manual of operation and procedures

Manual of Operating Procedures Bureau of Local Government Finance

November 2011

1

General Record Handling Processing time presented hereto are estimates under normal circumstances. It is assumed that Employee response time commences as document arrives and in complete order to warrant the action. This special section shows the standard record handling procedure i) from internal to external office; ii) from external office to internal office; iii) within internal offices.

Step Process Input Requirement

Processing Time

Responsible Person

Output or Decision Point

Remarks

External source (inbound) going to an internal office. 1 Receiving the transmittal document

from the external source Mailing or transmittal details; Documentary content

10 minutes Admin Aide (Main

Records Section)

Date, time and details of documents recorded in logbook; Internal control number;

The main record section handles the recording of inbound and outbound communication within a regional office or the central office; Official mails are usually opened unless marked as confidential and/or personal mail;

2 Main Record Section routes the document to destination unit

Date, time and details of documents recorded in logbook; Internal control number; Documentary content

Within the day

Admin Aide (Main

Records Section)

Receiving unit acknowledges the receipt from the main records section; Date, time and details of documents recorded in logbook; Internal control number;

Main record section logbook still in use here;

2


Processing Time

Responsible Person


Remarks

3 Destination unit receives and records the inbound documents from main record section

Date, time and details of documents; Internal control number; Documentary contents

10 minutes Admin Aide (destination

unit)


Destination unit record logbook now in use here;

4 Destination unit routes the document to Division/Office Head

Date, time and details of documents; Internal control number; Documentary content

Within the day

Admin Aide (destination

unit)

Receiving officer acknowledges the receipt from the admin aide; Date, time and details of documents recorded in logbook; Internal control number;

Destination unit record logbook still in use here;

3


Processing Time

Responsible Person


Remarks

Internal source (outbound) going to an external office. This step will be taken after the document has been approved for release, returned to the unit in charge, a copy is retained and now being sent to the destination office.

1 Division/Office Head from originating division forwards the document to the Admin Aide for transmittal

Transmittal; Document content

10 minutes Officer in Charge

(origin unit)

Admin Aide of origin unit acknowledges the receipt from Officer in charge; Date, time and details of documents recorded in logbook; Internal control number;

Originating unit record logbook in use here;

2 Admin Aide of Origin Unit transmits the document to the main record section

Date, time and details of documents; Internal control number; Document content

Within the day

Admin Aide (origin unit)

Record section acknowledges the receipt from admin aide; Date, time and details of documents recorded in logbook; Internal control number; Document content

Originating unit record logbook still in use here;

3 Main record section receives and records the outbound document from origin unit


10 minutes Admin Aide (main record

section)

Date, time and details of documents recorded in logbook; Internal control number; Document content

Main record section logbook now in use here;

4


Processing Time

Responsible Person


Remarks

4 Main record section transmits the document to external destination office

Mode of transmittal; Date, time and details of documents; Internal control number; Document content;

Within the day

Admin Aide (main record

section)

Courier name; Tracking number; Transmittal details

Receipt of document by destination office may take longer depending on the mode of transmittal;

The basic rule in record handling is, there should be no document going out of the agency without the document passing thru the main record section

End of Process

5


Processing Time

Responsible Person


Remarks

Record handling within and among units/offices of a regional office or the central office 1 Officer in charge from originating unit

forwards the document to the Admin Aide for transmittal

Transmittal; Document content

10 minutes Officer in Charge

(origin unit)

Admin Aide of origin unit acknowledges the receipt from Officer in charge; Date, time and details of documents recorded in logbook; Internal control number;

Originating unit record logbook in use here;

2 Origin Unit Admin Aide transmits the document to the destination unit


Within the day


Destination unit acknowledges the receipt from admin aide; Date, time and details of documents recorded in logbook; Internal control number; Document content

Originating unit record logbook still in use here;

3 Destination unit receives and records the document from origin unit


10 minutes Admin Aide (destination

unit)

Date, time and details of documents recorded in logbook; Internal control number; Document content

Destination unit logbook now in use here;

6

4 Destination unit Admin Aide transmits the document to the officer in charge

Officers in charge; Date, time and details of documents; Internal control number; Document content;

Within the day

Admin Aide (destination

unit)

Officer in charge acknowledges the receipt from admin aide; Date, time and details of documents recorded in logbook; Internal control number; Document content

Destination unit logbook still in use here;

The basic rule in record handling within the office is, there should be no document going in and out of the unit without the document passing thru the unit record logbook manned by the admin aide to enable record tracking and monitoring of records.

End of Process

7

Operating Procedures for Bureau Administration Internal Administration Office

Administrative Division

Human Resource Management

8

SERVICE : Internal Administration Office DIVISION : Administration UNIT NAME : Human Resource Management BRIEF DESCRIPTION : This unit manages the staffing requirement of the Bureau and LGU Treasurers & Assistant

Treasurers, and the render of general administrative servicing need of the said personnel. CLIENTS : BLGF Central & RO, LGU Treasurer & Assistant Treasurer (Municipal, Province, Cities), Any

Government or Private Entity, General Public; Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES

FUNCTION SPECIFIC DUTIES REMARKS

1. Establish, manage and improve Bureau appointment policies and procedures, including those for the local treasury;

1.1 Issuance of Policies, Memo, Implementing Rules and Regulations, Administrative Order and Alike;

2. Facilitate and process appointments, designations, assignment to stations of Bureau employees, including those of the provincial, city, and municipal treasury officials (Treasurer and Assistance Treasurer), and prepare appropriate actions on related personnel matters;

2.1 Appointment (transfer) of BLGF Employees 2.2 Appointment (transfer) of Local Treasurer (Assistant

Treasurer) 2.3 Designation (detail) of BLGF Chief, Directors 2.4 Designation (detail) of Local Treasurer (Assistant Treasurer

3. Act on all personnel matters such as travel orders, leaves, resignations, retirements and others;

3.1 Processing Travel Authority (or Travel Order) 3.1.1 ROs 3.1.2 CO 3.1.3 Treasurers/Asst. Treasurers 3.2 Extension of Service for OIC/IOC 3.3 Leave of Absence Application 3.3.1 Rank & File 3.3.2 Directly supervised by IAO Director 3.3.3 Division Chief, Service Director

9

3.3.4 Assistant RD, RD, Deputy Executive Directors 3.3.5 Executive Director 3.4 Processing of Pass Slip Application (Official Business) 3.4.1 Rank & File 3.4.2 Division Chief 3.5 Loyalty Bonus 3.6 Issuance of Certification and Service Record 3.7 Notice of Step Increment 3.8 Employee Resignation 3.9 Employee Retirement 3.9.1 RO 3.9.2 CO 3.10 Processing Application to Authorize Practice of

Profession 3.10.1 Regional 3.10.2 Central 3.11 Processing Bureau Correspondence 3.12 Request to Hold Conference

4. Coordinate the required information (data elements), job descriptions (functional requirements) relative to Bureau employee profiles or service record, including those of the local treasurer in support of this function; Ensure that these specifications are imbedded or integrated with the personnel profile / service records database and management system;

4.1 Periodic updating of Personal Data Sheet and Service Records

4.2 Periodic updating of forms and other instruments to facilitate transaction

5. Produce before legal investigating bodies such papers, records, files or documents in compliance with subpoena duces tecum issued by appropriate authority;

5.1 Facilitating Bureau response to document request by appropriate authority;

10

SPECIFIC PROCEDURES 1.1 Issuance of Policies, Memo, Implementing Rules and Regulations, Administrative Order and Alike;

Step Procedure Input or Requirement

Processing Time

Responsible Person


Remarks

1 Drafting of Policy Memo, Implementing Rules and Regulations, Administrative Order and Alike;

Executive Orders, Judicial Orders, New Legislations, Endorsement by a BLGF unit; Special order creating the TWG, the task and the regular meetings thereof

n/a CO Admin Officer

Draft Document Timeline will depend on the agreement of technical working group (TWG)

New policies, rules or regulation, memo or administrative orders may come from responses to queries, laws enacted by the legislative branch, interpretation made by the judicial branch, or orders issued by the executive branch. It is assumed that the documents borne out of these sources passed the required legal reviews.

2 Legal review of draft document Reference law, orders or endorsement; Draft document; Special Order

n/a CO Legal Officer

Approval endorsement; Draft Document

Timeline will depend on the extent of content and legal scope;

3 Endorsement to Executive Director (ED) for approval of draft document

Endorsement by the BLGF legal officer; Draft Document

30 minutes DED for Admin or Operation

Endorsement by DED; Draft Document

Admin officer appointed by TWG shall facilitate issuance; Subject to the availability of the DED

Endorsement by DED for Administration if document is Administrative in nature, endorsement by DED for operation if document is for operation in nature

4 Approval of Executive Director (ED) Endorsement by 30 minutes Executive Document

11


Processing Time

Responsible Person


Remarks

DED; Draft Document

Director approved and signed by ED

5 Recording and release of original document Date, time and details of documents

10 minutes ED secretariat

Date, time and details of documents recorded in logbook

Route the documents back to the Admin Officer in charge

6 Further processing of documents before transmittal

Original document and supporting documents

30 minutes CO Admin Officer

CO shall retain copy of original “issuance” document;

Supporting documents shall remain at the CO and will not be transmitted with the notice.

7 CO transmittal of “issuance” from BLGF CO to BLGF RD

Date, time and details of document to be released release

1 working day

CO Record Officer

(Records Section)


Transmittal may take several days depending on proximity and mode.

8 RO receipt and recording of “issuance” from CO

Date, time and details of document

10 minutes RO Admin Aide


RO shall retain copy of “issuance”; Route the documents to the RO Admin Officer

9 Transmittal of “issuance” from BLGF RD to Provincial Treasurer / Assistant Provincial Treasurer

BLGF “issuance” with Date, time and details of document to be released from RO

1 working day

RO Admin Officer



In case of Cities, transmits the “issuances” to the City Treasurer or Asst. Treasurer, as the case may be. In case of Municipalities, transmits the “issuances” to the Municipal Treasurer or Asst. Municipal Treasurer through the Provincial Treasurer, as the

case may be. End of Process

12

2.1 Process of Appointing (Filling-up of Vacant Position) BLGF Employees


Processing Time

Responsible Person


Remarks

Submit directly to the BLGF RO in the case of RO applications. 1 RO receives application letters and

compilation of documentary requirements of applicants.

Date, time and details of documents

10 Minutes BGLF-RO Admin Aide


Document classified as “application”. The document is forwarded to the Admin Officer (Action Officer)

2 Pre-evaluate qualifications of the applicants to ensure that all meet the prescribed qualification requirements

Compilation of documentary requirements

2 working days from receipt of complete

documents

RO Admin Officer

Accept or denies the documents. If accepted, the Admin Officer confirms completeness of documents and qualification of applicants

The RO, after evaluation of completeness, may reject the document and return to concern applicant. A transmittal letter from the RD of such circumstance is attached to the documents.

3 Prepare comparative evaluation and determine the rating of each applicant.

Documentary requirements and the Profile of applicants

3 working days after the pre-

evaluation

RO Admin officer

Comparative Evaluation Matrix with Signature of Admin Officer

4 Regional Selection Board (RSB) convenes for the selection

List of RSB members and date of board meeting

RO Admin officer

Confirmation of RSB members

Subject to availability of RSB members or scheduled monthly meeting of RSB

5 BLGF-RSB deliberates /screen and evaluate applicants. Prepares resolution on best qualified.

Documentary requirements, Comparative

1 working day

BLGF-RSB RSB resolution Admin officer shall prepare resolution

13


Processing Time

Responsible Person


Remarks

evaluation matrix and Rating

6 Review and endorse documents Documentary requirements, Comparative evaluation matrix, Rating and RSB resolution

30 minutes BLGF-Assistant RD

Countersignature of Assistant RD on the RSB resolution

Subject to availability of Assistant RD

7 Approve and endorse RSB resolution and documentary requirements to the CO. Prepares transmittal letters/endorsement

Countersignature of Assistant RD to the RSB resolution and documentary requirements.

30 minutes BLGF-RD Approval and signature of RD on all documentations. Transmittal letter of endorsement

Subject to availability of RD

8 Transmit endorsement and related documentations to the CO by RO


1 working day

RO Record Officer



9 CO receives endorsement and documentary requirements from RO


10 minutes CO Admin Aide

Date, time and details of document recorded in logbook

Document classified as “application”. The document is forwarded to the CO Admin Officer

10 CO validates the following; documentary requirements of the applicants

RO comparative evaluation matrix and rating

RSB signed resolution and endorsement of RD.

Checklist, formats, etc.


documents

CO Admin Officer

Validated and corrected comparative evaluation matrix; Validated documentary requirements, RSB

If need arises, the CO Admin Officer upon validation, may correct the details in comparative evaluation matrix

14


Processing Time

Responsible Person


Remarks

resolution and endorsements

11 CO conducts final deliberation (screening and evaluation) of the applicants. Prepare Board Resolution.

Validated and corrected comparative evaluation matrix; Validated documentary requirements, RSB resolution and endorsements

CO Selection Board

Final comparative evaluation of applicants with final rating (CER). Board Resolution

Once a month scheduled meeting

12 Review documents/comparative evaluation form and endorse Selection Board Resolution by Deputy Executive Director for Administration

Final comparative evaluation of applicants and final rating

30 minutes DED for Admin

Countersignature of Final comparative evaluation of applicants with final rating (CER) and SB Resolution

Submits the final CER and signed SB resolution to the ED

13 Review and approve the following; Documentary requirements of the

applicants; RO comparative evaluation matrix

and rating; RSB signed resolution and

endorsement of RD and DED.

Countersigned final comparative evaluation of applicants with final rating (CER) and SB Resolution

30 minutes ED Name of Selected / approved application

Subject to availability of ED

14 Preparation of appointment papers and attachments: Executive Director signs appointment.

Name of Selected / approved applicant

2 working days from receipt of

advise

CO Admin Officer

Appointment papers signed by the Executive Director

15 Appointment papers transmitted to CSC for attestation.

All supporting documents and

1 working day

CO Record Officer

Date, time and details of

Retains copy of all documentations

15


Processing Time

Responsible Person


Remarks

the signed appointment papers

documents recorded in logbook; Endorsement letter from ED

16 CSC receives, verifies and attests on the CER, related documents and appointment papers

All supporting documents, the signed appointment papers and the endorsement letter of ED

CSC Action Officer

Confirmed appointment papers by CSC

Subject to the processes of CSC

17 Receive and record confirmed appointment papers from CSC by CO Records Section




Route the documents back to the CO Admin Officer: CO shall retain copy of confirmed appointment papers; Supporting documents shall remain in the CO and will not be transmitted with the notice.

18 Transmit confirmed appointment papers from BLGF CO to BLGF RD

Date, time and details of document to be released release

1 working day

CO Record Officer



19 RO receives and records confirmed appointment papers from CO




RO shall retain copy of appointment papers; Route the documents

16


Processing Time

Responsible Person


Remarks

recorded in logbook

to the Admin Officer

20 Transmit confirmed appointment papers from BLGF RD to appointed employee

BLGF approved and CSC confirmed appointment papers with Date, time and details of document to be released from RO

1 working day

RO Admin Officer


End of Process for RO Transaction

Submit directly to the BLGF CO in the case of CO applications. 1 Receive application letters and compilation

of documentary requirements of applicants. Date, time and details of documents

10 Minutes BGLF-CO Admin Aide


Document classified as “application”. The document is forwarded to the Admin Officer (Action Officer)

2 Pre-evaluate qualifications of the applicants to ensure that all meet the prescribed qualification requirements

Compilation of documentary requirements


documents

CO Admin Officer

Accept or denies the documents. If accepted, the Admin Officer confirms completeness of documents and qualification of applicants

The CO, after evaluation of completeness, may reject the document and return to concern applicant. A transmittal letter from the concerned Director (from which the vacant position is applied to) of such circumstance is attached to the documents.

17


Processing Time

Responsible Person


Remarks

3 Prepare comparative evaluation and determine the rating of each applicant.

Documentary requirements and the Profile of applicants

3 working days after the pre-

evaluation

CO Admin officer

Comparative Evaluation Matrix with Signature of Admin Officer

4 Convene and conduct deliberation (screening and evaluation) of the applicants. Prepare/draft resolution.

Validated and corrected comparative evaluation matrix; Validated documentary requirements, Notice to convene

CO Selection Board

Final comparative evaluation of applicants with final rating (CER); SB resolution


5 Review endorse Selection Board Resolution by Deputy Executive Director for Administration

Final comparative evaluation of applicants and final rating


Countersignature of Final comparative evaluation of applicants with final rating (CER) and SB Resolution

Submit the final CER and signed SB resolution to the ED

6 Review and approve appointment by Executive Director;

Documentary requirements of the applicants;

comparative evaluation matrix and rating;

SB signed resolution and endorsement of DED.

Countersigned final comparative evaluation of applicants with final rating (CER) and SB Resolution

30 minutes Executive Director

Name of Selected / approved applications

Subject to availability of Executive Director

7 Prepare appointment papers Name of Selected / approved applicant


advise

CO Admin Officer

Appointment papers signed by the Executive Director

18


Processing Time

Responsible Person


Remarks

8 Transmit appointment papers to the CSC for attestation.

All supporting documents and the signed appointment papers

1 working days

CO Record Officer

Date, time and details of documents recorded in logbook; Endorsement letter signed by ED


9 Receives, verifies and attests on the CER, related documents and appointments. treasurer


CSC Action Officer


Subject to the processes of CSC; CSC transmits attested/confirmed appointments to BLGF or BLGF may pick up the appointments

11 CO to collect the confirmed appointment papers from CSC

Pick-up schedule 1 working day

CO Admin Officer


Subject to the approval of travel permit





Route the documents back to the CO Admin Officer. CO shall retain copy of confirmed appointment papers. Supporting documents shall remain in the CO and will not be transmitted with the appointment

11 Transmit confirmed appointment papers from BLGF CO to appointed employee

BLGF approved and CSC confirmed

1 working day

CO Admin Officer


19


Processing Time

Responsible Person


Remarks

appointment papers with Date, time and details of document to be released from RO

documents recorded in logbook

End of Process

20

2.2 Process of Appointing (Filling-up of Vacant Position) Treasurer and Assistant Treasurer (Provincial/City/Municipal)


Processing Time

Responsible Person


Remarks

1 The Local Chief Executive (LCE)must submits list of three (3) ranking eligible recommendees, together with the documentary requirements of each in accordance with Sec. 470 and 471 of LGC of 1991 (RA No. 7160).

Checklist of Documentary Requirements

LCE and the Nominees

Recommendation of LCE (and Provincial Treasurer in the case of Municipality) with compilation of documentary requirements.

Prerogative of LCE to rank the recommendees according to preference. Transmittal may take several days depending on proximity and mode.

Submit directly to the BLGF RO in the case of Treasurer and Assistant Treasurer of the Province or City. Thru the office of the Provincial Treasurer in the case of Municipal Treasurer and Assistant Treasurer.

2 Receive recommendation letters and compilation of documentary requirements of the three eligible recommendees.




Document classified as “appointment”. The document is forwarded to the Admin Officer

3 Pre-evaluate qualifications of the three eligible recommendees to ensure that all meet the prescribed qualification requirements

Compilation of documentary requirements and attached signed recommendation of LCE (and Provincial Treasurer in the case of Municipality). Time, date stamp


documents

RO Admin Officer

Accept or denies the documents. If accepted, the Admin Officer confirms completeness of documents and qualification of recommendees

The RO, after evaluation, may reject the document and return to concern office. A transmittal letter from the RD of such circumstance is attached to the documents.

4 Prepare comparative evaluation and determine the rating of each

Documentary requirements and

3 working days after

RO Admin officer

Comparative Evaluation Matrix

21


Processing Time

Responsible Person


Remarks

recommendees. the Profile of recommendees

the pre- evaluation

with Signature of Admin Officer

5 RO to convene the Regional Selection Board (RSB)

List of RSB members and date of board meeting

RO Admin officer

Confirmation of RSB members

Subject to availability of RSB members or scheduled monthly meeting of RSB

6 BLGF-RSB deliberation (screening and evaluation) of recommendees and resolution on best qualified.

Documentary requirements, Comparative evaluation matrix and Rating

1 working day

BLGF-RSB RSB resolution Admin officer shall prepare resolution

7 Review and endorse of documents Documentary requirements, Comparative evaluation matrix, Rating and RSB resolution


Countersignature of Assistant RD on the RSB resolution

8 Approve and endorse RSB resolution and documentary requirements to the CO by the RD

Countersignature of Assistant RD on the RSB resolution and documentary requirements.

30 minutes Regional Director

Approval and signature of RD on all documentations. Signed transmittal letter of endorsement

9 Transmittal of endorsement and related documentations to the CO by RO


1 working day

RO Record Officer



10 CO receives of RD endorsement and documentary requirements




Document classified as “appointment”. The

22


Processing Time

Responsible Person


Remarks

documents document recorded in logbook

document is forwarded to the Admin Officer

11 CO validates the following; documentary requirements of the three (3) eligible recommendees

RO comparative evaluation matrix and rating

RSB signed resolution and endorsement of LCE and RD.



documents

CO Admin Officer


If need arises, the CO Admin Officer upon validation, may correct the details in comparative evaluation matrix

12 Conduct final deliberation (screening and evaluation) of the qualification of the three (3) eligible recommendees


CO Selection Board

Final comparative evaluation of recommendees with final rating (CER)


13 Review and endorse of Selection Board Resolution by Deputy Executive Director for Administration

Final comparative evaluation of recommendees and final rating


Countersignature of DED for Admin on Final comparative evaluation of recommendees with final rating (CER) and SB Resolution

Submits the final CER and signed SB resolution to the ED

14 Review and approve appointment by Countersigned 30 minutes Executive Name of Selected Subject to availability

23


Processing Time

Responsible Person


Remarks

Executive Director. Documentary requirements of the three (3) eligible recommendees; RO comparative evaluation matrix and rating; RSB signed resolution and endorsement of Treasurer, LCE, RD and DED.

final comparative evaluation of recommendees with final rating (CER) and SB Resolution

Director / approved appointment of Treasurer or Assistant Treasurer; Signed/approved appointment

of ED Appointment papers for transmittal to CSC.

16 Transmit appointment papers to the CSC for attestation.

All supporting documents and the signed appointment papers

1 working day

Record Officer (Action Officer)

Date, time and details of documents recorded in logbook; Endorsement letter from ED


17 Receive, verify and attest the CER, related documents and appointment of approved treasurer / asst. treasurer


CSC Action Officer


Subject to the processes of CSC. CSC transmits the approved appointment to BLGF or BLGF will pick- up documents at CSC.





Route the documents back to the Admin Officer. Supporting documents shall remain in the CO and will not be transmitted with the notice

19 Transmit confirmed appointment papers from BLGF CO to BLGF RD


1 working day

CO Record Officer


Transmittal may take several days

24


Processing Time

Responsible Person


Remarks

document to be released release

(Records Section)

documents recorded in logbook

depending on proximity and mode.

At the Regional Office

20 Receive and record confirmed appointment papers from CO




RO shall retain copy of appointment papers; Route the documents to the Admin Officer

21 Transmit confirmed appointment papers to Provincial Treasurer / Assistant Provincial Treasurer

BLGF approved and CSC confirmed appointment papers with Date, time and details of document to be released from RO

1 working day

RO Admin Officer



In case of Cities, transmits the appointment papers to the City Treasurer or Asst. Treasurer,as the case may be. In case of Municipalities, transmits the appointment papers to the Municipal Treasurer or Asst. Municipal Treasurer through the Provincial Treasure, as the case may be.

End of Process

25

2.3 Process of Designating OIC/ICO BLGF Chief, Directors and other applicable positions


Processing Time

Responsible Person


Remarks

1 Submit at least three recommended designee with the documentary requirements in accordance with DPO 335-03 to the RDs Office


10 Minutes RO Admin Officer and

the proposed designee

Recommendation of Admin Officer with compilation of documentary requirements.

Completion of documentation may take several days.

Submit directly to the BLGF RO in the case of RO designations

2 Receive recommendation letters and compile documentary requirements of the three eligible designee.




Document classified as “designation”. The document is forwarded to the Admin Officer

3 Evaluate qualifications of the designee to ensure that the person meets the prescribed qualification requirements

Compilation of documentary requirements and attached signed recommendation of RO Admin Officer. Time, date stamp


documents

RO Admin Officer

Accept or denies the documents. If accepted, the Admin Officer confirms completeness of documents and qualification of designee

The RO, after evaluation, may reject the document and return to concern unit. A transmittal letter from the RO Admin Officer of such circumstance is attached to the documents.

4 Prepare Regional Special Personnel Order (RSPO) of designee.

Documentary requirements and the Profile of designee

30 minutes or the

following working day

after the evaluation

RO Admin officer

Regional Special Personnel Order (RSPO) with Signature of Admin Officer

5 Review and endorse documents by Documentary 30 minutes BLGF- Signature of Subject to availability

26


Processing Time

Responsible Person


Remarks

Assistant RD requirements, RSPO

Assistant RD Assistant RD to the RSPO

of Assistant RD

6 Approve and endorse RSPO and documentary requirements to the CO by the RD

Signature of Assistant RD to the RSPO and documentary requirements.

30 minutes BLGF-RD Approval and signature of RD on RSPO, all documentations. Transmittal letter of endorsement


7 Transmit endorsement and related documentations to the CO


1 working day

RO Record Officer



At the Central Office

8 Receive endorsement and documentary requirements





9 Validate the following; documentary requirements of the designee;

Documentary Requirements RSPO endorsement of LCE and RD.



documents

CO Admin Officer

Validated documentary requirement RSPO and endorsements

If need arises, the CO Admin Officer upon validation, may correct the details in RSPO

10 Conducts final deliberation (screening and evaluation) of the designee

RSPO; Validated documentary requirements and endorsements

CO Selection Board

Endorsement of CO Selection Board


11 Review and endorse of RSPO by Deputy Executive Director for Administration

Endorsement of CO Selection


DED Admin Signature on the

27


Processing Time

Responsible Person


Remarks

Board RSPO

12 Executive Director reviews and approves designation.

DED Admin Signature on the RSPO


Approved designation


13 Transmit designation papers to BLGF RD Date, time and details of document to be released release

1 working day

CO Record Officer

(Records Section)



At the Regional Office 14 Receive and record designation papers

from CO Date, time and details of document




15 Transmit designation papers from BLGF RD to designated officer

Designation papers with Date, time and details of document to be released from RO

1 working day

RO Admin Officer


End of Process for the RO Transaction

1 The CO Admin Officer to submit at least three recommended designee with the documentary requirements in accordance with DPO 335-03 to the RDs Office


CO Admin Officer and

the proposed designee

Recommendation of Admin Officer with compilation of documentary requirements.

Completion of documentation may take several days.

Submit directly to the BLGF CO in the case of CO designations 2 CO to receive recommendation letters

and compilation of documentary requirements of the three eligible


10 Minutes BGLF-CO Admin Aide


Document classified as “designation”. The document is forwarded

28


Processing Time

Responsible Person


Remarks

designee. recorded in logbook

to the Admin Officer

3 CO to evaluate qualifications of the designee to ensure that the person meets the prescribed qualification requirements .

Compilation of documentary requirements and attached signed recommendation of CO Admin Officer. Time, date stamp


documents

CO Admin Officer


The CO, after evaluation, may reject the document and returned to concern unit. A transmittal letter from the Admin Officer of such circumstance is attached to the documents.

4 CO to prepare Special Personnel Order (SPO) of designee.

Documentary requirements and the Profile of designee

30 minutes or the



CO Admin officer

Special Personnel Order (SPO) with Signature of Admin Officer

5 CO conducts final deliberation (screening and evaluation) of the designee

SPO; Validated documentary requirements and endorsements

CO Selection Board



6 Review and endorsement of SPO by Deputy Executive Director for Administration




Subject to availability of DED for Admin

7 Review and approval of designation by Executive Director.

DED Admin Signature on the SPO


Approved designation of chief, director


8 Other preparation and processing of designation papers

Approved designation of chief, director


CO Admin Officer

Executive Director signature on the designation papers

29


Processing Time

Responsible Person


Remarks

advise

9 Concern unit/office receipt and recording of designation papers from ED


10 minutes Concern unit/office Admin Aide


Unit/office shall retain copy of designation papers; Route the documents to the unit/office concern;

10 Transmittal of designation papers to designated officer

Designation papers with Date, time and details of document to be released

1 working day

Admin Officer


End of Process

30

2.4 Process of Designating OIC/ICO Treasurer and Assistant Treasurer (Provincial/City/Municipal)


Processing Time

Responsible Person


Remarks

1 LCE submits recommended designee with the documentary requirements in accordance with DPO 335-03 and the Sec. 470 and 471 of LGC of 1991 (RA No. 7160) to the RDs Office


LCE and the proposed designee

Recommendation of LCE (and Provincial Treasurer in the case of Municipality) with compilation of documentary requirements.

Prerogative of LCE to recommend specific designee. Transmittal may take several days depending on proximity and mode.

Submit directly to the BLGF RO in the case of Treasurer and Assistant Treasurer of the Province or City. Thru the office of the Provincial Treasurer in the case of Municipal Treasurer and Assistant Treasurer.

2 Receive recommendation letters and compilation of documentary requirements of the three eligible recommendees.





3 Evaluate qualifications of the designee to ensure that the person meets the prescribed qualification requirements

Compilation of documentary requirements and attached signed recommendation of LCE (and Provincial Treasurer in the case of Municipality). Time, date stamp


documents

RO Admin Officer


The RO, after evaluation, may reject the document and return to concern office. A transmittal letter from the RD of such circumstance is attached to the documents.

4 Prepare Regional Special Personnel Order (RSPO) of designee.

Documentary requirements and

30 minutes or the

RO Admin officer

Regional Special Personnel Order

31


Processing Time

Responsible Person


Remarks

the Profile of designee



(RSPO) with Signature of Admin Officer

5 Review and endorse documents. Documentary requirements, RSPO


Signature of Assistant RD on the RSPO

Subject to availability of Assistant RD

6 Approve and endorse of RSPO and documentary requirements to the CO by the RD

Signature of Assistant RD on the RSPO and documentary requirements.

30 minutes BLGF-RD, BLGF,

Regional Director (RD)

Approval and signature of RD on RSPO, all documentations. Transmittal letter of endorsement


7 Transmit and endorse related documentations to the CO by RO


1 working day

RO Record Officer



At the Central Office (CO) 8 Receive endorsement and documentary

requirements from Regional Office Date, time and details of documents




9 Validate the following; documentary requirements of the designee;

Documentary Requirements RSPO endorsement of LCE and RD.



documents

CO Admin Officer

Validated documentary requirement RSPO and endorsements

If need arises, the CO Admin Officer upon validation, may correct the details in RSPO

10 Conduct final deliberation (screening RSPO; Validated CO Selection Endorsement of Once a month

32


Processing Time

Responsible Person


Remarks

and evaluation) of the designee

documentary requirements and endorsements

Board CO Selection Board

scheduled meeting

11 Review and endorse RSPO by Deputy Executive Director for Administration




12 Review and approve of designation by Executive Director.



Approved designation of Treasurer or Assistant Treasurer, Signature of ED on designation papers


14 Transmit designation papers to BLGF Regional Office

Date, time and details of document to be released

1 working day

CO Record Officer

(Records Section)



At the Regional Office 15 Receive and record designation papers

from CO Date, time and details of document




16 Transmit designation papers to Provincial Treasurer / Assistant Provincial Treasurer

Designation papers with Date, time and details of document to be released from RO

1 working day

RO Admin Officer



In case of Cities, transmits the designation papers to the City Treasurer or Asst. Treasurer, as the case may be. In case of Municipalities, transmits the designation papers to the Municipal Treasurer or Asst. Municipal Treasurer through the Provincial

33


Processing Time

Responsible Person


Remarks

Treasure, as the case may be. End of Process

34

3.1.1 Processing Travel Authority (or Travel Order) for ROs Step Procedure Input or

Requirement Processing

Time Responsible

Person Output or Decision Point

Remarks

1 The Applicant writes other request for travel authority letter to the RD with attached documentary requirements

Letter justifying travel authority request; Documentary requirements

Applicant Letter request and documentary requirements reviewed

Endorsement letter to BLGF CO prepared and signed by Regional Director

2 Transmit the endorsement with attached documentary requirements to the CO

Endorsement letter from the RD; Travel authority request from the applicant; Documentary requirements

5 to 7 working days

RO Admin Officer


Before transmitting to CO, the RO must ensure that all documentary requirements are complete; Timeline may vary depending on transmittal mode (2 days for LBCs, FedEx, etc. 7 days for ordinary mail);

At the Central Office 3 Receive the transmittal documents

from the RO or courier Mailing or transmittal details; Endorsement letter from RD; Travel authority request from the applicant; Documentary requirements


(Records Section)


Official mails are usually opened unless marked as confidential and/or personal mail

Routed documents to CO Admin Division.

35


Processing Time

Responsible Person


Remarks

4 Receive and record document Date, time and details of documents recorded in logbook; Internal control number; Endorsement from RD; Travel authority request from the applicant; documentary requirements

Within the day

CO Admin Aide (records

Section)


5 Record and route the document to officer in charge

Date, time and details of documents; Internal control number; Endorsement from RD; Travel authority request from the applicant; documentary requirements

10 minutes CO Admin Aide (Admin

Division)


6 Verify completeness of documents. Prepare draft BLGF Travel Authority

Endorsement from the RD; Travel authority request from the applicant; Documentary

1 to 2 working days

Admin Officer

All required documents complete; Draft BLGF Travel Authority with attached

Admin officer may require additional information thru phone or facsimile;

36


Processing Time

Responsible Person


Remarks

requirements; Date, time, details of travel

supporting documents

7 Validate and endorse the draft BLGF Travel Authority

Draft BLGF Travel Authority with attached supporting documents

30 minutes Division Chief, Admin

Division

Signature of Chief Admin Division on the draft BLGF Travel Authority with attached supporting documents

Routing of this document should follow standard record handling procedures

8 Validate and endorse the draft BLGF Travel Authority to the Director, Internal Administration Office (IAO)

Signature of admin division chief; Draft BLGF Travel Authority with attached supporting documents

30 minutes IAO Director Signature of IAO Director on the draft BLGF Travel Authority with attached supporting documents


9 Validate and endorse the draft BLGF Travel Authority to the Deputy Executive Director (DED) for Administration

Signature of IAO Director; Draft BLGF Travel Authority with attached supporting documents

30 minutes IAO Director Signature of IAO Director on the draft BLGF Travel Authority with attached supporting documents


37


Processing Time

Responsible Person


Remarks

10 Validate and endorse the draft BLGF Travel Authority to the ED

Signature of IAO Director; Draft BLGF Travel Authority with attached supporting documents


Signature of DED for Admin on the draft BLGF Travel Authority with attached supporting documents

Routing of this document should follow standard record handling procedures; Revisions may be introduced along the way on the travel authority; Subject to the availability of the DED for Admin

11 Validate and approve the draft BLGF Travel Authority

Signature of DED for Admin; Draft BLGF Travel Authority with attached supporting documents


Signed/Approved BLGF Travel Authority with attached supporting documents

Routing of this document should follow standard record handling procedures; Revisions may be introduced along the way on the travel authority; Transmit approved/signed travel authority and attached supporting documents to concern division/unit

12 Receive and record signed/approved travel authority

Approved BLGF Travel Authority with attached supporting documents; Date, time and details of

1 working day from receipt of

advise

CO Admin Officer (Admin

Division)

Certified true copy of the Travel Authorization; Date, time and details of documents recorded in

Admin Division shall retain original copy of document; Route the documents to the Record Section

38


Processing Time

Responsible Person


Remarks

document logbook of ED secretariat and other units required

13 Transmit Certified true copy of the Travel Authority to BLGF Regional Office


1 working day

CO Record Officer

(Records Section)

Date, time and details of documents recorded in logbook; Transmittal mode details like the tracking number, etc.

Record section shall retain copy of document; Transmittal may take several days depending on proximity and mode.

14 Receive and record Certified true copy of the Travel Authority from CO

Date, time and details of document; Certified true copy of the Travel Authority



RO shall retain copy of Certified true copy of the travel authority; Route the documents to the RO Admin Officer

15 Transmit Certified true copy of the Travel Authority from BLGF RD to requesting personnel

Certified true copy of the Travel authorization with Date, time and details of document to be released from RO

1 working day

RO Admin Officer



End of Process

39

3.1.2 Processing Travel Authority (or Travel Order) for CO Employees


Processing Time

Responsible Person


Remarks

1 The Applicant writes a letter for travel authority letter request to the Executive Director, and transmits the same with attached documentary requirements

Letter request for travel authority; Documentary requirements

Applicant Endorsement from the Division/Unit Chief

2 Transmits the endorsement with attached application and documentary requirements to the CO Admin Division

Endorsement letter from the Division/Unit Chief; Travel authority request from the applicant; Documentary requirements

Within the day

Admin Aide (Originating

division/unit)

Date, time and details of documents recorded in logbook; Internal control number

Before transmitting to CO Admin Division, the Admin Aide must ensure that all documentary requirements are complete;

For the case of the Admin Division employee requesting travel authority, the endorsement will be forwarded directly to the admin division chief for further endorsement;

3 Receive and record the transmitted document from the originating unit

Endorsement letter from division/unit chief; Travel authority request from the applicant; Documentary requirements


Division)


40


Processing Time

Responsible Person


Remarks

4 Route the document to CO Admin Division Action Officer

Date, time and details of documents; Internal control number; Endorsement from unit chief; Travel authority request from the applicant; documentary requirements

Within the day

CO Admin Aide (Admin

Division)

Action Officer acknowledges the receipt from the admin aide; Date, time and details of documents recorded in logbook; Internal control number;

5 Verify completeness of documents and prepare draft BLGF Travel Authority

Endorsement from Division/unit; Travel authority request from the applicant; Documentary requirements; Date, time, details of travel

1 to 2 working days

Admin Action Officer


Admin Action Officer may require additional information;

6 Validate and endorse the draft BLGF Travel Authority to the IAO Director


30 minutes Admin Division Chief

Admin Division Chief signature on the draft BLGF Travel Authority with attached supporting documents


41


Processing Time

Responsible Person


Remarks

8 Validate and endorse the draft BLGF Travel Authority to the DED for Administration

Signature of Admin Division chief; Draft BLGF Travel Authority with attached supporting documents

30 minutes IAO service director

Signature of IAO Director on the draft BLGF Travel Authority with attached supporting documents


9 Validate and endorse the draft BLGF Travel Authority to the ED

Signature of IAO service director; Draft BLGF Travel Authority with attached supporting documents


Signature of DED for Admin on the draft BLGF Travel Authority with attached supporting documents


10 Validate and approve the draft BLGF Travel Authority

Signature of DED for Admin; Draft BLGF Travel Authority with attached supporting documents


Signed/Approved BLGF Travel Authority with attached supporting documents

Routing of this document should follow standard record handling procedures; Revisions may be introduced along the way on the travel authority; Subject to the availability of the ED Transmit and approved/signed Travel Authority and attached supporting

42


Processing Time

Responsible Person


Remarks

documents to concern division/unit

11 Receive and record signed/approved travel authority

Approved BLGF Travel Authority with attached supporting documents; Date, time and details of documents


advise


Division)

Certified true copy of Travel Authorization; Date, time and details of documents recorded in logbook of ED secretariat and other units required

Admin Division shall retain original copy of document; Route the documents to the Record Section

12 Transmit certified true copy of the Travel Authority to requesting unit personnel

Certified true copy of Travel Authorization; Date, time and details of document to be released

1 working day

CO Records Officer (Main

Records Section)



13 Receive and record Certified True copy of the Travel Authority from Main Record Section;

Date, time and details of document; Travel Authority

10 minutes Admin Aide (origin unit)


43


Processing Time

Responsible Person


Remarks

14 Transmit Travel Authority to concern personnel;

Certified true copy of Travel authorization with Date, time and details of document to be released from Admin Aide

1 working day


Acknowledgement of receipt; Date, time and details of documents recorded in logbook

End of Process

44

3.2 Extension of Service for OIC/IOC Bureau Employees and Local Treasurers (& Assistant Treasurer)


Processing Time

Responsible Person


Remarks

1 Applicant writes a letter request for an Extension of Service to the Executive Director

Letter justifying extension of service; Extension period

Applicant Endorsement from the RD;

Extension may not be granted beyond mandatory retirement age;

If applicant is a Local Treasurer or an officer from the RO, the later will need endorsement from the RD in the case of City Treasurer, Provincial Treasurer, RO Officers. If the applicant is a local municipal treasurer, the later will need both endorsement from the Provincial Treasurer first and

then the RD. 2 RO prepares and transmits

endorsement with attached request letter and justification to the CO

Request letter and justification from the applicant;

5 to 7 working days

RO Admin Officer

Date, time and details of documents recorded in logbook; Signed endorse letter from Regional Director

Before transmitting to CO, the RO must ensure that all documentary requirements are complete; Timeline may vary depending on transmittal mode (2 days for LBCs, FedEx, etc. 7 days for ordinary mail);


3 CO receives the transmittal document from the RO or courier

Mailing or transmittal details; Endorsement letter from RD; Request letter and justification from the applicant;


(Records Section)


45


Processing Time

Responsible Person


Remarks

4 CO Records Section routes the document to CO Admin Division

Date, time and details of documents; Internal control number; Endorsement from RD; Request letter and justification from the applicant;

Within the day

CO Admin Aide (records

Section)

CO Admin Division acknowledges the receipt from the CO records section; Date, time and details of documents recorded in logbook; Internal control number;

5 CO Admin Division records and routes the document to Admin Officer

Date, time and details of documents; Internal control number; Endorsement from RD; Request letter and justification from the applicant;


Division)

CO Admin Division officer in charge acknowledges the receipt from the admin aide; Date, time and details of documents recorded in logbook; Internal control number;

6 CO- Admin Division verify completeness of documents and prepares draft Extension of Service Authorization

Endorsement from the RD; Request letter and justification from the applicant; Date, time, details of travel

1 to 2 working days

Admin Officer

Draft Extension of Service Authority with attached supporting documents

Admin officer may require additional information thru phone or facsimile;

7 CO- Admin Division validates and endorses the draft Extension of Service Authority to Office/Service Director

Draft Extension of Service Authority with attached supporting


Admin Division Chief signature on the draft Extension of


46


Processing Time

Responsible Person


Remarks

documents Service Authority with attached supporting documents

9 IAO service director validates and endorses the draft Extension of Service Authority to the Deputy Executive Director (DED) for Administration

Signature of admin division chief; Draft Extension of Service Authority with attached supporting documents

30 minutes IAO service Director

Signature of IAO director on the draft Extension of Service Authority with attached supporting documents


10 DED for Administration validates and endorses the draft Extension of Service Authority to the Executive Director (ED)

Signature of IAO Director; Draft Extension of Service Authority with attached supporting documents


DED for Admin signature on the draft Extension of Service Authority with attached supporting documents


11 ED validates and approves the draft Extension of Service Authority

Signature of DED for Admin; Draft Extension of Service Authority with attached supporting documents


Approved Extension of Service Authority with attached supporting documents

Routing of this document should follow standard record handling procedures; Revisions may be introduced along the way on the travel authority; Subject to the availability of the Executive Director

47


Processing Time

Responsible Person


Remarks

12 Office of the Executive Director records and releases approved Extension of Service Authority/Designation

Approved Extension of Service Authority with attached supporting documents


advise


Division)

Certified true copy of the Extension of Service Authorization; Date, time and details of documents recorded in logbook of ED secretariat and other units required

Admin Division shall retain original copy of document; Route the documents to the Records Section

13 Transmits of Certified true copy of the Extension of Service Authority to BLGF RD


1 working day

CO Record Officer

(Records Section)



14 Receive and record Certified true copy of the Extension of Service Authority from CO

Date, time and details of document; Certified true copy of the Extension of Service Authority



RO shall retain copy of Certified true copy of the Extension of Service authority; Route the documents to the RO Admin Officer

48


Processing Time

Responsible Person


Remarks

15 RO transmits Certified true copy of the Extension of Service Authority from BLGF RD to requesting personnel

Certified true copy of the Extension of Service authorization with Date, time and details of document to be released from RO

1 working day

RO Admin Officer



Assistant RDs, RDs, the Deputy Executive Directors and the Executive Director application for “extension of service” shall require the approval of the Department of Finance Secretary.

End of Process

49

3.3.1 Application for Leave of Absence (Rank & File)

Application for vacation, sick leave or special privilege leave for one full day or more shall be made on this Form (CSC Form No.6) and to be accomplished at least in duplicate. Application for vacation leave shall be filed in advance or whenever possible (5) days before going into such leave. Application for sick leave filed in advance, or exceeding five (5) days shall be accompanied by a medical certificate.


Processing Time

Responsible Person


Remarks

1 Applicant completes the CSC Form No 6 and attaches the documentary requirements if any

CSC Form 6 and documentary requirements;

Applicant Complete CSC Form 6 with applicant signature and documentary requirements;

2 Verify recommend the approval of the application for leave

Complete CSC Form 6 with applicant signature and documentary requirements;

30 minutes Division Chief Signature of Division Chief on the CSC Form 6 and documentary requirements

3 Transmittal of the leave form to the Admin Division

CSC Form 6 signed by applicant and supervisor with documentary requirements;

10 minutes Admin Aide (originating

office)

Date, time and details of documents recorded in logbook;

4 Admin Division records and routes the document to the personnel officer (or officer in charge)


10 minutes Admin Aide (Admin

Division)


50


Processing Time

Responsible Person


Remarks

5 Verify completeness of form and supporting documents, verifies available leave credits and updates the employee leave card

Leave information; Leave card

30 minutes Admin officer Leave card updated; Information of leave credits provided in the CSC form no 6; certification of available leave

6 CO- Admin Division validates information on the form and supporting documents, and endorses the application for approval of the IAO Director

CSC form 6 with certification of available leave


Signature of Admin Division Chief on the CSC form 6 and certification

7 IAO Director reviews and approves of leave application


30 minutes IAO Director Approved / signed application for leave

8 CO- Admin Division updates of leave card, post leave information to time and attendance ledger

Leave information; Time and attendance ledger

30 minutes Admin Officer

Updated leave card and time and attendance ledger

9 CO- Admin Division records and releases approved leave application

Approved leave application


advise

Admin Officer (Admin

Division)


Admin Division shall retain copy of document; Route the documents to the Record Section

51


Processing Time

Responsible Person


Remarks

10 CO- Records Section transmits approved leave to requesting personnel

Approved leave application; Date, time and details of document to be released

1 working day

Record Officer

(Records Section)

Acknowledgement of requesting personnel; Date, time and details of documents receipt recorded in logbook;

Record section shall retain copy of document;

Leave application of rank and file employees at the regional office, the procedures in step 1 to 3 applies and continue following the procedure for regional office below.

4 RO- Admin Section records and routes the document to the personnel officer (or officer in charge)


10 minutes Admin Aide (RO Admin Section)


5 RO- Personnel officer verifies completeness of form and supporting documents, verifies available leave credits and updates the employee leave card


30 minutes RO Admin officer

Leave card updated; Information of leave credits provided in the CSC form no 6; certification of available leave

6 Assistant RD validates information on the form and supporting documents, and endorses the application for approval of RD


30 minutes Assistant RD Signature of Assistant RD on the CSC form 6 and certification

7 Review and approve leave application Signature of Assistant RD on the CSC form 6 and certification

30 minutes RD Approved / signed application for leave

52


Processing Time

Responsible Person


Remarks

8 Update leave card, post leave information to time and attendance ledger


30 minutes RO Admin Officer


RO Admin Section shall retain copy of document; Provide copy to the CO; Route the documents to the RO Record Section

9 Other preparation and processing of leave document


1 working day from receipt of advise

RO Admin Officer (Admin Division)

Date, time and details of documents recorded in logbook of RD secretariat and other units required

10 Transmit approved leave to requesting personnel


1 working day

RO Record Officer (Records Section)



End of Process

53

3.3.2 Application for Leave of employees directly supervised by the IAO Director



Processing Time

Responsible Person


Remarks

1 The Applicant fills-up CSC Form No 6 and attaches the documentary requirements if any


Applicant/ Employee


2 Verify and recommend the approval of the application for leave


30 minutes Division Chief of Applicant

Signature of Division Chief on the CSC Form 6 and documentary requirements

3 Transmit the accomplished leave form to the Admin Division

CSC Form 6 signed by applicant and IAO Director with documentary requirements;

10 minutes Admin Aide (IAO Director

Office)


4 CO- Admin Division records and routes the document to the personnel officer (or officer in charge)



Division)

Admin personnel officer acknowledges the receipt from the admin aide; Date, time and details of documents

54


Processing Time

Responsible Person


Remarks

recorded in logbook; Internal control number;

5 CO- Admin Division verifies completeness of form and supporting documents, verifies available leave credits and updates the employee leave card


30 minutes Admin Officer/

Personnel Officer

Leave card updated; Information of leave credits indicated in the CSC form no 6; certification of available leave

6 Admin Division Chief validates information on the form and supporting document, and endorses the application for approval of DED for Administration




7 Review and approve leave application Signature of Admin Division Chief on the CSC form 6 and certification


Approved / signed for leave application

8 CO- Admin Division updates leave card and posts leave information to time and attendance ledger




Admin Division shall retain copy of document; Routes the documents to the Record Section

55


Processing Time

Responsible Person


Remarks

9 Other preparation and processing of leave document



advise


Division)

Date, time and details of documents recorded in logbook of DED secretariat and other units required

10 CO- Records Section transmits approved leave to requesting personnel


1 working day

Record Officer

(Records Section)



End of Process

56

3.3.3 Application for Leave of Division Chief, Service Directors



Processing Time

Responsible Person


Remarks

1 The Applicant completes the CSC Form No 6 and attaches the documentary requirements if any


Division Chief or Service Director


2 Verify and recommend the approval of the application for leave


30 minutes Service Director for

Division Chief; DED for Service

Director

Signature of Service Director for Division Chief, or DED for Service Director on CSC Form 6 and documentary requirements

3 Transmit the accomplished leave form to the Admin Division


10 minutes Admin Aide (Origin Office)





Division)

Admin personnel officer acknowledges the receipt from the admin aide; Date,

57


Processing Time

Responsible Person


Remarks

time and details of documents recorded in logbook; Internal control number;




Personnel Office

Leave card updated; Information of leave credits indicated in the CSC form no 6; certification of available leave

6 CO- Admin Division validates information on the form and supporting document, and endorses the application for approval of DED for Administration




7 Validate information on the form and supporting document, and endorses the application for approval of DED for Administration


30 minutes IAO Director Signature of IAO Director on the CSC form 6 and certification

8 Validate information on the form and supporting document, and endorses the application for approval of ED

Signature of IAO Director on the CSC form 6 and certification


Signature of DED for Admin on the CSC form 6 and certification

9 Review and approve leave application Signature of DED for Admin on the CSC form 6 and certification


Approved / signed application for leave

58


Processing Time

Responsible Person


Remarks

10 CO- Admin Division Updates leave card and posts leave information to time and attendance ledger





11 CO- Records Section transmits approved leave to requesting Division Chief, Service Director


1 working day

Record Officer

(Records Section)

Acknowledgement of requesting officer; Date, time and details of documents receipt recorded in logbook;


End of Process

59

3.3.4 Application for Leave of Assistant RDs, RD, Deputy Executive Director



Processing Time

Responsible Person


Remarks

1 The Applicant fills- up CSC Form No 6 and attaches the documentary requirements if any


ARD, RD, or DED

Complete CSC Form 6 with the applicant signature and documentary requirements;

2 Verify and recommends the approval of the application for leave



Signature of DED for Admin on the CSC Form 6 and documentary requirements

3 Transmit leave form to the Admin Division


10 minutes Admin Aide (DED for Admin)



CSC Form 6 signed by applicant and DED for Admin with documentary requirements;


Division)


60


Processing Time

Responsible Person


Remarks




30 minutes Admin officer Leave card updated; Information of leave credits indicated in the CSC form no 6; certification of available leave

6 CO- Admin Division validates information on the form and supporting document, and endorses the application for approval of DED for Administration




7 Validates information on the form and supporting document, and endorse the application for approval of DED for Administration



8 Validates information on the form and supporting document, and endorses the application for approval of ED




9 Review and approve leave Signature of DED for Admin on the CSC form 6 and certification


Approved / signed application for leave

10 Update leave card, post leave information to time and attendance

Leave information; Time and


Updated leave card and time and

Admin Division shall retain copy of

61


Processing Time

Responsible Person


Remarks

ledger attendance ledger attendance ledger document; Routes the documents to the Record Section

11 CO- Records Section transmits approved leave to requesting Division Chief, Service Director


1 working day

Record Officer

(Records Section)

Acknowledgement of requesting officer; Date, time and details of documents receipt recorded in logbook;


End of Process

62

3.3.5 Application for Leave of the Executive Director



Processing Time

Responsible Person


Remarks

1 Applicant completes the CSC Form No 6 and attaches the documentary requirements if any


Executive Director


3 Transmit the leave form to the Admin Division


10 minutes Admin Aide (OED)





Division)

Admin personnel officer acknowledges the receipt from the admin aide; Date, time and details of documents recorded in logbook; Internal control number;

5 CO- Admin Division verify completeness of form and supporting documents, verifies available leave credits and updates the


30 minutes Admin officer Leave card updated; Information of

63


Processing Time

Responsible Person


Remarks

employee leave card leave credits provided in the CSC form no 6; certification of available leave

6 Validate information on the form and supporting document, and endorse the application for approval of IAO Director




7 Validate information on the form and supporting document, and endorse the application for approval of DED for Administration



8 Validate information on the form and supporting document, and endorse the application for approval of ED



Signature of DED for Admin on the Memorandum, CSC form 6 and certification

9 Approve/sign Memorandum for the Undersecretary, DOF



Approved / signed Memorandum for the USED, DOF, application for leave

Application for Leave including documentary requirements are forwarded to the Records Section for release to the USEC, DOF

10 Update leave card, post leave information to time and attendance ledger




64


Processing Time

Responsible Person


Remarks

11 CO- Records Section transmits memorandum and supporting documents

Approved / signed Memorandum for the USED, DOF, application for leave and supporting documents

1 working day

Record Officer

(Records Section)

Acknowledgement of USEC record officer; Date, time and details of documents receipt recorded in logbook;

Record section shall retain copy of acknowledgement;

End of Process

65

3.4.1 Processing of Pass Slip (Official Business) for Rank & File

An employee, who will be out for Official Business (OB), for at least four (4) hours but not exceeding one (1) day, shall file with the Personnel Section a Pass

slip (PS) before proceeding to his/her assignment and or destination. In case of urgent Official Business (OB) and the employee needs to directly proceed to

his/her assignment, he/shall submit the same pass slip with the required documents within 2 days upon his/her return to the office.


Processing Time

Responsible Person


Remarks

1 Employee completes the Pass Slip Form and attaches documentary requirements;

Notice of meeting; Memorandum; Order; Pass Slip Form

Employee Complete Form with applicant signature and documentary requirements;

2 Verify and recommend the approval of the Pass Slip

Complete Form with applicant signature and documentary requirements;

30 minutes Division Chief Signature of Division Chief on the Form and documentary requirements

3 Transmit Pass Slip to the Admin Division Signature of Division Chief on the Pass Slip and documentary requirements

10 minutes Admin Aide Date, time and details of documents recorded in logbook;

4 Record and route the document to the personnel officer (or officer in charge)

Signature of Division Chief on the Pass Slip and documentary requirements

10 minutes Admin Aide (Admin Division)


66


Processing Time

Responsible Person


Remarks


5 CO- Admin Division verifies completeness of form and supporting documents;

Signature of Division Chief on the Form and documentary requirements;

30 minutes Admin officer Signature of Personnel Officer on the Form and documentary requirements;

6 CO- Admin Division validates information on the form and supporting document, and endorses the application for approval of IAO Director

Signature of Personnel Officer on the Form and documentary requirements;


Signature of Admin Division Chief on the Form and documentary requirements;

7 Review and approve Pass Slip


30 minutes IAO Director Signature of IAO Director on the Pass Slip and documentary requirements;

8 CO- Admin Division posts Pass Slip information to time and attendance ledger

Pass Slip information; Time and attendance ledger

30 minutes Personnel Officer

Updated time and attendance ledger


10 CO- Records Section transmits approved Pass Slip to requesting employee

Approved Pass Slip; Date, time and details of document to be released

1 working day

Record Officer (Records Section)

Acknowledgement of requesting employee; Date, time and details of documents receipt recorded in logbook;


End of Process

67

3.4.1 Processing of Pass Slip (Official Business) for Division Chiefs

An employee, who will be out for Official Business (OB), for at least four (4) hours but not exceeding one (1) day, shall file with the Personnel Section a Pass

slip (PS) before proceeding to his/her assignment and or destination. In case of urgent Official Business (OB) and the employee needs to directly proceed to

his/her assignment, he/shall submit the same pass slip with the required documents within 2 days upon his/her return to the office.


Processing Time

Responsible Person


Remarks

1 Employee fills-up the Pass Slip Form and attaches the documentary requirements;

Notice of meeting; Memorandum; Order; Pass Slip Form

Employee Completed Form with applicant signature and documentary requirements;

2 Verify and recommends the approval of the Pass Slip

Completed Form with applicant signature and documentary requirements;

30 minutes Division Chief Signature of Division Chief on the Form and documentary requirements

3 Transmit Pass Slip to the Admin Division Signature of Division Chief on the Form and documentary requirements

10 minutes Admin Aide (Originating

unit)


4 CO- Admin Division records and routes the document to the Personnel Officer (or officer in charge)

Signature of Division Chief on the Form and documentary requirements


Division)


68


Processing Time

Responsible Person


Remarks


5 CO- Admin Division verifies completeness of form and supporting documents;

Signature of Division Chief on the Form and documentary requirements;


Personnel Officer


6 CO- Admin Division validates information on the form and supporting document, and endorses the application for approval of IAO Director




7 Validate information on the form and supporting document, and endorse the application for approval of DED for Administration


30 minutes IAO Director Signature of IAO Director on the Form and documentary requirements;

8 Review and approve Pass Slip

Signature of IAO Director on the Form and documentary requirements;


Approved Pass Slip and documentary requirements;

9 CO- Admin Division posts Pass Slip information to time and attendance ledger

Pass Slip information; Time and attendance ledger


Updated time and attendance ledger


69


Processing Time

Responsible Person


Remarks

10 CO- Records transmits approved Pass Slip to requesting employee

Approved Pass Slip; Date, time and details of document to be released

1 working day

Record Officer

(Records Section)



End of Process

70

3.5. Processing of Loyalty Bonus for both Regional and the CO

A Loyalty Award in the form of cash per year of service is granted to employees of the department/agency who have completed at least ten (10) years of continuous and satisfactory service in the government and ensuing fifth year.


Processing Time

Responsible Person


Remarks

1 CO HR section determines schedule of granting loyalty awards to employees

Date and Time (timing); Draft list of recipients;


Schedule of award One of the Admin officer is usually appointed as personnel officer; Pursuant to Section 7, Rule X of the Omnibus Rules Implementing Book V of EO 292 of the CSC

2 CO HR section verifies certification and service records of employee

Service records; Certificate of continuous and satisfactory service in the government;


Verified certification that the employee has obtained a Very Satisfactory rating and has not incurred 50 days leave without pay for the 1st ten year and not more than 25 days for the ensuing fifth year

Please refer to Sec. 60, Rule XVI of the Omnibus Rules Implementing Book V of the EO 292 on the effect of vacation leave without pay

3 CO HR section prepares and finalizes Memorandum for the Grant of Loyalty Award and Memorandum to the Financial Management Division (FMD) for fund allocation

Verified certificate of continuous and satisfactory service; Service records

30 minutes Admin

Officer

Signature of the

Admin Officer

(Personnel Officer)

on the

Memorandum for the

Grant of Loyalty Award

and Memorandum to

the FMD for fund

71


Processing Time

Responsible Person


Remarks

Memorandum for

the Grant of

Loyalty Award and

Memorandum to

the FMD for fund

allocation

allocation with

documentary

requirements are

forwarded to the

Admin Division Chief

4 CO Admin Division reviews

Memorandum for Grant of Loyalty

Award and Memorandum to the FMD

for fund allocation with documentary

requirements

Signature of the

Admin Officer

(Personnel Officer)

on the

Memorandum for

the Grant of

Loyalty Award and

Memorandum to

the FMD for fund

allocation together

with the

documentary

requirements

30 minutes Admin

Division Chief

Signature of the

Admin Division

Chief on the

Memorandum for

the Grant of

Loyalty Award and

Memorandum to

the FMD for fund

allocation with

documentary

requirements

If corrections/ revisions are made by the Admin Division Chief on the Memorandum for the Grant of Loyalty Award and Memorandum to the FMD for fund allocation, the same are returned to the Admin Officer (Personnel Officer) for editing/ finalization, then proceed back to step 3,

otherwise the Memorandum for the Grant of Loyalty Award and Memorandum to the FMD for fund allocation are forwarded to the Office of the Director of Internal Administration for review

72


Processing Time

Responsible Person


Remarks

5 CO Admin Division records and

transmits the Memorandum for

Granting Loyalty Award and

Memorandum to the Financial

Management Division (FMD) for fund

allocation to the Office of the Director,

IAO

Signature of the

Admin Division

Chief on the

Memorandum for

the Grant of

Loyalty Award and

Memorandum to

the Financial

Management

Division (FMD) for

fund allocation

with documentary

requirements

10 minutes Admin Aide Date, time and

details of the

document

recorded in the

logbook of the

Admin

The Memorandum for the Grant of Loyalty Award and Memorandum to the FMD are routed to concern Office Directors (which the nominated employees belong) for review and signature, thereafter for the approval of the Executive Director.

6 Reviews the Memorandum for Grant

Loyalty Award and Memorandum to the

Financial Management Division (FMD)

for fund allocation with documentary

requirements

Signature of the

Personnel Officer

& Admin Division

Chief on the

Memorandum for

the Grant of

Loyalty Award and

Memorandum to

the Financial

Management

Division (FMD) for

30 minutes IAO Director Signature of the

IAO Director on

the Memorandum

for the Grant of

Loyalty Award and

Memorandum to

the FMD with

documentary

requirement

73


Processing Time

Responsible Person


Remarks

fund allocation

with documentary

requirements

If corrections/ revisions are made by the IAO Director on the Memorandum for Grant Loyalty Award and Memorandum to the FMD for fund

allocation with documentary requirement, the same are returned to HR Section for editing/ finalization. Then, proceed back to Step 3, otherwise

the Memorandum for Grant Loyalty Award and Memorandum to the FMD for fund allocation with documentary requirement are forwarded to

the Office of the Deputy Executive Director, Administration for review

7 Review the Memorandum for the Grant

of Loyalty Award and Memorandum to

the Financial Management Division

(FMD) with documentary requirements

Signature of the

IAO Director on

the Memorandum

for the Grant of

Loyalty Award and

Memorandum to

the FMD with

documentary

requirement

30 minutes DED for

Admin

Signature of the

DED for Admin on

the Memorandum

for the Grant of

Loyalty Award and

Memorandum to

the FMD

If corrections/ revisions are made by the DED for Admin on the Memorandum for Grant Loyalty Award and Memorandum to the FMD for fund

allocation with documentary requirement, the same are returned to HR Section for editing/ finalization. Then, proceed back to Step 3, otherwise

the Memorandum for Grant Loyalty Award and Memorandum to the FMD for fund allocation with documentary requirement are forwarded to the

Office of the Executive Director

74


Processing Time

Responsible Person


Remarks

8 Approve and sign the Memorandum to

FMD for appropriate action

Memorandum for

the ED for the

Grant of Loyalty

Award signed by

DED for Admin;

Memorandum to

the FMD

countersigned by

Admin Division

Chief, IAO

Director, DED for

Admin with

documentary

requirements

30 minutes Executive

Director

Approved/signed

Memorandum to

FMD for payment

of loyalty bonus

If corrections/ revisions are made by the ED on the memoranda, the same are returned to HR Section for editing/ finalization. Then, proceed to Step 4 otherwise forward the approved memorandum for the Grant of Loyalty Award and Memorandum to FMD.

9 CO- Admin Division receives and records approved Memoranda

Approved Memorandum for the Grant of Loyalty Award and Memorandum to the FMD


advise


Division)

Date, time and details of documents recorded in logbook of OED Admin Aide and other units required


75


Processing Time

Responsible Person


Remarks

10 CO- Records Section transmits approved Memorandum for the Grant of Loyalty Award and Memorandum to the FMD for proper action

Approved Memorandum for the Grant of Loyalty Award and Memorandum to the FMD

1 working day

Record Officer

(Records Section)

Acknowledgement of FMD; Date, time and details of documents receipt recorded in logbook;


End of Process

76

3.6 Issuance of Certifications or Service Record

Service Records and other personnel related certifications are requested by officials and employees as supporting documents for government transaction

such as GSIS, PAG-IBIG, etc.


Processing Time

Responsible Person


Remarks

1 Employee fills-up the request form and attaches the documentary requirements;

Personal and government service information;

Employee Completed request form with applicant signature and documentary requirements;

2 CO HR section receives Request for Service Records (SR) and other personnel related Certification from BLGF official/employee

Completed request Form

10 minutes Admin Aide (Admin Division)

Acknowledgement of request; Date, time and details recorded in logbook; Request for SR or other personnel related Certification;

3 CO HR section prepares SR /

Certification

201 file of the employee; Employee’s Leave Card; Salary schedule

30 minutes Admin

Officer

Signature of

Admin Officer on

the SR or

Certification

77


Processing Time

Responsible Person


Remarks

4 CO- Admin Division verifies and signs

the SR / Certification

Countersigned

SR/Certification

with attached

Request Form

30 minutes Admin

Division Chief

Approved / signed

SR or certification

Admin Division shall

retain copy of

document; Routes the

documents to the

Record Section

6 CO- Records Section transmits approved SR / certification to requesting employee

Approved / signed SR or certification; Date, time and details of document to be released

1 working day

Record Officer

(Records Section)



End of Process

78

3.7 Notice of Step Increment

A one (1) step increment is granted to officials and employees for every three (3) years of continuous satisfactory service in the position.


Processing Time

Responsible Person


Remarks

1 Examine employee service records to identify candidate for salary grade step increment. Notify the CO Admin Division Chief thru a formal request to issue Notice of Step Increment (NOSI)

Employee service records

Admin Officer of

ROs and COs

List of Nominees Every admin officer should take responsibility in ensuring that periodic review for NOSI is performed;

2 CO HR section receives and records request with documentary requirements from the Admin Officer of CO or the ROs for the issuance of NOSI;

Letter request with documentary requirements from the Admin Officer of CO or the ROs

10 minutes Admin Aide Date and details of documents recorded in the logbook. Corresponding CCS no. attached.

The letter request together with the documentary requirements is forwarded to concerned Admin Officer

3 CO HR section evaluates the attached documentary requirements as basis for the issuance of NOSI

Letter request with documentary requirements from the Admin Officer of CO or the ROs

1 hour

Admin Officer

Documentary requirements evaluated

4 CO HR section prepares the NOSI with cover memo to the BLGF Executive Director

Completed Documentary requirements;

Within the day

Admin Officer

Signature of the Admin Officer on the NOSI and cover memo

The NOSI and cover memo is forwarded to the Admin Division Chief for review

5 CO Admin Division Chief reviews and endorses the NOSI and the cover memo

Signature of Admin Officer on the NOSI and cover memo


Signature of Admin Division Chief on the NOSI and cover memo

If corrections/ revisions are made by the Admin Division Chief on the NOSI and cover memo, the

79


Processing Time

Responsible Person


Remarks

same are returned to the Admin Officer for editing/ finalization. Otherwise, the NOSI and cover memo are forwarded to the IAO Director for review

The NOSI and cover memo are routed to the Office Directors for review and signature 6 Review and endorse the NOSI and cover

memo Signature of Admin Division Chief on the NOSI and cover memo

30 minutes IAO Director Signature of IAO Director on the NOSI and cover memo

If corrections/ revisions are made by the IAO Director on the NOSI and cover memo, the same are returned to Admin Officer for editing/ finalization, then proceed to step 3, otherwise the NOSI and cover memo are forwarded to DED for Admin for review

7 Review and endorse the NOSI and cover memo

Signature of IAO Director on the NOSI and cover memo


Signature of DED for Admin on the NOSI and cover memo

If corrections/ revisions are made by the DED for Admin on the NOSI and cover memo, the same are returned to Admin Officer for editing/ finalization, then proceed to step 3, otherwise the NOSI and cover memo are forwarded to Executive Director for review and approval

8

Review and approve the Notice Of Salary Increment (NOSI)

Signature of DED for Admin on the NOSI and cover memo


Approved and signed NOSI by BLGF Executive Director

If corrections/ revisions are made by the Executive Director on the NOSI, the same is returned to Admin Division for editing/ finalization, then proceed back to step 3.

9 Record and transmit the approved and signed appointment papers to the Admin Division



Date and details of the appointment papers recorded in the logbook of the OED

80


Processing Time

Responsible Person


Remarks

10 CO Admin Division receives and records the approved and signed NOSI


10 minutes Admin Aide Date and details of the appointment papers recorded in the logbook of the Admin Division

The duplicate copy of the NOSI is kept by the Division for 201 file. Original copies of the approved NOSI is transmitted to Records Section

11 CO Admin Division prepares transmittal letter with the approved NOSI to concern divisions of CO or to the ROs



Transmittal letter with approved NOSI signed by the Admin Officer

The transmittal letter is forwarded to the Admin Division Chief for review

12 CO Admin Division reviews the transmittal letter with approved NOSI



Transmittal letter with approved NOSI signed by Admin Division Chief

If corrections/ revisions are made by the Admin Division Chief on the transmittal letter with approved NOSI, the same is returned to the Admin Officer for editing/ finalization. Otherwise, the transmittal letter with approved NOSI is forwarded to the IAO Director for review and signature

13 Review and approve the transmittal letter with approved NOSI


30 minutes IAO Director Approved transmittal letter with approved NOSI

14 CO Records Section receives, records and transmits the approved transmittal letter with the approved NOSI

Approved transmittal letter with approved NOSI

10 minutes Records Officer

Date and details of the transmittal letter with attached requirements recorded in the logbook of the CO Records Section

Records Section transmits the approved transmittal letter with approved NOSI to the concerned divisions or regional offices

End of Process

81

3.8 Employee Resignation

Sec.1, Rule XII of the CSC, Rules Implementing Book V of EO 292 relative to resignation, the following shall be submitted to the CSC: a) the voluntary

written notice of the employees informing the appointing authority that he is relinquishing his position and the affectivity date of resignation; and

b) the acceptance of resignation in writing by the agency head or appointing authority which shall indicate the date of affectivity of said resignation.


Processing Time

Responsible Person


Remarks

1 CO Records Section receives and records Resignation Letter with documentary requirements;

Resignation letter with documentary requirements

10 minute Record Officer Date, time and details of the Resignation Letter with documentary requirements recorded in the logbook of the Records Section

Resignation Letter with documentary requirements is forwarded to HR Section.

2 CO HR section reviews and evaluates the Resignation Letter with documentary requirements

Details of resignation informing the appointing authority (Executive Director) that she/he is relinquishing his position with the effectivity date of said resignation; Checklist of Requirements for Resignation

2minutes Admin Officer Signature of the Admin Officer for the Resignation Letter with documentary requirements evaluated

Admin officer may be assigned as the personnel officer

3 CO HR section prepares and finalizes the Verified 30 minutes Admin Officer Draft Memorandum relative

82


Processing Time

Responsible Person


Remarks

draft memorandum relative to the resignation and acceptance letter address to the resigning employee and for the compliance of the requirements for resignation

Resignation Letter; Checklist of requirements

memorandum relative to the resignation and acceptance letter signed by the Admin Officer with documentary requirements

to the resignation and acceptance Letter with documentary requirements are forwarded to the Admin Division Chief

4 CO Admin Division reviews the draft memorandum relative to the resignation and the acceptance letter with documentary requirements

Draft memorandum relative to the resignation and the acceptance letter signed by the Admin Officer with documentary requirements


Draft memorandum relative to the resignation and acceptance letter signed by the Admin Division Chief with documentary requirements

If corrections/ revisions are made by the Admin Division Chief on the draft memorandum relative to the resignation and acceptance letter, the same are returned to the Admin Officer (Personnel Officer) for editing/finalization, then proceed back to step 3, otherwise the draft memorandum relative to

the resignation and acceptance letter with documentary requirements are forwarded to the Office of the IAO Director for review 5 CO Admin Division records and transmits the

draft memorandum relative to the resignation and acceptance letter with documentary requirements to the Office of the IAO Director

Draft memorandum relative to the resignation and acceptance letter signed by the Admin Division Chief with documentary requirements

10 minutes Admin Aide Date, time and details of the memorandum relative to the resignation and acceptance letter with documentary requirements recorded in the logbook of the

83


Processing Time

Responsible Person


Remarks

Admin Division

The draft memorandum relative to the resignation and acceptance letter with documentary requirements is routed to the concerned Office Directors for review and signature and for the approval of the Executive Director.

