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| College Bye Laws CHAPTER-24 |
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| Motor Vehicle Rules. |
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24.1 General
The vehicles provided to the College are primarily intended for official use in connection with the work of the College.
24.2 Control Over the Vehicles
The Principal will be the overall incharge of the vehicles of the College.
24.3 Maintenance of the Vehicles
The Workshop Superintendent will be responsible for the maintenance of the College vehicles. He will perform the following duties in this respect:-
- To maintain a category-wise register of all the vehicles under his control.
- To keep the vehicle in working order.
- To arrange registration ,insurance etc. of the vehicles and completion of other, legal formalities relating to the vehicles
- To frame estimates for running, maintenance and repairs of the vehicles.
- To ensure periodic inspection and regular checking of the vehicles, in respect of general fitness, performance etc. He should have the vehicles tested once in every six months regarding their fitness for running and have his view recorded. A report in respect of this test should be submitted to the Principal.
- To ensure regular servicing and changing of oil.
- To maintain two log books for the vehicles as required under the rules in force from time to time.
(i) To arrange periodical checking of the entries in the log books issued for the various vehicles and
(ii) To make occasional surprise checks of the current log books.
- To watch the expenditure on maintenance, upkeep and running of vehicles and to suggest necessary amendments for revision of the mileage rates in force.
- To prepare a monthly statement of the fuel and lubricant consumed to review the consumption of P.O.L. and examine whether there has been any wastage.
- To maintain proper accounts of the running and maintenance of the vehicles as per rules in force from time to time.
- To decide upon the need of repair or overhauling.
24.4 Use of Vehicles for Official Purpose
The College vehicles are primarily intended for the carriage of materials and for official touring outside the headquarters and for journey on bonafide official duties at the headquarters. Journeys between residence and office shall not be considered as official journeys except in the case of Principal unless they form part of the journeys on tour. The Permission for use of College vehicles should be submitted on the prescribed performa. All approved requisitions will be entered in a separate register by the Workshop Superintendent and numbers allotted. The requisition will contain full details about the places to be visited. No journey may be performed without written permission of the competent authority. However, for local use there will be no need of a written requisition.
24.5 Private Journeys
- Staff car may be permitted to be used for non-duty journeys to a limited extent always subject to the condition that their use for such purpose does not interfere with official requirements in any way and journey is paid for at the prescribed rates.
- Staff car, if otherwise available, will be allowed to be used for non-duty journey to the staff of the College with prior permission of the Principal.
- The use of College vehicle for journeys to place of public amusement, such as cinema, race club etc. shall not be permitted.
- Society Truck, Bus and Vehicles other than staff car may also be permitted to be used for private journeys with the prior approval of the Principal on payment basis at Pb. Govt. prescribed rate.
- (a) In accordance with Pb.Govt. Notification No. 1137-VA-90 dated 4.1.91, the Principal shall be empowered to use the ambassador car for none official journey as under:- (Maximum 600Km, in a quarter)
i) 200 Km. Rs.150/- per month
ii) 400 Km. Rs.300/- per month
iii) About 400Km. Rs.1.50 per Km.
(vi) The Principal with whom car has been attached is authorised to perform journey between residence and office which will be treated as official journey.
24.6 Authority Competent to Permit for Non=DUty Journey
- DUTY JOURNEYS AT HEADQUARTERS
The Principal shall be competent to perform non-duty journey, where necessary
- FOR NON-DUTY JOURNEYS FROM HEADQUARTERS TO PLACE OUTSIDE HEADQUARTERS
(i) The Principal shall be competent to perform such journeys
(ii) For other, permission of the Principal shall be obtained before taking up the journey. All places to be visited at out station should be specifically mentioned in the requisition and entries in the Log Books should also be made accordingly.
(iii) All journeys performed within the jurisdiction of the Municipal Corporation, Gurdaspur, will be treated as local journey.
24.7 Other Conditions
- Log Books of the Vehicles must remain with the driver when a non-duty journey is being performed.
- Before a non-duty journey commences, a clear entry showing the date, time, mileage reading of the meter should be recorded. Similar reading should be recorded in the Log Book after the journey is completed and verified and signed by the actual user.
- No vehicle should be used for non-duty journey when its meter is not in working order.
- All bills for the non-duty journeys performed during the month, should be issued by the 10th of the next Month, by the Accounts Section on receipt of Log Books from the Workshop Superintendent.
