"Monitoring and Control Plan for the Oversight of the Efficient Use of Competitively Priced Fuel granted to the national non-sport fishing fleet" GENERAL OBJECTIVE To carry out, in the places and times deemed appropriate, the inspections and necessary studies on all those subjects who enjoy the benefit of purchasing fuel at a competitive price, to verify the current regulatory provisions on this matter and thus guarantee the correct and efficient use of competitively priced fuel, granted to the national non-sport fishing fleet.
SPECIFIC OBJECTIVES 1. Develop the necessary operations to promote the proper use of competitively priced fuel.
2. Carry out visits to the Fishing Organizations authorized by MINAE and RECOPE, through which the beneficiaries are processing their Purchase Orders.
3. Carry out visits to the Service Stations in order to follow up on the processes of withdrawal, transport, and distribution of fuel to their beneficiaries.
4. Carry out visits to verify the condition of the vessels that receive this benefit.
SPECIFIC ACTIONS It shall be the responsibility of the Head of the Department of Fuel Control and Administration (DCAC) and the Heads of the Regional Directions and Offices, to prepare and execute a Monthly Inspection Schedule that will include visits to the Fishing Organizations and the Service Stations duly authorized by INCOPESCA, as well as to the vessels in the different fishing communities.
To prepare and forward an Executive Report to the General Technical Directorate for its analysis, with the result of the inspections carried out and the recommendations for improvement, so that the pertinent actions are adopted.
GENERAL ACTIONS DURING INSPECTIONS 1) Fishing Organizations:
1.1. Identify the type of controls established by the Organization for:
. Processing of applications and delivery of the Purchase Orders.
. Balance Control.
. Withdrawal of fuel by the beneficiaries or third parties, at the Service Stations.
For the above, the following controls are established:
1.1.a. CONTROL SLIP FOR DELIVERY OF COMPETITIVELY PRICED FUEL ORDERS FROM THE FISHING ORGANIZATION TO THE BENEFICIARY (Annex 1): its purpose is for the beneficiary to have knowledge of the quantity of liters of competitively priced fuel that INCOPESCA authorized for them.
The INCOPESCA official responsible for the inspection must carry out the following actions:
. Verify that the above control is implemented and is carried out properly, without erasures or smudges that cast doubt on its legitimacy.
. Verify that each delivery is duly signed by the beneficiary.
. Take a photocopy of those control slips in which anomalies or inconsistencies have been detected and if it is not possible to obtain a photocopy, seize the document and issue a note by which said act is recorded.
1.1.b. CONTROL SLIP FOR DELIVERY OF COMPETITIVELY PRICED FUEL ORDERS FROM THE FISHING ORGANIZATION TO THE SERVICE STATION (Annex 2): its purpose is to verify the delivery of orders from the Fishing Organization to the Service Station(s).
The aforementioned slips must be numbered consecutively and for its part the Fishing Organization must keep a Minutes Book or Logbook (Annex 3), which must have the corresponding OPENING CERTIFICATION, issued by the DCAC, visible on folio 1; as well as the corresponding seal on the upper part -front- of each folio by INCOPESCA, prior written request from the interested Fishing Organization.
The INCOPESCA official responsible for the inspection must carry out the following actions:
. Verify that the above control is implemented and is carried out properly, without erasures or smudges that cast doubt on its legitimacy.
. Verify that each delivery is duly signed by the person in charge of delivery from the interested Fishing Organization and the person in charge of receipt from the Service Station.
. Take a photocopy of those control slips in which anomalies or inconsistencies have been detected and if it is not possible to obtain a photocopy, seize the document and issue a note by which said act is recorded.
1.1.c. Each Fishing Organization must keep a Physical File with the following documentation:
. Copy of the Fuel Purchase Request submitted to RECOPE.
. Original of the Hydrocarbon Sales Invoice issued by RECOPE.
. Original of the report issued by RECOPE detailing the number of orders that were made effective through the respective purchase request from the Fishing Organization.
- 2)Service Stations:
2.1. Identify the type of controls established by the Service Station for:
. Fuel delivery.
. Balance Control.
