SOP on the Use of Departmental Vehicle, Nissan Twin Cab, BN 7438.

 In order to maintain order and accountability on the usage of the departmental vehicle the following points are put forward to all the current users of the vehicle and all the “would be users” in future until such a time the same points are revised.

Current users:

·      Umodzi Children Palliative Care Team and the contact person is Mr Fred Chiputula.

·      Umodzi ART Clinic (newly proposed) and the contact person is Dr Bernaddette O’Hare.

·      On Call Registrars without own transport.

·      Departmental administration secretary on administration trips of the department.

 Routine Trips:

·      Children Palliative Care follow-up visits by Umodzi Children Palliative Care Team.

·      With effect from the second week of December 2010 these visits will be done on every Tuesdays and Fridays.

·      ART Outreach visits in the surrounding health centres shall be carried out on Wednesdays and Thursdays.

Procedure:

1.     There shall be a diary placed at Ellah’s desk for booking of all proposed trips.

2.     All bookings if possible to be done a week ahead of the travel date.

3.     All users must fill the transport request form available at the secretary’s desk.

4.     Ellah (the transport officer) shall ensure that the vehicle is always maintained on full tank fuel.

5.     All users shall contribute a minimum of MK1000.00 towards ware and tear for trips within Blantyre city and MK3000.00 for trips outside the city boundaries.

6.     All users must be prepared to pay for mileage covered at the rate of MK45.00/Km.

7.     Fuel shall be charged using the pump price at the rate of 1litre for every 5 Kilometres covered.

8.     If a driver is needed, the user must be prepared to pay for the driver’s lunch allowance currently at the rate of MK1000.00.

9.     All users must fill the mileage covered in the vehicle logbook available in the vehicle.

10.  The administrative secretary shall verify the mileage and prepare an invoice for the fuel used plus all other expenses due for payment.

11.  All users shall collect and return the keys to the administrative secretary immediately after use and no user shall collect the keys directly from another user. The administrative secretary to follow up on the keys storage.