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To promote transparency in the DENR with regard to the manner of transacting with the public through the simplification of frontline service procedures, formulation of service standards for every transaction, and making these known to the customer.

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Published by DENROfficial SCIS, 2019-12-04 22:27:19

DENR Citizen's Charter (2019, 1st Edition)

To promote transparency in the DENR with regard to the manner of transacting with the public through the simplification of frontline service procedures, formulation of service standards for every transaction, and making these known to the customer.

DEPARTMENT OF ENVIRONMENT AND
NATURAL RESOURCES (DENR)

CITIZEN’S CHARTER

2019 (1st Edition)

Page 1 of 135


I. MANDATE (E.O. 192, s. 1987)

The Department is the primary agency responsible for the conservation,
management, development, and proper use of the country’s environment and
natural resources, specifically forest and grazing lands, mineral resources,
including those in reservation and watershed areas, and lands of the public
domain, as well as the licensing and regulation of all natural resources as may
be provided for by law in order to ensure equitable sharing of the benefits
derived therefrom for the welfare of the present and future generations of
Filipinos.

To accomplish this mandate, the Department shall be guided by the following
objectives:

1. Assure the availability and sustainability of the country's natural resources
through judicious use and systematic restoration or replacement, whenever
possible;

2. Increase the productivity of natural resources in order to meet the demands
for forest, mineral, and land resources if a growing population;

3. Enhance the contribution of natural resources for achieving national
economic and social development;

4. Promote equitable access to natural resources by the different sectors of
the population; and

5. Conserve specific terrestrial and marine areas representative of the
Philippine natural and cultural heritage for present and future generations.

II. VISION

A nation enjoying and sustaining its natural resources and a clean and healthy
environment.

III. MISSION

To mobilize our citizenry in protecting, conserving, and managing the
environment and natural resources for the present and future generations.

IV. SERVICE PLEDGE

We, the Officials and employees of the Department of Environment and Natural
Resources, hereby pledge our commitment to:

Page 2 of 135


 Provide efficient, prompt, and corrupt- free services tantamount to
the protection, conservation, management of the environment and
natural resources;

 Ensure strict compliance to laws, rules and regulations and high
degree of professionalism in the conduct of the DENR business and
non-business processes; and

 Attend to all applicants or requesting parties who are within the
premises of the office prior to end of official working hours and during
lunch break.

Page 3 of 135


V. LIST OF SERVICES 7

DENR CENTRAL OFFICE 10
13
ADMIN AND FINANCE (INTERNAL AND EXTERNAL SERVICES) 15

CO-AF-01 Issuance of Certification of No Records/Appeal/Motion for 22
Reconsideration, etc.
33
CO-AF-02 Document Authentication for General Circulation Documents 45

CO-AF-03 Sale of Bidding Documents

CO-AF-04 Processing as to Availability of Funds of Purchase Order, Job
Order, Contract of Service and Other Contracts

CO-AF-05 Processing of Obligation Request and Status (ORS) for all
Disbursement Vouchers, Contracts and Other Transactions

CO-AF-06 Processing of Disbursement Voucher (DV)

CO-AF-07 Preparation, Processing and Issuance of Checks/ADA

DENR REGIONAL, PENR AND CENR OFFICES 51

ADMIN AND FINANCE SECTOR (INTERNAL AND EXTERNAL SERVICES) 54
57
RO-AF-01 Issuance of Certification of No Records/Appeal/Motion for 59
Reconsideration, etc.
62
RO-AF-02 Document Authentication for General Circulation Documents
66
RO-AF-03 Sale of Bidding Documents 72

RO-AF-04 Processing as to Availability of Funds of Purchase Order, Job
Order, Contract of Service and Other Contracts

RO-AF-05 Processing of Obligation Request and Status (ORS) for all
Disbursement Vouchers, Contracts and Other Transactions

RO-AF-06 Processing of Disbursement Voucher (DV)

RO-AF-07 Preparation, Processing and Issuance of Checks/ADA

Page 4 of 135


FORESTRY SECTOR (EXTERNAL SERVICES)

RO-F-01 Issuance of Certificate of Tree Plantation Ownership (CTPO) 77
80
7RO-F-02 Issuance of Self-Monitoring Form (SMF) 82
85
RO-F-03 Issuance of Certificate of Verification (COV) 87
89
RO-F-04 Application for Chainsaw Registration
94
RO-F-05 Issuance of Tree Cutting Permit for DPWH Projects

RO-F-06 Issuance of Tree Cutting Permit for Planted Trees (Tenured
Forestland or Private Land), or Trees (Planted or Naturally
Grown) that Pose Threat to Human Lives and Properties

RO-F-07 Issuance of Private Land Timber Permit (PLTP) for Non-
premium Species, or Special PLTP (SPLTP) for
Premium/Naturally-Grown Trees Within Private/Titled Lands

LANDS SECTOR (EXTERNAL SERVICES)

RO-L-01 Issuance of Certification of Land Status and/or Certification of 102
Survey Claimant
106
RO-L-02 Issuance of Survey Authority 110
116
RO-L-03 Application for Free Patent (Agricultural) 122
124
RO-L-04 Application for Free Patent (Residential)

FEEDBACK AND COMPLAINTS

LIST OF OFFICES

Page 5 of 135


DENR CENTRAL OFFICE

Admin and Finance
(Internal and External Services)

Page 6 of 135


CITIZEN’S CHARTER NO. CO-AF-01. ISSUANCE OF CERTIFICATION OF NO
RECORDS/APPEAL/MOTION FOR RECONSIDERATION, ETC.

This Service is made upon request of DENR personnel, official or external party for a Certification of No Records/
Appeal/ Motion for Reconsideration, etc. being filed in the DENR. The purpose for the request is included in the Certification.

Office or Division: Records Management Division (RMD), DENR Central Office

Classification: Simple

Type of Transaction G2C - Government to Citizen

G2G - Government to Government

Who may avail: Internal: Permanent Employees of DENR Central, Regional, PENR and CENR

Offices, Bureaus (including Central and Regional Offices), and Attached Agencies

External: External Clientele who are authorized party or representative

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Duly accomplished customer request form (1 Receiving Area, RMD, Basement

original)

2. Government issued ID (present 1 original) Requesting Party

Additional if from the Government Sector

3. Official Letter Request (1 original) Requesting Party

Additional if applicant is a representative

4. SPA for representative (1 original, notarized) Requesting Party, Private Lawyer or Notary Public

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSONS
RESPONSIBLE
PAID TIME

1. Accomplish request 1. Check the

form and forward to completeness of

Receiving/ Releasing submitted

Clerk. requirements, stamp None 5 min. Receiving/Releasing Clerk
the date and time on RMD

documents and

forward all documents

to action officer.

1.1. Verify all None 20 min. Action Officer/
requirements, indicate Administrative Officer

Page 7 of 135


amount to be paid in RMD
the Request Form,
and verify availability None 5 min. Chief Administrative
of the requested 5 min. Officer
document. RMD
1.2. Approve and sign
Request Form. Action Officer/
Administrative Officer
1.3. Prepare/Approve None
Order of Payment, RMD
and forward the same
to requesting party.

