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) and MMDA (for DBM-NCR) |
Checklist of Requirements
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 |
Client Steps
DBM Regional Offices (ROs)
CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
1. Submit agency request to RO-Central Printing and Releasing Unit (RO-CPRU)/Records Unit |
1. Receive request |
None | 2 hours |
Budget Management Analyst (BMAN), 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 |
RO-CPRU/ 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 |
None | ||
2. None |
2. 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)
⮚ Advice of SARO (ASARO)
⮚Letter to Agency/SUCs
|
None | 10 working days |
BMAN, BMS I and II, SRBMS, and Supervising BMS (SVBMS)
DBM ROs
|
2.1 None | 2.1 Create a SARO/NCA entry. Ensure that DMS Ref. No. is tagged in eBudget | None | ||
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 |
Assistant Regional Director (ARD)
DBM ROs
|
5. None |
5. Review action documents and tag as “Approved” in e-Budget |
None |
Regional Director (RD) DBM ROs
|
|
6. None |
6. Print the approved action documents, as applicable:
⮚ NCA;
⮚ Annexes;
⮚ Attachments, if any
|
None | 2 hours |
BMAN, BMS I and II, SRBMS and SVBMS/ RO-CPRU
DBM ROs
|
7. None |
7. Sign action documents | None |
1 hour |
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 | None | ||
8.3 None | 8.3 File documents for Archiving | None | ||
TOTAL | 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) |
|
1.a. PS Deficiency |
|
2. Monetization of Leave Credits of NGA/SUCs Employees |
|
3. Special Allotment Release Order (SARO) and Notice of Cash Allocation (NCA) for Foreign-Assisted Projects (FAPs) | |
3.a. SARO – for FAPs under FLR[1] |
|
3.b. NCA for Foreign Assisted Projects[2] |
|
4. Modification in the Allotments Issued for SUCs |
|
5. Additional NCA/s |
Other documentary requirements, as applicable: Accounts Payable:
Sub-Allotment:
Lapsed NCA:
|
6. Trust Receipts |
[4]Additional Supporting Documents, as applicable: Release of 10% Retention Money
For BAC Honoraria:
For refund of guarantee deposits to Utility Providers:
For refund of bidding documents to contractors due to cancellation of project/s or failure of bidding (sec. 41 of RA 9184):
For Inter-agency Transferred Funds
For Bidders/Performance Bonds; Bid/Performance Security
|
[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”