. Withdrawal of fuel by the beneficiaries or third parties.
For the above, the following controls are established:
2.1.a. COMPETITIVELY PRICED FUEL BALANCE CONTROL SLIP FROM THE SERVICE STATION (Annex 4): its purpose is to verify that this has been withdrawn partially or totally by the beneficiaries or by third parties authorized by them.
2.1.b. The Service Stations must issue the corresponding Competitively Priced Fuel Sales Invoices, with the letterhead of the Fishing Organization in whose name the product was acquired from RECOPE and in said documents the following information must be recorded at a minimum:
. Date, name and registration number of the vessel.
. Name and signature of the beneficiary by which the effective delivery of the fuel authorized by INCOPESCA and the number of the respective Purchase Order are recorded.
. The quantity of liters effectively delivered to the beneficiary.
. The breakdown of the final price per liter of fuel to the beneficiary (price per liter at the RECOPE depot, transport, profit or pumping in favor of the Service Station, processing concept, and others).
. The number of the Hydrocarbon Sales Invoice issued by RECOPE, by which the respective purchase order was made effective.
2.1.c. FORMS FOR COMPETITIVELY PRICED FUEL RECONCILIATION (Annexes 5, 6, and 7): by which INCOPESCA will proceed to reconcile the quantity of liters pending delivery to the vessels (DEBIT) versus the quantity of liters stored in the tank and the purchase orders pending processing before RECOPE (CREDIT).
The INCOPESCA official responsible for the inspection must carry out the following actions:
. Verify that the control indicated in point 2.1.a. is implemented and is carried out properly, without erasures or smudges that cast doubt on its legitimacy.
. Verify that each delivery is duly signed by the beneficiary or authorized third parties.
. Take a photocopy of those control slips in which anomalies or inconsistencies have been detected and if it is not possible to obtain a photocopy, seize the document and issue a note by which said act is recorded.
. Carry out the corresponding reconciliation indicated in point 2.1.b.
- 3)Vessels:
The INCOPESCA official responsible for the inspection must carry out the following actions:
. Check the condition of the vessels that are anchored or dry-docked, as well as the condition, make, model, serial number, and power of the engine, and for this purpose, shall use the Form called General Inspection Slip (Annex 8).
. Note in the space designated for Observations any information regarding the general condition in which the vessel is found, especially if it does not appear to be in operating condition.
. Add a copy of the form indicated to the Fuel File, so that the official in charge of issuing the fuel purchase order can check against the Clearance (Zarpe) or the Sworn Declaration of the Fishing Trip submitted by the beneficiary, that the information provided is correct in relation to the annotations made on said form.
. If it does not match the data noted on the indicated form, the Heads of Department must immediately proceed to initiate the corresponding administrative proceeding.
General Provisions:
The Heads of the DCAC and the Regional Directions and Offices, shall be responsible for advising the beneficiaries and the Fishing Organizations, in all those aspects that instruct them for the completion of the procedures and that contribute to the rational use of the fuel.
This advisory service will cover from the correct way to submit the fuel request documents to the manner of executing the Contracts between the Organizations and the beneficiaries with INCOPESCA, without prejudice to including other new topics that benefit the interested parties and contribute to strengthening the efficient and rational use of the fuel granted at a competitive price.
For the purposes of strengthening the control and oversight tasks, generating greater objectivity and impartiality in the inspection processes, the participation of at least two officials in such procedures will be required, one of whom will act as a witness to attest to the administrative action carried out.
The Heads of the DCAC and the Regional Directions and Offices, shall be responsible for preparing, presenting, and satisfactorily fulfilling a monthly schedule of general fuel inspections that includes all subjects participating in the fuel issue.
- b)Issue a policy that institutes the practice of requiring, for its analysis and subsequent decision-making, the preparation of executive reports with the results and recommendations for improvement, resulting from inspections of beneficiaries, studies at intermediary organizations and service stations, and the reconciliations established in subsection d) of Article 6 of the Regulation for the regulation and control of the efficient use of fuel at a preferential price.