2. Pay to the Cashier the 2. Accept payment and Php 25.00 5 min. Action Officer/
Certification Fee, and issue Official Receipt. except when Administrative Officer
receive Official Receipt. covered by 15 min.
Official Letter 2 min. Cashier Section
3. Forward Official 3. Check the Official 5 min.
Receipt and prepare Request 5 min. Action Officer/
Receipt to RMD. the requested Administrative Officer
Certification. None
RMD
3.1. Determine accuracy None
and initial the Action Officer/
Certification. None Administrative Officer

3.2. Determine accuracy None RMD
of the Certification Chief Administrative
and affix signature.
Officer
3.3. Release the approved RMD
Certification to the
customer. Receiving/Releasing Clerk
RMD

Page 8 of 135


4. Received the approved Forward the received None 5 min. Action Officer/
Certification. Customer Request Administrative Officer
Form to Action Officer
for filing. RMD
4. File the Customer
Request Form. 1 hour & 12 min.

TOTAL: Php 25.00

Page 9 of 135


CITIZEN’S CHARTER NO. CO-AF-02. DOCUMENT AUTHENTICATION FOR GENERAL
CIRCULATION DOCUMENTS*

Document Authentication is made by a requesting party (DENR personnel, official or external clientele) for a certified
true copy of a record issued by the DENR and being filed in the Records Management Division. The purpose for the request
is included in the Request Form.

Office or Division: Records Management Division (RMD), DENR Central Office

Classification: Simple

Type of Transaction G2B - Government to Business

G2C - Government to Citizen

G2G - Government to Government

Who may avail: All Permanent, Casual and Contractual Personnel and Officials of DENR Central,

Regional, PENR and CENR Offices, Bureaus (including Central and Regional

Offices), and Head of Attached Agencies; and External Clientele

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request or Request Form (1 original) Requesting Party, or Receiving Area, RMD

2. Government issued ID (present 1 original) Requesting Party

Additional if from the Government Sector

3. Official Letter Request (1 original) Requesting Party

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSONS
BE PAID TIME RESPONSIBLE

1. Accomplish request 1. Receive, check, and

form and forward to stamp date and time on None 5 min. Receiving/Releasing Clerk
Receiving/ Releasing document. RMD

Clerk.

1.1. Upload the document None 5 min. Receiving/Releasing Clerk
to Document Tracking RMD
System.

1.2. Forward document to None 5 min. Receiving/Releasing Clerk
the concerned Action RMD
Officer.

Page 10 of 135


1.3. Check the availability None 15 min. Action Officer/
of records, process None 5 min. Administrative Officer
the request, indicate 5 min.
amount to be paid in RMD
the Request Form.
Action Officer/
1.4. Approve and affix Administrative Officer
signature on the
Request Form. Chief Administrative
Officer
1.5. Prepare Order of None RMD
Payment and forward
the same to Receiving/Releasing Clerk
requesting party. RMD

2. Receive the Order of 2. Accept payment and Php 50.00
Payment, and pay to issue Official Receipt. Per set +
the Cashier the
Certification Fee. Php 5.00
per page
except 5 min. Cashier Staff
those with Cashier Section
Official
2.1. Check the Official 20 min. Action Officer/
Receipt and Letter Administrative Officer
photocopy for filing. Request
RMD
Photocopy the None
requested documents,

Page 11 of 135


stamp “Certified True Time No. of Chief Administrative
Copy” and affix initial 30 min. Pages Officer
on the stamp, and 1 hour 1-20 RMD
forward to Chief, 2 hours 21-50
RMD.
1 day 51-
2.2. Sign in the 100
stamp/certified 200+
documents.

None

2.3. Release the approved None 5 min. Receiving/Releasing Clerk
Authentication to the RMD
customer and forward
the received Customer
Request Form to
Action Officer.

3. Receive the certified 3. File the Customer Action Officer/
Administrative Officer
documents/records. Request Form and None 5 min.
RMD
attachments.

Php 50.00

TOTAL: Per set + 1 hour & 45 min. -
Php 5.00 1 day, 1 hour & 15 min.

per page

*Confidential and Top Secret Documents are subject for approval of the Secretary.

Page 12 of 135


CITIZEN’S CHARTER NO. CO-AF-03. SALE OF BIDDING DOCUMENTS

The Bidders may be asked to pay a fee to recover the cost for the preparation and development of the Bidding
Documents pursuant to the Guidelines on the Sale of the Bidding Documents. The BAC shall issue the bidding documents to
the prospective bidders upon payment of the corresponding cost thereof.

Office or Division: Bids and Awards Committee (BAC) Secretariat, PSMD, DENR Central Office

Classification: Simple

Type of Transaction: G2B - Government to Business

Who may avail: Prospective Bidder/s

CHECKLIST OF REQUIREMENT WHERE TO SECURE

1. Present One (1) Valid Company Identification Card 1. Prospective Bidder Company

2. Official Receipt (1 photocopy with accompanying 2. Cashier, DENR Central Office

original)

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSONS
TIME RESPONSIBLE

1. Present original and 1. Receive copy of

submit copy of Official Official Receipt,

Receipt as proof of and issue Copy of

payment as indicated in the Bidding 10 min. BAC Secretariat

the invitation to bid (ITB) Documents.

for the Bidding 2. Maintain registry Php 500.00 –
Documents. 75,000.00*
2. Receive copy of Bidding

Documents, register in of Bidders who

the logbook and purchased the 10 min. BAC Secretariat
acknowledge receipt of Bidding

Bidding Documents. Documents.

TOTAL : Php 500.00 – 20 minutes
75,000.00

*Fees of Bidding Documents based on Section 5.0, Appendix 8 of the 2016 Revised Implementing Rules and Regulations

(IRR) of Republic Act (RA) No. 9184.

Page 13 of 135


Approved Budget for the Contract (Php) Maximum Cost of Bidding Documents (Php)
500, 000 and below 500.00
More than 500,000 up to 1 Million
More than 1 Million up to 5 Million 1,000.00
More than 5 Million up to 10 Million 5,000.00
More than 10 Million up to 50 Million 10,000.00
More than 50 Million up to 500 Million 25,000.00
More than 500 Million 50,000.00
75,000.00

Page 14 of 135


CITIZEN’S CHARTER NO. CO-AF-04. PROCESSING AS TO AVAILABILITY OF FUNDS OF
PURCHASE ORDER (PO), JOB ORDER (JO), CONTRACT OF SERVICE (COS) AND OTHER
CONTRACTS

This service serves as a proof whether there is/are available funds for the purpose.

Office or Division: Accounting Division, Financial and Management Service, DENR Central Office

Classification: Simple to Complex

Type of Transaction: G2G - Government to Government

G2C - Government to Citizen

G2B - Government to Business

Who may avail: DENR Central, Regional, PENR and CENR Offices, Bureaus (including Central and

Regional Offices), and Head of Attached Agencies and External Creditors/Suppliers

CHECKLIST OF REQUIREMENTS* WHERE TO SECURE

If Initial Contract of Communication/Telephone and

Gasoline

a. Contract (1 certified copy) Service Provider or Requesting Party

b. Annual Procurement Plan (APP) (1 certified copy) Procurement Unit or Section

If Supplier/Contractor/Service Provider

a. Purchase Order (P.O.)

