RULES FOR THE USE OF STAFF
CARS
1980
GOVERNMENT OF PAKIST CABINET SECRETARIAT CABINET DIVISION (updated up to Oct 2008)
RULES FOR THE USE OF STAFF CARS
The Federal
Government is pleased to make the following rules for the use of staff cars,
namely:-
1. Short title, application and commencement:-
(1) These rules may be called the ‘Rules for the Use of Staff Cars, 1980’.
(2)
They shall apply to the staff cars maintained by
various Divisions including the staff cars maintained by the Cabinet Division
in the Central Pool and, unless stated otherwise, to operational vehicles.
(3)
They shall come into force at once.
2.
Definitions:- In
these rules, unless there is anything repugnant in the subject or context.
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(i)
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‘Division’ means a
Division as defined in the Rules of Business,
1973 and includes an
attached Department and a Subordinate
Office;
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(ii)
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‘Officer’ means an officer
of Grade 16 and a bove and includes a Minister, or any other dignitary or
office holder notified as an
‘officer’
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(iii)
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Minister includes a Minister of State and an Adviser having
the rank and status of a Minister or Minister of State;
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(iv)
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‘Officer-in-Charge’ means an officer nominated by a
Division to be responsible for the proper maintenance and utilization of the
vehicles of that Division;
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(v)
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‘Official duty’ or ‘Official Business’ means a journey
performed in the public interest from office or residence to a place where
the presence of the officer is required for official work and back;
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(vi)
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‘Pool Car’ means a staff car maintained by the Cabinet
Division in the Central Pool;
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(vii)
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‘Operational Vehicle’ means a motor vehicle used by the
staff of a technical department for operational duties:
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(vii)
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It is clarified that operational vehicles have been defined
in 2(vii)
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of the Rules for the Use Staff
Cars-1980”. These rules are applicable in cases of all the vehicles maintained
by Ministries/Divisions, Departments and Subordinate Offices unless stated
otherwise. Rule 3(5) of the Rules for the Use of Staff Cars, 1980 lays down
that no Division shall purchase a staff car (means a motor vehicle or any type)
unless a NOC is obtained from the Cabinet Division. All the relevant rules of
the Rules for the Use of Staff Cars – 1980 regarding repairs and maintenance,
up-keep of vehicles their records etc are equally applicable in cases of
operational vehicles. (Add. Vide No. 12/8/83-CS, dated 25th July,
1983).
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(viii)
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‘Staff Car’ means motor
vehicle of any type maintained by Government;
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(ix)
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‘Annexure’ means Annexure
to these rules;
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(x)
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‘Entitled Officers’ means officers of grade 22, 21 & 20
of the Federal Government borne on the sanctioned Establishment of a Division
or an Organization under its administrative control.
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3.
Name of Staff
Cars.- (1) Each Division shall normally maintain one staff car for use in
connection with official business. However additional staff car can be specially
authorized by the Cabinet Division.
Explanation.- Any additional staff car which has already
been allowed by the Cabinet Division shall be deemed to have been authorized
for the purpose of this sub-rule.
(2)
In addition to the staff car (s) provided under
sub-rule (1) one staff car shall be provided to each Minister, Minister of
State, Advisor and any other dignitary or office holder notified for such
facility.
(3)
The Division concerned (or for one of the Division in
the portfolio) will be responsible for provision of staff cars to Minister and
Minister of State and Advisors etc.
(4)
The Cabinet Division will arrange for the upkeep and
maintenance of a staff cars which becomes surplus to the requirements of
Minister, Minister of State, Advisors or any other dignitary or office holder
or on completion of project. As soon as such dignitary relinquishes his office,
and his successor has already been provided with a staff car under sub-rule
(2), the Division concerned shall immediately place the surplus car together
with the driver, at the disposal of the Cabinet Division. This will involve no
financial adjustment for the cost of the car and the pay and allowance of the
driver will continue to be paid by his parent Division till he is posted to
some other Division.
(5)
No Division shall purchase a staff car unless it has
obtained a no objection certificate from the Cabinet Division. In the case of
replacement of an existing staff car, it shall first be verified from the
Cabinet Division that no surplus car is available.
4. Administrative Arrangements:- (1) Each
Division having a staff car shall detail an officer to be called
‘Officer-in-Charge’ who shall be responsible for the proper utilization and
upkeep of the car and the maintenance of records of the staff car.
