SOP Library

SOP NO: AO-2K3-10-017

Mission: Corporate 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:
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.