6 Review the draft memorandum relative to the resignation and the acceptance letter with documentary requirements

Draft memorandum relative to the resignation and acceptance letter signed by the Admin Officer and Admin Division Chief with documentary requirements

30 minutes IAO Director Draft memorandum relative to the resignation and acceptance letter reviewed and signed by the IAO Director with documentary requirements

If corrections/revisions are made by the IAO Director on the memorandum relative to the resignation and acceptance letter, the same are returned to Admin Division for editing/finalization, then proceed back to step 3, otherwise the draft memorandum relative to the resignation and acceptance

letter with documentary requirements are forwarded to the Office of the Deputy Executive Director (DED) for Administration for review 7 Review the draft memorandum relative to

the resignation and the acceptance letter with documentary requirements

Draft memorandum relative to the resignation and acceptance letter signed by the Admin Officer, Admin Division Chief and IAO Director with documentary requirements

1 hour DED for Admin

Draft memorandum relative to the resignation and acceptance letter reviewed and signed by the DED for Admin with documentary requirements

If corrections/revisions are made by the DED-Administration on the Memorandum relative to the resignation and Acceptance Letter, the same are returned to ADMIN Division for editing/finalization, then proceed back to step 3, otherwise the draft memorandum relative to the resignation and

84


Processing Time

Responsible Person


Remarks

acceptance letter with documentary requirements are forwarded to the Office of the Executive Director (OED) 8 Proofread the draft memorandum relative

to the resignation and acceptance letter with documentary requirements

Draft memorandum relative to the resignation and acceptance letter signed by the Admin Officer, Admin Division Chief, IAO Director and DED for Admin with documentary requirements

1 hour Executive Assistant of

OED

Draft memorandum relative to the resignation and acceptance letter verified by the OED Executive Assistant with documentary requirements

If corrections/revisions are made by the Executive Assistant II on the Memorandum relative to the resignation and Acceptance Letter, the same are returned to ADMIN Division for editing/finalization. Then proceed back to step 3, otherwise the Memorandum relative to the resignation and

Acceptance Letter with documentary requirements are forwarded to Executive Director for review/approval 9 Review and approve the memorandum

relative to the resignation and acceptance letter with documentary requirements

Draft memorandum relative to the resignation and acceptance letter signed by the Admin Officer, Chief, ADMIN, Director, IAO and DED-Administration with documentary requirements

1 hour Executive Director

Approved Memorandum relative to the resignation and Acceptance Letter

85


Processing Time

Responsible Person


Remarks

If corrections/revisions are made by the Executive Director on the draft memorandum relative to the resignation and acceptance letter, the same are returned to Admin Division for editing/finalization, then proceed back to step 3. The memorandum relative to the resignation and acceptance letter with documentary requirements, after having been reviewed and signed and approved by the Executive Director, shall be transmitted back to the

Admin Division for the next step 10 Record and transmit the approved

memorandum relative to the resignation and acceptance letter with documentary requirements

Approved memorandum relative to the resignation and acceptance letter with documentary requirements


Date, time and details of the memorandum relative to the resignation and acceptance letter together with the documentary requirements recorded in the OED logbook

11 CO Admin Division receives and records the approved memorandum relative to the resignation and the acceptance letter with documentary requirements

Approved memorandum relative to the resignation and acceptance letter with documentary requirements

10 minutes Admin Aide Date, time and details of the Memorandum relative to the resignation and Acceptance Letter with documentary requirements recorded in the ADMIN Division logbook

Xerox copy is kept in the Division for file. Original and duplicate copies of the approved memorandum relative to the resignation and acceptance letter with documentary requirements are forwarded to Records Section for filing and transmitted to the concerned party.

12 CO Records Section records and transmits the approved memorandum relative to the

Approved memorandum

10 minutes Records Officer of CO

Date, time and details of the

Original copies of approved

86


Processing Time

Responsible Person


Remarks

resignation and the acceptance letter with documentary requirements to the concern Division Offices

relative to the resignation and acceptance letter with documentary requirements

Records Section

memorandum relative to the resignation and acceptance letter with documentary requirements recorded in the Records Section logbook

memorandum relative to the resignation and acceptance letter with documentary requirement are transmitted to resigning employee. Xerox copies of the document are retained for file.

End Of Process

87

3.9.1 Employee Retirement process for the ROs


Processing Time

Responsible Person


Remarks

1 Employee fills-up the BLGF Retirement Form and the GSIS Form No. A-RETB-03-01 (application for retirement benefit) and attaches the supporting documents

BLGF Retirement Form; the GSIS Form No. A-RETB-03-01; Service record information

Employee Completed BLGF and GSIS Form with supporting documents

2 RO Admin section receives and record employee application for retirement benefits documents;

Complete BLGF and GSIS Form with supporting documents


Date, time and details of document recorded in the logbook

3 RO Admin Section verifies completeness of document and prepares the draft endorsement letter

Applicant information


Draft endorsement letter to CO

4 Validates documents and endorses endorsement letter for signature of RO

RD draft endorsement letter to CO

30 minutes Assistant RD Signature of Assistant RD on the RD draft endorsement letter to CO

5 RD validates and signs the endorsement letter to CO;

Signature of Assistant RD on the RD endorsement letter to CO ; Retirement

30 minutes RD Signed/Approved endorsement letter to CO with supporting documents

88


Processing Time

Responsible Person


Remarks

application with supporting documents

6 RO records and transmits endorsement letter, employee application for retirement benefits with supporting document

Signed endorsement letter with supporting documents

Within the day

RO Record Officer

Date, time and details of document recorded in the logbook; Transmittal details

Transmittal may take days depending on the proximity and mode;


7 CO Record Section receives and records endorsement letter from RO and supporting documents to CO, BLGF & GSIS Forms, and supporting documents.

Date, time and details of documents; Document Content

10 minutes Record Officer

Acknowledgment of receipt; Date, time and details of document recorded in logbook

Document classified as “retirement”. The document is forwarded to the CO HR section

8 CO HR section receives and refer the RD endorsement letter, BLGF & GSIS Forms, and supporting documents to the Action Officer


10 minutes Admin Aide Acknowledgment of Admin Officer (Action Officer); Date, time and details of document recorded in logbook

89


Processing Time

Responsible Person


Remarks

9 CO- Admin Division examines the

qualification and verifies the

completeness of the documents; and

prepares the draft ED endorsement

letter to GSIS and memorandum for

FMD.

Endorsement

letter; Retirement

application and

supporting

documents

1 to 2

working days

upon receipt

Admin

Officer

Draft

Endorsement

letter to GSIS and

Memorandum for

FMD.

Process time will depend on the volume of request communications and other circumstances; Memo for the FMD is for fund allocation of BLGF retirement benefits

10 CO- Admin Division reviews and endorses the draft endorsement letter to GSIS and memorandum for FMD to the IAO Director

Draft endorsement letter to GSIS


Signature of Admin Division Chief to the draft endorsement letter to GSIS and memorandum for FMD.

11 Review and endorse endorsement letter to GSIS and memorandum for FMD

Signature of Admin Division Chief to the draft ED endorsement letter to GSIS and memorandum for FMD

30 minutes IAO Director Signature on IAO Director to the draft endorsement letter to GSIS and memorandum for FMD

Endorsement letter to GSIS and memorandum for FMD forwarded to DED for Administration

12 Review and endorse the draft endorsement letter to GSIS and memorandum for FMD

Signature of IAO Director to the endorsement letter to GSIS and memorandum for FMD


Signature of DED for Admin on draft endorsement letter to GSIS and memorandum for FMD

Endorsement letter to GSIS and memorandum for FMD forwarded to Executive Director for signature/approval

90


Processing Time

Responsible Person


Remarks

13 Review and approve the endorsement letter to GSIS and memorandum for FMD

Signature of IAO Director, DED for Admin on the endorsement letter to GSIS and memorandum for FMD


Signed/Approved endorsement letter to GSIS and memorandum for FMD

Signed/approved endorsement letter to GSIS forwarded to Admin Division

14 CO- Admin Division receives and records endorsement letter and supporting documents

Approved ED endorsement letter to GSIS; Complete forms and supporting documents


advise


Division)

Date, time and details of documents recorded in logbook of OED and other units required

Admin Division shall retain copy of document; and forwards the documents to the Record Section

15 Transmittal of approved ED endorsement letter to GSIS, Complete forms and supporting documents to the GSIS; and transmittal of Memorandum to the FMD;

Transmittal mode; Document

1 working day

Record Officer

(Records Section)

Acknowledgement of FMD and applicant; Date, time and details of documents receipt recorded in logbook; Transmittal to GSIS details


16 CO notification to RO on the status of employee application for retirement benefits

Complete set of duplicate documents; Transmittal details

1 working day

CO Admin Officer

Notice email or formal letter

A copy is also provided to the applicant

91


Processing Time

Responsible Person


Remarks

17 BLGF to facilitate with GSIS the approval and release of benefits to employee

Details of transactions

CO Admin Officer

Eventual release of retirement benefits from BLGF and GSIS

Release may take weeks depending on the processes of GSIS

End of Process

92

3.9.2 Employee Retirement process for the COs


Processing Time

Responsible Person


Remarks

1 Employee completes the BLGF Retirement Form and the GSIS Form No. A-RETB-03-01 (application for retirement benefit) and attaches the supporting documents

BLGF Retirement Form; the GSIS Form No. A-RETB-03-01; Service record information

Employee Complete BLGF and GSIS Form with supporting documents

2 CO Record Section receives and record employee application for retirement benefits with supporting documents;




Record Section routes the employee application for retirement benefits with supporting documents;

3 CO HR Section routes the employee application for retirement benefits with supporting documents to the Action Officer;


10 minutes Admin Aide Acknowledgement of Admin Officer; Date, time and details of document recorded in the logbook

4 Examines the qualification and verifies

the completeness of the documents;

and prepares the draft ED endorsement

letter to GSIS and memorandum for

FMD.

Complete BLGF

and GSIS Form

with supporting

documents

1 to 2

working days

upon receipt

Admin

Officer

Draft ED

endorsement

letter to GSIS and

memorandum for

FMD.

Process time will depend on the volume of request communications and other circumstances; Memo for the FMD is for fund allocation of BLGF retirement benefits

93


Processing Time

Responsible Person


Remarks

5 Reviews and endorses the draft ED endorsement letter to GSIS and memorandum for FMD to the IAO Director

Draft ED endorsement letter to GSIS


Signature of Admin Division Chief to the draft ED endorsement letter to GSIS and memorandum for FMD.

6 Reviews and endorses the draft ED endorsement letter to GSIS and memorandum for FMD to the DED for Admin

Signature of Admin Division Chief to the draft ED endorsement letter to GSIS and memorandum for FMD

30 minutes IAO Director Signature of IAO Director to the draft ED endorsement letter to GSIS and memorandum for FMD

7 Reviews and endorses the draft ED endorsement letter to GSIS and memorandum for FMD to the ED

Signature of IAO Director to the draft ED endorsement letter to GSIS and memorandum for FMD


Signature of DED for Admin to the draft ED endorsement letter to GSIS and memorandum for FMD

8 Reviews and approves the draft endorsement letter to GSIS and memorandum for FMD

Signature of DED for Admin to the draft ED endorsement letter to GSIS and memorandum for FMD

30 minutes ED Approved endorsement letter to GSIS and memorandum for FMD

94


Processing Time

Responsible Person


Remarks

9 Other preparation and processing of ED endorsement letter to GSIS; Memorandum for FMD; Complete forms and supporting documents

Approved ED endorsement letter to GSIS; Memorandum for FMD; Complete forms and supporting documents


advise


Division)



10 Transmittal of approved ED endorsement letter to GSIS, Complete forms and supporting documents to the GSIS; and transmittal of Memorandum to the FMD;


1 working day

Record Officer

(Records Section)

Acknowledgement of FMD and applicant; Date, time and details of documents receipt recorded in logbook; Transmittal to GSIS details


11 HR Section notifies employee on the status of application for retirement benefits

Complete set of duplicate documents; Transmittal details

1 working day

CO Admin Officer

Notice email or formal letter

A copy is also provided to the applicant

12 BLGF to facilitate with GSIS the approval and release of benefits to employee

Details of transactions

CO Admin Officer

Eventual release of retirement benefits from BLGF and GSIS

Release may take weeks depending on the processes of GSIS

End of Process

95

3.10.1 Processing application to authorize Practice of Profession at the ROs


Processing Time

Responsible Person


Remarks

1 Employee writes a letter requesting endorsement from the RD for an authorization from the CO to practice law and profession;

Details of request and Supporting documents

Employee Letter request with supporting documents

2 RO Admin section receives and record employee application to practice law and profession;

Letter request with supporting documents



3 RO Admin Officer verifies completeness of document and prepares the draft RD endorsement letter;

Applicant information



4 Assistant RD validates documents and endorses the draft RD letter for signature


30 minutes Assistant RD Signature of Assistant RD to the RD draft endorsement letter to CO

5 RD validates and signs the draft endorsement letter to CO;

Signature of Assistant RD to the RD draft endorsement letter to CO ; application with

30 minutes RD Approved endorsement letter to CO with supporting documents

96


Processing Time

Responsible Person


Remarks


6 RO recording and transmittal of RD endorsement letter, employee application for authority to practice law and profession with supporting document

RD endorsement letter with supporting documents

Within the day

RO Record Officer

Date, time and details of document recorded in the logbook; Transmittal details

Transmittal may take days depending on the proximity and mode;

7 CO Record section receives the RD endorsement, employee application for authority to practice law and profession and supporting documents from courier;




Document classified as “authorization”. The document is forwarded to the CO HR section

8 CO HR section receives and refer the RD endorsement, employee application for authority to practice law and profession and supporting documents to the Action Officer





secures formal opinion from the BLGF

legal division; and prepares draft

authorization to practice law and

Endorsement of

RD; application

and supporting

documents; Legal

opinion from BLGF

1 to 2

working days

upon receipt

Admin

Officer

Draft

authorization,

legal opinion with

supporting

Process time will depend on the circumstances of applicant;

97


Processing Time

Responsible Person


Remarks

profession Legal Division documents

10 Reviews and endorses the draft authorization, legal opinion with supporting documents

Draft authorization, legal opinion with supporting documents


Signature of Admin Division Chief to the Draft authorization, legal opinion with supporting documents

11 Reviews and endorses the Draft authorization, legal opinion with supporting documents to the DED for Admin


30 minutes IAO Director Signature of IAO Director to the Draft authorization, legal opinion with supporting documents

12 Reviews and endorses the Draft authorization, legal opinion with supporting documents to the ED

Signature of IAO Director to the Draft authorization, legal opinion with supporting documents


Signature of DED for Admin to the Draft authorization, legal opinion with supporting documents

13 Reviews and approves the Draft authorization, legal opinion with supporting documents


30 minutes ED Approved authorization, legal opinion with supporting documents;

98


Processing Time

Responsible Person


Remarks

14 Other preparation and processing of the “authority to practice law and profession”

Approved authority to practice law and profession


advise


Division)



15 Transmittal of Approved authority to practice law and profession to RO


1 working day

Record Officer

(Records Section)

Transmittal details Record section shall retain copy of document;

16 RO Record section receives and records the document from courier

Date, time and content of document



RO Record Section routes the document to the RO Admin Officer;

17 RO transmit the document to the applicant

Document set Within the day

RO Admin Officer

Acknowledgement of the applicant

RO Admin Officer retains copy of the document

End of Process

99

3.10.2 Processing application to authorize Practice of Profession at the COs


Processing Time

Responsible Person


Remarks

1 Employee writes a letter requesting endorsement from the RD for an authorization from the CO to practice law and profession;

Details of request and Supporting documents

Employee Letter request with supporting documents

2 Verifies the justification of employee and division workload

Letter request with supporting documents

Concern Division Chief

Endorsement of Division Chief

3 CO Record section receives the concern Division Chief endorsement, employee application for authority to practice law and profession and supporting documents;

Endorsement of Division Chief, Letter request with supporting documents



Document classified as “authorization”. The document is forwarded to the CO HR section

4 CO HR section receives and refer the endorsement, employee application for authority to practice law and profession and supporting documents to the Action Officer



100


Processing Time

Responsible Person


Remarks



secures formal opinion from the BLGF

legal division; and prepares draft

authorization to practice law and

profession

Endorsement;

application and

supporting

documents; Legal

opinion from BLGF

Legal Division

1 to 2

working days

upon receipt

Admin

Officer

Draft

authorization,

legal opinion with

supporting

documents

Process time will depend on the circumstances of applicant;

6 Reviews and endorses the draft authorization, legal opinion with supporting documents

Draft authorization, legal opinion with supporting documents



7 Reviews and endorses the Draft authorization, legal opinion with supporting documents to the DED for Admin


30 minutes IAO Director Signature of IAO Director to the Draft authorization, legal opinion with supporting documents

8 Reviews and endorses the Draft authorization, legal opinion with supporting documents to the ED

Signature of IAO Director to the Draft authorization, legal opinion with supporting documents



101


Processing Time

Responsible Person


Remarks

9 Reviews and approves the Draft authorization, legal opinion with supporting documents


30 minutes ED Approved authorization, legal opinion with supporting documents;

10 Other preparation and processing of the “authority to practice law and profession”

Approved authority to practice law and profession


advise


Division)



11 Transmittal of Approved authority to practice law and profession to the applicant

Document set 1 working day

Record Officer

(Records Section)

Acknowledgement of employee


End of Process

102

3.11 Processing Bureau Correspondence


Processing Time

Responsible Person


Remarks

1 RO Admin section receives and records correspondence from government or private entity;

Correspondence 10 minutes Admin Aide Date, time and details of document; Classification of document; Internal control number

Admin aide routes the document to appropriate action officer

2 RO Admin officer examines document and determines appropriate respondent

Correspondence and classification of document


Referral to appropriate respondent

If required response can be provided by the RO, the admin officer provides appropriate action, from step 2, following next step 3 RO Admin officer prepares response

letter and documentary requirements if any

Information required; Document required

Within the day

Admin Officer

Draft response letter with documentary requirement if any

4 Verifies and endorses response of RO to the RD


30 minutes Assistant RD Signature of ARD to the draft response letter with documentary requirement if any

103


Processing Time

Responsible Person


Remarks

5 Validates and approves response letter of RO with appropriate documentation

Signature of ARD to the draft response letter with documentary requirement if any

30 minutes RD Approved response letter with documentary requirements

6 Other preparation and processing of the “response letter” with documentary requirements

Approved response letter with documentary requirements


advise

Admin Officer

Date, time and details of documents recorded in logbook of RO and other units required

Admin section shall retain copy of response document; Routes the documents to the Record Section for transmittal

7 Transmittal of “response letter” with documentary requirements


Record Officer

(Records Section)

Acknowledgement of requesting part


If required response will need to come from CO, the admin officer provides appropriate action, from step 2, following next step 3 RO Admin officer prepares

endorsement letter to CO Information required; Document required


Draft endorsement letter with documentary requirement if any

4 Verifies and endorses the draft endorsement letter of RO to the CO


30 minutes Assistant RD Signature of ARD to the draft endorsement letter to CO with documentary requirement if any

104


Processing Time

Responsible Person


Remarks

5 Validates and approves endorsement letter of RO to CO with appropriate documentation

Signature of ARD to the draft endorsement letter with documentary requirement if any

30 minutes RD Approved endorsement letter to CO with documentary requirements

6 Other preparation and processing of the “endorsement letter” with documentary requirements

Approved endorsement letter with documentary requirements


advise

Admin Officer



7 Transmittal of “endorsement letter” to CO with documentary requirements


Record Officer

(Records Section)


8 CO records section receives and records the transmittal from RO; Determines the appropriate division to respond

Document content 10 minutes Record Officer (Record Section)

Date, time and details of document; Classification of document; Internal control number

Routes the document to appropriate division for response

9 Concern Division receives and records the document from RO, and routes the document to action officer

Document0 content

10 minutes Admin Aide (Concern Division)

Acknowledgement of document; Date, time and details of document

Routes the document to appropriate action officer of the division

105


Processing Time

Responsible Person


Remarks

10 Preparation of response letter and other documentary requirements

Document content and requirements

Within the day

Admin Officer

Draft response letter and documentary requirements

11 Reviews and endorses the draft response letter and other documentary requirements

Draft response letter and other documentary requirements


Signature of Admin Division Chief to the Draft response letter and other documentary requirements

12 Reviews and endorses the Draft response letter and other documentary requirements to the DED for Admin


30 minutes IAO Director Signature of IAO Director to the Draft response letter and other documentary requirements

13 Reviews and endorses the Draft response letter and other documentary requirements to the ED

Signature of IAO Director to the Draft response letter and other documentary requirements


Signature of DED for Admin to the Draft response letter and other documentary requirements

14 Reviews and approves the Draft response letter and other documentary requirements

Signature of DED for Admin to the Draft response letter and other documentary

30 minutes ED Approved authorization, legal response letter and other documentary

106


Processing Time

Responsible Person


Remarks

requirements requirements

15 Other preparation and processing of the “response letter and other documentary requirements”

Approved response letter and other documentary requirements


advise


Division)



16 Transmittal of response letter and other documentary requirements to RO


Record Officer

(Records Section)

Transmittal mode; Acknowledgement of RO


17 RO Record section receives and records document from CO

Response letter of CO and other documentary requirements

10 minutes Record Officer (RO

Record Section)


18 Transmittal of response letter and other documentary requirements to requesting party


Record Officer

(Records Section)

Transmittal mode; Acknowledgement of requesting party

RO Record section shall retain copy of document;

End of Process

107

3.12 Processing Request to Hold Conference


Processing Time

Responsible Person


Remarks

1 RD issues order creating a technical working group (TWG) and the tasking;

RO staff listing; Task list;

RD Office order creating the TWG and the task assigned;

2 RO TWG convenes, determines the necessity, plans and prepares the conference program thru a technical working group

Conference Objective; Target Audience and Number

As prescribed by the order

TWG Conference program; Draft request letter to hold conference

Conference program shall include the executive summary, conference description, objective, scope, activities, target audience, estimated budget and organization

3 ARD verifies and endorses the output conference program and the draft request letter to hold conference

Conference program; Draft request letter to hold conference

30 minutes ARD Signature of the ARD on the Draft request letter to hold conference and conference program

4 Approval of the conference program and the request letter to hold conference

Signature of the ARD on the Draft request letter to hold conference and conference program

30 minutes RD Approved request letter to hold conference and conference program

If revisions or additional requirements are made by any of the officers on the draft letter request to hold conference and conference program, the same are returned to the TWG for editing/finalization, then proceed back to step 3, otherwise if there are no revisions or additional requirements

the documents are forwarded to the Executive Director

108


Processing Time

Responsible Person


Remarks

5 Recording and transmittal of request letter to hold conference and conference program to the CO

Request letter and conference program

Within the day

Record Officer

Date, time and details of document recorded in logbook; Transmittal details

May take several days depending on the mode of transmittal



Date, time and details of document; Classification of document; Internal control number


7 Concern Division receives and records the document , and routes the document to action officer

Document content 10 minutes Admin Aide (Concern Division)


Routes the document to appropriate action officer of the division

8 Examines the request and conference program, prepares the authorization to hold conference and comment or inputs to the conference program if any;


Within the day

Concern Officer for

the supervising

division

Draft endorsement to authorize RO to hold conference and comments or inputs to the conference program if any;

109


Processing Time

Responsible Person


Remarks

9 Supervising division’s approval of the comment or inputs to the program and endorsement to authorize RO to hold conference

Draft endorsement to authorize RO to hold conference and comments or inputs if any;

30 minutes Supervising Division Chief

Endorsement to Admin Division to Authorize RO to hold conference and comment or inputs to the conference program

10 Preparation of draft authority to hold conference

Endorsement to Admin Division to Authorize RO to hold conference and comment or inputs to the conference program


Draft authorization to hold conference with attached documentation

Document shall include request letter from RO, conference program, Supervising division endorsement to Admin Division to Authorize RO to hold conference and comment or inputs to the conference program

11 Reviews and endorses the draft authorization to hold conference with attached documentation

Draft authorization to hold conference with attached documentation


Signature of Admin Division Chief to the Draft authorization to hold conference with attached documentation

12 Reviews and endorses the Draft authorization to hold conference with attached documentation to the DED for Admin

Signature of Admin Division Chief to the Draft authorization to hold conference with attached

30 minutes IAO Director Signature of IAO Director to the Draft authorization to hold conference with attached

110


Processing Time

Responsible Person


Remarks

documentation documentation

13 Reviews and endorses the Draft authorization to hold conference with attached documentation to the ED

Signature of IAO Director to the Draft authorization to hold conference with attached documentation


Signature of DED for Admin to the Draft authorization to hold conference with attached documentation

14 Reviews and approves the Draft authorization to hold conference with attached documentation

Signature of DED for Admin to the Draft authorization to hold conference with attached documentation

30 minutes ED Approved authorization for RO to hold conference with attached documentations

15 Other preparation and processing of the “authorization for RO to hold conference”

Approved authorization for RO to hold conference with attached documentations


advise


Division)



16 Transmittal of the documents to RO Document set 1 working day

Record Officer

(Records Section)



111


Processing Time

Responsible Person


Remarks

17 RO Record section receives and records the document from CO



Record Section)


18 RO to conduct the conference as planned

19 Preparation of post-activity report and transmittal thereof to the CO

Outcome vs. Plan; Issues, action taken, resolutions, recommendation and next action

Within 3 days after the

conference

TWG Post conference report; Transmittal details to CO

RO record section retains a copy of the report; A softcopy of the report may be posted on the website for downloading of participants

20 CO publish the report on the website and notifies all concern regarding the publication

Copy of the report; listing of participants

Within the day

Admin Officer

Report downloadable from website; Email notification to all; Participant database establish

End of Process

112

4.1 Periodic Updating of Personal Data Sheet (PDS) and Service Record (SR)


Processing Time

Responsible Person


Remarks

1 Every end of each quarter, the CO HR section prepares draft notice for all employees to update their PDS and SR

PDS form; SR form; 201 Files Deadline of submission


Draft notice for all employees to update their PDS and SR

Appoint an admin officer as personnel officer

2 Reviews and endorses the draft notice for all employees to update their PDS and SR

Draft notice for all employees to update their PDS and SR


Signature of Admin Division Chief to the Draft notice for all employees to update their PDS and SR

Notice shall include all Treasurers and Assistant Treasurer

3 Reviews and endorses the Draft notice for all employees to update their PDS and SR to the DED for Admin

Signature of Admin Division Chief to the Draft notice for all employees to update their PDS and SR

30 minutes IAO Director Signature of IAO Director to the Draft notice for all employees to update their PDS and SR

4 Reviews and endorses the Draft notice for all employees to update their PDS and SR to the ED

Signature of IAO Director to the Draft notice for all employees to update their PDS and SR


Signature of DED for Admin to the Draft notice for all employees to update their PDS and SR

5 Reviews and approves the Draft notice for all employees to update their PDS and SR

Signature of DED for Admin to the Draft notice for all employees to

30 minutes ED Approved notice for all employees to update their PDS and SR

113


Processing Time

Responsible Person


Remarks

update their PDS and SR

6 Other preparation and processing of the “notice for all employees to update their PDS and SR”

Approved notice for all employees to update their PDS and SR


advise


Division)



7 Transmittal of the documents to all CO divisions and the RO


Record Officer

(Records Section)

Transmittal mode; Acknowledgement of CO divisions and RO


8 RO Record section receives and records the document from CO

Notice for all employees to update their PDS and SR


Record Section)


9 RD advises all employees, posting of notice on the RO Bulletin Board, transmittal of notice to all LGU treasurers

List and contact number of LGU Treasurers; Notice for all employees to update their PDS and SR

Within 10 working days

RO Admin Officer

Date, time and details of transmittal and acknowledgement

114


Processing Time

Responsible Person


Remarks

10 RO collects all PDS from RO employees and LGU treasurers & assistant treasurers within their administrative jurisdiction; CO collects PDS of CO employees

List and contact number of LGU Treasurers;

5 working days

Admin Officer (CO/RO

Personnel Officer)

Updated PDS and SR

PDS and SR must be signed by the employee, else, the document must be rejected. It is always assumed that the PDS and SR submitted by the employees are true and correct; PDS and SR with update such as change of status, additional dependent, etc., must submit supporting documents and related forms from GSIS, Pag-Ibig, etc.

11 Verification of submitted documents and Updating of 201 files of each employees

Submitted PDS and SR

Until completed

Admin Officer (CO/RO

Personnel Officer)

Updated 201 files Updated database if any

12 Upon completion of the RO in updating the 201 files, a notice is transmitted to the CO together with the copy of 201 files

Updated 201 files Within 3 days upon

completion of updating

RD Notice and updated 201 Files

RO shall maintain 201 files of their employees, and the CO shall maintain all 201 files of CO and ROs

115


Processing Time

Responsible Person


Remarks

13 The CO Admin Officer, 20 days before the end of the quarter shall follow-up submission of PDS & SR, and ensures the compliance of everyone.

Inventory of submitted PDS & SR summary


Admin Officer

Summary of progress, number of PDS submitted vs total number expected; List of persons who submitted and not

14 The CO and RO coordinates with concern agency like GSIS, Pag-Ibig, Philhealth, etc., the updates on the PDS & SR;

Completed PDS and Forms; Summary of updates like change of status, change of dependents;


Admin Officer

Acknowledgement or completion form by GSIS, PagIbig, etc.

Admin Division Chief shall ensure that this task is done

15 The CO and RO prepares report on the latest list of employees, summary of updates like change of status, change of dependents, additional trainings, etc.; Submits the report to the RD and the ED

Completed PDS and Forms; Summary of updates like change of status, change of dependents; Acknowledgement or completion form by GSIS, PagIbig, etc.


Admin Officer

Date, time and details of document receipt by RD or CO

End of Process

116

4.2 Periodic Updating of Forms and other Instruments to Facilitate Transactions;


Processing Time

Responsible Person


Remarks

1 The CO and RO at any time, may introduce and adopt a new form or instrument to improve their facilitation of function and collection of information; Nonetheless, at least every February of the Year, the HR section initiates the updating, introduction and adoption of new forms in all divisions as a regular function without the need for memo to initiate the task

Inventory of Forms used by the HR section and other divisions of the Bureau;

Admin Officer

Summary of new forms or instruments; Schedule of deliberations

The TWG is automatically composed of division chief; MISD should be involved to ensure capture of new data onto the database;

2 Deliberation of new forms and instruments

Justifications such as value to the organization and related organization; Cost of maintenance or changes in database; Legal basis; Similar best practice

2 hours per meeting

TWG Endorsement letter from the TWG and Finalized Forms and Instruments

Deliberation may take more than 1 meetings; Deliberation will also include the utilization and value of current forms; Finalized forms and instruments report shall also include the guidelines of use; The report may be in the form of a Memo

3 Reviews and endorses the Endorsement letter from the TWG and Finalized Forms and Instruments

Endorsement letter from the TWG and Finalized Forms and Instruments

30 minutes IAO Director Signature of IAO Director to the Endorsement letter from the TWG and Finalized Forms and Instruments

117


Processing Time

Responsible Person


Remarks

4 Reviews and endorses the Endorsement letter from the TWG and Finalized Forms and Instruments

Signature of IAO Director to the Endorsement letter from the TWG and Finalized Forms and Instruments


Signature of DED for Admin to the Endorsement letter from the TWG and Finalized Forms and Instruments

5 Reviews and approves the Endorsement letter from the TWG and Finalized Forms and Instruments

Signature of DED for Admin to the Endorsement letter from the TWG and Finalized Forms and Instruments

30 minutes ED Approved new Forms and Instruments

6 Other preparation and processing of the “New Official Forms and Instruments”

Approved new Forms and Instruments


advise


Division)



7 Transmittal of the documents to all CO divisions and the RO


Record Officer

(Records Section)

Transmittal mode; Acknowledgement of CO divisions and RO


End of Process

118

5.1 Facilitating Bureau response to documents requested by appropriate authority;

The same in all other divisions, no Bureau documents shall be release to another government agency without approval of the Regional Director for the

Regional Offices, or the Executive Director for the Central Office, and without the request passing thru the Record Section of the Central Office;


Processing Time

Responsible Person


Remarks

1 RO Admin section receives and records correspondence from government or private entity;

Correspondence 10 minutes Admin Aide Date, time and details of document; Classification of document; Internal control number

Admin aide routes the document to appropriate action officer

2 RO Admin officer examines document and determines appropriate respondent

Correspondence and classification of document


Referral to appropriate respondent

If required response can be provided by the RO, the admin officer provides appropriate action, from step 2, following next step

3 RO Admin officer prepares response letter and documentary requirements if any

Information required; Document required

Within the day

Admin Officer


For request such as subpoena or anything that may cause legal complication, a legal opinion of a competent entity must accompany the response letter

119


Processing Time

Responsible Person


Remarks

4 Verifies and endorses response of RO to the RD


30 minutes Assistant RD Signature of ARD to the draft response letter with documentary requirement if any

5 Validates and approves response letter of RO with appropriate documentation

Signature of ARD to the draft response letter with documentary requirement if any

30 minutes RD Approved response letter with documentary requirements

6 Other preparation and processing of the “response letter” with documentary requirements

Approved response letter with documentary requirements


advise

Admin Officer



7 Transmittal of “response letter” with documentary requirements


Record Officer

(Records Section)

Acknowledgement of requesting part


If required response will need to come from CO, the admin officer provides appropriate action, from step 2, following next step 3 RO Admin officer prepares

endorsement letter to CO Information required; Document required


Draft endorsement letter with documentary requirement if any

120


Processing Time

Responsible Person


Remarks

4 Verifies and endorses the draft endorsement letter of RO to the CO


30 minutes Assistant RD Signature of ARD to the draft endorsement letter to CO with documentary requirement if any

5 Validates and approves endorsement letter of RO to CO with appropriate documentation

Signature of ARD to the draft endorsement letter with documentary requirement if any

30 minutes RD Approved endorsement letter to CO with documentary requirements

6 Other preparation and processing of the “endorsement letter” with documentary requirements

Approved endorsement letter with documentary requirements


advise

Admin Officer



7 Transmittal of “endorsement letter” to CO with documentary requirements


Record Officer

(Records Section)




Date, time and details of document; Classification of document; Internal control


121


Processing Time

Responsible Person


Remarks

number

9 Concern Division receives and records the document from RO, and routes the document to action officer

Document0 content

10 minutes Admin Aide (Concern Division)


Routes the document to appropriate action officer of the division;

10 Preparation of response letter and other documentary requirements


Within the day

Admin Officer

(concern division

Draft response letter and documentary requirements

For request such as subpoena or anything that may cause legal complication, a legal opinion of a competent entity must accompany the response letter

11 Reviews and endorses the draft response letter and other documentary requirements

Draft response letter and other documentary requirements

30 minutes Division Chief (concern division)


12 Reviews and endorses the Draft response letter and other documentary requirements to the DED for Admin


30 minutes IAO Director Signature of IAO Director to the Draft response letter and other documentary requirements

122


Processing Time

Responsible Person


Remarks

13 Reviews and endorses the Draft response letter and other documentary requirements to the ED

Signature of IAO Director to the Draft response letter and other documentary requirements



14 Reviews and approves the Draft response letter and other documentary requirements


30 minutes ED Approved authorization, legal response letter and other documentary requirements

15 Other preparation and processing of the “response letter and other documentary requirements”

Approved response letter and other documentary requirements


advise


Division)



16 Transmittal of response letter and other documentary requirements to RO


Record Officer

(Records Section)



17 RO Record section receives and records document from CO



Record Section)


123


Processing Time

Responsible Person


Remarks

18 Transmittal of response letter and other documentary requirements to requesting party


Record Officer

(Records Section)

Transmittal mode; Acknowledgement of requesting party

RO Record section shall retain copy of document;

End of Process

124



Property Section

125

SERVICE : Internal Administration Office (IAO) DIVISION : Administrative Division

UNIT NAME : Property Section BRIEF DESCRIPTION : CLIENTS : BLGF Central & Regional Office, LAMP2, ADB, and other partner agencies; Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


1. Property Custodian 1.1 Enforce policies rules and regulations on care and use of assets (COA Handbook)

1.2 Maintain inventory of assets and supplies; 1.3 Issuance of Property Acknowledgement Receipt (PAR) for

equipment and Inventory Custodian Slip for common-use supplies and materials;

1.4 Maintenance and repair of assets (registration, insurance, etc.) 1.5 Disposal of unserviceable assets 1.6 Prepare periodic and on- demand information pertaining assets

2. Procurement 2.1 Facilitate the preparation and approval of annual Procurement Plan assets, supplies, materials services etc.)

2.2 Conduct regular procurement based on the Annual Procurement Plan 2.2.1 Bidding 2.2.2 National Shopping 2.2.3 Emergency Purchase (Small Value Procurement)

2.3 Actual procurement of common-use office supplies, materials and equipment at the Procurement Service;

2.4 Inspection and Acceptance of Delivered Items from the PS (also, applicable to delivered items purchased from outside suppliers)

Preparation of RIS,PR,PO,MR; Including provision for technical assistance on procurement related activities (donor funded);

126

SPECIFIC PROCEDURES 1.2 Maintain inventory of assets and supplies Mandated by Sec. 45-Procedures in the Receipt, Inspection, Acceptance and Recording Deliveries of Inventory Items and Equipment of the Manual on the New Government Accounting System (NGAS) 2002, sequence 1 to 5, pp. 48-49; The Property Section maintains an inventory of items on stock using the Supplies Ledger Card. Common use items for stock shall be recorded and treated as inventory items in the supplies ledger card. The supplies ledger cards are used to account all items on stock together with their corresponding costs. Balances should likewise be checked periodically in order to ascertain the extent of remaining items. Items on the received and issued RIS shall be recorded on the supplies ledger card using the Perpetual Inventory Method (Sec. 43-NGAS, p. 47) with modification. Issuance of on-stock items are dependent on the RIS received by the Property Section in the preparation of the procurement plan. Two copies of the RIS shall be retained by the Property Section while the last copy will be given to the end-user. The said items shall be delivered or asked to be picked-up by the concerned end-user/s at the Property Section.

Step Procedure Input or


Time Responsible

Person Output or

Decision Point Remarks

1. C.O. Property/Supply Officer records

delivered supplies, materials and

equipment

Supplies Ledger

Card

45 mins. Property/Sup

ply Officer

Officer

Running Inventory

of supplies,

materials and

equipment

Items recorded in the

supplies ledger card

using the Perpetual

Inventory Method

(Sec. 43-NGAS, p. 47)

with modification.

2. C.O. Property/Supply Officer prepares the

supplies, materials and equipment for

distribution

Running Inventory

of supplies,

materials and

equipment


ply Officer

Supplies, materials

and equipment for

actual distribution

Issuance of on-stock

items are dependent

on the RIS received by

the Property Section

while preparing the

procurement plan

127


Processing Time

Responsible Person


Remarks

3. C.O. Property/Supply Officer distributes

supplies, materials and equipment

Supplies, materials

and equipment for

actual distribution


ply Officer

RIS signed by the

Property/Supply

Officer as issued

The said items shall be

delivered or asked to

be picked-up by the

concerned end-user/s

at the Property

Section.

4. Receipt of supplies, materials and

equipment

RIS signed by the

Property/Supply

Officer as issued

20 mins. Division

Chiefs or

their

authorized

representativ

es

RIS signed by the

Property/Supply

Officer as issued

countersigned by

respective Division

Chiefs as received

Two copies of the RIS

shall be retained by


while the last copy will

be given to the end-

user

5. C.O. Property/Supply Officer records signed

received RIS by the respective Division

Chiefs

RIS signed by the

Property/Supply

Officer as issued

countersigned by

respective Division

Chiefs as received

10 minutes Property/Sup

ply Officer

Actual remaining

balance of

supplies, materials

and equipment

Costs of the items

delivered shall be

deducted from the

remaining balance.

End of Process

128

1.3 Issuance of Property Acknowledgement Receipt (PAR) for equipment and Inventory Custodian Slip for common-use supplies and materials; All tangible assets regardless of sources that are included in the list of COA Circular 2005-002 dated April 14, 2005 shall be issued with the corresponding Inventory Custodian Slip (ICS). Tangible assets that are considered as property and equipment shall be issued together with the corresponding Property Acknowledgement Receipt (PAR) pursuant to Sec. 47.-Procedures in the Requisition and Issuance of Equipment, seq. 8 to 14 (NGAS 2002, pp. 55-56) as applicable to BLGF.

STEPS PROCESS INPUT

REQUIREMENT PROCESSING

TIME RESPONSIBLE

PERSON OUTPUT/DECISION

POINT REMARKS

1. C.O. Property/Supply Officer

records delivered tangible

assets and equipment

COA Circular 2005-

002, and Sec. 47.-

Procedures in the

Requisition and

Issuance of

Equipment, seq. 8 to

14 (NGAS 2002, pp.

55-56)

45 mins. Property/Supply

Officer

Accomplished

PAR/ICS

PAR/ICS stating the

quantity, unit price, actual

brand name and model of

the tangible assets and

equipment requested


prepares the tangible assets

and equipment

Accomplished

PAR/ICS


Officer

PAR/ICS signed issued

by the

Property/Supply

Officer

PAR/ICS together with the

tangible assets and

equipment is delivered to

the end-user for

acceptance and receipt


delivers tangible assets

and/or equipment

PAR/ICS signed

issued by the

Property/Supply

Officer


Officer

PAR/ICS signed issued

by the

Property/Supply

Officer and signed

received by the end-

If dispute arises regarding

material deviations from

the tangible assets and

materials delivered, then

proceed to Step 3- Steps in

129

user receiving delivered office

supplies, materials and

equipment purchased from

the procurement service

(PS)/or outside suppliers,

otherwise the PAR will be

forwarded to the end-user

concerned.

4.

End-User’s receives the

tangible assets and/or

equipment

PAR/ICS signed

issued by the

Property/Supply

Officer and signed


user

15 mins. End-user PAR/ICS signed issued

by the

Property/Supply

Officer and signed


user

2nd copy will be retained by

the Property/Supply

Officer

End of Process

130

2.1 Facilitate the preparation and approval of annual Procurement Plan assets, supplies, materials services etc.) In line with the Government of the Philippines (GOP) financial disciplinary measures, the BLGF must have an Annual Procurement Plan in accordance with ‘Rule II-Procurement Planning, Section 7’ of R-IRR-R.A. 9184 which states that ‘all procurement should be within the approved budget and should be meticulously and judiciously planned’ (R-IRR-R.A. 9184 2009, p. 6). All goods to be purchased should come from an approved procurement plan within the approved budget. All Division Chiefs will be required to submit their respective supplies, materials and equipment requirement in preparation of the procurement plan for the preceding year. Submission of the supplies, materials and equipment requirement should be on the month of October based on DBM Circular Letter No. 2011-6A dated September 28, 2011



Time Responsible

Person Output or


1. C.O. –Property Section prepares of Memorandum to all Division Chiefs to submit supplies, materials and equipment requirements for the preceding year

Section 7’ of R-IRR-R.A. 9184

30 mins. Property Officer

Memorandum to all Division Chiefs-counter signed by Property/Supply Officer

Memorandum is forwarded to Chief ADMIN for review.

2. C.O.-Chief ADMIN reviews memorandum Memorandum

countersigned by

Property/Supply

Officer

30 mins. Chief, Admin Memorandum

reviewed and

countersigned by

Chief, ADMIN

If corrections/revisions

are made by the Chief,

ADMIN, the same is

returned to the

Property/Supply

Officer for

editing/finalization,

then proceed to step

1, otherwise the

Memorandum is

forwarded to the

Office of the Director,

Internal

Administration (IAO)

131


Processing Time

Responsible Person


Remarks

for review

3. Director, IAO reviews memorandum Memorandum

countersigned by

Property/Supply

Officer/Chief,

ADMIN

30 mins. Director, IAO Memorandum

reviewed and

countersigned by

Director, IAO


are made by the

Director, IAO, the

same is returned to

the Property/Supply

Officer for



1, otherwise the

Memorandum is

forwarded to the

Office of the Deputy

Executive Director

(DED)-Administration

for review

4. DED-Administration reviews memorandum Memorandum

countersigned by

Property/Supply

Officer, Chief,

ADMIN/Director,

IAO

30 mins. DED-

Administration

Memorandum

reviewed and

signed by the

Executive Director


are made by the DED-

Administration, the

same is returned to

the Property/Supply

Officer for



1, otherwise the

Memorandum is

132


Processing Time

Responsible Person


Remarks

forwarded to the

Office of the Executive

Director for review

5. Executive Director reviews memorandum Memorandum

countersigned by

Property/Supply

Officer, Chief,

ADMIN/Director,

IAO/DED-

Administration

30 mins. Executive

Director

Signed

Memorandum


are made by the

Executive Director, the

same is returned to

the Property/Supply

Officer for



1, otherwise the

Memorandum is

forwarded back to the

Property Section

6. C.O.-Property Section distributes signed

Memorandum

Memorandum

countersigned by

Property/Supply

Officer, Chief,

ADMIN/Director,

IAO/DED-

Administration,

signed and

approved by the

Executive Director

25 mins. Property

Section

Signed

memorandum

received by

respective Division

Chiefs

Signed Memorandum

will be disseminated

to respective Division

Chief to ensure

compliance, in return

respective Division

Chiefs shall fill-out the

Requisition and Issue

Slip (RIS) with their

respective supplies,

materials and

133


Processing Time

Responsible Person


Remarks

equipment

requirement for the

preceding year for

consolidation

7. C.O.-Division Chiefs prepares their

respective supplies, materials and

equipment requirements

Requisition and

Issue Slip (RIS) as

stated and defined

on NGAS 2002,

Appendix 50, pp.

114-115

One

working day

Division Chiefs RIS signed by

respective Division

Chiefs



Administration, the

same is returned to

the respective Division

for editing/finalization,


8, otherwise the RIS is

forwarded to Chief,

ADMIN for review

8. Chief, ADMIN reviews RIS RIS signed by

respective Division

Chiefs

25 mins. Chief, ADMIN RIS signed by

respective Division

Chiefs and

countersigned by

Chief, ADMIN



ADMIN, the same is

returned to the

respective Division for




forwarded to the

Office of IAO Director

for review

134


Processing Time

Responsible Person


Remarks

9. Director, IAO reviews RIS RIS signed by

respective Division

Chiefs and

countersigned by

Chief, ADMIN

25 mins. Director, IAO RIS signed by

respective Division

Chiefs,

countersigned by

Chief, ADMIN and

Director, IAO


are made by the

Director, IAO, the

same is returned to





forwarded to the DED-

Administration for

review

10. DED-Administration Director reviews RIS RIS signed by

respective Division

Chiefs,

countersigned by

Chief, ADMIN and

Director, IAO

25 mins. DED-

Administration

RIS signed by

respective Division

Chiefs,

countersigned by

Chief, ADMIN ,

Director, IAO and

DED-

Administration



Administration, the

same is returned to





forwarded to the OED

11. Executive Director reviews RIS RIS signed by

respective Division

Chiefs,

countersigned by

Chief, ADMIN ,

Director, IAO and

20 mins. Executive

Director

RIS signed by

respective Division

Chiefs,

countersigned by

Chief, ADMIN ,

Director, IAO,


are made by the


same is returned to



135


Processing Time

Responsible Person


Remarks

DED-

Administration

DED-

Administration

and approved by

the Executive

Director



forwarded to the

Property Section for

review

12. C.O.-Property/Supply Officer reviews

approved RIS

RIS signed by

respective Division

Chiefs,

countersigned by

Chief, ADMIN ,

Director, IAO,

DED-

Administration

and approved by

the Executive

Director

Three

working

days

Property/Supp

ly Officer

Procurement Plan The inputs from the

accomplished and

approved RIS shall be

consolidated to draft

the procurement plan.

13. C.O.-Property/Supply Officer prepares the

Procurement Plan

Procurement Plan-

Section 7’ of R-

IRR-R.A. 9184

Included in

step 13

Property/Supp

ly Officer

Procurement Plan

signed by the

Property/Supply

Officer

Procurement plan is

forwarded to the

Chief, Financial

Management Division

(FMD) for review

136


Processing Time

Responsible Person


Remarks

14. C.O.-Chief, FMD reviews Procurement Plan Procurement Plan

signed by the

Property/Supply

Officer

15 mins. Chief. FMD Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD



FMD the same is

returned to the

Property/Supply

Officer for



13, otherwise the

Procurement Plan is

forwarded to the

Chief, ADMIN for

review

15. Chief, ADMIN reviews Procurement Plan Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD

30 mins. Chief, ADMIN Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD and

countersigned by

the Chief, ADMIN



ADMIN, the same is

returned to the




13, otherwise the

Procurement Plan is

forwarded to the

Director, IAO for

review

137


Processing Time

Responsible Person


Remarks

16. Director, IAO reviews procurement plan Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD, and

countersigned by

the Chief, ADMIN

25 mins. Director, IAO Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD,

countersigned by

the Chief, ADMIN

and noted by the

Director, IAO


are made by the

Director, IAO, the

same is returned to




13, otherwise the

Procurement Plan is


Administration for

recommendation

17. DED-Administration reviews procurement

plan

Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD,

countersigned by

the Chief, ADMIN

and noted by the

Director, IAO

15 mins. DED-

Administration

Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD,

countersigned by

the Chief, ADMIN,

noted by the

Director, IAO with

recommendation

from DED-

Administration


are made by the

Director, IAO, the

same is returned to




13, otherwise the

Procurement Plan is


for approval

138


Processing Time

Responsible Person


Remarks

18. Executive Director reviews procurement

plan

Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD,

countersigned by

the Chief, ADMIN,

noted by the

Director, IAO with

recommendation

from DED-

Administration

10 mins. Executive

Director

Procurement Plan

signed by the

Property/Supply

Officer with

concurrence of the

Chief, FMD,

countersigned by

the Chief, ADMIN,

noted by the

Director, IAO,

recommendation

from DED-

Administration

and approved by

the Executive

Director


are made by the


same is returned to




12, otherwise the

Procurement Plan will

be submitted to FMD

to be forwarded to

DBM per Circular

Letter No. 2011-6A

dated September 28,

1011

End of Process

139

2.2.1 Bidding: Conduct of public bidding by the BLGF are in accordance with R-IRR-R.A. 9184 and the World Bank Procurement Guidelines (for foreign assisted projects).


Processing Time

Responsible Person


Remarks

1. C.O. Property/Supply Officer reviews

procurement plan where tangible assets

and/or equipment are not available at the

PS wherein total amount is more than Php

500,000.00.

Procurement Plan 45 mins. Property/Sup

ply Officer

Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer

C.O. Property/Supply

Officer forwards DPS

to Chief, ADMIN for

review

2. Chief, ADMIN reviews DPS Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer

20 mins. Chief, ADMIN Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer and signed

noted by the

Chief, ADMIN



ADMIN, the same is

returned to the

Property/Supply

Officer for



1, otherwise the DPS is

forwarded to the

Director, IAO for

review

3. Director, IAO reviews DPS Detailed

Procurement

Schedule (DPS)

20 mins. Director, IAO Detailed

Procurement

Schedule (DPS)


are made by the

Director , IAO, the

140


Processing Time

Responsible Person


Remarks

signed prepared

by the

Property/Supply

Officer and signed

noted by the

Chief, ADMIN

signed prepared

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN and

countersigned by

Director, IAO

same is returned to

the Property/Supply

Officer for





Administration for

review

4. DED-Administration reviews DPS Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN and

countersigned by

Director, IAO

15 mins. DED-

Administratio

n

Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN

countersigned by

Director, IAO and

DED-

Administration



Administration, the

same is returned to

the Property/Supply

Officer for





for review and

approval

5. Executive Director reviews and approves

DPS

Detailed

Procurement

Schedule (DPS)

signed prepared

15 mins. Executive

Director

Detailed

Procurement

Schedule (DPS)

signed prepared


are made by the


same is returned to

141


Processing Time

Responsible Person


Remarks

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN

countersigned by

Director, IAO and

DED-

Administration

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN

countersigned by

Director, IAO,

DED-

Administration

and signed

approved by the

Executive Director

the Property/Supply

Officer for





Property/Supply

Officer for the

preparation of the

Invitation to Bid(ITB)

6. C.O. Property/Supply Officer prepares ITB ITB 30 mins. Property/Sup

ply Officer

ITB countersigned

by the

Property/Supply

Officer

ITB is forwarded to

Chief, ADMIN for

review

7. Chief, ADMIN reviews ITB ITB countersigned

by the

Property/Supply

Officer


ply Officer

ITB countersigned

by the

Property/Supply

Officer and Chief,

ADMIN



ADMIN, the same is

returned to the

Property/Supply

Officer for



6, otherwise the ITB is

forwarded to the

142


Processing Time

Responsible Person


Remarks


Internal


for review

8. Director, IAO reviews ITB ITB countersigned

by the

Property/Supply

Officer and Chief,

ADMIN

20 mins. Director, IAO ITB countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO


are made by the

Director, IAO the same

is returned to the

Property/Supply

Officer for





Operations for review

9. DED-Operations reviews ITB ITB countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO

20 mins. DED-

Operations

ITB countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and DED-

Operations



Operations the same is

returned to the

Property/Supply

Officer for





Administration for

143


Processing Time

Responsible Person


Remarks

review

10. DED-Administration reviews ITB ITB countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and DED-

Operations

20 mins. DED-

Administratio

n

ITB countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and DED-

Operations



Administration, the

same is returned to

the Property/Supply

Officer for





for review

11. Executive Director reviews ITB ITB countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and DED-

Operations

15 mins. Executive

Director

ITB countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, DED-

Operations, DED-

Administration

and signed

approved by the

Executive Director


are made by the


same is returned to

the Property/Supply

Officer for



6, otherwise the RFQ is

forwarded to back to

the Property/Supply

Officer for posting at

the Phil-GEPS website

and other conspicuous

144


Processing Time

Responsible Person


Remarks

places and newspaper

of nationwide

circulation

12. C.O. Property/Supply

registers/advertisement of ITB to the Phil-

GEPS website and newspaper, respectively

ITB countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, DED-

Administration

and signed by the

Executive Director

1 working

day after

registration/

publication

Property/Sup

ply Officer

ITB posted at Phil-

GEPS Website and

BLGF Website and

published in a

newspaper of

nationwide

circulation


Officer prepares the

Bidding Documents

Preparation of the bidding documents is in accordance with the Philippine Bidding Documents (as harmonized with Development Partners) 4th Edition and Rule VI-Preparation of Bidding Documents under IRR-R.A. 9184

For the conduct of Pre-Procurement Conference please refer to RULE VII – INVITATION TO BID of IRR-R.A. 9184, Section 20. Pre-procurement Conference

13. C.O. BAC Secretariat prepares Notice of

Meeting

Approved ITB/DPS 30 mins. BAC

Secretariat

Notice of Meeting

signed by Head,

BAC Secretariat

BAC Secretariat

distributes Notice of

Meeting to BAC

Members

14 C.O. BAC Secretariat convenes BAC

Members

Pre-Bid

Conference/Atten

dance of Present

suppliers/bidders

and BAC Members

3 hrs. BAC

Secretariat

Minutes of Pre-Bid

Conference

countersigned by

BAC Secretariat

Members and

signed certified by

Minutes of Pre-Bid

Conference is

forwarded to the

Chief, ADMIN (BAC

Member) for review

145


Processing Time

Responsible Person


Remarks

the Head, BAC

Secretariat

15. Chief, ADMIN reviews Minutes of the Pre-

Bid Conference

Minutes of Pre-Bid

Conference

countersigned by

BAC Secretariat

Members and

signed certified by

the Head, BAC

Secretariat

20 mins. Chief, ADMIN Minutes of Pre-Bid

Conference

countersigned by

BAC Secretariat

Members, signed

certified by the

Head, BAC

Secretariat and

signed by Chief,

ADMIN (BAC

Member)



ADMIN, the same is

returned to the BAC

Secretariat for



14, otherwise the

Minutes of Pre-bid

Conference is

forwarded to the

Director, IAO for

review

16. Director, IAO reviews Minutes of the Pre-Bid

Conference

Minutes of Pre-Bid

Conference

countersigned by

BAC Secretariat

Members, signed

certified by the

Head, BAC

Secretariat and

signed by Chief,

ADMIN (BAC

20 mins. Director, IAO Minutes of Pre-Bid

Conference

countersigned by

BAC Secretariat

Members, signed

certified by the

Head, BAC

Secretariat, signed

by Chief, ADMIN

and Director, IAO


are made by the

Director , IAO, the

same is returned to

the BAC Secretariat for



14, otherwise the

Minutes of the Pre-Bid

Conference is


146


Processing Time

Responsible Person


Remarks

Member) (BAC Members) Administration for

review

17. DED-Administration reviews Minutes of the

Pre-Bid Conference

Minutes of Pre-Bid

Conference

countersigned by

BAC Secretariat

Members, signed

certified by the

Head, BAC

Secretariat, signed

by Chief, ADMIN

and Director, IAO

(BAC Members)

15 mins. DED-

Administratio

n

Minutes of Pre-Bid

Conference

countersigned by

BAC Secretariat

Members, signed

certified by the

Head, BAC

Secretariat, signed

by Chief, ADMIN

and Director, IAO

(BAC Members)

and DED-

Administration

(BAC Co-

Chairman)



Administration, the

same is returned to

the BAC Secretariat for



14, otherwise the

Minutes of the Pre-Bid

Conference is returned

back to the BAC

Secretariat for future

references

For the conduct of submission and opening of bids please refer to Rule VII-Opening of Bids under IRR-R.A. 9184

18. C.O. TWG evaluates the Bidding Documents Bids presented

and tabulated

Five working

days

TWG Bid Evaluation

Report (BER)

signed by the TWG

BER is forwarded to

the Chief, ADMIN (BAC

Member) for review

For the Evaluation of Bids please refer to Rule IX-Bid Evaluation of IRR-R.A. 9184

19. Chief, ADMIN (BAC Member) reviews the

BER

BER signed by the

TWG

30 mins. Chief, ADMIN

(BAC

BER signed by the

TWG and Chief,

ADMIN (BAC



ADMIN (BAC

147


Processing Time

Responsible Person


Remarks

Member) Member) Member), the same is

returned to the TWG



18, otherwise the BER

is forwarded to the

Director, IAO (BAC

Member) for review

20. Director, IAO (BAC Member) reviews the

BER

BER signed by the

TWG and Chief,

ADMIN (BAC

Member)

30 mins. Director, IAO

(BAC

Member)

BER signed by the

TWG, Chief,

ADMIN and

Director IAO (BAC

Members)


are made by the

Director, IAO, ADMIN

(BAC Member), the

same is returned to

the TWG for




is forwarded to the

Director, SPMS (BAC

Member) for review

21. Director, SPMS (BAC Member) reviews the

BER

BER signed by the

TWG, Chief,

ADMIN and

Director IAO (BAC

Members)

30 mins. Director,

SPMS (BAC

Member)

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO and Director,

SPMS (BAC


are made by the

Director, SPMS (BAC

Member), the same is

returned to the TWG


148


Processing Time

Responsible Person


Remarks

Members) then proceed to step


is forwarded to the

Director, PES for

review

22 Director, PES reviews the BER BER signed by the

TWG, Chief,

ADMIN, Director,

IAO and Director,

SPMS (BAC

Members)

30 mins. Director, PES BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members) and

Director, PES


are made by the

Director, PES, the

same is returned to

the TWG for




is forwarded to the

DED-Operations (BAC

Co-Chairman) for

review

23. DED-Operations (BAC Co-Chairman) reviews

the BER

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members) and

Director, PES

30 mins. DED-

Operations

(BAC Co-

Chairman)

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES and

DED-Operations



Operations (BAC Co-

Chairman), the same is

returned to the TWG




is forwarded to the

149


Processing Time

Responsible Person


Remarks

DED-Administration

(BAC Chairman) for

review

24 DED-Administration (BAC Chairman) reviews

the BER

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES and

DED-Operations

30 mins. DED-

Administratio

n (BAC Co-

Chairman)

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations

and DED-

Administration



Administration (BAC


returned to the TWG




is forwarded to the

Executive Director for

review and approval

25 Executive Director reviews and approves

the BER

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations

and DED-

Administration

30 mins. Executive

Director

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations,

DED-

Administration

and approved by

the Executive


are made by the


same is returned to

the TWG for




is forwarded to the

BAC Secretariat for the

Resolution

150


Processing Time

Responsible Person


Remarks

Director

26. C.O. BAC Secretariat prepares Resolution Minutes of

Opening of

Bids/BER

1 hour BAC

Secretariat

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

Members

Resolution is

forwarded to the

Chief, ADMIN (BAC

Member) for review


Resolution

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

Members


(BAC

Member)

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

Members and

signed by Chief,

ADMIN



ADMIN (BAC


returned to the BAC

Secretariat for



26, otherwise the

Resolution is

forwarded to the

Director, IAO (BAC

Member) for review


Resolution

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat


(BAC

Member)

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat


are made by the

Director, IAO (BAC


returned to the BAC

151


Processing Time

Responsible Person


Remarks

Members and

signed by Chief,

ADMIN

Members, signed

by Chief, ADMIN

and Director, IAO

Secretariat for



26, otherwise the

Resolution is

forwarded to the

Director, SPMS (BAC

Member) for review


Resolution

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

Members, signed

by Chief, ADMIN

and Director, IAO

30 mins. Director,

SPMS (BAC

Member)

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

Members, signed

by Chief, ADMIN,

Director, IAO and

Director, SPMS


are made by the

Director, SPMS (BAC


returned to the BAC

Secretariat for



26, otherwise the

Resolution is

forwarded to the

Director, SPMS (BAC

Member) for review

30 Director, PES reviews the Resolution Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

30 mins. Director, PES Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat


are made by the

Director, SPMS (BAC


returned to the BAC

152


Processing Time

Responsible Person


Remarks

Members, signed

by Chief, ADMIN,

Director, IAO and

Director, SPMS

Members, signed

by Chief, ADMIN,

Director, IAO,

Director, SPMS

and Director, PES

Secretariat for



26, otherwise the

Resolution is


Operations (BAC Co-

Chairman for review


the Resolution

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

Members, signed

by Chief, ADMIN,

Director, IAO,

Director, SPMS

and Director, PES

30 mins. DED-

Operations

(BAC Co-

Chairman)

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

Members, signed

by Chief, ADMIN,

Director, IAO,

Director, SPMS,

Director, PES and

DED-Operations

(BAC Co-

Chairman)



Operations (BAC Co-


returned to the BAC

Secretariat for



26, otherwise the

Resolution is


Administration (BAC

Chairman) for review


the BER

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat

30 mins. DED-

Administratio

n (BAC Co-

Chairman)

Resolution signed

by the Head, BAC

Secretariat,

counter signed by

BAC Secretariat



Administration (BAC


returned to the TWG

153


Processing Time

Responsible Person


Remarks

Members, signed

by Chief, ADMIN,

Director, IAO,

Director, SPMS,

Director, PES and

DED-Operations

(BAC Co-

Chairman)

Members, signed

by Chief, ADMIN,

Director, IAO,

Director, SPMS,

Director, PES,

DED-Operations

(BAC Co-

Chairman) and

DED-

Administration

(BAC Chairman)




is forwarded to the

Property/Supply

Officer for the

preparation of Notice

of Award (NOA)

33 C.O. Property/Supply Officer prepares NOA Approved BER 25 mins. Property/Sup

ply Officer

NOA

countersigned by

Property/Supply

Officer


Officer forwards NOA

to Chief, ADMIN for

review


NOA

NOA

countersigned by

Property/Supply

Officer


(BAC

Member)

NOA

countersigned by

Property/Supply

Officer and Chief,

ADMIN (BAC

Member)



ADMIN (BAC


returned to the

Property/Supply

Officer for



33, otherwise the NOA

is forwarded to the

154


Processing Time

Responsible Person


Remarks

Director, IAO (BAC

Member) for review

35 Director, IAO (BAC Member) reviews the

NOA

NOA

countersigned by

Property/Supply

Officer and Chief,

ADMIN (BAC

Member)


(BAC

Member)

NOA

countersigned by

Property/Supply

Officer, Chief,

ADMIN and

Director, IAO


are made by the


(BAC Member), the

same is returned to

the Property/Supply

Officer for




is forwarded to the

Director, SPMS (BAC

Member) for review


NOA

NOA

countersigned by

the Chief, ADMIN

and Director IAO

(BAC Members)

30 mins. Director,

SPMS (BAC

Member)

NOA

countersigned by

the Chief, ADMIN,

Director, IAO and

Director, SPMS

(BAC Members)


are made by the

Director, SPMS (BAC


returned to the

Property/Supply

Officer for




is forwarded to the

155


Processing Time

Responsible Person


Remarks

Director, PES for

review

37 Director, PES reviews the NOA NOA

countersigned by

the Chief, ADMIN,

Director, IAO and

Director, SPMS

(BAC Members)

30 mins. Director, PES NOA

countersigned by

the Chief, ADMIN,

Director, IAO,

Director, SPMS

(BAC Members)

and Director, PES


are made by the

Director, PES, the

same is returned to

the Property/Supply

Officer for




is forwarded to the

DED-Operations (BAC

Co-Chairman) for

review


the NOA

NOA

countersigned by

the Chief, ADMIN,

Director, IAO,

Director, SPMS

(BAC Members)

and Director, PES

30 mins. DED-

Operations

(BAC Co-

Chairman)

NOA

countersigned by

the Chief, ADMIN,

Director, IAO,

Director, SPMS

(BAC Members),

Director, PES and

DED-Operations



Operations (BAC Co-


returned to the

Property/Supply

Officer for




is forwarded to the

156


Processing Time

Responsible Person


Remarks

DED-Administration

(BAC Chairman) for

review


the NOA

NOA

countersigned by

the Chief, ADMIN,

Director, IAO,

Director, SPMS

(BAC Members),

Director, PES and

DED-Operations

30 mins. DED-

Administratio

n (BAC Co-

Chairman)

NOA

countersigned by

the Chief, ADMIN,

Director, IAO,

Director, SPMS

(BAC Members),

Director, PES,

DED-Operations

and DED-

Administration



Administration (BAC


returned to the

Property/Supply

Officer for




is forwarded to the


review and approval


the NOA

NOA

countersigned by

the Chief, ADMIN,

Director, IAO,

Director, SPMS

(BAC Members),

Director, PES,

DED-Operations

and DED-

30 mins. Executive

Director

NOA

countersigned by

the Chief, ADMIN,

Director, IAO,

Director, SPMS

(BAC Members),

Director, PES,

DED-Operations,

DED-

Administration


are made by the


same is returned to

the Property/Supply

Officer for




is forwarded to the

157


Processing Time

Responsible Person


Remarks

Administration and signed

approved by the

Executive Director

Property/Supply

Officer for the

distribution to the

winning supplier

Preparation of Contract

41 C.O. Property/Supply Officer prepares

Contract

Approved BER 25 mins. Property/Sup

ply Officer

Contract

countersigned by

Property/Supply

Officer


Officer forwards

Contract to the Chief,

ADMIN for review

42 Chief, ADMIN (BAC Member) reviews the

Contract

Contract

countersigned by

Property/Supply

Officer


(BAC

Member)

Contract

countersigned by

Property/Supply

Officer and Chief,

ADMIN (BAC

Member)



ADMIN (BAC


returned to the

Property/Supply

Officer for



33-A, otherwise the

Contract is forwarded

to the Director, IAO

(BAC Member) for

review

43 Director, IAO (BAC Member) reviews the Contract

countersigned by


(BAC

Contract

countersigned by


are made by the

158


Processing Time

Responsible Person


Remarks

Contract Property/Supply

Officer and Chief,

ADMIN (BAC

Member)

Member) Property/Supply

Officer, Chief,

ADMIN and

Director, IAO


(BAC Member), the

same is returned to

the Property/Supply

Officer for



33-A, otherwise the


to the Director, SPMS

(BAC Member) for

review

44 Director, SPMS (BAC Member) reviews the

Contract

Contract

countersigned by

Property/Supply

Officer, Chief,

ADMIN and

Director, IAO

30 mins. Director,

SPMS (BAC

Member)

Contract

countersigned by

the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and Director,

SPMS (BAC

Members)


are made by the

Director, SPMS (BAC


returned to the

Property/Supply

Officer for



33-A, otherwise the


to the Director, PES for

review

159


Processing Time

Responsible Person


Remarks

45 Director, PES reviews the Contract Contract

countersigned by

the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and Director,

SPMS (BAC

Members)

30 mins. Director, PES NOA

countersigned by

the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, Director,

SPMS and

Director, PES (BAC

Members)


are made by the

Director, PES, the

same is returned to

the Property/Supply

Officer for



33-A, otherwise the


to the DED-Operations

(BAC Co-Chairman) for

review


the Contract

Contract

countersigned by

the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members) and

Director, PES

30 mins. DED-

Operations

(BAC Co-

Chairman)

Contract

countersigned by

the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, Director,

SPMS, Director,

PES (BAC

Members) and

signed as second

witness by the

DED-Operations



Operations (BAC Co-


returned to the

Property/Supply

Officer for



33-A, otherwise the


to the DED-

Administration (BAC

160


Processing Time

Responsible Person


Remarks

(BAC Co-

Chairman)

Chairman) for review


the Contract

Contract

countersigned by

the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, Director,

SPMS, Director,

PES (BAC

Members) and

signed as second

witness by the

DED-Operations

(BAC Co-

Chairman)

30 mins. DED-

Administratio

n (BAC

Chairman)

Contract

countersigned by

the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, Director,

SPMS, Director,

PES (BAC

Members), signed

as second witness

by the DED-

Operations (BAC

Co-Chairman) and

signed as first

witness by the

DED-

Administration

(BAC Chairman)



Administration (BAC


returned to the

Property/Supply

Officer for



33-A, otherwise the


to the Executive

Director for review

and approval


the Contract

Contract

countersigned by

the

Property/Supply

Officer, Chief,

30 mins. Executive

Director

Contract

countersigned by

the

Property/Supply

Officer, Chief,


are made by the


same is returned to

the Property/Supply

161


Processing Time

Responsible Person


Remarks

ADMIN, Director,

IAO, Director,

SPMS, Director,

PES (BAC

Members), signed

as second witness

by the DED-

Operations (BAC

Co-Chairman) and

signed as first

witness by the

DED-

Administration

(BAC Chairman)

ADMIN, Director,

IAO, Director,

SPMS, Director,

PES (BAC

Members), signed

as second witness

by the DED-

Operations (BAC

Co-Chairman),

signed as first

witness by the

DED-

Administration

(BAC Chairman)

and approved by

the Executive

Director

Officer for



33-A, otherwise the


to the Property/Supply

Officer for the

distribution to the

winning supplier

Preparation of Notice to Proceed (NTP)

49 C.O. Property/Supply Officer prepares

Notice to Proceed

Accomplished

Contract


ply Officer

Notice to Proceed

(NTP)

countersigned by

Property/Supply

Officer


Officer forwards NTP

to Chief, ADMIN for

review

50 Chief, ADMIN (BAC Member) reviews the NTP countersigned

by


(BAC

NTP countersigned

by



162


Processing Time

Responsible Person


Remarks

NTP Property/Supply

Officer


Officer and Chief,

ADMIN (BAC

Member)

ADMIN (BAC


returned to the

Property/Supply

Officer for



41, otherwise the NTP

is forwarded to the

Director, IAO (BAC

Member) for review

51 Director, IAO (BAC Member) reviews the

NTP

NTP countersigned

by

Property/Supply

Officer and Chief,

ADMIN (BAC

Member)


(BAC

Member)

NTP countersigned

by

Property/Supply

Officer, Chief,

ADMIN and

Director, IAO


are made by the


(BAC Member), the

same is returned to

the Property/Supply

Officer for




is forwarded to the

Director, SPMS (BAC

Member) for review

52 Director, SPMS (BAC Member) reviews the NTP countersigned

by the

30 mins. Director,

SPMS (BAC

NTP countersigned

by the


are made by the

163


Processing Time

Responsible Person


Remarks

NTP Property/Supply

Officer Chief,

ADMIN and

Director IAO (BAC

Members)


Officer Chief,

ADMIN, Director,

IAO and Director,

SPMS (BAC

Members)

Director, SPMS (BAC


returned to the

Property/Supply

Officer for




is forwarded to the

Director, PES for

review

53 Director, PES reviews the NTP NTP countersigned

by the

Property/Supply

Officer Chief,

ADMIN, Director,

IAO and Director,

SPMS (BAC

Members)

30 mins. Director, PES NTP countersigned

by the

Property/Supply

Officer Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members) and

Director, PES


are made by the

Director, PES, the

same is returned to

the Property/Supply

Officer for




is forwarded to the

DED-Operations (BAC

Co-Chairman) for

review

54 DED-Operations (BAC Co-Chairman) reviews NTP countersigned

by the

30 mins. DED-

Operations

NTP countersigned

by the



164


Processing Time

Responsible Person


Remarks

the NTP Property/Supply

Officer Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members) and

Director, PES

(BAC Co-

Chairman)

Property/Supply

Officer Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES and

DED-Operations

Operations (BAC Co-


returned to the

Property/Supply

Officer for




is forwarded to the

DED-Administration

(BAC Chairman) for

review


the NTP

NTP countersigned

by the

Property/Supply

Officer Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES and

DED-Operations

30 mins. DED-

Administratio

n (BAC Co-

Chairman)

NTP countersigned

by the

Property/Supply

Officer Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations

and DED-

Administration



Administration (BAC


returned to the

Property/Supply

Officer for




is forwarded to the


review and approval

165


Processing Time

Responsible Person


Remarks


the NTP

NTP countersigned

by the

Property/Supply

Officer Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations

and DED-

Administration

30 mins. Executive

Director

NTP countersigned

by the

Property/Supply

Officer Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations,

DED-

Administration

and signed

approved by the

Executive Director


are made by the


same is returned to

the Property/Supply

Officer for




is forwarded to the

Property/Supply

Officer for the

distribution to the

winning supplier for

the delivery of goods

under contract

For the receipt/inspection and acceptance/issuance and inventory of delivered goods please refer to STEPS IN RECEIVING DELIVERED OFFICE SUPPLIES, MATERIALS AND EQUIPMENT PURCHASED FROM THE PROCUREMENT SERVICE (PS) and STEPS FOR ISSUANCE OF PROPERTY ACKNOWLEDGEMENT RECEIPT AND INVENTORY CUSTODIAN SLIP

Preparation of P.O.-repeat Steps 7 to 12 FOR SMALL VALUE PROCUREMENT (Tangible assets and equipment that requires immediate purchase goods less than Php100,000.00)

Preparation of D.V. please refer to STEPS 7 to 12 FOR THE PROCUREMENT OF COMMON USE OFFICE SUPPLIES, MATERIALS AND EQUIPMENT AT THE PROCUREMENT SERVICE USING THE AGENCY PROCUREMENT REQUEST (APR)

166

2.2.2 National Shopping: (Tangible assets and equipment that requires immediate purchase goods more than Php100,000.00 but less than Php 500,000.00)


Processing Time

Responsible Person


Remarks

1. C.O. Property/Supply Officer reviews

procurement plan where tangible assets

and/or equipment are not available at the

PS wherein total amount is more than

Php100,000 but less than Php500,000

Procurement Plan 45 mins. Property/Sup

ply Officer

Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer


Officer forwards DPS

to Chief, ADMIN for

review

2. Chief, ADMIN reviews DPS Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer

20 mins. Chief, ADMIN Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer and signed

noted by the

Chief, ADMIN



ADMIN, the same is

returned to the

Property/Supply

Officer for




forwarded to the

Director, IAO for

review

3. Director, IAO reviews DPS Detailed

Procurement

Schedule (DPS)

20 mins. Director, IAO Detailed

Procurement

Schedule (DPS)


are made by the

Director , IAO, the

167


Processing Time

Responsible Person


Remarks

signed prepared

by the

Property/Supply

Officer and signed

noted by the

Chief, ADMIN

signed prepared

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN and

countersigned by

Director, IAO

same is returned to

the Property/Supply

Officer for





Administration for

review

4. DED-Administration reviews DPS Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN and

countersigned by

Director, IAO

15 mins. DED-

Administratio

n

Detailed

Procurement

Schedule (DPS)

signed prepared

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN

countersigned by

Director, IAO and

DED-

Administration



Administration, the

same is returned to

the Property/Supply

Officer for





for review and

approval

5. Executive Director reviews and approves

DPS

Detailed

Procurement

Schedule (DPS)

signed prepared

15 mins. Executive

Director

Detailed

Procurement

Schedule (DPS)

signed prepared


are made by the


same is returned to

168


Processing Time

Responsible Person


Remarks

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN

countersigned by

Director, IAO and

DED-

Administration

by the

Property/Supply

Officer, signed

noted by the

Chief, ADMIN

countersigned by

Director, IAO,

DED-

Administration

and signed

approved by the

Executive Director

the Property/Supply

Officer for





Property/Supply

Officer for the

preparation of the

Request for Quotation

(RFQ)

6. C.O. Property/Supply Officer prepares RFQ RFQ 30 mins. Property/Sup

ply Officer

RFQ countersigned

by the

Property/Supply

Officer

RFQ is forwarded to

Chief, ADMIN for

review

7. Chief, ADMIN reviews RFQ RFQ countersigned

by the

Property/Supply

Officer


ply Officer

RFQ countersigned

by the

Property/Supply

Officer and Chief,

ADMIN



ADMIN, the same is

returned to the

Property/Supply

Officer for




forwarded to the

169


Processing Time

Responsible Person


Remarks


Internal


for review

8. Director, IAO reviews RFQ RFQ countersigned

by the

Property/Supply

Officer and Chief,

ADMIN

20 mins. Director, IAO RFQ countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO


are made by the

Director, IAO the same

is returned to the

Property/Supply

Officer for





Administration for

review

9. DED-Administration reviews RFQ RFQ countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO

20 mins. DED-

Administratio

n

RFQ countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and DED-

Administration



Administration, the

same is returned to

the Property/Supply

Officer for





170


Processing Time

Responsible Person


Remarks

for review

10. Executive Director reviews RFQ RFQ countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and DED-

Administration

15 mins. Executive

Director

RFQ countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, DED-

Administration

and signed

approved by the

Executive Director


are made by the


same is returned to

the Property/Supply

Officer for




forwarded to back to

the Property/Supply

Officer for posting at


and other conspicuous

places

11. C.O. Property/Supply registers RFQ to


RFQ countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, DED-

Administration

and signed by the

Executive Director

1 working

day after

registration

Property/Sup

ply Officer

Approved RFQ

posted at Phil-

GEPS Website and

BLGF Website


Officer retrieves the

RFQ for opening

171


Processing Time

Responsible Person


Remarks

12. C.O. BAC Secretariat, BAC Members,

Property/Supply Officer convenes for the

opening of RFQ

Accomplished/Seal

ed or Opened RFQ

2 hours BAC

Secretariat/P

roperty/Supp

ly Officer

RFQ presented

and tabulated

C.O. BAC Secretariat

prepares minutes of

the opening and

forwards the RFQ to

the Technical Working

Group (TWG)

13. C.O. TWG evaluates the RFQ RFQ presented

and tabulated

Five working

days

TWG Bid Evaluation

Report (BER)

signed by the TWG

BER is forwarded to

the Chief, ADMIN (BAC

Member) for review


BER

BER signed by the

TWG


(BAC

Member)

BER signed by the

TWG and Chief,

ADMIN (BAC

Member)



ADMIN (BAC


returned to the TWG




is forwarded to the

Director, IAO (BAC

Member) for review


BER

BER signed by the

TWG and Chief,

ADMIN (BAC

Member)


(BAC

Member)

BER signed by the

TWG, Chief,

ADMIN and

Director IAO (BAC


are made by the


(BAC Member), the

same is returned to

172


Processing Time

Responsible Person


Remarks

Members) the TWG for




is forwarded to the

Director, SPMS (BAC

Member) for review


BER

BER signed by the

TWG, Chief,

ADMIN and

Director IAO (BAC

Members)

30 mins. Director,

SPMS (BAC

Member)

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO and Director,

SPMS (BAC

Members)


are made by the

Director, SPMS (BAC


returned to the TWG




is forwarded to the

Director, PES for

review

17 Director, PES reviews the BER BER signed by the

TWG, Chief,

ADMIN, Director,

IAO and Director,

SPMS (BAC

Members)

30 mins. Director, PES BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members) and

Director, PES


are made by the

Director, PES, the

same is returned to

the TWG for




173


Processing Time

Responsible Person


Remarks

is forwarded to the

DED-Operations (BAC

Co-Chairman) for

review


the BER

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members) and

Director, PES

30 mins. DED-

Operations

(BAC Co-

Chairman)

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES and

DED-Operations



Operations (BAC Co-


returned to the TWG




is forwarded to the

DED-Administration

(BAC Chairman) for

review


the BER

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES and

DED-Operations

30 mins. DED-

Administration

(BAC Co-

Chairman)

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations

and DED-



Administration (BAC


returned to the TWG




is forwarded to the


174


Processing Time

Responsible Person


Remarks

Administration review and approval


the BER

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations

and DED-

Administration

30 mins. Executive

Director

BER signed by the

TWG, Chief,

ADMIN, Director,

IAO, Director,

SPMS (BAC

Members),

Director, PES,

DED-Operations,

DED-

Administration

and approved by

the Executive

Director


are made by the


same is returned to

the TWG for




is forwarded to the

Property/Supply

Officer for the

preparation of P.O.

