SOP Library

SOP NO: GM-DL03

Mission: Stabilization

Area: Grains Marketing (GM)

Activity: Dispersal (GM-DL)

Title: Dispersal Policies and Procedures

Date Approved/Issued: 01/09/91

Date Effective: 02/01/91

Digest:

Dispersal maybe defined as the effective movement/transfer and positioning of stocks from
the strategic stock depositories to other outlaying areas where NFA terminal warehouses
are situated. It is one operational activity very essential in the performance of the price
stabilization function of the agency.

Policies and procedures governing the agency's dispersal activities are contained in
separate guidelines and memoranda. There is therefore a need to consolidate all these
policies and procedures into one comprehensive SOP for easy reference.

The written policies and procedures on intra-provincial and inter-provincial (intra-regional

and inter-regional) stock transfers contained herein aim to minimize if not eliminate weight
variance and varying classification between issuing and receiving warehouse.
 This SOP covers the operational activities involved in the transfer of stocks and MTS from
one place to another using NFA or privately owned trucks. Policies on inter-island transfer
shall be covered by a Chartering SOP.

1. Warehousing Manual

2. CRLO Memo No. 230 dated May 19, 1989 on the Evaluation Report relating to the
experiment on the implementation of an improved system on intra-regional/provincial
stock transfer in Nueva Ecija branch.

3. SOP No. MMO - 02 entitled Transport Model, issued September 17, 1984 and
effective September 17, 1984.

A. General Policies and Procedures on Stock Transfers

1. The following specifications of authority shall be strictly enforced in the transfer of stocks:

1.1 The Provincial Manager/OIC shall approve the transfer of stock from one
warehouse to another within the province

1.2 The approval of transfer of stocks from one province to another within the region
shall come from Regional Director

1.3 Authority to transfer stocks from one particular region to another shall emanate from
the DMO, Central Office.

2. Request for stock transfer by a particular province shall be relayed thru a radiomessage
addressed to the Regional Director. The radiomessage shall contain the province's
existing stock position, daily injection, the expected number of days the stock will last
and the volume of stock requirements. If the requested stocks are not available in the
region, the Regional Office shall forward the request to the Directorate for Marketing
Operations thru a radiomessage.

3. As a basic policy, only stocks in rice form shall be transferred from one province to
another.

4. Standard procedures shall be followed in the documentation of all transactions involving

transfer of stocks. The Authority to Issue (AI) and the Warehouse Stock Issue (WSI)
shall be used to document the issuance of grain stocks for transfer by the Warehouse
 Supervisor; Sack Issuance Authority (SIA) and Empty Sack Issue (ESI) for empty sack
issuance. On the other hand, the Warehouse Stock Receipt (WSR) and the Empty Sack
Receipt (ESR) shall be used to document the receipt of transferred grain stocks and
empty sacks by the Warehouse Supervisor.

4.1 For intra-regional and inter-regional transfer of stocks, the APM/POO shall prepare
the AI based on the wire authority.

5. The Marketing Operations Section of the issuing province shall arrange for transport
requirements and at its option may designate personnel to escort the stocks to its
destination.

5.1 NFA-owned trucks shall be utilized with priority in the transfer of cargoes and
properties.

5.2 In case a hauler-contractor is assigned to haul NFA stocks, the driver of the
contractor's trucks must be properly identified. He shall present an identification
card with his specimen signature affixed on it.

6. Whenever available, the use of truckscale shall be given priority. Platform scale shall
only be used in the absence of the truckscale or if the latter is out of order.

6.1 The platform scale to be used must be properly calibrated before weighing the
stocks for loading at the issuing warehouse and before the stocks are unloaded at
the receiving warehouse.

7. The WSI II shall reflect in the WSI/WSR the actual reading from the weighing scale.
Rounding off of weights shall be prohibited.

8. The use of "tara" during weighing shall not be allowed.

9. There shall be 100% weighing of stocks at place of issue and receipt.

10. Grains for transfer shall be contained in good condition or mended bags. grains in
busted bags shall not be weighed and loaded.