GENERAL OBJECTIVE To carry out an analysis of the results obtained as part of the inspection processes and the necessary studies performed on all those subjects who enjoy the benefit of purchasing fuel at a competitive price, which allows verification of the adequate compliance of the inspected activity with the current regulatory provisions on this matter.
SPECIFIC OBJECTIVES 1) Prepare executive reports that allow knowledge of the result of the inspections carried out.
- 2)Analyze the results of the inspections in order to bring the same to the attention of the superior administration, and issue recommendations that foster the improvement of the control work carried out by the institute.
SPECIFIC ACTIONS It shall be the responsibility of the Head of the Department of Fuel Control and Administration (DCAC) and the Heads of the Regional Directions and Offices, to carry out an analysis of the results obtained as part of the inspection processes and the necessary studies performed on all those subjects who enjoy the benefit of purchasing fuel at a competitive price, which allows verification of the adequate compliance of the inspected activity with the current regulatory provisions on this matter. So that through the executive reports, the results, recommendations, and other aspects of interest are clearly established to aid decision-making that leads to an adequate strengthening of the oversight tasks entrusted to INCOPESCA regarding fuel at a preferential price.
Likewise, it shall be the responsibility of the Head of the Department of Fuel Control and Administration (DCAC) and the Heads of the Regional Directions and Offices to provide the pertinent training to their officials so that they master widely, both in knowledge and in operation, the management of inspections and the scope of results regarding fuel at a preferential price.
COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE DEPARTMENT OF FUEL CONTROL AND ADMINISTRATION CONTROL SLIP FOR DELIVERY OF COMPETITIVELY PRICED FUEL ORDERS FROM THE ORGANIZATION TO THE BENEFICIARY (ANNEX No. 1) Vessel: _______________________ Registration: _______________ Name of Owner:________________ ID No. _______________ | Purchase Order | Issue Date | Exp. Date | Ltrs. Authorized | Date Slip Withdrawn | Person Delivering | Signature of Person Delivering | Signature of Beneficiary Receipt | | --- | --- | --- | --- | --- | --- | --- | --- | Seal COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE DEPARTMENT OF FUEL CONTROL AND ADMINISTRATION CONTROL SLIP FOR DELIVERY OF COMPETITIVELY PRICED FUEL ORDERS FROM THE ORGANIZATION TO THE SERVICE STATION (ANNEX No. 2) Delivery No: ______________ Organization: _______________________ Delivery date: _________ Service Station:_______________________________ | Order No. | Vessel | Registration | Permittee | Issue Date | Exp. Date | Liters Authorized | | --- | --- | --- | --- | --- | --- | --- | --- | | 1 | | | | | | | | | 2 | | | | | | | | | 3 | | | | | | | | | 4 | | | | | | | | | 5 | | | | | | | | | 6 | | | | | | | | | 7 | | | | | | | | | 8 | | | | | | | | | 9 | | | | | | | | | 10 | | | | | | | | | 11 | | | | | | | | | 12 | | | | | | | | | 13 | | | | | | | | | Delivery by:_________________ Received by: _____________________ Total Lts._________ ID: ________________ ID: __________________________ (Please write name) | | | | | | | | | COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE DEPARTMENT OF FUEL CONTROL AND ADMINISTRATION
What must be recorded in the logbook (sealed and signed by INCOPESCA) | Consecutive No. | Purchase Orders | Delivery Date | Total Liters Delivered | Service Station | | --- | --- | --- | --- | --- | | 1 | | | | | | 2 | | | | | | 3 | | | | | | 4 | | | | | | 5 | | | | | | 6 | | | | | | 7 | | | | | | 8 | | | | | | 9 | | | | | | 10 | | | | | | 11 | | | | | | 12 | | | | | | 13 | | | | | COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE INCOPESCA
