Purpose and policy objectives
- Memorandum Order No. 184 requires the OP Shuttle Service to enhance the well-being and protect the welfare of OP officials and employees.
- Memorandum Order No. 184 directs the OP Shuttle Service to ease transport problems to improve efficiency, effectiveness, and productivity.
- Memorandum Order No. 184 requires proper utilization of the OP Shuttle Service and maximizes its usage.
Key definitions established
- “Official Trip” is a trip sanctioned by the OP and related to the official functions/activities of the OP proper.
- “Special Trip” is a trip related to special activities that does not fall under official or emergency trip categories.
- “Emergency Trip” exists when the need is exceptionally urgent or absolutely indispensable, or when the need cannot be delayed without detriment to public service.
- “Shuttle Service” is the service vehicle provided by OP to transport authorized passengers to and from OP premises from Mondays to Fridays.
- “Authorized Passengers” are OP and other government personnel not entitled to Transportation Allowance (TA) who wish to avail of the shuttle service.
- “Other Government Personnel” are non-OP government employees who may avail of the shuttle service only upon approval of the proper authority, as recommended by the Committee on Shuttle Service.
- “Fare” is the amount to be collected for authorized passengers, as determined and approved by the proper authority.
- “Committee” refers to the Committee on Shuttle Service.
- “Proper Authority” refers to the Senior Deputy Executive Secretary or Deputy Executive Secretary for Finance and Administration.
- “Routes” are designated pick-up and drop-off points from the Malacañang premises to the destination and vice versa, determined by the Committee based on practicality, effectiveness, and passenger safety.
Service coverage, exclusivity, and routes
- The OP Shuttle Service operates during workdays, meaning Monday to Friday.
- Malacañang Motor Pool (MMP) provides drivers, while the Engineering Office provides guards on board/conductors.
- The shuttle service is for the exclusive use of authorized passengers only, as defined under the guidelines.
- Companions are prohibited except in emergency and exceptional circumstances requiring prior notice and approval by the Committee.
- Use by non-OP employees is allowed only upon the Committee’s recommendation and approval by the proper authority.
- OP employees must be given preference or priority in using the shuttle service.
- The Committee shall provide and determine routes with paramount consideration of practicality, effectiveness, and passenger safety.
- Routes may be changed as practicable to conform to route requirements on practicality/effectiveness and safety.
- In cases of extreme urgency and necessity (including demonstrations, traffic reroutings, accidents, parades or processions, floods, natural calamity, and other unforeseen events), the shuttle service may deviate from specified Committee routes.
Fare, tickets, trip types, and conduct rules
- A minimal fare of PHP 10.00 per ride is charged to authorized passengers.
- An OP Office ID and ticket serve as the pass to board the shuttle service.
- Tickets are made available at the OP Cashier’s Office.
- The Committee may recommend an increase or adjustment of the fare after evaluation and deliberation, subject to approval by the proper authority.
- Shuttle service use is allowed for official trips only.
- Special trips may be allowed only upon approval of the Senior Deputy Executive Secretary (SDES) and/or Deputy Executive Secretary for Finance and Administration (DESFA).
- Official and Special Trips must be duly covered by a Special Order (SO) and Travel Permit as provided in the guidelines.
- Passengers must observe norms of conduct and the code of ethics for public servants while inside the bus, consistent with the Civil Service Law, Rules and Regulations.
- A passenger under the influence of liquor or carrying obnoxious or foul-smelling goods, items, or products is not allowed to board the bus.
Trip request approvals and limits
- The Director, MMP evaluates requests based on:
- availability of vehicles and/or drivers on a first-come, first-served basis;
- a maximum of ten (10) hours travel time or a maximum of 300 km travel distance;
- routes must be on paved/concrete roads regularly plied by commercial buses; and
- the shuttle service use must be more advantageous than public transportation.
- Changes in schedule, purpose, and/or destination are allowed only if duly authorized by SDES/DESFA before the scheduled trip.
Official trip procedure
- The requesting office submits a letter request addressed to SDES/DESFA through the Director, MMP.
- The request must state: Date of Use, Expected Time of Departure and return, Destination(s), Purpose(s) of Trip, and Authorized Passenger(s).
- The Director, MMP evaluates the request and forwards a recommendation to the approving authority.
- If approved, the Personnel Office prepares a corresponding Special Order for the signature of SDES/DESFA.
- If disapproved, the request is returned to the requesting party.
Special trip procedure and timing
- Except in emergencies, the requesting unit/office prepares a letter-request addressed to SDES/DESFA through the Director, MMP.
- The letter-request for special trips must be submitted at least two (2) weeks before the scheduled trip.
- The letter-request must include the same information required for official trip requests and must be signed by the Director/Head of Unit.
- The Director, MMP evaluates the request and forwards a recommendation to the approving authority.
- If approved, the Personnel Office prepares a corresponding Special Order for the signature of SDES/DESFA.
- If disapproved, the request is returned to the requesting party.
Driver duties, safety, and operating standards
- Shuttle bus drivers are under the immediate and direct supervision of the Chief Dispatcher, Dispatch Section of the MMP Office, and under the general and overall supervision of the Head of the Malacañang MMP.
- Drivers assigned to the OP shuttle service are entitled to overtime compensation and are covered by the appropriate Special Order (SO) on overtime.
- Each driver is responsible for the cleanliness and maintenance of the assigned shuttle bus and for the care and custody of the vehicle’s tools and accessories.
- Drivers must report immediately to the Chief Dispatcher dents, damages, defects, and signs of engine/mechanical malfunction.
- Cleaning time is from 9:00 to 10:00 AM upon arrival in the Malacañang Motor Pool and/or after the first shuttle run.
- The Chief Dispatcher, Dispatch Section of MMP Office regularly inspects shuttle buses to ensure they are in good running condition and well-cleaned inside and outside.
- Any mechanical or engine problems/defects reported by the assigned driver must be reported immediately to the Head-Operations Section for appropriate action.
- Drivers must exercise utmost courtesy to employee-passengers, fellow motorists, traffic enforcers, and the general public.
- Drivers must avoid reckless acts that endanger buses, passengers, pedestrians, and other road users.
- Drivers must avoid impropriety that may tarnish the image of the OP proper.
- While buses are in transit, the overseer/guard on board must monitor drivers’ performance and behavior and the behavior of employee/passengers to ensure safety.
- Drivers must not give undue favors by extending specified routes or deviating from routes merely to accommodate passenger requests.
- Drivers must avoid wastage of fuel and other consumable items.
- When buses are not in use, drivers must avoid prolonged engine running except for warming-up purposes.
- Drivers must turn on air conditioning systems only when necessary.
- Drivers must not use shuttle buses as hang-out or sleeping quarters.
- Shuttle bus drivers and guards on board/conductors must observe norms of conduct and the code of ethics of public servants, comply with office rules and regulations, and wear uniforms while displaying identification cards at all times.
- Drop boxes for suggestions and/or comments/complaints must be made available to serve OP-proper employees/personnel and other authorized passengers.
- Drivers must perform other duties reasonably assigned by the Head of the Office from time to time.
Revocation and amendment of inconsistent issuances
- Section 2 revokes, amends, or modifies all Executive issuances, orders, rules, and regulations, or portions thereof, that are inconsistent with Memorandum Order No. 184.