UTHUKELA DISTRICT MUNICIPALITY

FLEET MANAGEMENT POLICY

2022/2023

TABLE OF CONTENTS

Content	PG

DEFINITIONS	3

Policy Statement	4

Purpose of the policy	4

scope of the policy	4

AUTHORISATION	5

Responsibilities of drivers	5

Frameworks	6

Accidents/Incidents	12

Reporting of Damage, Losses and Thefts	15

Roadworthiness of Vehicles	16

Safe Driving	16

Servicing of vehicles	17

Modification or Alteration of Municipal Vehicles and the Display

of Emblems and Signage	17

Irregular, Improper and Unauthorised Use of Municipal Vehicles	18

General	19

vehicle keys	19

Updating of FLEET MANAGEMENT Policy	20

Awareness	20

MONITORING & EVALUATION	20

POLICY REVIEW AND adoption	21

1.	DEFINITIONS

“Driver” means an official or employee authorised to use a vehicle in terms of section 6.1 of this Policy, or purporting to be so authorised;

“Fuel receipt” means a mechanically printed receipt issued by a petrol station for payment for fuel and a mechanically printed receipt issued at a Toll Station for payment of a toll fee;

“General authorisation” means a standing authority to use a Municipal vehicle;

“Municipal fleet” means all Municipal vehicles;

“Municipal vehicles” and “vehicle/s” means vehicles owned by the Municipality, vehicles from donor organisations and vehicles hired by the Municipality;

“Municipality” means the UThukela District Municipality;

“Official” includes a Municipal Employee;

“The Head of Department” means the Head of the Department to which any employee has been placed or appointed and, in the case of employees reporting directly to the Municipal Manager, means the Municipal Manager;

“Fleet Office” means the Section within the Corporate Services Department of the Municipality responsible for the maintenance and control of vehicles;

“Fleet Official” means a member of the staff of the Fleet Office; and

“Trip authority” means an authority to use a Municipal vehicle for a particular journey

2.	Policy Statement

Transport within the Municipality is supplied as a tool to support the Municipality in the delivery of its services and key objectives and the allocation of a vehicle is not a right of any official or employee. This Policy has been compiled for the specific purpose of establishing a uniform code of practice and conduct for all users and drivers of Municipal Fleet Vehicles. The content of this Policy is directed at promoting knowledge and understanding of the importance of the Fleet Management Services, activities and effective/efficient control, utilisation, safeguarding and management of Municipal vehicles, plant and equipment and to eliminating Municipal Fleet Vehicle abuse.

The General Manager: Corporate Services will delegate the day to day control of the operation of Municipal Fleet Vehicles to a Fleet Manager, but will take overall responsibility for performance and control. This Policy covers the use of all Municipal Fleet Vehicles and it does not cover the use of subsidised vehicles, which is the subject of a separate policy document.

3.	Purpose of the policy

The Policy is to achieve the objective of accountability for the use of Municipal Fleet Vehicles by the various	user departments, whilst at the same time ensuring that the interests of the Municipality are always managed as objectively and participative as possible. Ensuring that Municipal Fleet Vehicles are managed in a manner which employs appropriate management systems and operational information, thereby offering controls in the use thereof and most importantly the eradication of the misuse of Municipal assets.

3.1	Key objectives

Accountability in the need and use of Municipal Fleet Vehicles

Control the usage of Municipal Fleet Vehicles to eliminate abuse of those vehicles.

To effect saving by the Municipality by enforcing the policy and the controls in the usage of Municipal Fleet Vehicles.

To provide procedures in reporting and investigating abuse, damages and losses of Municipal Fleet Vehicles.

4.	scope of the policy

This Policy applies to all employees and office bearers who make use of vehicles owned by the UThukela District Municipality. This policy and procedures shall be reviewed annually and if necessary it will be revised by the Corporate Services Department, approved and adopted by Council.

5.	AUTHORISATION

The following legislative provisions have a bearing on the Fleet Management policy, hence the policy has to abide to each and every legislative requirement:

The Code of Conduct for the Public Service;

The Public Service Act, No 103 of 1994 (as amended);

Municipal Finance Management Act, No 56 of 2003;

Treasury Regulations; and

Prevention and Combating of Corrupt Activities Act, No 12 of 2004;

6.	Responsibilities of drivers

The full co-operation of all employees concerned is required to ensure that the Municipal Fleet System functions efficiently at all times. All drivers are expected to accept and exercise the responsibilities associated with the operation of vehicles, as described in this Policy document.

