Transportation Policy


The objective of this policy is to ensure that all transport activities are managed effectively to ensure compliance with the Government’s statutory policies and KIIT Deemed University’s transport procedures and regulations.


Official Trips: These are trips organized and funded by the University for carrying out official works. Fuel and driver is provided by the University.

Unofficial Trips: Vehicles are used by any outside department/institutions or staff members for other than official purpose of KIIT Deemed University. Driver and vehicles are provided subject to the approval of the Competent Authority. In any unofficial trip, all the expenditure will be borne by the user.


The Transport department will be headed by the Manager/General Manager. He will be primary responsible of ensuring that this policy is implemented and remains adequate for its intended purposes.

The Transport Department will be coordinating fleet vehicle services in the University. The core activities of the department will include:

  • Coordination of official/unofficial Trips.
  • Allocation of vehicles.
  • Monitoring the movement of vehicles.
  • Fueling of vehicles
  • Maintenance and review of vehicle movement logs
  • Service and repair of Vehicles
  • Handling accidents and mishaps.
  • Requisitions, Usage analysis etc.

All these activities will be monitored in coordination with four sub-divisions. The General Manager (Transport) will monitor the operations of these divisions for smooth coordination. The divisions and their responsibilities will be as follows:

Operations & Parking Division:

  • Vehicle scheduling and operations.
  • Accident/ Breakdown services.
  • Vehicle care.
  • Transport help desk.
  • GPS monitoring & compiling vehicle movement reports.

Maintenance Division:

  • Preventive & comprehensive maintenance.
  • Scheduling of maintenance works.
  • Apprise the details of work and regulations to drivers.
  • Compilation of documentations pertaining to repair & maintenance, logs, accessories list, warranty claims etc.

Pump & Store Division:

  • Fueling of vehicles.
  • Checking and reviewing fuel efficiency of vehicles.
  • Stocking & issuing of spare parts & materials.
  • Billings for fuels, parts & consumables.
  • Stocking of replaced/unserviceable parts.

Documentations Division:

  • Safe keeping of FIPPR (Fitness, Insurance, Permit, Pollution, RC, Tax and Claims) and timely renewal of permissions.
  • Office file of each vehicle.
  • Updating Office file of vehicle with all maintenance/replacement, fueling efficiency etc.
  • Staff attendance monitoring & HR issues.
  • Record Keeping.


Vehicle Authorization:

Designation Authorization Permission
Light Motor Vehicles (Cars)  
Chancellor, Pro-Chancellor, Vice Chancellor, Pro-Vice Chancellor, Registrar University Management Dedicated
Dean(s), Director(s),HOD(s), Faculty Member(s) Registrar Official Use
All Non Academic Staff Registrar,( Jt. Registrar in absence of Registrar Official Use
Light Motor Vehicles (Other than Cars)/Heavy Motor Vehicles (All):
Schools / Administrative Department/ Hostel Jt. Registrar Official Use
Outside Event requisitions Jt. Registrar           External Use
Patrolling Duty, Shuttle Services, Commuter Services, Ambulance Services General Manager (Transport) Official Use


Note: The Vehicle requisition slip need to be recommended by the head of the School/ Department before submitting for final authorization.

Rules for Dedicated Vehicles:

  • Dedicated vehicles with drivers will be issued to the officers, by the University.
  • All dedicated vehicles should have a log book to be duly maintained by the drivers.
  • Servicing of these dedicated vehicles will be done as per University official vehicle servicing norms.
  • The drivers of these vehicles will be responsible for the maintenance and upkeep.
  • During transit, the officer to whom the vehicle is issued will be the decision making authority.

Process of Allocating Vehicles for Official Use:

Any officer or Department planning for a trip shall do so through Transport Department:

  1. Vehicle requisition should be sent to the transport department at least a day before the trip, to ensure vehicle availability.
  2. Vehicle requisition slip filled by the indenter needs to be submitted in the transport office.
  3. Vehicle requisition slip filled by the indenter shall be recommended by the senior most available authority of the respective School/Department.
  4. The Transport Office will process the requisition and necessary entry will be made in the vehicle booking register for record.
  5. The driver and available vehicle will be allocated after completion of all booking formalities.
  6. Vehicle requisition slip will be kept with the transport department for future reference.
  7. All the process preferably to be completed through online process, for transparency and timeliness of services.

