SOP Amendment /

Addendum

Date : 07/01/95

SOP Amedment / Addendum No. : GM-DL03.A

Title : Amendment/Addendum Dispersal Policies and Procedures
Digest :

The following amendments to the Dispersal Policies and Procedures are

hereby effected:

01. Item II.A.12 of the SOP shall be amended to read:

12. A Dispersal Committee shall be created composed of COA,

operations and accounting representatives in intra-
regional/provincial and inter-regional stocks transfers. The
committee members shall be tasked to witness and affix their
signatures on every document (e.g. WSI and WSR) used
evidencing the actual weighing of stocks during the loading
and unloading activities. No stocks transfers shall be
conducted without the presence of the Dispersal Committee.

The Provincial Manager shall be made answerable/liable for

any failure in the creation of said committee including the
subsequent problems that may arise thereto.

12.a For land transfers, the following measures shall be

instituted to reduce variances:

a.1 A 0.56% tolerable allowance shall be

granted private hauler-contractors for
 shortages/losses based on weight at
origin. Variances in excess of the
tolerable limit shall be computed and paid
based on replacement cost on a per truck
basis.

a.2 A 0.56% tolerable allowance shall,

likewise, be granted to the NFA truck
drivers and escorts for shortages/losses
based on weight at origin. Variances in
excess of the tolerable limit shall be
immediately investigated.

a.2.1 After investigation and final

resolution of the case, shortages
incurred over and above the
tolerable allowance shall be
charged to the concerned
personnel found guilty.

a.2.2 Shortages incurred over and

above the tolerable allowance
which after investigation are found
to be the results of natural causes
shall be taken up as
technical/operational losses to the
agency.

a.3 An escort shall be provided for every stock

transfer undertaken by government /NFA
vehicles. He shall maintain an official
logbook which shall be used to record all
the pertinent data from the time of the start
of the weighing at the source until the final
weighing of stocks at the destination. In
case of transfer of stocks by convoy, an
 escort may be assigned to more than one
truck but only to a maximum of three (3)
trucks.

a.4 A Memorandum of Undertaking shall be

jointly ccomplished by the concerned NFA
truck driver and escort assuming full
responsibility over the stock after weighing
from the source until the final weighing at
the place of destination (Please see
Exhibit VII).

b. For sea transfers, the following measures shall be

instituted to reduce variances:

b.1 Truckscales must be used in weighing the

stocks, whenever possible.

b.2 An escort shall be provided in the different

phases in the transfer and shipment of stocks,
to wit:

a. Warehouse origin to pierside

b. Ex-pier to port of destination
c. Port of destination to receiving warehouse

Assigned escorts in the different phases shall

maintain separate official logbook intended for
the same purposes as stated in II.12.a.3.

b.3 The stocks shall be sealed.

c. Variances within the tolerable limit shall be taken up as

technical/ operational losses to the agency. Variances
for land and sea transfers shall be shouldered by the
receiving end.

02. Item II.B.8.4.a of the SOP shall read as follows:

a. The 0.56% tolerable allowance shall be multiplied with the total
weight of the stocks (per WSI) on a per truck per trip basis to
determine the allowable variance. This shall be applied to all
trucks carrying NFA stocks.