SOP Library
SOP NO:
GS-VS02
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
General Services (GS)
Activity:
Vehicle/Aircraft Services (GS-VS)
Title:
C.O. Shuttle Bus Service
Date Approved/Issued:
01/01/1985
Date Effective:
01/01/1985
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
1.
Operating Policies
1.1
Authorized Passengers
Only NFA, Grainscor, Quedan and COA (NFA assigned) personnel can avail of the shuttle bus service.
1.2
NFA Vehicles
Buses and High Side Pick-ups (HSPU) shall be available for the shuttle bus service operation. The number to be fielded shall be determined jointly by HRMD and GSD from time to time.
1.3
Routes and Fares
The routes to be served shall be the approved routes and no deviation shall be made without prior proper notification to the concerned employees.
The fares to be charged the passengers are computed based on a break-even cost. Said fares shall cover the cost of gasoline and maintenance of the vehicles. After considering the number of affected employees and the distance travelled, zoning had been applied in connection with the fares to be charged.
1.4
Pick-Up/Drop-Off Points
In order to save time and avoid possible traffic violations/obstructions, specific pick-up/drop-off points shall be designated. Therefore, the passenger can board/get-off the bus/HSPU only on the designated points. Such points should be made known to the passengers in advance to avoid possible misunderstanding/arguments between the passengers and the driver.
1.5
Departure Time
The approved time of departure from meeting points shall be strictly followed in order that non-end-to-end morning passengers can estimate the time of arrival of the bus/fierra in specific pick-up points and end -to-end afternoon passengers shall not be delayed. No request to extend/shorten the departure time shall be entertained without prior approval.
In this regard, riding employees are requested to board the shuttle buses at least 10 minutes before the actual departure time from meeting points.
1.6
Schedule of Trips
Each shuttle bus shall made two (2) trips daily. One in the morning and another in the afternoon to transport employees to and from the Central Office. The daily schedule of trips which includes the routes, meeting/terminal points, departure time (a.m. and p.m.), fares per pick-up/drop-off zones, and vehicle assignments shall be circularized separately and shall be adopted until an amendment thereof is warranted.
1.7
Shuttle Bus Coupon
(Exhibit 1)
The shuttle bus coupon is a pre-numbered,
printed accountable form with money value and is issued sequentially
. An
illustration of sample coupon
is composed of two portions: the upper and the lower portion. Upon boarding, the whole coupon shall be collected by the truck helper (bus) or driver (HSPU).
The upper portion shall be retained by the truck helper/driver while the lower portion shall be returned to the passenger for subsequent inspection upon alighting from the bus/fierra to check if correct fare had been paid.
Presentation of only a portion of the coupon shall not be honored for control purposes.
No afternoon passengers shall be allowed to board the bus/HSPU without coupons. For non-regular morning passengers without coupons, they may be allowed to board if there are still available seats. In this case, payment of fares shall be made to the designated SCO for which corresponding coupons (lower portions only) shall be issued to evidence the payment of fares by the said passengers. The upper portions shall be turned-over to the truck helper/driver for attachment to the trip ticket.
1.8
One (1) SCO for Each Route
One Special Collecting Officer (SCO) shall be designated thru an Office Order signed by the Assistant Administrator for Finance and Administration to take charge of the selling of shuttle bus coupons to the passengers for each route. The SCO should be a regular end-to-end passenger of the particular route assigned to him/her and should either be a DTFM or a DAB employee. Purchase of the coupons from the SCO can either be on a weekly or daily basis.
1.9
Weekly/Daily Purchase of Coupons
All regular passengers shall be allowed to purchase their coupons both for the morning and afternoon trips on a weekly basis. In case the number of regular passengers is more than the actual seating capacity of the bus/fierra, priority shall be given to the regular long distance passengers.
Non-regular passengers can avail of the daily purchase scheme which shall be on a first-come, first-serve basis and dependent upon the still available seats. They can purchase the coupons for the afternoon and the follow-in morning trips.
Regular passengers who fail to make a weekly purchase shall avail of the daily purchase scheme and, therefore, lose the priority privilege given tot he regular passengers who purchase coupons on a weekly basis.
1.10
Schedule of Purchase
Weekly purchase shall be entertained only every Monday morning by the respective SCO from 10:30 to 11:30. The coupons to be sold shall cover the coupons to be used from Monday afternoon trips up to the following Monday morning trip.
1.11
Unused/Lost Coupons
Unused coupon can be revalidated for another trip provided that the SCO shall be properly informed before the lapse of the prescribed time for the daily purchase in order that an additional passenger may be accommodated for the trip. Lost coupons shall be considered as used coupons.
