UNIVERSITY OF ZULULAND AND PROCEDURE …

1 fleet management and Transport Policy Page 1 of 23 UNIVERSITY OF ZULULAND POLICY AND PROCEDURE MANUAL fleet management AND TRANSPORT POLICY POLICY NUMBER POLICY OWNER EXECUTIVE DIRECTOR: FINANCE OVERSEEING COMMITTEE(S) EXECUTIVE management APPROVAL DATE REVISION DATE POLICY STATEMENT This policy provides guidelines and direction to the UNIVERSITY regarding the rules and procedures that govern vehicle fleet . FIN P522 October 201622 October 2021 fleet management and Transport Policy Page 2 of 23 REVISION HISTORY CURRENT APPROVAL CYCLE POLICY NUMBER: SENATE NUMBER(S): DATE OF APPROVAL BY APPROPRIATE FIRST COMMITTEE: DATE OF SENATE APPROVAL: DATE OF COUNCIL APPROVAL: EFFECTIVE DATE FOR IMPLEMENTATION: NEXT REVISION DATE: APPROVAL HISTORY DATE OF FIRST APPROVAL: POLICY NUMBER SENATE NUMBER(S SENATE / MANCO REVISION DATE COUNCIL APPROVAL DATE RELATED POLICIES POLICY NUMBER NAME OF POLICY 22 October 201622 October 201622 October 201623 June 201623 June 2016 FIN P5S699/16 fleet management and Transport Policy Page 3 of 23 TABLE OF CONTENTS Section A- Policy 1 PREAMBLE.)

2 5 2 PURPOSE .. 5 3 SCOPE OF THIS APPLICATION .. 5 4 APPLICABLE LEGISLATIONS AND REGULATIONS .. 5 5 DEFINITIONS .. 5 6 OBJECTIVES .. 6 7 AUTHORITY AND RESPONSIBILITY .. 6 8 DELEGATION OF fleet management POWERS AND DUTIES .. 7 9 fleet management UNIT .. 7 10 USE OF VEHICLES .. 7 11 POOL 8 12 AUTHORISED DRIVERS .. 8 13 INSURANCE .. 8 14 fleet management AND TRANSPORT IMPLEMENTATIONAUTHORITY AND RESPONSIBILITY .. 8 15 ACQUISITION AND DISPOSAL OF VEHICLES .. 8 fleet management and Transport Policy Page 4 of 23 Section B- Procedures 16 PURPOSE OF fleet management AND TRANSPORT PROCEDURE MANUAL .. 10 17 ALLOCATION OF VEHICLES .. 10 18 PERMANENT ALLOCATION .. 10 19 DRIVER.

3 11 20 PASSENGERS .. 11 21 AUTHORITY TO USE A VEHICLE .. 11 22 VEHICLE BOOKING AND ISSUING PROCESS .. 12 23 LOG BOOKS, PETROL CARDS, VEHICLE KEYS, AND VEHICLE CONDITION / EQUIPMENT .. 14 24 management SYSTEMS .. 15 25 RENTAL VEHICLES .. 15 26 VEHICLE BREAKDOWN .. 15 27 VEHICLE ACCIDENTS .. 15 28 INTERNAL ACCIDENT REPORTING .. 17 29 DUTIES OF THE TRANSPORT OFFICER / 17 30 FRAMEWORK FOR REMEDIAL ACTIONS .. 18 31 EXCESS MOTOR fleet INSURANCE POLICY .. 19 32 DISPOSAL OF fleet ASSETS BY THE UNIVERSITY .. 19 33 TRAFFIC OFFENCES .. 19 34 HIRING OF BUSES FOR FIELD TRIPS .. 19 35 TAXATION .. 20 36 REVIEW OF POLICY .. 20 ANNEXURE A .. 21 ANNEXURE B .. 23 fleet management and Transport Policy Page 5 of 23 SECTION A: POLICY 1 PREAMBLE UNIVERSITY of ZULULAND is a public higher education institution governed in terms of the Higher Education Act 101 of 1997 as amended.

