G6 Vehicles

Background

It is the responsibility of the Heads of Overseas Offices to ensure that adequate systems are in place to ensure the proper control and management of the use of DFID vehicles.

The private use of official vehicles is permitted only in exceptional circumstances. It is a concession, which Heads of Overseas Offices have discretion to approve, subject to strict conditions for hire.

Compliance Tasks

1. Arrangements must be in place to ensure secure storage/parking of vehicles when not in use

Task assigned to: Estate Management Officer, Head of Overseas Office, Office Manager

2. A vehicle maintenance programme must be in place and regular servicing of the vehicle recorded in the logbook

Task assigned to: Estate Management Officer, Head of Overseas Office, Office Manager

3. Conditions for use of DFID vehicles are:

• Only drivers authorised by the Head of Overseas Office (or nominee) may drive the vehicle
• The driver must have a valid driving licence
• A local handbook setting out guidance must be set up and a copy given to all vehicle users
• A vehicle logbook must be maintained and kept in the vehicle for regular inspection
• The vehicle must be insured to the minimum extent required for compliance with local laws
• First aid kits must be placed in every vehicle

Task assigned to: All Staff, Estate Management Officer, Head of Overseas Office, Office Manager

4. Insurance cover for personal injury for drivers of DFID vehicles not employed by DFID (e.g. consultants) is the responsibility of the employer (or the individual where the consultant is self-employed). No liability is accepted by DFID for non-DFID staff passengers using DFID vehicles. They are responsible for their own accident cover. Failing this, they travel at their own risk

Task assigned to: All Staff, Estate Management Officer, Head of Overseas Office, Office Manager

5. Private hire of DFID vehicles, provided it is authorised in advance, may be granted when:

• no alternative form of transport is available or suitable
• it would not interfere with the official use of the vehicle
• the applicable hire charge is levied - see detailed guidance
• charges are received as Appropriations-in-Aid

Task assigned to: All Staff, Estate Management Officer, Head of Overseas Office, Office Manager

6. The Officer hiring the vehicle is responsible for the cost of adequate insurance, all fuel and hiring charges for the duration of the hire period. All fuel put into the vehicle must be recorded in the vehicle logbook which must be passed to the Transport Manager at the end of the hire period.

Task assigned to: All Staff, Estate Management Officer, Head of Overseas Office, Office Manager

Risks of non-compliance

• DFID Vehicles not adequately maintained
• DFID vehicles being used inappropriately without approval
• DFID vehicles being driven by uninsured staff
• Staff not adequately insured in the event of an accident.

Associated learning and skills

Some drivers in certain countries may require specialist training - e.g. Defensive Driving Techniques, but this is not mandatory across DFID.