CORPORATE POLICIES AND PROCEDURES - vra.com Policies/Service… · All VRA Project Vehicles shall...

2013

GENERAL SERVICES DEPARTMENT

VOLTA RIVER AUTHORITY

CORPORATE POLICIES AND PROCEDURES

1

CORPORATE POLICIES

A. POLICY IDENTIFICATION

Policy No. TP.01 Document

ID:

B. INTRODUCTORY FORMAT

(i) Grouping: Transport

(ii) Subject Registration of Vehicles

(iii) Subject Area:

(iv) Functional

Responsibility Director: General

Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

All newly-acquired project Vehicles shall be properly

registered, Licensed and insured before they are

commissioned into service.

Scope:

This policy applies to all VRA officers responsible for

vehicle acquisition and allocation

Rationale:

This policy is necessary to harmonize VRA transport

practice with national motor traffic laws.

Decision Rules:

2

1. All newly-acquired vehicles shall be

registered, licensed and

Insured before they are allocated for use.

2. All vehicles shall be insured on third party

basis

3. All vehicles shall be provided with Road-

Worthy Certificates

at required intervals

4. All the necessary international permits shall

be obtained before Project Vehicles travel

across the national borders.

Exceptions:

Project vehicles earmarked for retirement and disposal

shall not be provided with road-worthy certificates nor

insurance cover.

Specific Circumstances:

The Chief Executive may approve comprehensive and

other insurance covers for specified categories of

vehicles

Definitions:

References:

1. Article 3.2 and 3.3 of the Transport Instructions

and Procedures

3

2. Chief Executive’s minute on Deputy Chief

Executive(R &S)’s memo

dated March 20, 2003

4

CORPORATE POLICIES


Policy No. TP.02 Document ID:



(ii) Subject Marking of Vehicles

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

All haulage vehicles and maxi buses will be painted with

the official VRA yellow colour and marked with VRA

Crest. All Vehicles should also be marked with the

VRA Crest before assignment.

Scope:

All VRA vehicles.

Rationale:

This policy is to help to facilitate identification of VRA

vehicles.

Decision Rules:

Exceptions:

5

Definitions:

References:

Article 4 of the VRA Transport Instructions and

Procedures

6

CORPORATE POLICIES





(ii) Subject Maintenance of Project

Vehicles

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

All VRA Project Vehicles shall undergo maintenance

covering such operations as servicing, repairing,

correcting and improving vehicles, and their component

parts, starting from the day a vehicle is received into

service to the day it is retired.

Scope:

All VRA Project Vehicles.

Rationale:

The purpose of vehicle maintenance is to ensure fleet

reliability at lowest cost and to ensure that incipient

7

faults are not allowed to develop into breakdown

proportions.

Decision Rules:

1. Staff assigned project vehicles will be

responsible for complying

with operating instructions, regarding the

maintenance of such

vehicles.

2. Maintenance of Project Vehicles shall involve

the following

processes:

a. Pre-delivery Service:

The Manager, Corporate Administration,

will arrange for pre-delivery services to

be carried out on all newly purchased

vehicles in order to prepare them for

services. This will include a general

inspection and a road test of vehicles.

b. Pre-dispatch Checks and Services:

On first allocation of a new vehicle to a

Department, the Manager, Corporate

Administration, will carry out certain

pre-dispatch checks and services on the

vehicle, with regard to fuel, oil, water,

8

and the condition of tyres, windshields,

lights, brakes, etc.

c. Daily Maintenance:

This includes washing and cleaning of all

parts of the vehicle

as well as checking the level of oil, battery

fluid, water, tyre

pressure and replenishing when

necessary.

d. Weekly Maintenance:

The following will be done on a weekly

basis

(a) Lubrication of all grease parts.

(b) Changing of radiator water

(c) Tightening of all bolts and units

e. Regular Periodic Preventive

Maintenance:

A Preventive Maintenance Programme

which provides for

scheduling of vehicles for checks,

servicing, repairs etc. at

specific times or mileage intervals, will be

strictly adhered to.

9

Exceptions:


References:

Article 3.1.9 and 3.1.10 of the VRA Transport

Instructions and Procedures

10

CORPORATE POLICIES





(ii) Subject Log Books

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Each vehicle will be allocated a log book in which will

be entered daily issues of fuel etc. as well as all mileage

and journeys.

