Release of Fund

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). The applicable set of documentary requirements may vary according to the nature of each transaction.

Office or Division

OFFICE OR DIVISION:	DBM Regional Offices (ROs) NCR, CAR, I-XIII
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

Client Steps

DBM Regional Offices (ROs)

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit agency request to 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 Records Control Coordinator (RCC)/ Document Management System (DMS) Focal Person DBM ROs
1.1 None	1.1 Upload all documents to DMS	None		RO 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 Divisions concerned, or to the Office of the Director	None		RO RCC/ DMS Focal Person DBM ROs
1.3 Receive DMS-generated acknowledgement receipt (AR)	1.3 Review request, and give instruction to the technical staff /division concerned, if applicable	None		CBMS / Director DBM ROs
2. None	2. Evaluate request and prepare the following, as applicable: ⮚ Working Paper/ Evaluation Report/ Memo Brief/ Processing Sheet, as applicable ⮚Letter to Agency/SUCs, as applicable	None	10 working days	BMS I and II, SRBMS, and Supervising BMS (SVBMS) DBM ROs
2.1 None	2.1 Prepare draft release documents, as applicable: ⮚SARO ⮚NCA ⮚Annexes ⮚ANCAI Ensure that DMS Ref. No. is tagged in e-Budget. Affix initials on draft fund release documents	None	10 working days
3. None	3. Review action documents and affix initials on draft fund release documents	None	5 working days	SVBMS/ CBMS DBM ROs
4. None	4. Review action documents and recommend approval of action documents. Tag as “For Approval” in e-Budget	None	3 working days	CBMS/Assistant Regional Director (ARD)
5. None	5. Review and approve action documents, and tag as “Approved” in e-Budget	None		ARD/Regional Director (RD) DBM ROs
6. None	6. Print approved action documents, for releases to DBP: ⮚ NCA; ⮚ Annexes; ⮚ Attachments, if any	None		BMS I and II, SRBMS and SVBMS/ RO-CPRU DBM ROs
7. None	7. Sign action documents, if applicable	None	2 hours	ARD/ RD DBM ROs
8. Access signed Obligational and/or Disbursement Authority/-ies in ADRS	8. Receive, dry seal, if applicable, and release Disbursement Authorities	None	1 working day, 3 hours	RO-CPRU/ Records Unit/ DMS Focal Person DBM ROs
8.1 Download Obligational and/or Disbursement Authority/-ies in ADRS[2]	8.1 Upload necessary additional attachments, as applicable, in ADRS	None
8.2 None	8.2 Tag as “Released” in e-Budget and DMS, applicable for DBP releases	None
8.3 None	8.3 File documents for Archiving	None
TOTAL		None	20 working days

[1]Assigned Officer of the Day

[2]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 e-Budget 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.

Documentary Requirements

See Table

Table D1- Documentary Requirements for the Release of Funds

DBM Service	Documentary Requirements
1. Miscellaneous Personnel Benefits Fund (MPBF)	Special Budget Request, including justification for Personnel Services (PS) deficiencies (i.e. Magna Carta Benefits, increase in Personnel Benefits, filling up of unfunded positions, etc.) BED No. 3, for cash allocation/NCA request Latest FAR No. 1 and FAR 1-A Duly Signed Matrix containing detailed computation of actual Personnel Services (PS) Requirements and date of appointment and assumption of duty of employees which is consistent with the updated PSIPOP
1.a. PS Deficiency	Special Budget Request BED No. 3 Latest FAR No. 1 / FAR No. 1-A Detailed computation of Actual PS Requirement showing list of personnel and corresponding back salaries and other benefits which is consistent with the updated PSIPOP HR-issued Certified True Copy of Decision on the case by competent/proper authority, as applicable
2. Monetization of Leave Credits of NGA/SUCs Employees	Special Budget Request Enhanced Matrix on the List of Personnel Availing Monetization of Leave Credits (LPAMLC)⁶⁰ BED No. 3, in case of cash allocation/NCA request
3. Special Allotment Release Order (SARO) and Notice of Cash Allocation (NCA) for Foreign-Assisted Projects (FAPs)
3.a. SARO – for FAPs under For Issuance of SARO/NCA^[1]	Special Budget Request Copy of Signed Foreign Loan/Grant/Donation Agreement including copy of the Appraisal Report Updated BED No. 1/Financial Plan, if there are revisions BED No. 2/Physical Plan, if there are revisions Updated Project Profile ICC Approval/ICC-Secretariat/NEDA Board Action Letter to the NGA/IA for additional work and change orders, if applicable
3.b. NCA for Foreign Assisted Projects^[2]	Special Budget Request Copy of Signed Foreign Loan/Grant/Donation Agreement including copy of the Appraisal Report Updated BED No. 1/Financial Plan, if there are revisions BED No. 2/Physical Plan, if there are revisions Updated Project Profile ICC Approval/ICC-Secretariat/NEDA Board Action Letter to the NGA/IA for additional work and change orders, if applicable
4. Modification in the Allotments Issued	Special Budget Request Latest FAR No. 1 and FAR No. 1A to show balances per 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”)
5. Additional NCA/s	Special Budget Request with List of Creditors/ Special Budget Request⁶³ for the Release of Additional NCA for Accounts Payable Latest FAR No. 1 Latest FAR No. 4, as applicable BED No. 3^[3] Computation of deficiency, as applicable Other documentary requirements, as applicable: Accounts Payable: FAR No. 3 Sub-Allotment: Certified True Copy of Sub-ARO Lapsed NCA: Justification Certification by the government servicing back that the NCA has lapsed
6. Trust Receipts	Special Budget Request BTr-NCAD / BTr Regional/District/ Provincial Office Confirmation/ Certification of Deposited National Collections (Trust Deposit) Report of collections and deposits duly signed by the Collecting Officer [4]Additional Supporting Documents, as applicable: Release of 10% Retention Money Certificate of Final Acceptance / Surety Bond, if applicable Trust Utilization Report i.e., Summary of Trust Fund Receipts Against Disbursement For BAC Honoraria: Certification on the Release of Funds for BAC Honoraria 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) or the Bids and Awards Committee (BAC) 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

[1] Process accomplished by RO National Capital Region only

[2]Process accomplished by RO National Capital Region only.

[3] May be URS-Generated BED No. 3 or manually-prepared Supplemental BED No. 3 for requests chargeable against non-agency specific budget, i.e. MPBF, PGF, RO Lump Sum

[4]In accordance with Section 1, Rule XIII of Joint Memorandum Circular No. 2019-001, The Implementing Rules and Regulations of RA 11032, otherwise known as the “Ease of Doing Business and Efficient Government Service Delivery Act of 2018”

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CHECKLIST OF REQUIREMENTS	TYPE AND NUMBER OF COPY	WHERE TO SECURE
See Table D1 for the applicable requirements based on the nature of the request	1 of each original copy	Requesting government entity unless indicated otherwise