6.1.	Usage

Municipal transport is provided strictly for official services only and is not to be used for private purposes. (see also 6.6)

When a Municipal Fleet Vehicle is to be used, the driver must ensure that a copy of the Trip Authority (refer attached Annexure A), is duly authorised and signed, is kept in the vehicle as the Road Traffic Authorities could at any time stop a Municipal Vehicle and request to be presented with the said documents. Failing to produce the said documents the vehicle will be impounded and the driver may be liable to a fine and possible disciplinary action for failing to carry the said documents.

All Municipal Fleet Vehicles must be issued with a logbook. The driver/operator is required to record all his/her daily trips in the logbook, of which	the completed sheet is to be detached and handed to his/her Supervisor and Head of Department for checking and to verify correctness, accuracy and that the trips recorded were indeed necessary and most cost effective and then forwarded to Fleet Office for reconciliation and retention for record purposes.

6.2.	Public image

All Municipal Fleet Vehicle and any vehicles hired for operational functions shall be driven in a SAFE and COURTEOUS manner, which will	promote the Municipality’s PUBLIC IMAGE. Municipal drivers and vehicle/work teams are constantly in public view. Their behaviour shapes the public concept of municipal efficiency in general.

6.3	Careful handling

Municipal Fleet Vehicles and any hired vehicles shall at all times be driven and handled with proper care and attention, to obtain the best mechanical service and avoid infringements of the law. Any evidence of neglect, rough handling or reckless driving shall be reported to the Transport Office and will result in disciplinary action. The Fleet Office shall follow up all incidents of misuse of vehicles as and when identified or reported

6.4.	Inspection

Pre-drive inspections of vehicles/plant are to be carried out by drivers/operators on a daily basis and Supervisors and Managers on a weekly basis to record any damages or losses.

Every driver of Municipal Fleet Vehicles must at all times ensure that the vehicle is in a roadworthy condition and service intervals adhered to at all times, failing which he/she will be responsible for any penalties/costs of repairs and the payment of any traffic fines that may be imposed

The last user of a Municipal Fleet Vehicle will be held responsible for any unreported damage, defects or losses. The onus is therefore on each driver to thoroughly inspect vehicles prior to acceptance.

All Municipal Fleet Vehicles will be inspected quarterly by designated staff appointed by the Fleet Officer to ensure that a proper state of cleanliness, repair and efficiency is being maintained by the driver/person responsible for the vehicle.

7.	Frameworks

7.1	Who can use a vehicle?

Municipal Fleet Vehicles may only be used by an official or employee of the Municipality provided that particular employee meet all the requirements:

With a valid Credit Card Type License to operate such vehicle;

In terms of a general or trip authorisation;

In connection with an activity in line with the functions and objectives of the Municipality;

In possession of a Professional Drivers Permit (PDP) where required	by Law, it is the responsibility of the driver to ensure that his/her PDP is valid at all times

The allocation of vehicles to organisations other than the Municipality, or the use of vehicles is at the discretion of the Municipal Manager in consultation with the Mayor. Any discretionary use of a vehicle granted by the Municipal Manager in terms of this paragraph is subject to compliance with the operational control requirements of this Policy.

Vehicles cannot be used for party political purposes under any circumstances, or be used in connection with industrial union strike action activities.

Any authority to use a vehicle may be withdrawn at any time.

The issue and distribution of vehicles is at the discretion of the Municipal Manager or nominee and no official or employee may demand the use of a specific or particular vehicle.

7.2.	Competence of drivers

All new employees shall be required to initially undergo the competency assessment and thereafter to undergo the test at least annually.

Existing employees shall be required to undergo the competency assessment at least annually or when there is a need to do so.

A driver shall be required to undertake a competency assessment with the Local Traffic Department if in the opinion of his/her Head of Department the driver may be misusing a vehicle or causing repeated damage to a vehicle/s.

7.3.	Passengers

Passengers, other than officials and employees, may only be carried in a Municipal Vehicle if authority to carry specific passengers is granted by:-

The Municipal Manager, in the case where the driver of a vehicle is an employee;

The Mayor, in the case where the driver of a vehicle from Mayoral Fleet.

The picking up of casual passengers (including family members) is not allowed under any circumstances. The Municipal Manager or his/her nominee may at his/her discretion approve an application to transport family members to attend the funeral of an immediate family member. Any such approval will be subject to the official or employee who requests such authorisation providing the Municipality with an indemnification against any claims arising from such use. The Fleet Official designated to deal with completion of Transport requests and Trip Authorities will hold the approval and indemnification on file for at least three years.

