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Fleet Management and Transport Policy

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UNIVERSITY OF ZULULAND

POLICY AND PROCEDURE MANUAL

FLEET MANAGEMENT AND TRANSPORT POLICY

POLICY

NUMBER

POLICY

OWNER

EXECUTIVE DIRECTOR: FINANCE

OVERSEEING

COMMITTEE(S)

EXECUTIVE MANAGEMENT

APPROVAL

DATE

REVISION

DATE

POLICY STATEMENT

This policy provides guidelines and direction to the University regarding the rules and

procedures that govern vehicle fleet.

FIN P5

22 October 2016 22 October 2021


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REVISION HISTORY

CURRENT APPROVAL CYCLE

POLICY

NUMBER:

SENATE

NUMBER(S):

DATE OF APPROVAL BY APPROPRIATE

FIRST COMMITTEE:

DATE OF SENATE APPROVAL:

DATE OF COUNCIL APPROVAL:

EFFECTIVE DATE FOR

IMPLEMENTATION:

NEXT REVISION DATE:

APPROVAL HISTORY

DATE OF FIRST APPROVAL:

POLICY NUMBER SENATE

NUMBER(S

SENATE / MANCO

REVISION DATE

COUNCIL

APPROVAL DATE

RELATED POLICIES

POLICY

NUMBER NAME OF POLICY

22 October 2016

22 October 2016

22 October 2016

23 June 2016

23 June 2016

FIN P5 S699/16


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TABLE OF CONTENTS

Section A- Policy

1 PREAMBLE .................................................................................................................................... 5

2 PURPOSE ...................................................................................................................................... 5

3 SCOPE OF THIS APPLICATION ........................................................................................................ 5

4 APPLICABLE LEGISLATIONS AND REGULATIONS ............................................................................. 5

5 DEFINITIONS ................................................................................................................................. 5

6 OBJECTIVES .................................................................................................................................. 6

7 AUTHORITY AND RESPONSIBILITY ................................................................................................. 6

8 DELEGATION OF FLEET MANAGEMENT POWERS AND DUTIES ....................................................... 7

9 FLEET MANAGEMENT UNIT ........................................................................................................... 7

10 USE OF VEHICLES ........................................................................................................................ 7

11 POOL VEHICLES........................................................................................................................... 8

12 AUTHORISED DRIVERS ................................................................................................................ 8

13 INSURANCE ................................................................................................................................ 8

14 FLEET MANAGEMENT AND TRANSPORT IMPLEMENTATIONAUTHORITY AND RESPONSIBILITY .... 8

15 ACQUISITION AND DISPOSAL OF VEHICLES .................................................................................. 8


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Section B- Procedures

16 PURPOSE OF FLEET MANAGEMENT AND TRANSPORT PROCEDURE MANUAL ............................ 10

17 ALLOCATION OF VEHICLES ........................................................................................................ 10

18 PERMANENT ALLOCATION ........................................................................................................ 10

19 DRIVER ..................................................................................................................................... 11

20 PASSENGERS ............................................................................................................................ 11

21 AUTHORITY TO USE A VEHICLE .................................................................................................. 11

22 VEHICLE BOOKING AND ISSUING PROCESS ................................................................................ 12

23 LOG BOOKS, PETROL CARDS, VEHICLE KEYS, AND VEHICLE CONDITION / EQUIPMENT ............... 14

24 MANAGEMENT SYSTEMS .......................................................................................................... 15

25 RENTAL VEHICLES ..................................................................................................................... 15

26 VEHICLE BREAKDOWN .............................................................................................................. 15

27 VEHICLE ACCIDENTS ................................................................................................................. 15

28 INTERNAL ACCIDENT REPORTING .............................................................................................. 17

29 DUTIES OF THE TRANSPORT OFFICER / CONTROLLER................................................................. 17

30 FRAMEWORK FOR REMEDIAL ACTIONS ..................................................................................... 18

31 EXCESS MOTOR FLEET INSURANCE POLICY ................................................................................ 19

32 DISPOSAL OF FLEET ASSETS BY THE UNIVERSITY ........................................................................ 19

33 TRAFFIC OFFENCES ................................................................................................................... 19

