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INTERNAL CONTROL SYSTEM GUTDETINES

Name of Office: Siqr.r'rjor Provincial Engineering Office

Section: Motor Pool Section

Activity Procedure Person/Unit Timeline

No. Responsible
Preventive
Maintenance
(Vehicles/Heavy
Equipment under
PEO)
7 Prepares the Preventive Maintena- Driver/Operator
nce Schedule of the Vehicle/Heavy
Equipment and notifies the Motor as scheduled based on
Pool Section Head about it. Preventive Maintenance
2 Assigns a mechanic to conduct ins- Motor Pool Section Head Schedule
pection to determine scope of work
or repair.
3 Conducts inspection to determine Mechanic
the scope of work or repair and pre- within 3 days
pares the Pre-inspection Report Form,
4 Reviews and approves the Pre-inspec- Motor Pool Section Head after inspection
tion Report Form.
5 Prepares the Supplies Availability Adrnin. Staff after determining the
lnquiry (5Al), forwards it to the needed spare parts/
Accounting Office and records in maintenance supplies
the outgoing logbook.
6a. Prepares Requisition and lssue Slip Admin. Staff
(RlS) if supply is available based on after receiving
SAI and forwards to the General confirmation from
Services Office together with the Accounting Office
SAI and records in the outgoing log-
book.
6b. Prepares the Purchase Request (pR) Admin. Staff
if supply is not available based on
sAt.
7 Conducts repair work on the conce- Mechanic depending on severity of
rned equipment/vehicle if supply is defects/necessa ry
available (on hand). maintenance work
8 Prepares Accomplishment Report Mechanic within 3 days
(Post Repair Report). after repair
9 Reviews the Post Repair Report. Motor Pool Section Head within l day
10a. Forwards the approved Post Repair Admin. Staff for PPElsupply booked
Report to the Accounting Office as asset, after review
(if supply is available in stock).
10b. Attaches the approved PRR to the Admin. Staff
Disbursement Voucher and other after review
supporting documents for payment
to supplier (if supply is procured).
LT Records all repair on the Equipment DriverlOperator after submitting the Post
listory Record Logbook. Report
INVENTORY AND CONTROL OF SEMI-EXPENDABLE SUPPTIES AND MATERIALS

{!991t, Personnel Prot"rt,ne Eqrip^"nt {pp|.r,) equipment below ls thousand pesos}

12 Receives the procurred semi-expen- Motor Pool Property
dable supplies and materials. Custodian
13 Updates the existing inventory of Motor Pool Property upon receipt
semi-expendable supplies and ma- Custodian
terials in inventory card.
14 Maintains a borrower's logbook Motor Pool Property
which contains the following: Custodian everytime
a. Name of borrower semi-expendable
b. Specification of semi,expendable supplies and materials
supplies and materials are borrowed
c. Date and time borrowed