LTO MEMORANDUM CIRCULAR NO. VPT-2010-1393

Explanation: This Memorandum Circular establishes the rules and procedures for the refund of Radio Frequency Identification (RFID) fees collected from motor vehicle registrants.
Key Definitions:
- RFID Fees: Charges levied for the RFID system for vehicle registration.
Requirements: Issued following the approval of the Department of Transportation and Communications (DOTC) Secretary on July 20, 2010.

Explanation: The guidelines apply to all motor vehicle registrants who paid RFID fees between November 2009 and February 2010.
Key Requirements:
- Refunds must be claimed at the district office where the fee was initially collected.
- Claims must be made within six months of the refund's effectivity.

Explanation: Outlines the responsibilities of the LTO-Central Office and Regional Offices in managing and executing the refund process.
Key Procedures:
- LTO-Central Office:
  - Withdraws the total RFID fees from the escrow account.
  - Deposits withdrawn fees into a new trust account.
- Stradcom:
  - Provides a master list of registrants who paid RFID fees.
- Regional Office:
  - Requests the transfer of funds and grants cash advances based on collected fees.
  - Ensures full liquidation of cash advances within 60 days after the refund claim period.

Explanation: Specifies the duties of the Chief of the District Office in processing refunds.
Key Requirements:
- Refunds are to be made upon submission of:
  - Completed RFID Refund Request form (RRR) in duplicate.
  - Original and photocopy of the Official Receipt (OR) for RFID payment.
  - Photocopy of valid ID of the registrant or representative, along with possible authorization.
- The Chief will stamp the OR as proof of payment and acknowledge receipt by the registrant.
- Liquidation reports must be submitted to the Regional Office.

Explanation: Details the necessary accounting entries for proper financial tracking of RFID fee refunds.
Key Entries:
- Central Office:
  - Transfers RFID fees from escrow to trust account.
  - Grants cash advances to Regional Offices.
- Regional Office:
  - Records cash advances received from the Central Office and disbursements to District Offices.
  - Manages liquidation of cash advances.

Explanation: Unclaimed RFID fees will be forfeited in favor of the government.
Key Consequences:
- Any unclaimed fees revert to the National Treasury, ensuring no accumulation of unprocessed refunds.

Explanation: This Memorandum Circular becomes effective fifteen (15) days post-publication in three newspapers of general circulation.

The document establishes a structured process for the refund of RFID fees to motor vehicle registrants.
Refund claims must be filed within a six-month period at the respective district offices.
Clear responsibilities are outlined for both Central and Regional Offices, as well as District Offices.
Unclaimed fees are forfeited to the government, emphasizing timely claims by registrants.
The Circular becomes effective after publication, ensuring transparency in the refund process.