Upload
others
View
7
Download
0
Embed Size (px)
Citation preview
2013
GENERAL SERVICES DEPARTMENT
VOLTA RIVER AUTHORITY
CORPORATE POLICIES AND PROCEDURES
1
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.01 Document
ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Registration of Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
All newly-acquired project Vehicles shall be properly
registered, Licensed and insured before they are
commissioned into service.
Scope:
This policy applies to all VRA officers responsible for
vehicle acquisition and allocation
Rationale:
This policy is necessary to harmonize VRA transport
practice with national motor traffic laws.
Decision Rules:
2
1. All newly-acquired vehicles shall be
registered, licensed and
Insured before they are allocated for use.
2. All vehicles shall be insured on third party
basis
3. All vehicles shall be provided with Road-
Worthy Certificates
at required intervals
4. All the necessary international permits shall
be obtained before Project Vehicles travel
across the national borders.
Exceptions:
Project vehicles earmarked for retirement and disposal
shall not be provided with road-worthy certificates nor
insurance cover.
Specific Circumstances:
The Chief Executive may approve comprehensive and
other insurance covers for specified categories of
vehicles
Definitions:
References:
1. Article 3.2 and 3.3 of the Transport Instructions
and Procedures
3
2. Chief Executive’s minute on Deputy Chief
Executive(R &S)’s memo
dated March 20, 2003
4
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.02 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Marking of Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
All haulage vehicles and maxi buses will be painted with
the official VRA yellow colour and marked with VRA
Crest. All Vehicles should also be marked with the
VRA Crest before assignment.
Scope:
All VRA vehicles.
Rationale:
This policy is to help to facilitate identification of VRA
vehicles.
Decision Rules:
Exceptions:
5
Definitions:
References:
Article 4 of the VRA Transport Instructions and
Procedures
6
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.03 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Maintenance of Project
Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
All VRA Project Vehicles shall undergo maintenance
covering such operations as servicing, repairing,
correcting and improving vehicles, and their component
parts, starting from the day a vehicle is received into
service to the day it is retired.
Scope:
All VRA Project Vehicles.
Rationale:
The purpose of vehicle maintenance is to ensure fleet
reliability at lowest cost and to ensure that incipient
7
faults are not allowed to develop into breakdown
proportions.
Decision Rules:
1. Staff assigned project vehicles will be
responsible for complying
with operating instructions, regarding the
maintenance of such
vehicles.
2. Maintenance of Project Vehicles shall involve
the following
processes:
a. Pre-delivery Service:
The Manager, Corporate Administration,
will arrange for pre-delivery services to
be carried out on all newly purchased
vehicles in order to prepare them for
services. This will include a general
inspection and a road test of vehicles.
b. Pre-dispatch Checks and Services:
On first allocation of a new vehicle to a
Department, the Manager, Corporate
Administration, will carry out certain
pre-dispatch checks and services on the
vehicle, with regard to fuel, oil, water,
8
and the condition of tyres, windshields,
lights, brakes, etc.
c. Daily Maintenance:
This includes washing and cleaning of all
parts of the vehicle
as well as checking the level of oil, battery
fluid, water, tyre
pressure and replenishing when
necessary.
d. Weekly Maintenance:
The following will be done on a weekly
basis
(a) Lubrication of all grease parts.
(b) Changing of radiator water
(c) Tightening of all bolts and units
e. Regular Periodic Preventive
Maintenance:
A Preventive Maintenance Programme
which provides for
scheduling of vehicles for checks,
servicing, repairs etc. at
specific times or mileage intervals, will be
strictly adhered to.
9
Exceptions:
Specific Circumstances:
References:
Article 3.1.9 and 3.1.10 of the VRA Transport
Instructions and Procedures
10
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.04 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Log Books
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Each vehicle will be allocated a log book in which will
be entered daily issues of fuel etc. as well as all mileage
and journeys.
Scope:
This policy applies to all VRA official vehicles:
Rationale:
This policy is to help to monitor the activities of official
vehicles as well as all mileage and journeys.
11
Decision Rules:
1. It is the responsibility of the driver to
make the necessary entries.
2. Where an officer is on trek or where the
officer is allocated a vehicle for his duties,
it will be the responsibility of the officer
to ensure that the necessary entries in the
log books are promptly and correctly
made.
