Corporate Transport

Policy

PUNJAB STATE TRANSMISSION

CORPORATION LIMITED
Regd. Office : PSEB H.O. , The Mall, Patiala-147001
 CORPORATE TRANSPORT POLICY

1. POLICY FOR DEPARTMENTAL VEHICLES

(A) Procurement of Vehicles
i. The departmental vehicles for the official use of CMD, Directors, CEs and
other HoDs shall be purchased by the office of Chief Engineer/HR & IT,
PSTCL, Patiala andVehicles, Cranes/ Loaders or any other Special purpose
vehicle, if any, required by field office(s) shall be purchased by the concerned
HOD. The vehicles shall be purchased with the approval of the Committee of
Whole Time Directors, preferably at DGS&D Rates. In case DGS&D Rate are
not available, the vehicles shall be purchased from open market as per
Purchase Regulations.
ii. The cost of accessories of the new vehicles shall not be more than 3% of the
billed amount. The record of the same must be entered in the maintenance
register of the vehicle by the concerned JE Incharge.
iii. Timely registration of new vehicles, insurance, maintenance, service &
upkeep, deposit of Road Tax/RC, passing of vehicles, pollution certification
and other documents of vehicles shall be the responsibility of the JE Incharge
and due record should be maintained. Full insurance (bumper to bumper) of
the vehicles shall be taken. The insurance of Drivers and passengers for
covering their life risk during travel should also be ensured.
(B) Vehicles in Common Pool
i. One No. Vehicle, of the make as per entitlement, shall be kept in the Common
Pool for the official use of CMD and Directors for use in emergent situations.
ii. One No. Staff Car shall be kept in the Common Pool for the official use by
entitled Officers of Corporate Offices. However, in case of exigency, it can be
used by other officers in Corporate office with the recommendation of the
concerned Director.
iii. In case of non-availability of the driver, Admn. Section can hire a driver for
vehicles of CMD/Directors on daily basis at the rate not exceeding one day
salary of outsourced driver, with the approval of CE/HR, PSTCL.
(C) Average of the Vehicles
i. The drivers shall be required to maintain the minimum average of
departmental vehicles as per norms which shall be monitored by the
concerned office. The concerned office shall also be required to maintain strict
surveillance so that no pilferage of petrol/diesel or theft of parts of vehicles
takes place. The average of the vehicles shall be fixed as per instructions
issued by the State Transport Commissioner, Punjab from time to time or as
adopted by PSTCL, in that order. The existing norms for average of vehicles
are reproduced below: -
Sr. Make of Vehicle Fuel Average Fuel Average
No. during first three after first three
services services
Without With AC Without With
AC AC AC
1 Toyota Innova 2.5 11 10 12 11
(Diesel)
2 Ambassador, MPFI 8.5 7.5 10 9
Euro-II (Petrol)
3 Gypsy King Model 7 - 8.5 -
(Petrol)
In case of low average of the vehicles or where average is not specified by the
Punjab Govt./ PSTCL, the average be got checked/ certified from an
authorized agency of the vehicle. In case, it is not possible to get the
certification from the authorized agency, the concerned Officer Incharge of
the vehicle along with one Accounts Officer and concerned JE Incharge shall
physically check, certify and fix the average of the vehicle.
(D) General
i. Officer incharge of the vehicle shall ensure that only authorized Driver having
valid driver's license, drives the vehicles & required documents are kept in
order. Validity of Driver's license should be ensured from time to time.
However, in case of official emergency and non-availability of driver,
controlling officer may drive the departmental vehicle himself or authorize
any other employee, provided he has a valid driving licence.
ii. All the entries of each journey like Date, Place ('from' as well as 'to'), Time of
departure & arrival, Initial/final Kilometers readings along with KMs run,
 Purpose (along with additional details required in case of transportation of
store material), Signatures of official/officer performing journey (along with
his designation) etc. should invariably be made in the vehicle's log book.
iii. In case of an accident, the same shall be immediately reported to the
concerned HoD, who shall submit the report along with his comments to
Admn. Section, PSTCL.
iv. The repair of the accidental departmental vehicles should be got done at the
Headquarter of the vehicle under the supervision of the vehicle Incharge so as
to have a proper check for repair of the vehicle. If it is not economical to
bring the vehicle from the site of accident to headquarter, then the repair may
be got done at the nearest point with the approval of Controlling Officer. In
case of major repair, Vehicle Incharge shall ensure that the damaged parts
replaced at the cost of the Corporation (i.e. which are not covered under
insurance) are returned to the store.
v. Quarterly return of all the vehicles on prescribed proforma must be sent to the
office of Admn. Section, PSTCL by the concerned HODs.
vi. In case, any Officer/Official is found misusing the vehicle, disciplinary action
shall be taken against him.