(2)
Each staff car shall immediately after its purchase, be
registered by the designation of the Officer-in-Charge of the Division for
which it has been purchased and it shall not be required to be insured.
(3)
A trained licensed driver shall be engaged for the
staff car in accordance with the recruitment policy laid down in Rule 12(2) and
garage accommodation shall be arranged.
(4)
A small semi-circular metal disc shall be fixed on
Govt. transport near number plates of the staff car. It shall have the words
“Government of Pakistan” painted along with the curve, and the name of the
Division to which the staff car belongs, in the space within the curve:
Provided that such
disc need not be fixed on the staff car of a Minister or an entitled officer
placed at his disposal for both official and private use.
5. Use of Staff Cars.- (1)
Staff car may be provided for the use of State Guests, members of
foreign delegations and other dignitaries visiting Pakistan.
(2)
If staff cars are available these may also be provided
to Provincial Officers of Grade 18 and above on request provided the official
tour is outside their normal jurisdiction.
(3)
Except as otherwise provided in these rules, a staff
car shall only be used by the officers of Grade 16 and above for official
business subject to availability.
(4)
An officer may use the staff car for journey from
office to his residence if this is performed after working in the office for
not less than two hours beyond the normal office hours.
(5)
An officer of Grade 19 and above may use the staff car
for attending diplomatic and official functions in his official capacity
whether during or outside office hours.
(6)
Officers of Grade 18 and 19 who live in Rawalpindi but
work in Islamabad and vice versa may make use of staff car for going to office
and back on pooling arrangements provided they surrender their car maintenance
allowance. This facility will be provided only if a number of three officers
are available to utilize the staff car. However, the Secretary / Additional
Secretary incharge of the Division may relax this sub-rule in favour of a
minimum of two officers of the same Division. Staff Car on pooling arrangements
shall not be available for the executive use of any officer availing this
facility and will report for normal duties in the Division during office hours,
as well as after reaching pooling officers home.
(7)
Officer-in-charge of the Department may allow an
officer to use the staff car for private purposes in exceptional circumstances
on payment of Rs.1.5, Rs. 3.00, Rs.
4.00, Rs. 12.00, Rs. 20.00 and Rs. 4.00 for Motorcycle, Car / Jeep / Van (up to
5 seaters), Van / Station Wagon ( 6-14 seaters ) Toyota Coaster Air conditioned
or equivalent bus and other heavy duty vehicles used for carrying passengers /
trucks for transporting luggage respectively and the overtime allowance if
payable to Drivers.
(8)
The use of the staff cars may be permitted to cashiers
for journeys from office to bank or treasury and back whenever they are
required to handle Government money exceeding four thousand rupees and such use
of staff car shall be treated as on official business.
(9)
The use of staff car shall not be allowed to an officer
who is in receipt of conveyance allowance under Supplementary Rule 25.
(10)
An officer requiring a staff car for official duty
shall fill Part I of the Requisition Slip at Annexure ‘C’ and send it to the
Officer-in-Charge of Transport, who will, subject to availability of car,
detail a driver for the specific duty vide Part II of Annexure ‘C’. The entries
in Part III of Annexure ‘C’ will be filled in by the requisitioning officer,
before he leaves the car.
(11)
Entitled Officers who forego the car maintenance
allowance shall be permitted to free use of staff car for official and private
purpose subject to the following conditions:-
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(i)
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Only one staff car shall be used both for official as well
as private use.
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(ii)
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Such staff car shall not be used during earned leave, leave
preparatory to retirement, or any other kind of leave except casual leave and
medical leave up to one month.
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(iii)
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Private use of staff cars beyond municipal limits shall not
be permitted save on payment as provided under rule 5(7).
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(iv)
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Where the staff car is
driven by the entitled officer as permitted by rule 12, the instructions laid
down for staff car drivers under clauses (ii), (iv), (vii) of rule 20(1)(a),
20(1)(c) and 20(1)(d), will be observed by the said officer.
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(v)
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It is the responsibility of Ministries / Divisions /
Departments /
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Organizations concerned, where
the officer was last posted, to provide official transport to the entitled
officers during training or in capacity as OSD from within its existing
resources of transport.
6.
