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This chapter shall provide the policies, guidelines and procedures in maintenance,
repair, record keeping and scheduling of government service vehicles used and issued
to DepEd.

A. MOTOR POOL PERSONNEL FUNCTIONS, DUTIES AND RESPONSIBILITIES

A.1 Designated Head of Motor pool

1. Maintains motor vehicle and shop equipment in operational condition.

2. Undertakes the servicing, minor repairs of the motor vehicles and shop
equipment.
3. Prepares preventive maintenance schedule and rehabilitation program of
service vehicle.
4. Maintains records of maintenance and repair of vehicles and shop
equipment.
5. Secures / keeps photocopy of Official Receipt and Certificate of
Registration of government service vehicle/s.
6. Facilitates insurance and registration of existing government service
vehicles.

A.2 Automotive Mechanic

1. Supervises and participates in the work of lower level mechanics
performing preventive maintenance and tuning of automotive equipment.
2. Checking automotive parts to determine causes of breakdown, replacing
unserviceable parts, and making minor repairs.
3. Repairs, adjusts and overhauls gasoline and diesel engines and all types
of automotive equipment.
4. Disassembles motors and performs general overhauling.
5. Keeps record of repairs made, parts ordered and time spent on each job.
6. Repairs auxiliary equipment.
7. Receives schedule of automotive equipment to be inspected and give
assignment.
8. Prepares work orders for automotive equipment that need general
overhauling.
9. Recommends repair of vehicles.
10. Performs other related work.
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A.3 Driver
1. Drives automobiles or other vehicles safely.
2. Maintains the service vehicles in operational condition.
3. Checks fuel, air, brake, light, battery, oil and water before and after trip.
4. Performs preventive maintenance and minor repairs.
5. Reports damaged parts for repair or replacement.
6. Submits reports on fuel and oil consumption based on distance traveled.
7. Updates registration form and other essential documents needed for a
vehicle to travel.
8. Does other related work.

A.4 Mechanic Helper

1. Helps in the repair and maintenance of vehicle and other mechanical
equipment.
2. Performs manual duties requiring some familiarity with the use of hand
tools.
3. Maintains the cleanliness and upkeep of work areas; and
4. Does other related work.

A.5 Auto Electrician

1. Undertakes repair, replaces electrical parts, disassembles and assembles
mechanical and electrical motors, generators and transformers in motor vehicle.
2. Does other related work.
A.6 Welder
1. Performs welding jobs by the use of oxy-acetylene and electric arc welding
on metal surface from time to time.
2. Does other related work.

B. Required documents for the repair of government service vehicles

B.1 Minor / Major Repair
1. Pre / Post Inspection Report
2. Purchase Request Form
3. Request for Quotation
4. Abstract of Quotation
5. Purchase Order
6. Job Order Request
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7. Requisition and Issue Slip

8. Vehicle Service Record
9. Waste Materials Report
10. Sales Invoice / Collection Receipt/s
11. Official Receipt/s

B.2 Emergency Repair

1. Justification
2. Post-inspection Report
3. Waste Materials Report
4. Sales Invoice / Collection Receipt/s
5. Official Receipt/s

C. MAINTENANCE SCHEDULE

C.1 Government Service Vehicle

SERVICE FREQUENCY
TASKS Daily Weekly As needed

Brakes 
Lights 
Oil / Lubricants 
Water 
Battery 
Air 
Gas / Fuel 
Fuel Gauge 
Engine 
Tire 
Driver 

C.2 Insurance and Registration

All DepEd motor vehicles must be insured with the Government Service Insurance
System (GSIS) General Insurance Fund and register with the LTO pursuant to COA
Circular No. 92-390 dated Nov. 17, 1992.
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DepEd motor vehicles must have up-to-date registration and comprehensive

insurance coverage to protect the interest of the agency and the official passengers
when damage claim is necessary.

D. USE AND CONTROL OF DEPED MOTOR VEHICLES / LGU

D.1 Use of government vehicles are subject to the following basic rules:
D.1.1 Exclusive use of government motor transportation shall be allowed
to officials specifically authorized under existing appropriation law or other
special laws (Sec. 361, Chap. 4, GAAM, Vol. 1);

D.1.2 With the exception of the President, no government official or

employee authorized to use any vehicle operated and maintained under
existing law shall be allowed to use more than one vehicle (Sec. 14, PD
733).