11. The Warehouse Supervisor of the issuing and receiving warehouse of stocks transferred
shall allow the escort and the truck driver to witness the weighing of the stocks upon
loading and unloading. The escort and the truck driver shall affix their signatures on
the WSI and the WSR to authenticate correct weights at source and at destination. If
private trucks are used and the driver/contractor's representative is prevented by any
employee from witnessing the weighing of stocks either at the point of loading or
destination thus preventing the driver/authorized representative to verity the
correctness of the entries made by the NFA employees, the driver/contractor/authorized
representative shall sign the documents under protest and shall immediately, within 48
hours from arrival at the point of origin, notify in writing the NFA regional/provincial office
 concerned. The written notice shall be endorsed to the Enforcement and Investigation
Unit for investigation. Failure to notify the NFA Office concerned shall render the under
protest signature of the driver/authorized representative of no force and effect and
thereafter the entries made shall be conclusive upon the contractor.

12. In cases of observed significant variances, a Committee composed of COA, operations

and accounting representatives shall witness the actual weighing during loading and
unloading of subsequent shipments to immediately check reasons of the variance.

13. In case of varying classification/different variety and conditions between issuing and
receiving province, the WSR shall reflect the classification at the issuing warehouse.
However, the Warehouse Supervisor shall indicate in the Remarks portion of the WSR
"grain sample for laboratory analysis".

13.1 For intra-regional transfer, the PSQAO of the receiving province shall draw
samples for laboratory analysis at the Regional laboratory.

13.2 For inter-regional transfers, a C.O. representative from TSD, shall conduct
laboratory analysis at the Regional laboratory of the receiving region to determine
the true classification of the stocks.

The nature of the "misclassification" shall likewise be determined and the person
responsible shall be dealt with accordingly.

B. Hiring of Private Truckers

1. Preliminary Canvass of Rates

1.1 Before entering into a hauling agreement, a survey of prevailing rates for hauling
fees shall be conducted with at least five haulers in the locality to serve as basis
for determining the haulers to be contracted. The survey shall be conducted only
among bonafide owners of trucks duly registered as Grains Transporters and
without outstanding obligations with the NFA.

1.2 A canvass of offers from qualified haulers shall also be prepared to serve as basis
for evaluation.

2. Selection and Awarding of Contracts

2.1 Hauling contracts shall be awarded to hauler contractors who offer the most
favorable rates.

2.2 Trucks to be contracted shall be inspected to determine its suitability for NFA
hauling operations.
 2.3 Selected haulers shall be required to submit three (3) copies each of the following
prerequisites for hauling contracts:

a. Police/PC/NBI Clearance
b. RTC Clearance
c. BIR Clearance
d. Certified xerox copies of the Certificate of Registration as Grains Transporters
from NFA and as TH trucks from LTO, together with the corresponding official
receipt.
e. In case of corporation/partnership:
-Articles of incorporation
-By-laws
-Secretary Certificate of the Board Resolution authorizing the party to sign in
behalf of the corporation.
f. Written authority of the driver/s/representative/s from the truck owner, with
specimen signatures and initials of driver/s/representative/s authorized by the
owner to acknowledge receipt of stocks for dispersal
g. ID pictures of truck owner and driver/s/representative/s.

3. Preparation and Processing of Contract

3.1 All hauling contracts/renewals shall follow strictly the NFA Pro-forma
Contract/Renewal (Annex A). No amendments to the stipulated provisions shall
be made without the prior approval of the Administrator upon the recommendation
of the Regional Director, Director of DMO, Director of DLA, Asst. Administrator for
Industry Regulation and Asst. Administrator for Stabilization. Regional Directors
and Provincial Managers allowing amendment/s or modification/s into the contract
without clearance shall be held liable for whatever losses or damages the Agency
may incur by virtue of said changes.

3.2 The contract shall be effective upon its notarization. It shall expire twelve months
thereafter from the date of its effectivity, unless sooner terminated by NFA at its
option.

3.3 Upon compilation of all requirements, all contracts shall be forwarded to the
Regional Attorney for verification. The Regional Attorney shall check possible
deviation from the NFA Pro-forma Contract after which he shall affix his initial
under the name of the Regional Director.

3.4 The Regional Director shall approve/sign the contract/renewal with the Provincial
Manager serving as witness.

3.5 The approved contract/renewal shall be distributed as follows:

Copy 1 - P.O. (with requirements)

2 - Contractor
 3 - DLA
4 - DMO
5 - Regional Office
6 - Provincial Auditor
7)-Notary Public - NFA
8

3.6 Should the need for hauling services exceed the available contractors in the
region, the extension of the scope of a particular trucking/hauling contract may be
extended to include area other than the contracting region. In such cases, an
Addendum to Trucking/Hauling Contract (Annex B) shall be prepared.

3.7 NFA shall have the right to terminate the contract with or without notice to
contractor if the hauler refuses to haul within seven (7) days from the date of
notice to haul.