34 HIRING OF BUSES FOR FIELD TRIPS ............................................................................................ 19

35 TAXATION ................................................................................................................................ 20

36 REVIEW OF POLICY ................................................................................................................... 20

ANNEXURE A .................................................................................................................................... 21

ANNEXURE B .................................................................................................................................... 23


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SECTION A: POLICY

1 PREAMBLE

University of Zululand is a public higher education institution governed in terms of the

Higher Education Act 101 of 1997 as amended. It relies primarily on State subsidy, student

fees and grants to execute its mandate. It is not one of the public entities listed in schedule

3 of the Public Finance Management Act (PFMA) and is therefore not obliged to comply

with the Public Finance Management Act (PFMA). University of Zululand has adopted the

principles of Fleet Management in the interest of good governance, transparency,

efficiency and cost effectiveness.

2 PURPOSE

The purpose of the Fleet Management Policy is to ensure that all of UNIZULU’s transport

resources are used in the most cost-effective manner whilst:

a) providing official fleet transport vehicles that facilitates the operations of the

University and the execution of the official duties of staff; and

b) providing students and staff with fleet transport that enables them to participate in

academic activities; cultural activities and sporting activities.

3 SCOPE OF THIS APPLICATION

This policy applies to all drivers of vehicles, who are required to use pool and hired vehicles

when conducting their official duties.

4 APPLICABLE LEGISLATIONS AND REGULATIONS

This policy is based on the requirements contained and provided for in the following

legislations and regulations:

The Constitution of the Republic of South Africa, Act 108 of 1996.

Income Tax Act No. 58 of 1962, as amended

5 DEFINITIONS

Policy


Transport Services: A department under Fleet Management that and which has various

responsibilities as determined by the Fleet Management and Transport Policy


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.

6 OBJECTIVES

The University’s policy is to ensure that all its transport resources are used in the most

cost-effective manner, in order to protect the organisation’s assets and minimize negative

financial implications; whilst allowing the University to strive for excellence in teaching and

research.

7 AUTHORITY AND RESPONSIBILITY

7.1 Approval and adoption of this Policy is the responsibility of the University Council.

7.2 The Policy shall be reviewed at least every two years.

7.3 Amendments to this Policy will have no effect unless it is approved by the Council of

the University.

7.4 The fleet management policy and operational fleet management is the responsibility

of the Director Facilities Management and administered by the Transport Services

Department.

7.5 Heads of Departments of the University are accountable for the vehicles that are

allocated to officials within their respective Departments.

7.6 Only Heads of Departments (HOD) can approve authorisation for the usage of

vehicles, except where the HOD has delegated such a power to the senior official

within his/her Department.

7.7 Such an official referred to in 7.6 must be from the level of a Manager or higher.

7.8 HOD’s are responsible for the management of fleet assets that have been allocated

to their respective Departments.

7.9 HOD’s are required to budget in their operational budget for the usage of vehicles by

the employees within their Departments.

7.10 HOD’s are responsible for the disciplinary action arising from the misuse of University

vehicles by the drivers within their Department.

7.11 Responsibilities of authorised approvers and drivers: -

7.11.1 Authorised approvers have primary responsibility for ensuring compliance with

this policy.


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7.11.2 An approver may not authorise his/her own travel expenditure.

7.11.3 All drivers must adhere to the official rules and procedures.

7.11.4 Vehicles may only be used for official business and may not be used for private

purposes

8 DELEGATION OF FLEET MANAGEMENT POWERS AND DUTIES

8.1 The Council of the University delegated powers and duties to the Vice-Chancellor

with a view to enabling him/her to:

8.1.1 discharge Fleet Management responsibilities;

8.1.2 maximise administrative and operational efficiency in the implementation of the

fleet management policy; and

8.1.3 enforce reasonable, cost effective measures for the prevention of fraud,

corruption, favouritism and unfair and irregular practises.

9 FLEET MANAGEMENT UNIT

9.1 The University must establish a Fleet Management unit to execute the functions

associated with transport fleet.

9.2 The Fleet Management unit will operate under the supervision of an official of the

University designated by the Vice-Chancellor.

9.3 The training of Fleet Management officials will be conducted in accordance with

applicable regulations.

