1.0 Short Title:
1.1 These Rules shall be known as SJVNL Company Vehicle Rules.

2.0 Scope and applicability:
2.1 These Rules shall cover all the offices including projects. These rules shall apply to Company owned as well as hired vehicles.

3.0 Definitions:
In these Rules, unless the context otherwise requires:

1. “Company” means Satluj Jal Vidyut Nigam Ltd.

2. “Company Vehicle” means vehicles owned by the company as well as hired vehicles.

3. “Attached Vehicle” means company vehicle attached to an executive under Para 4.0.

4. “Pool Vehicle” means vehicle kept in pool under Para 5.0

5.  “Incharge of Pool” means Executive notified under para 5.3.

6.  “Executive” means an employee in the Executive Grade including employees on deputation and Board level employees.

4.0 Attached Vehicles:
4.1 CMD, Functional Directors and Executive Directors are entitled for attached company vehicle. The Head of Project not below the rank of General Manager shall also be entitled for attached vehicle.

4.2 Monthly recovery in respect of attached vehicles shall be as under:

4.3.1 Executive, who has been provided with an attached vehicle, may use the attached vehicle for non-duty journey. The ceiling of non-duty journey shall be as under:

4.3.2 Executives, who have been provided attached vehicles, may use attached vehicle during leave period not exceeding two months. The journey will be treated as non-duty journey.

4.3.3 The Executive concerned can use the vehicle for more than 1000 Kms/750Kms in a month but at the end of the financial year the total Kms. will be worked out & if executive has travelled more than 12000 Kms/9000Kms as the case may be, the extra Kms will be charged at the rate indicated at 6.1.4 and any unused Kms will lapse at the end of the financial year.

4.3.4 In case of the company vehicle attached to an Executive, the journey between residence and office/place of employment would be treated as official and the entitlement will be guided by the headquarter of the Executive.

5.0 Pool Vehicles:
5.1 The number of vehicles required (including own & hired vehicles) for pool shall be decided by Corporate Office. The deployment shall be considered based on the functions, number of executives, location etc.

5.2 There shall be two types of pool vehicles.

• Vehicles available in the Common Pool.
• Vehicles provided to the Department/Division/Group on functional basis.

5.3 The Incharge of Pool shall be as under:

• There shall be an Incharge for the Common Pool to be notified by Director (Personnel)/Head of the Project, as the case may be.

• In each Department/division/Group where pool vehicles is/are provided, an Executive not below the rank of Dy. Manager shall be notified by director (Personnel)/Head of the Project as Incharge of Pool, as the case may be.

5.3.1 The pool vehicles shall be under the administrative control of incharge of pool.

5.4.1 The pool vehicles are primarily meant for catering the need of urgent office works, local purchases, site inspections, protocol and liaison work, visits to the Government Offices/other agencies and use by VIPs, World Bank, official of Ministry and other government Departments. However, pool vehicle can also be used by an Executive, if, he is required to work beyond 9 PM &/or is called before 8 AM &/or on holidays. Also an Executive of a section can requisition for pool vehicle for other staff members, if they are required to work beyond 9 PM & call for duty before 8 AM (Annexure –I).

5.4.2 Executives E7 & above will be permitted to use pool vehicles while on tour subject to availability. An Executive who has availed the pool vehicle will not be entitled for local conveyance on tour for the journey performed by pool vehicle unless and otherwise because of break down or any other circumstances the vehicle could not be used by the Executive and the Executive had to hire a taxi.

5.4.3 Executives who are drawing conveyance reimbursement as per extant policy should use their own conveyance. However, an executive may use pool vehicle for official purpose if journey undertaken by him is beyond the limit prescribed or the place of visit is such where a personal vehicle cannot go for want of permit or the place of duty is such that Public/Private vehicles are not allowed/cannot be parked or during the visits of dignitaries/officials the Executive has to accompany them or where place of work is in tough terrains like tunnels, constructions sites etc.

5.4.4 Executives intending to use Pool Vehicles (including vehicles provide to a Deptt./Div./Group on functional basis) shall send a written requisition in the format as given in the Annexure –I to the Incharge of Pool duly approved by the respective HOD not below the rank of Sr. Manger. HOD will also submit requisition to incharge of pool. The incharge of pool vehicle will make the vehicle available depending on the availability.

5.4.5 The deployment for pool vehicles shall be permitted by the Incharge of Pool based on the requisition for the places from Nathpa to Parwanoo/Chandigarh. For other places the specific approval of Director (Personnel)/Head of the project is essential.