4. Bond Requirement

4.1 Within seven (7) days from execution of the contract, the contractor shall be
required to put up a Surety Bond issued by GSIS or any private bonding/insurance
company duly accredited by the NFA per existing SOP on accreditation of
insurance/bonding companies equivalent to P1,000.00/metric ton capacity of one
(1) TH Truck unit as minimum coverage. Bond coverages of subsequent units
shall be effected by endorsements, provided that such units are among those
declared as owned by the contractor, and duly registered with NFA. If for some
reason or another, contractor utilized other units than those previously declared
and duly registered with NFA, the contracting parties shall immediately execute an
addendum to the contract.

4.2 The Surety Bond shall be callable upon demand and shall answer for any of the
following causes:

a. For losses, shortages and damages on stocks and sacks attributable to

Contractor's fault or negligence in relation to his obligations under the
provisions of the hauling contract.
b. For additional expenses incurred due to the contractor's failure to haul
without valid or justifiable cause
c. For litigation expenses as attorney's fees and liquidated damages.

4.3 The Surety Bond shall be co-terminus with the hauling contract unless a valid claim
against the bond is filed within ten (10) days from the date of its expiry in which
case the bond shall remain to be in force and effect until said claim is finally
settled.

4.4 The approving authority of the AI/SIA shall ensure that a hauler-contractor has an
approved bond before they are assigned to haul NFA stocks. An approving
 authority who allows a hauler-contractor without an approved bond to haul NFA
stocks shall be held accountable for losses, shortages and damages on stocks
and sacks that may arise due to contractor's fault or negligence.

5. Hauler-contractor who prefers to secure hauling bond from GSIS shall secure a
checklist of requirements from the Registration and Licensing officer. The RLO shall
ensure that all necessary documents and other requirements of the hauler contractor
are complete.

5.1 Incomplete documents submitted for bond application shall be returned to the
hauler and shall only be accepted if the deficiencies are completed.

5.2 Payment of premium deposit shall be accepted only after the hauler-contractor has
complied with all the required documents.

5.3 As soon as the documents are complete, the RLO shall transmit the same to the
Directorate for Treasury and Fund Management - Insurance, Billing and Collection
Division (DTFM-IBCD). DTFM-IBCD shall file the application for surety bond with
GSIS Central Office.

5.4 The RLO shall recommend to the Provincial Manager the cancellation of hauling
contracts of hauler-contractors who do not comply with all the requirements for
bond application within 30 days from filing of same.

5.5 Hauler-contractors who prefer to secure a hauling bond from a private

bonding/insurance company shall file their applications directly with the
bonding/insurance company.

6. Substitution of Trucks

6.1 Should the submitted list of trucks be unavailable for the use of NFA for whatever
reason, contractor shall make available other substitute trucks of the same or
comparable make and of similar tonnage capacity, provided, such trucks have
been registered or credited by NFA as substitute trucks belonging to the contractor
and covered by the Surety Bond thru endorsement.

6.2 NFA has the right to avail itself of the services of other trucking contractors, if within
seventy two (72) hours after due notice to the contractor, the latter is unable or
incapable of hauling and/or refuses to haul without valid/justifiable cause. In such
cases, 20% of the total cost of freight of the intended cargo shall be charged to
the contractor.

7. Hauling rates

7.1 Requests for Exemption from Approved Hauling Rates

 7.1.1 All requests for exemption from the approved hauling rates shall undergo a
preliminary evaluation by the Regional Office before it is endorsed to the
Central Office for final evaluation.

7.1.2 All requests shall be supported with the necessary data for evaluation which
shall include the requested hauling rate per MT/KM for specific routes,
distance in kilometers, road conditions, detailed statement of operating
expenses (i.e. fuel consumption, salaries and wages, etc.) number and
capacity of private trucks available for NFA use, number of trips per month
for each route traversed, recommended effectivity date and other relevant
information that may justify the request. In addition, the original copies of
the following shall be submitted:

a. Canvass of prevailing hauling rates in the locality from at least five

truckers. If the number of existing truckers in the area is less than five,
all of them shall be canvassed.

b. Canvass of offers conducted from the various truckers.

7.1.3 To facilitate evaluation of the request, the Provincial Manager/OIC shall

ensure that all the required data are attached. Requests with insufficient
data shall not be acted upon by the Regional Office until the deficiencies
shall have been submitted.

