Release of Obligational and/or Disbursement Authorities for Terminal Leave, Retirement Gratuity Claims, Monetization of Leave Credits, and Trust Receipts

Details: 01.May

Obligational and disbursement authorities from various sources (e.g. General Appropriations Act, Special Account in the General Fund, among others) are released to national government agencies (NGAs), local government units (LGUs), state universities and colleges (SUCs), government owned and controlled corporations (GOCCs), and other government instrumentalities.

Office or Division

OFFICE OR DIVISION:	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)
CLASSIFICATION:	Highly Technical
TYPE OF TRANSACTION:	G2G - Government to Government
WHO MAY AVAIL:	All NGAs, LGUs, SUCs, GOCCs, and other Government Instrumentalities

Checklist of Requirements

Client Steps

{slider Administrative Service-Central Records Division (AS-CRD)}

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit agency request with complete 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	None	within 1 hour^[1]	Administrative Assistant (ADAS) I, and Administrative Officer (AO) III and V AS-CRD
1.1 None	1.1 For physical submission, upload all documents to the DMS and attach DMS-generated routing slip to the document For electronic submission, upload all documents to the DMS	None
1.2 Receive DMS-generated acknowledgement receipt (AR)	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	None
2. None	2. Route request to the Director	None	7 working days, 6 hours, 50 minutes	AO/ADAS BMBs A-F
3. None	3. Give instruction to Chief Budget and Management Specialist (CBMS)	None		Director BMBs A-F
4. None	4. Determine the following: ⮚ Actions to be taken ⮚ Complexity of the request^[2] ⮚ Technical staff to handle the request	None		CBMS BMBs A-F
5. None	5. Prepare action documents	None		Budget and Management Specialist (BMS) I, BMS II, Senior BMS (SRBMS) BMBs A-F
5.1 None	5.1 Evaluate request, tag the DMS Reference number of the request in the e-Budget System and prepare the following action documents: ⮚ Memorandum for the Secretary (MFS) ⮚ Obligational and/or Disbursement Authority/ies, i.e., Special Allotment Release Order (SARO)/ Notice of Cash Allocation (NCA)/ Advice of NCA Issued (ANCAI)/ Other attachments such as the LARP and LPAMLC for Monetization of NGA personnel/ Annexes/ Attachments	None		BMS I, BMS II, SRBMS BMBs A-F
5.2 None	5.2 Create SARO /NCA entry. Ensure that DMS Ref. No. is tagged in the e-Budget	None		BMS I, BMS II, SRBMS BMBs A-F
6. None	6. Review action documents	None	2 working days	Supervising BMS BMBs A-F
7. None	7. Review action documents	None	2 working days	CBMS BMBs A-F
8. None	8. Review action documents as to compliance with documentary requirements, format and computation	None	2 working days	Assistant Director BMBs A-F
9. None	9. Review and approve action documents	None		Director BMBs A-F
9.1 None	9.1 Verify and tag “Approve” in the e-Budget	None		Director BMBs A-F
10. None	10. Route approved SARO, NCA to the BTB-Central Printing and Releasing Unit (CPRU)	None		AO/ADAS BMBs A-F
11. None	11. Receive action documents	None	10 minutes	ADAS III BTB-CPRU
12. None	12. Sign action documents (approving authorities)	None	within 1hour	DBM Secretary OSEC
13. Access signed Obligational and/or Disbursement Authority/ies through the ADRS	13. Release the signed Obligational and/or Disbursement Authority/ies	None	1 hour	ADAS BTB-CPRU
13.1 Download Obligational and/or Disbursement Authority/ies ^[3]	13.1 Upload signed Obligational and/or Disbursement Authority/ies	None
13.2 None	13.2 Tag as “Released” in the e-Budget	None
TOTAL		None	14 working days, 1 hour, 10 minutes

{/sliders}

[1] Voluminous documents will be physically routed to the B/S/O concerned within the day

[2]Whether to be processed within 3 working days or more

[3] The corresponding SARO shall be automatically uploaded in the ADRS and shall be made available to the agency for viewing and printing. In the case of ANCAI and MRS-NCA, these shall be made available to the agency for viewing and printing through the ADRS within the next calendar day after receipt of NCA by the GSB.

