DENR Citizen's Charter (2019, 2nd Edition)

DEPARTMENT OF ENVIRONMENT AND
NATURAL RESOURCES (DENR)

CITIZEN’S CHARTER

2019 (2nd Edition)

DEPARTMENT OF ENVIRONMENT AND
NATURAL RESOURCES (DENR)

CITIZEN’S CHARTER

2019 (2nd Edition)

Page 1 of 137

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 137

 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 137

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 OFFICES1 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

1 Implementing PENR Offices assumes the function of a CENR Office

Page 4 of 137

FORESTRY SECTOR (EXTERNAL SERVICES)

RO-F-01 Issuance of Certificate of Tree Plantation Ownership (CTPO) 77
80
RO-F-02 Issuance of Self-Monitoring Form (SMF) 82
85
RO-F-03 Issuance of Certificate of Verification (COV) 88

RO-F-04 Application for Chainsaw Registration 91

RO-F-05 Issuance of Tree Cutting and/or Earthballing Permit For 96
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 104
Survey Claimant
108
RO-L-02 Issuance of Survey Authority 112
118
RO-L-03 Application for Free Patent (Agricultural) 124
126
RO-L-04 Application for Free Patent (Residential)

FEEDBACK AND COMPLAINTS

LIST OF OFFICES

Page 5 of 137

DENR CENTRAL OFFICE

Admin and Finance
(Internal and External Services)

Page 6 of 137

CITIZEN’S CHARTER NO. CO-AF-01. IS
RECORDS/APPEAL/MOTION FOR RECONSIDERA

This Service is made upon request of DENR personne
Appeal/ Motion for Reconsideration, etc. being filed in the DEN

Office or Division: Records Management Div

Classification: Simple

Type of Transaction G2C - Government to Citi

G2G - Government to Go

Who may avail: Internal: Permanent Emp

Offices, Bureaus (includin

External: External Cliente

CHECKLIST OF REQUIREMENTS

1. Duly accomplished customer request form (1 original)

2. Government issued ID (present 1 original)

Additional if from the Government Sector

3. Official Letter Request (1 original)

Additional if applicant is a representative

4. SPA for representative (1 original, notarized)

CLIENT STEPS AGENCY ACTION F

1. Accomplish request 1. Check the
form and forward to completeness of
Receiving/ Releasing submitted
Clerk. requirements, stamp
the date and time on
documents and
forward all documents
to action officer.

1.1. Verify all
requirements, indicate
amount to be paid in

Page 7

SSUANCE OF CERTIFICATION OF NO
ATION, ETC.

el, official or external party for a Certification of No Records/
NR. The purpose for the request is included in the Certification.

vision (RMD), DENR Central Office

izen
overnment
ployees of DENR Central, Regional, PENR and CENR
ng Central and Regional Offices), and Attached Agencies
ele who are authorized party or representative

WHERE TO SECURE
Receiving Area, RMD, Basement
Requesting Party

Requesting Party

Requesting Party, Private Lawyer or Notary Public

FEES TO BE PROCESSING PERSONS

PAID TIME RESPONSIBLE

None 5 min. Receiving/Releasing Clerk
RMD

None 20 min. Action Officer/
7 of 137 Administrative Officer

RMD

the Request Form,
and verify availability
of the requested
document.
1.2. Approve and sign
Request Form.

1.3. Prepare/Approve
Order of Payment,
and forward the same
to requesting party.

2. Pay to the Cashier the 2. Accept payment and e
Certification Fee, and issue Official Receipt. O
receive Official Receipt.

3. Forward Official 3. Check the Official
Receipt and prepare
Receipt to RMD. the requested
Certification.

3.1. Determine accuracy
and initial the
Certification.

3.2. Determine accuracy
of the Certification
and affix signature.

3.3. Release the approved
Certification to the
customer.

Page 8

None 5 min. Chief Administrative
5 min. Officer
None RMD

Php 25.00 Action Officer/
except when Administrative Officer
covered by
Official Letter RMD

Request 5 min. Action Officer/
None Administrative Officer
15 min.
None 2 min. Cashier Section
5 min.
None 5 min. Action Officer/
Administrative Officer
None
RMD

Action Officer/
Administrative Officer

RMD
Chief Administrative

Officer
RMD

Receiving/Releasing Clerk
RMD

8 of 137

4. Received the approved Forward the received
Certification. Customer Request
Form to Action Officer
for filing.
4. File the Customer
Request Form.

