Use of School Vehicles

Hire Rates:           Please note, as announced on 8th November 2019, prices increased slightly in 2020. 

   Make/Model   Time rate   Distance rate 
 Large Vehicles

 Toyota Landcruiser

 Toyota Hilux 

  $8.50 / hour OR $70 / day     $0.45 / KM
 Small Vehicles  Toyota RAV4   $7.00 / hour OR $56 / day    $0.45 / KM
 Terrestrial trailers    Box/canopy single axle    $2.00 / hour OR $16 / day     none

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1.0  Using BEES School Vehicles

1.1  Vehicle Rules

1.2  Vehicle Procedures

2.0  Frequently Asked Questions   **New Section!**

3.0  Not Using a BEES School Vehicle




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. Drivers with international licences not in English must carry a certified English translation at all times when driving in NSW
  • 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":
  1. SCI-BEES-RMF-3889: General use of BEES School Vehicles
  2. SCI-BEES-SWP-8863: BEES Safe Use of School Vehicles


  • 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.
  • Do not engage volunteers at last minute as it takes time to process their paperwork. Allow 1-2 weeks to submit their documents.
  • Ensure you complete all volunteer approval checks before permitting them to commence work.


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.



  • 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. The PIN code can only be issued after you have read and understood the relevant documents on SafeSys and "Declare As Read" and this has been checked off in the system:
  1. SCI-BEES-RMF-3889: General use of BEES School Vehicles
  2. SCI-BEES-SWP-8863: BEES Safe Use of School Vehicles
  • 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.
  • 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 (directly outside the lower ground BEES Field Store) is reserved for BEES vehicles for loading and unloading only.
    • You are not permitted to park in Bay 4.
    • Report to Campus Security (02 9385 6000) if a non-BEES vehicle is occupying Bay 4 and blocking your movements.
    • If you are using Bay 4 to load and unload from a non-BEES vehicle, and you need to leave the vehicle unattended temporarily, it is advisable to place a note on the windscreen with your details to notify any UNSW Parking Officers conducting routine checks, otherwise they may issue you a fine.

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). (See Acquisition and Management of Faculty/Department Vehicles Procedure for more information.)
  • 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
    • Parking location (e.g. driveway, garage, underground car park)
    • 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.


  • Both the UNSW logbook (i.e. blue book in glove box) AND LeasePlan Online bookings must be filled out.
  • You must complete your booking online with your start and end KMs (odometer readings) AND start and end Times.
  • Ensure you enter the correct details or you will be charged the wrong amount for your usage. The easiest way to do this is to take a photo of the logbook page before you leave the vehicle. If you submit the incorrect details, there is NO ability to edit (not even for Admins).
  • Complete your booking as soon as possible or you will be charged the total amount regardless of your return time.
  • If you no longer need a vehicle you have booked, you must cancel your booking ASAP. Once a booking has commenced, the website will NOT allow you to cancel it.


  • Each vehicle has its own logbook which is kept in the glove box.
  • Both the UNSW logbook (i.e. blue book in glove box) AND LeasePlan Online bookings must be filled out.
  • 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
    • 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 fuel cap, and also on the logbook.
  • Use the fuelcard attached to the keyring to pay for fuel. Do not use your personal money or UNSW credit card. 
  • Fuelcards only work at Caltex (StarMart) or Ampol or Woolworths service stations. If travelling to remote areas, plan your trip accordingly.
  • Note: if you do not use these outlets, or you fill up the wrong fuel, the fuelcard will NOT work. Personal monies spent on fuel must be claimed back from LeasePlan via this online form
  • 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.
  • There is no PIN to use fuelcards, simply press "OK" (usually the green button) on the EFTPOS machine.
  • You must get a fuel receipt each time. Place all fuel receipts in the UNSW logbook, in the page of the corresponding date.
  • 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.
  • Vehicles must be returned with minimum half a tank of fuel. It is best if you return vehicles with a full tank as a courtesy to the next driver.


