GOVERNMENT VEHICLES

PART 1-USES AND PROPER CONTROL

Responsibility for vehicles

2101-The Accounting Officer shall be responsible for ensuring that there are effective controls in the use of Government vehicles. for that purpose, he will ensure that the following records are maintained.

a) Vehicles Control Register

b) Requisition/Approval for journey;

c) Vehicle Log-Book/Work Ticket (Gen. 59).

d) Vehicle Maintenance Register.

When official transport should be used

2102 -Official transport is to be used on all occasions to facilitate Government business. Official transport will not be used for private journeys except:

a) for house to office running and vice versa;

b) when the officer is on salary grade level 16 and above or a Head of Department;

c) for collection of officers' children to and from school.

Charges for private use

2103 - When official transport is used as stated in Financial Regulation 2102 (a) and (c) charges will be raised and accounted for. as may be stipulated from time to time.

Attach vehicle to driver.

2104-As much as possible,a particular vehicle should be attached to a particular driver over a period to facilitate accountability for the movement and general condition of the vehicle.The existing practice whereby any driver has access to any vehicle in the pool system is inimical to good care and proper maintenance, and should be avoided.

Fuelling of.

2105-Ministries/Extra-Ministerial Departments shall enter into meaningful agreement with petrol dealers for supply of fuel, etc on a monthly credit basis. As much as possible cash purchases should be limited to touring duties and emergency cases where supply isnot immediately available from the regular supplier.

Service Bays.

2106 - Ministries/Extra-Ministerial Departments may establish service bays where minor maintenance works (such as changing of oil,contact sets, spark plugs, etc) can be undertaken economically while major repair works (like overhauling of engine, clutch system,organized local workshops.(The cost of constructing and equipping a Service bay is estimated at N500,000.00)

Spare parts for

2107-An optimum stock of spare parts (to be determined by the Spare par Directer,Administration on the advice of the Transport Officer) may for.be maintained to support the service Bay

Serviee charts.

2108-Service Charts should be prepared by Transport Officers showing the details of vehicles owned by Ministries,the type of repair undertaken at the previous service,current problems,date of next service,-etc - specimen attached as Appendix 1. A similar chart showing the service histery of a car from the date of purchase till its very old age should also be compiled.This will enable the Board of Survey to determine the appropriate moment to board a vehicle.

use of station diary

2109-To facilitate the proper control of transport operation and for Use of effective monitoring of the movement of government vehicles, station Transport Units should adopt the use of Station Diary (specimen as in diary.Appendix 11 (for a graphic illustration of the deployment of all vehicles in a Ministry/Extra-Ministerial Department at a particular point in time. Similarly,a renewed effort should be undertaken at making the drivers endorse their Log Books before/during/after any assignment.

Training Driven.

2110 - Government drivers should:be properly inducted into their roles when they are newly employed.Training and retraining should also-be a regular feature in a driver's development.

Non- accident Bonus

2111 -The non-accident bonus policy should be more faithfully observed and stringent measures should be taken against any driver who negligently causes damage to Government vehicles.

Procedure general

PARTII-ACCIDENTS TO GOVERNMENT VEHICLES

2112-In addition to any action which may be required to be taken in accordance with the provisions of Section 23,of the Road Traffic Act,Cap.184,the procedure prescribed in this Chapter shall be observed when an accident occurs involving a State Government vehicles.(see footnote to this chapter for the provisions of section 23,Cap.4).

Driver: action by

2113-The driver, or the person in charge of the vehicle must immediately report the accident to his Head of Department or Division.At the scene of the accident he will furnish, only to a Police Officer,or to the owner of the property to which injury has been caused, details of:

a) his name and address;

b) the name and address of the owner of the vehicle;

c) the identification mark of his vehicle.

He will no way admit liability to any member of the public,or make the damaged property.

Head of Departmental or division action by

2114-The Head of Department or Division will report to the Director Department took place from the driver, the passengers and any witnesses whose names and addresses are known.

Inspection by Mechanical Engineer.

2115-The Director of Administration will request the Accounting Officer of the Ministry of Works and Housing to send an officer to inspect the damage to the Government vehicle or property (in this connection inspection of non-Government property should not be carried out except in circumstances as described in Finance Regulation 2118,since an unsolicited inspection might be held to amount to an admission of liability.

Note for Guidance of inspecting Officer.

2116-The representative of the Ministry of Works and Housing should be a person whose evidence in the event of a dispute would carry weight with the court. He should take his own notes at the time of inspection, from which he can refresh his memory if, some time later,he should be called upon to give evidence. He should take care to observe anything which may help to show how the accident occurred. In some cases, for example, the part of the vehicle which came into contact with the other vehicle or object will indicate the angle of impact. He should, whenever possible,test the efficiency of the steering and the brakes.

Claim against Government

2117 - If a claim for compensation for damage on injury arising out of an accident is received, the Director,Administration will give initially only a formal acknowledgement of the receipt of the claim.

Inspection following receipt of a claim against Government

2118 - On receipt of a claim under F.R 2117, and provided the consent of the owner of the vehicle or property or his representative,has been obtained, the Director,Administration will request the Ministry of Works and Housing to send a competent person to inspect the damage to a vehicle or property in respect of which the claim is made.The same points for guidance included in Financial Regulation 2116 should be borne in mind during this inspection.

Police action: information of.

2119-In those cases which are brought to the notice of the Nigeria Police, in accordance with Section 23 of the Road Traffic Act.Cap.184,the Director of Administration will obtain from the local Police authorities a Police Report, together with a statement as to whether any person is being prosecuted as a result of the accident.The Police authorities will also be requested to give the result of such prosecution where available.

