DBM Service

Documentary Requirements

1.    Miscellaneous Personnel Benefits Fund (MPBF) / Administration of Personnel Benefits (APB)

1.    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.)

2.    BED No. 3, for cash allocation/NCA request

3.    Latest URS-generated FAR No. 1 and FAR 1-A

4.    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

1.    Special Budget Request

2.    BED No. 3, in case of cash allocation or NCA request

3.    Latest URS-generated FAR No. 1 / FAR No. 1-A

4.    Detailed computation of Actual PS Requirement showing list of personnel and corresponding back salaries and other benefits which is consistent with the updated PSIPOP

5.    HR-issued Certified True Copy of Decision on the case by competent/proper authority, as applicable

6.    Computation of NCA and SARO deficiency, as applicable

1.b Performance-based Bonus

For NGAs and SUCs

1.    TWG per Executive Order No. 61 Clearance / Approval on agency compliance with performance and good governance requirements

2.    Modified Form A – Department / Agency Performance Report and Evaluation Matrix

2.    Monetization of Leave Credits of NGA/SUCs Employees

1.    Special Budget Request

2.    Enhanced Matrix on the List of Personnel Availing Monetization of Leave Credits (LPAMLC)[1]

3.    BED No. 3, for cash allocation/NCA request

3.    Special Allotment Release Order (SARO) and Notice of Cash Allocation (NCA) or Non-Cash Availment Authority (NCAA) for Foreign-Assisted Projects (FAPs)

3.a. SARO – for FAPs under For issuance of SARO/NCA^[2]

1.    Special Budget Request

2.    Copy of Signed Foreign Loan/Grant/Donation Agreement including copy of the Appraisal Report

3.    Updated BED No. 1/Financial Plan, if there are revisions

4.    BED No. 2/Physical Plan, if there are revisions

5.    Updated Project Profile

6.    ICC Approval/ICC-Secretariat/NEDA Board Action Letter to the NGA/IA for additional work and change orders, if applicable

3.b   NCA or NCAA for Foreign Assisted Projects^[3]

Working Fund (NCA)

1.    Agency Letter of Request for the release of NCA

2.    Certification from the BTr on Loan Proceeds Remitted/Deposited (if funded by loan) / Grant/Donation Remitted/Deposited (if funded by Grant/Donation), whichever is applicable

3.    Copy of notice of sub-allotment issued by the NGA, if applicable

4.    Other authorization documents as required in the applicable Budget Circular / Other documentary requirements under existing guidelines (i.e., NBC No. 581 dated December 27, 2020)

Direct Payment (NCAA)

1.    Special Budget Request

2.    Photocopy of the Application for Withdrawal or equivalent document covering the amount requested

3.    Certified list of allotments and corresponding obligations incurred for the specific foreign loan/grant assisted project against which the disbursements shall be applied

4.    Details of disbursements expressed both in peso and equivalent foreign currency as indicated in the application

5.    Certification from BTr on the peso value of the amount paid to the supplier/contractor/consultant

6.    Certificate of Acceptance when the project is completed

4.    Modification in the Allotments Issued

1.    Special Budget Request

2.    Latest URS-generated FAR No. 1 and FAR No. 1A to show balances per object of expenditure

3.    BED No. 1, as revised

4.    BED No. 2, as applicable

5.    Justification for the proposed modification

6.    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

1.   Special Budget Request / Special Budget Request[4] for the Release of Additional NCA for Accounts Payable

2.   Latest URS-generated FAR No. 1

3.   Latest URS-generated FAR No. 4, as applicable

4.   BED No. 3^[5]

5.   Computation of deficiency, as applicable

Other documentary requirements, as applicable:

Accounts Payable (for non-infrastructure projects):

a)    URS-generated FAR No. 3

Accounts Payable (for infrastructure projects):

a)    Sworn Certification with duly notarized

b)    List of Due and Demandable Accounts Payable - Advice to Debit (LDDAP-ADA)

c)    Latest Book/Bank Balances

d)    List of Reverted Accounts Payable as of end of the previous year

Sub-Allotment:

a)   Certified True Copy of Sub-ARO

Lapsed NCA:

a)   Justification

b)   Certification by the government servicing back that the NCA has lapsed

SUCs – Free Higher Education:

a)    Program of Receipts and Expenditures duly approved by the respective governing boards of SUCs; and

b)    List of actual number of enrollees and fees authorized under RA 10931, certified correct by the Chief Accountant and approved by the Head of the SUC.

6.    Trust Receipts

1.    Special Budget Request

2.    BTr-NCAD / BTr Regional/District/ Provincial Office Confirmation/ Certification of Deposited National Collections (Trust Deposit)

3.    Report of collections and deposits duly signed by the Collecting Officer, as applicable

4.    BED No. 3

^[6]Additional Supporting Documents, as applicable:

Release of 10% Retention Money

a)   Certificate of Final Acceptance / Surety Bond, if applicable

b)   Trust Utilization Report i.e., Summary of Trust Fund Receipts Against Disbursement

For BAC Honoraria:

a)   Certification on the Release of Funds for BAC Honoraria[7]

For refund of guarantee deposits to Utility Providers:

a)   Demand Letter from the utility provider/s

b)   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):

a)   Certified True Copy of the declaration of failure of bidding by the Head of Procuring Entity (HOPE) or the Bids and Awards Committee (BAC)

b)   Demand letter from the Contractors

For Inter-agency Transferred Funds

a)   Memorandum of Agreement, if applicable

b)   Approved extension of implementation period, if applicable

For Bidders/Performance Bonds; Bid/Performance Security

a)   Agency certification that the undertaking or obligation has been faithfully performed or terminated, as the case may be