IRD Vehicle Policy - International Relief & Development

Title: Vehicle Policy Effective Date: 11/22/10
licensed taxicabs. Frequently, local transportation, such as buses, may not be safe. Consult with
HQ or local security officer before taking local transportation.
2. Hire one or more drivers who provide their own autos to accommodate the travel needs of
staff both within the project city and for longer-distance project trips. This may be the preferred
option when it is difficult to purchase a U.S.-manufactured car in country or to bring one in. It is
critical that project management monitor maintenance and service of the vehicles. In general,
funds for maintenance and service are paid to the driver via the U.S. government-approved
mileage rate, as translated into local currency. You may want to set up differential rates for
intra-city vs. inter-city trips. Vehicle logs must be maintained so that travel documentation is
available for support of billing and expenses and (where pre-approved by USAID) for personal
use reconciliation for reimbursement back to the project. Cars and drivers should be in
compliance with local laws related to vehicles such as insurance, registration, and/or licensing.
Verify compliance by asking to see the documentation. Where possible, attempt to hire vehicles
from rental agencies so that insurance issues are covered and an acceptable level of vehicle
safety equipment is present. It should also be noted that some missions require the use of U.S.
origin vehicles.
3. Purchase one or more project cars for project travel. There are restrictions on the purchase
of automobiles (see ADS 312.5.3) and USAID approval is required prior to purchase. Any cars
that are purchased must be of U.S. origin unless a waiver from USAID is obtained prior to
purchase. You should follow IRD’s procurement procedures. IRD’s Contracts and Grants
office must be involved in any car purchase. (See form: Vehicle Rental Contract)
As with many other issues, look to your client and other contractors for guidance concerning which
option you choose.
The remainder of this section pertains to situations in which there are project cars (either driver-supplied
or purchased by the project).
Driver Compensation. Driver contracts are generally for 40 hours per week. You may elect to stagger
the work hours of drivers to allow transportation coverage before and after the standard office workday.
Like other staff members, drivers are paid from the time they reach the office in the morning until they
finish their last assignment at night. They are not compensated for the time required to drive to and from
their home to the office each day unless the driver must provide transportation to and/or from the airport
late at night or early in the morning. The project requires that all full-time drivers hold a valid driver’s
license.
Scheduling Ground Transportation. Each site determines its own system for managing the efficient
scheduling and allocation of drivers to meet requests for local transportation. To the extent possible,
trips should be planned and coordinated to ensure efficient use of vehicles.
The project should name an individual who is responsible for scheduling vehicle use. This person is
responsible for setting up systems to allow staff to request transportation and for administering those
systems. The person who manages transportation is responsible for solving problems and seeking ways
to accommodate everyone’s needs reasonably. (See all applicable forms)
Driving Overview
Safety is our first concern. The driver and his or her supervisor are responsible for the condition of the
vehicle, and is expected to drive according to country-specific traffic regulations, road and weather
Notice: A printed copy of this document may not be the latest version.
Available online: https://portal.ird.org
Updated: April 2012 4