- Bills for the non-duty journey shall be paid by the persons concerned within 30 days of their presentation, failing which further non-duty journey shall not be allowed till the amount standing against them is cleared. In the event of a bill remaining unpaid within 30 days of the issue, the amount shall be recovered from the salary of the concerned staff member. In the case of defaulters, information should be sent to the authorities competent to permit non-duties journey for taking further action.
- All non-duty journey by the visitors shall be paid in advance before allowing the non-duty journey.
24.8 Rates to be Charged for thr Non Duty Journeys
- The rates for the use of society vehicles by an officer/official for non-duty journey shall be the same as prescribed by the Punjab Govt. from time to time.
- In the case of Principal, who is the Chief Academic and Executive Head of the College, the rates applicable would be the same as for Heads of Department of the Pb. Govt. Calculation of distance for the purpose of the above charges will be from and to the garage of the vehicle.
- The journey performed by the visiting officers/member of Board of Governors and Committees from the Railway Station and Bus Stand to the place of duty or halt and vice versa shall be regarded as official journey.
- Non-duty journey would automatically be deemed to commence form at the place where a vehicle is usually garaged, except in cases where the non-duty journey is performed in continuance of a duty.
- The vehicles of the College shall be allowed for non duty purposes sparingly for emergencies only and the staff car be not used as an ambulance.
24.9 Conditions Regulating the Use of the College Vehicles
- All vehicles shall be garaged at the places approved by the Principal.
- All vehicles shall be equipped with the meters in the proper working order. Where milimeter of any vehicle is not in working order, the journey shall be estimated as best as possible.
- All the relevant documents of the vehicles such as Registration Certificate, Insurance Cover, Token Tax etc. shall be kept by the driver with the vehicle.
- The vehicles shall be driven by the authorised drivers who should carry their driving licences with them. No unauthorised driver not having a valid licence shall drive a vehicle.
- Two log books in prescribed form shall be issued for each vehicle. One of these will remain alternately in the vehicle and the other used completion of accounts. It shall be the duty of the driver in charge of the vehicle to get all the entries in the log books properly filled in and signed by the officers using the vehicle.
- The driver shall see that the vehicle is not over loaded.
- The driver shall be responsible to ensure that the vehicle under his charge is not driven by an untrained person and in no case by persons having no valid motor driving licence.
- No vehicle which is unsafe in any manner, unregistered or declared unfit for road by Motor Vehicle inspector of Punjab Govt. shall be put on the road or allowed to be used for transport purpose official. No charge be recovered from students and employees of the Society including their families and other dependents for the use of the College vehicle whenever they are removed to the Local Hospital in emergency. However, in cases where College vehicle is used to carry a students and employee of the Society including their families and other dependents to some outside station, the case may be considered by the Principal and he may in very deserving cases waive off the recovery of such charge at his discretion.
24.10 Accidents
All accidents should be reported to the Principal immediately. Detailed reports can follow later on. The College will not be responsible for any non-member of the College, staff and students community who may be traveling in the Society vehicles, if there is any accident .
Log Book Register for College Vehicle Part-II
VEHICLE No._________________MONTH______________YEAR__________ |
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| 1 |
Date |
| 2 |
Name of Driver |
| 3 |
Previous Balance of Petrol/Diesel tank (in letters) |
| 4 |
Diesel/Petrol issued |
| 5 |
Diesel/Petrol consumed |
| 6 |
Diesel/Petrol balance |
| 7 |
Average K.M. per Litre |
| 8 |
Crank chamber oil renewed or made up (in litres) |
| 9 |
Vehicle greased washed or maintained |
| 10 |
K.M. done by vehicle since purchased |
| 11 |
K.M. done by vehicle since last overhauled |
| 12 |
Time and date on which remained under repairs (details of repairs) |
| 13 |
Detail of spare parts issued and reason for undue delay for repairs |
| 14 |
Name & signature of Foreman workshop or checking officer |
| 15 |
Signature of Controlling Officer |
| 16 |
Remarks |
| 17 |
Date of requisition |
| 18 |
Serial No. of requisition |
| 19 |
Name of Driver |
| 20 |
Journey commened from placed visited journey terminated at |
| 21 |
Starting Time |
| 22 |
Finishing Time |
| 23 |
Nature of Journey official/Private |
| 24 |
Meter reading before journey (kilometer) |
| 25 |
Meter reading after journey (kilometer) |
| 26 |
Total distance (kilometer) |
| 27 |
Journey charges to be received from |
| 28 |
Name and Designation of the officer/ official using the vehicle |
| 29 |
Petrol / Diesel |
| 30 |
Lubricant |
| 31 |
REMARKS |
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| End of Chapter 24 |
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