Professional Documents
Culture Documents
These Rules may be called the Rules for the Use of Staff Cars, 2001.
2. Definition
(f) ‘Pool Car’ means a staff car and other vehicles of various categories
maintained by the Cabinet Division in its Central Pool of Cars for
specific duties.
(j) ‘Staff car’ means a motor vehicle of any type maintained by the
Government.
(l) ‘Fuel’ means petroleum products of any kind used to run the vehicle,
including CNG and LPG.
(o) ‘General duty vehicle’ means a vehicle authorized for the performance
of administrative duties like visit to bank, Government offices, market
places, vehicle repair/maintenance workshop etc, to support a
Division/Ministry or department.
(a) A staff car shall be provided to each Minister, Minister of State, Adviser
and any other dignitary or office holder notified for such facility for
which the Ministry concerned is responsible to provide a car or vehicle
as per entitlement, given at Rule 5.
(b) Each dignitary or entitled officer using staff car under sub-rule (a) shall
be authorized to use only one staff car despite holding more than one
portfolio.
(c) The Division concerned (or one of the Divisions in the portfolio) shall
be responsible for the provision of a staff car of entitlement to the
Minister, Minister of State, Adviser, Parliamentary Secretary,
Secretaries and Additional Secretaries at Islamabad/Rawalpindi and
other stations.
(d) The Cabinet Division shall arrange for the upkeep and maintenance of
a staff car which becomes surplus to the requirements of a Minister,
Minister of State, Adviser or any other dignitary or entitled office
holder. As soon as such dignitary relinquishes his office, and his
successor has already been provided with a staff car under sub-rule(b),
the Division concerned shall immediately place the surplus car,
together with the driver if so required, at the disposal of the Cabinet
Division. This will involve no financial adjustment for the cost of the
car and the pay and allowances of the driver will continue to be paid by
his parent Division from which he is repatriated.
4. Administrative arrangements
(a) Each Division having a staff car, shall detail an officer to be called
‘Officer in-charge (Transport)’who shall be responsible for the proper
utilization and upkeep of the cars and maintenance of the record of
the staff cars and other transport fleet.
(b) Each staff car shall immediately after its purchase be registered by the
designation of the Officer in-charge (Transport) of the Division for
which it has been purchased, shall be insured within one month, and
token tax be paid regularly.
(ii) Staff cars shall be driven by the authorized official drivers who
will always be in the livery officially issued to them. However,
entitled officers possessing a driving license may drive the staff
cars allotted to them in the absence of authorized staff car
drivers. No other officials can be utilized as drivers except a
genuine license holder (in exceptional cases).
(d) Each staff car shall have a green plate displaying its registration
number in white capital letters on its front and rear sides.
Employment of the staff car on official duty will be governed by the following
rules:
(a) The staff car may be provided for the use of State guests,
members of foreign delegations and other dignitaries visiting
Pakistan.
(b) If staff cars are available, these may also be provided to officers in BS-
20 and above in the Federal and Provincial Governments on request
provided the official tour is outside their normal jurisdiction.
(c) Except as otherwise provided in these Rules, a staff car 800cc only
shall be used by the gazetted officer in BS-17 and above for official
business subject to availability.
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(d) An officer may use the staff car for journey from his office to his
residence if this is performed after working in the office for not less
than 3 hours beyond the normal office hours.
(e) An officer of BS-19 and above may use the staff car for attending
official functions in his official capacity whether during or outside office
hours.
6. Three officers of BS-19/20 and equivalent who live in Rawalpindi and work at
Islamabad and vice versa may use the staff car for going to office and back,
provided they surrender their car maintenance allowance.
8. The use of the staff car may be permitted to cashiers for journey from the
office to the bank or treasury and back whenever they are required to handle
Government money exceeding ten thousand rupees and such use of the staff car
shall be treated as on official business.
9. The use of the staff car shall not be allowed to an officer who is in receipt of
conveyance allowance under Supplementary Rules 25.
10. An officer requiring a staff car for official duty shall fill Part I of the Requisition
Slip at Annex-A and send it to the Officer in-charge (Transport) who will, subject to
availability of a car, detail a driver for the specific duty vide Part-II of Annex-A. The
entries in Part III of Annex-A will be filled in by the requisitioning officer, before he
leaves the car alongwith the time of departure/arrival and affix his signatures. Part
IV is to be filled in by the driver.
11. Three officers of BS-19/20 may utilize one 800 cc car/van for official duty.
Entitled officers
12. Officers of BS 21 and BS 22, who forego the car maintenance allowance,
shall be permitted to use the staff car for official and private purposes subject to the
following conditions:-
(a) Only one staff car as per entitlement shall be used both for official and
private use. The responsibility to provide a car to the entitled officers
rests with the Division concerned.
