Use of School Vehicles


Vehicles ($7/hr OR $56/day AND $0.45/km)
Terrestrial trailers ($2/hr OR $16/day)

(Please note, prices are subject to change. Contact 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:


  • Have a current driver licence valid for use in NSW. Drivers with a provisional licence must display appropriate P plates.
  • Be a member of UNSW Staff, a UNSW 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, to agree to the vehicle use rules, and to learn how to use the vehicle booking system (LeasePlan Online).
  • Read and understood the relevant documents on SafeSys and "Declare As Read"
  • 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 UNSW Staff, a UNSW 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 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 the School of BEES. During your induction you will be shown where this is. The PIN code to the safe may only be given out by the Vehicle Manager. 
  • Key rings usually hold an ignition key and fuelcard. Some may have other keys for the glove box, canopy windows or roof racks.
  • Do not collect keys earlier than you need in case someone has booked the vehicle before you.
  • Return the keys immediately after you have returned the vehicle.


On-Campus Parking

  • BEES vehicles are kept in the Botany Street Car Park in the UNSW Reserved spaces marked "Large Faculty Vehicles Only" (ground level west). During your induction you will be shown where this is.
  • School vehicles should not be parked in the Blue Zone.
  • Exercise caution if you park adjacent to a concrete column as the bays are narrow.
  • You must not park in any Loading Zones or at the rear of Biological Sciences (Building E26). There is a strict time limit of 15 minutes. Follow instructions on parking signs to avoid fines.
  • Bay # 4 is reserved for BEES vehicles for loading and unloading. Report to Campus Security if a non-BEES vehicle is occupying Bay # 4.

Off-Campus Parking

  • Vehicles may only be parked at a residential address overnight or on weekends if strictly required to conduct the necessary course of business, namely to attend a field location in a more direct route to/from your 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 or on weekends with written permission from the vehicle manager and only if there is off-street parking available e.g. home driveway or garage.
  • To request approval for parking at a residential address, send an email to with “Vehicle overnight” in the subject line, and include these details:
    • Date/s
    • Licence plate of the vehicle
    • Address
    • Driver's full name
    • Resident’s full name
    • Purpose (reason why vehicle needs to be parked at home)
  • During fieldwork vehicles may be parked at field sites, accommodation sites, and other sites relevant to the fieldtrip (e.g. rest stop, lunch venue, etc.) without requiring approval.


  • You must complete your booking online with your start/end KMs (odometer) and Times. 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 total amount regardless of your return time.


  • Both logbooks and LeasePlan Online bookings must be filled out.
  • Each vehicle has its own logbook which is kept in the glove box.
  • Each logbook page covers one week of vehicle use.
  • Ensure you have the right page. Check the end-of-week 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 Full Name (yours, not someone else's) in the first column
    • Project Code to be charged, also in the first column
    • Odometer Readings for Out (when you departed) and In (when you returned)
    • Total KMs travelled
    • Departure Time and Return Time 
    • Journey Details in the last column (where you went and the reason for the trip)
    • If you purchased fuel, add the litres at the bottom of the page on the day you filled up
  • If you use a vehicle for longer than one day, write the driver's full name on each day.


  • Ensure you know what fuel the vehicle uses (E10 or Diesel). This is written on the logbook, and sometimes also on the fuel cap.
  • Whenever possible, use Caltex (StarMart) or Ampol or Woolworths service stations and pay using the 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 (claims must be over $55).
  • Report any lost or damaged fuel cards to the vehicle manager ASAP.
  • When paying with the fuel card, type in the odometer reading on the EFTPOS machine 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 (NOT price), 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.


  • These vehicles are also used for corporate purposes. Ensure it is clean and in impeccable condition, both inside and out, regardless of how you used it.
  • Allow at least half an hour for cleaning time before you return a vehicle, otherwise you will be asked to rebook it to clean it before the next user.
  • For light soiling, it is easier, faster and cheaper to clean the vehicles yourself. There are buckets, a broom, and a dustpan-and-brush in the BEES Field Store on Lower Ground. Most vehicles simply need to be swept clean of debris from the seats and floor, and the main interior surfaces wiped with a wet cloth. Empty out all your rubbish and shake out the rubber mats. The exterior should be hosed down to remove dust and dirt splashes. The boot / trunk can be swept or hosed out depending on the vehicle and degree of soiling.
  • The school will pay for cleaning costs up to $70 only. Any additional cleaning costs will need to be covered by your own research account code.
  • You can clean the vehicles at any commercial car wash. Check there are no height restrictions at drive-thru car washes for the taller vehicles (Hiluxes and Landcruiser).
  • For dirty or potentially messy loads, such as SCUBA gear, seawater or animals, make sure you protect the interior of the vehicle including the boot / trunk. Use of a fish box or a plastic liner (e.g. garbage bag) is recommended in these situations.


  • Each vehicle has a first aid kit. It must remain in the vehicle at all times.
  • 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. Ensure any tools or jacks used are organised in the correct place in the vehicle.


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


  • Fines are not paid or reimbursed by UNSW or BEES. All infringements are the responsibility of the driver.


  • 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. You may have to pay for the repairs 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.
  • Inspect vehicles before and after driving. Report any issues so that repairs can be organised as soon as possible. It is your responsibility to assist with this by reporting damage as soon as it occurs.
  • 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.
  • Warnings are issued for repeated negligence and misuse. BEES reserves the right to ban individuals from using School vehicles and will revoke booking profiles following multiple infringements.


  • 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 vehicle booking on LeasePlan Online

Only inducted drivers can make bookings. Contact the Vehicle Manager to arrange an induction.





Using External Hire Vehicles

Where BEES Vehicles are not available or not suited for your planned work, vehicles may be rented externally from commercial companies.

The UNSW has an agreement with Preferred Suppliers of vehicle rentals which includes discounts to staff and students for UNSW business use. 

Refer to the Finance website and quote the discount code at the time of booking. Ensure you carefully read and understand the Terms & Conditions before using any rental vehicle.

Using Private Vehicles

The use of private vehicles for undertaking UNSW business is discouraged.

However, in some cases, the School of BEES acknowledges that the use of private vehicles makes it easier to complete certain activities. If you believe this applies to your work, refer to instructions and procedures outlined here.