1.12
No-Refund Policy
A no-refund policy shall be adopted for the purchase of coupons. Once a coupon is sold, such can not be returned to the SCO for refund.
1.13
Deficient/Excess Fares
In case a passenger upon alighting from the bus/fierra had been checked to have paid the wrong amount, the following shall be applicable:
a.
Deficit Fares
If the amount paid is less than the actual fare, the passenger shall pay for another coupon
the denomination of which is sufficient to cover the deficiency.
Illustration: A Tandang Sora bound passenger only paid for a seventy-five centavos coupon. The correct fare for Tandang Sora should be P120.00. Therefore, the deficiency is for P0.45. However, there is no coupon with a forty-five centavos denomination, so the erring passenger shall be required to pay for another P0.75 coupon to cover the deficiency of P0.45.
b.
Excess Fares
If the amount paid is more than the actual fare, the excess amount shall be forfeited and no refund shall be made. This complements the no-refund policy of the shuttle bus service operation. To avoid the application of the aforementioned policy, each passenger is enjoined to purchase coupon corresponding to the actual/correct fare.
2.
Financial Control Policies
There shall be a designated Head-SCO, a regular employee of the Cash Division, DTFM, who shall be responsible and accountable for all the shuttle bus coupons received from GSD. The accountability shall also include those coupons subsequently issued to the individual SCOs assigned to the different routes. However, the accountability shall only cover the reporting and subsequent remittance of the individual SCOs sales, collections to the NFA Regular Collecting Officer. Only the individual SCOs can sell coupons to the passengers of the designated routes. The Head-SCO shall not engage in the actual selling of coupons to passengers unless he/she is designated as a concurrent SCO for a particular route, in which case he/she is authorized to distributed coupons in that capacity or he/she is authorized to do the function by the Chief of the Cash Division for emergency cases, i.e. the designated individual SCO is absent and no substitute SCO is available. In such cases, coupons to be sold by him/her shall come from his/her stock balance (coupons still unissued to the individual SCO) for control purposes.
The individual SCO/on the other hand, shall be responsible and accountable for all the coupons transferred to him/her by the Head-SCO. The accountability shall cover their safekeeping, sales and subsequent remittance of collections to the Head-SCO as per remittance policies herein provided.
The distribution and remittance activities of the individual SCOs shall be supervised by the Head-SCO who shall, in turn, be under the supervision of the Chief of the Cash Division.
2.2
Remittance
The individual SCO shall remit to the Head-SCO all the day's sales collections not later than 12:00 noon of the following working day. Unsold coupons shall also be presented when remittance is made to check its correctness. On the other hand, the Head-SCO shall remit all the collections remitted by the individual SCOs to the NFA Regular Collecting Officer not later than 5:00 p.m. of the same day. An Official Receipt shall be issued by t he SCO. The remittance shall form part of the RCO's collections and shall be subject to the usual policies covering cash collections and deposits procedures.
The aforementioned remittance policies shall be strictly implemented.
2.3
Documentation and Reporting System
a.
RIV, Inspection Report, Receiving Report, Invoice and Receipt of Accountable Forms
The usual documents and policies provided in the Central Office Purchasing System Manual shall be applied for the shuttle bus coupons.
Responsibility for the requisitioning/printing of the shuttle bus coupons shall be vested upon the Chief, Cash Division as recommended by the Head-SCO. All the printed coupons shall be issued immediately to the Head-SCO. GSD shall not maintain an inventory of such, and therefore, it shall be the responsibility of DTFM to see to it that coupons are always available for distribution.
b.
Head-SCO's Record of Accountability for Shuttle Bus Coupons Handled
(Exhibit 2)
This shall be in logbook form and shall serve as the Head-SCO's record of accountability for all the coupons under his/her accountability. Only one (1) logbook shall be maintained for all the routes, however, the presentation and recording shall be on a per route basis.
Reflected in this record are the following:
1) Coupons received by the Head-SCO for each denomination as per IRAF;
2) Coupons transferred to the individual SCO (when the receipt of such is acknowledged in the logbook by the individual SCO, the acknowledgement thereof signifies his/her acceptance of accountability for such);
3) Coupons sold by the individual SCO including the corresponding remittance of the sales collection (when the individual SCO signs the "REMITTED BY" column, he/she is certifying the correctness of such sales and remittance);
4) Details of the remittance made by the Head-SCO to the RCO, namely date and number of the Official Receipt and the amount remitted (the Official Receipt shall liquidate the Head-SCO's accountability for the sold coupons); and
5) "REMARKS" column shall be used to record other informations which the Head-SCO thinks should be reflected such as coupons still on hand.