Scope:

This policy applies to all VRA official vehicles:

Rationale:

This policy is to help to monitor the activities of official

vehicles as well as all mileage and journeys.

11

Decision Rules:

1. It is the responsibility of the driver to

make the necessary entries.

2. Where an officer is on trek or where the

officer is allocated a vehicle for his duties,

it will be the responsibility of the officer

to ensure that the necessary entries in the

log books are promptly and correctly

made.

3. Each head of Department should carry

out periodic checks of all log books and

should report any discrepancy or loss

immediately to the Director, General

Services.

Exceptions:


Definitions

References:

1. Article 4.2 of the VRA Transport Instructions

and

Procedures 1969.

12

CORPORATE POLICIES





(ii) Subject Use of Assigned Project

Vehicles

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

All staff who have been assigned project vehicles are

required to care for them in a safe, legal and economic

manner.

Scope:

This policy applies to Heads of Departments, Project

Directors,/Managers, and all officers who have use of

project vehicles.

Rationale:

This is to ensure optimum use and maintenance of

project vehicles, as well as cost control.

13

Decision Rules:

1. Project Vehicles are allocated to the position

held by a member

of staff and are therefore not to be considered

personal allocations.

2. All staff who have use of project vehicles are

to surrender their

vehicles to the Director of General Services,

during such extended absences as Annual

Vacation, Sabbatical leave, etc.

3. Heads of Department and managers on

transfer are not to relocate

with their project vehicles Adequate

arrangements will be made by management to

resources the transportation need of any

Department Heads who is transferred

from his department to

another area of operation.

4. On completion of projects for which vehicles

have been specifically

assigned, all such vehicles shall immediately be

released to the Director of General Services,

Accra, for re-allocation.

5. Vehicles allocated to Consultants should also

be released to the

Director, General Services, immediately after

their assignments end.

14

Exceptions:

1. The Chief Executive may specifically permit Heads

of Department and managers to re-locate with

their project vehicles.


Definitions:

1. Chief Executive’s circular No. 005/005, dated

5th September 1990

2. Current Business Car Allowances, Controls

and Fleet Management

Practices. The Dartnell Corporation 1971.

15

CORPORATE POLICIES





(ii) Subject Fuel Usage by Project

Vehicles

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

The Authority will ensure that petrol, diesel fuel and

lubricants are made available to all VRA Project

Vehicles in areas of operation, in sufficient quantities to

meet VRA operational requirements.

Scope:

All VRA Project Vehicles.

Rationale:

To control instances of excessive fuel usage caused by

either misuse of vehicles or diversion of fuel.

16

Decision Rules:

1. Supply of fuel for project vehicles shall be

limited to 45

litres (10 gallons) per week for official local

running. Project

Vehicles that have to commute daily between

Accra and Tema

or between Akosombo and Akuse shall be

supplied with 72 litres

(16 gallons) per week.

2. There shall be special fuel supply for official

long distance

travel out of normal work location on the

production of a permit

from the respective Head of

Branch/Department authorizing the

journey.

3. With regard to (2) above, all users will be

required to complete

Transport Form VRA/T/010, and the amount

of fuel issued and the fuel consumption

characteristics of the vehicle.

4. All applications from Heads of Departments

for long distance

travels will have to be approved or cleared by

the Branch Heads.

Exceptions:

17


Definitions:

References:

Chief Executive’s circular No. 005/005, dated 5th July,

1993.

18

CORPORATE POLICIES





(ii) Subject Driving Permit

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Any able employee may be granted VRA permit to

drive Project Vehicle.

Scope:

This policy applies to all employees who qualify to drive

project vehicles on basis of job function or position.

Rationale:

It is essential that only persons who satisfy the

requirements to drive Project Vehicles are permitted to

do so.

19

Decision Rules:

1. Applications for VRA Driving Permit must

satisfy the following

conditions:

(a) Applicants shall possess a valid driving

license.

(b) Applicants must have held such a driving

license for a

Minimum of 3 years

(c) Applications shall be recommended by

Heads of Departments and shall be

properly justified and approved by their

Branch Heads.

(d) Applicants may be required to pass a

VRA driving test.

2. A VRA Driving Permit shall be valid for 2

years and be renewable.

Exceptions:

Drivers employed by VRA need not have such permits.