Process for Servicing and Repair of Official Vehicles:

Vehicles will be serviced after covering 10,000/15,000km or as per prescribed km in user’s manual:

  1. Quotes for servicing are obtained from authorized dealers.
  2. A comparative statement on collected quotations should accompany the quotations.
  3. The quotations should be approved by the Registrar before going for the service station.
  4. The parts which have been removed and replaced should be brought back and surrendered in the University store after filling a “Delivery of Goods to Store Form”.
  5. The copy of documents for servicing of the vehicles should be brought to the Transport Office for filing in respective files of the vehicles for regular record keeping.

Record Keeping:

  1. A file to be maintained for each vehicle where all documents related to that particular vehicle will be available.
  2. Copies of all kinds of approval letters should be filed in the “Approval letters file”
  3. Matters pertaining to security should be filed in the “Security File”
  4. Internal communication letters/Memos should be filed in the “In Correspondence File”
  5. External communication letters/Memos should be filed in the “Out Correspondence File”
  6. Copies of bus requests for non-academic trips along with copies of payment receipt (for wear and tear) should be filed in the “Transport File”.
  7. Copies of sourced quotes or purchases within the Departments should be filed in the “Quotation File”
  8. A dispatch / delivery book for Department should be used to record documents sent to other Departments or outside the University.
  9. Vehicle requisitions file should be maintained for record purpose.

The Vice Chancellor/ Pro Vice Chancellor / Registrar reserves the right to modify, cancel or amend all or any of these rules or any supplementary rules/amendments thereto issued in connection with these rules without previous notice of its intention and the right to give effect thereto from the date of issue or from any other date.

Duties and Working hours of Staff Car and Bus Drivers:

The staff car drivers will also attend to the cleaning and washing of staff car as part of their duty.

Working hours for drivers will be from 08: 00/09:30 A.M. to 5:00/06:30 P.M. (9 hrs duty) with an interval of half an hour for lunch. Night Duty timings will be from 06:00/ 06:00/08:00 A.M. (12 hrs duty). Bus Drivers will start from the Source to Destination and back.

NOTE: The Transport Officer may, however, so prescribe the working hours of the drivers according to administrative convenience and requirements.

Mileage Incentive:

Mileage for buses will be fixed. Addition/deduction of incentive will be done in the monthly salary. Monthly mileage report will be prepared by the transport officer on addition and deduction from the salary of bus drivers.

Rules Governing use of University Transportation Facility for Students:

University will maintain a fleet of buses to facilitate commutation of students from nearby areas. Following rules shall govern the use of the University transportation by the students:

  1. Use of University transportation facility will not be compulsory (voluntary).
  2. Students desirous of availing the facility will need to submit the filled up registration form to the Transport in-charge within a notified time and after his approval shall deposit the prescribed charges in the Accounts Department.
  3. Each registered student will be issued a Bus-pass. Travelling in the bus will be permitted with valid bus-pass only. Failing to do so, s / he will attract a penalty of Rs 100/-each time. (Rs 1000/- for students found travelling without depositing bus fee).
  4. The transport charges will be notified every year at the beginning of the session.
  5. The transport charges notified will be for the entire session and no pro-rata claim will be entertained for any reasons whatsoever.
  6. Discontinuation of bus facility will not be allowed during the mid-session, and if done so, no claim for refund of the amount paid shall be entertained for any reason except in the case of the student opting for the University hostel.
  7. The students will not be able to change the boarding/dropping point, or routes without proper permission. Permission for such change shall be subject to its feasibility.
  8. The students traveling in the bus should occupy the seats allotted to them and should not create any disturbance to other fellow students and staff.
  9. Students cannot reserve seats in the bus on their own.
  10. In the case of loss of bus-pass, the duplicate will be issued on producing proof of Police Report or Court Affidavit to this effect with a nominal charge of Rs.50/-.
  11. Parents will not be permitted to travel in the University bus at anytime.
  12. Timings en route will be followed strictly.
  13. The rudeness of any kind with driver and attendant shall be dealt sternly and may invite disciplinary action.
  14. Followings are strictly prohibited en-route:
    1. Eating, drinking (with the exception of water), smoking, chewing of the pan, gutka etc.
    2. Changing clothes.
    3. Ragging, shouting, fighting, bullying and use of abusive language.
    4. Carrying sharp (including pocket knives), dangerous objects and/or inflammable materials.
  15. Strict discipline should be maintained inside and outside of the bus.
  16. In the case of any dispute, the decision of the Transport in-charge will be final and binding on the students.