TOTAL:

Page 9

None 5 min. Action Officer/
Php 25.00 Administrative Officer

RMD

1 hour & 12 min.

9 of 137

CITIZEN’S CHARTER NO. CO-AF-02. DOC
CIRCULATION DOCUMENTS*

Document Authentication is made by a requesting party
true copy of a record issued by the DENR and being filed in the
is included in the Request Form.

Office or Division: Records Management Di

Classification: Simple

Type of Transaction G2B - Government to Bu

G2C - Government to Cit

G2G - Government to Go

Who may avail: All Permanent, Casual a

Regional, PENR and C

Offices), and Head of Atta

CHECKLIST OF REQUIREMENTS

1. Letter Request or Request Form (1 original) R

2. Government issued ID (present 1 original) R

Additional if from the Government Sector

3. Official Letter Request (1 original) R

CLIENT STEPS AGENCY ACTION

1. Accomplish request 1. Receive, check, and
form and forward to stamp date and time on
Receiving/ Releasing document.
Clerk.
1.1. Upload the document
to Document Tracking
System.

1.2. Forward document to
the concerned Action
Officer.

Page 10

CUMENT AUTHENTICATION FOR GENERAL

y (DENR personnel, official or external clientele) for a certified
e Records Management Division. The purpose for the request

ivision (RMD), DENR Central Office

usiness
tizen
overnment
and Contractual Personnel and Officials of DENR Central,
CENR Offices, Bureaus (including Central and Regional
ached Agencies; and External Clientele

WHERE TO SECURE
Requesting Party, or Receiving Area, RMD
Requesting Party

Requesting Party

FEES TO PROCESSING PERSONS
RESPONSIBLE
BE PAID TIME

None 5 min. Receiving/Releasing Clerk
RMD

None 5 min. Receiving/Releasing Clerk
None 5 min. RMD

Receiving/Releasing Clerk
RMD

0 of 137

1.3. Check the availability
of records, process
the request, indicate
amount to be paid in
the Request Form.

1.4. Approve and affix
signature on the
Request Form.

1.5. Prepare Order of
Payment and forward
the same to
requesting party.

2. Receive the Order of 2. Accept payment and P
Payment, and pay to issue Official Receipt.
the Cashier the
Certification Fee.

t

2.1. Check the Official
Receipt and
photocopy for filing.

Photocopy the
requested documents,

Page 11

None 15 min. Action Officer/
5 min. Administrative Officer
None 5 min.
RMD
None
Action Officer/
Php 50.00 Administrative Officer
Per set +
Php 5.00 Chief Administrative
per page Officer
RMD
except
those with Receiving/Releasing Clerk
RMD
Official
Letter 5 min. Cashier Staff
Request Cashier Section

None 20 min. Action Officer/
Administrative Officer

RMD

1 of 137

stamp “Certified True
Copy” and affix initial
on the stamp, and
forward to Chief,
RMD.

2.2. Sign in the
stamp/certified
documents.

2.3. Release the approved
Authentication to the
customer and forward
the received Customer
Request Form to
Action Officer.

3. Receive the certified 3. File the Customer

documents/records. Request Form and

attachments.

P
TOTAL:

*Confidential and Top Secret Documents are subject for appr

Page 12

None Time No. of Chief Administrative
30 min. Pages Officer
1 hour 1-20 RMD
2 hours 21-50

1 day 51-
100
200+

None 5 min. Receiving/Releasing Clerk
RMD

None 5 min. Action Officer/
Administrative Officer

RMD

Php 50.00 1 hour & 45 min. -
Per set + 1 day, 1 hour & 15 min.
Php 5.00
per page
roval of the Secretary.

2 of 137

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

The Bidders may be asked to pay a fee to recover th
Documents pursuant to the Guidelines on the Sale of the Biddin
the prospective bidders upon payment of the corresponding cos

Office or Division: Bids and Awards Committee

Classification: Simple

Type of Transaction: G2B - Government to Busin

Who may avail: Prospective Bidder/s

CHECKLIST OF REQUIREMENT

1. Present One (1) Valid Company Identification Card

2. Official Receipt (1 photocopy with accompanying

original)

CLIENT STEPS AGENCY ACTION FEES

1. Present original and 1. Receive copy of Ph
submit copy of Official Official Receipt, 7
Receipt as proof of and issue Copy of
payment as indicated in the Bidding
the invitation to bid (ITB) Documents.
for the Bidding
Documents. 2. Maintain registry
of Bidders who
2. Receive copy of Bidding purchased the
Documents, register in Bidding
the logbook and Documents.
acknowledge receipt of
Bidding Documents.

