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2.
Definition
In these Rules, unless there is anything repugnant to the subject or context:
(a)
(b)
(c)
(d)
(e)
(f)
Pool Car means a staff car and other vehicles of various categories
maintained by the Cabinet Division in its Central Pool of Cars for
specific duties.
(g)
(h)
(i)
(j)
(k)
(l)
Fuel means petroleum products of any kind used to run the vehicle,
including CNG and LPG.
(m)
(n)
(o)
(b)
Each dignitary or entitled officer using staff car under sub-rule (a) shall
be authorized to use only one staff car despite holding more than one
portfolio.
(c)
The Division concerned (or one of the Divisions in the portfolio) shall
be responsible for the provision of a staff car of entitlement to the
Minister, Minister of State, Adviser, Parliamentary Secretary,
Secretaries and Additional Secretaries at Islamabad/Rawalpindi and
other stations.
(d)
The Cabinet Division shall arrange for the upkeep and maintenance of
a staff car which becomes surplus to the requirements of a Minister,
Minister of State, Adviser or any other dignitary or entitled office
holder. As soon as such dignitary relinquishes his office, and his
successor has already been provided with a staff car under sub-rule(b),
the Division concerned shall immediately place the surplus car,
together with the driver if so required, at the disposal of the Cabinet
Division. This will involve no financial adjustment for the cost of the
car and the pay and allowances of the driver will continue to be paid by
his parent Division from which he is repatriated.
(e)
4.
Administrative arrangements
(a)
(b)
Each staff car shall immediately after its purchase be registered by the
designation of the Officer in-charge (Transport) of the Division for
which it has been purchased, shall be insured within one month, and
token tax be paid regularly.
(c)
5.
(i)
(ii)
(iii)
(d)
Each staff car shall have a green plate displaying its registration
number in white capital letters on its front and rear sides.
(e)
rules:
(a)
The staff car may be provided for the use of State guests,
members of foreign delegations and other dignitaries visiting
Pakistan.
(b)
If staff cars are available, these may also be provided to officers in BS20 and above in the Federal and Provincial Governments on request
provided the official tour is outside their normal jurisdiction.
(c)
(d)
An officer may use the staff car for journey from his office to his
residence if this is performed after working in the office for not less
than 3 hours beyond the normal office hours.
(e)
An officer of BS-19 and above may use the staff car for attending
official functions in his official capacity whether during or outside office
hours.
(f)
6.
Three officers of BS-19/20 and equivalent who live in Rawalpindi and work at
Islamabad and vice versa may use the staff car for going to office and back,
provided they surrender their car maintenance allowance.
7.
The Secretary of the Ministry/Division/Head of Organization may allow
the use of the staff car outside the municipal limits, if absolutely necessary, in the
public interest for official purpose.
8.
The use of the staff car may be permitted to cashiers for journey from the
office to the bank or treasury and back whenever they are required to handle
Government money exceeding ten thousand rupees and such use of the staff car
shall be treated as on official business.
9.
The use of the staff car shall not be allowed to an officer who is in receipt of
conveyance allowance under Supplementary Rules 25.
10.
An officer requiring a staff car for official duty shall fill Part I of the Requisition
Slip at Annex-A and send it to the Officer in-charge (Transport) who will, subject to
availability of a car, detail a driver for the specific duty vide Part-II of Annex-A. The
entries in Part III of Annex-A will be filled in by the requisitioning officer, before he
leaves the car alongwith the time of departure/arrival and affix his signatures. Part
IV is to be filled in by the driver.
11.
Three officers of BS-19/20 may utilize one 800 cc car/van for official duty.
Entitled officers
12.
Officers of BS 21 and BS 22, who forego the car maintenance allowance,
shall be permitted to use the staff car for official and private purposes subject to the
following conditions:(a)
Only one staff car as per entitlement shall be used both for official and
private use. The responsibility to provide a car to the entitled officers
rests with the Division concerned.
(b)
The staff car can be used during leave on full pay by the entitled
officer for four months only. On medical grounds, it may be provided
as and when required but not exceeding four months.
