Audits

All audits must be completed by an NHVAS Approved Auditor. If you have Fatigue accreditation (Basic or Advanced), audits must be completed with an approved NHVAS auditor that has Fatigue scope.

For more information, see Audit framework and requirements.

On this page

How do I find an auditor?

A list of approved auditors can be found in the NHVR Go login  ‘Information hub’.

When an auditor has carried out two consecutive audits of a module for an operator, a different auditor must conduct the next audit of that module.

Find more information on NHVAS Approved Auditors.

Where can I find applications, forms, and templates for NHVAS?

Online applications and submissions can be done through NHVR Go login.

Applications should only be sent via fax or post if a digital platform is unavailable in NHVR Go.

You can find additional applications, forms and templates that may be required to support an NHVAS application on NHVAS applications and forms.

Audit process flow and timeline

NHVAS audit process flow, Entry Audit, Establish Accreditation Application, Compliance Audit Application, Initial Compliance Audit, Compliance Audit, Maintain Accreditation Application.
Figure 1: NHVAS audit process flow
NHVAS audit timeline from 1-12 months, Accreditations granted, initial audit reminder sent, compliance audit application, Xomplete initial audit and upload audit report, initial audit report approved.
Figure 2: NHVAS audit timeline 1-12 months
NHVAS audit timeline from 13-24 months, Accreditations granted, initial audit reminder sent, compliance audit application, complete initial audit and upload audit report, initial audit report approved.
Figure 3: NHVAS audit timeline 13-24 months

Entry Audit (when establishing accreditation)

An Entry Audit is the first audit of your management system. This audit verifies that your management system/s will comply with the relevant NHVAS Business Rules and Standards. An Entry Audit may be arranged at any time if you are confident your management system meets the relevant accreditation requirements for the module/s. A successful entry audit is one prerequisite for you to become an NHVAS accredited operator.

Compliance Audit Application (CAA)

Once you have made arrangements for an audit to be conducted, you must submit a CAA in NHVR Go at least 28 days prior to the date of your audit.

We will advise you if the proposed auditor is accepted, and any information requested in the CAA will be provided to you. If the proposed auditor is not accepted, we will provide you with an alternative selection of auditors to choose from.

You will be notified when the audit and nominated auditor have been approved.

Initial Compliance Audit (for new accreditation)

The Initial Compliance Audit is conducted between six and seven months after the effective date of the accreditation being granted. The purpose of this audit is to confirm that your management system is operating as intended.

It is your responsibility to submit the Compliance Audit Application – Upload Initial Audit Report and attach a copy of the completed initial compliance audit summary report to us no later than 14 days after completing the audit.

Compliance Audit (when maintaining accreditation)

A Compliance Audit is conducted prior to the expiry of your accreditation. The purpose of a Compliance Audit is to confirm that your management system complies with the relevant Business Rules and Standards and that management and staff are aware of, and comply with, the relevant policies and procedures (i.e. the management system for which accreditation was granted is functioning effectively within your business). A conforming Compliance Audit is necessary for you to maintain your accreditation, and can be conducted within the nine months prior to the expiry of the accreditation period.

Triggered Audit

Where information suggests that you may be acting in contravention of the conditions of the accreditation and HVNL (for example, on-road breach, serious crash, compliance history, an intercept report, a compliance statement, or a complaint), we may initiate a Triggered Audit.

Spot checks

We randomly conduct spot checks on your management systems. Spot checks are conducted to ensure you are abiding by the requirements for participation in their relevant NHVAS module/s.

Spot checks can be initiated by us at any time, with or without notice, at any premises or operational location.

At times, Authorised Officers may carry out random inspections in conjunction with us to identify that the management system or condition of a vehicle(s) is consistent with the Scheme requirements and conditions and the HVNL.

Compliance Statements

Each NHVAS module requires you to complete quarterly Compliance Statements. These statements must contain a record of compliance with the key outcomes required for each NHVAS module (refer to the NHVAS Audit Framework document for key outcomes) and must be presented at audit.

Corrective Action Requests (CARs)

All CARs need to be closed before the NHVAS Audit Summary Report can be accepted by us as part of the application. CARs need to be signed by both the auditor and the operator.

Audit validity

For an audit NHVAS Audit Summary Report to be considered valid, you and the NHVAS Approved Auditor must sign the declarations page in the report.

An audit report is valid for nine months from the date the audit is completed.

Audit costs

Each auditor independently sets their own fees, so it is recommended that you obtain several quotes before engaging the services of an auditor.

Aligning module expiry dates

You can request alignment of your modules to a common due date. Your request will be considered on a case-by-case basis. To request alignment, you can:

  • email accreditation@nhvr.gov.au or
  • add the request to your CAA or
  • add the request in the comments section of your Maintain Accreditation Application.

Please note, auditors cannot request this on your behalf.

Failing to submit audits within required timeframe

Initial Compliance Audit

If you fail to submit your Initial Compliance Audit Report within the required timeframe, you will be issued an Information Notice (Proposed Action to Cancel), and you will need to respond within the required timeframe. Failing to respond will result in your accreditation being cancelled.

Compliance Audit

If you fail to submit your Compliance Audit within the required timeframe, you will receive an expired accreditation notification. You have a three-month window after the expiry date to submit a conforming Compliance Audit with your Maintain Accreditation Application. Failing to meet these requirements will result in your accreditation being cancelled.