Vehicle Management

Vehicle Guidelines

Vehicle Usage Guidelines:     What an organization need to do when they have vehicle for the organization – these could be four wheelers/two wheelers etc.  Some of the things the organisation need to look at are as follows:

   *All the organizations should have a vehicle policy as a part of its   admin. Policy/procedures.

 *   Every day all the vehicles needs to be cleaned and checked before using them.  See separte article on Vehicle Maintenance.

 • All the vehicle documents  should be in the name of  the organization. 

• All the vehicles should have up-to-date insurance, Road Tax and   Fitness Certificate 

•. The staff whoever uses these vehicles should have proper up-to-date  Licence                

•Staff using two wheelers need to wear helmets.The people sitting on the two wheeler should also wear helmets.                

• It is a must for persons sitting in the four wheelers  to  use the Seat  Belts               

• Vehicles should not be used for personal purpose, in case of  emergency  situations, staff  need to pay for the use of vehicles as per the organizational  policies.    

• At the same time if staff vehicles are used for office   purposes, the fuel cost should be reimbursed as per  the organisatons  policies.   In both the above casess  an official   document should be  there as to what will   be the cost per k.m. for using the vehicles in   the    above categories and also it has tobe clearly  mentioned who  is   responsible for vehicle  damage/maintenance.              

 • In case of hired vehicles, proper bills and  receipts will  have to be  produced.   And   in the   event of not   getting proper receipts in villages/small  places, they  need to be obtained on a white paper with details of   the   vehicle including  the Regn. No. and the owners   address and it  should  be signed on a   revenue stamp. ·    It is important that while hiring a vehicle the startin and end meter reading  and timing should clearly be mentioned in the vehicle duty slip.             

•. If the vehicles are hired on a long-term basis, contract documents need  to be signed and kept in the files. Tax at source should be deducted on hiring vehicles wherever applicable.

* Ensure that all the vehicles are insured and premiums of policies paid upto date.

* Vehilce log books should be maintained (see separate on Vehicle Log  Book)

« Back