Approved, 4 August 2005
MONASH UNIVERSITY MALAYSIA
MOTOR VEHICLE POLICY
The purpose of this policy is to provide guidelines on the supply, maintenance and use of
University-owned vehicles, which comprise employment contract vehicles, campus
vehicle, and campus van.
2. Policy Status
Approved by Executive Committee on 4 August 2005
3. Responsible Officer
Manager, Facilities Management Department
4. Approving Body
Employment contract Vehicle that is provided to an employee as part of the
vehicle/Private employee’s remuneration package and is specified in the
vehicle employment contract. The vehicle is available for business
and private use.
Campus vehicle The campus vehicle i.e. sedan and van is strictly for business
travel or University’s approved activities, and is prohibited for
6. Policy Scope
This policy applies to Monash Malaysia staff and covers all University vehicles including
the various usage of both Private vehicles and Campus vehicles for official University
7.1 Employee Contract Vehicles
The vehicle type will be determined by the Executive Committee and in
accordance with the position. The vehicle is provided for the sole use of the
employee, his/her immediate family or with his/her approval to other staff member
of the University.
7.2 Campus vehicle
Under no circumstances may a Campus vehicle (other than a vehicle assigned to
a staff member as a private use vehicle) be used for private purposes.
The vehicle is
- to be exclusively used for University business
- to be available for all approved staff
- not available for private use, except with the approval of the Executive
7.3 Replacement vehicle
Replacement for vehicle will be on the basis of 5 years and in accordance with the
condition of employment as determined by the Executive Committee.
Approved, 4 August 2005
7.4 Employee termination
When an employee leaves the University, the vehicle is to be returned upon
termination in a clean condition, suitable for use by the next driver. Keys, fleet
cards, TAG card or petrol chits and any other appropriate documentations are to
be returned to the Facilities Management Department. The Executive Director
may allocate the vehicle to an acting staff member in the position on approval.
7.5 Trade-in of Vehicles
Subject to approval being granted for the disposal of the vehicle and the
acquisition of a replacement, the Executive Director must be notified and approve
the trade-in value.
7.6 Insurance and Road Tax
All University-owned vehicles must be registered under the University registered
company. All insurance and road tax renewals are the responsibility of Facilities
Management Department and all relevant costs will be centrally maintained by
Facilities Management Department.
All vehicles will be covered by the Sunway Group’s comprehensive insurance
policy, unless otherwise approved. Should the university, or a representative of
the university, require the campus van or vehicle to be driven by another employee
and that the same employee is involved in an accident, then any excess payable,
damaged incurred and/or loss of value of the vehicle will be met by the university.
7.7 Excess of insurance claim
Payment of insurance excess in the event of a claim is the responsibility of the
Facilities Management Department. However, in line with university practice, in
circumstances where the vehicle is being inappropriately utilized and/or not in
accordance with this policy, the university may recover the excess from the staff
member concerned. In these circumstances, the university may also take
disciplinary action against the staff member.
7.8 Approved Drivers
Drivers must comply with all relevant motor traffic rules and regulations. All staff
must hold a current and valid drivers licence (of the appropriate class) in order to
drive a University vehicle.
The comprehensive insurance policy covering University vehicles provides:
- For employee contract vehicle: employees of the university, the immediate
family (spouse and direct descendants) of the university employee who is of
legal age to hold a valid driver’s licence.
- For campus vehicle: university employees authorized by the Head of
Departments/Schools to drive the vehicle.
- University approved student body and voluntary workers.
All costs essential and associated with the maintenance and fuel consumption of
the vehicle will be borne by the University as part of the employee’s contract or
specifically stated otherwise.
Petrol chits for all University-maintained vehicles are to be obtained from the
Finance Department. Petrol may only be obtained from designated petrol stations
approved for the supply of petrol. The staff is responsible for monitoring the total
fuel consumption to ensure that they do not exceed the contractual limits.
Approved, 4 August 2005
Repair works of company vehicles are to be carried out by the motor repair
workshops designated and approved by the University or the car manufacturer if
the vehicles are under warranty.
All repairs must be based upon normal wear and tear basis. Any enhancement
changes, addition of accessories or parts that are not considered necessary or
essential to the performance of the vehicles, are strictly prohibited and the
employees are liable to bear the full cost of the expenses incurred.
Prior approval from the Executive Director is required for any major repair works.
Failure to do so may result in the employee bearing the full cost or part of the costs
Campus vehicle may be booked through email to the Facilities Management
Staff who wishes to use the campus vehicle van must fill up the ‘Request for Vehicle
Booking Form’ obtainable from the Facilities Management Department.
Collection and return of campus vehicle keys must be recorded in the Key Log Book.
Vehicles must be returned in clean condition and parked in the allocated parking area for
campus vehicle / van.
9. In Event of Accidents
In the event of accidents involving the Company vehicle, the staff should immediately
contact the Facilities Management Department or in the case of public holidays or out
of office hours, the staff should contact the insurance company, the telephone
number is on the window car sticker. A check-list of do’s and don’ts is attached for
reference and information.