(c)
At the start of LPR or on retirement, the entitled officer may retain the
car for a period not exceeding one month.
(d)
(e)
(f)
Where the staff car is driven by an entitled officer, the laid down
instructions will be observed strictly.
(g)
(h)
(i)
The entitled officers may utilize the staff car, if required for official
purpose, beyond municipal limits.
Entitlement of cars
13.
(a)
2800 cc
(b)
1600 cc
(indigenously
manufactured)
(c)
Secretary General/Secretary/Additional
Secretary/Parliamentary Secretary and
Officers Equivalent to BS-22.
(d)
(e)
1300 cc
(indigenously
manufactured)
1000 cc
(indigenously
manufactured)
General Authorization
14.
(a)
Small cars/vans
800 cc
(b)
Operational vehicles
Jeeps 1000cc/vehicles
authorized by the
Cabinet Division.
(c)
Project vehicles
(d)
Protocol vehicles
(i)
(ii)
(iii)
Secretary General/Secretary/
Parliamentary Secretary/Additional
Secretary
(iv)
Minister
Not allowed
Rs.2.50 per k.m.
Rs.3.50 per k.m.
Rs.4/- per k.m.
Rs.4/- per k.m.
Rs.4/- per k.m.
Rs.4/- per k.m.
Rs.4/- per k.m.
(a)
(b)
10
(b)
(c)
(d)
The use of the staff car for journey to Swat, Kalam, Kaghan, NA & AJK
and extremely dangerous hilly areas where there is a narrow single
road be avoided.
Note I
In the case of Karachi, the term municipal and cantonment areas shall mean
the areas which comprised the Federal Capital Area before 1st July, 1961;
and in case of Rawalpindi , the term municipal and cantonment areas shall
include the Federal Capital Territory.
Note II
An officer using the staff car for a journey upto and from the point of
embarkation or disembarkation shall not claim mileage allowance in his
travelling allowance bill.
Maintenance of record
29.
The following registers shall be maintained for each staff car, namely:-
Movement register
(a)
11
numbers.
A copy of the rules shall also be pasted inside the
movement register.
12
PART I
Specifications
Details should be copied out from the registration book of the vehicle.
PART II
Transfers
Entries should be made under this part when a particular vehicle is
transferred permanently or temporarily to any other Ministry or Division and
also from one Officer in-charge to another.
PART III
Summary of repairs
The details of periodical repairs as well as other repairs, including normal
servicing and recharging of battery, shall be entered under this part.
PART IV
Petrol account and record of mileage
Petrol and average account of kilometres per litre on the last day of each
month shall be worked out and maintained under Part IV.
PART V
Record of tyres and tubes and other consumable stores (apart from petrol)
connected with the car, e.g. dusters, chamois leather, etc. shall be entered in
this part.
PART VI
Schedule of the vehicles tools/equipment shall be entered in this part.
13
(a)
The Officer in-charge (Transport) shall ensure that the staff car in
his charge is not misused or neglected by the driver and that the petrol
of the staff car is not wasted. He shall check the movement register at
least once a week to see that all the journeys made were properly
authorized and that avoidable journeys were not made by the staff car.
The Officer in-charge shall also record a certificate of checking in the
movement register in the following form under his full signature:I have examined all the entries since this register was
last checked and have no observations to make except
the following:1.
2.
Signature
Designation of the Officer
Date
(b)
Each
Division/Ministry/Attached
Departments/Autonomous/Semi
Autonomous Body will nominate a Deputy Secretary or an officer of
equivalent BS to scrutinize the entries and the certificate of the Officer
in-charge (Transport) in the movement register and attest his
signatures to that effect.
All recoveries of charges for the private use of the staff car shall be
made at the end of each month through the salary bills of the officers
under intimation to the officers concerned. Recoveries on account of
the private use of staff car shall not be delayed beyond one month and
the Section Officer/Superintendent/the Assistant Incharge of the
14
Audit
34.
(a)
(b)
The auditing staff shall ensure that the use of the staff car, after it
becomes surplus under Rule 3(d), is treated as unauthorized and
charges from the individual using such staff car are recovered in
accordance with rules 22.
