VEHICLE MANAGEMENT. It is recommended that vehicles be replaced after 4 years of use, or after covering 150,000 km, whichever occurs sooner.

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1 Warehousing, Distribution & Inventory - Tools & Templates VEHICLE MANAGEMENT Country Programme Managers are directly responsible to the International Division Director for all vehicles and assets under their care, and for ensuring that all policies and procedures outlined below are followed. The Country Programme Manager is responsible for meeting all legal requirements of the country in which the vehicles operate. The Country Programme Manager normally delegates vehicle management to a senior member of staff, usually the Logistics Coordinator. This should be done in writing. In countries where vehicles are operated from remote bases, vehicle management may be delegated to logisticians or administrators. Other than for Oxfam GB business use, vehicles may be used: For personal use, subject to the Country Programme Manager s approval. Staff must pay for personal use at a rate per kilometre determined by the Country Programme Manager, to cover the cost of fuel, other consumables and maintenance. For staff runs, taking employees to and from their place of work. This should only be done where local public transport is considered inadequate. Unauthorised use of any vehicle is a disciplinary offence, which can lead to dismissal. Vehicle Specification The planning process for vehicles involves the decision as to whether vehicles should be rented or purchased. Before this decision can be taken, it is important to determine vehicle needs, and the specifications that will address such needs. It is recommended that vehicles be replaced after 4 years of use, or after covering 150,000 km, whichever occurs sooner. Each country should aim to standardise the vehicles in their fleet, so as to simplify and reduce the costs of maintenance. The Oxfam Equipment Catalogue has standard specifications for vehicles and information on available optional extras. For any other non-standard specification please contact the relevant Regional Logistics Coordinator or logadvise@oxfam.org.uk Page 91 of 175

2 Warehousing, Distribution & Inventory - Tools & Templates When choosing a vehicle the following criteria should be considered to determine specifications: Basic Criteria General Where will the vehicle be used: in town, on tarmac, or on rural roads or tracks in poor condition? What will mainly be transported: heavy or light loads of goods or people? Availability of spares and types of fuel? Compatibility with the existing fleet: servicing, maintenance parts and tools, long-term project requirements? In some cases, donors may issue directives as to what vehicle type is acceptable (e.g. nationality, origin, manufacturer). Acquiring proper specifications and quotes (locally as well as from OLT) Cost savings (e.g. shipping by sea instead of air). Lead times for purchasing, to fit special kits and to transport vehicles. Insurance and registration requirements. Vehicle Categories The body type: saloon car, mini bus, pickup, double cabin pickup, hard-top van, station wagon with short or long body, Toyota hard top, small truck or lorry. The drive type: two-wheel or four-wheel drives. The engine type: diesel or petrol, and engine capacity. Extra equipment: for example, HF or VHF radio, air conditioning, towing attachment, winch, tool kit, roll bar, mines protection, bull bar, front axle/sump protection, electronic tachographs/speed governors, anti-theft devices, extra fuel tank, extra battery, roof rack, full spares kit, extra wheels and tyres and first aid kit. Vehicle purchasing The number and types of vehicles should be kept to the minimum required for project needs. Avoid purchasing extravagant models. Review the need for new vehicles carefully. Consider compatibility with the existing fleet. Obtain comparative prices. There are additional costs that need to be taken into account, including taxes, insurance and maintenance. Vehicle rental Short-term projects. Special requirements for disposal may justify vehicle rental. Insufficient budget/funds. Difficulty purchasing and/or transporting vehicles to the project area. During the initial phases of a project. Insecure environments, where there is a chance of looting. Hire vehicles to transport goods for specified journeys on a short-term contract. The owner takes care of all the details including drivers, fuel, maintenance and repair. Medium-term contracts in which the owner takes care of most of the responsibilities such as the drivers, insurance and maintenance. Long-term contracts in which all responsibilities for the vehicle are undertaken by the project office. Page 92 of 175

