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

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 Customs (BOC) 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.    Waste Materials Report

5.    Warranty Certificate

6.    Certificate of Acceptance

7.  Such other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the a

8.    Editorial review and in the technical evaluation thereof.

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

4.    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 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

G.   Reimbursement of Travelling Expenses

1.    Approved Itinerary of Travel

2.    Certificate of Travel Completed

3.    Certificate of Appearance/Attendance

4.    Office Order indicating the duration of the travel and the authorized travel allowances to be granted

5.    Paper/electronic plane, boat or bus ticket, boarding pass, terminal fee

6.    For expenses without receipts, Reimbursement Expense Receipt (RER) (expenses from P301.00 to P1,000.00) or Certification for Expenses Not Requiring Receipts (amounts P300.00 and below)

7.    If the expenses incurred for official travel exceeded the prescribed DTE rates – Certification signed by the Approving Official as to the absolute necessity of the expenses, together with the corresponding bills and receipts (certifications / affidavit of loss will not be accepted)

1 of each copy

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit request to Records Unit/FAD

1. Receive request

None

2 hours

2. None

2. Evaluate request and prepare financial document/s

None

2 working days

3.  None

3. Review and recommend approval of request and financial document/s

None

1 working day

4.  None

4. Recommend/ Review and approve financial document/s

None

1 working day

5. None

5. Prepare Checks/ LDDAP-ADA and ACIC

None

2 working days

6. None

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

None

3 hours

7. None

7. Review and recommend approval/approve of financial documents

None

8. None

8. Preparation of Journal Entry Voucher

None

1 hour

9. Receipt of financial document/s for payment of claims from FAD

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

None

2 hours

10. Accomplish Feedback Form

10. Ensure accomplishment of feedback form to denote a closed transaction

None

TOTAL

None

7 working days

* Prepared by the requesting entity unless indicated otherwise.