(E) Life of the Vehicles

i. The norms for life of vehicles shall be as per the norms specified by State
Transport Commissioner (STC), Punjab, from time to time. Norms as per STC
letter No. 4169-75 dated 11.02.2010 and letter no. 51051-51057 dated
11.11.2011 are as under: -
S. No. Type of Vehicle Life Norm
1 Toyota Corolla 1.8G Altis/ Toyota Camry w1/ 4.0 Lac KMs or 5 years,
Toyota Innova Top Model (Diesel) whichever is earlier
2 Tavera (Diesel, Non-AC)/ Toyota Innova 3.5 Lac KMs or 5 years,
2.5G(Diesel/AC/8 Seater) whichever is earlier
3 SX4 (Petrol) 4.0 Lac KMs or 7 years,
whichever is earlier
4 Honda City 1.5 VMT/ SMT(Petrol) 4.0 Lac KMs or 7 years,
whichever is earlier
5 Swift Dzire LDI/ VDI (Diesel) 3.5 Lac KMs or 6 years,
whichever is earlier
 6 Toyota Qualis (Diesel Non-AC) 3.0 Lac KMs or 5 years,
whichever is earlier
7 Ambassador (Petrol, AC/Non-AC)/ Maruti 2.5 Lac KMs or 5 years,
Gypsy (Petrol, Non-AC) whichever is earlier
8 Trucks/Commercial Vehicles 07 years
In case the make/model of the vehicle is neither specified above nor contained
in any other instructions of Punjab Govt./PSTCL, the life of such Cars/LCVs
and other such vehicles shall be considered as 5 years and 7 years
respectively. Age of the vehicle shall be taken from the date of its First
Registration.
ii. Survey off/ Condemnation of departmental Vehicles
1. The concerned Chief Engineers/HoDs shall be competent to survey off/
dispose off the departmental vehicles as per latest approved norms.
2. If any departmental vehicle is found un-economical before completing its
life as per norms, the same could be disposed with the approval of WTDs.
3. The vehicles should be disposed off within six months from the date of
survey off report by the Disposal Committee constituted vide UO No.
129/WTD-12.4/PSTCL dated 03.02.2011 or as amended from time to
time. The condemned vehicles shall be placed at the disposal of AE/S&T
(T) Store, Ablowal (Patiala) so that auction of the vehicles be got done at
one place instead of different places. The survey off reports of the vehicles
may also be sent to Admn. Section PSTCL.
(F) Limits of Journey
The norms for fixation of limits of journeys and other conditions for various
officers/offices shall be as under: -
Sr. Designation Type of Vehicle * Kms.
No Limit
1 CMD Top Model Innova 2.5V (D)/ Honda City Unlimited
1.5VMT/ SX4-ZXI or equivalent in price
2 Directors Honda City 1.5 SMT/ Innova 2.5G (D)or Unlimited
equivalent in price
3 EIC/CE SX4-VXI or equivalent in price 3000
4 CAO/ FA Ambasador/Swift-D-Zire VDI or equi.in 1500
(As per entitlement) price
5 Dy. C.E./ S.E. Ambasador/Swift-D-Zire VDI or 2500
(As per entitlement) equivalent in price
 6 Addl. S.E. /Sr. Xen Scorpio/Xylo or equivalent in price 3000
(Protection, T&C, ODTL,
SAP, P&M with charge of
AO/TL)
7 Other Addl. SEs./ Sr. XENs. Scorpio/Xylo or equivalent in price 2500
(As per entitlement)
8 AEE/AE Balero or equivalent in price 2000
(As per entitlement)
9 Staff Vehicles for offices of:-
a) Mobile Gangs of P&M / Mahindra Genio Twin Cabin or equivalent 2000
CO&C
b) Hot Line / P&M LCV (Canter/ Tata-407) or equivalent 2500
c) Grid. Const./ TLSC/ AO-TL/ LCV(Canter/Tata-407) 2.5Ton or 2000
Store equivalent
MCV (Tata LPT 1109) 5Ton or 2000
equivalent
10 Cranes, Loaders or any other As per requirement with the approval of concerned
Special purpose vehicle Director Incharge
*The above mentioned journey limits shall be applicable for both departmental and outsourced
vehicles and shall include all type of official journeys except Private journeys.
NOTE:-Powers for regularizing the excess journeys beyond the prescribed limit shall be as
under: -
Sr. Officer in charge of Competent authority to Competent authority to
No. Vehicle regularize the excess regularize the excess
journey up to 50% journey beyond 50%
1 Chief Engineers Director/Concerned CMD
2 FA/CFO Director/F&C CMD
3 SEs/Sr. XENs Chief Engineers Concerned HOD with the
4 AEEs/AEs SE approval of
Director/Admn.

