RULES FOR THE USE OF STAFF CARS, 2001

In exercise of the powers conferred by Articles 90 and 99 of the Constitution of the Islamic Republic of Pakistan and in pursuance of Schedule-II (Rules-3(3) read with 1(A) of the Rules of Business, 1973 the Federal Government is pleased to make the following rules for the use of staff cars:

1. Short title, application and commencement

These Rules may be called the Rules for the Use of Staff Cars, 2001.

They shall apply to the vehicles maintained by the Federal Government, Ministries/Divisions and their Attached Departments, Subordinate Offices, Autonomous and Semi-Autonomous Bodies, including staff cars maintained by the Cabinet Division in the Central Pool of Cars and, unless stated otherwise, to the operational vehicles.

Federal Government Organizations, including corporations which have their own Rules, will get their Rules vetted by the Cabinet Division.

They shall come into force at once.

2. Definition

In these Rules, unless there is anything repugnant to the subject or context:

(a) ‘Division’ means a Division as defined in the Rules of Business, 1973 and includes Attached Departments, Autonomous, Semi-Autonomous Bodies and Subordinate Offices under its administrative control.

(b) ‘Officer’ means an officer of BS-17 and above.

(c) ‘Minister’ means a Minister/Minister of State, Adviser or dignitary with the rank and status of a Minister or Minister of State.

(d) ‘Officer in-charge of Transport ‘ means an officer nominated by the Secretary of the Division to oversee the proper maintenance and utilization of the vehicles of that Division and its Attached Departments, Subordinate Offices and Autonomous Bodies.

(e) ‘Official duty’ or ‘official business’ means a journey performed in the public interest from the office or residence to a place where the presence of the officer is required for official work and back.

(f) ‘Pool Car’ means a staff car and other vehicles of various categories maintained by the Cabinet Division in its Central Pool of Cars for specific duties.

(g) ‘Surplus vehicles’ means the vehicles declared as such by the Ministry/Division/Department/Subordinate/Office/Autonomous/Semi-Autonomous Body being found surplus to their requirements and surrendered to the Cabinet Division without any claim of cost.

(h) ‘Surplus Pool of Cars’ means on road cars/vehicles surrendered to the Cabinet Division after having become surplus to the requirements of the establishment.

(i) ‘Operational vehicle’ means a motor vehicle used for operational duties, duly authorized by the Cabinet Division.

(j) ‘Staff car’ means a motor vehicle of any type maintained by the Government.

(k) ‘Annexure’ means annexure to these Rules.

(l) ‘Fuel’ means petroleum products of any kind used to run the vehicle, including CNG and LPG.

(m) ‘Entitled officer’ means an officer of BS-21 and BS 22 borne on the sanctioned strength of the establishment of a Division or an organization under its administrative control.

(n) ‘Project vehicles’ means vehicles specifically authorized by the Cabinet Division for projects, to be used during the life span of the projects funded by the Government of Pakistan or foreign agencies.

(o) ‘General duty vehicle’ means a vehicle authorized for the performance of administrative duties like visit to bank, Government offices, market places, vehicle repair/maintenance workshop etc, to support a Division/Ministry or department.

Number of staff cars/vehicles

3. Maintenance of staff car/vehicles by each Division/Ministry and attached department shall be governed by the following rules:-

(a) A staff car shall be provided to each Minister, Minister of State, Adviser and any other dignitary or office holder notified for such facility for which the Ministry concerned is responsible to provide a car or vehicle as per entitlement, given at Rule 5.

(b) Each dignitary or entitled officer using staff car under sub-rule (a) shall be authorized to use only one staff car despite holding more than one portfolio.

(c) The Division concerned (or one of the Divisions in the portfolio) shall be responsible for the provision of a staff car of entitlement to the Minister, Minister of State, Adviser, Parliamentary Secretary, Secretaries and Additional Secretaries at Islamabad/Rawalpindi and other stations.

(d) The Cabinet Division shall arrange for the upkeep and maintenance of a staff car which becomes surplus to the requirements of a Minister, Minister of State, Adviser or any other dignitary or entitled office holder. As soon as such dignitary relinquishes his office, and his successor has already been provided with a staff car under sub-rule(b), the Division concerned shall immediately place the surplus car, together with the driver if so required, at the disposal of the Cabinet Division. This will involve no financial adjustment for the cost of the car and the pay and allowances of the driver will continue to be paid by his parent Division from which he is repatriated.

(e) Vehicles maintained by a Division/Ministry/Attached Department for general duties shall be authorized by Cabinet Division. Strength of such vehicle should be kept minimum meeting the essential requirements.

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4. Administrative arrangements

(a) Each Division having a staff car, shall detail an officer to be called ‘Officer in-charge (Transport)’who shall be responsible for the proper utilization and upkeep of the cars and maintenance of the record of the staff cars and other transport fleet.