 Purchase Order (1 original) Procurement Unit or Section

 Purchase Request (1 original) Requesting Party

 BAC Resolution (1 certified copy) Bids and Awards Committee (BAC) Secretariat

 Abstract of Quotations (1 original) Requesting Party & BAC Secretariat

 Quotations (3 original per supplier) Service Provider

 Special Order, if applicable (1 photocopy) Requesting Party, Regional Office or Central Office

b. P.O. Through Direct Contracting

 Purchase Request (1 original) Requesting Party

 BAC Resolution (1 certified copy) BAC Secretariat

 Quotations (3 original per supplier) Service Provider

Page 15 of 135


 Distributor Certificate or Sworn Certificate of Service Provider or BAC Secretariat
Guarantee Exclusive Distributorship Agreement (if
applicable) (1 photocopy) Budget Division

c. Repair and Preventive Maintenance of Motor Vehicles Requesting Party/Concerned Office/Administrative
 Approved Obligation Request & Status (ORS) (2 Service
original) Supply Management Section - PSMD
 Approved Purchase Request (1 original) Supply Management Section – PSMD/Administrative
Service
 Notice of Award (1 original) Procurement Management Section-PSMD
 Notice to Proceed (1 original) Procurement Management Section-PSMD
Procurement Management Section-PSMD/General
 BAC Resolution (1 certified true copy) Services Division
 Request for Quotation (1 original) Service Providers
 Abstract of Quotation (1 original) Procurement Management Section-PSMD

 Quotation (at least three (3) (1 original) Inspection & Pre-Acceptance Committee (IPC)
 Project Procurement Management Plan (PPMP) (1 Requesting Party/Administrative Service
General Services Division
photocopy) Budget Division
 Pre-repair Evaluation/Inspection Report (1 original) Supply Management Section - PSMD
 Approved Job Order Request (1 original)
 Vehicle Repair Request (1 original) Budget Division
 Certificate of Earmarking of Funds (1 original)
 PhilGEPS Posting Reference Number & Award Requesting Party/Concerned Office/Administrative
Service
Notice Abstract (for transactions amounting to Supply Management Section - PSMD
more than P50,000.00) (1 computer generated)
d. Purchase of Supplies and Equipment, and Printing of
Newsletters/Brochures, etc.
 Approved Obligation Request and Status (ORS) (2
original)
 Approved Purchase Request (1 original)

 Notice of Award (1 original)

Page 16 of 135


 Notice to Proceed (1 original) Supply Management Section – PSMD/Administrative

Service

 BAC Resolution (1 certified true copy) Procurement Management Section-PSMD

 Request for Quotation (1 original) Procurement Management Section-PSMD

 Abstract of Quotation (1 original) Procurement Management Section-PSMD/General

Services Division

 Quotation (at least three (3)) (1 original) Service Providers

 Certificate of Earmarking of Funds (1 original)

 Project Procurement Management Plan (PPMP) (1 Procurement Management Section-PSMD

photocopy)

 PhilGEPS Posting Reference Number & Award Supply Management Section - PSMD

Notice Abstract (for transactions amounting to

more than P50,000.00) (1 computer generated)

If Agency Procurement Request (APR)

a. Purchase Request (3 original) Requesting Party

If Contract

a. Notarized Contract (3 original) Requesting Party, BAC Secretariat or Service Provider

b. Purchase Request (1 original) Requesting Party

c. TOR (1 original) Requesting Party

d. Letter Intent/Proposal (1 original) Service Provider

e. Curriculum Vitae (1 original) Service Provider

If Salaries of Contract of Service

a. Notarized Contract (3 original) Requesting Party, BAC Secretariat or Service Provider

*Based on Commission on Audit (COA) Circular 2012-001 dated June 14, 2012 Revised Guidelines and Documentary

Requirements for Common Government Transactions

CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSONS
TO BE TIME RESPONSIBLE
PAID

1. Budget Division RECEIVING

forwards the Original None 3 hours Administrative Assistant
PO, JO, COS and 1. Receive the POs, JOs, Contract (per batch) Accounting Division

other contracts with of Service and other contracts

Page 17 of 135


approved Obligation with approved ORS and
Request and Status supporting documents.
(ORS) and
supporting 1.1. Stamp “Received”, indicate
documents to the time and date of receipt and
Accounting Division. initials.

1.2. Record in the logbook the PO None
number, date, name of None
supplier, particular and None
amount.
None
1.3. Attach and accomplish the None
Document Tracking by
indicating the payee/supplier 1 day Administrative Assistant/
name, number, date and (simple) Accountant I/
amount of PO, date and time Accountant II
of receipt. 3 days
(complex) Accounting Division
1.4. Forward the POs with
approved ORS, supporting
documents and document
tracking to the designated
staff for encoding in the
disbursement database.

1.5. Forwards the document to the
designated staff for
processing.

PROCESSING

1.6. Indicate the date and time of None
receipt in the document
tracking.

Page 18 of 135


1.7. Process the POs, JOs, COS (per batch)
and other contracts with
approved ORS as to None 3 hours Administrative Assistant
completeness and propriety None Accounting Division
of supporting documents. None

1.8. Initial on the funds available None
portion of the PO.
None
1.9. Accomplish the document None
tracking by indicating the date None
and time when the processing
is completed.

1.10. Forward the POs, JOs, COS
and other contracts with
approved ORS, supporting
documents and document
tracking to the designated
staff for indexing.

INDEXING

1.11. Indicate the date and time of
receipt in the document
tracking.

1.12. Record the PO date and
number, particulars and
amount in Supplier’s index of
payment.

1.13. Affix initial below the funds
available portion of the PO.

Page 19 of 135


1.14. Accomplish the document None 1 day Chief, Disbursement
tracking by indicating the date (simple) Section
and time when the indexing is None
completed. 3 days (Below Php 500,000.00)
None (complex)
1.15. Forward the POs, JOs, COS None Assistant Chief
and other contracts to the None (per batch) Accountant/
Department Chief Accountant IV
Accountant/Asst. Chief
Accountant /Chief (Php 50,000.00-
Disbursement Section for 100,000.00)
review and signature in the
Funds Available portion of the Chief Accountant,
PO. Accountant V

APPROVING (Php 100,000.00+)

1.16. Indicate the date and time of Accounting Division
receipt in the document
tracking.

1.17. Review the POs, JOs, COS
and other contracts with
approved ORS and
supporting documents.

1.18. Sign/Certify as to Availability
of Funds based on the
Manual of Authorities.

1.19. Accomplish the document None
tracking by indicating the date None
and time of approval.

1.20. Forward the documents to the
Releasing Staff.

Page 20 of 135


RELEASING

1.21. Detach the document None
tracking; Indicate the date
and time of release.

1.22. Forward to assigned staff for None 2 hours Administrative Assistant
encoding in the disbursement None (per batch) Accounting Division
database.

1.23. Stamp “Released”; Indicate
time and date in the PO.

1.24. Release the duly None
certified/signed PO to the
Property and Supply
Management (PSMD).

TOTAL: None 3 days - 7 days

Notes: Kind of Transaction
Classification  Services rendered under contract of service

Simple Transactions (consultants and other Professional Services)
 Duly processed and certified simple transactions in nature
released three (3) days to Approving Authority;  Contracts from Consultancy Services
(Individual/Firms - Local and Foreign Nationals)
Complex Transactions
 Requires further verification, more time to process, bulk  Purchases of Supplies and Equipment (other
documents to validate, needs additional supporting than Proc. Service and amount is above
documents, with tax implications P50,000.00)
 Duly processed and certified complex transactions in
nature released seven (7) working days to Approving  Hotel Accommodation (above P50,000.00)
Authority.