3 Vehicle Management and Administration Vehicle Management and Administration Vehicle Management Drivers and vehicle allocation Only Oxfam GB staff members, authorised by the Country Programme Manager or their delegate, may drive Oxfam vehicles. All authorised drivers must have: A valid driving licence. Passed an OGB driving test. Usually carried out by a person appointed by the logistics department, who should use the attached Driver Test Form. Written authorisation to drive from the Country Programme Manager. The Programme Manager must only provide authorisation to drivers who have passed a driving test carried out by the authorised person mentioned above. Where a test is carried out, it should be in road conditions that the driver will actually encounter in his/her role, for example driving in town, in traffic, on open roads and at night. To be able to have a clear view of the driver s technique, it is recommended that the tester sit in the rear of the vehicle. The results of the test should be documented using the standard Driver Test Form. Drivers must not be allowed to learn to drive using Oxfam vehicles. Training should be considered for drivers who need to improve their driving skills. The authority to drive may be withdrawn at any time by the Country Programme Manager should he or she consider that a driver constitutes a danger to the vehicle, to him/herself or to others. Drivers must be made aware of the importance of vehicle care and maintenance, courtesy, road safety, and general security. Drivers are directly responsible for the safety of all personnel travelling in their vehicles and hence their skill and attitude is extremely important. It is advisable to have a dedicated driver for each vehicle. Drivers can then take full responsibility for the assigned vehicle, which may result in better vehicle care. Driving techniques that damage the vehicle can then be more easily identified and corrected. In certain circumstances, however, this may not always be possible, and drivers may have to use more than one vehicle. Recruitment of a dedicated driver should always include: A road test, as mentioned above Page 93 of 175

4 Vehicle Management and Administration Checking the validity of driving qualifications and documentation, copies of which should be retained in the driver s file References from previous employer(s). In programmes with more than one vehicle, select the most responsible and experienced driver to act as the head driver. If possible, recruit drivers with a background in mechanics, as they usually take better care of the vehicle. A system of allocating vehicles is essential as project vehicles are often in short supply and access to them may become a source of tension. The following vehicle allocation systems can be used depending, on the size and types of offices and projects: Allocation system Vehicle Booking Forms Applicable to Responsibility Usage Note Offices with 1-3 vehicles. Small non-operational projects. Vehicle Pool Offices with 4-6 vehicles. Medium size nonoperational projects. Vehicle Allocation Schedules Offices with 6 or more vehicles. Large operational projects. Offices with a Fleet Manager. Any staff that require the use of a vehicle Logistics Logistics Forms to be completed 24 hours prior to use. An admin or logistics staff member should capture the confirmed bookings. Notify the staff member that booking is confirmed. The logistics team agrees the allocation of pool vehicles to different departments. The departments will manage their allocated vehicles, with Logistics maintaining vehicle logbooks and reporting on use and maintenance costs. A vehicle allocation board will be used to allocate pool vehicles and track movements. A fleet manager manages the allocation of vehicles as per department needs. Vehicle will be allocated based on: Number of staff members per department. Number of journeys and distances travelled. In insecure environments, it is critical to record vehicle movements and allocations, as the Logistics Manager must be aware of the location of vehicles and passengers (staff) for security purposes. This information should be recorded on a vehicle board that is clearly visible to all. Page 94 of 175

5 Vehicle Management and Administration Vehicle running costs can potentially be a large administrative cost and should therefore be managed and reported to project management. Regardless of the vehicle allocation system in use, the logistics team should still ensure the use of vehicles is coordinated and recorded. Eco-driving Eco-driving describes methods that can be used whilst driving to minimise fuel consumption and wear and tear on the vehicle. This has the dual benefit of reducing costs and reducing our impact on global warming. Following the steps below will result in cost savings and a reduction in the impact of our vehicle operations on the environment. Check your revs. Change up a gear before 2,500 rpm (petrol) and 2,000 rpm (diesel). Anticipate road conditions and drive smoothly, avoiding sharp acceleration and heavy breaking. This saves fuel and reduces accident rates. Use air conditioning as sparingly as possible it significantly increases fuel consumption. The most efficient speed depends upon the car in question but is typically around mph. Higher speeds will greatly increase fuel consumption. Drive away immediately and steadily, when starting from cold idling to heat the engine wastes fuel and causes rapid engine wear. Accessories such as roof racks and roof boxes significantly affect a car s aerodynamics and reduce fuel efficiency. Remove them when not in use. Avoid short journeys a cold engine uses almost twice as much fuel and catalytic converters can take five miles to become effective. Plan your journeys to avoid congestions, road works and getting lost. Check your tyre pressure regularly under-inflated tyres are dangerous and can increase fuel consumption by up to 3% If stuck in congestion, switch the engine off if you expect to be there for more than a minute or two. Cutting the engine will save fuel and reduce emissions. Insurance and Licensing All vehicles must be insured, locally if possible, to meet minimum legal requirements (normally for third party liability only). If it is necessary to take out full coverage this should be indicated in the budget, with a short explanation. If operations involve crossing country borders, it may be necessary to obtain additional insurance to cover this. All losses not covered by local insurance policies are covered by Oxfam funds, and therefore funds have to be sought for vehicle replacements in the normal way. A certified copy of the insurance policy must be kept in each vehicle at all times. Page 95 of 175