Preparation of P.O.-repeat Steps 7 to 12 FOR SMALL VALUE PROCUREMENT (Tangible assets and equipment that requires immediate purchase goods less than Php100,000.00)

Preparation of D.V. please refer to STEPS 7 to 12 FOR THE PROCUREMENT OF COMMON USE OFFICE SUPPLIES, MATERIALS AND EQUIPMENT AT THE PROCUREMENT SERVICE USING THE AGENCY PROCUREMENT REQUEST (APR)

End of Process

175

2.2.3 Emergency Purchase (Small Value Procurement) (Tangible assets and equipment that requires immediate purchase goods less than Php100,000.00) Procedures for the conduct of shopping and small value procurement by the BLGF are in accordance with R-IRR-R.A. 9184 and Government Policy Procurement Board (GPPB) Guidelines for Shopping and Small Value Procurement. Shopping [Section 52.1. (a), Annex H]-IRR R.A. 9184. When there is an unforeseen contingency requiring immediate purchase, the amount shall not exceed to Php 100,000.00 and Php 500,000.00

STEPS PROCESS INPUT

REQUIREMENT

PROCESSING

TIME

RESPONSIBLE

PERSON

OUTPUT/DECISION

POINT

REMARKS


reviews procurement plan

where tangible assets

and/or equipment are not

available at the PS wherein

total amount is less than

Php 100,000.00

Procurement Plan 45 mins. Property/Supply

Officer

Quotation Form

signed by

Property/Supply

Officer


Officer prepares to

distribute quotation form


Officer distributes

quotation form to

reputed supplier

Quotation Form

signed by

Property/Supply

Officer

1 hour Supplier Quotation Form

signed by

Property/Supply

Officer accomplished

and countersigned by

the supplier


retrieves accomplished

quotation forms


Officers prepares abstract of

canvass

Quotation Form

signed by

Property/Supply

Officer accomplished

and countersigned


Officer

Abstract of Canvass

signed prepared by

the Property/Supply

Officer

Abstract of Canvass is

forwarded to Chief,

ADMIN for review

176

STEPS PROCESS INPUT

REQUIREMENT

PROCESSING

TIME

RESPONSIBLE

PERSON

OUTPUT/DECISION

POINT

REMARKS

by the supplier

4. Chief, ADMIN reviews

abstract of canvass

Abstract of Canvass

signed prepared by

the Property/Supply

Officer


Officer

Abstract of Canvass

signed prepared by

the Property/Supply

Officer and

countersigned by the

Chief, ADMIN



ADMIN, the same is

returned to the

Property/Supply Officer


then proceed to step 3,

otherwise the Abstract of

Canvass is forwarded to

the Office of the Director,

Internal Administration

(IAO) for review

5. Director, IAO reviews

abstract of canvass

Abstract of Canvass

signed prepared by

the Property/Supply

Officer,


Chief, ADMIN

20 mins. Director, IAO Abstract of Canvass

signed prepared by

the Property/Supply

Officer, countersigned

by the Chief, ADMIN

and signed

recommended by the

Director, IAO


are made by the Director,

IAO the same is returned


Officer for

editing/finalization, then

proceed to step 3,



the Director, SPMS for

review

177

STEPS PROCESS INPUT

REQUIREMENT

PROCESSING

TIME

RESPONSIBLE

PERSON

OUTPUT/DECISION

POINT

REMARKS

6. Director, SPMS reviews

Abstract of Canvass

Abstract of Canvass

signed prepared by

the Property/Supply

Officer,


Chief, ADMIN and

signed

recommended by

the Director, IAO

20 mins. Director, SPMS Abstract of Canvass

signed prepared by

the Property/Supply


by the Chief, ADMIN,

signed recommended

by the Director, IAO

and counter signed by

the Director, SPMS



SPMS the same is

returned to the






the DED-Operations for

review

7. DED-Operations reviews

Abstract of Canvass

Abstract of Canvass

signed prepared by

the Property/Supply

Officer,


Chief, ADMIN, signed

recommended by

the Director, IAO and

counter signed by

the Director, SPMS

20 mins. DED-Operations Abstract of Canvass

signed prepared by

the Property/Supply



signed recommended

by the Director, IAO

and counter signed by

the Director, SPMS

and DED-Operations




returned to the






the DED-

Administration/Chairman,

Bids and Awards

Committee for review and

approval

178

STEPS PROCESS INPUT

REQUIREMENT

PROCESSING

TIME

RESPONSIBLE

PERSON

OUTPUT/DECISION

POINT

REMARKS

6. DED-


Bids and Awards Committee

reviews abstract of canvass

Abstract of Canvass

signed prepared by

the Property/Supply

Officer,



recommended by


counter signed by

the Director, SPMS

and DED-Operations

20 mins. DED-

Administration

Abstract of Canvass

signed prepared by

the Property/Supply



counter signed by the

Director, SPMS DED-

Operations, signed

recommended by the

Director, IAO and

approved by the DED-

Administration

(Chairman, Bids and

Awards Committee)




Bids and Awards

Committee, the same is

returned to the






back to the Property

Section for the

preparation of Purchase

Order (P.O.)


prepares P.O.

Abstract of Canvass

signed prepared by

the Property/Supply

Officer,



recommended by


counter signed by

the BAC Members


Officer

P.O. countersigned by

the Property/Supply

Officer

P.O. together with the

approved Abstract of


the Chief, ADMIN for

review

179

STEPS PROCESS INPUT

REQUIREMENT

PROCESSING

TIME

RESPONSIBLE

PERSON

OUTPUT/DECISION

POINT

REMARKS

8. Chief, ADMIN reviews P.O. P.O. countersigned

by the

Property/Supply

Officer

15 mins. Chief, ADMIN P.O. countersigned by

the Property/Supply

Officer and Chief,

ADMIN



ADMIN the same is

returned to the




otherwise the P.O. is

forwarded to the Office of

the IAO Director for

review

9. Director, IAO reviews P.O. P.O. countersigned

by the

Property/Supply

Officer and Chief,

ADMIN

15 mins. Director, IAO P.O. countersigned by

the Property/Supply

Officer, Chief, ADMIN

and Director, IAO



IAO the same is returned


Officer for


proceed to step 7,




10. Director, SPMS reviews P.O. P.O. countersigned

by the

Property/Supply

Officer, Chief,

15 mins. Director, SPMS P.O. countersigned by

the Property/Supply

Officer, Chief, ADMIN,

Director, IAO and



SPMS the same is

returned to the

180

STEPS PROCESS INPUT

REQUIREMENT

PROCESSING

TIME

RESPONSIBLE

PERSON

OUTPUT/DECISION

POINT

REMARKS

ADMIN and Director,

IAO

Director, SPMS Property/Supply Officer






11. DED-Operations reviews

P.O.

P.O. countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO and Director,

SPMS

15 mins. DED-Operations P.O. countersigned by

the Property/Supply


Director, IAO,

Director, SPMS and

DED-Operations




returned to the






Administration for review

12. DED-Administration reviews

P.O.

P.O. countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, Director, SPMS

and DED-Operations

15 mins. DED-

Administration


the Property/Supply


Director, IAO,

Director, SPMS, DED-

Operations and DED-

Administration



Administration the same

is returned to the





forwarded to the OED for

181

STEPS PROCESS INPUT

REQUIREMENT

PROCESSING

TIME

RESPONSIBLE

PERSON

OUTPUT/DECISION

POINT

REMARKS

review and approval

13. Executive Director reviews

P.O.

P.O. countersigned

by the

Property/Supply

Officer, Chief,

ADMIN, Director,

IAO, Director, SPMS,

DED-Operations and

DED-Administration

15 mins. Executive

Director


the Property/Supply


Director, IAO,

Director, SPMS, DED-

Operations, DED-

Administration and

approved by the

Executive Director


are made by the Executive

Director, the same is

returned to the





forwarded to the Property

Section for the

preparation of DV

Preparation of D.V. please refer to STEPS 7 to 12 FOR THE PROCUREMENT OF COMMON USE OFFICE SUPPLIES, MATERIALS AND EQUIPMENT AT THE

PROCUREMENT SERVICE USING THE AGENCY PROCUREMENT REQUEST (APR)

182

2.3 Actual procurement of common-use office supplies, materials and equipment at the Procurement Service

The bulk of common use office supplies, materials and at times equipment to be stocked shall be procured from the Procurement Service (PS). The PS has an official price list of common-use office supplies, materials and equipment at a given time available off-shelf that can be downloaded on-line at the Phil-GEPS website. The procurement of “on-stock” items shall be done on a quarterly basis. The Property/Supply Officer shall be responsible in assigning the control number of the APR. The Property/Supply officer shall accomplish the APR stating the date, the date and number of the price list or the viewed date if the price list was taken at the Phil-GEPS website (if applicable) and the corresponding unit prices of items requirement. All items to be reflected in the APR should be in accordance with the approved procurement plan. The APR shall be prepared in seven copies per P.S. requirement NOTE: The PS has a new on-line process for the procurement of common-use office supplies, materials and equipment unfortunately, the BLGF is not included in their pilot government agency. As such the BLGF still uses the manual procedure in procuring such items.

STEPS PROCESS INPUT REQUIREMENT PROCESSING TIME

RESPONSIBLE PERSON

OUTPUT/DECISION POINT

REMARKS

1. C.O.-Property/Supply Officer

prepares APR

Procurement Plan 45 mins. Property/Supply

Officer

Agency Procurement

Request (APR)signed

by Property/Supply

Officer

APR is forwarded to Chief,

ADMIN for review

2. Chief, ADMIN Reviews APR Agency Procurement

Request (APR)signed

by Property/Supply

Officer

20 mins. Chief, ADMIN Agency Procurement

Request (APR)signed

by Property/Supply

Officer

countersigned by

Chief, ADMIN

If corrections/revisions are

made by the Chief, ADMIN

the same is returned to the



proceed to step 1, otherwise

the APR is forwarded to the

Director, IAO for review

3. Director, IAO reviews APR Agency Procurement

Request (APR)signed

15 mins. Director, IAO Agency Procurement

Request (APR)signed


made by the Director, IAO

183

by Property/Supply

Officer countersigned

by Chief, ADMIN

by Property/Supply

Officer

countersigned by

Chief, ADMIN and

Director, IAO






DED-Administration for

review


APR

Agency Procurement

Request (APR)signed

by Property/Supply


by Chief, ADMIN and

Director, IAO

15 mims. DED-

Administration

Agency Procurement

Request (APR)signed

by Property/Supply

Officer

countersigned by

Chief, ADMIN,

Director, IAO and

DED-Administration


made by the DED-

Administration, the same is

returned to the Property

Section for





approval


and approves APR

Agency Procurement

Request (APR)signed

by Property/Supply


by Chief, ADMIN,

Director, IAO and

DED-Administration

10 mins. Executive

Director

Agency Procurement

Request (APR)signed

by Property/Supply

Officer

countersigned by

Chief, ADMIN,

Director, IAO, DED-

Administration and

approved by the

Executive Director


made by the Executive



Section for




Accountant, Financial

management Division (FMD)

184

for review and certification

of availability of funds

6. C.O.-Chief, Accountant

reviews APR

Agency Procurement

Request (APR)signed

by Property/Supply


by Chief, ADMIN,

Director, IAO, DED-

Administration and

approved by the

Executive Director

30 mins. Chief,

Accountant,

FMD

Agency Procurement

Request (APR)signed

by Property/Supply

Officer

countersigned by

Chief, ADMIN,

Director, IAO, DED-

Administration,

approved by the

Executive Director

and certified and

signed by the Chief

Accountant as to

funds availability


made by the Chief,

Accountant, the same is


Section for



the APR is returned back to

the Property Section for the

preparation of Disbursement

Voucher (DV)

7. C.O.-Property/Supply Officer

prepares DV

DV 15 mins. Property/Supply

Officer

Accomplished DV

including the total

actual cost of items

reflected in the APR

to be purchased


Property/Supply

Officer together with

the approved APR

DV together with the

approved APR is forwarded

to Chief, ADMIN for review

8. Chief, ADMIN reviews DV Accomplished DV

including the total

15 mins. Chief, ADMIN Accomplished DV

including the total


made by the Chief, ADMIN,

185



to be purchased


Property/Supply

Officer together with

the approved APR



to be purchased


Property/Supply

Officer and Chief,

ADMIN together

with the approved

APR





the DV together with the


to the Director, IAO for

review

9. Director, IAO reviews DV Accomplished DV

including the total



to be purchased


Property/Supply

Officer and Chief,

ADMIN together with

the approved APR

10 mins. Director, IAO Accomplished DV

including the total



to be purchased


Property/Supply

Officer , Chief,

ADMIN and Director,

IAO together with

the approved APR


made by the Director, IAO,







to the DED-Administration

for review


DV

Accomplished DV

including the total



to be purchased


Property/Supply

10 mins. DED-

Administration

Accomplished DV

including the total



to be purchased


Property/Supply


made by the DED-

Administration, the same is


Section for



186

Officer , Chief, ADMIN

and Director, IAO

together with the

approved APR

Officer , Chief,

ADMIN, Director,

IAO and DED-

Administration

together with the

approved APR



to the OED for review


and approves DV

Accomplished DV

including the total



to be purchased


Property/Supply

Officer , Chief,

ADMIN, Director, IAO

and DED-

Administration

together with the

approved APR

10 mins. Executive

Director

Accomplished DV

including the total



to be purchased


Property/Supply

Officer , Chief,

ADMIN, Director,

IAO, DED-

Administration and

signed by the

Executive Director

together with the

approved APR


made by the Executive



Section for





to Chief, Accountant, FMD

for review

12. Chief Accountant reviews DV Accomplished DV

including the total



to be purchased


15 mins. Chief Accountant Accomplished DV

including the total



to be purchased



made by Chief Accountant,





187

Property/Supply

Officer , Chief,

ADMIN, Director, IAO,

DED-Administration

and signed by the

Executive Director

together with the

approved APR

Property/Supply

Officer , Chief,

ADMIN, Director,

IAO, DED-

Administration

signed by the

Executive Director

and Chief

Accountant with the

approved APR



to Chief, Cashier, CASH for

review

13. C.O.-Chief, Cashier prepares

checks

Please refer to the M.O.P. for the preparation of cheques

14. Submission of approved APR

to PS with corresponding

payment

APR/Checks/DV 30 mins. Property/Supply

Officer

Official

Receipt/Procuremen

t Service (PS)

The APR together with the

DV and the corresponding

check/s will be

submitted/hand carried by

the Property/Supply Officer

or their authorized

representative to the PS for

payment and delivery of

ordered items.

End of Process

188

2.4 Inspection and Acceptance of Delivered Items from the PS (also, applicable to delivered items purchased from outside suppliers) From the PS, the items delivered shall be accepted by the Property/Supply Officer. The Property/Supply Officer shall make an initial physical count of the delivered items, noting its completeness or partiality. The Property/Supply Officer should also make it a point to see that the items delivered are in good condition and free of defects. The Property/Supply Officer shall prepare the Inspection and Acceptance Report indicating all the items delivered, and the quantity. For partial delivery, the same procedure shall apply, however, the Property/Supply Officer needed to note the Reply Action Document (RAD) number attached to the delivery receipt from PS.

STEPS PROCESS INPUT REQUIREMENT

PROCESSING TIME

RESPONSIBLE PERSON


REMARKS


Officer receives the

items from P.S. and/or

winning supplier

Items/Delivery

receipt and/or

Invoice Receipt


officer

Delivery Receipt

signed by

Property/Supply

Officer

Property/Supply Officer will

accepts delivered items

and retains the original

copy of D.R. and/or Invoice

Receipt


Officer prepares

Inspection and

Acceptance Report

Delivery Receipt

and/or Invoice

Receipt/ Delivered

Items accepted


Officer

Inspection and

Acceptance Report

signed by the

Property/Supply

Officer

Inspection Report is

forwarded to the Property

Inspector for Inspection

together with the accepted

and signed D.R./Invoice

Receipt.

3. C.O. Property Inspector

inspects the delivered

items and reviews the

Inspection and

Acceptance Report

Inspection and

Acceptance Report

signed by the

Property/Supply

Officer

20 mins. Property

Inspector

Inspection and

Acceptance Report

signed by the

Property/Supply

Officer and Property

Inspector

If items delivered are found

to be non- compliant to the

requirements of the BLGF,

the Property Inspector

together with the


189

STEPS PROCESS INPUT REQUIREMENT

PROCESSING TIME

RESPONSIBLE PERSON


REMARKS

shall need to call the

attention of the supplier,

ask an explanation for the

deviation and demand for

the required items

otherwise, the same,

together with the D.R.,

Invoice and Inspection and

Acceptance Report will be

forwarded to the FMD to

be taken up into the books

of accounts.

End Of Transaction

190



Record Section

191

SERVICE : Internal Administration Office DIVISION : Administrative Division

UNIT NAME : Record Section BRIEF DESCRIPTION : CLIENTS : BLGF Central & Regional Office, LGU Treasurer & Assistant Treasurer (Municipal, Province,

Cities), Any Government or Private Entity, General Public; Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


1. Act as official repository of all records/documents and other official papers (whether active, inactive type of correspondence) of the Bureau, Regional Offices, Local Treasury Offices and other Offices

1.1 Inbound: Receive, classify, assigns and distribute all correspondence and Communication of the Bureau.

2.1 Outbound: Record and release official action papers of the Bureau

2.2 Establish, manage and improve the filing , retrieval and archiving system of the Bureau

2.3 Manage communication protocols, guidelines and conflicts arising thereof

2.4 Establish, operate and maintain application software on document tracking

2.5 Establish, implement and improve information access policies, procedures and care of documents

2.6 Issue certified true copies of records or documents upon official request with the approval of proper authorities

192

3. Produce before the investigating legal bodies and upon official request; legal documents, papers, records and files in compliance with subpoena duces tecum and other legal actions issued by proper authority

4. Disposal of valueless records

4.1 Prepare inventory and appraisal of records 4.2 Prepare Records Disposition Schedule (RDS) for approval

of National Archives of the Philippines (NAP) 4.3 Dispose Valueless Records

193

SPECIFIC PROCEDURES 1. Inbound: Receive, classify, assigns and distribute all correspondence and Communication of the Bureau.


Processing Time

Responsible Person


Remarks

1 CO-Records Section receives and classifies

the incoming documents

Inbound

mails/corresponde

nce, queries and

reports

5 minutes Admin Aide

VI

Pertinent details

such as name and

address of the

sender, date of the

letter, time and

date of receipt,

name and address

of the receiver

(addressee),

signature and

subject matter of

the letter

examined

Documents

classified and

acknowledged by

Receiving Clerk

2 CO-Records Section records documents

received.

Pertinent details

such as name and

address of the

sender, date of the


VI

Date, time and

pertinent details

of documents

recorded in the

194


Processing Time

Responsible Person


Remarks

letter, time and

date of receipt,

name and address

of the receiver

(addressee),

signature and

subject matter of

the letter.

log-book of the

Records Section.

Internal control

number assigned

to the documents

3 CO-Records Section routes documents

and/or communication to concerned offices

of the Bureau (BLGF).

Documents with

internal control

numbers assigned


VI

Documents

received by

concerned offices

of BLGF. Receiving

remarks and

initials of

Receiving Officer/s

of concerned

office/s affixed on

logbook

For misrouted documents

4 CO- Records Section receives and re-classify

misrouted documents (from Records

officers of different offices of BLGF)

Internal control

number and

pertinent details

of documents such

as name and

address of the

sender, date of the


VI (Records

Section)

Misrouted

documents

received and re-

classified

195


Processing Time

Responsible Person


Remarks

letter and subject

matter

5 CO –Records Section records and re- routes

documents to concerned BLGF offices .

Re – classified

documents


Vi

Date, time and

details of the

documents

recorded in the

logbook of the

Records Section.

End of Process

196

2.1 Outbound: Record and release official action papers of the Bureau


Processing Time

Responsible Person


Remarks

1 CO-Records Section receives and classify

out-going documents.

Out-going

documents name

and address of the

sender, date,

name and address

of the addressee,

time, signature

and subject

matter.

5 minutes Records

Officer

Outbound

documents

classified

Documents referred

herein maybe in the

form of letters (mails),

memoranda, circulars

or other forms

2 CO-Records Section records outbound

documents

Classified

documents

5 minutes Records

Officer

Date, time and

details of classified

documents

recorded in the

logbook of the

Records Section.

Control number

on documents

assigned.

3 CO- Records Section segregate s Original

copy from Duplicate copy.

Classified

document/s

(Signed orig. copy/

duplicate copy

10 minutes

per

document

Records

Officer

Copies of

documents

segregated:

Original

197


Processing Time

Responsible Person


Remarks

with initials of

signatories and

complete

attachments)

copy of

the

document(

s) for

release

/Duplicate

copy for

file.

4 CO-Records Section classifies documents

according to urgency of the letter

Copy of the

documents,

Subject matter of

the documents

5 minutes Records

Officer

Urgent documents

classified

Urgent Documents

send thru fastest

means (delivered

within Metro Manila

and Courier outside

Metro Manila)

5 CO-Records Section releases documents

thru mail, delivery and pick-up

Envelops and other mailing materials

are prepared for documents sent thru

mail.

Original Copy of

Documents /

Classification of

urgency of the

letter (in priority

basis).

Within the

day

Records

Officer

Documents

released thru pick-

up and delivery

Receiving

remarks and

signature of

receiving/conc

erned person

affixed on

duplicate copy

Some documents for

Metro Manila Offices

are delivered .

Documents for pick-up

by representative of

addressee is required

to submit

authorization letter

Concerned person

/offices acknowledged

198


Processing Time

Responsible Person


Remarks

of the

document

Documents

released thru

mail; Receipt

of registry

secured

receipt of Picked-up

/delivered documents

by affixing signature

on the file copy.

End Of Transaction

199

2.2 Establish, manage and improve the filing, retrieval and archiving system of the Bureau


Processing Time

Responsible Person


Remarks

1 CO-Records Sect CO –Records Section classifies and sorts

duplicate file copies.

Duplicate file

copies and

attachments.

10 minutes Records

Officer

File classification

code assigned

(marked in red ball

pen)

File copies sorted

wherein name of

the addressee(s)

and subject matter

are categorized

for proper file

classification in

preparation for

reference and

cross-referencing.

Forwards classified

documents for file

2 CO- Records Section prepares folders, labels

and reproduces file copies required in the

physical filing of documents.

Classified, marked

and sorted-out file

copies with

attachments (if

there’s any).

10 minutes Filing Clerk Folders, labels

prepared and

copies of

document/s

reproduced

In cross-referencing

method of filing, the

filing clerk reproduces

multiple sets of file

copies depending on

the number of

addressees stated in

200


Processing Time

Responsible Person


Remarks

the document/s.

3 CO – Records Section compiles documents

in the labeled folder according to file

classification code

Labeled folders

,classified

documents

5 minutes Filing clerk Compiled file

copies

(documents)

stored in the

designated area of

filing.

4 CO-Records Section files document in

designated area.

Compiled

documents.

Within the

day

Filing Clerk Documents stored

in the designated

area of filing.

Usually located within

the Records Section.

5 CO-Records Section sets file break on the

filed /compiled documents

Documents stored

in the storage area

5 minutes

per

folder/compil

ation

Filing Clerk Documents stored

according to file

break in

designated area

File breaks are usually

set at the end of the

fiscal or calendar year

Documents are stored

periodically

Retrieval – Documents on file are retrieved and use as reference and Records Section adopts requisition and Charge-out Card procedure before issuing a file to borrower.

1 CO-Records Section receives and records

request for retrieval of files

Filled –up Request

form

File classification

code or subject

matter

2 minutes Records

Officer

Date, time and

details of request

recorded in the

logbook of the

Records Section

201


Processing Time

Responsible Person


Remarks

2 CO-Records Section approves request s for

retrieval of document s

File classification

code and subject

matter

2 minutes Records

Officer

Approved request

3 CO-Records Section verifies /checks

availability of records requested

Approved request

File classification

code and subject

matter

5 minutes Filing clerk Availability of

records verified

4 CO-Records Section retrieves documents. Approved request 10 minutes Filing Clerk Document/s

requested by

borrower

retrieved

5 CO-Records Section apply charge-out

card/Borrower’s Card.

Fill-up Borrower’s card

Borrower’s Card;

Documents

retrieved

2 minutes

per request

BLGF

personnel

who borrows

the

documents

Filled- up

Borrower’s Card

except column for

Date Returned

6 CO-Records Section records and releases

borrowed documents

Documents

retrieved

2 minutes Filing clerk Date, time and

details of

borrowed

documents

recorded and

released to

202


Processing Time

Responsible Person


Remarks

borrower

Return of Borrowed Documents

7 BLGF Employees return the borrowed

document(s) to Records Section

Borrowed

Documents

5 minutes BLGF

personnel

who

borrowed

the

document

Filing clerk

acknowledge

receipt of

Documents

8 Step 1 CO-Records Section fills – up date of return

column in the borrowers card

Borrowers card Filing Date of return on

Borrowers Card

filled-up

Return remarks

indicated on

logbook of

Records Section

9 CO-Records Section returns the retrieved

document(s) to respective storage area

Borrowed

document(s)

5 minutes Filing clerk Documents

retrieved returned

to respective

storage area

End of Process

203


Processing Time

Responsible Person


Remarks

Archiving – All records with five years and above retention period are transfer from current storage area to BLGF Records Center or BLGF mini Archives before its disposal.

1 CO-Records Section assign a designated

place that serves as a Records Center ( mini

Archives) to house all non- current records

of the Bureau

Non-current

records ; proposed

place to house

non-current

records

1 week Records

Officer

BLGF Records

center designated

2 CO-Records Section conducts examination of

BLGF files( once year) to identify non –

current records that can be transferred to

BLGF Records Center (mini-Archives) in

accordance with BLGF Records Disposition

Schedule (RDS) and General Records

Disposition Schedule (GRDS)

Files in the storage

area

Records

Disposition

Schedule (RDS)

and General

Records

Disposition

Schedule (GRDS)

10 days Records

officer /Filing

Clerk

Valueless and non-

current records

identified

Non Current Records

with Permanent and 5

years or more

retention period are

recommended for

transfer to BLGF

Records Center

3 CO-Records Section prepares an inventory of

non- current Records to be transferred to

BLGF Records Center

Non –Current

records identified

3 days Records

Officer

Inventory list of

non- Current

Records

4 CO-Records Section transfers non- current Non -current

Records in the

1 month Filing Clerk Non Current

records

Non- current Records

in the BLGF Records

204


Processing Time

Responsible Person


Remarks

records to BLGF Records Center /Archives Storage area;

Inventory list of

non-current

records

transferred to

BLGF Records

center/ Archives

Center with

Permanent and 30

years or more

retention period shall

be transferred directly

to NAP Archives with

the authority of BLGF

Head

5 CO-Records Section prepares records

description and period covered of the

document before placing inside the carton

Kind of records ,

Subject matter

and year covered

2 minutes Records

Officer/Filing

Clerk

Records

Description and

period covered of

documents

prepared

6 CO-Records Section place non- current

records in a carton or any storage container

appropriate to store non-current records

Non -Current

records

transferred to

Records center

5 minutes

per

document

Filing Clerk Non-Current

Records in a

storage container

Files dealing with

single filing code and

particular subject are

kept together in a

carton

7 CO-Records Section labels the carton before

placing it on the shelves

Records

Description/

Period Covered

5 minutes Filing Clerk Carton containing

Non-Current

Records labeled

8 CO-Records section prepares finding aids

for easy retrieval of documents

Labeled Carton/s

containing Non-

5 minutes Filing Clerk Finding aids

205


Processing Time

Responsible Person


Remarks

Index Card

Location Register

Current Records Index Card

Location

Register

for easy retrieval

of document

Retrieving documents in the BLGF Records Center/Archives - See process for retrieval of document

End of Process

206

2.6 Issue certified true copies of records or documents upon official request with the approval of proper authorities


Processing Time

Responsible Person


Remarks

1 Submit letter to Records Section requesting

certified true copy of document to

Records Section

Letter request

with pertinent

details such as

name of

addressee,

signature of

sender, subject

matter and

purpose

2 minutes Concerned

person/client

s/stakeholde

rs

Letter request

submitted to

Records Section

Submit request to Records Section – See process for Inbound documents 2 CO- concerned division receives and records

letter request

Letter request 5 minutes Records

Officer of

concerned

Division

Date, time and

details of request

recorded in

logbook of

concerned division

3 CO- concerned division retrieve from CO -

Records Section the documents

requested for photocopying

Letter request 5 minutes Records

Officer of

Concerned

Offices

Documents

requested

photocopied

Retrieve documents – See process for Retrieval of files 4 CO- concerned Division records and forward

photocopied document to CO -Records

Section for stamping certified copy

Photocopied

document

5 minutes Records

Officer of

Concerned

Details of

photocopied

documents

207


Processing Time

Responsible Person


Remarks

Offices recorded in the

logbook of

concerned offices

5 CO - Records Section receives the document

, stamp certified true copy and

sign the same

Photocopied

document

2 minutes

Per

document

Records

Officer of

Records

Section

Document

stamped certified

copy and signed

by Records Officer

of Records Section

6 S CO- Records Section records and returned

ccertified copy signed by Records Officer to

cconcerned offices for transmittal

Certified copy

signed by Records

Officer

2 minutes Records

officer

Details of

document

recorded in

logbook Receiving

remarks and

initials of

concerned

Receiving Officer

of concerned

offices affixed on

logbook

7 CO –Records Section receive from

concerned BLGF offices signed

letter transmitting the certified

documents to concerned person

/offices for release

Signed Transmittal

letter and certified

documents

5 minutes Records

Officer

Documents

released

208


Processing Time

Responsible Person


Remarks

Receive from concerned offices signed letter transmitting the certified documents – See process for outbound documents Step 8 - - File the duplicate copy – See process for filing of documents – Step 1 -6

End of Process

209

4.1 Prepare inventory and appraisal of records


Processing Time

Responsible Person


Remarks

1 CO-Records Section facilitates the creation of Records Management Improvement Committee ( RMIC) thru an office order

Name of

personnel

recommended by

IAO Director

10 minutes Records

Officer / IAO

Director

Request for Office

Order

For the preparation of Office Order creating the RMIC – See process in the preparation of Office Order under Administrative Division

2 CO-Records Section prepares and finalizes

letter to National Archives of the

Philippines(NAP) requesting to assign a

Records Management Analyst (RMA) to

BLGF who will brief Records Officers of all

divisions regarding Records Disposition and

assist in the preparation of NAP FORMs and

Memorandum for Executive Director

(covering Memorandum-for signature of IAO

Director)requesting her approval

Date and place of

Briefing

30 minutes Records

Officer

Letter to National

Archives of the

Philippines(NAP)

and Memorandum

to Executive

Director

Date of briefing must

be 15 days later from

the date of letter

request

3 CO – Records Section records and transmits

the letter and memorandum to

Administrative (Admin) Division

Letter to National

Archives of the

Philippines and

Memorandum for

Executive Director

5 minutes Records

Officer

Date, time and

details of Letter

and Memorandum

recorded in the

logbook of the

Records Section

4 CO-Admin Division receives and records Letter to National

Archives of the

5 minutes Admin Clerk,

Admin

Date, time and

details of Letter to

Letter and

Memorandum are

210


Processing Time

Responsible Person


Remarks

letter and memorandum Philippines and

Memorandum for

the Executive

Director

Division National Archives

of the Philippines

and Memorandum

recorded in

logbook of Admin

Division

forwarded to the

Division Chief, Admin

Division

5 CO- Admin Division Chief reviews letter and

memorandum

Letter to National

Archives of the

Philippines and

Memorandum for

the Executive

Director

1 hour Division

Chief, Admin

Letter to National

Archives of the

Philippines and

Memorandum

reviewed and

countersigned by

the Division Chief,

Admin Division


are made on the

documents, the same

are returned to

Records Division for



3, otherwise forward

documents to

Director, IAO

6 Director, IAO reviews letter and

memorandum

Letter to National

Archives of the

Philippines and

Memorandum for

the Executive

Director

countersigned by

the Division Chief,

Admin

1 hour IAO Director Letter to National

Archives of the

Philippines

reviewed and

countersigned by

IAO Director and

Memorandum for

Executive Director

signed


are made on the

documents, the same

are returned to



then proceed to Step

3, otherwise the

documents are

forwarded to the

211


Processing Time

Responsible Person


Remarks

Deputy Executive

Director (DED)-

Administration

7 Deputy Executive Director (DED) –

Administration reviews letter

Letter to National

Archives of the

Philippines

countersigned by

the Division Chief ,

Admin Division,

IAO Director and

signed

Memorandum

1 hour DED -

Administratio

n

Letter to National

Archives of the

Philippines

reviewed and

countersigned by

the DED-

Administration

I f

corrections/revisions

are made on the

documents, the same

are returned to




3, otherwise forward

documents to

Executive Director

8 CO-Office of the Executive Director

proofreads letter

Letter to National

Archives of the

Philippines

countersigned by

the Division Chief

, Admin Division,

IAO Director and

DED-

Administration

and signed

Memorandum


Assistant

(OED)

Letter to National

Archives of the

Philippines

proofread


are made on the

documents, the same

are returned to




3, otherwise the

documents are

forwarded to the

Executive Director

212


Processing Time

Responsible Person


Remarks

9 Executive Director reviews and

approves/signs letter to National Archives

of the Philippines

Letter to National

Archives of the

Philippines

countersigned by

the Division Chief ,

Admin Division,

IAO Director and

DED

Administration

and signed

Memorandum

1 hour Executive

Director

Approved/signed

Letter to National

Archives of the

Philippines


are made on the

documents, the same

are returned to




3.

Signed letter for release– See process for Outbound Documents

Filing of Duplicate copy – See process for Filing of Documents

Upon Receipt of Letter to NAP and an RMA has been assigned to the Bureau, the following shall be undertaken :

10 CO - Records Section facilitate preparation

of office order requesting all Records

Officers of all Divisions to attend briefing on

Records Disposition

Name of Records

Officers of all

Divisions ,Date,

time and place

30 minutes Records

Officer

Office Order Office Order will be

distributed to all

Divisions /Offices by

Admin Division

For the preparation of Office Order requesting all Records Officer to attend briefing – See process in the preparation of Office Order under Administrative Division

11 Confer with the Records Management

Analyst of the National Archives of the

Philippines

NAP Form, Office

Order

1 day Records

Officer

Officers

/Custodian of

NAP Forms

distributed to all

Records Officers /

custodians of all

213


Processing Time

Responsible Person


Remarks

all Divisions divisions

12 Fill - up NAP Form 1

Records Series &

Description,

Period Covered,

Volume location

Time Value ,Utility

Value and

retention period

of Records

10 days All Records

Officers /

Custodians of

all Divisions

NAP Form 1 filled

–up and approved

/signed by Division

Chiefs

Records Management

Analyst of NAP will

confer to each division

to assist them in

accomplishing NAP

Form 1

13 Submit to Records Section accomplished

NAP Form 1 approved by Division Chief

Accomplished NAP

Form 1

approved/signed

by division Chief

10 days Records

Officers of all

Divisions

Accomplished NAP

Form 1 of all

Divisions

submitted to

Records Section

14 CO – Records Section receives and record

accomplished NAP Form 1

Accomplished NAP

Form 1 of all

Division

5 minutes Records

Officer

Records

Section

Date and details

recorded in

logbook of

Records section

15 CO -Records Section compile all

accomplished NAP Form I

Accomplished NAP

Form 1 received

5 minutes Records

Officer

Records

Section

Accomplished NAP

Form I compiled

16 CO – Records Section request Records Accomplished 30 minutes Records Records

214


Processing Time

Responsible Person


Remarks

Management Analyst assigned to the

Bureau to sign the accomplished NAP Form

1

NAP Form I Officer Management

Analyst of National

Archives of the

Philippines

requested to sign

NAP Form 1

17 Records Management Analyst review s /

signs approved accomplished NAP Form 1

Accomplished NAP

Form I

1 hour Records

Management

Analyst

Nap Form 1

reviewed /signed

and approved by

Records

Management

Analyst


are made on the

documents, the same

are returned to

Division concerned

thru Records Section


then back to step 12

18 CO – Records Section receives from Records

Management Analyst signed NAP Form 1

Signed NAP Form

1

5 minutes Records

Officer

Signed NAP Form I

received by

Records Section

from Records

Management

Analyst of NAP

19 CO- Records Section photocopy NAP Form 1

and distributes to Records Management

Improvement Committee

NAP Form 1

approved by

Division Chief and

signed by Records

Management

1 day Records

Officer

NAP Form I

photocopied

Original copy retained

by Records Section for

safekeeping

215


Processing Time

Responsible Person


Remarks

Analyst

20 CO - Records Management Committee

receives signed NAP Form I

Photocopied NAP

Form 1

5 minutes Records

Management

Improvement

Committee

Signed / Approved

NAP Form I

received by

Records

Management

Improvement

Committee

End of Process

216

4.2 Prepare Records Disposition Schedule (RDS) for approval of National Archives of the Philippines (NAP)


Processing Time

Responsible Person


Remarks

1 CO-Records Section accomplish /Filled -up

NAP Form 2 (Records Disposition Schedule

)for signature of RMIC Chairman

recommending approval to Executive

Director and for submission to National

Archives of the Philippines for approval

Item no.

Disposition

Authority /

Remarks and

Approved National

Archive of the

Philippines (NAP)

Form No. 1.

2 days Records

Officer

NAP Form 2 filled-

up

2 CO – Prepares and finalizes notice of

meeting of Records Improvement

Committee to be signed by Chairman with

attached NAP Form 2

Notice ,Date, Time

and Place

5 minutes Records

Officer

Notice of meeting The Director of IAO is

also the RMIC

Chairman

3 CO- Records Section records and transmit

notice of meeting to Administrative

(Admin) Division with attached NAP Form 2

Notice of meeting 5 minutes Records

Officer

Date and details of

notice of meeting

recorded in

logbook of the

Records Section.

4 CO- Admin Division receives and records

notice of meeting with attached NAP Form

2

Notice of meeting 5 minutes Admin Clerk,

Admin

Division

Date and details of

notice of meeting

recorded in

logbook of Admin

Notice of meeting is

forwarded to Division

Chief, Admin Division

217


Processing Time

Responsible Person


Remarks

Division

5 CO – Admin Division reviews notice of

meeting with attached NAP Form 2

Notice of meeting 1 hour Division Chief

, Admin

Notice of meeting

reviewed and

countersigned by

the Division Chief,

Admin Division


are made on the

documents, the same

are returned to



then back to step 3

otherwise forward

documents to Director

,IAO

6 Director , IAO reviews and signs notice of

meeting with attached NAP Form 2

Notice of meeting

countersigned by

the Division Chief,

Admin Division

30 minutes Director, IAO Notice of meeting

reviewed and

signed

7 CO- Office of IAO Director records and

transmit notice of meeting with attached

NAP Form 2 to Records Section

Signed Notice of

meeting

5 minutes Secretary of

IAO Director

Date and details of

meeting recorded

in logbook

8 CO- Records Section photocopy notice of

meeting and Filled up NAP Form 2 for

distribution to Records Management

Improvement Committee (RMIC )

Signed notice of

meeting and filled

-up NAP Form 2

30 minutes Records

Officer

Notice of meeting

and filled-up NAP

Form 2

photocopied for

218


Processing Time

Responsible Person


Remarks

distribution

Signed notice of meeting and filled up NAP Form 2 for distribution to Records Management Improvement Committee-See process for outbound documents


9 Records Management Improvement

Committee convene and reviews Filled –

up NAP Form 2 and signs by RMIC Chairman

Filled – up NAP

Form 2

1 day RMIC BLGF Records

Disposition

Schedule (NAP

Form 2)reviewed /

signed by

Chairman of

Records

Management

Improvement

Committee


are made on the NAP

Form 2, the same are

returned to Records

Division for


then back to RMIC

Chairman for signature

Upon signing of RMIC Chairman of NAP Form 2 the following steps shall be undertaken:

10 CO- Office of the IAO Director records and

transmit signed NAP Form 2 to Records

Section

Signed NAP Form

2


IAO Director

-(RMIC

Chairman)

Date and details

recorded in

logbook of IAO

Director.

11 CO- Records Section receives and records

NAP Form 2 signed by Chairman of Records

Management Improvement Committee for

signature of Executive Director and for

transmittal to National Archives of the

NAP Form 2 signed

by RMIC Chairman

5 minutes Records

Officer

NAP Form 2

recorded in the

Records Section

logbook

219


Processing Time

Responsible Person


Remarks

Philippines for approval

12 CO- Records Section prepares and finalizes

Memorandum for Executive

Director(covering letter for signature of

Director II-IAO) and Transmittal letter to

National Archives of the Philippines for

(signature of ED) transmitting the NAP

Form 2(for approval of ED).

NAP Form 2 signed

by RMIC Chairman

30 minutes Records

Officer

Memorandum and

Transmittal Letter

to National

Archives of the

Philippines and

NAP Form 2


the memorandum, letter and NAP Form 2

to Administrative (Admin ) Division

Memorandum

transmittal letter

to National

Archives of the

Philippines and

NAP Form 2

5 minutes Records

Officer

Date,time and

details of

Memorandum

,transmittal letter

and NAP Form 2

recorded in

logbook of Admin

Division

Memorandum, letter

and NAP Form 2


Chief, Admin

14 CO- Admin Division Chief reviews

memorandum, letter and NAP Form 2

Memorandum

,Letter and NAP

Form 2

1 hour Admin Clerk,

Admin

Division

Memorandum ,

Transmittal letter

to National

Archives of the

Philippines and

NAP Form 2

reviewed and

countersigned by

Division Chief,


are made on the

documents, the same

are returned to




otherwise forward


220


Processing Time

Responsible Person


Remarks

Admin Division ,IAO

15 Director ,IAO reviews memorandum ,

letter to National Archives of the

Philippines and NAP Form 2

Memorandum , l

letter to National

Archives of the

Philippines and

NAP Form 2

countersigned by

the Division Chief,

Admin

1 hour IAO Director Memorandum

signed ,transmittal

letter to National

Archives of the

Philippines and

NAP Form 2

reviewed and

countersigned by

IAO Director


are made on the

documents, the same

are returned to




otherwise forward

documents to the

Deputy Executive

Director (DED)-

Administration


Administration reviews letter and NAP

Form 2

Letter to National

archives of the

Philippines and

NAP Form 2

countersigned by

Division Chief,

Admin Division,

IAO Director and

signed

Memorandum

1 hour DED -

Administratio

n

Transmittal letter

to National

Archives of the

Philippines and

NAP Form 2

reviewed and

countersigned by

DED-

Administration


are made on the

documents, the same

are returned to




otherwise forward

documents to the

Executive Director

17 CO- Office of the Executive Director Signed

Memorandum,

1 hour Executive

Assistant

Transmittal letter

and NAP Form 2


are made on the

221


Processing Time

Responsible Person


Remarks

proofreads letter and NAP Form 2 transmittal letter

to National

Archives of the

Philippines and

NAP Form 2

countersigned by

the Division Chief,

Admin, Admin

Division, IAO

Director and DED-

Administration

(OED) proofread documents, the same

are returned to




otherwise forward

documents to the

Executive Director

18 Executive Director reviews and approves/

signs letter to National Archives of the

Philippines and NAP Form 2

Transmittal letter

to National

Archives of the

Philippines and

NAP Form 2

countersigned by

the Division Chief,

Admin, Admin

Division, IAO

Director and DED-

Administration

1 hour Executive

Director

Signed transmittal

letter to National

Archives of the

Philippines and

approved NAP

Form 2


are made on the

documents, the same

are returned to




20 CO – Office of the Executive Director

records and transmit letter and NAP Form

2 to Records Section

Signed transmittal

letter to National

Archives of the

Philippines and


Executive

Director

Date, time and

details of letter

recorded in

logbook of Office

222


Processing Time

Responsible Person


Remarks

approved NAP

Form 2

of Executive

Director

Signed letter for release to National Archives of the Philippines transmitting NAP Form 2 for approval - See process for Outbound Documents

Filing of Duplicate copy– See process for filing of documents End of Process

223

4.3 Dispose Valueless Records


Processing Time

Responsible Person


Remarks

1 CO – Records Section received from National

Archives of the Philippines approved NAP

Form 2

Approved NAP

Form 2

5 minutes Receiving

Clerk

Approved Nap

Form received

NAP Form 2 –returned

by National Archives of

the Philippines, if

approved for

implementation ,if

revision/ corrections

are made on the

documents, the same

are returned to BLGF

and back to Records

Section for

editing/finalization

then transmit again to

NAP

Received approved NAP Form 2 – See process for Inbound documents

Upon receipt of approved NAP Form 2 from National Archives of the Philippines the following steps shall be undertaken :

2 CO-Records Section prepares and finalizes

Memorandum to all Division Chiefs

requesting to fill up NAP Form 3 and submit

to Records Section together with the

valueless records listed thereat with

attached approved NAP Form 2 and NAP

Memorandum

,NAP Form 2 , NAP

Form 3 and NAP

GRDS

30 minutes Records

Officer

Memorandum for

Executive Director

Only records included

in the approved NAP

Form 2 and NAP

General Records

Disposition Schedule

(GRDS) shall be

224


Processing Time

Responsible Person


Remarks

GRDS as basis to determine their valueless

records for signature of Executive Director

included in the

Request for authority

to disposed of records.

Records not included

in the approved NAP

Form 2 shall be

submitted to NAP for

approval


the memorandum with attached NAP Form

3 ,NAP Form 2 and GRDS to Administrative

(Admin ) Division

Memorandum 5 minutes Records

Officer

Date, time and

details of

Memorandum

recorded in

logbook of Admin

Division

Memorandum


Chief, Admin

4 CO- Admin Division Chief reviews

memorandum

Memorandum 1 hour Admin Clerk,

Admin

Division

Memorandum

reviewed and

countersigned by

Division Chief,

Admin Division


are made on the

documents, the same

are returned to



then back to step 3

otherwise forward


,IAO

225


Processing Time

Responsible Person


Remarks

5 Director ,IAO reviews memorandum Memorandum

countersigned by

the Division Chief,

Admin

1 hour IAO Director Memorandum

reviewed and

countersigned by

IAO Director


are made on the

documents, the same

are returned to



then back to step 3

otherwise forward

documents to the

Deputy Executive

Director (DED)-

Administration


Administration reviews memorandum

Memorandum

countersigned by

Division Chief,

Admin Division,

IAO Director

1 hour DED -

Administratio

n

Memorandum

reviewed and

countersigned by

DED-

Administration


are made on the

documents, the same

are returned to



then back to step 3

otherwise forward

documents to the

Executive Director

7 CO- Office of the Executive Director

proofreads letter

Memorandum

countersigned by

the Division Chief,

Admin, Admin

1 hour Executive

Assistant

(OED)

Memorandum

proofread


are made on the

documents, the same

are returned to

226


Processing Time

Responsible Person


Remarks

Division, IAO

Director and DED-

Administration



then back to step 3

otherwise forward

documents to the

Executive Director


signs Memorandum to all Division Chiefs

Memorandum

countersigned by

the Division Chief,

Admin, Admin

Division, IAO

Director and DED-

Administration

1 hour Executive

Director

Signed

Memorandum


are made on the

documents, the same

are returned to



then back to step 3


records and transmit Memorandum to

Records Section

Signed

Memorandum


Executive

Director

Date, time and

details of

memorandum

recorded in

logbook of Office

of Executive

Director

10 CO- Records Section Photocopy Signed

Memorandum, NAP Form 2 , NAP Form 3

and NAP GRDS for distribution to all offices

and Divisions

Memorandum

,NAP Form2 and

NAP GRDS

30 minutes Records

Officer

Memorandum

,NAP Form 2 and

NAP GRDS

photocopied

Original copy of NAP

Form 2 retain to

records for

safekeeping

227


Processing Time

Responsible Person


Remarks

Signed Memorandum with attached NAP Form 2, NAP Form 3 and NAP GRDS for release– See process for Outbound Documents

Filing of Duplicate copy – See process for filing of documents

11 CO-Records Section and concerned

divisions with records maintained in their

division determines valueless records

(records that have reached their prescribed

retention period ) by checking with the

approved NAP Form 2 and NAP GRDS

Records in the

storage ,NAP Form

2 and NAP GRDS

1 day Records

Officer of

Records

section and

all divisions

Valueless records

for disposal

determined

12 CO- Records Section and concerned

divisions with records maintained in their

division fill–up NAP Form 3 in triplicate

copies

Item No. Records

Series Title and

Description ,

period covered

,NAP Form 2

,GRDS and NAP

Form 3

5 days Records

officer of all

divisions

including

Records

section

NAP Form 3 filled -

up

13 CO- Records Section separates records for

disposal from those records for further

retention and place them in a designated

area (area for disposable records )

Records for

disposal

1 week Records

officer of

Records

section

Valueless records

for disposal

separated

14 CO- Concernedl divisions records and

forward NAP Form 3 together with the

records listed thereat ( for disposal) to

Records Section

Records for

disposal

5 minutes Records

officer of all

divisions

NAP Form 3

recorded in the

logbook of

concerned

divisions

228


Processing Time

Responsible Person


Remarks

15 CO- Records Section receives and records

NAP Form 3

NAP Form 3 and

Submitted records

for disposal

5 minutes Records

Officer

NAP Form 3

together with the

records to be

dispose recorded

in the logbook of

Records Section

16 CO- Records Section checks /Verifies with

the approved NAP Form 2 and GRDS if the

records submitted are for disposal and

place them in the designated area ( area for

disposable records )

Submitted records

for disposal

5 minutes Records

Officer

Valueless records

verified/Checked

If records submitted are not

yet for disposal return the

records to concerned division

or retain in the records Section

and dispose upon reaching the

prescribed retention period

17 CO- Records Section consolidates and

finalizes Request for Authority to Dispose

of Records (NAP Form 3) and prepares

transmittal letter to National Archives of

the Philippines for approval /signature of

Executive Director

Transmittal letter

and Filled –up NAP

Form 3

2 days Records

Officer

Transmittal letter

to National

Archives of the

Philippines , Filled-

up NAP Form No.

3

Estimate the volume of records

in cubic meter

Only valueless records shall be

included in the request for

authority to dispose records

and comply with the existing

laws and regulations.

Financial records that

are subject for audit

and Public records

involved in any case

cannot be dispose

until they are post

audited and finally

229


Processing Time

Responsible Person


Remarks

settled / decided


Letter to National Archives of the

Philippines and NAP Form 3 to

Administrative (Admin ) Division

Letter and NAP

Form 3

5 minutes Records

Officer

Date,time and

details of letter

and NAP Form 3

recorded in

logbook of Admin

Division

Letter and NAP Form 3


Chief, Admin

19 CO- Admin Division Chief reviews letter and

NAP Form 3

Letter and NAP

Form 3

1 hour Admin Clerk,

Admin

Division

Letter and NAP

Form 3 reviewed

and countersigned

by Division Chief,

Admin Division


are made on the

documents, the same

are returned to




otherwise forward


,IAO

20 Director ,IAO reviews letter and NAP Form

3

Letter and NAP

Form 3

countersigned by

the Division Chief,

Admin

1 hour IAO Director Letter and NAP

Form 3 reviewed

and countersigned

by IAO Director


are made on the

documents, the same

are returned to



230


Processing Time

Responsible Person


Remarks


otherwise forward

documents to the

Deputy Executive

Director (DED)-

Administration


Administration reviews letter and NAP

Form 3

Letter and NAP

Form 3

countersigned by

Division Chief,

Admin Division,

IAO Director

1 hour DED -

Administratio

n

Letter and NAP

Form 3 reviewed

and countersigned

by DED-

Administration


are made on the

documents, the same

are returned to




otherwise forward

documents to the

Executive Director


proofreads letter and NAP Form 3

Letter and NAP

Form 3

countersigned by

the Division Chief,

Admin, Admin

Division, IAO

Director and DED-

Administration

1 hour Executive

Assistant

(OED)

Letter and NAP

Form 3 proofread


are made on the

documents, the same

are returned to




19, otherwise the

documents are

forwarded to the

231


Processing Time

Responsible Person


Remarks

Executive Director


signs Letter and NAP Form 3

Letter and NAP

Form 3

countersigned by

the Division Chief,

Admin, Admin

Division, IAO

Director and DED-

Administration

1 hour Executive

Director

Signed letter to

NAP and approved

NAP Form 3


are made on the

documents, the same

are returned to




19


records and transmit letter to National

Archives of the Philippines t transmitting

NAP Form 3 to Records Section

Signed letter to

NAP and approved

NAP Form 3


Executive

Director

Date, time and

details of letter

recorded in

logbook of Office

of Executive

Director



Upon receipt of the National Archives of the Philippines of BLGF request to dispose of records the following steps shall be undertaken by their office:

25 Appraise and examine disposable records

Approved NAP

Form 3

Records

Management

Services

Division

(RMSD) of

National

Archives of

NAP Form No. 4

(Appraisal and

Examination of

Records)

If

corrections/revisions

are made on the

documents, the same

will be returned to

BLGF and back to

Records Section for

232


Processing Time

Responsible Person


Remarks

the

Philippines



19

26 Issue Authority to Dispose Records with

copy of Records Management Analysis

Report

NAP Form No. 4 Director of

National

Archives of

the

Philippines

NAP Form 5 –

(Authority to

Dispose Records)

issued indicating

the mode of

Disposal For sale –

Conduct bidding

and submit

contract to NAP

or avail the

services of NAP

official buyer

Authority will be

issued based on the

recommendation of

Records Management

Services Division and

final evaluation of the

Executive Director of

National Archives

27 CO- Records Section receives from National

Archives of the Philippines NAP Form 5

NAP Form 5 5 minutes Receiving

Clerk

NAP Form 5

received by BLGF

Records Section

Received authority to dispose records from National Archives of the Philippines –See process for Inbound documents

28 Upon receipt of authority to dispose records

from NAP the following steps shall be

undertaken:

29 CO- Records Section segregate records for

disposal in accordance with the authority to

Segregated

Valueless records

3 days All records

Personnel

Valueless records

segregated

233


Processing Time

Responsible Person


Remarks

dispose of records issued by NAP NAP Form 5

30 CO- If mode of Disposal is for sale Records

Section facilitate conduct of public bidding

and submit contract of winning bidder to

NAP or submit letter of availment if opted

to avail the services of National Archives

of the Philippines official buyer

Draft letter 5 minutes Records

Officer

Draft letter NAP recommend

mode of disposal – by

destruction, landfill or

for sale (if for sale

agency has the option

to avail the services of

NAP official buyer or

conduct public bidding

Conduct bidding – See process of Property Section for bidding

In submitting contract of winning bidder or letter of availment of services of NAP official buyer (depends on the mode of disposal chosen) ,the following steps shall be undertaken :

31 CO – Records Section prepares and finalizes letter to National Archives of the Philippines requesting to avail the services of their official buyer or letter submitting contract of winning bidder for signature of Executive Director

Letter to National

Archives of the

Philippines

30 minutes Records

Officer

Letter to National

Archives of the

Philippines

Submit contract or

letter of availment

prior to the date of

actual disposal


Letter to National Archives of the

Philippines to Administrative (Admin )

Division

Letter to National

Archives of the

Philippines

5 minutes Records

Officer

Date, time and

details of letter

recorded in

logbook of Admin

Division

Letter forwarded to

Division Chief, Admin

33 CO- Admin Division Chief reviews letter Letter to National 1 hour Admin Clerk, Letter reviewed If corrections/revisions

234


Processing Time

Responsible Person


Remarks

Archives of the

Philippines

Admin

Division

and countersigned

by Division Chief,

Admin Division

are made on the

documents, the same

are returned to




otherwise forward


,IAO

34 Director ,IAO reviews letter Letter

countersigned by

the Division Chief,

Admin

1 hour IAO Director Letter reviewed

and countersigned

by IAO Director


are made on the

documents, the same

are returned to




otherwise forward

documents to the

Deputy Executive

Director (DED)-

Administration


Administration reviews letter

Letter

countersigned by

Division Chief,

Admin Division,

1 hour DED -

Administration

Letter reviewed

and countersigned

by DED-

Administration


are made on the

documents, the same

are returned to


235


Processing Time

Responsible Person


Remarks

IAO Director editing/finalization,

then back to step 3

otherwise forward

documents to the

Executive Director


proofreads letter

Letter

countersigned by

the Division Chief,

Admin, Admin

Division, IAO

Director and DED-

Administration

1 hour Executive

Assistant

(OED)

Letter proofread If corrections/revisions

are made on the

documents, the same

are returned to




31, otherwise the

documents are

forwarded to the

Executive Director


signs Letter

Letter

countersigned by

the Division Chief,

Admin, Admin

Division, IAO

Director and DED-

Administration

1 hour Executive

Director

Signed letter to

NAP


are made on the

documents, the same

are returned to




31

236


Processing Time

Responsible Person


Remarks

CO – Office of the Executive Director

records and transmit letter to National

Archives of the Philippines to Records

Section

Signed letter to

NAP


Executive

Director

Date, time and

details of letter

recorded in

logbook of Office

of Executive

Director



38 CO- Records Section and NAP RMA set date

and time of actual disposal of records and

inform COA about the date of disposal

Date and Time 5 minutes Receiving

Clerk

Actual date of

Disposal received

Date and time to be

set depends on the

availability of RMA,

BLGF represenrtative

and COA

39 Take custody of Valueless Records. Disposable records

in the designated

area

Up to the

time of

actual

disposal

All Records

Personnel

All disposable

records are in

place and safe

Maybe subjected for

re-examination of

NAP-RMA and/or COA

as need arises to

safeguard the sanctity

of the Records and

that no insertion of

any other records may

have been done.

40 Dispose Records

Disposable

Records

NAP-RMA

BLGF

representativ

Hauling of records

by the buyer

Records shall not be

disposed without

237


Processing Time

Responsible Person


Remarks

es , COA authority from NAP

Witness by BLGF,

assigned Records

Management Analyst

of NAP and COA to

ensure that the

records to be disposed

of are the same

records that were

authorized for disposal

.

41 Buyer remits payment for disposed records

to BLGF Cashier

Proceeds of sale of

disposed records

10 minutes Buyer Payment received

42 CO- Cashier issues receipt for the payment

received

Amount received 10 minutes BLGF Cashier Receipt Issued Payment received by

BLGF Cashier will be

remitted to National

Treasury

National Archives of the Philippines issues

Certificate of disposal to BLGF

Prepare in triplicate copy Original- BLGF Copy – NAP and COA

NAP Form 6. National

Archives of

the

Philippines

Certificate of

Disposal issued

End of Process

238



Cash Section

239


Financial Management Division

Accounting

240

SERVICE : Internal Administration Office (IAO) DIVISION : Financial Management Division (FMD)

UNIT NAME : Accounting BRIEF DESCRIPTION : The Financial Management Division (FMD) is under the Internal Administration Office (IAO).

The FMD ensures that funds are available for efficient implementation of the Bureau’s planned activities. It certifies that funds are properly utilized and recorded in accordance with existing budgeting, accounting and auditing rules and regulations

CLIENTS : BLGF Central & Regional Office, LGU Treasurer & Assistant Treasurer (Municipal, Province, Cities), Any Government or Private Entity, General Public;

Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


1. Accounting of financial transactions following the Government Appropriation and Accounting Manual, including periodic generation of reports;

1.1 Recording of Dishonored Checks

1.2 Processing of Disbursement Voucher (preparation of DV)

1.3 Preparation of JEV

1.4 Recording in the CkDJ

1.5 Preparation of Unadjusted Trial Balance

1.6 Preparation of Pre-Trial Balance

1.7 Preparation of Other Reports 1.8 Balance Sheet

1.9 Income Statement

1.10 Cash Flow

1.11 Budget Preparation and Legislation

1.12 Preparation Financial Plan and Cash Program

241

1.13 Monitoring and Recording of Allotments Received from DBM

1.14 Recording of Sub Allotment Release Order (Sub-ARO) by the RO by the CO

1.15 Recording of Obligations

1.15.1 Preparation of O.R (Obligation Request)

1.15.2 Monitoring registry of obligations

1.15.3 Preparation of SAOB (statement of allotment and obligation)

242

SPECIFIC PROCEDURES 1.2 Processing of Disbursement Voucher (Preparation of Disbursement Voucher)


Processing Time

Responsible Person


Remarks

1

CO - FMD receives and records original,

duplicate, and triplicate copies of Disbursement

Voucher (DV), originals of supporting documents

and Original copies of Obligation Request (ObR)

from the CO- Budget Unit.

Disbursement

Voucher (DV) with

the following

information:

1. Agency – name of

the agency

2. Mode of Payment

–

mark in the

appropriate box

opposite the mode

of payment

3. – Name of the

Payee

4. Employee No. –

number assigned by

the agency to the

officer/employee

5. TIN – Tax


details of

Disbursement

Voucher, Obligation

Request and

supporting

documents recorded

in the logbook of

FMD. DV Number

assigned in all copies

of the DV

The numbering

structure for DV

shall be as follows:

Allotment Class –

PS – 100

MOOE – 200

CO – 300

Copies 1-3 of DV,

originals of supporting

documents and Copies 1-

3 of ObR are forwarded

to the Bookkeeper for

processing

243


Processing Time

Responsible Person


Remarks

Identification

Number of the

Payee

6. Address – address

of the Payee

7. Responsibility

Center – code

assigned to each

cost center

8. Explanation– brief

description of

disbursement

covered by the DV

9. Amount – amount

of claim covered by

the DV

10. Certified (Box A)

– certification of the

Head of Accounting

or his Authorized

representative that:

cash is available;

subject to Authority

to Debit Account

(When applicable)

and the

Year of Issue

Month of Issue –

Serial Number –(one

series for each year)

0000000000

244


Processing Time

Responsible Person


Remarks

completeness of the

supporting

documents

11. Approved for

Payment (Box B) –

approval of the

Head of the Agency

or Authorized

representative on

the payment

covered by the DV.

12. Received

Payment (Box C) –

acknowledgement

by the claimant or

his duly

representative for

the receipt of the

check/cash and the

date of receipt. The

claimant/payee shall

affix his signature on

the space provided

and shall indicate

the no. and date of

check/ADA, bank's

name and branch

and OR no. and

245


Processing Time

Responsible Person


Remarks

date. And other

relevant documents

issued to

acknowledge the

receipt of payment

(i.e. Special Power of

Attorney)

13. JEV No. and

Date of the Journal

Entry Voucher.

14. ObR No. and

Date - assigned ObR

No. and date for

reference

15. This form shall be prepared in triplicate copies to be distributed as follows: Original –Accounting Unit Duplicate Copy – Cash Unit Triplicate Copy – Payee's File

2. CO-FMD reviews DV for completeness and

propriety of supporting documents.

1-3 copies of DV,

originals of

supporting

documents and 1-3

Bookkeeper Copies of DV,

original supporting

documents

If DV is incomplete,

returns to the concerned

party for compliance

Comment [B1]: Provide entries on processing time and responsible person

246


Processing Time

Responsible Person


Remarks

copies of ObR. reviewed

3. CO-FMD checks Index of Payments (IP) from file

and determines whether there was prior

payment of the same claim.

1-3 copies of DV,

originals of

supporting

documents and 1-3

copies of ObR.

5 minutes Bookkeeper Index of Payments

(IP) checked if prior

payment has been

made.

If the claim was already

paid, returns the DV and

supporting documents to

the Receiving/Releasing

Staff to be returned to

claimant.

If not yet paid, records the following in the IP: name and address of creditor, DV date and number, explanation and amount, then forward documents to Budget Officer for ObR preparation

4.

CO-FMD/Budget Unit reviews Obligation Request (ObR)

Copies of DV, original supporting documents and copies of ObR

10 minutes Budget Officer

Copies of DV and Obligation Requestcertified by Budget Officer as to availability of appropriation/allotment

Copies of DV, original supporting documents and copies of ObR forwarded to accountant for review

5.

CO-FMD reviews and evaluates DV together with the supporting documents

1-3 copies of DV, originals of supporting

Accountant DV together with the supporting documents and ObR

1-3 copies of DV, originals of supporting documents and 1-3

Comment [B2]: Provide entries on processing time and responsible person

Comment [B4]: Indicate processing time

247


Processing Time

Responsible Person


Remarks

documents and 1-3 copies of ObR certified by Budget Officer

reviewed and evaluated. Box A of DV signed by Accountant

copies of ObR forwarded to Chief, FMD

6 CO-FMD reviews the DV and supporting documents.

1-3 copies of DV, originals of supporting documents and 1-3 copies of ObR

5 minutes Head of Accounting Unit (Chief, FMD)

Box B of DV countersigned by Chief, FMD

1-3 copies of DV, originals of supporting documents and 1-3 copies of ObR are forwarded to the Receiving/Releasing Clerk

7 CO-FMD records and transmits the documents to the Office of the Executive Director

Copies 1-3 of DV, originals of supporting documents and Copies 3 of ObR

5 minutes Receiving / Releasing Staff (FMD)

Date, time and details DV, supporting documents and ObR recorded in logbook of the FMD

8 Executive Director reviews and approves DV. Copies 1-3 of DV, Copy 3 of ObR and originals of supporting documents.


Approved/signed DV

9. CO-Office of the Executive Director records and transmits the documents to FMD

Approved/signed copies of DV, Copy 3 of ObR and originals of supporting documents.

10 minutes Secretary of the Executive Director

Date, time and details of approved/signed copies of DV, Copy 3 of ObR and originals of supporting documents recorded in the logbook of the Office of the Executive Director

10. CO-FMD receives and records signed/approved Signed copies 1-3 of 10 minutes Receiving / Signed copies 1-3 of Forward Copies 1-3 of

Comment [B3]: Provide entry for Processing Time

248


Processing Time

Responsible Person


Remarks

DV from the OED DV and originals of supporting document and Copy 3 of OBR

Releasing Staff (FMD)

DV and originals of supporting document and, Copy 3 of OBR received and recorded in logbook of the FMD

DV, Copy 3 of the ObR and originals of supporting documents to the Cash Section for check preparation

End of Process

249

1.3 Preparation of JEV


Processing Time

Responsible Person


Remarks

1. CO-FMD receives and records original, duplicate copies of RCI together with duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents from CASH unit in the logbook.

Receipt of original, duplicate copies of RCI together with duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents from CASH unit in the logbook.

10 minutes Admin Aide Date, time and details of original, duplicate copies of RCI together with duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents recorded in the logbook of FMD.

Original, duplicate copies of RCI together with duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents are forwarded to Bookkeeper for review.

2. CO-FMD reviews and analyzes Original, duplicate copies of RCI together with duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents

Original, duplicate copies of RCI together with duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents

30 minutes Senior Bookkeeper


250


Processing Time

Responsible Person


Remarks

reviewed and analyzed by Bookkeeper.

3. CO-FMD prepares and finalizes Journal Entry

Voucher (JEV) with Original, duplicate

copies of RCI together with duplicate and

triplicate Copies of check, original and

duplicate copies of DVs, original ALOBS ObR

and original copies of all supporting

documents

Original, duplicate

copies of RCI

together with

duplicate and

triplicate Copies of

check, original and

duplicate copies of

DVs, original

ALOBS ObR and

original copies of

all supporting

documents

30 minutes Senior

Bookkeeper

JEV countersigned

by Senior

Bookkeeper with

Original, duplicate

copies of RCI

together with

duplicate and

triplicate Copies of

check, original and

duplicate copies of

DVs, original

ALOBS ObR and

original copies of

all supporting

documents

JEV with Original,

duplicate copies of RCI

together with

duplicate and triplicate

Copies of check,

original and duplicate

copies of DVs, original

ALOBS ObR and

original copies of all


are forwarded to

Accountant

After JEV preparation, proceed to recording in the CkDJ. - Check Disbursement Journal - Cash Disbursement Journal - Cash Receipts Journal

General Journal

4. CO-FMD certifies and sign JEV with Original, duplicate copies of RCI together with duplicate and triplicate Copies of check,

JEV countersigned by Senior Bookkeeper with

1 day Accountant JEV with Original, duplicate copies of RCI together with

If corrections/revisions are made by the Accountant on the JEV

251


Processing Time

Responsible Person


Remarks

original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents


duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents certified and signed by Accountant.

with Original, duplicate copies of RCI together with duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents, the same are returned to Senior Bookkeeper for editing/finalization then proceed to step 3, otherwise JEV with Original, duplicate copies of RCI together with duplicate and triplicate Copies of check, original and duplicate copies of DVs, original ALOBS ObR and original copies of all supporting documents are forwarded to Commission on Audit (COA) for audit.

End of Process

252

1.4 Recording in the Check Disbursement


Processing Time

Responsible Person


Remarks

1 CO-FMD records JEV and RCI, checks, DV, ObR

and supporting documents.

Copies 1-2 of JEV

and Copy 1 of RCI,

Copy 2 of checks,

Copy 1 of DVs, Copy

3 of ObR and

supporting

documents

5 minutes Bookkeeper JEV recorded in the

Check Disbursement

Journal (CkDJ)

Retains Copy 2 of JEV for

file..