10 USE OF VEHICLES

10.1 The University’s vehicles / moving equipment should be utilized in a responsible

manner, which will ensure valuable and long-term use.

10.2 Fleet Management have the right to withdraw any vehicle(s) if following an

investigation they have found that the vehicle(s) has / have been abused or misused.


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10.3 Vehicles can only be used for the purpose of the business of the University. University

vehicles may not be used for private use, and are not insured for incidents occurring

whilst the vehicle is out on private business.

10.4 Staff members may not take vehicles home overnight (whether departmental or

hired).- except under conditions specified in section 22.4.7 of this policy document.

11 POOL VEHICLES

11.1 Pool vehicles are defined as vehicles available to university employees at different

times and may be used by persons with the authorized transport request involved in

an activity in line with the objectives of the responsible department.

11.2 Vehicles cannot be used for party political purposes under any circumstances, or to

take part in industrial action or union activities.

12 AUTHORISED DRIVERS

12.1 A vehicle can only be driven by a University employee or in certain instances a

student or contractor subject to specific approval by the HOD,

12.2 Permanent allocation to an executive member of staff will require Council approval

13 INSURANCE

13.1 All vehicles owned by UNIZULU will be fully insured in terms of the insurance

declaration.

13.2 UNIZULU’s Leased Vehicles will be insured in terms of the lease agreements

13.3 Hired vehicles will be insured through the hire company

14 FLEET MANAGEMENT AND TRANSPORT IMPLEMENTATION AUTHORITY AND

RESPONSIBILITY

14.1 The university shall develop an implementation plan to ensure the full implementation

of the policy and effective Fleet Management.

14.2 The implementation plan shall include a Fleet Management Procedure Manual which

will include inter-alia the monitoring of vehicle fuel useage vehicle repairs and

maintenance costs and unauthorised use of motor vehicles and maintenance of log

books and registers.

15 ACQUISITION AND DISPOSAL OF VEHICLES


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15.1 The acquisition of new vehicles will be done in terms of the approved capital assets

budget and will be procured as per approved Supply Chain Management policy.

15.2 The disposal of vehicles will be done in terms of the approved Supply Chain

Management Disposal policy.

15.3 The remaining useful life of assets will be determined on an annual basis and will

inform the asset replacement programme.


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SECTION B: PROCEDURES

16 PURPOSE OF FLEET MANAGEMENT AND TRANSPORT PROCEDURE MANUAL

16.1 The purpose of the Fleet Management Procedure Manual is to provide guidance in

the execution of the Fleet and Transport policy, risk management and protection of

the motor vehicle asset fleet.

16.2 The Transport Services Department is responsible for repair and maintenance of

the vehicle.

16.3 The Transport Services Department is responsible for determining risk areas within

the department and instituting the relevant controls to manage and minimize the

fleet risks.

16.4 All vehicles will be installed with a tracking device.

17 ALLOCATION OF VEHICLES

17.1 Authorization for Allocations: The Head of Department (HOD) of the authorised

driver who intends to have a vehicle allocated to him/ her must submit a signed

transport request to the Transport Services Department.

17.2 A vehicle cannot be issued on either a short-term or long-term basis without the

approval of the HOD.

17.3 The Heads of Departments and/or Deans shall take responsibility and be

accountable for officials who are allocated vehicles in their respective Departments.

18 PERMANENT ALLOCATION

18.1 Permanent allocation to an official who, due to the nature of his/her duties, requires

adherence to the following procedures:

18.1.1 Officials must return the vehicle at night to the university premises unless the

Executive committee has approved that certain employees due to their duties

may take the vehicle home provided the conditions under Section 22.4 Parking

of Vehicles are met.

18.1.2 A monthly log book, in respect of the vehicle permanently allocated to the

official, must be submitted to Transport Services Department for costing

purposes.


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18.1.3 Return the vehicle to the Transport Services Department for maintenance

when required.

19 DRIVER

19.1 The driver must have an unendorsed valid driver’s license relevant to the type of

vehicle requested. The Transport Officer/Controller must check the license for

validity.

19.2 The driver must have no outstanding transport related disciplinary action or traffic

fines against them at the time of taking the vehicle.

