IRD Vehicle Policy - International Relief & Development

Title: Vehicle Policy Effective Date: 11/22/10
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
Notice: A printed copy of this document may not be the latest version.
Available online: https://portal.ird.org
Updated: January 2011 3