Documentary Requirements

See Table

Table A2- Documentary Requirements for the Release of Obligational and/or Disbursement Authorities on Claims Terminal Leave and Retirement Gratuity Claims and Trust Receipts

DBM Service	Documentary Requirements
Retirement Gratuity Benefit (RGB) - For Government Service Insurance System (GSIS) and Non-GSIS Members (Optional/Compulsory Retirees)
1. Retirees under Republic Act (R.A.) No. 1616	SBR List of Actual Retirees to be Paid (LARP) Duly accomplished Application Retirement Form Authenticated copy of updated/complete Service Record and latest Notice of Salary Adjustment (with Certification of inclusive dates of Leave without Pay (LWOP) Letter of intent to retire Approved Application Letter of Retirement GSIS Clearance/Approval (for GSIS Members) Death Certificate for deceased retiree, Duly notarized Judicial or Extra Judicial Settlement of Estate, PSA Marriage Certificate for change of name of married women
2. Retirees under Special Laws	SBR Certification/computation showing other allowances and similar benefits authorized to be included in the computation of RG under R.A. No. 910 Retirement Orders issued by appropriate authorities of military and uniformed personnel Approved En Banc Resolution for members of the judiciary and lower courts, Head of the Appellate Courts for its Members (including Survivorship Pension) GSIS retirement voucher, if applicable Death Certificate for deceased retiree, Duly notarized Judicial or Extrajudicial Settlement of Estate PSA Marriage Certificate for change of name of married women Retirees under Republic Act No. 11054: Transition Plan containing the proposed organizational plan and the schedule of implementation Updated Personnel Services Itemization-Plantilla of Personnel (PSIPOP) of the different line departments/agencies as of December 31, 2018 Certification by the Bangsamoro Transition Authority (BTA) attesting that the employees included in the request are affected personnel of the BARMM, and shall not be absorbed Service Record of each of the affected personnel Latest CSC-attested Appointment Papers of each of the affected personnel Latest Notice of Salary Adjustment of each of the affected personnel
3. Terminal Leave Benefit (TLB)	SBR List of Retirees to be paid (LARP), supported by the following documents: Duly Accomplished Retirement Application Form (CSC Form 6) Certified True copy of the Updated Service Record, including dates of Leave Without Pay (LWOP), if any Statement of Leave Credits Earned with summary of computation of leave balance and amount requested (certified by the HRMO) Latest Notice of Salary Adjustment (NOSA) / Notice of Step Increment (NOSI) PSA Marriage Certificate, for change of name of married women Special Order on designation to administrative positions, if teaching personnel
4. Trust Receipts (includes donations 1 year or less)	Agency Request BTr Certification Certified True Copy of Deposit Slip validated by bank/Proof of receipt of trust or Official Receipt, if applicable Additional Supporting Documents (depending on type of request): Release of 10% Retention Money Certificate of Final Acceptance Trust Utilization Report i.e., Summary of Trust Fund Receipts Against Disbursement For BAC Honoraria Payroll for payment of BAC Honoraria Certified List of Awarded Contracts/Projects with date of award For refund of guarantee deposits to Utility Providers Demand Letter from the utility provider/s Certificate of Completion and/or Acceptance For refund of bidding documents to contractors due to cancellation of project/s or failure of bidding (Sec. 41 of RA 9184) Certified True Copy of the declaration of failure of bidding by the Head of Procuring Entity (HOPE) Demand letter from the Contractors For Inter-agency Transferred Funds Memorandum of Agreement, if applicable Approved extension of implementation period, if applicable For Bidders/Performance Bonds; Bid/Performance Security Agency certification that the undertaking or obligation has been faithfully performed or terminated, as the case may be
5. Release from PGF
5a. Monetization of Leave Credits of NGAs/SUC Employees	SBR List of Employees with Approved Application for Monetization of Leave Credits, if applicable Duly Accomplished Application for Leave (Civil Service Form No. 6, revised 2020) Latest NOSA / NOSI /Service Record or other equivalent document Other pertinent documents and other related issuances
5b. Pension Requirements of AFP retirees, veterans, uniformed retirees of the PNP, BFP, BJMP, PCG, NAMRIA, and other retirees whose pensions are funded by the National Government, i.e., OSG, OGCC, LRA, NLRC, PRC, ERC, PAO and DOJ-National Prosecution Service	SBR Latest FAR 1 and 1-A BED No.1 BED No. 2 BED No. 3 Updated List of Pensioners

General Solano Street
San Miguel, Manila
Philippines

Telephone No: 8657-3300
Email: osec@dbm.gov.ph

REPUBLIC OF THE PHILIPPINES

All content is in the public domain unless otherwise stated.

ABOUT GOVPH

Learn more about the Philippine government, its structure, how government works and the people behind it.