6 Vehicle Management and Administration It is the responsibility of the Country Programme Manager, or their delegate, to ensure that vehicles are licensed and insured, and certificates of roadworthiness obtained, in accordance with local law. This task is usually delegated to a logistician or administrator. Vehicle Preparation Checklist Prior to the use of any vehicles, the Logistics Manager must ensure the following checklist of documents and equipment is available in all vehicles. This is a nonnegotiable responsibility, as it involves legal requirements and the safety and security of driver and passengers. Essential Documents 1. All legally required documentation 2. Third Party Insurance (certified copies) and a sticker where appropriate 3. A set of maps 4. Certified copy of the driver s licence (Driver s licence should remain with driver) 5. OGB Logbook 6. Radio call signs (vehicles and offices in the region) 7. Driving rules and summary of security guidelines 8. List of Oxfam office and staff phone numbers, addresses and radio call signs Essential Equipment 9. Vehicle recovery kit (e.g. tow rope, winch, small shovel, etc.) 10. Vehicle tool kit 11. Warning triangle 12. Fire extinguisher 13. First aid kit 14. Jump leads 15. Torch with spare batteries 17. Antifreeze (depending on location) 18. Vehicle jack and wheel brace Additional (for insecure environments) 18. Communications equipment, such as a Radio Kit 19. Hibernation kit. This should be a basic kit including items such as food, water and blankets Page 96 of 175

7 Vehicle Management and Administration Vehicle Administration Vehicle Logbook All vehicles must have a Vehicle Logbook, which should be kept in the vehicle at all times. Vehicle logbooks are used to record information on the use made of each vehicle (itemised for business and personal use), and to record all maintenance work carried out on each vehicle. Drivers are responsible completing logbooks and submitting them on a monthly basis to the person managing vehicles. The Logbook must be used to record: Details of the vehicle, including registration, Oxfam asset number, engine and chassis numbers. List of checks to the vehicle to be carried out by driver every day prior to driving. Record of the driver or other staff member responsible for the vehicle, including a signature from that person. Record all journeys made: date, brief description of the journey, odometer reading before and after, whether for business or personal use, quantity of fuel added, quantity of engine oil added, driver s signature. Instructions on servicing checks required at regular intervals. Record of services and maintenance carried out on the vehicle, including dates and odometer reading. Record of problems reported by the driver, with details of when they have been rectified. Useful vehicle data (on page one). The standard Oxfam Vehicle Logbook must be used. Copies can be printed locally or ordered from the Oxford Logistics Team (code VLB). The person responsible for vehicle management must ensure that all authorised drivers understand and use the vehicle logbook, and that it is updated properly. Vehicle Report The Vehicle Maintenance Spreadsheet must be used to capture the details recorded in each vehicle s logbook. From the Vehicle Maintenance Spreadsheet, summary reports will be produced that indicate: The usage and distance travelled for each vehicle. The fuel consumption for each vehicle. The maintenance cost (e.g. services and oil) for each vehicle. An overall running cost for each vehicle - this can be used as a management tool, for example, examining and comparing fuel consumption figures can be used to detect fraud, poor driving standards and reliability of vehicles. This report is the Page 97 of 175