  • For dirty or potentially messy loads, such as SCUBA gear, seawater, plants and soil or animals, make sure you protect the interior of the vehicle including the boot / trunk / ute tray. Use of a fish box or a plastic liner (e.g. garbage bag) is recommended in these situations.
  • These vehicles are also used for corporate purposes. Ensure it is returned clean and in impeccable condition, both inside and outside, 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 lower ground BEES Field Store.
    • Most vehicles simply need to be swept clean of debris from the seats and floor mats, and the main interior surfaces wiped with a wet cloth.
    • Take away all your rubbish and personal belongings. 
    • The boot / trunk / ute tray can be swept or hosed out depending on the vehicle and degree of soiling.
    • The exterior should be rinsed or wiped down with a wet cloth to remove dust and dirt splashes.
    • Ensure any tools or jacks used are organised in the correct place in the vehicle.
  • 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).
  • Click here to find some car wash options nearby (these are only suggestions, it is not mandatory to use these car washes).


  • 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. 


  • 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.


  • 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.
  • For roadside assistance call LeasePlan on 1800 257 526.
  • If anything needs to be fixed while you are using the vehicle, call 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.
  • Document all damage or incidents (minor and major) both with clear photos and detailed written report. Send to
  • Report damages to Vehicle Manager ASAP within 24 hours (the Vehicle Manager will then advise if the damage is significant enough to require making an insurance claim with LeasePlan.) 
  • 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 suspend or ban individuals from using School vehicles and will revoke access following multiple infringements.


  • Do not admit liability even if you think the accident was your fault.
  • Attend to all personal injuries and seek further medical assistance if needed. Follow the emergency protocol in your fieldwork plan, or refer to BEES driving RMF and driving SWP.
  • If a tow truck is needed, call 1800 64 64 22.
  • Document all damage or incidents (minor and major) both with clear photos and detailed written report. Send to
  • Report damages to Vehicle Manager within 24 hours (the Vehicle Manager will then advise if the damage is significant enough to require making an insurance claim with LeasePlan.) 


2.0  FAQs (FREQUENTLY ASKED QUESTIONS)      **New Section!**

Q1: What if someone has already booked a vehicle I want to use?

A1: Contact the person directly to request a swap. It is their prerogative. If they are able to exchange, both drivers should cancel their current bookings and rebook the swapped vehicle.

If they are unable to exchange, considering rescheduling your activities to a date when the vehicle you need is available. Or you can rent an external car (see Section 3.0 below).

Q2: What if I need to cancel a booking, but the website won't allow me?

A2: This happens if you do not cancel in advance. Once it has passed the booking start time, the system blocks you from cancelling. What you can do is "pick up" and "return" the vehicle to avoid further charges (make the start and end odometer the same number to avoid distance charges).

E.g. if you booked a vehicle from 9am to 5pm, and you want to cancel at 11am, click "Vehicle Pick Up" and choose "09:00" and click "Save". Then click "Vehicle Return", choose "11:00" and click "Save" again. That's it! This means it will cost you 2 hours to cancel late, instead of the whole day.

Q3: I've booked a vehicle, but the key is not in the safe! What do I do?

A3: Check the online calendar on LeasePlan Online to see who used the vehicle before you. Most often they still have the key with them. Contact them directly. (If you don't know their details, email or call the Vehicle Manager to ask to look it up.)

Q4: I need a BEES vehicle but no BEES vehicles are available.

A4: You can rent a car externally. If you need a large vehicle, find a car rental company through the UNSW preferred supplier finder (see Section 3.0 below). If you need a small car, Uber or GoGet or similar are cheaper options (however no UNSW accounts available).

If you prefer not to rent externally, you will have to consider delaying your fieldwork. You can search the online calendar on LeasePlan for another date when BEES vehicles are available and book one in advance. Do not leave vehicle bookings to the last minute as they are in high demand and are often fully booked.

Q5: It looks like all BEES vehicles are fully booked for a month! What’s going on?

