Delegated Staff:

Creditors Clerk, Financial Manager, Systems Operations Manager & Sales Coordinator.

A) REGISTRATION OF NEW COMPANY VEHICLES

Documentation required with the purchase of a new /used Company Vehicle:

Invoice from supplier with detail description of vehicle bought
 

Registration Certificate of vehicle bought
 

Notification Of Change Of Ownership / Sale Of Motor Vehicle – form NCO ( yellow ) – Part A "PARTICULARS OF SELLER / OWNER" and Part C "IDENTIFICATION OF MOTOR VEHICLE" should be completed by the seller of the motor vehicle
 

Certificate Of Roadworthiness if it is a used vehicle

The buyer must complete Part B of form NCO and sign it
( Part A, B, and C of form NCO must be completed before registration of the vehicle can take place in the name of the new owner )
 

The buyer must complete Part A, B and C of form RLV "APPLICATION FOR REGISTRATION AND LICENSING OF MOTOR VEHICLE" ( blue form ) and sign it
 

The above two ( 2 ) mentioned forms, must be accompanied by the "CERTIFICATE OF ROADWORTHINESS" and a copy of the I.D. Document of the Proxy or the Representative of the organisation who completed forms NCO and RLV and handed to the local Licensing Authority for registration of the vehicle
 

The local Licensing Authority will issue a "CERTIFICATE OF REGISTRATION IN RESPECT OF MOTOR VEHICLE" and a "MOTOR VEHICLE LICENCE AND CLEARANCE CERTIFICATE"
 

Remove the CLEARANCE CERTIFICATE by cutting it out on the circle line and display the CLEARANCE CERTIFICATE on the inside of the windscreen
 

Retain the CERTIFICATE OF REGISTRATION and the MOTOR VEHICLE LICENCE in a safe place
 

If the registration number of the vehicle has changed, make sure that a new set of number plates is obtained with the new registration number as it appears on the CERTIFICATE OF REGISTRATION
 

Make sure that the vehicle gets added to the Asset Register

Keep all relevant documentation on file for future references
 

B)

VAT Invoice to buyer of vehicle or Financial Institution financing the vehicle on behalf of new owner
 

Certificate Of Registration in Respect Of Motor Vehicle
 

Notification Of Change Of Ownership / Sale Of Motor Vehicle – Form NCO ( yellow )
 

Certificate Of Roadworthiness
 

Confirmation / Certificate that vehicle is paid in full
 

Latest Motor Vehicle License and Clearance Certificate
 

Copy I.D of Proxy or Representative who completed and signed form NCO

Supply buyer / Financial Institution ( if vehicle is financed on behalf of buyer ) with a valid VAT Invoice reflecting full details of the vehicle sold as well as sales value and VAT
 

Seller / Owner must complete Part C of form NCO and sign ( Proxy or Representative )
 

Forward all documents listed above ( 1 – 7 ) to buyer / Financial Institution

Remove Company vehicle from Asset Register by Journal and also account for Profit/(Loss) with sale / disposal of Fixed Asset

With disposal of Company vehicle written off due to a motor accident, the Insurance Company will inform the Company in writing of the value to be paid out to the Company
 

On receipt of payment from Insurance Company, deposit cheque received and remove Company vehicle from Asset Register and adjust Profit/(Loss) with sale / disposal of Fixed Asset
 

The Insurance Company will ask for the keys and Certificate Of Registration in Respect Of Motor Vehicle to be handed over to them on settlement of the claim
 

Keep all relevant documentation on file for future references

All company vehicle licenses to be renewed on an annual basis.