7.4.	Authority to use a Vehicle in an Emergency or in Cases of Urgency

If a vehicle (duly authorised to be used by the specific driver) is used in an emergency, or case of urgency, where it is not possible to obtain prior approval of such use, the Fleet Officer must be notified immediately and approval must be obtained as soon as possible after the use of the vehicle, but in any event not later than 24 hrs after such use. If authorisation is not obtained in terms of this paragraph, or is refused, the driver will be held liable for disregarding instructions and disciplinary action will be instituted. An emergency constitutes death, illness or injuries of such a nature when it is not possible to wait for emergency services to attend to the person/s.

7.5.	Use of Vehicles over the Week-end or Public holidays

Municipal vehicles may not be used over weekends or on public holidays unless authorisation has been obtained from the head of department. (Refer to Annexure B).

7.6.	Private Usage

An official or employee who uses any Municipal vehicle for private purpose will be liable for fringe benefits tax calculated with reference to Schedule Seven of the Income Tax Act. (refer to 5.1 Usage).

For the purposes of this paragraph private purposes includes transport between the residence and workplace of the official or employee concerned.

Further to the Fringe benefit tax referred to above; official found to have used vehicles for private usage and without the approval of the head of department shall be subjected to a disciplinary action.

7.7	Issuing of vehicles

7.7.1.	Issuing of vehicles during working hours

In the case of a trip authority:

A vehicle will be issued on the day of travel unless advance authority to park the vehicle at home has been obtained, vehicles should always be parked at the nearest official or Municipal sites;

The driver must carry his/her driver’s license and produce it to any Fleet Official who must verify its validity prior to the issue of vehicle;

A copy of the signed trip authority must be carried in the vehicle and the original must be placed on file at the Fleet Office;

The intended time of departure and return must be recorded on the vehicle issue form.

The continuous unauthorised late return of vehicles may lead to refusal to allocate vehicles in the future. Reasons for late returns must be submitted in writing to the Fleet Office. Transport Officials will complete the vehicle issue form, recording the condition of the vehicle, quantity of fuel in the tank, log book and petrol card numbers. The driver must sign this form. The driver takes responsibility for the vehicle at that point. On return, the vehicle will be checked using the same process. The driver must hand in all fuel and toll receipts to the Transport Office for checking after each trip.

7.7.2	Issuing of vehicles after working hours

Where vehicles are used by different drivers during the weekend, the following procedures shall be followed:

The driver who uses the vehicle shall inspect the vehicle with the Fleet Office Staff member and sign the trip authority.

When the shift changes, the next driver shall inspect the vehicle in the presence of the handing over driver and agree on the damages existing. A form designed for the purpose must be signed by both.

Where new damages are noted by the second driver, the supervisor must immediately be notified and the damages noted on the above mentioned form.

All drivers must be made aware of the process and the driver who fails to inspect the vehicle before taking possession shall be held liable for any damages discovered after his/ her use of the vehicle.

7.8.	Hiring of vehicles for Operational Purposes

Vehicles required for operational purposes may only be hired through the SCM Unit on authorisation of the Municipal Manager or Head of Department. The provisions of this policy document relating to the allocation, use and care of vehicles shall apply to any hired vehicle provided whilst an official usual vehicle is out of service for whatever reason. Executive class vehicles may only be hired as and when required for the Mayor, Deputy Mayor, Speaker, EXCO Members and the Municipal Manager. In respect of all other Officials, the most cost effective class of vehicle must be hired, having regard to the duties for which the vehicle is required.

7.9.	Courtesy Vehicles

The provisions of this policy document relating to the allocation, use and care of vehicles shall apply to any courtesy vehicle provided whilst an official usual vehicle is out of service for whatever reason.

7.10.	Parking a Vehicle Overnight

In normal circumstances vehicles must be parked at official locations. The Fleet Manager must allocate an approved parking place for each vehicle. The parking place should be lock-able or with 24 hr security available. When a vehicle is away from its home base, the driver must use any anti-theft or security devices fitted in the vehicle. Where secure facilities are not available, the vehicle should be parked at the nearest official property. The driver of the vehicle is responsible for ensuring that the vehicle is parked as safely as circumstances permit.

Parking charges for the use of secure parking will be refunded only if an original	receipt is submitted for payment to the Budget & Treasury Office. In special circumstances the Head of Department may grant permission for a vehicle to be parked overnight at a home of an official or employee. A signed authority form to park a vehicle at home (refer to Annexure C) must be issued. The authority is subject to review and can be withdrawn at any time. Whilst a vehicle is parked at home, it may not be used for private purposes. If an emergency arises and it becomes necessary to use the vehicle the provisions of paragraph 6.4 of this Policy will apply.

