• REPUBLIC OF THE PHILIPPINES DEPARTMENT OF TRANSPORTATION & COMMUNICATIONS

LAND TRANSPORTATION OFFICE East Avenue, Quezon City

E-mail Address: ltombox@ lto.gov.ph • Website:www.lto.gov.ph

MEMORANDUM CIRCULAR NO. AVT-2015-1947

· TO Regional Directors, Assistant Regional Directors Chief of District/Extension Offices All Personnel Concerned

DATE 8 May 2015

SUBJECT HANDLING OF FILE NUMBERS WITH ALPHA SUFFIX

In line with the implementation of Motor Vehicle Plate Standardization Program (MVPSP) and in view of the high percentage of rejected orders for plate replacement in the Plate Registration and Ordering System (PRAOS) due to file numbers having alpha suffix, hereunder is the guidelines in handling the same for the observance and guidance of all concerned:

A. FILE NUMBER IS FROM THE SAME TRANSACTING DISTRICT OFFICE

ACTION 1. Retrieves documents

on file, fills up the Routing Slip, and photocopies su pporting documents and stamps " Certified photocopy in each oage.

2. Evaluates the cases on hand and indicate t he Findings and Recommendation in the Routing Slip. Prepare the necessary RSU .

3. Forwards documents to Central Office­Operations Division, through Stradcom . Customer Care for generat ion of Service Request (SR) Number. The RO should be

RESPONSIBILITY Transact ing DO {TDO)/Originating DO (ODO)

TIMEFRAME Within the 1 st Day

REMARKS Supporting Documents should consist either of the following:

• Certified photocopy of OR and CR {first and latest)

• Certif ied photocopy of Plate release

• Certified photocopy of the filebook showing the particulars of t he subject vehicle

• Any document justifying the correctness of vehicle data record

Additional 1 day for the Courier. Not recommended to be hand carried by t he owner but t ransmittal can also be t hrough email of scanned documents.

furnished a copy-'-of_t~h-"-e_._ ___ _ ___ __. _ ___ _ __ ...._ ___________ _,

ACTION RESPONSIBILITY TIMEFRAME REMARKS Routing Slip for reference in monitoring.

4. Receives documents Central Office- Within the 3rd day or Maximum of 2 days to review and from Stradcom Operations Division the day the make the final recommendation Customer Care, (CO-OPs) documents are reviews findings and received May require the generation of Audit recommendation of Trail report to verify some details of the Transacting the transaction, add 1 day DO/Originating DO. Indicate in the Routing If recommendation is to assign a Slip the FINAL new file number, the same shall be recommendation, done by CO-OPs being in charge of approves the attached maintaining the control of special RSU. series of file numbers.

5. Forwards RSU to the CO-OPs Within the 5th day Management Information Division (MID) for Implementation, copy furnish the Administrative Division-Property Section

6. Implements the RSU CO-MID Within 8 hours upon The indicated timeframe Is for RSUs and notifies the TOO of receipt being Implemented by MID. Its Implementation. If RSU shall be implemented by

Stradcom, e.g. request to transfer all transaction records of one vehicle to another or to assign a new number to all transaction records, Implementation period is 3 - 5 davs.

7. Orders the plate TOO/ODO Within 5 hours upon The TOO/ODO has the responsibility through the PRAOS receipt of of explaining the result of the

notification. investigation/evaluation to the vehicle owner, i.e. will require transaction/s such as Duplicate CR and OR. etc

B. FILE NUMBER IS FROM ANOTHER DISTRICT OFFICE WITHIN THE SAME REGION

ACTION RESPONSIBILITY TIMEFRAME REMARKS 1. Photocopy of the OR TOO Within the 1st Day

and CR submitted fill s up Routing Slip and forwards to Reaional Office

2. Informs the TOO Within the 1 st Day Originating DO (ODO) of the particular File Number for submission to the Reaional Office

3. Retrieves file, ODO Within the 2nd Day Supporting Documents should evaluates the cases consist either of the following: on hand and indicate • Certified photocopy of OR the Findings and and CR (first/latest) Recommendation in • Certified photocopy of another Routina Plate release

ACTION Slip. Prepare the necessary RSU. Forwards certified photocopy of documents to the Regional Office

RESPONSIBILITY

4. Reviews received RO-OPs documents from the TOO and ODO, and indicate the Findings and Recommendation in the Routing Slip and check if the RSU is correct.

5. Forwards documents to Central Office­Operations Division, through Stradcom Customer Care for generation of Service Request (SR) Number.

6. Receives documents from Stradcom Customer care, reviews findings and recommendation of the Regional Office Indicate in the Routing Slip the FINAL recommendation, approves the attached RSU.

7. Implements the RSU and notifies the TOO through Stradcom Customer Care

8. Orders the plate through the PRAOS

RO-OPs

CO-Ops

CO-MID

TOO

TIMEFRAME

Within the 3ro day and up to Day 5

Within the 5th day

Within the 7th day up to day 9

Within Bhours upon receipt

Within 5 hours upon receipt of notification

REMARKS • Certified photocopy of the

filebook showing the particulars of the subject vehicle

• Any document justifying the correctness of vehicle data record

Maximum of 3 days to make the evaluation and recommendation .

