IRD Vehicle Policy - International Relief & Development

IRD Vehicle Policy 

November 2010

Title: Vehicle Policy Effective Date: 11/22/10 

Table of Contents 

Introduction .................................................................................................................................................2 

Start-up Activities .......................................................................................................................................3 

Driving Overview.........................................................................................................................................4 

Safety in Vehicles........................................................................................................................................7 

Vehicles and Transport ..............................................................................................................................8 

A. Documentation .................................................................................................................................8 

B. Vehicle Maintenance........................................................................................................................8 

C. Vehicle Equipment ...........................................................................................................................9 

D. Motor Vehicle Operation ................................................................................................................10 

E. Hired Drivers ..................................................................................................................................10 

G. Accidents........................................................................................................................................11 

H. Journey Procedures.......................................................................................................................12 

I. Check Points ..................................................................................................................................13 

J. Convoys .........................................................................................................................................14 

K. Armed Conflict................................................................................................................................16 

L. Preparations for Evacuation/Relocation.........................................................................................17 

Forms ............................................................................................................................................................. 

* Note: IRD employees must follow procedure and use provided forms: other forms are obsolete and will 

not be accepted. If you do not use the correct forms you will be in violation of this policy. 

Please contact vehicles@ird-dc.org and CC’ your project backstop at HQ for any forms that you are 

missing or if, for any reason, any form needs to be tailored to your specific project. 

• Vehicle Log Requirements 

• Non-IRD Passenger Waiver 

• Security and Traffic Incident Report 

• Specific Vehicle Data 

• Vehicle Inspection Checklist 

• Vehicle Service Log 

• Trip Authorization Form 

• Vehicle Request Form 

• Contract with Fuel Supplier 

• Fuel Consumption Report Log 

Notice: A printed copy of this document may not be the latest version. 

Available online: https://portal.ird.org 

Updated: January 2011 2


Introduction 

The IRD Vehicle Policy 1 is intended to provide guidance on all aspects of the use and maintenance of 

IRD vehicles and associated equipment and a series of instructions that must be adhered to at all times 

for the safety of IRD personnel. If any aspect of this policy is not understood or, for any reason, cannot 

be complied with, the Chief of Party/Country Director (COP/CD) must immediately seek further 

guidance and instruction from IRD Director of Risk Management and Global Security and not make any 

assumptions that could endanger the safety of IRD staff or allow a vehicle to be operated outside the 

parameters of the relevant donor’s regulations and policies. 

Start-up Activities 

All projects require some transportation to conduct business, so one of the first meetings in country will 

be to discuss this policy, vehicle acquisition (lease, purchase, and waiver requirements), staff use of 

vehicles, and related insurance requirements. Any other project vehicle specifications will be developed 

with the COP and based upon the donor and client requirements, the terms and conditions of the funded 

agreements as well as project needs. A vehicle control system will be established as soon as possible 

and before vehicles are in use, including a document file for each vehicle that will be comprised of 

registration and insurance certificates, shipping documents, accident reports, vehicle travel and 

maintenance logs, and any other essential documents related to the vehicle. 

Expatriates are not authorized to drive vehicles as a rule except in life threatening situations. In some 

countries expats may receive written authorization to drive from headquarters, and in certain emergency 

response start ups. 

There are three basic options for transport: 

1. Take local transport, such as taxicabs. This is an option if the project requires no or very few 

trips outside the city in which the project office is located, and excellent public transport is 

regularly available. If this is the most reasonable option, you may want to establish a 

relationship with a number of local drivers that can be called when needed so that you do not 

have to rely on random cab drivers in the city. To the extent possible make sure that you use 

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 

1 Sections adapted from IRD Security Policy unless otherwise noted 





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 

conditions, and in accordance with these policies. The driver must be in possession of a valid driving 

license and have passed a simple driving test conducted by the transport/motor pool manager of the 

project. The driver should not drive when too tired or sick. Driving recklessly or under the influence of 

alcohol, drugs or other controlled substances is strictly prohibited and will result in immediate dismissal. 

Before leaving, the driver must ensure that s/he is familiar with the controls and the design of the 

vehicle. Furthermore, it is the responsibility of the driver to ensure that the condition of the vehicle is 

checked every morning, daily (see form: Vehicle Inspection Checklist) and the vehicle driving 

documents placed in each vehicle have been read and understood, including that the Vehicle Log has 

been correctly completed before departure and upon return. Project Managers should be responsible for 

ensuring drivers know the IRD policy, are obeying the rules, and carrying out inspections and log 

entries as required. 