6.1.0 Use of Pool Vehicle for non-duty purposes:
6.1.1 The pool Vehicle may be permitted to be used by an Executive for non-duty journeys in extreme emergencies and pressing circumstances. There shall be a prior approval for such journey by following Competent Authority.

The Director (P) will declare Local Head for this purpose.

6.1.2 The use of pool vehicle is not permissible for journeys to places of entertainment, public amusements, and pleasure trips etc.

6.1.3 Official journey shall have preference over non-duty journeys.

6.1.4 For non-duty journey following will be the rate.
Type of vehicle - Car/Jeep (Petrol/Diesel)
Rate of recovery of journey (Rs./per KMs) - Rs. 5/- PKM

6.1.5 The Charges as indicated at 6.1.4. will be for the total journey i.e. to & fro whether the executive uses the vehicle for coming back or not. In the event the vehicle is kept for the night at any place during private use, an extra amount of Rs. 100/- per night will be charged over & above the rate as stipulated under Para 6.1.4 In the normal circumstances the vehicle shall come back the same day or next day & no detention charges will be levied. However in exceptional circumstance if the vehicle is allowed to be kept for additional days extra charges for 100/- will be levied. 

This is further subject to the condition that if the Kms run at the halting station is more than 100 kms the actual per km rate will be charged. At the time of commencement of journey the Incharge of Pool will check the km reading & sign the same. On return from the journey, the Km reading has to be signed by the employee & counter signed by the Incharge of Pool. The copies of the logbook will be sent to F&A alongwith approval, which should spell out the destinations, purpose, time and date. F&A will calculate the total kms used, the charges calculated as per the above and if the total Kms is less than the total amount worked out based on the Kms used and detention charges/ night halt charges the higher of the two will be taken for consideration.

6.1.6 During the use of pool vehicle or/and detention thereof for non-duty purposes when it gives rise to the claim of overtime allowance, if any, such overtime allowance due to the chauffeur shall be recovered from the executive using the pool vehicle in addition to the flat rate and the detention charges prescribed under these rules.

6.1.7 Use of pool vehicle for non-duty purpose without prior approval of Authority specified in these rules is liable for Disciplinary Action.

7.0 Parking of Company Vehicles:
7.1 All Company Vehicles (including attached vehicles) shall be parked in the garage or at the place identified and notified.

8.0 Purchase of company Vehicles:
8.1 The purchase of Company Vehicle shall be made with prior approval of the CMD. The rates and service conditions should not be higher/inferior to those stipulated in DGS and D rate contract. If a particular model with required features, intended to be purchased, is not available in DGS and D rate contract, the same may be purchased from the open market from the Authorized Dealers/Original Equipment manufacturers after collecting atleast 3 quotations by committee with atleast one representative from F&A Department from nearby places.

9.0 Hiring of Company Vehicles:
9.1 Where it is not possible to meet the requirement of vehicles by providing company owned vehicles, the vehicles may be hired form open market as per approved rate contract. If no rate contract is available the vehicles may be hired as per work & procurement policy of the company. While hiring the vehicle it should be ensured that vehicle shall, as far as possible, not be more than 2 years old and is in good condition.

10.0 Repair of Company owned Vehicles:
10.1 All Company owned vehicles shall be repaired/maintained/serviced at the workshop of the company, if any. Due to the lack of facility or otherwise the same cannot be carried out in the workshop of the company, repair/maintenance/servicing shall be done at Authorized Service Station or Empanelled Agencies. The Agency can be empanelled with the approval of Director (Personnel)/Head of the Project, as the case may be, on the basis of recommendation of a committee consisting of a representative from F&A, one representative from Procurement and Incharge of Common Pool. The Incharge of Pool can carry out minor repair from other Agencies in exceptional circumstances through imprest upto Rs. 1000/- or through credit bill upto Rs. 1000/- per occasion subject to a maximum of Rs. 5,000/- per annum per vehicle. However, the bill shall be routed through the incharge of Common Pool.

11.0 Maintenance of logbook:
11.1 In case of Sr. Executives in the rank of ED & above, the entries in the logbook may be made and signed by their ES/PS/PA on behalf of the executives. The Executives will however be responsible for the entries made by their ES/PS/PA. In respect of other Executives the concerned Executives shall make the entries in the logbook. In emergency/exceptional cases if a non-executive uses a vehicle the logbook will be counter signed by an executive not below the rank of E-2, after authorization from the respective HOD not below the rank of Sr. Manger.

