Regional Offices (ROs) NCR, CAR, I-XIII, Finance and Administrative Division (FAD)

G2G - Government to Government

CHECKLIST OF REQUIREMENTS

TYPE AND NUMBER OF COPY

WHERE TO SECURE

A. Procurement of Goods:

1. Certified copy of the page of the approved Annual Procurement Plan (APP) or Supplemental APP here the particular goods subject of payment is indicated
2. Certified copy of the submitted Contract or Purchase Order stamped “Received” by COA of the documentary requirements required by COA Circular No. 2009-001 dated February 12, 2009 and COA Memorandum No. 2005-027 dated February 28, 2005 (Annex A-T) and any future amendments thereof
3. Letter request for payment from contractor/supplier

Additional Documentary Requirements

Supplies, Materials, Equipment and Motor Vehicles

1. Request for purchase of supplies, materials and equipment duly approved by proper authorities
2. Original copy of Dealers/Suppliers’ Invoices showing the quantity, description of the articles, unit and total value, duly signed by the dealer or his authorized representative, and indicating receipt by the proper agency official of items delivered
3. Results of Test Analysis, if applicable
4. Tax receipts from the Bureau of Customers or the BIR indicating the exact specifications and/or serial number of the equipment procured by the government as proof of payment of all taxes and duties due on the same equipment, supplied or sold to the government
5. Inspection and Acceptance Report prepared by the Department/Agency property inspector and signed by the Head of Agency or his authorized representative
6. Property Acknowledgement Receipt (PAR), for equipment
7. Warranty Security for a minimum period of one year in the case of semi-/non-expendable supplies, after acceptance by the procuring entity of the delivered supplies
8. Authority to purchase, in case of motor vehicles
9. For Procurement of drugs and medicines

• • Certificate of product registration from Food and Drug Administration (FDA)
  • Certificate of good manufacturing practices from FDA
  • Batch release certificate from FDA
  • If the supplier is not the manufacturer, certification from the manufacturer that the supplier is an authorized distributor/dealer of the products/items
  • Such other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review and in the technical evaluation thereof.

General Support Services (janitorial, security maintenance, garbage collection and disposal and similar services):

1. Contractor's Bill
2. Request for Payment
3. Record of Attendance/Service
4. Proof of remittance to concerned government agencies [BIR/Social Security System (SSS)/Pag-Ibig/PhilHealth]
5. Certificate of Acceptance
6. Accomplishment Report
7. Such other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review and in the technical evaluation thereof.

Repair and Maintenance of Equipment and Motor Vehicles

1. Bills/Invoices/Request for payment
2. Pre-Repair Inspection Report  
3. Post-Repair Inspection Report  
4. Repair History of Property 
5. Waste Materials Report  
6. Warranty Certificate  
7. Certificate of Acceptance  

B. Utility Expense:

1. Statement of Account/Bill  
2. Invoice/Official Receipt or machine validated statement of account/bill 

C. Telephone/Communication Expense

1. Statement of Account/Bill  
2. Invoice/Official Receipt or machine validated statement of account/bill or collection and acknowledgment receipts  
3. Certification by Head of Agency or his authorized representatives that all National Direct Dial (NDD), National Operator Assisted Calls and International Operator Assisted Calls are official calls  

D. Communication Expense of certain government officials – Mobile

1. Self-certification that the Communication Expense incurred were official in nature and necessary to the performance of official duties and responsibilities

Additional documentary requirements required for certain cases, whichever is applicable:

1. Approved travel order and certificate of travel completed, in case of claims for additional communication expense incurred beyond the maximum allowable amount during the official foreign travels;
2. Certification from the parent agency that it is not providing for the communication expenses incurred by the official/employee, in case of an official/employee on detail/secondment to another government agency.
3. Certification to be issued by the parent agency prior to the start of the project implementation that it is not providing for the communication expenses incurred by the official/employee, indicating that the communication expenses incurred is to be charged under the agency’s available funds allotted for the project, in case of official/employee engaged in projects.

Other additional supporting documents (for DBM officials/employee only):

1. Payroll
2. Copy of office order with official designation as Officer-in-Charge or in Acting Capacity and period thereof
3. Bill/Statement of Account/Invoice showing the actual authorized roaming charges incurred for that particular travel

E. Extraordinary and Miscellaneous Expenses:

1. Certification executed by the official concerned that the amount claimed was spent for the purpose and in the amount not exceeding the limit indicated in the general provisions of the GAA

F. For Cultural and Athletic Activities:

1. Budget estimates approved by the Head of Agency 
2. Same requirements under procurement depending on the nature of expense and the mode of procurement adopted  

1 of each copy

1. FAD
2. FAD
3. FAD
4. Bureau of Customs/BIR
5. FAD
6. FAD
7. FAD
8. FAD/ Requesting entity (Supplier)
9. FAD

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

1. Submit request to Records Unit/ FAD

1.Receive request

2. Evaluate request and prepare financial document/s

5. Prepare Checks and ACIC

6. Review and certify correctness of the Check/ACIC, and sign financial documents

7. Review and recommend approval/approve of financial documents

8. Release of financial document/s for payment of claims