Use of Staff
Cars in contravention of rules :- For
any journey made in contravention of rules 17(3) and 28(2)(e) the officer using the staff car shall be
charged at the rate of Rs. 3.60 per kilometer (Rs. 2.88 per mile) and also the
late duty allowance, if any, paid to the staff car driver.
7.
Details of
journey to be given:- (1) The details (specific places from which and to
which journey is performed) and purpose (whether official or otherwise) of each
journey shall be stated in the Movement Register maintained for the purpose.
Provided that the
staff cars, in the exclusive use of a Minister or any officer referred to in
Rule 3(2) and the entitled officer under rules 5(11) shall be exempt from the
provision of this rule. Journeys made by them shall be recorded as ‘running
duty’ by their Private Secretaries / Personal Assistants.
(2) For
cars detailed on official duty beyond municipal limits details of point to
point duties shall be recorded.
8. Entries
in Movement Register to be signed:- The
Movement
Register shall be personally signed by the officer using the
staff car except that where the Private Secretary attached to the Officer is in
Grade 16 or above, he may sign the Movement Register on behalf of the officer.
9.
Unsigned Entry
in Movement Register:- An unsigned entry in the Movement Register shall be
treated as Private journey and shall be chargeable as per rule 5(7).
10.
Borrowing of
staff cars:- When a staff car
belonging to one Division is borrowed by another Division. The
Officer-in-Charge of staff car in the borrowing Divisions shall be responsible
for proper utilization of the staff car and for the due compliance of these
rules in the same manner as if the staff car belonged to his own Division and
shall while returning the staff car to the lending Division give the following
certificate :-
“Certified that
the staff car was actually used for the purposes indicated in column 5 of the
Movement Register and that it was not used in contravention of Rules for the
Use of Staff Cars, 1980”
11.
Use of Staff Car
of a Department by Administrative Division:- A staff car belonging to an
Attached Department or a Subordinate Office of a Division shall not be used by
the Administrative Department except (as provided) under rule 10 and every
Department or office shall be responsible for any mis-use or irregularity
committed in this behalf.
12.
Staff Car
Driver:- (1) Staff Cars shall be
driven by the authorized official drivers who will always be in the livery
officially issued to them. However, entitled officers possessing a driving
license may drive the staff cars allotted to them in the absence of authorized
staff car drivers.
(2) Staff car drivers
shall be recruited by the Division / Department concerned after examining the
candidates skill in driving and knowledge about the mechanism of the car
engine. A committee shall be set up by the Division / Department concerned for
recruitment of drivers.
13.
Overtime
Allowance to drivers:- The staff car drivers shall, for duty performed
beyond office hours be entitled to an overtime allowance at such rate as may be
allowed by the Government from time to time.
14.
Areas within
which staff cars are to be used:- The staff car shall be used for duty
within the Municipal and Cantonment areas of the city where they are maintained
and shall not be used for long distance tours save in exceptional circumstances
and in the case of journeys made by the State Guests or the Members of Foreign
delegations visiting Pakistan provided that:-
(a)
A Minister, Minister of State, Advisor and any other
dignitary or office holder may use the staff car beyond the municipal limits.
(b)
A Secretary / Additional Secretary of a Division may
permit the official use of staff car beyond municipal limits for reasons to be
recorded in writing and such relaxation shall invariably be reported to the
Cabinet Secretary.
(c)
The private use of staff car beyond municipal limits by
government officials, including the entitled officers, may be permitted only on
payment.
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NOTE I.-
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In the case of Karachi,
the term Municipal and Cantonment
Areas shall mean the area which comprised the “Federal
Capital Area” before the 1st July, 1961 : and in case of
Rawalpindi, the term municipal and cantonment areas shall include the Federal
Capital;
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NOTE II.-
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An officer using the staff car for a journey upto and from
the
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point of embarkation or
disembarkation shall not claim mileage allowance in his traveling allowance
bill.
15. Maintenance of Record:- The following registers shall be maintained
for each staff car namely :-
(i)
Movement Register - A Movement Register shall be
maintained in the form as set out in Annex ‘A’ and shall remain in the custody
of the staff car driver. On the cover of this register shall be indicated the
name of
the Division, the number of staff
car, the designation of the Officer-inCharge with his office telephone number.
A copy of these rules shall also be pasted inside the Movement Register.
