Release of Funds Requiring DBM CO/OP Approval

Details: 03.May

The service pertains to the release of funds appropriated to decentralized national government agencies (DepEd, DPWH, DOH, TESDA, CHED), and state universities and colleges (SUCs) subject to the approval of the DBM Secretary and/or the Office of the President. 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, Administrative Service, Offices of the Assistant Secretary and Undersecretary for BPE Group, Office of the Assistant Secretary and Undersecretary for LGRO Group, and Office of the Secretary (OSEC)
CLASSIFICATION:	Highly Technical
TYPE OF TRANSACTION:	G2G - Government to Government
WHO MAY AVAIL:	SUCs and Decentralized NGAs (e.g., DepEd, DOH, TESDA, CHED, DPWH), MMDA for DBM-NCR, and MBLISTTDA (for DBM-CAR)

Checklist of Requirements

CHECKLIST OF REQUIREMENTS

TYPE AND NUMBER OF COPY

WHERE TO SECURE

For issuance of SARO including New Budgetary Provisions not included in the NEP/GAA

For Decentralized NGAs, except DPWH:

Special Budget Request
BED No. 1
BED No. 2
BED No. 3
Office of the President (OP) Approval for budgetary items tagged as such, as applicable (to be requested by the DBM from the OP once the request is evaluated by the DBM)

SUCs:

Special Budget Request
BED No. 1,2 and 3
Board Resolution

Infrastructure Projects

Project profile, based on the format of Budget Preparation (BP) Forms 202 (LFPs)/203 (FAPs)
DPWH clearance for building structural integrity/resiliency, signed picture of geo-tagged actual location of project/activity
DENR – for environmental clearance

Non-Infrastructure Projects

Project profile, based on the format of Budget Preparation (BP) Forms 202 (LFPs)/203 (FAPs)
DICT-endorsed Information Systems Strategic Plan (ISSP)
MITHI Steering Committee endorsement
Inventory/list and description for equipment, furniture and fixtures
Endorsement by the DOE-Inter-Agency Energy Efficiency and Conservation Committee (IAEECC) for Government Energy Efficiency Projects
Board Approved PRE
Certification on the Number of Qualified Enrollees for FHE
Consolidated Free Higher Education Billing Statement (Form 1)
Free Higher Education Billing Details/List of the Actual Number of Enrollees and fees authorized under R.A. No. 10931 certified correct by the chief accountant and approved by the head of the SUC (Form 2)

Centrally-Managed Items

List of specific implementing units (IUs) and amount allotted to each IU

Modification in the Allotments Issued (in the case of Decentralized Agencies)

Special Budget Request
Latest FAR No. 1 and FAR No. 1A to show balances per PAP and object of expenditure
BED No. 1, as revised
BED No. 2, as applicable
Justification for the proposed modification
Certification of Actual Deficiency and Sources of Funds identifying the affected P/A/Ps and objects of Expenditure (“From” and “To”) using the duly signed Modification Advice Form (MAF) based on the latest guidelines on the release of funds

Use of Savings for Augmentation of Deficient P/A/Ps

Special Budget Request
FAR No. 1
FAR No. 1A
BED No. 1
BED No. 2
Certification of how Savings were generated pursuant to existing guidelines
Justification
Details of Savings and Augmentation of Deficient P/A/Ps

1 of each original copy

Requesting government entity unless otherwise indicated

Client Steps

DBM Regional Offices (ROs)