The COP/CD is responsible for appointing a suitably qualified person to manage and maintain the 

country’s vehicle pool and to ensure that all drivers (and passengers) comply with the IRD Vehicle 

Policy at all times. Any person found not to be in compliance will be subject to disciplinary action. 

Daily Vehicle Logs. Drivers are required to maintain vehicle logs that give the details of each trip that 

will include: 

• Start of trip date and time. 

• Start of trip kilometers. 

• End of trip time. 

• End of trip kilometers. 

• Location at the start of the trip. 

• Destination at the end of the trip. 

• Passenger name(s) and signature for each leg of the trip, providing concurrence that the trip 

occurred as stated. 

• Reason for the trip. 

The daily vehicle log may be the same log that is used to show a driver’s regular and overtime hours 

(where applicable). The passenger in the vehicle must sign approval of the trip and acknowledge in 

writing if it is personal or official travel. If the passenger is a non-IRD staff member, they should sign a 

release form (See form: Non-IRD Passenger Release Form) Drivers should be counseled on their role in 

insisting that signing for travel be a routine part of a passenger’s responsibility. If a trip is requested by 

someone who will not be a passenger in the vehicle during the trip (e.g. the COP asks the driver to 

courier something to a destination, but is not physically accompanying the driver), the driver should still 

register this trip in the log, and bring the log to the individual to sign once the trip has been completed. 

(See forms: Journey Log, Vehicle Report Log, Fuel Consumption Report Log, and Services Log) 

Vehicle logs are a critical element in all audits and a favorite topic for audit as they are easily verifiable. 

For projects funded by USAID, that agency is strict in requiring that these be maintained, filled out, and 

reconciled regularly. USAID often requests unannounced review of vehicle logs, so the COP and the 

project site’s Finance and/or Administrative Manager must be sure that the procedures for vehicle logs 

are strictly maintained and followed. 

The driver is also responsible for driving in accordance with the normal driving regulations of the 

operating country regarding speed limits and should be fully aware that they are representing IRD at all 

times and perform and act accordingly, such as always being polite and courteous to other drivers and 

pedestrians, and parking the car in a safe place with the doors locked, windows closed and, where 

applicable, alarm activated. When parking overnight the vehicle is to be placed either in a guarded area 

or in an enclosed, locked area. Use of mobile phones when driving is actively discouraged, irrelevant of 

the country’s laws on the subject, only to be used when and if absolutely necessary. 

Key presses are to be situated in all field offices for staff to place vehicle keys when vehicles are not in 

use. Keys are not to be taken unless the relevant transport or Senior Manager has given approval. 

Project Vehicles Donors are sensitive to how vehicles are used in projects. If you are working on a 

USAID project, check with your contractual obligations and with the USAID Mission to see what the 

vehicle control and acquisition policies are for your project. If in doubt, check with the IRD HQ 





Contracts and Grants Department. USAID’s vehicle philosophy is that vehicles are to be used to further 

projects goals and outputs and not for the personal benefit of project staff or government counterparts. 

This restriction on use may also stretch to not allowing the vehicle to leave the country without USAID 

approval. If this is required for genuine project needs (e.g. working on a cross-border project), then 

ensure you have received written approval from USAID in advance of your travel and that you have all 

relevant documents for driving in a different country (e.g. insurance coverage). 

Personal Use of Project Vehicles. Some projects may allow personal use of vehicles and some projects 

may not. With the exception of emergency situations, all personal use of project vehicles must be paid 

for by the employee at a fixed rate per mile, this includes home to work and work to home transport. 

The fixed rate per mile will vary by year. For U.S. government funded projects, check with the local 

U.S. Embassy for guidance on appropriate rates. For all emergency cases, the instance must be 

documented in writing (including retroactive COP/CD approval) and retained in the relevant vehicle and 

individual’s personnel file. 

Where the donor allows, the COP only may approve personal use of vehicles as long as prior approval is 

provided, and the requested personal use will not negatively affect the official needs of the vehicle the 

project implementation. At some project sites, (such as in Iraq or Afghanistan) security concerns may 

permit use of project vehicles for other than project needs. This use must be documented in the vehicle 

logs (as must every trip made by the vehicle) and any personal use of the vehicle must be billed to the 

individual, preferably at the end of each month, based on the official USG per mile or per kilometer 

cost. Any authorized personal use of vehicles by consultants must also be billed to the consultant prior 

to his or her departure from country. The wording “Personal Use” must also be entered alongside the 

relevant vehicle log entries. 