2 CO-FMD records and transmits Copy 1 of JEV, RCI

and DV, Copy 2 of checks, Copy 3 of ObR and

supporting documents to to COA for audit

Copies 1 of JEV and

Copy 1 of RCI, Copy

2 of checks, Copy 1

of DVs, Copy 3 of

ObR and supporting

documents

10 minutes Admin Aide Copies 1of JEV and

Copy 1 of RCI, Copy

2 of checks, Copy 1

of DVs, Copy 3 of

ObR and supporting

documents recorded

in the logbook of

FMD

3 COA receives and records copies JEV, RCI, DVs,

ObR checks and originals of supporting

documents.

Copies 1 of JEV and

Copy 1 of RCI, Copy

2 of checks, Copy 1

of DVs, Copy 3 of

ObR and supporting

documents

10 minutes COA Copies 1 of JEV and

Copy 1 of RCI, Copy

2 of checks, Copy 1

of DVs, Copy 3 of

ObR and supporting

documents recorded

in the logbook of

COA.

For the succeeding

activities, refer to,

Preparation and

Submission of Trial

Balances and Other

Reports.

End of Process

Comment [B5]:

Comment [B6]: Indicate processing time

253

1.7 Preparation of Other Reports;


Processing Time

Responsible Person


Remarks

1 Reconciles the totals of the Subsidiary Ledgers with the totals of the General Ledgers accounts.

Subsidiary Ledgers (SLs) and General Ledgers (GLs) Totals.

Within the day.

Bookkeeper Totals of the Subsidiary Ledgers and Totals of the General Ledgers accounts reconciled

2 If unreconciled, checks the difference and prepares adjusting/ correcting entries as maybe necessary thru the JEV.


Within the day.

Bookkeeper Difference checked and adjusting/correcting entries prepared

3 If reconciled, prepares individual supporting schedules per account based on the Subsidiary Ledgers.


Within the day.

Bookkeeper Individual supporting schedules per account prepared

4 Initials the supporting schedules and the Pre-Closing Trial Balance.

Pre-Closing Trail Balance.

Within the day.

Bookkeeper Pre-Closing Trial Balance and supporting schedules initialed

5 Forwards the same to the Head of the Accounting Unit/Accountant for review


Within the day.

Accountant Pre-Closing TB reviewed

6 Signs the ‘Certified Correct’ portion of the Pre-Closing Trial Balance and the supporting schedules


Within the day.

Head of the Accounting/A

ccountant

Pre-Closing TB signed

254


Processing Time

Responsible Person


Remarks

Unit (FMD)

7 Forwards the said documents to the Releasing/receiving staff


Within the day.

Admin Aide Pre-Closing TB for recording in the logbook

8 Records submission in the logbook maintained. Files Copy 4 of the Pre-Closing Trial Balance and Copy 4 of supporting schedules for preparation of financial Statements.


Within the day.

Admin Aide Pre-Closing Trial Balance Submitted to COA

End of Process

255


Financial Division

Budget

256


Planning and Policy Research Division

257

SERVICE : Internal Administration Office (IAO) DIVISION : Planning and Policy Research Division (PPRD) UNIT NAME : BRIEF DESCRIPTION : Is one of the Divisions under the umbrella of the Internal Administration Office which primary

function is to implement and evaluate planning policies as well as conducting and monitoring performances of all BLGF Central, Regional Offices, and NCR Treasury and Assessment Offices. Other task of this Division centers in assisting the local Treasury and Assessment Offices in planning and determining target setting and strategic planning.

CLIENTS : BLGF Central and Regional Offices, DOF Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


1. Formulation and preparation of Annual Plans, medium and long-term Plans and Programs for implementation by the Bureau and its service units

1.1 Assist in the conduct of the Annual and Quarterly Regional Planning and Evaluation Conferences (2-3) days

1.1.1 Annual Plans and Programs with KRAs 1.2 Assist in the conduct of the NCR Treasury and Assessment

Offices Planning and Target Setting Conference (First Quarter of the year) 2-3 days

1.2.1 Annual Plans and Programs with KRAs 1.3 Annual Bureau Conference 1.3.1 Preparation of Bureau Annual Plans with KRAs (each

division will submit their proposed annual plan)

1.1 Preparation of Annual Plan

1.1.1 Review Plans and Programs of all Regional Offices, Central Office and National Capital Region (NCR) Treasury and Assessment Offices

1.2 Including GAD Plan 1.3 Conduct continuing

studies on development priorities

258

of LGU’s

2. Monitor and coordinate progress of activities and programs carried out during the relevant

period in behalf of the Executive Director

2.1 Consolidates, review / evaluate Unit Performance Evaluation Sheets of the Central Office Services and Divisions / Units, Regional Offices and the National Capital Region Treasury and Assessment Offices

2.2 Collection, follow-up submission of Unit Performance Evaluation Sheets (UPES) every semesters of the current year

2.3 Evaluation and rating of UPEs vs. Plans Programs. 2.4 Coordination of evaluation result and ratings to respective

divisions/units of the Bureau. 2.5 Transmittal (coordination) of Evaluation and Ratings result

to ROs and NCR (no ROs).

3. Prepare the general framework and policy guidelines for the conduct of the Bureau operations and activities

3.1 Long-term strategic plan (log frame) – 2 existing Strat Plan (LOGOFIND 5 yrs. + PAHRDF 3 yrs.) Ideally 5 yrs.

3.2 Collection, evaluation of best practices, complaints, feedbacks etc. from various stakeholders (LGUs, Associated Agencies) pertaining policy guidelines.

3.3 Preparation of proposed policy guidelines improvement. 3.4 Deliberation and approval of proposed policy guidelines 3.5 Implementation of new policy guidelines (updating of

Manual and distribution of information

3.1 Conduct continuing studies on local finance matters, revenue potentials.

4. Development of planning tools/metrics for adoption of LGUs through regional office

4.1 Development of rating system, evaluation system formats, templates, conference materials

259

SPECIFIC FUNCTIONS

1.1.1 Review/evaluate Plans and Programs and Programs of all Regional Offices, Central Office and National Capital

Steps Procedure Input Or


Time Responsible

Person Output/Decision

Point Remarks

1.

CO-PPRD receives and records Regional and Central Office Division Plans and Programs

Plans and Programs of Regional Offices and Central Office Divisions

5 working days

Planning Officer

Consolidated Plans and Programs

2. CO-PPRD finalizes the Plans and Programs Draft Plans and Programs

8 working days

Planning Officer

Plans and Programs countersigned by the Planning Officer

3. CO-PPRD reviews Plans and Programs Plans and Programs countersigned by the Planning Officer

1 hour PPRD Chief Plans and Programs reviewed and countersigned by the PPRD Chief

If corrections/ revisions are made by the PPRD Chief on the Plans and Programs, the same is returned to the PPRD Chief, then proceed to step 2, otherwise the Plans and Programs is forwarded to the Office of the Director of Internal Administration Office (IAO)

4. CO-PPRD records and transmits Plans and Programs

Plans and Programs countersigned by

10 minutes Admin Aide Date, time and details of Plans and Programs recorded

260



Time Responsible


Point Remarks

the PPRD Chief in the logbook of PPRD

The Plans and Programs is routed to the concerned Office Directors for review and countersignature and for approval of the Executive Director 5. Director, Internal Administration Office

(IAO) reviews and endorses Plans and Programs

Plans and Programs countersigned by the PPRD Chief

1 hour IAO Director Plans and Programs reviewed and countersigned with endorsement and recommendation by the IAO Director

If corrections/revisions are made by the IAO Director on the Bureau Plans and Programs, the same is returned to the PPRD, then proceed to step 2, otherwise the Bureau Plans and Programs is forwarded to the Office of the Deputy Executive Director (DED), Administration

6. Deputy Executive Director (DED), Administration reviews and endorses Plans and Programs

Plans and Programs countersigned by the PPRD Chief and with endorsement and recommendation by the IAO Director


Plans and Programs reviewed and countersigned with endorsement and recommendation by the DED for Admin

If corrections/ revisions are made by the DED for Admin on the Bureau Plans and Programs, the same is returned to the PPRD, then proceed to step 2, otherwise the Bureau Plans and Programs is forwarded to the Office of the

261



Time Responsible


Point Remarks

Executive Director (OED)

7. CO-Office of the Executive Director (OED) proofreads Plans and Programs

Plans and Programs countersigned by the PPRD Chief, with endorsement and recommendation by the IAO Director and DED for Admin

1 hour Executive Assistant

Plans and Programs proofread by the Executive Assistant

If corrections/revisions are made by the Executive Assistant on the Bureau Plans and Programs, the same is returned to the PPRD, then proceed to step 2, otherwise the Bureau Plans and Programs is forwarded to Executive Director for review and approval

8. Executive Director reviews, endorses and approves/signs Plans and Programs

Plans and Programs countersigned by the Planning Officer V, PPRD Chief, with endorsement and recommendation by the IAO Director and DED for Admin


Plans and Programs reviewed and approved/signed with endorsement and recommendation by the Executive Director

If corrections/revisions are made by the Executive Director on the Bureau Plans and Programs, the same is returned to the PPRD, then proceed to step 2,

The Plans and Programs, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to PPRD for the next step

9. CO- Office of the Executive Director (OED) Approved/signed 10 minutes Admin Aide Date, time and

262



Time Responsible


Point Remarks

records and transmits approved/signed Plans and Programs

with endorsement and recommendation Plans and Programs

details of approved/signed Plans and Programs recorded in the logbook of OED

10. CO-PPRD receives and records Approved/signed Plans and Programs

Approved/signed with endorsement and recommendation Plans and Programs

10 minutes Admin Aide Date, time and details of approved/signed Plans and Programs recorded in the logbook of PPRD

Original and duplicate copies of approved/signed Plans and Programs are forwarded to Records Section for filing and transmittal to the concerned offices.

11. CO-Records Section receives and records approved/signed Plans and Programs

Approved/signed Plans and Programs

10 minutes Record Officer (CO Records

Section)

Date, time and details of approved/signed Plans and Programs recorded in the logbook of Records Section

Records Section transmits approved/signed Plans and Programs to the concerned offices. (Refer to process of transmittal of documents under Records Section.)

End of Process

263

1.2.1 Assist in the conduct of the Annual and Quarterly Evaluation and Planning Conference for Central Office, Regional Offices and the National Capital Region Treasury and Assessment Offices Target Setting



Time Responsible


Point Remarks

1. CO- PPRD prepares and finalizes Plan schedule for Annual Evaluation and Quarterly Planning Conferences

Date, Time and Place, Budget, List of Resource Speakers and List of Participants

15 minutes PPRD Chief in consultation with DED for

Admin

List of Participants, Resource Speakers, estimated costs/expenses, date, time and venue of conference finalized

For the conference venue, canvass of hotels and other possible venues, refer to R.A 9184 for the process of Canvass or under Property and Supply Section

2. CO-PPRD prepares and finalizes Program of Activities and invitation Letter

Proposed activities, List of Resource Speakers, Date, Time and Venue of Conference

10 minutes Planning Officer

Program of Activities and Invitation letter countersigned by the Planning Officer

Program of Activities, and Invitation Letter are forwarded to the PPRD Chief for review

3.

CO-PPRD requests Admin Division for the preparation of Office Order

List of participants, Date, Time, Venue of Conference

15 minutes PPRD Chief Preparation of Office Order requested

For the preparation of Office Order, please refer to Procedure in the Preparation of Office Order under the CO- Admin. Division

4. CO-PPRD reviews the Program of Activities and Invitation Letter

Program of Activities, and Invitation Letter countersigned by

5 minutes PPRD Chief Program of Activities, and Invitation Letter reviewed and

The Program of Activities and Invitation Letter are forwarded to the

264



Time Responsible


Point Remarks

the Planning Officer

countersigned by the PPRD Chief

Office of the Director for Internal Administration (IAO)

5. CO-PPRD records and transmits Program of Activities and Invitation Letter to the IAO Director for review

Program of Activities, and Invitation Letter countersigned by the PPRD Chief

5 minutes Admin Aide Date, time and details of Program of Activities, and Invitation Letter recorded in the logbook of PPRD Division

The Program of Activities and Invitation Letter are routed to the concerned Office Directors for review and countersignature and to the Executive Director for approval

6. IAO Director reviews Program of Activities and Invitation Letter

Program of Activities, and Invitation Letter countersigned by the PPRD Chief

30 minutes IAO Director Program of Activities, and Invitation Letter reviewed and countersigned by the IAO Director

If corrections/ revisions are made by the IAO Director on the Program of Activities, and Invitation Letter, the same are returned to PPRD for editing/finalization, then proceed to step 2, otherwise the Program of Activities, and Invitation Letter to Resource Speakers are forwarded to the Deputy Executive Director (DED)- Administration

Deputy Executive Director (DED) , Program of 30 minutes DED for Program of If corrections/

265



Time Responsible


Point Remarks

Administration reviews Program of Activities and Invitation Letter

Activities, and Invitation Letter countersigned by the PPRD Chief and IAO Director

Admin Activities, and Invitation Letter reviewed and countersigned by the DED for Admin

revisions are made by the DED for Admin on the Program of Activities, and Invitation Letter, the same are returned to PPRD for editing/ finalization, then proceed to step 2, otherwise the Program of Activities, and Invitation Letter are forwarded to the Office of the Executive Director (OED)

8. CO-Office of the Executive Director proofreads Program of Activities, and Invitation Letter

Program of Activities, and Invitation Letter countersigned by the PPRD Chief, IAO Director and DED for Admin

30 minutes Executive Assistant

Program of Activities, and Invitation Letter proofread by the Executive Assistant

If corrections/ revisions are made by the Executive Assistant on the Program of Activities, and Invitation Letter, the same are returned to PPRD for editing/finalization, then proceed to step 2, otherwise the Program of Activities, and Invitation Letter are forwarded to the Executive Director

266



Time Responsible


Point Remarks

(ED) for review and approval

9. Executive Director reviews and approves/signs Program of Activities and Invitation Letter

Program of Activities, and Invitation Letter countersigned by the IAO Director and DED- Administration


Program of Activities, and Invitation Letter reviewed and approved/signed by the Executive Director

If corrections/ revisions are made by the Executive Director on the Program of Activities, and Invitation Letter, the same are returned to PPRD for editing/finalization, then proceed to step 2

The Program of Activities and Invitation Letter, after reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to the PPRD for the next steps.

10. CO-Office of the Executive Director records and transmits the approved/signed Program of Activities and Invitation Letter

Approved/signed Program of Activities and Invitation Letter

10 minutes Admin Aide Date, time and details of approved/signed program of Activities and Invitation Letter recorded in the logbook of the Office of the Executive Director.

11. CO-PPRD Division receives and records the approved/signed Program of Activities and Invitation Letter

Approved/signed Program of Activities, and Invitation Letter

10 minutes Admin Aide Date, time and details of approved/signed program of Activities and Invitation Letter recorded in the logbook of PPRD.

Preparation of Memorandum of Agreement or Contract for Conference Venue

12 CO-PPRD prepares and finalizes Abstract of Quotation 30 minutes Admin Aide Memorandum of Memorandum of

267



Time Responsible


Point Remarks

Memorandum of Agreement or Contract for Venue

from Property and Supply Section

Agreement /Contract for Venue countersigned by the PPRD Chief

Agreement /Contract for venue is forwarded to the Office of the Director of Internal Administrative Office (IAO) for review

13 CO-PPRD records and transmits Memorandum of Agreement/Contract for Venue

Memorandum of Agreement/Contract for Venue countersigned by the PPRD Chief

10 minutes PPRD Chief Date, time and details of Memorandum of Agreement/Contract for Venue recorded in the logbook of the PPRD

The Memorandum of Agreement/Contract of Venue are routed to the concerned Office Directors for review and countersignature and for approval of Deputy Executive Director (DED), Administration

13. IAO Director reviews Memorandum of Agreement /Contract

Memorandum of Agreement /Contract countersigned by the PPRD Chief

30 minutes IAO Director Memorandum of Agreement /Contract for Venue reviewed and countersigned by the IAO Director

If corrections/ revisions are made by the IAO Director on the Memorandum of Agreement/Contract for Venue, the same are returned to the PPRD for editing/finalization, then proceed to step 12, otherwise the Memorandum of Agreement/Contract

268



Time Responsible


Point Remarks

for Venue are forwarded to the Office of the Deputy Executive Director (DED), Administration for review and approval.

14. Deputy Executive Director (DED), Administration reviews and approves/signs Memorandum of Agreement /Contract for Venue

Memorandum of Agreement /Contract for Venue countersigned by the IAO Director


Memorandum of Agreement /Contract for Venue reviewed and approved/signed by the DED for Admin

If corrections/ revisions are made by the DED for Admin on the Memorandum of Agreement/ Contract for Venue, the same are returned to the PPRD, then proceed to the step 12

The Memorandum of Agreement/Contract for Venue, after having been reviewed and countersigned by the concerned Office Director and approved/signed by the DED for Admin, shall be transmitted back to PPRD for the next step

15 CO-PPRD records and transmits Memorandum of Agreement/Contact and supporting Documents to Financial Management Division for processing of Voucher

Memorandum of Agreement /Contract approved/signed by the DED- Administration together with the supporting documents

10 minutes Admin Aide Date, time and details of approved/signed Memorandum of Agreement /Contract together with the supporting documents recorded in the logbook of PPRD

Refer to processing of Disbursement Voucher under FMD.

16 CO-PPRD disseminates Invitation to Resource Speakers, Office Orders to Central

Approved/signed Office Order and

1 day Admin Aide Confirmation of Resource Speakers,

269



Time Responsible


Point Remarks

and Regional Offices’ participants Invitation Letter, List of Resource Speakers and Participants

participants

17. CO-PPRD prepares and reproduces hand outs for Planning Conference

Materials/documents for reproduction

Depends on the volume of handouts

to be reproduced

Machine Operator for Reproduction

Materials for Handouts prepared

18. CO-PPRD prepares needed materials and supplies needed for the Planning

List of planning materials like Handouts, Nametags and Seminar Kits, supplies needed

5 days Admin Aide (PPRD)

List of preplanning materials like Handouts, Nametags and Seminar Kit prepared

RIS is required for materials needed and forwarded to Property and Supply Section for processing

End of Process

270

2.1 Consolidates, review / evaluate Unit Performance Evaluation Sheets of the Central Office Services and Divisions / Units, Regional Offices and the National Capital Region Treasury and Assessment Offices.



Time Responsible


Point Remarks

1.

CO-PPRD receives and records UPES of Central Office Services/divisions, Regional Offices (ROs)and National Capital Region (NCR) LGUs

UPES (of Central Office Services/divisions, ROs, and NCR LGUs

10 minutes Admin Aide Date, time and details of UPES recorded in the logbook.

UPES are forwarded to Statistician

2. CO-PPRD reviews, evaluates and validates the UPES of accomplishments for the semesters

UPES 1-3 days Statistician UPES reviewed, evaluated and validated with corresponding comments/ observations/ recommendations, performance rating

For validation purposes, secure data: Revenue collection efficiency from the Revenue Division. Trainings/Seminars etc. from Admin Division

3. CO-PPRD evaluates UPES with corresponding performance ratings and prepares and finalizes Transmittal Letter

UPES reviewed, evaluated and validated with corresponding comments/ observations/ recommendations, performance rating

1-2 days Statistician UPES and Transmittal Letter countersigned by Statistician

4. CO-PPRD reviews UPES and Transmittal Letter

UPES and Transmittal Letter countersigned by

1 hour PPRD Chief UPES and Transmittal Letter reviewed and

If corrections/ revisions are made by the PPRD Chief on

271



Time Responsible


Point Remarks

Statistician countersigned by PPRD Chief

the UPES and Transmittal Letter, the same are returned to Planning Officer V for editing/finalization, then proceed to step 3, otherwise the UPES and Transmittal Letter are forwarded to the Office of the Director, Internal Administration Office (IAO).

5. CO-PPRD Division records and transmits UPES and transmittal to IAO Director

UPES and Transmittal Letter countersigned by Planning Officer V and PPRD Chief

10 minutes Admin Aide Date, time and details of UPES and Transmittal Letter recorded in the logbook of PPRD.

The UPES and Transmittal Letter are routed to the concerned Office Directors for review and countersignature and for approval of the Executive Director

6. Director, Internal Administration Office (IAO) reviews the UPES and Transmittal Letter

UPES and Transmittal Letter countersigned by PPRD Chief

1 hour IAO Director UPES and Transmittal Letter

reviewed and countersigned by

IAO Director

If corrections/ revisions are made by the IAO Director on the UPES and Transmittal Letter, the same are returned to PPRD for editing/finalization, then proceed to step

272



Time Responsible


Point Remarks

3, otherwise the UPES and Transmittal Letter are forwarded to the Office of the Deputy Executive Director (DED), Administration

7. Deputy Executive Director (DED), Administration reviews of the UPES and Transmittal Letter

UPES and Transmittal Letter countersigned by PPRD Chief and IAO Director


UPES reviewed and countersigned by

DED, for Administration

If corrections/ revisions are made by the DED for Admin on the UPES and Transmittal Letter, the same are returned to PPRD for editing/finalization, then proceed to step 3, otherwise the UPES and Transmittal Letter are forwarded to the Office of the Executive Director (OED)

8. CO-Office of the Executive Director proofreads the UPES and Transmittal Letter

UPES countersigned by the PPRD Chief, IAO Director and DED for Admin


UPES and Transmittal Letter

proofread by Executive Assistant

If corrections/ revisions are made by the Executive Assistant on the UPES and Transmittal Letter, the same are returned to PPRD for editing/finalization, then proceed to step

273



Time Responsible


Point Remarks

3, otherwise the UPES and Transmittal Letter are forwarded to the Executive Director for approval

9. Executive Director reviews and approves/signs the UPES and Transmittal Letter

UPES and Transmittal Letter countersigned by the PPRD Chief, IAO Director and DED for Admin


UPES and Transmittal Letter approved/signed

by Executive Director

If corrections/ revisions are made by the Executive Director on the UPES and Transmittal Letter, the same are returned to PPRD for editing/finalization, then proceed to step 3.

The UPES and Transmittal Letter, after having been reviewed and countersigned by the concerned offices Directors and approved/signed by the Executive Director, shall be transmitted back to the PPRD for the next steps

10. CO-Office of the Executive Director records and transmits approved/signed UPES and Transmittal Letter

Approved/signed UPES and Transmittal Letter

10 minutes Admin Aide Date, time and details of

Approved/signed UPES and

Transmittal Letter recorded in the logbook of OED.

11. CO-PPRD receives and records approved/signed UPES and Transmittal Letter




Transmittal Letter recorded in the

logbook of PPRD.

Original and duplicate copies of approved/signed UPES and Transmittal Letter are forwarded to Records Section for filing and

274



Time Responsible


Point Remarks

transmittal to the concerned offices.

12. CO-Records Section receives and records approved/signed UPES and Transmittal Letter


10 minutes Records Officer of CO-

Records Section



Transmittal Letter recorded in the

logbook

Records Section transmits approved/signed UPES and Transmittal Letter to the concerned offices. (Refer to process of transmittal of documents under Records Section.)

End of Process

275


Public Information and Assistance Division

276

SERVICE : Internal Administration Office (IAO) DIVISION : Public Information and Assistance Division (INFO)

UNIT NAME : BRIEF DESCRIPTION : CLIENTS : BLGF Central & Regional Office, LGU Treasurer & Assistant Treasurer (Municipal, Province,



1. Prepare disseminate information materials regarding Bureau-wide programs, operations and activities

1.1 Dissemination of official instruction/documents from Office of the President, Depart of Finance and other concerned agencies

1.2 Publication through BLGF Website/Newsletter

2. Render assistance to the general public in following up official matters/transactions with the various component units of the Bureau

2.1 Preparation of Certificate of Appearance 2.2 Assist general public/researchers in securing copies of

Local Finance Circulars, Executive Orders, Memorandum Circulars, Administrative Orders and etc…

The CO-INFO Division attend and assist researchers/General Public in securing copies of official documents if needs arises

3. Library Holdings

3.1 Card cataloguing and barrowing of books 3.2 Indexing and inventory of books

4. Dispensing of medicines 4.1 Dispensing of medicines to employees for emergency purpose only

5. Reproduction of official documents 5.1 Mimeographing of official documents

277

SPECIFIC PROCEDURES 1.1 Dissemination of official instruction/documents from Office of the President, Depart of Finance and other

concerned agencies


Processing Time

Responsible Person


Remarks

1. CO-INFO Division receives and records incoming documents/ official instructions.

Official instructions/documents (Exec. Order, Republic Act, Memo Circular, Resolutions coming from different government agencies)

5 minutes Admin Aide Date, time and details of official Instructions/ documents recorded in logbook, CCS number assigned

The documents/official instructions are forwarded to the Supervising Admin Officer for preparation of

2. CO-INFO Division prepares memorandum circulars

Official instructions/documents

1 day Supervising Admin Officer

Memorandum Circular relative to official instructions/documents prepared and countersigned by the Supervising Admin Officer

Memorandum Circular is prepared to circulate the official instructions/documents in the Regional Offices and other concerned agencies

3. CO-INFO Division records and transmits Memorandum Circular to the Office of the IAO Director

Memorandum Circular countersigned by the Supervising Admin


Date, time and details of Memorandum Circular and attached official

278


Processing Time

Responsible Person


Remarks

Officer and attached official instructions/documents

instructions/documents recorded in the logbook of INFO Division

The correspondence and attachments are routed to concerned Office Directors for review and countersignature and/or approval of Executive Director

4. IAO Director reviews Memorandum Circular and attached official instructions/documents

Memorandum Circular countersigned by The Supervising Admin Officer and attached official instructions/documents

1 hour IAO Director Memorandum Circular relative to official instructions/ documents reviewed and countersigned by the Director/ IAO

If corrections/revisions are made by the IAO Director on the Memorandum Circular, the same is returned to INFO Division for editing/finalization, then proceed to Step 2, otherwise the Memorandum Circular is forwarded to the Deputy Executive Director (DED), Administration

5. Deputy Executive Director (DED)- Administration reviews Memorandum Circular and attached official instructions/documents

Memorandum Circular countersigned by the Supervising Admin Officer, IAO Director


Memorandum Circular relative to official instructions/ documents reviewed and countersigned by

If corrections/revisions are made by the DED- Administration on the Memorandum Circular, the same is returned to INFO

279


Processing Time

Responsible Person


Remarks

and attached official instructions/documents

the DED- Administration

Division for editing/finalization, then proceed to step 2, otherwise the Memorandum Circular is forwarded to the Office of the Executive Director

6. Office of the Executive Director proofreads the Memorandum Circular

Memorandum Circular countersigned by By the Supervising Admin Officer, IAO Director, DED-Administration and attached official instructions/documents

1 hour Executive Assistant,

OED

Memorandum Circular relative to official instructions/ documents proofread


made by the Executive Assistant on the Memorandum Circular, the same is returned to INFO Division for editing/finalization, then

proceed to step 2, otherwise the

Memorandum Circular is forwarded to the Executive Director

7. Executive Director reviews, approves and signs Memorandum Circular

Memorandum Circular countersigned by Supervising Admin


Approved /signed Memorandum Circular

If corrections/revisions are made by the Executive Director on the

280


Processing Time

Responsible Person


Remarks

Officer, IAO Director, DED-Administration and attached official instructions/documents

Memorandum Circular, the same is returned to INFO Division for Editing/finalization, then proceed to step 2.

The Memorandum Circular together with the attachments, after reviewed and countersigned by the concerned Office Directors and approved and signed by the Executive Director, the same are transmitted back to the concerned Division (INFO) for appropriate action/next step.

8. CO-Office of the Executive Director records and transmits the Memorandum Circular and attached documents to INFO Division

Approved/signed Memorandum Circular together with the attached official instructions/documents

10 minutes Secretary of the

Executive Director

Date, time and details of approved and signed Memorandum Circular and attached official instructions/documents recorded in the logbook

9. CO-INFO Division receives and records approved/signed Memorandum Circular and attachments

Approved/signed Memorandum Circular together with the attached official instructions/documents


Date, time and details of approved and signed Memorandum Circular and attached official instructions/documents recorded in the logbook of

The approved/signed Memorandum Circular is forwarded to HR Officer- Admin. Division for assignment of control number then, the Memorandum Circular with assigned control number is

281


Processing Time

Responsible Person


Remarks

the INFO Division

transmitted back to INFO Division

10. CO-INFO Division reproduces approved/signed Memorandum Circular

Approved/signed Memorandum Circular with assigned control number and attached official instructions

1 day Reproduction Machine Operator

(RMO)

Printed copies of approved/ signed Memorandum Circular with assigned control number and attached official instructions

A photocopy of the approved/ signed Memorandum Circular and attachments are kept by the Division for file Original and duplicated copies of approved/signed Memorandum Circular and attached official instructions/documents are forwarded to Records Section for transmittal to concerned offices A copy of the same is forwarded to the MIS for uploading to the BLGF website, if necessary.

11. CO-Records Section receives and records approved/signed Memorandum Circular and attached

Approved/signed Memorandum Circular

10 minutes Records Officer (CO-

Records

Date, time and details of approved and

Records Section transmits copies of

282


Processing Time

Responsible Person


Remarks

official instructions

and attached official instructions

Section) signed Memorandum Circular and attached official instructions/documents recorded in the logbook of Records Section

approved/signed Memorandum Circular and attached official instructions/documents to concerned offices (Refer to process of transmitting outbound documents under Records Section)

End of Process

283

1.2 Publication through BLGF Website/Newsletter


Processing Time

Responsible Person


Remarks

1. CO-INFO Division prepares and finalizes Memorandum regarding request for information (news, progress, milestones, activities, programs) to be published in the BLGF newsletter and website

List of Regional Offices/CO Divisions, requirements like deadline of submission, period covered to be published

30 minutes Supervising Admin Officer

Memorandum prepared and countersigned by the Supervising Admin Officer

2. CO-INFO Division records and transmits

Memorandum to the Office of the IAO

Director

Memorandum countersigned by the Supervising Admin Officer

5 minutes Admin Aide Date, time and details of memorandum recorded in the logbook of the INFO Division

The Memorandum is routed to concerned Office Directors for review and countersignature and/or approval of Executive Director

3. IAO Director reviews Memorandum

Memorandum countersigned by The Supervising Admin Officer, IAO Director

1 hour IAO Director Memorandum reviewed and countersigned by the IAO Director

If corrections/revisions are made by the IAO Director on the Memorandum, the same is returned to INFO Division for editing/finalization then proceed to step 1, otherwise the memorandum is forwarded to the

284


Processing Time

Responsible Person


Remarks

Deputy Executive Director (DED) - Administration

4. Deputy Executive Director (DED)- Administration reviews and approves/signs Memorandum

Memorandum countersigned by the Supervising Admin Officer, IAO Director

1 hour DED for

Admin

Approved/signed Memorandum

If corrections/revisions are made by the DED-Administration on the Memorandum, the same is returned to INFO Division for editing/finalization then proceed to step 1

5. CO-Office of the Deputy Executive Director records and transmits the Memorandum to the INFO Division



DED for Admin

Date, time and details of approved and signed Memorandum recorded In the logbook

6. CO-INFO Division receives and Records approved/signed Memorandum


10 minutes Admin Aide Date, time and details of approved and signed Memorandum recorded In the logbook of INFO Division

A photocopy of the approved/signed Memorandum and attachments are kept by the Division for file. Original and reproduced copies of approved/signed Memorandum are forwarded to Records Section for transmittal

285


Processing Time

Responsible Person


Remarks

to concerned offices

7. CO-Records Section receives and records approved/signed Memorandum

Original and reproduced copies of approved/signed Memorandum

10 minutes Records

Officer (CO

Records

Section)

Date, time and details of approved and signed Memorandum recorded in the logbook of Records Section

Records Section transmits copies of approved/signed Memorandum to concerned Offices. (Refer to process of transmitting outbound documents under Records Section)

The INFO Division follow-ups inputs from the Regional Offices and Division of the Central Office. All inputs/responses shall pass the Records Section for recording purposes.

8. CO-INFO Division prepares lay-out, design of newsletter and contents

Inputs such as articles, news, progress, milestones, activities, programs, submitted by the Regional Offices/Divisions of the Central Office

2 weeks Information Education

Communication (IEC) Officer

Draft newsletter

9. CO-INFO Division prepares and finalizes cover memorandum requesting approval of the draft

Draft newsletter 30 minutes Information Education

Communicati

Cover memorandum

Cover memorandum forwarded to the Division

286


Processing Time

Responsible Person


Remarks

newsletter

on (IEC) Officer

Chief, INFO/Supervising Administrative Officer

The draft newsletter is reviewed and proofread by the Editor-in-Chief and the Managing Editor

10. CO-INFO Division reviews and signs cover memorandum

Cover memorandum and draft Newsletter proofread by the Editor-in-Chief and the Managing Editor

30 minutes INFO Division Chief, INFO/

Supervising Admin Officer

Covering memorandum reviewed and signed by Division Chief/Supervising Admin Officer

11. CO-INFO Division records and transmits draft newsletter with cover memorandum to the Office of the IAO Director

Draft newsletter 10 minutes Information Education

Communication (IEC) Officer

Date, time and details of draft newsletter recorded in the logbook of the INFO Division

12.

IAO Director reviews draft Newsletter

Draft newsletter with cover Memorandum

1 day IAO Director Draft newsletter reviewed and note of IAO Director affixed on the cover memorandum

In case corrections/revisions are made, draft newsletter is transmitted to INFO Division for editing/finalization, then proceed to step 11, otherwise the same is forwarded to DED- Administration.

287


Processing Time

Responsible Person


Remarks

13. Deputy Executive Director (DED)- Administration reviews draft Newsletter


1 day DED for

Admin

Draft newsletter reviewed and note of DED-Administration affixed on the cover memorandum

In case corrections/revisions are made, draft newsletter is transmitted to INFO Division for editing/finalization, then proceed to step 11, otherwise the same is forwarded to Executive Director.

14.

Executive Director reviews and approved draft newsletter


1 day Executive Director

Draft newsletter reviewed and approval note of Executive Director affixed on the cover memorandum

In case corrections/revisions are made, draft newsletter is transmitted to INFO Division for editing/finalization, then proceed to step 11.

15. Office of the Executive Director Records and transmits approved draft newsletter to INFO Division

Approved newsletter


Executive Director

Date, time and details of approved newsletter recorded in the logbook

16. CO-INFO Division receives and records approved newsletter

Approved newsletter

10 minutes Admin Aide Date, time, and details of printed newsletter recorded in the logbook of INFO

The approved newsletter is forwarded to the Property and Supply Section for the

288


Processing Time

Responsible Person


Remarks

Division

printing of newsletter and to the MIS Division for publication through the BLGF Website. Refer to the Process of Procurement (Services) including inspection of delivered items, under Property and Supply Section.

17. CO-INFO received and forward approved newsletter from the Office of the Executive Director to Property Division for the canvassing of printing press publication

Approved newsletter

2 minutes Admin Aide Recorded approved BLGF newsletter

Please refer steps for canvassing to Property Division. If canvassing is already done, Property Division will notify the CO-INFO to request RIS for the publication of newsletter

18. CO-INFO prepares and signed RIS for the publication of newsletter

Approved BLGF Newsletter

2 minutes Information and

Communication Associate

Signed RIS with Date, time, and details of printed newsletter together with the approved BLGF Newsletter

The RIS routed to concerned Office Directors for review and countersignature and/or approval of Executive Director

18. CO-INFO received Approved RIS and Signed RIS with 5 minutes Admin Aide

289


Processing Time

Responsible Person


Remarks

transmit it to Property Division Date, time, and details of printed newsletter together with the approved BLGF Newsletter

20. CO-INFO Division receives and records printed copies of the Newsletter

Printed copies of Newsletter

30 minutes Admin Aide Date, time and details of printed newsletter recorded in the logbook of INFO Division

Printed copies of newsletter are disseminated in the Central Office by the INFO Division, for the Regional Offices, copies are forwarded to the Records Section for mailing. Refer to Procedure on Release of Outbound Mails and Documents under Records’ Section.

21. CO-INFO will allocate and distribute the BLGF Newsletter to BLGF-Regional Offices

Printed Copies of Newsletter

2hours Information and


Collated newsletter per region and recorded into INFO-Logbook

22. CO-INFO transmit/forward collated newsletter to Records Section for mailing

Collated newsletter per region and recorded into INFO-Logbook


Number of copies received recorded in the logbook for mailing

Refer to Records section for the steps in mailing documents.

End of Process

290

2.1 Preparation of Certificate of Appearance


Processing Time

Responsible Person


Remarks

1. CO-INFO Division records and receives Travel Order of requesting person.

Travel order of person requesting certificate of appearance

5 minutes Requesting Client (s)

Date, time and details of request recorded in the logbook, requesting person logs at the logbook.

2.

CO-INFO Division prepares Certificate of Appearance

Name of requesting person, Purpose of visit to Manila, day arrived in Manila, day of departure From Manila


Certificate of Appearance with initials of Administrative Officer

3. CO-INFO Division approves/signs the Certificate of Appearance

Certificate of Appearance

10 minutes Supervising Admin Officer

Signed Certificate of Appearance

4. CO-INFO Division records and releases Certificate of Appearance

Signed Certificate of Appearance


Date, time and details of signed Certificate recorded in logbook and received by requesting client, initials affixed on logbook.

291


Processing Time

Responsible Person


Remarks

At the end of the month, Administrative Officer should file and arrange the duplicate copies of all COA issuances

5. CO-INFO arrange duplicate copies issued, records and transmit the copies to Records section for filing/(record keeping)

Duplicate copies of the issued COA’s


Duplicate copies of COA’s filed

End of Process

292

3.1 Card cataloguing and barrowing of books


Processing Time

Responsible Person


Remarks

1. Employee request for books/ reference materials

List of

books/reference

materials to be

borrowed.

5 minutes Admin Aide Books/reference materials (SCRA, copy of RA, EO, PD, Memo Circulars, Regulations, etc.)

Employee logs in the

borrowing card

2.

CO-INFO Division logs the name of

requested employee

Date, name and

division/unit of

requested

employee

5 minutes Admin Aide Date, name of books/reference materials are logged in the index card.

3. CO-INFO Division records and releases the

book materials/borrowed

Books/materials

logged for

borrowing

10 minutes Admin Aide Date, time and details of books borrowed recorded in the logbook of INFO Division

4. Employee borrowed books/reference

materials

Borrowed

books/reference

materials

5 minutes Admin Aide Returned

books/reference

materials

INFO staff will signed at the borrowing card to prove the return of borrowed books/reference materials

End of Process

293

3.2 Indexing and inventory of books


Processing Time

Responsible Person


Remarks

1. CO-INFO Division receives and records the

Official Gazette

Official Gazette 3 minutes Admin Aide Date, volume and number of official gazette recorded in the logbook of INFO Division.

The Official Gazette is

published weekly –

(every Monday)

2. CO-INFO Division indexes the Official

Gazette

Official Gazette 15 minutes Admin Aide Date, volume, number of official gazette and details of public issuances (Republic Acts, Executive Orders, Memorandum Circulars, Proclamations)

3. CO-INFO Division conducts inventory of

books at the end of the month and update

records in the inventory of books

Logbook for

Inventory of book

in the BLGF library

4 hours Admin Aide Actual count of

book to be

updated in the List

of Books

(inventory book)

If in any case, that the Bureau needs to purchase an important book references, the CO-INFO will process the RIS please refer procedures in “Publication of /BLGF Website/Newsletter …step No. 18

4. Co-INFO received and recorded the

purchased/donated books from

Property/other agencies

Purchased/Donate

d books/official

gazette



Updated logbook for the inventory of books/official gazette

294


Processing Time

Responsible Person


Remarks

5. CO-INFO serializes books received and files

the book at the BLGF library

Books received

and logged from

Property Division



Serialized Books purchased/donated with attached barrowers card

End of Process

295

4.1 Dispensing of medicines to employees for emergency purpose only


Processing Time

Responsible Person


Remarks

1. Employee presents prescription especially antibiotics and hypertension.

Prescription 5 minutes Supervising Admin. Officer

Medicine Employee logs in the log book.

2.

CO-INFO Division checks If medicine is on stock, if it is on stock, staff dispenses the medicine to employee

Prescription 5 minutes Any INFO staff

Name of medicine, employee, date and signature

If medicine is not available, staff informs employee to purchase medicine in the nearest drugstore. Medicines to be given are for emergency purposes only.

Inventory of medicine is conducted monthly, and requesting/purchasing of medicines is conducted by quarter.

3. CO-INFO Division conducts inventory of

medicines

List of medicines

(Inventory

book)and log book

for medicine

dispensing

4 hours Admin Aide Actual count of

medicines logged

in the

book/inventory

form

In every quarter, a

copy of inventory for

the medicines was

submitted to Financial

Management Division

and to BLGF-

Commission on Audit

Office

End of Process

296

5.1 Mimeographing of official documents


Processing Time

Responsible Person


Remarks

1. CO-INFO Division receives and records request to reproduce form

Request form, materials needed (stencil, ink and paper) and documents for reproduction

5 minutes Concerned employee

Date, time and details of request recorded in the logbook

2. CO-INFO Division reproduce copies of the documents

Reproduction materials and document

Depending on the

number to reproduced

(machine capacity)

Reproduction Machine Operator

(RMO)

Reproduced official documents

Subject to availability of Reproduction Machine Operator (RMO) and the machine

3. CO-INFO Division records and releases reproduced copies of the documents

Copies of reproduce documents

20 minutes

Admin Aide Date, time and details of documents (reproduced) recorded in the logbook

Reproduced

documents released to

concerned

Division/Unit

End of Process

297


Management Information & Data Systems Division

298

Operating Procedures for Bureau Administration Intelligence and Investigation Office

Intelligence Division

299

SERVICE : Intelligence and Investigation Office (IIO) DIVISION : Intelligence Division (INTEL)


Cities), Any Government or Private Entity, General Public; Schedule of Service (Time) : 8am-5pm (working days only)

UNIT FUNCTION AND SPECIFIC DUTIES


1. Resolution of Administrative complaints against Bureau personnel and local treasurers;

1.1 Prepare initial actions on complaints against Bureau personnel and local treasurers

1.2 Evaluates Report of Investigation with recommendation for the dismissal of the complaint submitted by the Regional Offices

1.3 Evaluates Report of Investigation with finding that a prima facie case exist

1.4 Prepares related/miscellaneous communications in connection with pending administrative complaint filed against Bureau personnel and local treasurers

1.5 Prepares communications regarding decisions, resolutions, orders of judicial bodies and quasi-judicial bodies on pending administrative or criminal complaints and

1.6 Assists in the conduct of fact-finding investigation, when requested by the Regional Office

2. General Administration 2.1 Issues Certificate of No Pending Administrative Complaint 2.2 Prepare periodic and on-demand reports;

300

SPECIFIC PROCEDURES 1.1 Prepare initial actions on complaints against local treasurers and Bureau personnel


Processing Time

Responsible Person


Remarks

1 CO-INTEL receives and records complaint including attachments

Copy of the complaint including attachments


Date, time and details of the complaint recorded in the logbook of INTEL. Corresponding CCS attached.

The complaint is forwarded to Intelligence Officer, for appropriate action.

2 CO-INTEL studies and evaluates whether the complaint together with the attachment is sufficient in substance and in form

Complaint 2 days Intelligence Officer

Complaint is sufficient in substance and form, attachments reviewed.

3 CO-INTEL prepares and draft the letter-reply to the complaint and letter-directive to the Regional Office to conduct preliminary investigation on the complaint

Initial action/draft 1 day Intelligence Officer

Letter-reply/Letter-directive prepared by Intelligence Officer

Letter-reply/Letter-directive is forwarded to the INTEL Chief for review

4 CO-INTEL reviews the Letter-reply/Letter-directive

Letter-reply/Letter-directive countersigned by Intelligence Officer

2 days INTEL Chief Letter-reply/Letter-directive reviewed and countersigned INTEL Chief

If corrections/revisions are made by the INTEL Chief on the Letter-reply/Letter-directive, the same is returned to the Intelligence Officer for editing/finalization, then proceed to step

301


Processing Time

Responsible Person


Remarks

4, otherwise the Letter-reply is forwarded to the Office of the Director, Intelligence and Investigation (IIO), for review.

5 CO-INTEL records and transmits Letter-reply/Letter-directive

Letter-reply/Letter-directive countersigned Intelligence Officer and INTEL Chief

10 minutes Admin Aide Date, time and details of Letter-reply/Letter-directive are recorded in the logbook of INTEL

6 IIO Director reviews Letter-reply/Letter-directive

Letter-reply/Letter-directive countersigned Intelligence Officer and INTEL Chief

1 day IIO Director Letter-reply/Letter-directive reviewed and countersigned by IIO Director

If corrections/revisions are made by the IIO Director on the Letter-reply/Letter-directive, the same is returned to the INTEL Division for editing/finalization, then proceed to step 4, otherwise the Letter-reply is forwarded to the Office of the Deputy Executive Director (DED), Administration, for review.

302


Processing Time

Responsible Person


Remarks

7 DED for Admin reviews Letter-reply/Letter-directive

Letter-reply/Letter-directive countersigned Intelligence Officer, INTEL Chief and IIO Director

1 day DED for Admin

Letter-reply/Letter-directive reviewed and countersigned by DED for Admin

If corrections/revisions are made by the DED for Admin on the Letter-reply/Letter-directive, the same is returned to the INTEL Division for editing/finalization, then proceed to step 4, otherwise the Letter-reply is forwarded to the Office Deputy Executive Director (OED) for review

8 CO-Office of the Executive Director (OED) proofreads Letter-reply/Letter-directive

Letter-reply/Letter-directive countersigned Intelligence Officer, INTEL Chief, IIO Director and DED for Admin

1 day Executive Assistant

Letter-reply/Letter-directive proofreads by Executive Assistant

If corrections/revisions are made by the Executive Assistant on the Letter-reply/Letter-directive, the same is returned to the INTEL Division for editing/finalization, then proceed to step 4, otherwise the Letter-reply is forwarded to the Executive Director for review

303


Processing Time

Responsible Person


Remarks

9 Executive Director reviews and approves/signs Letter-reply/Letter-directive

Letter-reply/Letter-directive countersigned Intelligence Officer, INTEL Chief, IIO Director and DED for Admin


Letter-reply/Letter-directive reviewed and approved/signed by Executive Director

If corrections/revisions are made by the Executive Director on the Letter-reply/Letter-directive, the same is returned to the INTEL Division for editing/finalization, then proceed to step 4,

The Letter-reply/Letter-directive, after having been reviewed by the concerned Office Director and approved/signed by the Executive Director, shall be transmitted back to the INTEL Division for the next steps.

10 CO-OED records and transmits approved/signed Letter-reply/Letter-directive

Approved/signed Letter-reply/Letter-directive

10 minutes

Admin Aide Date, time and details of Approved/signed Letter-reply/Letter-directive recorded in the logbook of OED

11 CO-INTEL receives and records approved/signed Letter-reply/Letter-directive


10 minutes Admin Aide Date, time and details of Approved/signed Letter-reply/Letter-directive recorded in the logbook of INTEL

A photocopy of the Letter-directive is kept for file. Original and duplicate copies of the Letter-directive together with the attachments, are routed out to Records Section

304


Processing Time

Responsible Person


Remarks

12 CO-Records Section receives and records approved/signed Letter-reply/Letter-directive



Records Section)

Date, time and details of Approved/signed Letter-reply/Letter-directive recorded in the logbook of Records Section

The approved/signed Letter-directive is transmitted to concerned office/person.

End of Process

305

1.2 Evaluates Report of Investigation with recommendation for the dismissal of the complaint submitted by the

Regional Offices


Processing Time

Responsible Person


Remarks

1 CO - INTEL Division receives, Report of Investigation and record the same in the INTEL logbook

Report of Investigation/ including attachments


Date, time, and details of Report recorded in the logbook of the INTEL Division. Corresponding CCS attached.

The Report of Investigation is forwarded to Intelligence Officer, for appropriate action.

2

CO – INTEL Division studies and evaluates the nature/merit of the request together with the attachments

Report of Investigation

7 days

Intelligence Officer

Completeness of the documents/ attachments reviewed. Initial action prepared.

3 CO - INTEL Division prepares and finalizes the initial action/draft on the Report of Investigation submitted by the Regional Office


Initial action prepared by Intelligence Officer

Letter-directive to prepare a Resolution for the dismissal of the complaint (Letter-directive, for brevity) is forwarded to the INTEL Chief, for review.

4 CO-INTEL Division reviews the initial draft/action

Letter-directive countersigned by the Intelligence Officer

4 days INTEL Chief Letter-directive reviewed and countersigned by the INTEL Chief

If corrections/revisions are made by the Division Chief on the letter-directive, the same is returned to the Intelligence Officer for editing/revision,

306


Processing Time

Responsible Person


Remarks

then proceed to step 4 to 5, otherwise the Letter-directive is forwarded to the Director, Intelligence and Investigation (IIO), for review.

5 CO- INTEL Division records and transmits the Letter-directive

Letter-directive countersigned by the Intelligence Officer, and INTEL Chief

5 minutes Admin Officer I,INTEL Division

Date, time and details of Letter-directive are recorded in the logbook of the Office of IIO Director

The initial draft of Letter-directive is forwarded to the IIO Director , for review.

The Before and After counter signature/ approval by the concerned Directors shall be recorded in the logbook Of the Respective Office Administration Officers I / Secretaries.

6 IIO Director reviews the letter-directive Letter-directive countersigned by the Intelligence Officer and INTEL Chief

2 days IIO Director Letter-directive reviewed and countersigned by the IIO Director

If corrections/revisions are made by the Director IIO on the letter-directive, the same is returned to the Intelligence Officer for editing/revision, then proceed to Step 4 to 6, otherwise the Letter-directive is forwarded to the Deputy Executive Director (DED) for Administration, for review.

307


Processing Time

Responsible Person


Remarks

7 Deputy Executive Director (DED), Administration reviews and recommends Letter-directive

Letter-directive countersigned by Intelligence Officer, Division INTEL Chief & IIO Director

1 day DED for Admin

Letter-directive reviewed, recommended and countersigned by the DED for Admin

If corrections/revisions are made on the letter-directive, by the Deputy Executive Director, Administration, the same is returned to INTEL Division for corrections, then proceed to step 3 to 9, otherwise, the same is forwarded to the Office of the Executive Director (OED).

8

Executive Assistant/Executive Director proofreads/edits/ reviews and approves the Letter-directive

Letter-directive countersigned by the Division INTEL Chief, IIO Director and DED for Admin

1 day Executive Assistant/ Executive Director

Letter-directive proofread/edited/and reviewed by the Executive Assistant and approved/signed by the Executive Director

If corrections/revisions are made by the Executive Assistant/Executive Director, the same is returned to INTEL Division for corrections, then proceed to step 3 to 12, otherwise, the same is forwarded to the Executive Director, for final approval.

The letter-directive of the BLGF-Central Office to the Report of Investigation submitted by the Regional Office, after having been reviewed by the concerned Office Director and approved/signed by the Executive Director, shall be transmitted back to the INTEL Division to be routed out to the

Records Section, which in turn shall be transmitted to the Regional Office concerned, for dissemination.

9 CO-INTEL receives and records the Approved/signed 10 minutes Admin Date, time and A photocopy of the

308


Processing Time

Responsible Person


Remarks

approved/signed Letter-directive Letter-directive Officer details of approved/signed Letter-directive are recorded in the logbook of INTEL Division

Letter-directive is kept for file. Original and duplicate copies of the Letter-directive together with the attachments, are routed out to Records Section

10 CO-Records Section receives and records the approved/signed Letter-directive

Approved/signed Letter-directive

5 minutes Records Officer (CO

Records Section)

Date, time and details of approved/ signed Letter-directive are recorded in the logbook of the Records Section

The approved/signed Letter-directive is transmitted to concerned office (Regional Office)/person.

End of Process

309

1.3 Evaluates Report of Investigation with finding that a prima facie case exist


Processing Time

Responsible Person


Remarks

1 CO - INTEL Division receives, Resolution from the Regional Office and record the same in the INTEL logbook

Report of Investigation including attachments


Date, time, and details of the Report of Investigation recorded in the logbook of the INTEL Division. Corresponding CCS attached.

The Report of Investigation is forwarded to Intelligence Officer, for appropriate action.

2

CO – INTEL Division studies and evaluates the nature/merit of the Report of Investigation together with the attachments.

Report of Investigation

7 days



3 CO - INTEL Division prepares and finalizes the initial action/draft on the Report of Investigation submitted by the Regional Office


Initial action/draft prepared by Intelligence Officer

Letter-directive to file a formal charge (letter-directive, for brevity) is forwarded to the INTEL Chief, for review.


Letter-directive countersigned by the Intelligence Officer

4 days INTEL Chief Letter-directive reviewed and countersigned by the INTEL Chief

If corrections/revisions are made by the Division Chief on the letter-directive, the same is returned to the Intelligence Officer for editing/revision, then proceed to step

310


Processing Time

Responsible Person


Remarks

4, otherwise the Letter-directive is forwarded to the Director, Intelligence and Investigation (IIO), for review.

5 CO-INTEL Division records and transmits the Letter-directive

Letter-directive countersigned by Intelligence Officer and Division INTEL Chief

5 minutes Admin Officer, INTEL

Date, time and details of the Letter-directive are recorded in the logbook of the INTEL Division

The initial draft of Letter-directive is forwarded to the IIO Director , for review.

The before and after counter signature/ approval by the concerned directors shall be recorded in the logbook of the respective office administration officers I/ secretaries

6 IIO Director reviews the letter-directive Letter-directive countersigned by Intelligence Officer and INTEL Chief

2 days IIO Director Letter-directive reviewed and countersigned by the IIO Director

If corrections/revisions are made by the Director IIO on the letter-directive, the same is returned to the Intelligence Officer for editing/revision, then proceed to step 4 to 6, otherwise the Letter-directive is forwarded to the Deputy Executive Director (DED) for Administration, for review.

7 Deputy Executive Director (DED), Administration reviews and recommends

Letter-directive countersigned by

1 day DED for Admin

Letter-directive reviewed,

If corrections/revisions are made on the

311


Processing Time

Responsible Person


Remarks

the Letter-directive Intelligence Officer Division INTEL Chief & IIO Director

recommended and countersigned by the Deputy Executive Director, Administration

Letter-directive by the Deputy Executive Director, Administration, the same is returned to INTEL Division for corrections, then proceed to step 3 to 9, otherwise, the same is forwarded to the Office of the Executive Director (OED).

8 Executive Assistant/Executive Director proofreads/edits/ reviews and approves the Letter-directive

Letter-directive countersigned by the Division INTEL Chief, IIO Director and DED for Admin


Letter-directive proofread/edited/ and reviewed by the Executive Assistant and approved/signed by the Executive Director

If corrections/revisions are made by the Executive Assistant/Executive Director, the same is returned to INTEL Division for corrections, then proceed to step 3 to 12, otherwise the same is approved by the Executive Director.

The letter-directive of the BLGF-Central Office to the Report of Investigation submitted by the Regional Office, after having been reviewed by the

concerned Office Director and approved/signed by the Executive Director, shall be transmitted back to the INTEL Division to be routed out to the

Records Division, which in turn shall be transmitted to the Regional Office concerned for dissemination.

9

CO-INTEL Division receives and records the approved/signed Letter-directive



Date, time and details of approved/signed

A photocopy of the Letter-directive is kept for file. Original and

312


Processing Time

Responsible Person


Remarks

Letter-directive are recorded in the logbook of INTEL Division

duplicate copies of the Letter-directive together with the attachments, are routed out to Records Section.

10 CO-Records Section receives and records the approved/signed Letter-directive



Records Section)

Date, time and details of approved/signed Letter-directive are recorded in the logbook of the Records Section

The approved/signed Letter-directive is transmitted to concerned office (Regional Office)/person.

End of Process

313

1.4 Prepares related/miscellaneous communications in connection with pending administrative complaint filed

against Bureau personnel and local treasurers


Processing Time

Responsible Person


Remarks

1 CO - INTEL Division receives related/miscellaneous communications and records the same in the INTEL logbook;

Related/ miscellaneous communications including attachments


Date, time, and details of the related/ miscellaneous communications recorded in the logbook of the INTEL Division. Corresponding CCS attached.

The related/miscellaneous communications is forwarded to Intelligence Officer, for appropriate action.

2

CO – INTEL Division studies and evaluates the nature/merit of the related/miscellaneous communications together with the attachments.

Related/ miscellaneous communications

2 days



Related/miscellaneous communications may not be necessarily related to a pending complaint filed in the Bureau (i.e. complaint against barangay treasurer).

3 CO - INTEL Division prepares and finalizes the initial action/draft on the related/miscellaneous communications



Letter-reply(communication) is forwarded to the INTEL Chief, for review.


Letter-reply countersigned by the Intelligence

2 days Division INTEL Chief

Letter-reply reviewed and countersigned by

If corrections/revisions are made by the Division Chief on the

314


Processing Time

Responsible Person


Remarks

Officer the Division INTEL Chief

letter-reply, the same is returned to the Intelligence Officer for editing/revision, then proceed to Step 4, otherwise the Letter-reply is forwarded to the Director, Intelligence and Investigation (IIO), for review.

5 CO-INTEL Division records and transmits the Letter-directive

Letter-directive countersigned by Intelligence Officer and Division INTEL Chief


Division

Date, time and details of the Letter-reply are recorded in the logbook of the INTEL Division

The initial draft of Letter-reply is forwarded to the IIO Director , for review.

6 CO-Office of the IIO Director receives and records the Letter-reply

Letter-reply countersigned by Intelligence Officer and Division INTEL Chief

5 minutes Admin Aide, Office of the IIO Director

Date, time and details of the Letter-reply are recorded in the logbook of the Office of IIO Director

7 IIO Director reviews the Letter-reply Letter-reply countersigned by Intelligence Officer and INTEL Chief

1 IIO Director Letter-reply reviewed and countersigned by the IIO Director

If corrections/revisions are made by the IIO Director on the letter-reply, the same is returned to the Intelligence Officer for editing/revision, then

315


Processing Time

Responsible Person


Remarks

proceed to step 4 to 6, otherwise the Letter-reply is forwarded to the Deputy Executive Director (DED) for Administration, for review.

8 CO- Office of the IIO Director records and transmits the Letter-reply

Letter-reply countersigned by Intelligence Officer, Division INTEL Chief & IIO Director


Date, time and details of Letter-reply are recorded in the logbook of the Office of the IIO Director

The final draft of Letter-reply is forwarded to the Office of the Deputy Executive Director (DED) for Administration, for review and countersignature.

9 CO- Office of the Deputy Executive Director (DED), Administration receives and records the Letter-reply

Letter-reply countersigned by Intelligence Officer, Division Chief III, INTEL & IIO Director

5 minutes Secretary of the DED for

Admin

Date, time, details of Letter-reply are recorded in the logbook of the Office of the DED for Admin

10 Deputy Executive Director (DED), Administration reviews and recommends the Letter-reply

Letter-reply countersigned by Intelligence Officer, Division INTEL Chief, & IIO Director

1 day DED for Admin

Letter-reply reviewed, recommended and countersigned by the DED for Admin

If corrections/revisions are made on the Letter-reply by the DED for Admin , the same is returned to the INTEL Division for corrections, then proceed to step 3 to 9, otherwise, the same is

316


Processing Time

Responsible Person


Remarks

forwarded to the Office of the Executive Director (OED).

11

CO- Office of the Deputy Executive Director, Administration records and transmits the Letter-reply

Letter-reply countersigned by Division INTEL Chief, IIO Director & DED for Admin


Admin

Date, time and details of Letter-reply are recorded and transmitted in the logbook of the Office of the Deputy Executive Director, Administration

The final draft of Letter-reply is forwarded to the Executive Assistant, Office of the Executive Director (OED), for proofreading/editing.

12 CO-Office of the Executive Director receives and records the signed/approved Letter-reply

Letter-reply countersigned by the Division INTEL Chief, IIO Director & DED Administration

5 minutes Secretary of the Office of

the Exec. Director

Date, time and details of Letter-reply are recorded in the logbook of the Office of the Executive Director

The Letter-reply is forwarded to the Executive Assistant, Office of the Executive Director for proofreading/editing.

13 Executive Assistant/Executive Director proofreads/edits/ reviews and approves the Letter-reply

Letter-reply Countersigned by the Division INTEL Chief, IIO Director and DED Administration


Letter-reply proofread/edited and reviewed by the Executive Assistant and approved/signed by the Executive Director

If corrections/revisions are made by the Executive Assistant/Executive Director, the same is returned to INTEL Division for corrections, then proceed to step 3 to 12, otherwise the same is approved by the Executive Director.

The letter-reply of the BLGF Central Office on related/miscellaneous communications in connection with the pending administrative complaint, after

317


Processing Time

Responsible Person


Remarks

having been reviewed by the concerned Office Director and approved/signed by the Executive Director, shall be transmitted back to the INTEL Division

to be routed out to Records Section, which in turn shall be transmitted to the concerned office/person, for dissemination.

14 Office of the Executive Director records and transmits the approved/signed Letter-reply

Approved/signed Letter-reply

5 minutes Secretary of the Office of the Executive

Director

Date, time and details of approved/signed Letter-reply are recorded in the logbook of the Office of the Executive Director

The approved/signed Letter-reply is transmitted to INTEL Division.

15 CO-INTEL Division receives and records the approved/signed Letter-reply



Date, time and details of approved/signed Letter-reply are recorded in the logbook of INTEL Division

A photocopy of the Letter-reply is kept for file. Original and duplicate copies of the Letter-reply together with the attachments are routed out To Records Section.

16 CO-Records Section receives and records the approved/signed Letter-reply



Records Section)

Date, time and details of approved/signed Letter-reply are recorded in the logbook of the Records Section

The approved/signed Letter-reply is transmitted to concerned office/person.

End of Process

318

1.5 Prepares communications regarding decisions, resolutions, orders of judicial bodies and quasi-judicial bodies on

pending administrative or criminal complaints


Processing Time

Responsible Person


Remarks

1 CO - INTEL Division receives decision/resolution/ order and record the same in the INTEL logbook

Decision/ Resolution/Order including attachments


Date, time, and details of the decision/ resolution/order recorded in the logbook of the INTEL Division. Corresponding CCS attached.

The decision/resolution/order is forwarded to Intelligence Officer, for appropriate action.

2

CO – INTEL Division studies and evaluates the decision/resolution/ order together with the attachments.

Decision/ Resolution/Order

2 days



3 CO - INTEL Division prepares and finalizes the initial action/draft on the decision/resolution/ order



Letter-reply(letter-referral, for brevity), Intelligence Officer prepares either a:1)letter-reply to judicial and quasi-judicial bodies, or 2) a letter referral to the regional office is forwarded to the INTEL Chief, for review.

319


Processing Time

Responsible Person


Remarks

4 CO-INTEL Division reviews the Letter-reply/Letter referral

Letter-reply/Letter-referral countersigned by the Intelligence Officer

2 days Division INTEL Chief

Letter-reply/Letter-referral reviewed and countersigned by the Division INTEL Chief

If corrections/revisions are made by the Division Chief on the letter-reply/letter-referral, the same is returned to the Intelligence Officer for editing/revision, then proceed to Step 4, otherwise the Letter-reply is forwarded to the Director, Intelligence and Investigation (IIO), for review.

5 CO-INTEL Division records and transmits the Letter-reply/Letter-referral

Letter-reply/Letter referral countersigned by Intelligence Officer and Division INTEL Chief


Division

Date, time and details of Letter-reply/Letter-referral are recorded in the logbook of the INTEL Division

The initial draft of Letter-reply/Letter-referral is forwarded to the IIO Director , for review.

6 CO-Office of the IIO Director receives and records the Letter-reply/Letter-referral

Letter-reply/Letter-referral countersigned by Intelligence Officer and Division INTEL Chief


Date, time and details of the Letter-reply/Letter-referral are recorded in the logbook of the Office of IIO Director

320


Processing Time

Responsible Person


Remarks

7 IIO Director reviews the Letter-reply/Letter-referral

Letter-reply/Letter-referral countersigned by Intelligence Officer and Division INTEL Chief

1 day IIO Director Letter-reply/Letter-referral reviewed and countersigned by the IIO Director

If corrections/revisions are made by the IIO Director on the Letter-reply/Letter-referral, the same is returned to the Intelligence Officer for editing/revision, then proceed to step 4 to 6, otherwise the Letter-reply/Letter-referral is forwarded to the Deputy Executive Director (DED) for Administration, for review.

8 CO- Office of the IIO Director records and transmits the Letter-reply/Letter-referral

Letter-reply/Letter-referral countersigned by Intelligence Officer, Division INTEL Chief & IIO Director


Date, time and details of Letter-reply/Letter-referral are recorded in the logbook of the Office of the IIO Director

The final draft Letter-reply/Letter-referral is forwarded to the Office of the Deputy Executive Director (DED), for Administration, for review and countersignature.

9 CO- Office of the Deputy Executive Director (DED), Administration receives and records the Letter-reply/Letter-referral

Letter-reply/Letter-referral countersigned by the Intelligence Officer, Division


Admin

Date, time and details of Letter-reply/Letter-referral are recorded in the logbook of the

321


Processing Time

Responsible Person


Remarks

INTEL Chief & IIO Director

Office of the DED for Admin

10 Deputy Executive Director (DED), Administration reviews and recommends the Letter-reply/Letter-referral

Letter-reply/Letter-referral countersigned by Intelligence Officer, Division INTEL Chief & IIO Director

1 day DED for Admin

Letter-reply/Letter-referral reviewed, recommended and countersigned by the DED for Admin

If corrections/revisions are made on the Letter-reply/Letter-referral by the DED for Admin , the same is returned to the INTEL division for corrections, then proceed to step 3 to 9, otherwise, the same is forwarded to the Office of the Executive Director (OED).

11

CO-Office of the DED for Admin records and transmits the Letter-reply/Letter-referral

Letter-reply/Letter-referral countersigned by Division INTEL Chief, IIO Director , & DED for Admin


Admin

Date, time and details of Letter-reply/Letter-referral are recorded and transmitted in the logbook of the Office of the deputy Executive Director, Administration

The final draft of Letter-reply/Letter-referral is forwarded to the Executive Assistant, Office of the Executive Director (OED), for proofreading/editing.

12 CO-Office of the Executive Director receives and records the Letter-reply/Letter-referral

Letter-reply/Letter-referral countersigned by the Division INTEL


Director

Date, time and details of Letter-reply/Letter-referral re recorded in the

The Letter-reply is forwarded to the Executive Assistant, Office of the Executive Director for

322


Processing Time

Responsible Person


Remarks

Chief, IIO Director & DED Administration

logbook of the Office of the Executive Director

proofreading/editing.

13 Executive Assistant/Executive Director proofreads/edits/ reviews and approves the Letter-reply/Letter-referral

Letter-reply/Letter-referral countersigned by the Division INTEL Chief, IIO Director & DED Administration


Letter-reply/Letter-referral proofread/edited and reviewed by the Executive Assistant and approved/signed by the Executive Director

If corrections/revisions are made by the Executive Assistant/Executive Director, the same is returned to INTEL Division for corrections, then proceed to step 3 to 12, otherwise, the same is approved by the Executive Director.

The letter-reply/Letter-referral of the BLGF-Central Office on decision/resolution/order from judicial and quasi-judicial bodies relative to pending

administrative/criminal complaints against Bureau personnel and local treasurers, after having been reviewed by the concerned Office Director and

approved/signed by the Executive Director, shall be transmitted back to the INTEL Division to be routed out to Records Section, which in turn shall be

transmitted to the concerned office/person, for dissemination.

14 Office of the Executive Director records and transmits the approved/signed Letter-reply/Letter-referral



Director

Date, time and details of approved/signed Letter-reply/Letter-referral are recorded in the logbook of the Office of the Executive Director

The approved/signed Letter-reply/Letter-referral is transmitted to INTEL Division.

15 CO-INTEL Division receives and records the Approved/signed 10 minutes Admin Date, time and A photocopy of the

323


Processing Time

Responsible Person


Remarks

approved/signed Letter-reply/Letter-referral Letter-reply/Letter-referral

Officer details of approved/signed Letter-reply/Letter-referral are recorded in the logbook of INTEL Division

Letter-reply/Letter-referral is kept for file. Original and duplicate copies of the Letter-reply/Letter-referral together with the attachments, are routed out to Records Section.

16 CO-Records Section receives and records the approved/signed Letter-reply/Letter-referral

Approved/signed Letter-reply/Letter-referral


Records Section)

Date, time and details of approved/signed Letter-reply/Letter-referral are recorded in the logbook of the Records Section

The approved/signed Letter-reply/Letter-referral is transmitted to concerned office /person.

End of Process

324

1.6 Assists in the conduct of fact-finding investigation, when requested by the Regional Office


Processing Time

Responsible Person


Remarks

1 CO - INTEL Division receives, request to assist in the conduct of fact-finding/preliminary investigation (request, for brevity) and records the same in the INTEL logbook

Request to assist in the conduct of fact-finding/preliminary investigation including attachments


Date, time, and details of request to assist in the conduct of fact-finding/preliminary investigation. Corresponding CCS attached.

The request to assists in the conduct of fact-finding/preliminary investigation is forwarded to Intelligence Officer, for appropriate action.

2

CO – INTEL Division studies and evaluates the nature/merit of the request together with the attachments

Request to assist in the conduct of fact-finding/preliminary investigation including attachments

1 day



INTEL Division will either prepare a Bureau Special Personnel Order (BSPO) which includes the composition of the fact-finding/preliminary investigating team (which should be coordinated with the CO-FOED Division) or a letter-reply to the Regional Office which shall state the reasons for the denial of the request

3 CO - INTEL Division prepares and finalizes the initial action/draft on the request

Draft BSPO or letter-reply

2 days Intelligence Officer

Initial Draft BSPO or letter-reply countersigned by the Intelligence

The initial draft is forwarded to the INTEL Chief, for review.

325


Processing Time

Responsible Person


Remarks

Officer

4 CO-INTEL Division reviews the BSPO/letter-reply

BSPO/letter-reply countersigned by the Intelligence Officer

2 days INTEL Chief BSPO/letter-reply reviewed and countersigned by the INTEL Chief

If corrections/revisions are made by the INTEL Chief on the BSPO/letter-reply, the same is returned to the Intelligence Officer for editing/revision, then proceed to steps 3 to 4, otherwise the Letter-directive is forwarded to the Director, Intelligence and Investigation (IIO), for review.

5 CO- INTEL Division records and transmits the BSPO/letter-reply

BSPO/letter-reply countersigned by the Intelligence Officer, and INTEL Chief


Division

Date, time and details of BSPO/letter-reply are recorded in the logbook of the Office of IIO Director

The initial draft of BSPO/letter-reply is forwarded to the IIO Director , for review.

The before and after counter signature/ approval by the concerned Directors shall be recorded in the logbook Of The Respective Office Administrative Officers I / Secretaries.

6 IIO Director reviews the letter-reply/BSPO Letter-reply/BSPO countersigned by the Intelligence Officer and INTEL Chief

1 day IIO Director Letter-reply/BSPO reviewed and countersigned by the IIO Director

If corrections/revisions are made by the Director IIO on the letter-reply/BSPO, the same is returned to the Intelligence Officer for editing/revision,

326


Processing Time

Responsible Person


Remarks

then proceed to steps 4 to 6, otherwise the Letter-directive is forwarded to the Deputy Executive Director (DED) for Administration, for review.

7 Deputy Executive Director (DED), Administration reviews and recommends BSPO/letter-reply

BSPO/letter-reply countersigned by Intelligence Officer, Division INTEL Chief & IIO Director

1 day DED for Admin

BSPO/letter-reply reviewed, recommended and countersigned by the DED for Admin

If corrections/revisions are made on the BSPO/letter-reply, by the Deputy Executive Director, Administration, the same is returned to INTEL Division for corrections, then proceed to steps 3 to 9, otherwise, the same is forwarded to the Office of the Executive Director (OED).

8

Executive Assistant/Executive Director proofreads/edits/ reviews and approves the BSPO/letter-reply

BSPO/letter-reply countersigned by the Division INTEL Chief, IIO Director and DED for Admin


BSPO/letter-reply proofread/edited/and reviewed by the Executive Assistant and approved/signed by the Executive Director

If corrections/revisions are made by the Executive Assistant/Executive Director, the same is returned to INTEL Division for corrections, then proceed to steps 3 to

327


Processing Time

Responsible Person


Remarks

12, otherwise, the same is forwarded to the Executive Director, for final approval.

The BSPO/letter-reply of the BLGF-Central Office to the Request for assistance by the Regional Office, after having been reviewed by the concerned Office Director and approved/signed by the Executive Director, shall be transmitted back to the INTEL Division to be routed out to the Records Section,

which in turn shall be transmitted to the Regional Office concerned, for dissemination. 9 CO-INTEL receives and records the

approved/signed BSPO/letter-reply Approved/signed BSPO/letter-reply


Date, time and details of approved/signed BSPO/letter-reply are recorded in the logbook of INTEL Division

A photocopy of the BSPO/letter-reply is kept for file. Original and duplicate copies of the Letter-reply together with the attachments, are routed out to Records Section.

10 CO-Records Section receives and records the approved/signed BSPO/letter-reply

Approved/signed BSPO/letter-reply


Records Section)

Date, time and details of approved/ signed BSPO/letter-reply are recorded in the logbook of the Records Section

The approved/signed BSPO/letter-reply is transmitted to concerned office (Regional Office)/person.

End of Process

328

2.1 Issues Certificate of No Pending Administrative Complaint


Processing Time

Responsible Person


Remarks

1 CO-INTEL receives request form for no pending administrative complaint (request form, for brevity) and records the same in the INTEL logbook

request form from Administrative Division

5 minutes

Admin Officer

Date, time and details of the request form recorded in the logbook of INTEL Division.

The Admin. Officer I checks the index files of the INTEL Division and PR 130 if there is a pending complaint or case filed against the concerned Bureau personnel or local treasury official.

2 CO-INTEL evaluates, the request form and certifies that the concerned Bureau personnel or local treasury official has no pending administrative complaint filed with the Bureau

request form 10 minutes Admin Officer

Request form countersigned by the Administrative Officer I, INTEL Division

The request form together with the PR 130 are forwarded to the INTEL Chief for review and countersignature.