7.1.4 Requests for exemption found justifiable by the Regional Office shall be
forwarded together with the original copies of all the requirements and the
recommendations with the justifications, to the Directorate for Marketing
Operations - Operations Planning Division (DMO-OPD).

7.1.5 All requests found to be justifiable by the OPD shall carry the favorable
recommendation of the Director for Marketing Operations, Asst.
Administrator for Stabilization and the Deputy Administrator for Industry
Affairs. it shall be endorsed to the Administrator for approval.

7.1.6 Once approved, the original copy of the Memorandum shall be transmitted
to the Provincial Offices cc: the provincial management is promptly
informed of the approval of their request for exemption, the DMO-OPD shall
wire the provincial office regarding same. The wire shall always contain the
effectivity date of the approved request. Effectivity dates shall be reckoned
on the date the request was signed/approved by the Administrator, except
in cases when the approved requested rate shall be applied on retroactive
dates.

7.2 Application of the Approved NFA Hauling Rate/Hauling Rate Exemption

 7.2.1 No approved hauling rate covering only a specific dispersal period and/or
quantity/ies shall be applied beyond the stipulated dispersal period and/or
quantities. Another approval shall be secured for an extended use of an
approved hauling rate, following the guidelines on requests for hauling rate
exemptions.

7.2.2 The approved hauling rate/hauling rate exemptions for two specific routes
shall in no instance be summed up to derive the hauling rate for one
straight route passing thru the specific routes.

7.2.3 The approved hauling rate for a certain radius shall not be applied fro
transfers/outside such radius since separate rates are applied for the latter.

7.2.4 In cases when a certain route consists of any or a combination of any of the
following kinds of terrain and road conditions, the effective hauling rate shall
be computed considering the specific distance (number of kilometers) for
the type of terrain and the road condition of the route.

a, mountainous/rough or rugged roads and flat/good roads

b. mountainous/good roads and mountainous/rough or rugged roads
c. mountainous/good roads and flat/good roads
d. flat/good roads and flat/rough or rugged roads
e. flat/good roads
f. flat/rough or rugged roads
g. mountainous/good roads
h. mountainous/rough or rugged roads (Refer to Annex C for Illustrations.)

8. Hauling Claims

8.1 NFA shall pay the hauler for its trucking service at the NFA office of origin at the
approved rates of the source province.

8.2 The finance section of the NFA office of origin shall process the hauling claims of
the hauler-contractor based on the Statement of Hauling Claims (Exhibit 1)
submitted by the hauler with the necessary documents attached.

8.3 The following documents shall be attached to the voucher authorizing the payment
of the hauling claims:

a. WSI - hauler's copy

b. WSR - hauler's copy

8.4 Any obligation of the hauler-contractor to NFA arising from the following shall be
deducted from his hauling claims:
 a. The 0.56% tolerable allowance shall be multiplied with the total weight of the
stocks (per WSIs) in a particular batch to determine the allowable variance. A
batch shall be defined as the aggregate total of claim/s submitted for collection
by an individual hauling contractor in one (1) billing or statement of claims. It
may cover one or more successive hauling trip/s within an inclusive period not
exceeding 30 days.

b. Spillages in NFA warehouse as a result of weighing during issues shall be

given to the truck haulers and form part of the cargo. Spillages in transit must
be weighed and credited to the truck-haulers load at receiving warehouses.

c. The hauler shall be liable at replacement cost at the time of loss for shortages
in weight of stocks beyond the 0.56% tolerable limit. However, the 0.56%
tolerable allowance shall not apply if pilferage, theft is established after proper
investigation.

d. The hauler-contractor shall likewise be liable at replacement cost at the time of

loss for shortages in the number of containers, regardless of whether the
shortages in weight of the stocks at the receiving warehouse is within the
tolerable allowance or not.

e. The contractor shall also be liable for damages to the stocks and containers, if
such damages were attributable to contractor's negligence/fault. Stocks
unloaded in the receiving warehouse shall be inspected in the course of the
scale weighing to determine signs of damage. Open and punctured bags with
loose dunnage and other signs of internal loss and damage shall be
segregated from the good bags. A separate WSR shall be used to receive
such stocks.

f. Such loss or damage shall be immediately reported to the hauler contractor.

The nature of the loss or damage shall be noted on the carriers delivery receipt
and the driver shall sign an acknowledgment.

g. In case of dispute over a particular loss and damage to stocks, payment of the
amount equivalent to the damaged/lost stocks shall be withheld pending the
resolution of the case.

h. Fines imposed on the contractor for offenses committed shall be deducted from
his claims. It shall be the responsibility of the MOS to notify the finance section
of haulers being penalized.