(b) Each staff car shall immediately after its purchase be registered by the designation of the Officer in-charge (Transport) of the Division for which it has been purchased, shall be insured within one month, and token tax be paid regularly.

(c) (i) A trained driver holding a valid license shall be engaged for the staff car in accordance with the recruitment policy. The staff car driver shall be recruited by the Division/Department concerned after examining the candidate’s skill in driving and knowledge about the mechanism of the engine. A committee shall be constituted by the Division or organization concerned for recruitment of the driver. The driver should have at least a Matric Certificate and National Identity Card of the district from which he holds domicile and should also have the official card readily available.

(ii) 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. No other officials can be utilized as drivers except a genuine license holder (in exceptional cases).

(iii) Each Ministry/Division/Department is responsible to arrange garage accommodation within the office or in its close vicinity. The garage should have proper security arrangements.

(d) Each staff car shall have a green plate displaying its registration number in white capital letters on its front and rear sides.

(e) To economize the recurring expenditure on fuel efforts should be made to convert petrol vehicles to CNG/LPG fuel.

5. Use of staff car

Employment of the staff car on official duty will be governed by the following rules:

(a) The staff car may be provided for the use of State guests, members of foreign delegations and other dignitaries visiting Pakistan.

(b) If staff cars are available, these may also be provided to officers in BS-20 and above in the Federal and Provincial Governments on request provided the official tour is outside their normal jurisdiction.

(c) Except as otherwise provided in these Rules, a staff car 800cc only shall be used by the gazetted officer in BS-17 and above for official business subject to availability.

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(d) An officer may use the staff car for journey from his office to his residence if this is performed after working in the office for not less than 3 hours beyond the normal office hours.

(e) An officer of BS-19 and above may use the staff car for attending official functions in his official capacity whether during or outside office hours.

(f) Provision of Staff Car to an OSD(entitled officer) will be provided by the Ministry/Division where the officer was serving last. The provision of POL and necessary maintenance will also be arranged by the same Ministry/Division.

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6. Three officers of BS-19/20 and equivalent who live in Rawalpindi and work at Islamabad and vice versa may use the staff car for going to office and back, provided they surrender their car maintenance allowance.

7. The Secretary of the Ministry/Division/Head of Organization may allow the use of the staff car outside the municipal limits, if absolutely necessary, in the public interest for official purpose.

8. The use of the staff car may be permitted to cashiers for journey from the office to the bank or treasury and back whenever they are required to handle Government money exceeding ten thousand rupees and such use of the staff car shall be treated as on official business.

9. The use of the staff car shall not be allowed to an officer who is in receipt of conveyance allowance under Supplementary Rules 25.

10. An officer requiring a staff car for official duty shall fill Part I of the Requisition Slip at Annex-A and send it to the Officer in-charge (Transport) who will, subject to availability of a car, detail a driver for the specific duty vide Part-II of Annex-A. The entries in Part III of Annex-A will be filled in by the requisitioning officer, before he leaves the car alongwith the time of departure/arrival and affix his signatures. Part IV is to be filled in by the driver.

11. Three officers of BS-19/20 may utilize one 800 cc car/van for official duty.

Entitled officers

12. Officers of BS 21 and BS 22, who forego the car maintenance allowance, shall be permitted to use the staff car for official and private purposes subject to the following conditions:-

(a) Only one staff car as per entitlement shall be used both for official and private use. The responsibility to provide a car to the entitled officers rests with the Division concerned.

(b) The staff car can be used during leave on full pay by the entitled officer for four months only. On medical grounds, it may be provided as and when required but not exceeding four months.

(c) At the start of LPR or on retirement, the entitled officer may retain the car for a period not exceeding one month.

(d) The staff car shall not be provided to officer under suspension or under arrest.

(e) Private use of staff cars beyond municipal limits is permitted to entitled officers within the prescribed petrol limit.

(f) Where the staff car is driven by an entitled officer, the laid down instructions will be observed strictly.

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(g) An entitled officer who has been made an OSD will be allowed to retain the vehicle upto three months where last posted.

(h) In case of the transfer of the entitled officer from one Division to another, the car will be surrendered immediately.

(i) The entitled officers may utilize the staff car, if required for official purpose, beyond municipal limits.

Entitlement of cars

13. (a) Prime Minister/Governor/Chief Minister 2800 cc

(b) Federal Minister/Provincial Minister/Minister 1600 ccof State/Adviser (indigenously

manufactured)

(c) Secretary General/Secretary/Additional 1300 ccSecretary/Parliamentary Secretary and (indigenouslyOfficers Equivalent to BS-22. manufactured)

(d) Senior Joint Secretaries (BS-21)/ 1000 ccofficers in (BS-21) and equivalent (indigenouslyin the Attached Departments, Autonomous/ manufactured)Semi Autonomous Bodies and Corporations etc.