19.3 Where necessary, drivers must be in possession of a Professional Drivers Permit

(PDP).

19.4 Only drivers that have had a valid driver’s license for 3 years or more are entitled to

use the vehicles.

19.5 Foreign members of the community are required to have an international license (if

they have been in SA for less than 2 years, or else should have converted to a SA

driver’s license), and should have been a licensed driver in their own country for 3

years or more.

20 PASSENGERS

20.1 Passengers carried by a pool vehicle must be authorized to travel in the vehicle.

20.2 The picking up of casual passengers is not allowed under any circumstances.

20.3 The driver of the vehicle will be held responsible for ensuring that unauthorized

passengers are not conveyed.

21 AUTHORITY TO USE A VEHICLE

21.1 All persons requiring a vehicle must have an authorised transport request form

before a vehicle may be allocated.

21.2 The transport request must be authorized by the relevant H/O department or the

Manager, who is senior to the person traveling and is in their direct management

line.

21.3 In circumstances where this is not possible, alternate signatories must be identified

within the University.


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22 VEHICLE BOOKING AND ISSUING PROCESS

22.1 Booking hours

22.1.1 The official office hours for bookings at the Transport Services Department are

as follows: -

Monday to Thursdays : 08h00 – 16h00

Friday : 08h00 – 12h00

22.2 Booking of vehicles

22.2.1 The official transport request form must be adequately completed.

22.2.2 No fax forms will be accepted.

22.2.3 No telephonic reservations for transport will be accepted.

22.2.4 All reservations must be made 48 hours prior to departure.

22.2.5 It is the responsibility of the person who books the vehicle to confirm the

availability of the vehicle.

22.2.6 Persons reserving vehicles must ensure that their department supplies

provision for tollgate and parking fees as well as additional fuel.

22.2.7 No vehicle will be issued to faculty departments, organizations, etc. if the ITS

system reveals that a department has no funds available on their budgets.

22.3 Issuing of vehicles

22.3.1 The driver must carry his/her license and produce it to the Transport

Officer/Controller within the Transport Services Department upon request.

22.3.2 The issue slip must be carried in the vehicle with a copy placed on the file at

the Transport Services Department.

22.3.3 The intended time of departure and return is to be recorded on the vehicle

issue slip and compared against the actual time of return, in order that, where

necessary, fines for late return can be imposed.

22.3.4 Date and time for booked vehicles must be strictly adhered to. Should the

person(s) who booked the vehicle fail to show up one hour after the booked

time then Transport Services has the right to withdraw (cancel) the vehicle and

re-allocate it to other users.


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22.3.5 Should the vehicle be returned one hour after the booked return time, then the

faculty / department responsible will be charged R50-00 for every hour the

vehicle is late, unless arrangements were made with Transport Services that

the vehicle was being returned late and such charges will be deducted from

the employee’s salary

22.3.6 The Transport Officer/Controller will complete a vehicle issue slip; recording

the condition of the vehicle, quantity of fuel in the tank, logbook and petrol card

numbers.

22.3.7 The driver will sign the issue slip, and then driver takes responsibility for the

vehicle at this point. On return, the driver must hand in all petrol/diesel/oil

purchase slips to the Transport Officer/Controller for checking and allocation

after each trip.

22.4 Parking of vehicles

22.4.1 In normal circumstances vehicles must be parked at official locations.

22.4.2 The officer responsible for transport must allocate an approved parking place

for each vehicle.

22.4.3 The parking places should be locked or with 24 hour security presence.

22.4.4 When the vehicle is away from University’s parking, the driver must use, where

available, a gear lock on the vehicle or activate the alarm system

22.4.5 The driver of the vehicle is responsible for ensuring that the vehicle is parked

in a safe area.

22.4.6 Parking charges for the use of secure parking will be the responsibility of the

driver or their respective departments.

22.4.7 Permission by the Executive committee or member (in case of emergency)

may be given for a vehicle to be parked overnight at a home of an official if the

following conditions are met:

The location has been reviewed by the Transport Officer/Controller

and is considered adequate, e.g. vehicle will be parked in a locked

garage and/or guarded by 24 hour security guard, and

The member of staff will be leaving early morning or returning late

at night.

