Use of Vehicles

Official Runs

• Vehicles must only be used for official purposes unless approved in writing by the Deputy CEO or permitted under an officer’s term of employment.

• Any officer requiring transport for official purposes must inform the transport officer. It shall be the duty of the transport officer to make the necessary arrangements for transport.

• Drivers are not allowed to transport any officer unless informed by the transport officer.

Driver’s Running Sheets

• Each driver must keep daily running sheets to record details of each run undertaken in any of the agency’s vehicles. The running sheet shall document:
• vehicle registration number;
• date and mileage at the start of the day;
• runs during the day and reasons for each run;
• arrival and departure times including mileage during each separate run;
• fuel details if vehicle is filled during the day.

• Separate running sheets must be kept for each vehicle.

• Before the start of each run, the driver shall enter onto the running sheet, the current mileage reading. This must also be done at the end of that run.

• If the driver stops at various locations before returning to the office, details of each stop must also be entered onto the running sheet.

• Where another driver uses the same vehicle, a separate running sheet for that vehicle shall be used to record the journey.

• All drivers must ensure that their running sheets are properly filled in before signing and submitting them to the Supervisor of Transport at the end of the day. Vehicle keys must also be handed over to the Supervisor.

• The Supervisor of Transport shall check the accuracy of all running sheets for the day and certify each sheet.

• Running sheets for each vehicle must be kept in a separate file in chronological order.

Refill of Fuel for Vehicles

• All vehicles must refill only at a Public Works fuel depot. It shall be the responsibility of drivers to ensure that vehicles have adequate fuel at all times.

• Drivers shall complete fuel orders made on the appropriate fuel order form. The form shall provide the following details:
• date fuel ordered;
• vehicle number and type of fuel ordered;
• quantity of fuel ordered, cost and from which depot.

• Separate fuel order forms must be used for each vehicle.

• When a driver issues a fuel order, the original form shall be handed to the officer at the fuel depot. The duplicate shall be retained by the driver and handed to the Supervisor of Transport before the close of official business. Before handing over, the driver must ensure that relevant refill details are entered onto the running sheet.

• The accounts officer shall enter details of the fuel order forms into a fuel order register. Once the fuel charges advice has been submitted by the Public Works Ministry, the cost shall be entered into the register against the relevant entry.

• The accounts officer shall ensure that fuel order balances corresponds to the balances advised by the Public Works Ministry before processing the fuel charges.

Transport Officer’s Logbook

• The Supervisor of Transport shall keep separate logbooks for each of the vehicles under the agency’s care. The logbooks shall provide details of:
• total mileage per day totalled up to each month;
• the date, cost and location of repairs;
• the date, cost and location of servicing;
• fuel costs totalled each month;
• other maintenance costs.

• When a driver’s running sheet is handed to the Supervisor of Transport at the end of the day, the total mileage for the day will be recorded in the logbook.

• At the end of each month, the Supervisor of Transport shall check the driver’s running sheets and reconcile it to the monthly mileage summary in the logbook, before signing the summary.

• If a vehicle is transferred to another agency, the logbook shall also be transferred.