A5: Every Term (trimester) BEES vehicles are reserved for undergraduate course field trips. Please plan your fieldwork dates accordingly. If your fieldwork cannot be rescheduled to a time that does not coincide with teaching field trips, it is advisable to rent an external car.

Following the census date, or whenever field trip planning is finalised, any vehicles not required for teaching are made available on the booking system. Check in again to see if any BEES vehicles have become available. Most car rental companies will allow you to cancel in advance without a fee, but you should doublecheck their T&Cs to avoid any unnecessary penalties.

Q6: I need a BEES vehicle for fieldwork but have no clue where to start or can't remember any of the procedures.

A6: Email to arrange an induction, or request a refresher if it has been a long time since you used school vehicles.

You will need to read all the Rules and Procedures on this page, and it may also answer any immediate questions you have until you can make an appointment with the Vehicle Manager. Do not leave it until the last minute, as there are busy periods when no one is immediately available to induct you, and the delay may compromise your fieldwork planning.

Q7: I've made a booking but need to change the vehicle type and/or project account code.

A7: These parameters cannot be modified. You simply need to cancel your booking, and make a new booking selecting the correct vehicle and/or cost centre.

Q8: I've made a booking but need to change the dates and/or times.

A8: Find your booking on LeasePlan Online, and click "Modify Booking" to change these parameters, then click "Save". As long as the vehicle is not already reserved by someone else, you can easily shorten or extend your booking.

Q9: I can't log-in to LeasePlan Online.

A9: Email to reset your password which may fix the problem.

If it doesn't, take a screenshot of the problem and email it to LeasePlan IT directly to fix on the back-end (Note: turnaround is typically 1-2 days.)

Q10: When I log-in to LeasePlan Online, it takes me to a page I don't recognise!

A10: You've probably been redirected to LeasePlan's "new look" site. It is the same website but has different shaped buttons. 

Click on "Classic" and it will take you back to the normal website that you're familiar with.

Q11: When I try to enter my odometer readings and times into my booking online, the website gives me an error.

A11: Most often you have clicked on the wrong button which always results in a system glitch (IT issue, not a BEES issue!)

To find the correct button, go to "My Pool Car Bookings", search for your booking using either the Booking ID number or you can filter the time period, and then click "Search My Bookings" to bring it up. When you are in the "Result List View", you need click on the arrow next to your booking. Do not click on the Booking ID hyperlink. This will activate a series of buttons in a row above your booking: "Modify", "Cancel", "Pick Up", "Return". From these buttons you can change your booking, enter your journey details, or cancel your booking. If you had clicked on the Booking ID hyperlink instead, you will find that you will get an error response. Just go back to the search page and try again following the steps.

Q12: When I try to cancel my booking, the website gives me an error.

A12: See answer A11 above. If that does not fix the error, then it might be because you are cancelling late, see answer A2 above.

Q13: I need to add a project code to my LeasePlan account (aka driver profile) to hire vehicles on.

A13: Forward confirmation of written approval from the project account supervisor to and an Admin will add the new cost centre to your driver profile. (Note: once added, cost centres cannot be removed!)

Q14: I need to calculate how much vehicle hires will cost me so I can create a budget of my project's running costs.

A14: All vehicle hire rates are clearly listed above (see top of this webpage).  Use Google Maps or similar to estimate the distance charge to your destination.

Q15: I had to use my own money in an emergency to pay for fuel / repairs / etc. How do I get my money reimbursed?

A15: Complete a Cash Claim Form online via LeasePlan. You will have to demonstrate why it was an emergency e.g. fuelcard malfunctioned, car broke down in remote area, etc. Keep the full Tax Invoice and submit a copy of it with your claim.

Q16: I want to clean a car. I'm not sure where to go.

A16: This is covered in the 'CLEANING' section above. You can clean cars yourself in the Field Store, or take it to any car wash shop. Here are some suggested car washes near campus. Try to keep the price below $70 so BEES can fully reimburse you, but if you have to pay more for extra mud cleaning, the remainder above $70 can be charged to your project fund.



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.