(e) The entitlement of the cars/vehicles for the Chairman/Head of the Attached Deaprtments Autonomous/Semi-Autonomous Bodies will be determined by the Cabinet Division.

General Authorization

14. (a) All general duties in Division/ Small cars/vans Ministry/Department 800 cc

(b) Operational vehicles Jeeps 1000cc/vehicles authorized by the Cabinet Division.

(c) Project vehicles shall be used for project duties only.

(d) Protocol vehicles Big cars/vehicles 1600cc and above including Coasters/Mercedez Benzluxurary cars.

Use of Pajero Land Cruisers shall be discouraged except in exceptional cases.

15. The officers of the Army, Air Force and Navy, when serving in civilian posts, shall have the same entitlement as allowed to civilian officers of equivalent rank.

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Petrol limit for entitled officers

16. (i) Prime Minister/Governor/Chief Minister No limit official/ private use.

(ii) Federal Minister/Provincial Minister/ 450 litres per month Minister of State/Adviser/Special Assistant to PM(with the status of Minister/Minister of State)

(iii) Secretary General/Secretary/ 360 litres per monthParliamentary Secretary/AdditionalSecretary

(iv) Senior Joint Secretary (BS-21)/ 180 litres per monthofficer in BS-21.

Use of Vehicles on payment for private purpose

17. The Principal Accounting Officer of the Ministry/Division may allow the officers to use the staff car for private purpose in exceptional circumstances on payment at the following rates plus the overtime allowance payable to the staff car driver:-

Motorcycle Not allowedCar 800 cc Rs.2.50 per k.m.Car 1000 cc Rs.3.50 per k.m.Car 1300 cc Rs.4/- per k.m.Jeep/van (up to 5 seater) Rs.4/- per k.m.Station wagon (6 to 14 seaters) Rs.4/- per k.m.Air conditioned coaster or Rs.4/- per k.m.equivalentBus/truck Rs.4/- per k.m.

Use of staff cars in contravention of rules

18. For any journey made in contravention of Rules, the officer using the staff car shall be charged at the rate of private use and also the late duty allowance, if any, paid to the staff car driver.

19. Irrespective of rank or status, all Government officers will be entitled to use only one car/jeep for official duties even while holding additional charge of a post having the facility of an official vehicle.

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Details of journey to be given

20. The details (specific places to which a journey is performed) and purpose (whether official or otherwise) of each journey shall be stated in the movement register maintained for the purpose.

21. (a) The staff cars in the exclusive use of a Minister or any officer referred to in Rules 15(a) (b) and (c) and the entitled officer under these Rules shall be exempted from the provision of Rule 26. Journeys made by them shall be recorded as “running duty” by the Private Secretary duly signed and stamped but the petrol consumed and mileage covered shall be entered in the log book and the average worked out on a monthly basis.

(b) For cars detailed on official duty beyond municipal limits, details of point to point duties shall be recorded and no vehicle will move without the written approval of the Principal Accounting Officer/Secretary of the Ministry/Division concerned.

Pick and drop facility

22. Officers in BS 17 to BS 20 may be provided the pick and drop facility through coaster vans in lieu of conveyance allowance. The officers drawing car maintenance allowance will not be entitled to this facility.

Borrowing of staff cars

23. When a staff car belonging to one Division is borrowed by another Division, the Officer in-charge (Transport) in the borrowing Division 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 car belong 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 purpose indicated in column 5 of the movement register and that it was not used in contravention of the Rules for the Use of Staff Cars, 2001”.

24. The borrowed car/vehicle cannot be retained for more than one month. For retention for more than one month, the approval of the Cabinet Secretary shall be obtained, failing which the vehicle may be recovered through the law enforcing agencies and the officer using the car shall be held responsible and recoveries made under Rule 22 of the Rules for the use of Staff Cars, 2001.

Use of staff car of a department by administrative division

25. Acquiring of vehicles from Subordinate Offices/Attached Departments is not permissible, This can be done only in case of extreme need with the approval of the Secretary/Additional Secretary Incharge. In such cases, the respective Ministry/Division shall intimate to the Cabinet Division the conditions under which the exception was made alongwith the time period for which it was made. The Ministry/Division shall confirm to the Cabinet Division the date on which the vehicle is to be returned.

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Overtime Allowance to drivers

27. Staff car drivers shall, for duty performed beyond office hours, be entitled to an overtime allowance at such rates as may be allowed by the Government from time to time.

Areas within which staff cars are to be used

28. 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 tour 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, Adviser and any other dignitary or office holder with ministrial rank/status may use the staff car beyond the municipal limits.

(b) A Secretary/Additional Secretary Incharge of a Division may permit the use of the 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 vehicles within municipal limit for Government officials may be permitted only on payment with the approval of the Head of the Division/Organization.

(d) The use of the staff car for journey to Swat, Kalam, Kaghan, NA & AJK and extremely dangerous hilly areas where there is a narrow single road be avoided.