D.1.3 All government motor vehicles shall be used exclusively and strictly
for official business:

 All departments, agencies, offices, government-owned and/or

controlled corporations, local government units and other
government instrumentalities are prohibited from using
government vehicles for purposes other than official business;
provided, that in every case, the trip ticket authorizing the use of
vehicles used by intelligence and investigative agencies of the
government shall not be covered by the foregoing provisions.

 The use of government vehicles on Sundays, legal holidays, out

of regular office hours or outside the route of the officials or
employees authorized to use them, or any other person other
than such officials or employees, shall unless properly authorized,
be prima facie evidence of violation of this Section in the
administrative proceeding against the officials or employees
responsible for such violation (Sec. 2, E.O. 418 August 13,
1990).
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 The use of government motor vehicles for private social functions

such as receptions, balls, theaters, and for personal purposes is
absolutely prohibited. Likewise, use thereof by the spouses,
children, relatives, friends, etc. of the officials entitled thereto,
even if they are in company of said officials, is strictly prohibited
(COA Circulars 75-6, supra and 84-238, Nov. 6, 1984).

 In view of the nature of their duties and responsibilities and their

official and social standing in their communities, the chiefs of
offices, provincial governors, provincial treasurers, provincial
auditors, division superintendent of schools, district health
officers, district engineers, and other of equal rank shall be
entitled to government transportation from residence to office
vice-versa and in connection with civic and semi-official activities
beneficial to the public interest, such as the conduct of drive for
voluntary contributions for charitable purposes, attendance at
public functions and others of similar nature (Sec. 4, EO 31, s.
1954; COA Cir. 75-6, supra).

D.2 Control of DepEd Motor Vehicles - Use of government motor vehicles shall be
properly controlled and regulated:

D.2.1 The use of government motor vehicles should be through properly

accomplished and duly approved driver’s trip ticket which should be serially
numbered, a summary of which shall be made at the end of the month in a
Monthly Report of Official Travels for audit purposes (COA Circulars 75-6,
supra and 77-61, Sept. 26, 1977).

D.2.2 All motor vehicles owned by the government should be plainly

marked, “For Official Use Only”, under which should be written the
corresponding name of the Agency operating or using the same. The mark
should appear on each side of the motor vehicle. When there is no sufficient
space on each side, the same should appear at the back and on the front just
below the windshield of the motor vehicles (COA Circulars. 75-6, supra and
77-61, supra).
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D.2.3 All government motor vehicles shall bear government plates only,
except security vehicles exempt from using government plates (COA
Circulars 75-6, supra and 77-61, supra).

D.2.4 All government motor vehicles are required when not in use to be kept
in the garage provided therefore by the agency to which they belong except
when in use for strictly official business outside office hours (Sec. 13, PD
733). However, bringing home a government motor vehicle after office hours
by the official to whom it is assigned may be allowed if the agency does not
have a garage that could ensure the safety of vehicle or when in terms of
mileage/time, it is more economical for the official to park the vehicle at his
residence (COA Circular 85-55, Sept. 8, 1985).

D.2.5 Fuel consumption of government motor transportation shall be properly

controlled and accounted for through approved Requisition Issue Voucher or
its equivalent (COA Cir. 77-61, supra).

D.2.6 Monthly Report of Fuel Consumption of government motor transportation

shall be submitted to the auditor within the first ten days of the succeeding
month by the Chief, General Services or its equivalent. In the determination of
the quantity of the gasoline required for each motor vehicle for each trip, all
personnel concerned shall be guided by the average minimum and maximum
gasoline and oil consumption of the different types of motor vehicles. An
allowance of 10% may be tolerated (COA Cir. 77-61, supra).

D.2.7 No official who has been granted transportation allowance by any

government office, shall be allowed to use government motor transportation. If
a government motor vehicle has to be used, a proportionate amount shall be
deducted from the transportation allowance of the official concerned (Sec. 361,
GAAM, Vol. 1).

D.3 The use, control and maintenance of LGU-owned service vehicles shall
be subject to the provisions of the Memorandum of Agreement and other
existing COA rules and regulations.

E. PREVENTIVE MAINTENANCE AND REPAIR, SAFETY AND PROTECTION

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Vehicles must be maintained in good working condition to ensure maximum

safety and efficiency. In addition, safety policies are designed for the safety and
protection of passengers, drivers, and third-parties and must be strictly followed.
E.1 Vehicle Maintenance and Repair

The following are the general rules for the maintenance and repair of
government vehicles and the requirements for payments thereof:

1. Requests for repair and/or servicing of vehicle should be approved by

proper authorities.