3 CO-INTEL Division reviews the request form Request form 5 minutes INTEL Chief Division

Request form reviewed and countersigned by the INTEL Chief Division

If corrections are made by the Division INTEL Chief on the request form, the same is returned to the Admin. Officer I for correction, then proceed to step 2, otherwise the Certificate is forwarded to the INPRO Division for countersignature.

4 CO-INTEL Division Request form 5 minutes Admin Date, time, and The request form

329


Processing Time

Responsible Person


Remarks

records and transmits the request form countersigned by Admin. Officer I and INTEL Chief Division

Officer details of request form are recorded in the logbook of the INTEL Division

together with PR 130 are forwarded to the Admin. Officer I, INPRO Division, for countersignature.

End of Process

330

2.2 Prepare periodic and on-demand reports;


Processing Time

Responsible Person


Remarks

1 CO - INTEL Division receives and records Written/verbal request/ with the attachments

Written/verbal request/ including attachments


Date, Time, and details of Written/verbal request/ with the attachments recorded in the logbook of the INTEL Division. Corresponding CCS attached.

The written/verbal request is forwarded to Intelligence Officer, for appropriate action. The request may be for the regular reports required from the Intelligence Division (i.e., Monthly Report of Output (MRO), Unit Performance Evaluation Sheets (UPES), Status of Pending Administrative Complaints, or on-demand reports (i.e. report for budget preparation or report required by the House of Representatives or the Senate)

2

CO – INTEL Division prepares and finalizes Report with the attachments

Written/verbal request with the attachments

3 days


Report countersigned by the Intelligence Officer with the attachments

If the Report required is periodic in nature, the 2-day processing period shall be applicable, however if the required Report is considered on-

331


Processing Time

Responsible Person


Remarks

demand the 1-day processing period shall be applicable. Report is forwarded to the INTEL Chief for review

4 CO-INTEL Division reviews Report Report countersigned by the Intelligence Officer

1 day INTEL Chief Report reviewed and countersigned by the INTEL Chief Division

If corrections/revisions are made by the INTEL Chief on the Report, the same is returned to the Intelligence Officer for editing/finalization, and then proceed to Step 2; otherwise the Report is forwarded to the Director, Intelligence and Investigation (IIO), for review.

5 CO-INTEL Division records and transmits the Report

Report countersigned by the Intelligence Officer and INTEL Chief Division


Date time, and details of Report are recorded in the logbook of the INTEL Division

The initial draft of Report is forwarded to the IIO Director , for review.

6 CO-Office of the IIO Director receives and records the Report

Report countersigned by the Intelligence Officer, INTEL Chief Division


Date time, and details of Report are recorded in the logbook of the Office of the IIO

332


Processing Time

Responsible Person


Remarks

Director

7

IIO Director reviews the Report Report countersigned by Intelligence Officer, and INTEL Chief Division

1 day

IIO Director Report is reviewed and countersigned by the IIO Director

If corrections/revisions are made by the IIO Director on the Report, the same is returned to the Intelligence Officer for editing/revision, then proceed to step 4 to 6, otherwise the same is forwarded to the Deputy Executive Director (DED) for Administration, for further review.

8 CO-Office of the IIO Director records and transmits the Report

Report countersigned by Intelligence Officer, Division INTEL Chief & Director, (IIO)


Date, time and details of Reports are recorded in the logbook of the Office of the IIO Director

The final draft of the Report is forwarded to the Office of the Deputy Executive Director (DED), Administration, for further review and countersignature.

9 CO – Office of the DED for Admin receives and records the Report

Report countersigned by Intelligence Officer, Division INTEL Chief & IIO Director


Deputy Executive Director

Date, time and details of Report are recorded in the logbook of the Office of the Deputy Executive Director, Administration

The Decision is transmitted to the DED for Admin for review and countersignature.

333


Processing Time

Responsible Person


Remarks

10

DED for Admin reviews and recommends the Report

Report countersigned by Intelligence Officer, Division INTEL Chief & IIO Director

1 day DED for Admin

Report reviewed, recommended and countersigned by the Deputy Executive Director, Administration

If corrections/revisions are made on the Report by the Deputy Executive Director, Administration, the same is returned to INTEL Division for editing/corrections, then proceed to step no. 4 to 9, otherwise, the same is forwarded to the Office of the Executive Director (OED).

11 CO-Office of the DED for Admin records and transmits the Report

Report countersigned by Division INTEL Chief, IIO Director , Deputy Executive Director (DED), Administration

5 minutes Secretary of DED for Admin

Date, time and details of the Report are recorded in the logbook of the Office of the Deputy Executive Director, Administration

The final draft Report is forwarded to the Executive Assistant, Office of the Executive Director (OED), for proofreading/editing.

12 Office of the Executive Director receives and records the Report

Report countersigned by Division INTEL Chief, IIO Director , & Deputy Executive Director, Administration

5 minutes Secretary of Office of the

Executive Director

Date, time and details of Report are recorded in the logbook of the Office of the Executive Director

The Report is forwarded to the Executive Assistant, Office of the Executive Director for proofreading/editing.

334


Processing Time

Responsible Person


Remarks

13 Executive Assistant /Executive Director proofreads/ reviews / approves the Report

Report countersigned by Division INTEL Chief IIO Director , & Deputy Executive Director, Administration


Report proofread/ reviewed/edited by the Executive Assistant and approved/ signed by the Executive Director

If corrections/revisions are made by the Executive Assistant/ Executive Director, the same is returned to INTEL Division corrections, then proceed to step no. 3 to 12.otherwise, the same is approved by the Executive Director.

The Report of the Intelligence Division which may be classified as periodic reports/updates (i.e. UPES, Monthly Report of Output (MRO), after having

been reviewed by the concerned Office Director and approved/signed by the Executive Director, shall be transmitted back to the INTEL Division to be

routed out to Internal Administration Office (IIO), in compliance to the office policy on submission of monthly reports. On the other hand, if the Reports

required are considered on-demand reports (i.e. report needed in the budget preparation, or those required by the House of Representatives or the

Senate), after having been reviewed by the concerned Office Director, and approved/signed either by the Deputy Executive Director for

Administration/Executive Director shall be transmitted back to the INTEL Division to be routed out to concerned office/person, for utilization of the

information required.

14 Office of the Executive Director records and transmits the approved/signed Report

Approved/ signed Report

5 minutes Secretary of Office of the

Executive Director

Date, time and details of approved/signed Report are recorded in the logbook of the Office of Executive Director.

The approved/signed Report is transmitted to INTEL Division.

15 CO-INTEL receives and records the approved/signed Report



Date, time and details of approved / signed

A photocopy of the Report is kept by the Division for file.

335


Processing Time

Responsible Person


Remarks

Report are recorded in the logbook of INTEL Division

Original and duplicate copies of the Report together with the attachments, are transmitted to Internal Administration Office (IAO), if the Report required is periodic in nature, however, if the Report required is considered on-demand report (or for submission to budget hearing in the House of representatives or the Senate),it shall be routed out to Records Section and transmitted to concerned offices, for utilization of the information required therein.

16 CO – Internal Administration Office (IAO)/Records Section receives and records the approved Report


5 minutes Secretary, (IAO) /

Records Officer, CO

Records Section

Date, time and details of approved/ signed Report are recorded in the logbook of the Internal Administration

The approved/signed Report is transmitted to concerned offices.

336


Processing Time

Responsible Person


Remarks

Office (IAO)/Records Section

End of Process

337

Operating Procedures for Bureau Administration Intelligence and Investigation Office

Investigation and Prosecution Division

338

SERVICE : Intelligence and Investigation Office (IIO) DIVISION : Investigation and Prosecution Division UNIT NAME : BRIEF DESCRIPTION : Investigation and Prosecution Division (INPRO) is directly supervised by Director II,

Intelligence and Investigation Office. This Division handles administrative proceedings in disciplinary cases. As such, it prosecutes administrative cases with formal charge until the termination of the case. Likewise, it enforces administrative discipline against Bureau personnel and local treasury officials and renders decisions thereon.

CLIENTS : BLGF Central & Regional Offices, LGUs, DOJ, Judiciary Branch, General Public Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


1. Prosecution of administrative cases filed against Bureau Personnel and Local Treasury Officials and render decisions thereof

1.1 Conduct formal hearing and resolve administrative cases filed against BLGF employees and local treasurer;

1.2 Represent the Bureau in court hearing whenever local treasurer, assessment officials and BLGF employees are sued in court;

1.3 Prepare periodic and on-demand report on administrative cases;

1.4 Prepare related communications, in connection with pending administrative case and other matters pertaining to administrative discipline;

2. Enforcement of administrative resolutions, decisions from judicial and quasi-judicial agencies

2.1 Implement and enforce decisions/resolutions of the Office of the Ombudsman, Sandiganbayan, Court of Appeals, CSC, Supreme Court, and other agencies that have concurrent jurisdiction with the BLGF over administrative cases/liabilities of BLGF employees and local treasurers

339

SPECIFIC FUNCTIONS

1.1 Resolves administrative cases filed against BLGF employees and local treasurers;



Time Responsible


Point Remarks

Refer to Uniform Rules on Administrative Cases in the Civil Service (URACCS) -CSC Resolution No. 991936- relative to administrative proceedings prior to the submission of the docket, with recommendation, by the BLGF Regional Office to the BLGF Central Office

1. CO-INPRO Division receives, records, and indexes, the subject docket of the case with supporting documents from CO-Record Section

Docket of the case with Formal Charge: Answer; Report of Formal Investigation with recommendation; Preventive Suspension Order; if applicable

10 minutes Admin Officer Date, Time, and Details of (docket of the case with supporting documents recorded in the logbook and indexed the same. Corresponding ccs no. Attached;

The docket of the case with supporting documents are forwarded to Special Investigator ll / Intelligence Officer lll

2. CO – INPRO Division evaluates, prepares, and finalizes draft decision on the case at hand

Docket of the case with Formal Charge: Answer; Report of Formal Investigation with recommendation; Preventive Suspension Order; if applicable

14 days

Special Investigator &

the Intelligence Officer

Draft Decision The docket, together with draft decision is forwarded to the Admin Officer

3.

CO - INPRO Division records and transmits the draft

Draft Decision with docket of the case

5 minutes Admin Officer Date, time and details of draft Decision with

The draft decision with docket of the case are forwarded to INPRO Chief for review and

340



Time Responsible


Point Remarks

Decision docket of the case are recorded in the logbook

countersignature;

4. CO-INPRO Division reviews the draft Decision with docket of the case

Draft Decision countersigned by Special Investigator II / Intelligence Officer with docket of the case

10 days INPRO Chief Draft Decision with docket of the case countersigned by INPRO Chief

If corrections/revisions are made by the INPRO Chief on the draft Decision with docket of the case, the same are returned to the Special Investigator ll / Intelligence Officer lll, for editing/research/ finalization, then proceed to step no. 2 to 4, otherwise draft Decision with docket of the case are forwarded to the Office of the Director, Intelligence and Investigation Office (IIO)

5. CO - Office of the IIO Director, receives and records the Decision countersigned by INPRO Chief

Decision countersigned by INPRO Chief

5 minutes Secretary of the IIO Director

Date, time and details of decision are recorded in the logbook of the Office of the IIO Director

The Decision is transmitted to the IIO Director for review and countersignature

The Before and After counter signature/ approval by the concerned Directors shall be recorded in the logbook Of the Respective Office Administrative Officers I/ Secretaries.

6. IIO Director reviews and evaluates decision with docket of the case

Decision countersigned by Special Investigator II / Intelligence Officer lll and INPRO Chief, with docket

4 days

IIO Director Decision is reviewed and countersigned by the IIO Director with docket of the case

If corrections/revisions are made by the IIO Director on the Decision with docket of the case, the same are returned to the INPRO for editing/research/finalization,

341



Time Responsible


Point Remarks

of the case then proceed to step no. 2 to 5, otherwise the Decision with docket of the case are forwarded to the Office of the Deputy Executive Director (DED) for Administration

7. Deputy Executive Director, Administration reviews /evaluates Decision with docket of the case

Decision countersigned by Special Investigator II / Intelligence Officer lll, INPRO Chief and IIO Director

1 day Deputy Executive Director for

Administration

Decision reviewed and countersigned by the Deputy Executive Director, Administration

If corrections/revisions are made by the Deputy Executive Director – Administration, on the Decision, the same are returned to INPRO for editing/research/finalization, then proceed to step no. 2 to 6, otherwise, the Decision is forwarded to the Office of the Executive Director

8. CO-Office of the Executive Director proofreads Decision with docket of the case and Executive Director reviews and approves/signs Decision with docket of the case

Decision countersigned by Special Investigator II, INPRO Chief, IIO Director and DED, Administration

1 day Executive Assistant, Executive Director

Decision proofread by the Executive Assistant and reviewed and approved/signed by the Executive Director with docket of the case

If corrections/revisions are made by the Executive Director on the Decision, the same are returned to

The Decision/Resolution, after having been reviewed by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to the INPRO for next steps

9. CO-INPRO receives and records the signed/approved Decision

Approved /signed Decision

15 minutes Admin Officer Date, time and details of approved / signed Decision are recorded in the

A photocopy of the Decision/Resolution are kept by the Division for file. Original and duplicate copies

342



Time Responsible


Point Remarks

logbook of INPRO Division

of Decision/ with attachments, are transmitted to Records Section

10. CO – Records Section receives and records the approved Decision

Approved /signed Decision

10 minutes Admin Aide (CO Records Section)

Date, time and details of approved / signed Decision are recorded in the logbook of Records Section

Decision is transmitted to concerned office (Regional Office)/ person.

End Of Process

343

1.3 Prepare periodic and on-demand report on administrative cases



Time Responsible


Point Remarks

A verbal and/or written request for submission of Periodic, on-demand Report / monitoring Report is given to INPRO Division 1. CO – INPRO Division

receives, request and records the same in the Legal logbook;

Written/verbal request/ including attachments

10 minutes Admin Officer Date, Time, and details of request recorded in the logbook of the Legal Division. Corresponding CCS attached.

The written/verbal request is forwarded to Legal Assistant, for appropriate action. The request may be for the regular reports required from the Legal Division (i.e., Monthly Report of Output (MRO), Unit Performance Evaluation Sheets (UPES), Status of Pending administrative non-disciplinary cases or on-demand reports (i.e. report for budget preparation or report required by the House of Representatives or the Senate)

2. CO – INPRO Division prepares and drafts the report together with the attachments.

Written/verbal request

1 day

Legal Assistant Completeness of the documents/ attachments reviewed. Initial action prepared.

If the Report required is periodic in nature, the 2-day processing period shall be applicable, however if the required Report is considered on-demand the 1-day processing period shall be applicable.

3.

CO - INPRO Division finalizes the draft

Initial draft of the reports

1 day Legal Assistant Reports prepared by Legal Assistant

Report is forwarded to the Legal Chief Division, for

344



Time Responsible


Point Remarks

Report review.

4. CO-INPRO Division reviews the Report

Report countersigned by the Legal Assistant

1 day Legal Chief Report reviewed and countersigned by the Legal Chief Division

If corrections/revisions are made by the Legal Chief on the Report, the same is returned to the Legal Assistant for editing/revision, then proceed to Step 4, otherwise the Report is forwarded to the Director, Intelligence and Investigation (IIO), for review.

5. CO-INPRO Division records and transmits the Report

Report countersigned by the Legal Assistant and Legal Chief Division

5 minutes Admin Officer Date time, and details of Report are recorded in the logbook of the Legal Division

The initial draft of Report is forwarded to the IIO Director, for review .

The before and after counter signature/ approval by the concerned directors shall be recorded in the logbook Of the Respective office Administration officers I/ Secretaries.

6. IIO Director reviews the Report

Report countersigned by Legal Assistant, and Legal Chief Division

1 day

IIO Director Report is reviewed and countersigned by the IIO Director

If corrections/revisions are made by the IIO Director on the Report, the same is returned to the Legal Assistant for editing/revision, then proceed to step 4 to 6, otherwise the same is forwarded to the Deputy Executive Director (DED) for Administration, for further review.

345



Time Responsible


Point Remarks

7. Deputy Executive Director, Administration reviews and recommends the Report

Report countersigned by Legal Assistant, Division Chief, INTEL & IIO Director

1 day DED for Admin Report reviewed, recommended and countersigned by the Deputy Executive Director, Administration

If corrections/revisions are made on the Report by the Deputy Executive Director, Administration, the same is returned to Legal Division for editing/corrections, then proceed to step no. 4 to 9, otherwise, the same is forwarded to the Office of the Executive Director (OED).

The Report of the Intelligence Division which may be classified as periodic reports/updates (i.e. UPES, Monthly Report of Output (MRO), after having been reviewed by the concerned Office Director and approved/signed by the Executive Director, shall be transmitted back to the INTEL

Division to be routed out to Internal Administration Office (IIO), in compliance to the office policy on submission of monthly reports. On the other hand, if the Reports required are considered on-demand reports (i.e. report needed in the budget preparation, or those required by the

House of Representatives or the Senate), after having been reviewed by the concerned Office Director, and approved/signed either by the Deputy Executive Director for Administration/Executive Director shall be transmitted back to the INTEL Division to be routed out to concerned

office/person, for utilization of the information required.

8. CO-INPRO receives and records the approved/signed Report


10 minutes Admin Officer Date, time and details of approved / signed Report are recorded in the logbook of Legal Division

A photocopy of the Report is kept by the Division for file. Original and duplicate copies of the Report together with the attachments, are transmitted to Internal Administration Office (IAO), if the Report required is periodic in nature, however, if the Report required is considered on-demand report (or for submission to budget hearing in the House of representatives or the

346



Time Responsible


Point Remarks

Senate),it shall be routed out to Records Section and transmitted to concerned offices, for utilization of the information required therein.

9. CO – Internal Administration Office (IAO)/Records Section receives and records the approved Report


5 minutes Secretary, Internal

Administration Office

(IAO)/Records Officer II, Central

Records

Date, time and details of approved/ signed Report are recorded in the logbook of the Internal Administration Office (IAO)/Records Section

The approved/signed Report is transmitted to concerned offices.

End Of Process

347

1.4 Prepares related communications, in connection with pending administrative cases.

Step Process

Input Requirement Processing Time

Responsible Person


Remarks

1 CO-INPRO Division receives, records, and indexes, the subject follow-up letter, letter-query, letter-request; / Indorsement, with attachments

follow-up letter; letter-query; letter-request/ Indorsement, with attachments

10 minutes

Admin Officer

Date, Time, and Details of follow-up letter; letter-query; letter-request/Indorsement registered in the logbook and indexed the same. Corresponding ccs no. attached.

The subject-letter, with attachments, is forwarded to Special Investigator II

2

CO-INPRO Division evaluates, prepares, and finalizes draft letter-reply/ Indorsement

follow-up letter; letter-query; letter-request;/ Indorsement, with attachments

1 to 3 days Special Investigator

Draft letter-reply/ Indorsement

Draft letter-reply / Indorsement forwarded to Admin Officer

3. CO-INPRO Division Records and transmits draft letter-reply/Indorsement

Draft Letter-reply/Indorsement


Date, Time and details of draft letter-reply/ Indorsement are recorded in the logbook of INPRO

Draft letter-reply/ Indorsement is transmitted to INPRO Chief, for review and countersignature

4

CO-INPRO Division reviews the draft Letter-reply / Indorsement

Draft Letter-reply/ Indorsement

2 days

INPRO Chief Draft Letter-reply/Indorsement countersigned by the INPRO Chief

If corrections/revisions are made by the INPRO Chief on the draft letter-reply/Indorsement, the said letter is returned to Special Investigator ll for

348

Step Process


Responsible Person


Remarks

editing/research/finalization, then proceed to step no. 2 to 4, otherwise the same is forwarded to the Office of the Director, Intelligence and Investigation Office

5 CO - INPRO Division records and transmits the draft Letter-Reply/ Indorsement

Draft letter-reply/Indorsement countersigned by Special Investigator ll and INPRO Chief


Date, time and details of draft letter-reply / Indorsement are recorded in the logbook of INPRO

Draft letter-reply / Indorsement is forwarded to the Office of the Director ll, Intelligence and Investigation Office

6 CO- Office of the Director, Intelligence and Investigation Office, receives and records the letter-reply/Indorsement, countersigned by INPRO Chief

Letter-reply / Indorsement countersigned by INPRO Chief

5 minutes Secretary of the IIO

Director

Date, time and details of draft letter-reply / Indorsement are recorded in the logbook of the Office of the Director, Intelligence and Investigation Office

Letter-reply / Indorsement is transmitted to the Director, Intelligence and Investigation Office, for review and countersignature

The letter-reply/indorsement is routed to the Office Director for review and countersign, and approval of the Executive Director

7

IIO Director reviews and re-evaluates the letter-reply/Indorsement

Letter-reply /Indorsement countersigned by INPRO Chief

1 day IIO Director letter-reply / Indorsement is reviewed and countersigned by Director, Intelligence and Investigation Office

If corrections/revisions are made by the Director, Intelligence and Investigation Office, on the letter-reply / Indorsement, the same is returned to INPRO, for editing/research/ finalization, then proceed to step no. 2 to 5, otherwise the same is forwarded to the Deputy Executive Director (DED)-for

349

Step Process


Responsible Person


Remarks

Administration

8 CO-Office of the Director, Intelligence and Investigation Office records and transmits the letter-reply/Indorsement

Letter-reply/Indorsement countersigned by the Director, Intelligence and Investigation Office

5 minutes Secretary of the IIO

Director

Date, time and details of letter-reply/indorsement are recorded in the logbook of the Office of the Director, Intelligence and Investigation Office

The final draft letter-reply/indorsement is forwarded to the Office of the Deputy Executive Director for Administration

9

CO- Office of the Deputy Executive Director, Administration, receives and records the draft letter-reply/Indorsement

Letter-reply/Indorsement countersigned by INPRO Chief and Director, Intelligence and Investigation Office


Admin

Date, time and details of letter-reply/indorsement are recorded in the logbook of the Office of the Deputy Executive Director for Administration

The draft letter-reply / Indorsement is transmitted to the Deputy Executive Director for Administration for review and countersignature

10 Deputy Executive Director for Administration reviews/evaluates the draft letter-reply/indorsement countersigned by INPRO Chief and Director, Intelligence and Investigation Office

Letter-reply / Indorsement countersigned by INPRO Chief, and Director, Intelligence and Investigation Office

1 day DED for Admin

Draft Letter-reply /Indorsement reviewed and countersigned by the Deputy Executive Director for Administration

If correction/revisions are made by the Deputy Executive Director for Administration, the same is returned to INPRO for editing/research/finalization, then proceed to step no. 2 to 6, otherwise, the same is forwarded to the Office of the Executive Director

350

Step Process


Responsible Person


Remarks

11 CO-Office of the Deputy Executive Director for Administration, records and transmits the letter-reply/Indorsement countersigned by INPRO Chief, Director, Intelligence and Investigation Office, to the Office of the Executive Director

Letter-reply/Indorsement countersigned by INPRO Chief, Director, Intelligence and Investigation Office, Deputy Executive Director

5 minutes Secretary of DED for Admin

Date, time and details of the decision are recorded in the logbook of the Office of the Deputy Executive Director, Administration

The final draft letter-reply is forwarded to the Office of the Executive Director

12 Office of the Executive Director receives and records the letter-reply/INdorsement

Letter-reply/Indorsement countersigned by INPRO Chief, Director, Intelligence and investigation Office, and Deputy Executive Director for Administration


the Executive Director

Date, time and details of the decision are recorded in the logbook of the Office of the Executive Director

The letter-reply/Indorsement is transmitted to the Exrcutive Assistant, Office of the Executive Director for proofreading

13 Executive Assistant/Executive Director proofreads/reviews/approves the letter-reply/indorsement

Letter-reply / Indorsement countersigned by INPRO Chief, Director, Intelligence and Investigation Office, Deputy Executive Director for Administration

1 day Executive Assistant / Executive Director

Letter-reply proofread by Executive Assistant and reviewed, approved and signed by the Executive Director

If corrections/revisions are made by the Executive Assistant /Executive Director, the same is returned to INPRO for editing and finalization, then proceed to step 2 to 9

The letter-reply / IInodrsement after having been reviewed by the concerned Office Directors and approved/signed by the Executive Director shall be transmitted back to the INPRO for next steps

351

Step Process


Responsible Person


Remarks

14 Office of the Executive Director records and transmits the signed/approved Indorsement /Letter-reply

Approved/ signed Indorsement / Letter-reply



Date, time and details of approved/signed letter-reply / Indorsement are recorded in the logbook of the Office of Executive Director.

The approved/signed Letter-reply / Indorsement is transmitted to INPRO

15 CO-INPRO receives and records the signed/approved letter-reply / Indorsement

Approved /signed letter-reply/Indorsement


Date, time and details of approved / signed letter-reply / Indorsement are recorded in the logbook of INPRO Division

A photocopy of the letter-reply/ Indorsement is kept by INPRO for file. Original and duplicate copies of the same are transmitted to Records Section

16 CO – Records Section receives and records the approved letter-reply/Indorsement

Approved /signed letter-reply/Indorsement

5 minutes Admin Aide (CO Records

Section)

Date, time and details of approved / signed letter-reply /indorsement are recorded in the logbook of Records Section

Letter-reply/Indorsement is transmitted to concerned office (Regional Office)/ person.

End of Process

352

2.1 Implement and enforce decisions/resolutions of the Office of the Ombudsman, Sandiganbayan, Court of Appeals,

CSC, Supreme Court, and other agencies that have concurrent jurisdiction with the BLGF over administrative

cases/liabilities of BLGF employees and local treasurers



Time Responsible


Point Remarks

1. CO-INPRO Division receives, records, and indexes, the subject decision / resolution / order from judicial and quasi-judicial body

decision / resolution / order from judicial and quasi-judicial body

10 minutes Admin Officer Date, Time, and Details of decision / resolution / order from judicial and quasi-judicial body registered in the logbook and indexed the same. Corresponding ccs no. Attached.

The subject decision /

resolution / order from

judicial and quasi-judicial

body, is forwarded to Special

Investigator II / Intelligence

Officer lll

2. CO-INPRO Division evaluates, prepares, and finalizes draft letter-reply and letter-directive

decision / resolution / order from judicial and quasi-judicial body

1 to 3 days

Special Investigator / Intelligence

Officer

Draft letter-reply and letter-directive

Draft letter-reply and letter-

directive forwarded to Admin

Officer

3.

CO-INPRO Division Records and transmits draft letter-reply and letter-directive

Draft Letter-reply/ and letter-directive

10 minutes Admin Officer Date, Time and details of draft letter-reply/ and letter-directive are recorded in the logbook of INPRO

Draft letter-reply and letter-directive is transmitted to INPRO Chief, for review and countersignature

4. CO-INPRO Division Draft Letter-reply and letter-directive

2 days INPRO Chief Draft Letter-reply If corrections/revisions are made by the INPRO Chief on

353



Time Responsible


Point Remarks

reviews the draft

Letter-reply and

letter-directive

and letter-directive

countersigned by

the INPRO Chief

the draft letter-reply and letter-directive, the said letter is returned to Special Investigator ll for editing/research/finalization, then proceed to step no. 2 to 4, otherwise the same is forwarded to the Office of the Director, Intelligence and Investigation Office

5. CO- Office of the Director, Intelligence and Investigation Office, receives and records the letter-reply and letter-directive , countersigned by INPRO Chief

Letter-reply and letter-directive countersigned by INPRO Chief

5 minutes Secretary of the IIO Director

Date, time and details of draft letter-reply and letter directive are recorded in the logbook of the Office of the Director, Intelligence and Investigation Office

Letter-reply and letter directive are transmitted to the Director, Intelligence and Investigation Office, for review and countersignature

The Before and After counter signature/ approval by the concerned Directors shall be recorded in the logbook Of the Respective Office Administration Officer I / Secretaries

6. IIO Director reviews and evaluates the letter-reply and letter-directive

Letter-reply and letter directive countersigned by INPRO Chief

1 day IIO Director letter-reply and

letter directive are

reviewed and

countersigned by

Director,

ntelligence and


made by the Director,

Intelligence and Investigation

Office, on the letter-reply and

letter-directive, the same is

returned to INPRO, for

editing/research/ finalization,

354



Time Responsible


Point Remarks

Investigation Office then proceed to step no. 2 to

5, otherwise the same is

forwarded to the Deputy

Executive Director (DED)-for

Administration

7. Deputy Executive Director for Administration reviews/evaluates the draft letter-reply and letter directive

Letter-reply and letter directive countersigned by INPRO Chief, and Director, Intelligence and Investigation Office

1 day Deputy Executive Director for

Administration

Draft Letter-reply and letter directive reviewed and countersigned by the Deputy Executive Director for Administration

If correction/revisions are made by the Deputy Executive Director for Administration, the same are returned to INPRO for editing/research/finalization, then proceed to step no. 2 to 6, otherwise, the same is forwarded to the Office of the Executive Director

8. CO-Office of the Executive Director proofreads draft letter-reply and letter-directive and Executive Director reviews and approves/signs letter-reply and letter-directive

Letter-reply and letter directive countersigned by INPRO Chief, Director, Intelligence and Investigation Office, Deputy Executive Director for Administration

1 day Executive Assistant, and

Executive Director

Letter-reply and

letter directive

proofread by the

Executive Assistant

and reviewed and

approved/signed

by the Executive

Director with

docket of the case

If corrections/revisions are made by the Executive Director on the letter-reply and letter-directive, the same is returned to INPRO for editing and finalization, then proceed to step no. 2 ,

The letter-reply and letter directive, after having been reviewed by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to the INPRO for next steps

355



Time Responsible


Point Remarks

9. CO-INPRO receives and records the signed/approved letter-reply and letter directive

Approved /signed letter-reply and letter-directive

15 minutes Admin Officer Date, time and details of approved / signed letter-reply and letter-directive are recorded in the logbook of INPRO Division

A photocopy of the letter-reply and letter directive is kept by INPRO for file. Original and duplicate copies of the same are transmitted to Records Section

10. CO – Records

Section receives and

records the

approved letter-

reply and letter-

directive

Approved /signed letter-reply and letter-directive

15 minutes Admin Aide (CO Records Section)

Date, time and

details of approved

/ signed letter-

reply and letter-

directive are

recorded in the

logbook of

Records Section

Letter-reply and letter directive are transmitted to concerned office (Regional Office)/ person.

End Of Process

356

Operating Procedures for Bureau Operations Local Finance Policy Enforcement Service

Local Treasury Operations Division

357

SERVICE : Policy Enforcement Service (PES) DIVISION : Local Treasury Operations Division (LTOD)

UNIT NAME : BRIEF DESCRIPTION : The Local Treasury Operations Division (LTOD) is one of the divisions under the Policy

Enforcement Service (PES). The Division prepares actions, rulings, opinions or views on queries regarding computation and collection of real property tax and other matters relating to local treasury operations. It also takes charge of updating the income re-classification of LGUs every four (4) years; Grants authority for LGUs to purchase blank forms of Community Tax Certificates from the Bureau of Internal Revenue and recommends approval to the Department of Finance the requests of LGUs to open and maintain depository accounts with banks other than government depository banks.

CLIENTS : BLGF Central & Regional Office, LGU Treasurer & Assistant Treasurer (Municipal, Province, Cities), Any Government or Private Entity, General Public;



1. (Assist in the) formulation of Department/Bureau issuance setting forth local treasury policies and rules and standard operating procedures on real property tax collection and other local treasury matters.

1.1 Monitor of new laws, conflicts or improvement requirement relative to real property tax collection policies, rules and standard operating procedures. (Review of existing Laws)

Real Property Tax Collection only; Memo Circulars, Department Order (Bureau or Department); Except business taxes/ local tax, fees and charges as stated in the tax

358

ordinance; Treasury matters would refer to treasury functions of treasurers, manner of operation;

2. Prepare the general framework and procedural guidelines for cash management and funds flow systems for adoption and implementation of local treasury offices.

This task is not currently done. Some activities related hereof are lodged at the FOED and REV

3. Monitor and evaluate tax collection performance of local treasury offices.

This task is not currently done. Some activities related hereof are lodged at the REV

4. Evaluate and recommend actions on requests of LGUs for budgetary aids, additional allotments, and other forms of financial assistance.

This task is not currently done. Some activities related hereof are lodged at the FOED

5. Compile and analyze the trial balances and financial reports of LGUs to determine their financial conditions and/or the existence of cash or fund overdrafts

This task is not currently done. Some activities related hereof are lodged at the FOED

6. Prepare actions (referrals, queries, etc.), opinions, or rulings on matters relative to (market operations) real property tax collection and other local treasury operations of LGUs.

6.1 Prepare opinions/rulings

Market Operations under LTPD; Investigation is not commonly done but it is recommended to be an ideal process;

7. Prepare actions on local (financial) treasury matters or transactions requiring approval of the Department and/or other national offices and agencies.

7.1 Authenticate the signature of the treasurer 7.2 Certified Income of LGUs from COA for reclassification

purposes 7.3 Recommend approval of LGUs request to open and

Purchase of CTCs from BIR Reclassification of LGUs Opening of Depository accounts with banks other

359

maintain depository account with banks other than government owned depository banks

7.4 (Monitor) Compilation of LGU remittances on withholding tax and GSIS contributions;

7.5 Maintenance of related documents or database required thereof

than government owned banks

8. Provide technical assistance to government agencies on legislation initiatives on local treasury operations.

8.1 Reviews legislative measures/proposals on local taxation and prepares comments/recommendation thereon.

8.2 Drafts comments on proposed legislation on real property taxation and related matters

Covers all outside of business tax, assessment of RPT, tax ordinance

9. Provide technical assistance on local treasury related initiatives/studies by BLGF, NGAs, NGOs.

9.1 Participate in public hearings/committee meetings or as resource person

10. Periodic Classification of LGUs 10.1 Research and review of data from DBM on Internal Revenue Allotment (IRA) as basis for income bracket

10.2 Prepare department order on income brackets as basis for the Research and review of data from DBM on Internal Revenue Allotment (IRA) as basis for income bracket

10.3 Prepare department order on income brackets as basis for the reclassification of LGUs

10.4 Prepare Memo Circular on classification/ reclassification 10.5 Maintenance of related documents or database required

thereof

Every four (4) years Criteria?

360

SPECIFIC PROCEDURES 1.1 Monitor of new laws, conflicts or improvement requirement relative to real property tax collection policies, rules

and standard operating procedures. (Review of existing Laws)


Processing Time

Responsible Person


Remarks

1. CO-LTOD receives and records letter-request from LGUs and taxpayers

Letter-request

from LGUs/

taxpayers

2 minutes

Admin Aide

Date, time and

details of letter-

request/s

recorded in the

logbook.

Corresponding CCS

no. attached

The letter-request/s

is/are forwarded to

LTOO III,

Administrative Officer

V and Statistician II.

2. CO-LTOD evaluates the letter-request as to proper classification, whether it be a Local Finance Circular, Memorandum Circular, Department Order, etc.

Letter-Request,

Researches on

pertinent law,

rules and

regulations

relative to the

subject matter of

the request

1 day

Local Treasury

Operations Office

(LTOO), Admin

Officer and Statistician

Appropriate

classification of

the letter-request

identified. Letter-

request maybe

acted upon

through Local

Finance Circular/

Memorandum

Circular/

Department

Order, etc.

361


Processing Time

Responsible Person


Remarks

3. CO-LTOD prepares and finalizes draft Local

Finance Circular/ Memorandum Circular/

Department Order and a Memorandum to

the signatory of the Circular or

Memorandum

Letter-Request,

Researches on

pertinent law,

rules and

regulations

relative to the

subject matter of

the request

5 days LTOO, Admin

Officer and

Statistician

Local Finance

Circular/

Memorandum

Circular/

Department Order

countersigned by

Local Treasury

Operations Office

III (LTOO III),

Administrative

Officer V and

Statistician II with

attached letter-

request.

Local Finance Circular/

Memorandum

Circular/ Department

Order is forwarded to

the LTOD Division

Chief for review.

4. CO-LTOD reviews Local Finance Circular/

Memorandum Circular/ Department Order.

Local Finance

Circular/

Memorandum

Circular/

Department Order

countersigned by

the LTOO III,

Administrative

Officer V and

Statistician II

2 days Local

Treasury

Operations

Office (LTOO)

Local Finance

Circular/

Memorandum

Circular/

Department Order

reviewed and

countersigned by

the LTOO V.


are made by the

Division Chief on the


Memorandum


Order, the same is

returned to the Action

Officer for



no. 3

362


Processing Time

Responsible Person


Remarks

5. CO-LTOD records and transmits Local Finance Circular/ Memorandum Circular/ Department Order to the Office of the PES Director for review.

Local Finance Circular/ Memorandum Circular/ Department Order countersigned by the LTOO III, Administrative Officer V, Statistician II and LTOO V

2 minutes Admin Aide Date and details of Local Finance Circular/Memorandum Circular/Department Order recorded in the logbook of LTOD

The Local Finance Circular/ Memorandum Circular/Department Order is routed to the Office Directors for review and counter signature

6. PES Director reviews Local Finance Circular/

Memorandum Circular/ Department Order.

Local Finance

Circular/

Memorandum

Circular/

Department Order

countersigned by

the LTOO III,

Administrative

Officer V,

Statistician II and

LTOO V.

1 day PES Director Local Finance

Circular/

Memorandum

Circular/

Department Order

reviewed/

countersigned by

the PES Director


are made by the PES

Director on the Local

Finance Circular/

Memorandum


Order, the same is

returned to LTOD for



no. 3. If there are no

corrections/revisions,

it shall be forwarded

to the DED for

Operations.

363


Processing Time

Responsible Person


Remarks

7. Deputy Executive Director (DED)-Operations

reviews Local Finance Circular/

Memorandum Circular/ Department Order

Local Finance

Circular/

Memorandum

Circular/

Department Order

countersigned by

the LTOO III,

Administrative

Officer V,

Statistician II ,

LTOO V and PES

Director

1 day DED for

Operations

Local Finance

Circular/

Memorandum

Circular/

Department Order

reviewed/

countersigned by

DED- Operations


are made by the DED

for Operations on the


Memorandum


Order, the same is


editing/ finalization,

proceed to step no. 3.

If there are no

corrections/ revisions,


to the Office of the


approval.

8. CO-Office of the Executive Director proofreads Local Finance Circular/Memorandum Circular/Department Order

Local Finance Circular/ Memorandum Circular/ Department Order countersigned by the LTOO III, Administrative Officer V, Statistician II , LTOO V, PES Director and DED

1 day Executive Secretary of


Local Finance Circular/ Memorandum Circular/ Department Order proofread by Executive Secretary

If corrections/revisions are made by the Executive Secretary of the Executive Director on the Local Finance Circular/ Memorandum Circular/ Department Order, the same is returned to LTOD for editing/finalization, then proceed to step

364


Processing Time

Responsible Person


Remarks

for Operations no. 3. If there are no corrections/revisions, it shall be forwarded to the Executive Director.

9. Executive Director reviews and evaluates Local Finance Circular/Memorandum Circular/Department Order for approval/signature

Local Finance Circular/ Memorandum Circular/ Department Order countersigned by the LTOO III, Administrative Officer V, Statistician II , LTOO V, PES Director and Deputy Executive Director for Operations

1 day Executive Director (ED)

Local Finance Circular/ Memorandum Circular/ Department Order reviewed, approved/signed by the Executive Director

If corrections/revisions are made by the Executive Director on the Local Finance Circular/ Memorandum Circular/ Department Order, the same is returned to LTOD for correction/finalization, then proceed to step no. 3.

The Local Finance Circular/Memorandum Circular/Department Order, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to the LTOD for the next steps.

10. CO-Office of the Executive Director records and transmits approved/signed Local Finance Circular/ Memorandum Circular/ Department Order to LTOD.

Approved/signed Local Finance Circular/ Memorandum Circular/ Department Order


Date, time and details of Local Finance Circular/ Memorandum Circular/ Department Order recorded in the logbook of the

365


Processing Time

Responsible Person


Remarks


11. CO-LTOD receives and records the signed/approved Local Finance Circular/ Memorandum Circular/ Department Order

Approved/Signed Local Finance Circular/ Memorandum Circular/ Department Order

2 minutes Admin Aide (LTOD)

Date, time and details of Local Finance Circular/Memorandum Circular/Department Order recorded in the logbook of LTOD

A photocopy of the Local Finance Circular/ Memorandum Circular/ Department Order is kept by the Division for file; Original and duplicate copies of the approved Local Finance Circular/ Memorandum Circular/ Department Order transmitted to Records Section; Soft copy of the Local Finance Circular/ Memorandum Circular/ Department Order is forwarded to MIS for uploading in the BLGF Website.

12. CO-Records Section receives and records signed/approved Local Finance Circular/ Memorandum Circular/ Department Order

Approved/Signed Local Finance Circular/ Memorandum Circular/

2 minutes Admin Aide (CO-Records

Section)

Date, time and details of Local Finance Circular/Memorandum

Records Section transmits approved/signed Memorandum Circular to Regional Offices and

366


Processing Time

Responsible Person


Remarks

Department Order Circular/Department Order recorded in the logbook of Records Section

Local Treasury/Assessment Offices while Finance Circulars and Department Orders shall be forwarded to the Department of Finance for the Secretary’s signature. (Refer to process of transmitting out-bound documents under records section.)

End of Process

367



Processing Time

Responsible Person


Remarks

1. CO-LTOD receives and records letter-request from LGUs and taxpayers

Letter request from LGUs/taxpayers

2 minutes

Admin Aide (LTOD)

Date, time and details of letter-request/s registered in the logbook. Corresponding CCS no. attached

The letter-request /s is/are forwarded to LTOO III, Administrative Officer V and Statistician II.

2. CO-LTOD evaluates the letter-request as to proper classification of the letter request, whether it be an opinion/ ruling or referral

Letter Request, Researches on pertinent law, rules and regulations relative to the subject matter of the request

1 day

LTOO, Admin Officer and Statistician

Appropriate classification of the letter- request maybe acted upon through opinion/ruling or referral.

3. CO-LTOD prepares and finalizes draft opinion/ ruling or referral

Letter Request, Researches on pertinent law, rules and regulations, precedents relative to the subject matter of the request

5 days LTOO, Admin Officer and Statistician

Opinion/ ruling or referral countersigned by the LTOO III, Administrative Officer V and Statistician II with attached letter-request.

Opinion/ ruling or referral is forwarded to the LTOO V for review

4. CO-LTOD reviews opinion/ ruling or referral countersigned by the LTOO III, Administrative Officer V and Statistician II

Opinion/ ruling or referral countersigned by the LTOO III, Administrative

5 days Local Treasury

Operations Office (LTOO)

Opinion/ ruling or referral reviewed and countersigned by Local Treasury Operations Office

If corrections/revisions are made by the LTOO V on the opinion/ ruling or referral, the same is returned to

368


Processing Time

Responsible Person


Remarks

Officer V and Statistician II.

V (LTOO V) the LTOO III, Administrative Officer V and Statistician II for editing/finalization, then proceed to Step no. 3, otherwise the opinion/ruling or referral is forwarded to the Office of the PES Director.

5. CO-LTOD records and transmits opinion/ ruling or referral to the Office of the Director II, PES

Opinion/ ruling or referral countersigned by the LTOO III, Administrative Officer V and Statistician II and Division Chief

2 minutes LTOO, Admin Officer and Statistician

Date, time and details of opinion/ ruling or referral recorded in the logbook of LTOD

The Opinion/ ruling or referral is routed to the Office Directors for review and counter signature.

6. PES Director reviews opinion/ ruling or referral

Opinion/ ruling or referral countersigned by the LTOO III, Administrative Officer V , Statistician II and LTOO V

1 day PES Director Opinion/ ruling or referral reviewed and countersigned by the PES Director

If corrections/revisions are made by the PES Director on the opinion, ruling or referral, the same is returned to LTOD for editing/ finalization, then proceed to step no. 3, otherwise the opinion/ruling or referral is forwarded to the DED for

369


Processing Time

Responsible Person


Remarks

Operations.

7. Deputy Executive Director (DED)-Operations reviews opinion/ ruling or referral

Opinion/ ruling or referral countersigned by the LTOO III, Administrative Officer V , Statistician II, LTOO V and Director II-PES

1 day DED for Operations

Opinion/ ruling or referral reviewed and countersigned by DED for Operations

If corrections/revisions are made by the DED for Operations on opinion, ruling or referral, the same is returned to LTOD for correction/ finalization, proceed to step no. 3 otherwise the opinion/ruling or referral is forwarded to the Office of the Executive Director.

8. CO-Office of the Executive Director proofreads opinion/ ruling or referral

Opinion/ ruling or referral countersigned by the LTOO III, Administrative Officer V , Statistician II, LTOO V and Director II-PES and DED for Operations



Opinion/ ruling or referral proofread by Executive Secretary

If corrections/revisions are made by the Executive Secretary of the Executive Director on the opinion/ ruling or referral, the same is returned to LTOD for correction/finalization, then proceed to step no. 3 otherwise the opinion/ruling or referral is forwarded to the Office of the Executive Director for approval

9. Executive Director reviews and evaluates Opinion/ ruling or 1 day Executive Opinion/ ruling or If corrections/revisions

370


Processing Time

Responsible Person


Remarks

opinion/ ruling or referral referral countersigned by the LTOO III, Administrative Officer V , Statistician II, LTOO V and Director II-PES

Director referral reviewed, approved/signed by the Executive Director

are made by the Executive Director on the opinion/ ruling or referral, the same is returned to LTOD for correction/finalization, then proceed to step no. 3.

The opinion, ruling or referral, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to the LTOD for the next steps.

10. Office of the Executive Director records and transmits signed/approved opinion/ ruling or referral to the concerned Division (LTOD)

Approved/signed opinion/ ruling or referral


Date, time and details of opinion/ ruling or referral recorded in the logbook of the Office of the Executive Director

11. CO-LTOD receives and records the signed/approved opinion/ ruling or referral

Approved/Signed opinion/ ruling or referral


Date, time and details of opinion/ ruling or referral recorded in the logbook of LTOD

A photocopy of the opinion/ ruling or referral is kept by the Division for file; Original and duplicate copies of the approved opinion/rulings or referral transmitted to Records Section; A soft copy of the opinion/ruling or referral is forwarded to MIS for uploading in the Website.

371


Processing Time

Responsible Person


Remarks

12. CO-Records Section receives and records

signed/approved opinion/ruling or referral.

Approved/Signed

opinion/ruling or

referral.


(CO Records

Section)

Date, time and

details of

opinion/ruling or

referral recorded

in the logbook of

Records Section.

Records Section

transmits

approved/signed

opinion/ruling or

referral to requesting

party.

(Refer to process of

transmitting outbound

documents under

Records Section.)

End of Process

372

7.1 Authenticate the signature of the treasurer


Processing Time

Responsible Person


Remarks

1. CO-LTOD receives and records letter-request /purchase orders from LGU

Purchase Order

signed by the local

treasurer

2 minutes

Admin Aide

Date, time and

details of purchase

order recorded in

the logbook.

Corresponding CCS

no. attached

The Purchased Order

is forwarded to LTOO

III, Administrative

Officer V and

Statistician II.

2. CO-LTOD evaluates the signature on the

purchase order

Purchase Order

signed by the local

treasurer

1 minute LTOO, Admin

Officer and

Statistician

Date and number of CTC blank forms to be purchased.

No action on the

request if there is no

specimen signature of

the local treasurer

submitted or kept on

file.

3. CO-LTOD prepares and finalizes letter to the BIR recommending approval for the purchase of community tax certificates

Purchase Order signed by the local treasurer

2 minutes LTOO, Admin

Officer and

Statistician

Letter to the BIR

countersigned by

the LTOO III,

Administrative

Officer V and

Statistician II

4. CO-LTOD reviews letter to the BIR Letter to the BIR countersigned by the LTOO III, Administrative Officer V and Statistician II

5 minutes Local Treasury

Operations Officer

Letter to the BIR

countersigned by

the LTOO III,

Administrative

Officer V,

373


Processing Time

Responsible Person


Remarks

Statistician II and

approved by the

LTOO V

5. CO-LTOD records and transmits the approved/signed letter to CO-Records Section

Approved/signed letter


Date, time and

details of

approved/signed

letter recorded in

the logbook of

LTOD.

Approved letter with

attached Purchase

Order forwarded to

Records Section.

6. CO-Records Section receives and records approved/signed letter

Approved/signed letter

2 minutes Admin Aide Record Section

Letter with the

signature of the

LTOO V.

Records Section

transmits

approved/signed letter

to the requesting

party.

End of Process

374

7.2 Certified Income of LGUs from COA for reclassification purposes


Processing Time

Responsible Person


Remarks

1. CO-LTOD prepares and finalizes letter-

request to the COA

Letter indicating

the details of the

request

1 day LTOO and/or

the Admin

Officer

Letter-request

countersigned by

the LTOO III

and/or

Administrative

Officer V.

2. CO-LTOD reviews letter-request

countersigned by the LTOO III and/or

Administrative Officer V

Letter-request

countersigned by

the LTOO III

and/or

Administrative

Officer V

1 day Local

Treasury

Operations

Officer

(LTOO)

Letter-request

reviewed and

countersigned by

the LTOO V

If corrections/

revisions are made by

the LTOO V on the

letter-request, the

same is returned to

the LTOO III and/or

Administrative Officer

V for editing/

finalization, then

proceed to Step no. 2

otherwise the letter-

request is forwarded

to the PES Director

3. CO-LTOD records and transmits letter-

request to the Office of the PES Director

Letter-request

countersigned by

the LTOO III


details of Letter-

request recorded

375


Processing Time

Responsible Person


Remarks

and/or

Administrative

Officer V and

LTOO V

in the logbook of

LTOD

The Letter-request is routed to the Office Directors for review and countersignature

4. PES Director reviews letter-request Letter-request

reviewed and

countersigned by

the LTOO III

and/or

Administrative

Officer V and

LTOO V

1 day PES Director Letter-request

reviewed and

countersigned by

the LTOO III

and/or

Administrative

Officer V , LTOO V

and PES Director

If corrections/


the PES Service

Director on the letter-

request , the same is



then proceed step no.

2. If there are no


is shall be forwarded

to the DED for

Operations.

5. Deputy Executive Director (DED) reviews

letter-request

Letter-request

countersigned by

the LTOO III

and/or

Administrative

Officer V, LTOO V

and PES Director

1 day DED for

Operations

Letter-request

reviewed and

countersigned by

the DED-

Operations

If corrections/


the Deputy Executive

Director for

Operations on the

letter-request , the

same is returned to

LTOD for correction/

376


Processing Time

Responsible Person


Remarks

editing/ revision, then

go back to step no. 2.

If there are no



to the Executive

Director.

6. CO-Office of the Executive Director

proofreads letter-request

Letter-request

countersigned by

the LTOO III

and/or

Administrative

Officer V, LTOO V,

PES Director and

DED for

Operations

1 day Executive

Secretary of

the Executive

Director

Letter-request

proofread by

Executive

Secretary

If corrections/


the Executive Assistant

of the Executive

Director on the letter-

request , the same is


correction/

finalization, then


If there are no


the letter-request is

forwarded to


review and approval.

7. Executive Director reviews and evaluates

letter-request for approval signature

Letter-request

countersigned by

the LTOO III

1 day Executive

Director

Letter-request

reviewed,

approved/signed

If corrections/



377


Processing Time

Responsible Person


Remarks

and/or

Administrative

Officer V, LTOO V,

PES Director and

DED for

Operations

by the Executive

Director

on letter-request , the

same is returned to

LTOD for correction/

finalization, and then


The letter-request, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted to the concerned division (LTOD) for the next steps.

8. Office of the Executive Director records and

transmits approved/signed letter-request to

concerned Division (LTOD)

Approved/signed

letter request


(OED)

Date, time and

details of letter-

request recorded

in the logbook of

the Office of the

Executive Director

9. CO-LTOD receives and records the

approved/signed letter-request

Approved/Signed

letter-request


(LTOD)

Date, time and

details of letter-

request recorded

in the logbook of

LTOD

A photocopy of the

letter-request is kept

in the Division for file;

Original and duplicate

copies of the

approved/signed

Letter-Request is

forwarded to Records

Section for filing and

transmittal to the

378


Processing Time

Responsible Person


Remarks

COA;

A soft copy of the

letter-request is

forwarded to the MIS

for uploading in the

BLGF Website;


approved/ signed letter-request action

Approved/Signed

letter-request


(CO Records

Section)

Date, time and

details of letter-

request recorded

in the logbook of

Records Section

Records Section

transmits

approved/signed

letter-request;


transmitting out-

bound documents

under Records

Section);

End of Process

379

7.3 Recommend approval of LGUs request to open and maintain depository account with banks other than government

owned depository banks


Processing Time

Responsible Person


Remarks

1. CO-LTOD receives and records letter-request from LGUs to open and maintain deposit accounts with non-government depository banks

Letter-request 2 minutes Admin Aide Date, time and details of letter-request recorded in the logbook. Corresponding CCS attached.

The letter-request is forwarded to assigned LTOO III, Administrative Officer V and Statistician II.

2. CO-LTOD evaluates the letter-request submitted if in accordance with the Bureau’s MC 03-2006

Letter-request 30 minutes LTOO, Admin Officer and Statistician

Letter-request with complete requirements

Incomplete requirements will be returned to the LGU concerned for compliance

3. CO-LTOD prepares and finalizes memorandum to the Assistant of Finance transmitting the complete requirements and recommending approval of the request. A draft indorsement approving the opening of depository account, to be signed by the DOF Assistant is likewise prepared.

Letter-request with complete requirements.

1 hour LTOO, Admin Officer and Statistician

Memorandum and Indorsement countersigned by the LTOO III, Administrative Officer V and Statistician II.

Memorandum and Indorsement are forwarded to LTOO V for review.

4. CO-LTOD reviews Memorandum and Indorsement

Memorandum and Indorsement countersigned by the LTOO III, Administrative Officer V and Statistician II .

30 minutes LTOO (LTOD) Memorandum and Indorsement countersigned by the LTOO V, LTOD

If corrections/revisions are made by the LTOO V, LTOD on the Memorandum and Indorsement, the same are returned to LTOO III, Administrative Officer V and Statistician II for

380


Processing Time

Responsible Person


Remarks

editing/finalization, then proceed to step3, otherwise the Memorandum and Circular are forwarded to the Office of the Service Director, PES.

5. CO-LTOD records and transmits Memorandum and Indorsement to the PES Director.

Memorandum and Indorsement countersigned by the LTOO III, Administrative Officer V and Statistician II and LTOO V, LTOD

2 minutes Admin Aide Date, time and details of Memorandum and Indorsement recorded in the logbook of LTOD.

The Memorandum and Indorsement are routed to the Office Directors for review and countersignature

6. Director, Policy Enforcement Service (PES) reviews Memorandum and Indorsement

Memorandum and Indorsement countersigned by the LTOO III, Administrative Officer V and Statistician II and LTOO V, LTOD

1 day PES Director Memorandum and Indorsement countersigned by the PES Director.

If corrections/revisions are made by the Director, PES on the Memorandum, the same are returned to LTOD for editing/finalization, then proceed to step 3, otherwise the Memorandum and Circular are forwarded to the Deputy Executive Director (DED)-Operations.

7. Deputy Executive Director (DED)-Operations Memorandum and 1 day DED for Memorandum and If corrections/revisions

381


Processing Time

Responsible Person


Remarks

reviews Memorandum and Indorsement Indorsement countersigned by the LTOO III, Administrative Officer V and Statistician II , LTOO V, LTOD and PES Director

Operations Indorsement reviewed and countersigned by DED for Operations

are made by the DED for Operations on the Memorandum, the same are returned to LTOD for editing/finalization, then proceed to step 3, otherwise the Memorandum and Circular are forwarded to the Office of the Executive Director (OED).

8. CO-Office of the Executive Director proofreads Memorandum and Indorsement

Memorandum and Indorsement countersigned by the LTOO III, Administrative Officer V and Statistician II , LTOO V, LTOD, PES Director and DED for Operations



Memorandum and Indorsement proofreads by the Executive Assistant

If corrections/revisions are made by the Executive Assistant on the Memorandum, the same are returned to LTOD for editing/finalization, then proceed to step 3, otherwise the Memorandum and Circular are forwarded to the Executive Director (ED) for approval.

9. Executive Director reviews and evaluates Memorandum and Indorsement for approval/signature

Memorandum and Indorsement countersigned by the LTOO III,

1 day Executive Director (ED)

Memorandum and Indorsement reviewed and approved/signed

If corrections/revisions are made by the Executive Director on the Memorandum, the

382


Processing Time

Responsible Person


Remarks

Administrative Officer V and Statistician II , LTOO V, LTOD, Director, PES and DED for Operations

by the Executive Director.

same are returned to LTOD for editing/finalization, then proceed to step 3.

The Memorandum and Indorsment are reviewed and countersigned by the concerned Offices Directors and approved/signed by the Executive Directors, then transmitted to LTOD for the next steps.

10. CO-Office of the Executive Director records and transmits approved/signed Memorandum and Indorsement to LTOD

Approved/signed Memorandum and Indorsement

2 minutes Admin Aide Date, time and details of approved/signed Memorandum and Indorsement are recorded in the logbook of OED.

11. CO-LTOD receives and records the approved/signed Memorandum and Indorsement


2 minutes Statistician Date, time and details of approved/signed Memorandum and Indorsement are recorded in the logbook of LTOD.

Xerox copy kept in the Division for file. Original and duplicate copies of the approved/signed Memorandum and Indorsement is forwarded to Records Section for filing and transmittal to concerned offices. A soft copy of the approved/signed Memorandum Circular

383


Processing Time

Responsible Person


Remarks

is forwarded to MIS for uploading in the BLGF website.

12. CO-Records Section receives and records approved/signed Memorandum and Indorsement



Records Section)

Date, time and details of the approved/signed Memorandum and Indorsement recorded in the logbook of Records Section.

Records Section transmits approved/signed Memorandum and Indorsement to concerned offices. (Refer to process of transmitting outbound documents under Records Section)

End of Process

384

7.4 (Monitor) Compilation of LGU remittances on withholding tax and GSIS contributions


Processing Time

Responsible Person


Remarks

1. CO-LTOD receives and records Remittance report

Remittance reports

2 minutes Admin Aide Date, time and details recorded in the logbook. Corresponding CCS attached.

Remittance Report is forwarded to assigned LTOO III, Administrative Officer V and Statistician II.

2. CO-LTOD evaluates and posts details of the Remittance report

Remittance reports


Database for withholding tax and GSIS premiums

3. CO-LTOD files remittance reports Database for withholding tax and GSIS premiums


End of Process

385

8.1 Reviews legislative measures/proposals on local taxation and prepares comments/recommendation thereon.


Processing Time

Responsible Person


Remarks

1. CO-LTOD receives and records copy of proposed bills from Congress or DOF

Proposed bill 2 minutes Admin Aide Date, time and details of proposed bill recorded in the logbook. Corresponding CCS attached.

The proposed bill is forwarded to the LTOO III or Administrative Officer V

2. CO-LTOD evaluates the proposed bill Proposed bill, Researches on pertinent law, rules and regulations relative to the subject matter

1 day LTOO, Admin Office

Draft comment

3. CO-LTOD prepares and finalizes draft comment

Proposed bill, Researches on pertinent law, rules and regulations

5 days LTOO, Admin Office

Proposed comment countersigned by the LTOO III, Administrative Officer V

The draft comment is forwarded to LTOO V, for review.

4. CO-LTOD reviews proposed comment Proposed comment countersigned by the LTOO III, Administrative Officer V

2 days LTOO Proposed comment reviewed and countersigned by the LTOO V

If corrections/revisions are made by the LTOO V on the draft comment, the same is returned to the LTOO III or Administrative Officer V for editing/finalization, then proceed to step

386


Processing Time

Responsible Person


Remarks

3, otherwise the draft comment is forwarded to the Office of the Service PES Director.

5. CO-LTOD records and transmits proposed comment to the PES Director

proposed comment countersigned by the LTOO III, Administrative Officer V and LTOO V

2 minutes Admin Aide Date, time and details of proposed comment recorded in the logbook of LTOD.

The proposed comment is routed to the Office Directors for review and countersignature

6. Director II, Policy Enforcement Service (PES) reviews proposed comment

Proposed comment countersigned by the LTOO III, Administrative Officer V and LTOO V

1 day PES Director Proposed comment reviewed and countersigned by the PES Director.

If corrections/revisions are made by the Director, PES on the proposed comment, the same is returned to the LTOD for editing/finalization, then proceed to step 3, otherwise the draft comment is forwarded to the Deputy Executive Director (DED)-Operations

7. Deputy Executive Director (DED)-Operations reviews proposed comment

Proposed comment countersigned by the LTOO III, Administrative Officer V, LTOO V,


Proposed comment reviewed and countersigned by the DED for Operations

If corrections/revisions are made by the DED for Operations on the proposed comment, the same is returned to the LTOD for

387


Processing Time

Responsible Person


Remarks

and Director II II, PES

editing/finalization, then proceed to step 3, otherwise the draft comment is forwarded to the Office of the Executive Director (OED).

8. CO-Office of the Executive Director proofreads proposed comment

Proposed comment countersigned by the LTOO III, Administrative Officer V, LTOO V, PES Director and DED for Operations


Proposed comment proofread by the Executive Assistant

If corrections/revisions are made by the Executive Assistant on the proposed comment, the same is returned to the LTOD for editing/finalization, then proceed to step 3, otherwise the draft comment is forwarded to the Executive Director for approval

9. Executive Director reviews and evaluates proposed comment

Proposed comment countersigned by the LTOO III, Administrative Officer V, LTOO V, PES Director and DED for Operations


Proposed Comment reviewed and approved/signed by the Executive Director

If corrections/revisions are made by the Executive Director on the proposed comment, the same is returned to the LTOD for editing/finalization, then proceed to step 3,

The proposed comment after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, then transmitted to LTOD for the next steps.

388


Processing Time

Responsible Person


Remarks

10. CO-Office of the Executive Director records and transmits approved/signed proposed comment

Approved/signed proposed comment

2 minutes Admin Aide Date, time and details of proposed comment recorded in the logbook of the OED.

11. CO-LTOD receives and records approved/signed proposed comment


2 minutes Admin Aide Date, time and details of approved/signed proposed comment recorded in the logbook of the LTOD

Xerox copy kept in the Division for file. Original and duplicate copies of the approved/signed proposed comment is forwarded to Records Section for filing and transmittal to concerned offices A soft copy of the approved/signed proposed comment is forwarded to MIS for uploading in the BLGF website.

12. CO-Records Section receives and records approved/signed proposed comment



Records Section)

Date, time and details of approved/signed proposed comment

Records Section transmits approved/signed proposed comment to concerned offices.

389


Processing Time

Responsible Person


Remarks

recorded in the logbook of the Records Section.

(Refer to process of transmitting outbound documents under Records Section)

End of Process

390



Processing Time

Responsible Person


Remarks

1. CO-LTOD receives and records the Invitation with the order/notation of the Executive Director or Deputy Executive Director to participate in the initiative

Invitation with the Executive Director or Deputy Executive Director’s notation

10 minutes Statistician Inform the Chief about the Invitation. Date, time and details of Invitation with the order/notation of the Executive Director or Deputy Executive Director recorded in the logbook.

2. CO-LTOD evaluates invitations if request is within the Division’s jurisdiction

Invitation 10 minutes LTOO Attendance/non-attendance depends on the availability of funds or the resource speaker

3. CO-LTOD acts as resource speaker or participates in public hearings/committee meetings

End of Process

391

10.4 Prepare Memo Circular on classification/reclassification


Processing Time

Responsible Person


Remarks

1. CO-LTOD prepares and finalizes

Memorandum Circular

Details of the

Memorandum

Circular

1 hour LTOO, Admin

Officer and

Statistician

Memorandum

Circular

countersigned by

the LTOO III,

Administrative

Officer V and

Statistician II

Memorandum Circular

is forwarded to the

LTOO V for review.

2. CO-LTOD reviews Memorandum Circular Memorandum

Circular

countersigned by

the LTOO III,

Administrative

Officer V and

Statistician II.

1 hour LTOO Memorandum

Circular

Reviewed and

countersigned by

the LTOO V

If corrections/


the LTOO V on the

Memorandum

Circular, the same is

returned to the LTOO

III, Administrative

Officer V and

Statistician II for


Then proceed to step

1.

3. CO-LTOD records and transmits

Memorandum Circular to the Office of the

PES Director

Memorandum

Circular

countersigned by

the LTOO III,


details of the

Memorandum

Circular is

392


Processing Time

Responsible Person


Remarks

Administrative

Officer V,

Statistician II and

LTOO V

recorded in the

logbook of LTOD

The Memorandum Circular is routed to the Office Directors for review and countersignature

4. PES Director reviews Memorandum Circular Memorandum

Circular

countersigned by

the LTOO III,

Administrative

Officer V,

Statistician II and

LTOO V

1 day PES Director Memorandum

Circular reviewed

and countersigned

by the PES

Director

If corrections/


the PES Director on

the Memorandum





no. 2, otherwise the

Memorandum Circular

is forwarded to the

DED for Operations.


reviews Memorandum Circular

Memorandum

Circular

countersigned by

the LTOO III,

Administrative

Officer V,

Statistician II,LTOO

V and PES Director

1 day DED for

Operations

Memorandum

Circular

countersigned by

the DED for

Operations

If corrections/


the PES Director on

the Memorandum





no. 2. otherwise the

393


Processing Time

Responsible Person


Remarks

Memorandum Circular

is forwarded to the


Director.

6. CO-Office of the Executive Director

proofreads Memorandum Circular

Memorandum Circular countersigned by the LTOO III, Administrative Officer V, Statistician II,LTOO V, PES Director and DED for Operations



Memorandum Circular proofread

If corrections/



of the Executive

Director on the

Memorandum


returned to concerned

Division (LTOD) for



no. 2. If there are no


the document is

forwarded to the

Executive Director.

7. Executive Director reviews and evaluates Memorandum Circular

Memorandum Circular countersigned by the LTOO III, Administrative Officer V,


Memorandum Circular reviewed, approved and signed by the Executive Director

If corrections/



on the Memorandum


returned to the

394


Processing Time

Responsible Person


Remarks

Statistician II,LTOO V, PES Director and DED for Operations

Division for



no. 3.

The Memorandum Circular, after being reviewed and countersigned by the concerned Office Directors and approved /signed by the Executive Director shall be transmitted back to the Division for appropriate action/next steps.

8. Office of the Executive Director records and transmits signed/approved Memorandum Circular to the Division



(OED)

Date and details of Memorandum Circular recorded in the logbook of the Office of the Executive Director

9. CO-LTOD receives and records the signed/approved Memorandum Circular


2 minutes

Admin Aide Date and details of Memorandum Circular recorded in the logbook of LTOD

A photocopy of

the Memorandum

Circular is kept by

the Division for

file.

Original and

duplicate copies of

the

approved/signed

Memorandum

Circular is

forwarded to

Records Section

for filing and

395


Processing Time

Responsible Person


Remarks

transmittal to

concerned offices.

A soft copy of the

approved/signed

Memorandum

Circular is

forwarded to the

MIS for uploading

in the BLGF

Website

10. CO-Records Section receives and records approved/ signed Memorandum Circular.


2 minutes

Admin Aide (CO Record

Section)

Date and details of Memorandum Circular recorded in the logbook of Records Section.

Records Section

transmits

approved/signed

Memorandum Circular

to concerned offices.


transmitting out-

bound documents

under Records

Section.)

End of Process

396


Local Tax Policy Research & Review Division

397

SERVICE : Local Finance Policy Enforcement Service DIVISION : Local Tax Policy Research and Review Division (LTPD) UNIT NAME : BRIEF DESCRIPTION : The Local Tax Policy Research and Review Division (LTPD) is under the Operations Group of

the BLGF particularly the Policy Enforcement Service (PES). It renders technical assistance on local taxation (business taxes) to LGUs and the general public. It works closely with LTOD, LASS, FOED Divisions

CLIENTS : BLGF Central & Regional Office, LGU Treasurer & Assistant Treasurer (Municipal, Province,



1. (Review and recommend actions) Provide technical assistance on local tax ordinances enacted by local legislative bodies pursuant to the provisions of the Local (Tax) Government Code, (as amended.)

1.1 Render advisory assistance to LGUs in the enactment of local tax ordinances.

1.2 Render comments/inputs to local tax ordinance (content of

the tax code)

1.3 On-site assistance (write shop)

2. Evaluate and recommend actions/decisions on protests, appeals or complaints against local tax ordinances

Function transferred to DOJ and Proper Court

3. Prepare opinions, rulings, clarification and replies to queries/issues concerning provisions of the Local (Tax)

3.1 Research with regard to decision of the Supreme Court, Requires regular access or downloading of latest

398

Government Code, as amended or local tax ordinances. CTA, CA, DOJ

3.2 Conduct investigation (referral to BLGF Legal or other

NGAs, fact-finding)

3.3 Ocular inspection/field verification


3.5 Prepare responses to appeals/reconsiderations

opinions/rulings from Supreme Court, CTA, CA, DOJ

4. (Render advisory assistance to LGUs in the enactment of local tax ordinances.)

5. Assist in the formulation of Department / Bureau issuances setting for the local tax policies and rules and standard operating procedures.

5.1 Maintenance of local tax policy rules and regulations,

standard operating procedure database

5.2 Preparation and issuances of local finance circular

Local Finance Circular Signed by the Secretary of DOF Definition of Terms (Circulars, Tax Policy)

6. Prepare policy guidelines and procedures to govern the local taxes.

6.1 Preparation of Memorandum Circular governing local taxes Memorandum Circular Signed by the Executive Director of BLGF

7. Render comments on legislation initiatives on local taxes 7.1 Prepare comments/recommendations

7.2 Conduct research of related initiatives

8. Provide technical assistance on local tax related initiatives/studies by BLGF, NGAs, NGOs.


399

SPECIFIC PROCEDURES 1.1 Render advisory assistance to LGUs in the enactment of local tax ordinances.


Processing Time

Responsible Person


Remarks

1. CO-LTPD receives and records letter requests

from LGUs concerned and taxpayers.

Letter requests from LGUs concerned or taxpayers relative to local taxation

10 minutes Admin Aide CCS#, date, time and details of letter request recorded in logbook of the LTPD.

2. CO-LTPD evaluates request Letter request 1 day Tax Specialist Appropriate classification of the letter request identified.

Re-route to other Division if letter request is not the concern of the Division

3. CO-LTPD prepares and finalizes letter/indorsement

Local tax ordinance 3 days Tax Specialist Letter/indorsement reviewed and countersigned by Action Officer (Tax Specialist).

4. CO-LTPD reviews letter/indorsement Local tax ordinance 1 week LTPD Chief Letter/indorsement reviewed and countersigned by the Division LTPD Chief.

5. CO-LTPD records and transmits letter/indorsement to the Office of the PES Director

Letter/indorsement countersigned by the Action Officer, Division LTPD Chief

5 minutes Admin Aide Date, time and details of letter/indorsement recorded in logbook of LTPD.

The letter/indorsement is routed to the Office Directors for review and countersignature 6. PES Director reviews letter/indorsement Letter/indorsement

countersigned by the Action Officer, Division LTPD Chief

1 hour PES Director Letter/indorsement reviewed and countersigned by the PES Director.


are made by the PES

Director on the letter/

indorsement, the same is

400


Processing Time

Responsible Person


Remarks

returned to LTPD for


proceed to step 3,

otherwise the

letter/indorsement is


Operations

7. DED for Operations reviews letter/indorsement Letter/indorsement countersigned by the Action Officer, Division LTPD Chief, PES Director

1 hour DED for Operations

Letter/indorsement reviewed and countersigned by the DED-Operations.



Operations on the

letter/indorsement, the

same is returned to LTPD



otherwise the


forwarded to the

Executive Director

8. CO-Office of the Executive Director proofreads the letter/indorsement

Letter/indorsement countersigned by the Action Officer, Division LTPD Chief, PES Director, DED-Operations

30 minutes Executive Secretary

Letter/indorsement proofread.



Secretay on the





otherwise the


401


Processing Time

Responsible Person


Remarks

forwarded to the

Executive Director

9. DED for Operations reviews letter/indorsement Letter/indorsement countersigned by the Action Officer, Division LTPD Chief, PES Director





Operations on the





otherwise the


forwarded to the

Executive Director

10. CO-Office of the Executive Director proofreads the letter/indorsement

Letter/indorsement countersigned by the Action Officer, Division LTPD Chief, PES Director, DED-Operations





Secretay on the





otherwise the


forwarded to the

Executive Director

11. Executive Director reviews, approves and signs the letter/indorsement

Letter/indorsement countersigned by the Action Officer, Division LTPD Chief,

1 hour

Executive Director

Approved and signed letter/indorsement.



Secretay on the

402


Processing Time

Responsible Person


Remarks

PES Director, DED-Operations




then proceed to step 3

The letter/indorsement after reviewed and countersigned by the concerned Office Directors and approved by the Executive Director, the same is transmitted back to the concerned Division (LTPD) for appropriate action

12. CO-Office of the Executive Director records and transmits the approved and signed letter/indorsement to the concerned Division (LTPD)

Approved and signed letter/indorsement

10 minutes Secretary of the Executive

Director

Date, time and details of letter/indorsement recorded in logbook of the Executive Director.

13. CO-LTPD receives and records the approved and signed letter/indorsement from the OED


10 minutes Admin Aide Date, time and details of letter/indorsement recorded in logbook of the LTPD Division.

A photocopy of the approved and signed letter/indorsement is kept by the Division for file Original and duplicate

copies are transmitted to

CO-Records Section

14. CO-Records Section receives and records signed/approved letter/indorsement



Date, time and details of letter/indorsement recorded in logbook of the Records Section.

Records Section transmits

approved/signed

letter/indorsement

End of Process

403

1.2 Render comments/inputs to local tax ordinance (content of the tax code)


Processing Time

Responsible Person


Remarks



Letter requests from

LGUs concerned or

taxpayers relative to

local taxation.


details of letter

request recorded in

logbook of the LTPD.

Corresponding CCS

attached.

The letter-request is

forwarded to Senior Tax

Specialist (STS), Tax

specialist II (TS II).

2. CO-LTPD prepares and finalizes

letter/indorsement.

Letter-request 3 days Senior Tax Specialist, Tax

Specialist

Letter/indorsement

reviewed and

countersigned by

Senior Tax Specialist,

Tax Specialist

The letter/ Indorsement

forwarded to LTPD Chief

for review.

