Carshare and Pool vehicles

Car sharing is a cost effective and simple alternative to owning a vehicle, especially if you drive infrequently. We have Flexicar and GoGet carshare vehicles located across our Caulfield, Clayton, Parkville and Peninsula campuses.

Each carshare company website has maps showing the exact locations and details of each vehicle. The table below lists where carshare vehicles are available across our campuses.

For more information and to make a booking, please visit the Flexicar or GoGet websites.

Monash has a fleet of pool vehicles which staff are able to book for business use. All pool vehicles are four-door Holden Cruze hatchbacks with automatic transmission.

The cost of hiring a pool vehicle is $8.50 per hour or $65 per day, plus 28 cents per kilometre travelled. The cost will be charged monthly to your Cost Centre and Fund.

Click here to go to the Pool Vehicle Hire System portal.

Create your profile

The first time you use the Pool Vehicle Hire System you will be asked to create a profile, including your:

• Name
• Email address
• Mobile number
• Line Manager's email address
• Licence type, number, issuing state and expiry

Please remember to add your mobile number in case we need to contact you about your booking.

You are able to hire a pool vehicle if you have a provisional drivers licence, however, you will need to supply your own P plates.

Create a booking

1. Select + New Booking from the top menu bar.
2. In the grey bar on the side, enter the booking date and the vehicle collection location. The calendar will show which vehicles are available.
3. Select a time in the calendar - this will open a booking details screen.
4. Fill in the booking form, including the start and end date and time, trip purpose, and whether the booking is subject to FBT.
   

   FBT (Fringe Benefits Tax) is applicable if the vehicle is booked overnight and will be garaged on non-Monash premises.

5. Fill in the driver details, including the relevant cost centre and fund.
6. Select Save Booking to confirm.

When you have finished making your booking you will be sent a confirmation email with a booking number. Use this booking number to unlock the key lockers.

Collecting the keys and finding your car

To retrieve your keys from the key locker:

1. Select Departing on the touch screen
2. Enter your booking number - this can be found in your booking confirmation email.
3. Confirm that you hold a current valid driver's licence.
4. The door lock will release for you to open the door.
5. Once open, a light will illuminate the allocated vehicle key. Remove the key and close the locker door.

   Campus	Key locker location	Vehicle location
   Clayton	In the Security Office foyer, on the ground floor of 29 Ancora Imparo Way - entry via Scenic Blvd	S1 car park, 30 Ancora Imparo Way
   Caulfield	In the multi-level car park, on Level 1 next to the lifts	Multi-level car park, in the basement level opposite the lifts

Refueling

There is a fuel card located in the centre console to pay for fuel. The fuel card does not require a PIN number; however, you may need to provide the odometer reading to the petrol station cashier upon request.

Please ensure that the vehicle is returned with at least a 1/4 tank of fuel.

Returning your car

Please park your pool car in the same designated bays from where you collected it. If no pool car bays are available, please use the closest Yellow or Blue bay, and notify buildings.property@monash.edu of its location.

1. To replace your keys in the key locker:
2. Select Returning on the touch screen
3. Scan the fob on the key ring to open the locker
4. You will be asked if there were any problems with your vehicle or booking. If you select 'yes', we will get in contact with you for more information.
5. The door lock will release for you to open the door.
6. Once open, a light will illuminate the allocated vehicle key location. Please ensure the tag is securely placed in the locker and cannot be pulled out.

Terms and conditions

1. Only Monash staff with a valid driver’s licence can hire a pool vehicle.
2. All vehicles must be returned to the same location they were collected from.
3. Vehicles must be returned with a minimum of 1/4 tank of fuel. It is the responsibility of the driver to fill the vehicle and pay using the fuel card kept in the vehicle.
4. If the vehicle is booked overnight, and garaged in non-Monash premises, Fringe Benefits Tax (FBT) may be applicable. Any FBT arising from your usage of the pool vehicle will be charged to your Cost Centre and Fund after the end of the FBT period 31 March.
5. If a booking is made but the vehicle is not picked up, the full cost of the booking will be charged.
6. All traffic infringements incurred while using the pool vehicle are the responsibility of the driver.
7. Keys to the vehicles can be collected up to 30 mins prior to the booking start time if the vehicle has been returned by the previous driver.
8. The vehicle must not be used for private purposes.

Alternative transport options

Monash staff have different options for traveling between locations for work purposes. If the university pool cars are unavailable at the time you need to travel, the following alternatives are available:

• Intercampus Shuttle Buses
• Carshare Services
• Public Transport
• Yellow Scratch Permits
• Taxi and Uber Services

These are available by using your corporate credit card or cab charge vouchers. There are taxi ranks located at 59 Scenic Boulevard Clayton, and on Sir John Monash Drive, opposite Building S at Caulfield.

• Fleet vehicles

Departments and Faculties across the university have leased fleet vehicles which may be used for business purposes. Contact the fleet manager in your work area for more information.

Located at the Caulfield campus the Electric Cargo Bike is a sustainable option for short distance travel.

Travelling by electric bike uses 95% less energy than a car for a single person trip. It dramatically reduces our dependence on fossil fuels and helps Monash to reduce its transport emissions as part of the Net Zero strategy.

Not only is riding a great way to introduce incidental exercise into your day, it's also great fun!

The cargo bike is free to hire through the Pool vehicle booking system.

Booking the Electric Cargo Bike:

1. Open the Pool vehicle booking system
2. Select + New Booking from the top menu bar
3. Enter the required date on the left-hand filter bar
4. Select Caulfield from the  Vehicle Pool drop down
5. In the Electric Cargo Bike Calendar click on the preferred start date and time to open up the booking form
6. Confirm the reservation start date and time and enter the end time, purpose of trip and description if required
7. In the FBT field select No
8. Ensure your name and contact number is correct
9. Select save booking
10. Once completed a booking confirmation will be emailed to you.

Collecting the Electric Cargo Bike

The key locker for the cargo bike is located on level 1 of the multi-level car park at Caulfield. Use the booking number provided in your booking confirmation email, open the key locker and the bike keys will be released.

The cargo bike is located next to the pool car in the basement of the multi-level car park.

Unlock the bike using the key from the key locker. Hold on to the chain and lock so you can lock the bike if required on your trip.

Returning the Electric Cargo Bike

When you have finished your trip, return the bike to the parking space in the basement of the multi-level car park at Caulfield. Secure the bike and helmet to the bike rack using the chain and lock provided. To return the key back to the key locker select Returning on the main screen of the locker. Tap the fob against the black panel. You will be asked if there were any issues with the vehicle.

The locker will open and you will need to return the key to the highlighted port. Close the locker door and your reservation will be completed.

Charging the Electric Cargo Bike

There is no requirement for hirers of the bike to recharge the battery. If the battery does run low while you are using the bike it can continue to be used like a regular bike.

If the battery requires charging when the keys are returned to the key locker select Yes when prompted if there were any issues with the vehicle during your trip. This will send Buildings and Property a notification to inspect the bike.

Electric Cargo Bike usage rules

All bike riders in Victoria and required to wear a helmet. A helmet is provided with the bike and should be worn at all times.

Riders should be aware of the Personal mobility device guidelines for riding on campuses.

For first time electric bike riders the video below is helpful to get you started.