2. If the repair involves replacement of spare parts, a Report of Waste

Materials should be prepared upon submission of the worn-out spare
parts.

3. Certificate of the Property Officer must state that the vehicle belongs to or
used by the agency, and the repair is necessary, and that the defect in the
vehicle is incurred through normal wear and tear and not due to the fault
or negligence of any official or employee.

4. In case of major repair such as general reconditioning, overhauling,

repainting, etc., the following are required in addition to the foregoing
requirements:

 Canvass from at least three repair shops or public bidding if the

amount involved is not more than P50,000.00. In the local
government units, repair services shall be acquired through
competitive public bidding except otherwise provided in the Local
Government Code.

 The repair shop to which the contract is awarded should be duly

accredited by the Department of Trade and Industry, except in places
where there is no accredited shop in the locality or where the
accredited shop does not have sufficient facilities or where the cost of
services of the accredited shop is relatively high or completion of
repairs will suffer delays as certified by the head of agency or his duly
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authorized representative (COA Cir. 77-51, Mar. 10, 1977; COA Cir.
85-55, supra).

 The job contract should be very clear as to the specific job to be

undertaken. The specifications of materials to be used, the period
within which the job is to be completed and other details in
accordance at least with the specifications in the bid offer.

 Warranty certificate of the repair shops shall be clear as to coverage

and period.

 The Certificate of Acceptance by the Property Officer shall be clear

that the work or service done are in conformity with the specifications
of the contract and accomplished within the specified period of time.

E.2 Preventive Maintenance System

It is a series of inspections, lubrication, minor repair and adjustment

operations performed on a predetermined schedule to correct initial causes of
equipment failures in order to keep the unit in the best possible conditions at
all times.

In order to implement a preventive maintenance system effectively, the

task procedures and responsibilities required at each level of maintenance
must be clearly defined and understood. Types of preventive maintenance
system are the following:

a. Daily Maintenance

Drivers’ Duties and Responsibilities:

1. A series of check-ups carried out by the driver that will ensure

the equipment is in good operating condition or indicate the
need for a part service.
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2. The driver using an appropriate “Vehicle Daily Checklist” guide

(Annex 4) is responsible for completing the following daily
maintenance tasks:

 Clean car daily;

 Check oil, water level, tires and electrical , and battery
weekly; and
 Completely refill fuel tank at each refuelling.

b. Periodic Maintenance

Chief of Motor Pool Duties and Responsibilities in coordination with

the mechanics in charged of repair and maintenance:

1. A series of inspections and services carried out by mechanics

on a schedule, upon the demand by the driver to correct minor
defects before vehicles lead to major breakdown.

2. The mechanics using an appropriate PM schedule guide will

perform the required maintenance as outlined in the guide on
the following schedule:

Schedule Interval

PM – 1 every 1000 kms.

PM – 2 every 5000 kms.
PM –3 every 10,000 kms.
PM – 4 every 20,000 kms.

c. Interim Repair - mechanical repairs, emergency in nature, carried out

by Motor Pool Shop between scheduled maintenance services. The
frequency and magnitude of these repairs is an indicator how
effectively the periodic maintenance is being carried out.

d. Rehabilitation - the highest level of planned and scheduled

maintenance carried out at accredited motor vehicle repair shop. The
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Chief of the Motor Pool prepares the work order with estimated cost
which does not exceed 30% of the current market value of a brand
new unit with the same make and model.

e. Record Keeping – in order to ensure that DepEd vehicles are

maintained in the most cost-effective manner possible, the Chief of the
Motor Pool is responsible for completing the following procedures:

1. Verify the Vehicle Daily Checklist for each vehicle on a daily basis:

 A vehicle daily checklist must be maintained for each vehicle

in order to record the use of the vehicle.
 The driver is responsible for keeping the logbook at the end
of every trip and in retaining the actual log in the vehicle.
 The log book must be kept on record by the Chief of the
Motor Pool for a minimum of three years from the date of
completion for purposes of internal control.

2. Prepare an annual maintenance schedule for each vehicle. Prepare

an unusual repair and damage report as the untoward incident
occurred, for claiming warranty damage against the manufacturer.

3. Enter the average fuel consumption per mile/hr./km. in the vehicle

history record once a month.