Note: The University can change, alter, amend any of the above rules at any point of time and it will be binding on the students.


Vehicle Care SOP:

  1. Tire inflation should be visually inspected frequently. Tire pressure should be maintained within the manufacturer’s suggested range.
  2. All fluid levels should be checked periodically and fluids to be added according to manufacturer’s
  3. Windshield and windows should be cleaned as needed.
  4. Interior of vehicles should be swept/vacuumed and cleaned as needed.
  5. Exterior surface should be washed as needed.
  6. Scheduled maintenance should be conducted either in University Workshop or an approved vendor(s) at the manufacturer’s recommended intervals.
  7. Records of vehicle maintenance should be entered in the vehicle log book with details of date of maintenance, mileage at time maintenance work, type of maintenance, name of vendor or person(s) performing maintenance etc.
  8. Concerns regarding the vehicle’s performance especially involving safety, signs of damage or abnormal wear of parts and accessories, fluids leaking, dents or scratches should be reported to the supervisor immediately.

Preventive Maintenance SOP:

  1. Daily inspection of vehicles should be carried out ensuring availability and proper working of physical tools, Fire Ext, First (Entries to be maintained in logbook).
  2. Drivers should be briefed on general maintenance and safety on weekly basis. Special attention should be given to oil and air filter, air pressure in tyre, the cooling system and proper wheel alignment.
  3. Drivers should be made aware of regular maintenance schedule; they should follow the manufacturer’s recommended schedules and specifications. An authorized dealer shall do warranty work.
  4. Agency rates for different parts should be compared. Spare parts shall be purchased only from the dealer outlets, their agents or per-qualified garages.
  5. All bills with signatures of driver, store in charge and Operations in charge should be entered in Bills Register for approval.
  6. Vendors Register with entries of Bill No., amount & payment action should be maintained.
  7. The General Manager (Transport) should review the maintenance reports; questionable expenses and unnecessary maintenance expenses turned in must be subjected to further investigations.
  8. The GM(Transport)/Asst. Transport Manager will be responsible for ensuring vehicles maintenance and confirm that their drivers understand the importance of the maintenance function and accept their responsibility in helping to maintain the vehicle that they drive. All drivers should be educated in order to increase the awareness of the vehicle’s daily performance.

Emergency Maintenance SOP:

  1. To call mechanics and attend brake down vehicle.
  2. To arrange towing of brake down vehicle with local resource.
  3. To prepare summary for petty bills of minor repair.

Vehicle Fueling SOP:

  1. Fueling shall be done at the University’s designated Fuel Pump Station. Vehicles on outstation tour, can purchase fuel as per their requirements and subsequently submit bills to the Transport Department for processing the payment.
  2. Arrangement should be made for refueling of buses and other vehicles every day.
  3. Vehicle refueling information need to be entered in Vehicle Log Book and in official records.
  4. Monthly report should be prepared of “Fuel Utilization (km/l)” for buses; close monitoring on the deviations (if any) to be done with comparing vehicle performance of other similar vehicles.
  5. No refueling of personal vehicles can be made through University Fuel cards.

Vehicle Accident SOP:

The following procedure shall be followed in an accident wherein University Vehicles are involved:

  1. Vehicle should be stopped immediately & the injured person(s) or animal(s) should be checked.
  2. If a person has been injured or killed, the Police should be informed and called. The involved driver, if physically able shall call the police and make a report. The vehicle should not be moved under such circumstances unless instructed to do so by the traffic authorities.
  3. The General Manager (Transport) and Chief Proctor should be informed with details of the place and injuries. All details should be recorded (landmarks, street names, road signs, marking, position of vehicles & general road dimensions) for filing required reports.
  4. The Chief Proctor will make necessary arrangement in coordination with University Security Staff or local Police Staff to attend the concerned vehicle. The General Manager (Transport) will inform the administration department.
  5. In case of inquires of students and parents regarding bus maintenance, rash driving etc, the same shall also be attended by the transport in-charge.
  6. Each University driver should refrain from making statement regarding the accident with anyone other than the investigating officer.
  7. The insurance authority should be intimated for spot survey.
  8. General Manager (Transport) shall attend court proceedings if need be.