11.2 When the vehicle is sent for repair/filling of fuel/washing etc., the logbook shall be signed by incharge of pool by specifying the purpose of journey.

11.3 Whenever, vehicle is used by VIP(s) or Company Guests, the Incharge of Pool or his authorized representative will sign/countersign the logbook by giving the detail of journey including name and Designation of the VIP/Company guest.

11.4 Against each vehicle two logbooks (Annexure-II) will be issued at the beginning of the financial year to be maintained for alternate months. At the end of each month the log book of the month will be submitted to the Incharge of Common Pool while the other shall be maintained for the subsequent month and so on.

11.5 The logbook in respect of each company vehicle shall be completed at the end of the calendar month and summary be recorded in the log book showing the details of fuel consumed and performance of vehicle per Ltr. Etc. as indicated in the Annexure–III.

11.6 At the end of the Financial Year logbook in respect of pool/attached vehicle be submitted to the incharge of common pool.

11.7 The logbook will be preserved for a period of five years reckoned from the date of the last entry in the logbook. However no logbook will be destroyed until the Audit or any other objection is settled with respect to the vehicle.

11.8 In respect of pool vehicle, incharge of pool shall be responsible for maintaining the logbook as per provision of these rules. In respect of attached vehicle, the Executive to whom vehicle is attached will be responsible.

12.0 Norms for fuel consumption:
12.1 The norms for fuel consumption for year wise model of each type of vehicle shall be notified from time to time by Corporate Office.

13.0 Duties of Incharge of Common Pool:
13.1 Incharge of Common Pool will have the following main responsibilities.

1. Maintenance/repair/servicing of company owned vehicles.

2. Getting approved Fuel consumption norms for all company owned vehicles.

3. Renewal of Registration Certificate, Insurance, pollution and other statutory requirements in respect of company vehicles.

4. An inventory of equipments if the maintenance/repair is carried out departmentally.

5. To obtain log book within 7 days of completion of each month and check whether the vehicle has been used in accordance with norms & terms specified under these Rules.

6. Obtaining of logbook in respect of each company vehicle including hired vehicle within 15 days of end of the Financial Year. Preserve the same as per requirement of these rules.

7. Test of company vehicles for fitness for journey.

8. Identification of parking space for Pool & Attached Vehicle & notification of the same.

9. Maintaining record (including expenditure) of repair/maintenance/servicing.

10. Submission of monthly report for each vehicle giving the details of monthly consumption of Fuel, Oil, and expenses incurred on account of Running & Maintenance, mileage per Ltr, maintenance/per Km.

14.0 Life of Vehicle:
14.1 The life of vehicle, in terms of distance run (in Kms.) and length (in year) which ever reached later, have been fixed as under:

This would be the minimum before a vehicle is considered for condemnation

15.0 Writing-off of Company owned Vehicle:
15.1 A committee shall be constituted by Director (Personnel)/head of Project, as the case may be, for examining the vehicle and putting up the recommendations to the Competent Authority (i.e. Director (P)/Head of the Project) for writing-off of the vehicles in the following events:

1. if the life of vehicle has reached as stipulated in Para 14.1 or/and.
2. In case major accident takes place and the vehicle is beyond economic repair.

15.1.1 The Committee shall be as under:

1. Incharge of Common Pool.
2. Representative from F&A Deptt.
3. Mechanical Engineer who has experience in Auto Mobile field.
4. Representative of Procurement Group.

15.1.2 The Committee shall analyze the following before submitting their recommendation to Director (Personnel)/Head of Project, as the case may be.

1. The Book value of the vehicle as on the date.
2. The total expenditure on repair and maintenance of the vehicle in preceding 3 years.
3. Mileage per Ltr. of Fule.
4. Repair & Maintenance cost per km.
5. Physical condition of vehicle in respect of body/tapestry/chassis etc.
6. The expected expenditure on repair of vehicle if the vehicle has to be put to use.
7. The committee shall give its opinion whether the vehicle can be used economically.

16.0 Auction of the vehicles:
16.1 After due approval of the Competent Authority (i.e. Director (P)/Head of the Project) for condemnation, the vehicle shall be auctioned in accordance with the provisions of the procurement policy.

17.0 Interpretation of Rules:
17.1 In case of any doubt or dispute regarding the interpretation of these Rules or implementation, the decision of Director (P)/CMD will be final.

18.0 The Management reserves the right to amend and modify the Rules as per Government Guidelines and other needs of the Company.