Access permits

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What is a permit?

A permit authorises a specific vehicle/s to use part of the road system (potentially subject to conditions).

The role of the NHVR

When the NHVR receives a permit application through NHVR Go, our Access team completes the following tasks:

  • Performs a quality check of the application to ensure the vehicle type is safe to operate.
  • Assesses the vehicle, route/s including reviewing applicable notices. and required road managers.
  • Seeks consent from impacted road managers.
  • Reviews escalation requests for applications. Customers must provide sufficient evidence to support a request for escalation.
  • Provides support and advice guidance to road managers and applicants to facilitate timely decision-making.
  • Ensures any information or extension (EOT) requests are validated and actioned in a timely manner.

Prepares and issues the relevant documentation at the finalisation of the application (Permit or Refusal Notice).

The role of the road manager

When a road manager receives an application through NHVR Go, they complete the following assessments and tasks throughout the life of the application:

  • Determines if a route assessment is required and if an EOT is needed.
  • Reviews the application for the requirement of additional documentation or information.
  • Determines (in some cases) if third party consultation is required.
  • Assesses the roads for suitability of the combination. If the roads are not suitable, a proposal for an alternative route may occur.
  • Providing consent and determining and applying appropriate conditions.
  • Providing valid refusal reasons under the HVNL.

Identifying and managing risk

The road manager should evaluate the likely impact of the heavy vehicle on road infrastructure, community, and public safety, as detailed in the HVNL and Approved Guidelines for Granting Access. For more information on identifying and mitigating risk, see Guidelines for granting access.

I want to propose an alternate route

There may be occasions when an application for access for a ‘single route’ or ‘area of operation’ is not suitable for the requested heavy vehicle. Guidance is provided on how to do this in Road manager - proposing an alternate route.

Restricting permit durations and trips

Road managers have the option to restrict permit durations and/or the number of approved trips on a permit as part of an effective risk mitigation strategy. For more information on this strategy, see Road manager - restricting permit durations and approved trips.

I want to refuse a permit

If it is not possible to avoid, or significantly minimise the impacts by applying conditions to the movement of a vehicle, a road manager can then decide not to give consent if the operation of the vehicle will or is likely to:

  • cause damage to infrastructure.
  • cause adverse effects on the community.
  • pose a significant risk to public safety.

For more information, see Road manager - processing refusals under the HVNL.

How much time do I have to make a decision?

The HVNL requires road managers to respond to a request for consent from the NHVR within 28 days (unless an extension is agreed with the NHVR, which is possible in some cases for a maximum period of 6 months).

An expedited approval process is used when replacing previously granted permits.

Road managers that are requested to provide consent under an ‘expedited approval process’ are required to respond within 14 days (unless an extension is requested and granted by the NHVR). Under an expedited approval process, consent is taken as provided if the road manager fails to respond within the timeframe.

Extensions

Extensions to the 14 or 28 day time limit can be up to a maximum of 6 months. Extensions may be granted if consultation is required under a law with another entity or if the road manager considers a route assessment necessary for deciding whether or not to consent to the access. In such cases, the road manager should respond to the NHVR requesting that an extension be granted within the 14 or 28 day time limit.

Extension requests are made through NHVR Go as an Extension of Time (EOT) request.

Route assessments

A route assessment is an assessment of the impacts, or likely impacts, of relevant restricted access vehicle use on road infrastructure in the areas or on the routes requested in the application for access. This can include structural assessments on bridges, pavements, culverts, tunnels and the like, as well as geometrical assessments such as swept paths at intersections, stacking distances and overtaking provision. It does not include assessment of non-road infrastructure elements, including amenity issues or public consultation processes.

Amending or cancelling a permit

The road manager may ask the NHVR to amend a permit in cases such as:

  • amending the areas or routes to which the authority applies
  • amending the days or hours to which the authority applies
  • imposing or amending road conditions or travel conditions on the authority.

The NHVR encourages road managers to consider mitigating risk by way of applying conditions in the first instance. Where this is demonstrated as not being a viable option, the road manager may request a cancellation.

For more information on amending or cancelling a permit, see the below publications:

Reducing permit applications

The NHVR encourages road managers to consider pre-approvals for frequently used vehicle types and routes.

When a permit application is received by the NHVR for movement on a local road and that road is pre-approved by the road manager for the vehicle type, the NHVR does not seek additional consent from the road manager before issuing a permit.

This saves time and resources for the road manager in processing applications, assessing applications and responding to requests from the NHVR.

For more information on pre-approvals, see Network access.

I am brand new and need to get into NHVR Go

Approving access to your road network is done through NHVR Go login.

All councils will have an existing account in NHVR Go and if you are a new person to your council, you will need to be added as a user. Existing users attached to a council account can add new users. If the main person who dealt with the NHVR Go account is no longer with the council, or you need help, please Contact us.

More information on how to action your role or get support can be found on our Training and support page.