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Asset Mangement

Vehicles come with safety, duty of care and accounting responsibilities, so it is important to manage your vehicle(s) from the outset.

Worth considering

  • Include vehicles in your asset register
  • Establish a vehicle management budget
  • Develop a vehicle use policy

Preparing a budget

It is a good idea to allow for repair costs to increase over time. Be realistic in your budget estimates and include expectations for:

  • Purchase price
  • Life of the vehicle (with your organisation)
  • Kilometres per year
  • Operating costs per year including registration, insurance, fuel, servicing, tyres, repairs and roadside support
  • Depreciation
  • Replacement cost

Managing vehicle use

To help manage your vehicle it is important to document how it will be used and to communicate this to all involved. Make sure that procedures are practical and comply with your insurance policy.

It is a good idea to include guidance and/or rules on:

  • What activities the vehicle is/is not to be used for
  • Who is authorised to drive it, when and how
  • How will conflicts such as double bookings be minimised and resolved
  • Who is responsible for ensuring servicing and safety checks
  • Who is responsible for insurance
  • What activities are not allowed in the vehicle e.g. smoking
  • Who is responsible for fuelling and cleaning, and when
  • What record-keeping is required, who is responsible, where the records are kept and how they will be reported on
  • Circumstances in which staff or volunteers are allowed to take the vehicle home
  • Where the vehicle is stored when not in use
  • Where to keep keys, instruction booklets and other materials
  • What passengers or goods is the vehicle permitted to carry
  • What contributions passengers are expected to make towards vehicle use (if any)
  • What each driver needs to do before, during and after use
  • Where insurance and roadside assistance details are stored
  • Where first aid and other equipment is stored in the vehicle
  • Steps to be taken in case of an accident
  • Whose permission is required before any non-policy use
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