Processing of Claims of Suppliers and Employees (For Payment through LDDAP-ADA)

Details: 22.May

The Finance Service (FS) validates, evaluates, processes and approves requests for payment of claims of suppliers for the delivered goods/supplies and reimbursement of expenses incurred by employees while on official business. The FS-Accounting Division prepares and prints the LDDAP-ADA Form.

The processing in the Administrative Service (AS) – Cash Division starts from the receipt of LDDAP-ADA, Disbursement Voucher (DV), Obligation Request and Status (ORS) and supporting documents from the FS up to the submission of required action documents to the government-servicing bank.

OFFICE OR DIVISION:	Finance Service (FS), Administrative Service (AS)-Cash Division
CLASSIFICATION:	Simple
TYPE OF TRANSACTION:	G2G - Government to Government G2B - Government to Business
WHO MAY AVAIL:	Various Suppliers and Employees of the DBM Central Office

Checklist of Requirements

CHECKLIST OF REQUIREMENTS

TYPE AND NUMBER OF COPY

WHERE TO SECURE

Disbursement Voucher (DV)
Obligation Request and Status (ORS)
LDDAP-ADA and Summary of LDDAP-ADA Issued and Invalidated ADA Entries (SLIIE)
Advice of Checks Issued and Canceled (ACIC)
Payroll Register through Financial Data Entry System (FinDES)
Other supporting documents depending on the nature of transaction, based on COA Circular 2023-004 - Prescribing the Updated Documentary Requirements for Common Government Transactions, amending COA Circular No. 2012-001 dated June 14, 2012 (See Table A4)

Original (1 copy)
Original (1 copy)
Original (3 copies)
Original (1 copy)
Original (1 copy)
Original and certified true copy of supporting documents, depending on the requirement per COA Circular 2023-004

(1 copy each)

FS
To be prepared by the requesting party
FS
AS-Cash Division
AS-Cash Division
To be prepared by the requesting party

Client Steps

DBM Finance Service (FS) - Office of the Director

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Request claim through IPCS, and submit ORS and supporting documents	1. Receive ORS and supporting documents	None	30 minutes	Administrative Assistant (ADAS) I/Administrative Officer (AO) III FS-Office of the Director
2. None	2. Forward all documents to Budget Division	None	1 hour	ADAS I/III FS-Office of the Director
3. None	3. Receive documents and assign to respective budget officer for processing	None	1 hour	ADAS II FS-Budget Division
4. None	4. Review allotment availability and check completeness of documents	None	2 hours	AO II/IV/V FS-Budget Division
5. None	5. Record claim in SL of creditor/payee to monitor status of obligation	None	2 hours	AO II/IV/V FS-Budget Division
6. None	6. Obligate amount for indicated purpose, and post ORS in Registry of Allotments, Obligations and Disbursement (RAOD) with assigned ORS number	None	2 hours	AO II/IV/V FS- Budget Division
7. None	7. Certify availability of allotment, initial update on SL and sign Box B of the ORS	None	1 hour	Chief AO FS-Accounting Division
8. None	8. Forward all documents to Accounting Division	None	30 minutes	ADAS II FS-Accounting Division
9. None	9. Receive documents for processing	None	30 minutes	ADAS III FS-Accounting Division
10. None	10. Evaluate validity of claim, accuracy of amount and completeness of supporting documents	None	3 hours	Accountant U, II, III, IV FS-Accounting Division
11. None	11. Prepare DV journal entry and tax certificates	None	3 hours	Accountant U, II, III, IV FS-Accounting Division
12. Sign Box A of DV	12. Return DV to end-user for signature of Bureau/ Service/ Office (B/S/O) Head in Box	None	1 hour and 30 minutes	ADAS III FS-Accounting Division
13. None	13. Certify cash availability, completeness of supporting documents and determine if subject to ADA or Check. Sign Box C of DV	None	1 hour	Chief Accountant FS-Accounting Division
14. None	14. Prepare LDDAP-ADA based on signed DVs	None	1 hour	Accountant I FS-Accounting Division
15. None	15. Certify LDDAP-ADA prepared	None	30 minutes	Chief Accountant FS-Office of the Director
16. None	16. Forward LDDAP-ADA, DV and other supporting documents to FS Office of the Director	None	30 minutes	ADAS III FS-Accounting Division
17. None	17. Receive documents for processing and forward to FS Director	None	30 minutes	ADAS III/AO III FS-Office of the Director
18. None	18. Sign Box D of DV and Approved LDDAP-ADA payment	None	2 hours	Director FS
19. None	19. Forward approved LDDAP-ADA, DV and other supporting documents to t Administrative Service – Cash Division for processing of payment	None	30 minutes	ADAS I/III/AO II/V FS-Office of the Director
20. None	20. Receive approved LDDAP-ADA, SLIIE, DV and required supporting documents from FS	None	1 hour	Administrative Staff AS-Cash Division
21. None	21.Review LDDAP-ADA, and DVs and Bank Details of payees	None	2 hours	Administrative Officer (AO) AS-Cash Division
22. None	22. Prepare ACIC, FinDES, and Biller Data Entry System (BillerDES)	None	4 hours	AO AS-Cash Division
23. None	23. Review LDDAP-ADA prepared ACIC and Payroll Register (if applicable)	None	2 hours	Supervising AO AS-Cash Division
24. None	23. Review prepared LDDAP-ADA, SLIIE and other action documents, and sign those with amount less than 5M	None	4 hours	Chief AO AS-Cash Division
25. None	25. Counter sign ADA portion of LDDAP-ADA, ACIC and Payroll Register (if applicable) with amount less than 5M Sign ADA portion of LDDAP-ADA, ACIC and Payroll Register with amount of 5M and above	None	4 hours	Director AS Authorized Signatories delegated under DO. 15, s. 2023
26. None	26. Submit the following approved action documents to Landbank of the Philippines (LBP): Two (2) original copies of LDDAP-ADA and SLIIE Two (2) original copies of ACIC with softcopies FinDES file with softcopy; BlllerDES file with softcopy Note: LBP shall effect payment within the next two (2) banking days	None	3 hours	Administrative Staff AS-Cash Division
TOTAL		None	5 working days

General Solano Street
San Miguel, Manila
Philippines

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

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