Additional 1 day for the Courier. Not recommended to be hand carried by the owner but transmittal can also be through email of scanned documents.

Audit Trail Report (ATR} may be requested to MID as additional reference to validate the recommendation of the Region

If recommendation is to assign a new fi le number, the same shall be done by CO-OPs being in charge of maintaining the control of the special series of file numbers.

The indicated timeframe is for RSUs being implemented by MID. If RSU shall be implemented by Stradcom, e.g. request to transfer all transaction records of one vehicle to another or to assign a new number to all transaction records, implementation period is 3 - 5 davs. The TOO/ODO has the responsibility of explai ning the result of the investigation/evaluation to the vehicle owner, I.e. will require transactlon/s such as Duplicate CR and OR etc

C. FILE NUMBER IS FROM THE DISTRICT OFFICE IN ANOTHER REGION

ACTION RESPONSIB ILITY T IMEFRAME REMARKS

1. Photocopy of the OR TOO Within the 1st Day and CR submitted, fi lls up Routing Slip and forwards to the Reoional Office

ACTION RESPONSIBILITY

2. Regional Office of TDO the Transacting DO (RO-TDO) informs the Regional Office of the Originating DO (RO-ODO) through email/telephone call of the particular File Number for submission of all the required documents to the RO-ODO.

3. Evaluates the cases on hand and Indicate the findings and recommendation in the Routing Slip. Prepare the necessary RSU. Forwards certified photocopy of documents to the Regional Office

4. Forwards documents to Central Office­Operations Division, through Stradcom Customer Care for generation of Service Request (SR) Number.

5. Receives documents from Stradcom representative, reviews findings and recommendation of the Regional Office Indicate in the Routing Slip the FINAL recommendation, approves the attached RSU.

6. Implements the RSU and notifies the RO­TDO and TDO through Stradcom Customer Care

7. Orders the plate through the PRAOS

ODO

RO-OPs

CO-OPs

CO-MID

TDO

T IMEFRAME

Within the 1 st Day

Within the 2"d Day

Within the 7th day

Within the 9th day up to Day 11

Within 8 hours upon receipt on the 121

h

day

Within 5 hours upon of notification on the 13th

REMARKS

Supporting Documents should consist either of the following :

• Certified photocopy of OR and CR (first)

• Certified photocopy of Plate release

• Certified photocopy of the fi lebook showing the particulars of the subject vehicle

• Any document justifying the correctness of vehicle data record

Additiona l 1 day for the Courier. Not recommended to be hand carried by the owner but transmittal can also be through email of scanned documents.

Audit Trail Report (ATR) may be requested to MID as additional reference to validate the recommendation of the Region

The indicated t imeframe is for RSUs being implemented by MID. If RSU shall be implemented by Stradcom, e.g. request to transfer all transaction records of one vehicle to another or to assign a new number to all transaction records, implementation period is 3 - 5 days. The TDO has the responsibility of expla ining the result of the investigation/evaluation to the vehicle owner, i.e. will require transactlon/s such as Duplicate CR and OR, etc

Attached also is the recommended Routing Slip for proper monitoring of these transactions.

FOR STRICT AND IMMEDIATE COMPLIANCE.

AT~V. TAN, J~ {ssistant S~retary~

Encl ; a/s

ROUTING SLIP FOR VEHICLES WITH ALPHA SUFFIX IN FILE NUMBER

DATE:

IN OUT

1

2

3

4

5

II. ORIGINATING D.O / R.O

IN OUT

1

2

3

4

5

RECOMMENDED BY: APPROVING OFFICER:

REGIONAL OFFICE :

RECOMMENDATION :

CHASSIS NO.DOCUMENTS ATTACHED (PLEASE SEE LEGEND BELOW)

DATE / TIME VEHICLE

NUMBERR E C O M M E N D A T I O N / S U G G E S T I O N

ENGINE NO.

I. TRANSACTING D.O / R.O

DATE / TIME VEHICLE

NUMBERFILE NUMBER

PLATE

NUMBER

_______________ ― _____________________________________________________

______________________________________________________________ __________________________________________

_________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________

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ROUTING SLIP FOR VEHICLES WITH ALPHA SUFFIX IN FILE NUMBER

III. CENTRAL OFFICE - OPERATIONS DIVISION

IN OUT

1

2

3

4

5

IV. MANAGEMENT INFORMATION DIVISION

IN OUT

1

2

3

4

5

***LEGEND

A ― CERTIFIED PHOTOCOPY OF CERTIFICATE OF REGISTRATION (CR)B ― CERTIFIED PHOTOCOPY OF OFFICIAL RECEIPT (OR)C ― CERTIFIED PHOTOCOPY OF PLATE RELEASED ― CERTIFIED PHOTOCOPY OF FILEBOOKE ― OTHER, PLEASE SPECIFY

DATE / TIME VEHICLE

NUMBERR E C O M M E N D A T I O N / S U G G E S T I O N / A C T I O N

DATE / TIME VEHICLE

NUMBERA C T I O N / I M P L E M E N T A T I O N / N O T I F I C A T I O N / O T H E R S

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