SOP No: TS-MT02 (Superceded by TS-MT05)

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SOP NO: TS-MT02 (Superceded by TS-MT05) (List of Exhibits/Attachments)

Mission: Technical Support Services

Area: Technical Research & Services (TS)
Area: Grains Marketing (GM)

Title: Truckscale Operations

Date Approved/Issued: 06/29/1995

Date Effective: 07/16/1995

Digest:

I. TERMS OF REFERENCE

A. Rationale

B. Objective

C. Scope

D. Basis

II. IMPLEMENTING GUIDELINES

A. Operating and Maintenance Policies

1. A scaleman shall be permanently designated by the Provincial Manager
(PM) who shall be under the jurisdiction and directly reporting to the
Marketing Operations Section (MOS). An office order shall be issued to
this personnel, including his alternate, a copy of which shall be
forwarded to TRDD for notation. Any changes in their personnel assignment
shall be reported accordingly.

2. No persons except the scaleman, shall be allowed entry inside
the scalehouses unless authorized by the Provincial Manager.

3. No person shall be allowed to operate an NFA owned truckscale
other than the scaleman who is specially trained in the operational
details and characteristics of the truckscale.

4. Maintenance of the truckscale shall be on a monthly basis. This
shall be done by the Calibrator in coordination with the Provincial
Engineer. No other persons shall be allowed to do maintenance work on the
truckscale unless authorized by the Technology Resource Development
Department (TRDD).

5. No adjustment shall be made on the truckscale except on its
balance ball for mechanical type and switches for electronic type for zero
calibration unless authorized by the TRDD Department Manager. Adjustments
on the balance ball and switches shall be done by he calibrator in the
presence of the Provincial Engineer.

6. The scaleman shall always ensure that the truckscale is in
satisfactory operating condition by strictly following the procedures in
the instruction manual of the particular type of truckscale in use (i.e.
electronic or mechanical).

7. If the scale is found defective, the Provincial Manager shall be
informed on such. He shall instruct the Calibrator to make the proper
adjustments on related mechanisms of the truckscale. However, this shall
be subject to an authority from the TRDD.\

B. Entry of Vehicles

1. Vehicles of transacting clients including NFA vehicles shall be
provided with queue numbers by the security guard on a first come first
serve basis to allow he smooth flow of traffic.

2. Parking spaces inside the NFA compound shall be designated for
trucks and other vehicles.

C. Custom-Hire Truckscale Service

1. NFA truckscales shall be offered for use by the private sector.
A fee shall be charged for the use of the truckscale. It shall be computed
by the provincial office based on the policies on the
determination/evaluation of NFA service corporation rates for PHF (Annex
A). Approval of the fee shall come from the Regional Director. All
approved fees together with the supporting documents shall be submitted to
the BDPD for post evaluation.

2. A

Truckscale Ticket

(TST - Exhibit 1) shall be used to record
the truckscale weighings. It shall be prepared in four (4) copies, the
first in mimeographed from and the last three in onion skin. Copy
distribution shall be as follows:

Copy 1 - Customers

2 - Accounting

3 - Scaleman

4 - Driver

* To be given after the second weight

3. Separate sets/pads of TST shall be used for custom-hire services
and NFA transactions, respectively.

4. The TST forms shall be printed by the provincial office. It
shall be controlled and numbered by the property custodian using a five
digit series number. Depending on the brand/model of the truckscale
printer, the size and orientation of the TST may vary. However, it shall
basically contain the same information and signatories as in Exhibit 1. In case of truck trailers, the plate number of the trailer shall be indicated on the TST.

5. Payment of truckscale fees shall be in cash and shall be made at
the NFA Cashier or designated collecting officer. This shall be documented through the agency's Official Receipt (O.R.). The

Truckscale Ticket

(TST) shall be stamped paid and the O.R. No. amount paid indicated on appropriate portion by the Cashier and returned to the driver.

5.1 Fees - collected for the use of the truckscale shall be recorded as Service Income - Training and Facility Assistance Fee; and

5.2 Documentation and reporting system on the collection of truckscale
fees shall follow the SOP on Cash Collections and Deposit, SOP No. FS-CS01 dated August 1, 1984.

D. Pre-Weighing Procedures

1. Before any weighing is done, the platform or the load receptor of the
scale must be free from dirt or any obstructions.

