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FOR OFFICIAL USE ONLY
RULES FOR THE USE OF STAFF CARS
1980
GOVERNMENT OF PAKISTAN
CABINET SECRETARIAT
CABINET DIVISION
(updated up to Oct 2008)
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RULES FOR THE USE OF STAFF CARS
1. Short title, application and commencement:-
2. Definitions:- In these rules, unless there is anything repugnant in the
subject or context.
(i) ‘Division’
(ii) ‘Officer’
(iii) ‘Officer-in-Charge’
(iv) ‘Official duty’
(v) or ‘Official Business’
(vi) ‘Pool Car’
(vii) ‘Operational Vehicle’
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(viii) ‘Staff Car’
(ix) ‘Annexure’
(x) ‘Entitled Officers’
3. Name of Staff Cars
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4. Administrative Arrangements:- (1)
5. Use of Staff Cars.- 5
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in capacity as OSD from within its existing resources of
transport.
6. Use of Staff Cars in contravention of rules :-
7. Details of journey to be given:-
8. Entries in Movement Register to be signed:-
9. 9. Unsigned Entry in Movement Register:-
10. Borrowing of staff cars
11. Use of Staff Car of a Department by Administrative Division:-
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12. Staff Car Driver:-
13. Overtime Allowance to drivers:-
14. Areas within which staff cars are to be used:-
15. Maintenance of Record:-
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(ii) Vehicle Log Book .-
PART I
Specification -
PART II
Transfers -
PART III
Summary of repairs .-
PART IV
Petrol Account and Record of Mileage. -
PART V
Record of Tyres and tubes and other consumable stores
PART VI
Schedule of vehicle tools and equipment.
16. Checking of the Movement Register:- (1)
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16. Recovery of charges for private use:- (1)
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19. Hiring of taxi for official business:- (1)
20. Instructions for staff car drivers.- 10
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21. Periodical Maintenance of Staff Cars:-
(1) Daily Maintenance.-
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(2) Weekly Maintenance.-
(3) Periodical Maintenance.-
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23. Weekly Inspection by Officer-in-Charge.-
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24. Categories of Staff Cars and their Entitlement for use:-
(a) Small Cars … … Up to engine power not
exceeding 1300 CC.
(b) Medium Cars … … Cars with an engine
power ranging from
over 1300 CC to 1600
CC.
(c) Big Cars … … Engine power
exceeding 1600 CC.
(d) All cars earmarked for foreign dignitaries and Federal / Provincial
Ministers, Hon ‘able Judges of Supreme Court and
Chief Justices of the High Court will be air conditioned.
th
(Add. vide No. 12/65/81-CS, dated 4 August, 1983)
(2) entitlement of staff cars:-
(5) The petrol / CNG ceiling of entitled officers are as under :-
25. Replacement of Staff Cars:- (
26. Composition of Vehicle Condemnation Committee:-
5. Conditions for Replacement of Staff Cars:
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(6) Replacement Procedure of Staff Cars:-
26. Disposal of Cars:-
27. Registration Number etc. to the Communicated.-
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28. Central Pool of Cars.-
29. Availability of Pool Cars
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(3) Pool Cars for Specific Duty Only:- Except as otherwise provided in
these rules, pool cars shall be made available for specific duties only and shall not
be provided for an indefinite period in lieu of a staff car of a Division which is sent for
repairs etc. After performance of each specific duty the staff car shall be returned to
the Central Pool.
(4) Request for Staff Cars fromCentral Pool:- (a) When the Staff
car of a Division is to be sent for repairs which may keep it off the road for more than
two days and a pool car is required, the Cabinet Division shall be informed and
confirmation regarding the availability of pool car shall be obtained before a formal
requisition of pool car is made.
(b) The officer-in-charge of the borrowing Division shall on each
such occasion, furnish the following information:
(i) Designation of officer and name of the Division requiring the
staff car.
(ii) Date and time for which required, and
(iii) The purpose for which required.
(c) All demands for the pool cars will be registered chronologically in
the Cabinet Division in the form as given in Annexure ‘D’ priority in allotments of
pool cars shall normally be assigned in the order of registration.
(5) Emergency Demands.- In case of an emergency demand for a pool
car for any specific duty telephonic request may be made to the incharge of pool
cars in the Cabinet Division who shall try to meet the same subject to verification
of such emergency and availability.