7.11	Log books, Vehicle Keys and Vehicle Equipment

Where Logbooks are required to be completed, they must be completed legibly and accurately in every detail, during or immediately after a trip and must be submitted monthly for data capturing after duly signed and checked by the Supervisor and Head of Department. If the first working day of any month falls on a Public Holiday, the Logbooks must be submitted on the first working day of the month concerned. The official using the vehicle must take the necessary care with regards to the safe custody of the Logbook, keys and equipment.

During the period that authorisation is granted for the use of a vehicle, the driver is responsible for the log book, keys and equipment for the vehicle until the vehicle has been returned to the Fleet Office at the end of the journey. Loose vehicle equipment, e.g. the spare wheel, toolkit, jacks 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 Fleet Office. The driver/operator must report any losses immediately to the Risk Management Unit.

7.12	Petrol Cards

Petrol Cards issued to facilitate the use of a vehicle must be treated as cash and the driver will be held responsible for all transactions that take place on the card whilst the vehicle is under allocation to the driver. The driver must take the necessary care with regard to the safe custody of the petrol card. Should the fuel card be misplaced or lost the driver must obtain an OB number from the nearest SAPS for replacement of the card. Petrol Cards may only be used for fuel and oil for the vehicle to which the card relates and for the payment of road tolls and car was payable in respect of the authorised use of the vehicle. In cases where there is no petrol card an employee must go to the fleet officers and fill in the requisition book to be authorised by HOD or area manager.

Without derogating from the generality of the foregoing, a petrol card may not be used for payment for repairs to the vehicle or for the purchase of tyres or other equipment for the vehicle. In respect of trip authorisations, all fuel and toll receipts must be kept and must be handed over to the Fleet Official when the vehicle is returned to the Fleet Office. In respect of any other authority to use a vehicle, all fuel and toll receipts must be kept and must be handed over to the Fleet Office at intervals determined from time to time by the Fleet Office.

Where a suspicious charge is raised against a petrol card and such charge not supported by a receipt, the Municipality reserves the right to deduct the sum equal to that charge from the remuneration of the driver concerned. In the event of a petrol card being lost or stolen, the driver must report it to the nearest SAPS and obtain an OB number and notify the Fleet Officer immediately, stating the registration number of the vehicle, to enable the Fleet Officer to cancel the card.

In the event of theft or loss of a petrol card, the person responsible for the card must report the matter to the Police and obtain an incident number and must inform the Fleet Officer of the incident number immediately.

7.13	Management systems

The Fleet Manager must keep the following indicators for each vehicle and submit a monthly report thereon to MANCO:

Actual kilometres travelled

Fuel utilisation

Total maintenance costs

Utilisation/unauthorised use

The Fleet Office monitors the above indicators in conjunction with the driver and report short comings or deviations to the Head of the Department to which the vehicle has been allocated.

8.	Accidents/Incidents

8.1.	Procedure

The following procedure must be followed in the event of a Municipal vehicle being involved in an accident/incident, no matter how trivial and irrespective of whether or not any other person or any animal or property or another vehicle is involved, a driver may not leave the scene of the accident unless he/she sustained such injuries and is necessary to be removed from the scene by paramedics or is removed from the scene by a member of the SAPS:

Call a police or traffic officer if required

Report the accident/incidents as soon as possible, but within 24 hrs, to a police station and furnish full particulars.

If requested to do so, supply the name and address of the driver of the	Municipal vehicle and the number of the vehicle and trip authority number to any other person having reasonable grounds for requesting the information.

Under no circumstances admit liability to any person at all or at any time, or agree to any payment offered or made to a third party.

In the event of any third party admitting liability, endeavour to obtain a	written statement from him/her to that effect.

If a driver of a vehicle is suspected of being under the influence of intoxicating liquor or narcotic drugs, this fact must be brought to the notice of	the police or traffic officer called to the scene of the accident with the least	possible delay.

At least the following particulars must be obtained at the scene of the accident:

The registration number, make and type of the other vehicle(s).

The name, address, ID number, home telephone number and work telephone number of the driver(s) and the owner(s) of the other vehicle(s).

The name of the insurance company/broker with respect to the other vehicle(s).

Whether the driver is the owner of the other vehicle.

The nature and extent of the damage caused to the other vehicle(s) in this particular accident only.