8.5 In the event, however, that the total amount of liabilities of the hauler to NFA,
arising from circumstances enumerated in 8.4 a-h exceeds the amount of his
hauling claims, the following shall be resorted to:
 a. The NFA Provincial Manager shall issue a demand letter to the hauler
contractor for immediate payment of his shortages based on initial liquidation
prepared by the NFA branch without waiting for COA examination.

b. Should the hauler refuse to pay his shortages within five (5) days from the date
of demand letter, claim against the bond shall be resorted to by NFAs through
proper endorsement to the bonding company or to the GSIS, through the
DTFM-IBCD.

8.6 Failure of the Provincial Manager to promptly issue a demand letter to the hauler
contractor or to post prompt claims against the surety bond may be the subject of
an administrative case against him.

C. Transport System

1. Specified Routes and expected Time of Arrival

1.1 Distance from and to the following points shall be determined by the Marketing
Operation Section:

a. from one warehouse to another within the province

b. from one warehouse to another of another province (within or outside the
region)
c. from a port to the different receiving warehouse (if applicable)

1.2 Specific routes shall be established and total travel time shall be estimated for strict
enforcement

1.3 If a loaded truck deviated from a specified route and did not arrive at the expected
time of arrival, the receiving warehouse supervisor shall undertake 100% weighing
particularly if the truck passed through a truckscale.

1.4 Diversion of loaded trucks shall not be tolerated. In case of diversion, a written
explanation shall be required from the hauler and thorough investigation shall be
conducted before any decision shall be made to warrant payment for longer trips.
Basis of payment for diversion shall be a certification by the Regional Director on
the eligibility for payment of the hauling claims of the hauler-contractor.

2. Issuance of a Hauler's Call Slip (HCS-Exhibit II) and Dispatch Slip (DS-Exhibit III)

2.1 Trips shall be assigned on a first come first served basis in accordance with the
entries in the security logbook.

2.2 The Marketing Operations Section (MOS) shall issue a Hauler's Call Slip to hauler
contractor whenever their trucks would be assigned to load NFA stocks. It shall be
prepared in two (2) copies:
 Original - Hauler Contractor
Duplicate - MOS

2.3 Each Hauler's Call Slip shall be supported/accompanied by a Dispatch Slip

prepared in three (3) copies by the MOS of the issuing province and distributed
as follows:

Original - Hauler Contractor's Copy

2nd copy - Issuing MOS
3rd copy - Receiving MOS

2.4 The truck driver shall secure the DS before the trip from the issuing MOS and he
shall see to it that the issuing and receiving warehouse/installations accomplish
their respective portions.

2.5 The receiving warehouse shall submit to the Marketing Operations Section the
accumulated DS (MOS copy) for the week every Friday afternoon. For inter-
provincial transfers, the delivery escort (if any) or the truck driver shall handcarry
the issuing MOS copy of the DS which must be duly accomplished by the receiving
warehouse.

2.6 Both the HCS and DS shall be pre-numbered for control purposes.

3. Imposition of Disciplinary Action/Penalties

3.1 Disciplinary Actions/Penalties

The following penalties shall be imposed to hauler contractors and/or their

representative whenever any of the hereunder offenses are committed:

a. Warning to hauler contractor

b. Banning of driver from hauling NFA stocks
c. Indefinite suspension of trucking contract
d. Cancellation of trucking contract.
PENALTIES
______________
1ST 2ND 3RD

a. Deviation from specified route a b c

b. Delay in the ETA at destination a b c

without prior notice or with no
valid reason

c. Refusal on the part of the a c d

 contractor/truck driver to
accept a particular trip

d. Delay in loading/unloading a b c
of trucks due to driver's
absence

e. Failure of driver and/or a b c

contractor's representative to
witness weighing during loading
and unloading

f. Failure of hauler contractors a c d

to provide their committed trucks
per HCS on time

g Defective tarpaulin a b c

3.2 It shall be the responsibility of the Marketing Operations Section to monitor

the performance of hauler contractors. Through constant coordination with
the Warehouse Supervisor, it shall determine the offenses and make a
written recommendation to the Provincial Manager on the appropriate
penalties.