CONTROL SLIP FOR EXPENDITURE OF COMPETITIVELY PRICED FUEL Vessel: _______________________ Registration: _______________ Name of Owner:____________________ ID No.___________ Name of person withdrawing: __________________ ID No.__________ Name of Distributor: ____________________ ID No. _________ | Purchase Order | Order Issue Date | Ltrs. Authorized by INCOPESCA | Ltrs. Withdrawn at Station | Date Fuel Withdrawn | Pump Balance | Tank Balance | Signature of Beneficiary or Authorized Person | | --- | --- | --- | --- | --- | --- | --- | --- | ____________________________ Signature of Beneficiary COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE Competitively Priced Fuel Reconciliation (Type: G ____ D ____) Location (Organization): ________________________________________ Date: _______ of ______________________, 2008
| DEBIT: QUANTITY OF LITERS ACCORDING TO BALANCE CONTROL SLIPS (DEBIT) | ||||
|---|---|---|---|---|
| Registration | Purchase Order | Liters Authorized | Slip Balance | Date of Last Withdrawal |
| Total Liters (Debit) |
COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE Competitively Priced Fuel Reconciliation (Type: G ____ D ____) Location (Organization): ___________________________________ Date: _______ of ______________________, 2008
| QUANTITY OF LITERS PENDING EXCHANGE AT RECOPE | ||||
|---|---|---|---|---|
| Registration | Purchase Order | Liters Authorized | Issue Date | Expiration Date |
| Total Liters (to be settled at RECOPE) |
COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE Competitively Priced Fuel Reconciliation (Type: G ____ D ____ ) Location (Organization): _________________________________________ Date: _______ of ______________________, 2008
| CREDIT | |
|---|---|
| Balance in Own Tanks (liters) | |
| Total Liters (to be settled at RECOPE) | |
| TOTAL LITERS | |
| Gran Total Liters (CREDIT) |
| DEBIT | |
|---|---|
| Total Liters according to Slips (DEBIT) | |
| Adjustment for Seals (As of ______/_______/2008.) | |
| TOTAL LITERS | |
| Gran Total Liters (DEBIT) |
Surplus (SHORTAGE) Last Invoice issued (request copy):
RECONCILIATION PERFORMED BY:
________________________ ________________________ Reconciliation Received by: (Organization):
________________________ ________________________ COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE INCOPESCA
GENERAL INSPECTION SLIP Date:__________________ Location:________________________ Time:_____________ Inspector:______________________________________ TYPE OF INSPECTION: ( ) VEHICLE - ( ) INDUSTRY - ( ) FISH MARKET ( ) RECEIVING POST - ( ) OTHER ___________________________________________ VESSEL: ( ) TRANSFER - ( ) INACTIVITY - ( ) REPLACEMENT - ( ) FUEL - ( ) RENEWAL Name of Owner:________________________________________________________ ID Number:___________________________________________________________ Name of Driver:___________________________________________________________ License Plate:_________________________ Transport Guide: ( )YES - ( )NO Name of Premises:____________________________________________________________ HEALTH Permit: ( )YES - ( )NO Expiration Date:____________________________ Complies with Sanitary Standards: ( )YES - ( )NO Name of Vessel:__________________________ Registration No.:__________________ No. of Crew:______________ Fishing License: ( )YES - ( )NO Flag of: ( )COSTA RICA - ( ) OTHER COUNTRY__________________________________ Engine Make:______________ Series:______________ Power (Hp)_________________ General Condition of Hull: ( ) GOOD - ( ) FAIR - ( ) POOR License / Permit INCOPESCA No.____________________________________________ Issue Date:________________________ Expiration Date:_____________________ OBSERVATIONS:______________________________________________________________________________________ ____________________________________________________________________________________________________ _____________ ____________________________ _____________________________ INSPECTOR'S SIGNATURE INTERESTED PARTY'S SIGNATURE COSTA RICAN INSTITUTE OF FISHERIES AND AQUACULTURE INCOPESCA
AUTHORIZATION FOR THE WITHDRAWAL OF PREFERENTIALLY PRICED FUEL AT THE SERVICE STATION Date:____________ Messrs (Station): _______________________________ I, ________________________________ ID No.________________, owner of the vessel named __________________, Registration No. ___________ Authorize Mr./Ms. ____________________________, ID No.____________ to withdraw the quantity of _________ liters of fuel at a preferential price Corresponding to Purchase Order No._________________, issued by INCOPESCA for such purposes.
_____________________ ___________________ Signature of Beneficiary Signature of Authorized Person