SOP Amendment / Addendum

Date : 04/14/2004

SOP Amedment / Addendum No. : GS-VS05.A
Title : Amendments/Addenda to the Revised SOP on Vehicle Control System
Digest :

x x x

I. Implementing Guidelines
A. Functional Responsibility
x x x

A. Preparation and Approval of Vehicle Request Slip (VRS)
1. - 4. x x x

5. Emergency Requests

In case a vehicle is urgently needed and a Vehicle Request Slip (VRS) could not be prepared due to time constraints, the requisitioning office should course the request through Motorpool Officer-in-Charge/dispatcher who shall dispatch a vehicle. The requisitioning office shall still prepare not later than the following working day a VRS signed by the Head of the Department/Office and have the same approved by the GSD Department Manager.

6. Vehicle Assistance Program

Henceforth, employees/officials who intend to avail of the NFA service vehicle assistance program (Lipat Bahay/Gamit, Interment or Vigil, Medical Assistance [Ambulance]) shall pay rental fees based on the Daily Rental Rate of NFA Service Vehicle presented in Annex A. Daily rental rate of NFA service vehicle shall include driver’s per diem (subject to SOP on Domestic Travel), overtime pay, fuel, oil and other incidental expenses. In no case should the driver collect per diem and overtime pay at the same time.

6.1 Lipat Bahay/Gamit (within Metro Manila only)

a) Availment of the Lipat Bahay/Gamit vehicle assistance shall be extended to NFA officials/employees only and may be availed of once a year only.

b) Employees/officials who intend to request for a vehicle for “lipat bahay/gamit” purposes shall fill up a Vehicle Request Slip (VRS). A VRS for Lipat Bahay shall first be forwarded to HRMD for verification of change address to be noted by the HRMD, Department Manager. The VRS shall then be forwarded to GSD for notation as to vehicle availability and to the GSD, Department Manager for approval.

6.2 Interment or Vigil

6.2.1 Vehicle Assistance for interment or vigil shall be extended to NFA officials and employees only and subject to the following conditions:
a) requesting employee is married - only if the deceased is a spouse, child or parent/parents-in-law;

b) requesting employee is single - only if the deceased is a brother, sister or a parent;

c) the trip is only within Metro Manila or within the fifty (50) km radius from the last city or municipality covered by the Metro Manila Area

6.2.2 In the case of a deceased employee, the request for a vehicle shall be prepared by the concerned department in behalf of the immediate family of the deceased employee. If the interment/vigil is outside Metro Manila, the concerned department shall coordinate with the NFA provincial office nearest to the place of internment for provision of vehicle.

6.2.3 For departments/offices who request for a vehicle to ferry personnel who will attend an interment or vigil for a deceased co-employee or a deceased immediate relative of a co-employee the following policies shall apply:

a) if the deceased is a co-employee, expenses for the use of the vehicle shall be charged to the department.

b) if the deceased is the immediate relative of a co -employee, expenses for the use of the vehicle shall be charged to the department where the employee belongs provided the trip is within office hours and within the MMA area or within the fifty (50) kilometer radius from the last city or municipality covered by the MMA. For trips outside the MMA area and those that will extend beyond office hours, fuel and oil and overtime pay of the driver shall be charged to the passengers of the vehicle.

6.3 Use of the ambulance shall be extended only to NFA officials and employees and its use shall be limited only to carrying an employee after discharge from the hospital. Request shall be coursed through HRMD- Health Services Unit which shall evaluate the merit of the request. Request found meritorious shall be endorsed by the HRMD- Health Services Unit to the GSD-Motorpool.

6.4. Requests for Vehicle Assistance Program (lipat bahay, Interment, Vigil, etc) in the field offices shall be limited only to trips within the province or within the fifty (50) km radius from the last city or municipality covered by the province where the Provincial Office is located. The same policies on the use of vehicles in the Central Office shall apply. Likewise, rental fees shall also be paid to the Cashier prior to dispatch of a vehicle.

7. Request from other government agencies/officials to use an NFA service vehicle shall be entertained provided the purpose is official in nature. Requesting party shall also pay rental fees based on the Daily Rental Rate provided in Annex A. The requisitioning agencies shall also shoulder Driver’s O.T. pay. Request of other government agencies shall be approved by the Administrator upon certification as to availability of vehicle by the GSD, Department Manager.

In the field offices, requests shall be approved by the head of office (Regional Manager/Provincial Manager).

8. Upon approval of the request for any vehicle assistance, the Dispatcher of GSD/field office shall issue an Authority to Accept Payment addressed to the Cashier (Exhibit 1 ) indicating the amount of rental fee to be paid by the requisitioning employee. No vehicle shall be dispatched prior to the payment of the rental fee by the requisitioning employee.

C. Assignment/Dispatch of NFA Motor Vehicles

1. Service vehicle with a competent driver shall be provided/assigned to every department and executive office for the transport/mobility needs of its employees in the performance of their official functions. A Deployment of Service Vehicles containing the department/office, assigned driver, kind/type of the vehicle and plate no. shall be issued by GSD duly signed by the GSD Department Manager.
Additional service vehicle shall only be dispatched to a department/office under the following circumstances:
a) that the service vehicle assigned to the department/office is fully and optimally utilized,

b) in the exigency of the service
2. A service vehicle assigned to a department/office may be used by other departments/offices subject to the approval of the Department Manager concerned. The driver shall always indicate in the trip ticket the name of passengers and name of department/office who used the vehicle.

To monitor availability of NFA service vehicles for urgent/expedient dispatch to other departments/offices, all assigned drivers are instructed to log in their presence and availability in a logbook at the parking area every morning upon their arrival in Central Office.

3. No vehicle shall be dispatched for an official provincial trip where there are less than three (3) employees/passengers and the duration of which shall be more than five (5) days. The driver shall ask all passengers to sign on the trip ticket. This policy shall apply both for Central Office and Field office traveling employees.

4. The use of a government vehicle by NFA officials in the performance of their official duties shall be subject to the provision of item d, Article 8, Section 317 of Volume 1 of the Government Accounting and Auditing Manual:

D. Specification of Authority

Approving authority for vehicle requisition (VRS) shall be as follows:

1. Request by other government

agencies/officials

Certification as to vehicle - GSD, Department Manager
availability

Approval - Administrator

2. Vehicle assistance programs

Approval - GSD, Department Manager
3. VRS covering official trips of C.O. rank-and-file employees or executives within Metro Manila during weekdays, using a general dispatch vehicle

Approval - GSD, Department Manager

4. VRS of C.O. rank-and-file employees or executives covering an official provincial travel (Subject to Item III.C.3) and official trip within Metro Manila during weekends and holidays

Certification as to Vehicle
Availability - GSD Dept. Manager

Approval - Asst. Administrator for
Administration

x x x

H. Monitoring and Reporting System

x x x

The General Services Department (GSD) shall monitor expenses pertaining to the repairs and maintenance of the motor vehicles. A Monthly Report on the Repairs and Maintenance of NFA Motor Vehicles (Exhibit 2) shall be prepared by GSD.

Report of Gas and Oil Consumption (Exhibit 3) shall also be prepared by GSD for submission to DAS/Accounting Unit every 7th day of the following month.

I. Accounting Treatment

Expenses of motor vehicles permanently assigned to the offices/departments shall be charged to the office where the vehicle is assigned.

x x x

All rulings and/or issuances inconsistent herewith are hereby superseded.

These amendments/addenda shall take effect this 14th day of April, 2004.