Using personal vehicles for work is becoming more common in the Ghana Education Service (GES). To help cover the costs associated with maintaining a personal vehicle for work-related travel, GES offers a car maintenance allowance to its employees. This allowance ensures employees have safe and reliable vehicles to perform their job duties.
When was the vehicle maintenance allowance introduced?
The allowance has been in existence for quite some time. But not until 2020 that the government reiterated its commitment to pay GES workers vehicle maintenance and kilometric allowance at an approved rate. The allowance captured all teaching and non-teaching staff entitled to own or use their vehicle for duties as approved by the management of the Ghana Education Service.
However, to ensure that the vehicle maintenance allowance is being used for its intended purpose, GES has established several requirements for employees to meet before receiving this benefit. The following are the requirements to obtain a vehicle maintenance allowance in GES. Applicants following this procedure will likely complete their applications on time and obtain the vehicle maintenance allowance.
Who Qualify for GES Vehicle Maintenance Allowance?
- Applicant must be a Senior Staff (Salary level 16 or above).
- Applicant must have spent Six (6) years in the service.
- An applicant does not occupy a position where an official vehicle has been assigned.
Applicants are to note that the above qualification help sensitizes all staff of the GES on the basic requirements to qualify for the allowance.
Documents Required for GES Vehicle Maintenance Allowance
- Application Letter – Click Here for a sample
- Municipal/District Director Covering Letter
- Completed Personal Record form
- Recent Payslip
- STC Motor Engineer’s Report and Certificate of valuation
- DVLA Form A
- DVLA Form C
- Transfer/ change of ownership letter
- Certificate of Insurance
- Roadworthy certificate (front and back)
- First Appointment letter
- Highest Academic/Professional certificate
General Requirements for Vehicle Maintenance Allowance
If you are not a Ghana Education Service worker, you may also follow the guidelines below when claiming your vehicle maintenance allowance.
- Proof of Ownership: To receive a vehicle maintenance allowance, employees must provide proof of ownership of the vehicle they are using for work purposes. This can typically be done by showing a copy of the vehicle registration or proof of insurance.
- Work Usage: The vehicle must be primarily used for work purposes. This means that the majority of the miles driven must be related to work activities, such as visiting clients or attending business meetings.
- Maintenance Records: Employees must keep a record of all maintenance and repair expenses incurred on their vehicle. This includes regular services, such as oil changes, as well as any unexpected repairs. These records will be used to determine the amount of the vehicle maintenance allowance.
- Approval Process: Employees must go through an approval process before they can receive the vehicle maintenance allowance. This process may involve submitting a written request, providing documentation of the expenses incurred, and having the request approved by a supervisor or manager.
- Reimbursement Process: Once the vehicle maintenance allowance has been approved, employees must follow the company’s reimbursement process to receive payment. This may involve submitting receipts or invoices for the expenses incurred and waiting for the payment to be processed.
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In conclusion, while a vehicle maintenance allowance can be a valuable benefit for employees in GES, there are several requirements that must be met to receive this benefit. By establishing clear requirements, GES can ensure that the vehicle maintenance allowance is used for its intended purpose and that employees are able to perform their job duties safely and efficiently.