TOTAL : Ph

*Fees of Bidding Documents based on Section 5.0, Appendix
(IRR) of Republic Act (RA) No. 9184.

Page 13

DDING DOCUMENTS

he cost for the preparation and development of the Bidding
ng Documents. The BAC shall issue the bidding documents to
st thereof.

e (BAC) Secretariat, PSMD, DENR Central Office

ness

WHERE TO SECURE
1. Prospective Bidder Company
2. Cashier, DENR Central Office

S TO BE PAID PROCESSING PERSONS
TIME RESPONSIBLE

hp 500.00 – 10 min. BAC Secretariat
75,000.00* 10 min. BAC Secretariat

hp 500.00 – 20 minutes
75,000.00

x 8 of the 2016 Revised Implementing Rules and Regulations

3 of 137

Approved Budget for the Contract (Php)
500, 000 and below
More than 500,000 up to 1 Million
More than 1 Million up to 5 Million
More than 5 Million up to 10 Million
More than 10 Million up to 50 Million
More than 50 Million up to 500 Million
More than 500 Million

Page 14

Maximum Cost of Bidding Documents (Php)
500.00

1,000.00
5,000.00
10,000.00
25,000.00
50,000.00
75,000.00

4 of 137

CITIZEN’S CHARTER NO. CO-AF-04. PROCES
PURCHASE ORDER (PO), JOB ORDER (JO),
CONTRACTS

This service serves as a proof whether there is/are ava

Office or Division: Accounting Division, Finan

Classification: Simple to Complex

Type of Transaction: G2G - Government to Gove

G2C - Government to Citiz

G2B - Government to Busin

Who may avail: DENR Central, Regional,

Regional Offices), and Hea

CHECKLIST OF REQUIREMENTS*

If Initial Contract of Communication/Telephone and

Gasoline

a. Contract (1 certified copy)

b. Annual Procurement Plan (APP) (1 certified copy)

If Supplier/Contractor/Service Provider

a. Purchase Order (P.O.)

 Purchase Order (1 original)

 Purchase Request (1 original)

 BAC Resolution (1 certified copy)

 Abstract of Quotations (1 original)

 Quotations (3 original per supplier)

 Special Order, if applicable (1 photocopy)

b. P.O. Through Direct Contracting

 Purchase Request (1 original)

 BAC Resolution (1 certified copy)

 Quotations (3 original per supplier)

Page 15

SSING AS TO AVAILABILITY OF FUNDS OF
CONTRACT OF SERVICE (COS) AND OTHER

ailable funds for the purpose.
ncial and Management Service, DENR Central Office

ernment
zen
ness

PENR and CENR Offices, Bureaus (including Central and
ad of Attached Agencies and External Creditors/Suppliers

WHERE TO SECURE

Service Provider or Requesting Party
Procurement Unit or Section

Procurement Unit or Section
Requesting Party
Bids and Awards Committee (BAC) Secretariat
Requesting Party & BAC Secretariat
Service Provider
Requesting Party, Regional Office or Central Office

Requesting Party
BAC Secretariat
Service Provider

5 of 137

 Distributor Certificate or Sworn Certificate of
Guarantee Exclusive Distributorship Agreement (if
applicable) (1 photocopy)

c. Repair and Preventive Maintenance of Motor Vehicles
 Approved Obligation Request & Status (ORS) (2
original)
 Approved Purchase Request (1 original)

 Notice of Award (1 original)
 Notice to Proceed (1 original)

 BAC Resolution (1 certified true copy)
 Request for Quotation (1 original)
 Abstract of Quotation (1 original)

 Quotation (at least three (3) (1 original)
 Project Procurement Management Plan (PPMP) (1

photocopy)
 Pre-repair Evaluation/Inspection Report (1 original
 Approved Job Order Request (1 original)
 Vehicle Repair Request (1 original)
 Certificate of Earmarking of Funds (1 original)
 PhilGEPS Posting Reference Number & Award