(b) The staff car can be used during leave on full pay by the entitled
officer for four months only. On medical grounds, it may be provided
as and when required but not exceeding four months.
(c) At the start of LPR or on retirement, the entitled officer may retain the
car for a period not exceeding one month.
(d) The staff car shall not be provided to officer under suspension or
under arrest.
(e) Private use of staff cars beyond municipal limits is permitted to entitled
officers within the prescribed petrol limit.
(f) Where the staff car is driven by an entitled officer, the laid down
instructions will be observed strictly.
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(g) An entitled officer who has been made an OSD will be allowed to
retain the vehicle upto three months where last posted.
(h) In case of the transfer of the entitled officer from one Division to
another, the car will be surrendered immediately.
(i) The entitled officers may utilize the staff car, if required for official
purpose, beyond municipal limits.
Entitlement of cars
General Authorization
15. The officers of the Army, Air Force and Navy, when serving in civilian posts,
shall have the same entitlement as allowed to civilian officers of equivalent rank.
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Petrol limit for entitled officers
17. The Principal Accounting Officer of the Ministry/Division may allow the
officers to use the staff car for private purpose in exceptional circumstances on
payment at the following rates plus the overtime allowance payable to the staff
car driver:-
18. For any journey made in contravention of Rules, the officer using the staff car
shall be charged at the rate of private use and also the late duty allowance, if any,
paid to the staff car driver.
19. Irrespective of rank or status, all Government officers will be entitled to use
only one car/jeep for official duties even while holding additional charge of a post
having the facility of an official vehicle.
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20. The details (specific places to which a journey is performed) and purpose
(whether official or otherwise) of each journey shall be stated in the movement
register maintained for the purpose.
21. (a) The staff cars in the exclusive use of a Minister or any
officer referred to in Rules 15(a) (b) and (c) and the entitled officer
under these Rules shall be exempted from the provision of Rule 26.
Journeys made by them shall be recorded as “running duty” by the
Private Secretary duly signed and stamped but the petrol consumed
and mileage covered shall be entered in the log book and the average
worked out on a monthly basis.
(b) For cars detailed on official duty beyond municipal limits, details of
point to point duties shall be recorded and no vehicle will move without
the written approval of the Principal Accounting Officer/Secretary of
the Ministry/Division concerned.
22. Officers in BS 17 to BS 20 may be provided the pick and drop facility through
coaster vans in lieu of conveyance allowance. The officers drawing car
maintenance allowance will not be entitled to this facility.
23. When a staff car belonging to one Division is borrowed by another Division,
the Officer in-charge (Transport) in the borrowing Division shall be responsible for
proper utilization of the staff car and for the due compliance of these Rules in the
same manner as if the car belong to his own Division and shall, while returning the
staff car to the lending Division, give the following certificate:-
“Certified that the staff car was actually used for the purpose indicated in
column 5 of the movement register and that it was not used in contravention
of the Rules for the Use of Staff Cars, 2001”.
24. The borrowed car/vehicle cannot be retained for more than one month. For
retention for more than one month, the approval of the Cabinet Secretary shall be
obtained, failing which the vehicle may be recovered through the law enforcing
agencies and the officer using the car shall be held responsible and recoveries
made under Rule 22 of the Rules for the use of Staff Cars, 2001.
27. Staff car drivers shall, for duty performed beyond office hours, be entitled to
an overtime allowance at such rates as may be allowed by the Government from
time to time.
28. The staff car shall be used for duty within the municipal and cantonment
areas of the city where they are maintained and shall not be used for long distance
tour save in exceptional circumstances and in the case of journeys made by the
State guests or the members of Foreign delegations visiting Pakistan provided that:-
(a) A Minister, Minister of State, Adviser and any other dignitary or office
holder with ministrial rank/status may use the staff car beyond the
municipal limits.
(c) The private use of vehicles within municipal limit for Government
officials may be permitted only on payment with the approval of the
Head of the Division/Organization.
(d) The use of the staff car for journey to Swat, Kalam, Kaghan, NA & AJK
and extremely dangerous hilly areas where there is a narrow single
road be avoided.
Note I
In the case of Karachi, the term municipal and cantonment areas shall mean
the areas which comprised the “Federal Capital Area” before 1st July, 1961;
and in case of Rawalpindi , the term municipal and cantonment areas shall
include the Federal Capital Territory.
Note II
An officer using the staff car for a journey upto and from the point of
embarkation or disembarkation shall not claim mileage allowance in his
travelling allowance bill.
