कार्यालय ज्ञापन

                                                                                           OFFICE MEMORANDUM

Subject: Users Guidelines for Booking of Institute Leased Vehicles & Taxis for Official & Personal Use – reg.

Approval of the Competent Authority is hereby conveyed for the users guidelines for booking of Institute leased vehicles & taxis for official & personal use by the employees of the Institute.

Guidelines for booking of Institute leased vehicles are placed at Annexure “A”.

                                                                                                         Annexure “A”

Guidelines:  Booking of Institute Leased Vehicles & Taxis for Official & Personal Use

The facility of Institute leased vehicles was primarily created for official purposes. However, in order to make optimal use of this resource, IIT Mandi has framed the following guidelines governing the booking of Institute leased vehicles for Official & Personal use by employees:

1. The vehicle requests must be routed through OAS portal. Verbal or telephonic requests will not be entertained except emergent circumstances. The link for vehicle booking through OAS is as given below:

           https://oas.iitmandi.ac.in/InstituteProcess/Common/Login.aspx

2. Vehicle Bookings: The vehicle booking requests will be considered and processed on first come – first served basis.

• On weekdays (Monday to Friday) – Before 4:00 pm through OAS only
• On Weekends / Public Holiday – Before 4:00 pm of (preceding Friday / preceding day of holiday)

      Note:

         In case of non-receipt of any Official booking in specified time, personal bookings will be entertained including for weekends (Saturday & Sunday) by Friday till 4:00 pm.

3. Official booking means booking for Official purpose:- Meetings/Administrative Activities/Academic Activities/ Project works/ Recruitments/Institute events- Foundation Day/ Convocation Day/ BOG/ FC/ BWC/ Conferences/ Seminar/ Workshop/ Talks etc. Bills for all the Official bookings will be sent to respective Sections/Offices/Schools/Heads for settlement.

4. Vehicle booking for Official & personal use:

(i) Official Use:

a) In case of outstation journey an Institute leased vehicle may be booked for a maximum of two days.

b) The confirmation of the vehicle booking for long distance (such as Delhi) journey will only get processed & communicated 24 hours before the scheduled time of journey & for rest of the destinations 12 hours before the scheduled journey time / date.

c) For Official bookings, the Institute has a rate contract with private vendors for common destinations such as Chandigarh, Delhi and Shimla/ Dharamshala. In case the booking is through the Institute then the rates as per contract will apply for non-Institute/private vehicles. Kindly refer below link  for rates of taxis which are subject to periodic revision:

          https://insite.iitmandi.ac.in/circulars/show.php?ID=IITMandi/F/Administration/INT-A05/4986-4995

(ii) Personal Use:

a) An Institute leased vehicle may be booked for the journey within the territory of Himachal Pradesh and maximum up to Chandigarh/ Ambala, in case of interstate journey.

b) The Institute leased vehicle must be sent back within 12 hours time to the campus. 

c) Institute leased vehicles on personal usage is restricted to maximum of two bookings in a month for every faculty & staff. In case of availability of vehicle, exceptions may be given.

d) Users have the option to arrange/book a private taxi for personal use by directly making arrangements with private vendors on payment basis. The contact numbers of vendors are listed in the notification link mentioned above (Point 4 (i) (c)).

5. Billing Process:

a. The bill will be generated for all official trips in case of Institute leased vehicle booking, and will be sent to respective Sections/Offices/Schools/Heads for settlement. 

b. The details of all the bills generated for personal use will be sent to Account Section for the deduction of amount from the salary of the concerned faculty/staff.

c. In order to achieve smooth processing, the bills sent to Sections/Offices/Schools/Heads must be returned back to the travel desk of the Guest house office, enclosed with all the supportive document/forms & duly signed/approved by the concerned user/authority. The travel desk will maintain the records of the bill and send to accounts/audit section for the final settlement.

d. The vehicle bills having any objection, seeking clarification or any other issue raised by Account/Audit Section should not be sent directly to the user. It must be routed through the travel desk of the Guest house office for proper tracking/recording of bill status.

e. The bills will be processed and settled as per the Institute norms. If a faculty/staff requested for a higher category of vehicle other than the approved vehicle category (as per the number of family members), the difference of the amount in excess of approved charges shall be adjusted/deducted from the salary of the concerned user for the settlement of the bill raised by the vendor.

f. All the bills must get settled within 45 working days after receiving of the bill by the user. In case of non – compliance by the user, his future requests for vehicle bookings will not be entertained.

6. Cancellation Process:

(i) Private taxi for Official/Personal Use

a) For long outbound journey, such as from  Campus to Delhi/ Ambala/ Chandigarh/ Shimla/ Dharamshala, booking cancellation may be requested by informing at least 12 hours in advance before the  scheduled pickup time and date of the journey, failing which 50% of the actual amount will be charged by the service provider.

b) For long inbound journey, such as from Delhi/ Ambala/ Chandigarh/ Shimla/ Dharamshala to Campus, booking cancellation may be requested by informing at least 24 hours in advance before the scheduled pickup time and date of the journey, failing which 50% of the actual amount will be charged by the service provider as per actual request. 

c) For local journeys (within the Mandi District), vehicles booking cancellation may be requested by informing at least 4 hours in advance, failing which 50% of the actual amount will be charged by the service provider.

(ii) Institute leased vehicle for Official/Personal Use

a) For long outbound journey, such as from  Campus to Delhi/ Ambala/ Chandigarh/ Shimla/ Dharamshala,  booking cancellation may be requested by informing at least 12 hours in advance before the scheduled pickup time and date of the journey, failing which the bill will be raised as per actual distance covered.

b) For long inbound journey, such as from Delhi/ Ambala/ Chandigarh/ Shimla/ Dharamshala to Campus, booking cancellation may be requested by informing at least 24 hours in advance before the scheduled pickup time and date of the journey, failing which the bill will be raised as per actual distance covered. 

c) For local journeys (within the Mandi District), vehicle booking cancellation may be requested  by informing at least 4 hours in advance, failing which the bill will be raised as per actual distance covered. 

7. Distance Calculations: Calculations of total distance covered by institute vehicle will be considered from the vehicles’ initial starting point (i.e. North Campus) and up to the formal stop point of the vehicle(s) (i.e. from stand to stand) and not from the pick-up /drop point.

For example: If a person requests a car from South campus to Mandi and back to South Campus, but if the car starts from its station in the North campus, then the calculation will be on a North campus – Mandi – North campus basis.