Page 21 of 135


CITIZEN’S CHARTER NO. CO-AF-05. PROCESSING OF OBLIGATION REQUEST AND STATUS
(ORS) FOR ALL DISBURSEMENT VOUCHERS, CONTRACTS AND OTHER TRANSACTIONS

This Form shall be used by the Requesting/Originating Offices in the utilization of their approved budget allocations
per General Appropriations Act Release Document (GAARD) and other budget laws/ authority. ORS is a supporting
document attached in the processing of claims.

Office or Division: Budget Division, DENR Central Office

Classification: Complex

Type of Transaction G2B - Government to Business

G2C - Government to Citizen

G2G - Government to Government

Who may avail: All Permanent, Casual and Contractual Personnel and Officials of DENR Central

Office, Contractors, Suppliers and Service Providers

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

General Requirements

 Disbursement Voucher DV, if applicable (3 Original Requesting Party

Copies)

 Obligation Request and Status (ORS) (3 Original Copies) Requesting Party

1. Travelling Expenses

A. Local Travel

 Approved Travel Order (1 Original) Concerned Employee

 Itinerary of Travel (1 Original) Concerned Employee

 Air Ticket Travel Order, if applicable (1 Photocopy) Concerned Employee

 Special Order, if applicable(1 Photocopy) Concerned Employee /Human Resource
Development Service

 Additional Requirements for Reimbursement Concerned Employee
 Certificate of Travel Completed (1 Original) Concerned Employee /Head of Office-Place of
 Certificate of Appearance (1 Original)

 Paper/Electronic Plane Ticket, if applicable (1 Destination
Concerned Employee /Airline Company

Original) Concerned Employee /Ticketing Office
 Boat or Bus Tickets, if applicable (1 Original)

Page 22 of 135


 Taxi or Transport Receipts (1 Original) Concerned Employee /Taxi Driver
 Boarding Pass (1 Original) Concerned Employee /Airline Company
 Terminal Fee Tickets/Stubs (1 Original) Concerned Employee /Airline Company
 “Annex A” Certification of Expenses not Requiring Concerned Employee

Receipts, if applicable (1 Original) General Services Division (GSD)
 Trip Ticket, if applicable (1 certified true copy)
B. Foreign Travel Office of the Secretary (for DENR
 Approved Travel Authority (1 Original) Undersecretaries down to Employees)
Office of the President (for the Secretary)
 Approved Itinerary of Travel (1 original) Concerned Employee
 Letter of Invitation of Host/Sponsoring country (1 original) Host Country
 Flight Itinerary (1 original) Airline Company/Ticketing Office/Travel Agency
 Authority from the Office of the President to claim Office of the President

representation expenses, if applicable (1 original) Concerned Employee
 Certificate of Appearance/Attendance (original) Concerned Employee
 Certificate of Travel Completed (original) Concerned Employee /Airline Company
 Plane Ticket, if applicable (1 original) Concerned Employee Airline Company
 Boarding Pass, if applicable (1 original) International Civil Service Commission (ICSC) of
 Daily Subsistence Allowance (DSA) Rate (1 photocopy) United Nations
Concerned Employee
 Narrative Report on Participation (1 original)
2. Training Expenses End –User
Property and Supply Management Division
A. Training/Seminar/Workshop (PSMD)
 Approved Purchase Request (1 Original) Property and Supply Management Division
 Notice of Award (1 Original) (PSMD)
Property and Supply Management Division
 Approved Notarized Contract (1 Original) (PSMD)

 Notice to Proceed (1 Original)

Page 23 of 135


 Bids and Awards Committee Resolution (1 Original) Property and Supply Management Division
(PSMD)
 Special Order/Authority (signed by the Head of Office) (1 End –User
Photocopy)
End –User/ Service Providers
 Quotations from at least three (3) PhilGEps registered
suppliers (1 Original) Property and Supply Management Division
(PSMD)
 Abstract of Quotation duly noted by Head of Office and End –User
Approved by Director’s Level (1 Original)
End –User
 Attendance Sheet with Heading/Event/Date/Venue certified
by the Requesting Party (1 Original) Service Provider

 Certificate of Acceptance signed by the Requesting Party End –User
(1 Original)
End –User
 Statement of Accounts/Billing Statement/Official Receipt (1 End –User
Original) Service Provider
End –User/ Service Providers
 Approved Project Procurement Management Plan (PPMP)
(1 Photocopy) Property and Supply Management Division
(PSMD)
B. Meetings End –User
 Approved Notice of Meeting (1 Original)
 Purchase Request (1 Original) Service Providers
 Service Agreement (1 Original)
 At least three (3) Quotations (certified by the Requesting End –User
Party) (1 Original)
 Abstract of Quotation duly noted by Head of Office and End –User
Approved by Director’s Level (1 Original)
 Certificate of Acceptance signed by the Requesting Party
(1 Original)
 Sales or Charge Invoice/ Statement of Accounts (1
Original)
 Attendance Sheet certified by the Requesting Party (1
Original)
 Approved Project Procurement Management Plan (PPMP)
(1 Photocopy)

Page 24 of 135


3. Mandatory Expenses Electricity and Water Service Provider (Meralco
A. Water and Electricity and Manila Water)
 Billing Statement /Statement of Account (1 Original)
Telecommunication Service Providers (PLDT/
B. Communication/Telephone Expenses Smart/ Globe)
 Billing Statement/Statement of Account (1 Original) General Services Division (GSD)

 Certification that Phone calls are Official in Nature (1 Gasoline Service Center
Original) Motorpool Section, General Services Division
(GSD)
C. Gasoline Motorpool Section, General Services Division
 Billing Statement /Statement of Account (1 Original) (GSD)
 Vehicle Trip Ticket (1 Original) Gasoline Service Center
General Services Division (GSD)
 Fuel/Oil/Lubricants Requisition and Issue Slip (1 Original)
Property and Supply Management Division
 Charge Invoice (1 Original) (PSMD)
 Daily Trip Record (1 Original) Janitorial Service Provider
D. Janitorial Services Janitorial Service Provider
 Duly signed and notarized Contract with Certificate of General Services Division (GSD)

Availability of Funds (1 certified true copy) Janitorial Service Provider
 Billing Statement/Statement of Account (1 original) Requesting Party
 Duly approved Daily Time Record (1 original)
 Certification of Service Rendered (1 original) Property and Supply Management Division
 Duly approved Attendance Sheet with total number of (PSMD)
Security Service Provider
hours/days worked by individual janitors (1 original) Security Service Provider
 Letter Request for additional Janitorial Personnel, if

applicable (1 Original)
E. Security Services

 Duly signed and notarized Contract with Certificate of
Availability of Funds (1 certified true copy)

 Billing Statement/Statement of Account (1 original)
 Duly approved Daily Time Record (1 original)

Page 25 of 135


 Certification of Service Rendered (1 original) General Services Division (GSD)
 Duly approved Attendance Sheet with total number of
Security Service Provider
hours/days worked by individual security guards (1 Procurement Management Section -PSMD
original) Property and Supply Management Division
 BAC Resolution (1 certified true copy) (PSMD)
 Terms of Reference (1 Photocopy)
Concerned Employee
4. Salaries of Individuals Hired under Contract of Service
 Contract duly signed, notarized with certificate of Concerned Employee
availability of funds (1 original copy and 2 certified true
copies for initial claim, 1 photocopy for succeeding claims) Concerned Employee
 Accomplishment Report approved by Requesting Party (1
original copy) Concerned Employee/Requesting Party
 Approved Daily Time Record and duly verified by Property and Supply Management Division
Personnel Division (1 original copy) (PSMD)
Property and Supply Management Division
5. Consultancy Services (PSMD)
 Approved Purchase Request (1 original) Procurement Management Section – PSMD, and
 Three (3) Quotations (1 original) PhilGEPS