Notice Abstract (for transactions amounting to
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

Service Provider or BAC Secretariat
f

s
Budget Division

Requesting Party/Concerned Office/Administrative
Service
Supply Management Section - PSMD
Supply Management Section – PSMD/Administrative
Service
Procurement Management Section-PSMD
Procurement Management Section-PSMD
Procurement Management Section-PSMD/General
Services Division
Service Providers
1 Procurement Management Section-PSMD

l) Inspection & Pre-Acceptance Committee (IPC)
Requesting Party/Administrative Service
General Services Division
Budget Division
Supply Management Section - PSMD

2 Budget Division

Requesting Party/Concerned Office/Administrative
Service
Supply Management Section - PSMD

6 of 137

 Notice to Proceed (1 original)

 BAC Resolution (1 certified true copy)
 Request for Quotation (1 original)
 Abstract of Quotation (1 original)

 Quotation (at least three (3)) (1 original)
 Certificate of Earmarking of Funds (1 original)
 Project Procurement Management Plan (PPMP) (1

photocopy)
 PhilGEPS Posting Reference Number & Award

Notice Abstract (for transactions amounting to
more than P50,000.00) (1 computer generated)
If Agency Procurement Request (APR)
a. Purchase Request (3 original)
If Contract
a. Notarized Contract (3 original)
b. Purchase Request (1 original)
c. TOR (1 original)
d. Letter Intent/Proposal (1 original)
e. Curriculum Vitae (1 original)
If Salaries of Contract of Service
a. Notarized Contract (3 original)
*Based on Commission on Audit (COA) Circular 2012-001 d
Requirements for Common Government Transactions

CLIENT STEPS AGENCY ACTION

1. Budget Division RECEIVING
forwards the Original
PO, JO, COS and 1. Receive the POs, JOs, Contra
other contracts with of Service and other contracts

Page 17

Supply Management Section – PSMD/Administrative
Service
Procurement Management Section-PSMD
Procurement Management Section-PSMD
Procurement Management Section-PSMD/General
Services Division
Service Providers

1 Procurement Management Section-PSMD

Supply Management Section - PSMD

Requesting Party

Requesting Party, BAC Secretariat or Service Provider
Requesting Party
Requesting Party
Service Provider
Service Provider

Requesting Party, BAC Secretariat or Service Provider
ated June 14, 2012 Revised Guidelines and Documentary

FEES PROCESSING PERSONS
TO BE TIME RESPONSIBLE
PAID

act None 3 hours Administrative Assistant
(per batch) Accounting Division

s

7 of 137

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 an
Accounting Division. initials.

1.2. Record in the logbook the
number, date, name of
supplier, particular and
amount.

1.3. Attach and accomplish the
Document Tracking by
indicating the payee/suppl
name, number, date and
amount of PO, date and tim
of receipt.

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
designated staff for
processing.

PROCESSING

1.6. Indicate the date and time
receipt in the document
tracking.

Page 18

e
nd None

PO
None

e
lier None
me

g
None

o the 1 day Administrative Assistant/
None (simple) Accountant I/
Accountant II
of None 3 days
(complex) Accounting Division
8 of 137

1.7. Process the POs, JOs, CO
and other contracts with
approved ORS as to
completeness and propriet
of supporting documents.

1.8. Initial on the funds availab
portion of the PO.

1.9. Accomplish the document
tracking by indicating the d
and time when the process
is completed.

1.10. Forward the POs, JOs, CO
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
receipt in the document
tracking.

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

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

Page 19

OS (per batch)

None
ty

ble
None

date
sing None

OS

g
None

of None 3 hours Administrative Assistant
Accounting Division
x of None
s
O. None

9 of 137

1.14. Accomplish the document
tracking by indicating the d
and time when the indexin
completed.

1.15. Forward the POs, JOs, CO
and other contracts to the
Department Chief
Accountant/Asst. Chief
Accountant /Chief
Disbursement Section for
review and signature in the
Funds Available portion of
PO.