Accident Checklist-How to Lodge A Vehicle Accident Report
11. Amendment History
Version Date Drafted by Amended by
Draft 1.0 8 November 2004 Lily Leong PQA
Draft 2.0 10 November 2004 Lily Leong PQA
Draft 3.0 29 December 2004 Lily Leong PQA
Approved 4 August 2005
Approved, 4 August 2005
Title of Policy Motor Vehicle Policy
Author Facilities Management Department
Central Registry File No.
Authorising Body EXCO
Meeting No. 02/05
Meeting Date 21 February 2005
Agenda Item 9
Policy effective on 4 August 2005
Policy expires on
Policy next review on
HOW TO LODGE A VEHICLE ACCIDENT REPORT
Here are some dos and don’ts if you are involved in an accident; this is a check-
list of procedures following an accident.
1. The motorist who knocked you from behind will be held responsible. If it is a
minor accident with no injuries or major dent to the vehicle, move the car to the
side of the road so not to obstruct traffic.
2. Settle the differences on the spot if possible or go to the nearest police station.
If you are in Kuala Lumpur, go to the Jalan Bandar traffic police to lodge a
report if you need to claim from either party insurance. The offender would be
issued with a summon ticket and if you are unhappy with the summon, you
HAVE the right to challenge it in court as provided by the law. If you are
involved in a more serious accident whereby your car cannot be driven or if you
are injured, contact the nearest police station and call a tow truck recommended
by the Automobile Company or the insurance company.
3. You are NOT obliged to accept offers by unscrupulous tow truck operators who
will force and convince you that they will do all the arrangements including
lodging a police report or claiming your insurance. The choice is YOURS. As
the company vehicle is covered by professional motor association, contact them
4. Lodge a report IMMEDIATELY if you are at fault. You will be isused with a
traffic summon and you will have to pay a fine not exceeding RM300.
5. If the unfortunate happens and you are involved in a fatal accident, DO NOT
drive away or move your car that could jeopardise investigations. However, if
you are surrounded by violent people following the accident and feel threatened,
drive to the nearest police station and lodge a report.
6. Always remain calm. Do not argue with the police personnel as you may be
charged with obstructing a civil servant from carrying out his duties.
7. If you are hospitalised, you need NOT lodge a report immediately. You can do
so after you have been discharged from the hospital. You also need not give a
statement while you are at the hospital as you may not be a proper frame of
8. DRIVE SAFELY AND ALWAYS ENSURE THAT YOUR LICENCE,
INSURANCE AND ROAD TAX ARE VALID TO AVOID ANY UNNECESSARY
9. You can lodge your police report in English. Keep it simple and straight to the
point. Remember the name of the road and the other vehicle registration
numbers by writing them down immediately.
10. Things you will need when lodging a police report.
• A photocopy of your original driving licence
• A photocopy of your original identity card or passport
• Your insurance policy cover note
• A sketch plan of where the accident occurred
• Your vehicle registration card
11. A List of emergency numbers for reference:
• Police emergency : 999
• From a mobile : 112
• Tourist Police : 03-2149 6590
• Fire & rescue : 994
• Ambulance : 993
TELEPHONE NUMBERS OF KL POLICE AND ITS DISTRICTS
KUALA LUMPUR CITY HEADQUATERS TEL: 603 2146 0522
JLN HANG TUAH
JLN TUN H S LEE POLICE HQ TEL: 603 2070 2222
BRICKFIELDS DISTRICT POLICE HQ TEL: 603 2274 2222
SENTUL DISTRICT POLICE HQ TEL: 603 4042 2222
PUTRAJAYA POLICE HQ TEL: 603 8888 4122
CHERAS POLICE HQ TEL: 603 9284 2222
TRAFFIC POLICE HQ JLN PETALING TEL: 603 2072 9044
TELEPHONE NUMBERS OF SELANGOR POLICE AND ITS DISTRICTS
SELANGOR POLICE HQ TEL : 603 5514 5222
PETALING JAYA TEL : 603 7956 2222
DAMANSARA TEL : 603 7722 2222
BANGSAR (JLN TRAVERS) TEL : 603 2282 4222
SEAPARK POLICE TEL : 603 7874 2222
SUNGAIWAY POLICE TEL : 603 7875 2222
SERDANG TEL : 603 8948 2222
SRI KEMBANGAN TEL : 603 8948 6122
SUBANG JAYA TEL : 603 5633 2222
SUNGAI BULOH TEL : 603 6156 1222
SHAH ALAM TEL : 603 5510 2222
KLANG TEL : 603 3371 2222
KAJANG TEL : 603 8736 2222
KUALA KUBU BHARU TEL : 603 6064 1222
HULU LANGAT TEL : 603 9021 1557
KUALA SELANGOR TEL : 603 3289 1222
GOMBAK TEL : 603 6189 6159
AMPANG TEL : 603 4252 2222
KL INTERNATIONAL AIRPORT TEL : 603 8787 2222
SEPANG TEL : 603 3142 1222