A signed authority (declaration) form to park a vehicle at home must

be issued and authorized by the person responsible for signing


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transport requests. The authority form must be issued for each

occasion; however, for those on call, blanket permission can be

issued for a specific time period.

If an emergency arises and it becomes necessary to use the vehicle,

a signed transport request for the movement must be obtained within

24 hours of the journey.

22.5 Private use of the vehicle whilst parked at home will lead to the withdrawal of the

privilege and possible disciplinary action.

23 LOG BOOKS, PETROL CARDS, VEHICLE KEYS, AND VEHICLE CONDITION /

EQUIPMENT

23.1 The driver takes responsibility for the logbook, keys and petrol card once the vehicle

issue form has been signed until the vehicle has been returned to the transport

officer at the end of the journey.

23.2 All vehicle keys should be safely secured in the transport office when the vehicle is

not in use.

23.3 A spare set of all vehicle keys should be kept in a secure place.

23.4 The petrol card is to be treated as cash and the driver will be held responsible for

the transactions that take place on it whilst it is in his/her possession.

23.5 All fuel receipts must be kept and made available when the vehicle is returned to

the transport officer.

23.6 It is the responsibility of the driver to fill in the vehicle logbook legibly and accurately.

23.7 It must be possible from the details given for a distance check to be carried out.

23.8 Loose vehicle equipment, e.g. the spare wheel, toolkit, jack and any other extras

must be checked at the time of issuing the vehicle and will remain the responsibility

of the driver until such time as the vehicle is returned to the transport officer.

23.9 The Fleet Manager will make available, to the Booking Clerk, Log sheets at the end

of each month for costing purposes. The copy of the log sheet will thereafter be

stored in our ITS data system.

23.10 It is the driver of the vehicle’s responsibility in conjunction with the relevant Transport

Services official, to check the vehicle(s) condition, using the duplicated check list

form, which should be filled and signed by both the driver and the assistant vehicle

controller at the end of checking the vehicle before the trip.


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24 MANAGEMENT SYSTEMS

The following key indicators will be kept for each vehicle by the Transport Officer/Controller:

24.1 Actual kilometres travelled

24.2 Fuel utilization (km/l)

24.3 Total maintenance cost

24.4 Maintenance cost per kilometer

24.5 Running cost per kilometer

24.6 Availability

24.7 Utilization

24.8 Vehicle Performance versus other similar vehicles within the fleet

25 RENTAL VEHICLES

25.1 The rental of vehicles from external service providers locally or away from the

Campus, should be directed via the Travel Office, and is not the responsibility of the

Transport Services Department.

25.2 Department to fill in car hire requisition form, obtainable from Departmental buyer.

On completion of the application form, the form needs to be signed off by HOD and

thereafter, the normal SCM processes, shall be followed. Departments are not

required to take car hire insurance when booking the vehicle as the University is

insured for these vehicles when being used for approved official University business.

26 VEHICLE BREAKDOWN

In case of a breakdown Transport Services must be notified immediately for further towing and

repair arrangements. Where possible, in respect of vehicles to be towed, users/drivers must make

use of the services of companies that are affiliated members of SAMBRA.

27 VEHICLE ACCIDENTS

The following procedure shall be followed in the event of a university-owned or hired motor vehicle

becoming involved in an accident, no matter how trivial, and irrespective of whether or not any

person or animal or property, other than the university vehicle is involved: -

27.1 Stop your vehicle immediately.


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27.2 Check for injured persons or animals.

27.3 If a person has been injured or killed, call the police. Do not move the vehicles unless

instructed to do so by a traffic Officer.

27.4 Should any third party involved admit liability, endeavours should be made to obtain

a statement in writing from him/her to this effect.

27.5 Obtain as soon as possible, preferably at the scene of the accident, at least the

following particulars, which are required for completing the accident report form: -

Registration number, make and type of all vehicles involved in the

accident.

Name, address, telephone number and ID number of the driver of

the other vehicle.

Name, address and telephone number of the owner of the vehicle.

Name and address of the third party’s insurance company.

Obtain the names, addresses and telephone numbers of any

independent witnesses.

Note and record the damages on own vehicle and the damages on

the other party’s vehicle.

