Ground transport fares and parking fees

Ground transport

Consideration should be given to using sustainable transport options (e.g. public transport) where it is a safe and economical means of travelling locally.

Where public transport is not available, or is considered unacceptable, staff may use taxis, rideshare or a hire car.

Private car and airport transfers may be booked in locations where there are security considerations with alternative ground transport options.

Taxis and other ride-sharing options

Travellers may use the following modes of ground transport provided they take all appropriate measures to ensure their safety and assist the University in exercising its duty of care:

• Online transportation network companies (such as Uber) in cities where they operate legally (using an ANU purchase card or personal card).
• Taxis (using an ANU purchase card or personal card).

Vehicle rental

The University has commercial Agreements with various car rental companies. These Agreements include reduced excess and unlimited kilometres (noting that some remote locations may impose restrictions). 

Travellers should rent the most appropriate, cost-efficient and carbon smart vehicle that meets the University travel needs. Special purpose vehicles such as four-wheel drives, buses and utility vehicles may be rented where there is a specific operational requirement to do so and this requirement is outlined in the travel approval request. 

When using a rental vehicle for University related travel, travellers must ensure their license status satisfies any local legal requirements or conditions. 

When hiring a vehicle, travellers should accept the basic insurance excess offered by the car rental company. Do not pay additional fees to the rental company to reduce the excess when hiring a vehicle (unless the vehicle excess exceeds $5,000).  (The University insurance policy provides up to $5,000 cover for vehicle excess).

Private use of a hire car must be paid separately using personal funds. This may include the payment of some running costs where the hire car is used on a day for business and private purposes, or where the hire car is used exclusively for private use on a number of days.

If travellers use a car hire for private purposes only, they must enter into a separate contract with the car rental company for the period of private use.

Private motor vehicle use

The use of a private motor vehicle for approved University travel in excess of 100kms is strongly discouraged. Exceptions can be requested if:

1.  the car is under a novated lease arrangement with the University
2. Where car rental depots are not within easy access (i.e. regional locations)
3. where an agreement with the financial delegate has been made (i.e. fuel/EV charging receipts)
4. where car-pooling is a more cost effective and sustainable option
5. where 4WD/special vehicles are required and not available via a third party. 

Where private motor vehicle use is approved, the University procedure must be followed. 

Questions about insurance cover when using a private vehicle should be sent to the University Insurance Office.

The University will not be responsible for, nor authorise any 3rd parties travelling with the approved traveller.

The University will not pay a motor vehicle allowance for travel to and from your normal place of work.

Parking

Travellers may be reimbursed for parking costs associated with University travel and are required to include the cost in the travel budget in the travel approval system.

Airport parking costs can be charged to a University purchase card or personal card, however airport parking should only be used when the cost for parking is less than the cost of a return land-based transportation service between the place of residence and the airport.