SOP Library

SOP NO: AO-2K3-No. 05-007

Mission: Stabilization

Area: Grains Marketing (GM)

Activity: Distribution (GM-DN)

Title: Guidelines on the Utilization of Tinda Vans/Delivery Vans Under Contract of Lease with
Lucky Smile Trucking Corporation and Payment Scheme

Date Approved/Issued: 05/07/2003

Date Effective: 05/07/2003

Digest:
  The Regional Directors/Provincial Managers or their authorized officials can
authorize the use of LSTC Tinda Vans/Delivery Vans other than for rolling
stores, procurement, transfer of stocks, mobile sales direct to stationary outlets
and related activities provided these are necessary in pursuit of NFA official
functions.

Ø In order to synchronize the time schedule of all Special Collecting Officers

(SCOs) and LSTC drivers in the maximization of utilization of Tinda
Vans/Delivery Vans, the daily regular time of SCOs and LSTC drivers shall be
scheduled from 7:00 a.m. to 4:00 p.m.

Ø All LSTC Tinda Vans/Delivery Vans should leave the NFA Office premises at
7:30 AM going to their destinations/covered areas based on the NFA schedule of
deployment;

Ø As much as possible, three (3) areas shall be covered by each LSTC

Tinda/Delivery Van.

Ø Depending on distances of areas covered and sales transaction, the LSTC

Tinda/Delivery Vans can go back at the NFA office premises from 3:30-4:00 p.m.
to have time for the liquidation of the SCO’s accountability and replenishment of
stocks for the next day activities.

Ø The NFA Provincial Offices shall see to it that the schedule of

deployment/covered areas of each Tinda Van/Delivery Van for the next day
schedule are prepared/issued in advance to the SCOs and the corresponding
trip ticket are issued to the drivers of LSTC.

III. LEASE PRICE AND MODE OF PAYMENT

Payment of rental fee to Lucky Smile Trucking Corporation (LSTC) shall be

subject to the usual auditing and accounting rules and regulations as follows:

Ø Payment for the utilization of LSTC Tinda Vans/Delivery Vans shall be based on
the agreed lease price as provided in the terms and conditions of the Lease
Contract.

Ø Payment shall be made on a monthly basis at NFA Central Office through the
usual voucher system.

Ø Payments shall be supported with trip tickets for the period covered, properly
accomplished/issued by the respective NFA dispatcher.
 Ø All trip tickets should bear the signature of the NFA dispatcher, certified correct
by the NFA representative (Accountable Officer/Special Collecting Officer)
assigned to said vehicles as approved by the Provincial Manager concerned or
any NFA representative authorized to sign in behalf of the manager.

Ø In the event the LSTC fails to render a full eight (8) hours per day service for
causes attributable to the fault or negligence of same, a corresponding
reduction in the payment for the use of the Tinda Van/delivery Van shall be
made proportionate to the number of hour/s the LSTC failed to render service.

Ø Non-utilization of the LSTC Tinda Vans/Delivery Vans within the 22-day

guaranteed utilization under the Contract, NFA is going to issue a Certification
indicating the reasons or the surrounding circumstances for failure to use the
Van(s). The certification will be used to support claim for payment by LSTC.

Ø The Billing Statement of LSTC together with the trip tickets and certifications, if
any, shall be sent to NFA General Services Department, Central Office on or
before the 5th day of the following month.

IV. PAYMENT PROCEDURES AT CENTRAL OFFICE

REGIONAL/PROVINCIAL OFFICE

Ø Shall be responsible for the complete submission of the supporting documents to

the General Services Department (GSD) which shall be in charge of the
preparation of the corresponding disbursement vouchers.

LESSOR/CONTRACTOR

Ø Shall submit billings directly to GSD. Payment shall be made fifteen (15) days
from receipt of billings. To facilitate preparation of voucher all supporting
documents should be submitted to Central Office-GSD within five (5) days from
end of each month.

GENERAL SERVICES DEPARTMENT

Ø Shall check the completeness/authenticity of supporting documents sent by the

NFA provincial offices.

Ø In case of incomplete documents, notifies the concerned provincial office to

secure such needed document(s).

Ø If supporting documents are complete, prepares voucher for submission to the

Department for Accounting Services.
 DEPARTMENT FOR ACCOUNTING SERVICES

Ø Shall re-check completeness/authenticity of supporting documents.

Ø Shall process voucher for the amount of lease due.

DEPARTMENT FOR TREASURY AND FUND MANAGEMENT

Ø Shall release payment to LSTC.

Ø Shall require Official Receipt (OR) from LSTC for payment/s made.

For your guidance and strict compliance.