Expatriate personnel on assignment with VRA may be

considered for Driving Permits without driving test

provided they possess valid driving license which are at

least three (3) years old. They must additionally have

obtained a valid Ghanaian License or International

Driving Certificate valid for Ghana.

20

Definitions:

Project Vehicles: Vehicles owned and operated by VRA

Able Employee: Employee not suffering from any

medical defects that may be dangerous to driving such

as employee suffering from epilepsy etc.

References:

(a) Article 3.4.1. of the VRA Transport

Instructions and Procedures,

(b) Chief Executive’s Circular No. 005/005 dated

June 20, 1979

21

CORPORATE POLICIES





(ii) Subject Pool Vehicles

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

A number of specific vehicles, designated pool vehicles,

will be available for staff and general use in Accra and

Akosombo.

Scope:

All vehicles designated, pool vehicles.

Rationale:

This policy is to make transportation available for VRA

staff in carrying out their official duties efficiently as

22

well as provide relief for vehicles under repair,

damaged, or temporarily out of commission.

Decision Rules:

1. Requests for allocation of vehicles from the

pool must be made on

the appropriate form (VRA/T/034) signed by

the Head of Department.

2. Responsibility of general administration of

pool vehicles will be as

follows:

General Control Day to Day

and Administration Routine

Supervision

a. Accra Pool Director, General Serv. TF/TP

Vehicles or his delegated Officer

Officer Authority

b. Akosombo Manager Corp.Adm. Traff/TP

Pool Vehicles Officer

2. Pool Vehicles will only be available

during office hours on the signature of a

departmental head or manager.

4. Pool Vehicles should not be used by any

department for more than

23

48 hours at one time

Exceptions:

1. Where the assignment demands, pool vehicles may

be permitted for usage beyond 48 hours at one

time.

2. This policy does not apply to officers who have

been allocated project vehicles.


Requests for pool vehicles by officers, who have been

allocated project vehicles, must be accompanied by a

full explanation as to why they cannot use their project

vehicles.

Definitions:

Vehicles which have not been allocated to any specific

unit or project.

References:

a. Article 4.3.of the transport instructions and

procedures

b. Cooke & Woodward 1986. Gower publishing

Co. Ltd.

Controlling Company Car Costs

24

CORPORATE POLICIES


Policy No. TP. 09 Document ID:



(ii) Subject Vehicle Assigned to

Projects Re-allocation

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Vehicle specifically assigned to all Projects shall, on

completion of such Projects, be immediately returned to

the General Services Department for re-allocation.

Scope:

This Policy applies to all Vehicles assigned to Capital

Projects and Special Projects.

Rationale:

The General Services Department, as the overall

coordinator of Corporate vehicle requirements

planning, acquisition, allocation transfer and disposal,

is in a unique position to know the changing vehicle

25

demand and allocation priorities in the whole

Corporation.

Decision Rules:

1 Within one week of the completion of any

Project, all assigned

vehicles shall be handed over to the Department

responsible for

Transport.

2 Condition of the vehicles shall be examined to

determine

those which are road worthy and those which are

to be retired.

3. Vehicles assessed to be road worthy shall

normally be re –allocated on basis of urgency

of needs of units supported by approved

establishment.


1. Where vehicles are needed to sustain key

activities left over from

the Project, the Department which is the main

beneficiary of theProject shall be given priority in the

re-allocation of the vehicles

2. Where the Project Contract Document

specifies a beneficiary of the facilities and

equipment associated with a particular

26

Project, Management will give priority in

re-allocation of the vehicles on the basis of

this.

Definitions:

(b) Article 3.4.1. of the VRA Transport

Instructions and Procedures,

1969.

b) Chief Executive’s Circular NO. 005/005 dated

June 20, 1979

27

CORPORATE POLICIES





(ii) Subject Accidents

(iii) Subject Area: Accident Reporting

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Drivers and other users of Project Vehicles shall

report promptly on any accidents in such vehicles.

Scope:

This policy applies to VRA Drivers, Vehicle

Controllers, Transport Officers and other VRA staff

and users assigned Project Vehicles.

Rationale:

This policy is intended to keep Management and the

Police immediately informed of motor accidents

28

involving VRA vehicles so that emergency assistance

can be provided and necessary measures taken to

control and where possible prevent occurrence of

such accidents.

