PNP Radio Comms Access and Use Guidelines

Policy and purpose of system access

The Circular establishes guidelines on access to and use of the PNP Multi-Trunked Radio Communications System (MTRS).
The Circular sets rules and procedures for administrative control, monitoring, security, operation, and maintenance of the system.
The system is treated as a public safety communications system for Police operations and administration and for communications and other public safety assistance.

Nature and permitted users

The MTRS is not a telephone system; it is a Trunked Radio System whose telephone interface capability is only an optional feature.
The telephone interface capability is not available to all users due to limited line capacity.
Access and use may be allowed by the Chief of the Philippine National Police (CPNP) or his duly authorized representative, including other law enforcement agencies and bureaus under the DILG and the AFP, subject to the Circular’s guidelines.
Non-government organizations and associations and private individuals are not allowed access to and use of the system.
All procedures and approvals allowing access and use must comply with the Circular.

Administrative control, monitoring, and security

Radio units that are not technically capable of being monitored through the PNP “System Watch”—both on their individual Identification Number (ID) and corresponding “Talk Group” ID—are not allowed access and use, including usage that involves abuse or illegal cloning, and cases contrary to radio laws, rules and regulations, and other applicable PNP policies.
Radio units that cannot be regulated—due to technical limitations or because of concealment of technical information to avoid monitoring—are not allowed access and use.
All radio call signs must emanate from PNP Centracom and must correspond to a specific radio unit Identification Number.
Accredited group users are responsible and jointly liable for the conduct and actions of their authorized radio users.

Disabling access for unauthorized or violating units

Any radio unit that gains access to the system without authority from the CPNP or that uses an unregistered “Call Sign” must be immediately and completely disabled without prior notice.
The PNP has the authority to completely or partially disable any radio unit, without prior notice, when it violates radio laws, rules and regulations, and in unavoidable technical cases that impair system configuration and service.

Access and use requirements; required documents

Before allowing access and use, applicants must comply with the following requirements:
- Submission of an official request to the DILG Secretary, duly signed by the Head of the agency, office, or group, attesting to:
  - intention to avail of the system services;
  - compliance to submit all requirements before access and use;
  - certification that the subject radio units are for Official Use Only;
  - willingness to abide by the Circular, radio laws, and other rules and regulations being implemented or to be implemented by the Department.
- Technical evaluation/approval from a duly authorized PNPCES official, confirming that additional subscribers can still be accommodated by the system.
- A Certificate of Ownership, signed by the Head of the agency, office, or group, indicating the model and serial numbers of the radio units.
- Official receipts of the radio units to establish the source.
- NTC-approved Dealer’s Report on the radio units.
- A Memorandum of Agreement (MOA) between the Head of the agency, office, or group and the PNP.
The PNP may require additional proof documents it deems necessary to establish the legitimacy of the radio units.

Operation, maintenance, and programming limits

Those allowed access and use must be responsible for the repair and maintenance of their own radio units.
Only radio units compatible with the system and programmed so they will not destroy or affect the integrity of the system are allowed access and use.
Programming of the radio units must be done only by duly authorized PNP personnel.

Fees, cost-sharing, and strict transaction limits

Applicants allowed access and use must share/contribute in expenses for operation and maintenance of the system, calculated at cost, using the fee schedule in the Circular.

Non-recurring charges (activation and programming)

Access fees per unit per Talk Group:
- Portable (Handheld unit): PHP 1,500.00
- Mobile: PHP 2,000.00
- Base: PHP 2,000.00
Programming fees/change unit:
- Portable (Handheld unit): PHP 750.00
- Mobile: PHP 1,000.00
- Base: PHP 1,000.00
Installation fees per unit (labor only):
- Portable (Handheld unit): N/A
- Mobile: PHP 5,000.00
- Base (within Metro Manila): PHP 8,000.00

Monthly fees per unit (Talk Group)

Portable (Handheld unit): PHP 300.00
Mobile: PHP 400.00
Base (within Metro Manila): PHP 400.00
Telephone Interconnect (Unit/month): PHP 500.00

Limits on who can transact with the PNP

Transactions for access to and use are strictly between the PNP and other law enforcement agencies and bureaus under the DILG and the AFP.
Suppliers, system integrators, contractors, consultants, and repair/service shops have no authority or personality to transact or do business directly or indirectly with the PNP for system access and use.

System software ownership and denial rights

PNP-owned system software and key programs are for the exclusive use, control, and possession of the PNP.
Any unauthorized use, control, or possession of PNP system software and key programs is illegal and must be dealt with accordingly.
The PNP reserves the right to:
- deny, interrupt, or cut-off access to and use of the system;
- reject radio unit purchase from illegal sources and unauthorized dealers and suppliers;
- act against persons found violating provisions of the Circular or other pertinent laws; and
- act against persons under PNP investigation for illegal selling, possession, or use of system software and key programs and other related illegal activities.

Billing, collection, and remittance rules

Subscribers must be billed directly in their usual place of business/establishment.
The bill collector must be designated as an “Agent Collecting Officer” and must be duly bonded.
Collections received by the bill collector must be remitted to the collecting officer, the PNP Finance Service, which must deposit the collections to an authorized government depository bank as a Trust Liability Account.
A record of collection must be maintained subject to Management Audit.
Official receipts must be used to acknowledge payment of subscribers; official receipts must be numbered, declared accountable forms, and registered at the Office of the Director for Comptrollership to avoid irregularities.
The Agent Collecting Officer must furnish the Comptroller of the PNP COMMEL Service a monthly collection report, with a copy furnished to the Directorate for Comptroller.

Accounting and disbursement of funds

Collections for MTRS operation and maintenance are taken up as Trust Receipts by the Accounting Office of the concerned Government installation.
Collections must be utilized for repair and maintenance of the PNP MTRS.
A Program of Expenditures must be prepared based on the collections and must be submitted for approval of the DILG as the basis for utilization.
Disbursement must be made only on a duly approved Disbursement Voucher.

Confidential information handling

All data or information determined to be confidential and classified by the Secretary or his duly authorized representative must be treated accordingly.
Confidential classified data or information may not be divulged or declassified to any other party without prior written authority.

Role allocation: PNP COMMEL and PNP Finance

The PNP COMMEL Service must:
- supervise billing, collection, and remittance to the collecting officer, PNP Finance Service; and
- account for all moneys received from bill collectors.
The PNP Finance Service must:
- be responsible for the collection of bills in close coordination with the PNP COMMEL Service; and
- maintain a separate account for MTRS-related collections and disbursement.

Memorandum of Agreement and consequences of violations

An MOA must be entered into between the PNP and the Applicant-agency, office, or group as a requirement for allowing access and use of the system.
Any violation of the access and use provisions constitutes sufficient ground for immediate denial of access or use, and must be dealt with accordingly.
Any Department Circular, Memorandum, Order, Rules and Regulations, or other issuances inconsistent with the Circular are deemed modified, altered, amended, or repealed accordingly.