(ii)
Vehicle Log Book .- A bound register in the form as set
out in Annex ‘B’ shall be maintained as the vehicle Log Book by the Officer-in-Charge
of the staff car which shall form a permanent historical record of the staff
car including all brief description accidents etc. during its life which shall
be entered therein.
PART I
Specification
- Details should be copied out from the registration book of the vehicle.
PART II
Transfers - Entries
should be made under this part when a particular vehicle is transferred
permanently or temporarily to any other Ministry or Division and also from one
Officer-in-Charge to another.
PART III
Summary of repairs .-
The details of periodical repairs as well as other repairs including normal
servicing and recharging of battery shall be entered under this part.
PART IV
Petrol Account and
Record of Mileage. - Petrol and Average account of kilometers / miles per liter
on the last day of each month shall be maintained under Part. IV.
PART V
Record of Tyres and
tubes and other consumable stores (Apart from petrol) connected with the car,
e.g. dusters, chamois leather, etc. shall be entered in this part.
PART VI
Schedule of vehicle tools and
equipment.
16. Checking of the Movement Register:- (1)
The Officer-in-Charge shall ensure that the staff car in his charge is not
misused or neglected by the driver and that the petrol of the staff car is not
wasted. He shall scrutinize the Movement Register at least once a fortnight to
see that all journeys made were properly authorized and that avoidable journeys
were not made by the staff car. The Officerin-Charge shall also record a
certificate of checking in the Movement Register in the following form under
his full signature :-
“I have examined all the entries
since this register was last checked and have no observations to make except
the following:-
1.
2.
Signature
Designation
of the Officer
Date………………………
(2) A Deputy
Secretary shall be designated in each Division to scrutinize the entries and
the certificate of the Officer-in-Charge in the Movement Register and attest
his signatures to that effect.
17. Recovery of charges for private use:-
(1) The Officer-in-Charge shall came to
be prepared a bill on the last working day of each month in respect of private
use of the staff cars made during the month and shall pass on the bill to the
cashier of the Division for the recovery of charges from the officers who used
the staff car for private purposes. The bill shall cover the entire mileage
done for private purposes and the Officer-in-Charge shall record a certificate
after the final entry for each month in the Movement Register that the register
has been examined and that necessary bills have been prepared and sent to the
cashier for recovery of charges.
(2)
All recoveries of charges for the private use of staff
car shall be made at the end of each month through the salary bills of the
officers. Recoveries on account of private use of staff car shall not be
delayed beyond one month and the Section Officer / Superintendent / the
Assistant In-charge of the Branch dealing with the staff cars shall be
responsible for scrutinizing the Movement Register at the close of each month
and making recoveries if any remaining outstanding from officer for more than a
month.
(3)
Where reasonable indication of the nature of the
journey made by the staff car is not available or where an officer has not
signed the register or not supplied the particulars, it shall be assumed that
the journey was made on private account and shall be charged accordingly as per
rule 6 above.
18. Audit.- (1) Audit
of accounts relating to staff cars shall be conducted periodically by the staff
of the Accountant General of Pakistan Revenues.
(2)
It shall be the responsibility of the auditing staff to
ensure strict observance of these rules and to treat all expenditure made in
contravention of these rules as unauthorized.
(3)
The auditing staff shall ensure that the use of staff
car after its becoming surplus under sub-rules (1) and (2) of rule 3 is treated
as unauthorized and charges from the individual using such staff car are
recovered in accordance with rule 6.
(4)
The Cabinet Division, in consultation with the Finance
Division may detail special audit team composed of officer drawn from other
Divisions for special audit of certain Divisions having a sizeable fleet of
staff cars.
19. Hiring of taxi for official business:-
(1) In view of the provision of staff cars in each Division, strict control
shall be exercised over the hiring of taxis for official business and a Deputy
Secretary shall be named in each Division for the purpose of granting
permission, where necessary to hire a taxi.
(2) Six monthly
reports showing expenditure on the hiring of taxis as on the 31st
March and the 30th September each year shall be sent by the
Officer-inCharge of each Division to the Ministry of Finance and a copy thereof
shall be endorsed to the Cabinet Division.