3.3 The following specific acts shall be considered as offenses in violation of

the Dispersal Policies and Procedures and shall, in accordance with P.D.
807 and RA 6713, subject the offender to the Administrative Rules and
Regulations and shall, upon conviction, suffer the penalty of Reprimand,
Suspension or Dismissal, as the case may be, provided that the specific
act complained of does not constitute a higher offense such as, but not
limited to, Dishonesty, Gross Neglect of Duty or Grave Misconduct, in
which case, the offender shall upon proper conviction suffer the penalty of
Dismissal from the Service or such penalty as provided for in P.D. 807
(Civil Service Law) and R.A. 6713 (code of Conduct and Ethical Standards
of Government Employees).

The offender shall likewise be subject to the appropriate Criminal and/or

Civil action as the facts and evidence may warrant under the
circumstances.

Specific Acts

Escort and/or the NFA Driver

a. Deviation from specified routes without valid reason

b. Delay in the ETA at destination with no valid reason

c. Failure to witness weighing, loading and unloading of stocks and sign

documents (WSI, WSR, ESI, ESR) to authenticate correct weight at
source and destination

d. Occurrence of unwarranted shortages in weight of transferred stocks

e. Abandonment of assigned trucks

Calibrator

a. Failure to undertake periodic calibration of platform scales

Classifier

a. Non-classification of stocks during issuance and/or receipt

b. Misclassification of stocks

c. Failure to record in the corresponding WSR/WSI/WTS the moisture

content of the grains received and issued

Warehouse Supervisor II

a. Practice of "tara" system during weighing

b. Deliberate non-weighing of stocks during issuance and/or receipts

c. Rounding off of weights

d. Use of defective weighing scales

e. Deliberately/intentionally reflecting wrong weights on the documents

f. Failure to inspect trucks prior to loading to check on the presence of

sharp objects

g. Preventing driver and escort to witness weighing of stocks

h. Failure to accomplish dispatch slip and other accountable forms

i. Failure to hand over the spillages to trucker/representative during

issues, as a result of weighing

j. Failure to issue and sign documents during issues and receipts

 Provincial Manager/OIC

a. Failure to prioritize use of NFA-owned trucks over privately-owned

trucks

b. Issuance of stocks for transfer to a hauler without an approved surety

bond

c. Undertaking transfer of stocks without proper authority

d. Failure to undertake immediate transfer of stocks to needy areas

e. Failure to issued demand letter to hauler contractor for shortages

incurred and to post prompt claims against the bond.

Regional Manager/OIC

a. Failure to act immediately on request for stock transfer within the

region

b. Deviation from pro-forma Hauling Contract

Director, DMO

a. Failure to act immediately on request for stock transfer to/from a

particular region

b. Failure to act immediately on request for exemption from approved

hauling rates

3.4 When reporting the offenses committed by NFA employees, the following
shall be observed:

Official whom
Offenses to report
Committed by offenses
------------------- -------------------

Escort/NFA driver Provincial Manager

Calibrator, WS II

PM/OIC Regional Director

RD Asst. Administrator
for Stabilization
 Director, DMO Asst. Administrator
for Stabilization

3.4.1 The offenses may also be reported to higher officials or to any

other government agency concerned.

3.4.2 The official receiving the report shall order the investigation of the
offense allegedly committed and if proven to be true, shall
recommend the imposition of the appropriate penalties.

3.5 The imposition of the penalties shall be subject to the approval of the
Administrator.

3.6 Imposition of the disciplinary actions/penalties shall be cumulative.

D. Reporting and Monitoring

1. For inter-provincial stock transfers, the issuing province shall inform the
receiving province regarding the stocks to be transferred thru a
radiomessage (Exhibit IV). Receipt of the transferred stocks by the
receiving province shall be acknowledged immediately thru a
radiomessage (Exhibit V) to be transmitted to the issuing province.

2. All stocks transferred/received to/from another warehouse shall be

reflected in the Stock Inventory Reports, (Summary of Weekly Receipts,
Issues and Balances, Statement of Warehouse Weekly Issues) and
Monthly Reconciliation Report on NFA Operation. Stock movements from
one province to another shall likewise be reported in the OPREP and
Consolidated OPREP.

3. The provincial office shall prepare a Monthly Dispersal Progress Report

(Exhibit VI) which shall reflect details on stocks transferred in and out of
the province, either by land or sea transfer.

4. To facilitate monitoring of stock movements, cut off dates and dates of

submission of stipulated in the MIS Manual shall be strictly observed.
Failure to do so shall constitute a violation of this SOP and shall subject
the person assigned to prepare the reports to penalties that may be
imposed by the Directorate for Marketing Operations.