(c)
(a)
(b)
(a)
(iv)
(v)
(vi)
Repairs.
15
(vii)
(x)
(xi)
(xii)
(c)
Any contravention of the provisions of sub-rules (a) and (b) above shall
be considered as an offence and disciplinary action shall be taken
against the staff car driver.
(d)
(e)
Drivers shall be looked after during duty and given short breaks for
prayers and meals.
16
(a)
Daily maintenance.
The driver of the staff car shall carry out the following tasks daily:(i)
(ii)
Checking the engine oil and petrol for ensuring that there is no
leakage from any part.
i)
iv)
(b)
Weekly maintenance
The driver of a staff car shall carry out the following tasks once a
week :-
(c)
(i)
(ii)
Periodic maintenance
The Officer in-charge (Transport) of the staff car shall see that
repairs/servicing/oil change/tuning of the staff cars is always done at a
garage especially recommended by the manufacturer for the purpose.
However, if such arrangements are not available, staff cars may be
sent to approved automobile workshops for repairs and maintenace.
Each Division or organization shall maintain a pre-approved list of such
garages or workshops. If an authorized agent provides unsatisfactory
service or the charges are exorbitant, work may be done at another
garage with the specific permission of the Head of the Division or
organization.
17
38.
Any fault in a vehicle discovered by the driver while on duty or performing
the tasks under Rules 37 (a) and (b), shall be reported immediately to the Officer
in-charge (Transport). The vehicle shall not be driven until the fault is removed.
18
Initials of the
Officer in-charge
(Transport) with
remarks about
fitness
3
Remarks by
DS (Admn)
Small cars/vehicles
(b)
Medium cars/vehicles
(c)
Big cars/vehicles
(a)
(b)
(c)
Big cars
which meet a serious accident can be proposed for
condemnation at any time as per procedure in Rule 43.
19
the
Replacement Committee, shall be constituted in each
Division for determining further usefulness of various vehicles in the
Division. The Committee shall comprise the following members:-
(b)
(d)
(d)
(i)
Chairman
(ii)
Member
(iii)
Technical Member
Chairman
(ii).
(iii).
Member
Member
(iv).
respective
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
20
The vehicle to be condemned must have completed the minimum life and
mileage prescribed in Rule 42, except cars and vehicles which have
had accidents. Completion of the laid down running and life does not
essentially render a vehicle condemnable. The current state of the
vehicle should guide its disposal. The condemnation Committee may
recommend replacement of certain assemblies/specific repair and
maintenance of a vehicle to make it economically useful for an
extended period.
Minutes of the meeting shall be recorded promptly.
The condemned vehicle shall not be used further and shall be garaged
immediately on condemnation.
The vehicles shall be disposed of through the Disposal Wing (Ministry of
Industries & Production) within one month after condemnation.
After getting a no objection certificate from the Ministry of Industries, the
Ministry/Division and attached Departments, Autonomous/Semi
Autonomous Bodies, Corporations etc may dispose of the condemned
vehicles by public auction. Such auction shall be made in the presence
of Joint Secretary (Admin) and DFA of the Ministry concerned after the
reserved price has been fixed by the Ministry of Industries and
Ministry of Finance and other normal channels.
The condemnation Committee for the Federal Government offices located in
the provinces and outside the Federal Capital shall be constituted as
under:(i)
Chairman
(ii)
Member
(iii)
Member
(iv)
(v)
Member
21
S.No
.
1
Life
Motorcycle
6 years
8 years
Car 1300 cc
8 years
Car 1600 cc
9 years
Mileage
covered
2,00,000
kilometres
2,25,000
kilometres
2,75,000
kilometres
3,75,000
kilometres
3,75,000
kilometres
22
49.
The matter should be reported to the Police immediately. The Secretary of
the Division will be apprised. Departmental inquiry will be conducted to fix
responsibility.
51.