20. Instructions for staff car drivers.-
(1) The driver of each staff car shall observe the following instructions
namely :-
(a)
He shall be responsible for:-
(i)
The proper upkeep and cleanliness of the staff car;
(ii)
Petrol consumption;
(iii)
Careful driving;
(iv)
Taking precautions against accidents;
(v)
Accession for servicing;
(vi)
Repairs;
(vii)
Avoidable damage to the staff car; and
(viii)
Ensuring the road worthiness of the vehicle before
proceeding on duty and repairing or getting repaired any fault or mechanical
defect;
(ix)
Speed limit of 80 k.m./50 miles per hour.
(b)
He shall always be in possession of his valid driving
licence, registration papers, tax token and a copy of the Highway Code in his
staff car.
(c)
He will not smoke while driving.
(d)
He will ensure that the staff car is not loaded beyond
its prescribed capacity.
(e)
He will get himself medically checked up for general
fitness, eye sight and night and colour blindness, once every six months.
(f)
He shall get entries recorded in the Movement Register
before the officer or other authorized person leaves the staff car.
(g)
He shall strictly observe driving and traffic regulations
and speed limits laid down for different areas.
(h)
He shall not leave the staff car unattended or park it
in a manner which violate traffic rules
in force.
(i)
That the official vehicles, except staff cars issued to
the entitled officers for official /
private use are parked in the garages of the concerned offices.
(2)
If any officer refuses to cooperate in regard to the
observance of these rules the staff car driver shall not argue with him but
carry out the orders of the officers and report the details of incident to the
Officer-in-Charge.
(3)
Any contravention of the provisions of sub-rules (1)
and (2) above shall be considered as an offence and disciplinary action shall
be taken against the staff car driver.
21. Periodical Maintenance of Staff Cars:-
The following schedule of checking and servicing of staff cars shall be
observed for their proper upkeep and maintenance, namely:-
(1)
Daily Maintenance.- A driver of staff car shall carry
out the following tasks daily :-
(i)
Checking the level, cleanliness and temperature of
water, if required;
(ii)
Checking of engine oil and petrol for ensuring that
there is no leakage from any part;
(iii)
Checking tightness of wheel nuts, bolts linkages,
pressure, and cleanliness of tyres to censure that there are no flints, stones
etc. which may cause deep abrasions or cuts in a tyre;
(iv)
Checking of all attachments and fittings, controls
gauges, lights and brakes; and
(v)
Cleaning by dusting or wiping both the interior and the
exterior of the staff car.
(2)
Weekly Maintenance.- A driver of a staff car shall
carry out the following tasks once a week:-
(i)
Cleaning by washing of the entire vehicle (from inside
and outside) including washing of wheels;
(ii)
Removal of battery for cleaning of corrosion from the
terminals and their coating with petroleum jelly; checking of vent-plugs,
vent-holes and body replenishing with distilled water in the battery if
required.
(3)
Periodical Maintenance.- Officer-in-charge of the staff
car shall see that repairs / servicing / oil change / tuning of the staff cars
is always got done from a garage specifically nominated by the manufacturer for
the purpose. However, if such arrangement are not available staff cars may be
sent to approved automobile workshops for repairs etc. Each Division / Organization
shall maintain a pre-approved list of such garages / workshops. If an
authorized agent provides unsatisfactory service or the charges are
exhorbitant, work may be got done from other approved garage with the special
permission of the Head of the Division / Department.
22.
Any fault in a vehicle discovered by the driver while
on duty or performing the tasks under Clauses (1) and (2) of rule 21 shall be
reported immediately to the Officer-in-Charge.
23.
Weekly
Inspection by Officer-in-Charge.- The Officer-in-Charge shall be
responsible to see that the staff car driver is given sufficient time to carry
out the weekly maintenance and shall himself carry out weekly inspection to
ensure that the tasks to be performed by the driver under clause (2) of rule 21
have actually been carried out and the vehicle is fit for duty in all respects.
The results of his inspection shall be recorded in a bound register in the
following proforma:-
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Date of
Inspection
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Name of the
Officer-in-Charge who
carried out the inspection
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Remarks by the
Officer-in-Charge
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Initials of
the
Officer-in-Charge
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24.
Categories of
Staff Cars and their Entitlement for use:- (1) Staff cars for government use
may be categorized as under:-
(a)
Small Cars
… … Up to engine power not exceeding 1300 CC.
(b)
Medium Cars … … Cars
with an engine
power ranging from
over 1300 CC to 1600
CC.
