Use of School Vehicles

Cost: Vehicles ($7/hr, $56/day, approx. 45c/km), Trailers ($2/hr, $16/day)

Please be aware that to the general public you represent UNSW. It is expected that you observe the road laws diligently and that you show courtesy to other road users and pedestrians at all times.

 To use a School Vehicle, you must:

  • Have a current licence. Drivers with a provisional licence must display appropriate P plates.
  • Be a member of Staff, a Postgraduate or Honours student or a person otherwise approved by the Head of School.
  • Have been inducted by a vehicle manager (Patrick Smith) for your licence details to be recorded, to receive instructions in vehicle use, and to learn how to use the vehicle booking system.
  • Have made a booking using the LeasePlan vehicle booking system. Download LeasePlan booking system notes here.


  • Keys are kept in a locked safe in Room 551A.
  • Keyrings usually hold ignition key, fuel card, roadside assistance contact details. Sometimes there are other keys, such as one for the glovebox, or for a steering wheel lock.


  • School vehicles may be parked in the Blue Zone (lowest level) in the Botany St Parking station. The Landcruiser (BW01VR) is the only BEES vehicle allowed to park in the spots designated for Large Vehicles Only
  • You may only drop off and pick up at the loading dock of Biological Sciences, not park. You may park in loading zones but only in accordance with instructions on the signs.
  • Vehicles may only be parked off campus overnight with written permission from the vehicle manager (email:, and only if there is off-street parking available. When requesting approval for parking at a home address, details must include the date, the number of the vehicle and the address of the driver. Please include Vehicle overnight in subject.


  • Logbooks will still be used for a period of time during and after the transition to the online LeasePlan booking system
  • The logbook is usually located in the glovebox of the vehicle.
  • Each logsheet covers ONE week of vehicle use.
  • Ensure you have the right page. Check the date in the top right hand corner. Write the appropriate date if it is not there.
  • Fill out the details of your journey in the appropriate columns of the logsheet - Driver's Name (yours, not someone else's) and Account Number (in the same column), Odometer Readings for Out (when you left), In (when you returned) and Total, Times Start and Finish, and Journey Details (brief itinerary detailing where you went and the reason for the trip). If you bought fuel, add number Litres at the bottom of the page (see Fuel below).
  • NB. If you use a vehicle for longer than one day, write your departure and return odometer readings, and start and finish times, on the correct days of the correct page(s). Daily entries are not required if destinations are the same.


  • Ensure you know what fuel the vehicle uses (E10 unleaded petrol or diesel).
  • Whenever possible, use Caltex, Ampol or Woolworths service station and pay by Caltex fuel card. Note that, if you do not use these outlets, you will have to pay for the fuel yourself and claim the money back from LeasePlan.
  • When paying with the fuel card, give the odometer reading when you are asked for it because that information is needed in order to calculate the cost per kilometre of running the vehicle.
  • After paying for fuel, fill out the details (litres bought and docket number) in the appropriate space at the bottom of the logsheet. On a long journey, it may be difficult to fit all the information in the space provided but please try to do so.
  • Never return a vehicle with less than half a tank of fuel.


  • These cars are also used for corporate purposes too, so ensure any vehicle you return is clean, inside and out.
  • BEES vehicles get a discount at Crystal Car Wash Kingsford (near Souths Juniors). The school will pay for cleaning costs up to $70 (this covers most mud cleaning at Cyrstal Car Wash); however, any additional cleaning costs will need to be covered by your own research account code
  • The discounted price for an external wash and internal vacuum and wipe at Crystal Car Wash is $45. You will be charged ~$10-20 extra for extra mud cleaning.
  • You may clean it yourself if you wish, but it needs to be clean on the inside too!
  • For dirty or potentially messy loads, such as sand/sediment/mud, SCUBA gear, seawater or animals, make sure you protect the interior of the vehicle. Use of a plastic sheet (e.g. garbage bag) or a fish box is recommended in these situations.


  • All vehicles are fitted with E-Tags. Report any malfunction, loss or misplacement to the vehicle manager.

Parking or Traffic Offences

  • These are the responsibility of the driver. Fines will not be paid or reimbursed by UNSW.


  • If anything needs to be fixed while you are using the vehicle, contact LeasePlan on 1300 130 572 for details of the nearest approved supplier. Ensure that the supplier knows that it is a LeasePlan vehicle and to send the invoice to them. If you in an isolated area, still call LeasePlan and ask for advice. It might be that you have to pay for the repair yourself and reclaim the money from LeasePlan.
  • For roadside assistance contact the vehicle manufacturer's roadside assistance (details on keyring or in manual) or ring LeasePlan on 1800 257 526.
  • Note any problems of a less serious nature on the relevant page of the logbook
  • Document all damage or incidents (minor and major) using the LeasePlan online booking system and email


  • Do not admit liability even if you think the accident was your fault.
  • There is a LeasePlan Accident Management card in the glovebox. Fill in the details on the card and follow all instructions.
  • Report the accident to LeasePlan on 1800 64 64 22 within 24 hours.
  • If a tow truck is needed, call 1800 64 64 22.
  • Even minor damage must be reported to LeasePlan within 48 hours
  • Document all damage or incidents (minor and major) using the LeasePlan online booking system and email

First Aid Kit

Click here to make a booking.