LTO MV Storage Transaction Procedures

The circular orders that its procedures for MV storage transactions be strictly observed.
The circular addresses an audit finding that MV storage transactions processed through the LTO IT System can remain pending when Receipt of Return Plates and Licenses (RRPL) is not issued simultaneously with the transaction on the day of processing.
The circular requires process adjustments to prevent a pending transaction backlog at the Releasing Officer step by ensuring correct timing of RRPL issuance and official receipt issuance.

The circular applies to motor vehicle (MV) storage transactions processed through the LTO IT System.
The circular specifically targets the workflow where RRPL and related documentation were previously not issued on the day of transaction, but were instead issued only at the time of reactivation.
The circular directs the procedural flow to ensure the transaction does not remain pending in the IT System, particularly at the Releasing Officer work-step.
The circular also covers storage transactions with lost plates, requiring a special documentary submission.

The Motor Vehicle Owner must surrender the plates and present the original CR/OR together with a xerox copy of CR to the Supply/Releasing Officer.
The Supply Officer must indicate on the face of the xerox copy of CR the phrase “Original Presented”.
The physical receipt of plates/xerox copy of CR must be written on the face of the original OR.
The Motor Vehicle Owner must proceed to the evaluator and submit the original OR for processing of the storage transaction.
The Approving Officer must approve the transaction after evaluation.
The Motor Vehicle Owner must proceed to the Cashier for payment of fees.
The Cashier must collect payment and instruct the Motor Vehicle Owner to claim the OR from the Supply Officer together with the RRPL.
The Motor Vehicle Owner must return to the Supply Officer for the release of the RRPL and the Official Receipt.

In district/extension offices with limited number of personnel, the circular provides that the Supply/Releasing Officer may already have an existing evaluator role.
Where the Supply/Releasing Officer already functions as evaluator, the same person must conduct evaluation of the transaction to maintain the required workflow.

For storage transactions involving lost plates, a duly notarized affidavit of loss must be submitted.
The affidavit of loss must be submitted together with the xerox copy of the CR and the latest Original OR.
The evaluator must indicate in the OR remarks portion that an affidavit of loss was submitted.

The circular requires personnel to follow the enumerated step-by-step workflow for handling MV storage transactions and issuing RRPL and Official Receipt through the normal processing steps.
The circular emphasizes compliance “for strict compliance” to prevent pending storage transactions in the LTO IT System.
The circular references attached sample screen-shots to guide implementation of the required entries and workflow.

The circular is adopted on December 12, 2007.
The circular is signed by Reynaldo I. Berroya, Assistant Secretary.
The circular mandates compliance with its procedures for all concerned offices and personnel involved in MV storage transaction processing.