The name, address, ID number, home telephone number and work telephone number and estimated age of any passengers and/or pedestrian(s) involved in the accident and, if possible, details of any person(s) killed or injured, as well as the nature and extent of the injuries.

A description of animals and fixed objects involved in the accident and the name and address of the owner, in the case of animals and also the name and estimated age of any herdsman (men) who tended or drove the animals, as well as the nature and extent of injuries and damage.

The name, address, ID number, home and work telephone number of any witnesses, including the occupants of the other vehicle(s) concerned.

Measurements for the preparation of a sketch of the scene of the accident.

Whether or not the road was fenced in on either sides or one side only.

Any other relevant information.

Report the accident/incident to the Risk Management Unit as soon as possible.

Take photographs at the accident scene if possible.

8.2.	Reporting the accident (other than to the police)

The driver of a vehicle involved in an accident must make a suitable endorsement in the logbook of the vehicle and must without delay complete the accident report form and the negligence report form, obtainable from the Risk Management Unit, and must submit the reports, together with statements by witnesses and other supporting documents, to the Risk Management Unit and the Asset Management unit for insurance processes.

8.3.	Completion of accident report forms

The Risk Management Unit must ensure that the responsible Head of Department furnishes them with a completed incident/accident report (refer to Annexure D). The Fleet Office must arrange for obtaining the necessary quotations in respect of the vehicle concerned.

All completed forms must be submitted to the Risk Management Unit, after ensuring that the necessary forms have been completed, the original report forms and all the supporting documentation must be forwarded to the Municipal Insurers. A copy of the report forms and supporting documentation must be submitted to the Manager / HOD to complete the determination of liability form before filing.

Drivers/operators must ensure that they furnish complete and accurate information about accidents/incidents when reporting to Risk Management Unit. False and inaccurate information will be viewed in a serious light and the driver/operator will be facing disciplinary action.

8.4.	Legal proceedings

Should the driver of a vehicle be required to appear at an inquiry, or should any criminal or civil proceedings be instituted against him/her or the Municipality, the driver must immediately submit the summons, subpoena, notice to appear or claim or third party claim to the Risk Management Unit who will report the matter to the Municipal Manager for further action.

8.5.	Accident repairs

Where repairs are necessary to a vehicle that was involved in an accident, the Fleet Office shall, in consultation with the Risk Management Unit, obtain written quotations in terms of Municipality procurement policy and shall arrange the repair of the vehicle where applicable after authorisation from the Municipal Insurers.

8.6.	Towing of Municipal Vehicles

In the event of an accident within the uThukela area of jurisdiction which necessitates the towing of a Municipal vehicle, for whatever reason, the driver must without delay make contact with the Fleet Office, who will make contact with the approved merchant on the Corporate Services/Fleet Preferred Panel of Service Providers and a towing vehicle will be dispensed to the location of the vehicle.

The driver of the Municipal vehicle must provide the Fleet Manager with the following information:

His or her name

The Registration number of the Municipal vehicle.

The make and type of the Municipal vehicle

The location of the breakdown or accident.

The Municipal Vehicle cellular number and the personal cellular number of the driver, if available.

The Kilometre reading of the Municipal vehicles.

The nature of the incident.

In the event of an accident outside of the uThukela area of jurisdiction which necessitates the towing of a Municipal vehicles, the driver must make contact with the Fleet Office whom will ensure that an approved towing company is used and as soon as possible obtain the following information

The name, address and telephone number of towing company.

The registration number of towing vehicle.

The name and cellular number of the driver of towing vehicle.

Particulars where the vehicle will be stored/towed to.

9.	Reporting of Damage, Losses and Thefts

Where incidents of damage (other than as a result of an accident as dealt with in section 7) loss and/or theft of or from a Municipal vehicle occur within the uThukela area of jurisdiction, the driver of the vehicle must as soon as possible report the matter to the Risk Management Unit, which will if necessary refer the driver to the police to obtain an incident number. Where a driver returns a pool vehicle to the Transport Office, he or she must report any damage, loss or theft which has not yet been brought to the notice of the Risk Management Unit. Where incidents of damage, loss and/or theft of or from a Municipal vehicle occur outside the UThukela area of jurisdiction, the driver must report the incident to the nearest police station within 24hrs and ASAP report the matter to the Risk Management Unit. Repeat damages to municipal vehicles will be investigated by the Risk Management Unit and the driver/operator might be subjected to disciplinary proceedings should he/she be found to be negligent or misusing the vehicles.

