Reglamento de Transportación:

GENERAL DISPOSITIONS 1. The Auxiliary Administrator of the JIA will be responsible of the JIA function of transportation. This comprehends everything related with buying, rent, use, control, maintenance and repairing the "fleet" of the JIA vehicles. 2. The Auxiliary Administrator of Administration will delegate in the General Services Division the responsibilities that were assigned related to the function of transportation. 3. The Transportation Director, which should be the Section's Director, will have in charge all the activities and necessary assignments in relation to the custody care, protection, conservation, maintenance, control and the suitable use of the vehicles under his/her jurisdiction. 4. The JIA Administrator should request an issued appointment of Subdirector of Transportation to an employee of the Unit, so that he/she colaborates with the Director in the Transportation functions. In the same way he should issue appointment of Auxiliary Director of Transportation to the officials who accomplish the functions of transportation in the JIA institutions, so that they will respond to the Transportation Director for the administration of the vehicles assigned to the work units. 5. Every employee authorized to drive an official vehicle will be responsible of it and will respond for it in his personal character when it is determined that there was negligence in its use and driving. 6. The General Services Division should establish the internal mechanisms that assure the fulfillment of the norms of this 4 regulation and the established procedure in accordance with these. 7. The responsibility of the Transportation Director will start at the moment when the vehicle is acquired and the JIA Administrator assumes jurisdiction of it. The responsibility will not be over unless: a. The vehicle is transferred and the person who will receive it has assumed the responsibility, for which the correspondent procedure should be followed; or b. The Transportation Director is in long absence or resigns and after an official investigation is determined the loyal fulfillment of his functions; or C. The vehicle is declared useless property and the Director is authorized to report it as casualty, according to the norms and procedures established by the GSA. 8. The Transportation Director will be responsible to watch that all the activities and assignments related to custody, care, protection, conservation, maintenance and adequate use and control of the vehicles in his jurisdiction are done. Also, he/she is responsible to watch that the record of every JIA motor vehicle is actualized, even if the vehicle is assigned to any official, employee or working unit of it, as well as the register and control of the expenses that run for these. 9. The Transportation Director is responsible that the norms that rule the development of the transportation function with the established procedures in accordance to these are loyally fulfilled. The people and work units of the JIA that have assigned vehicles are responsible to fulfill the applicable norms and procedures, as well as the evaluation and supervision of the use given to the assigned vehicle. 10. The motor vehicle that is not under direct custody of an official, employee or a JIA work unit will be under the Transportation Director's custody. 11. Before an official or employee finishes his functions in the JIA , he/she should return the motor vehicle that had under his/her direct custody to the Transportation Director. He/she will examine the vehicle carefully and will determine if is in optimum conditions or if the person in charge of the vehicle has violated the norms or dispositions related to the care and protection of the property of the JIA. 12. In case that an official or employee runs in any violation to the norms that ruje the transportation function and the established dispositions, it will be proceeded according to the 5 established procedures by the GSA. In absence of applicable procedures of determined subject matters of transportation, it will be proceeded according to what is disposed by the Organic Law of the JIA concerning official and employee's behavior, whose behavior is not adjusted to the established norms of the institution. In these cases, any investigation required can be done by the Auxiliary Administrator of Administration, the Legal Consultant and/or the Internal Auditor. The JIA Administrator will impose the correspondent disciplinary action. 13. Anually, in the budgetary estimate for the next year, should be included an expense projection for purchase and replacement of motor vehicles, as well as maintenance, gasoline, lubricants, materials, replacement parts and equipment expenses, so that the purchases are planned. 14. The following periodical reports should be submitted for the control, maintenance and adequate supervision of the motor vehicle "fleet" of the JIA: a. Daily reports of: 1) Assignment 2) Vehicle movement and coursed mileage b. Monthly report that includes: 1) Coursed mileage of every vehicle 2) Vehicle's status or conditions including, if possible, a comparison of efficiency and operational costs of similar vehicles. 3) Irregularities committed 4) Problems in transportation's function to the Transportation Director. These reports should be submitted by the Auxiliary Transportation Directors, which should submit a monthly report to the Administration Office Director, according to what is specified. 15. The Finance Section will take control of the assigned funds for transportation for every person or work unit to whom a vehicle is assigned and will reconcile its accounts with the monthly report of the Department of Treasury. The Finance Division's Head should establish the internal mechanisms, assuring that the compulsory funds, set apart for transportation,are not used for any other purposes. 16. When there's no balance in the fund assingment to pay for transportation services for a work unit, a transfer can be requested. The person who directs the work unit will request, with the proper justification, the transfer with the needed quantity to the Budget Official. This request should be authorized by the JIA Administrator. A negotiation between the 6 one who needs the funds and the one who has them available should be mediated. In cases with no agreement, the JIA Administrator will take the final decision and will inform the affected parts. 17. Any repair or maintenance service or equipment purchase, material or vehicle motor parts, the expense will be processed for payment through the Special Payer Official of the Finance Division of the JIA. The Auditory Office of the JIA will audit, at least anually, the labor done by the Special Payer Official. 18. The Finance Division will be responsible to check that the assignment or fund against which is ordered the disbursement has enough balance to cover it and the proof that originates the disbursement is being signed by the authorized official. It should make the preintervention of the appropiate documents and register the disbursements with charge to the correspondent accounts. 19. Any person that does not fill or complete correctly the correspondent register and forms or to keep daily and currently any vehicle record or fulfill any norm or procedure, will be reported by the Transportation Director to the General Services Director, so that he/she proceeds with the applicable actions of the case. If required, these situations can be investigated by the Administration Director, the Legal Consultant and /or the JIA Auditor. 20. Negligence or refusal by the Transportation Director or the Auxiliary Transportation Directors to fulfill their forms and to submit them or to fulfill any norm or procedure, will be reported by the General Services Director to the Auxiliary Administrator of Administration of the JIA, which will report the JIA Administrator for the correspondent action. If the situation permits it, the case could be investigated by the Administration Director, the Legal Consultant and/or the JIA Auditor. 21. Strict measures conducive to conserve gasoline should be observed. To assure that and from time to time, the Energy Office of Puerto Rico will distribute among the drivers and/or people that have assigned vehicles recommendations made for these effects. 22. The Transportation Director will make determinations about repairs, maintenance and inspection that should be made to the vehicles and about the purchase of equipment, material and parts or accessories of these. For repair services and/or fleet maintenance the Form JIA-135 will be used. For a vehicle acquisition or purchase of materials, equipment or accessories 7 for a vehicle, the Form JIA-99-" Request of Materials, Equipment or Services" will be used. 23. Every repair order should be followed by the JIA Form 137 fulfilled properly (vehicle conditions.) 24. If any extra change occurs in the repair order, it will be evaluated and if proceeded a Change Advisory(JIA-138) will be submitted. 25. Any guarantee will be made with the form use(JIA-139.) 26. If repair services are required by emergency reasons, it will be used the form (JIA-140.)