(c)
Big Cars …
…
Engine power exceeding
1600 CC.
(d)
All cars earmarked for foreign dignitaries and Federal
/ Provincial Ministers, Hon ‘able Judges of Supreme Court and Chief Justices of
the High Court will be air conditioned.
(Add. vide No. 12/65/81-CS, dated 4th
August, 1983)
(2)
The Prime Minister of Pakistan has been pleased to
approve the
following revised entitlement of staff cars:-
a.
Federal Ministers / Ministers of State / 1800 CC
Advisors
/ Special Assistants to the Prime
Minister with status of Minister / Minister of State.
b.
Secretaries General / Secretary / Parliamentary 1300 CC
Secretaries
and Officers equivalent to BPS-22.
c.
Additional Secretaries / Senior Joint Secretaries / 1000 CC
Officers
in BPS-21 / 20 and equivalent.
(3)
The Senior government functionaries holding Staff Car
with engine capacity above the entitlement will continue to use the existing
vehicles till they are due for replacement as per rules subject to the
condition that the vehicle is of older model than 2003.
(4)
The Prime Minister has further been pleased to approve
the responsibility of providing Staff Cars to various government functionaries
as indicated below:-
a.
Federal Minister / Minister of State Respective Ministry
b.
Advisors to the Prime Minister / Respective Ministry Parliamentary
Secretaries allocated a
portfolio.
c.
Advisors / Special Assistants to the Cabinet Division Prime
Minister without portfolio.
(5)
The petrol / CNG ceiling of entitled officers are as
under :-
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S.No.
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BPS
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Petrol Ceiling Per Month
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CNG Ceiling
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1.
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BPS-20
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180 lit
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20 lit petrol + 125 Kg CNG
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2.
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BS-21
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180 for 1000 CC Car 270 for
1300 CC Cars of model older than 2003
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20 lit petrol + 125 Kg CNG
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3.
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BS-22
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360 lit petrol per month
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35 lit petrol + 250 Kg CNG
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25. Replacement of Staff Cars:- (1) No
staff cars shall be replaced save in the manner as provided below:-
(2) Composition
of Vehicle Condemnation Committee:- Ministry /
Division will have Vehicle Condemnation Committee
constituted as under:-
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1.
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Joint Secretary of the
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Chairman
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Ministry / Division or Head
of the
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Department (not below
BS-20)
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2.
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DFA of the Ministry / Division
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Member
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Department concerned.
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3.
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A Grade-19 officer from
parent
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Technical
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Ministry / Division dealing
with
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Member
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Motor vehicles of the
Ministry and
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its subordinate offices
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(3)
The Committee shall meet in the
Division on an appointed date and time to examine the staff car proposed to be
replaced and shall make its recommendation, in writing, to the Secretary of the
Division.
5. Conditions
for Replacement of Staff Cars:
(a)
No vehicle will be replaced before the completion of
the prescribed life fixed on the basis of mileage / number of years used.
(b)
Prescribed life and mileage laid down for condemnation
of various vehicles, in the staff car rules 1980 is as under:-
K. Ms.
1)
Motorcycle 5 years 100,000 2) Suzuki Car / Van 6 years 160,000
3) Car 1300
CC 6years 200,000 4) Car 1600 CC 7 years 250,000 5) Jeep, Station 8 years 200,000 Wagon, Bus Truck,
2000
CC and above.
(c)
If a vehicle is required to be replaced before reaching
the life fixed a special procedure given under rule 25(6)(b) will be followed.
Exemption.- No
life is fixed for big cars. Car who meet a serious accident can proposed for
condemnation at any time as per following procedure.
(6) Replacement
Procedure of Staff Cars:-
(a)
Staff cars when due for replacement as per their fixed
life may be replaced at the discretion of the Secretary / Additional Secretary
in charge of the Division concerned.
(b)
In the case of a vehicle required to be replaced under
clause 25(5) (c) the matter shall be referred to the Cabinet Division together
with necessary justification. In such case of replacement the vehicle need not
be pre-inspected as required for normal replacements. After agreement of that
Cabinet Division the case would be referred to the authorized workshop of the
Cabinet Division for their technical opinion. Finally the Vehicles Committee in
the Finance Division will give its recommendation and also bring out any
adverse reflections to the notice of the concerned Secretary where necessary.