10.	Roadworthiness of Vehicles

The driver of a Municipal vehicle must at all times ensure that the vehicle is in a	roadworthy condition, with special emphasis on the steering, brakes, lights, wheel nuts, condition of the tyres and safety belts. The driver of a vehicle must conduct a daily check on the vehicle.

Any defects must be immediately reported to the Fleet Office.

If a defect is of the type that is likely to cause damage to the vehicle, or is of the type that may render the vehicle unsafe to use, the engine must immediately be switched off and the vehicle must not be driven under its own power until the matter has been rectified.

Whilst driving a Municipal vehicle, the driver must pay attention to the gauges, indicators and warning lights on the dash and immediately take appropriate action to prevent damage to the vehicle or its components should any malfunction be noticed.

No person may authorise the use of a vehicle that is not roadworthy. Any person who authorises use of such a vehicle may face disciplinary action.

11.	Safe Driving

11.1	Traffic Regulations

Traffic and any other regulations applicable to users of the road must be strictly	observed at all times. Where these rules are not adhered to, the driver will be responsible for the payment of any penalties or fines imposed and these will have to be paid within 7 working days and proof of payment must be submitted within 7 working days to the Fleet Office, failing to pay the fine the monies will be deducted from the drivers salary, should such a deduction be authorised by the Municipal Manager

11.2.	Speed Limits

The applicable speed limit must not be exceeded at any time and any Traffic violation fines will be for the drivers account. The Fleet Manager will provide to Manco a report indicating department vehicles that are exceeding the applicable speed limits and Managers should engage with the “Consequence Management” regulations to discipline the offending drivers.

11.3.	Loads on Vehicles

The load on any Municipal Fleet Vehicle may not exceed the maximum recommended by the manufacturer of the vehicle. The driver may be personally held liable for any punishment that may be imposed by any court with respect to vehicle load infringement of the Road Traffic Act.

12.	Servicing of vehicles

Officials and employees who make use of Municipal Fleet Vehicle in terms of a general authorisation must ensure that the vehicles are serviced as prescribed by the manufacturers of the vehicles. When a vehicle requires to be serviced, the official or employee in charge of the vehicle must make arrangements in time with the Fleet Office to avoid any delays. When the Municipal Mayoral cars reach 150 000 km they must be trade-in and the other municipal vehicles will be trade-in when they reach 250 000km. This will help with the cost containment measures and reduces unnecessary expenditure.

13.	Modification or Alteration of Municipal Vehicles and the	Display of Emblems and Signage

A Municipal vehicle may not be modified or altered in any way without the prior	approval of the Municipal Manager in consultation with the Fleet Office. The approved signage (such as the UThukela District Municipality Logo) on a Municipal Fleet Vehicle may not be covered in any way to obstruct positive identification of the vehicle. Except for the usual number plates, municipal crests and fleet numbers, manufacturers’ mascots, name and model inscriptions and license tokens, Municipal Fleet Vehicle may not display any private insignia, mascots, stickers, advertising or advertising material.

No signage or stickers other than those approved by the Municipality maybe displayed on a vehicle. Drivers must ensure that the registration plates, municipal logos and any	other markings on the vehicles in their charge are always in good order and that the colour of the plates, letters and figures are at all times clearly visible. Any vehicles purchased must immediately be taken to the Fleet Office for the placement of the approved signage and decals as prescribed by the Municipality.

14.	Irregular, Improper and Unauthorised Use of Municipal	Vehicles

14.1.	Action to be taken

If Municipal vehicles are used irregularly, driven recklessly, neglected or misused, the matter will be viewed in a serious light and the official concerned may be suspended from duty pending the outcome of any necessary investigation. In addition to any proceedings which may be instituted in terms of the Road Traffic Act, disciplinary action in terms of the Labour Law will be considered against the offending official.

14.2.	KZN Division SALGBC

Where employee has caused loss or damaged to the employment of the employer may make deductions if it can be proven of the employee.

14.3.	Liability

Where Municipal vehicles are used without permission or authority, the official concerned will be held liable for:

the cost of the distance travelled, incorporating drivers tariffs where applicable,

The Municipal Vehicle cellular number and the personal cellular number of the driver, if available.

