1. This circular must be read in conjunction with Circular 0148/98 of 24 November 1998.

2. National and Provincial policy on the use of government vehicles is contained in Transport Circular No. 4 of 2000, issued by the Department of Transport, and the Public Service Regulations.
2.1 The above-mentioned Transport Circular states that transport is provided to assist departments to achieve their objectives. It must, therefore, be used in the most cost- effective manner.
2.2 In terms of Section 9.1 of the Public Financial Management Act, the accounting officer of an institution must exercise all reasonable care to prevent and detect unauthorised, irregular, fruitless and wasteful expenditure, and must, for this purpose, implement effective, efficient and transparent processes of financial and risk management.

3. OFFICIAL JOURNEYS

The WCED is committed to providing appropriate transport to enable officials to carry out their duties. The following are regarded as official journeys:

  • Journeys to provide services to educational institutions, e.g. school inspections, guidance etc.
  • Journeys to attend meetings, workshops and seminars.
  • Journeys to building sites, e.g. new schools or new facilities.
  • Providing a courier service.
  • Taking government vehicles to a workshop for repairs or quotations.
4. UNAUTHORISED JOURNEYS
4.1 With reference to paragraph 2.2, the following are regarded as unauthorised journeys:
  • The use of a government vehicle without the prescribed authorisation (completion and submission of the Z606 form).
  • The use of a government vehicle to travel to a marking centre in order to mark or moderate examination scripts.
  • The use of a government vehicle to commute between home and the workplace.
  • The use of a government vehicle to go shopping.
  • The use of a government vehicle to go on outings e.g. to the beach.
  • Transporting one's family or members of one's family without the necessary authorisation and completion of indemnity forms.
  • Transporting colleagues or other persons who are not authorised to make use of the transport.
  • Unauthorised visits to any place.
  • Use of the vehicle by, or the transport of, an official who has the benefit of the vehicle financing scheme for middle management and senior management.
  • Use of the vehicle for any activity which is not indicated on the trip authority.
4.2 Should an official be seconded to another office or station, the government vehicle must be returned to the original station of issue. If there is a need for transport at the new office or station, a new application must be made for a government vehicle, at the relevant office/station.
4.3 In cases where a valid trip authority cannot be produced or where government transport is misused, the transport prescripts make provision for a traffic law enforcement officer to take action against such a driver, which can include the arrest of the driver and the impounding of the government vehicle.
4.4 The WCED can also take action against the driver for misconduct in terms of the disciplinary code and sanctions can be imposed which can include, inter alia, a written warning, suspension or dismissal. In such cases, evidence will include the tracking report, vehicle logsheets and the trip authority of the government vehicle used.
4.5 Drivers will be held personally responsible for any traffic offences incurred and an appeal is made to drivers to obey the traffic regulations. Repeated transgressions can lead to the suspension of the driver's privilege to use government vehicles.

5. USE OF GOVERNMENT AND LEASED VEHICLES
5.1 In order to make use of a government vehicle or leased vehicle, an official is expected to apply for it in the prescribed manner and to be in possession of a trip authority. Owing to the high cost of fuel, officials are requested to plan their work requiring the use of government vehicles, in such a way as to curb unnecessary expenditure.
5.2 During school holidays, all state vehicles must be parked at the office or institution. Heads of offices or institutions may deviate from this policy only in exceptional cases, with the necessary consideration of the financial implications for the state.
5.3 Officials are mostly office bound and a government vehicle cannot be made available to them for full-time use, since vehicles are allocated to institutions. If an official journey is to be undertaken, he or she will have to apply in the prescribed manner. (See paragraph 4.1 regarding members of middle- and senior management.)
5.4 Transport officers must ensure that the above-mentioned stipulations are strictly adhered to and that keys, logbooks and toll cards are returned with the vehicle. Officials involved with special projects during school holidays must apply to use a government vehicle specifically for that purpose.

6. APPLICATION FOR AUTHORISATION
6.1 No official may drive a government vehicle unless he or she is in possession of a valid driver's licence and a valid authorisation for the specific journey. The driver must complete the trip authority form (Z606). This must be approved at the three levels by one of the following:
  • At Head Office by a person of a rank not below that of deputy-director
  • At education district offices by a person of a rank not below that of senior official
  • At an educational institution by the head of the institution
6.2 The official who approves the application must certify that it is an official journey and that sufficient funds are available for the journey.
6.3 The driver submits the approved Z606 to the transport officer at least 24 hours before the journey. Before the vehicle is collected, the driver must hand his or her valid unendorsed driver's licence to the transport officer for verification. A copy will be placed on the driver's licence file for record keeping purposes. Officials who are not able to produce a valid driver's licence will not be provided with a state vehicle. Trip authorities may not be issued for a period exceeding one month.
6.4 Contract and temporary employees of the WCED need to first apply for permission to use state vehicles, as the state carries its own risk with regard to damage to vehicles. Permission needs to be obtained from Government Motor Transport before contract staff may drive government vehicles.
6.5 All prescripts applicable to the use of state vehicles must be adhered to. Any damage to a government vehicle, as a result of an accident, theft, etc., must be reported by the driver to the transport officer as soon as possible and to the nearest Police station within 24 hours of the accident occurring.
6.6 The government vehicle must be kept clean inside and out and must be returned in the condition in which it was issued. Repeated non-compliance with this ruling can lead to an official being charged in terms of the code of conduct for the public service.

7. PARKING OF GOVERNMENT VEHICLES ON PRIVATE PROPERTY
7.1 Transport Circular No. 4 of 2000 stipulates that when a government vehicle is parked on private property, all reasonable precautions must be taken to protect it against theft, fire, damage and unauthorised use. A lock-up garage or lockable gates must be available to secure the vehicle. It is the responsibility of the head of office or institution to verify this condition of use and to recommend or refuse the application accordingly.
7.2 A signed authority form to park a state vehicle at an official's home must be issued, i.e. Application for Private Garaging of State-owned Vehicles. Whilst a government vehicle is parked at an official's home, it may not be used for any private purposes. Private use of a government vehicle, or a vehicle rented in terms of contract GMT2005/05 is prohibited.
7.3 The WCED expects of each official entrusted with the use of a state vehicle to ensure that such vehicles are not used inappropriately and that applications for official use are verified by the officials to whom this duty has been delegated. Unofficial passengers, i.e. those who are not transported for official purposes, off-duty officials and private property, e.g. furniture, may not be transported in official vehicles, unless written authorisation by the Head: Education, or his or her assignee, has been obtained.

8. The contents of this circular must be brought to the attention of all officials who make use of government vehicles in the performance of their duties.

9. For more information, the following officials may be contacted:
Mr J.G Heath: Tel. no. 021 467 2797
Mr C.Barron:  Tel. no. 021 467 2789
10. Your co-operation will be much appreciated.


SIGNED: LJ ELY
HEAD: EDUCATION
DATE: 2008:11:19