GOVERNMENT OF BELIZE VEHICLE POLICY 2025 Prepared by: The Assets and Utilities Management Unit (Ministry of Finance), The Attorney General’s Ministry, and the Ministry of Public Service GOB Vehicle Policy 2025 | P a g e | 1
Vehicle Policy Statement .................................................................................................................... Page 3 Introduction, Purpose, Scope .............................................................................................................. Page 4 Vehicle Definition................................................................................................................................ Page 5 Driver Definition.................................................................................................................................. Page 5 Accounting Responsibilities ................................................................................................................ Page 5 Assignment of Vehicles ....................................................................................................................... Page 7 Authorization & Drivers’ Qualification ............................................................................................... Page 9 Proper Use & Operation....................................................................................................................... Page 9 Driving Under the Influence .............................................................................................................. Page 10 Restricted Areas and/or Use ............................................................................................................... Page 11 Specific Operations and Use of Vehicles Procedures ........................................................................ Page 13 Government of Belize Vehicle Tracking System .............................................................................. Page 14 Driving Permit & Fuel ....................................................................................................................... Page 15 Safety and Speed Limits .................................................................................................................... Page 16 Traffic Accident Procedures .............................................................................................................. Page 18 Legal Obligation ................................................................................................................................ Page 18 Steps to be taken ................................................................................................................................ Page 19 Operations and Maintenance .............................................................................................................. Page 21 Weekly Checks .................................................................................................................................. Page 21 Monthly Reports ................................................................................................................................ Page 21 Records/Reporting Procedures........................................................................................................... Page 22 Breach of Procedure & Penalty.......................................................................................................... Page 23 Appendices......................................................................................................................................... Page 24 APPENDIX I – Traffic Accident Report Form......................................................................... Page 25 APPENDIX II – Vehicle Check List ........................................................................................ Page 26 APPENDIX III – Losses Form .................................................................................................. Page 27 GOB Vehicle Policy 2025 | P a g e | 2
The Government of Belize (GOB) recognizes its responsibility to the public and public officers regarding the use of motor vehicles to conduct its business. It is well known that motor vehicles acquired for public service are properties belonging to the citizenry and therefore those given charge for its use must do so with care and the utmost responsibility and accountability. Thus, all public officers with access or who are assigned to government motor vehicles must utilize these vehicles in a prudent manner, which adheres to all motor vehicle statutes, laws, regulations, and policies. It is envisioned that the procedures being established will allow for proper accountability. These procedures will impose specific responsibilities, provide steps to monitor compliance as well as the procedures to deal with misuse and abuse of Government motor vehicles. While the primary objective is to encourage all users to take proper care of Government assets, any abuse or misuse will be dealt with accordingly. The desirable outcome therefore is to provide value for money to maintain the public’s trust that Government owned motor vehicles are being used for public service. GOB Vehicle Policy 2025 | P a g e | 3
