New Permit Cancellation and Refund Policy

In 2006, Main Roads" Heavy Vehicle Operations Branch issued 11,603 Single Trip Permits, of which 964 (or 8.31%) were subsequently cancelled and refunds sought.

While it is acknowledged that many cancellations are for valid reasons, industry would appreciate the significant time and resources that can be devoted to assessing permit applications and producing permits that are not used.

Following consultation with industry, Main Roads is introducing new arrangements for permit refunds aimed at strengthening our ability to more efficiently serve the industry.

Statutory Declaration

All future applications for refunds will be considered on a case-by-case basis, and (except in cases involving sale of a vehicle) must be accompanied by a Statutory Declaration, signed by a Director of the company and witnessed by an authorised person.

The Statutory Declaration must contain the following information:

• Declaration from the Director of the company seeking refunds;
• Permit number, vehicle registration number, and date of issue;
• Reasonable justification for cancellation and refund; and
• Client contact name and telephone number for verification (where appropriate).

Statutory Declarations can be obtained from Post Offices, newsagents, the Justice Department or online at http://www.justice.wa.gov.au/_files/Stat_dec.pdf

In addition to the above, the following requirements will also apply to individual permit types:

Single Trip Permits

Fees will only be refunded for Single Trip Permits under the following circumstances:

• The client cancels the job; or
• Other reasonable justification as determined by Main Roads on a case-by-case basis.

Extra Mass Period Permits

Fees will only be refunded for period permits exceeding VSR mass limits if a vehicle has been sold.  This applies to permits such as:

• Concessional Loading Scheme (CLS);
• Livestock Concession;
• Certified Weighbridge Mass Management Scheme (CWMMS);
• Class 1 Overmass Period Permit; and
• Other higher mass Period Permits.

Requirements if vehicles are sold

In case of vehicle sale, the unused portion of a permit will only be refunded when information held by the Department for Planning and Infrastructure (DPI) Licensing Centres is able to be checked and verified by Main Roads, confirming that the transfer has occurred.  Operators must submit vehicle transfer papers for this purpose, allowing sufficient time for the transfer to occur before making a refund claim.   If the vehicle is not able to be confirmed as transferred at the time of the claim, the claim will not be processed.

Permit types that will not be refunded

No refunds will be provided for other Period Permits such as:

• Class 2/3 Period Permits;
• Class 1 Oversize Period Permits; and
• Class 3 Oversize Divisible Products Permits.

These requirements will come into effect immediately.

All enquiries to the HVO Helpdesk please on (08) 9311 8450.

Mark Walker
Director Heavy Vehicle Operations
18 May 2007