OFFICE ORDER NO.

2022 – 001
Series of 2022

SUBJECT : USE AND MAINTENANCE OF CDA MIMAROPA ISSUED VEHICLE

In order to properly guide all personnel who will be assigned as official driver, alternate driver
or CDA personnel with CDA issued Vehicle with Special Order in proper use and
maintenance of the CDA issued vehicle/s.

SECTION 1. DEFINITION OF TERMS

For purpose of this Order, the following terms are defined as follows:

1. Alternate Driver- personnel assigned to drive or use the vehicle in the absence of the
Official Driver with issued Special Order.

2. Special Order – a routine order issued by an authorized person that includes naming
personnel(s) in attending events/meetings or to do specific tasks/assignments
concerning the execution of specific Office Order and implementation of programs/
projects/ activities. The Special Order may be issued by the Regional Director
depending on the peculiarity of events/meetings or tasks/assignments in Region IV-
B.

3. Travel Order – a document authorizing a person to travel within the jurisdiction of the
issuing authority.

4. Trip Ticket -a document authorizing a person to use, and drive the CDA issued
vehicle to travel within the jurisdiction of the issuing authority.

5. Vehicle Maintenance Form- form use to record the maintenance done in the vehicle.

6. Odometer- a device in a vehicle which shows how far the vehicle has travelled.

7. Odometer Reading - numerical reading of the odometer showing the distance from
Official Station to the destination indicated in the Trip ticket vise versa.

SECTION 2. SCOPE

This Order shall apply to all personnel of this Region, whether permanent, temporary, casual
and contractual (Job Order or Contract of Service) with SO as Official Driver, Alternate
Driver and Personnel with CDA Issued Vehicle.
SECTION 3. APPLICATION

For CDA Issued Vehicle (for Official use)

1. Only official driver or alternate driver can use/drive the vehicle except for emergency
purposes.

2. Request for vehicle used should be coordinated with the Admin. Asst. II.

3. CDA issued vehicle should only be use for official travel purposes.1

a. All government agencies and offices are prohibited from using government
vehicles for purposes other than official business: Provided that in every case,
the trip ticket authorizing the use of the vehicle shall be displayed on the
windshield or in another conspicuous place on the vehicle.

b. Use of CDA issued vehicle on Sundays, legal holidays, or out of the regular
office hours or outside the route of the officials or employees authorized to
use them, or by any person other than such officials or employees, shall
unless properly authorized, be prima facie evidence of violation in the
administrative proceeding against the officials or employees responsible of
such violation.

c. The agency shall limit the use of government vehicle to essential activities
and shall review their travel program and schedules to minimize unnecessary
trips.

d. The use of CDA issued vehicle for private social functions such as receptions,
balls, theatres, and for other personal purposes is absolutely prohibited.
Likewise, use thereof by the spouses, children, relatives, friends, and the like
of the officials entitled thereto, even if they are in the company of said
officials, is strictly prohibited.

e.  The use of government vehicles by bureaus and offices shall be authorized

only through the issuance for each trip of a serially numbered ticket, duly
signed by an authorized official. These motor vehicles shall be used strictly
for official business, bear government plates only, and after office hours or
during weekends and holidays kept in a garage designated/provided there for
by the bureau or office to avoid their unauthorized use.

f. During weekends and holidays, the guard on duty shall keep the keys. If the
vehicles are spotted elsewhere during said days, the guard shall be held
liable along with those caught using the vehicle in accordance with the
service contract entered into by the Government and security agency
concerned.

g. CDA issued vehicle should be park in the CDA MIMAROPA Extension Office
Compound. Vehicle will not be allowed to exit the compound without
approved trip ticket.

1
Administrative Order No. 239 Sec. 1,2 and 3 – customized for CDA IV-B purposes

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 4. Approved Ticket should be issued before the date requested.

5. Odometer Reading for each trip should be recorded and monitored from Official
Station to approve destination. Write the odometer reading in the trip ticket and shall
be submit to Admin Asst. for recording purposes.

6. Request for Gas Refill. Driver should make sure that the level of gasoline should not
be lower than ¼ level of the tank.

7. Cleanliness of the vehicle should be observed.

a. Remove the empty food packs or other garbage every end of the day.
b. Schedule car wash every other week or if necessary.

8. Repair and maintenance of the vehicle should be done regularly.

a. Request for replacement of parts, maintenance repair and oil change should
be requested and coordinated with administrative assistant.
b. Only approved requests should be done.

9. Renewal of LTO Registration should be processed by the Official Driver with proper
authorization of the Office.

For CDA Official Vehicle (Issued to Personnel)

1. The person with the name in the issuance of vehicle can only use/drive the CDA
issued vehicle.

2. For Gas Refill. Driver should make sure that the level of gasoline should not be lower
than ¼ level of the tank.

3. Cleanliness of the vehicle should be observed.

a. Remove the empty food packs or other garbage every end of the day.
b. Schedule motor wash every other week or if necessary.

4. Repair and maintenance of the vehicle should be done regularly. For replacement of
parts, maintenance repair and oil change cost will be shouldered by the personnel.

5. Renewal of LTO Registration should be processed by the Personnel with proper

authorization of the Office. Any payment cost in the renewal will be shouldered by the
person

SECTION 4. DUTIES AND RESPONSIBILITIES

1. The Official Driver or Alternate Driver will be responsible for safety of the passengers
of the CDA Issued vehicle.

2. The Official Driver or Alternate Driver should prepare and seek approval of the trip
ticket for every used of the vehicle. He will also get and record the odometer reading
for each destination.

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 3. The Official Driver or Alternate Driver will be responsible for the cleanliness, repair
and maintenance of the vehicle.

4. The Official Driver or Alternate Driver will be responsible in processing any LTO
Renewal documents needed.

5. The Administrative Support Staff to the Regional Director shall be responsible for trip
ticket in the coordination with the Official Driver or Alternate Driver.

6. The Administrative Support Staff to the Regional Director shall be responsible for
monitoring of the cleanliness, repair, and maintenance of the CDA Issued vehicle.

7. The Administrative Support Staff to the Regional Director shall be responsible for
monitoring and recording the gas consumption and odometer reading of the CDA
Issued vehicle.

8. The Administrative Support Staff to the Regional Director shall assist the official
driver or alternate driver in the LTO and GSIS Insurance renewal of the CDA Issued
vehicle.

SECTION 5. MISCELLANEOUS

Issuances from the Head Office which are executory in nature shall not anymore be mirrored
to avoid superfluity.

SECTION 6. EFFECTIVITY

This Office Order shall take effect immediately and shall continue to be observed until
amended or superseded by a future issuance.

Issued on the ___ day of October 2022 in Calapan City, Oriental Mindoro.

BERNADETTE PRECIOSA G. HORNILLA

Acting Regional Director

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