | Toyota Camry Hybrid (JPG, 214.1 KB) | $145 | $72.50 | $0.14 |
| Van | 3 | Hyundai Staria (JPG, 194.7 KB) | $150 | $75 | $0.30 |
| Hybrid wagon | 2 | Kia Niro Hybrid Wagon (JPG, 190.6 KB) | $105 | $52.50 | $0.12 |
| 4WD/SUV | 3 | Mitsubishi Outlander (JPG, 204.7 KB) | $145 | $72.50 | $0.23 |
| 4WD Utility | 1 | Toyota Hi Lux Extra Cab (JPG, 135.4 KB) | $155 | $77.50 | $0.35 |
| 2WD Double and Single Cab Utility | 2 | Toyota Hi Lux Double Cab (JPG, 200.6 KB) | $130/$120 | $65/$60 | $0.30 |
| Vehicle type | Total in fleet | Make, model and image | Cost per day | Cost per half day | Charge per kilometre |
|---|---|---|---|---|---|
| Minibus | 2 | Toyota minibus (JPG, 68.7 KB) | $140 | $70 | $0.18 |
Tesla Model 3 features, training and charging
Features
- Standard Range: single motor, 2WD, ~400 km on full charge
- Extended Range: dual motor, AWD, ~500+ km on full charge
- Both vehicles are zero-emissions and powered by UQ’s solar array
Training
- Fleet Services provides a brief tutorial at pickup
- Review the Tesla owners’ manual overview (also accessible on the car’s main screen)
Charging
- EV charging stations are available at St Lucia and Gatton. Use the Tesla Destination Charger for Model 3.
- Learn more about electric vehicle charging stations
Manage infringements, parking and tolls
Infringements
Notices are sent to Fleet Services for processing. What happens next depends on the type of vehicle involved:
- Departmental vehicles – Fleet Services sends notices to the vehicle custodian, who must provide a statutory declaration to Queensland Police
- Pool vehicles – Fleet Services finds drivers via the vehicle log then asks them to confirm their address and license details.
Parking
- You can park UQ fleet vehicles in any zone but must follow all other parking rules.
Tolls
- Pool vehicles – Toll tags fitted, driving on toll roads unrestricted
- Departmental vehicles (staff only) – Order a toll tag from Linkt at departmental expense.
Use a fuel card
To get a fuel card (staff only)
- Contact Fleet Services on 0408 380 487 or email transport@uq.edu.au
Where to use
- Ampol and BP service stations
- Transport Office (8209), Gatton campus
Report your card usage
- When paying, enter the odometer readings at purchase
- Each month, Fleet Services will upload your fuel usage data to ARCHIBUS and charge your vehicle account
Lost or damaged cards
- If your card is lost, stolen or damaged, contact Fleet Services immediately on 0408 380 487 or email transport@uq.edu.au
Get vehicle servicing and emergency help
Servicing
Fleet Services maintains all UQ vehicles. They log all services in ARCHIBUS, which eligible users can view. Fleet Services also write windscreen stickers recording when the next service is due.
Vehicle breakdowns
All UQ vehicles are covered nationwide by RACQ Fleet Care.
If your vehicle breaks down:
- phone RACQ on 1800 648 058
- provide UQ’s service number (this is on the key tag in the glove box).
For breakdown safety, read the PF631 Vehicle Emergency Procedures (PDF, 357.2 KB) in the glovebox.
Vehicle accidents
If you are in an accident, here's what you should do:
- stop and exchange details with other parties
- do not admit fault or discuss negligence
- record registration and make of vehicles involved
- note location, time, and road conditions
- record witness names/addresses
- photograph damage
- report the accident to the police if required
- keep damaged property/items for possible inspection.
For more information, check your glovebox for the PF631 Vehicle Emergency Procedures (PDF, 357.2 KB) or print this page.
Lodging a claim
If the UQ vehicle you’re using is damaged in an accident, you must lodge a claim.
To lodge a claim:
- phone CGU on 132 480 (24 hours/7 days)
- quote UQ's policy number – 24F2628625.
You’ll also need to let UQ Insurance Services know you made the claim:
- phone them on (07) 3365 3075
- or email insuranceclaims@uq.edu.au.
You may need to pay an excess of $2,000 ($5,000 for Teslas). If the repairs cost less than the excess, we may cancel the claim and pay the repairer directly.
- If you wish, you can download and print the Motor Vehicle Fleet Claims Procedures (PDF, 92.3 KB)
- For full details of UQ’s insurance procedure, see Insurance Coverage and Management of Claims Procedure.