Pursuant to article 64.2 item (b) of Law No. 03/L073 on General Elections, as well Work Regulation 
of Central Election Commission, article 17, item (d), Central Election Commission, on date 
23.12.2015, issues this: 

ADMINISTRATIVE INSTRUCTION NO. 04/2015 
ON THE METHOD OF USE OF OFFICIAL VEHICLES OF CEC AND 
THEIR MAINTENANCE 


I. GENERAL PROVISIONS 
Article 1 
Purpose 


1. 
This Administrative Instruction aims to determine the procedures of regular and efficient use 
of official vehicles of the Central Election Commission from the Commission members and 
staff of the Secretariat (hereinafter, users), which are owned by the Commission, for their 
official activities. 
2. 
All the vehicles, which are owned by the Commission, will be used by the Commission 
members and staff members of the Secretariat, under the conditions and criteria, which are 
determined by this Administrative Instruction. 
Article 2 
Method of use of vehicles 

1. 
Official vehicles are used for the performance of official duties. Their users need to use them 
in the most economic and efficient method. 
2. 
The rights to use the official vehicles have members of the Commission, Chief Executive 
Officer of CECS, for official use and commuting to work. 
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3. 
OPPRC's director, deputy CEO of the Secretariat and the directors of the Departments of the 
Secretariat and other officials are entitled to use official vehicles, depending on the needs, 
opportunities and after prior approval by the CEO. 
4. 
Management of the use of vehicles is done by the Department of Administration and Support 
of the Secretariat, Division of Logistics and Transport, based on the needs of Commission 
staff. 
5. 
A car should always be available for the general official needs of the Secretariat. 
6. 
Vehicles of the Commission, with an authorization may be used for local and abroad trips. 
7. 
The user before using the vehicle must complete a form for use of the vehicle within the 
country and abroad (Annex 1). 
8. 
Every driver of the official vehicle is obligated that in order to use the passenger vehicle on 
official business, write the serial number of records, name and surname of the user, the 
description of official business, the number of kilometers of vehicle moment of departure, 
destination travel, the number of kilometers in the moment of arrival, departure time, return 
time, driver's signature, signature of users verified by an authorized person.(Annex 2). 
9. 
All persons that use official vehicles must respect traffic rules. 
10. Department of Administration and Support - Transportation and Logistics Division is obliged 
to coordinate to more rational utilization of vehicles in cooperation with other departments. 
11. Against unauthorized users of vehicles for the conduct of private affairs, a disciplinary 
procedure will be initiated. 
12. Every user of official vehicle should be equipped with a driver's license, while driving abroad 
must be equipped with authorization for driving. 
13. Vehicles of the Commission must bear the identification sign. An exception is made only in 
cases where due to the security issues their holding is excluded. 
14. Vehicles must be equipped with all the tools, such as first aid, firefighting tools, chains etc. 
15. Driver / vehicle user must at all times follow the condition of the vehicle and for this report 
to Transport Officer. 
16. Vehicle users need at any time to park the vehicle in a safe place and that doors and windows 
are locked. 
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17. Once the vehicle is parked, the driver should remove from the car objects of value, which 
may at any time be attractive to potential theft. These items are not limited to hand bags, 
wallet, mobile phone, laptop, sunglasses and other valuable accessories 
. 
Article 4 
Cases of accidents with official vehicles of the Commission 

4.1. In the case when an official vehicle is involved in an accident, the driver shall act as below: 
a) The stopped vehicle and remain at the accident site until the traffic police authorities 
arrive to perform all of the following procedures, unless his/her integrity (safety) is 
questionable. 

b) Provides first aid to hurt person/s, if he/she is able to do this and if necessary must call an 
ambulance. 

c) 
Ensure the car with the hand brake, turn on the lights and set the triangle buzzer signaling 
the vehicle ahead. 

d) Reports the accident by official phone to transport officer of during evenings or 
weekends 


a. 
To reception where he/she works. 
e) The driver of the official vehicle gives the police or the third injured or damaged, all the 
necessary data and also drivers should get the same information from the other party. 

f) 
Vehicle driver must provide a statement to the police, including the case witnesses. 