3. CO-LTPD reviews letter/indorsement Letter/indorsement countersigned by Senior Tax Specialist, Tax Specialist

1 week LTPD Chief Letter/indorsement

reviewed and

countersigned by

the LTPD Chief.


are made by LTPD Chief

on the


same is returned to

Senior Tax Specialist, Tax

Specialist for


proceed to step 2,

otherwise the


forwarded to the Office

of the PES Director.

4. CO-LTPD records and transmits letter/indorsement to the Office of the PES

Letter/indorsement countersigned by


404


Processing Time

Responsible Person


Remarks

Director. the Senior Tax Specialist, Tax Specialist, LTPD Chief

letter/indorsement recorded in logbook of LTPD.

The letter/indorsement is routed to the Office Directors for review and countersignature

5. PES Director reviews letter/indorsement Letter/indorsement countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief



are made by the PES

Director on the





otherwise the



Executive Director (DED) -

Operations

6. DED - Operations reviews letter/indorsement Letter/indorsement countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief, PES Director





Operations on the





otherwise the


forwarded to the

Executive Director

7. CO-Office of the Executive Director proofreads Letter/indorsement 30 minutes Executive Letter/indorsement If corrections/revisions

405


Processing Time

Responsible Person


Remarks

the letter/indorsement countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief, PES Director, DED- Operations

Secretary of the Executive

Director

proofread by the Executive Secretary


Secretary on the





otherwise the


forwarded to the


approval.

8. Executive Director reviews and evaluates the letter/indorsement for approval/signature.

Letter/indorsement countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief, PES Director, DED- Operations

1 hour

Executive Director

Letter/indorsement reviewed and approved/signed by Executive Director.


are made by the

Executive Director on the






9. CO-Office of the Executive Director records and transmits the approved and signed letter/indorsement to the concerned Division (LTPD)


10 minutes Admin Aide Date, time and details of letter/indorsement recorded in logbook of the office of the Executive Director.

10. CO-LTPD receives and records the approved and signed letter/indorsement.


10 minutes Admin Aide Date, time and details of letter/indorsement

A photocopy of the approved and signed letter/indorsement is

406


Processing Time

Responsible Person


Remarks

recorded in logbook of the LTPD.

kept by the Division for file. Original and duplicate copies of approved/signed letter/indorsement is forwarded to Records Section for filing and transmitted to concerned offices.


signed/approved letter/indorsement


10 minutes Admin Aide Date, time and details of letter/indorsement recorded in logbook of the Records Section.

Records Section

transmits

approved/signed

letter/indorsement to

concerned offices.



documents under Record

Section.)

End of Process

407

1.3 On-site assistance (writeshop)


Processing Time

Responsible Person


Remarks

1. CO-LTPD receives and records request from the LGUs concerned

Letter requests from LGUs concerned


LTPD personnel should be experienced and familiar with the conduct of writeshop

2. Prepares Travel Order of personnel List of personnel who will attend writeshop

1 day BLGF-CO Admin Officer

ED signature on Travel Order

Refer to ADMIN Process on Travel Order

3. Prepares the disbursement voucher Itinerary of Travel

Disbursement Voucher, Itinerary of Travel

1 day Admin Aide (LTPD)

Refer to FMD’s processing of DV

4. A) Orientation: Discusses with the local Sanggunian, the Finance Committee and other local officials the following:

1. Sources of taxing powers of LGUs and

its limitations 2. Sources of revenues 3. Updates on local taxation (rulings &

opinion, court decisions, etc.) 4. Procedures in the enactment/approval

of tax ordinance and its effectivity 5. Mandatory Public Hearings and the

necessary publication thereof B) Present Model Ordinance

Local Government Code and court rulings/decisions Model Ordinance

1 day LTPD Chief Proposed draft of revised revenue code or tax ordinance/Model Ordinance Advice or Recommendations

Any tax adjustment should not exceed 10% of the rates fixed in the Code not oftener than once every five (5) years. (Section 191, LGC)

5. Facilitate the workshop Advise or

recommendations

1 day LTP Chief Draft of revised

revenue code or tax

ordinance

408


Processing Time

Responsible Person


Remarks

6. Encode Revenue Code/Tax Ordinance Draft Revenue

Code/Tax Ordinance

1 day Tax Specialist Final Draft of the

revised Revenue

Code/Tax Ordinance

7. Attend public hearings Final Draft of the

revised Revenue

Code/Tax Ordinance

1 day LTPD Chief Revised revenue

code/tax ordinance

to be finalize for

submission and

approval of the LCE

optional

8. Upon approval secure a copy of Ordinance Revised revenue

code/tax ordinance

1 day Tax Specialist Copy of Ordinance

End of Process

409

3.1 Research with regard to decision of the Supreme Court, CTA, CA, DOJ


Processing Time

Responsible Person


Remarks

1. Access website Rulings/Decisions from Supreme Court, Court of Tax Appeals, Court of Appeals, Department of Justice

1 working day

Tax Specialist Copy of rulings/decisions related to the issues raised

2. Proceed to office library If website is not accessible

Rulings/Decisions from Supreme Court, Court of Tax Appeals, Court of Appeals, Department of Justice

1 working day

Tax Specialist Copy of rulings/decisions related to the issues raised

End of Process

410

3.2 Conduct investigation (referral to BLGF legal or other NGAs, fact-finding)


Processing Time

Responsible Person


Remarks

1. Receive requests for assistance from division concern (FO-ED, INTEL)

Request letter N/A Division concerned

Determination/Validation of allegations

2. Prepare the necessary document such as Itinerary of Travel and Disbursement Voucher to avail of cash advance.

Pls. refer to FMD’s

processes.

3. Meet and discuss the procedures or strategy

that may be employed in the conduct of the

investigation.

Request/report/co

mplaint from

interested

party/ies.

3 hours The Fact-

finding team

Set of procedures

or a strategy for

an effective

activity formulated

The person assigned to examine treasury records should have at least prior experience in actual fact-finding activity

4. Request for office Order to Administration

Division.

Pls. refer to

Administration

Division’s processes;

5. Proceed to the LGU concerned and make a

courtesy call at the office of the LCE/Office

of the Administrator.

Office Order 30 minutes The Fact-

finding team

LCE or other LGU

officials properly

informed of the

activity

Make sure that the copy of the Order is received by the concerned office and that either the LCE or the administrator is properly informed of the activity to be conducted

6. Gather all the necessary documents/evidence to support any adverse

Photo copies of Entire The Fact- Evidences Make sure that team has all the important

411


Processing Time

Responsible Person


Remarks

findings.

documents/record

s subject of the

investigation

duration of

the fact-

finding

finding team gathered to

support any

adverse findings

documents/evidences that will support any adverse findings.

7. 1. ILLEGAL USED OF FUND, ABSCOND OR CASH SHORTAGE:

Examine/Review pertinent records in the treasury and accounting office

2. CASH POSITION OF THE LGU Examine pertinent treasury records

particularly the transactions

involved in the collection, recording

and disbursement of funds.

Cash Count

Sheets, Inventory

sheets for

Accountable

Forms and other

forms the may be

necessary

depending the

kind of

investigation to be

conducted.

Until

concluded

Tax Specialist

II or any

other staff

assigned to

assist the

Legal Office

Team

Initial findings Personnel assigned to make an examination should be familiar with what kind of documents to be verified and examined especially if the objective is to establish any shortage or illegal use of public funds.

8. Prepare and submit report to the

Intelligence and Investigation Office (IIO).

Findings/report 2 days The Fact-

finding team

Draft report or

consolidated

finding/final

reports

Make sure that any adverse finding is supported by documentary evidence.

9. Forward report to the IIO Findings/final

report

10 minutes Admin Aide Final report

Forward report to BLGF management Consolidated

findings/report

10 minutes Admin Aide Final report

submitted to the

BLGF Management

Participation of the LPTD personnel ends upon the submission of the report unless the BLGF Management

412


Processing Time

Responsible Person


Remarks

decided to pursue the investigation that will lead the filing of formal charges if the findings warrant so.

10. Participate in legal proceedings if

management decides to pursue the

investigation

Final Report 1 day The

composite

team

Composite team will

compose of IIO, IAO

and PES; Output will

be prepared by the

Division concerned.

11. Prepare the Liquidation Report. Pls. refer to FMD’s

processes.

End of Process

413

3.3 Ocular inspection/field verification


Processing Time

Responsible Person


Remarks

1. CO-LTPD receives order from OED for an ocular inspection.

Letter requests from LGU or individual concerned, order from OED noted on the request letter.


Order from OED received.

It may also come from the Bureau itself in the pursuit of its own confirmation or verification especially with regard to a ruling or opinion pursued by any interest party.

2. CO-LTPD reviews and assigns the request. Note of the OED 1 hour LTPD Chief Request assigned to designated A.O.

3. CO-LTPD prepares the necessary document such as Itinerary of Travel and Disbursement Voucher to avail of cash advance to defray any expenses necessary and incidental to the activity to be conducted.

Pls. refer to FMD’s

processes.

4. CO-LTPD requests for office Order to

Administration Division.

Pls. refer to

Administration Division’s

processes.

5. CO-LTPD proceeds to the LGU where the site

for ocular inspection is located.

Duly approved

Office/Personnel Order.

1-3 days LTPD Chief Copies of the Order

to be provided to

both site and local

officials

If necessary, the team may inform the local officials more particularly the Treasurer’s Office

6. CO-LTPD conducts actual interview and inspection and gathering of all information needed in its course of action after the ocular.

Details of the case for

ocular inspection.

1-3 days LTPD Chief Consolidated

information

gathered, cases

If necessary, the team may conduct an exit conference to provide initial findings to concerned individuals or

414


Processing Time

Responsible Person


Remarks

verified/confirmed. even local officials

7. CO-LTPD prepares and finalizes

Report/Memorandum.

Consolidated

information.

1-3 days Tax Specialist Report/Memorandu

m reviewed and

countersigned by

Action Officer

8. CO-Review draft report. Draft

Report/Memorandum.

1 hour LTPD Chief Draft

Report/Memorandu

m reviewed.

9. CO-LTPD reviews Report/Memorandum. Final

Report/Memorandum.

30 minutes LTPD Chief Final

Report/Memorandu

m reviewed and

countersigned by

the Division LTPD

Chief

10. CO-LTPD records and transmits

Report/Memorandum to the Office of the PES

Director

Final

Report/Memorandum.

5 minutes LTPD receiving

clerk

Date, time and

details of

Report/Memorandu

m recorded in

logbook of LTPD

The Report/Memorandum is routed to the Office Directors for review and countersignature.

11. CO-PES Director reviews Report/Memorandum Report/Memorandu

m countersigned by

the Action Officer,

Division LTPD Chief

1 hour PES Director Report/Memorandu

m reviewed and

countersigned by

the PES Director


are made by the PES

Director on the

Report/Memorandum, the



415


Processing Time

Responsible Person


Remarks


otherwise the

Report/Memorandum is


Operations

12. DED for Operations reviews

Report/Memorandum

Report/Memorandu

m countersigned by

the Action Officer,

Division LTPD Chief,

PES Director

1 hour DED for

Operations

Report/Memorandu

m reviewed and

countersigned by

the DED-Operations

13. CO-Office of the Executive Director proofreads

the Report/Memorandum

Report/Memorandu

m countersigned by

the Action Officer,


PES Director, DED-

Operations


Secretary

Report/Memorandu

m proofread

14. Executive Director reviews, approves and signs

the Report/Memorandum

Report/Memorandu

m countersigned by

the Action Officer,


PES Director, DED-

Operations

1 hour

Executive

Director

Approved and

signed Report/

Memorandum



Director on the

Report/Memorandum, the




The Report/Memorandum after reviewed and countersigned by the concerned Office Directors and approved by the Executive Director, the same is transmitted back to the concerned Division (LTPD) for appropriate action.

15. Office of the Executive Director records and

transmits the approved and signed

Approved and 10 minutes Secretary of

the Executive

Date, time and

details of

416


Processing Time

Responsible Person


Remarks

Report/Memorandum to the concerned Division

(LTPD)

signed Report/

Memorandum

Director Report/Memorandu

m recorded in

logbook of the

Executive Director

16. CO-LTPD receives and records the approved and

signed Report/Memorandum from the OED

Approved and

signed Report/

Memorandum


details of

Report/Memorandu

m recorded in

logbook of the LTPD

Division

A photocopy of the approved and signed Report/Memorandum is kept by the Division for file Original and duplicate


CO-Records Section


signed/approved Report/Memorandum

Approved and

signed

Report/Memorandum

10 minutes Records

Officer

Date, time and

details of

Report/Memorandu

m recorded in

logbook of the

Records Section

Records Section files

approved/signed

Report/Memorandum

18. CO-LTPD prepares the required Liquidation

Report.

See FMD’s processes.

End of Process

417



Processing Time

Responsible Person


Remarks





2. CO-LTPD evaluates request Letter request 1 day Tax Specialist Appropriate classification of the letter request identified.

Re-route to other Division if letter request is not the concern of the Division

Preliminary action shall first be prepared in case of initial (1st

time) letter-request for opinion/ruling.

Preliminary action may be:

Seek comments/recommendations from local treasurers concerned. Conduct ocular inspection.

3. Research on pertinent laws, rules and regulations relative to request

LGC, SC rulings, CTA rulings

3 days Tax Specialist Pertinent provisions, rulings

When necessary

4

.

CO-LTPD prepares and finalizes letter/indorsement

Facts/information submitted Comments and/or recommendation of concerned local treasurer, if necessary Report of ocular inspection conducted, if necessary

1 week Tax Specialist Letter/indorsement reviewed and countersigned by Action Officer (Tax Specialist).

Minimum of one week or it depends if the request needs further study/research or on the heavy workloads of the Division

5

.

CO-LTPD reviews letter/indorsement Draft

letter/indorsement

30 minutes Division Chief Letter/indorsement reviewed and countersigned by the Division LTPD

418


Processing Time

Responsible Person


Remarks

Chief.

6

.

CO-LTPD records and transmits letter/indorsement to the Office of the PES Director

Letter/indorsement

countersigned by

the Action Officer,

Division LTPD Chief

5 minutes Admin Aide Date, time and details of letter/indorsement recorded in logbook of LTPD.

The letter/indorsement is routed to the Office Directors for review and countersignature

7

.

PES Director reviews letter/indorsement Letter/indorsement

countersigned by

the Action Officer,

Division LTPD Chief



are made by the PES Director on the letter/indorsement, the same is returned to LTPD for editing/finalization, then proceed to step 4, otherwise the letter/indorsement is forwarded to the DED-Operations

8

.

DED for Operations reviews letter/indorsement Letter/indorsement

countersigned by

the Action Officer,


PES Director





Operations on the





otherwise the


forwarded to the

Executive Director

419


Processing Time

Responsible Person


Remarks

9

.

CO-Office of the Executive Director proofreads the letter/indorsement

Letter/indorsement

countersigned by

the Action Officer,


PES Director, DED-

Operations





Secretay on the





otherwise the


forwarded to the

Executive Director

1

0

.

Executive Director reviews, approves and signs the letter/indorsement

Letter/indorsement

countersigned by

the Action Officer,


PES Director, DED-

Operations

1 hour

Executive Director

Approved and signed letter/indorsement.



Secretay on the






1

1

.

CO-Office of the Executive Director records and transmits the approved and signed letter/indorsement to the concerned Division (LTPD)

Approved and

signed

letter/indorsement


Director

Date, time and details of letter/indorsement recorded in logbook of the Executive Director.

1CO-LTPD receives and records the approved and signed letter/indorsement from the OED

Approved and

signed


A photocopy of the approved and signed

420


Processing Time

Responsible Person


Remarks

2

.

letter/indorsement letter/indorsement recorded in logbook of the LTPD Division.

letter/indorsement is kept by the Division for file Original and duplicate


CO-Records Section

1

3

.

CO-Records Section receives and records signed/approved letter/indorsement

Approved and

signed

letter/indorsement


Date, time and details of letter/indorsement recorded in logbook of the Records Section.

Records Section

transmits

approved/signed

letter/indorsement

End of Process

421

3.5 Prepare responses to appeals/reconsiderations


Processing Time

Responsible Person


Remarks

12. CO-LTPD receives and records of letters of reconsideration from the LGUs concerned, taxpayers.

Date, time and

details of

documents


details of

documents recorded

in logbook of the

LTPD. Corresponding

CCS attached.

The letter of

reconsideration is

forwarded to Senior Tax

Specialist (STS), Tax

specialist II (TS II).

13. CO-LTPD prepares and finalizes letter of

reconsideration.

Letters of reconsideration

10 working days


Specialist,

Letters of reconsideration assigned to Senior Tax Specialist, Tax Specialist

The letter of

reconsideration is

forwarded to LTPD Chief

for review.

Preliminary action shall first be prepared in case of initial (1st

time) letter-request for opinion/ruling.

Preliminary action may be:

Seek comments/recommendations from local treasurers concerned. Conduct ocular inspection.

14. CO-LTPD reviews letter of reconsideration Letter of

reconsideration countersigned by Senior Tax Specialist, Tax Specialist

1 working day LTPD Chief Letter of

reconsideration

reviewed and

countersigned by

the LTPD Chief.


are made by LTPD Chief

on the letter of

reconsideration, the

same is returned to


Specialist for


proceed to step 2,

otherwise the letter of

422

reconsideration is


of the PES Director.

15. CO-LTPD records and transmits letter of reconsideration to the Office of the PES Director.

Letter of reconsideration countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief

5 minutes Admin Aide Date, time and details of letter of reconsideration recorded in logbook of LTPD.

The letter of reconsideration is routed to the Office Directors for review and countersignature

16. PES Director reviews letter of reconsideration Letter of reconsideration countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief

1 hour PES Director Letter of reconsideration reviewed and countersigned by the PES Director.


are made by the PES

Director on the letter of






reconsideration is


Executive Director (DED)

-Operations

17. DED - Operations reviews letter of reconsideration

Letter of reconsideration countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief, PES Director


Letter of reconsideration reviewed and countersigned by the DED-Operations.



Operations on the letter

of reconsideration, the




423


reconsideration is

forwarded to the

Executive Director

18. CO-Office of the Executive Director proofreads the letter of reconsideration

Letter of reconsideration countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief, PES Director, DED- Operations

30 minutes Executive Secretary of


Letter of reconsideration proofread by the Executive Secretary


are made by the

Executive Secretary on

the letter of






reconsideration is

forwarded to the


approval.

19. Executive Director reviews and evaluates the letter of reconsideration for approval/signature.

Letter of reconsideration countersigned by the Senior Tax Specialist, Tax Specialist, LTPD Chief, PES Director, DED- Operations

1 hour

Executive Director

Letter of reconsideration reviewed and approved/signed by Executive Director.


are made by the

Executive Director on the

letter of reconsideration,

the same is returned to

LTPD for


proceed to step 2

The letter of reconsideration after reviewed and countersigned by the concerned Office Directors and approved by the Executive Director, the same is transmitted back to the concerned Division (LTPD) for appropriate action

20. CO-Office of the Executive Director records and Approved and 10 minutes Admin Aide Date, time and

424

transmits the approved and signed letter of reconsideration to the concerned Division (LTPD)

signed letter of reconsideration

details of letter of reconsideration recorded in logbook of the office of the Executive Director.


signed/approved letter of reconsideration

Approved and signed letter of reconsideration

10 minutes Admin Aide Date, time and details of letter of reconsideration recorded in logbook of the Records Section.

Records Section

transmits

approved/signed letter

of reconsideration to

concerned offices.



documents under Record

Section.)

End of Process

425

5.1 Maintenance of local tax policy rules and regulations, standards operating procedures database


Processing Time

Responsible Person


Remarks

1. Digest signed LFCs, rulings, opinions, regulations

Signed LFC, ruling, opinions, regulations

1 hour LTPD Records Officer

Particulars, subject, legal basis, views

Format data elements such as ccs#, source, origin, date subject matter, legal basis.

2. Encode Particulars, subject, legal basis, views

1 hour LTPD Records Officer

Database of LFC, ruling, opinions, regulations

1 hour or it depends on the volume of signed LFC, ruling, opinions, regulations

End of Process

426

5.2 Preparation and issuances of Local Finance Circular


Processing Time

Responsible Person


Remarks





If the Division observed that the queries or requests for rulings and opinions are recurring issues it may be, motu proprio, obliged to issue LFC.

2. CO-LTPD prepares and finalizes invitation letter to LGUs and taxpayers for the conduct of consultative meeting

Letter Request, Date, venue and subject of consultative meeting

1 day Tax Specialist

Invitation Letters countersigned by Action Officer (Tax Specialist), list of LGUs and taxpayers concerned, addresses and contact/fax numbers

The invitation letter is forwarded to Division LTPD Chief for review.

3. CO-LTPD reviews invitation letter Invitation letter 30 minutes Division Chief Invitation Letter reviewed and countersigned by Division LTPD Chief

If corrections/revisions are made by the Division Chief on the invitation letter, the same is returned to Action Officer for editing/finalization.

4. CO-LTPD records and final transmit invitation letter to the office of the PES Director

Invitation letter countersigned by Action Officer, Division LTPD Chief

5 minutes Admin Aide Date, time and details of invitation letter recorded in logbook of the LTPD.

The invitation Letter is routed to the Office Directors for review and countersignature

5. PES Director reviews the invitation letter Invitation letter countersigned by Action Officer, Division LTPD Chief

1 hour PES Director Invitation Letter reviewed and countersigned by the PES Director


are made by the PES Director on the invitation letter, the same is

427


Processing Time

Responsible Person


Remarks

returned to LTPD for editing/finalization, then proceed to step 2, otherwise the invitation letter is forwarded to the DED-Operations

6. Deputy Executive Director – Operations reviews the invitation letter

Invitation letter countersigned by Action Officer, Division LTPD Chief, PES Director

1 hour` Deputy

Executive

Director

Operations

Invitation letter reviewed and countersigned by the DED-Operations



Operations on the

invitation letter, the same

is returned to LTPD for


proceed to step 2,

otherwise the invitation

letter is forwarded to the

Executive Director

7. CO-Office of the Executive Director proofreads the Invitation letter

Invitation letter countersigned by Action Officer, Division LTPD Chief, PES Director, DED-Operations


Assistant

Invitation letter proofread



Secretary on the invitation

letter, the same is



proceed to step 2,

otherwise the invitation

letter is forwarded to the

Executive Director

8. Executive Director reviews, approves and signs the Invitation letter

Invitation letter countersigned by

1 hour Executive Approved and signed invitation


428


Processing Time

Responsible Person


Remarks

Action Officer, Division LTPD Chief, PES Director, DED-Operations

Director letter are made by the Executive

Director on the invitation

letter, the same is



proceed to step 2

The invitation letter after reviewed and countersigned by the concerned Office Directors and approved by the Executive Director, the same is transmitted back to the concerned Division (LTPD) for appropriate action

9. CO-Office of the Executive Director records and transmits the approved and signed invitation letter to the concerned Division (LTPD)

Approved and signed invitation letter

10 minutes Admin Aide Date, time and details of invitation letter recorded in logbook of the Executive Director

10. CO-LTPD receives and records the approved and signed invitation letter from the OED

Approved and signed invitation letter

10 minutes Admin Aide Date, time and details of invitation letter recorded in logbook of the LTPD Division

11. CO-LTPD sends invitations to LGUS, taxpayers for the conduct of consultative meeting

Signed Letter of Invitation

1 day Tax Specialist

Confirmation from LGUs and taxpayers

The invitation letter is

sent thru fax or e-mail

12. BLGF conducts consultative meeting with concerned LGUs and taxpayers

Issues, pertinent laws on local taxation

1 day LTPD Chief Proposed LFC

13. CO-LTPD prepares and finalizes proposed Local Finance Circular (LFC) and Memorandum to the Secretary

Proposed LFC 5 days Tax Specialist

Proposed LFC, Memorandum for the Secretary countersigned by the Action Officer (Tax Specialist)

429


Processing Time

Responsible Person


Remarks

14. CO-LTPD reviews proposed LFC and memorandum letter

Draft memorandum letter and proposed LFC

1 hour LTPD Chief Draft memorandum letter and proposed LFC reviewed and countersigned by the Division LTPD Chief


are made by the Division

Chief on the

memorandum letter and

proposed LFC, the same is

returned to Action Officer

for editing/finalization

15. CO-LTPD records and transmits memorandum letter and proposed LFC to the Office of the PES Director

Memorandum letter and proposed LFC countersigned by the Action Officer, Division LTPD Chief

5 minutes Admin Aide Date, time and details of memorandum letter and proposed LFC recorded in logbook of LTPD

The proposed LFC and memorandum for the DOF Secretary is routed to concerned Office Directors for review and countersignature

16 PES Director reviews the Memorandum letter and proposed LFC

Memorandum letter and proposed LFC countersigned by the Action Officer, Division LTPD Chief

1hour PES Director Memorandum letter and proposed LFC reviewed and countersigned by the PES Director


are made by the PES

Director on the





proceed to step 13,

otherwise, the


proposed LFC are


Operations

17. Deputy Executive Director – Operations reviews memorandum letter and proposed LFC

Memorandum letter and proposed LFC

1 hour Deputy

Executive

Memorandum letter and proposed LFC



430


Processing Time

Responsible Person


Remarks

countersigned by the Action Officer, Division LTPD Chief, PES Director

Director

Operations

reviewed and countersigned by the DED-Operations

Operations on the





proceed to step 13,

otherwise, the


proposed LFC are

forwarded to the

Executive Director

18. CO-Office of the Executive Director proofreads the Memorandum letter and proposed LFC

Memorandum letter and proposed LFC countersigned by the Action Officer, Division LTPD Chief, PES Director, DED-Operations


Assistant

Memorandum letter and proposed LFC proofread



Secretary on the





proceed to step 13,

otherwise, the


proposed LFC are

forwarded to the

Executive Director

19. Executive Director reviews, approves and signs the Memorandum letter and proposed LFC

Memorandum letter and proposed LFC countersigned by the Action Officer, Division LTPD Chief,

1 day Executive

Director

Memorandum letter signed and proposed LFC countersigned



Director on the


431


Processing Time

Responsible Person


Remarks

PES Director, DED-Operations




proceed to step 13

The Memorandum letter and proposed Finance Circular (LFC) after reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, the same are transmitted back to the Division (LTPD) for appropriate action

20. CO-Office of the Executive Director records and

transmits the approved and signed

memorandum letter and proposed LFC to the

concerned Division (LTPD)

Approved and signed memorandum letter and proposed LFC


the Executive

Director

Date, time and details of the signed memorandum letter and proposed LFC recorded in the logbook of the Office of the Executive Director

21. CO-LTPD receives and records the approved and

signed memorandum letter and proposed LFC

from the OED


10 minutes Admin Aide Date, time and details of the approved and signed memorandum letter and proposed LFC recorded in the logbook of the LTPD

A photocopy of the approved and signed memorandum letter and proposed LFC are kept by the Division for file Original and duplicate


CO-Records Section

22. CO-Records Section records and transmits

memorandum letter and proposed LFC to the

Office of the Secretary of Finance


1 hour Record officer Date, time and details of the approved and signed memorandum letter and proposed LFC recorded in the logbook of the Record Section

432


Processing Time

Responsible Person


Remarks

Tracking of documents by LTPD

23. Secretary of Finance approves LFC Proposed LFC 1 working day Secretary of

Finance

LFC approved and signed by the Secretary of Finance

24. CO-LTPD secures copy of the approve LFC LFC approved and signed by the Secretary of Finance

30 minutes Records

Officer

Copy of approved LFC

Provide copy to INFO

and Records Section

25. Disseminate LFC thru Memorandum Circular LFC approved and signed by the Secretary of Finance

Refer to process for the

process on preparation

and dissemination of

memorandum circular

under the INFO

End of Process

433

6.1 Preparation of Memorandum Circular governing local taxes.


Processing Time

Responsible Person


Remarks

1. CO-LTPD prepares and finalizes memorandum circular to disseminate LFC, ruling/opinions to RDs, local treasurers and others concerned

Signed LFC, rulings/opinions

1 day Tax Specialist Memorandum Circular countersigned by the Action Officer (Tax Specialist).

Original Action

2. CO-LTPD reviews Memorandum Circular Draft Memorandum Circular

1 hour Division Chief Draft Memorandum Circular reviewed and countersigned by the Division LTPD Chief.

If corrections/revisions are made by the Division Chief on the Memorandum Circular, the same is returned to Action Officer for editing/finalization.

3. CO-LTPD records and transmits Memorandum Circular to the Office of the PES Director

Memorandum Circular countersigned by the Action Officer, Division LTPD Chief

5 minutes

Admin Aide Date, time and details of memorandum circular recorded in logbook of LTPD.

The Memorandum Circular is routed to concerned Office Directors for review and countersignature

4. PES Director reviews the Memorandum Circular Memorandum Circular countersigned by the Action Officer, Division LTPD Chief

1 hour PES Director Memorandum Circular reviewed and countersigned by the PES Director.

If corrections/revisions are made by the PES Director on the Memorandum Circular, the same is returned to LTPD for editing/finalization, then proceed to step 1, otherwise, the Memorandum Circular is forwarded to the DED-Operations

434


Processing Time

Responsible Person


Remarks

5. Deputy Executive Director – Operations reviews the Memorandum Circular

Memorandum Circular countersigned by the Action Officer, Division LTPD Chief, PES Director


Memorandum Circular reviewed and countersigned by the DED-Operations.

If corrections/revisions are made by the DED-Operations on the Memorandum Circular, the same is returned to LTPD for editing/finalization, then proceed to step 1, otherwise, the Memorandum Circular is forwarded to the Executive Director

6. CO-Office of the Executive Director proofreads the Memorandum Circular

Memorandum Circular countersigned by the Action Officer, Division LTPD Chief, PES Director, DED-Operations


Memorandum Circular proofread.

If corrections/revisions are made by the Executive Secretary on the Memorandum Circular, the same is returned to LTPD for editing/finalization, then proceed to step 1, otherwise, the Memorandum Circular is forwarded to the Executive Director

7. Executive Director reviews, approves and signs the Memorandum Circular

Memorandum Circular countersigned by the Action Officer, Division LTPD Chief, PES Director, DED-Operations


Memorandum Circular signed

If corrections/revisions are made by the Executive Secretary on the Memorandum Circular, the same is returned to LTPD for editing/finalization, then proceed to step 1

The Memorandum Circular after reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, the same are transmitted back to the Division (LTPD) for appropriate action

435


Processing Time

Responsible Person


Remarks

8. CO-Office of the Executive Director records and transmits the approved and signed Memorandum Circular and to the concerned Division (LTPD)

Approved and signed Memorandum Circular


Director

Date, time and details of the signed Memorandum Circular recorded in the logbook of the Office of the Executive Director

Xeroxed copy of the signed memorandum Circular

9. CO-LTPD receives and records the approved and signed Memorandum Circular and proposed LFC from the OED


10 minutes Admin Aide Date, time and details of the approved and signed Memorandum Circular recorded in the logbook of the LTPD

A photocopy of the approved and signed Memorandum Circular is kept by the Division for file

Original and

duplicate copies

are transmitted

to CO-Records

Section

10. CO-Records Section receives and records signed/approved Memorandum Circular


1 hour Record officer Date, time and details of the approved and signed Memorandum Circular recorded in the logbook of the Record Section

CO-Records

Section records

and transmits

singed

Memorandum

Circular

End of Process

436

7.1 Preparation comments/recommendations on legislation initiatives on local taxes


Processing Time

Responsible Person


Remarks

1. CO-LTPD receives letter request for comments/recommendations from the Senate or House of Representatives

Letter request from the Senate or House of Representatives


2. CO-LTPD evaluates request Letter request 1 working day

Tax Specialist Appropriate classification of the letter request identified

3. CO-LTPD prepares and finalizes comments/recommendations

Draft comments/recommendations

1 hour Tax Specialist comments/recommendations reviewed and countersigned by Action Officer

Minimum of one week or it depends if the request needs further study/research or on the heavy workloads of the Division

4. CO-LTPD reviews comments/recommendations

Draft comments/recommendations

1 hour LTPD Chief Comments/recommendations reviewed and countersigned by the Division LTPD Chief

5. CO-LTPD records and transmits comments/recommendations to the Office of the PES Director

Comments/recommendations countersigned by the Action Officer, Division LTPD Chief

5 minutes Admin Aide Date, time and details of comments/recommendations recorded in logbook of LTPD

437


Processing Time

Responsible Person


Remarks

The comments/recommendations is routed to the Office Directors for review and countersignature

6. PES Director reviews comments/recommendations

Comments/recommendations countersigned by the Action Officer, Division LTPD Chief

1 hour PES Director Comments/recommendations reviewed and countersigned by the PES Director


are made by the PES

Director on the

comments/recommend

ations, the same is




otherwise the

comments/recommend

ations is forwarded to

the DED-Operations

7. DED for Operations reviews comments/recommendations

Comments/recommendations countersigned by the Action Officer, Division LTPD Chief, PES Director


Comments/recommendations reviewed and countersigned by the DED-Operations

8. CO-Office of the Executive Director proofreads the comments/recommendations

comments/recommendations countersigned by the Action Officer, Division LTPD Chief, PES Director, DED-Operations


comments/recommendations proofread


are made by the


the

comments/recommend

ations, the same is



438


Processing Time

Responsible Person


Remarks


otherwise the

comments/recommend

ations is forwarded to


9. Executive Director reviews, approves and signs the comments/recommendations

comments/recommendations countersigned by the Action Officer, Division LTPD Chief, PES Director, DED-Operations

1 hour

Executive Director

Approved and signed comments/recommendations


are made by the


the

comments/recommend

ations, the same is




The comments/recommendations after reviewed and countersigned by the concerned Office Directors and approved by the Executive Director, the same is transmitted back to the concerned Division (LTPD) for appropriate action

10. CO-Office of the Executive Director records and transmits the approved and signed comments/recommendations to the concerned Division (LTPD)



Director

Date, time and details of comments/recommendations recorded in logbook of the Executive Director

CO-Office of the

Executive Director

records and transmits

the approved and

signed

comments/recommend

ations to the concerned

Division (LTPD)

439


Processing Time

Responsible Person


Remarks

11. CO-LTPD receives and records the approved and signed comments/recommendations from the OED


10 minutes Admin. Aide Date, time and details of comments/recommendations recorded in logbook of the LTPD Division

A photocopy of the approved and signed comments/recommendations is kept by the Division for file Original and duplicate

copies are transmitted

to CO-Records Section

12. CO-Records Section receives and records signed/approved comments/recommendations



Date, time and details of comments/recommendations recorded in logbook of the Records Section

Records Section

transmits

approved/signed

comments/recommen

dations

End of Process

440



Processing Time

Responsible Person


Remarks

1. CO-LTPD receives invitation letter Invitation letter 30 minutes LTPD Chief, Tax Specialist

Invitation letter

2. CO-LTPD forwards invitation letter to the Office of the Executive Director

Invitation letter 10 minutes Admin Aide Invitation letter

3. Executive Director approves invitation letter Invitation letter 10 minutes Executive Director

Approved invitation letter

4. Executive Director endorses/issues order to Division Chief, LTP

Invitation letter 10 minutes Executive Director

Assigns invitation letter

5. CO-LTPD prepares necessary documents such as Itinerary of Travel and Disbursement Voucher to avail of cash advance

Invitation letter 1 hour Tax Specialist Documents such as Disbursement Voucher (DV), Itinerary of Travel (IT).

Refer to FMD’s process of DV and IT

6. CO-LTPD attends Committee/Public Hearings Issues/concerns, related laws, comments/recommendations

LTPD Chief, Tax Specialist

Notes on committee hearings

7. CO-LTPD prepares and finalizes report Notes on committee hearings

1 day LTPD Chief, Tax Specialist

Final Report

8. CO-LTPD furnishes copies of report to Service Director, Deputy Executive Director and Executive Director

Final Report 10 minutes Tax Specialist Final report received by the Bureau officials

Format of report

End of Process

441


Local Assessment Operations Division

442

SERVICE : Local Finance Policy Enforcement Service (PES) DIVISION : Local Assessment Operations Division

UNIT NAME : BRIEF DESCRIPTION : This division supervises and regulates LGU real property tax assessment matters and work

closely with PASS Division. CLIENTS : BLGF Central & Regional Office, LGU Treasurer & Assistant Treasurer (Municipal, Province,

Cities), LGU Assessor & Assistance Treasurer, Any Government or Private Entity, General Public;



1. Assist in the formulation of Department / Bureau issuances setting for the local assessment policies and rules and standard operating procedures.

1.1 Maintenance of local assessment policy rules and standard procedure.

1.2 Preparation and issuances of local assessment regulations.

Assessment Regulation Signed by the Secretary of DOF Definition of Terms (Regulations, Circulars, Assessment Policy)

2. Prepare policy guidelines and procedures to govern the valuation and assessment of real properties for taxation purposes.

2.1 Preparation of Memorandum Circular governing valuation and assessment of real properties for information dissemination to Regional Offices, Assessors and Treasurers of the different LGUs.

Memorandum Circular Signed by the Executive Director of BLGF

3. Monitor and evaluate local assessment operations and determine impact on the revenue potentials/yields of the real property values and tax assessments.

3.1 Collection and maintenance of related information 3.2 Evaluation/analysis of present valuation and assessment of

properties against potential revenue of LGUs 3.3 Recommend strategies to improve local assessment

operation benefiting revenue potential and yield

Not a function of LASS As per discussion this should be lodged to PASS Division

443

3.4 Monitor property assessment operations 3.5 Publication of impact assessment

4. Compile and analyze field reports on real property values and (tax) assessments.

4.1 Review of SMV pursuant to Local Assessment Regulation No. 1-2007

4.2 Enforce Compliance Reporting System (CRS) 4.3 Analysis of SMV pursuant to Assessment Regulation 1-92 4.4 Recommend corrections/revisions of property base unit

values and tax assessment 4.5 Monitor compliance in the preparation of SMV

Currently only BLGF Form No. 3 is being collected from LGUs. CRS still subject to implementation

5. Prepare actions, opinions or rulings on queries or requests of property owners relative to property values and tax assessments.

5.1 Prepare preliminary action 5.2 Conduct further research/study necessary prior to the

preparation of an opinion/ruling. 5.3 Conduct fact-finding investigation and/or ocular

inspection. 5.4 Prepare opinions/ruling 5.5 Prepare response on appeals/ request for reconsiderations

6. Provide technical assistance on legislative measures pertaining to real property tax; assistance to line division/LGUs/public and other govt. agencies

6.1 Prepare comments/ recommendations on proposed legislative measures pertaining to real property taxation.

6.2 Provide technical assistance to LGUs/other govt. agencies and the general public re. real property appraisal/ assessment.

6.3 Provide technical assistance in the conduct of assessment audit.

6.4 Assist in the review/evaluation of existing policies effecting real property appraisal and assessment.

444

SPECIFIC PROCEDURES 1.2 Preparation and issuances of local assessment regulations


Processing Time

Responsible Person


Remarks

1 CO-LASS prepares and finalizes Memorandum and Policies for proper guidance in local assessment operations

Research, study, analysis

months Local Assessment Operation

Officer (LAOO)

Memorandum and Policies for proper guidance in local assessment operations countersigned by LAOO

Memorandum and Policies for proper guidance in local assessment operations is forwarded to LASS Chief

2 CO-LASS reviews Memorandum and Policies for proper guidance in local assessment operations

Memorandum and Policies for proper guidance in local assessment operations countersigned by LAOO

10 minutes LASS Chief Memorandum and Policies for proper guidance in local assessment operations countersigned by LASS Chief

If corrections/revisions are made by the LASS Chief on the Memorandum and Policies for proper guidance in local assessment operations, the same are returned to LAOO for editing/finalization then proceed to step 1, otherwise the Memorandum and Policies for proper guidance in local assessment operations is forwarded to the Office of the Director, Policy Enforcement

445


Processing Time

Responsible Person


Remarks

Service (PES).

3 CO-LASS records and transmits Memorandum and Policies for proper guidance in local assessment operations

Memorandum and Policies for proper guidance in local assessment operations countersigned by LAOO and LASS Chief

10 minutes Admin Aide Date, time and details of Memorandum and Policies for proper guidance in local assessment operations recorded in the logbook of LASS

Memorandum and Policies for proper guidance in local assessment operations are routed to the concerned PES Director for review and countersignature and for approval of the Executive Director.

4 PES Director reviews Memorandum and Policies for proper guidance in local assessment operations

Memorandum and Policies for proper guidance in local assessment operations countersigned by LAOO and LASS Chief

1 hour PES Director Memorandum and Policies for proper guidance in local assessment operations countersigned by PES Director

If corrections/revisions are made by the PES Director on the Memorandum and Policies for proper guidance in local assessment operations, the same are returned to LAOO for editing/finalization then proceed to step 1, otherwise the Memorandum and Policies for proper guidance in local assessment operations is forwarded to the Office of the Deputy Executive Director

446


Processing Time

Responsible Person


Remarks

(DED), Operations

5 Deputy Executive Director (DED), Operations reviews Memorandum and Policies for proper guidance in local assessment operations

Memorandum and Policies for proper guidance in local assessment operations countersigned by LAOO , LASS Chief and PES Director


Memorandum and Policies for proper guidance in local assessment operations reviewed and countersigned by DED for Operations

If corrections/revisions are made by the DED for Operations on the Memorandum and Policies for proper guidance in local assessment operations, the same are returned to LAOO for editing/finalization then proceed to step 1, otherwise the Memorandum and Policies for proper guidance in local assessment operations is forwarded to the Office of the Executive Director (OED)

6 CO-OED proofreads Memorandum and Policies for proper guidance in local assessment operations

Memorandum and Policies for proper guidance in local assessment operations countersigned by LAOO , LASS Chief, PES Director and DED for Operations


Memorandum and Policies for proper guidance in local assessment operations proofreads by Executive Assistant

If corrections/revisions are made by the Executive Assistant on the Memorandum and Policies for proper guidance in local assessment operations, the same are returned to LAOO for editing/finalization then proceed to step

447


Processing Time

Responsible Person


Remarks

1, otherwise the Memorandum and Policies for proper guidance in local assessment operations is forwarded to the Executive Director for review

7 Executive Director reviews Memorandum and Policies for proper guidance in local assessment operations

Memorandum and Policies for proper guidance in local assessment operations countersigned by LAOO , LASS Chief, PES Director and DED for Operations


Memorandum and Policies for proper guidance in local assessment operations reviewed and approved/signed by Executive Director

If corrections/revisions are made by the Executive Director on the Memorandum and Policies for proper guidance in local assessment operations, the same are returned to LAOO for editing/finalization then proceed to step 1, otherwise the proposed assessment regulations are forwarded to the Office of the Secretary (OSEC), DOF.

8 CO-OED records and transmits approved/signed Memorandum and Policies for proper guidance in local assessment operations

Approved/signed Memorandum and Policies for proper guidance in local assessment operations

10 minutes Admin Aide Date, time and details of Approved/signed Memorandum and Policies for proper guidance in local

448


Processing Time

Responsible Person


Remarks

assessment operations recorded in the logbook of OED

9 DOF receives and records Approved/signed Memorandum and Policies for proper guidance in local assessment operations


10 minutes Admin Officer, OSEC

Date, time and details of Approved/signed Memorandum and Policies for proper guidance in local assessment operations recorded in the logbook of Receiving Officer-DOF

10 Office of the Secretary-DOF reviews Policies for proper guidance in local assessment operations


1 day Secretary, DOF

Policies for proper guidance in local assessment operations reviewed and approved/signed by the Secretary, DOF

If corrections/revisions are made by the Secretary on the Policies for proper guidance in local assessment operations, the same are returned to LASS Division for editing/finalization then proceed to step 1

11 DOF records and transmits Approved/signed Policies for proper guidance in local assessment operations

Approved/signed Policies for proper guidance in local assessment

10 minutes Admin Aide Date, time and details of Approved/signed Policies for proper

Xerox copies are kept in the division for file. Original duplicate

449


Processing Time

Responsible Person


Remarks

operations guidance in local assessment operations recorded in the logbook of LASS

copies of Approved/signed Policies for proper guidance in local assessment operations are forwarded to Records Section for filing and transmittal to concerned offices. Original copy of Approved/signed Policies for proper guidance in local assessment operations for reproduction of documents.

13 CO-INFO receives and records Approved/signed Policies for proper guidance in local assessment operations

Approved/signed Policies for proper guidance in local assessment operations

10 minutes Admin Aide Date, time and details of Approved/signed Policies for proper guidance in local assessment operations recorded in the logbook of INFO

(Refer to the process of reproduction of documents)

14 CO-Records Section records and transmits Date, time and details of Approved/signed Policies for proper guidance in local assessment operations recorded

Approved/signed Policies for proper guidance in local assessment operations

10 minutes Admin Aide Date, time and details of Approved/signed Policies for proper guidance in local

Records Section transmits Approved/signed Policies for proper guidance in local

450


Processing Time

Responsible Person


Remarks

assessment operations recorded

assessment operations to concerned person/party

End of Process

451

2.1 Preparation of Memorandum Circular governing valuation and assessment of real properties for information dissemination to Regional Offices, Assessors and Treasurers of the different LGUs


Processing Time

Responsible Person


Remarks

1 CO-LASS prepares Memorandum Circular embodying the signed opinion/ruling re. real property valuation and/or assessment of real properties

Signed BLGF opinion/ruling Numerous/similar leter-requests of property owners or local assessors or other concerned parties , relative to real property valuation and/or assessment

1 day LAOO Memorandum Circular countersigned by LAOO

Memorandum Circular is forwarded to LASS Chief

2 CO-LASS reviews Memorandum Circular Memorandum Circular countersigned by LAOO

1 hour LASS Chief Memorandum Circular countersigned by LASS Chief

If corrections/revisions are made by the LASS Chief on the Memorandum Circular, the same are returned to LAOO for editing/finalization then proceed to step 1, otherwise the Memorandum Circular is forwarded to the Office of the Director, Policy Enforcement Service (PES).

3 CO-LASS records and transmits Memorandum Circular

Memorandum Circular


452


Processing Time

Responsible Person


Remarks

countersigned by LAOO and LASS Chief

Memorandum Circular recorded in the logbook of LASS Division.

The Memorandum Circular are routed to the concerned PES Director for review and countersignature and for approval of the Executive Director

4 PES Director reviews Memorandum Circular Memorandum Circular countersigned by LAOO and LASS Chief

1 hour PES Director Memorandum Circular countersigned by PES Director

If corrections/revisions are made by the PES Director on the Memorandum Circular, the same are returned to LAOO for editing/finalization then proceed to step 1, otherwise the Memorandum Circular is forwarded to the Office of the Deputy Executive Director (DED), Operations

5 Deputy Executive Director (DED), Operations reviews Memorandum Circular

Memorandum Circular countersigned by LAOO , LASS Chief and PES Director


Memorandum Circular reviewed and countersigned by DED for Operations

If corrections/revisions are made by the DED for Operations on the Memorandum Circular, the same are returned to LAOO for editing/finalization then proceed to step 1, otherwise the Memorandum Circular is forwarded to the Office of the Executive

453


Processing Time

Responsible Person


Remarks

Director (OED)

6 CO-Office of the Executive Director (OED) proofreads Memorandum Circular

Memorandum Circular countersigned by LAOO , LASS Chief, PES Director and DED for Operations


Memorandum Circular proofread by Executive Assistant

If corrections/revisions are made by the DED for Operations on the Memorandum Circular, the same are returned to LAOO for editing/finalization then proceed to step 1, otherwise the Memorandum Circular is forwarded to the Office of the Executive Director (OED)

7 Executive Director reviews and approves/signs Memorandum Circular

Memorandum Circular countersigned by LAOO , LASS Chief, PES Director and DED for Operations


Memorandum Circular reviewed and approved/signed by Executive Director

If corrections/revisions are made by the Executive Director on the Memorandum Circular, the same are returned to LAOO for editing/finalization then proceed to step 1

8 CO-OED records and transmits approved/signed Memorandum Circular


10 minutes Admin Aide Date, time and details of Memorandum Circular recorded in the logbook of OED

9 CO-LASS receives and records approved/signed Memorandum Circular


10 minutes Admin Aide Date, time and details of Memorandum

Xerox copies are kept in the division for file.

454


Processing Time

Responsible Person


Remarks

Circular recorded in the logbook of LASS

Original duplicate copies of approved/signed Memorandum Circular are forwarded to Records Section for filing and transmittal to concerned offices. Original copy of approved/signed Memorandum Circular for reproduction of documents.

10 CO-Records Section records and transmit approved/signed Memorandum Circular


10 minutes Admin Aide Date, time and details of Memorandum Circular recorded in the logbook of Records Section

Records Section transmits approved/signed Memorandum Circular to concerned person/party

11 CO-INFO receives and records approved/signed Memorandum Circular


10 minutes Admin Aide Date, time and details of Memorandum Circular recorded in the logbook of INFO

(Refer to the process of reproduction of documents)

End of Process

455

5.2 Conduct further research/study necessary prior to the preparation of an opinion/ruling


Processing Time

Responsible Person


Remarks

1. CO-LASS Division receives and records letter-request from local assessor or property owner or other concerned, from the Records Section.

Letter-request for opinion/ruling, or appeals/request for reconsideration or complaint re: valuation/assessment of real property from Records Section.

10 minutes Admin Aide Date, time and details of documents registered in the logbook. Index card with corresponding CCS No. attached.

The letter request/appeals’ is/are forwarded to LASS Chief

2. CO-LASS Division evaluate assign to action officer.

Facts/information embodied in the back communication.

10 minutes LASS Chief Letter-requests with notations of the LASS Chief

The letter request/appeals’ is/are forwarded to LAOO .

Preliminary action shall first be prepared in case of Initial (1st time) letter-request for opinion/ruling; complaint. Research/study and /or conduct of fact-finding investigation and/or ocular inspection to be conducted, whenever necessary, in order that appropriate opinion/ruling can be rendered.

3. CO-LASS Division prepares and finalizes opinion/ruling re. real property evaluation and/or assessment of real properties and Indorsement letter.

O Letter-request/appeal O Facts/information submitted O Comments and/or recommendation of concerned local assessor, if necessary O Report of fact-finding investigation and/or ocular

5 days LAOO, LASS Chief

Opinion/Ruling and Indorsement letter

*Initially, an acknowledgement letter will be sent to the party concerned. * Opinion/ Ruling and Indorsement letter are forwarded to LASS Chief for review.

456


Processing Time

Responsible Person


Remarks

inspection conducted, if necessary

4. CO-LASS Division reviews the Opinion/Ruling and Indorsement Letter.


½ day LASS Chief Opinion/Ruling and Indorsement letter reviewed and countersigned by LASS Chief

Processing time depending on the subject matter and bulk of papers for review.

5. CO-LASS Division records and transmits Opinion/Ruling and Indorsement Letter to the PES Director.

Opionion/Ruling and Indorsement letter countersigned by the Action Officer and Division Chief

10 minutes Admin Aide Date, time and details Opinion/Ruling and Indorsement letter registered in the logbook of LASS Division.

Assessment Audit Report and Letter to Local Chief Executive (LCE) are routed to the Office of the Deputy Executive Director (DED), Operations for review and countersigned and for approval of the Executive Director.

6. PES Service Director reviews the Opinion/Ruling and Indorsement letter

Opinion/Ruling and Indorsement letter countersigned by the LAOO and LASS Chief.

1 hour PES Director Opinion/Ruling and Indorsement letter countersigned by the .PES Service Director

If corrections/ revisions are made by the PES Director on the Opinion/Ruling and Indorsement letter, the same are returned to concermed Division (LASS) for correction/edited/revision, then go back to step No. 3, otherwise the same is forwarded to the office of the

457


Processing Time

Responsible Person


Remarks

Deputy Executive Director (DED).

7. CO-Office of the PES Service Director records and transmits Opinion/Ruling and Indorsement letter to the Office of the DED for Operations, for review.

Opinion/Ruling and Inbdorsement letter countersigned by the Action Officer, Division Chief and PES Service Director.

10 minutes Secretary of the Service

Director

Date, Time and details of Opinion/Ruling and Indorsement letter registered in the logbook of the Office of the PES Service Director.

8. CO-Office of the Deputy Executive Director-Operations receives and records Opinion/Ruling and Indorsement letter.

Opinion/Ruling and Indorsement letter countersigned by the Action Officer, Division Chief and PES Service Director.

10 minutes Secretary of the Deputy Executive Director-

Operations

Date, Time and Details of Opinion/Ruling and Indorsement letter registered in the logbook of the Office of the Deputy Executive Director-Operations.

Opinion/Ruling and Indorsement letter forwarded to Deputy Executive Director for review and countersignature.

9. Deputy Executive Director reviews Opinion/Ruling and Indorsement letter.

Opinion/Ruling and Indorsement letter countersigned by the Action Officer, Division Chief and PES Service Director.

Deputy Executive Director

Opinion/Ruling and Indorsement letter countersigned by Deputy Executive Director-Operations.

If corrections/revisions are made by the Deputy Executive Director-Operations on the Opinion/Ruling and Indorsement letter, the same are returned to concerned Division (LASS) for correction/edited/revi

458


Processing Time

Responsible Person


Remarks

sion, then go back to step No. 3.

10. CO-office of the Deputy Executive Director-Operations records and transmits Opinion/Ruling and Indorsement letter to the Office of the Executive director, for review.

Opinion/Ruling and Indorsement letter countersigned by the Action Officer, Division Chief and Deputy Executive Director-Operations.


Operations

Date, time and details of Ruling/Opinion and Indorsement letter registered in the logbook of the Office of the Deputy Executive Director-Operations.

11. CO-Office of the Executive Director receives and records Opinion/Ruling and Indorsement letter Records Section records and transmits approved/signed Assessment Audit Report and Letter to Local Chief Executive (LCE)

Opinion/Ruling and Indorsement letter countersigned by the Action Officer, Division Chief, PES Service Director and Deputy Executive Director-Operations.


Director

Date, time and details of Ruling/Opinion and Indorsement letter registered in the logbook of the Office of the Executive Directors.

Opinion/Ruling and Indorsement letter forwarded to Executive Secretary of the Executive Director for review.

12. CO-Office of the Executive Director reviews Opinion/Ruling and Indorsement letter.

Opinion/Ruling and Indorsement letter countersigned by the Action Officer, Division Chief, PES Service Director and Deputy

1 hour Secretary of the Executive

Drector

Opinion/Ruling and Indorsement letter reviewed.

If corrections/revisions are made by the Secretary of the Executive Director on the Opinion/Ruling and Indorsement letter, the same are

459


Processing Time

Responsible Person


Remarks

Executive Director-Operations.

returned to concerned Division (LASS) for correction/edited/revision, then go back to step No. 3, otherwise Opinion.Ruling and Indorsement letter are forwarded to Executive Director for review and approval.

13. Executive Director reviews Opinion/Ruling and Indorsement letter.

Opinion/Ruling and Indorsement letter countersigned by the Action Officer, Division Chief, PES Service Director and Deputy Executive Director-Operations.


Opinion/Ruling and Indorsement letter reviewed, approved and signed by the Executive Director

If corrections/revisions are made by the Secretary of the Executive Director on the Opinion/Ruling and Indorsement letter, the same are returned to concerned Division (LASS) for correction/edited/revision, then go back to step No. 3.

14. CO-Office of the Executive Director records and transmits the Opinion/Ruling and Indorsement letter to concerned Division (LASS)

Opinion/Ruling and Indorsement letter reviewed, approved and signed by the Executive Director.


Director

Date, time and details of approved/signed Opinion/Ruling and Indorsement letter registered in the logbook of the Office of the

460


Processing Time

Responsible Person


Remarks

Executive Directors.

15. CO-LASS Division receives and records the signed/approved Opinion/Ruling and Indorsement letter

Approved/signed Opinions/Ruling and Indorsement letter

10 minutes Admin Aide Date, time and details of approved/signed Ruling/Opinion and Indorsement letter registered in the logbook of LASS Division.

A photocopy of the approved/signed Opinion/Ruling and Indorsement letter are kept by the Division for file. Original and duplicate copies of approved/signed Opinion/Ruling and Indorsement letter to records Section.

16. CO-Records Section receives and records signed/approved action to the Record’s Section.

Approved/signed Opinion/Ruling and Indorsement letter

10 minutes Records Officer of Central Records

Date, time and details of Opinion/Ruling and Indorsement letter recorded in the logbook of Record Section.

Records Section transmits approved/signed Opinion/Ruling and Indorsement letter to concerned person/party requesting said opinions.

End of Process

461



Processing Time

Responsible Person


Remarks

1. CO-LASS Division receives and records

letter-request from local assessor or

property owner or other concerned, from

the Records Section.

Letter-request for

opinion/ruling, or

appeals/request

for

reconsideration or

complaint re:

valuation/assessm

ent of real

property from

Records Section.


details of

documents

registered in the

logbook. Index

card with

corresponding CCS

No. attached.

The letter

request/appeals’

is/are forwarded to

LASS Chief

2. CO-LASS Division evaluate assign to action

officer.

Facts/information

embodied in the

back

communication.

10 minutes LASS Chief Letter-requests

with notations of

the LASS Chief

The letter

request/appeals’

is/are forwarded to

LAOO .

Preliminary action shall first be prepared in case of initial (1st time) letter-request for opinion/ruling; complaint. Research/study and/or conduct of fact-finding investigation and/or ocular inspection to be conducted, whenever necessary, in order that appropriate opinion/ruling can be rendered.

3. CO-LASS Division prepares and finalizes

opinion/ruling re. real property evaluation

and/or assessment of real properties and

Indsorsement letter.

Letter-

request/appeal

Facts/information

submitted

Comments and/or

recommendation

of concerned local

5 days LAOO, LASS Chief

Opinion/Ruling

and Indorsement

letter

Initially, an acknowledgement letter will be sent to the party concerned.

Opinion/ Ruling and Indorsement letter are forwarded to LASS Chief for

462


Processing Time

Responsible Person


Remarks

assessor, if

necessary

Report of fact-

finding

investigation

and/or ocular

inspection

conducted, if

necessary

Report of fact-

finding

investigation

and/or ocular

inspection

conducted, if

necessary

review.

4. CO-LASS Division reviews the

Opinion/Ruling and Indorsement Letter.

Opinion/Ruling

and Indorsement

letter

½ day LASS Chief Opinion/Ruling

and Indorsement

letter reviewed

and countersigned

by LASS Chief

Processing time

depending on the

subject matter and

bulk of papers for

review.

5. CO-LASS Division records and transmits

Opinion/Ruling and Indorsement Letter to

the PES Director.

Opinion/Ruling

and Indorsement

letter


details

Opinion/Ruling

463


Processing Time

Responsible Person


Remarks

countersigned by

the Action Officer

and Division Chief

and Indorsement

letter registered in

the logbook of

LASS Division.

Assessment Audit Report and Letter to Local Chief Executive (LCE) are routed to the Office of the Deputy Executive Director (DED), Operations for review and countersignature and for approval of the Executive Director.

6. PES Service Director reviews the


Opinion/Ruling

and Indorsement

letter

countersigned by

the LAOO and

LASS Chief.

PES Director Opinion/Ruling

and Indorsement

letter

countersigned by

the .PES Service

Director


are made by the PES

Director on the

Opinion/Ruling and

Indorsement letter,

the same are returned

to concerned Division

(LASS) for

correction/edited/revi

sion, then go back to

step No. 3, otherwise

the same is forwarded

to the Office of the

Deputy Executive

Director (DED).

7. CO-Office of the PES Service Director

records and transmits Opinion/Ruling and

Indorsement letter to the Office of the DED

for Operations, for review.

Opinion/Ruling

and Indorsement

letter

countersigned by

the Action Officer,


the Service

Director

Date, Time and

Details of

Opinion/Ruling

and Indorsement


464


Processing Time

Responsible Person


Remarks

Division Chief and

PES Service

Director.

the logbook of the

Office of the PES

Service Director.

8. CO-Office of the Deputy Executive Director-

Operations receives and records

Opinion/Ruling and Indorsement letter `

Opinion/Ruling

and Indorsement

letter

countersigned by

the Action Officer,

Division Chief and

PES Service

Director.

Secretary of

the Deputy

Executive

Director-

Operations

Date, Time and

Details of

Opinion/Ruling

and Indorsement


the logbook of the

Office of the

Deputy Executive

Director-

Operations..

Opinion/Ruling and

Indorsement letter

forwarded to Deputy


review and

countersignature.

9. Deputy Executive Director reviews

Opinion/Ruling and Indorsement letter. `

Opinion/Ruling

and Indorsement

letter

countersigned by

the Action Officer,

Division Chief and

PES Service

Director.

Deputy

Executive

Director

Opinion/Ruling

and Indorsement

letter

countersigned by

Deputy Executive

Director-

Operations.


are made by the

Deputy Executive

Director-Operations

on the Opinion/Ruling

and Indorsement

letter, the same are


Division (LASS) for



step No. 3.

465


Processing Time

Responsible Person


Remarks

10. CO-office of the Deputy Executive Director –

Operations records and transmits

Opinion/Ruling and Indorsement letter to

the Office of the Executive director, for

review.

Opinion/Ruling

and Indorsement

letter

countersigned by

the Action Officer,

Division Chief and

Deputy Executive

Director-

Operations.

Secretary of

the Deputy

Executive

Director-

Operations

Date, time and

details of

Ruling/Opinion

and Indorsement


the logbook of the

Office of the

Deputy Executive

Director-

Operations.

11. CO-Office of the Executive Director receives

and records Opinio0n/Ruling and

Indorsement letter

Records Section records and transmits

approved/signed Assessment Audit Report

and Letter to Local Chief Executive (LCE)

Opinion/Ruling

and Indorsement

letter

countersigned by

the Action Officer,

Division Chief, PES

Service Director

and Deputy

Executive Director-

Operations.

Secretary of

the Executive

Director

Date, time and

details of

Ruling/Opinion

and Indorsement


the logbook of the

Office of the

Executive

Directors.

Opinion/Ruling and

Indorsement letter

forwarded to

Executive Secretary of


for review.

12. CO-Office of the Executive Director reviews

Opinion/Ruling and Indorsement letter.

Opinion/Ruling

and Indorsement

letter

countersigned by

the Action Officer,

Division Chief, PES

Secretary of

the Executive

Director

Opinion/Ruling

and Indorsement

letter reviewed.


are made by the

Secretary of the

Executive Director on

the Opinion/Ruling

and Indorsement

466


Processing Time

Responsible Person


Remarks

Service Director

and Deputy

Executive Director-

Operations.



Division (LASS) for



step No. 3, otherwise

Opinion/Ruling and

Indorsement letter are

forwarded to



13. Executive Director reviews Opinion/Ruling

and Indorsement letter

Opinion/Ruling

and Indorsement

letter

countersigned by

the Action Officer,

Division Chief, PES

Service Director

and Deputy

Executive Director-

Operations.

Executive

Director

Opinion/Ruling

and Indorsement

letter reviewed,

approved and

signed by the

Executive Director


are made by the

Secretary of the


the Opinion/Ruling

and Indorsement



Division (LASS) for



step No. 3.

14. CO-Office of the Executive Director records

and transmits the Opinion/Ruling and

Indorsement letter to concerned Division

Opinion/Ruling

and Indorsement

letter reviewed,

Secretary of

the Executive

Date, time and

details of

approved/signed

467


Processing Time

Responsible Person


Remarks

(LASS) approved and

signed by the

Executive Director.

Director Opinion/Ruling

and Indorsement


the logbook of the

Office of the

Executive

Directors.

15. CO-LASS Division receives and records the

signed/approved Opinion/Ruling and

Indorsement letter

Approved/signed

Opinion/Ruling

and Indorsement

letter

Date, time and

details of

approved/signed

Ruling/Opinion

and Indorsement


the logbook of

LASS Division.

A photocopy of the

approved/signed

Opinion/Ruling and

Indorsment lette are

kept by the Division

for file.

Original and duplicate

copies of

approved/signed

Opinion/Ruling and

Indorsement letter to

Records Section.


signed/approved action to the Record’s

Section.

Approved/signed

Opinion/Ruling

and Indorsement

letter

Records

Officer (CO

Records

Section)

Date, time and

details of

Opinion/Ruling

and Indorsement

letter recorded in

the logbook of

Records Section

transmits

approved/signed

Opinion/Ruling and

Indorsement letter to

concerned

468


Processing Time

Responsible Person


Remarks

Record Section. person/party

requesting said

opinions.

End of Process

469

6.1 Prepare comments/ recommendations on proposed legislative measures pertaining to real property taxation


Processing Time

Responsible Person


Remarks

1. CO-LASS Division receives and records copy of a House Bill from Records Section.

Copy of House Bill from Records Section for comments/recommendations regarding issues involving in real property taxation.

10 minutes Admin Aide Date, time and details of documents registered in the logbook. Index card with corresponding CCS No. attached.

Copy of House Bill forwarded to the Division Chief.

2. CO-LASS Division evaluates/assigns to action officer.

Issues pertaining to real property taxation embodied in the House Bill.

10 minutes LASS Chief Copy of House Bill with notations of the LASS Chief

Copy of House Bill is forwarded to LAOO .

3. CO-LASS Division prepares and finalizes comments/recommendations on issues involving real property taxation.

House Bill regarding issues involving real property taxation.

5 days LAOO LASS Chief

Comments/recommendations on issues involving real property taxation

Comments/recommen

dations on issues

involving real property

taxation is forwarded

to LASS Chief for

review.

4. CO-LASS Division reviews the comments/recommendations on issues involving property taxation.

Comments/recommendations on issues involving real property taxation.

½ day LASS Chief Comments/recommendations on issues involving real property taxation registered in the logbook of LASS Division.

Processing time depending on the subject matter and bulk of papers for review.

470


Processing Time

Responsible Person


Remarks

5. CO-LASS Division records and transmits comment/recommendations on issues involving real property taxation to the PES Director.

Comments/recommendations on issues involving real property taxation countersigned by the LAOO, LASS Chief.

10 minutes PES Director Comments/recommendations on issues involving real property taxation countersigned by the PES Service Director.

CO-LASS Division records and transmits comments/recommendation on issues involving real property taxation to the PES Director.

Comments/recommendations on issues involving real property taxation is routed to the Office of the Deputy Executive Director (DED), Operations for review and countersignature and for approval of the Executive Director.

6. PES Service Director reviews comments/recommendation on issues involving real property taxation.

Comments/recommendations on issues involving real property taxation countersigned by the LAOO and LASS Chief.

1 hour PES Director Comments/recommendations on issues involving real property taxation countersigned by the PES Service Director.

If corrections/revisions are made by the PES Director on the comments/recommendations on issues involving real property taxation, the same is returned to concerned Division (LASS) for correction/edited/revision, then go back to step No. 3, otherwise the same is forwarded to the Office of the Deputy Executive Director (DED).

7. CO-Office of the PES Service Director Records and transmits comments/recommendations on issues involving real property taxation to the office of the DED for Operations, for review.

Comments/recommendations on issues involving real property taxation.


Director

Date, time and details of comments/recommendations on issues involving

471


Processing Time

Responsible Person


Remarks

Countersigned by the Action Officer, Division Chief and PES Service Director.

real property taxation registered in the logbook of the Office of the PES Service Director.

8. CO-Office of the Deputy Executive Director-Operations receives and records comments/recommendations on issues involving real property taxation.

Comments/recommendations on issues involving real property taxation countersigned by the Action Officer, Division Chief and PES Service Director.


Director

Date, Time and Details of Comments/recommendations on issues involving real property taxation registered in the logbook of the Office of the Deputy Executive Director-Operations.

Comments/recommendations on issues involving real property taxation forwarded to Deputy Executive Director for review and countersignature.

9. Deputy Executive Director reviews comments/recommendations on issues involving real property taxation.

Comments/recommendations on issues involving real property taxation countersigned by the Action Officer, Division Chief and PES Service Director.

1 hour Deputy Executive Director

Comments/recommendations on issues involving real property taxation countersigned by Deputy Executive Director-Operations.

If corrections/revisions are made by the Deputy Executive Director-Operations on the comments/recommendations on issues involving real property taxation, the same is returned to concerned Division (LASS) for correction/edited/revision, then go back to

472


Processing Time

Responsible Person


Remarks

step No. 3.

10. CO-Office of the Deputy Executive Director-Operation records and transmits comments/recommendations on issues involving real property taxation to the Office of the Executive director, for review.

Comments/recommendations on issues involving real property taxation countersigned by the Action Officer, Division Chief and Deputy Executive Director-Operations.


Operations

Date, time and details of comments/recommendations on the issues involving real property taxation registered in the logbook of the Office of the Deputy Executive Director-Operations.

11. CO-Office of the Executive Director receives and records comments/recommendations on issues involving real property taxation.

Comments/recommendations on issues involving real property taxation countersigned by the Action Officer, Division Chief, PES Service Director and Deputy Executive Director-Operations.

10 minutes Secretary of Executive Director

Date, time and details of comments/ recommendations on issues involving real property taxation registered in the logbook of the Office of the Executive Directors.

Comments/recommendations on issues involving real property taxation forwarded to Executive Secretary of the Executive Director for review.

12. CO-Office of the Executive Director reviews comments/recommendations on issues involving real property taxation.

Comments/recommendations issues involving real property taxation countersigned by the Action Officer,

1 hour Secretary of the Executive

Director

Comments/recommendations on issues involving real property taxation reviewed.

If corrections/revisions are made by the Executive Director on the comments/recommendations on issues

473


Processing Time

Responsible Person


Remarks

Division Chief, PES Service Director and Deputy Executive Director-Operations.

involving real property taxation, the same is returned to concerned Division (LASS) for corrections/edited/revision, then go back to step No. 3, otherwise comments/recommendations on issues involving real property taxation is forwarded to Executive Director for review and approval.

13. Executive Director reviews comments/recommendations on issues involving real property taxation.

Comments/recommendations on issues involving real property taxation countersigned by the Action Officer, Division Chief, PES Service Director and Deputy Executive Director-Operations.


Comments/recommendations on issues involving real property taxation reviewed, approved and signed by the Executive Director

Executive Director reviews comments/recommendations on issues involving real property taxation.

14. CO-Office of the Executive Director records and transmits the comments/recommendations on issues involving real property taxation to concerned Division (LASS)

Comments/recommendations on issues involving real property taxation reviewed,


Director

Date, time and details of approved/signed comments/recommendations on

474


Processing Time

Responsible Person


Remarks

approved and signed by the Executive Director.

issues involving real property taxation registered in the logbook of the Office of the Executive Directors.

15. CO-LASS Division receives and records the signed/approved comments/recommendations on issues involving real property taxation..

Approved/signed comments/recommendations on issues involving real property taxation

10 minutes Admin Aide Date, time and details of approved/signed comments/recommendations on issues involving real property taxation registered in the logbook of LASS Division.

A photocopy of the approved/signed comments/recommendations on issues involving real property taxation are kept by the Division for file. Original and duplicate copies of approved/signed comments/recommendations on issues involving real property taxation to Records Section.

16. CO-Records Section receives and records signed/approved action to the Record’s Section.

Approved/signed comments/recommendations on issues involving real property taxation.


Record Section)

Date, time and details of comments/recommendations on issues involving real property taxation recorded in the logbook of Record Section.

Records Section transmits approved/signed comments/recommendations on issues involving real property taxation to concerned person/party requesting said

475


Processing Time

Responsible Person


Remarks

opinions.

End of Process

476

6.2 Provide technical assistance to LGUs/other govt. agencies and the general public re. real property appraisal/

assessment


Processing Time

Responsible Person


Remarks

1. CO-LASS receives and records BLGF

Office/Travel Order

BLGF Office/Travel

Order signed by

the Executive

Director

As stated in

the Order

Admin Aide Date, time and

details of BLGF

Office/Travel

Order recorded in

the logbook of

LASS.

Corresponding CCS

No. attached.

2. CO-LASS conducts actual assessment audit Forms/checklist 5 days Assessment

Audit Team

Facts, findings,

and

recommendations.

3. CO-LASS prepares and finalizes

Assessment Audit Report and Letter to

Local Chief Executive (LCE)

Facts, findings and

recommendations.

2-3 days Assessment

Audit Team

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team

Assessment Audit

Report and Letter to

Local Chief Executive

(LCE) are forwarded to

LASS Chief for review.

477


Processing Time

Responsible Person


Remarks

4. CO-LASS reviews Assessment Audit Report


Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team

1 hour LASS Chief Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team

countersigned by

LASS Chief


are made by the LASS

Chief on the

Assessment Audit



(LCE), the same are

returned to

Assessment Audit

Team for



3, otherwise

Assessment Audit



(LCE) is forwarded to

the Office of the

Deputy Executive

Director (DED for

Operations for review.

5. CO-LASS records and transmits



Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by


details of

Assessment Audit

Report and Letter

to Local Chief

478


Processing Time

Responsible Person


Remarks

Assessment Audit

Team and LASS

Chief

Executive (LCE)

recorded in the

logbook of LASS.


6. Deputy Executive Director (DED),

Operations reviews Assessment Audit

Report and Letter to Local Chief Executive

(LCE)

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team and LASS

Chief

1 hour DED for

Operations

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

DED for

Operations.


are made by DED for

Operations on the

Assessment Audit



(LCE), the same are

returned to LASS for



3, otherwise

Assessment Audit




the Office of the

Executive Director

(OED)

479


Processing Time

Responsible Person


Remarks

7. CO-OED proofreads Assessment Audit


(LCE)

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team, LASS Chief

and DED for

Operations

1 hour Executive

Assistant

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

proofread by

Executive

Assistant


are made by the

Executive Assistant on

the Assessment Audit



(LCE), the same are




3, otherwise

Assessment Audit





(OED) for review

8. Executive Director review and

approves/signs Assessment Audit Report


Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team, LASS Chief

and DED for

Operations

1 hour Executive

Director

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

reviewed and

approved/signed

by Executive

Director


are made by the





(LCE), the same are



480


Processing Time

Responsible Person


Remarks


3,

Assessment Audit Report and Letter to Local Chief Executive (LCE), after having been reviewed and countersigned by the DED for Operations and approved/signed by the Executive Director, shall be transmitted back to LASS for the next steps.

9. CO-OED records and transmits



Approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)


details of

Approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

recorded in the

logbook of OED.

10. CO-LASS receives and records



Approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)


details of

approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

recorded in the

logbook of LASS.

Xerox copy are kept to

the Division for file.

Approved/signed

Assessment Audit




Records for transmittal

to the concerned

481


Processing Time

Responsible Person


Remarks

Office.




Approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

10 minutes Records

Officer (CO

Record

Section)

Date, time and

details of

approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

recorded in the

logbook of

Records Section.