 Abstract of Quotation duly noted by Head of Office and Property and Supply Management Division
Approved by Director’s Level (1 Original) (PSMD)
Property and Supply Management Division
 PhilGEPS Posting Reference Number & Award Notice (PSMD)
Abstract (for transactions amounting to more than Property and Supply Management Division
P50,000.00) (1 original) (PSMD)
Consultant
 Notice of Award (1 original) Consultant and Requesting Party

 Signed and notarized contract with Certificate of
Availability of Funds (1 original)

 Notice to Proceed (1 original)

 Terms of Reference (1 original)
 Approved Expected Outputs/deliverables (1 original)

Page 26 of 135


 Copy of Approved Manning Schedule (1 original) Consultant
 Copy of Curriculum Vitae of the Consultants & staff (1 Consultant

original) Requesting Party
 Approved Project Procurement Management Plan (PPMP)
Records Division
/ Supplemental Project Procurement Management Plan Supplier
(SPPMP) Concerned Special Disbursing Officer (SDO)
(1 photocopy) Requesting Party/Concerned Office
6. Replenishment of Cash Advances Requesting Party/Concerned Office
 Special Order (1 photocopy) Inspection & Pre-Acceptance Committee (IPC)
 Official Receipts/Sales Invoices (1 original) Property Management Section-PSMD
 Replenishment Report (1 original) Motorpool Section-General Services Division
 Approved Purchase Request (1 original) Suppliers
 Certificate of Emergency Purchase (1 original) Requesting Party/Concerned Office
 Certificate of Inspection and Acceptance (1 original)
 Report of Waste Materials, in case of repair (1 original) Supply Management Section - PSMD
 Approved trip ticket for gasoline expenses (1 original) Inspection & Pre-Acceptance Committee (IPC)
 Three (3) Quotations from suppliers (original) Requesting Party/Administrative Service
 Abstract of Quotations (1 original) Procurement Management Section-PSMD
7. Supplier/Contractor/Service Provider Service Provider
A. Repair and Maintenance of Motor Vehicles/Equipment Inspection & Pre-Acceptance Committee
 Duly signed Purchase Order (1 original) (IPC)/PSMD
 Pre-repair Evaluation/Inspection Report (1 original) Service Providers
 Approved Job Order Request (1 original) Property and Supply Management Division
 BAC Resolution (1 certified true copy) (PSMD)
 Warranty Certificate (1 original) Concerned Requesting Party/Office
 Inspection & Acceptance Report (1 original)

 Three (3) Quotations from Suppliers (1 original)
 Abstract of Quotation duly noted by Head of Office and

Approved by Director’s Level (1 Original)
 Certificate of Acceptance (1 original)

Page 27 of 135


 Approved Project Procurement Management Plan (PPMP) Property Management Section-PSMD
(1 photocopy)
General Services Division
 Vehicle Repair Request (1 original) Property Management Section-PSMD
 Waste Materials Report (1 original) Supply Management Section - PSMD
 Request for Inspection (1 original) Inspection & Pre-Acceptance Committee (IPC)
 Post Inspection Report (1 original) Service Provider
 Service Invoice (1 original) Procurement Management Section – PSMD, and
 PhilGEPS Posting Reference Number & Award Notice PhilGEPS

Abstract (for transactions amounting to more than Motorpool Section-General Services Division
P50,000.00)
 Quality Control Inspection Report (1 original) Requesting Party
B. Printing Procurement Management Section -PSMD
 Purchase Request (1 original) Property and Supply Management Division
 BAC Resolution (1 certified true copy) (PSMD)
 Abstract of Quotation duly noted by Head of Office and Suppliers
Approved by Director’s Level (1 Original)
 Three (3) Quotations from suppliers (original) Property and Supply Management Division
8. Procurement of Office Supplies Through Procurement (PSMD)
Service Requesting Party
 Agency Procurement Request (APR) (1 Certified True
Copy) Personnel Division
 Approved Purchase Request 1 original)
9. Government Share for Mandatory Deductions Concerned Employee/ Personnel Division
 Payroll/List of Personnel with Corresponding amount of Concerned Employee/ Personnel Division
Government Share on GSIS, Pag-ibig, Philhealth) (1 Concerned Employee/ Personnel Division
original)
10. Salaries and Wages
A. First Salary
 Duly approved Appointment (1 Certified True Copy)
 Oath of Office (1 Certified True Copy)
 Certificate of Assumption (1 Certified True Copy)

Page 28 of 135


 Statement of Assets, Liabilities and Net Worth (1 Certified Concerned Employee/ Personnel Division
True Copy)
Concerned Employee
Additional Requirements (for transferees from one Personnel Division
government office to another) Personnel Division
 Office Clearance (1 Certified True Copy) Personnel Division
 Certificate of Available Leave Credits (1 original) Personnel Division
 Service Record (1 original)
B. Salary (if deleted from the payroll) Concerned Employee
 Approved Daily Time Record (1 original)
 Copy of Payroll (1 Certified True Copy) Office of the Clerk of Court
11. Allowances and Other Similar Expenses Legal Service
A. Special Counsel Allowance
 Office Order/Designation/Letter of the OSG deputizing Legal Service/ Accounting Division

the claimant to appear in court as special counsel (1 Legal Service
photocopy)
 Certificate of Appearance issued by the Office of the Personnel Division
Clerk of Court (1 original) Personnel Division
 Certification that the cases to be attended by the lawyer Personnel Division
personnel are directly related to the nature/function of the
particular office represented (1 original)
 Certification issued by the concerned lawyer and Agency
Accountant that the amount being claimed is still within
the limitation (1 original)
 Certification that the case is not pursuant to Motion for
Extension of postponement of hearing (1 original)
B. Loyalty Award Bonus
 Certification of years in service (1 original)
 Service Record (1 original)
C. Step Increment
 Notice of Step Increment (NOSI) /Notice of Salary
Adjustment (NOSA) (1 Certified True Copy)

Page 29 of 135


 Approved Appointment in case of promotion (1 Certified Malacañang Office/Personnel Division

True Copy)

D. Monetization

 Special Allotment Release Order (SARO) (1 Certified Department of Budget and Management (DBM)

True Copy)

 Notice of Cash Allocation (NCA) (1 Certified True Copy) Department of Budget and Management (DBM)

 Matrix of Computation, if applicable (1 original) Personnel Division

 Application for Leave (1 Certified True Copy) Concerned Employee/ Personnel Division

 Notice of Step Increment (NOSI) (1 Certified True Copy) Personnel Division

 Service Record (1 Certified True Copy) Personnel Division

E. Terminal Leave

 Special Allotment Release Order (SARO) (1 Certified Department of Budget and Management (DBM)

True Copy)

 Notice of Cash Allocation (NCA) (1 Certified True Copy) Department of Budget and Management (DBM)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSONS
BE PAID TIME RESPONSIBLE

1. Submit Obligation 1. Receive and record in

Request and Status (ORS) Logbook all ORS with

signed by the Head, complete supporting

Requesting Office/ documents and sort into Receiving/Releasing
categories. Clerk
Authorized None 1 Hour
Budget Division
Representative with

complete supporting

Documents to Budget

Division for review and

evaluation.