2. POLICY FOR HIRING OF OUTSOURCED VEHICLES

In case, department vehicle has been either condemned off or not provided to the entitled
officer(s)/ office(s), vehicles as per entitlement can be hired/ outsourced from the market
subject to the maximum of following rates. If vehicle is required for any other officer/
office, the case for the same shall be put up to the WTDs with the recommendation of the
HOD.
 (A) Yearly Basis
Sr. Designation Type of Vehicle Total Kms. Variable *Monthly Rate
No Limit included Kms. Fixed Per
in Fixed Charges KM
Charges (Rs.) (Rs.)
1 CMD Top Model Un 2000 - 50000/- 8.50/-
Innova 2.5V (D)/ limited
Honda City
1.5VMT/ SX4-
ZXI or
equivalent in
price
2 Directors Honda City 1.5 Un 2000 - 50000/- 8.50/-
SMT/ Innova limited
2.5G (D)or
equivalent in
price
3 EIC/CE SX4-VXI or 3000 1500 1500 30000/- 8.00/-
equivalent in
price
4 CAO/ FA Ambasador/ 1500 1000 500 23000/- 6.00/-
(as per Swift-D-Zire
entitlement) VDI or equi.in
price
5 Dy. C.E./ Ambasador/ 2500 1500 1000 25000/- 6.00/-
S.E.(as per Swift-D-Zire
entitlement) VDI or
equivalent in
price
6 Addl. S.E./Sr. Scorpio/Xylo or 3000 1500 1500 30000/- 5.50/-
Xen(Protection, equivalent in
T&C,ODTL, price
SAP, P&M
with charge of
AO/TL)
7 Other Addl. Scorpio/Xylo or 2500 1500 1000 30000/- 5.50/-
SEs / Sr.Xens equivalent in
(as per price
entitlement)
8 AEE/AE Balero or 2000 1000 1000 25000/- 5.00/-
(As per equivalent in
entitlement) price
9 Staff Vehicles for offices of:-
a) Mobile Gangs Mahindra Genio 2000 1000 1000 25000/- 5.00/-
of P&M / Twin Cabin or
CO&C equivalent
 b) Hot Line / LCV (Canter/ 2500 1500 1000 34000/- 8.00/-
P&M Tata-407) or
equivalent
c) Grid. Const/ LCV(Canter/ 2000 1000 1000 30000/- 8.00/-
TLSC/ AO- Tata-407) 2.5
TL/ Store Ton or
equivalent
MCV (Tata LPT 2000 1000 1000 32000/- 10.00/
1109) 5 Ton or -
equivalent
10 Cranes, As per requirement with the approval of concerned Director Incharge
Loaders or any
other Special
purpose vehicle
(B) Daily Basis
S. No. Type of vehicle Kms *Rates for Diesel Extra per
AC model KM
1 Tata Indica/ Beat and equivalent in 40 Kms 900 7.00
price 160 Kms 1400 7.00
250 Kms. 1980 7.00
2 Balero/ Tata Sumo/ Tavera or 40 Kms 1350 9.00
equivalent in price 160 Kms 1800 9.00
250 Kms. 2250 9.00
3 Tata Indigo/ Ford Ikon/ Logan/ Swift 40 Kms 1350 8.50
D-Zire or equivalent in price. 160 Kms 1860 8.50
250 Kms. 2100 8.50
* The fixed rates shall be appreciable by 7.5% per year.
Outstation Night halting charges from 10.00pm to 06.00am shall be Rs. 200/-