3. Each head of Department should carry
out periodic checks of all log books and
should report any discrepancy or loss
immediately to the Director, General
Services.
Exceptions:
Specific Circumstances:
Definitions
References:
1. Article 4.2 of the VRA Transport Instructions
and
Procedures 1969.
12
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.05 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Use of Assigned Project
Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
All staff who have been assigned project vehicles are
required to care for them in a safe, legal and economic
manner.
Scope:
This policy applies to Heads of Departments, Project
Directors,/Managers, and all officers who have use of
project vehicles.
Rationale:
This is to ensure optimum use and maintenance of
project vehicles, as well as cost control.
13
Decision Rules:
1. Project Vehicles are allocated to the position
held by a member
of staff and are therefore not to be considered
personal allocations.
2. All staff who have use of project vehicles are
to surrender their
vehicles to the Director of General Services,
during such extended absences as Annual
Vacation, Sabbatical leave, etc.
3. Heads of Department and managers on
transfer are not to relocate
with their project vehicles Adequate
arrangements will be made by management to
resources the transportation need of any
Department Heads who is transferred
from his department to
another area of operation.
4. On completion of projects for which vehicles
have been specifically
assigned, all such vehicles shall immediately be
released to the Director of General Services,
Accra, for re-allocation.
5. Vehicles allocated to Consultants should also
be released to the
Director, General Services, immediately after
their assignments end.
14
Exceptions:
1. The Chief Executive may specifically permit Heads
of Department and managers to re-locate with
their project vehicles.
Specific Circumstances:
Definitions:
1. Chief Executive’s circular No. 005/005, dated
5th September 1990
2. Current Business Car Allowances, Controls
and Fleet Management
Practices. The Dartnell Corporation 1971.
15
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.06 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Fuel Usage by Project
Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
The Authority will ensure that petrol, diesel fuel and
lubricants are made available to all VRA Project
Vehicles in areas of operation, in sufficient quantities to
meet VRA operational requirements.
Scope:
All VRA Project Vehicles.
Rationale:
To control instances of excessive fuel usage caused by
either misuse of vehicles or diversion of fuel.
16
Decision Rules:
1. Supply of fuel for project vehicles shall be
limited to 45
litres (10 gallons) per week for official local
running. Project
Vehicles that have to commute daily between
Accra and Tema
or between Akosombo and Akuse shall be
supplied with 72 litres
(16 gallons) per week.
2. There shall be special fuel supply for official
long distance
travel out of normal work location on the
production of a permit
from the respective Head of
Branch/Department authorizing the
journey.
3. With regard to (2) above, all users will be
required to complete
Transport Form VRA/T/010, and the amount
of fuel issued and the fuel consumption
characteristics of the vehicle.
4. All applications from Heads of Departments
for long distance
travels will have to be approved or cleared by
the Branch Heads.
Exceptions:
17
Specific Circumstances:
Definitions:
References:
Chief Executive’s circular No. 005/005, dated 5th July,
1993.
18
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.07 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Driving Permit
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Any able employee may be granted VRA permit to
drive Project Vehicle.
Scope:
This policy applies to all employees who qualify to drive
project vehicles on basis of job function or position.
Rationale:
It is essential that only persons who satisfy the
requirements to drive Project Vehicles are permitted to
do so.
19
Decision Rules:
1. Applications for VRA Driving Permit must
satisfy the following
conditions:
(a) Applicants shall possess a valid driving
license.
(b) Applicants must have held such a driving
license for a
Minimum of 3 years
(c) Applications shall be recommended by
Heads of Departments and shall be
properly justified and approved by their
Branch Heads.
(d) Applicants may be required to pass a
VRA driving test.
2. A VRA Driving Permit shall be valid for 2
years and be renewable.
Exceptions:
Drivers employed by VRA need not have such permits.
Specific Circumstances:
Expatriate personnel on assignment with VRA may be
considered for Driving Permits without driving test
provided they possess valid driving license which are at
least three (3) years old. They must additionally have
obtained a valid Ghanaian License or International
Driving Certificate valid for Ghana.