1.1. Batch up several ORS

and forward to None 1 Hour Receiving/Releasing
concerned Processor (per batch) Clerk
or Controller assigned
per Office. Budget Division

Page 30 of 135


1.2. Batch up several None 1 Hour Processor/Controller
ORS. None (per batch) Budget Division

1.3. Review/check the None Maximum of 3
accuracy of the None Days
prepared ORS and the
completeness of the (per batch)
supporting
documents.

Verify availability of Processor/Controller
allotment, encode in Budget Division
the ORS system,
indicate generated
number in the ORS,
and initial Box B.

1.4. 3.2 Batch up several

ORS and forward to

the Chief/ Assistant 1 Hour Processor/Controller
(per batch) Budget Division
Chief Budget
2 Hours Chief/
Division/Section Chief (per batch) Assistant Chief/
Section Chief
in accordance with Budget Division

Manual of Approval.

1.5. Batch up several ORS

prior to

signing/approval

Page 31 of 135


1.6. Review and Sign Box Maximum of 3 Chief
B of ORS Days (Above Php 50,000.00)

None (per batch) Assistant Chief/
Section Chief
1.7. Record documents to None 1 Hour (50,000.00 and below)
logbook None (per batch)
None Budget Division
1.8. 5.1 Batch up several 1 Hour Receiving/Releasing
ORS into category per (per batch)
kind of claim and Clerk
forward to Accounting Budget Division
Division
Receiving/Releasing
TOTAL: Clerk

Budget Division

7 days

Page 32 of 135


CITIZEN’S CHARTER NO. CO-AF-06. PROCESSING OF DISBURSEMENT VOUCHER (DV)

The Disbursement Voucher (DV) is a form used to pay an obligation to employees/individuals/agencies/creditors
for goods purchased or services rendered. It shall be prepared by the Requesting Office. The Accounting Division shall
stamp on the face of DV the date of receipt from the requesting office.

Office or Division: Accounting Division (AD)-Financial and Management Service, DENR Central Office

Classification: Simple to Complex

Type of Transaction: G2G - Government to Government

G2C - Government to Citizen

G2B - Government to Business

Who may avail: All Permanent, Casual and Contractual Personnel and Officials of DENR Central,

Regional, PENR and CENR Offices, Bureaus (including Central and Regional Offices),

and Head of Attached Agencies and External Creditors/Suppliers

CHECKLIST OF REQUIREMENTS* WHERE TO SECURE

Mandatory Expenses

a. Water & Electricity

 Approved Obligation Request & Status (ORS) (2 Budget Division

original)

 Billing Statement/Statement of Account (1 original) Electricity and Water Service Providers (Meralco &

Maynilad)

b. Communication Services/Telephone

 Approved Obligation Request & Status ORS) (2 Budget Division

original)

 Billing Statement/Statement of Account (1 original) Telecommunication Service Providers

(PLDT/Smart/Globe)

 Certification that phone calls are official in nature (1 General Services Division (GSD)

original)

Janitorial Services

 Approved Obligation Request & Status (ORS) (2 Budget Division

original for initial claim, 1 photocopy for succeeding

claims)

Page 33 of 135


 Duly signed and notarized Contract with Certificate of PSMD
Availability of Funds (1 certified true copy) Janitorial Service Provider
Janitorial Service Provider
 Billing Statement/Statement of Account (1 original) General Services Division
 Duly Approved Daily Time Record (1 original) Janitorial Service Provider
 Certification of Service Rendered (1 original) Procurement Management Section-PSMD
 Duly approved attendance sheet with total no. of Budget Division

hours/days worked by Individual janitors (1 original) PSMD
 BAC Resolution (1 certified true copy) Security Service Provider
Security Services Budget Division
 Approved Obligation Request & Status (ORS) (2
Concerned Individual
original for initial claim, 1 photocopy for succeeding
claims) Concerned Individual
 Duly signed and notarized Contract with Certificate of Concerned Individual
Availability of Funds (1 certified true copy)
 Billing Statement/Statement of Account (1 original) Budget Division
Salaries of Individuals Hired under Contract of Service Personnel Division
 Approved Obligation Request & Status (ORS) (2 Personnel Division
original for initial claim, 1 photocopy for succeeding Personnel Division
claims)
 Contract duly signed, notarized with certificate of
availability of funds (1 original copy and 2 certified
true copies for initial claim, 1 photocopy for
succeeding claims)
 Accomplishment Report approved by Requesting
Party (1 original copy)
 Approved Daily Time Record and duly verified by
Personnel Division (1 original copy)
First Salary of Permanent Employees
 Approved Obligation Request & Status (2 original)
 Duly approved Appointment (1 certified true copy)
 Oath of Office (1 certified true copy)
 Certificate of Assumption (1 original)

Page 34 of 135


 Statement of Assets, Liabilities & Net Worth (1 Concerned employee
certified true copy)
Concerned employee
 Approved Daily Time Record and duly verified by
Personnel Division (1 original ) Concerned employee

 BIR Certificate of Registration (Form 1902) (1 certified Budget Division
true copy)
Records Division/Designated Special Disbursing Officer
Cash Advances (Except for Travels) (SDO)
 Approved Obligation Request & Status (ORS) (2 Accounting Division
original)
 Special Order for Special Disbursing Officer/Petty Designated Special Disbursement Officer (SDO)
Cash Custodian (1 photocopy)
 Certification from the Accountant that previous cash Budget Division
advances have been liquidated (1 original)
 Fidelity Bond (1 photocopy) Supply Management Section - PSMD
Inspection & Pre-Acceptance Committee (IPC)
Supplier/Contractor/Service Provider Requesting Party/Administrative Service
a. Repair and Maintenance of Motor Vehicles/Equipment Procurement Management Section-PSMD
Service Provider
 Approved Obligation Request & Status (ORS) (2 Inspection & Pre-Acceptance Committee (IPC)/PSMD
original) Service Providers
Concerned Requesting Party/Office
 Duly signed Purchase Order (1 original) Concerned Requesting Party/Office
 Pre-repair Evaluation/Inspection Report (1 original) Property Management Section-PSMD
 Approved Job Order Request (1 original)
 BAC Resolution (1 certified true copy) General Services Division
 Warranty Certificate (1 original) Property Management Section-PSMD
 Inspection & Acceptance Report (1 original)
 Three (3) Quotations from Suppliers (1 original)
 Abstract of Quotations (1 original)
 Certificate of Acceptance (1 original)
 Approved Project Procurement Management Plan

(PPMP) (1 photocopy)
 Vehicle Repair Request (1 original)
 Waste Materials Report (1 original)

Page 35 of 135


 Request for Inspection (1 original) Supply Management Section - PSMD
 Post Inspection Report (1 original) Inspection & Pre-Acceptance Committee (IPC)
 Service Invoice (1 original) Service Provider
 PhilGEPS Posting Reference Number & Award Procurement Management Section – PSMD, and
PhilGEPS
Notice Abstract (for transactions amounting to more
than P50,000.00) Motorpool Section-General Services Division
 Quality Control Inspection Report (1 original)
b. Catering Services Budget Division
 Approved Obligation Request & Status (ORS) (2
original) Requesting Party/Concerned Office/Administrative
 Approved Purchase Request (1 original) Service
Requesting Party/Concerned Office
 Signed Notice of Meeting/Special Order (1 original) Requesting Party/Concerned Office
 Attendance Sheet Certified by Requesting Party (1
Requesting Party/Concerned Office
original) Service Provider
 Certificate of Acceptance (1 original)
 Sales Invoice/Statement of Account/Official Receipt Service Providers