APPROVING

1.16. Indicate the date and time
receipt in the document
tracking.

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

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

1.19. Accomplish the document
tracking by indicating the d
and time of approval.

1.20. Forward the documents to
Releasing Staff.

Page 20

date
ng is None

OS

None

e
f the

of None 1 day Chief, Disbursement
(simple) Section
OS
None 3 days (Below Php 500,000.00)
(complex)
lity Assistant Chief
None (per batch) Accountant/
Accountant IV
date None
o the (Php 50,000.00-
100,000.00)
None
0 of 137 Chief Accountant,
Accountant V

(Php 100,000.00+)

Accounting Division

RELEASING

1.21. Detach the document
tracking; Indicate the date
and time of release.

1.22. Forward to assigned staff f
encoding in the disbursem
database.

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

1.24. Release the duly
certified/signed PO to the
Property and Supply
Management (PSMD).

TOT

Notes:
Classification

Simple Transactions
 Duly processed and certified simple transactions in na
released three (3) days to Approving Authority;

Complex Transactions
 Requires further verification, more time to process, bu
documents to validate, needs additional supporting
documents, with tax implications
 Duly processed and certified complex transactions in
nature released seven (7) working days to Approving
Authority.

Page 21

None

for None 2 hours Administrative Assistant
ment None (per batch) Accounting Division

te

None

TAL: None 3 days - 7 days

Kind of Transaction
 Services rendered under contract of service
ature (consultants and other Professional Services)

 Contracts from Consultancy Services
ulk (Individual/Firms - Local and Foreign Nationals)

 Purchases of Supplies and Equipment (other
than Proc. Service and amount is above
P50,000.00)

 Hotel Accommodation (above P50,000.00)

1 of 137

CITIZEN’S CHARTER NO. CO-AF-05. PROCESS
(ORS) FOR ALL DISBURSEMENT VOUCHERS, CO

This Form shall be used by the Requesting/Originating
per General Appropriations Act Release Document (GAAR
document attached in the processing of claims.

Office or Division: Budget Division, DENR C

Classification: Complex

Type of Transaction G2B - Government to Bus

G2C - Government to Cit

G2G - Government to Go

Who may avail: All Permanent, Casual a

Office, Contractors, Supp

CHECKLIST OF REQUIREMENTS

General Requirements

 Disbursement Voucher DV, if applicable (3 Origina

Copies)

 Obligation Request and Status (ORS) (3 Original C

1. Travelling Expenses

A. Local Travel

 Approved Travel Order (1 Original)

 Itinerary of Travel (1 Original)

 Air Ticket Travel Order, if applicable (1 Photocopy

 Special Order, if applicable(1 Photocopy)

 Additional Requirements for Reimbursement
 Certificate of Travel Completed (1 Original)
 Certificate of Appearance (1 Original)

 Paper/Electronic Plane Ticket, if applicable

Original)
 Boat or Bus Tickets, if applicable (1 Origina

Page 22

SING OF OBLIGATION REQUEST AND STATUS
ONTRACTS AND OTHER TRANSACTIONS

g Offices in the utilization of their approved budget allocations
RD) and other budget laws/ authority. ORS is a supporting

Central Office

siness
tizen
overnment
and Contractual Personnel and Officials of DENR Central
pliers and Service Providers

WHERE TO SECURE

al Requesting Party

Copies) Requesting Party

Concerned Employee
Concerned Employee
y) Concerned Employee
Concerned Employee /Human Resource
Development Service

Concerned Employee
Concerned Employee /Head of Office-Place of
Destination
(1 Concerned Employee /Airline Company

al) Concerned Employee /Ticketing Office

2 of 137

 Taxi or Transport Receipts (1 Original)
 Boarding Pass (1 Original)
 Terminal Fee Tickets/Stubs (1 Original)
 “Annex A” Certification of Expenses not Req

Receipts, if applicable (1 Original)
 Trip Ticket, if applicable (1 certified true cop
B. Foreign Travel
 Approved Travel Authority (1 Original)

 Approved Itinerary of Travel (1 original)
 Letter of Invitation of Host/Sponsoring country (1 or
 Flight Itinerary (1 original)
 Authority from the Office of the President to claim

representation expenses, if applicable (1 original)
 Certificate of Appearance/Attendance (original)
 Certificate of Travel Completed (original)
 Plane Ticket, if applicable (1 original)
 Boarding Pass, if applicable (1 original)
 Daily Subsistence Allowance (DSA) Rate (1 photoc

 Narrative Report on Participation (1 original)
2. Training Expenses

A. Training/Seminar/Workshop
 Approved Purchase Request (1 Original)
 Notice of Award (1 Original)

 Approved Notarized Contract (1 Original)