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit agency request to RO Records Unit	1. Receive agency request	None	1 hour	Budget and Management Specialist (BMS) I and II, Senior BMS (SRBMS), or Supervising BMS (SVBMS)^[1]or RO-CPRU/ Records Control Coordinator (RCC)/ Document Management System (DMS) Focal Person DBM ROs
1.1 None	1.1 Upload all documents to DMS	None		RCC/ DMS Focal Person DBM ROs
1.2 Receive DMS-generated acknowledgement receipt (AR)	1.2 Issue DMS-generated AR and send hardcopy to Technical Division concerned	None		RCC/ DMS Focal Person DBM ROs
2. None	2. Evaluate request and prepare the following action documents: ⮚ Working / Evaluation / Processing Sheet ⮚ Information Letter to Agency/SUCs on submission of request to CO MFS ⮚Memorandum for the President, if requiring OP approval	None	10 working days	BMS I, II, SRBMS, or SVBMS DBM ROs
3. None	3. Review and recommend approval of action documents	None	5 working days	SVBMS / Chief BMS (CBMS) DBM ROs
4. None	4. Recommend/ Review and approve action documents	None	3 working days	Assistant Regional Director (ARD) / Regional Director (RD) DBM ROs
4.1 None	4.1 Initial/Sign draft action documents	None	3 working days
5. Receive Letter from RO-CPRU/Records Unit	5. Receive and release approved action documents	None	2 hours	RO-CPU/ Records Unit / DMS Focal Person DBM ROs
6. None	6. Receive recommendation	None	1 hour [2]	Administrative Assistant (ADAS) I, and Administrative Officer (AO) I, III and V AS-CRD
6.1 None	6.1 Upload all documents to DMS	None
6.2 None	6.2 Issue DMS-generated AR and send hardcopy/digital copy to Office of Assistant Secretary for BPE Group	None
7. None	7. Receive, record, and submit to Assistant Secretary for BPE Group	None	3 hours	Executive Assistant BPE Group
8. None	8. Review and endorse action documents	None	3 working days	Assistant Secretary BPE Group
9. None	9. Review and endorse the same to the Secretary	None	3 working days	Undersecretary BPE Group
10. None	10. Review and approve and sign MFS and action documents, and Memorandum for the Executive Secretary, if requiring OP approval	None	3 working days	DBM Secretary OSEC
11. None	11. Send approved action documents to AS-CRD	None	3 working days	Administrative Aide VI / EA IV OSEC
12. None	12. Release approved MFS and action documents, and Memorandum for the Executive Secretary, if requiring OP approval	None	2 hours	ADAS I, and AO I, III and V AS-CRD
13. None	13. Receive approved MFS/MFP	None	1 hour	BMS I, II, SRBMS, RVBMS DBM ROs [3]* or RO/ RCC/ DMS Focal Person* DBM ROs
13.1 None	13.1 Upload all documents to DMS	None
13.2 None	13.2 Submit approved action documents to Technical Division concerned	None
14. None	14. Evaluate request and prepare the following, as applicable: ⮚Working Paper/ Evaluation Report/ Processing Sheet, if applicable ⮚Special Allotment Release order (SARO) ⮚Notice of Cash Allocation (NCA) ⮚Annexes ⮚Advice of NCA Issued (ANCAI) ⮚Letter to Agency/SUCs	None	4 working days	BMS I, II, SRBMS, SVBMS DBM ROs
14.1 None	14.1 Create SARO/NCA entry. Ensure that DMS Ref. No. is tagged in e-Budget	None	4 working days	BMS I, II, SRBMS, SVBMS DBM ROs
15. None	15. Review action documents and affix initials on draft fund release documents	None	2 working days	SVBMS / CBMS DBM ROs
16. None	16. Review and recommend approval of action documents, and tag as “For Approval” in e-Budget	None	2 working days	ARD DBM ROs
17. None	16. Review and approve action documents, and tag as “Approved” in e-Budget	None	2 working days	RD DBM ROs
18. None	18. Print approved action documents, for releases to DBP: ➢ NCA, if applicable; ➢ Annexes; ➢ Attachments, if any	None	4 hours	BMS I and II, SRBMS and SVBMS/ RO-CPRU DBM ROs
19. None	19. Sign action documents, if applicable	None	2 hours	ARD/RD DBM ROs
20. Access signed Obligational and/or Disbursement Authority/ies in ADRS	20. Receive, dry seal, if applicable, and release necessary additional attachments, as applicable, in ADRS	None	1 working day	RO-CPRU/ Records Unit/ DMS Focal Person DBM ROs
20.1. Download Obligational and/or Disbursement Authority/ies in ADRS ^[4]	20.1 Upload signed Disbursement Authority/ies in ADRS	None
20.2 None	20.2 Tag as “Released” in e-Budget, applicable for DBP releases	None
TOTAL		None	35 working days

[1] Assigned Officer of the Day

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

[3] Assigned Officer of the Day

[4]The corresponding SARO shall be automatically uploaded in the ADRS and shall be made available to the agency for viewing and printing upon approval in the eBudget System. Upon release of SARO through ADRS, any adjustment shall be made through the issuance of a modification or a negative SARO. 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

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.