(C) General Guidelines for hiring of outsourced vehicles:

i. Tenders for hiring of vehicles on monthly/daily basis for official purpose shall be
floated by HOD/ Dy. CEs/SEs concerned. The competency to approve the rates
shall lie with concerned HOD up to upper limit of rates fixed as per policy.
ii. HODs shall be competent to allow variation up to +10% of the rates already fixed
for hiring outsourced vehicles for official purpose.
iii. Concerned Director shall be competent to allow variation beyond +10% of the
rates already fixed for hiring outsourced vehicles for official purpose.
iv. The Work Order for out-sourcing of vehiclesfor the vehicles not more than 3
years old, shall be initially for a period of one year and the same shall be
extendable,on year to year basis, for further two years,subject to the performance
of the Vehicle/ Service Provider/ Market rates and the Life/Kms of the vehicle as
 specified in 1(E) above. Hence the maximum period for which a vehicle can be
hired is 3 years. After a period of 3 years, a new tender needs to be floated.
v. Only Commercial Vehicle with entry in Registration Certificate should be hired.
No Corporation employee or his family member/relative can participate in the
tendering process. In case of any violation, the contract shall be cancelled and
such employee shall be liable for disciplinary action.
vi. Vehicles shall be available for use round the clock, for utilization at our offices in
Punjab, Chandigarh, Delhi and also for deputing to the neighboring States of
Haryana, Himachal Pradesh, Rajasthan and J&K.
vii. The vehicle shall be insured comprehensively,including insurance for driver and
passengers, during the period of engagement with PSTCL. Insurance premium
shall be paid by the service provider. In case of any eventuality, lodging insurance
claims with the insurance company shall be the responsibility of the service
provider.
viii. Road tax for the vehicle shall be paid regularly and kept updated by the service
provider.
ix. Service Provider shall have valid pollution certificate for the vehicles and the
same should be available with the driver to be produced on demand.
x. The service Provider shall obtain the passing/ fitness certificate and update
Registration of vehicle from the concerned authority at his own cost.
xi. Expenses towards fuel, Mobil oil, service charges and other repairs and
maintenance of vehicles shall be borne by the Service Provider and the vehicles
shall be always kept in good running condition. In case of breakdown of vehicle,
alternate vehicle shall be made promptly available by the service provider.
xii. Cost of vehicle's registration, insurance, service/repair, road tax, salary/
emoluments/allowances of the driver or any other charges will be borne by the
service provider. Only Fixed amount and variable charges for extra running
kilometers, if any, shall be paid by PSTCL.
xiii. Any Halt charges, penalty including challan, damages, court case, police case, etc.
shall be the sole responsibility of the service provider and PSTCL shall not be
party in such cases.
 xiv. Vehicles shall possess an All India Permit. No liability for the Inter-State permit
charges would be borne by PSTCL.
xv. Toll Tax/Parking charges, etc. wherever paid, shall be reimbursed as per actual,
subject to the production of its receipts.
xvi. Total liability including third party, if any, in case of the accident of the vehicle or
due to any kind of act of omission shall be of the service provider. PSTCL,
directly or indirectly, shall not be responsible.
xvii. The service provider shall provide a reliable spare tyre, tools, spares and
consumables, with every vehicle, in order to attend to minor repairs while
travelling.
xviii. Service Provider shall also ensure that the Drivers possess valid driver's license.
Validity of Driver's license and fitness of driver should be ensured from time to
time.
xix. The driver shall be punctual and polite and shall not be under the influence of any
intoxicating drink or drug. The service provider shall be responsible for the
conduct of the driver. In case of any complaint regarding the conduct of the
driver, he shall be replaced immediately.
xx. In case any driver proceeds on leave or is not available on medical grounds or any
