Government Car Service (GCS) Policy: FOI release

Information requested

Please can you provide a copy of the policy regarding the government car service?

Please can you also confirm:

Who is able to use the government car service and who is not able to use the government car service?

Response

The policy regarding the Government Car Service (GCS) is detailed in the annex below. This includes who is able and not able to use the service.

Annex

Government Car Service use policy.

The Government Car Service in Scotland (GCS) provides transport for: members of the Scottish Cabinet and Ministers; Ministers of other UK Administrations when in Scotland; the Lord Advocate and Solicitor General; the Permanent Secretary; dignitaries and advisers, with the approval of Ministers; and, where necessary, the transportation of official documents.

The First Minister and the Permanent Secretary have agreed the information provided in these guidelines, which supplement the Scottish Ministerial Code. They are intended primarily for use by Ministerial Private Offices and to assist Ministers in ensuring the appropriate use of publicly funded services.

First Minister, Cabinet Secretary and Ministerial entitlements

The First Minister, Cabinet Secretaries and Ministers are entitled to use GCS services for all journeys which have as their principal purpose the performance of their Ministerial duties; this includes journeys to or from Government business. Where it is not possible to supply a GCS car and driver, a private car hire company will be assigned.

Ministers of other UK Administrations and their official documents are eligible to be transported by GCS cars and drivers when in Scotland. This is a reciprocal arrangement. The First Minister, Cabinet Secretaries and Ministers have access to the services of the UK Government Car Service.

Journeys between Home and Office 

The First Minister, Cabinet Secretaries and Ministers are entitled to transport by car between their homes, Ministerial offices and Scottish Parliament, and for the First Minister, their official residence. No tax liability arises from this benefit.

Journeys for which GCS is not available from public funds 

GCS services cannot be provided from public funds for journeys where the principal purpose is not connected to the performance of Ministerial duties: this includes journeys where the principal purpose is connected to Party, constituency or private activities. If the First Minister, a Cabinet Secretary or Minister wishes to use the GCS for journeys which do not have as their principal purpose the performance of Ministerial duties but where other important secondary considerations still apply (for example, taking telephone calls en route or dealing with Government papers) they can do so on a repayment basis. Even where a GCS vehicle is used on a repayment basis it would not be acceptable to use it for purely party political purposes, or to give the appearance of doing so.

If Ministerial Private Offices need guidance on the use the GCS for a particular journey they should consult the Permanent Secretary’s office. On occasion, on the basis of particular advice or in response to a particular situation, it may be necessary to make special arrangements for individual Ministers, including use of GCS for non Ministerial journeys. Such use should be approved by the Permanent Secretary’s office, and will not be recharged.

Where charges do apply, invoices will be sent to the Minister personally. The repayment charge is set at a rate intended to recover the full cost of the service provided and is reviewed annually. Motor Services can provide estimates of costs for specific journeys. Full cost recovery also means that no tax liability arises.

General Guidelines

Prior to using any transport method, Private Offices and Ministers must familiarise themselves with guidance related to staying well and protecting others.

Coronavirus in Scotland - gov.scot (www.gov.scot

Respiratory infections including Coronavirus (COVID-19): staying well and protecting others - gov.scot (www.gov.scot) In the interests of efficiency

In the interests of efficiency, Ministers are usually encouraged to car share wherever possible, e.g. journeys between home and office or between engagements. However, due to current protective mitigations, only two passengers can be carried in a GCS vehicle. Further information, mitigation that has been introduced, is provided in Health and Safety section below.

Private offices should, wherever possible, consider the suitability of using taxis for short inner-city journeys. Prior to traveling, individuals must ensure you comply with current guidance.

Private offices should also consider using public transport as an alternative to GCS for Ministerial travel wherever it makes sense to do so - e.g. inter-city journeys in Scotland, or longer journeys where air or rail travel would be appropriate. GCS cars or taxis can meet trains in Aberdeen, Edinburgh or Glasgow to transport Ministers to engagements (or home) in or near the cities.

Subject to resources and the priority given to Ministers, GCS facilities can be used exceptionally by Scottish Government staff where there are significant security issues and the use of GCS represents best value for money. Any such proposed use should first be agreed with the Deputy Director, Workplace Division. The cost of providing the service will be recharged to the business area concerned.

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