Prepared by : Pn. Nurul Ezani Abdul Malek (Pen. Akauntan)
Accountability in Managing Vehicle
Serdang, 21 June 2021- The Center for Strategy and Corporate Relations has organized a briefing on the management of departmental vehicles on 21 June 2021. The Center for Strategy and Corporate Relations has invited Mr. Mohd Faiz Suparman from Internal Audit Department to give the briefing. The briefing made virtually through the Zoom application was attended by a total of 14 participants.
There are 7 contents presented by Mr. Mohd Faiz Suparman:-
The rules used for the management of departmental vehicles are:-
An indenture card is an electronic card used to make vehicle fuel supply transactions. There are 4 types of cards:-
Each refueling transaction must be recorded in the Vehicle Log Book. Checks must be made for refueling transactions with reports/statements issued by the supplier. The vehicle card must be kept by the Vehicle Officer and handed over to the driver if there is a need to refuel. Once the filling is made, the vehicle card must be returned to the Vehicle Officer.
A Log Book is a book to record all trips, fuel consumption and scheduled maintenance as well as summons on a vehicle. The log book is intended to:-
The information that needs to be completed in the Log Book is as follows:
Mr. Mohd Faiz Suparman has also developed a formula on google sheet for the calculation of monthly fuel consumption to facilitate drivers and vehicle officers to make calculations.
Government Vehicles can be supplied with a Toll Payment System Card Without Receipt including SmartTAG. A list of procurement and distribution of Toll Payment System Card Without Receipt must be provided. For SmartTAG, it needs to be registered as an inventory according to the University Asset Management procedures. The card must be well cared for to prevent loss or damage. Loss of the card is the responsibility of the officer who uses it and must be reported to the Vehicle Officer for action to obtain the remaining value of the card/replacement card.
Departmental vehicles must be stored in a covered office area when not in use unless such facilities cannot be provided. For Departments that have security guards, scheduled patrols must also be conducted on the depot or storage place.
There are several audit observations on vehicle management, namely:
Pn Askina Aziz as the organizer thanked for the knowledge sharing presented by En Mohd Faiz Suparman. It is hoped that the information provided can help drivers and vehicle officers to carry out their duties more efficiently.
Date of Input: 06/08/2021 | Updated: 06/08/2021 | nurmiera
Blok F, Bangunan Sekolah Perniagaan dan Ekonomi(SPE),
Jalan Persiaran Tulang Daing,
Universiti Putra Malaysia,