The TEU Library reps have asked about the use of personal cars for Library work.

1. Staff should consider if there are other alternatives, (eg whether they can attend meetings electronically, can we pay for goods to be couriered  etc)
2. Staff are expected to use UC pool vehicles, cars and trucks, where possible  (there may be some practical issues that will need to be discussed with Campus Services, and note the new car booking system).  It is accepted that this will take more time.
3. Staff have the option of claiming for reimbursement of actual and reasonable costs.   As the circumstances of each request can be so different it is hard to define “reasonable”.  If in doubt staff should talk to their manager first.    The normal payment request form is used which requires a detailed description of kms travelled dates times event.  This is signed by your manager.   Ask Janette if you need more information.

Although many of us use our own car for university business because it more convenient, it is not a normal expectation of the job.  Please  check your insurance as it may prohibit the use of your vehicle for work business.

From the UC Travel Policy

19.7. Use of private vehicles for University business:

1. a) Staff are expected to use pool vehicles where possible.
2. b) The use of private vehicles for University business is discouraged however University Travellers travelling on University business using their private vehicles may be reimbursed, unless specified by employment contracts, as per the Inland Revenue mileage reimbursement rate.
3. c) The University does not provide insurance cover for private vehicles used for University business.
4. d) Any claim cannot exceed the equivalent value of travel by air (including economy fare with reasonable booking notice, transport to and from the airport and parking if applicable) or rental car equivalent, to the same destination.
5. e) Complete the Payment Request Form to apply for reimbursement of actual and reasonable costs.

Ngā mihi nui
Anne