8 Vehicle Management and Administration main source of vehicle management data, and it is important that it is completed monthly and shared with country/local programme management and Regional Logistics Coordinators or Regional Logistics Leads. Vehicle Safety and Security Any staff member driving or using any type of Oxfam vehicle must adhere to the following rules: Always wear seat belts. This is mandatory for front and rear passengers. Use the vehicle preparation checklist to ensure all essential documents are up to date, and equipment is in working order at all times. Do not demand unsafe driving practices or higher driving speeds from drivers. Motorcyclists and passengers must wear crash helmets; these should be checked regularly and carry a recognised safety certification. The carrying of passengers on motorcycles is strongly discouraged. Never drive after consuming alcohol or drugs. This is a serious disciplinary offence, which will result in dismissal. All drivers should have regular, annual medical and eye examinations. Drivers are responsible for daily vehicle checks prior to departure. Ensure that each vehicle contains a full first aid kit (not expired) and a fire extinguisher, and that staff know how to use each properly. Never overload vehicles and adhere to the recommended guidelines for passenger numbers provided by the vehicle manufacturer. Vehicles are only to be used for Oxfam business unless specific authorisation from the CPM or their delegate is granted. Know and understand national driving laws and practices. Adjust driving practices to different road conditions. Ensure that vehicles are appropriate for local road conditions. Ensure that drivers adhere to the limits on hours worked each day and that regular breaks are taken. It is recommended that drivers take a break, of at least 15mins away from the vehicle, after each period of 4 hours driving. Drivers must maintain low driving speeds when near people and animals, especially in heavily populated areas, camps and villages. Do not assume that all people are traffic-wise. Oxfam vehicles never carry armed or uniformed personnel. Do not harass or challenge police, military or road traffic officials, and stop at legal police and military checkpoints when required. Do not carry passengers in any parts of vehicles, (e.g. in the back of pickup trucks) apart from allocated seating space. Unless there are specific reasons why this should not be the case, OGB vehicles should display standard Oxfam and No Arms stickers. Unless specifically authorised, no non-ogb passengers are permitted in OGB vehicles. Where this is allowed, any such passengers must sign a Vehicle Disclaimer Form. Page 98 of 175

9 Vehicle Management and Administration The above rules are provided to minimise safety risks to staff members, the public and Oxfam as an organisation. Adherence to these rules is mandatory for all Oxfam staff. Failure to comply with these rules is a serious offence and may result in disciplinary action against staff. Security In insecure environments, in addition to the normal vehicle safety procedures listed above, ensure that: Communication equipment is installed and working in each vehicle (as required). Protocol and schedules for regular communication checks with the base office are set up. All vehicle movements with destinations and estimated time schedules are known at the base office. Base must be informed of all changes to schedules. Travel at night is restricted or prohibited. Fuel tanks are kept at least half full at all times. Refilling at the end of the day is recommended. Vehicles without working communications should not be used in areas that are a security risk. Petrol vehicles are avoided in areas with land mines. Only the most experienced drivers should be used in difficult and dangerous conditions. Ensure that drivers and passengers: Know that their safety always comes first over everything else. Are well briefed and kept up to date on field and road conditions. Are given training in handling four-wheel drive vehicles. Have read and know the Security Guidelines. Have basic first aid training. Accidents and Theft A vehicle accident is here defined as any accident involving an OGB vehicle which causes damage to the vehicle or to property, or which results in injury, either to OGB staff or others. In the event of an accident, the senior manager (normally the Project or Logistics Manager) should investigate the scene of the accident immediately, if possible and safe to do so. The Vehicle Accident Report must be completed in full. It is recommended to complete the investigation as soon as possible after an accident as the observations and findings will be more accurate. The report should be completed in such a way that a person not familiar with the circumstances of the accident can understand merely from reading the report exactly what happened. If necessary, photos, etc. can be attached to make the explanation clearer. Page 99 of 175

10 Vehicle Maintenance Copies of the report should be forwarded to the Country Programme Manager or their delegate, and the Regional Logistics Lead. The accident investigation should establish the following. Verify basic facts. Establish circumstances. Identify potential consequences. Identify underlying causes. Establish what corrective action will be taken. All drivers must be aware of the local procedures to follow in the event of an accident, as detailed in the security guidelines. Drivers should never risk their safety or the safety of staff in an attempt to avoid losing or damaging a vehicle. In the event of accidents, drivers or any able staff member on the scene of the accident must take the following actions: Secure the accident site to avoid any further accidents. This may include extinguishing fires and deploying warning triangles on the road. The driver should not admit liability. If it is safe to do so, then the driver should stop and exchange details with the other party/parties involved in the accident. Check on all passengers, and ensure a medical service is contacted for injured passengers. Staff with formal certified first aid training and experience may assist with the treatment of minor injuries. Contact the Security focal point (normally the Project or Logistics Manager) and, where possible, provide an accurate description of the status and details of passengers involved in the accident. When it is necessary for the safety of staff to leave the scene of the accident, report to the local police immediately. In the specific example of accidents involving landmines, staff should not move from the site of the accident until authorised to do so by a competent authority. Vehicle Maintenance Regular and timely preventive maintenance is the most cost-effective way of ensuring that vehicles are reliable and efficient. The life of the vehicle will be extended and delays to the project caused by breakdowns reduced. Vehicle maintenance can be adapted and applied to engines (e.g. generators). Page 100 of 175