Note I

In the case of Karachi, the term municipal and cantonment areas shall mean the areas which comprised the “Federal Capital Area” before 1st July, 1961; and in case of Rawalpindi , the term municipal and cantonment areas shall include the Federal Capital Territory.

Note II

An officer using the staff car for a journey upto and from the point of embarkation or disembarkation shall not claim mileage allowance in his travelling allowance bill.

Maintenance of record

29. The following registers shall be maintained for each staff car, namely:-

Movement register

(a) A movement register shall be maintained in the form as set out in Annex-B and shall remain in the custody of the staff car driver. In the cover of this register shall be indicated the name of the Division, the number of the staff car, and the name and the designation of the Officer-in-Charge (Transport) with his office/residential telephones

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numbers. A copy of the rules shall also be pasted inside the movement register.

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Vehicle log book:

(b) A bound register in the form as set out in Annex-C shall be maintained as the vehicle log book by the Officer in-charge (Transport) of the staff car which shall form a permanent historical record of the staff car, including a brief description of all repeairs, accidents etc, during its life which shall be entered therein. Both documents as in Rules 28(a) and 28(b) are auditable documents and shall not be destroyed.

(c) In case of misplacement, the necessary inquiry may be conducted and responsibility be fixed.

PART I

Specifications

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 kilometres per litre on the last day of each month shall be worked out and 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 the vehicle’s tools/equipment shall be entered in this part.

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Entries in movement register to be signed

30. 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 BS-16 or above, he may sign the movement register on behalf of the officer, show it to him on a weekly basis and get his initials as countersignatures.

Unsigned entry in movement register

31. An unsigned entry in the movement register shall be treated as a private journey and shall be chargeable as per Rule 22.

Checking of the movement register

32. (a) The Officer in-charge (Transport) 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 check the movement register at least once a week to see that all the journeys made were properly authorized and that avoidable journeys were not made by the staff car. The Officer in-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.

SignatureDesignation of the OfficerDate

(b) Each Division/Ministry/Attached Departments/Autonomous/Semi Autonomous Body will nominate a Deputy Secretary or an officer of equivalent BS to scrutinize the entries and the certificate of the Officer in-charge (Transport) in the movement register and attest his signatures to that effect.

Recovery of charges for private use

33. The Officer-incharge shall cause to be prepared a bill on the last working day of each month in respect of the 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 include the entire mileage covered for private purposes and the DS (Admin) of the respective Ministry/Division 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.

(a) All recoveries of charges for the private use of the staff car shall be made at the end of each month through the salary bills of the officers under intimation to the officers concerned. Recoveries on account of the private use of staff car shall not be delayed beyond one month and the Section Officer/Superintendent/the Assistant Incharge of the

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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 officers for more than a month.

(b) 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 for the private use of vehicle.

Audit

34. (a) 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.

(b) The auditing staff shall ensure that the use of the staff car, after it becomes surplus under Rule 3(d), is treated as unauthorized and charges from the individual using such staff car are recovered in accordance with rules 22.

(c) The Cabinet Division, in consultation with the Finance Division, may detail special audit teams comprising officers drawn from other Divisions for special audit of certain Divisions with sizeable fleets of staff cars.

Hiring of taxi for official business

35. (a) 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 the Joint Secretary (Admin)/Senior Joint Secretary shall be named in each Division for the purpose of granting permission, where necessary, to hire a taxi.

(b) Six monththy reports showing expenditure on the hiring of taxis during the fiscal year shall be sent by the Officer in-charge (Transport) of each Division, on 30th June and 31st December, to the Ministry of Finance and a coy thereof shall be endorsed to the Cabinet Division and the AGPR (Audit).

Instructions for staff car drivers

36. (a) The driver of each staff car shall observe the following instructions, namely:-

(i) The proper upkeep and cleanliness of the staff car/vehicle(ii) Petrol consumption.(iii) Careful driving.

(iv) Taking precautions against accidents.

(v) Accession for servicing.

(vi) Repairs.

(vii) Avoidable damage to the staff car.

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(viii) Ensuring the roadworthiness of the vehicle before proceeding on duty and repairing or getting repaired any fault or mechanical defect.

(ix) limit as per road signs.

(x) hall always be in possession of his valid driving license, registration papers, token tax and a copy of the highway code in the staff car and shall also carry his National Identity Card and official card for identification.

(xi) He shall not smoke while driving.

(xii) He shall ensure that the staff car/vehicle is not loaded beyond its prescribed capacity.

(xiii) He shall always be in uniform or in white shalwar/qamiz with black waistcoat and Jinnah cap.

(xiv) He shall open the doors of the car/vehicle and remain available in the car during the absence of the officer concerned.

(xv) He shall get entries recorded daily in the movement register before the officer or other authorized person leaves the staff car.