On a positive recommendation of the Committee the Staff Car may be replaced.
(c)
All cases of replacement of cars would continue to be
referred to the Cabinet Division for obtaining “No objection certificate”
26.
Disposal of
Cars:- All vehicles shall be disposed of by Ministry / Division concerned
through public auction.
27.
Registration
Number etc. to the Communicated.- Whenever a new staff car is purchased by
a Division, its registration number together with the registration number of
the car going to be replaced shall be communicated to the Accounts Officer
concerned, who shall admit expenditure of such staff car, under intimation to
the Cabinet Division.
28.
Central Pool of
Cars.- (1) Cabinet Division shall maintain a Central Pool of Staff Cars,
consisting of cars of different categories as per requirements.
(2)
Availability of
Pool Cars.- Subject to availability the following will be eligible for the
use of staff cars in the Central Pool :-
(a)
Ministries / Divisions for the use of State Guests,
Members of foreign delegations and VIPs visiting Pakistan;
(b)
Federal Ministers, Minister of State, Adviser and any
other dignitary or office holder when their staff cars are temporarily off the
road for repairs for a period not exceeding fifteen days.
(c)
The Provincial Governors, the Chief Ministers,
Provincial Ministers and other officers with similar rank and status.
(d)
Officers of Grade 18 and above of the Federal
Government and Provincial Governments while on tour to Rawalpindi / Islamabad;
Provided that officers serving
in Rawalpindi / Islamabad shall not be entitled to the use of Pool cars in
connection with their journey to and from the Airport or the local Railway
Stations.
(e)
Journeys performed in contravention of sub-rule (2)
shall be chargeable as private journey under rule 6.
(f)
Details of Journeys performed by the State Guests, and
VIPs etc. referred to in clause (a) of sub-rule (2) may not be noted in the
Movement Register but recorded as ‘Running Duty’ provided it is signed by an
official of the requisitioning Division.
(g)
Pool cars shall not be made available for normal use of
a Division or for use under Rule 5(8). However a Pool car can be provided to a
Division subject to availability if its own staff car is temporarily out of
order or in an emergency.
(h)
Ministries / Divisions and their allied offices, etc.
desiring to retain Central Pool vehicles for more than seven days will bear all
operational expenditure on these vehicles beyond this period. Moreover, fresh
requisition by the same Division / office within fifteen days of the first
requisition will be considered to be an extension of the previous requisition
and POL requirements will be met by the requisitioning Ministry / Division /
etc.
(3)
Pool Cars for
Specific Duty Only:- Except as otherwise provided in these rules, pool cars
shall be made available for specific duties only and shall not be provided for
an indefinite period in lieu of a staff car of a Division which is sent for repairs
etc. After performance of each specific duty the staff car shall be returned to
the Central Pool.
(4)
Request for
Staff Cars fromCentral Pool:- (a) When the Staff car of a Division is to be
sent for repairs which may keep it off the road for more than two days and a
pool car is required, the Cabinet Division shall be informed and confirmation
regarding the availability of pool car shall be obtained before a formal
requisition of pool car is made.
(b)
The officer-in-charge of the borrowing Division shall
on each such occasion, furnish the following information:
(i)
Designation of officer and name of the Division
requiring the staff car.
(ii)
Date and time for which required, and
(iii)
The purpose for which required.
(c)
All demands for the pool cars will be registered
chronologically in the Cabinet Division in the form as given in Annexure ‘D’
priority in allotments of pool cars shall normally be assigned in the order of
registration.
(5)
Emergency
Demands.- In case of an emergency
demand for a pool car for any specific duty telephonic request may be made to
the incharge of pool cars in the Cabinet Division who shall try to meet the
same subject to verification of such emergency and availability.
(6)
Claim for Taxi
Hire for Non-Provision of Pool Cars.-
All demands for the provision of staff cars from the Central Pool shall
be attended to subject to the availability of staff cars and non-provision of a
staff car shall not entitle an officer to claim taxi hire from the Government.
(7)
Replacement of
Pool Cars.- The procedure laid down for the
replacement of staff cars of a Division shall be followed in
the Cabinet Division in the case of pool cars also.
29. Repeal.- Rules
for the Use of Staff Cars, 1975 are hereby repealed.
