SOP Library
SOP NO:
AO-2K3-10-017
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
General Services (GS)
Activity:
Vehicle/Aircraft Services (GS-VS)
Title:
Motorpool Assistance Program
Date Approved/Issued:
10/15/2003
Date Effective:
10/15/2003
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
Management has observed that the implementation of the Motorpool Assistance Program has seriously hampered the regular repair and maintenance of NFA owned vehicles because the repair of vehicles owned by NFA officials and employees are given priority. Moreover, spare parts and materials needed for the repair of the employee owned vehicles are taken from the agency’s inventory. In this regard, I hereby reiterate the following salient policies of the Revised SOP on Motorpool Assistance Program (SOP NO. GS-VS03 issued on April 1, 1988:
1.
The participation of the Vehicle Maintenance Section, Administrative Facility Services Division (VMS-AFSD) - GSD in the assistance program shall be limited to providing labor services and the use of its equipment and facilities.
2.
All spare part and materials needed for the repair and maintenance of the vehicle shall be supplied by the employee.
3.
The Chief of the Vehicle Maintenance Section shall be responsible in the scheduling of the repair of employee-owned vehicles. The schedule shall be confirmed by the chief of the AFSD.
4.
The Chief of the VMS shall see to it that the repair and maintenance requirement of NFA vehicles remain uninterrupted.
5.
An employee who wants to avail of the program shall fill up the Motorpool Assistance Program-Request and Cost Estimate Slip (Exhibit I of the SOP), which must be endorsed by his/her head of office. A xerox copy of the vehicle registration papers, certified by the administrative assistant as a true copy of the original, must be attached to the request.
6.
The request shall be approved by the GSD Department Manager, upon recommendation by the chief of AFSD.
7.
The Chief, VMS shall assign a mechanic to inspect the reported defects. The mechanic shall submit an inspection report (Exhibit 2 of the SOP) indicating therein the nature of repair to be undertaken on the vehicle and the parts to be replaced. The Inspection report shall be attached to the Request and Cost Estimate Slip.
8.
A Cost estimate of the services to be done shall likewise be conducted prior to commencement of the job. Estimated service fee and the parts and materials needed for repair shall be reflected in the Request and Cost Estimate Slip and shall be presented to the employee-owner for approval.
9.
Service and maintenance rates shall be based on the rates corresponding to the nature of the job/service listed in the Price Schedule - Motorpool Assistance Program (Exhibit 3 of the SOP). However, AFSD-GSD shall immediately revise and update the Price Schedule since this was formulated way back in 1988. No employee owned vehicle shall be accepted for repair until the Price Schedule has been updated. The revised Price Schedule shall be approved by the GSD Department Manager upon the recommendation of the AFSD Chief.
10.
The employee-owner shall settle his/her account before claiming his/her vehicle at the motorpool. Total amount shall be paid in full and payment shall be made directly to the NFA Cashier.
11.
A Status Report (Exhibit 5) on the number of employees who availed of the assistance program shall be prepared in three (3) copies every end of the month by the Chief of VMS. A column for the Official Receipt No. (for the service fee paid by the employee-owner) shall be added to the report. Basis for the OR No shall be the functional copy which is attached to the Authority to Accept Payment.
Implementation of the program in the Field Offices shall be governed by SOP No. GS-VS03.A issued on July 7, 1988.
To ensure that the repair and maintenance of NFA-owned vehicles is not jeopardized with the implementation of the program, the following provisions shall be incorporated as an addenda to the SOP and shall be strictly implemented:
1.
Employees’ vehicles shall be repaired only on Saturdays, Sundays and Holidays. In no instance however, shall NFA pay overtime services to NFA mechanics for the repair of employee owned vehicles. Overtime pay shall be included as a component of the service fees to be charged to the employee-owner. The Chief of the Vehicle Maintenance Section shall ensure that this policy is strictly enforced
2.
Minor emergency repairs such as clutch, break, etc may be done during regular office hours but must also be scheduled, documented and paid for.
3.
Enforcement of the provisions of the SOP shall be the responsibility of the Chiefs of the Administrative Facility Services Division and the Vehicle Maintenance Section. They shall therefore be liable and accountable for any loss or damages that the agency may suffer as a result of any deviation from or violation of the provisions of the SOP.
4.
The implementation of the program shall be subject to audit by the Internal Audit Department.
As clearly provided for under Section II.A of the SOP, management may terminate/suspend the program whenever the maintenance program of NFA vehicles is adversely affected of at anytime management deems it necessary.
III. RESPONSIBILITIES
IV. FLOW CHART
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