Whenever possible take photos and make a sketch of the scene of

the accident including landmarks, street names, road signs,

markings, position of the vehicles, skid marks and general road

dimensions

27.6 On request, give your name and address, the name of your company and their

address, and your vehicle registration number.

27.7 Report the accident to the nearest Police station within 24 hours. If there is a third

party involved, obtain a copy of the police report for recovery purposes.

ADVICE:

Do not admit fault or liability to anybody either verbally or in writing even though

the accident may have been your fault.

Do not drive your vehicle unless you are completely sure that it is safe to do so.


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28 INTERNAL ACCIDENT REPORTING

28.1 The driver of the University vehicle shall, within twenty-four hours after the accident,

ensure that the accident report form is completed and also ensure that statements,

by witnesses and other relevant supporting documents e.g. Case Reference

numbers, copy of drivers license are forwarded to the Transport Manager and

University Insurance Department.

28.2 In respect of a University owned vehicle, Transport Services Department shall

obtain a minimum of two repair quotations from different repairing agencies or write-

off report if applicable and trade-in value of the vehicle.

28.3 A Photostat copy of the driver’s license must be included with the driver’s report

form.

28.4 In the event of institution of a legal action by the third party, the driver concerned

shall upon receipt of summons, subpoena or notice to appear in court pass without

delay that information to the Transport Services Officer or University insurance

department so that the University’s insurers may be approached.

28.5 Any accident damage or third party claim received shall immediately be submitted

to the Transport Services Manager.

28.6 Upon admission of complete liability in the accident report a driver of the University

vehicle involved in accident shall be given an option to personally bear all repair

costs.

28.7 The Transport Officer / Controller should maintain an accident register.

28.8 The Transport Officer / Controller should maintain a vehicle repairs register.

29 DUTIES OF THE TRANSPORT OFFICER / CONTROLLER

29.1 The Transport Officer will direct traffic fines to relevant users for payment by the

offender.

29.2 Shall investigate all vehicle accidents and gather all documentary, photographic and

other evidence that may be relevant to the case.

29.3 If feasible the Transport Officer/Controller may conduct an inspection of the accident

scene.

29.4 Shall objectively advise the HOD and PSD on the circumstances of any vehicle

accident and, based on available evidence, whether any further action is

recommended in each case.


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29.5 May interview the driver, assessor, third party or any other person with information

relevant to the accident.

29.6 Request witnesses to make a verbal/written statement about the accident.

29.7 Probe the nature of the trip and granting of authority to the driver.

29.8 Shall after completing an investigation on each accident case and draw and submit

a report to the PSD formatted as follows:-

Introduction

Statement of case

Findings

Recommendations

Signature

30 FRAMEWORK FOR REMEDIAL ACTIONS

30.1 All remedial and corrective actions will be subject to and governed by the

University’s disciplinary procedure.

30.2 The following structure of progressive imposition of fines on drivers who have been

found partly or mainly responsible for the occurrence of the accident involving a

University vehicle through direct or indirect means, shall be adhered to:

TABLE OF FINES

RATE OF DAMAGE (%) RATE OF FINE RANDS

0 – 10 500

11 – 20 1 000

21 – 30 1 500

31 – 40 2 000

41 – 50 2 500

51 – 60 3 000

61 – 70 3 500

71 – 80 4 000

81 – 90 4 500

91 – 100 5 000


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30.3 These represent minimum fines. Should the cost of repairs be less than the amounts

shown above, the amount of the fine will not exceed the total cost of repairs. The

rate of damage shall be determined as follows: -

Approved cost of repairs X 100

Trade-in-value 1

30.4 These fines may be imposed in addition to any sanction, which a Disciplinary

Hearing may decide upon.

30.5 The fine is payable by means of deduction from an employee’s salary or cash

recovery over a period not longer than 6 months.

30.6 The driver shall sign an acknowledgement of debt in which the time frame for the

payment of the fine shall also be captured.

31 EXCESS MOTOR FLEET INSURANCE POLICY

The department to which the vehicle was instructed will be responsible for paying the excess

required in terms of the insurance policy.

32 DISPOSAL OF FLEET ASSETS BY THE UNIVERSITY

Fleet Assets will be disposed in line with the University’s Asset Management Policy, as adopted.

