CHECKLIST OF REQUIREMENTS

TYPE AND NUMBER OF COPY

WHERE TO SECURE

1 of each copy

1. Grant of Cash Advance for local travels

1.  Office Order/Travel Order
2. Duly Approved Itinerary of Travel
3.  Certification from the accountant that the previous cash advance has been liquidated and accounted for in books

2. Grant of Cash Advance for foreign travels

1. Office Order/Travel Order
2. Duly approved Itinerary of Travel
3. For plane fare, quotation of three travel agencies or its equivalent
4. Flight itinerary issued by the airline/ticketing office/travel agency
5. Copy of the United Nations Development Programme (UNDP) rate for the daily subsistence allowance (DSA) for the country of destination for the computation of DSA to be claimed
6. Document to show the dollar to peso exchange rate at the date of grant of cash advance
7. Where applicable, authority from the Office of President (OP) to claim representation expense
8. In case of seminars/trainings: invitation addressed to the agency inviting participants (issued by the foreign country), acceptance of the nominees as participants (issued by the foreign country), and programme Agenda and Logistics Information
9. Certification from the accountant that the previous cash advance has been liquidated and accounted for in books

1. AS-CRD
2. FAD
3. Travel Agency or its equivalent
4. Airline/ Ticketing Office/ Travel Agency
5. International Civil Service Commission website
6. BSP Website
7. Office of the President
8. Inviting Agency
9. FAD

1. Duly accomplished/approved Liquidation Report
2. Photocopy of previously approved itinerary of travel (if the LR is submitted on the month following the date of travel)
3. Revised or supplemental Office Order or any proof supporting the change of schedule
4. Certification by the Head of Agency as to the absolute necessity of the expenses together with corresponding bills or receipts, if the expenses incurred for official travel exceeded the prescribed rate per day (certification or affidavit of loss shall not be considered as an appropriate replacement for the required hotel/lodging bill and receipts)
5. Reimbursement Expenses Receipt (RER) and/or Certification of Expenses not requiring Receipts, whichever is applicable
6. Official Receipt in case of refund of excess cash advance
7. Hotel room/lodging bills with official receipts in the case of official travel to places within 50-kilometer radius, if the travel allowances being claimed include the hotel room/lodging rate
8. Certificate of Travel Completed

1. FAD
2. FAD
3. FAD
4. FAD
5. FAD
6. Requesting entity
7. Hotel/ Lodging
8. FAD

1. Bills/receipts for non-commutable representation expenses
2. For reimbursement of actual travel expenses of the prescribed rate Certification signed by the Approving Official as to the absolute necessity of the expenses, together with the corresponding bills and receipts (certification or affidavit of loss shall not be considered as an appropriate replacement for the required hotel/lodging bills and receipts)
3. Revised Itinerary of Travel, if applicable
4. Narrative report on trip undertaken/Report on Participation
5. Official Receipt in case of refund of excess cash advance
6. Certificate of Travel Completed
7. Liquidation Report

1. Requesting entity
2. FAD
3. FAD
4. Requesting entity
5. Requesting entity
6. FAD
7. FAD

1. Approved Office Order/Travel order
2. Approved Itinerary of Travel
3. Paper/electronic plane, boat or bus tickets, boarding pass, terminal fee
4. Certificate of appearance/attendance
5. Revised or supplemental Office Order or any proof supporting the change of schedule
6. Certification by the Head of Agency as to the absolute necessity of the expenses together with corresponding bills or receipts, if the expenses incurred for official travel exceeded the prescribed rate per day (certification or affidavit of loss shall not be considered as an appropriate replacement for the required hotel/lodging bill and receipts)
7. Reimbursement Expenses Receipt (RER), if applicable
8. Certification of Expenses not requiring Receipts, if applicable
9. Hotel room/lodging bills with official receipts in the case of official travel to places within 50-kilometer radius, if the travel allowances being claimed include the hotel room/lodging rate
10. Post-trip/Post-training Report
11. Certificate of Travel Completed 

1. Finance and Administrative Division (FAD)
2. FAD
3. Travel Agency or its equivalent
4. Host/Agency/ Organization
5. FAD
6. FAD
7. FAD
8. FAD
9. Hotel/Lodging
10. Requesting entity
11. FAD

A. Goods/Services:

1. Purchase Order
2. Approved Consolidated Abstract of Bids, Post Qualification, Evaluation Report and Bids and Awards Committee (BAC) Resolution
3. Request for Quotation (RFQ) duly acknowledged receipt by suppliers
4. Approved Purchase Request
5. Delivery receipt (for Goods) or Statement of Account/Billing Statement (Service)
6. Signed Inspection and Acceptance Report
7. Property Acknowledgment Receipt or Inventory Custodian Slip, if applicable
8. Report of Waste Materials, if applicable
9. Post-Inspection Report, if applicable

B. Communication/Telephone Expenses/Cable Charges/Electricity and Water Expenses/Other Utility and General Services:

1. Billing Statement
2. Certification by Agency Head or his authorized representatives that all National Direct Dial (NDD), National Operator Assisted Calls and International Operator Assisted Calls are official calls.

C. For Extraordinary and Miscellaneous Expenses:

1. Receipts and/or other documents evidencing disbursements, if there are available, or in lieu thereof, certification executed by the official concerned that the expense sought to be reimbursed have been incurred for any of the purposes contemplated under the provisions of the General Appropriations Act (GAA) in relation to or by reasons of his position.
2. Other supporting documents as are necessary depending on the nature of expense charged.

D. For Janitorial and Security Services:

1. Proof of payment of SSS Contributions of Employees
2. Proof of payment of Pag-IBIG Contributions of Employees
3. Proof of payment of PhilHealth Contributions of Employees
4. Proof of payment of Salaries/Wages of Employees
5. Daily Time Record (DTR) or Certification by the Chief Administrative Officer that security/janitorial services were duly rendered
6. Statement of Account
7. Contractors Bill
8. Accomplishment Report
9. Request for Payment

E. For Cultural and Athletic Activities:

1. Budget estimates approved by the Head of Agency
2.  Purchase of Order
3. Approved Consolidated Abstract of Bids, Post Qualification, Evaluation Report and Bids and Awards Committee (BAC) Resolution
4. Request for Quotation (RFQ) duly acknowledged receipt by suppliers
5. Approved Purchase Request
6. Delivery receipt (for Goods) or Statement of Account/Billing Statement (Service)
7. Signed Inspection and Acceptance Report
8. Property Acknowledgment Receipt or Inventory Custodian Slip, if applicable
9. Report of Waste Materials, if applicable
10. Post-Inspection Report, if applicable

A.

1. Finance and Administrative Division (FAD)
2. FAD
3. BAC Secretariat/FAD
4. FAD
5. Requesting entity (Supplier)
6. FAD
7. FAD
8. FAD
9. FAD

B:

1. Requesting Entity (Supplier)
2. FAD

C:

Requesting entity

D:

Requesting entity (Agency)

E.

Finance and Administrative Division

1. Approved Application for Leave (Monetization of Leave Credits)
2. Approved Justification Letter (if more than 30 days or 50% or more of total leave credits)

1. Finance and Administrative Division
2. Requesting entity