The Cabinet Division shall maintain a pool of cars to provide transport
facilities primarily to visiting Heads of State, Ministers, other high ranking delegates
from foreign countries and senior state functionaries of the Government of Pakistan
on visit to the Federal Capital. The allocation of vehicles shall be subject to the
following rules:a.
b.
c.
d.
e.
a.
b.
The Cabinet Division will provide POL to the staff car detailed for
protocol duties with various Division/ Ministries upto a period of 7 days
only. Requisition by the same Division/Ministry within 15 days of the
previous requisition for the same visiting delegation will be considered
to be an extension of the same requisition.
c.
Protocol cars shall not be used for journeys to hilly areas i.e.
Muzafarabad, Swat, Mansehra, Gilgit, Kaghan etc. However, the
Division/Ministry can use protocol cars for journeys to Murree for
23
foreign delegations
Cabinet Division.
d.
e.
f.
g.
The protocol cars will not be used for private purposes on payment.
h.
Use of protocol cars between cities connected through air service shall
be discouraged.
Above 2000cc
1300cc to 2000cc
16-20 seater Coasters
Mini Truck
following
15
20
2
1
(a)
(b)
(d)
i)
ii)
Date and time for which the staff car is required, and
iii)
24
Normal requests
56.
Requisition for the vehicles from Central Pool of Cars shall be submitted one
week in advance to Cabinet Division. The requisition must contain the detail of
members of the visiting delegation, their status along with detailed tour programme
during their stay at Islamabad.
Emergency demand
57.
In case of an emergency demand for a Pool car for any specific duty, request
by phone or in writing may be made to the Secretary (NCSB)/Joint Secretary
Incharge of the Central Pool of Cars in the Cabinet Division, who shall try to meet
the same, subject to verification of the stated emergency and availability of a car.
This should, however, not be made a permanent practice.
Chairman
(b)
Member (Technical)
(c)
Member
25
62.
Vehicles surrendered to the Cabinet Division shall be reallocated to a
requisitioning Division/Ministry on request in accordance with Rule 3. The vehicle
allocated out of the surplus pool will fill in the existing deficiency of the
Division/Ministry. The recepient Division/Ministry will not initiate case for the
purchase of vehicle to fill the deficiency untill the vehicle allocated out of the
surplus pool is condemnned through normal condemnation procedure.
******
26
PART- V
1.
2.
3.
Vehicle No.
Date of purchase of vehicle
Tyres replaced, date wise
i)
Year
ii)
Number of tyres repalced
iii)
Voucher number with date
iv)
Mileage at the time of replacement of tyre
v)
Detail of punctures
vi)
Other items replaced
PART- VI
Details of vehicle tools/equipment
1.
2.
3.
4.
5.
6.
7.
2.
When transferred from one driver to another, handing/taking over
report shall be obtained.
27
.
Government of Pakistan
Cabinet Division
CS Section
Subject:
(Munawar Hussain)
Section Officer (CS)
Dated:16-5-2001.
D.S.
NCSB
28
The Cabinet Division shall maintain a pool of cars to provide transport facilities primarily to
visiting Head of States, Ministers and other high ranking delegation from foreign countries and
senior state functionaries on visit to Federal Capital. The allocation of vehicles shall be subject to
following rules:a.
b.
c.
d.
e.
Vehicles of Central Pool of Cars will be used within the municipal limits
of Islamabad/ Rawalpindi. Use of vehicles beyond the specified limits, if
required, will be permitted with approval of Campetent Authority.
b.
The Cabinet Division will provide POL to the staff car detailed for
protocol duties with various Division/ Ministries for the period of 7 days
only. Requisition by the same Division/Ministry within 15 days of the
previous requisition for same visiting delegation will be considered to
be an extension of the same requisition.
c.
Protocol car shall not be used for journey to hilly areas i.e.
Muzafarabad, Swat, Mansehra, Gilgit, Kaghan. However the
Division/Ministry can use protocol cars for journey to Murree for foreign
delegations after seeking special permission from the Cabinet Division.
d.
e.
f.
29
Above 2000cc
1300cc to 2000cc
16-20 seater Coasters
Mini Truck
15
20
2
1