other ground, alternate replacement shall be the responsibility of the service
provider.
xxi. Maximum up to 4 days off in a month shall be allowed including for service and
upkeep of the vehicle, without any deduction of payment, provided the vehicle
has been regularly in use prior to the service. This would be permitted on prior
intimation to the concerned officer/office. Service shall be planned on
Saturday/Sunday or public holidays. In case of non- availability of vehicle due to
breakdown/ servicing on any working day, alternate vehicle shall be provided.
xxii. In case of non-deputing of vehicle on receipt of requisition from the requisitioning
officer or delay in sending the vehicle, a penalty of Rs.1000/- per default shall be
leviable.
 xxiii. In case of non-availability of vehicle on daily basis, the same can be hired from
the market by the concerned officer(s)/ office(s) subject to the maximum of rates
as per 2(B) above.
xxiv. Service provider shall ensure mobile facility to the driver at its own cost.
xxv. Log book should be maintained by the service provider.
xxvi. All the entries of each journey like Date, Place ('from' as well as 'to'), Time of
departure & arrival, Initial/final Kilometers readings along with KMs run,
Purpose (along with additional details required in case of transportation of store
material), Signatures of official/officer performing journey (along with his
designation) etc. should invariably be made in the vehicle's log book.
xxvii. Monthly return of all the vehicles shall be submitted to the HoD concerned and
Quarterly return of vehicles on the prescribed proforma shall be sent to Admn.
Section, PSTCL by concerned HoD.
xxviii. It shall be the responsibility of the officer-in-charge of the vehicle to ensure
timely payment to the service provider, not later than 15 days after submission of
bill by the service provider.
xxix. Payment shall be made by cheque on monthly basis on the basis of Log Book,
duly certified by the concerned officer. No advance payment on any account shall
be made.
xxx. Variation of 05 Paisa for cars and 08 paisa for other vehicles, for every Rs. 1/-
variation in diesel cost, taking the base rate of diesel as that on the tender opening
date, shall be applicable on actualkilometers run, effective from the 1st day of the
subsequent month.
xxxi. Service Tax shall be payable by the service provider and service receiver as per
the instructions issued by the Central Govt. from time to time.
xxxii. In case services of service provider are not satisfactory on any account, the
contract can be terminated by giving 15 days’ notice.
xxxiii. If at any time any question, dispute or difference, what so-ever, shall arise
between the Vendor and PSTCL, upon or in relation to, or in connection with the
Order/Contract, he may go for arbitration as per Arbitration clause contained in
Works Regulations 1997, as amended from time to time.
xxxiv. The Head of the office, for which the outsourced vehicle has been hired and the
officer/official in-charge of the vehicle shall be held directly responsible for non-
compliance/ non-implementation of these instructions.

3. USE OF VEHICLES FOR PRIVATE JOURNEYS

(A) The rates for the private journey by officers of the rank of SEs and above who are
entitled for the staff car (Departmental/ Outsourced) shall be at the rates specified by
the Punjab Govt. issued from time to time. Existing rates are reproduced below: -
i. The officer shall be allowed to choose either of the following two
options,opted only once in a financial year which cannot be changed during
that financial year: -
Up to 200 KMs @ Rs.300/- per month.
or
Up to 400 KMs @ Rs.600/- per month.
Adjustment/calculation of private journey shall be done on yearly basis. The
unutilized accumulated private journey of the officer, if any, at the end of 31st
March would be carried forwarded to the next financial year to the extent of
journey admissible in the last quarter only i.e. from Jan. to March of the year.
ii. Any KMs exceeding above limits shall be charged @ Rs.5/- per KM.
(B) Private journey to officers not covered as per (A) above, to whom the out-sourced
vehicles have been provided, shall be allowed at the per KM rate of variable Kms.
without any limit.
(C) Outstation Night halt charges for driver of outsource vehicle shall be borne by the
Corporation.