This logbook shall be maintained and kept by the Head-SCO and shall be available for inspection upon demand by the Chief-Cash Division, PAD/COA Auditors, and other authorized personnel.
c.
Individual SCO's Record of Accountability for Shuttle Bus Coupons Handled
(Exhibit 3)
This shall also be maintained in a logbook form and shall serve as the individual SCO's record of accountability for the shuttle bus coupons transferred by the Head-SCO.
Reflected in this record are the following:
1) Coupons issued by the Head-SCO for each denomination (when the Head-SCO signs the "ISSUED BY" column, he/she is certifying that the coupons therein indicated are the only ones to which the individual SCO shall be accountable for);
2) Coupons sold and remitted (when the Head-SCO signs the "RECEIVED BY" column under "REMITTANCE", he/she is acknowledging the receipt of the remittance by the individual SCO corresponding to the sales collections, and therefore, this liquidates the individual SCO's accountability for the said coupons);
3) Unsold coupons (coupons under the accountability of the individual SCO which are still on hand and are still under his accountability); and
4) "REMARKS" column shall reflect additional informations/notations.
This logbook shall be maintained by the individual SCO assigned for a particular route. This record shall be available for inspection upon demand by the Head-SCO; Chief, Cash Division; IAD/COA Auditors; and other authorized personnel.
d.
Daily Sales Report of Shuttle Bus Coupons
(Exhibit 4)
This is a summary of all the day's collections for the shuttle bus service operation for all routes as remitted by the individual SCOs. This shall serve as the basis of the RCO in accepting the Head-SCO's remittance.
This shall be prepared by the SCO in 4 copies (Copy 1: RCO; Copy 2: DAB; Copy 3: COA; Copy 4: Chief, Cash Division) and shall be noted by the Chief, Cash Division.
e.
Monthly Report of Accountability for Shuttle Bus Coupons
(Exhibit 5)
This is a statement of all coupons handled by the Head-SCO for the month. Coupons transferred to the individual SCO shall not be recorded separately. Such can be indicated in the "REMARKS" column for disclosure.
Coupons received shall be based on the IRAF acknowledged during the month while coupons issued shall be based on the daily sales report submitted for the month. Balance of coupons on hand shall consist of the total coupons on the hands of the Head-SCO and individual SCOs.
This shall be prepared by the Head-SCO in four (4) copies (Copy 1: DAB; Copy 2: COA; Copy 3: GSD; Copy 4: Head-SCO).
3.
Accounting Treatment
The sale of coupons shall be recognized as income (Sales of Coupons - Shuttle Bus Service) and shall be recorded upon remittance by the Head-SCO of all the day's collections to the Regular Collecting Officer. An Official Receipt shall be issued by the RCO to be reflected in the Weekly Report of Collections and Deposits for subsequent recording in the Journal of Collections and Deposits.
The usual expenses (Personal Services for salaries and allowances of the drivers and trucker helpers; and Maintenance and Other Operating Expenses for gasoline, repairs, tolls, cost of printing shuttle bus coupons, etc....) incurred for the project shall be charged against GSD. Such expenses shall be recorded upon submission of the required documents to DAB evidencing such expenses.
4.
Shortages
Shortages resulting from the handling of coupons as disclosed in the conduct of inspection and audit of accountability of the Head-SCO or individual SCOs shall be set-up and charged against the liable party. Such shortage shall be settled either thru salary deduction or by immediate restitution as decided upon by the authorities concerned.
5.
Additional Policies
5.1 Reconciliation of all financial reports submitted related to the shuttle service operation shall be the responsibility of DAB.
5.2 The GSD, particularly the Automotive Engineering and Repair Division, shall prepare a cost analysis of the shuttle bus service operation on a quarterly basis to find out if break-even is being realized. If not, reasonable adjustment of fares shall be recommended for approval by the Deputy Administrator to attain the break-even targeted.
5.3 Violations of the herein policies shall be immediately reported to the concerned officials:
a) Operational Policies
a.1 Driver/Truck Helper/Dispatcher GSD Director thru GSD Staff Assistant
a.2 Passenger HRMD Director thru Chief, Personnel
Benefits Division
b) Financial Policies involving sales, DTFM Director thru the Chief of the
collections, remittance, reporting, Cash Division
and documentation
III. RESPONSIBILITIES
1.
