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CHAPTER XXI
Use of Staff Cars
2101.
Rule regulating the use of staff cars by the officers in the Railway Board’s
Office and on the Railway are laid down in the following paragraphs.
2102.
The following journeys shall be regarded as having been performed on duty:—
| (i) |
Journeys between an
officer's residence and the Railway station /aerodrome or between office
and Railway station /aerodrome when proceeding on or returning from a tour
whether at Headquarters or at out station. |
| (ii) |
In the case of railway
officers coming to Delhi on duty journeys between Railway Board's office
or others places which they are required to visit on duty and the place
where the officer stays; |
| (iii) |
Journeys to attend
ceremonies, receptions in an official capacity and official lunch given to
distinguished visitors. When courtesy invitations are received and
official etiquetue requires the acceptance of such invitations, the use of
staff car for such journeys may be authorized at the discretion of the
General Manager. |
| (iv) |
Journeys between an
officer's residence and office when performed for official purposes
outside normal office hours including Sundays and holidays. |
| (v) |
To
maintain a uniformity over all the railways- |
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(a) |
For the purposes of
booking a staff car on duty from officer's office to residence and vice
versa, a time gap of not less than one hour from opening and closing of
office should be specified |
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(No. E (G) 76
AL4-10 dt. 24-5.78). |
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(b) |
Journeys in official
cases (subject to availability) between office and residence may treated
as duty journeys in case of all officers in the senior administrative
grade in the field in the grade of pay Rs. 5900-6700 and above. The
level-II officers are also eligible far, this facility if they are be
treated as duty journeys in case of all Heads of Department in the field
and are also in the above mentioned scale (s) of pay. |
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However, the above is
only a permissible provision and this by itself should not give rise to
any fresh demands from Railway administrations for procurement of
additional staff cars. |
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(No. E(G)85
AL4-2 of 28-2-85, 13-5-85 and 25-4-86) |
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(c) |
Staff cars and other
government vehicles are a government property and therefore these should
not be garaged in officer’s residence except where the residence may be
located within the office complex as in certain construction office. |
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(No; E (G) 76
AL4-10 dt. 24-5-78) |
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(d) |
( i),( ii) and(
iii ) deleted |
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(Authority
Railway Board letter No. E(G)98 LE-I/1 dated 6-11-98) |
2103.
No charges are recoverable from an officer for using a staff car on duty
Journeys but an officer not using a staff car shall not be entitled to any taxi
hire if not otherwise eligible under the normal rules.
2104. The officers using
staff cars will not raw road mileage for such journeys and should invariably
record a certificate whenever charging mileage allowance in the travelling
allowance Bills whether or not staff car was used by them.
2105.
The use of staff cars is also permitted for non duty purposes subject to the
following conditions:-
(a) Duty journeys will have preference over non duty journeys;
(b) The use of staff cars will not be permissible for private pleasure trips and
for journeys to places of public amusement, entertainment etc.
(c) The charges for the use of staff car will be P*………..per K.M., the mileage
being calculated from the garage (or the point from which the car is obtained)
to the point at which it is released plus the distance from the latter point to
the garage or office, as the case may be. When more than one officer performs
the same journey in the staff car charge at the rate of*........:... Paise a K.M.
Will be recovered from each of the officers separately.
*To be determined by the administration in consultation with the Financial
Advisor and Chief Accounts Officer.
2106.
Charges at the rate of 1.75 per Km for small staff cars of not more than 18
horse-power by Royal Automobile Club rating and at a rate of Rs. 2.45 per Km for
big staff cars of more than 18 horse-power will be charged for the use of staff
cars on non-duty Journeys. Charges at this rate would be recoverable for
distance covered by a staff car from the time it leaves office/garage till it
returns to office/garage. In addition detention charge @ Rs. 2 per hour will be
leviable if the staff car is detailed for non-duty purposes.
2107.