11 Vehicle Maintenance Preventive Maintenance Preventive maintenance is achieved through daily checks and regular services to vehicles. These sections provide guidance on daily checks and regular services, although the recommended good practice is to check the guidelines provided by the vehicle or engine manufacturer. Daily Checks Before starting a journey, the driver should always make the following checks: General condition of the vehicle. Fuel the fuel level should not fall below 25% (1/4 tank) at any time. For long journeys the tank should be full. Engine oil check the oil level and top up if required. Coolant check the level and top up if required. Lights check that all lights and indicators are clean and working. Tyres check the tyre pressure and tread. Look for any damage or uneven wear. Horn check that the horn is in good working condition. Tools and equipment check that the spare tyre, jack, wheel spanner and first aid kit are present, in good condition, and stored correctly. Brakes check that they are working. Windows and mirrors check that they are clean. Check that the oil pressure and battery charging lights come on when the ignition is turned on, and that they go off once the engine has started. Check the brake fluid and clutch fluid. Update the Vehicle Logbook. Daily checks and knowledge of the vehicle s maintenance history enable the driver to alert the workshop or garage of problems early, using a defect report form, and have timely repairs or adjustments made. Every week or before long distances Check: Battery water level and condition of battery terminals, which should be cleaned, greased and not tightened too much. Good fastening of the radiator and hose pipes condition. Power steering fluid level. Air cleaner cleanliness and level if it is an oil element. The tyre pressure and condition. Correct functioning of the lighting system and turn signals. Page 101 of 175

12 Vehicle Maintenance Windscreen wash fluid levels and the condition and functioning of windscreen wipers. Lie down under the vehicle to check the condition and good fastening of: Engine; gearbox; leaf or coil springs; shock absorbers; anti roll bar; exhaust pipe; bushes; steering rods; chassis and body; bolts and nuts. Regular Servicing Under normal conditions, regular maintenance can be planned at intervals based on the number of kilometres driven as recommended by the manufacturer. Records of usage and maintenance are kept in the logbook and vehicle file and shown in the Vehicle Maintenance Spreadsheet. The mileage of the next scheduled maintenance should be noted where the driver can see it clearly. Planning and co-ordination of vehicle usage and servicing can be done based on these intervals. In other situations where the climate or geographical conditions are difficult these intervals must be shortened. Recommended average service intervals for various conditions: Good conditions with surfaced main roads, good secondary roads, four-wheel drive only used occasionally, average speeds km/h, good quality oil and fuels: service every 5000 km. Poor conditions with most driving on rough secondary roads and tracks, with mud, dust, deep water and ruts; the use of four-wheel drive is short but quite frequent. Average speeds of less than 50 km/h, medium quality oils and fuel: service every 3000 km. Very poor conditions with rough tracks and terrain, a lot of mud, dust, ruts and deep water encountered, four-wheel drive used for long periods and frequently, average speeds very slow, poor quality oil and fuels: service every 2000 km. Servicing can be carried out by commercial workshops, workshops operated by other organisations or by an Oxfam workshop. Operating a Vehicle Workshop Setting up an Oxfam workshop requires high initial investment and is only cost-effective for large fleets or where reliable servicing is not available. For a small operation, an experienced mechanic with some management and administrative skills would be sufficient for minor and medium repairs. Estimate the projected costs of commercial and in-house servicing at the beginning of the project and decide accordingly. Review if the project changes in size. Page 102 of 175