(xvi) He shall strictly observe driving and traffic regulations and speed limits laid down for different areas, especially on motorways.

(xvii) He shall not leave the staff car unattended, especially at public places, or park it in a manner which violates the traffic rules in force.

(xviii)He shall always have available complete kit and the spare wheel of the vehicle.

(xix) He shall get himself medically checked for general fitness, eye sight and night and colour blindness once every six months.

(b) 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 the incident to the Officer in-charge (Transport). Indiscipline and rude behaviour, especially with ladies, shall be dealt with severely.

(c) Any contravention of the provisions of sub-rules (a) and (b) above shall be considered as an offence and disciplinary action shall be taken against the staff car driver.

(d) If the vehicle is stolen while in the custody of the driver, he shall be responsible for its theft. The vehicle after duty shall be parked in the garage with a proper shelter/cover duly guarded by the Police or at the safest place in the office or the nearest place or office where proper security is available.

(e) Drivers shall be looked after during duty and given short breaks for prayers and meals.

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Maintenance schedule of staff cars

37. The following schedule of checking and servicing of staff cars shall be observed for their proper upkeep and maintenance, namely:-

(a) Daily maintenance.

The driver of the staff car shall carry out the following tasks daily:-

(i) Checking the level, cleanliness and temperature of water.

(ii) Checking the engine oil and petrol for ensuring that there is no leakage from any part.

i) Checking the tightness of wheel nuts, bolts, linkages, pressure and cleanliness of tyres to ensure that there are no flints, stones etc, which may cause deep abrasions or cuts in a tyre.

ii) Checking all attachments and fittings, controls, gauges, lights and brakes.

iii) Cleaning by dusting or wiping both the interior and the exterior of the staff car.

iv) If there are any problems, they will be reported to the Officer in-charge (Transport)

(b) Weekly maintenance

The driver of a staff car shall carry out the following tasks once a week :-

(i) Cleaning the entire vehicle (from inside and outside), including wheels, by washing.

(ii) Removing the battery for cleaning the corrosion from the terminals and their coating with petroleum jelly, checking the vent-plug, vent-holes and body and replenishing the distilled water in the battery, if required.

(c) Periodic maintenance

The Officer in-charge (Transport) of the staff car shall see that repairs/servicing/oil change/tuning of the staff cars is always done at a garage especially recommended by the manufacturer for the purpose. However, if such arrangements are not available, staff cars may be sent to approved automobile workshops for repairs and maintenace. Each Division or organization shall maintain a pre-approved list of such garages or workshops. If an authorized agent provides unsatisfactory service or the charges are exorbitant, work may be done at another garage with the specific permission of the Head of the Division or organization.

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38. Any fault in a vehicle discovered by the driver while on duty or performing the tasks under Rules 37 (a) and (b), shall be reported immediately to the Officer in-charge (Transport). The vehicle shall not be driven until the fault is removed.

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Weekly inspection by officer in-charge (Transport)

39. The Officer in-charge(Transport) 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 Rule 35 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.

Date of inspection

Name of the Officer in-charge (Transport) who carried out the inspection

Initials of the Officer in-charge (Transport) with remarks about fitness

Remarks by DS (Admn)

1 2 3 4

Categories of staff cars and their entitlement for use

40. Staff cars for Government use are categorized as under:-

(a) Small cars/vehicles upto engine power not exceeding 1000 cc.

(b) Medium cars/vehicles Engine power upto 1600 cc.

(c) Big cars/vehicles Engine power exceeding 1600 cc.

Replacement of staff cars

Conditions for replacement of staff cars/vehicles

41. (a) No vehicle shall be replaced before the completion of the prescribed life and the fixed mileage.

(b) If a vehicle is required to be replaced before reaching the life fixed, the special procedure given under Rule 43 will be followed.

(c) Big cars which meet a serious accident can be proposed for condemnation at any time as per procedure in Rule 43.

Replacement procedure for Staff Cars

42. After completion of the laid down mileage and life, replacement of staff cars for entitled officers will be made at the discretion of the Secretary/Additional Secretary Incharge of the Division concerned by following procedural requirements. No staff car shall be replaced save in the manner as provided below:-

(a) Division/Ministry concerned will refer the case to Cabinet Division to process the condemnation of the vehicles. On approval from the Cabinet Division, a condemnation committee, hereinafter referred to as

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the Replacement Committee, shall be constituted in each Division for determining further usefulness of various vehicles in the Division. The Committee shall comprise the following members:-

(i) Senior Joint Secretary/Joint Secretary Chairmanof the Ministry/Division concerned.

(ii) Deputy Financial Adviser of the MemberMinistry/Division concerned.

(iii) Secretary (NCSB), Cabinet Division, Technical MemberIslamabad.

(b) The Condemnation Committee for Attached Departments/ Subordinate Offices, Autonomous/Semi Autonomous Bodies under the Federal Government shall consist of:-

(i). Joint Secretary of the Ministry/ Chairman Division concerned.