2. Cleanliness and tidiness of the truckscale as well as the
scalehouse and its vicinity must always be maintained. The headwork must
always be free from dust and he bottom work devoid of oil, dirt and rust.
Scale pit must be maintained clean and dry at all times. A day in the
month should be set aside for cleaning the bottom work.

3. Load to be weighed using the truckscale should be for a maximum
of 50 tons for electronic truckscale and 25 tons for mechanical
truckscales.

4. The vehicle must be checked by the security guard to ascertain
that only load such as spare tire, tarpaulin, ladder, and/or wood planks
whenever needed are attached to it. It must also be checked for possible
hidden loads such as those materials under the truck driver's seat, inside
and under the load of the vehicle, under the vehicle's body and/or other
portions of the truck.

5. For custom-hire services, the truck driver shall first secure a

Truckscale Ticket

(TST) from the Scaleman and proceed to the NFA before
weighing. Before issuing the TST, the Scaleman shall indicate on the
appropriate portion of the TST the type of vehicle to be weighed, as this
will be the basis for the amount of truckscale fee to be collected

E. Weighing of Vehicles

1. An escort may be provided by the Warehouse Supervisor II (Sr.
GOO) for the truck if the truckscale is not within sight of the warehouse.
This shall prevent the truck driver from manipulating the weight of the
truck to alter the actual weight readings.

2. Vehicles shall be driven and positioned to the central zone of
the platform.

3. During weighing, the driver must put off the engine and must
stay out of the platform.

4. The scaleman shall prepare the scale for weight reading and takes the
scale reading.

4.1 For electronic and mechanical scale with printers, readings shall be printed on the

Truckscale Ticket

(TST) after the pointer/indicator has stabilized.

4.2 In case of printer failure, the scaleman shall indicate the weights on the TST.

5. The customer and driver's copies of the TST shall be given to the driver.

5.1 For custom-hire services, the drivers shall present and surrender the driver's copy of the TST to the Security Guard before being allowed to leave the NFA premises; and

5.2 For NFA transactions, the driver shall surrender the TST

to the Warehouse Supervisor for proper documentation (WSR/WSI) of the transaction.

6. There shall be no alteration on the load (e.g. fuel spare tire, tarpaulin, etc.) between the first and second weighings.

7. Vehicles loaded with filler stocks after weighing must pass through the truckscale again for the final gross weight.

8. Vehicles which have undergone tare weighing but were not loaded should have a final weight before leaving the compound, and must be weighed again for tare weight upon its return.

9. Time of weighing shall always be recorded by the scaleman whenever the truck passes the truckscale. This shall accordingly be reflected on the

Truckscale Record

Sheet TRS-Exhibit II). The TRS shall be prepared in three copies for the operations, technical services and file copy.

10. In case of mechanical scales, the mechanism shall be arrested every after weighing.

11. Upon completion of the day's weighing operation, the switch of the electronic scale shall be turned off. For mechanical scale, the scale reading shall be set back to zero.

12. The scaleman shall accomplish the TRS based on the compiled copies of the TST.

13. At the end of the day's weighing operation, a

Daily Truckscale Transaction Report

(DTTR-Exhibit III) shall be prepared in four (4) copies, for operations, technical services, accounting and file copy.

F. Reporting and Monitoring System

1. The scaleman shall prepare a Statement of Custom Hire Vehicles weighed at NFA Truckscale (Exhibit IV). It shall be prepared weekly in four (4) copies for the accounting, technical services, operations and file copy.

2. A

Monthly Report on Truckscale Operations

(Exhibit V) shall be prepared based on the TRS and the

Statement of Custom Hire Truckscale Service

. It shall be submitted in three (3) copies for the TRDD, RO, and PO file.

3. The scaleman shall immediately report to the PM any defect or failure of the truckscale and its components.

4. The PM shall give specific instructions to all security guard on the implementation of these policies. They shall conduct thorough inspection of all incoming and outgoing vehicles. They shall see to it that all the necessary truckscale fees of private truckers have been paid before being allowed to leave the NFA compound.

G. Accounting Treatment

To record collection of Truckscale Fee

DR: Cash with Collecting Officer xxx

CR: Service Income - Training and Facility Assistance Fees

Truckscale

xxx

TRUCKSCALE TICKET (TST)

This form shall be used to document the individual weighings on the Truckscale. It shall be pre-formatted and printed in four (4) copies.

Series No.

_ the sequential numbering of the TST based on a five digit series

Customer

- the name of the paying client or user of the truckscale. This shall be inputted by the Scaleman.