14.4.	Suspension of officials from driving Municipal vehicles

Where positive proof exists that an official or employee is or was guilty of reckless or wilful misconduct whilst driving a Municipal vehicle, or such vehicle was involved in an accident whilst being driven by an official or employee under the influence of intoxicating liquor or narcotic drugs or while the concentration of alcohol in his/her blood was greater than the maximum concentration prescribed by legislation, such official must immediately be suspended from driving a Municipal vehicle until such time as the Municipal Manager, after consultation with the General Manager : Corporate Services and Manager : Legal Services, has decided to permit him/her to resume driving such vehicles. The Fleet Office must be notified of all suspension and lifting of suspensions to prevent the suspended driver from obtaining a pool vehicle.

15.	General

15.1.	Co-Operation of Officials and Employees to Promote Efficiency in the	Operation of Municipal Vehicles

Without the full co-operation of all concerned, the Municipal Fleet Office cannot	function efficiently, and drivers of Municipal vehicles must give the staff of that Office their full co-operation at all times, and treat vehicles as they would their own personal vehicles.

15.2.	Inspection

All Municipal vehicles are subject to a mandatory monthly inspection by the Fleet Manager and/or Fleet Officials to ensure that vehicles are maintained in a proper state of repair and efficiency and that the required instructions are complied with. In addition, random vehicle checks may be undertaken by Fleet Officials and Leasing Company at their discretion.

15.3.	Parking metres and parking lots

Where an official or employee makes use of parking metres or parking lots whilst on duty, the expenditure actually and necessary incurred may be refunded to him/her only if an original receipt is produced for reimbursement to the Budget & Treasury Office.

15.4.	Instructions

Non-compliance with the provisions of this document, or instructions issued by the Municipal	Manager or General Manager: Corporate Services will render the offending employee liable to disciplinary action and, where appropriate, to making good any losses that the Municipality may suffer.

16.	vehicle keys

Employees in charge of vehicles shall ensure at all times that the ignition, door lock, fuel cap, gear-lock and other keys of the vehicle in use are suitably safeguarded against loss or theft and must be placed after working hours in the key safes provided at each office and the key register must be signed. In the event of a vehicle’s keys being lost or mislaid, the driver shall not attempt to open the locking system of the vehicle, but shall obtain assistance from the Fleet Office, an OB number must be obtained at the nearest SAPS and it must be reported to the Risk Management Unit

At no time shall a driver leave his/her vehicle unattended without first switching off the engine and removing the ignition key, engaging the gear-lock if fitted and removing the key. Vehicle keys will only be replaced on production of a copy of the relevant Risk Management Unit loss report. All costs for replacement keys will be for the user’s account should it be found that such loss was due to driver negligence. All pool vehicle keys must be safely secured in a lock -able key cabinet in the Fleet Office when the vehicle is not in use. A spare set of all Municipal owned vehicle keys must be kept in a separate secure place within the Fleet Office.

All vehicles keys, fuel cards and duly completed Trip Authority forms of vehicles returned after normal working hours and vehicles used over weekends must be placed into the key return boxes placed in each office for safe keeping until the next working day and the key register must be signed. No keys, fuel cards or Trip Authority forms must be left lying around.

17.	Updating of FLEET MANAGEMENT Policy

This Fleet Management Policy will be reviewed annually as and revised if necessary and will notify any changes to Management, Supervisors and drivers before submitting to LLF and Council for adoption.

18.	Awareness

The General Manager: Corporate Services through the Fleet Management section is responsible for the communication of the policy to all employees of the municipality. All Senior Managers and Supervisors in different units are responsible to create awareness and implementation in their respective departments.

19.	MONITORING & EVALUATION

The Fleet Office will be monitoring the implementation and application of the Fleet Management Policy for ensuring adequate supervision and implementation of the controls and procedures. The Fleet Office will evaluate the effectiveness of the implementation of the Fleet Management Policy by users of Municipal vehicles

20.	POLICY REVIEW AND adoption

The Fleet Management policy will be reviewed annually.

Compiled by	:_______________________________________

FLEET MANAGER

Date	:___________________

Recommended by	: ________________________________________

GENERAL MANAGER: CORPORATE SERVICES

Date	:

Review and Adoption by Council

Date Adopted	:

Item Number	:

Resolution	:

ANNEXURES

ANNEXURES A TRANSPORT REQUISITION

TRANSPORT REQUISITION

DRIVER PARTICULARS	I.D NUMBER	INITIALS & SURNAME	LICENCE NUMBER
VEHICLE
TYPE:	REGISTRATION NUMBER :
NATURE OF DUTY
WHO : (PERSON)
WHEN: (DTG)
WHERE: (PLACE)
WHAT: (NATUR OF DUTY)
WHAT THEREAFTER :
NAME(S) OF PASSENGER(S)	I.D NUMBER	INITIALS & SURNAME	REMARKS
PERIOD REQUIRED	FROM	TO
TOLL GATE SLIPS	YES	NO	DATE TO BE COLLECTED :
STABLE AUTHORITY	YES	NO
STABLE AUTHORITY NUMBER
STABLE ADDRESSING(STABLING REQUEST FORM TO BE COMPLETED)
TRIP
I.D NUMBER	INITIALS & SURNAME	SIGNATURE
RECOMMENDED (HOD)
APPROVED (FLEET MANAGER/OFFICER)
REMARKS
FINAL APPROVAL: (HOD)
REMARKS