For USAID projects, this is an absolute and can be flagged in an audit if the policy is violated. Records 

should be kept of personal mileage on project vehicles as well as records of the employee reimbursing 

the project. 

The same procedures for reimbursement must be followed as outlined above for all personal use of 

project vehicles, including the recording of the appropriate entries into logbook. 

If the COP and donor-approved personal use of a vehicle is more of a long-term arrangement, the driver 

is to periodically (not less than weekly) submit a report to the relevant finance manager/officer giving 

details of the vehicle number plate, dates used and kilometers/miles driven and attach photocopies of the 

appropriate pages of the vehicle book and reimburse the relevant amount of money owed based on 

current USAID regulations. If more than one vehicle was used, this system applies to each vehicle used. 

The original vehicle log must also be submitted to the finance office and be initialed by the finance staff 

to document that the personal use has been paid for. 

It is recognized that field offices, housing locations, and security considerations for staff vary greatly 

and there may be some circumstances where reasonable accommodations must be made for staff to have 

regular transportation to eating facilities, laundry services, and so forth. These cases should be brought 

to the Director of Contracts and Grants and a determination made as to how to equitably manage the 

transportation needs and costs associated with the personal use of vehicles. 

Privately owned vehicles polices may vary by donor. USAID stipulates that one vehicle per expatriate 

staff can be shipped to a post assignment and return shipment at the end of their posting. No other 

reimbursement is allowed however, such as maintenance, repair, gas, insurance, etc. If the vehicle was 

purchased in country, USAID will not ship from a post. USAID Missions may have a policy that allows 





one to use a vehicle on a cost-mileage basis while settling in. Check with the local Mission to determine 

their policy regarding in country use of POVs. 

Generally, POVs cannot be rented by the project except on an arms-length basis and market rates. This 

must be carefully documented for audit purposes 

Vehicle Insurance. Apply for vehicle insurance on all project vehicles, including personally owned 

vehicles, keeping in compliance with contract and country requirements. Determine country 

requirements for drivers’ licenses, including the need for an international drivers license and provide 

staff with any forms needed for local licenses. It goes without saying that comparison shopping should 

be undertaken looking at rates for full comprehensive and liability insurance. 

Insurance for POVs, including motorcycles should be in accordance with IRD and USAID (or other 

donor) regulations. All vehicles must be insured without exception. Detailed information about each car 

such as the VIN, model, make, and year, etc. should be registered in the form. 

The project pays for liability and collision insurance for all project-owned vehicles. It is the 

responsibility of the Finance or Administrator Manager or person delegated to be in charge of transport 

to keep track of the insurance coverage and to sure it is renewed before expiration. (See form: Specific 

Vehicle Data) 

Safety in Vehicles 2 

Traffic and vehicle-related accidents are among the top causes of injuries and fatalities among 

international aid personnel. Included below are guidelines for basic vehicle safety, convoys, and 

appropriate responses to dangerous situations that can arise while traveling by vehicle. Although not 

every IRD project will need the level of security precautions listed below, the general guidelines for safe 

operation of vehicles for any project should be followed. In more secure countries, the Chief of Party 

will determine the level of security precautions to take in regards to vehicles. (See: Security and Traffic 

Incident Report) 

General Guidelines 

• Wear seat belts – Always. 

• Select primary and alternate routes that avoid checkpoints. 

• Vary routes and times. 

• Notify others of your travel time and destination and steps they should take in the event you do 

not arrive as scheduled. 

• Check the vehicle daily. Vehicles must be well maintained. 

• Do not travel without an HF or VHF radio, first-aid kit, maps, compass, and other emergency 

supplies. 

• Have travel documentation in order. Always carry your international driver’s license or a valid 

license for the host country. 

• Require the driver to fill out a vehicle log after each use. A log should include drivers’ names, 

destinations, dates, and times and be kept in each vehicle. 

2 This section from IRD Security Manual Iraq - 2003 





• Observe local driving laws and regulations. 

• Avoid night driving when possible. 

• Never let fuel tank fall below half full. Refuel at the end of each day, when possible. 

• Always travel with at least one other person. 

• Keep a spare key. 

• Never carry an unauthorized passenger. 