Driver

- the name of the driver of the vehicle.

Plate No

. - the six alpha-numeric characters which serve as the vehicle's identification. In case of truck trailers, it shall refer to the number of the trailer. If available, otherwise, the plate number of the truck shall be indicated.

Commodity

- the load of the vehicle.

Vehicle Type

- the kind of vehicle whether ten wheeler, trailer, jeepney, tricycle, etc.

Total

- the weight of the vehicle without the commodity in kilograms.

Tare

- the weight of the vehicle without the commodity in kilograms.

Load

- the weight of the commodity in kilograms.

10.

Time and Date

- the current time and date of weighing.

11.

The office name, address, vehicle, time, date, total, tare and load weight

shall be automatically printed from the indicator system.

12.

O.R. No

. - the official receipt number issued by the Cashier.

13.

Amount

- the amount paid by the customer based on the type of vehicle to be weighed.

14.

Certified Correct

- the name and signature of the scaleman.

TRUCKSCALE RECORD SHEET FOR NFA OPERATIONS (TRS)

This record sheet shall be basically lifted from the

Daily Truckscale Transaction Report

. It shall be a consolidation of all truckscale weighings involving vehicles used for NFA operations. The period covered shall be the same as the DTTR.

STATEMENT OF CUSTOM HIRE TRUCKSCALE SERVICE

This statement shall be a summary of private trucks weighed at the NFA truckscale for a fee. Data shall be lifted from the TST and DTTR. The summary portion is a breakdown of the number of vehicles per type and the corresponding amount of service fee earned. It shall cover the same period as the DTTR.

MONTHLY REPORT ON TRUCKSCALE OPERATIONS

This report for Central Office consumption shall highlight the utility of the truckscale to the NFA both in physical and financial terms. It shall show the major commodity/ies availing of the truckscale.

No. of Vehicles

- the number of vehicles weighed for the month carrying

a particular commodity for a specific user type. This shall be consolidated from the TRS and the Statement.

Load Weight

- the weight of each commodity for a specific user type. This shall be consolidated from the TRS and the Statement.

Savings/Income

- savings shall pertain to NFA operations only. It shall be computed by multiplying the number of vehicles per commodity with the service fee for a ten-wheeler truck. On the other hand,

income

shall refer to the amount generated from custom-hire service. It shall be picked up from the TST and added per commodity for the month.

Sub-total

- the total number of vehicles, load weight, and savings/income for each user type, ie. NFA or Customer Hire.

Total

- the total number of vehicles, load weight and savings/income for all types of user.

Prepared by

- the report shall be done by the scaleman.

Certified Correct

- the head of the Marketing Operations Section shall certify to the correctness of the report.

Noted

- the Provincial Manager shall note his concurrence with the report.

DAILY TRUCKSCALE TRANSACTION REPORT (DTTR)

This shall be a record of all the weighing done on the truckscale after 4 p.m. of the previous day up to 4 p.m. of the current day.

Brand Model

- the brand and model of the truckscale used which shall already be programmed.

Serial Number

- the serial number of the truckscale.

Location

- the address where the truckscale is installed.

Date/Time

- the date and time of the weighing which shall automatically be given by the indicator system of the truckscale.

Source/Destination - Customer

- the point of origin and terminal point of the vehicles used by NFA for its grains operations based on the WSR/WSI. This shall be entered by the scaleman into the computer. In case of custom-hire vehicles, this column shall indicate name of customer from the TST.

Plate Number

- the six alpha-numeric characters which serve as the vehicle's identification. For vehicles used by NFA, this shall be entered by the scaleman into the computer. For customer-hire service, it shall automatically picked up from the TST.

Commodity

- the load of the vehicle used by NFA which shall be entered into the computer. This shall automatically be picked up from the TST for custom-hire service.

WSR/WSI No.

- the number of the corresponding NFA accountable form brought by the driver where weighings shall be printed. This shall be entered by the scaleman into the computer. This column shall be left blank for custom-hire service.

TST Number

- the series number of the

Truckscale Ticket

corresponding to custom-hire service. This shall automatically be picked up from the TST form. This column shall be left blank for vehicles used by NFA.

10.

Total Weight

, Tare Weight, Load Weigh

- these shall automatically be given by the indicator system of the truckscale.

11.

Total

- this shall be the sum each of the total weight, tare weight and load weight.

III. RESPONSIBILITIES

IV. FLOW CHART
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