Emergency Breakdown SOP:

  1. The vehicle should be stopped and parked in a safe place as far off the road as possible.
  2. Stopping around blind corners, on bridges or where road are very narrow, should be avoided.
  3. Hazard lights should be used to warn other road users; parking lights should be activated when required.
  4. General Manager(Transport) should be contacted and informed for providing alternative vehicles.
  5. It is better to avoid repairing the vehicle on the spot. If it is safe to do so, leave the vehicle and move behind a safety barrier if available.
  6. It is safer for the driver and passengers to keep away from the road and well clear of the vehicle, while waiting for help to arrive.
  7. If the vehicle has to be towed away for repair, arrangements have to be made for its secure safe keeping. It should be coordinated with the University Transport Department.

Vehicle Disposal Procedure:

  1. Disposals of vehicles will be handled by the General Manager (Transport).
  2. Criteria used to determine when a vehicle is to be replaced will include, but not limited to, safety, age, obsolescence, mileage and maintenance cost.
  3. If a vehicle is sold to an outside organization, it shall first be decommissioned by the University Transport Department. All decommissioning costs will be the responsibility of the Transport Department.
  4. University Transport Department will identify vehicles that are to be sold and will contact, at a minimum, three independent automobile dealers to bid on the vehicles. Transport Department will be responsible for the disposition and will receive bids and award to the highest bidder on each vehicle.
  5. Payment will only consist of A/c Payee Cheque or Money Order in favour of “KIIT”. No cash will be accepted for payment. The funds proceeds for disposed vehicles will be deposited in “KIIT” A/c.
  6. The Transport Department may work with Materials Management Department and may trade a vehicle to an automobile dealer when purchasing a vehicle from that particular automobile dealer.

Pre-Trip Inspections:

All vehicles are required to have a pre-trip safety inspection. An effective inspection exposes safety concerns and potential maintenance issue. Repairs can be addressed before they become costly, major repairs.



Vehicle Id: Date: Time:
Odometer Opening: Closing:
Driver Id:    



Open Hood & Check
S U     S U  
    Engine Oil     Power Steering Fluid
    Coolant     Fan Belt
    Brake Fluid      
Driver Enters Bus & Checks
    Cleaniness       Window
    Hand Brake     First Aid Kit
    Fire Extinguisher      
Driver Starts Engine, Activate All Interior Lights & Checks
    All Interior Lights       Horn
    Service Door (open & close)     All Mirrors (adjustments)
    Fuel Tank     Clutch Oil
    Headlights     Check Tires
    Stephin     Check tire rims
    Indicator Lights     Brake Light
    Horn Operation     Fuel Tank Filter Caps
    Wiper blades & washer operation       Air Brake

S: Satisfactory, U: Unsatisfactory

Bus Pass Policy:

University Transportation Services offers faculty & staff a discounted bus pass for availing commuter services from different boarding points in Bhubaneswar & Cuttack to University Campuses.

  1. Employee University Employee are eligible to apply for the Bus Pass.
  2. The Bus Pass is for employee use only and may not be transferred to anyone. The bus pass may be confiscated if misused.
  3. Employee has to produce the Identity Card along with the Bus Pass to check authenticity of users.
  4. Bus Passes must be returned to KIIT Transport Department, if the employee’s appointment with the University ceases. Bus passes that are not returned will be cancelled and will not be valid for use in University Buses.
  5. The University provides discounted services for its employee to avail transportation services from the locations nearest to residing place to the University at schedule office hours. No interim services will be provided to employee in between the office hours.

Regular Maintenance:

The maintenance schedules should be meant for vehicles operating under normal conditions. In case the operating conditions are severe, certain operations may have to be carried out more frequently. The following should be taken care of:

  • Recommended maintenance should be carried out on the vehicle regularly with genuine spare parts preferably in authorized service outlets.
  • As soon as leakages of oil, fuel, air and coolant in the vehicle are noticed, it should be attended immediately.
  • Only recommended brands and grades of lubricants and clean/uncontaminated fuels are to be used.
  • Vehicles should be checked for emission periodically.
  • Fuel Filter, Oil filter should be periodically checked and should be replaced if required.
  • The vehicle should not run out of fuel, which results in misfiring of the engine.