(1 original) Requesting Party/Concerned Office
 Three (3) Quotations (for transactions above Property Management Section, PSMD

P50,000.00 supplier must be PHILGEPS registered Property Management Section, PSMD
with posting) (1 original)
 Abstract of Quotations (1 original) Gasoline Service Center
 Catering Agreement (for transactions above Motorpool Section-General Services Division
P50,000.00 must be notarized) (1 original) Motorpool Section-General Services Division
 Copy of PHILGEPS Document Request List
(DRL)/Posting Reference Number/Award Notice
Abstract (1 computer generated)
c. Gasoline, Fuel, Oil & Lubricants
 Billing Statement/Statement of Account (1 original)
 Vehicle Trip Ticket (1 original)
 Requisition & Issue Slip (1 original)
Travelling Expenses - Local

Page 36 of 135


 Approved Obligation Request & Status (ORS) (2 Budget Division
original)
Concerned Employee
 Approved Travel Order (1 original) Concerned Employee
 Approved Itinerary of Travel (1 original) Concerned Employee
 Certificate of Travel Completed (1 original) Concerned Employee
 Certificate of Appearance (1 original) Concerned Employee/Bus Company
 Bus tickets, if applicable (1 original) Concerned Employee/Airline Company
 Plane tickets, if applicable (1 photocopy) Concerned Employee
 Boarding Pass, if applicable (1 original) Concerned Employee
 Terminal fee, if applicable (1 original) Concerned Employee
 Certification of Expenses not Requiring Receipts (per
Budget Division
COA Circular 2017-001), if applicable (1 original)
Travelling Expenses – Foreign Office of the Secretary (for DENR Usecs down to
employees)/Office of the President (for the Secretary)
 Approved Obligation Request & Status (ORS) (2 Requesting Party/Claimant
original) Host Country

 Approved Travel Authority (1 original) Airline Company/Ticketing Office/Travel Agency
Office of the President
 Approved Itinerary of Travel (1 original)
 Letter of Invitation of Host/Sponsoring country (1 Requesting Party/Claimant

original) Requesting Party/Claimant
 Flight Itinerary (1 original) Requesting Party/Claimant
 Authority from the Office of the President to claim Requesting Party/Claimant
Requesting Party/Airline Company
representation expenses (1 original) Requesting Party/Airline Company
 Bills/receipts for non-commutable representation

expenses approved by the President (1 original)
 Narrative Report on Participation (1 original)
 Certificate of Appearance/Attendance (1 original)
 Certificate of Travel Completed (1 original)
 Plane Ticket, if applicable (1 original)
 Boarding Pass, if applicable (1 original)

Page 37 of 135


 Daily Subsistence Allowance (DSA) Rate (1 International Civil Service Commission (ICSC) of United
photocopy) Nations

Replenishment of Cash Advances Budget Division
 Approved Obligation Request & Status (ORS) (2
original) Records Division
 Special Order (1 photocopy) Supplier
 Official Receipts/Sales Invoices (1 original) Concerned Special Disbursing Officer (SDO)
 Replenishment Report (1 original) Requesting Party/Concerned Office
 Approved Purchase Request (1 original) Requesting Party/Concerned Office
 Certificate of Emergency Purchase (1 original) Inspection & Pre-Acceptance Committee (IPC)
 Certificate of Inspection and Acceptance (1 original) Property Management Section-PSMD
 Report of Waste Materials, in case of repair (1
original) Motorpool Section-General Services Division
 Approved trip ticket for gasoline expenses (1 original) Suppliers
 Three (3) Quotations from suppliers (original) Requesting Party/Concerned Office
 Abstract of Quotations (1 original)
Budget Division
Consultancy Services
 Approved Obligation Request & Status (ORS) (2 Property Management Section-PSMD
original for initial claim, 1 photocopy for succeeding
claims) Consultant and Requesting Party
 Signed and notarized contract with Certificate of Consultant
Availability of Funds (1 certified true copy) Consultant
 Approved Expected Outputs/deliverables (1 original) Consultant
 Terms of Reference (1 original)
 Copy of Approved Manning Schedule (1 original) Consultant
 Copy of Curriculum Vitae of the Consultants & staff (1 Consultant/Concerned Office
original)
 Letter request for payment (1 original) Consultant
 Approved Consultancy Progress/Final Reports (1
original)
 Progress/Final Billing (1 original)

Page 38 of 135


Inter-Agency Fund Transfer

 Approved Obligation Request & Status (ORS) (2 Budget Division

original for initial claim, 1 photocopy for succeeding

claims)

 Approved Work and Financial Plan (1 certified true Implementing Agency

copy)

 Signed and notarized contract with Certificate of Implementing Agency

Availability of Funds (1 certified true copy)

 Certification from the Accountant that funds Accounting Division

previously transferred has been liquidated (1 original)

 Approved Project Expenditures or Estimated Implementing Agency

Expenses indicating the project objective and

expected output (1 original)

*Based on Commission on Audit (COA) Circular 2012-001 dated June 14, 2012 Revised Guidelines and Documentary

Requirements for Common Government Transactions. Other documentary requirements may be required for special

transactions.

CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSONS
TO BE TIME RESPONSIBLE
PAID

1. Budget RECEIVING

Division/Requesting

Party to submit the 1. Receive DVs with approved

duly accomplished DV ORS and supporting

with approved documents. None
Obligation Request
and Status (ORS) and 3 hours Administrative Assistant
complete supporting (by batch) Accounting Division

documents to

Accounting Division.

1.1. Stamp “Received”,

indicate time and date of None

receipt and initials.

Page 39 of 135


1.2. Assign DV number None
None
1.3. Record in the logbook the None
DV number and date,
name of payee, particular None
and amount. None

1.4. Attach and accomplish
the Document Tracking
by indicating the payee
name, number, date and
amount of DV, date and
time of receipt.

1.5. Forwards DVs with
approved ORS,
document tracking and
supporting documents to
the designated staff for
encoding in the
disbursement database.

1.6. Forwards the document
to designated staff for
processing.

PROCESSING

1.7. Indicate the date and time None 1 day Administrative Assistant
of receipt in the document Simple Accountant I
tracking. None Accountant II
None 3 days
1.8. Process DVs as to Complex Accounting Division
completeness and
propriety of supporting (by batch)
documents.

1.9. Compute for applicable
taxes, if any.

Page 40 of 135


1.10. Prepare Certificate of None
Taxes Withheld (BIR None
Form 2306/2307), if None
applicable. None

1.11. Prepare Accounting None
Entries in Box B of DV.

1.12. Affix initial in Box C of
DV.

1.13. Accomplishes the
document tracking by
indicating the date and
time when the processing
is completed

1.14. Forward DVs with
approved ORS,
document tracking and
supporting documents to
the designated staff for
indexing.

INDEXING

1.15. Indicate the date and time None 3 hours Administrative Assistant
of receipt in the document Accounting Division
tracking. None
None
1.16. Records DV date and
number, particulars and
amount in individual index
of payment.