Annexure
‘A’ SPECIMEN OF THE MOVEMENT REGISTER
|
Date
|
Time from 8 to
|
Name and
designation of the officer
|
Details of journey i.e.
from ____to
|
Purpose of journey i.e.
private or official
|
|
1
|
2
|
3
|
4
|
5
|
|
|
|
|
|
|
|
Meter reading before
journey
|
Meter reading after journey
|
Mileage / kilometer covered
|
Signature of the Officer
|
Remarks shown in 1. Petrol issued.
2. Car sent for servicing
etc.
3. Any
other events.
|
|
6
|
7
|
8
|
9
|
10
|
|
|
|
|
|
|
NOTE:- The Movement Register would be bound and its pages
numbered.
Annexure
‘B’
LOG BOOK (OUTER COVER)
Staff Car No.
Vehicle Log Book.
Ministry of ____________________
PART I.-
Specification (Page)
1.
Make Number.
2.
Chassis No.
3.
Year of manufacture.
4.
Type of Body.
5.
Seating Capacity.
6.
Number of Cylinders.
7.
Horse Power.
8.
Petrol Tank Capacity (Main/Reserve).
Size
9.
Tyres Front.
Pressure
Rear
Signature of
officer who certified Correctness of the
above entries
PART II.- Transfers
(2 pages)
|
Date of Transfer
|
Signature of officer and the name of Division by which
transferred
|
Signature of officer and the name of Division by whom
received
|
Date
|
|
1
|
2
|
3
|
4
|
|
|
|
|
|
PART-III.- Summary of
Repairs executed and Purchases made (20 pages).
|
Date in
Workshop
Out
|
Particulars repairs executed, purchases
made
|
of
|
Cost of repairs
|
Conti-gent vouchers number
|
Signature of
Officer-in-Charge
Staff Car
|
|
1
|
2
|
|
3
|
4
|
5
|
|
|
|
|
|
|
|
PART-IV.- Records of Petrol and Mileage (40 pages)
|
Date and Month
|
Opening balance in tank on the first day of the
month
|
No. of litres of petrol obtained
|
Voucher No. and date
|
Balance
in tank or the last day of the month
|
Total
petrol
consumed
during the month columns 2+3-5
|
|
1
|
2
|
3
|
4
|
5
|
6
|
|
|
|
|
|
|
|
|
Opening mileage/milom eter meter reading
|
Closing mileage kilometer
meter reading
|
Mileage/kilometer performed during the
month
|
Average mileage/ kilometer
per liter for the month
|
Signature of the Officer- in-charge of
Staff Car
|
Remarks
|
|
7
|
8
|
9
|
10
|
11
|
12
|
|
|
|
|
|
|
|
NOTE :- On
closing of each month, the following certificate should be recorded by
the Officer-in-Charge of the staff car:-
“Certified
that the petrol obtained during the month of _____________ was
consumed in Car Number ____________ and
in no other vehicle in the best of my knowledge and
belief”.
Annexure
‘C’ REQUISITION SLIP FOR STAFF CAR
PART I
A staff car is required for ______________on
_________from ____________ to___________ for going to _________________ in
connection with official / private business.
Signature
of the
Requisitioning Officer Officer-in-Charge Transport.
___________________________________________________________________
Part II.- To be used in Transport
Section Government Transport Duty Slip.
Staff
Car No. _____________with Mr. _________________Driver, is directed to report
for duty to ________________________________at _________________
on________________ for ___________________________.
Signature
of Officer-in-Charge
Transport
___________________________________________________________________
Part III.- To be completed by the
Requisitioning Officer at
Released at place ________________time__________ on
_________Actual kilometer reading at the time of release ___________________.
Signature
of Requisitioning Officer
Annexure
‘D’
DEMAND OF STAFF CAR
FROM CENTRAL POOL
(a) Serial Number
……………………………………………………………… (b) Date of Registration ………………………………………………………..
(c) Designation of Officer and name of the Division requiring the
Pool Car
…………………………………………………………………………………
…………………………………………………………………………………
(d) Date and Time at which required
………………………………………….
(e) Petrol for which
required……………………………………………………. (f) Purpose
for which required …………………………………………………
(g) Signature of the official registering the
demand…………………………. (h) Registration
number of Pool Car provided ……………………………….
(i) Signature of driver detailed on duty ……………………………………….
_________________
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