20
Definitions:
Project Vehicles: Vehicles owned and operated by VRA
Able Employee: Employee not suffering from any
medical defects that may be dangerous to driving such
as employee suffering from epilepsy etc.
References:
(a) Article 3.4.1. of the VRA Transport
Instructions and Procedures,
(b) Chief Executive’s Circular No. 005/005 dated
June 20, 1979
21
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.08 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Pool Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
A number of specific vehicles, designated pool vehicles,
will be available for staff and general use in Accra and
Akosombo.
Scope:
All vehicles designated, pool vehicles.
Rationale:
This policy is to make transportation available for VRA
staff in carrying out their official duties efficiently as
22
well as provide relief for vehicles under repair,
damaged, or temporarily out of commission.
Decision Rules:
1. Requests for allocation of vehicles from the
pool must be made on
the appropriate form (VRA/T/034) signed by
the Head of Department.
2. Responsibility of general administration of
pool vehicles will be as
follows:
General Control Day to Day
and Administration Routine
Supervision
a. Accra Pool Director, General Serv. TF/TP
Vehicles or his delegated Officer
Officer Authority
b. Akosombo Manager Corp.Adm. Traff/TP
Pool Vehicles Officer
2. Pool Vehicles will only be available
during office hours on the signature of a
departmental head or manager.
4. Pool Vehicles should not be used by any
department for more than
23
48 hours at one time
Exceptions:
1. Where the assignment demands, pool vehicles may
be permitted for usage beyond 48 hours at one
time.
2. This policy does not apply to officers who have
been allocated project vehicles.
Specific Circumstances:
Requests for pool vehicles by officers, who have been
allocated project vehicles, must be accompanied by a
full explanation as to why they cannot use their project
vehicles.
Definitions:
Vehicles which have not been allocated to any specific
unit or project.
References:
a. Article 4.3.of the transport instructions and
procedures
b. Cooke & Woodward 1986. Gower publishing
Co. Ltd.
Controlling Company Car Costs
24
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP. 09 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Vehicle Assigned to
Projects Re-allocation
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Vehicle specifically assigned to all Projects shall, on
completion of such Projects, be immediately returned to
the General Services Department for re-allocation.
Scope:
This Policy applies to all Vehicles assigned to Capital
Projects and Special Projects.
Rationale:
The General Services Department, as the overall
coordinator of Corporate vehicle requirements
planning, acquisition, allocation transfer and disposal,
is in a unique position to know the changing vehicle
25
demand and allocation priorities in the whole
Corporation.
Decision Rules:
1 Within one week of the completion of any
Project, all assigned
vehicles shall be handed over to the Department
responsible for
Transport.
2 Condition of the vehicles shall be examined to
determine
those which are road worthy and those which are
to be retired.
3. Vehicles assessed to be road worthy shall
normally be re –allocated on basis of urgency
of needs of units supported by approved
establishment.
Specific Circumstances:
1. Where vehicles are needed to sustain key
activities left over from
the Project, the Department which is the main
beneficiary of theProject shall be given priority in the
re-allocation of the vehicles
2. Where the Project Contract Document
specifies a beneficiary of the facilities and
equipment associated with a particular
26
Project, Management will give priority in
re-allocation of the vehicles on the basis of
this.
Definitions:
(b) Article 3.4.1. of the VRA Transport
Instructions and Procedures,
1969.
b) Chief Executive’s Circular NO. 005/005 dated
June 20, 1979
27
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.10 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Accidents
(iii) Subject Area: Accident Reporting
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Drivers and other users of Project Vehicles shall
report promptly on any accidents in such vehicles.
Scope:
This policy applies to VRA Drivers, Vehicle
Controllers, Transport Officers and other VRA staff
and users assigned Project Vehicles.
Rationale:
This policy is intended to keep Management and the
Police immediately informed of motor accidents
28
involving VRA vehicles so that emergency assistance
can be provided and necessary measures taken to
control and where possible prevent occurrence of
such accidents.
Decision Rules:
1. When accidents involving VRA vehicles
occur:
(a) Help shall be sought to convey
injured
persons to the nearest hospital
or clinic.
(b) A report shall be made to the
nearest
Police Station
(c) The Director of Health &
Services shall be
notified of any injuries to
employees.