4. Enter the cost of repairs, maintenance and service in the Vehicle

History Record as they occur.

 The Chief of the Motor Pool must maintain a Vehicle

History Record (Annex) for each DepEd vehicle. This is
the record of the vehicle’s service reliability and
dependability. It also serves as a supporting document
when a request for disposal of the vehicle is made.
 All information required in this Form must be completed,
including average fuel consumption per month, repairs,
service and maintenance. The record must be kept for
the life cycle analysis of the vehicle.
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5. Inform the appropriate officers to deviations in performance, fuel

consumption and repairs as necessary.

E.3 Vehicle Safety and Protection

a. Safety and Security General Guidelines:

Both drivers and passengers must ensure that in all duty stations front
and rear seat belts are used at all times for all vehicle occupants.
Furthermore, drivers and passengers are not allowed to smoke in DepEd
vehicles.

Guidelines for Drivers:

Drivers of DepEd vehicles have a number of obligations with respect to

both passengers’ safety and the physical security of property with which
they must strictly conform:

1) That they are physically and mentally fit to operate a vehicle;

2) That they do not drive under the influence of alcohol, drugs or

medication that may impair on their ability to drive;

3) That they inform their supervisors if they are taking medication which
may impair their ability to drive;

4) That they possess a valid professional drivers’ license; subject to Land

Transportation Office restrictions.

5) That they strictly comply with driving rules and regulations and obey
police traffic signs and signals;

6) That they exercise with utmost care and courtesy while driving and
parking, bearing in mind the image and reputation of DepEd;
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7) That they are familiar with guidelines pertaining to accidents and

insurance coverage;

8) That they do not use handheld phones and ear-plugged radios while
driving; and

9) That they take all reasonable care to ensure that the vehicle is secured
against theft, accidents, vandalism or other loss.

b. Guidelines for Safe Motor Vehicle Operation :

For safe driving operation of government vehicles, covers the DepEd Director
of Administrative Service or Chief of General Services is encouraged to
issue a “Driver’s Handbook”, on road safety information for purposes of driver
briefing. Hereto is sample information:

1. Safe Driving and the Prevention of Road Accidents - Statistics

indicate that up to 95 percent of all road accidents involve human error.
In the majority of accidents human error alone is to blame. Thus,
common causes of accidents include: the use of inappropriate speed
for the prevailing conditions; failure to maintain a safe distance
between vehicles; driving while fatigued or under the influence of
alcohol/drugs; assumptions and confusion regarding priority or right-of-
way; and driving without due care and attention particularly when
overtaking or reversing. From this it can be concluded that most road
accidents can be prevented by the application of reasonable care and
common sense of the drivers ensuring that: they do not over-estimate
their driving capabilities or personal vulnerability, or that of others.

2. Common Causes of Road Accidents - Majority of common road

accidents occur in built-up areas, in daylight during “rush hours.” Most
accidents have several contributing causes, the main ones being
human error and environmental problems. Mechanical faults only play
a part in a small percentage of cases. Human error is the most
common factor in 95 percent of all road accidents. It has many forms:
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 Alcohol and Drugs - are the biggest factor in road accidents and
deaths. They adversely affect decision-making, self-criticism,
balance, co-ordination, sight, touch, hearing and judgment.

 Unfamiliarity of the driver with regards to road topography, climate

condition and route destination can lead to mistakes, errors in
judgment and erratic behavior resulting to accident.

 Physical Exhaustion and Illness - can impair a driver’s ability to

cope with road conditions and situations.

 Vehicle Speed - The chances of the vehicle colliding with a

pedestrian being fatal are linked to the speed of impact; at 20
KPH, 4% of collisions are fatal, whereas the figures rise to 9% at
30KPH, 25% at 40KPH, 83% at 50KPH, and 100% at 60KPH.
There is no better countermeasure for fatal pedestrian injury in an
accident than the reduction of the speed of impact. For this
reason, speeds should be not more than 40KPH at any location
where there is a heightened risk of collision with a pedestrian
such as outside schools, when passing bus stops, when the road
is narrow or has many parked cars or when inexperienced and/or
vulnerable road users are at large.

