Requesting Temporary Use of Division Office Vehicles
School personnel may need a Division Office vehicle for official travel, such as attending training, delivering records, joining inspections, or transporting authorized materials. Because these vehicles are public assets, every trip should be supported by a clear purpose, an accountable driver, and proper approval.
A temporary vehicle request should be planned early. The requesting school must provide enough information for the Division Office to assess the activity, check vehicle availability, assign personnel, and coordinate fuel, routing, and safety requirements.
These guidelines provide a practical framework for teachers, school heads, administrative staff, and other authorized personnel in Ozamiz City. Existing DepEd memoranda, division procedures, and instructions from the supply, property, or administrative unit should always prevail where specific requirements apply.
Confirm the Trip Is Official
The proposed journey should directly support a recognized DepEd activity or school function. Examples include official meetings, division-level programs, field validation, delivery of learning resources, emergency response, and approved staff development activities.
Personal errands, private events, or travel that benefits an individual rather than the school or Division Office should not be included in the request. If several schools are involved, identify the coordinating office and explain how the activity contributes to the education program.
Prepare Complete Request Details
The request should state the destination, date, departure and estimated return time, number of passengers, purpose of travel, and type or volume of materials to be carried. Include the names and designations of passengers, the requesting school, and the contact details of the responsible focal person.
Attach supporting documents when applicable, such as an invitation, activity proposal, travel authority, program schedule, office order, or approved memorandum. Staff handling personnel records may also review the guidance on official transcript requests when a trip involves submitting or collecting employment or academic documents.
Follow the Approval and Scheduling Process
Submit the written request through the school head or authorized immediate supervisor before the intended travel date. The approving official should confirm that the activity is official, funded or otherwise authorized, and consistent with the school calendar and existing travel rules.
The Division Office administrative or property unit can then verify vehicle availability, assign an approved driver, and coordinate the trip schedule. Approval is subject to operational priorities. A request may need to be adjusted when the vehicle is already assigned, undergoing maintenance, reserved for an emergency, or required for a higher-priority division activity.
| Information to Provide | Why It Matters |
|---|---|
| Official purpose and activity reference | Establishes that the trip is authorized |
| Travel date, route, and schedule | Supports vehicle and driver assignment |
| Passenger names and designations | Creates an accountability record |
| Requested vehicle capacity | Helps match the vehicle to the group or load |
| Driver and focal person details | Clarifies operational responsibility |
| Attachments and approving signatures | Allows administrative evaluation |
Observe Vehicle Use and Safety Rules
The assigned vehicle should be used only for the approved route and purpose. Unscheduled stops, changes in destination, passenger substitutions, or extended use should be reported to the responsible office and approved when required.
Passengers should follow safety instructions and avoid overloading the vehicle. The driver should hold the appropriate license, conduct basic vehicle checks, observe traffic regulations, and report defects or incidents immediately. The school or requesting unit should also consider weather conditions, road accessibility, and emergency contacts before departure.
Manage Fuel, Documents, and Accountability
The requesting unit should clarify how fuel, toll fees, parking costs, meals, and other allowable travel expenses will be handled. Public funds must be supported by the required authority, receipts, liquidations, and related financial records.
Before leaving, the assigned driver and focal person should check the trip ticket, vehicle condition, fuel level, tools, and emergency equipment. After the activity, record the actual departure and arrival times, mileage, route changes, passengers, fuel use, and any incident or repair concern.
Use a Clear Request Checklist
A consistent checklist helps prevent delays and makes the temporary vehicle loan easier to monitor. The school head or requesting employee should review the documents before submission rather than waiting for the administrative unit to identify missing details.
- State the official purpose, destination, date, route, and expected duration.
- List all passengers, the responsible focal person, and the preferred vehicle capacity.
- Attach the activity memorandum, invitation, travel authority, or other supporting document.
- Secure the required endorsement and submit the request within the division’s prescribed period.
- Complete the trip ticket, vehicle inspection, expense records, and post-trip report.
The request should be filed through the current Division Office channel, whether that is a receiving unit, administrative office, designated email address, or document-tracking system. Keep a copy of the approved request and supporting attachments for school records.
Early coordination gives the Division Office time to resolve scheduling conflicts, arrange an alternate vehicle when available, and address safety or maintenance concerns. It also helps school personnel demonstrate responsible stewardship of government property.
Submit complete, properly endorsed requests through the authorized DepEd Ozamiz process and coordinate with the responsible administrative unit before making travel commitments. For urgent official activities, clearly mark the request as time-sensitive and provide the supporting authority so it can be evaluated promptly.