(d) A formal accident report shall
be submitted
to the appropriate insurance
company within
15 days of the accident
(e) A formal report shall be
submitted to the Director
General Services who will
advise the Executive
accordingly with appropriate
recommendations.
29
2. Drivers and other users of VRA
vehicles shall not privately settle motor
accident cases resulting in damage to
third party.
3. An assessment shall be made of cost
of repairs of damaged vehicles and
liability established, where
necessary.
4. No driver of a project vehicle should
admit guilt where a vehicle he is
driving is involved in an accident with
a third party vehicle or property, as
this will be determined by the court.
Exceptions:
Specific Circumstances:
1. Where a VRA driver must appear in court to
answer charges resulting from a motor accident,
the Legal Services Department shall provide
defence upon the recommendation of the General
Services Department.
2. Where an accident involving a project vehicle
causes no injury and minor
damage, the Director in charge of Transport may
seek the assistance of
the Police to effect an undertaking for repairs.
30
Definitions:
Third Party: Any non-VRA personnel.
Referrences:
1. Article 5.00 of the Transport Instructions and
Procedures
2. Report of the Management Committee
meeting of
July 14, 1981.
31
CORPORATE POLICIES
A POLICY IDENTIFICATION
Policy No. TP.11 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Hiring of Project Vehicles
(iii) Subject Area: Funerals
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
(a) Upon the loss of a close relation an
employee may be
permitted to hire a suitable vehicle to
convey members of
the family to and from the place of burial
(b) Recognised Employee Groups may be
allocated a suitable
vehicle(s) to sympathise with a bereaved
colleague.
32
Scope:
This Policy applies to all Employee Groups and
Transport staff responsible for vehicle allocation
decisions and covers loss of close relations only.
Rationale:
This is a welfare and humanitarian gesture from
Management to employees in times of loss of close
relations.
Decision Rules :
(1) Hiring of vehicles for funeral shall not interfere
with the normal usage of the vehicle.
(2) The return journey for hired vehicles shall not
exceed 400 miles or 644 kilometres.
(3) Road to be used should be reasonably good so as
not to cause damage to the hired vehicles.
(4) Requesting employee shall be liable to
pay for fuel, overtime and Overnight
claims of the driver, where necessary.
(5) Vehicle hiring shall attract prevailing
commercial charges
abated by a percentage to be approved
by the Executive and these will be
reviewed from time to time
33
(6) Recognised Employee Groups which
request for transport
to sympathise with a bereaved colleague
shall be allocated
vehicles free of charge.
Exception:
Specific Circumstances:
Where the journey to be undertaken by an employee
group is outside the Accra/Tema Metropolitan Area,
only one vehicle shall be allocated
Definitions:
Recognised Employee Groups – The VRA House Union
and Senior Staff Association.
Close Relations: Wife, Husband, Father, Mother and
Child.
References:
Chief Executive’s Circular NO. 005/005 dated
September 6, 1984
34
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.12 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Hiring of Private Vehicles
By VRA
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(vi) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Where a vehicle is required for a short period or where
a specialized type of vehicle is required for a specific
task, the head of the department concerned can with the
approval of the Chief Executive, hire a vehicle for the
specific task or period concerned.
Scope:
This policy applies to all Heads of Department.
Rationale:
Decision Rules:
35
Exceptions:
Where the task is of a very urgent nature, the Head of
Department can directly hire a vehicle after discussions
with the DCE (S), provided the total cost does not
exceed the amount for which he can authorize under the
authorization powers as approved by the Chief
Executive.
Specific Circumstances
Definitions:
References:
1. Article 3.1.9and 3.1.10 of the VRA Transport
Instructions and
Procedures
36
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.13 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Allocation of Vehicles
(iii) Subject Area: Recreational
Activities
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Recognized Employee Groups and duly registered
social clubs may be allocated free transport in
pursuance of recreational activities.
Scope:
This Policy applies to recognized employee Groups
and properly registered
social clubs.
Rational:
This is a welfare gesture to support and encourage
employees to pursue healthy recreational activities.
37
Decisions Rules:
1. All vehicle requests for recreational
activities shall be approved by the
Director, General Services.
2. The Director, General Services will
arrange resourcing of the vehicles
thereafter.
3. Allocation of vehicles for such activities
shall not disrupt
the normal business operations of the
Authority.
