Ext 6765/46 'Requests by Political Resident Persian Gulf for copies of General Instructions, Regulations (Orders in Council) etc for the Residency' [‎42v] (84/158)

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■Journeys for normal attendance at the office can only be regarded
as ' official ” when special sanction has been granted by the
Department. The present practice is to require the staff to make
a payment for such journeys. The cost of journeys made on behalf
of Dominion or Colonial Governments should .,be charged to the
Dominion or Colony concerned and credited to this Department.
4. The vehicles may also be used for representative or private
purposes, in which case the cost is to be paid to the official funds
at the post by each person concerned at the approved fixed rate
per mile per vehicle and shown as a credit on the “ Transp^^-”
schedule with the quarterly accounts. Representative use o^The
vehicle includes visits of a less than official nature, which
nevertheless must be paid in order to maintain touch with people
and affairs. This of course includes attendance at parties and
places which are not strictly official.
5. Private use ” of the vehicle is a self-explanatory term
and may chiefly be applied to the use of the vehicle for recreational
purposes.
MAINTENANCE.
6. The proper driving and maintenance of official vehicles are
responsibilities of the Head of the Post, who must ensure that the
vehicle is not driven at an excessive speed (taking into considera
tion the local standard of roads and of driving) and that the
economical cruising speed of the vehicle is not needlessly exceeded.
W hen a chauffeur is necessary the Head of the Post must satisfv
himself that the chauffeur’s standard of driving and maintenance
is adequate.
7. The Head of the Post must also ensure that the vehicles
are serviced at regular intervals (according to the instructions in
the handbook of each vehicle) and that an accurate record of
maintenance, repairs and replacements is kept. A log-book for
each vehicle is to be kept in the front pocket, and petrol and oil
consumption and mileages at the time of replenishment are to
be entered in it, as well as the records of trips. Where not supplied
with the vehicle, an inventory of equipment, tools and spares,
should be prepared and revised as necessary from time to time,
and care should be taken that these articles are not lost. Both
the log-book and the inventory should be checked every month,
preferably on a specific date such as the first day of each month,
and deficiencies accounted for and made good, if necessary
privately. All proper vehicle expenses not arising out of negligence
or fault are chargeable to public funds.
8. In particularly hot climates care is to be taken to ensure
that the cooling system is working efficiently, and especial
attention should be paid to correct tyre pressures (as given in
the handbook). Where roads are rough, care should also be taken
to remove stones or flints which may have become embedded in
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