Maintenance of record
29. The following registers shall be maintained for each staff car, namely:-
Movement register
(b) A bound register in the form as set out in Annex-C shall be maintained
as the vehicle log book by the Officer in-charge (Transport) of the staff
car which shall form a permanent historical record of the staff car,
including a brief description of all repeairs, accidents etc, during its life
which shall be entered therein. Both documents as in Rules 28(a) and
28(b) are auditable documents and shall not be destroyed.
PART I
Specifications
Details should be copied out from the registration book of the vehicle.
PART II
Transfers
PART III
Summary of repairs
PART IV
Petrol and average account of kilometres per litre on the last day of each
month shall be worked out and maintained under Part IV.
PART V
Record of tyres and tubes and other consumable stores (apart from petrol)
connected with the car, e.g. dusters, chamois leather, etc. shall be entered in
this part.
PART VI
30. The movement register shall be personally signed by the officer using the
staff car except that where the Private Secretary attached to the officer is in BS-16
or above, he may sign the movement register on behalf of the officer, show it to him
on a weekly basis and get his initials as countersignatures.
32. (a) The Officer in-charge (Transport) shall ensure that the staff car in
his charge is not misused or neglected by the driver and that the petrol
of the staff car is not wasted. He shall check the movement register at
least once a week to see that all the journeys made were properly
authorized and that avoidable journeys were not made by the staff car.
The Officer in-charge shall also record a certificate of checking in the
movement register in the following form under his full signature:-
1.
2.
Signature
Designation of the Officer
Date
33. The Officer-incharge shall cause to be prepared a bill on the last working day
of each month in respect of the private use of the staff cars made during the month
and shall pass on the bill to the cashier of the Division for the recovery of charges
from the officers who used the staff car for private purposes. The bill shall include
the entire mileage covered for private purposes and the DS (Admin) of the
respective Ministry/Division shall record a certificate after the final entry for each
month in the movement register that the register has been examined and that
necessary bills have been prepared and sent to the cashier for recovery of charges.
(a) All recoveries of charges for the private use of the staff car shall be
made at the end of each month through the salary bills of the officers
under intimation to the officers concerned. Recoveries on account of
the private use of staff car shall not be delayed beyond one month and
the Section Officer/Superintendent/the Assistant Incharge of the
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Branch dealing with the staff cars shall be responsible for
scrutinizing the movement register at the close of each month and
making recoveries, if any, remaining outstanding from officers for more
than a month.
(b) Where reasonable indication of the nature of the journey made by the
staff car is not available or where an officer has not signed the register
or not supplied the particulars, it shall be assumed that the journey
was made on private account and shall be charged accordingly as per
rule for the private use of vehicle.
Audit
34. (a) It shall be the responsibility of the auditing staff to ensure strict
observance of these Rules and to treat all expenditure made in
contravention of these Rules as unauthorized.
(b) The auditing staff shall ensure that the use of the staff car, after it
becomes surplus under Rule 3(d), is treated as unauthorized and
charges from the individual using such staff car are recovered in
accordance with rules 22.
(c) The Cabinet Division, in consultation with the Finance Division, may
detail special audit teams comprising officers drawn from other
Divisions for special audit of certain Divisions with sizeable fleets of
staff cars.
35. (a) In view of the provision of staff cars in each Division, strict
control shall be exercised over the hiring of taxis for official business
and the Joint Secretary (Admin)/Senior Joint Secretary shall be named
in each Division for the purpose of granting permission, where
necessary, to hire a taxi.
(b) Six monththy reports showing expenditure on the hiring of taxis during
the fiscal year shall be sent by the Officer in-charge (Transport) of each
Division, on 30th June and 31st December, to the Ministry of Finance and
a coy thereof shall be endorsed to the Cabinet Division and the AGPR
(Audit).
36. (a) The driver of each staff car shall observe the following
instructions, namely:-
(vi) Repairs.
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(vii) Avoidable damage to the staff car.
(xii) He shall ensure that the staff car/vehicle is not loaded beyond
its prescribed capacity.
(xiv) He shall open the doors of the car/vehicle and remain available
in the car during the absence of the officer concerned.
(xvii) He shall not leave the staff car unattended, especially at public
places, or park it in a manner which violates the traffic rules in
force.
(xviii)He shall always have available complete kit and the spare wheel
of the vehicle.
(xix) He shall get himself medically checked for general fitness, eye
sight and night and colour blindness once every six months.
(c) Any contravention of the provisions of sub-rules (a) and (b) above shall
be considered as an offence and disciplinary action shall be taken
against the staff car driver.
