Guidelines for RFID Fee Refund Implementation

Applies to all motor vehicle registrants nationwide who paid RFID fees between November 2009 and February 2010.
Refund must be claimed at the district office where the fee was originally collected.
Claim period limited to six months from the date the refund procedure takes effect.

LTO Central Office shall withdraw RFID fees from the escrow account and deposit to a new trust account through Debit Advice with Stradcom.
Stradcom to provide a validated master list of registrants who paid RFID fees for consolidation.
Regional Offices to request fund transfers equivalent to amounts collected, supported by master lists and Journal Entry Vouchers (JEVs).
LTO Central Office grants cash advances to Regional Directors who deposit into trust accounts.
Regional Offices advance funds to District Offices for refunding fees, with advances based on collected amounts.
Partial liquidation of cash advances by Regional Directors permitted; full liquidation required within 60 days after refund claim period.

District Office Chiefs to process refunds upon submission of the following:
- Filled RFID Refund Request (RRR) forms in duplicate.
- Original and photocopy of Official Receipt evidencing RFID fee payment.
- Photocopy of valid ID of registrant or authorized representative.
- Authorization letter if claimant is a representative.
Original Official Receipt to be stamped "RFID REFUNDED" to signify refund.
Registrants must sign the master list and receipt portion of RRR to acknowledge receipt.
District Office Chiefs submit liquidation reports to Regional Offices including payment summaries and approved RRRs.
Partial liquidation allowed once 75% of advances are disbursed; remaining advances released on balance.
Stradcom personnel assigned to assist District Offices in document preparation for refunds.

Central Office accounting entries cover transfer of RFID fees from escrow to trust accounts, granting and liquidation of cash advances.
Regional Offices account for receipt and granting of cash advances and liquidation by District Offices.
Specific ledger accounts affected include Escrow Account, Other Payables, Cash in Bank (RFID Account), Due from Regional Offices, and Due to Central Office.

Any RFID fee refunds unclaimed after the six-month period shall be forfeited to the government.
Such forfeited amounts revert automatically to the National Treasury.

Regional Directors, District Office Chiefs, and related personnel must ensure proper implementation of the refund procedures.

The memorandum circular takes effect fifteen (15) days after its publication in three newspapers of general circulation.