1. INTRODUCTION/BACKGROUND: The Public Service (PS) is known as the implementation machinery of Government policies and programs which include Government bodies such as ministries, departments, units, agencies, and those who manage the day-to-day activities of governance. In order for public officers to manage the day-to-day activities of governance, they must have the necessary tools and resources to get the job done. Among other Government assets needed to accomplish these tasks, motor vehicles are required for mobility. Thus, the Government of Belize on behalf of its citizenry acquires motor vehicles from time to time for the public service. Unfortunately, not all who are entrusted with the use of a Government motor vehicle will use it in a prudent manner. There have been varying types of complaints from the public through various communication media on perceived abuse of Government-owned motor vehicles by public officers. In that regard, the Asset and Utilities Management Unit (AUMU), having responsibility for all Government assets saw it necessary to establish a motor vehicle policy to provide the procedures for the proper use of these assets. 2. PURPOSE This policy is beneficial for the proper management of motor vehicles owned by the Government and in the AUMU’s charge. The policy will provide detailed guidelines for all users in accordance with the provision of Regulation 58 of the Belize Constitution (Public Service) Regulations (BCPSR), 2014. The objective is to remind public officers of their legal obligations and the proper procedure for the daily care and use of Government-owned motor vehicles in their possession or to which they have access. 3. SCOPE: This Vehicle Policy is a guide for all public officers who maintain or operate a government owned motor vehicle, either assigned to them daily or to which they have access. The Finance Officer (FO), Administrative Officer (AO) or otherwise Designated Officer (DO) of any Government Ministry, Department, Unit and/or Agency is expected to support and enforce fleet safety procedures and accident prevention measures described in this Vehicle Policy. GOB Vehicle Policy 2025 | P a g e | 4
a. Accounting Officer: The Public Officer who is responsible for the control of the various votes of the estimates as listed in the financial statement of revenue and expenditure (Amendment No 2 of the Public Service (Amendment) Regulations, 2015 contained in S/I No 26 of 2015). b. Administrative Officer: Persons assigned to each Ministry responsible for coordinating and directing human resource management, records management, and general administration functions within the Ministry in accordance with Public Service Regulations and other established policies and procedures. c. Finance Officer: Persons assigned to each Ministry to serve their Accounting Officer, relieving them of much of the routine work, whilst at the same time keeping in close liaison with the Ministry of Finance. (Order 10 of the Financial Orders) d. Designated Officer: A person to whom the responsibility of assignment of a government-owned vehicle is delegated. e. Government-owned Vehicle: Any motorized equipment used for transportation which is owned, leased, or rented by the Government of Belize. f. Driver: Any person who is an established Public Officer and/or contract officer that has been granted authority to operate a vehicle on the Government’s behalf in accordance with Regulation 58 (2) of the BCPSR, 2014. 3. RESPONSIBILITY AND ACCOUNTABILITY 1. Responsibility It is the Finance Officer, Administrative Officer or Designated Officer’s responsibility to: a. Oversee, manage and/or coordinate and control the use of all Government-owned vehicles in accordance with Order No. 2 of the Store Order, 1968. b. Recommend established Public Officers and/or contract officers to be considered for authorization to drive a government-owned vehicle. The FO, AO and/or otherwise DO are only to recommend public officers with a minimum of three (3) years driving experience and a valid driver’s license appropriate for the vehicle assigned. c. Keep up-to-date records of all vehicles and drivers. d. Ensure vehicles are maintained in a roadworthy condition and that all maintenance works are carried out to the manufacturer’s specifications where applicable. GOB Vehicle Policy 2025 | P a g e | 5
f. Identify the service date(s) in line with manufacture specifications and to monitor vehicle mileage to ensure the appropriate service is carried out using a garage approved by the Government. g. Arrange and/or coordinate the renewal of vehicle license and insurance for all government-owned vehicles, with the assistance of the AUMU. h. Ensure that all authorized drivers receive the required Government Drivers’ Permit, has a copy of this Vehicle Policy and are aware of their obligations in the event of a vehicle accident. i. Assist in the periodic review of the vehicle policy by making recommendations to the AUMU. j. Maintain a record of each vehicle’s history (e.g., accident report, vehicle services, mileage, fuel consumption). k. Provide the AUMU with a copy of each vehicle’s history (e.g., Accident report, vehicle services report, mileage, and fuel consumption record), as stipulated in this policy in the relevant section below. l. Supervise and review the vehicle Logbooks for accuracy and reporting purposes to the AUMU. The Driver is responsible for: a. b. c. d. e. f. g. h. Adhering to the Vehicle Policy. Having a valid driver’s license with the required class. Having a valid GOB Operators Permit. The basic maintenance of the assigned motor vehicle (cleanliness, engine check, all oils, suspension, tires, etc.). Reporting all traffic accidents and/or damages immediately via telephone and in writing to the FO, AO and/or otherwise DO. Adhering to the traffic laws of Belize or Foreign Country authorized. Ensuring that the assigned vehicle is kept in the best road-worthy condition. Immediately updating the FO, AO and/or otherwise DO of any concerns with the vehicle. The AUMU is responsible for: a. The oversight of all Government assets and the authorization of individuals to become authorized drivers in consultation with the CEO, FO, AO and/or otherwise DO. GOB Vehicle Policy 2025 | P a g e | 6