Decision Rules:

1. When accidents involving VRA vehicles

occur:

(a) Help shall be sought to convey

injured

persons to the nearest hospital

or clinic.

(b) A report shall be made to the

nearest

Police Station

(c) The Director of Health &

Services shall be

notified of any injuries to

employees.

(d) A formal accident report shall

be submitted

to the appropriate insurance

company within

15 days of the accident

(e) A formal report shall be

submitted to the Director

General Services who will

advise the Executive

accordingly with appropriate

recommendations.

29

2. Drivers and other users of VRA

vehicles shall not privately settle motor

accident cases resulting in damage to

third party.

3. An assessment shall be made of cost

of repairs of damaged vehicles and

liability established, where

necessary.

4. No driver of a project vehicle should

admit guilt where a vehicle he is

driving is involved in an accident with

a third party vehicle or property, as

this will be determined by the court.

Exceptions:


1. Where a VRA driver must appear in court to

answer charges resulting from a motor accident,

the Legal Services Department shall provide

defence upon the recommendation of the General

Services Department.

2. Where an accident involving a project vehicle

causes no injury and minor

damage, the Director in charge of Transport may

seek the assistance of

the Police to effect an undertaking for repairs.

30

Definitions:

Third Party: Any non-VRA personnel.

Referrences:

1. Article 5.00 of the Transport Instructions and

Procedures

2. Report of the Management Committee

meeting of

July 14, 1981.

31

CORPORATE POLICIES

A POLICY IDENTIFICATION




(ii) Subject Hiring of Project Vehicles

(iii) Subject Area: Funerals

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

(a) Upon the loss of a close relation an

employee may be

permitted to hire a suitable vehicle to

convey members of

the family to and from the place of burial

(b) Recognised Employee Groups may be

allocated a suitable

vehicle(s) to sympathise with a bereaved

colleague.

32

Scope:

This Policy applies to all Employee Groups and

Transport staff responsible for vehicle allocation

decisions and covers loss of close relations only.

Rationale:

This is a welfare and humanitarian gesture from

Management to employees in times of loss of close

relations.

Decision Rules :

(1) Hiring of vehicles for funeral shall not interfere

with the normal usage of the vehicle.

(2) The return journey for hired vehicles shall not

exceed 400 miles or 644 kilometres.

(3) Road to be used should be reasonably good so as

not to cause damage to the hired vehicles.

(4) Requesting employee shall be liable to

pay for fuel, overtime and Overnight

claims of the driver, where necessary.

(5) Vehicle hiring shall attract prevailing

commercial charges

abated by a percentage to be approved

by the Executive and these will be

reviewed from time to time

33

(6) Recognised Employee Groups which

request for transport

to sympathise with a bereaved colleague

shall be allocated

vehicles free of charge.

Exception:


Where the journey to be undertaken by an employee

group is outside the Accra/Tema Metropolitan Area,

only one vehicle shall be allocated

Definitions:

Recognised Employee Groups – The VRA House Union

and Senior Staff Association.

Close Relations: Wife, Husband, Father, Mother and

Child.

References:

Chief Executive’s Circular NO. 005/005 dated

September 6, 1984

34

CORPORATE POLICIES





(ii) Subject Hiring of Private Vehicles

By VRA

(iii) Subject Area:

(iv) Functional


Services

(vi) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Where a vehicle is required for a short period or where

a specialized type of vehicle is required for a specific

task, the head of the department concerned can with the

approval of the Chief Executive, hire a vehicle for the

specific task or period concerned.

Scope:

This policy applies to all Heads of Department.

Rationale:

Decision Rules:

35

Exceptions:

Where the task is of a very urgent nature, the Head of

Department can directly hire a vehicle after discussions

with the DCE (S), provided the total cost does not

exceed the amount for which he can authorize under the

authorization powers as approved by the Chief

Executive.

Specific Circumstances

Definitions:

References:

1. Article 3.1.9and 3.1.10 of the VRA Transport

Instructions and

Procedures

36

CORPORATE POLICIES





(ii) Subject Allocation of Vehicles

(iii) Subject Area: Recreational

Activities

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Recognized Employee Groups and duly registered

social clubs may be allocated free transport in

pursuance of recreational activities.

Scope:

This Policy applies to recognized employee Groups

and properly registered

social clubs.

Rational:

This is a welfare gesture to support and encourage

employees to pursue healthy recreational activities.