 Unpredictable Pedestrians – Aged adults and children can be

unpredictable pedestrians for the reasons that include: poor
eyesight, lack of parental/adult supervision, curiosity and taking
risks, inability to judge speed and distance, lack of attention, and
being easily distracted. All the above can lead a child to dash out
into traffic without looking. Adults can also be unpredictable
pedestrians due to numerous factors including unfamiliarity with
motor vehicles in urban areas, or even as a consequence of the
collapse of social structures in regions undergoing periods of
conflict or civil unrest, leading to population movements, refugees,
and internally-displaced persons, etc.

 Other Human Error Causes - these include lack of foresight,

impatience, stress, carelessness, negligence, absentmindedness,
irresponsible behavior, inadequate knowledge and training on
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road usage and courtesy, ageing, drugs and medicines, and a

general disregard for personal health and safety.

 Non-human Causes - Environmental problems are a factor in

around 18 percent of road accidents. Rain can reduce visibility
and make it harder to stop. Strong winds can be a hazard, as
sand and fog. Defective road bunking, busy junctions, etc. can be
a factor as can the road surface potholes, bumps, and badly
maintained roads can cause problems.

3. Defensive Driving :

 Defensive driving is based on observation, good anticipation and

control, and able to pre-empt the actions of other road users. This
means driving with responsibility, care, consideration and
courtesy. It means putting safety above all else. To drive
defensively, you must expect other people to make mistakes and
be ready to slow down or stop – even if you think that you have
the right of way.

 Planning in the context of defensive driving includes parking in

such a way to facilitate safe movement of the vehicle later. The
best option is generally to reverse into a parking space so that the
driver is not forced to back out into traffic later. On-street parking
should always be done in accordance with local traffic laws,
taking into consideration safe positioning, visibility, and courtesy
towards others.

 Road safety of the individual lies mainly in his/her own hands. The
better the level of control, over both vehicle and road space that
they achieve, the safer they will be. Defensive drivers should
always strive to set a good example to others. Drivers of DepED
vehicles should be particularly aware of the need to set a good
example.
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 As the name suggests, defensive driving means reducing hostility

at the wheel. Open hostility, abusive language or gestures and
threats resulting from uncontrolled anger can and do create
dangerous situations. Similarly, competitive driving is the
antithesis of defensive behavior. As such, it should not be
permitted under any circumstances.

4. Core Strategies for Safe Driving

 Seatbelts - of all the many steps that a driver should take in order
to improve occupant safety, is to ensure that all seatbelts are
fastened before setting off, including his/her own. For the sake of
safety, it is mandatory to wear seatbelts when traveling in DepEd
vehicles.

 Safety Points in Driving Safe :

1) Never drive when tired or under the influence of alcohol or

drugs of any kind.

2) Obey traffic signals, signs, road markings, Traffic Police, and

adhere to speed limits.
3) Do not presume your intentions are clear to others without
indicating what they are.
4) Use your mirror and signal before turning, overtaking,
slowing down or stopping.
5) Wear your seatbelt and insist that front and rear seat
passengers do the same,
6) Keep in lane. Do not monopolize the road by hugging the
lane .
7) Do not rely on the vehicle horn to clear your path. Slow
down for hazards instead.
8) Avoid becoming distracted from the task of driving. Keep
your eyes on the road.
9) Overtake only if it is apparent that the road ahead is clear
and it is safe to do so.
10) Always slow to a crawl when passing any vehicle that is
discharging passengers.
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11) Be prepared for pedestrians to cross the road unexpectedly,

especially in school zones.
12) Be ready to yield priority or the right of way to others in order
to prevent accidents.
13) Adjust speed to the driving conditions, keeping a safe
distance between vehicles.
14) Take extra care when reversing. Use a guide to assist if you
can not see behind you.
15) Park with care and consideration, avoiding curves, junctions
and top of hills.

 Safety and Emergency Handtools (Vehicles) - The chief of the

motor pool must ensure that all vehicles are equipped with basic
safety and emergency equipment such as:

1) properly inflated spare tire ;

2) tire jack and wrench;
3) first aid kit;
4) tool kit;
5) basic spare parts (e.g. fuses, fan belts, radiator hose and
repair kit, tyre patch kit, air and oil filters,);
6) jumper cables;
7) flares/warning reflectors/device
8) fire extinguisher;
9) tow rope or chain;
10) short handle shovel;
11) water;
12) road maps;
13) flashlight ; and
14) other equipment required to be in compliance with
operating standards.

Prepared by: Approved by:

JOHANNAH D. BANTAS DR. NATIVIDAD G. OCON, CESO VI

Administrative Officer V OIC-Schools Division Superintendent
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