2008 Fleet Monitoring Body Advices
Agency Fleet Managers
The purpose of this Advice is to inform agencies about how to obtain a final, LeasePlan approved, Unfair Wear & Tear (UFW&T) assessment when returning a vehicle, if desired.
The Fleet Monitoring Body (FMB) received comments at recent Feedback Sessions regarding discrepancies between the Returned Vehicle Condition Report (RVCR) completed on vehicle return, and the UFW&T assessment later sent by LeasePlan. Surveys of several larger agencies highlighted the desire to receive the final UFW&T assessment at the time of vehicle return to eliminate any possible discrepancies between the RVCR and the UFW&T assessment.
At time of vehicle return, agencies have two options to receive a final UFW&T assessment:
- Book an inspection with one of Pickles’ 13 offices nationally, where the inspection will be completed at no charge while the agency representative waits; or
- Book an on-site, pre-end-of-lease inspection through Pickles, where an inspector will come to you, or the dealership. Fees start from $60 (ex GST) for vehicles located within a 50 kilometre radius of the City Area.
Pickles require a minimum seven days notice for an inspection. Contact details for Pickles can be obtained from the Pickles’ website, by calling your LeasePlan Account Development Manager or the FMB. Pickles will shortly release a national 1800 telephone number to streamline contact with its offices.
Agencies not utilising either of these options may engage SurePlan (an independent inspector) to review a disputed UFW&T assessment, after the vehicle is returned. This needs to be done within 10 working days of receiving the assessment and can be initiated by contacting LeasePlan on 1300 360 443. Fees are dependant on vehicle locality and start from $160 (exc GST) at one of SurePlan’s 14 major centres nationally. This cost will be passed onto agencies.
Further information is available in previous FMB advices on UFW&T in issues 06/11 & 07/09, which can be found at the FMB’s website and 08/06 which is available from the FMB on request.
The FMB emphasises the importance of having an appropriately experienced officer in attendance for vehicle inspections at lease end.
Fleet Monitoring Body
Note: Due to the content of this advice being of a commercially sensitive nature, it is not possible to post a full extract of the Advice to the website.
Should you require a copy of the Advice please make your request via e-mail to FMB@finance.gov.au.
If you have any questions please contact the FMB on (02) 6215 2800 or email FMB@finance.gov.au.
Agency Fleet Managers
The purpose of this Advice is to provide information about changes to the authorisation under Regulation 10 of the Financial Management and Accountability Regulations 1997 (FMA Regulations). This relates to motor vehicles leased under the Fleet Management Agreement with LeasePlan Australia Ltd.
On 29 October 2003, the Fleet Monitoring Body (FMB) obtained a whole-of-contract authorisation under FMA Regulation 10 for the Fleet Management Agreement. The authorisation covered anticipated potential expenditure of $764M over the initial term of the LeasePlan contract which commenced on 1 February 2004 and expires on 31 January 2010.
On 6 May 2008, the Minister for Finance and Deregulation, the Hon Lindsay Tanner MP, authorised an extension of the current Regulation 10 authorisation to cover the period from 31 January 2010 to 31 January 2012. This will encompass spending proposals that are entered into during the initial term of the current contract but extend beyond the cessation of this term.
During the preparation of the recent submission, the FMB sought advice about the potential adequacy of the October 2003 and May 2008 authorisations for use by agencies as their Regulation 10 authorisations (rather than agencies obtaining agency-specific Regulation 10 authorisations). Subsequent advice confirms that these whole-of-contract authorisations are adequate.
This means that agencies leasing vehicles under the Fleet Management Agreement are not required to obtain agency-specific FMA Regulation 10 authorisations for vehicles leased under the Fleet Management Agreement.
Agencies remain required to obtain FMA Regulation 9 and related approvals prior to entering into Fleet Management Agreement leases.
If you have any questions, please contact the FMB on (02) 6215 2800 or email FMB@finance.gov.au.
Fleet Monitoring Body
FMB Advice 2008/02 (PDF Version) [ 40.6 KB]
Contact for information on this page: Australian Government Fleet