• Consider posting decals on your door or window indicating guns are not permitted in the 

vehicle. 

• Drive at the safest speed for prevailing conditions. 

• Keep doors locked. 

• Keep a minimum number of windows open (no more than five centimeters and only those 

windows near occupied seats). 

• Constantly check rear-view mirror. 

• Never leave vehicles unattended. 

Each new arrival will receive technical training, if necessary, in mine awareness, vehicle operation, and 

the operation of radio equipment. Curfews will be considered and/or implemented for times of travel by 

the Security Review Team or Designated Security Officer. No-go zones will be considered and/or 

implemented by the Security Review Team or Designated Security Officer for areas or places that may 

be specific targets, such as political buildings and/or certain restaurants/clubs. 

Vehicles and Transport 3 

Vehicles are working tools, a means of transportation and, in insecure environments, a means of 

escaping danger. It is, therefore, mandatory for management and staff to ensure the guidelines of vehicle 

management are practiced and followed by all. 

A. Documentation 

1. Each IRD owned and/or operated vehicle must contain the necessary and current documents 

denoting: 

Ownership 

Registration 

Insurance 

Any other papers required by the local government 

Note: In some environments, such as Iraq, it may be a danger to carry any documents that could 

identify the vehicle and the passengers with a specific organization. In these environments it 

would not be a requirement to carry the documents as specified. 

3 This Section adapted from Administrative Security Policy And Procedures July 2008: Section Six 





2. Each IRD owned and/or operated vehicle must contain a policy letter from the Chief of 

Party/Country Director expressly stating the refusal to transport unauthorized persons or those 

persons who may be carrying firearms. 

B. Vehicle Maintenance 

Servicing and maintaining vehicles are an absolute must to keep a vehicle in good running 

condition and to prevent breakdowns. This is extremely important in areas of conflict. 

Each IRD Office will set up a logbook for each vehicle. The logbook will be used to record: 

a. Trip or daily mileage 

b. Inspections 

c. Maintenance 

d. Repairs 

Inspections: 

Inspections will be conducted on a daily basis by drivers or staff members operating the 

vehicles. A completed inspection should be noted in a logbook, noting any needed 

repairs/attention. Supervisors will inspect vehicles once a month, with copies of inspection 

sheets forwarded to the Chief of Party or Country Director. 

The items to be checked during daily and monthly inspections include: 

• Fuel level 

• Oil level 

• Radiator water level 

• Brake fluid 

• Power steering fluid 

• Fan belts 

• Battery fluid 

• Lights: headlamps, tail lights, blinkers and back-up 

• Tire tread and tire pressure 

• Spare tire 

• Tools 

• Windows and doors 

• First aid kit 

• Vehicle documents 

• Cleanliness of interiors 

Servicing and maintenance: 

May be done by qualified staff in certain circumstances. If serviced by staff, then vehicles must 

be checked by contracted mechanics at least every three months. If vehicles are US sources and 





of US origin, the manufacturer’s manual must be followed and ‘approved’ repair shops used to 

maintain the US warranty. 

May be done by contracted mechanics. 

Items to be regularly serviced every three months/3,000 miles include: 

• Oil and oil filter 

• Fuel filters 

• Grease 

Vehicles must be inspected before traveling long distances (over 30 miles) or on excursions 

outside of major cities, especially in zones of conflict. 

C. Vehicle Equipment 

1. Each IRD owned and operated or leased vehicle must contain the following items: 

a. Seat belts for all drivers and passengers (helmets for motorcycle riders). 

b. Owner’s manual 

c. Spare tire and tools to change tires 

d. A set of tools consisting of: 

• Flathead screw drivers (sizes 1 & 2) 

• Philips screw drivers (sizes 1 & 2) 

• Pliers (one) 

• Channel lock pliers (one medium size pair) 

• A set of metric or SAE sockets 

• Feeler gauges 

• Wire brush 

e. Spare parts: 

• Extra fan belt 

• Extra radiator hoses 

f. Tire gauge, tire pump, jack, tow rope, shovel, jumper cables, flares, reflectors 

and/or flags 

g. First aid kit 

h. Fire extinguisher 

i. In zones of conflict, each vehicle must also carry: 

• Three days food/water rations for each person. 

• Communication equipment 

D. Motor Vehicle Operation 

1. Anyone operating an IRD owned or rented vehicle must have a proper and acceptable driver’s 

license. 