(ii). Head of the Department Member(iii). Deputy Financial Advisor of the Member respective

Ministry/Division.

(iv). Secretary (NCSB)/Joint Secretary Technical(Incharge Transport), Cabinet Division Member

(d) For seeking permission to proceed with the condemnation of vehicle(s), the Division/Ministry concerned shall ensure completion of following codal formalities and shall submit the relevant documents to Cabinet Division.

(i) The condemnation profarma at Annex-D should invariably be filled in.

(ii) The vehicle shall be got inspected in one of the nearest EME Workshop.

(iii) On the basis of technical inspection, three estimates to make the vehicle road worthy shall be obtained from the authorized workshops.

(iv) If the EME workshop is not available, a vehicles inspection report from the authorized dealer or workshops along with the estimate as at sub-rule (iii) above shall be prepared.

(v) The working paper shall be submitted by the Division concerned, duly approved the competent authority.

(vi) Audit report of the vehicle(s) to be condemned shall be cleared.

(vii) In case of accidented vehicles, complete inquiry report along with the details of the disciplinary/administrative action shall be provided.

(d) The Committee shall meet in the Division, on an appointed date and time to be given by the Secretary (NCSB), Cabinet Division to examine the staff car proposed to be replaced and shall make its

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recommendation, in writing, to the Secretary of the Ministry/Division concerned.

(e) The vehicle to be condemned must be available on the spot along with complete record as well as the Officer in-charge(Transport).

The vehicle to be condemned must have completed the minimum life and mileage prescribed in Rule 42, except cars and vehicles which have had accidents. Completion of the laid down running and life does not essentially render a vehicle condemnable. The current state of the vehicle should guide its disposal. The condemnation Committee may recommend replacement of certain assemblies/specific repair and maintenance of a vehicle to make it economically useful for an extended period.

Minutes of the meeting shall be recorded promptly.

The condemned vehicle shall not be used further and shall be garaged immediately on condemnation.

The vehicles shall be disposed of through the Disposal Wing (Ministry of Industries & Production) within one month after condemnation.

After getting a no objection certificate from the Ministry of Industries, the Ministry/Division and attached Departments, Autonomous/Semi Autonomous Bodies, Corporations etc may dispose of the condemned vehicles by public auction. Such auction shall be made in the presence of Joint Secretary (Admin) and DFA of the Ministry concerned after the reserved price has been fixed by the Ministry of Industries and Ministry of Finance and other normal channels.

The condemnation Committee for the Federal Government offices located in the provinces and outside the Federal Capital shall be constituted as under:-

(i) Head of the Department or Joint ChairmanSecretary (Admin) of the Ministry/Division concerned.

(ii) Local representative of the Department. Member

(iii) Additional Accountant General or MemberAdditional Auditor General at Lahore, Karachi, Peshawar and Quetta.

(iv) Secretary (NCSB)/Joint Secretary Member(Incharge Transport), Cabinet Division. Technical

(v) DFA M/O Industries for Karachi only Member

In case there is a difference of opinion in the recommendaiton of the members of the Committee regarding a vehicle(s), the Division/Ministry concerned will refer the case to Cabinet Division for its final disposal.

43. Minimum life and mileage limit for condemnation of various types of vehicles

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S.No.

Make & type Life Mileage covered

1 Motorcycle 6 years 2,00,000 kilometres

2 Suzuki car/van 800/1000 cc 8 years 2,25,000 kilometres

3 Car 1300 cc 8 years 2,75,000 kilometres

4 Car 1600 cc 9 years 3,75,000 kilometres

5 Jeep, station wagon, bus, truck, 2000 cc and above.

10 years 3,75,000 kilometres

Replacement procedure in case of accidented staff cars

44. In the case of a vehicle required to be replaced under Rule 40 (c) and (d), the matter shall be referred to the Cabinet Division together with the necessary justification. The accident inquiry report shall be brought on record. After agreement of the Cabinet Division, the case shall be referred to the authorized workshop of the Cabinet Division for their technical opinion. Finally, the car Replacement Committee of the Cabinet Division will give its recommendations and also bring out any adverse reflections to the notice of the concerned Secretary, where necessary. The condemnation and final disposal of such vehicles will be govenered in the light of procedure explained at Rule 41.

Purchase of the Vehicles

45. 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.

Registration number etc to be communicated

46. Wherever a new staff car is purchased by a Division, its registration number, along with the token tax receipt, shall be communicated to the AGPR Accounts Officer/Audit Office concerned, who will admit expenditure on such staff car under intimation to the Cabinet Division.

Disposal of old parts/tyres/tubes

47. After repairs the old parts will be deposited in the store including tyres and tubes which may be disposed of through the normal procedure in practice.

