Budget and Management Bureaus (BMBs) - A, B, C, D, E, and F, Budget Technical Bureau (BTB)-Central Printing and Releasing Unit (CPRU), Office of the Assistant Secretary/Undersecretary of Budget Preparation and Execution (BPE) Group, Office of the Secretary (OSEC), and Administrative Service-Central Records Division (AS-CRD)

CHECKLIST OF REQUIREMENTS

TYPE AND NUMBER OF COPY

WHERE TO SECURE

•  Physical submission - 1 original signed and complete set

• Electronic submission - 1 original digitally signed or clear scanned copy and complete set

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

1. Submit agency request and documentary requirements to AS-CRD or send  digital or clear scanned copy of the complete set of documents to the AS-CRD official email (This email address is being protected from spambots. You need JavaScript enabled to view it.)

1. Receive agency request and documentary requirements

within 1 hour^[1]

1.2 For physical submission, issue DMS-generated AR; and transmit  hardcopy to the BMB/s concerned

For electronic submission, send DMS-generated AR; and copy furnish the BMB concerned

9.1 Verify and tag “Approve” in the e-Budget

12.1 Tag “Approve” in the e-Budget

12.2 Send approved MFS and other authority/ies to the BTB-CPRU 

13. Authorized agency liaison officer to receive action documents from the CPRU ^[3]

Authorized agency liaison officer to sign on the receiving copy of the released documents, as applicable^[4]

13.1 Tag as “Released” in the e-Budget

1. Organization and Compensation Matters for GOCCs and Military/ Uniformed Personnel

For GOCCs:                                                                 

Staffing

1. Agency Request
2. Board Approval
3. Personnel Services Cost/Financial Implication
4. Justification
5. Existing and proposed organizational structure (if applicable)
6. Latest Plantilla of Position

In the case of Military/Uniformed Personnel:

Distribution/Modification

1. Agency Request
2. Endorsement of the agency request by the Department Secretary
3. Approval of the rank distribution/modification by the Department Secretary in the case of agencies under the Department of National Defense as well as the Bureau of Fire Protection and the Bureau of Jail Management and Penology under the Department of the Interior and Local Government (DILG), and Bureau of Corrections (BuCor) under the Department of Justice
4. Approval of the rank distribution/modification by the National Police Commission in the case
5. Proposed Rank Distribution vis-a-vis existing rank structure
6. Old and new organizational structure
7. Justification

1. Agency Request
2. Accountability reports as consolidated by the DFA or DOLE Home Office i.e., FSP Monthly Report of Income
3. BTr certification on actual income collected
4. Certified list of allotments and corresponding obligations incurred for the specific funds against which the disbursements shall be applied

3. Multi-Year Contracting Authority (MYCA) for Locally Funded Projects (LFPs)

1. Agency Request including Request for MYCA [Annex B of DBM Circular Letter (CL) No. 2023-7 dated May 17, 2023) and Funding Strategy (Annex C of CL No. 2023-7)]
2. Certification of the Agency Head that any procurement activity pertaining to the project to be covered by the MYCA has not been started yet as of date of request

 Additional requirements for capital and non-capital projects, as applicable:

[1] ICC Memorandum dated June 27, 2017: PhP2.5 Billion Project Cost Threshold for ICC Review/Approval of Project Proposal

[2] Supported with summary of project benefits including economic viability, if applicable, details of expected output/outcome, work & financial plan showing implementation schedule and the corresponding activities, and cost-benefit analysis for the project

[3] ICC Memorandum dated July 14, 2014: ICC Procedure on the Review/Approval Process for Public Buildings/Facilities Costing At Least PhP1 Billion

Other clearances required under existing taws, policies, rules and regulations, when applicable (for LFPs):

1. DICT endorsed ISSP for ICT projects
2. NTC clearance for acquisition of communication equipment
3. DENR geo-hazard certification; or Project Location with geo-tagged mapping or electronic photograph of the project location with certification
4. DPWH certification relative to project's conceptual plan
5. Approved Land Use Development and Infrastructure Plan of SUCs as evaluated and recommended by CHED

Additional requirement for Revised AFP Modernization Program

1. OP Approval

1. Agency Request
2. Request for LOC including a confirmation on the agency commitment
3. Copy of NEDA Board Resolution approving the PPP project
4. Joint Certification by the DOF and the PPP Center on the list of obligations and corresponding amounts committed by the NG for the PPP project
5. Agency Budget Strategy for the NG obligations in the PPP project
6. Agency Summary of the PPP Project term sheet containing its technical, economic, financial, social and environmental appraisal aspects
7. Status of Project i.e. % of completion

1. Agency Request Letter of Request for FOA
2. ICC-CC and/or NEDA Board Action Letters addressed to the Secretary of the NGA/IA
3. Project Evaluation Report (PER)
4. Appraisal Report or Minutes of Technical Discussions

1. Letter from the head of the requesting entity containing the following information:

1. Justification for the acquisition of the vehicle(s) disclosing the number, type, quantity, specifications and comparative costing of the requested vehicle;
2. User-official, deployment by organizational unit, and/or activities/purposes for which the vehicle will be used; and
3. Proof of authorization, fund source and its availability, as follows:

• For NGAs - for fund sources other than the GAA such as trust receipts, special accounts in the general fund and/or other authorized appropriation source: 1) certification by its Chief Accountant that funds for the acquisition are available; and 2) Bureau of the Treasury certification of deposited collection;
• For GOCCs, LWDs and SUCs - 1) Board resolution approving or authorizing the purchase of the motor vehicle/s; and 2) certification by its Chief Accountant that funds are included and available under the operating budget approved by the Board; and
• For LGUs - a certification from the local chief executive attesting that 1) a Sanggunian Resolution has been approved endorsing the purchase of motor vehicles; 2) the request for acquisition is part of the Local Development Investment Plan and Annual Investment Plan; and 3) funds are available for the purpose.

2. Duly accomplished Motor Vehicle Inventory and Re-fleeting Program Form (MVIRUP), as prescribed in Annex D of Budget Circular (BC) No. 2022-1 dated February 11, 2022, if not yet submitted during the year;

3. For replacements under Item 12.3 hereof, the following, as applicable, shall be submitted: a) Duly accomplished IIRUP (Annex E of BC No. 2022-1); b) a statement of the recurring repair/reconditioning expenses for the two-year period prepared by the General Services Division personnel or equivalent and certified by the agency head; and/or certification of emission testing results by accredited providers;

4. Approved Annual Procurement Plan for the year showing inclusion of the procurement of the motor vehicle; and

5. Endorsement letter from the Department Secretary, in the case of the attached NGAs, and the Local Water Utilities Authority in the case of LWDs.

1. Agency Request for Authority to Rent MV
2. Detailed justification for the rental of the vehicle(s) including the duration of the specific program, project and activity for which the vehicle(s) will be rented
3. Number, type and specifications of vehicle(s) to be rented and the proposed rate(s) including the period rental of MV
4. Certification of fund source and availability of funds
5. Copy of Board’s Secretary’s Certificate