Procedure for the lease of pool vehicles, North-West University, Potchefstroom Campus

Transcription

1 Procedure for the lease of pool vehicles, North-West University, Potchefstroom Campus 1. Definition: Pool vehicles may be used by staff and students for official trips only. The vehicles resort under the Technical Services Department and all leasing is administrated by them. If pool vehicles are booked for official use, the application must be submitted on Oracle by means of a requisition. 2. Steps for the booking of vehicles for official purposes 2.1 Create interdepartmental requisition Below, you will find a step-by-step explanation of how to create a Service Billing (SB) in KUALI for the lease of a pool vehicle. This SB-number is required during the telephonic booking. HOW TO CREATE A SERVICE BILLING ON KUALI (How to create a requisition in the old Oracle system for Transport) Kuali website to do transactions: Click on HOME and sign on with staff number and password. On your MAIN MENU, go to the Service Billing link It is bottom left at the following main headings: Complete the following fields: - Administrative Transactions (in red) - Financial Processing (in black bold) - Then you get Service Billing Click here Document Overview: o Just complete Explanation section on the far right Accounting Line: o Person who creates must insert his information into expense line: *Chart, *Account, *Object, *Amount (you can put in any amount, Transport corrects the amount after vehicle use), *Line Description (the information that you insert into Line Description is the information that will appear in your Ledger) o ADD Notes and Attachments: o *Note Text MUST be completed. Type anything. o Only if you really want to attach something (a letter from Prof requesting that you reserve car or form that staff member completed for a car application. But not necessary for me.) 1

2 o ADD Ad Hoc Recipients: o At Person request you should change *Action Requested from APPROVE to COMPLETE in the droplist. It MUST say COMPLETE, otherwise I cannot change the amount. At *Person (under Person request ) you should type in staff number: (Only if you reserve a vehicle) o ADD SUBMIT AT THE BOTTOM OF PAGE WRITE DOC NO AT THE TOP RIGHT OF THE DOCUMENT THAT NUMBER TO ME OR CALL ME WITH THE NUMBER. It serves as requisition number as in Oracle system. To cancel an SB if the trip is not going to happen, do the following: * Do Doc. Search and find the SB. * At the bottom of the page you will find a Recall option. Click on that. * Give reason for cancellation and recall and cancel. 2.2 Telephone the vehicle park Please do not assume that the booking has been made because a SB has been created Phone the vehicle park at x2731 and make a TELEPHONIC booking where the SB number is also given The information that was filled in under Explanation on the SB will again be required Specify a car or combi Specify whether air-conditioning is required 2.3 Collection of keys and vehicle NO vehicle will be released without a requisition number Please comply strictly with the collection time as arranged by the secretary Please present your personnel/student card and driver s licence upon collection of the vehicle. No vehicle will be released without activation by your personnel/student card Collection times of vehicle keys are as follows: Monday to Thursday from 07:00 until 16:30 Friday from 07:00 until 15: Persons who neglect to collect keys during the stipulated times will have to use their own vehicles at the lower tariff No vehicle s collection time may be changed without prior knowledge or approval by the Transport Division If a vehicle has not been collected within one hour of the arranged time, or if the booking has not been changed telephonically, the booking will be considered cancelled If a vehicle is not cancelled, the minimum day tariff will still be charged If any problems are experienced with the vehicle park gate it must be reported to the Transport Division. If the problem is encountered after hours it should be reported to Protection Services. There is a radio on the wall of the vehicle park office, which can be used to contact Protection Services. 2.4 Use of vehicle Only persons with a valid SA/International driver s licence may drive the NWU-vehicles. - Passenger Vehicle: Driver s licence required, have to be 1year and older 2