 Notice to Proceed (1 Original)

Page 23

quiring Concerned Employee /Taxi Driver
Concerned Employee /Airline Company
Concerned Employee /Airline Company
Concerned Employee

py) General Services Division (GSD)

riginal) Office of the Secretary (for DENR
Undersecretaries down to Employees)
Office of the President (for the Secretary)
Concerned Employee
Host Country
Airline Company/Ticketing Office/Travel Agency
Office of the President

copy) Concerned Employee
Concerned Employee
Concerned Employee /Airline Company
Concerned Employee Airline Company
International Civil Service Commission (ICSC) of
United Nations
Concerned Employee

End –User

Property and Supply Management Division
(PSMD)
Property and Supply Management Division
(PSMD)
Property and Supply Management Division
(PSMD)

3 of 137

 Bids and Awards Committee Resolution (1 Original

 Special Order/Authority (signed by the Head of Offi
Photocopy)

 Quotations from at least three (3) PhilGEps register
suppliers (1 Original)

 Abstract of Quotation duly noted by Head of Office
Approved by Director’s Level (1 Original)

 Attendance Sheet with Heading/Event/Date/Venue
by the Requesting Party (1 Original)

 Certificate of Acceptance signed by the Requesting
(1 Original)

 Statement of Accounts/Billing Statement/Official Re
Original)

 Approved Project Procurement Management Plan (
(1 Photocopy)

B. Meetings
 Approved Notice of Meeting (1 Original)
 Purchase Request (1 Original)
 Service Agreement (1 Original)
 At least three (3) Quotations (certified by the Reque
Party) (1 Original)
 Abstract of Quotation duly noted by Head of Office
Approved by Director’s Level (1 Original)
 Certificate of Acceptance signed by the Requesting
(1 Original)
 Sales or Charge Invoice/ Statement of Accounts (1
Original)
 Attendance Sheet certified by the Requesting Party
Original)
 Approved Project Procurement Management Plan (
(1 Photocopy)

Page 24

l) Property and Supply Management Division
ice) (1 (PSMD)
red End –User

End –User/ Service Providers

and Property and Supply Management Division
(PSMD)

certified End –User

g Party End –User

eceipt (1 Service Provider
(PPMP) End –User

esting End –User
End –User

Service Provider
End –User/ Service Providers

and Property and Supply Management Division
g Party
(PSMD)
End –User

1 Service Providers
y (1 End –User
(PPMP) End –User

4 of 137

3. Mandatory Expenses
A. Water and Electricity
 Billing Statement /Statement of Account (1 Origina

B. Communication/Telephone Expenses
 Billing Statement/Statement of Account (1 Original

 Certification that Phone calls are Official in Nature
Original)

C. Gasoline
 Billing Statement /Statement of Account (1 Origina
 Vehicle Trip Ticket (1 Original)

 Fuel/Oil/Lubricants Requisition and Issue Slip (1 O

 Charge Invoice (1 Original)
 Daily Trip Record (1 Original)
D. Janitorial Services
 Duly signed and notarized Contract with Certificate

Availability of Funds (1 certified true copy)
 Billing Statement/Statement of Account (1 original)
 Duly approved Daily Time Record (1 original)
 Certification of Service Rendered (1 original)
 Duly approved Attendance Sheet with total number

hours/days worked by individual janitors (1 original)
 Letter Request for additional Janitorial Personnel, i

applicable (1 Original)
E. Security Services

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

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

Page 25

al) Electricity and Water Service Provider (Meralco
and Manila Water)

l) Telecommunication Service Providers (PLDT/
Smart/ Globe)

e (1 General Services Division (GSD)

al) Gasoline Service Center
Original)
Motorpool Section, General Services Division
(GSD)
Motorpool Section, General Services Division
(GSD)
Gasoline Service Center

General Services Division (GSD)

e of Property and Supply Management Division
(PSMD)
Janitorial Service Provider
Janitorial Service Provider
General Services Division (GSD)

r of
) Janitorial Service Provider
if Requesting Party

e of Property and Supply Management Division
(PSMD)
Security Service Provider
Security Service Provider