Approved/signed

Assessment Audit



(LCE) are transmitted

to the concerned

Office/person.

End of Process

482

6.3 Provide technical assistance in the conduct of assessment audit


Processing Time

Responsible Person


Remarks

1 CO-LASS receives and records BLGF Office/Travel Order

BLGF Office/Travel Order signed by the Executive Director

As stated in the Order

Admin Aide Date, time and details of BLGF Office/Travel order recorded in the logbook of LASS. Corresponding CCS No. attached

2 CO-LASS conducts actual assessment audit Forms/checklist 5 days Assessment Audit Team

Facts, findings, and recommendations

3 CO-LASS prepares and finalizes Assessment Audit Report and Letter to Local Chief Executive (LCE)

Facts, findings, and recommendations

2-3 days Assessment Audit Team

Assessment Audit Report and Letter to Local Chief Executive (LCE) countersigned by Assessment Audit Team

Assessment Audit Report and Letter to Local Chief Executive (LCE are forwarded to LASS Chief for review

4 CO-LASS reviews Assessment Audit Report and Letter to Local Chief Executive (LCE)

Assessment Audit Report and Letter to Local Chief Executive (LCE) countersigned by Assessment Audit Team

1 hour LASS Chief Assessment Audit Report and Letter to Local Chief Executive (LCE) countersigned by LASS Chief

If corrections/revisions are made by the LASS Chief on the Assessment Audit Report and Letter to Local Chief Executive (LCE), the same are returned to Assessment Audit

483


Processing Time

Responsible Person


Remarks

Team for editing/finalization then proceed to step 3, otherwise Assessment Audit Report and Letter to Local Chief Executive (LCE) is forwarded to the Office of the Deputy Executive Director (DED for Operations for review.

5. CO-LASS records and transmits



Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team and LASS

Chief

10 minutes Admin. Aide Date, time and

details of

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

recorded in the

logbook of LASS.


6. Deputy Executive Director (DED),

Operations reviews Assessment Audit


(LCE)

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

1 hour DED for

Operations

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

DED for


are made by DED for

Operations on the

Assessment Audit



484


Processing Time

Responsible Person


Remarks

Team and LASS

Chief

Operations. (LCE), the same are




3, otherwise

Assessment Audit




the Office of the

Executive Director

(OED)

7. CO-OED proofreads Assessment Audit


(LCE)

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team, LASS Chief

and DED for

Operations

1 hour Executive

Assistant

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

proofread by

Executive

Assistant


are made by the





(LCE), the same are




3, otherwise

Assessment Audit



485


Processing Time

Responsible Person


Remarks



(OED) for review

8. Executive Director review and

approves/signs Assessment Audit Report


Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

countersigned by

Assessment Audit

Team, LASS Chief

and DED for

Operations

1 hour Executive

Director

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

reviewed and

approved/signed

by Executive

Director


are made by the





(LCE), the same are




3,

Assessment Audit Report and Letter to Local Chief Executive (LCE), after having been reviewed and countersigned by the DED for Operations and approved/signed by the Executive Director, shall be transmitted back to LASS for the next steps.

9. CO-OED records and transmits



Approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)


details of

Approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

recorded in the

logbook of OED.

486


Processing Time

Responsible Person


Remarks

10. CO-LASS receives and records



Approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)


details of

approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

recorded in the

logbook of LASS.

Xerox copy are kept to


Approved/signed

Assessment Audit




Records for transmittal

to the concerned

Office.




Approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

10 minutes Records

Officer (CO

Record

Section)

Date, time and

details of

approved/signed

Assessment Audit

Report and Letter

to Local Chief

Executive (LCE)

recorded in the

logbook of

Records Section.

Approved/signed

Assessment Audit



(LCE) are transmitted

to the concerned

Office/person.

End of Process

487


Local Government Loans Review Division

488

SERVICE : Local Finance Policy Enforcement Service DIVISION : Local Government Loans And Review Division (LOANS) UNIT NAME : BRIEF DESCRIPTION : The Loans Division is under the Policy Enforcement Service. This Division is the one in-charge

of Processing Loans under the Assessment Loan Revolving Fund (ALRF) PD 1002. It also process/issues certification of Debt Service and Borrowing Capacities of LGUs as stipulated under BSP Circular letter dated May 28, 2002 series of 2002.

CLIENTS : Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


6. Review and process local government applications for loans and other credit facilities provided for under (P.D. 752), including assessment loans under P.D. 1002.

6.1 Collation of Report of Trial Balance, SRE/SIE, Annual Budget of Specific LGU applicant of P.D. 1002

6.2 Review of submitted documentary requirements (See checklist)

6.3 Assess project proposal components and ensure that the cost schedule pertains to the specific project only

6.4 Facilitate signing of contract

In the passing of the R.A. 7160, the function specific to P.D. 752 has been devolved to government/private banks. BLGF role is changed to issuance of debt service ceiling and borrowing capacity certification.

7. Determine financial capability of LGUs to contract loans and the financial viability of proposed projects.

7.1 Issuance of debt service ceiling and borrowing capacity certification

Criteria is set by RA7160 Sec 324 (b) with applicable formula (see formula)

8. Facilitate releases of approve loan proceeds. Monitor the completion stages of on- going projects financed by domestic borrowings on relation with disbursements of

8.1 Collect report and conduct field inspection and evaluation of progress

489

project funds.

9. Enforce/ monitor payments of loan amortizations and apply administrative sanctions or legal remedies in case of defaults on repayments.

9.1 Notify LGU on their loan obligation 9.2 Facilitate receipt of re-payment of loan under ALRF 9.3 Maintenance of Statement of LGU Assessment Loan

Database (Maintenance of LGU accounts)

Payment maybe through registered mail, hand carry or through bank

10. Assessment of socio-economic impact of project (or etc.) Function not being done

490

SPECIFIC PROCEDURES 1.1 Collation of Report of Trial Balance, SRE/SIE, Annual Budget of Specific LGU applicant of P.D. 1002


Processing Time

Responsible Person


Remarks

1 CO-LOANS Division receives and records Letter Request and documents from Records Section

Letter Request and compilations of required documents received for loan application under ALRF

10 minutes Admin Aide Date and details of letter request and required documents recorded in the logbook of the LOANS Division. Corresponding CCS attached.

Letter request and compilation of required documents received for loan application forwarded to the LOANS Chief

2 CO-LOANS Division checks documents/assigns to action officer for appropriate action

Letter Request and compilations of required documents for loan application under ALRF with CCS No. attached

10 minutes LOANS Chief

Letter request and documents checked and assigned to Action Officer

Letter request and compilation of required documents received for loan application forwarded to the Action Officer

3 CO-LOANS Division reviews documents of applicant LGUs

-Checklist of requirements -Request and Loan application with complete required documents

1 hour Loan Examiner

Letter request and loan application together with required documents reviewed

4 CO-LOANS Division prepares and finalizes letter-reply and loan application

-Checklist of requirements -Letter request and loan application with complete required documents

2 days Loan Examiner

Letter-reply countersigned by Loan Examiner (Letter -reply addressed to applicant LGU thru the Local Assessor concerned requesting to submit

Letter-reply and loan application with complete required documents forwarded to the LOANS Chief for review

491


Processing Time

Responsible Person


Remarks

additional documents to facilitate the processing of loan application, however, if all of the required documents are complied with, the assessor and treasurer concerned are requested to conform with the project cost estimates and LCE to affix his/her signatures on the contract of loan to be witnessed by the assessor and treasurer concerned)

5 CO-LOANS Division reviews letter-reply and attached requirements

Letter-reply countersigned by Loan Examiner -Checklist of requirements -Letter-request Loan application with complete required documents

1 hour LOANS Chief

Letter-reply countersigned by LOANS Chief; loan application with complete required documents reviewed

If corrections/ revisions are made by the LOANS Chief on the letter-reply, the same is returned to the Loan Examiner for editing/ finalization

6 CO-LOANS Division records and transmits the letter-reply, loan application and required

Letter-reply countersigned by

10 minutes Admin Aide Date, time and details of letter-

Letter-reply and loan application with

492


Processing Time

Responsible Person


Remarks

documents to the Office of the PES Director for review

Loan Examiner LOANS Chief -Checklist of requirements -Letter-request Loan application with complete required documents

reply , loan application and required documents recorded in the logbook of LOANS Division. Corresponding CCS attached.

complete required documents forwarded to the Office of the PES Director.

The letter-reply on the request, loan application and required documents are routed to concerned Office Directors for review and countersignature.

7 PES Director reviews the letter-reply, loan application and required documents

Letter-reply countersigned by Loan Examiner LOANS Chief -Checklist of requirements -Letter-request Loan application with complete required documents

1 hour PES Director Letter-reply countersigned by PES Director loan application with complete required documents reviewed

If corrections/ revisions are made by the PES Director on the letter-reply, the same is returned to the LOANS Divisions for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions it is forwarded to the Deputy Executive Director for Operations

8 Deputy Executive Director for Operations reviews the letter-reply, loan application and required documents

Letter-reply countersigned by Loan Examiner LOANS Chief PES Director -Checklist of requirements -Letter-request Loan application


Letter-reply countersigned by DED for Operations, loan application with complete required documents reviewed

If corrections/ revisions are made by the DED for Operations on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions it

493


Processing Time

Responsible Person


Remarks

with complete required documents

is forwarded to the Executive Director

9 Office of the Executive Director proofreads letter-reply

Letter-reply countersigned by Loan Examiner, LOANS Chief PES Director DED for Operations -Checklist of requirements -Letter-request Loan application with complete required documents


Letter-reply proofread

If corrections/ revisions are made by the Executive Assistant on the letter-reply, the same is returned to the LOANS Division for editing/finalization, then proceed to step 2, otherwise if there are no corrections/revisions, it is forwarded to the Executive Director

10 Executive Director reviews, approves/signs the letter-reply

Letter-reply countersigned by Loan Examiner, Chief, LOANS PES Director DED for Operations -Checklist of requirements -Letter-request Loan application with complete required documents


Approved /Signed letter-reply

If corrections are made by the Executive Director on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 3.

The letter-reply, loan application and required documents after reviewed and countersigned by the concerned Office Directors and approved and signed by the

Executive Director, the same are transmitted back to the concerned Division (LOANS) for appropriate action/next step.

11 Office of the Executive Director records and transmits approved/signed letter-reply, loan application and required documents to the

Approved/Signed letter-reply

10 minutes Admin Aide Date, time and details of approved/signed

494


Processing Time

Responsible Person


Remarks

LOANS Division -Checklist of requirements -Letter-request Loan application with complete required documents

letter-reply , loan application and required documents recorded in the logbook of the Office of the Executive Director

12 CO-LOANS Division receives and records approved/signed letter-reply

Approved/Signed letter-reply -Checklist of requirements Letter-request Loan application with complete required documents

10 minutes Admin Aide Date, time and details of approved/signed letter-reply, loan application and required documents recorded in the logbook of the LOANS Division

A photocopy of the approved/signed letter-reply is kept by the Division for file Original and duplicate copies of approved/signed letter-reply are transmitted to the CO- Records Section

13 CO-Records Section receives and records approved/signed letter-reply


Record Section)

Date, time and details of approved/signed letter-reply recorded in the logbook of the Records Section

CO-Records Section transmits approved/signed letter-reply to the applicant LGU

End of Process

495

1.3 Assess project proposal components and ensure that the cost schedule pertains to the specific project only


Processing Time

Responsible Person


Remarks

1 CO-LOANS Division receives and records letter request and documents from Records Section

-Checklist of requirements -Letter request with required documents and Project Study and Action Plan (PSAP)

10 minutes Admin Aide Date, time and details of letter request and required documents recorded in the logbook of the LOANS Division. Corresponding CCS attached.

Letter request with required documents and PSAP received for loan application forwarded to the LOANS Chief

2 CO-LOANS Division checks documents/ assigns to Action Officer for appropriate action

-Checklist of requirements -Letter request with CCS attached required documents and PSAP

10 minutes LOANS Chief Letter request with required documents checked and assigned to Action Officer

Letter request with required documents and PSAP received forwarded to the Action Officer


-Checklist of requirements -Letter request with required documents and PSAP


Letter request with required documents and PSAP reviewed

4 CO-LOANS Division prepares and finalizes letter-reply and loan application

-Checklist of requirements -Letter request with required documents and PSAP

2 days Loan Examiner

Letter-reply with required documents and PSAP countersigned by Loan Examiner (Letter reply addressed to applicant LGU thru the Local Assessor concerned requesting to

Letter-reply with required documents and PSAP forwarded to the LOANS Chief for review

496


Processing Time

Responsible Person


Remarks

conform with the project cost estimates and the LCE to affix signatures on contract of loan to be witnessed by the said assessor and treasurer concerned)

5 CO-LOANS Division reviews letter-reply and attached requirements

Letter-reply countersigned by Loan Examiner -Checklist of requirements -Letter request and required documents and PSAP

1 hour LOANS Chief

Letter-reply countersigned by LOANS Chief required documents and PSAP reviewed

If corrections/ revisions are made by the LOANS Chief on the letter-reply, the same is returned to the Loan Examiner for editing/ finalization

6 CO-LOANS Division records and transmits letter-reply and required documents to the Office of the PES Director for review

Letter-reply countersigned by Loan Examiner LOANS Chief -Checklist of requirements -Letter request and required documents and PSAP


Date, time and details of Letter-reply and required documents recorded in the logbook of LOANS Division

Letter-reply and required documents forwarded to the Office of the PES Director.

The letter-reply, loan application and required documents are routed to concerned Office Directors for review and countersignature.

7 PES Director reviews the letter-reply, loan application and required documents

Letter-reply countersigned by

1 hour PES Director Letter-reply countersigned by

If corrections/ revisions are made by the PES

497


Processing Time

Responsible Person


Remarks

Loan Examiner, LOANS Chief -Checklist of requirements -Letter request and required documents and PSAP

PES Director loan application with complete required documents reviewed

Director on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions it is forwarded to the Deputy Executive Director for Operations

8 Office of the Deputy Executive Director for Operations reviews letter-reply and required documents

Letter-reply countersigned by Loan Examiner, LOANS Chief, PES Director -Checklist of requirements -Letter request and required documents and PSAP


Letter-reply countersigned by DED for Operations, request and required documents reviewed

If corrections/ revisions are made by the DED for Operations on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to step 2, otherwise if there are no corrections/ revisions, it is forwarded to the Executive Director

9 Office of the Executive Director proofreads letter-reply

Letter-reply countersigned by Loan Examiner, LOANS Chief PES Director DED for Operations -Checklist of requirements -Letter request and required documents



If corrections/ revisions are made by the Executive Assistant on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to step 2, otherwise if there are no corrections/ revisions, it is forwarded to the

498


Processing Time

Responsible Person


Remarks

and PSAP Executive Director

10 Executive Director reviews, approves/ signs letter-reply

Letter-reply countersigned by Loan Examiner, LOANS Chief PES Director DED for Operations -Checklist of requirements -Letter request and required documents and PSAP


Approved/ signed letter-reply

If corrections are made by the Executive Director on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 3.

The letter-reply, loan application and required documents after reviewed and countersigned by the concerned Office Directors and approved and signed by the


11 Office of the Executive Director records and transmits approved/signed letter-reply, request and required documents to the LOANS Division

Approved/Signed letter-reply -Checklist of requirements -Letter request and required documents and PSAP


Date, time and details of approved/ signed letter-reply and required documents recorded in the logbook of the Office of the Executive Director

12 CO-LOANS Division receives and records approved/signed letter-reply

Approved/Signed letter-reply -Checklist of requirements -Letter request and required documents and PSAP


Date, time and details of approved/signed letter-reply and required documents recorded in the logbook of the LOANS Division

A photocopy of the approved/signed letter-reply is kept by the Division for file. Original and duplicate copies of approved/signed letter-reply are transmitted to CO- Records.


10 minutes Records Officer of the


Records Section transmits approved/

499


Processing Time

Responsible Person


Remarks

Bureau approved/signed letter-reply on request recorded in the logbook of the Records Section

signed letter-reply to applicant LGU.

End of Process

500

1.4 Facilitate signing of contract The procedure below describes the steps taken when documents submitted by the applicant LGUs under Assessment Loan Revolving Fund (ALRF) are analyzed and checked if they are properly accomplished and in accordance with the prescribed forms under Assessment Regulations 4-77.


Requirement Processing Time

Responsible Person


Remarks

1 CO-LOANS Division receives and records required documents from Records Section

-Letter request -Approved/Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP

10 minutes

Admin Aide Date, time and details of letter request and approved/signed contract recorded in the logbook of the LOANs Division. Corresponding CCS attached.

Letter request and approved/signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU forwarded to the LOANS Chief

2 CO-LOANS Division checks documents/assigns to action officer for appropriate action

-Letter request with CCS attached -Approved/Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP with CCS attached.


Letter request and approved/signed contract of Loan checked and assigned to Action Officer

Letter request and approved/signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU forwarded to the Action Officer


-Letter request -Approved/Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP

4 hours Loan Examiner Memorandum Letter For the Executive Director thru Channels recommending to affix signatures on the space provided on the contract, letter request,

501


Processing Time

Responsible Person


Remarks

contract of loan and complete required documents reviewed

4 CO-LOANS Division prepares and finalizes Memorandum Letter

-Letter request -Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP

1 hour Loan Examiner Memorandum Letter countersigned by Loan Examiner, letter request, contract of loan, and complete required documents reviewed

Memorandum letter, letter request contract of loan and complete required documents forwarded to LOANS Chief for review

5 CO-LOANS Division reviews Memorandum Letter and attached requirements

Memorandum Letter countersigned by Loan Examiner -Letter request -Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP

1 hour

LOANS Chief

Memorandum Letter countersigned by LOANS Chief, letter request, contract of loan, and complete required documents reviewed

If corrections/ revisions are made by the LOANS Chief on the Memorandum Letter , the same is returned to the Loan Examiner for editing/ finalization

6 CO-LOANS Division records and transmits the memorandum letter and attached requirements to the Office of the Director, PES

Memorandum Letter countersigned by Loan Examiner LOANS Chief -Letter request -Signed contract of Loan by the LCE and witnessed by the

10 minutes

Admin Aide

Date, time and details of memorandum letter and letter request, contract of loan, and complete required documents recorded in the logbook of LOANS Division

Memorandum letter and attached requirements forwarded to the Office of the PES Director

502


Processing Time

Responsible Person


Remarks

Assessor/Treasurer of applicant LGU -PSAP

The Memorandum Letter and required documents are routed to concerned Office Directors for review and countersignature.

7 PES Director reviews the Memorandum Letter and attached requirements

Memorandum Letter countersigned by Loan Examiner, LOANS Chief -Letter request -Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP

30 minutes

PES Director Memorandum Letter countersigned by PES Director request, contract of loan, and complete required documents reviewed.

If corrections/ revisions are made by the PES Director on the Memorandum Letter and complete required documents, the same are returned to the LOANS Division for editing/ finalization, then proceed to step 2, otherwise if there are no corrections/ revisions, the same are forwarded to the Deputy Executive Director for Operations

8 Deputy Executive Director for Operations, PES reviews the Memorandum Letter , request, contract of loan, and complete required documents

Memorandum Letter countersigned by Loan Examiner, LOANS Chief PES Director DED, -Letter request -Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP

30 minutes

Deputy Executive

Director for Operations,

PES

Memorandum Letter countersigned by Deputy Executive Director for Operations, PES and letter request, contract of loan, and complete required documents reviewed.

If corrections/ revisions are made by the Deputy Executive Director for Operations, PES on the Memorandum Letter and attached requirements, the same are returned to the LOANS Division for editing/ finalization, then proceed to step 2, otherwise if there are no corrections/ revisions, action forwarded to the

503


Processing Time

Responsible Person


Remarks


9 Office of the Executive Director proofreads the Memorandum Letter

Memorandum Letter countersigned by Loan Examiner, LOANS Chief, PES Director DED for Operations -Letter request -Signed contract of Loan by the LCE and witnessed by the Assessor /Treasurer of applicant LGU -PSAP


Memorandum Letter proofread

If corrections/ revisions are made by the Executive Secretary on the Memorandum Letter, the same returned to the LOANS Division for editing/ finalization, then proceed to step 2, otherwise if there are no corrections/ revisions, the action forwarded to the Executive Director

10 Executive Director reviews, approves/ signs the Memorandum Letter

Memorandum Letter countersigned by Loan Examiner, LOANS Chief PES Director DED for Operations -Letter request -Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP


Approved /Signed contract of loan signed by the LCE and witnessed by the Assessor /Treasurer of applicant LGU

If corrections/ revisions are made by the Executive Director on the Memorandum Letter, the same is returned to the LOANS Division for editing/ finalization, then proceed to step 3.

The Memorandum Letter, loan application and required document after reviewed and countersigned by the concerned Office Directors and approved / signed by the


504


Processing Time

Responsible Person


Remarks

11 CO-Office of the Executive Director (OED) records and transmits the Memorandum Letter to the LOANS Division

Approved /Signed Memorandum Letter -Letter request -Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP

10 minutes Admin Aide Date, time and details of approved /signed Memorandum Letter recorded in the logbook of the OED

12 CO-LOANS Division receives and records the approved/ signed Memorandum Letter

Approved/Signed Memorandum Letter -Letter request -Signed contract of Loan by the LCE and witnessed by the Assessor/Treasurer of applicant LGU -PSAP

10 minutes Admin Aide Date and details of approved/signed Memorandum Letter recorded in the logbook of the LOANS Division

A photocopy of the approved and signed Memorandum Letter is kept by the Division for file Original and duplicate copies of approved /signed action is transmitted to CO-Records Section

13 CO-LOANS Division prepares Memorandum Letter and voucher for 1

st release of the loan

proceeds

-Letter request -Signed/ Approved Contract of Loan -PSAP

2 hours Loan Examiner

Memorandum Letter on request countersigned by Loan Examiner (Memorandum Letter For the Executive Director thru Channels recommending approval of the 1

st

Memorandum Letter on request with complete required documents forwarded to the LOANS Chief for review

505


Processing Time

Responsible Person


Remarks

release)

14 CO-LOANS Division reviews Memorandum Letter with voucher for 1

st release

and attached requirements

Memorandum Letter with voucher for 1

st release

countersigned by Loan Examiner -Letter request -Signed/Approved Contract of Loan -PSAP


Memorandum Letter countersigned by LOANS Chief complete required documents reviewed

If corrections/ revisions are made by the LOANS Chief on the action, the same is returned to the Loan Examiner for editing/ finalization

15 CO-LOANS records and transmits the Memorandum Letter with voucher for 1

st release

thru Financial and Management Division to Cash Section

- Memorandum Letter with voucher for 1

st release

countersigned by Loan Examiner Chief, LOANs -Signed/Approved Contract of Loan -PSAP

10 minutes Admin Aide Date, time and details of approved/ signed Memorandum Letter recorded in the logbook of the LOANS Division

Memorandum Letter with complete required documents forwarded thru Financial and Management Division to Cash Section

16 CO-Cash Section prepares check for 1

st release of the loan proceeds


st release

countersigned by Loan Examiner -Chief, LOANs -Signed/ Approved Contract of Loan -PSAP

1 hour Cashier Memorandum Letter and attached requirements reviewed check for 1

st release of the

loan proceeds prepared by the Cashier

Check for the 1st

release Memorandum Letter with complete required documents forwarded to the Office of the Executive Director

17 Executive Director proofreads the Memorandum Letter with voucher for 1

st release

and Check

-Check for 1st

release - Memorandum Letter with voucher for 1

st release


Memorandum Letter and Check for the 1

st release

proofread

If corrections/ revisions are made by the Executive Secretary on the action, the same is

506


Processing Time

Responsible Person


Remarks

countersigned by Loan Examiner Chief, LOANs -Signed/Approved Contract of Loan -PSAP

returned to the LOANS Division for editing/ finalization, then proceed to step 2, otherwise if there are no corrections/ revisions, the action is forwarded to the Executive Director

18 Executive Director reviews, approves/ signs Memorandum Letter with voucher for 1

st release

and Check


st release

countersigned by Loan Examiner Chief, LOANs -Check prepared -Signed/Approved Contract of Loan -PSAP


Approved /Signed Memorandum Letter with voucher for 1

st release

and Check

If corrections/ revisions are made by the Executive Director on the action, the same is returned to the LOANS Division for editing/ finalization, then proceed to step 3.

The action on the request, loan application and required document after reviewed and countersigned by the concerned Office Directors and approved and signed by

the Executive Director, the same are transmitted back to the concerned Division (LOANS) for appropriate action/next step.

19

Office of the Executive Director records and transmits the Approved /Signed Memorandum Letter and Check for the 1

st release

to the LOANS Division

Approved /Signed Memorandum Letter and Check for the 1

st release

-Signed/ Approved Contract of Loan -PSAP

10 minutes Admin Aide Date, time and details of approved /signed Memorandum Letter and Check for the 1

st release

recorded in the logbook of the LOANS Division

20 CO-LOANS Division informs applicant LGU/ local treasurer concerned for the approved/signed

- Approved/ Signed Memorandum

10 minutes Loan Examiner Applicant LGU/local treasurer concerned

Photocopies of check and OR are kept by the

507


Processing Time

Responsible Person


Remarks

check for 1st

release and bring Official Receipt for the release of the said check from the CO-Cash Section

Letter and Check for the 1

st release

-Signed/ Approved Contract of Loan -PSAP

receipt approved/signed check for 1

st release

of the loan proceeds

Division for file

21 CO-LOANS Division records in the ALRF index card check and OR Numbers and other data/information for 1st release

Photocopies of check and OR

10 minutes Loan Examiner Check and OR Numbers and other data/ information for 1st release recorded in the ALRF index card

End of Process

508

2.1 Issuance of debt service ceiling and borrowing capacity certification

The request for issuance of certification of Net Debt Service Ceiling and Borrowing Capacity of LGUs to be used for application for loan with the banks/lending institutions are computed in accordance with Section 324(b) of the Local Government Code (Attachment “C”).



Responsible Person


Remarks

1 CO-LOANS Division reviews documents of LGUS requesting issuance of certification of net debt service ceiling and borrowing capacities

Checklist of requirements Letter request for certification and complete documents

1 hour Admin Officer Letter request and complete documents reviewed

2 CO-LOANS Division prepares and finalizes letter-reply and certification

Checklist of requirements Letter request for certification and complete documents

1 hour Admin Officer Letter-reply and certification countersigned by Admin Officer

Letter-reply and certification are forwarded to LOANS Chief for review

3 CO-LOANS Division reviews letter-reply and certification

Letter-reply and certification countersigned by Admin Officer

10 minutes LOANS Chief Letter-reply and certification countersigned by LOANS Chief; letter-reply and certification reviewed

If corrections/ revisions are made by the LOANS Chief on the letter-reply and certification, the same are returned to the Admin Officer for editing/ finalization

4 CO-LOANS Division records and transmits the Letter-reply and certification to CO-Plans Division for certification number

Letter-reply and certification countersigned by Admin Officer LOANS Chief

10 minutes Admin Aide Date, time and details of letter-reply and certification recorded in the logbook of LOANS Division.

Letter-reply and certification forwarded to CO-Plans Division

509


Processing Time

Responsible Person


Remarks

Corresponding CCS attached.

5 CO-Plans Division PES reviews the letter reply on the request and certification and affix corresponding certification number


10 minutes PLANS Division Chief

Letter-reply and certification reviewed by the Staff, CO-Plans Division and affixed corresponding certification number.

If corrections/ revisions are made by the Staff, CO-Plans Division on the letter-reply and certification, the same are returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions the actions are forwarded to the PES Director.

The letter-reply on the request and certification are routed to concerned Office Directors for review and countersignature.

6 PES Director reviews the letter reply on the request and certification


10 minutes PES Director Letter-reply and certification countersigned by PES Director

If corrections/ revisions are made by the PES Director on the letter-reply and certification, the same are returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions the action is forwarded to the Deputy Executive Director for Operations , PES

7 Deputy Executive Director for Operations reviews the letter reply on the request and

Letter-reply and certification

10 minutes DED for Operations

Letter-reply and certification signed

If corrections are made by the DED for

510


Processing Time

Responsible Person


Remarks

certification countersigned by Admin Officer LOANS Chief PES Director

by the DED for Operations

Operations on the letter-reply and certification, the same are returned to LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections / revisions the same are returned to CO-LOANS Division

The letter-reply on the request and certification after reviewed and counter signed by the PES Director and approved and signed by the Deputy Executive

Director, the same are transmitted back to the concerned Division (CO-LOANS) for appropriate action/next step.

8 Office of the DED for Operations records and transmits the letter reply and certification to the CO-LOANS Division

Approved and signed letter-reply on request and certification

10 minutes Admin Aide Date, time and details of Approved and signed letter-reply on request and certification recorded in the logbook of the Office of the DED for Operations

9 CO-LOANS Division receives and records the approved and signed letter-reply on request and certification. Affix BLGF dry seal on the certification.

Approved and signed letter-reply on request and certification

10 minutes Admin Aide Date, time and details of Approved and signed letter-reply on request and certification recorded in the logbook of the CO-LOANS Division. Affixed BLGF dry seal on the certification.

A photocopy of the Approved and signed letter-reply on request and certification are kept by the Division for file. Original and duplicate copies of Approved and signed letter-reply on request and certification are transmitted to CO- Records Section

511


Processing Time

Responsible Person


Remarks

10 CO- Records Section receives and records Approved and signed letter-reply on request and certification

10 minutes Records Officer of the

Bureau

Date, time and details of Approved and signed letter-reply on request and certification recorded in the logbook of the CO- Records Section

CO- Records Section transmits approved and signed letter-reply on and certification to the LGU who requested the issuance of certification of net debt service ceiling and borrowing capacity.

End of Process

512

3.1 Collect report and conduct field inspection and evaluation progress

Upon receipt of reports of actual expenditures jointly signed by the Assessor and Treasurer and Physical Accomplishment of the duly certified by the Assessor concerned, monitoring and evaluation of the project are required before release of the 2nd and 3rd (final) release of the loan proceeds to validate report submitted to determine the actual expenditures and physical accomplishment of the project. Favorable recommendation by the representatives who evaluated the project in the field are also required as provided for under Assessment Regulations No. 5-78 (Attachment “B”).


Processing Time

Responsible Person


Remarks

1 CO-LOANS Division receives and records letter request and required documents

-Letter request for the 2

nd / 3

rd releases

of loan proceeds -Report of actual expenditure and accomplishment -PSAP -contract

10 minutes Admin Aide Date, time and details of the document recorded in logbook of the LOANS Division. Corresponding CCS attached.

Letter request and compilation of required documents received for the 2

nd/3

rd release of

loan proceeds forwarded to LOANS Chief

2 CO-LOANS Division checks documents/assigns to Action Officer for appropriate action


nd / 3

rd releases

of loan proceeds with CCS attached -Report of actual expenditure and accomplishment -PSAP -contract with CCS No. attached


Letter request and documents checked and assigned to Action Officer

Letter request and compilation of required documents received for the 2

nd/3

rd release of

loan proceeds forwarded to the Action Officer

3 CO-LOANS Division reviews documents -Letter request for the 2

nd / 3

rd release

of loan proceeds -Report of actual expenditure and accomplishment -PSAP

1 day Loan Examiner Letter request and required documents reviewed

513

-contract

4

CO-LOANS Division prepares action on the request


nd / 3

rd release


1 day Loan Examiner Letter- reply on request and Memorandum Letter for approval of the Executive Director thru Channel countersigned by Loan Examiner . Disbursement Voucher for 2

nd/3

rd

release prepared . Required documents reviewed. (After evaluation of the on- going project by the representative of the BLGF-CO, evaluation report on the findings noted on the actual expenditures and physical accomplishment and with comments/ recommendations prepared submitted thru the LOANS Chief.

Letter- reply and Memorandum Letter and required documents forwarded to LOANS Chief for review

5 CO-LOANS Division reviews letter- reply, Memorandum Letter , Disbursement Voucher for 2

nd/3

rd release and attached

requirements

Letter- reply and Memorandum Letter countersigned by

1 hour LOANS Chief

Letter- reply , Memorandum Letter and Disbursement

If corrections/ revisions are made by the LOANS Chief on the action, the same is returned to the

514

Loan Examiner -Letter request for the 2

nd / 3

rd release


Voucher for 2nd

/3rd

release countersigned by Division Chief, required documents reviewed

Action Officer for editing/ finalization

6 CO-LOANS Division records and transmits the Letter- reply, Memorandum Letter and Disbursement Voucher for 2

nd/3

rd release

and required documents to the Office of the PES Director for review

Letter- reply and Memorandum Letter countersigned by Loan Examiner LOANS Chief -Letter request for the 2

nd / 3

rd release



Date, time and details of Letter- reply, Memorandum Letter and required documents recorded in the logbook of LOANS Division

Action on request and required documents forwarded to the Office of the PES Director.

The action on the request and required documents are routed to concerned Office Directors for review and countersignature.

7 PES Director reviews Letter- reply, Memorandum Letter and Disbursement Voucher for 2

nd/3

rd release and required

documents

Letter -reply and Memorandum Letter countersigned by Loan Examiner LOANS Chief -Letter request for the 2

nd / 3

rd release

1 hour PES Director Letter- reply and Memorandum Letter countersigned by Director with complete required documents reviewed

If corrections/ revisions are made by the PES Director on the action, the same is returned to the LOANS Division for editing/finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions

515


the action is forwarded to the Deputy Executive Director for Operations

8 Deputy Executive Director for Operations reviews Letter -reply, Memorandum Letter and Disbursement Voucher for 2

nd/3

rd

release and required documents

Letter -reply and Memorandum Letter countersigned by Loan Examiner LOANS Chief PES Director -Letter request for the 2

nd / 3

rd release



Letter- reply and Memorandum Letter countersigned by DED for Operations with complete required documents reviewed

If corrections/ revisions are made by the DED for Operations on the action, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions the action is forwarded to the Executive Director

9 Executive Director proofreads the Letter- reply, Memorandum Letter and Disbursement Voucher for 2

nd/3

rd release

and required documents

Letter- reply , Memorandum Letter countersigned by Loan Examiner LOANS Chief PES Director DED for Operations -Letter request for the 2

nd / 3

rd release

of loan proceeds -Report of actual


Letter- reply , Memorandum Letter and Disbursement Voucher for 2

nd/3

rd

release and required documents proofread

If corrections/ revisions are made by the Executive Secretary on the Action, the same is returned to the LOANS Division for editing/ finalization, then proceed to step 2, otherwise if there are no corrections/ revisions, the action is forwarded to the Executive Director

516

expenditure and accomplishment -PSAP -contract

10 Executive Director reviews, approves/ signs Letter -reply , Memorandum Letter and Disbursement Voucher for 2

nd/3

rd release

and required documents

Letter -reply , Memorandum Letter countersigned by Loan Examiner LOANS Chief PES Director DED for Operations -Letter request for the 2

nd / 3

rd release



Approved /Signed Letter- reply , Memorandum Letter, complete required documents reviewed

If corrections/ revisions are made by the Executive Director on the action, the same is returned to the LOANS Division for editing/ finalization, then proceed to step 3.

The action on the request and required documents after reviewed and countersigned by the concerned Office Directors and approved and signed by the


11 Office of the Executive Director records and transmits the signed/approved Letter- reply , Memorandum Letter and Disbursement Voucher for 2

nd/3


documents to the LOANS Division

Approved /Signed Letter- reply , Memorandum Letter -Letter request for the 2

nd / 3

rd release

of loan proceeds -Report of actual expenditure and accomplishment -PSAP

10 minutes Admin Aide Date, time and details of Approved /Signed Letter -reply , Memorandum Letter and attached documents recorded in the logbook of the LOANS Division

517

-contract

12 CO-LOANS Division receives and records the approved/ signed Letter reply , Memorandum Letter and Disbursement Voucher for 2

nd/3


documents

Approved and signed Letter reply , Memorandum Letter -Letter request for the 2

nd / 3

rd release


10 minutes Admin Aide Date, time and details of approved/ signed Letter reply , Memorandum Letter and Disbursement Voucher for 2

nd/3

rd

release and required documents recorded in the logbook of the LOANS Division

A photocopy of the approved/ signed letter-reply is kept by the Division for file. Original and duplicate copies of approved/signed letter-reply is transmitted to CO-Records Section while the Memorandum Letter together with Disbursement Voucher for 2

nd/3

rd release and

pertinent documents forwarded to Cash Section for preparation of check


10 minutes Records Officer of this

Bureau

Date, time and details of approved/ signed Letter reply recorded in the logbook of the Records Section

Records Section transmits approved/signed letter-reply on the concerned LGU

14 CO-Cash Section prepares check for 2nd

/3rd

release of the loan proceeds

-Approved/Signed Memorandum Letter together with Disbursement Voucher for 2

nd/3

rd

release -Letter request for the Report of actual expenditure and accomplishment -PSAP

1 hour Cashier Memorandum Letter and attached requirements reviewed, check for 2

nd/release prepared

by the Cashier

Check for 2nd

/3rd

release with attached requirements forwarded to the Office of the Executive Director

518

-contract

15 Executive Director proofreads the Memorandum Letter and attached requirements reviewed, check for 2

nd/release

Check for 2nd

/3rd

release Approved/Signed Memorandum Letter together with Disbursement Voucher for 2

nd/3

rd

release -Letter request for the Report of actual expenditure and accomplishment -PSAP -contract


Memorandum Letter and attached requirements reviewed, check for 2

nd/release

proofread

16 Executive Director reviews, approves/signs check for 2

nd/3

rd release

Check for 2nd

/3rd


nd/3

rd



Approved/Signed Check for 2

nd/3

rd

release and attached requirements reviewed

Signed/Approved Check for 2

nd/3

rd release with

attached requirements forwarded to the LOANS Division

17 Office of the Executive Director records and transmits the approved/signed check for 2

nd/3

rd release to the LOANS Division


nd/3

rd

release Approved/Signed Memorandum Letter together with Disbursement

10 minutes Admin Aide Date, time and details of approved/signed check for 2

nd/3

rd

release recorded in the logbook of the LOANS Division

519

Voucher for 2nd

/3rd


18 CO-LOANS Division receives and records the approved/signed check for the 2

nd/3

rd

release


nd/3

rd


nd/3

rd


10 minutes Admin Aide Date, time and details of approved/signed check for 2

nd/3

rd

release recorded in the logbook of the LOANS Division

A photocopy of the approved/signed check by the Division for file

19 CO-LOANS Division informs applicant LGU/ local treasurer concerned for the approved/signed check for 2

nd/3

rd release

and bring Official Receipt for the release of the said check from CO-Cash Section


nd/3

rd


nd/3

rd

release -Letter request for the Report of actual expenditure and accomplishment

10 minutes Loan Examiner Applicant LGU received check for 2

nd/3

rd release from

Cash Section

Photocopies of check and OR are kept by the Division for file

520

-PSAP -contract

20 CO-LOANS Division records in the ALRF index card check and OR Numbers and other data/information for 2

nd/3

rd release

Photocopies of check and OR

10 minutes Loan Examiner Check and OR Numbers and other data/ information for 2

nd/3

rd release

recorded in the ALRF index card

End of Process

521

4.1 Notify LGU on their loan obligation

Loans should be repaid by the LGU concerned in equal amortizations as stipulated in the Loan Agreement on or before the end of December of each year starting with the year next following the year of completion of the project as provided for under Assessment Regulation 4-77.



Responsible Person


Remarks

1 CO-LOANS Division prepares demand letter to concerned LGU

-Schedule of Annual amortization due for concerned LGU -Contract of Loan -Records of Release and payments of concerned LGU -Certificate of the completion of project

4 hours Admin Officer Demand letter countersigned by Admin Officer, required documents reviewed

Demand Letter and required documents forwarded to the LOANS Chief

2 CO-LOANS Division reviews demand letter and attached requirements

Demand letter countersigned by Admin Officer -Schedule of Annual amortization due for concerned LGU -Contract of Loan -Records of Release and payments of concerned LGU -Certificate of the completion of project

1 hour LOANS Chief Demand letter countersigned by LOANS Chief, required documents reviewed

If corrections/ revisions are made by the LOANS Chief on the demand letter, the same is returned to the Admin Officer for editing/ finalization

3 CO-LOANS Division records and transmits the demand letter to the Office of the PES Director for review

Demand letter countersigned by Admin Officer Chief, LOANS

Admin Aide Date, time and details of demand letter and required documents recorded

Demand Letter forwarded to the Office of PES Director.

522

-Contract of Loan

in the logbook of LOANS Division. Corresponding CCS attached.

The demand letter and required documents are routed to concerned Office Directors for review and countersignature.

4 PES Director reviews demand letter and attached required documents

Demand letter with CCS attached countersigned by Admin Officer Chief, LOANS -Contract of Loan

20 minutes PES Director Demand letter countersigned by PES Director required documents reviewed

If corrections/ revisions are made by the PES Director on the demand letter, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions the action is forwarded to the Deputy Executive Director for Operations

5

Deputy Executive Director for Operations reviews demand letter and attached required documents

Demand letter countersigned by Admin Officer Chief, LOANS PES Director -Contract of Loan

20 minutes Deputy Executive

Director for Operations

Demand letter countersigned by DED for Operations -Contract of Loan, required documents reviewed

If corrections/ revisions are made by the Deputy Executive Director for Operations on the demand letter, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions the action is forwarded to the Executive Director

6 Office of the Executive Director proofreads the demand letter

Demand letter countersigned by Admin Officer Chief, LOANS


Demand letter proofread

If corrections/ revisions are made by the Executive Assistant on the demand letter, the

523

PES Director DED for Operations -Contract of Loan

same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions the action is forwarded to the Executive Director

7 Executive Director reviews, approves/signs the demand letter

Demand letter countersigned by Admin Officer Chief, LOANS PES Director DED for Operations -Contract of Loan


Approved/Signed demand letter

If corrections/ revisions are made by Executive Director on the demand letter, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 3.

Demand letter and required documents after reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, the

same are transmitted back to the concerned Division (LOANS) for appropriate action/next step.

8 Office of the Executive Director records and transmits the demand letter and required documents to the LOANS Division

Approved/Signed demand letter Contract of Loan

10 minutes Admin Aide Date, time and details of approved/signed demand letter and required documents recorded in the logbook of the Office of the Executive Director

9

CO-LOANS Division receives and records the approved/signed demand letter

Approved/Signed demand letter Contract of Loan

10 minutes Admin Aide Date, time and details of approved/signed demand letter and required documents recorded in the logbook of the LOANS Division.

A photocopy of the approved/signed demand letter is kept by the Division for file Original and duplicate copies of approved/signed demand letter is

524

transmitted to the CO-Records

10 C0-Records Section receives and records approved/signed demand letter


Record Section)

Date, time and details of approved/signed demand letter and required documents recorded in the logbook of the Records Section

Records Section transmits approved/signed demand letter to the LGU concerned.

End of Process

525

4.2 Facilitate receipt repayment of loan under ALRF Check/s receives by the LOANS Division for repayment of loan under Assessment Loan Revolving Fund (ALRF) by the Treasurer of the LGU concerned are forwarded to Cash Section for Official Receipt and prepares letter-reply to acknowledged receipt of payment with the attached Official Receipt. The amount of payment, name of bank/ date, OR No. /date are posted to the ALRF index card to compute the total amount paid made by the LGU.


Processing Time

Responsible Person


Remarks

1 CO-LOANS Division receives and records check for repayment of loan and supporting documents

-Transmittal letter -Check payment and supporting documents

10 minutes Admin Aide Date and details of check payment and supporting documents recorded in the logbook of the LOANS Division. Corresponding CCS attached.

Check payment and supporting documents received forwarded to the LOANS Chief

2 CO-LOANS Division reviews /assigns check payment and supporting documents to action officer

-Transmittal letter with CCS attached -Check payment and supporting documents

30 minutes LOANS Chief Check payment and supporting documents reviewed and assigned to Admin Officer

Check payment and supporting documents forwarded to the Action Officer

3 CO-LOANS Division reviews check payment and supporting documents and prepares and finalizes letter –reply

-Transmittal letter -Check payment and supporting documents - Records for repayment of loan (ALRF Index Card) -contract - file copy of demand letter

4 hours Admin Officer Letter-reply acknowledging receipt of payment of loan countersigned by the Admin Officer, check payment for annual amortization and supporting documents reviewed

-Check payment and supporting documents forwarded to the Cash Section for official receipt. -A photocopy of the check payment and official receipt are kept by the Division for file. -Record payment to the ALRF index card of the LGU concerned

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-Letter reply with attached documents are forwarded to the LOANS Chief for review.

4 CO-LOANS Division reviews letter-reply and attached documents

-letter-reply countersigned by Admin Officer -Official Receipt and supporting documents -Transmittal letter -Records of release and payment -contract - file copy of demand letter

30 minutes LOANS Chief letter-reply countersigned by LOANS Chief attached documents reviewed

If corrections/ revisions are made by the LOANS Chief on the letter-reply the same is returned to the Admin Officer for editing/ finalization.

5 CO-LOANS Division records and transmits the letter-reply to the Office of the PES Director for review

-letter-reply countersigned by Admin Officer LOANS Chief - Official Receipt and supporting documents -Transmittal letter

10 minutes Admin Aide Date, time and details of letter-reply and attached documents recorded in the logbook of LOANS Division.

Letter-reply and attached documents forwarded to the Office of the PES Director.

The letter-reply and required documents are routed to concerned Office Directors for review and countersignature.

6 PES Director reviews letter-reply and attached documents

-letter-reply countersigned by Admin Officer LOANS Chief - Official Receipt and supporting documents

20 minutes PES Director Letter-reply countersigned by PES Director required documents reviewed

If corrections/ revisions are made by the PES Director on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2,

527

-Transmittal letter otherwise if there are no corrections/ revisions the action is forwarded to the Deputy Executive Director for Operations

7 Deputy Executive Director for Operations reviews letter-reply and attached documents

letter-reply countersigned by Admin Officer LOANS Chief PES Director - Official Receipt and supporting documents -Transmittal letter

20 minutes Deputy Executive

Director for Operations

Letter-reply countersigned by DED for Operations, attached documents reviewed

If corrections/ revisions are made by the Deputy Executive Director for Operations on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions the action is forwarded to the Executive Director

8 Office of the Executive Director proofreads the letter-reply

letter-reply countersigned by Admin Officer LOANS Chief PES Director DED for Operations - Official Receipt and supporting documents -Transmittal letter



If corrections/ revisions are made by the Executive Assistant on the letter-reply, the same is returned to the LOANS Division for editing/ finalization, then proceed to Step 2, otherwise if there are no corrections/ revisions the action is forwarded to the Executive Director

9 Executive Director reviews, approves/signs the letter-reply

letter-reply countersigned by Admin Officer LOANS Chief PES Director DED for Operations


Approved/Signed letter-reply

If corrections/ revisions are made by Executive Director on the letter-reply, the same is returned to the LOANS Division for editing/

528

- Official Receipt and supporting documents -Transmittal letter

finalization, then proceed to Step 3.

Letter-reply and attached documents after reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, the same are transmitted back to the concerned Division (LOANS) for appropriate action/next step.

10 Office of the Executive Director records and transmits the letter-reply and attached documents to the LOANS Division

Approved/Signed letter-reply - Official Receipt and supporting documents -Transmittal letter

10 minutes Admin Aide Date, time and details of approved/signed letter-reply and attached documents recorded in the logbook of the Office of the Executive Director

11

CO-LOANS Division receives and records the approved/signed letter-reply and attached documents

Approved/Signed letter-reply - Official Receipt and supporting documents -Transmittal letter

10 minutes Admin Aide Date, time and details of approved/signed signed letter-reply and attached documents recorded in the logbook of the LOANS Division.

A photocopy of the approved/signed letter-reply is kept by the Division for file Original and duplicate copies of approved/signed letter-reply is transmitted to CO-Records

12 C0-Records Section receives and records approved/signed letter-reply


Records Section)

Date, time and details of approved/signed letter-reply and attached documents recorded in the logbook of the Records Section

Records Section transmits approved/signed letter-reply to LGU concerned.

End of Transaction

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4.3 Maintain statement of accounts of LGUs who had availed of loan(s) from the ALRF

Based from the following procedures under item 21, Preparation of loan contract and 1st release of the loan proceeds; under item 20, Recommendation for approval/disapproval of 2nd/3rd release of loan proceeds; and under Item 3, Monitored payments made by the LGUs under the ALRF, the report of status of ALRF are prepare quarterly or as need arises. The list of LGUs who had availed of loan(s) from the ALRF, and with the corresponding approved amount of loan , the actual amount release, the amount to be/(not to be released), the per cent (%)released to the approved amount of loan , the total payment made, and total balance were indicated.


Processing Time

Responsible Person


Remarks

1 Co-LOANS Division prepares and finalizes the report of status of Assessment Loan Revolving Fund (ALRF)

-ALRF Index card - LGUs ALRF files

3 days Admin Officer Report of Status of ALRF countersigned by Admin Officer

Report of Status of ALRF forwarded to LOANS Chief for review

2 Co-LOANS Division reviews Report of Status of ALRF

- Report of Status of ALRF countersigned by Admin Officer

1 day LOANS Chief Report of Status of ALRF countersigned by LOANS Chief Report of Status of ALRF reviewed

If corrections/ revisions are made by the LOANS Chief on the report , the same is returned to the Admin Officer for editing/ finalization

3 Co-LOANS Division records Report of Status of ALRF

Report of Status of ALRF countersigned by Administrative Officer V LOANS Chief

10 minutes Admin Aide Date, time and details of Report of Status of ALRF recorded in the logbook of LOANS Division. Corresponding CCS attached.

Report of Status of ALRF are filed by the Admin Officer for use/guide and reference.

End of Process

530

Operating Procedures for Bureau Operations Field Operations Group

Real Property Assessment Examination Division

531

SERVICE : Field Operations Group DIVISION : Real Property Assessment Examination Division (PASS)

UNIT NAME : BRIEF DESCRIPTION : CLIENTS : LGU Assessor & Assistant Assessor, Treasurer & Assistant Treasurer (Municipal, Province,

Cities), BLGF Central & Regional Office, Any Government or Private Entity, General Public; Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


7. Render technical assistance to the local assessors in gathering sales data for preparation of market values.

8. Monitor the conduct of general revisions of real property assessments of local governments.

8.1 Collect statistical information on LGU SMV preparation;

9. Conduct assessment examination (audit) of local governments.

9.1 Validation of real property appraisal and assessment; 9.2 Prepare comments and recommendations to Assessor and

LCE relative to the result (findings) of validation (examination report);

10. Render opinions and rulings (local finance circulars, BLGF circulars, non-policy issues) on real property appraisal and assessment issues in LGUs (all), conduct of general revision

10.1 Research with regard to decision of the Supreme Court, LBAA;

10.2 Conduct fact-finding investigation (referral, fact-finding); and or Ocular inspection/field verification;

10.3 Prepare opinions/rulings; 10.4 Prepare responses to appeals/reconsiderations;

11. Render comments on legislation initiatives on RP appraisal and assessment issues

11.1 Prepare comments/recommendations on proposed legislatives;

11.2 Conduct research of related initiatives

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12. Participate as a member of the Technical Committee on Real Property Value (TCRPV) group for BIR zonal values

12.1 Set real property values for BIR purposes 12.2 Participate in public hearings on Zonal Values

13. Review and ensure compliance of LGU SMV to the conduct of the general revision, related laws on real property, guidelines, procedures, etc.

14. Maintain database of assessed value, tax rate, market value, Real Property Unit (RPU)

14.1 Collect quarterly assessment report (BLGF Form 3) 14.2 Prepare statistical report per region, per province 14.3 Prepare analysis report

15. Provide technical assistance and advice to related NGAs, Appeals Board (LBAA, CBAA) on real property appraisal and assessment issues

15.1 Act as expert witness/consultant to investigations, judicial/quasi judicial proceedings

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SPECIFIC PROCEDURES 3.1 Validation of real property appraisal and assessment


Processing Time

Responsible Person


Remarks

1. CO-PASS prepares and finalizes office memorandum to ADMIN. Re: preparation of travel order.

Itinerary of travel, name of personnel assigned for the evaluation/examination.

2 hours Property Appraisers

Memorandum requesting Administrative Division for the preparation of travel order countersigned by Property Appraiser with attached itinerary and names of personnel involved.

Office memorandum forwarded to PASS Chief for review.

2. CO-PASS reviews the office memorandum. Office memorandum countersigned by property appraisal.

10 minutes PASS Chief Office memorandum countersigned by PASS Chief.

If corrections/revisions are made by the PASS Chief on the Office memorandum, the same is returned to property appraiser for editing/finalization, otherwise the Office memorandum is forwarded to the Office of the Deputy Executive Director (DED), Operations.

534


Processing Time

Responsible Person


Remarks

4. CO-PASS records and transmits office memorandum to the Office of the DED for operations, for review/notation.

Office Memorandum countersigned by Property Appraiser and PASS Chief

10 minutes Admin Aide Date, time and details of signed office memorandum is recorded in the logbook PASS Division.

5. Deputy Executive Director (DED), Operations reviews and approves/signs Office Memorandum

Office Memorandum countersigned by Property Appraiser and PASS Chief


Office Memorandum reviewed and approved/signed by DED, Operation

If corrections/revisions are made by the DED for Operations on the Office memorandum, the same is returned to PASS for editing/finalization, otherwise the Office memorandum is forwarded to ADMIN Division for preparation of Travel Order.

Please refer to the process of Preparation of Travel Order under ADMIN Division

Please refer to the process of Preparation of Voucher/Check under FMD

8. CO-PASS receives and records BLGF Travel/Office Order from ADMIN with voucher/check

BLGF Travel/Office Order, with Voucher/check

10 minutes Admin Aide Date, time and details of BLGF Travel/Office Order, with Voucher/check recorded in the logbook of PASS.

Travel Order is presented to Assessor on the 1st day of evaluation.

535


Processing Time

Responsible Person


Remarks

9. CO-PASS conducts actual evaluation:

Meeting with the City Assessor concerned to discuss the evaluation to be conducted.

Checklist and questionnaires to be accomplished by the assessor.

1 day Assigned staff

Accomplished checklist and questionnaires.

10. CO-PASS selects 50 samples of real property units (RPUs) in the Field Appraisal & Assessment Sheets (FAASs).

Lists of RPUs randomly selected in the FAAS.

2 days Assigned staff

Accomplished 50 samples of RPUs.

11. CO-PASS counterchecks data with other assessment records such as, Tax Declaration, Records of Assessment, INDEX Cards and others.

Accomplished samples.

2 days Assigned staff

Verified/counterchecked data vis-à-vis other assessment records.

This is done to check the consistency of data in all the assessment records in the assessor’s office.

12. CO-PASS conducts ocular inspection on selected RPUs per LGU.

Select at least 1 RPU, preferably building.

1 day Assigned staff

Checked/verified RPU in compliance with the law.

This is done to countercheck the consistency of the data in the FAAS as against the actual physical location and feature of the building.

13. CO-PASS conducts exit conference with the assessor and his/her staff.

Accomplished questionnaires, checklist, verified samples & results of the ocular inspection conducted.

1 hour Assigned staff

Initial comments/recommendations by the group.

Written evaluation report shall be prepared by the team addressed to the LCE with the corresponding comments/recommen

536


Processing Time

Responsible Person


Remarks

dations for implementation by the LGU concerned.

14. CO-PASS prepares and finalizes evaluation/examination report addressed to the LCE

Proposed evaluation/examination report.

1 day Assigned staff on a particular

LGU.

Evaluation/examination report addressed to the LCE countersigned assigned staff on the particular LGU.

Basis for the implementation of findings.

15. CO-PASS reviews evaluation/examination report.

Evaluation/examination report addressed to the LCE countersigned by the assigned staff on the particular LGU.

1 hour PASS Chief Evaluation/examination report addressed to the LCE countersigned PASS Chief

If corrections/revisions are made by the PASS Chief on the Evaluation/examination report addressed to the LCE, the same are returned to Assigned staff on the particular LGU for editing/finalization then proceed to step 14, otherwise the Evaluation/examination report addressed to the LCE are forwarded to the Office of the Deputy Executive Director (DED), Operations.

537


Processing Time

Responsible Person


Remarks

16. CO-PASS records and transmits Evaluation/examination report addressed to the LCE

Evaluation/examination report addressed to the LCE countersigned by the assigned staff and PASS Chief.

5 minutes Admin Aide Date, time and details of BLGF Travel/Office Order, with Voucher/check recorded in the logbook of PASS.

17. DED, Operation reviews evaluation/examination report addressed to LCE

Evaluation/examination report addressed to the LCE countersigned by the assigned staff and PASS Chief.


Evaluation/examination report addressed to the LCE reviewed and countersigned by DED for Operations.

If corrections/revisions are made by the DED for Operations on the Evaluation/examination report addressed to the LCE, the same are returned to PASS for editing/finalization then proceed to step 14, otherwise the Evaluation/examination report addressed to the LCE are forwarded to the Office of the Deputy Executive Director (DED), Operations.

18. CO-Office of the Executive Director proofreads the Evaluation/examination report addressed to the LCE.

Evaluation/examination report addressed to the LCE countersigned by assigned staff and PASS Chief and DED for


Evaluation/examination report proofread by Executive Director

If corrections/revisions are made by the Executive Assistant on the Evaluation/examination report addressed to the LCE, the same are

538


Processing Time

Responsible Person


Remarks

Operations. returned to PASS for editing/finalization then proceed to step 14, otherwise the Evaluation/examination report addressed to the LCE are forwarded to the Executive Director

19. Executive Director reviews Evaluation/examination report addressed to the LCE.

Evaluation/examination report addressed to the LCE countersigned by assigned staff and PASS Chief and DED for Operations.


Evaluation/examination report addressed to the LCE reviewed and approved/signed by Executive Director

If corrections/revisions are made by the Executive Director on the Evaluation/examination report addressed to the LCE, the same are returned to PASS for editing/finalization then proceed to step 14,

20. CO-OED records and transmits approved/signed Evaluation/examination report addressed to the LCE.

Approved/signed Evaluation/examination report addressed to the LCE.

10 minutes Admin Aide Date, time and details of approved/signed Evaluation/examination report addressed to the LCE recorded in the logbook of OED.

539


Processing Time

Responsible Person


Remarks

21. CO-PASS receives and records approved/signed Evaluation/examination report addressed to the LCE


10 minutes Admin Aide Date, time and details of Approved/signed Evaluation/examination report addressed to the LCE recorded in the logbook of PASS.

Xerox copy is kept in the division for file. Original and duplicate copies of Approved/signed Evaluation/examination report addressed to the LCE are forwarded to the Records Section for filing and transmittal to concerned office/person.

22. CO-Records records and transmits Approved/signed Evaluation/examination report addressed to the LCE.


10 minutes Admin Aide Date, time and details Approved/signed Evaluation/examination report addressed to the LCE. Recorded in the logbook of Records Division.

Record section will send the evaluation/examination report to the LGU concerned.

End of Process

540

4.2 Conduct fact-finding investigation and/or ocular inspection of LGU The procedure below defines the steps and necessary requirements needed before rendering opinion/rulings on queries relative thereto.

Step Procedure/Process Input/Requirement

Processing Time

Responsible Person

Output of Decision Point

Remarks

1. CO-PASS Division receives and records letter-request of regional directors, local assessors, property owners or other stakeholders from Records Section.

Letter-request for opinion/ruling, or appeals/request for reconsideration or complaint re: valuation/assessment of real property from Records Section.

10 minutes Admin Aide Date, Time and details of letter request recorded in the logbook. Corresponding CCS attached.

The letter request is forwarded to Division Chief.

2. CO-PASS Division evaluates/assigns to action officer.

Facts/information embodied in the basic communication.

10 minutes Division Chief Letter request with notations of the Division Chief.

3. CO-PASS Division prepares Office Memorandum to ADMIN. Re: preparation of travel/office order.

Letter requests with notations of the Division Chief.

2 hour Property Appraisers

Draft Office Memorandum requesting ADMIN re: preparation of travel/office order. Attached letter-request.

4. CO-PASS Division reviews/revises the draft Office Memorandum.

Draft Office Memorandum.

1 hour Division Chief Draft Office Memorandum reviewed.

5. CO-PASS Division finalizes Office Memorandum.

Reviewed draft Office

20 minutes Property Appraiser

Final Office Memorandum

541


Processing Time

Responsible Person


Remarks

Memorandum.

6. CO-PASS Division records and transmits Office memorandum to the Office of the Service Director, for review.

Office Memorandum addressed to Internal and Administration Office Director.

10 minutes Admin Aide Date, time and details of letter request recorded in the logbook of the PASS Division.

The Office Memorandum is routed to Service Director for review and countersignature 7. Director, PES reviews the Office

Memorandum. Office Memorandum countersigned by Action Officer and Division PASS Chief

1 hour PES Director Office Memorandum reviewed and countersigned by the Director, PES

If corrections are made by the Director, PES on the memorandum, the same is returned to PASS Div. for editing/finalization, then proceed to step 3, otherwise if there are no corrections/revisions, the memo is forwarded to Director, IAO.

ADMIN Division will facilitate the preparation of BLGF Travel/Office Order 8. CO-PASS Division receives true copy of the

signed BLGF Travel/Office Order from the Administration Division.

Office Memorandum noted by Service Director.

10 minutes Admin Aide Copy of signed BLGF Travel/Office Order with corresponding number.

Xeroxed copy to be carried in the field.

9. CO-PASS Division conducts fact-finding investigation and/or ocular inspection.

Facts as submitted by the property

2-3 days Division Chief, Property Appraisers,

Findings and recommendations on the

Processing time depending on the extent of work

542


Processing Time

Responsible Person


Remarks

owner.

Xeroxed copy of the BLGF Travel/Office Order.

Admin Aide. investigation and/or ocular inspection conducted.

necessary and location of property.

10 CO-PASS prepares necessary report prior to the preparation of an appropriate opinion/ruling.

Findings and recommendations observed in the conduct of the investigation and/or ocular inspection.

2-3 days Division Chief, Property Appraisers, Admin Aide.

Report of the fact-finding investigation/ocular inspection duly signed by the concerned personnel.

Xeroxed copies for file to the Records Section.

Soft copy to MIS.

End of Process

543



Processing Time

Responsible Person


Remarks

1. CO-PASS receives and records letter-request of regional directors, local assessors, property owners or other stakeholders for opinion/ruling, or appeals/request for reconsideration or complaint re: valuation/assessment of real property from Records Section.

Letter-request for opinion/ruling, or appeals/request for reconsideration or complaint re: appraisal/assessment of real property.

10 minutes Admin Aide Date, time and details of letter request recorded in logbook. Corresponding CCS attached.

The letter-request is forwarded to the Division Chief for assignment to action officer.

2. CO-PASS Division evaluates/assigns document/letter request to Property Appraiser I/II/III.

Facts/information embodied in the basic communication.

10 minutes PASS Chief Letter-requests with notations of the Division Chief.

The letter-request is forwarded to property appraiser I/II/III for appropriate action.

Preliminary action shall first be prepared in case of initial (1st time) letter-request for opinion/ruling; appeals/complaint. Research/study and/or fact-finding investigation and/or ocular inspection to be conducted, whenever necessary, in order that appropriate opinion/ruling can be rendered.

3. CO-PASS prepares and finalizes opinion/ruling.

Letter-request/appeal from concerned party.

Comments and/or recommendation of concerned local assessor, if necessary.

Report of fact-finding investigation and/or ocular

5 days Property Appraiser

I/II/III

Opinion/ruling countersigned by Property Appraiser.

544


Processing Time

Responsible Person


Remarks

inspection conducted, if necessary.

4. CO-PASS reviews/revises opinion/ruling. Opinion/ruling countersigned by Property Appraiser I/II/III

2 hours PASS Chief Opinion/ruling reviewed and countersigned by the Division PASS Chief

If corrections are made by the Division Chief on the opinion/ruling, the same is returned to Property Appraiser I/II/III for editing and finalization, otherwise the opinion/ruling is forwarded to the Office of the Deputy Executive Director (DED), Operations.

5. CO-PASS Division transmits opinion/ruling to the Office of the Service Director, for review.

Opinion/ruling

10 minutes Admin Aide Date, time and details of opinion/ruling and attached letter-request recorded in logbook.

The opinion/ruling is routed to concerned Directors for review and countersignature

6. Deputy Executive Director (DED), Operations reviews the proposed opinion/ruling.

Opinion/ruling countersigned by Property Appraiser I/II/III and PASS Chief.

1 hour Deputy Executive Director (DED),

Operations

Opinion/ruling countersigned DED for operations.

If corrections are made by the DED Operations on the opinion/ruling, the same is returned to Property Appraiser I/II/III for editing and finalization, otherwise

545


Processing Time

Responsible Person


Remarks

the opinion/ruling is forwarded to the Office of the Executive Director (ED).

7. CO-Office of the Executive Director proofreads the opinion/ruling

Opinion/ruling countersigned by Property Appraiser I/II/III, PASS Chief and DED for Operations.

1 hour Executive Secretary

Opinion/ruling proofread by Executive Director.

If corrections are made by the Executive Secretary on the opinion/ruling, the same is returned to Property Appraiser I/II/III for editing and finalization, otherwise the opinion/ruling is forwarded to the Office of the Executive Director (ED).

8. Executive Director reviews and signs the opinion/ruling.

Opinion/ruling countersigned by Property Appraiser, Division Chief, Director, PES and DED-operations.


Opinion/ruling reviewed and signed by the executive Director.

If corrections are made by the Executive Director on the opinion/ruling, the same is returned to Property Appraiser I/II/III for correction/editing then proceed to step 4.

9. CO-Office of the Executive Director records and transmits back the opinion/ruling to PASS Division.

Opinion/ruling signed by the Executive Director


Director

Date, time and details of opinion/ruling and attached letter-request recorded

546


Processing Time

Responsible Person


Remarks

in logbook.

10. CO-PASS Division receives and records the approved opinion/ruling.

Approved/signed opinion/ruling

10 minutes Admin Aide Date, time and details of opinion/ruling and attached letter-request recorded in logbook.

A photocopy of the approved/signed opinion/ruling is kept by the Division for file.

Original and duplicate copy of the approved/signed opinion/ruling is forwarded to Records Section, for filing and transmittal to concerned party (refer to process of transmittal of outboard documents under Records Section).

Soft copy of the opinion/ruling is forwarded to MIS for uploading in the BLGF website.

End of Process

547

5.1 Process in the preparation of comments/recommendations on proposed legislatives The procedure below defines the steps in coming up comments with corresponding recommendations on the legislation forwarded by DOF with respect to real property appraisal and assessment matters.

Step Procedure/Process Input/Requirement Processing Time

Responsible Person


Remarks

1. CO-PASS Division receives from DOF and records copy of the proposed legislative measures from the house of Representatives or other National Government Agency’s (NGAs) for comments on real property taxation matters.

Proposed legislative reform.

10 minutes Admin Aide CCS #, date and details of documents recorded in the logbook.

2. CO-PASS Division reviews the proposed legislative reform.

Proposed legislative reform.

2 days Division Chief Comments/recommendations

3. CO-PASS division prepares letter/memo addressed to DOF with corresponding comments/recommendations.

Comments/recommendations.

30 minutes Division Chief Letter/memo with comments/recommendations.

4. CO-PASS Division records and transmits letter/memo to the Office of the Service Director, for review.

Letter/memo with countersigned by Division Chief.

5 minutes Admin Aide Date, time and details of letter/memo recorded in the logbook of PASS Division.

The letter/memo is routed to concerned Office Directors for review and countersignature

5. Director, PES reviews the letter/memo. Letter/memo countersigned by the Division PASS Chief.

30 minutes Deputy Executive Director

Letter/memo reviewed and countersigned by the Director, PES.

If corrections/revisions are made by the Director, PES on the letter/memo, the same is returned to PASS Div. for editing/finalization, then proceed to step 3, otherwise if there are no corrections/revisions, the letter/memo is

548


Responsible Person


Remarks

forwarded to the DED-Operations.

7. Deputy Executive Director – Operations reviews the letter/memo.

Letter/memo reviewed and countersigned by the Director, PES.

30 minutes Dep. Exec. Director

Letter/memo reviewed and countersigned by DED-Operations.

If corrections/revisions are made by the Director, PES on the letter/memo, the same is returned to PASS Div. for editing/finalization, then proceed to step 3, otherwise if there are no corrections/revisions, the letter/memo is forwarded to the DED-Operations.

8. CO-Office of the Executive Director proofreads the letter/memo.

Letter/memo reviewed and countersigned by Division Chief, Director, PES and DED-Operations.

10 minutes Secretary of the Dep. Exec. Director

Letter/memo proofread

If corrections/revisions are made by the Director, PES on the letter/memo, the same is returned to PASS Div. for editing/finalization, then proceed to step 3, otherwise if there are no corrections/revisions, the letter/memo is forwarded to the DED-Operations.

Tracking of documents by PASS Division

9. Review the letter/memo with corresponding comments/recommendations for approval/signature.

Letter/memo with comments/recommendations.

1 hour Exec. Director Approved/signed letter/memo.

If corrections are made by the Service Director, proposed

549


Responsible Person


Remarks

opinion/ruling goes back to PASS Div. for revision and repeat steps 1-8.

10. Receive and record approved/signed letter/memo.

Approved/signed letter/memo with comments/recommendations.

10 minutes Admin Aide Approved/signed letter/memo with comments/recommendations.

11. Release of approved signed letter/memo to Records Section.

Approved/signed letter/memo with comments/recommendations.

10 minutes Admin Aide Approved/signed letter/memo. Receiving remarks and initials of records officer on PASS Divisions logbook.

Records Section will send to DOF the approved/signed letter/memo.

Soft copy to MIS.

End of Process

550

5.2 Conduct Research/Study/Analysis if necessary in the formulation of opinion/ruling.

The procedure below describes the steps in conducting a research/study/analysis if necessary in the formulation of opinion/ruling.


Responsible Person


Remarks

2. CO-PASS Division receives and records letter-request of regional directors, local assessors, property owners or other stakeholders.

Letter-request for opinion/ruling or appeals/request for consideration or complaint re: valuation/assessment of real property from Records Section.

10 minutes Admin Aide Date, time and details of letter-request recorded in the logbook. Corresponding CCS attached.

The letter-request is forwarded to Division chief.

2. CO-PASS Division evaluates/assigns to action officer.

Facts/information embodied in the letter-request.

10 minutes Division Chief Letter-requests with notations of the Division Chief.

The letter-request is forwarded to Action Officer (Property Appraiser)

3. CO-PASS Division prepares Office Memorandum to ADMIN. Re: preparation of travel/office order.

Letter requests with notations of the Division Chief.

2 hour Property Appraisers

Draft Office Memorandum requesting ADMIN re: preparation of travel/office order. Attached letter-request.

4. CO-PASS Division reviews/revises the draft Office Memorandum.

Draft Office Memorandum.

1 hour Division Chief Draft Office Memorandum reviewed.

5. CO-PASS Division finalizes Office Memorandum. Reviewed draft Office Memorandum.

20 minutes Property Appraiser

Final Office Memorandum

6. CO-PASS Division records and transmits Office memorandum to the Office of the Service Director, for review.

Office Memorandum addressed to Internal and

10 minutes Admin Aide Date, time and details of letter request recorded in the logbook of the

551

Administration Office Director.

PASS Division.

The Office Memorandum is routed to Service Director for review and countersignature

7. Director, PES reviews the Office Memorandum. Office Memorandum countersigned by Property Appraiser and Division PASS Chief

1 hour Service Director

Office Memorandum reviewed and countersigned by the Director, PES

If corrections are made by the Director, PES on the memorandum, the same is returned to PASS Div. for editing/finalization, then proceed to step 3, otherwise if there are no corrections/revisions, the memo is forwarded to Director, IAO.

ADMIN Division will facilitate the preparation of BLGF Travel/Office Order

8. CO-PASS Division receives true copy of the signed BLGF Travel/Office Order from the Administration Division.

Office Memorandum noted by Service Director.

10 minutes Admin Aide Copy of signed BLGF Travel/Office Order with corresponding number.

Photocopy to be carried in the field.

9. CO-PASS Division conducts research/study/analysis of the subject matter.

Facts as submitted by the property owner.

Photocopy of the BLGF Travel/Office Order.

1-2 days Division Chief, Property Appraisers, Admin Aide.

Results of the research/study conducted.

Processing time depending on the extent of work necessary.

Next step is the preparation of the corresponding opinion/ruling.

End of Process

552

8.1 Collect Quarterly Assessment Report


Responsible Person


Remarks

3. CO-PASS Division receives and records quarterly assessment report of real property from Records Section.

Quarterly Assessment report.

5 minutes Admin Aide Quarterly Assessment Report.

Data are needed in the target setting.

2. CO-PASS Division assigns encoding of data to action officer in charge.

Quarterly Assessment report.

10 minutes Division Chief Quarterly Assessment Report.

3. CO-PASS Division encodes the data submitted. Quarterly Assessment report.

10 minutes Property Appraisers

Database of Assessment Report submitted

4. CO-PASS Division makes follow-up calls to LGUs who did not submit the assessment report.

List of LGus who have not submitted reports of assessment.

30 minutes Property Appraisers

Follow-up LGUs who have not submitted their reports.

5. CO-PASS Division analyzes the data. Data 20 minutes Property Appraisers

Percentage increase/decrease in the values against the previous quarter and result of analysis.

6. CO-PASS Division prepares report based on analysis.

Result of analysis 1 day Property Appraisers

Report of analysis

7. CO-PASS Division reviews the Report. Draft report of analysis

30 minutes Division Chief Report of analysis reviewed

8. CO-PASS Division disseminates report to concerned Bureau officials and stakeholders

Report on the result of analysis

1 week Admin Aide Report of analysis disseminated

Xeroxed copy for file to records section.

Soft copy to MIS.

9. CO-PASS Division files data for future references and research purposes of stakeholders.

Quarterly Assessment Report and result of analysis.

10 minutes Admin Aide Final report of analysis with Quarterly Assessment

10. CO-PASS Division records and transmits final report to INFO Division for archive.

Final report 10 minutes Admin Aide Date, Time and details of final Report

For information and future references.

553

of Analysis recorded in the logbook.