3 - 8 & 10 Seated Combi s: Driver s licence required, have to be 2years and older with the prior experience of having driven this type of vehicle Only staff and students of the North-West University are allowed to drive the vehicle. No private persons (people who have no connection with the University) may drive the vehicles Vehicles must be secured at all times. All vehicles have either a gear lock, an alarm, or a satellite tracking system. If a radio, spare wheel, or anything else is stolen out of a vehicle while it was not secured, the replacement cost of the item will be debited against the department concerned. Any damage of vehicles due to negligence will be debited against the relevant department. Protection Services Department, transport officers and the Safety Coordinator will determine the cost of the bill Regarding the deliberate damage to or theft of a vehicle while it is not secured, refer to point 2.8 under Insurance All accidents or damage, however small, must be reported immediately to the head of the Transport Division ( ) SMOKING & ALCOHOL PROHIBITED IN VEHICLES No bicycles, dogs, or anything that might damage the vehicle may be transported Under no circumstances may the vehicle be used for private purposes The driver of the vehicle is responsible for checking the water and oil levels, as well as the tyre pressure during trips. Any costs incurred for these purposes can be claimed back from the Transport Division Any expenses incurred for fuel can be claimed back from he Transport Division. (Vehicles are supplied with a full fuel tank. If the vehicle was returned after hours by a previous driver and is collected before working hours on the subsequent day, the fuel tank will not be full.) All traffic fines must be paid by the driver responsible at the traffic department where the offence was committed. If the driver neglects to do this, his/her details will be given to the traffic department No hitchhikers Vehicles may not be taken outside the borders of the Republic without prior approval and a letter from the Transport Division Vehicles may be parked overnight at the driver s home in exceptional cases, and then under the following conditions: It must be arranged beforehand with the Transport Division Vehicle must be kept in a locked garage Alternatively, in a secured parking area when staying overnight in a hotel or guest house Also refer to point 2.7 under Insurance Parking areas that appear unsafe should be avoided during the day The Transport Division accepts no responsibility for loss of or damage to personal items that are left in the car 2.5 Return of vehicle Vehicle must be returned at the time as arranged by the secretary. A fine of R50,00 per hour will be imposed for late return of vehicle without prior arrangement or a valid excuse. Please keep promptly to the time of return. It is an embarrassment when a vehicle is not available for the next booking Vehicle keys must be placed in the yellow key-box by the gate after hours Ensure that the interior of the vehicle is clean upon return Ensure that the lights and radio are switched off upon return The route book must be completed in triplicate. Any problems experienced with the car must be noted. No route slips may be torn out. A fine of R50,00 will be imposed if the route book is not completed Regarding the refuelling of vehicles if the driver had to refuel, the slip must be brought to the Transport Division for approval. The money must be collected between 10:00 en 12:00 from the Finance Department. 3

4 2.6 Financial settlement As soon as the driver has completed the trip and the total kilometres and amount have been calculated, the trip is settled against the relevant requisition (as relayed at booking) 2.7 Use of private transport If a staff member makes use of own transport only half of the transport tariff is paid out. (See transport tariffs below.) Full tariff will only be approved if NO University transport is available. The vehicle park MUST also be informed so that a note can be made on the specific date upon which private transport was used. When the claim is submitted, it must be accompanied by a motivational letter approved by the head and the transport officer. 4

5 Transport tariffs for Potchefstroom and Vaal Triangle Campuses: Table A: Capacity Motors North West University 2017 Pool vehicle AA-Tariffs For cc to 1200cc with Aircon. ( I10, Chev spark; Honda Brio) R2.40 R cc to 1400cc with Aircon small hatch & sedan ( Getz, Polo, Yaris, Figo) R2.50 R cc to 1600cc with Aircon - Medium hatch & sedan ( Jazz, Ikon, Polo; Aveo; Etios) R2.80 R cc to 1800 with Aircon Large sedan (Corolla, Accent, Elantra, Tiida, Livina, Ballade) R3.00 R cc & bigger with Aircon - SUV, MPV 6seater vehicle (VW Caddy 6sitplek Nissan & Mobilio, Ford EcoSport) R3.50 R4.23 Panel van & Combi s Panel Van diesel (Toyota Qauntum) R4-50 R6-08 Combi s 8-10 seater Petrol & Diesel ( M-Vito, VW-T5, Hyundai, Qauntum) R5-50 R seater Toyota Qauntum R5-80 R6-86 LDV LDV bakkie ( 1ton) R3-60 R4-58 Trailers Trailer small Large R / day R / day 5

6 Day tariff Day tariff Motors Combi s R R The following kilometre tariffs will apply on all campuses for staff wanting to use their private vehicles for official trips: Table B: Tariffs Smaller than 1500cc 1500cc 1800cc 1801cc - bigger km km km Mafikeng Campus Since the Mafikeng Campus has no vehicle fleet, 100% of the tariffs indicated in Table B may be claimed. 2.8 Insurance Regarding the theft of or damage to a vehicle when not secured (2.4.4) the driver or department will be responsible for the excess payment for any damage. Excess payment for damage amounts to R7 500,00 for damage and R15 000,00 for theft If the vehicle is taken to the driver s house without permission and is damaged or stolen, the driver is fully responsible for the damage (2.4.14). TEGAMCS: C:\My Documents\Vervoer\Beleid Nuwe.doc 6