**Executive Summary**
This document outlines the Standard Operating Procedure (SOP) for the utilization of operational vehicles maintained by the Admin Branch of the Directorate General of Shipping. The SOP aims to regulate vehicle requisition, approval, and allocation to ensure transparency and accountability. This SOP is effective as of 16-09-2025. The purpose of this document is to streamline the process flow and optimize deployment of operational vehicles.
**Key Points / Main Content**
* **Purpose**
* To regulate the use of operational vehicles under the Admin Branch.
* To define a clear process for requisition, approval, and allocation.
* To ensure transparency and accountability.
* **Scope**
* Applies to all officers and staff in various branches and wings seeking to use operational vehicles maintained by the Admin Branch for official purposes.
* **Vehicle Requisition Timeline**
* All vehicle requisitions must be sent to the Admin Branch at least 24 hours in advance.
* Short-notice requests are considered only in exceptional and emergency situations, pending vehicle availability and importance of the event, with the Admin Branch making the final decision.
* **Approval for Program/Meeting/Event**
* Vehicle requisition must include tour approval by the Competent Authority.
* **Requisition Endorsement**
* All vehicle requisitions must be countersigned by the respective Branch/Wing Head.
* Requests exceeding allocated vehicles require Wing Head approval with justification.
* **Designated Pick-Up Point**
* The designated pick-up and drop-off point for meetings shall be the Office (Headquarters) unless approved in advance by the competent authority.
* Residential pick-up/drop must clearly mention the reason and be justified with supporting approval.
* **Priority and Availability**
* Vehicle allocation is subject to availability and prioritization based on official necessity.
* Priority is given to: Time-sensitive government functions, High-level official meetings/events, and Travel involving outstation commitments.
* **Responsibility**
* Requesting officer/branch is responsible for ensuring compliance with this SOP.
* The Admin Branch will review all requests and allocate vehicles accordingly.
* All officers must adhere to this SOP for effective vehicle utilization.
**Impact Analysis**
**All Officers and Staff of the Directorate General of Shipping**
* **Impact:** Subject to a structured and transparent process for requesting and using operational vehicles.
* **Action Required:** Review the SOP and ensure strict adherence to its guidelines for requesting vehicles.
**Admin Branch**
* **Impact:** Responsible for reviewing vehicle requests and allocating vehicles according to the new SOP.
* **Action Required:** Implement the SOP and ensure that all vehicle requests are processed according to its provisions.
Key Entities Referenced
DGS Circular No. 38 of 2025: Standard Operating Procedure (SOP) for the Utilization of Operational Vehicles maintained by the Admin Branch.
Admin Branch: The administrative branch responsible for managing operational vehicles and processing vehicle requests within the Directorate General of Shipping.
Directorate General of Shipping: The organization to which the SOP applies, specifically concerning its officers and staff requiring operational vehicles.
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DIRECTORATE GENERA,L OF SHIPPING, MUMBA,I
E, No. l8-230lll 1612023-ADMIN-DGS-part (t) Date: 16-09-2025
DGS CIRCULAR No.38 of 2025
Subject: Standard Operating Procedure (SOP) for the Utilization of Operational Vehicles
maintained by the Admin Branch
l. Background:
The Administration Branch frequently receives requisitions from individual officers and branch-heads for
. th3 1se ol o{llce vehicles to attend various olficial programrnes. events. workshops. and meerings. both
' withih and outside the Head Quarter (HQ). These include requests for pick.up and drop-off tolfrom the
a.irport or residence. especially lor official tours.
.
Itrhas been observed that:
' Multiple vehicle requests are received made in excess of the operational vehicles available with
the Adm i nistration Branch.
Requests which are received duly filled in requisition slip often lack clarity regarding approval of
the programrne by the competent Authority or details of programme.
' ' Most of the requests are received at the last moment or as an immediate requirement which
creates unwanted pressure on the Admin Branch, hampering effective vehicle management.
' Most of the time, requests are received in the brahch without countersignature of branch/ wing-
heads as the case may be.
In view of the above, in order to ensure the uniformity, transparency and eff'ective deployment of the
operational vehicles, this SOP is being issued to streamline the process flow and optimize deployment
of operational vehicles.
2. Objective:
To regulate the use of operational vehicles under the custody of the Admin Branch by defining a clear
procedure for requisition, approval, and allocation, ensuring transparency and accountability.
3. Scope:
This SOP applies to all officers and staf[ in various branches and wings seeking to use the operational
vehicles maintained by rhe Admin Branch for official purposes.
4. Procedure:
4.1. Vehicle Requisition Timeline
' AII vehicle requisitions must be sent to the Admin Branch at least 24 hours in advance of the
scheduled requirement
r
Requests received on short notice may be considered only in exceptional and emergency
situations, subject to vehicle availability and irnportance of the event. The decision taken bv
Admin. Branch shall be final.
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.
The vehicle requisition from shall be accompanied by tour approval by Cornpetent Authority.
4.3. Requisition Endorsement
. All vehicle requisition shall be countersigned by a branch-lread/wing-head of the respective
Branch/Wing before submission to tlre Adrnin Branch.
.
If any branch or wing is making a request for vehicles/s over and above the operational vehicles
already allocated to them, such requests must be approved by the wing-head with proper
justification for the same.
4.4. Designated Pick-Up Point
.
The designated pick-up and drop-off point for attending meetings shall be the Office
(Headquarters) unless otherwise approved in advance by the competent authority.
.
Requests for residential pick-up/drop must clearly mention the reason and be justified with
supporting approval.
4.5. Priority and Availability
.
Vehicle allocation will be subject to availability and prioritization based on official necessity.
.
In case of rnultiple overlapping requests, priority will be given to:
o
Time-sensitive government functions
o
High-level official meetings/events
o
Travel involving outstation commitments
6. Responsibility:
.
lt is the responsibility of the requesting officer/branch to ensure cornpliance with this SOP.
. The Admin Branch will review all requests and allocate vehicles in accordance with this
procedure.
l. All officers of the Directorate General of Shipping are hereby requested to go through the above
SOP & ensure the strict adlrerence to it for effective utilization of operational vehicles.
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Dy. Director General of Shipping (Admin.)
6rlod'.- Annexure - I
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l. Chief Surveyor/ Nautical Advisor (l/c)/ Chief Ship Surveyor
2. All Officers of DG Shipping.
3. Computer Cell, with a request to upload the said circular on DGS website
4. Guard File.
Copy to
l. Director General of Shipping, Directorate General of Shipping, Mumbai [Kind Amn.: Shri
P L Muthu, ADC (l/c), DGS Secretariatl
1 Additional Director General of Shipping, Directorate General of Shipping, Mumbai
[Kind Attn.: Shri Sanjay Mourya, PS to Addl. DG]
J The Chief Vigilance Officer, DG Shipping, Murnbai.t
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Please refer to DGS Circular 38 of 2025 for SoP and attach relevant docurnents