| 1. |
Introduction |
| 1.1 |
The University maintains a fleet of vehicles for travel
by staff and students undertaking field trips and other authorised
journeys. The Transport Officer is responsible for maintaining
procedures for the use of vehicles and allocating charge accounts
for payment of the fuel Accounts.
|
| 1.2 |
Purchase of fuel and lubricant for University vehicles
will be made with the relevant Fuel Card assigned to the particular
vehicle. |
| 2. |
Procedures |
| 2.1 |
Each vehicle will be equipped with a Vehicle Work Ticket,
a Mobil Fuel Card and Motorpass Fuel Card. |
| 2.2 |
Fuel, lubricant and car wash purchases will be recorded on
the Vehicle Work Ticket which is also used to record details
of travel. |
| 2.3 |
The fuel card provider will forward a monthly remittance advice
detailing the total cost for each vehicle and an invoice for
each vehicle detailing individual purchases. |
| 2.4 |
Invoices will be checked by the Transport Officer who will
compare invoices to the transactions recorded on the Vehicle
Work Ticket. |
| 2.5 |
A kilometre per litre costing will be calculated and verified
as reasonable. |
| 2.6 |
The Transport Officer will dissect the total of the Remittance
Advice into the appropriate accounts and authorise payment of
the advice by signature. |
| 2.7 |
Separate Remittance Advices will be forwarded for vehicles
assigned to specific cost centres, ie Lincoln Marine Science
Centre. The advices will be sent direct to the cost centre for
authorisation and checking against the monthly Vehicle Work
Ticket provided by the vehicle user. |
| 2.8 |
Invoices will be processed in accordance with expenditure
procedures.
|