ANNEXURE B TRIP AUTHORITY

_________________________________________________________________________________

TRIP AUTHORITY

START DATE
END DATE
TO WHERE
DRIVER
DRIVER
PURPOSE
DOCUMENT ATTACHED
IF NO, PLEASE MOTIVATE
REGISTRATION
KM	OPENNING KM:
CLOSING KM:

SIGNATURE OF REQUESTING OFFICIAL………………………………….. DATE……………………….

APPROVED BY FLEET MANAGER: SIGNATURE…………………………. DATE ………………..

PETROL CARD NO

REFUELLINING PARTICULARS (SLIPS TO BE ATTACHED)

DATE	KM/ READING	NAME OF SERVICE STATION	TOWN	LITRE REPLENISHED	VALUE	QUANTITY OF FUEL (SUBSEQUESNT TO JOURNEY)
FUEL	OIL	R	C	FULL	3/4	1/2	e

VEHICLE & PETROL CARD RETURNED BY

DRIVER’S SIGNATURE……………………. DIVER’S NAME………………………………………….. DATE ……………..

TRANSPORT OFFICE’S SIGNATURE………………………… TRANSPORT OFFICER’S NAME………………………………….. DAT…………………………..

ANNEXURE C VEHICLE CHECKLIST

ANNEXURE D POINT TO POINT FORM

UTHUKELA DISTRICT MUNICIPALITY: POINT TO POINT

PLACE FROM	DATE	BEGINNING ODO RREADING	PLACE TRAVELLING TO	ENDING ODO READING	DISTANCE TRAVELLED	DRIVER NAME	NATURE OF DUTY
TOTAL

VEHICLE TYPE: ________________________________	VEHICLE REGISTRATION: _____________________

DRIVER SIGN: _______________________	TRIP AUTHORITY CLERK SIGN: _______________________

ANNEXURE E STABLE AUTHORITY

REQUEST FOR STABLE AUTHORITY IN ORDER TO UTILISE UTHUKELA DISTRICT MUNUCISPALITY TRANSPORTY BEFORE AND AFTER HOURS AS WELL AS BETWEEN RESIDENCE AND WORKPLACE.

1.	I No: ………………………………………. Name ………………………………………….. Working at (Name of Directorate) …………………………………………….. Hereby apply to utilise Uthukeladm vehicle with registration number …………………………… Make of vehicle ……………………….. For the execution of the following after hours official duties and tasks (Precise nature of in what, where, when): ……………………………………………………………………………………………………………………..

………………………………………………………………………………………………………………………………………………

2.	Address where UThukela vehicle will be stabled

………………………………………………………

………………………………………………………

……………………………………………………..

……………………………………………………..

3.	Single trip distance between abovementioned address and place of work ………………

4.	Period for which stable authority is required (period for the task as specified in par1)

From: …………………….. to: ……………………….

5.	The vehicle must be in a garage that can securely locked or parked in a fenced private property of which the gate is locked and the vehicle is parked out of sight. The driver must take every reasonable precaution to discourage and/or to prevent theft. The abovementioned condition does not apply to flats, which do not have garage facilities. UThukela DM vehicles may only be garaged at a complex where lockup garages are available.

6.	I confirm that I am responsible for this vehicle and the following conditions will be strictly adhered to:

a.	UTDM vehicle will be garaged at one of the following locations during the day, overnight, over weekends and public holidays.

i.	Within a UTDM security area

ii.	Within fenced and guarded plots or terrain

iii.	Inside a garage that can be securely locked.

(……………………………………………………….)

SIGNATURE OF SECTION HEAD

Approved/Not approved

Remarks by section head/Area Manager..…………………………………………………………………………………………………………………………………………….……………………………………………………………………………………………………………………………………………….....................................................................................................................................................

(.............................................)

SIGNATURE OF SECTION HEAD/AREA MANAGER

Approved/Not approved

(...........................................)

SIGNATURE OF MUNICIPALITY MANAGER