(d) If the vehicle is stolen while in the custody of the driver, he shall be
responsible for its theft. The vehicle after duty shall be parked in the
garage with a proper shelter/cover duly guarded by the Police or at
the safest place in the office or the nearest place or office where
proper security is available.
(e) Drivers shall be looked after during duty and given short breaks for
prayers and meals.
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37. The following schedule of checking and servicing of staff cars shall be
observed for their proper upkeep and maintenance, namely:-
The driver of the staff car shall carry out the following tasks daily:-
(ii) Checking the engine oil and petrol for ensuring that there is no
leakage from any part.
The driver of a staff car shall carry out the following tasks once a
week :-
(i) Cleaning the entire vehicle (from inside and outside), including
wheels, by washing.
(ii) Removing the battery for cleaning the corrosion from the
terminals and their coating with petroleum jelly, checking the
vent-plug, vent-holes and body and replenishing the distilled
water in the battery, if required.
The Officer in-charge (Transport) of the staff car shall see that
repairs/servicing/oil change/tuning of the staff cars is always done at a
garage especially recommended by the manufacturer for the purpose.
However, if such arrangements are not available, staff cars may be
sent to approved automobile workshops for repairs and maintenace.
Each Division or organization shall maintain a pre-approved list of such
garages or workshops. If an authorized agent provides unsatisfactory
service or the charges are exorbitant, work may be done at another
garage with the specific permission of the Head of the Division or
organization.
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38. Any fault in a vehicle discovered by the driver while on duty or performing
the tasks under Rules 37 (a) and (b), shall be reported immediately to the Officer
in-charge (Transport). The vehicle shall not be driven until the fault is removed.
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39. The Officer in-charge(Transport) shall be responsible to see that the staff car
driver is given sufficient time to carry out the weekly maintenance and shall himself
carry out weekly inspection to ensure that the tasks to be performed by the driver
under Rule 35 have actually been carried out and the vehicle is fit for duty in all
respects. The results of his inspection shall be recorded in a bound register in the
following proforma.
(b) If a vehicle is required to be replaced before reaching the life fixed, the
special procedure given under Rule 43 will be followed.
(c) Big cars which meet a serious accident can be proposed for
condemnation at any time as per procedure in Rule 43.
42. After completion of the laid down mileage and life, replacement of
staff cars for entitled officers will be made at the discretion of the
Secretary/Additional Secretary Incharge of the Division concerned by following
procedural requirements. No staff car shall be replaced save in the manner as
provided below:-
(ii) The vehicle shall be got inspected in one of the nearest EME
Workshop.
(d) The Committee shall meet in the Division, on an appointed date and
time to be given by the Secretary (NCSB), Cabinet Division to examine
the staff car proposed to be replaced and shall make its
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recommendation, in writing, to the Secretary of the Ministry/Division
concerned.
(e) The vehicle to be condemned must be available on the spot along with
complete record as well as the Officer in-charge(Transport).
The vehicle to be condemned must have completed the minimum life and
mileage prescribed in Rule 42, except cars and vehicles which have
had accidents. Completion of the laid down running and life does not
essentially render a vehicle condemnable. The current state of the
vehicle should guide its disposal. The condemnation Committee may
recommend replacement of certain assemblies/specific repair and
maintenance of a vehicle to make it economically useful for an
extended period.
The condemned vehicle shall not be used further and shall be garaged
immediately on condemnation.
44. In the case of a vehicle required to be replaced under Rule 40 (c) and (d), the matter shall be
referred to the Cabinet Division together with the necessary justification. The accident inquiry report shall
be brought on record. After agreement of the Cabinet Division, the case shall be referred to the authorized
workshop of the Cabinet Division for their technical opinion. Finally, the car Replacement Committee of
the Cabinet Division will give its recommendations and also bring out any adverse reflections to the
notice of the concerned Secretary, where necessary. The condemnation and final disposal of such
vehicles will be govenered in the light of procedure explained at Rule 41.
45. No Division shall purchase a staff car unless it has obtained a no objection
certificate from the Cabinet Division. In the case of replacement of an existing staff
car, it shall first be verified from the Cabinet Division that no surplus car is
available.
46. Wherever a new staff car is purchased by a Division, its registration number,
along with the token tax receipt, shall be communicated to the AGPR Accounts
Officer/Audit Office concerned, who will admit expenditure on such staff car under
intimation to the Cabinet Division.
47. After repairs the old parts will be deposited in the store including tyres and
tubes which may be disposed of through the normal procedure in practice.
