Use of School Vehicles

Cost: Vehicles ($7/hr OR $56/day AND approximately $0.45/km); Trailers ($2/hr OR $16/day).
(Please note, prices are subject to change. Contact the vehicle manager for more information.)

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

The use of any UNSW or hired vehicle for UNSW business must comply with the relevant UNSW Policies and Procedures, which you can access at the below links:

To use a School Vehicle you must:

  • Have a current driver licence valid for use in NSW. 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 the vehicle manager (Bernadette Phu) for your licence details to be recorded, to receive instructions in vehicle use, and to learn how to use the vehicle booking system (LeasePlan Online).

  • Have made a booking on LeasePlan Online. (Download the LeasePlan booking system notes here.)


  • Volunteers may only operate a UNSW vehicle to conduct UNSW business when working with a member of Staff, a Postgraduate or Honours student, and have volunteer approval by the Head of School.

  • Volunteers need to provide the vehicle manager with a copy of a current and valid driver license, and complete a HS010 Volunteer Approval Request Form

  • Volunteers must read and fully understand the Use of BEES Vehicles by Non-BEES Individuals document before commencing any activities.

  • Volunteers are under the direct responsibility of a supervisor who must be inducted. The supervisor is accountable for relaying all relevant rules, procedures and safety information.


  • Keys are kept in a locked safe in Biolink Building D26. During your induction you will be shown where this is.

  • Key-rings usually hold an ignition key, fuel card, and roadside assistance contact details. Some may have other keys, such as one for the glove box, or for a steering wheel lock.

  • Do not collect keys earlier than you need in case someone has booked the same vehicle before you.

  • Return the keys as soon as you have returned the vehicle.


  • You must complete your booking online with the actual pick up and return times and odometer readings. Ensure you enter the correct details or you will be charged the wrong amount for your usage.

  • Complete your booking as soon as possible or you will be charged the full amount by the School when the financials are balanced every month.


  • School vehicles should be parked in the Botany Street Parking station, on the lowest level in the Blue Zone (at the eastern end). During your induction you will be shown where this is.

  • The Landcruiser (CN80KG) is the only BEES vehicle allowed to park in the spots designated for Large Vehicles Only.

  • Where possible park the Hiluxes in the centre bay of 3-bay sections. Exercise caution if you must park adjacent to a concrete column.

  • You may not park at the rear of Biological Sciences (E26); it is only for drop off and pick up. You may set down in the loading zones but only in accordance with instructions on the signs.

  • Vehicles may only be parked off-campus overnight if strictly required to conduct the necessary course of business, namely to attend a field location in a more direct route to/from their residence than from UNSW. This is not permitted on a regular basis (i.e. two or more times per week)

  • Vehicles may only be parked off-campus overnight with written permission from the vehicle manager, and only if there is off-street parking available e.g. home driveway or garage.

  • When requesting approval for parking at a home address, details must include:

    • the Date,

    • the Registration of the vehicle,

    • the Address and Resident’s name (if not the driver’s home address), and

    • theDriver’s name.

Include “Vehicle overnight" in the subject line.


  • 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 glove box of the vehicle.

  • Each log sheet 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 log sheet:

    • Driver's Name (yours, not someone else's), and Account Code (in the first column),

    • Odometer Readings for Out (when you departed) and In (when you returned) and Total,

    • Times both Start and Finish, and

    • Journey Details in the last column (where you went and the reason for the trip).

    • If you purchased fuel, add those details at the bottom of the page.

  • Note: if you use a vehicle for longer than one day, write these details on the correct days of the correct page(s).


  • Ensure you know what fuel the vehicle uses (E10, unleaded petrol or diesel). This is usually written on the logbook if not on the fuel cap.

  • Whenever possible, use Caltex, Ampol or Woolworths service station and pay using the Caltex fuel card attached to the keyring. If travelling to remote areas, plan your trip accordingly.

  • Note: if you do not use these outlets, you will have to pay for the fuel yourself and claim the money back from LeasePlan (must be over $55).

  • Report any lost or damaged fuel cards to the vehicle manager asap.

  • When paying with the fuel card, give the odometer reading as this information is used to calculate the cost of running the vehicle.

  • After paying for fuel, fill out the details in the appropriate space at the bottom of the log sheet:

    • Litres purchased, and

    • Receipt number

On a long journey, it may be difficult to fit all the information in the space provided but please try to do so.

  • Place all fuel receipts in the logbook, preferably in the page of the corresponding date(s).

  • Never return a vehicle with less than half a tank of fuel. It is best if you return the vehicle with a full tank.


  • Each vehicle has a first aid kit.

  • Report to if the kit is missing, individual items are missing, or if you use any items in the vehicle’s first aid kit so that it can be restocked.

  • If you have volunteers or assistants helping you clean out the vehicles, make sure they put the first aid kits back in the vehicles, and any tools or jacks used are organised in the correct place in the vehicle.


  • These cars are also used for corporate purposes, so ensure any vehicle you return is clean and in impeccable condition, both inside and out.

  • It is a good idea to clean the vehicles yourself to save on costs, but remember it needs to be clean on the inside too!

  • BEES vehicles get a discount at Crystal Car Wash Kingsford (near Souths Juniors). The school will pay for cleaning costs up to $70 only (this covers most mud cleaning); 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 approx. $10-20 extra for additional mud cleaning.

  • For dirty or potentially messy loads, such as SCUBA gear, seawater or animals, make sure you protect the interior of the vehicle. Use of a plastic liner (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.


  • 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 are 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 also email

  • If you do not report any damage, even minor damage (e.g. scratches, dings, dents), it will be noted when the vehicle is next inspected and your booking recalled to track down the driver responsible. We do not issue penalties for minor damages, but we need to know when it happened so that we can organise repairs as soon as possible. It is your responsibility to assist the vehicle manager with this by reporting damage as soon as it occurs.


  • Do not admit liability even if you think the accident was your fault.

  • There is a LeasePlan Accident Management card in the glove box. Fill in the details on the card and follow all instructions.

  • Within 24 hours report the accident to LeasePlan on 1800 64 64 22.

  • 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 also email  


All queries should be emailed to

Click here to make a booking.

Only inducted users can make bookings. Contact the vehicle manager to arrange an induction.