g) Drivers should not undertake any commitment with regard to responsibilities, leaving it 
to police authorities. 

h) 
Ensures his/her vehicle from theft and within possibilities ensures that the other vehicle 
involved in the accident have not been removed from the scene (annex 3). 

i) 
Any accident should be reported to the relevant authorities of the Commission (annex 4). 

j) 
In order to get payment by the insurance company, a copy of the police report must be 
sent to Transport Officer. In case of non-receipt of the police report within 24 hours may 
result in disciplinary measures. 

k) 
In case of major damage or accident during conduct of work for the Commission, the 
funds of insurance policies should be used to repair the damage, while damage which 
happen from negligence of the user of the vehicle the damages must paid by the user. 

Article 5 
Maintenance and regular service of the Commission vehicles 


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1. 
Logistics and Transportation Division is responsible to care for the maintenance and 
servicing of vehicles (their condition and eventual elimination of defects) and calculate 
monthly cost of fuel and oil for each month, for each vehicle separately 
2. 
Drivers should take care of certain vehicle. They need to care for the needs of oil, filters, etc., 
and for this to report to the Division of Logistics and Transport, namely the Transportation 
Officer, who arranges the necessary repairs. 
3. 
Servicing and repairs of vehicles is carried out only in service selected by the Secretariat in 
accordance with the applicable law on Public Procurement in Kosovo. 
4. 
Before sending official vehicle in servicing (Appendix 5), vehicle data must be recorded, 
such as type and no. registration, the reason for servicing and defects in the vehicle. The form 
is ubmitted to Head of the Department of Administration and Support, which notifies the 
CEO and then approves sending the vehicle in selected service. A copy of the form is given 
to vehicle service. 
5. 
During the receipt of official vehicle by the service, competent transport officer must verify 
if the damages for which the vehicle is sent to service have been improved. 
6. 
In case of accidents or other damages, the vehicle must not be delivered to servicing without 
the previous control of competent official of transport and insurance company, in which the 
vehicle is insured. 
7. 
The vehicles that spend more than that specified in the documentation, should be removed 
from circulation and tested. 
Article 6 
Reporting 


1. 
All copies of invoices for fuel supply, servicing, washing and other vehicle expenses, also the 
report on the use of vehicles, should be submitted to the competent official of transport, 
within 15 (fifteen) days of using the official vehicle (Annex 6) 
2. 
Transportation Division compiles monthly expenditure report for all vehicles and the same 
shall be approved by the CEO and the Committee for Budget and Procurement. 
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Article 7 
Parking of vehicles 


1. 
All Commission vehicles, except for vehicles defined in article 2.2 of this Administrative 
Instruction, after the end of working hours shall be parked in the parking place of the 
Commission 
2. 
During working hours, all vehicles that are in the car park should be available for the 
performance of official duties. 
3. 
Cars, keys and vehicle technical documentation, immediately after the official end of 
working hours in the field by all users of official vehicles are obliged to return to the place 
dedicated for return. 
4. 
Keys and documents are submitted to the transport officer. 
Article 8 
Responsibility 


1. 
Transport officer must evidence any changes and damage to the vehicle, and notify the 
relevant unit. 
2. 
Every user of official vehicles in violation of the rules of this administrative instruction is 
sanctioned by the material and disciplinary responsibility. 
3. 
Logistics and Transport Division of the Secretariat is responsible for the control, vehicle use 
and implementation of this Administrative Instruction. 
4. 
Division of Logistics and Transportation of the Secretariat, also has a duty to exercise daily 
and periodical control over the vehicles and their use. 
II. FINAL PROVISIONS 
Article 9 
Amendments 


 Commission may amend this Administrative Instruction. 

Article 10 
Abrogation 


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With this Administrative Instruction, the Administrative Instruction no. 02/2010 "On the use of 
vehicles to the Secretariat", dated October 27, 2010 is abrogated. 

Article 11 
Entry into force 


This Administrative Instruction enters into force on the day of signing. 

Prishtina, on 23.12.2015 Central Election Commission President 
______________________________ 
Valdete Daka 

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