37

Decisions Rules:

1. All vehicle requests for recreational

activities shall be approved by the

Director, General Services.

2. The Director, General Services will

arrange resourcing of the vehicles

thereafter.

3. Allocation of vehicles for such activities

shall not disrupt

the normal business operations of the

Authority.

4. Non-employees shall not be conveyed on

vehicles

released for such purposes.

5. The road to be used shall be reasonably

good so as not to

cause damage to the vehicles.

Exceptions:

1. Employee registered spouse, child, or

ward may be allowed

2. Non-employees may be allowed by reason

of their assigned special roles contracted

by the Authority or the Employee Group

with the consent of the Director, General

Services

38


Definitions:

Recognised Employee Groups: The House Union,

Senior Staff Association

Reference:

Articles 4.4 of the Transport Instructions and

Procedures, 1969.

39

CORPORATE POLICIES





(ii) Subject Renting of Vehicles

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Project vehicles may be rented for non-official use

under special circumstances provided there is no

inconvenience to the business operations of the

Authority and appropriate rates are charged.

Scope:

This Policy applies to

(a) VRA Staff

(b) VRA’s Consultants and Guests only

40

Rationale:

The Authority’s long-run interests are sometimes

promoted and its social objectives served by responding

positively to requests by needy individuals and

organizations for vehicle rentals.

Decisions Rules:

1. Requests for vehicle rentals shall be

considered on

their own merit.

2, Appropriate rates shall be charged taking

into account the type

of beneficiary.

3. The General Services Department shall assist

VRA consultants and guests to identify

suitable drivers and certify them to operate

rented vehicles.

4. Where drivers are provided by the Authority,

users of rented vehicles shall bear their wage

costs and overtime claims

5. The Authority shall be responsible for

insurance, roadworthy certificate as well as

maintenance of rented project vehicles.

6. Fuel and other running costs of rented vehicles

shall be the responsibility of users.

41

7. All rented vehicles shall be checked for

damage or mishandling at the end of the

rental.

8. Users of rented vehicles shall bear the cost of

repair of damaged vehicles.

Exceptions:

Under special circumstances outsiders including private

and public organizations may be considered. ; These

should be exception rather than normal and should be

few and will be approved by the Chief Executive or his

delegated representative.


Requests from the Government, Military and the Police

may be considered on their own merits.

Definitions:

References:

(a) Chief Executive’s minute of 3rd December,

1984 enfaced on Deputy Chief Executive(A)’s

memo dated November 28, 1984

(b) Project Manager, Transport’s memo on

Assignment of Drivers for Rented Cars dated

November 28, 1990 and Deputy Chief

Executive (R&S)’s minute enfaced on same

dated November

27, 1990.

42

CORPORATE POLICIES





(ii) Subject Retirement of Vehicles

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

A Project vehicle shall be retired when it can no longer

be efficiently and effectively utilized for the Authority’s

business operations.

Scope:

This Policy applies to all Project vehicles belonging to

the Authority.

Rationale:

This is to ensure that vehicles, which are no longer

serviceable and cost-effective to operate, are removed

from service in an orderly manner.

43

Decision Rules:

1. Selection of vehicles for retirement shall

generally take into Account:

(a) Reliability and performance

(b) Cost of Operations

(c) Cost of Repairs

(d) Suitability for the type of job assigned

2. There shall be two categories of vehicle

retirement:

(a) Normal Retirement, and

(b) Abnormal retirement.

3. Normal retirement shall be determined by the

service life and age of the vehicle which shall be

at least 5 years.

4. Abnormal retirement shall apply when vehicles

are:

(a) Seriously damaged in accidents and the

cost of repairs is uneconomic taking into

account remaining service life.

(b) Badly worn-out through unusual service

conditions.

(c) Found to be unsuitable for the type of job

they are to perform.

44

5. Heads of Departments to whom vehicles are

assigned shall, in consultation with the General

Maintenance Manager, and Traffic/Transport

Officer periodically advise the Director, in

charge of Transport as to which vehicles

have shown abnormal wear and tear and,

therefore, qualify for retirement.

6. The General Services Department shall arrange

to have vehicles regularly inspected, on the basis

of mileage clocked and age, to ascertain their

operational condition.

7. Retirement of any project vehicles shall be

subject to the approval of the Chief Executive or

a delegated authority.