2. Each driver and passenger is required to wear a seatbelt while riding in vehicles. 

In some countries, such as Iraq, wearing a seatbelt identifies the wearer as a westerner and 

therefore a potential target. In these countries, a modification can be made by implanting a 

screw hook in the door post, which will allow the passenger to hook the shoulder strap. This 

will give the illusion of not wearing a seat belt, but will still allow the passenger to secure 

themselves with the lap belt. 

3. Each motorcycle rider is required to wear a strapped helmet. 

Failure to comply with the seatbelt/helmet policy may void a passenger’s eligibility for 

insurance in the event of an accident. 

4. Driving while under the influence of alcohol or drugs is expressly forbidden and is grounds for 

immediate dismissal from the organization. 

5. Drivers will operate the vehicles responsibly and will obey the rules of the road for the country 

in which they are operating the vehicle. 

E. Hired Drivers 

It is imperative to properly screen all drivers prior to hiring them. If possible, check with the 

local police, U.S. Embassy, or other group who may be of assistance in background checks. 

1. It is the driver’s responsibility to: 

a. Complete daily inspections 

b. Fuel the vehicle 

c. Clean the vehicle 

d. Report defects 

e. Keep a log of inspections and transports 

2. It should be explained to any potential driver that the following are grounds for immediate 

dismissal: 

a. Consumption of alcoholic beverages on the job or at any time when operating a motor 

vehicle. 

b. Falling asleep at the wheel. 

c. Theft of any kind. 

d. Use of the vehicle for personal reasons. 

e. Negligence resulting in an accident. 

G. Accidents: 

1. It is the policy of IRD to report all accidents to: 

a) The local authorities 

b) The appropriate embassy 

c) IRD Chief of Party or Country Director 





d) IRD Director of Risk Management and Global Security 

e) local Security Staff 

2. Depending on the country in which the accident occurs, you may or may not want to stop when 

involved in an accident, even when people are injured. In some countries, stopping may result in 

your personal injury or death from the local people at the scene. Keep in mind that someone 

may have staged the accident as part of an ambush or kidnapping…possibly yours. 

If it is safe to stop, render first aid immediately, if allowed to do so. Some countries forbid an 

individual to provide first aid unless they are licensed and many countries do not have a 

“Good Samaritan Law.” Wait for the police to arrive, but remember, in some countries you 

may have to go get them. If the vehicle is incapacitated 

• Remove all IRD and other property from the vehicle (cameras, laptop, personal 

possessions etc). 

• Wait for police to arrive/arrange for them to attend the accident. 

• If possible, take photographs of the damaged vehicle(s) and the locale of the accident. 

• If not impounded by the police, arrange for the vehicle to be transported to the nearest 

IRD office. If it is impounded, make every effort to obtain an official receipt and 

telephone number and contact details of the police facility housing the vehicle. 

• Once back at the IRD office, start to prepare repair estimates. 

• Ensure appropriate entries are made in the vehicle log recording the particulars of the 

vehicle at the time of the accident (mileage, tools/equipment etc) for checking later. 

If it is not safe to stop: 

a. Immediately contact your supervisor and a close friend. Advise them of the situation and 

that you are going to the police station to report the incident. 

b. Go to the police station and make a report. 

• Tell the police you were “involved” in an accident. 

• Tell the police the location 

• Tell the police if there were any injuries 

• Provide your driver’s license and any other required documents 

• DO NOT try to explain what happened or justify your actions. Keep in mind that 

ANYTHING you say can and will be used against you. 

c. IRD Chief of Party/Country Director or other supervisors who are notified of an accident 

involving injuries (as described above in section “2”) will immediately (within 6 hours) 

contact the Director of Risk Management and Global Security. 





3. Accident Reports 

a. An initial accident report must be filed by email or fax with the IRD Director of Risk 

Management and Global Security within 24 hours of the incident. (See form: Security 

Incident Report Form and Security Incident Supplemental Report) 

b. Depending on the severity of the situation, the IRD Chief of Party or Country Director 

may request the assistance of the IRD Director of Risk Management and Global Security 

in conducting an appropriate investigation of the accident for the protection of IRD and 

the staff involved in the incident. 

H. Journey Procedures 

Preparing for a journey, even short ones, can make the difference between safely arriving at 

your destination or not arriving at all. Plan and prepare for all trips to ensure your safety, the 

safety of others, and the safety of the mission. 