4 It relies primarily on State subsidy, student fees and grants to execute its mandate. It is not one of the public entities listed in schedule 3 of the Public Finance management Act (PFMA) and is therefore not obliged to comply with the Public Finance management Act (PFMA). UNIVERSITY of ZULULAND has adopted the principles of fleet management in the interest of good governance, transparency, efficiency and cost effectiveness. 2 PURPOSE The purpose of the fleet management Policy is to ensure that all of UNIZULU s transport resources are used in the most cost-effective manner whilst: a)providing official fleet transport vehicles that facilitates the operations of theUniversity and the execution of the official duties of staff; andb)providing students and staff with fleet transport that enables them to participate inacademic activities; cultural activities and sporting SCOPE OF THIS APPLICATION This policy applies to all drivers of vehicles, who are required to use pool and hired vehicles when conducting their official duties.

5 4 APPLICABLE LEGISLATIONS AND REGULATIONS This policy is based on the requirements contained and provided for in the following legislations and regulations: The Constitution of the Republic of South Africa, Act 108 of 1996. Income Tax Act No. 58 of 1962, as amended5 DEFINITIONS Policy fleet management and Transport Policy Transport Services: A department under fleet management that and which has various responsibilities as determined by the fleet management and Transport Policy fleet management and Transport Policy Page 6 of 23 . 6 OBJECTIVES The UNIVERSITY s policy is to ensure that all its transport resources are used in the most cost-effective manner, in order to protect the organisation s assets and minimize negative financial implications; whilst allowing the UNIVERSITY to strive for excellence in teaching and research.

6 7 AUTHORITY AND RESPONSIBILITY Approval and adoption of this Policy is the responsibility of the UNIVERSITY Council. The Policy shall be reviewed at least every two years. Amendments to this Policy will have no effect unless it is approved by the Council of the UNIVERSITY . The fleet management policy and operational fleet management is the responsibility of the Director Facilities management and administered by the Transport Services Department. Heads of Departments of the UNIVERSITY are accountable for the vehicles that are allocated to officials within their respective Departments. Only Heads of Departments (HOD) can approve authorisation for the usage of vehicles, except where the HOD has delegated such a power to the senior official within his/her Department.

7 Such an official referred to in must be from the level of a Manager or higher. HOD s are responsible for the management of fleet assets that have been allocated to their respective Departments. HOD s are required to budget in their operational budget for the usage of vehicles by the employees within their Departments. HOD s are responsible for the disciplinary action arising from the misuse of UNIVERSITY vehicles by the drivers within their Department. Responsibilities of authorised approvers and drivers: - Authorised approvers have primary responsibility for ensuring compliance with this policy. fleet management and Transport Policy Page 7 of 23 An approver may not authorise his/her own travel expenditure.

8 All drivers must adhere to the official rules and procedures. Vehicles may only be used for official business and may not be used for private purposes 8 DELEGATION OF fleet management POWERS AND DUTIES The Council of the UNIVERSITY delegated powers and duties to the Vice-Chancellor with a view to enabling him/her to: discharge fleet management responsibilities; maximise administrative and operational efficiency in the implementation of the fleet management policy; and enforce reasonable, cost effective measures for the prevention of fraud, corruption, favouritism and unfair and irregular practises. 9 fleet management UNIT The UNIVERSITY must establish a fleet management unit to execute the functions associated with transport fleet .

9 The fleet management unit will operate under the supervision of an official of the UNIVERSITY designated by the Vice-Chancellor. The training of fleet management officials will be conducted in accordance with applicable regulations. 10 USE OF VEHICLES The UNIVERSITY s vehicles / moving equipment should be utilized in a responsible manner, which will ensure valuable and long-term use. fleet management have the right to withdraw any vehicle(s) if following an investigation they have found that the vehicle(s) has / have been abused or misused. fleet management and Transport Policy Page 8 of 23 Vehicles can only be used for the purpose of the business of the UNIVERSITY .

10 UNIVERSITY vehicles may not be used for private use, and are not insured for incidents occurring whilst the vehicle is out on private business. Staff members may not take vehicles home overnight (whether departmental or hired).- except under conditions specified in section of this policy document. 11 POOL VEHICLES Pool vehicles are defined as vehicles available to UNIVERSITY employees at different times and may be used by persons with the authorized transport request involved in an activity in line with the objectives of the responsible department. Vehicles cannot be used for party political purposes under any circumstances, or to take part in industrial action or union activities.