The Finance Officer, Administrative Officer and/or otherwise Designated Officer have been designated to: a. Administer the guidelines established herein and supervise the use of the vehicles covered under this policy in their respective ministry. b. Emphasize the importance of adhering to this policy and encourage participation and cooperation from all public officers whether established, temporary, or contracted. c. Ensure that each department head is informed of the Vehicle Policy and kept updated of any additions and/or changes so that they can communicate with every Public Officers established and/or contract officer under their supervision. 4. GENERAL PROCEDURES 1. Assignment of Vehicles a. It is the policy of the Government of Belize to authorize the acquisition of vehicles for use by Public Officers in the conduct of their employment responsibilities, either during the workday, shift or on a twenty-four (24) hour on-call basis. b. The AUMU will assign a government-owned vehicle to Ministries and Departments based on the need to achieve the goal of providing timely service. Government-owned vehicles are not personal vehicles and are not to be used as such. These vehicles are public assets and should be viewed as belonging to the citizens of Belize and are assigned solely for purposes consistent with providing services to those citizens. c. The use of government-owned vehicles during work time is based on job responsibilities. The FO/ AO and/or otherwise DO that have vehicles available for this purpose may assign such vehicles in a manner consistent with departmental workload and employee function. d. In times of disasters (natural or manmade) all pool vehicles must be made available to the Ministry of Finance upon request or as needed for assignment to the National Emergency Management Organization (NEMO) or for any other assignment deemed necessary by the Ministry of Finance (Financial Secretary). GOB Vehicle Policy 2025 | P a g e | 7
utilized to render assistance to the disaster victims and for any other purpose deemed necessary by the Ministry of Finance. f. NEMO will be responsible for repairing any vehicle that is damaged during the tenure that the vehicle was assigned to them to assist with disaster relief work. g. Only Public Officers and Senior Contract Officers listed below should have access to vehicles 24 hours a day. 1. Governor General 2. Hon. Prime Minister 3. Hon. Ministers of Government 4. Elected Members of the House of Representative 5. President of the Senate 6. Financial Secretary 7. Auditor General (Constitutional Office, Section 109 of the Constitution) 8. Contractor General 9. Ombudsman 10. Chief Executive Officers 11. Members of the Judiciary 12. Senior Contract Officers 13. Heads of Emergency Services and other Special Services namely: i. ii. iii. iv. v. vi. vii. Commissioner of Police Commandant: Belize Defense Force and Belize Coast Guard Fire Chief Director, NEMO Comptroller of Customs Deputy Financial Secretary HOD - Ministry of Health h. Other Heads of Departments may receive a monthly motor vehicle allowance in accordance with regulation, 127 of the BCPSR, 2014. Therefore: 1. Those receiving such allowance shall not be assigned a Government of Belize vehicle for their use. 2. The Ministry of Finance will establish official allowances for vehicle mileage. i. Contractors may use a government motor vehicle when authorized in accordance with the terms and conditions of their employment and for official purposes. Such usage must be in accordance with the provisions of the BCPSR, 2014, the Financial Orders, and Stores Orders. GOB Vehicle Policy 2025 | P a g e | 8
vehicle policy. Any unofficial use of government-owned vehicle other than in line with the performance of the contract can only be authorized by the Ministry of Finance (Financial Secretary). k. Special Volunteers (SV) may NOT operate government-owned vehicles. Special Volunteers are individuals who volunteer their time to conduct research services, direct patient care, technical assistance, or any other necessary services for NIH. l. The FO, AO and/or otherwise DO are responsible for vehicle use and maintenance including cleanliness, and storage. He/She shall ensure that vehicles are routinely washed, the interior cleaned, and maintenance schedule is observed. m. The FO, AO and/or otherwise DO are responsible and must account for all vehicle usage and fuel consumption to the Chief Executive Officer and the AUMU. n. Only established Public Officers and/or contract officers are authorized to operate government-owned vehicles and must be in possession of a valid driver’s license of the class required for the specific vehicle being operated as well as a GOB Operator Permit. Drivers are required to present a valid GOB Operator’s permit at vehicular checkpoints conducted by the AUMU, Transport Department and the Belize Police Department upon request. 2. Authorization and Drivers’ Qualification a. Only authorized drivers are permitted to drive Government-owned vehicles. b. It is the responsibility of the AUMU in coordination with the FO, AO and/or otherwise DO to evaluate individuals to become authorized drivers. c. Government of Belize will institute a periodic Defensive Drivers Training in unison with the Department of Transport for authorized drivers of government-owned vehicles. d. All authorized drivers for government-owned vehicles will be mandated to pursue and successfully complete the Defensive Drivers Training upon availability and publication by the AUMU. If an authorized driver (does not include appointed drivers) fails to complete the training, he/she will be given a timeframe to complete the training on its next availability or risk losing their authorized driver status. 3. Proper Use and Operations a. ANY PERSON operating a government vehicle must present, upon request, a VALID GOB operator permit for inspection by personnel of the AUMU, the Transport Department or the Police Force. Government-owned vehicles being driven by unauthorized persons will be impounded on site. GOB Vehicle Policy 2025 | P a g e | 9
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