While it is open to Railway Administrations to frame detailed rules keeping in
view the local conditions, it is imperative that staff cars should be placed
under the control of an officer not below the rank of Assistant Secretary who
will act as controlling officer in respect of the staff car. He will be
responsible for the proper use, care and maintenance of the staff car and will
regulate its journeys generally in accordance with these rules.
2108.
The Controlling Officer will maintain:-
(a) A log book showing the movements of the vehicle in respect of all journeys
(both on duty and otherwise) as also empty journeys from the garage to the
office at the commencement of the day or back to the garage at the end of the
day or when going to fetch an officer or returning after leaving an officer
etc.
(b) A register showing spare parts and other equipment of the vehicle should be
checked and countersigned by the controlling officer monthly. This monthly
certificate of the controlling officer after taking inventory of the equipment
should record either that there are no shortages or damages of equipment or that
recovery should not be made from any particular person for any shortages or
damage noticed.
(c) A register showing repairs, servicing, replacement of parts etc., together
with the dates on which such repairs, servicing or replacement are done.
Particulars of bills, if any, from an outside party received and transmitted to
the Account Officer should be recorded against each such item of repairs or
servicing as far as possible and also any other items of expenditure met from
imprest cash or receipts from non-duty journeys of the car.
Drawal of petrol or engine oil from the stock or a petrol station should be
covered by an authority issued by the controlling Officer and a monthly memo of
adjustment should be prepared and transmitted to the account officer concerned.
2109.
The controlling Officer will have the vehicle tested every six months regarding
fitness for journeys and place a report on record and also submit a half-yearly
report on the expenditure incurred on the car. The controlling officer when
vacating the post on transfer, leave etc., will also ensure that the vehicle is
handed over to his successor with complete equipment and have the fact mentioned
in the handing over report.
2110.
Officers may not drive the staff car.
2111.
In the event of an accident, a report by telephone should be immediately made to
the Controlling officer and an account of the accident sent later in writing.
2112.
(1) If the car is used before or after normal duty hours or on Sundays and
closed holidays for non- duty journeys, an extra charge at the rate of*……….per
hour or fraction of an hour should be levied.
*To be determined by the administration in consultation with the Financial
Advisor and Chief Accounts Officer.
(2) However, staff cars may not be used for private purposes. Only service
vehicles may be permitted for non-duty purposes in emergencies when no other
alternate mode of transport is available. Such a permission must be given in
writing by controlling officer of the vehicle.
(Riy. Bd's letter No. E(G)79AL4-13 dt. 26.10.70 & 8-1-80)
Use of Staff cars for non-duty purpose by senior Railway officials where the
overall reduced limit of consumption of petrol in areas where no suitable
alternative mode of transport is available may be permitted. Such permission
should be given personally in writing by the officer controlling the vehicle.
(3) In the light of difficulties being experienced by the Railway employees
posted in far off localities/ remote areas as well as the practice being
followed in defense service Establishments it has been decided that the use of
government service vehicles for transporting children of Railway employees to
school on payment may be allowed wherever there is genuine hardships on
transport or where there is service disruption of transportation arrangements
made by the school authorities themselves. Such use may be permitted ensuring
that the government work does not suffer on this account.
The facility should be sanctioned by the general Manager personally with the
concurrence of FA & CAO and power should not be delegated to any lower
authority.
The charges for the purpose may be settled by the General Managers in
consultation with FA & CAOs.
Buses/Vehicles for the exclusive needs of transportation of children to schools
may not be normally justified but the exceptional cases of stations where there
is total absence of any public transport system, General Manager may consider
such facilities under DF-Staff Welfare, when the facility is not exclusive to
any particular group, but to the generality of the railway population involved.
These powers may be exercised by General Managers personally but sparingly and
always with the concurrence of FA & CAO.
(No. E (G) 83 AL4-5 dt. 15-3-85)
2113.
The Controlling Officer will be personally responsible for the proper and prompt
recovery of charges and for their accountal to Government. |