33 TRAFFIC OFFENCES

33.1 The driver of a University vehicle shall diligently obey all traffic laws and shall be

responsible for the payment of all traffic fines that may be attributable to his or her

negligence.

33.2 Under exceptional circumstances the Vice Chancellor may, at its sole discretion,

consider financially assisting a driver convicted of a road traffic offence with the

payment of a fine or private legal assistance to enable a driver to defend a criminal

or civil claim against him or her in a court of law.

33.3 The Transport Officer/Controller will analyse and direct traffic fines to relevant users

for payment by the offender; however, fines that are due to a nonroadworth vehicle

will be the responsibility of the Motor Fleet department. The logbook and/or access

control register or “local forms” will be used as a source document to ascertain the

use of the vehicle on the day of the offence.

34 HIRING OF BUSES FOR FIELD TRIPS

34.1 Special bus trips for students can be booked using the approved transport services

processes and all field trips are to be booked directly with Fleet Management.


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34.2 Any requests for the use of an external transport operator should be processed

through the Manager: Transport Services; the service provider to be used will be the

one operating under a contract issued in terms of SCM tender processes

34.3 However, if circumstances justify using other providers, this can be facilitated

through adoption of the stipulated SCM processes.

35 TAXATION

35.1 Where University fleet cars are used by staff over and above the allowable SARS

business limits and used for private purposes, such usage will be subjected to a

fringe benefit tax levied on the staff in question.

36 REVIEW OF POLICY

The Fleet Management Policy will be reviewed by the Director of Finance/Chief Financial Officer

in a 2-year cycle and, if required, re-submitted to the Finance Committee for consideration of

changes.

Amendments to this Policy will have no effect unless it is approved by the Director of

Finance/Chief Financial Officer.


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ANNEXURE A

APPLICATION TO PARK VEHICLE AT HOME OR OTHER SECURE AREA

To: Manager: MOTOR FLEET/RISK MANAGEMENT

I hereby apply for authority to park university vehicle Registration Number ___________at my

home situated at _______________or at the property situated at ________________.

The reasons for this application are as follows:

In the event of my application being approved, I agree to abide by the provisions of the University’s

policy with regard to the parking of the vehicle at my home or other secure area.

SIGNATURE OF APPLICANT: ________________________DATE: ____________________

DESIGNATION: ________________________ DEPARTMENT: ________________________

APPLICATION APPROVED/ NOT APPROVED BY MANAGER: MOTOR TRANSPORT

SERVICES

FOR THE FOLLOWING REASON(S)

________________________________________________________

SIGNATURE OF MANAGER: MOTOR FLEET/RISK MANAGEMENT: _______________

DATE: ________________

OR

Authority is hereby granted to park University vehicle

Registration Number at his/her home situated at …………………………….or at the property

situated at ………………………, being the approved parking area, subject to the following

conditions:


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[a] The authority contained herein being valid for the period …………………….. to

………………………….

[b] The authority contained herein being subject to review or withdrawal at any time subject to

prior consultation with the employee where necessary.

[c] That whilst the vehicle is parked at the home of the employee or at the approved parking area,

it may not be used for any non-work or private purpose.

[d] That if an emergency arises whilst the vehicle is parked at the home of employee or the

approved parking area necessitating the use of the vehicle, then a signed transport request for

the movement of such vehicle must be obtained within 24 hours of the journey.

[e] The private use of a vehicle whilst parked at the home of the employee or the approved parking

area will lead to the withdrawal of the privilege and possible disciplinary action against the

employee concerned.

SIGNATURE OF MANAGER: MOTOR FLEET/RISK MANAGEMENT: ……………………

DATE: ……………………. 20………


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ANNEXURE B

ORGANOGRAM OF THE STAFF INVOLVED IN THE FLEET MANAGEMENT

FLEET MANAGEMENT UNIT

TRANSPORT SERVICES DEPARTMENT

Director of Facilities Management: Mr. Sipho Dlongolo

Fleet Manager: Mr. Makhathini

Transport Officer/Controller: VACANT

Bookings Clerk: Mr. Sanele Ngidi

Official Drivers

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