Director of Administration

2120-The Director of Administration will forward in duplicate to his Direct or of Accounting Officer, a report on the circumstances of the accident.The Administra report,which must contain full details of how the accident occurred, tion.will include,inter alia, the following:

a) Details of any claim which has been received for damage or for injury arising from the accident.

b) The original of any such claim.

c) For the purposes of assessing the legal position, an opinion whether or not the Government driver was acting in the course of his employment,and if it is considered that he was not, then full particulars must be given. (As a general rule a driver on an authorized journey is presumed to be acting in the course of his employment, even if he makes an unauthorized detour, or drives at a speed or in a manner which his superior officer has forbidden).

d) Details of the damage to Government vehicles and property,including the cost of repairs, and details of any evidence tending to show how the accident occurred.

e) Details of the damage or injuy in respect of which any claim has been made.

f) Copies of any reports provided by the Police.

g) Copies of the statement of the driver.

h) A sketch plan of the scene of the accident if this is likely to assist in the assessment of the case.

i) An opinion on the degree of negligence of each of the parties involved.

Board of Enquiry: appointment of.

2121 The Accounting Officer must decide whether the Board of circumstances of the accident disclosed by the report of the Head of Enquiry:Unit or Division warrant the convening a Board of Enquiry,and,if of.appointme they do,he will apply for such a Board under the provisions of Chapter 35 of Financial Regulations on the subject of Board of Enquiry on losses of Government Stores.

Accounting Office authorized to deal with

2122- The Accounting Officer may dispose of an accident report,and Ansounting order the repair of the government vehicles when:

a)A civll claim against Govemment has not been received, or is not likely to be received.

b) The Accounting Officer is of the opinion that Govemment should not initiate a civil claim against any person.

c) The disciplinary action against any officer involved is within the decretion of the Accounting officer

d)Sufficient funds are available to meet the cost of repair to the Government property.

Accounting Officer to report to Ministry of Finance.

2123-The Accounting Officer will submit a report to the Ministry of Finance on the circumstances of those accident where

a) a civil claim against Government has been received, or is likely to be received,or

b) where in the opinion of the Accounting Officer,Govemment should institut a claim against any person.

c) where there are allegations of negligence causing the accident which may involve disciplinary action against officer over whom powers of discipline have not been delegated.

Report of Accounting Officer: form of

2124-The report to be submitted under Financial Regulation 2123 Report of must contain,inter alia, details of:

a) The opinion of the Accounting Officer as to the degree of negligence of each of the parties involved in the accident.

b) The disciplinary action including suspension, surcharge and loss of non-accident bonus shall be taken against any officer found guilty of negligence.

c) Details of instances of any unauthorized use of Government vehicles which may have been disclosed as a result of the accident,together with recommendation to prevent a recurrence.Attached to the report must be:

i) A copy of the report with attachments from the Head of Unit or Division,as required by Financial Regulation 2123.

ii) The report of the Board of Enquiry,where applicable.

Disciplinary action must not be taken before conclusion of criminal prosecution

2125-If a criminal prosecution is pending against a Government the departmental disciplinary action should not be taken until the result of the criminal prosecution is known.

Abia State Ministry of finance action by

2126-On receipt of the report from the Accounting Officer,the Ministry of Finance will be responsible for all subsequent action on civil claims, and will refer the papers to the Law Officers for advice as to whether Government should institute a claim against any person or action by admit any claim which may be made against Government in respect to the damage or injury caused by the accident.

Action by staff committee

2127 -For purposes of disciplinary action,all relevant papers in respect of a charge of negligence against an officer shall be forwarded to the appropriate staff Committees of the Ministry for consideration staff or to the Abia State Civil Service Commission as appropriate.

Write-off of the vehicle

2128 - If, as a result of the accident,the Government vehicle is considered to be beyond economic repair, the Accounting Officer will,apply for a Board of Survey on the vehicle under the provisions or Chapter 35 of Financial Regulations on the subject of Boards of Survey on Stores. Copies of the Accident Report will be made available to the Board.

Quarterly Returns

2129- Accounting Officers will forward at quarterly intervals to the Ministry of Finance with a copy to the Auditor-General and Accountant-General, a return of all accidents to Government motor vehicles under their charge, to show:

a) Date of accident.

b) Details of vehicle involved.

c) Estimate of the cost of repairs to the Government vehicle or property.

d) Brief details of accident dealt with under Financial Regulations 2122, and details of disciplinary action taken.

e) Brief details of accidents dealt with under Financial Regulation 2123, and cross-references to the reports submitted under Financial Regulation 2124.

2130-The circumstances in which a Government Officer is eligible Transp for transport at Government expense,and the scales for such transport, Freight are prescribed in the Public Service Rules. Ministries/Extra- Passage Ministerial Departments shall arrange cash payment for all authorized scale d journeys.

FOOT NOTE

The provisions of section 23. Road Traffic Act. Cap. 184,are reproduced as follows:

-Where in any accident due to the use of any motor vehicle or trailer m a highway, any injury is caused to any person, property or livestock in the charge of any person , the driver of the motor vehicle shall:

a) immediately stop the vehicle;

b)furnish his name and address,the name and address of the other particulars relating thereto if requested to do so by any property or of the livestock to which the injury has been caused,or by any Public Officer;

c) in the case where the person to whom injury has been caused so requests,or if he is unconscious, or if the injury caused to that person appears to endanger life, take all reasonable practicable step to attend to the injured person,to procure him medical attention and to procure, where necessary, his removal to hospital and thereafter report the accident forthwith to the nearest Police Station.

d) in every case not referred to in paragraph (c) report the accident as soon as possible and in any case within 24 hours of the occurrence of the accident to the nearest Police Station".