Holding of vehicles by the Federal Government

48. Holding of vehicles by the Federal Government Ministries/ Divisions/ Attached Departments will be authorized by the Cabinet Division. No unauthorized vehicles will be allowed to be held.

Accidents and thefts

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49. The matter should be reported to the Police immediately. The Secretary of the Division will be apprised. Departmental inquiry will be conducted to fix responsibility.

Submission of Vehicles state

50. Each Division shall submit a statement of vehicles held in Ministries/ Divisions/Attached Departments/Subordinate Offices/Autonomous/ Semi-Autonomous Bodies and Projects/Corporations etc. to the Cabinet Division twice a year on 30th June and 31st December as per the format at Annexes E and F. Any change will be intimated to the Cabinet Division immediately on occurrence.CENTRAL POOL OF CARS (CPC), CABINET DIVISION

51. The Cabinet Division shall maintain a pool of cars to provide transport facilities primarily to visiting Heads of State, Ministers, other high ranking delegates from foreign countries and senior state functionaries of the Government of Pakistan on visit to the Federal Capital. The allocation of vehicles shall be subject to the following rules:-

a. Heads of State, Prime Ministers and senior delegates of the visiting delegation equivalent to the rank of Minister or Minister of State shall be provided 3000cc engine capacity staff car. The members of the visiting foreign delegations shall be allocated 1300cc/2000cc staff cars in accordance with their rank and status.

b. Federal Ministers, Minister of State, Advisors and other dignitaries or office holders, when their staff cars are temporarily off the road, for a period not exceeding fifteen days will be provide 1300cc staff car, if available.

c. Provincial Governors and Chief Ministers, during their visit to the Fedeal Capital, will be provided staff cars of 3000cc engine capacity.

d. VVIP coasters will be provided for foreign delegations only if the number of their members is 10 to 16.

e. Officers of BPS-21 and above of Federal Government and Provincial Governments, while on tour to the Federal Capital, will be provided 1300cc staff cars, if available.

Employment of Pool Staff Car

52 a. Vehicles of Central Pool of Cars will be used within the municipal limits of Islamabad/ Rawalpindi. Use of vehicles beyond the specified limits in exceptional cases can be permitted only with the approval of the Cabinet Secretary.

b. The Cabinet Division will provide POL to the staff car detailed for protocol duties with various Division/ Ministries upto a period of 7 days only. Requisition by the same Division/Ministry within 15 days of the previous requisition for the same visiting delegation will be considered to be an extension of the same requisition.

c. Protocol cars shall not be used for journeys to hilly areas i.e. Muzafarabad, Swat, Mansehra, Gilgit, Kaghan etc. However, the Division/Ministry can use protocol cars for journeys to Murree for

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foreign delegations after seeking special permission from the Cabinet Division.

d. POL expenditure will be borne by the requisitioning Division/Ministry or subordinate office for internaitonal or regional conferences arranged under their auspices.

e. Details of vehicles running record of CPC vehicles used for protocol purposes will be certified by the respective Conducting/Protocol Officer of the respective Division/ Ministry.

f. Journeys performed in contravention of the Rules shall be chargeable as private journeys.

g. The protocol cars will not be used for private purposes on payment.

h. Use of protocol cars between cities connected through air service shall be discouraged.

Strength of vehicles in CPC.

53. The Cental Pool of Cars of the Cabinet Division shall maintain following minimum strength of vehicles.

a. Above 2000cc 15 b. 1300cc to 2000cc 20c. 16-20 seater Coasters 2d. Mini Truck 1

Pool Cars for Specific Duty only

54. 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 specific duties, the staff car shall be returned to the Central Pool of Cars.

Requests for staff cars for other than Protocol Duty

55. (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 weeks and a Pool car is required, the Cabinet Division shall be informed and confirmation regarding the availability of the Pool car shall be obtained before a formal requisition is made.

(b) The Officer in-charge (Transport) of the borrowing Division shall, on each occasion, furnish the following information:-

i) Designation of officer and name of the Division requiring the staff car.

ii) Date and time for which the staff car is required, and

iii) The purpose for which the staff car is required.

(d) All demands for Pool cars shall be registered chronologically in the Cabinet Division in the form given in Annex-G. Priority in the

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allotment of Pool cars shall normally be assigned in the order of registration.

Normal requests

56. Requisition for the vehicles from Central Pool of Cars shall be submitted one week in advance to Cabinet Division. The requisition must contain the detail of members of the visiting delegation, their status along with detailed tour programme during their stay at Islamabad.

Emergency demand

57. In case of an emergency demand for a Pool car for any specific duty, request by phone or in writing may be made to the Secretary (NCSB)/Joint Secretary Incharge of the Central Pool of Cars in the Cabinet Division, who shall try to meet the same, subject to verification of the stated emergency and availability of a car. This should, however, not be made a permanent practice.

Claim for taxi charges for non-provision of Pool cars

58. 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 charges from the Government.

Replacement of Pool cars

59. 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.

