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Fleet Management and Transport Policy
Page 1 of 23
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
Fleet Management and Transport 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………
Fleet Management and Transport Policy
Page 23 of 23
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