This service pertains to financial transactions or requests by suppliers and employees relative to, among others, claims for delivered goods/supplies/services, or grants/liquidations/reimbursements of expenditures incurred during official business. The applicable set of documentary requirements may vary according to the nature of each transaction.
Office or Division
OFFICE OR DIVISION: | Regional Offices (ROs) NCR, CAR, I-XIII, Finance and Administrative Division (FAD) |
CLASSIFICATION: | Simple |
TYPE OF TRANSACTION: | G2G - Government to Government |
WHO MAY AVAIL: | DBM Suppliers, Officials and Employees |
Checklist of Requirements
CHECKLIST OF REQUIREMENTS |
TYPE AND NUMBER OF COPY |
WHERE TO SECURE |
See Table E1 for the applicable requirements based on the nature of the request
|
1 of each copy |
See Table E1 for the information on where to secure the applicable requirements based on the nature of the request* |
Client Steps
DBM Regional Office (DBM-ROs)
CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
1. Submit request to Records Unit/FAD |
1. Receive request |
None | 1 hour |
Document Management System (DMS) Focal Person/FAD
DBM ROs
|
2. None |
2. Evaluate the request and prepare financial document/s, as applicable:
|
None | 1 working day |
Accountant, Administrative Officer (AO) V (Budget officer), ADAS III (Senior Bookkeeper)
DBM ROs
|
3. None | 3. Review and recommend approval of request and financial document/s | None | 4 hours |
Chief Budget and Management Specialist Supervising AO/Chief AO
DBM ROs
|
4. None | 4. Recommend/ Review and approve financial document/s | None | 3 hours |
Assistant Regional Director (ARD)/ Regional Director (RD)
DBM ROs
|
5. None | 5. Prepare LDDAP-ADA/ ACIC through eMDS | None | 4 hours |
Cashier
DBM ROs
|
6. None | 6. Review and certify correctness of LDDAP-ADA/Check/ACIC; sign financial documents, and endorse to authorized singatory90 | None | 3 hours |
Accountant
DBM ROs
|
7. None | 7. Review and recommend/approve LDDAP-ADA/Check/ACIC | None |
Supervising AO / Chief AO/ ARD/ RD
DBM ROs
|
|
8. Receipt of financial document/s for payment of claims from FAD | 8. Release of financial document/s for payment of claim | None | 1 hour |
Cashier/FAD
DBM ROs
|
8.1 None | 8.1 Archive transaction in DMS | None |
RCC/ DMS Focal Person/ Cashier
DBM ROs
|
|
TOTAL | None | 3 working days | ||
* Prepared by the requesting entity unless indicated otherwise. |
Table E1
See Table
Table E1- Documentary Requirements for the Processing of Claims of Suppliers and Employees for Regional Offices (ROs)
DBM Service | Documentary Requirements | Where to Secure |
1. Grant of Cash Advances |
For all types of cash advances except for travel cash advances
Additional Documentary Requirements for Specific Transactions A. Payroll Funds for Salaries, Allowances, Honoraria and Other Similar Expenses
B. Petty Cash Fund
C. Field/Activity Current Operating Expenses (COE)
D. Traveling Expenses a. Local Travel
b. Foreign Travel
In case of seminar/training:
|
1. FAD 2. FAD
3. FAD
1. FAD
2. FAD
1. FAD
1. FAD
1. AS-CRD/FAD
2. FAD
3. FAD
4. Airline/ Ticketing Office/ Travel Agency
1. AS-CRD
2. FAD
3. FAD
4. Inviting host/agency/ organization
5. Airline/Ticketing Office/ Travel Agency
6. Airline/Ticketing Office/ Travel Agency
7. FAD
1. Inviting host/agency/ organization
2. Inviting host/agency/ organization
|
2. Liquidation of Cash Advances |
Payroll Funds for Salaries, Allowances, Honoraria and Other Similar Expenses
Petty Cash Fund
For meals and snacks charged to PCF:
Field/Activity Current Operating Expenses
Travelling Expenses
7. OR/eOR93/AR or equivalent in case of refund of excess cash advance Additional Documentary Requirements: Local Travel
Foreign Travel
|
6. FAD
7. FAD
8. FAD
9. FAD
10. Requesting entity
11. Requesting entity
12. Requesting entity
13. FAD
4. FAD 5. FAD 6. Inviting host/agency/ organization
7. Requesting entity
2. FAD
3. FAD
4. Hotel/Loding
1.Travel Agency or its equivalent
2. FAD
|
3. Monetization of Leave Credits of Personnel |
4. Justification on financial needs for the education of employee or children |
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