Director, GSD and HRMD
Recommends for approval jointly the number of buses and fierras to be fielded for the shuttle bus service operations.
2.
Head-SCO
2.1 Recommends the requisition of coupons to the Chief, Cash Division when the stock balance of the coupons is depleted. Insures the availability of coupons at all times (stocks should not run out). Facilitates the requisitioning of the coupons.
2.2 Receives coupons and accepts accountability for their safekeeping and subsequent issuance.
2.3 Issues coupons to the individual SCOs. Supervises the distribution and remittance activities of the individual SCOs. Acknowledges receipt of remittance in the individual SCO's logbook (
Exhibit 3
). Inspects the unsold coupons under the individual SCO's accountability as well as the logbook when necessary to verify if correct remittances of collections are made.
2.4 Prepares the Daily Sales Report (
Exhibit 4
) and remits all collections to the Regular Collecting Officer within the prescribed period (not later than 5:00 pm on the day the individual SCOs made their remittances).
2.5 Maintains the Head-SCO's Record of Accountability (
Exhibit 2
). Presents same to authorized personnel for inspection upon demand.
2.6 Prepares the Monthly Report of Accountability (
Exhibit 5
) for submission to concerned offices.
2.7 Performs the other duties and responsibilities required from a Head-SCO.
3.
Individual SCO
3.1 Receives coupons from the Head-SCO and acknowledges receipt thereof in the Head-SCO's logbook (
Exhibit 2
).
3.2 Accepts responsibility (accountability) for the safekeeping and distribution of the coupons.
3.3 Sells and issues coupons to the employees based on the herein policies.
3.4 Remits all sales collections for the day to the Head-SCO not later than 12:00 noon of the following working day. Presents his/her logbook and unsold coupons to Head-SCO for verification.
3.5 Maintains the Individual SCO's Record of Accountability (
Exhibit 3
). Presents same to authorized personnel for inspection upon demand.
4.
Truck Helper/Driver
4.1 To be at the designated meeting points before the actual departure time.
4.2 Insures that shuttle buses are clean before making any trip.
4.3 Picks-up/drops-off employees on designated points.
4.4 Collects coupon from employees upon boarding retaining the upper portion and returning the lower portion to the employees for subsequent inspection. He shall not allow afternoon passengers to board without coupons. Sees to its that correct fares had been paid.
4.5 Prepares the usual trip tickets and attaches therein the retained upper portions of the coupons.
4.6 Reports to his supervisor problems encountered in the shuttle bus operation.
4.7 Performs other duties and responsibilities required from truck helper/driver.
5.
Chief, Cash Division
5.1
Requisition coupons from GSD upon recommendation of the head-SCO
5.2 Supervises the activities of the Head-SCO and insures his/her abidance to the herein approved policies.
5.3 Informs the Directors, DTFM, GSD and HRMD matters which require their attention relative to the shuttle bus operation.
6.
Motorpool Dispatcher
6.1 Supervises the truck helpers and drivers and insures their abidance to the required responsibilities.
6.2 Insures that vehicles are available for the shuttle bus service. If such can not be done, informs riding passengers that there shall be no shuttle buses available for particular trips due to mechanical troubles or other emergencies.
7.
Chief, Accounting Division
7.1 Records transactions in accordance with the herein accounting policies.
7.2 Reconciles all financial reports submitted relative to the shuttle bus operations.
8.
Employees (Passengers)
8.1
Purchases coupons based on the herein policies.
8.2 Presents the whole coupon to the truck helper/driver upon boarding.
8.3 Notifies the SVO in case he/she can not use the coupon purchased for the trip so that the individual SCO can sell another coupon for the seat.
8.4 Be at the designated meeting points at least 10 minutes before the actual departure time.
8.5 Boards/gets-off the bus only on designated pick-up/drop-off points.
8.6 Maintains cleanliness in the shuttle buses by not littering.
IV. FLOW CHART
Receipt/Issuance/Sale of Shuttle Bus Coupons and Remittance of Collections
Top Page
EXHIBITS
Exhibit 1 - Shuttle Bus Coupons
Exhibit 1.A - Instructions for Printing and Numbering of Coupons
Exhibit 3- Individual SCO's Record of Accountability for Shuttle Bus Coupons Handled
Exhibit 2 - Head SCO's of Accountability for Shuttle Bus Coupons Handled
Exhibit 4 - Daily Sales Report of Shuttle Bus Coupons
Exhibit 5 - Monthly Report of Accountability for Shuttle Bus Coupons