1. Journey Plans 

a. Prior to leaving IRD premises on any journey greater than 30 miles distance, a journey 

plan must be filed with the Chief of Party or his/her designee in charge of transport. (In 

zones of conflict, a journey plan must be filed in accordance with the rules set forth by 

the Designated Security Officer.) 

b. Journey plans will include: 

i. The license plate number and Vehicle Identification Number (VIN) of the 

vehicle to be used. 

ii. The names of all persons on the journey 

iii. Proposed departure time 

iv. Planned stops 

• Estimated times of arrival at each stop 

• Estimated time of departure from each stop. 

v. Arrival time at final destination 

2. Journey Preparations 

a. Prior to leaving IRD premises, each vehicle (including rented vehicles) will be inspected: 

• To ensure the maintenance has been properly maintained 

• To determine all the necessary documentation is in the vehicle 

• To ensure the required equipment is in the vehicle 

• To ensure there is no illegal contraband on board. 

Note: Passengers may be asked to show the contents of any personal bags to ensure there are 

no illegal items in them. This is a courtesy, do not be offended. You do not want to be 

surprised at a checkpoint by someone who has an illegal substance in their personal baggage. 

Keep in mind that if contraband is found, everyone in the vehicle and/or on the journey has a 

problem. 

3. Security contacts: 





a. Lengthy or overnight journeys will require security contacts with the Chief of 

Party/Country Director or local IRD transport manager on a basis of two times a day 

(minimum). 

b. Regular security contacts with the Chief of Party/Country Director or local IRD transport 

manager will be conducted on an hourly basis in zones of conflict or as directed by the 

Designated Security Officer. 

c. Security contacts with the local IRD transport manager will be conducted prior to and 

after passing through any police or military checkpoints. 

I. Check Points 

It is extremely important to recognize that there are different types of checkpoints. Under 

normal conditions, checkpoints are used to verify the safety of the vehicle, the authority of 

drivers to operate vehicles, to look for stolen vehicles, and to verify vehicle documentation. 

In insecure areas, checkpoints are established to identify vehicles, personnel, and determine the 

reason for transiting the area. These checkpoints also serve to detect the transport of illegal 

weapons, explosives, and combatants. 

It is potentially dangerous to dictate a set of hard rules and regulations pertaining to 

checkpoints, but there are some basic rules to help you through them. 

1. Before traveling, check with others to determine any local checkpoint procedures in the area to 

which you are traveling. 

2. During the approach, quickly appraise the situation and choose a response: 

a. Proceed to the checkpoint if everything looks appropriate 

b. Turn around (if possible—keep in mind this may endanger you) 

3. Determine one spokesperson for the vehicle or convoy before approaching a checkpoint and let 

that person speak for the group. 

4. Take off sunglasses, if applicable, before the approach. 

5. Turn off the radio or music player. 

6. If stopped at night, turn off headlights and turn on the interior lights as you approach. This is 

done so the police or military can see you are not a threat. 

7. Stop if required to do so (recognized NGO vehicles may be waived through). 

8. Be friendly, polite, cooperative, and ALERT! 

a. Keep in mind that these people are usually armed and have the authority to ruin your day. 

b. Keep in mind that soldiers may be stationed at a checkpoint for long periods of time. 

Take the time to get to know them. It may be worth your while on future excursions. 

9. Provide all documents requested. DO NOT HAND THEM OVER (unless you have to). YOU 

MAY NOT GET THEM BACK. Use copies if acceptable. 

10. Keep your hands visible at all times. Do not make sudden or furtive movements, like reaching 

in a jacket where they think a gun might be hidden. You may get shot. 





11. If vehicle and personal belongings are searched, watch closely to ensure nothing is stolen or 

planted in the vehicle. 

12. As you pass through any checkpoint, keep a reasonable distance between vehicles so that if one 

vehicle encounters problems, others may escape or call for help via radio. 

NOTE: Do not leave the planned path or roadways. Driving off road increases the possibility of 

encountering mines, unexploded ordnance and criminal activity. Leaving the planned path 

makes it more difficult to find you. 

NOTE: If journeys are repetitive, vary the routes (if possible). Routine routes increase the 

chance for victimization. 

NOTE: It is up to the CD/COP whether or not to institute the two-vehicle rule e.g. in certain 

difficult areas, travel can only be undertaken with a minimum of two vehicles traveling 

together. 