13 Vehicle Maintenance If the fleet size merits the establishment of a workshop, locate it as close to the Oxfam office or warehouse as possible to facilitate communications between the two. It is better located away from residential buildings, schools etc. The following facilities are required for a workshop: Secure fencing around the workshop area with a strong gate Drainage away from the area A hard surface to work on A roof over the work area for protection from rain, sun and dust A safe, secure store room An office area/room A properly constructed pit Staff facilities Electricity Water A system of communication with the office Equipment, benches and tools A fire extinguisher Spare Parts Stores Requisitioning and storing of vehicle and engine spares and tools follow the standard process as specified in the Procurement and Supplier Management and Warehousing, Distribution and Inventory Management sections. Vehicle models change frequently, and when ordering vehicle spares it should be borne in mind that they may become obsolete relatively quickly. In addition to the standard process, the guidelines below should be followed to ensure the process of requisitioning and storing of spare parts and tools is effective. Requisitioning spare parts: Specify the correct part number, taken either from the old part or from the manufacturer s spares catalogue. Specify the make, model, engine/chassis number and year of manufacture of the vehicle. As far as possible, buy only genuine spare parts. Cheaper, poor quality parts are usually not cost-effective, as they may damage other parts of the vehicle and generally have a short lifetime. Be aware that disreputable suppliers have been known to sell parts as genuine when they are not. Storing vehicle and engine spares and tools: Secure the storeroom and provide only one person with keys and the responsibility for stock control. The spare keys should remain with a senior manager. Page 103 of 175

14 Procedures Vehicle Management As tools will be released for temporary work, a system of signing out all equipment and tools must be implemented. Each mechanic should be issued with a lockable box of basic tools that can be issued and returned every day, or kept for the duration of their employment. Periodic (monthly) inventories must include the mechanics toolboxes. Restrict public and general staff access. Fuel and Oil When fuel and oil is in stock, it must be managed and controlled. The procedures for storing (Storage of fuel, oil and gas (LPG)) must be applied for health and safety of staff members, and the general public. When storing fuel there is also a significant risk of theft, and access to the fuel should always be tightly restricted. Records should be kept on a fuel usage form, in order that fuel issue records can be checked against those shown in the vehicle report. Procedures Vehicle Management Procedures Vehicle Management and Administration Vehicles must always be licensed according to local laws and insured (normally third-party insurance only). Each vehicle must contain a logbook, used to record start and end mileage for each journey made, fuel intake (mileage and litres), any problems reported, and all maintenance work and services carried out. Programme Managers are responsible for vehicles under their care. Day-to-day management of vehicles may be delegated to a logistician. Authorisation: Only Oxfam GB staff with written authorisation from the Programme Manager and holding a valid local or international driving licence may drive Oxfam vehicles. Where appropriate, employ a dedicated driver for each vehicle. This is intended to encourage responsibility in maintenance and driving techniques. A monthly management report should be prepared for all vehicle fleets, detailing (as a minimum) the distance travelled, fuel consumption, and maintenance work for each vehicle. Preventive maintenance should be carried out on a defined schedule, including daily checks by the driver and regular servicing. Use of vehicles should be planned in advance and the logistician should get a daily confirmation of needs (usually in the afternoon of the day before). It is the role of the logistician to help Oxfam personnel structure the way they express their needs. In the event of a vehicle accident, always complete a Vehicle Accident Page 104 of 175

15 Vehicle Management - Tools & Templates Report and share it with the Country Programme Manager and Regional Logistics Coordinator. Vehicle Management - Tools & Templates Maintaining accurate and up-to-date records will be a critical activity to support the Programme, Funding and Finance in management activities. Accurate records of vehicle use and maintenance is a key element of accountability. Mandatory Standard Tools & Templates Vehicle Logbook Vehicle Maintenance Spreadsheet Vehicle Accident Form Driver Test Form Vehicle Disclaimer Form Disposal Form (see asset mgmt) Bin Card (see warehouse) How to apply Tools & Templates Vehicle Logbooks are used to record information on the use made of each vehicle (itemised for business and personal use), and to record all maintenance work carried out on each vehicle. The Vehicle Maintenance Spreadsheet is used to capture the details recorded in each vehicle logbook, and to report on the use, maintenance and running cost of vehicles. The Vehicle Accident Form is used to capture all accident details for any type of vehicle. The Driver Test Form is used to test the basic driving skills of all drivers prior to being assigned the authority to drive Oxfam vehicles. Where non-ogb passengers are authorised to travel in an OGB vehicle they must sign a Vehicle Disclaimer Form In this section the Disposal Form is used to officially transfer ownership of vehicles between Oxfam and the new owner. In this section the Bin Card is used to record the movement of spare parts, fuel and oil. Page 105 of 175