Use of School Vehicles

Vehicles ($7/hr OR $56/day AND $0.45/km)
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, 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 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 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 the School of BEES. 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, the canopy windows, or the 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.


  • 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.


  • BEES vehicles should be parked in the Botany Street Car Park, on the lowest level in the “FM Car Hire” bays (at the far western end). During the induction you will be shown where this is.
  • School vehicles are no longer to be parked in the Blue Zone.
  • Exercise caution if you must park adjacent to a concrete column as the bays are narrow.
  • You must 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 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 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 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.
  • 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
    • the Driver’s name.

Include “Vehicle overnight" in the subject line.


  • Both logbooks AND Leaseplan bookings online must be filled out.
  • The logbook is 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 KMs,
    • 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.
    • If you use a vehicle for longer than one day, write these details on the start and end days only.


  • Ensure you know what fuel the vehicle uses (E10, unleaded petrol or diesel). This is usually written on the logbook, and sometimes also on the fuel cap.
  • Whenever possible, use Caltex (StarMart), 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, 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 (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.


  • 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. 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 booking.

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

New users: do not click ‘Register’ to sign up to LeasePlan Online. Only the vehicle manager can create your booking account.