4. Non-employees shall not be conveyed on
vehicles
released for such purposes.
5. The road to be used shall be reasonably
good so as not to
cause damage to the vehicles.
Exceptions:
1. Employee registered spouse, child, or
ward may be allowed
2. Non-employees may be allowed by reason
of their assigned special roles contracted
by the Authority or the Employee Group
with the consent of the Director, General
Services
38
Specific Circumstances:
Definitions:
Recognised Employee Groups: The House Union,
Senior Staff Association
Reference:
Articles 4.4 of the Transport Instructions and
Procedures, 1969.
39
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.14 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Renting of Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Project vehicles may be rented for non-official use
under special circumstances provided there is no
inconvenience to the business operations of the
Authority and appropriate rates are charged.
Scope:
This Policy applies to
(a) VRA Staff
(b) VRA’s Consultants and Guests only
40
Rationale:
The Authority’s long-run interests are sometimes
promoted and its social objectives served by responding
positively to requests by needy individuals and
organizations for vehicle rentals.
Decisions Rules:
1. Requests for vehicle rentals shall be
considered on
their own merit.
2, Appropriate rates shall be charged taking
into account the type
of beneficiary.
3. The General Services Department shall assist
VRA consultants and guests to identify
suitable drivers and certify them to operate
rented vehicles.
4. Where drivers are provided by the Authority,
users of rented vehicles shall bear their wage
costs and overtime claims
5. The Authority shall be responsible for
insurance, roadworthy certificate as well as
maintenance of rented project vehicles.
6. Fuel and other running costs of rented vehicles
shall be the responsibility of users.
41
7. All rented vehicles shall be checked for
damage or mishandling at the end of the
rental.
8. Users of rented vehicles shall bear the cost of
repair of damaged vehicles.
Exceptions:
Under special circumstances outsiders including private
and public organizations may be considered. ; These
should be exception rather than normal and should be
few and will be approved by the Chief Executive or his
delegated representative.
Specific Circumstances:
Requests from the Government, Military and the Police
may be considered on their own merits.
Definitions:
References:
(a) Chief Executive’s minute of 3rd December,
1984 enfaced on Deputy Chief Executive(A)’s
memo dated November 28, 1984
(b) Project Manager, Transport’s memo on
Assignment of Drivers for Rented Cars dated
November 28, 1990 and Deputy Chief
Executive (R&S)’s minute enfaced on same
dated November
27, 1990.
42
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP.15 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Retirement of Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
A Project vehicle shall be retired when it can no longer
be efficiently and effectively utilized for the Authority’s
business operations.
Scope:
This Policy applies to all Project vehicles belonging to
the Authority.
Rationale:
This is to ensure that vehicles, which are no longer
serviceable and cost-effective to operate, are removed
from service in an orderly manner.
43
Decision Rules:
1. Selection of vehicles for retirement shall
generally take into Account:
(a) Reliability and performance
(b) Cost of Operations
(c) Cost of Repairs
(d) Suitability for the type of job assigned
2. There shall be two categories of vehicle
retirement:
(a) Normal Retirement, and
(b) Abnormal retirement.
3. Normal retirement shall be determined by the
service life and age of the vehicle which shall be
at least 5 years.
4. Abnormal retirement shall apply when vehicles
are:
(a) Seriously damaged in accidents and the
cost of repairs is uneconomic taking into
account remaining service life.
(b) Badly worn-out through unusual service
conditions.
(c) Found to be unsuitable for the type of job
they are to perform.
44
5. Heads of Departments to whom vehicles are
assigned shall, in consultation with the General
Maintenance Manager, and Traffic/Transport
Officer periodically advise the Director, in
charge of Transport as to which vehicles
have shown abnormal wear and tear and,
therefore, qualify for retirement.
6. The General Services Department shall arrange
to have vehicles regularly inspected, on the basis
of mileage clocked and age, to ascertain their
operational condition.
7. Retirement of any project vehicles shall be
subject to the approval of the Chief Executive or
a delegated authority.
Exceptions:
In the event of unusual budgetary constraints on the
purchase or replacement of additional vehicles some old
vehicles in reasonable operational condition may be
rehabilitated to provide needed service until the
constraints improve.