Exceptions:

In the event of unusual budgetary constraints on the

purchase or replacement of additional vehicles some old

vehicles in reasonable operational condition may be

rehabilitated to provide needed service until the

constraints improve.


Definitions:

References:

Article 9.1 – 9.5 of the VRA Transport Instructions and

Procedures

45

CORPORATE POLICIES





(ii) Subject Sale of Retired Vehicles

to staff

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Retired vehicles shall be sold to staff strictly according

to length of service and the employee shall be entitled to

purchase only one vehicle throughout his/her life time in

the Authority.

Scope:

Employees who have served twenty (20) years or more

with the Authority.

Rationale:

46

Decision Rules:

1. To qualify for consideration, an employee

should have served the Authority for ten

continuous years.

2. The scheme is open to all employees

irrespective of status or job position or any

other consideration.

3. Sale of retired vehicles to employees shall

be strictly on ‘first employed, first served’

basis.

4. A master list containing the names and

particulars of all qualified employees arranged

according to date of employment, shall be used as a

reference in vehicle allocation.

5. An employee against whom adverse finding

have been made which have resulted in the loss of

his/her annual bonus, should be barred from the

scheme for three years after qualifying.

6. An employee shall purchase only ONE vehicle

under this scheme during the course of his/her

service with the Authority.

7. VRA shall not advance loans to staff under

this scheme.

8. All sales of retired vehicles will be on a cash

basis and the Volta River Authority will cease to

47

have any responsibility for the safekeeping, or for

the condition of the vehicle, immediately

the sale is completed.

8. The legal counsel must be consulted on all

cases of disposal of VRA vehicles.

Exceptions:

1. The Chief Executive, his three deputies, and

directors may opt out of queuing and be allowed to

purchase their project vehicles on their retirement after

a minimum of twenty years continuous services,

provided that such a car is not less than two years old.

2. Between 5% and 10% of vehicles available

for sale at any given Period shall be set aside

for the Chief Executive’s social and public

relations functions.

3. A deceased employee shall not be eligible for

consideration for allocation of a retired vehicle.


1. Length of service should normally determine

priority in the allocation of vehicles but in case

of a tie in respect of a particular vehicle(s), due

to a number of employees having been

engaged on the same date, balloting should be

used to determine allocation.

48

2. Project drivers who compulsorily retire

from the service of the Authority after twenty

years service or more, may be sympathetically

considered to purchase vehicles other than those

specified for sale to staff.

3. Any staff with 20 years service who at

the time of his/her compulsory retirement has not

benefited by the scheme shall be eligible for

consideration up to one year after his/her

compulsory retirement.

4. Any staff who at the time of his/her

compulsory retirement has served the

Authority for at least 15 years and whose age

plus 15 years at least equal to 75 years shall

qualify to be considered for the sale of

available vehicles under the existing staff

policy.

Definitions:.

1. Retired Vehicles: Vehicles which are no

longer being efficiently utilized on VRA

services.

References:

1. Article 9.61.4 and 9.7 of VRA Transport

Instructions and Procedures

2. Guidelines on sale of retired VRA vehicles to

staff.

49

CORPORATE POLICIES





(ii) Subject Assignment of Drivers of

Rental Vehicles

(iii) Subject Area:

(iv) Functional


Services

(v) Approval Date:

C. MAIN BODY FORMAT

Policy Statement:

Drivers will not be provided free of charge to expatriate

staff to whom rental vehicles have been allocated.

Scope:

This policy applies to all expatriate staff within the

Authority.

Rationale:

Decision Rules:

50

1. The General Services Department will assist

concerned Expatriate staff to identify drivers

and certify them to operate the vehicle(s)

2. Payment of wages of these drivers remain the

responsibility of the beneficiaries.

3. If on the other hand, the departments

concerned are in a position to provide VRA

drivers for this purpose, the expatriates will be

charged with the salaries and other expenses

including over-time claims of drivers, at cost.

4. The Authority will be responsible for

maintenance and repairs of such vehicles at the

Authority’s garages.

5. The Authority is not responsible for fuel and

other running costs of these vehicles.

Exceptions:


References:

1. Project Manager, Transport’s Circular dated

26th November, 1990.

CORPORATE POLICIES AND PROCEDURES - vra.com Policies/Service… · All VRA Project Vehicles shall...

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