Special committee for condemnation of Pool cars

60. To condemn vehicles of the Central Pool of Cars, the following Committee will meet in the Cabinet Division with the prior approval of the Cabinet Secretary:-

(a) Additional Secretary concerned Chairman

(b) Secretary (NCSB), Cabinet Division Member (Technical)

(c) Financial Adviser (Cabinet) Member

Surplus Pool of Cars

61. The vehicles declared surplus to the requirements of Ministries/Divisions/Departments/Subordinate Offices/Autonomous/Semi Autonomous bodies against their entitlement shall be surrendered forthwith to the Cabinet Division, with no claim or request for provision of fresh allocation for replacement. No organization, after declaring a vehicle as surplus, shall request for return of the same, at any stage.

Allocation out of Surplus Pool of Cars

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62. Vehicles surrendered to the Cabinet Division shall be reallocated to a requisitioning Division/Ministry on request in accordance with Rule 3. The vehicle allocated out of the surplus pool will fill in the existing deficiency of the Division/Ministry. The recepient Division/Ministry will not initiate case for the purchase of vehicle to fill the deficiency untill the vehicle allocated out of the surplus pool is condemnned through normal condemnation procedure.

******

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PART- V

1. Vehicle No.2. Date of purchase of vehicle3. Tyres replaced, date wise

i) Yearii) Number of tyres repalcediii) Voucher number with dateiv) Mileage at the time of replacement of tyrev) Detail of puncturesvi) Other items replaced

PART- VI

Details of vehicle tools/equipment

1. 2. 3. 4. 5. 6. 7.

2. When transferred from one driver to another, handing/taking over report shall be obtained.

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File No. 7-2/2001-CS .

Government of PakistanCabinet Division

CS Section

Subject: Rules for the use of staff cars, 2001

Fair Rules, in consonance with the approved modified/revised Rules for use of staff cars, 2001 are placed below as desired please. These Rules have been revised after twenty years (two decades). This need approval of the Chief Executive of the Government of Pakistan for which summery is tobe routed through Ministry of Finance Please. The former Secretary Cabinet Division has kindly finally approved the revised Rules for the use of staff cars, 2001.

2. Submitted as desired for routing the summery through Ministry of Finance please.

(Munawar Hussain)Section Officer (CS) Dated:16-5-2001.

D.S. NCSB

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The Cabinet Division shall maintain a pool of cars to provide transport facilities primarily to visiting Head of States, Ministers and other high ranking delegation from foreign countries and senior state functionaries on visit to Federal Capital. The allocation of vehicles shall be subject to following rules:-

a. Head of States, Ministers and senior delegate of the visiting delegation equivalent to the rank of Minister or Minister of State shall be provide 3000cc engine capacity staff car. The member of the visiting foreign delegation shall be allocated 1300cc to 2000cc staff car.

b. Federal Ministers, Minister of State, Advisor and other dignitaries or office holders when their staff cars are temporarily off and undergoing necesary repair work for period not exceeding fifteen days will be provide 1300cc staff car, if available.

c. Provincial Governors, Chief Ministers and Provincial Ministers during their visit to Fedeal Capital will be provide a staff car of 3000cc engine capacity.

d. Foreign delegation comprising members of middle and lower rank and status, not less than 10 person shall be provided VVIP Coaster.

e. Officers of BPS-21 and above of Federal Government and Provincial Governments while on tour to Federal Capital.

Employment of Pool Staff Car

a. Vehicles of Central Pool of Cars will be used within the municipal limits of Islamabad/ Rawalpindi. Use of vehicles beyond the specified limits, if required, will be permitted with approval of Campetent Authority.

b. The Cabinet Division will provide POL to the staff car detailed for protocol duties with various Division/ Ministries for the period of 7 days only. Requisition by the same Division/Ministry within 15 days of the previous requisition for same visiting delegation will be considered to be an extension of the same requisition.

c. Protocol car shall not be used for journey to hilly areas i.e. Muzafarabad, Swat, Mansehra, Gilgit, Kaghan. However the Division/Ministry can use protocol cars for journey to Murree for foreign delegations after seeking special permission from the Cabinet Division.

d. POL expenditure will borne by the requisitioning Division/ Ministry or subordinate office for international or regional conferences arranged under their auspices.

e. Detail of vehicles running record performed for protocol purpose will be certified by the respective Conducting/Protocol officer of respective Division/ Ministry.

f. Requisition for the vehicles out of Central Pool of Cars shall be submitted in one week advance. The requisition must contain the detail of members of the visiting delegation, their status along with detailed tour programme during their stay at Islamabad.

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Strength of vehicles in CPC. The Cental Pool of Cars of the Cabinet Division shall maintain following minimum strength of vehicles.

a. Above 2000cc 15 b. 1300cc to 2000cc 20c. 16-20 seater Coasters 2d. Mini Truck 1

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