Specific Circumstances:
Definitions:
References:
Article 9.1 – 9.5 of the VRA Transport Instructions and
Procedures
45
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP. 16 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Sale of Retired Vehicles
to staff
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Retired vehicles shall be sold to staff strictly according
to length of service and the employee shall be entitled to
purchase only one vehicle throughout his/her life time in
the Authority.
Scope:
Employees who have served twenty (20) years or more
with the Authority.
Rationale:
46
Decision Rules:
1. To qualify for consideration, an employee
should have served the Authority for ten
continuous years.
2. The scheme is open to all employees
irrespective of status or job position or any
other consideration.
3. Sale of retired vehicles to employees shall
be strictly on ‘first employed, first served’
basis.
4. A master list containing the names and
particulars of all qualified employees arranged
according to date of employment, shall be used as a
reference in vehicle allocation.
5. An employee against whom adverse finding
have been made which have resulted in the loss of
his/her annual bonus, should be barred from the
scheme for three years after qualifying.
6. An employee shall purchase only ONE vehicle
under this scheme during the course of his/her
service with the Authority.
7. VRA shall not advance loans to staff under
this scheme.
8. All sales of retired vehicles will be on a cash
basis and the Volta River Authority will cease to
47
have any responsibility for the safekeeping, or for
the condition of the vehicle, immediately
the sale is completed.
8. The legal counsel must be consulted on all
cases of disposal of VRA vehicles.
Exceptions:
1. The Chief Executive, his three deputies, and
directors may opt out of queuing and be allowed to
purchase their project vehicles on their retirement after
a minimum of twenty years continuous services,
provided that such a car is not less than two years old.
2. Between 5% and 10% of vehicles available
for sale at any given Period shall be set aside
for the Chief Executive’s social and public
relations functions.
3. A deceased employee shall not be eligible for
consideration for allocation of a retired vehicle.
Specific Circumstances:
1. Length of service should normally determine
priority in the allocation of vehicles but in case
of a tie in respect of a particular vehicle(s), due
to a number of employees having been
engaged on the same date, balloting should be
used to determine allocation.
48
2. Project drivers who compulsorily retire
from the service of the Authority after twenty
years service or more, may be sympathetically
considered to purchase vehicles other than those
specified for sale to staff.
3. Any staff with 20 years service who at
the time of his/her compulsory retirement has not
benefited by the scheme shall be eligible for
consideration up to one year after his/her
compulsory retirement.
4. Any staff who at the time of his/her
compulsory retirement has served the
Authority for at least 15 years and whose age
plus 15 years at least equal to 75 years shall
qualify to be considered for the sale of
available vehicles under the existing staff
policy.
Definitions:.
1. Retired Vehicles: Vehicles which are no
longer being efficiently utilized on VRA
services.
References:
1. Article 9.61.4 and 9.7 of VRA Transport
Instructions and Procedures
2. Guidelines on sale of retired VRA vehicles to
staff.
49
CORPORATE POLICIES
A. POLICY IDENTIFICATION
Policy No. TP. 17 Document ID:
B. INTRODUCTORY FORMAT
(i) Grouping: Transport
(ii) Subject Assignment of Drivers of
Rental Vehicles
(iii) Subject Area:
(iv) Functional
Responsibility Director: General
Services
(v) Approval Date:
C. MAIN BODY FORMAT
Policy Statement:
Drivers will not be provided free of charge to expatriate
staff to whom rental vehicles have been allocated.
Scope:
This policy applies to all expatriate staff within the
Authority.
Rationale:
Decision Rules:
50
1. The General Services Department will assist
concerned Expatriate staff to identify drivers
and certify them to operate the vehicle(s)
2. Payment of wages of these drivers remain the
responsibility of the beneficiaries.
3. If on the other hand, the departments
concerned are in a position to provide VRA
drivers for this purpose, the expatriates will be
charged with the salaries and other expenses
including over-time claims of drivers, at cost.
4. The Authority will be responsible for
maintenance and repairs of such vehicles at the
Authority’s garages.
5. The Authority is not responsible for fuel and
other running costs of these vehicles.
Exceptions:
Specific Circumstances:
References:
1. Project Manager, Transport’s Circular dated
26th November, 1990.