5 of 137

 Certification of Service Rendered (1 original)
 Duly approved Attendance Sheet with total number

hours/days worked by individual security guards (1
original)
 BAC Resolution (1 certified true copy)
 Terms of Reference (1 Photocopy)

4. Salaries of Individuals Hired under Contract of Servic
 Contract duly signed, notarized with certificate of
availability of funds (1 original copy and 2 certified t
copies for initial claim, 1 photocopy for succeeding
 Accomplishment Report approved by Requesting P
original copy)
 Approved Daily Time Record and duly verified by
Personnel Division (1 original copy)

5. Consultancy Services
 Approved Purchase Request (1 original)
 Three (3) Quotations (1 original)

 Abstract of Quotation duly noted by Head of Office
Approved by Director’s Level (1 Original)

 PhilGEPS Posting Reference Number & Award Not
Abstract (for transactions amounting to more than
P50,000.00) (1 original)

 Notice of Award (1 original)

 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 origina

Page 26

General Services Division (GSD)
r of

ce Security Service Provider
Procurement Management Section -PSMD
true Property and Supply Management Division
claims) (PSMD)
Party (1
Concerned Employee

Concerned Employee

Concerned Employee

Concerned Employee/Requesting Party
Property and Supply Management Division
(PSMD)
and Property and Supply Management Division
(PSMD)
tice Procurement Management Section – PSMD, and
PhilGEPS

Property and Supply Management Division
(PSMD)
Property and Supply Management Division
(PSMD)
Property and Supply Management Division
(PSMD)
Consultant
al) Consultant and Requesting Party

6 of 137

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

original)
 Approved Project Procurement Management Plan (

/ Supplemental Project Procurement Management
(SPPMP)
(1 photocopy)
6. Replenishment of Cash Advances
 Special Order (1 photocopy)
 Official Receipts/Sales Invoices (1 original)
 Replenishment Report (1 original)
 Approved Purchase Request (1 original)
 Certificate of Emergency Purchase (1 original)
 Certificate of Inspection and Acceptance (1 original
 Report of Waste Materials, in case of repair (1 origi
 Approved trip ticket for gasoline expenses (1 origin
 Three (3) Quotations from suppliers (original)
 Abstract of Quotations (1 original)
7. Supplier/Contractor/Service Provider
A. Repair and Maintenance of Motor Vehicles/Equipmen
 Duly signed Purchase Order (1 original)
 Pre-repair Evaluation/Inspection Report (1 original)
 Approved Job Order Request (1 original)
 BAC Resolution (1 certified true copy)
 Warranty Certificate (1 original)
 Inspection & Acceptance Report (1 original)

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

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

Page 27

Consultant
f (1 Consultant

(PPMP) Requesting Party
Plan

l) Records Division
inal) Supplier
nal) Concerned Special Disbursing Officer (SDO)
Requesting Party/Concerned Office
nt Requesting Party/Concerned Office
) Inspection & Pre-Acceptance Committee (IPC)
Property Management Section-PSMD
and Motorpool Section-General Services Division
Suppliers
Requesting Party/Concerned Office

Supply Management Section - PSMD
Inspection & Pre-Acceptance Committee (IPC)
Requesting Party/Administrative Service
Procurement Management Section-PSMD
Service Provider
Inspection & Pre-Acceptance Committee
(IPC)/PSMD
Service Providers
Property and Supply Management Division
(PSMD)
Concerned Requesting Party/Office

7 of 137

 Approved Project Procurement Management Plan (
(1 photocopy)

 Vehicle Repair Request (1 original)
 Waste Materials Report (1 original)
 Request for Inspection (1 original)
 Post Inspection Report (1 original)
 Service Invoice (1 original)
 PhilGEPS Posting Reference Number & Award No

Abstract (for transactions amounting to more than
P50,000.00)
 Quality Control Inspection Report (1 original)
B. Printing
 Purchase Request (1 original)
 BAC Resolution (1 certified true copy)
 Abstract of Quotation duly noted by Head of Office
Approved by Director’s Level (1 Original)
 Three (3) Quotations from suppliers (original)
8. Procurement of Office Supplies Through Procuremen
Service
 Agency Procurement Request (APR) (1 Certified T
Copy)
 Approved Purchase Request 1 original)
9. Government Share for Mandatory Deductions
 Payroll/List of Personnel with Corresponding amou
Government Share on GSIS, Pag-ibig, Philhealth)
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