J. Convoys 

Prior to arranging convoys, one must consider the image and target of opportunity projected by 

several high value vehicles traveling together, carrying loads of expensive commodities and 

driven by healthy, well-dressed persons and/or foreigners. It may be safer to break the convoy 

into smaller segments. 

1. If convoys are used: 

a. Limit the size of the convoy to no more than eight vehicles. 

b. Determine a convoy leader. 

c. Check with local authorities to see if special permission is necessary to travel in this 

manner. 

d. If possible, reconnoiter the route(s) prior to departure. 

e. Prepare contingency plans: 

• Determine what to do in the event one vehicle breaks down. 

• Never leave a person over night with the vehicle. 

• Consider abandoning the vehicle and any goods that cannot be switched to another 

vehicle. 

f. Do not travel after dark. 

g. File a journey plan. 

h. Decide on the position of each vehicle in the convoy. 

• Place slower vehicles in the front of the convoy. 

• Place one radio equipped vehicle in the front (second position) and one in the back 

(next to last). If only one vehicle is radio equipped, place it in the back. 

• Medical units, if included, should be placed towards the middle or rear. 

• Vehicles carrying spare parts should go in the middle or back of the convoy. 





• Place the convoy leader in the front radio car. 

2. Convoy procedures 

a. Have all vehicles arrive at the departure point two hours ahead of time. 

b. Each vehicle must be inspected: 

• For fuel levels 

• For mechanical reliability 

• For documentation 

• For required equipment 

• For contraband 

NOTE: Written documentation of the inspection must be on file with the transport 

manager prior to the convoy’s departure. 

c. Each person on the journey must be briefed on: 

• The destination 

• Planned stops 

• Departure and arrival times for each stop and the overall journey 

d. Drivers must be instructed to keep a specified distance between vehicles. The distance 

should be no less than 30 feet or 10 meters. 

K. Armed Conflict 

In zones of conflict or in insecure areas, it is possible to be caught in a combat situation. Your 

response to combat situations may depend on whether you, your vehicle, or your organization is 

considered a target for any of the combatants. Chances are, you personally are not a target. 

Nonetheless, you could be in danger. 

NOTE: In some cases staff will be required to wear personal protection equipment such as a 

helmet and body armor. The determination will be made by the Designated Security Officer, 

Security Focal Point, or other hired security contractor. This is a non-negotiable requirement for 

travel when specified. 

1. If shooting is encountered: 

a. Drive through the area if the route is clear. If the shooting is in front of you, reverse out 

or turn around and leave the area. Be cautious, the sides of the road may be mined. 

b. Keep in mind that a moving target is difficult to hit. Remember speed while driving off is 

not necessarily going to provide protection. Drive with care when leaving to avoid 

wrecking the vehicle. 

c. If surrounded by shooting, seek cover or concealment. Remember ditches may be mined. 

• Concealment hides you, but does not protect you from bullets. 

• Cover hides you and protects you. 

2. If shelling or bombing is encountered: 





a. Stop, take the radio if feasible, and take cover as far from the vehicle as possible. 

b. Stay behind cover until you are sure the danger has past. 

c. Go back to your vehicle and try to establish radio contact, if possible. 

d. Leave the area immediately. 

NOTE: If working in zones of conflict, make sure the vehicle is equipped with appropriate 

protective gear, such as helmets and flak jackets. Make sure all gear is clearly marked with 

the agency’s logo. 

Remember to be observant and be alert. It may save your life and the lives of others. 

L. Preparations for Evacuation/Relocation 

1. Communications 

Emergency communications are a vital link to the successful implementation of an evacuation 

or relocation plan. The Chief of Party, Country Director, or SFP/DSO shall ensure that all 

evacuation vehicles are equipped with radio equipment or some means of communication if 

the Country/Regional security situation require them. For questions consult IRD Director of 

Risk Management and Global Security 

2. Vehicles 

Vehicles will also play a major factor in any evacuation. The SFP/DSO shall complete a daily 

check of vehicles. This check should be in accordance with the procedures outlined in the 

Vehicle and Transport Section of this manual to: 

a. Ensure all vehicles are in good operating condition. 

b. Ensure all vehicles are properly fueled each day. 

c. Ensure all required equipment is on board each vehicle. 

3. Evacuations 

In the event evacuation to a second country is necessary, the Security Focal Point or 

Designated Security Officer will determine the asylum procedures for the destination country. 

• Make sure this country has ratified the 1951 UN Convention on refugees. 

• They accept refugees.

IRD Vehicle Policy - International Relief & Development

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