1. This circular has been revised and repeals Circular 0016/2008 in its entirety.

2. With the increased usage of GG vehicles by officials of the Western Cape Education Department (WCED), it has become necessary to remind officials of their duties and responsibilities in terms of Transport Circular No. 4 of 2000 and GMT Circular U2 32/2009.

3. Booking of a GG vehicle for official journeys

A GG vehicle must be booked at least 24 hours before the official trip is made by completing the Application to Travel form in duplicate. The trip authority needs to be approved by an official on a level of Deputy Director or higher and funds need to be available.

4. Roadworthiness of vehicles
4.1 Government Motor Transport (GMT) has modernised the GG vehicle fleet and withdrawn older vehicles from service. We intend, together with your assistance and co-operation, to maintain and improve the condition of the GG vehicles. To ensure that each vehicle is in a safe and roadworthy condition it is imperative that the driver performs an inspection of the vehicle before using it by completing the checklist provided.
4.2 Should there be any damage or mechanical problems with the vehicle, the driver needs to report it immediately to the transport section. Should any damage, loss or theft of vehicle equipment not be reported, the last driver to use the vehicle concerned will be held responsible.
4.3 Carefully check the GG vehicle for the following defects before proceeding with a trip:

  • Dents and scratches on the vehicle body and bumpers, cracked windscreen and windows, smooth and damaged tyres, and oil and water spills under the vehicle;
  • Headlights, brake (including the handbrake) not in working order;
  • No valid licence disc; and
  • No spare wheel, jack or wheel spanner.

NB - It is the responsibility of the driver not to accept any vehicle that is not in a roadworthy condition.

5. Servicing/maintenance and repair of vehicles
5.1 Any defect on the vehicle must receive immediate attention to prevent further damage. The defective vehicle will not be issued until the defect has been rectified.
5.2 Servicing and maintenance of GG vehicles take priority over the use of the vehicles. Therefore maintenance will not be delayed due to a shortage of vehicles. Transport officers are to be informed of any vehicle servicing due i.e. if the vehicle servicing indicator is on.

6. Cleanliness and neatness of vehicles
6.1 Smoking is not permitted in GG vehicles. Consideration needs to be given to non- smokers who are also required to use the vehicle. Non-compliance will lead to disciplinary action against officials who continue to smoke in the vehicles and leave cigarette ash and cigarette butts lying in the vehicle.
6.2 Drivers of GG vehicles, in consultation with the transport officers, must ensure that vehicles are kept clean and neat, both inside and out. All empty bottles/cans, discarded lunchboxes, work documents and the like must be removed from the vehicle before it is returned.

7. Accidents
7.1 An accident or loss involving a GG vehicle must be reported within 24 hours to the South African Police Services (SAPS) and the relevant transport officer.
7.2 The driver must:

  • Not move the vehicle in the event of injury or death to any passenger(s) or member(s) of the public;
  • Not admit liability to any person or offer any form of payment;
  • Contact Nedfleet to have the vehicle towed away if necessary (ensure valuables are removed from the vehicle and that the logbook and fuel card/toll card are handed over to the transport officer);
  • Obtain a SAPS case number within 24 hours; and
  • Complete a Collision/Accident Report form (GMT 2012-02), obtainable from transport officers, and submit it, together with any relevant supporting documents (i.e. trip authority, driverˇ¦s licence, statements from witnesses, sketch of accident scene, garaging or overnight authority), within 5 working days to the relevant transport officer.
8. Tracking

Be aware of the fact that GG vehicles are fitted with electronic tracking devices and that vehicle trips and driver behaviour i.e. speeding are monitored.
9. Telephone numbers
9.1 GMT makes use of the following service providers:

  • Nedbank (Nedfleet);
  • Automated Fleet Solutions (AFS); and
  • Afsol (vehicle tracking).
9.2 Their telephone numbers are as follows:

Nedfleet:
  • Service authorisation and tyres:
    		•  0800 500 005
  • Reporting of lost/stolen fuel/toll cards:
    		•  0860 110 722 (office hours)
    0800 110 929 / 0800 335 311 (after-hours)
  • Towing of vehicles (accident or mechanical breakdown): 0800 500 005
    		•

    AFS (e-fuel):
  • Helpdesk (manual overrides):
    		•  0860 100 353
  • Installation or calibration problems:
    		•  021 467 4768 (office hours) /
    071 879 5111 (after-hours)

    GMT:

    • Lost or stolen items, as well as vehicle condition problems: 021 467 4756 / 4783
    • Reporting of accidents: 021 467 4713 (office hours) / 0800 500 005 (after hours)
    • Vehicle theft or hijackings: 082 906 4057 (this is a 24-hours-a-day, 7-days-a-week line and where circumstances permit reporting must be immediate)
    10. For more information, any of the following officials at Head Office may be contacted:

    Mr CK Barron   Tel. no. 021 467 2789
    Mr JG Heath Tel. no. 021 467 2797
    Mr MB Noboza Tel. no. 021 467 2791
    Ms E Santo Tel. no. 021 467 2339

    11. Your co-operation will be appreciated.


    SIGNED: PA VINJEVOLD
    HEAD: EDUCATION
    DATE: 2015:04:10