1.17. Affix initial in Box C of
DV.

Page 41 of 135


1.18. Accomplish the document None
tracking by indicating the None
date and time when the
indexing is completed.

1.19. Forward DVs with
approved ORS,
document tracking and
supporting documents to
the Chief Accountant/
Asst. Chief Accountant /
Chief Disbursement
Section for review and
signature in Box C.

APPROVING

1.20. Indicate the date and time None 1 day Chief, Disbursement
of receipt in the document None (simple) Section
tracking. None
None 3 days (Below Php 500,000.00)
1.21. Review DVs with (complex)
approved ORS and None Assistant Chief
supporting documents. (per batch) Accountant/
Accountant IV
1.22. Sign /Certify Box C of DV
based on the Manual of (Php 50,000.00-
Authorities. 100,000.00)

1.23. Accomplish the document Chief Accountant,
tracking by indicating the Accountant V
date and time of
approval. (Php 100,000.00+)

1.24. Forward the duly signed Accounting Division
DVs and supporting
documents to the
Releasing Staff.

Page 42 of 135


RELEASING

1.25. Indicate the date and time None 2 hours Administrative Assistant
of release in the (by batch) Accounting Division
document tracking, and None
detach the same. None 3 days – 7 days
None
1.26. Forward the document None
tracking to assigned staff
for encoding in the
disbursement database.

1.27. Stamp “Released”;
indicate time and date in
the DV.

1.28. Release the duly signed
DVs together with
complete supporting
documents to Approving
Authority.
TOTAL:

Page 43 of 135


Note: Kind of Transaction
Classification  Salaries, wages, and other personnel benefits (RATA, etc. ) and compensation

Simple Transactions: of permanent/CARP employees
 Duly processed and  Services rendered under contract of service (consultants and other
certified simple
transactions in nature Professional Services
released three (3) days to  Remittances to various Lending/Financing Institutions (Land Bank, GSIS, Pag-
Approving Authority;
IBIG, Philhealth, etc.)
Complex Transactions:  Water/Electricity Expenses
 Requires further  Pre-travel and Reimbursement – local
verification, more time to  Plane fare
process, bulk documents  Funding Checks
to validate, needs  Registration and Insurance of Motor Vehicles (LTO / GSIS)
additional supporting  Registration fees for Seminar/Workshop
documents, with tax
implications  Inter-agency Fund Transfer
 Duly processed and  Replenishment of Cash Advances
certified complex  Contracts from Consultancy Services (Individual/Firms - Local and Foreign
transactions in nature
released seven (7) Nationals)
working days to Approving  Purchases of Supplies and Equipment (other than Proc. Service and amount is
Authority.
above P50,000.00)
 Hotel Accommodation (above P50,000.00)
 Catering Services
 Repairs and Maintenance of Buildings, Motor Vehicles, Equipment, etc.)
 Purchase/Job orders
 Fuel, Oil and Lubricants Expenses
 Purchase of Supplies from Procurement Service (DBM)

Page 44 of 135


CITIZEN’S CHARTER NO. CO-AF-07. PREPARATION, PROCESSING AND ISSUANCE OF
CHECKS/ADA

The issuance/ release of checks and LDDAP-ADA serves as a proof that disbursement/payment of authorized
obligation, expenditure incurred by DENR was settled.

Office or Division: Cashier Unit, General Services Division, DENR Central Office

Classification: Simple

Type of Transaction: G2B - Government to Business

G2C - Government to Citizen

G2G - Government to Government

Who may avail: All Permanent, Casual and Contractual Personnel and Officials of DENR Central,

Regional, PENR and CENR Offices, Bureaus (including Central and Regional Offices),

and Head of Attached Agencies

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

If LDDAP-ADA

1. Approved LDDAP-ADA (4 original) Accounting Division or Approving Official

2. Disbursement Voucher and supporting documents (4 Requesting Party or Property and Supply Management

original) Division (PSMD)

3. Obligation Request and Status (2 copies, original) Budget Division

4. Account/NCA balance (1 photocopy) Budget Division and DBM

If Check

1. Disbursement Voucher and supporting documents Requesting Party or PSMD

2. Obligation Request and Status (2 copies, original) Budget Division

3. Account/NCA balance (1 photocopy) Budget Division and DBM

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSONS
RESPONSIBLE
BE PAID TIME

1. Accounting Division/ 1. Receive and record in

Authorized Approving Logbook the approved Receiving/Releasing

Officials will submit LDDAP-ADA, DV, ORS None 30 min. Clerk (Administrative
LDDAP-ADA or and/or other supporting (per batch) Assistant)

disbursement Voucher documents.

with complete

Page 45 of 135


supporting documents Check completeness of
to the Cashier Division. signatories on the DVs, ORS
and/or LDDAP-ADA and
forward to concerned None 30 min. Cashier Staff (Cashier I)
Cashier Staff. (per batch)
1.1. Check the None
None
account/funding source None
and balance of Notice of
Cash Allocation (NCA)
against amount of the
DV.

Prepare Check and 30 min. Administrative Assistant
record in the Check and (per batch)
Advice to Debit Account
Disbursement Record 30 min. Chief Cashier
(CkADADRec.). (per batch)
1.2. Record Check/LDDAP- Receiving/Releasing
ADA particulars in the 30 min. Clerk (Administrative
Index of Payment and (per batch)
indicate Check/LDDAP- Assistant)
ADA number, date, bank
name and account
number in the portion E
of the DV.
1.3. Review and sign the
Check and the ADA
portion of LDDAP-ADA.

1.4. Record in the Logbook
and forward
Check/LDDAP-ADA with
supporting documents to

Page 46 of 135


Approving Officials based None 5 min. Depends on the Manual of
on Manual of Authorities. 1 hour Approval
1 hour
1.5. Receive Check/ADA, DV Director,
and other supporting Admin. Service or FMS
documents from Cashier
Section. (Php 5M & below)

1.6. Countersign Check and Assistant Secretary,
approves the LDDAP- Finance or Admin
ADA based on Manual of (Php 5M-10M)
Authorities.
Undersecretary,
None Admin. & Finance
(Php 10M-20M)
1.7. Forward the signed/ None
approved Check/LDDAP- Secretary
ADA with supporting (Php 20M +)
documents to cashier
Unit. Depends on the Manual of
Approval

Page 47 of 135


1.8. Receive the approved None 30 min. Cashier Staff
LDDAP-ADA with (per batch) Cashier Staff
supporting documents None Cashier Staff
and record in the None 30 min.
logbook. None (per batch)

Prepare the receiving 5 min.
copy and soft copy to be
forwarded to the Bank.
1.9. Receive the signed
check, DV and
supporting documents
and record particulars in
the Check Register.

Inform the
claimants/payee that the
check is ready for pick-
up/ the LDDAP-ADA was
forwarded to the bank
and to issue OR upon
crediting payment to their
account.
1.10. Release Check and Tax
Certificate to the payee
and sign the box D
portion of the DV and
attach the OR to the DV.

2. Receive check and sign
Box E of the DV, or
debited amount in ATM

Page 48 of 135


For service providers,
issue Official Receipt to
Cashier.

TOTAL: None 5 hours & 40 min.
+ 24-hour waiting time of the bank

Page 49 of 135


DENR CENR, PENR AND REGIONAL OFFICES

Admin and Finance Sector
(Internal and External Services)

Page 50 of 135


DENR Citizen's Charter (2019, 1st Edition)

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