Brussels, 9 July 2003
OIB.4/DG/bv D(03) 4482

ARRANGEMENTS FOR THE USE OF OFFICIAL CARS BY COMMISSION STAFF

The Office for Infrastructure and Logistics in Brussels would remind Commission staff of the arrangements governing the use of vehicles from the transport pool, which have been in force since 10 December 1996¹.

Subject to availability, Commission officials and other members of staff may use an official car for journeys in connection with their work.

Vehicles from the transport pool may not be used:

• for journeys between home and work, except in duly justified cases, e.g. for medical reasons;
  
  
• for journeys to destinations served by bus routes 21 and 22 or by other public transport available to the staff of Directorates-General and Services located in areas not covered by Eurobus (in particular line 12 to Brussels National Airport);
  
  
• for journeys to destinations served by direct and/or rapid public transport (Paris and, depending on the timetable, Luxembourg);
  
  
• for journeys to cities in Member States neighbouring Belgium involving fewer than three passengers, except in the case of officials and other staff of grade A2 who have made a specific request for an official car;
  
  
• outside official working hours, except in emergencies and/or for security reasons;
  
  
• for departing on or returning from mission (to or from the airport or railway stations), as the daily subsistence allowance covers all the expenses of staff going on mission, including taxi fares.
  

1. REQUESTS FOR OFFICIAL CARS
   
   Journeys in and around Brussels
   
   Requests - strictly for work purposes - must be made by telephone to the dispatching service (tel. 56565) and confirmed by e-mail to OIB BXL TRANSPORT or by fax (98686).
   
   If the Logistics and Services pool is unable to meet all the requests for an official car, a taxi service may be used. Taxis may be called only by the Logistics and Services Unit from the company under contract with the Commission. Members of staff who call a taxi directly will have to pay for it themselves.
   
   Missions outside Brussels
   
   Requests should be sent by e-mail (OIB BXL TRANSPORT), at least two days before departure, to the dispatching service of OIB's Logistics and Services Unit, together with a copy of the mission order signed by the Head of the Human Resources Unit of the Directorate-General concerned. The reason or reasons why it was impossible or more costly to use public transport must be explained.
   
   The pick-up point will be at a Commission building.
   
   
2. PRACTICAL INFORMATION
   
   Opening hours of the dispatching service
   
   • Telephone number: 56565
     
   • Fax number: 98686
     
     
   • Monday to Thursday: 7.30 to 19.30
     
   • Friday: 7.30 to 18.30
     
   
   Working hours of the car pool
   
   The car pool has the same official working hours as the Commission:
   
   • Monday: 8.45 to 13.00 - 14.15 to 17.30
     
   • Tuesday to Thursday: 8.30 to 13.00 - 14.15 to 17.30
     
   • Friday: 8.30 to 13.00 - 14.15 to 16.30
     
   
   Getting a car outside the dispatching service's working hours
   
   There is a standby service (tel. 56565) from 19.30 on weekday evenings (from 18.30 on Friday) for emergencies and essential work assignments.
   
   Outside the dispatching service's official working hours, and at weekends and on public holidays, taxi services ordered through the standby service will be used (see the Secretariat-General's standby list, or call 53000 to obtain the mobile phone numbers of the standby staff).
   
   Transport by bus
   
   Transport can be organised for groups. Requests, signed by the Head of the Human Resources Unit of the Directorate-General concerned, must be sent to the dispatching service (fax 98686).
   
   Transport of mail to Luxembourg
   
   The Central Mail sector of the Logistics and Services Unit provides a daily mail service between Brussels and Luxembourg (tel. 93299).
   
   Transport by lorry
   
   Requests must be sent in writing to the Logistics and Services Unit, or sent by fax to 98686 or by e-mail (OIB BXL Transport), stating:
   
   • destination, sender,
     
   • volume,
     
   • number of packages (documents or equipment), description, volume, value, insurance cover, etc.
     
   • weight,
     
   • duration of the mission in the case of exhibitions.