51. The Cabinet Division shall maintain a pool of cars to provide transport
facilities primarily to visiting Heads of State, Ministers, other high ranking delegates
from foreign countries and senior state functionaries of the Government of Pakistan
on visit to the Federal Capital. The allocation of vehicles shall be subject to the
following rules:-
b. The Cabinet Division will provide POL to the staff car detailed for
protocol duties with various Division/ Ministries upto a period of 7 days
only. Requisition by the same Division/Ministry within 15 days of the
previous requisition for the same visiting delegation will be considered
to be an extension of the same requisition.
c. Protocol cars shall not be used for journeys to hilly areas i.e.
Muzafarabad, Swat, Mansehra, Gilgit, Kaghan etc. However, the
Division/Ministry can use protocol cars for journeys to Murree for
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foreign delegations after seeking special permission from the
Cabinet Division.
g. The protocol cars will not be used for private purposes on payment.
h. Use of protocol cars between cities connected through air service shall
be discouraged.
53. The Cental Pool of Cars of the Cabinet Division shall maintain following
minimum strength of vehicles.
a. Above 2000cc 15
b. 1300cc to 2000cc 20
c. 16-20 seater Coasters 2
d. Mini Truck 1
54. Except as otherwise provided in these Rules, Pool cars shall be made
available for specific duties only and shall not be provided for an indefinite period in
lieu of a staff car of a Division which is sent for repairs, etc. After performance of
specific duties, the staff car shall be returned to the Central Pool of Cars.
55. (a) When the staff car of a Division is to be sent for repairs which
may keep it off the road for more than two weeks and a Pool car is
required, the Cabinet Division shall be informed and confirmation
regarding the availability of the Pool car shall be obtained before a
formal requisition is made.
ii) Date and time for which the staff car is required, and
(d) All demands for Pool cars shall be registered chronologically in the
Cabinet Division in the form given in Annex-G. Priority in the
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allotment of Pool cars shall normally be assigned in the order of
registration.
Normal requests
56. Requisition for the vehicles from Central Pool of Cars shall be submitted one
week in advance to Cabinet Division. The requisition must contain the detail of
members of the visiting delegation, their status along with detailed tour programme
during their stay at Islamabad.
Emergency demand
57. In case of an emergency demand for a Pool car for any specific duty, request
by phone or in writing may be made to the Secretary (NCSB)/Joint Secretary
Incharge of the Central Pool of Cars in the Cabinet Division, who shall try to meet
the same, subject to verification of the stated emergency and availability of a car.
This should, however, not be made a permanent practice.
58. All demands for the provision of staff cars from the Central Pool shall be
attended to subject to the availability of staff cars, and non-provision of a staff car
shall not entitle an officer to claim taxi charges from the Government.
59. The procedure laid down for the replacement of staff cars of a Division shall
be followed in the Cabinet Division in the case of Pool cars also.
60. To condemn vehicles of the Central Pool of Cars, the following Committee will
meet in the Cabinet Division with the prior approval of the Cabinet Secretary:-
******
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PART- V
1. Vehicle No.
2. Date of purchase of vehicle
3. Tyres replaced, date wise
i) Year
ii) Number of tyres repalced
iii) Voucher number with date
iv) Mileage at the time of replacement of tyre
v) Detail of punctures
vi) Other items replaced
PART- VI
1.
2.
3.
4.
5.
6.
7.
Government of Pakistan
Cabinet Division
CS Section
(Munawar Hussain)
Section Officer (CS)
Dated:16-5-2001.
D.S. NCSB
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The Cabinet Division shall maintain a pool of cars to provide transport facilities primarily to
visiting Head of States, Ministers and other high ranking delegation from foreign countries and
senior state functionaries on visit to Federal Capital. The allocation of vehicles shall be subject to
following rules:-
a. Vehicles of Central Pool of Cars will be used within the municipal limits
of Islamabad/ Rawalpindi. Use of vehicles beyond the specified limits, if
required, will be permitted with approval of Campetent Authority.
b. The Cabinet Division will provide POL to the staff car detailed for
protocol duties with various Division/ Ministries for the period of 7 days
only. Requisition by the same Division/Ministry within 15 days of the
previous requisition for same visiting delegation will be considered to
be an extension of the same requisition.
c. Protocol car shall not be used for journey to hilly areas i.e.
Muzafarabad, Swat, Mansehra, Gilgit, Kaghan. However the
Division/Ministry can use protocol cars for journey to Murree for foreign
delegations after seeking special permission from the Cabinet Division.
a. Above 2000cc 15
b. 1300cc to 2000cc 20
c. 16-20 seater Coasters 2
d. Mini Truck 1