(6) Claim for Taxi Hire for Non-Provision of Pool Cars.- All demands
for the provision of staff cars from the Central Pool shall be attended to subject to
the availability of staff cars and non-provision of a staff car shall not entitle an officer
to claim taxi hire from the Government.
(7) Replacement of Pool Cars.- The procedure laid down for the
replacement of staff cars of a Division shall be followed in the Cabinet Division in the
case of pool cars also.
29. Repeal.- Rules for the Use of Staff Cars, 1975 are hereby repealed.
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Annexure ‘A’
SPECIMEN OF THE MOVEMENT REGISTER
Date Time from 8 Name and Details of Purpose of journey i.e.
to designation of journey i.e. private or official
the officer from ____to
1 2 3 4 5
Meter Meter reading Mileage / Signature of Remarks shown in
reading after journey kilometer the Officer 1. Petrol issued.
before covered 2. Car sent for servicing etc.
journey 3. Any other events.
6 7 8 9 10
NOTE:- The Movement Register would be bound and its pages numbered.
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Annexure ‘B’
LOG BOOK
(OUTER COVER)
Staff Car No.
Vehicle Log Book. Ministry of ____________________
PART I.- Specification (Page)
1. Make Number.
2. Chassis No.
3. Year of manufacture.
4. Type of Body.
5. Seating Capacity.
6. Number of Cylinders.
7. Horse Power.
8. Petrol Tank Capacity (Main/Reserve).
Size
9. Tyres Front. Pressure
Rear
Signature of officer who certified
Correctness of the above entries
PART II.- Transfers (2 pages)
Date of Transfer Signature of officer Signature of officer Date
and the name of and the name of
Division by which Division by whom
transferred received
1 2 3 4
PART-III.- Summary of Repairs executed and Purchases made (20 pages).
Date in Particulars of Cost of repairs Conti-gent Signature of
repairs vouchers Officer-in-Charge
Workshop
executed, number Staff Car
Out purchases
made
1 2 3 4 5
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PART-IV.- Records of Petrol and Mileage (40 pages)
Date and Opening No. of litres of Voucher Balance Total
Month balance petrol obtained No. and in tank or petrol
in tank date the last consumed
on the day of during the
first day the month
of the month columns
month 2+3-5
1 2 3 4 5 6
Opening Closing Mileage/kilometer Average Signature Remarks
mileage/milom mileage performed during mileage/ of the
eter meter kilometer the month kilometer Officer-
reading meter per liter for in-charge
reading the month of Staff
Car
7 8 9 10 11 12
NOTE :- On closing of each month, the following certificate should be recorded
by the Officer-in-Charge of the staff car:-
“Certified that the petrol obtained during the month of _____________
was consumed in Car Number ____________ and in no other vehicle
in the best of my knowledge and belief”.
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Annexure ‘C’
REQUISITION SLIP FOR STAFF CAR
PART I
A staff car is required for ______________on _________from ____________
to___________ for going to _________________ in connection with official / private
business.
Signature of the
Requisitioning Officer
Officer-in-Charge
Transport.
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Part II.- To be used in Transport Section Government Transport Duty Slip.
Staff Car No. _____________with Mr. _________________Driver, is directed
to report for duty to ________________________________at _________________
on________________ for ___________________________.
Signature of Officer-in-Charge
Transport
___________________________________________________________________
Part III.- To be completed by the Requisitioning Officer at
Released at place ________________time__________ on _________Actual
kilometer reading at the time of release ___________________.
Signature of Requisitioning Officer
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Annexure ‘D’
DEMAND OF STAFF CAR FROM CENTRAL POOL
(a) Serial Number ………………………………………………………………
(b) Date of Registration ………………………………………………………..
(c) Designation of Officer and name of the Division requiring the Pool Car
…………………………………………………………………………………
…………………………………………………………………………………
(d) Date and Time at which required ………………………………………….
(e) Petrol for which required…………………………………………………….
(f) Purpose for which required …………………………………………………
(g) Signature of the official registering the demand………………………….
(h) Registration number of Pool Car provided ……………………………….
(i) Signature of driver detailed on duty ……………………………………….
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