End of Process

554


Financial Operations Examination Division

555

SERVICE : Field Operations Group DIVISION : Financial Operations Examination Division UNIT NAME : BRIEF DESCRIPTION : CLIENTS : Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


1. Conduct Revenue Performance (Revenue Audit)

1.1 Examination of Books of Accounts of the Treasurers to determine compliance with and/or violation to the existing law, rules and regulations

1.2 Preparation of Revenue Evaluation Performance Report 1.3 Monitoring the implementation of recommendations on

the Performance Evaluation Report

Consensus during the Planning Conference that Central Office (CO) will conduct Revenue Performance (Revenue Audit) exclusively for NCR only. Revenue Performance (Revenue Audit) outside NCR are done on case to case basis dependent on requests Revenue Performance outside NCR are devolve to the BLGF-Regional Offices

2. Monitor audit findings and recommendations on COA and SAO (Special Audit Office) reports and recommends the same to local government units/operations

2.1 Examination of COA & SAO Reports 2.2 Examination of submitted trial balances in determining for the approval or denial of requested certification (that

Cases involving Treasury matters in the COA & SAO reports

556

a particular LGU does not operate on budgetary deficit)

3. Validation of financial reports of LGUs in determining their financial condition and/or existence of cash or fund overdraft

3.1 Analyze/validate financial reports of LGUs to determine their financial condition and/or existence of cash or fund overdraft 3.2 Issuance of certification to LGUs regarding the financial condition and/or existence of cash or fund overdraft

4. Provides assistance to inter-agency activities

4.1 The DOF thru the BLGF attends/participates in public/committee hearings to authenticate the issued certification of income of LGU proposed to be converted/created/divided under existing law

5. Supervise the turn-over of outgoing/incoming Treasurer’s

5.1 Examination of Books of Accounts of the outgoing/incoming Treasurers to determine compliance with and/or violation to the existing law, rules and regulations

5.2 Preparation of turn-over report

557

SPECIFIC PROCEDURES 1.1 Examination of Books of Accounts of the Treasurers to determine compliance with and/or violation to the existing law, rules and regulations.



Responsible Person


Remarks

17. CO-FOED identifies the team who will

conduct Revenue Performance (Revenue

Audit) in LGUs of NCR.

Revenue Audit

Schedule based on

Plans & Programs

1 day Supervising

Local

Treasury

Examiner

(SLTE)/Chief,

FOED

List of Revenue

Audit Team

selected by SLTE

List of Revenue Audit

Team is forwarded to

ADMIN Chief for

review

Note: Team Members

are selected from

other Divisions due to

shortage of staff

18. ADMIN Chief reviews List of Revenue Auditing Team

List of Revenue

Audit Team

selected by SLTE

30 minutes ADMIN Chief Office Order approved by the Executive Director

ADMIN Division

prepares Office Order

Please refer to the steps in the Preparation of Office Order (ADMIN)

19. CO-FOED receives and records Office Order Office Order approved by the

Executive Director

10 minutes Admin Aide Approved Officer Order received/recorded and distributed to the auditing team

Approved Officer

Order

received/recorded and

distributed to the

558


Processing Time

Responsible Person


Remarks

auditing team for the

preparation of

Itinerary of Travel

20. C.O.-FOED/Revenue Audit Team prepares itinerary of travel

Approved Officer Order

20 minutes Auditing Team

Itinerary of Travel signed by the Revenue Audit Team Member/Supervisor


are made by the Team

Member’s Supervisor,

the same is returned

to the concerned

Team member for


otherwise the Itinerary

of Travel is forwarded

to the Financial

Management Division

(FMD) for the

preparation of

Disbursement Voucher

(DV)

Please refer to the steps in the Preparation of DV and releasing of checks (FMD)

Revenue Performance Team conducts Revenue Performance Audit on target LGU/s

21. CO – Revenue Performance Team proceeds to the Office of the Treasurer of concerned LGU/s informing the purpose of the Revenue Audit Team’s visit showing the approved original office order and furnishing the same with a photo copy of the approved office order

Approved Office Order

30 minutes Revenue Audit Team

Purpose of Audit /Access to the Book of Accounts and other related documents

The Revenue Audit Team will proceed to the Local Chief Executive (LCE) for courtesy call

559


Processing Time

Responsible Person


Remarks

22. CO-Revenue Audit Team makes courtesy call to the LCE of the LGU concerned, informing the purpose of the team’s visit showing the approved original office order and furnishing the same with a photo copy of the approved office order


30 minutes Revenue Audit Team

Purpose of Audit /Access to the Book of Accounts and other related documents

The Revenue Audit Team will proceed back to the Office of the Treasurer of the LGU concerned to examine the book of accounts and other related documents

23. CO-Revenue Audit Team conducts examination of books of accounts and other related documents of the Treasurers following the procedures contained in the guidelines

Cash books for all funds; Report of Collections and Deposits (RCD); Report of Accountability for Accountable Forms (RAAF); Consolidated Report of Accountability for Accountable Forms (CRAAF); Check Registers; Tax Account Registers for RPT & BT; Report of Taxable Assessed Valuation; Revenue Code or Tax Ordinances; and other related documents/report

5 days

Revenue Audit Team

Cash books for all funds; Report of Collections and Deposits (RCD); Report of Accountability for Accountable Forms (RAAF); Consolidated Report of Accountability for Accountable Forms (CRAAF); Check Registers; Tax Account Registers for RPT & BT; Report of Taxable Assessed Valuation; Revenue Code or Tax Ordinances; and other related documents/report

The Revenue Audit Team will conduct an exit conference with the Treasurer and Staff

560


Processing Time

Responsible Person


Remarks

s s checked and validated by the Revenue Performance Team

24. CO-Revenue Audit Team conducts an exit conference

Initial Findings of the Revenue Audit Team

1 hour Revenue Audit Team

Leader

Findings//Observations/Recommendations/Reactions discussed with the Treasurer and staff

Findings//Observations/Recommendations/Reactions discussed with the Treasurer and staff

Note: In case there is a request of revenue audit from LGUs outside NCR, the same procedure/process still applies

End of Process

561

1.2 Preparation of Revenue Evaluation Performance Report


Processing Time

Responsible Person


Remarks

1.

CO-FOED/Revenue Audit Team prepares

report of Revenue Evaluation Performance

Report

Consolidated

Findings/Observati

ons/Recommenda

tions/Reactions

gathered from

members of the

Revenue Audit

Team

5 days after

end of audit

Revenue Audit Team Members

Evaluation

Performance

Report signed by

members of

Revenue Audit

Team

Evaluation

Performance Report is

forwarded to the

Revenue Audit Team

Leader for review

2. Revenue Audit Team Leader reviews Evaluation Performance Report

Evaluation

Performance

Report signed by

members of

Revenue Audit

Team

30 minutes Team Leader, Revenue Audit Team

Evaluation

Performance

Report signed by

members and

Team Leader of

the Revenue

Audit Team


are made by the Team

Leader, the same is

returned to the

concerned team

member/s, then

proceed to step 1 for


otherwise the

Evaluation

Performance Report to

the PES Director for

review

3. PES Director reviews evaluation performance report

Evaluation

Performance

Report signed by

30 minutes PES Director Evaluation

Performance

Report signed by


are made by the

Director PES, the same

562


Processing Time

Responsible Person


Remarks

members and

Team Leader of

the Revenue

Audit Team

members, Team

Leader of the

Revenue Audit

Team and noted

by the Director

PES

is returned to the

concerned team

member/s, then



otherwise the

Evaluation

Performance Report to

the DED for


4. DED for Operations reviews evaluation performance report

Evaluation

Performance

Report signed by

members, Team

Leader of the

Revenue Audit

Team and noted

by the Director

PES


Evaluation

Performance

Report signed by

members, Team

Leader of the

Revenue Audit

Team noted by the

Director PES and

DED for

Operations


are made by the DED

for Operations, the

same is returned to

the concerned team

members, then



otherwise the

Evaluation

Performance Report

will be forwarded back

to Chief, FOED/SLTE in

preparation of

memorandum to the

Executive Director

563


Processing Time

Responsible Person


Remarks

5. CO-FOED prepares memorandum to the Executive Director

Memorandum to

the Executive

Director indorsing

the Evaluation

Performance

Report for

transmittal

30 minutes Chief, FOED/SLTE

Memorandum countersigned by the Chief, FOED/SLTE together with the Evaluation Performance Report

Memorandum is

forwarded to the PES

Director for review

6. PES Director reviews memorandum Memorandum countersigned by the Chief, FOED/SLTE together with the Evaluation Performance Report

30 minutes PES Director Memorandum countersigned by the Chief, FOED/SLTE and Director PES together with the Evaluation Performance Report


are made by the

Director PES, the same

is returned to the

Chief, FOED/SLTE,



otherwise the

Memorandum

together with the

Evaluation

Performance Report

will be forwarded

forward to the DED

for Operations for

review

7. DED for Operations reviews memorandum Memorandum countersigned by the Chief,


Memorandum countersigned by the Chief,


are made by the DED

for Operations, the

564


Processing Time

Responsible Person


Remarks

FOED/SLTE and Director PES together with the Evaluation Performance Report

FOED/SLTE Director PES and DED for Operations together with the Evaluation Performance Report

same is returned to

the Chief, FOED/SLTE,



otherwise the

Memorandum

together with the

Evaluation

Performance Report

will be forwarded to

the OED for review

8. Executive Director reviews memorandum Memorandum countersigned by the Chief, FOED/SLTE Director PES and DED for Operations together with the Evaluation Performance Report


Memorandum countersigned by the Chief, FOED/SLTE Director PES, DED for Operations signed by the Executive Director together with the Evaluation Performance Report


are made by the


same is returned to




otherwise the

Memorandum

together with the

Evaluation

Performance Report

will be forwarded back

to FOED for the

preparation of

565


Processing Time

Responsible Person


Remarks

transmittal letter to

the Treasurer

concerned copy

furnished the LCE for

their information and

appropriate action

Note: Transmittal letter will go thru channels following steps 4 to 7

9. CO-FOED forwards the memorandum, transmittal letter to Records Section

Transmittal Letter and Memorandum signed by the Executive Director together with the Evaluation Performance Report


Date, time and

details of the

approved

Evaluation

Performance

Report, signed

Transmittal Letter

and Memorandum

by the Executive

Director recorded

by the Records

Section

Original copies of Evaluation Performance Report, Transmittal Letter and Memorandum Transmittal Letter and copy of Audit Report are forwarded to Records Section for filing and transmittal to Department of Finance. Note: 2nd copies will be retained at the Records Section while 3rd copies will be retained by FOED

Please refer to process of transmitting outbound documents under Records Section End of Process

566

1.3 Monitoring the implementation of recommendations on the Performance Evaluation Report


Processing Time

Responsible Person


Remarks

1. CO-FOED prepares tracer letter to the concerned Treasurer/s requesting information on what actions has been taken on the audit findings and recommendations contained in the Revenue Performance Report

List of LGUs Audited/Performance Evaluation Report

1 hour Chief, FOED/SLTE

Tracer letter to the Treasurer/s concerned countersigned by Chief, FOED/SLTE.

Tracer letter is

forwarded to the PES

Director for review

Note: LCE will be copy

furnished

2. PES Director reviews tracer letter Tracer letter to the Treasurer/s concerned countersigned by Chief, FOED/SLTE.

30 minutes PES Director Tracer letter to the Treasurer/s concerned countersigned by Chief, FOED/SLTE and PES Director


are made by the PES


returned to the Chief,

FOED/SLTE, then



otherwise the tracer

letter will be

forwarded to the DED

for Operations for

review

3. DED Operations reviews tracer letter Tracer letter to the Treasurer/s concerned countersigned by Chief, FOED/SLTE


Tracer letter to the Treasurer/s concerned countersigned by Chief, FOED/SLTE,


are made by the DED

for Operations the

same is returned to

567


Processing Time

Responsible Person


Remarks

and PES Director PES Director and DED for Operations





letter will be


for review and

approval

4. Executive Director reviews tracer letter Tracer letter to the Treasurer/s concerned countersigned by Chief, FOED/SLTE, PES Director and DED for Operations


Tracer letter to the Treasurer/s concerned countersigned by Chief, FOED/SLTE, PES Director, DED for Operations and signed by the Executive Director


are made by the

Executive Director the

same is returned to





letter will be

forwarded to the

Records Section for

transmittal to the

Treasurer/s

concerned.

5. CO-FOED forwards the tracer letter to Records Section

Tracer letter to the Treasurer/s concerned countersigned by


Date, time and

details of the

signed tracer

letter by the

Original copy of tracer letter will be transmitted by the Records Section to the

568


Processing Time

Responsible Person


Remarks

Chief, FOED/SLTE, PES Director, DED for Operations and signed by the Executive Director

Executive Director

recorded by the

Records Section

Treasurer/s concerned. Note: 2nd copies will be retained at the Records Section while 3rd copies will be retained by FOED

Please refer to process of transmitting outbound documents under Records Section

End of Process

569

2.1 Examination of COA & SAO Reports


Processing Time

Responsible Person


Remarks

1. CO-FOED receives and records COA &

SAO reports

COA & SAO

Reports


details of

COA/SAO reports

registered in the

logbook

COA & SAO report is

forwarded to assigned

Action Officer (AO) for

evaluation

2. CO-FOED/AO evaluates COA & SAO

reports

COA & SAO report 20 minutes AO (Senior

Local

Treasury

Examiner/Loc

al Treasury

Examiner II)

COA & SAO Report

evaluated

If there are

pronouncement

related to Treasury

matters, the AO will

prepare a letter to the

concerned Treasurer/s

informing them of the

findings and

corresponding

recommendations

based on the COA &

SAO report

3. CO-FOED/AO prepares letter Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

20 minutes AO (Senior

Local

Treasury

Examiner/Loc

al Treasury

Examiner II)

Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

Letter will be

forwarded to the

Chief, FOED/SLTE for

review

570


Processing Time

Responsible Person


Remarks

based on the COA

& SAO report to

be implemented

based on the COA

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner

II)

4. CO-Chief, FOED/SLTE reviews letter Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner

II)

20 minutes Chief,

FOED/SLTE

Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner

II) and Chief,

FOED/SLTE



FOED the same is

returned to the AO

(Senior Local Treasury

Examiner/Local

Treasury Examiner II)

and Chief, FOED/SLTE,



otherwise the letter



review.

571


Processing Time

Responsible Person


Remarks

5. PES Director reviews letter Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner

II) and Chief,

FOED/SLTE

20 minutes PES Director Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner

II) , Chief,

FOED/SLTE and

PES Director


are made by the PES

Director the same is

returned to the AO


Examiner/Local







the DED for


6. DED for Operations reviews letter Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA

20 minutes DED for

Operations

Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA


are made by the DED

for Operations the

same is returned to

the AO (Senior Local

Treasury

Examiner/Local


572


Processing Time

Responsible Person


Remarks

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner

II) , Chief,

FOED/SLTE and

PES Director

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner

II) , Chief,

FOED/SLTE PES

Director and DED

for Operations






the OED for review.

7. Executive Director reviews letter Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner


Director

Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner


are made by the

Executive Director the

same is returned to


Treasury

Examiner/Local







the Records Section

for transmittal to the

573


Processing Time

Responsible Person


Remarks

II) , Chief,

FOED/SLTE PES

Director and DED

for Operations

II) , Chief,

FOED/SLTE PES

Director, DED for

Operations and

signed by the

Executive Director

Treasurer/s

concerned.

8. CO-FOED forwards letter to Records Section

Letter to the

concerned

Treasurer/s

informing them of

the findings and

corresponding

recommendations

based on the COA

& SAO report to

be implemented

countersigned by

the AO (Senior

Local Treasury

Examiner/Local

Treasury Examiner

II) , Chief,

FOED/SLTE PES

Director, DED for

Operations and

signed by the


Date, time and

details of the

letter signed by

the Executive

Director recorded

by the Records

Section

Original copy of letter will be transmitted by the Records Section to the Treasurer/s concerned. Note: 2nd copies will be retained at the Records Section while 3rd copies will be retained by FOED

574


Processing Time

Responsible Person


Remarks

Executive Director

Please refer to process of transmitting outbound documents under Records Section End of Transaction

If concerned Treasurer/s did not comply within the period of 1 month and tracer letters (2nd & 3rd tracers) will be sent to the Treasurer/s concerned. Same steps as Monitoring the implementation of recommendations on the Performance Evaluation Report

575

2.2 Examination of submitted trial balances in determining for the approval or denial of requested certification (that a

particular LGU does not operate on budgetary deficit)


Processing Time

Responsible Person


Remarks

1. CO-FOED receives and records letter

request from LGUs for the issuance

of certification that the same does

not operate on budgetary deficit

Letter request

from LGUs, Trial

Balances and

other financial

reports


details of Letter

request from

LGUs, Trial

Balances and

other financial

reports registered

in the logbook

Letter request from

LGUs/Trial Balances

and other financial

reports forwarded to

AO (Senior Local

Treasury Examiner/LTE

II) for evaluation

2. C.O-FOED AO (Senior Local Treasury

Examiner/LTE II) evaluates Letter

request from LGUs/Trial Balances

and other financial reports

Trial balances and

other financial

reports


Local

Treasury

Examiner/LT

E II)

Financial

status/condition

of LGUs evaluated

by the AO (Senior

Local Treasury

Examiner/LTE II)

If the financial

status/condition of

LGUs evaluated by the

AO (Senior Local


II)

are in order,

transmittal letter/s

and certification/s that

the LGU/s does not

operate on budgetary

deficit will be

prepared by the AO


576


Processing Time

Responsible Person


Remarks

Examiner/LTE II) and

forwards the same to

the Chief, FOED/SLTE

for review, otherwise

if the financial

status/condition

shows that the LGU/s

operates on a

budgetary deficit, no

certification will be

issued and the

requesting party will

be informed thru

telegram, likewise if

there are lacking

financial reports, a

telegram will be

prepared requesting

the LGU/s concerned

to submit the same.

Note: preparation of

telegram follows the

same process as

Examination of COA &

SAO Reports, steps 2

to 8

577


Processing Time

Responsible Person


Remarks

3. C.O-FOED AO (Senior Local Treasury

Examiner/LTE II) prepares

transmittal letter/s and

certification/s that the LGU/s

concerned does not operate on

budgetary deficit

Financial

status/condition

of LGUs evaluated

by the AO (Senior

Local Treasury

Examiner/LTE II)


Local

Treasury

Examiner/LT

E II)

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II)

Transmittal letter/s

and Certification/s

that the LGU/s does

not operate on

budgetary deficit


AO (Senior Local


II) is forwarded to the

Chief, FOED/SLTE for

review

4. CO-Chief, FOED/SLTE reviews


certification/s

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II)

20 minutes Chief,

FOED/SLTE

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II)

and Chief,

FOED/SLTE



FOED/SLTE to the


and Certification/s, the

same is returned to


Treasury

Examiner/Local

Treasury Examiner II),



otherwise the same


578


Processing Time

Responsible Person


Remarks


review.

5. PES Director reviews transmittal

letter/s and certification/s

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II)

and Chief,

FOED/SLTE

20 minutes PES Director Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II),

Chief, FOED/SLTE

and PES Director


are made by the PES

Director to the



same is returned to


Treasury

Examiner/Local




otherwise the same


the DED for


6. DED for Operations reviews


certification/s

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

20 minutes DED for

Operations

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both


are made by the DED

for Operations to the



same is returned to


Treasury

579


Processing Time

Responsible Person


Remarks

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II),

Chief, FOED/SLTE

and PES Director

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II),

Chief, FOED/SLTE,

PES Director and

DED for

Operations

Examiner/Local




otherwise the same


the OED for review.



certification/s

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II),

Chief, FOED/SLTE,

PES Director and

DED for

Operations


Director

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II),

Chief, FOED/SLTE,

PES Director, DED

for Operations and

signed by the

Executive Director


are made by the DED

for Operations to the



same is returned to


Treasury

Examiner/Local




otherwise the same


the Records Section

for transmittal to the

Treasurer/s

concerned.

580


Processing Time

Responsible Person


Remarks

8. CO-FOED forwards letter to Records Section

Transmittal

letter/s to

concerned LGU/s

and Certification/s

that the LGU/s

does not operate

on budgetary

deficit both

countersigned by

the AO (Senior

Local Treasury

Examiner/LTE II),

Chief, FOED/SLTE,

PES Director, DED

for Operations and

signed by the

Executive Director


Date, time and

details of the

transmittal letter/s

and certification/s

signed by the

Executive Director

recorded by the

Records Section

Original copy of transmittal letter/s and certification/s will be transmitted by the Records Section to the LGU/s concerned. Note: 2nd copies will be retained at the Records Section while 3rd copies will be retained by FOED

Please refer to process of transmitting outbound documents under Records Section End of Process

581

3.1 Analyze/validate financial reports of LGUs to determine their financial condition and/or existence of cash or fund

overdraft


Processing Time

Responsible Person


Remarks

1. CO-FOED receives and records letter

request for certification for a

conversion/division/creation of

LGU, and trial balances/other

financial reports

Letter request for

certification for a

conversion/divisio

n/creation of LGU,

and trial

balances/other

financial reports


details of Letter

request from

LGUs, Trial

Balances and

other financial

reports registered

in the logbook

Letter request for

certification for a

conversion/division/cr

eation of LGU, and

trial balances/other

financial reports

forwarded to AO


Examiner/LTE II) for

review/evaluation

Same process as Examination of submitted trial balances in determining for the approval or denial of requested certification (that a particular LGU does not operate on budgetary deficit) refer to steps 2 to 8

End of Process

582

4.1 The DOF thru the BLGF attends/participates in public/committee hearings to authenticate the issued certification of income of LGU proposed to be converted/created/divided under existing law


Processing Time

Responsible Person


Remarks

1. CO-FOED receives and records Letter of

invitation from the House of

Representatives/Senate

Letter of invitation 10 minutes Admin Aide Date, time and

details of Letter of

Invitation from the

House of

Representatives/S

enate

Letter of Invitation

forwarded to the

Chief, FOED/SLTE

2. CO. Chief, FOED/SLTE instruct Admin

Aide/AO to gather from the Central

Records Section of copy/ies of issued

certification/s of income requirement

for LGU/s that are the subject for

deliberation in the public/committee

hearing.

Central Records

Section copy/ies of

issued

certification/s of

income

requirement for

LGU/s that are the

subject for

deliberation in the

public/committee

hearing.

20 minutes Admin Aide Retrieved copy/ies

of

approved/issued

certification/s

Chief, FOED, SLTE,AO

and/or Admin Aide

requests the Records

Section to certify the

retrieved copies of

approved/issued

certification/s

3. Records Section-Records Officer

certifies copies of approved/issued

certification as true and valid

Retrieved copy/ies

of

approved/issued

certification/s

10 minutes Records

Officer

Certified true

copy/ies of

approved/issued

certification/s

Chief, FOED/SLTE and

or Service Director will

submit certified true

copy/ies of

approved/issued

583


Processing Time

Responsible Person


Remarks

certification/s in the

House of

Representative/s or

Senate that conducts

public/committee

hearing on

conversion/creation/di

vision of LGUs

4. Service Director, Chief, FOED/SLTE

proceed to the House of

Representatives or Senate.

Letter of invitation

from House of

Representatives or

Senate/certified

true copy of

approved/ issued

certification/s

1 day DED/Chief-

FOED

Authenticate to

the lawmakers the

certification issued

are true and valid

End of Process

584

5.1 Examination of Books of Accounts of the outgoing/incoming Treasurers to determine compliance with and/or violation to the existing law, rules and regulations



Responsible Person


Remarks

Same Process as Examination of Book of Accounts steps 1 to 6

7. Turn-over Team conducts examination of book of accounts and other related documents of the out-going Treasurer/s following the procedures contained in the guidelines

Cash books for all funds; Record/Report of unused/unissued Accountable Forms, Investment Accounts, Supplies/Property accountabilities & other related documents/reports

5 days Turn-over Team

Report of Invoice-Receipt of accountabilities of the Outgoing and Incoming Treasurer

See attached forms/guidelines in the conduct of turnover of the office of the Treasurer (BLGF MC No. 03-2007)

End of Process

585

5.2 Preparation of turn-over report Step Procedure Input or


Responsible Person


Remarks

Same Process as the Preparation of Revenue Evaluation Performance Report steps 1 to 9

586


Local Revenue Enforcement Division

587

SERVICE : Field Operations Group DIVISION : Local Revenue Enforcement Division (REV)




11. Compile, Process and (Provide accurate, timely), uniform and comparable local government fiscal and financial information.

(Compiles, summarizes and analyses local government financial reports including the Statement of Receipts and Expenditures (SRE) submitted by all local government units (LGU) of the country; (Integrates the LGU financial data to national aggregates including impact to consolidated public sector position)

11.1 Establish reporting formats and data exchange standards

11.2 Collection of fiscal and financial reports from LGU (SRE).

11.3 Consolidate 11.4 Validation (Q.A) Done by the Regional Office. 11.5 Maintenance of LGU fiscal and financial information

database

Establish systems and procedures to develop a unified system of financial statistical services.

12. Prepare and analyze statistical information reports (and regularly publish individual and aggregate LGU performance , summaries, )trends, patterns (and other critical findings in LGU financing).

12.1 Prepare statistical reports, trends, and patterns. Examine and analyze LGU (trial balances, budget operations statements and) financial reports. Publish

13. Design and develop practical methodologies and approaches for forecasting LGU revenues, expenditures, borrowing and surpluses.

13.1 Establish periodically (sound) methodology and approaches in forecasting

13.2 Conduct forecast of LGU revenue (regional and NCR).

Forecast for the purpose of regional and NCR planning and other institutions requirement (such as DOF,IMF, etc).

588

14. Recommend policies and procedures (trends and patterns, and recommend appropriate action) to LGUs, DOF and other oversight agencies relative to findings/analysis.

14.1 Prepare recommendation, Facilitate policy and procedural reforms and Assist in implementation and issuance of policy and procedure.

14.2 (Evaluation and recommendation of Statement of Receipts and Expenditures (SRE) and other financial reports.)

14.3 (Prepare statements of income and expenditures of local governments, determine trends and patterns, and recommend appropriate action)

15. (Compile and analyze (Trial Balance) and financial reports of LGUs to) Determine their financial conditions and/or existence of fund overdrafts.

15.1 Developed parameters benchmarks to assess LGU fiscal financial performance.

15.2 Evaluate financial conditions of LGUs based on sets of benchmarks

15.3 Prepare report on LGU financial conditions and recommendation.

15.4 Assist in developing policies and strategies to improve financial conditions of LGUs.

16. Monitor and coordinate LGU compliance reporting, collection efficiencies, targets (and other revenue generation program (of the statistical activities of the Bureau and its Regional offices).

16.1 Periodically review LGU compliance on submission, deadlines and formats, Monitor of actual collections vis a vis targets and Prepares ranking/status report on collection efficiencies

16.2 Provide assistance to executives on coordination requirement

16.3 (Monitoring and coordination of revenue enforcement by CO to ROs.

16.4 Monitoring and coordinate the statistical activities of the Bureau and its Regional offices)

17. Render technical assistance to LGUs and BLGF Regional Office financial report operations, on financial report preparation, revenue administration, financial management, fund sourcing and credit financing. (Monitor and evaluate tax collection performance of local

17.1 Provides active assistance to BLGF Regional Offices and LGUs on financial report generation revenue administration, financial management, fund sourcing and credit financing

17.2 Training need assessment/trainer’s evaluation form

589

treasury offices)

18. Integrate LGU statistics with national financial reports. 18.1 Comply with national/international reporting and data exchange standards.

18.2 Submit report

590

SPECIFIC PROCEDURES 1.1 Establish reporting formats and data exchange standards


Processing Time

Responsible Person


Remarks

1. CO-REV Division identifies existing reporting formats and standards

Oversight agencies, NGAs and international institutions reporting requirement

1 month Senior Local Treasury Examiner

Compilation of documents on existing reporting formats and requirements

2. CO-REV Division reviews and evaluates existing reporting formats and requirements of other NGAs and international institutions

Compilation of documents on existing reporting formats and requirements

1 month Senior Local Treasury Examiner

Consolidated report on the different existing reporting formats

3. CO-REV Division prepares and finalizes Memorandum on the recommended enhancement existing reporting formats and requirements of other NGAs and international institutions


1 week Senior Local Treasury Examiner

(SLTE)

Memorandum on the recommended enhancement countersigned by SLTE

Memorandum on the recommended enhancement is forwarded to REV Chief for review.

4. CO-REV reviews memorandum on the recommended enhancement

Memorandum on the recommended enhancement countersigned by SLTE

3 days REV Chief Memorandum on the recommended enhancement reviewed and countersigned by the REV Chief

If corrections/revisions are made by the REV Chief on the memorandum on the recommended enhancement, the same are returned to the Senior Local Treasury Examiner for

591


Processing Time

Responsible Person


Remarks

editing/finalization, then proceed to step 4, otherwise the Memorandum on the recommended enhancement is forwarded to the Office of the Deputy Executive Director (DED), Operations.

5. CO-REV Division records and transmits memorandum on the recommended enhancement to the Office of the Deputy Executive Director (DED)-Operations

Memorandum on the recommended enhancement countersigned by the Senior Local Treasury Examiner and REV Chief


Date, time and details of the Memorandum on the recommended enhancement recorded in the logbook of REV

The Memorandum on the recommended enhancement is routed to the concerned Office Directors for review and countersignature and for approval of the Executive Director.

6.

Deputy Executive Director (DED)-Operations reviews memorandum on the recommended enhancement

Memorandum on the recommended enhancement countersigned by the Senior Local Treasury Examiner, REV Chief and DED for Operations


Memorandum on the recommended enhancement countersigned by DED- Operations

If corrections/revisions are made by the DED for Operations on the memorandum on the recommended enhancement , the same is returned to REV Division for correction/ finalization, proceed to step no.3, otherwise the

592


Processing Time

Responsible Person


Remarks

memorandum on the recommended enhancement is forwarded to the Office of the Executive Director

7. CO-Office of the Executive Director proofreads the memorandum on the recommended enhancement

Memorandum on the recommended enhancement countersigned by the Senior Local Treasury Examiner, REV Chief and DED- Operations

2 hours Executive Assistant

Memorandum on the recommended enhancement proofread by Executive Assistant

If corrections/revisions are made by the Secretary of the Executive Director on the memorandum on the recommended enhancement , the same is returned to REV Division for correction/finalization, then proceed to step no.4, otherwise the memorandum on the recommended enhancement is forwarded to the Executive Director for review and approval.

8. CO-Executive Director reviews and approves/signs memorandum on the recommended enhancement

Memorandum on the recommended enhancement countersigned by the Senior Local Treasury Examiner, REV

3 days Executive Director

Memorandum on the recommended enhancement reviewed and approved/signed by Executive Director

If corrections/revisions are made by the Executive Secretary on the memorandum on the recommended enhancement , the same is to REV Division

593


Processing Time

Responsible Person


Remarks

Chief and DED for Operations

for correction/finalization, then proceed to step no. 4

The memorandum on the recommended enhancement, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to the concerned division (REV) for the next steps.

9.

CO-Office of the Executive Director records and transmits approved/signed memorandum on the recommended enhancement to REV Division

Approved/signed memorandum on the recommended enhancement

10 minutes Admin Aide Date, time and details of the approved/signed memorandum on the recommended enhancement recorded in the logbook of the Office of the Executive Director

10.

CO-REV Division receives and records approved/signed memorandum on the recommended enhancement



Date, time and details of the approved/signed memorandum on the recommended enhancement recorded in the logbook of REV

Xerox copy kept in the Division for file. Original and duplicate copies of approved/signed memorandum on the recommended enhancement is forwarded to Records Section, for filing and transmittal to concerned LGUs.

594


Processing Time

Responsible Person


Remarks

11. CO-Records Section records and transmits the approved/signed memorandum on the recommended enhancement


2 months Admin Aide

Date, time and details of approved/signed memorandum on the recommended enhancement recorded in the logbook of Records Section

Records Section transmits approved/signed memorandum on the recommended enhancement to concerned LGUs copy furnished the Regional Office. (Refer to process of transmitting outbound documents under Records Section)

End of Process

595

1.2 Collection of fiscal and financial reports from the Local Government Unit


Processing Time

Responsible Person


Remarks

1. RO-Regional staff log in as Regional

Reviewer to the eSRE System

eSRE System

Username and

password

10 minutes Supervising

Local

Treasury

Examiner

Supervising Local

Treasury Examiner

successfully logged

in to the system

The BLGF Regional

Office is tasked to

validate the propriety

and accuracy of the

submitted reports and

to ensure its timely

submission to the

BLGF Central Office for

consolidation.

2. RO-Regional staff search pending reports

submitted by the Provincial Approver

(Provincial Treasurers)

eSRE System using

Tools-Pending SRE

Report Menu


Local

Treasury

Examiner

List of eSRE

quarterly reports

3. RO-Regional staff views pending reports by

modules and generate report on excel

format

List of pending

eSRE quarterly

reports


Local

Treasury

Examiner

Approved eSRE

quarterly report in

excel format

Regional Offices

reviews/rejects the

report uploaded by

the provinces and

cities

4. RO-Regional staff reviews pending reports

by modules

Approved eSRE

quarterly reports

on excel format


Local

Treasury

Approved/reject

ed reports with

discrepancy

596


Processing Time

Responsible Person


Remarks

Examiner

Approved reports by the Regional Reviewer will be verified by the Regional Approver (Regional Director)

5. RO-Regional Director logs in as Regional

Approver to the eSRE System

eSRE System

Username and

password

10 minutes Regional

Director

Regional Director

successfully logged

in to the system.

6. RO-Regional Director searches pending

reports reviewed by the Regional Reviewer

eSRE System using

Tools-Pending SRE

Report Menu

(Pending Reports

are viewed thru

this Module)

10 minutes Regional

Director

List of eSRE

quarterly reports

reviewed by the

Regional Reviewer

7. RO- Regional Director views pending reports

by modules and generate report on excel

format

List of eSRE

quarterly reports

reviewed by the

Regional Reviewer

1 hour Regional

Director

Approved eSRE

quarterly report in

excel format

Regional Offices

approves/rejects the

report uploaded by

the provinces and

cities

8. RO-Regional Director reviews pending

reports by modules

Approved eSRE

quarterly reports

in excel format

35 minutes Regional

Director

Approved/rejected

reports with

discrepancy

Approved reports by the Regional Approver will be lodged at the Central Database for review and approval by the Central Office

End of Process

597

1.4 Validation (Q.A)


Processing Time

Responsible Person


Remarks

1. CO-REV informs Internal Administration Office (IAO) on the scheduled eSRE Field Validation/Evaluation

Names of selected personnel/Approved Date of Schedule

1 day REV Chief List of team members Submits lists of team to Admin Division for the issuance of an Office Order for the conduct of eSRE Field Valuation/Evaluation

For the preparation of Office Order requesting REV Staff to attend field validation – See process in the preparation of Office Order under Administrative Division

2. CO-IAO records and transmits Office Order to REV Division

Office Order Admin Aide Approved Office Order

3. CO-REV receives and records Office Order from Administration Division


30 minutes Local Treasury Examiner II/ Statistician

Date, time and details of Office Order recorded in the logbook of REV

Piggy-backed activity with the revenue audit and assessment audit

4. CO-eSRE Team proceeds to the Office of the Treasurer of concerned LGU informing the purpose of the team’s visit and furnishing him/her copy of office order


4 hours eSRE Team Purpose of the eSRE validation/evaluation conveyed

After informing the Treasurer of the purpose of visit, the team will proceed with the conduct of the eSRE validation/evaluation

5. CO- eSRE Team coordinates with the local treasurer for a courtesy call to the LCE and/or any local officials present

Arrival to LGU 1 hour eSRE Team and the local

treasurer

Courtesy Call/Meeting with LCE and other officials

After the courtesy call, the team will proceed immediately in the Conduct of eSRE Field Validation/Evaluation

6. CO- eSRE Team conducts eSRE Field Validation/Evaluation in compliance with regulations under BLGF Memorandum Issuances/Circulars.

Reports generated in the preparation of SRE:

Statement of

2 days Team Findings, comments and recommendations duly noted during the eSRE Field Validation/Evaluation

598

Receipts and Expenditures

Statement of Receipts Sources

Statement of Expenditures

Quarterly Report on the Real Property/Business Tax, Fees and Charges and Economic Enterprise

Statement of Financial Operations

SRE Fund Balance Composition

7. CO-eSRE Team conducts exit conference with the LCE and/or any local official present together with the treasury personnel for the presentation of findings, comments and recommendation.

Findings, comments and recommendations duly noted during the of eSRE Field Validation/Evaluation

4 hours eSRE Team Field Accomplishment Report

End of of eSRE Field Validation/Evaluation Return to office

8. CO-REV Division prepares and finalizes Field Accomplishment Report

Field Accomplishment Report

1 day eSRE Team Field Accomplishment Report countersigned by the eSRE Team

Field Accomplishment Report is forwarded to the REV Chief for review/comment

9. CO-REV Division reviews the Field Accomplishment Report signed by members of eSRE Team

Field Accomplishment Report countersigned by the eSRE Team

1 day REV Chief Field Accomplishment Report countersigned by the REV Chief

If corrections/revisions are made by the REV Chief on the Field Accomplishment Report, the same is returned to the eSRE

599

Team for editing/finalization then proceed to step 8, otherwise the Field Accomplishment Report is forwarded to the DED for Operations

10. CO-REV Division records and transmits the Field Accomplishment Report to the Office of the Deputy Executive Director (DED)-Operations

Field Accomplishment Report countersigned by the eSRE Team and REV Chief


Date, time and details of the Field Accomplishment Report recorded in the logbook of REV

The Field Accomplishment Report is routed to the concerned Office Directors for review and countersigned.

11.

CO-Deputy Executive Director (DED)-Operations reviews the Field Accomplishment Report

Field Accomplishment Report countersigned by the eSRE Team, REV Chief and DED for Operations


Field Accomplishment Report countersigned by DED- Operations

If corrections/revisions are made by the DED for Operations on the Field Accomplishment Report , the same is returned to REV Division for correction/ finalization, proceed to step no.8, otherwise the Field Accomplishment Report is forwarded to the Executive Director for approval.

12. CO-Office of the Executive Director proofreads the Field Accomplishment Report

Field Accomplishment Report countersigned by the eSRE Team, REV


Field Accomplishment Report proofread by Executive Assistant

If corrections/revisions are made by the Secretary of the Executive Director on the Field

600

Chief and DED for Operations

Accomplishment Report , the same are returned to REV Division for correction/finalization, then proceed to step no.8, otherwise the Field Accomplishment Report is forwarded to the Executive Director for review and approval.

13. CO-Executive Director reviews and evaluates the Field Accomplishment Report

Field Accomplishment Report countersigned by the eSRE Team, REV Chief and DED for Operations


Approved/signed Field Accomplishment Report

If corrections/revisions are made by the Executive Assistant on the approved/signed Field Accomplishment Report, the same are returned to REV Division for correction/finalization, then proceed to step no. 8.

The Field Accomplishment, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to the concerned division (REV) for the next steps.

14.

Office of the Executive Director records and transmits approved/signed Field Accomplishment Report to REV Division

Approved/signed Field Accomplishment Report

10 minutes Admin Aide Date, time and details of the approved/signed Field Accomplishment Report recorded in the logbook of the Office of the Executive Director

15. CO-REV Division receives and records the approved/signed Field Accomplishment Report

Approved/signed Field

10 minutes Admin Aide Date, time and details of the

Xerox copy kept in the Division for file.

601

Accomplishment Report

approved/signed Field Accomplishment Report recorded in the logbook of REV

Original and

duplicate

copies of

approved/sign

ed Field

Accomplishme

nt Report is

forwarded to

Records

Section, for

filing and

transmittal to

concerned

LGUs.

17. CO-Records Section records and transmits the approved/signed Field Accomplishment Report

Approved/Signed Field Accomplishment Report


Date, time and details of approved/signed Field Accomplishment Report recorded in the logbook of Records Section

Records Section transmits approved/signed Field Accomplishment Report to concerned LGUs copy furnished the Regional Office. (Refer to process of transmitting outbound)

End of Process

602

1.5 Maintenance of LGU fiscal and financial information database


Processing Time

Responsible Person


Remarks

1. CO-REV Division monitors new LGUs and/or newly converted LGUs

Copy of Republic Act (RA)

20 minutes

REV Staff Updated list of LGUs in the eSRE System which includes newly created municipalities/provinces

2.

CO-REV Division approves registration of accounts and other information:

City/Municipal Treasurers (Role as approver)

Provincial/Regional/Central Level (Role as Reviewer and Approver)

Public DILG User

eSRE Web System

30 minutes

REV Staff – assignment by

region

Record of approved users

Only registered users can upload and review SRE reports thru the eSRE Web system.

(Refer to Manual on eSRE System for Administrator)

3. CO-REV updates profile of LGUs Population data from NSO

Land Area Data from LMB

Profile of LGU

Classification of LGU from CO-LTOD

30 minutes REV Staff Updated profile of LGUs

End of Process

603

2.1 Prepare statistical reports, trends and patterns, examine and analyze LGU (trial balances, budget operations

statements and) financial reports and publish


Processing Time

Responsible Person


Remarks

1. CO-REV generates SRE excel report and financial

indicators for the current year by

provinces/cities/municipalities thru the web

system per region

Analysis report by the Regional Offices per region

BLGF SRE Form No. 1 (report in excel format)

Summary of Performance Indicators

5 days

Statistician

Matrix of SRE report

in excel format per

region

For the requirements,

refer to SRE Manual

2. CO-REV analyzes SRE Reports:

CO-REV gathers data for previous years

at least for 5 yrs per region

CO-REV compares the current year data

to previous years data per region

Matrix in excel

format per region

Comparative SRE

report and financial

indicators in excel

format (Aggregate

data for 5 yrs) per

2 days

5 days

Statistician

Statistician

Comparative SRE

report and financial

indicators in excel

format (Aggregate

data for 5 yrs) per

region

Report in excel format

with growth rate

analysis and other

See attached samples

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/SRE%20Manual%20for%20printing.pdf

604

CO-REV take notes of erratic trends (e.g.

tremendous increase/decrease in

revenues and expenditures) and

request for justification

region

Report in excel

format with growth

rate analysis and

other analytical

tables per region

10 days

Statistician

analytical tables per

region

Consolidated report

of erratic trends per

region by the Regional

Office

For the requirements,

refer to the Regional

Analysis Manual

The completeness of the analysis of the SRE reports depends on the submitted analysis of the regional offices

3. CO-REV Division evaluates and consolidates

regional analysis per region

SRE Analysis Reports

and other statistical

analysis per region

20 days Senior Local

Treasury

Examiner

SRE consolidated

annual report and

other statistical

analysis

Aggregate

By level

By region

By LGU

Financial

indicators

4. CO-REV Division prepares and finalizes SRE

consolidated annual report and other statistical

analysis

SRE consolidated

annual report and

other statistical

analysis, design of

report (in book

form)

3 days Senior Local

Treasury

Examiner

SRE consolidated

annual report and

other statistical

analysis, design of

report (in book form)


SRE consolidated

annual report and

other statistical

analysis, design of


is forwarded to the REV

605

Senior Local Treasury

Examiner

Chief for

review/comment

5. CO-REV Division reviews the SRE consolidated

annual report and other statistical analysis,

design of report (in book form)

SRE consolidated

annual report and

other statistical

analysis, design of

report (in book

form) countersigned

by the Senior Local

Treasury Examiner

20 days REV Chief SRE consolidated

annual report and

other statistical

analysis, design of



REV Chief


are made by the REV

Chief on the SRE

consolidated annual

report and other

statistical analysis,

design of report (in

book form) the same

are returned to the


Examiner for



otherwise the SRE

consolidated annual

report and other



book form) is


for Operations .

6. CO-REV Division records and transmits the SRE

consolidated annual report and other statistical

analysis, design of report (in book form) to the

Office of the Executive Director (DED) -

Operations

SRE consolidated

annual report and

other statistical

analysis, design of

report (in book

form) countersigned

by the Senior Local


Date, time and details

of the SRE

consolidated annual

report and statistical

analysis, design of


recorded in the

606

Treasury Examiner

and REV Chief

logbook of REV

The SRE Consolidated annual report and other statistical analysis, design of report (in book form) are routed to the concerned Office Directors for review and

countersign and for approval of the Executive Director

7.

Deputy Executive Director (DED)-Operations

reviews the SRE consolidated annual report and

other statistical analysis, design of report (in

book form)

SRE consolidated

annual report and

other statistical

analysis, design of

report (in book

form)

countersigned by

the Senior Local

Treasury Examiner

and REV Chief

1 day DED for

Operations

SRE consolidated

annual report and

other statistical

analysis, design of


reviewed and

countersigned by

DED- Operations


are made by the DED


SRE consolidated

annual report and

other statistical

analysis, design of



to REV Division for

correction/ finalization,

proceed to step no.4. ,

otherwise the SRE

consolidated annual

report and other



book form) are


of the Executive

Director


the SRE consolidated annual report and other

statistical analysis, design of report (in

bookform)

SRE consolidated

annual report and

other statistical

analysis, design of

2 hours Executive

Assistant

SRE consolidated

annual report and

other statistical

analysis, design of


are made by Executive

Assistant on the SRE

consolidated annual

607

report (in bookform)

countersigned by

the Senior Local

Treasury Examiner,

REV Chief and DED

for Operations


proofread by

Executive Assistant

report and other



bookform) the same

are returned to REV

Division for

correction/finalization,


no.4, otherwise the

SRE consolidated

annual report and

other statistical

analysis, design of


are forwarded to the


approval.

9. CO-Executive Director reviews and evaluates the

SRE consolidated annual report and other

statistical analysis, design of report (in

bookform)

SRE consolidated

annual report and

other statistical

analysis, design of


countersigned by

the Senior Local

Treasury Examiner,

REV Chief and DED

for Operations

2 days Executive

Director

SRE consolidated

annual report and

other statistical

analysis, design of


reviewed and

approved/signed by

the Executive

Director.


are made by Executive

Director on the

approved/signed SRE

consolidated annual

report and other



bookform), the same

are returned to REV

Division for

correction/finalization,


608

no. 4

10.

Office of the Executive Director records and

transmits approved/signed SRE consolidated

annual report and other statistical analysis,

design of report (in book form) to REV Division

Approved/signed

SRE consolidated

annual report and

other statistical

analysis, design of

report (in book

form)

10 minutes Admin Aide Date, time and details

of the

approved/signed SRE

consolidated annual

report and other



book form) recorded

in the logbook of the


Director

11.

CO-REV Division receives and records the

approved/signed SRE consolidated annual

report and other statistical analysis, design of


Approved/signed

SRE consolidated

annual report and

other statistical

analysis, design of

report (in book

form)



of the

approved/signed SRE

consolidated annual

report and other



book form) recorded

in the logbook of REV

A photocopy of the

approved/signed SRE

consolidated annual

report and other



book form) is kept by


12. CO-REV Division records and transmits the

approved/signed SRE consolidated annual report

and other statistical analysis, design of report (in

book form) to Property Section for the printing

of copies (publication)

Approved/signed

SRE consolidated

annual report and

other statistical

analysis, design of

report (in book

form)


of approved/signed

SRE consolidated

annual report and

other statistical

analysis, design of


recorded in the

609

logbook of REV

For the procurement procedure on the publication of SRE Consolidated annual report – See Procurement Process under Property Section

13. CO-REV Division distributes publish reports to

interested key stakeholders

LGU Financial

Reports and

Performance

Indicators in Book

Form

20 days Senior Local

Treasury

Examiner

Copies distributed to

interested key

stakeholders

14. CO-REV Division advocates the published results

of the SRE consolidated annual report to

interested key stakeholders thru posting in BLGF

website

LGU Financial

Reports and

Performance

Indicators in Book

Form

Senior Local

Treasury

Examiner

Suggestions/comment

s/feedbacks

consolidated

This activity can be

done in conferences,

conventions and

seminars to interested

key stakeholders

End of Process

610

3.1 Establish periodically (sound) methodology and approaches in forecasting


Processing Time

Responsible Person


Remarks

1 CO-REV Division establishes methodology and

approaches in forecasting

Data gathering (at least 5-yr data)

SIE/SRE

GRDP data

GDP projection data

Inflation projection data

RPT Annual Target Setting

LGU financial data (previously examined and analyzed)

Formula-

Annual growth rate by item

Average annual growth rate by item

Average

1 day

1 hour

SLTE

SLTE

Steps/Formula

Tentative Projection

SIE format -Prior to

2009

SRE format – 2009 -

present

Ex: 2011 projection

CY 2010 x AGR=

amount to be added to

the base figure

611


Processing Time

Responsible Person


Remarks

Target setting on Business tax,

fees/charges and economic enterprise

(by region)

growth rate X base figure

Data on Assess Value and Tax Rate (by prov/cities)

BLGF SRE Form No. 1 – Actual collection to be sourced from Module QBTCol of

the SRE Web System

1 day

1 day

Statistician

Statistician

Matrix in excel format

Matrix in excel format

(Assessed Value and Tax Rate provided by

PASS Division)

End of Process

612

3.2 Conduct forecast of LGU revenue (regional and NCR)


Processing Time

Responsible Person


Remarks

1. CO-REV Division prepares forecast of LGU

revenue (regional and NCR).

10-Year Projection on LGU financial data

Annual Target for RPT, Business Tax,

Fees/Charges and Economic Enterprise

Formula for RPT: Assessed Value X

Tax Rate

Formula for Business Tax & Eco Ent.

= Current Year Coll x GRDP

Fees & Charges = Current Year Coll

x 10%

LGU financial data – Tentative projection (previously examined and analyzed)

Annual Target

1 day

2 days

SLTE

Statistician

Projected Income and

Expenditures of LGUs

(aggregate)

Annual Target to be

assigned to the

Region

Data to be submitted

to IMF, World Bank,

DOF and other

stakeholders

Methodologies set for

target setting may vary

depending on the

economic situation of

the Country

GRDP- Gross Regional

Domestic Product from

NSCB

613

2. CO-REV Division prepares and finalizes Annual

Target and Confirmation Letters assigned to

Region and NCR

Annual Target and

Confirmation Letters

assigned to Region

and NCR

1 day Senior Local

Treasury

Examiner

Annual Target and


assigned by Region

and NCR


SLTE

Annual Target and


assigned by Region and

NCR are forwarded to

the REV Chief for

review/comment


Processing Time

Responsible Person


Remarks

3. CO-REV Division reviews the Annual Target and

Confirmation Letters assigned to Region and NCR

Annual Target and


assigned to Region

and NCR

countersigned by

the Senior Local

Treasury Examiner

1 day REV Chief Annual Target and


assigned by Region

and NCR


REV Chief


are made by the REV

Chief on the Annual

Target and


assigned to Region and

NCR, the same are

returned to the Senior

Local Treasury

Examiner for



otherwise the Annual

Target and

Confirmation Letter are


of the Deputy Executive

Director (DED),

Operations

614


Annual Target and Confirmation Letters

assigned to Region and NCR

to the Office of the Deputy Executive Director

(DED), Operations

Annual Target and


assigned to Region

and NCR

countersigned by

the Senior Local

Treasury Examiner

and REV Chief


of the Annual Target

and Confirmation

Letters assigned by

Region and NCR

recorded in the

logbook of REV

The Annual Target and Confirmation Letters assigned to Region and NCR are routed to the concerned Office Directors for review and countersign and for approval of the Executive Director


Processing Time

Responsible Person


Remarks


Annual Target and Confirmation Letters

assigned to Region and NCR

to the Office of the Deputy Executive Director

(DED), Operations

Annual Target and


assigned to Region

and NCR

countersigned by

the Senior Local

Treasury Examiner

and REV Chief


of the Annual Target

and Confirmation

Letters assigned by

Region and NCR

recorded in the

logbook of REV

615

6. CO-Deputy Executive Director (DED)-Operations

reviews the Annual Target and Confirmation

Letters assigned to Region and NCR

Annual Target and


assigned to Region

and NCR

countersigned by

Senior Local

Treasury Examiner

and REV Chief

1 day DED for

Operations

Annual Target and


assigned to Region

and NCR reviewed


DED- Operations


are made by the DED


Annual Targets and

Confirmation Letter


NCR, the same is

returned to REV

Division for

Editing/finalization,

proceed to step no.3,

otherwise the Annual

Target and



NCR are forwarded to

the Office of the

Executive Director

616


Processing Time

Responsible Person


Remarks

7. CO-Office of the Executive Director proofreads the Annual Target and Confirmation Letters assigned to Region and NCR

Annual Target and Confirmation Letters assigned to Region and NCR countersigned by the Senior Local Treasury Examiner, REV Chief and DED for Operations


Annual Target and Confirmation Letters assigned to Region and NCR proofread by Executive Assistant

If corrections/revisions are made by the Executive Assistant on the Annual Target and Confirmation Letters assigned to Region and NCR, the same are returned to REV Division for editing/finalization, then proceed to step no.3, otherwise the Annual Target and Confirmation Letter assigned to Region and NCR are forwarded to the Executive Director for review and approval.

617

8. CO-Executive Director reviews and approves/signs the Annual Target and Confirmation Letters assigned to Region and NCR

Annual Target and Confirmation Letters assigned to Region and NCR countersigned by the Senior Local Treasury Examiner, REV Chief and DED for Operations


Annual Target and Confirmation Letter reviewed and approved/signed by the Executive Director

If corrections/revisions are made by the Executive Director on the approved/signed Annual Target and Confirmation Letters assigned to Region and NCR, the same are returned to REV Division for editing/finalization, then proceed to step no. 3.


Processing Time

Responsible Person


Remarks

The Annual Target and Confirmation Letters assigned to Region and NCR, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to REV Division for the next

steps. 8.

Office of the Executive Director (OED) records

and transmits approved/signed Annual Target

and Confirmation Letters assigned to Region and

NCR to REV Division

Approved/signed

Annual Target and


assigned to Region

and NCR

10 minutes Admin Aide Date, time and details of the approved/signed Annual Target and Confirmation Letter recorded in the logbook of OED

618

9.


approved/signed Annual Target and

Confirmation Letters assigned to Region and NCR

Approved/signed

Annual Target and


assigned to Region

and NCR


of the

approved/signed

Annual Target and


assigned to Region

and NCR recorded in

the logbook of REV

Xerox copy kept in the Division for file. Original and duplicate copies of approved/signed Annual Target and Confirmation Letters assigned to Region and NCR are forwarded to Records Section, for filing and transmittal to concerned L GUs.

10. CO-Records Section records and transmits the

approved/signed Annual Target assigned to

Region and NCR

Approved/signed

Annual Target

assigned to Region

and NCR

10 minutes Records

Officer (CO-

Records

Section)


of approved/signed

Annual Target

assigned to Region

and NCR recorded in

the logbook of

Records SEction

Records Section

transmits

approved/signed

Annual Target assigned

to Region and NCR to

concerned Regional

Offices

End of Process

619

4.1 Prepare recommendation, facilitate policy and procedural reforms and assist in the implementation and issuance of policy and procedure.


Processing Time

Responsible Person


Remarks

1. CO-REV reviews LGU performance and recommends policies and procedures and facilitates policy and procedural reforms


5 days

Statistician

Policies and procedures on how to improve revenue generation

2. CO-REV Division prepares and finalizes policies and procedures on how to improve revenue generation

Policies and procedures on how to improve revenue generation

1 day Senior Local Treasury Examiner

Policies and procedures on how to improve revenue generation countersigned by the Senior Local Treasury Examiner

Policies and procedures on how to improve revenue generation is forwarded to the REV Chief for review/comment

3. CO-REV Division reviews the policies and procedures on how to improve revenue generation

Policies and procedures on how to improve revenue generation countersigned by the Senior Local Treasury Examiner

1 day REV Chief Policies and procedures on how to improve revenue generation countersigned by the REV Chief

If corrections/revisions are made by the Division Chief on the policies and procedures on how to improve revenue generation , the same are returned to the Senior Local Treasury Examiner for editing/finalization, then proceed to step 2, otherwise the policies and procedures on how to improve revenue generation are forwarded to the Office of the Deputy Executive Director (DED), Operations

620


Processing Time

Responsible Person


Remarks


policies and procedures on how to improve

revenue generation

to the Office of the Executive Director (DED) -

Operations

Policies and

procedures on how

to improve revenue

generation

countersigned by

the Senior Local

Treasury Examiner

and REV Chief

10 minutes. Admin Aide Date, time and details

of the policies and

procedures on how to

improve revenue

generation recorded


The policies and procedures on how to improve revenue generation is routed to the concerned Office Directors for review and countersign and for approval of the Executive Director


reviews the policies and procedures on how to

improve revenue generation

Policies and

procedures on how

to improve revenue

generation

countersigned by

the Senior Local

Treasury Examiner

and REV Chief

1 day DED for

Operations

Policies and


improve revenue

generation

reviewed and

countersigned by

DED- Operations


are made by the DED


Policies and Procedures

on how to improve

revenue generation,


to REV Division for



no.2, otherwise Policies

and Procedures on how

to improve revenue

generation is


of the Executive

Director

621


Processing Time

Responsible Person


Remarks


the policies and procedures on how to improve

revenue generation

Policies and

procedures on how

to improve revenue

generation

countersigned by

the Senior Local

Treasury Examiner,

REV Chief and DED

for Operations

1 hour Executive

Assistant


are made by the


the policies and


improve revenue, the

same are returned to

REV Division for



no.2, otherwise the

policies and procedures

on how to improve

revenue are

forwarded to the



7. CO-Executive Director reviews and

approves/signs the policies and procedures on

how to improve revenue generation

Policies and

procedures on how

to improve revenue

generation

countersigned by

the Senior Local

Treasury Examiner,

REV Chief and DED

for Operations

3 days Executive

Director

Policies and

Procedures on how to

improve revenue

generation reviewed

and approved/signed

by the Executive

Director


are made by the


Policies and Procedures

on how to improve

revenue generation,


to REV Division for



no. 2

622


Processing Time

Responsible Person


Remarks

The policies and procedures on how to improve revenue generation, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to REV Division for the next steps.

8.

Office of the Executive Director records and transmits approved/signed policies and procedures on how to improve revenue generation

Approved/signed policies and procedures on how to improve revenue generation

10 minutes Admin Aide Date, time and details of the approved/signed policies and procedures on how to improve revenue generation recorded in the logbook of the Office of the Executive Director

9.

CO-REV Division receives and records the approved/signed policies and procedures on how to improve revenue generation



Date, time and details of the approved/signed policies and procedures on how to improve revenue generation recorded in the logbook of REV

Xerox copy kept in the Division for file. Original and duplicate copies of approved/signed policies and procedures on how to improve revenue are forwarded to Records Section, for filing and transmittal to concerned LGUs.

623


Processing Time

Responsible Person


Remarks

10. CO-Records Section records and transmits the approved/signed policies and procedures on how to improve revenue generation



Records Section)

Date, time and details of approved/signed policies and procedures on how to improve revenue generation recorded in the logbook of Records Section

Records Section transmits approved/signed policies and procedures on how to improve revenue generation to concerned LGUs copy furnished the Regional Office. (Refer to process of transmitting outbound documents under Records Section)

11. CO-REV Division facilitate policy and procedural reforms

1 week REV Chief

12. CO-REV Division assist in implementation and issuance of policy and procedure

1 week REV Chief

End of Process

624

6.1 Periodically review LGU compliance on submission, deadlines and formats, monitor of actual collections vis a vis targets, and Prepares ranking/status report on collection efficiencies.


Processing Time

Responsible Person


Remarks

1. CO-REV Division reviews periodically LGU

compliance on submission, deadlines and

formats based on eSRE System to:

Monitor LGU checklist in the SRE system

Monitor actual collections/targets

Notify for non-submission of eSRE Report

Updated Checklist

Quarterly Collection

on RPT, BT,

Fees/Charges, Eco

Ent

Updated Checklist

20 minutes

4 hours

Half day

REV Staff –

assigned

region

REV Staff –

assigned

region

REV Staff –

assigned

region

Updated Checklist on

SRE submission

Revenue Generation

Program Report

Email for LGUs

regarding non-

submission of report

2. CO-REV consolidates and summarizes the quarterly reports

Quarterly Reports 2 hours REV Staff – assigned region

Consolidated report containing the target, actual collection and collection efficiency.

Consolidated Report used for Regional Conference Target Setting

625

3. CO-REV Division prepares ranking/status report on collection efficiencies

Consolidated report containing the target, actual collection and collection efficiency.

2 days

REV Staff – assigned region

Report on Revenue Generation Program

Copy given to PPRD Division for Performance Rating and to ADMIN Division for Performance Standards

End of Process

626

7.1 Provides active assistance to BLGF Regional Offices and LGUs on financial report generation, revenue administration, financial management, fund sourcing and credit financing


Processing Time

Responsible Person


Remarks

1. CO-REV receives and records letter-request from

Regional Offices and LGUs requesting assistance

on financial report operations, revenue

administration, financial management, fund

sourcing and credit financing

Letter-request from

Regional Offices and

LGUs


of letter-request from


LGUs recorded in the

logbook.

Corresponding CCS

no. attached

2. CO-REV Division records and transmits the letter-

request from Regional Offices and LGUs to the


Letter-request from


LGUs


of the letter-request

from Regional Offices

and LGUs recorded in

the logbook of REV

Letter-request from


LGUs are forwarded to

the Office of the

Deputy Executive

Director (DED),


3. Deputy Executive Director (DED), Operations

reviews Letter-request from Regional Offices and

LGUs

Letter-request from


LGUs

1 hour DED for

Operations

Letter-request from


LGUs reviewed with

notation by the DED

for Operations

Letter-request from



the Office of the

Executive Director

(OED

627


Processing Time

Responsible Person


Remarks


Letter-request from Regional Offices and LGUs

Letter-request from


LGUs with notation

by the DED for

Operations

1 hour Executive

Assistant

Letter-request from


LGUs proofread by the

Executive Assistant

Letter-request from




for review

5. Executive Director reviews the letter-request

from Regional Offices and LGUs

Letter-request from


LGUs with notation

by the DED for

Operations

1 hour Executive

Director

Letter-request from


LGUs with notation

by the Executive

Director

6. CO-Office of the Executive Director records and

transmits the letter request from Regional

Offices and LGUs with notation to REV Division

Letter-request from


LGUs with notation

by the Executive

Director


of the letter-request


and LGUs with

notation by the

Executive Director

628


Processing Time

Responsible Person


Remarks

7. CO-REV receives and records Letter-request from

Regional Offices and LGUs with notation by the

Executive Director

Letter-request from


LGUs with notation

by the Executive

Director


of the Letter-request


and LGUs with

notation by the

Executive Director

8. CO-REV informs Internal Administration Office

(IAO) on the scheduled visit to Regional Office or

LGUs

Names of selected

personnel/Approved

Date of Schedule

1 day REV Chief List of personnel Submits lists of

personnel to Admin

Division for the

issuance of an Office

Order for the

scheduled visit to

Regional Office or LGUs

For the preparation of Office Order requesting REV Staff to a scheduled visit – See process in the preparation of Office Order under Administrative Division

9. CO-IAO records and transmits the

Approved/signed Office Order to REV Division

Approved/signed

Office Order

10 minutes Admin Aide Approved/signed

Office Order

10.

CO-REV receives and records the

Approved/signed Office Order from

Administration Division

Approved/signed

Office Order


of Approved/signed

Office Order recorded


Piggy-backed activity

with the revenue audit

and assessment audit

629


Processing Time

Responsible Person


Remarks

11. CO- Team proceeds to the Office of the

Treasurer of concerned LGU informing the

purpose of the visit and furnishing him/her copy

of Approved/signed office order

Approved/signed

Office Order

Findings, comments and recommendations duly noted during the visit

1 hours

4 hours

Team

Team

Purpose of the visit

conveyed

Final Report

After informing the

Treasurer of the

purpose of visit, the

team will proceed with

the assistance.

Return to Office

12. CO-REV Division prepares and finalizes the Final

Report

Final Report 1 day Senior Local

Treasury

Examiner

Final Report



Examiner

Final Report is

forwarded to the Chief,

Rev for

review/comment

630


Processing Time

Responsible Person


Remarks

13. CO-REV Division reviews the Final Report

Final Report

countersigned by

the Senior Local

Treasury Examiner

1 day REV Chief Final Report reviewed


the REV Chief


are made by the REV

Chief on the Final

Report, the same is


Local Treasury

Examiner for



otherwise the Final

Report is forwarded to

the Office of the

Deputy Executive

Director (DED),

Operation.

631


Processing Time

Responsible Person


Remarks

14. CO-REV Division records and transmits the Final

Report to the Office of the Executive Director

(DED) -Operations

Final Report

countersigned by

the Senior Local

Treasury Examiner

and REV Chief


of the Final Report

recorded in the

logbook of REV

The Final Report is routed to the concerned Office Directors for review and countersign and for approval of the Executive Director


reviews the Final Report

Final Report

countersigned by

the Senior Local

Treasury Examiner

and REV Chief

1 day DED for

Operations

Final Report reviewed


DED- Operations


are made by the DED


Final Report, the same

is returned to REV

Division for editing/

finalization, then

proceed to step no.6,

otherwise the Final

Report is forwarded to

the Office of the

Executive Director.

632


Processing Time

Responsible Person


Remarks


the Final Report

Final Report

countersigned by

the Senior Local

Treasury Examiner,

REV Chief and DED

for Operations

2 hours Executive

Assistant

Final Report

proofread by

Executive Assistant


are made by the


the Final Report, the

same is returned to

Division (REV) for

editing /finalization,


no.6, otherwise the

Final Report is

forwarded to the



17. CO-Executive Director reviews and

approves/signs the Final Report

Final Report

countersigned by

the Senior Local

Treasury Examiner,

REV Chief and DED

for Operations

3 days Executive

Director

Final Report reviewed

and approved/signed

by the Executive

Director


are made by the


the Final Report, the

same is returned to

REV Division for



no. 6.

The Final Report, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to REV Division for the next steps.

633

18.


transmits approved/signed Final Report to REV

Division

Approved/signed

Final Report


of the

approved/signed

Final Report recorded

in the logbook of the


Director

19.


approved/signed Final Report

Approved/signed

Final Report


of the

approved/signed Final

Report recorded in

the logbook of REV

Xerox copy kept in the Division for file. Original and duplicate copies of approved/signed Final Report is forwarded to Records Section, for filing and transmittal to concerned LGUs.


approved/signed Final Report

Approved/signed

Final Report

10 minutes Records

Officer of CO-

Records

Section


of approved/signed

Final Report recorded

in the logbook of

Records Section

Records Section transmits approved/signed Final Report to concerned LGUs copy furnished the Regional Office. (Refer to process of


documents under

Records Section)

End of Process

634

8.1 Comply with national/international reporting and data exchange.


Processing Time

Responsible Person


Remarks

1.

CO-REV receives and records letter- request for

eSRE reports in compliance with

national/international reporting and data

exchange standard coming from the Department

of Finance

Letter-request for

eSRE reports


of request for

clearance on the

letter-request for

eSRE reports recorded

in the logbook.

Corresponding CCS

no. attached

2. CO-REV Division reviews and evaluates the eSRE

reports in compliance with

national/international reporting and data

exchange standards.

Letter-request for

eSRE reports

15 minutes Statistician Letter-request for

eSRE reports

635

3. CO-REV Division prepares and finalizes Letter-

request for eSRE reports

Letter-request for

eSRE reports

1 day Senior Local

Treasury

Examiner

Letter-request for

eSRE reports



Examiner

Letter-request for

eSRE reports is

forwarded to the REV

Chief for

review/comment

4. CO-REV Division reviews the Letter-request for

eSRE reports

Letter-request for

eSRE reports

countersigned by

the Senior Local

Treasury Examiner

1 day REV Chief Letter-request for

eSRE reports


REV Chief


are made by the


Letter-request for eSRE

reports, the same is


Local Treasury

Examiner for



otherwise the second

notification is


for Operations .

636


Processing Time

Responsible Person


Remarks


Letter-request for eSRE reports to the Office of

the Deputy Executive Director (DED)-Operations

Letter-request for

eSRE reports

countersigned by

the Senior Local

Treasury Examiner

and REV Chief



of the Letter-request

for eSRE reports

recorded in the

logbook of REV

The Letter-request for eSRE reports is routed to the concerned Office Directors for review and countersign

6.

CO-Deputy Executive Director (DED)-Operations

reviews the Letter-request for eSRE reports

Letter-request for

eSRE reports

countersigned by

the Senior Local

Treasury Examiner,

REV Chief and DED

for Operations

1 day DED for

Operations

Letter-request for

eSRE reports

countersigned by

DED- Operations


are made by the DED


Letter-request for

eSRE reports, the same

is returned to

concerned Division

(REV) for correction/

finalization, proceed to

step no.3, otherwise

the second notification

is forwarded to the


approval.

637


Processing Time

Responsible Person


Remarks

7. CO-Office of the Executive Director proofreads the Letter-request for eSRE reports

Letter-request for eSRE reports countersigned by the Senior Local Treasury Examiner, REV-Division Chief, and DED- Operations


Letter-request for eSRE reports proofread by Executive Assistant

If corrections/revisions are made by the Executive Assistant of the Executive Director on the Letter-request for eSRE reports, the same is returned to concerned Division (REV) for correction/finalization, then proceed to step no.3, otherwise the Letter-request for eSRE reports is forwarded to the Executive Director for review and approval.

8. CO-Executive Director reviews and evaluates the Letter-request for eSRE reports

Letter-request for eSRE reports countersigned by the Senior Local Treasury Examiner, REV Chief and DED for Operations


Approved/signed Letter-request for eSRE report

If corrections/revisions are made by the Executive Secretary on the Letter-request for eSRE reports, the same is returned to concerned Division (REV) for correction/finalization, then proceed to step no. 3

The Letter-request for eSRE reports, after having been reviewed and countersigned by the concerned Office Directors and approved/signed by the Executive Director, shall be transmitted back to the concerned division (REV) for the next steps.

638


Processing Time

Responsible Person


Remarks

9.


transmits approved/signed Letter-request for

eSRE reports to concerned Division (REV)

Approved/signed

Letter-request for

eSRE reports


of the

approved/signed

Letter-request for

eSRE reports

recorded in the

logbook of the Office

of the Executive

Director

10.


approved/signed second notification

Approved/signed

second notification



of the

approved/signed

second notification

recorded in the

logbook of REV

Xerox copy kept in the Division for file. Original and duplicate copies of approved/signed second notification is forwarded to Records Section, for filing and transmittal to concerned LGUs.

639


Processing Time

Responsible Person


Remarks


approved/signed Letter-request for eSRE reports

Approved/signed

Letter-request for

eSRE reports

2 months Admin Aide


of approved/signed

Letter-request for

eSRE reports

recorded in the

logbook of Records

Section

Records Section transmits approved/signed Letter-request for eSRE reports to the Department of Finance in preparting the Consolidated Public Sector Financial Report. (Refer to process of


documents under

Records Section)

End of Process

640

Operating Procedures for Bureau Operations Special Project Management Service

Plans and Programs Development Division

641

SERVICE : Special Project and Management Service DIVISION : Plans And Programs Development Division (PLANS)

UNIT NAME : BRIEF DESCRIPTION : CLIENTS : LGUs (Municipal, Province, Cities), Domestic and International Financial Institution, BLGF

Central & Regional Office, Any Government or Private Entity, General Public; Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


16. (Assist LGUs in the) identification of LGU priority needs and potential investment areas.

16.1 Conduct studies relative to resource mobilization of LGUs.

16.2 Provide technical assistance/advice on available investment opportunities (Provide information on Best Practices, linkages with Foreign Donors, GFIs, and etc., (Linkages of LGUs to foreign donors).

17. Undertake studies on surveys or surveys of available financing from foreign lending institutions.

17.1 Establish linkages/networks with donor agencies (BLGF to Donor Agencies).

17.2 Collate feedbacks. 17.3 Monitor donor agency regional (Asia pacific,

Middle East, Africa, etc.) support thrust. 17.4 Establish confidence and achieve support from

donor agencies on LGU priority needs.

3. (Assist LGUs in the) conduct of feasibility studies to determine socio-economic impact and financial viability

3.1 Prepare feasibility studies based from potential investment areas, and priority needs for donor agency

642

of proposed projects. proposal.

4. Project packaging. Project promotions/marketing. 4.1 Develop approaches and implementation guidelines to include, among others, pre-requisites and conditions for project approval, unit costing, financing arrangements, and measurement tools or yardsticks for evaluation of project outputs and results.

5. Perform as CPMO (admin/finance/capacity building).(Members may come from SPMS Staff).

5.1 Preparation/planning of cost schedules and financial arrangements.

5.2 Fund release processing (Duties of the liaison Officer assigned to FMD).

5.3 Administrative processing (Liaison Officer assigned to ADMIN).

5.4 Training administration (PLANS & EXEC to develop training design, schedules and funding, BLGF-ADMIN to implement).

Preparation of cost schedules and financial arrangements (BLGF Component only). Fund release processing (BLGF Component only). Provide administrative service for MDFO (for MDFO funded project). Preparation of terminal reports for Capacity building training programs.

6. Develop pro-forma project/loan agreements and management /service contracts with standard terms of reference for contractors or consultants.

MDFO for MDFO led projects. BLGF for BLGF led projects.

7. Issuance of certificate of debt service and borrowing capacity of LGUs.

Validate if the function is applicable with the division. LOANS also carries this function

643

SPECIFIC PROCEDURES 1.1 Conduct studies relative to resource mobilization of LGUs.


Processing Time

Responsible Person


Remarks

1. CO-PLANS Division assists LGUs establish priority needs on local resource mobilization

Survey of LGU

needs

6 months PLANS Staff

in

coordination

w/ EXEC

Division

Priority Needs of

LGUs

2. CO-PLANS Division prepares and finalizes

Concept Paper/Project Proposal on project

addressing the priority needs of the LGUs

Priority Needs of

LGUs

2 months Planning

Officer

Concept

Paper/Project

Proposal on

project addressing

the priority needs

of the LGUs

countersigned by

Planning Officer

The Concept

Paper/Project

Proposal on project

addressing the priority

needs of the LGUs are


Chief

644


Processing Time

Responsible Person


Remarks

3. CO-PLANS reviews Concept Paper/Project

Proposal on project addressing the priority

needs of the LGUs

Concept

Paper/Project

Proposal on

project addressing

the priority needs

of the LGUs

countersigned by

Planning Officer

2 weeks Division Chief Concept

Paper/Project

Proposal on

project addressing

the priority needs

of the LGUs

reviewed and

countersigned by

Division Chief

If corrections/


the Division Chief on

the Concept

Paper/Project

Proposal on project


needs of the LGUs, the


Planning Officer for


otherwise the Concept

Paper/Project

Proposal on project



forwarded to the

Office of the Director

of Project

Management Service

(SPMS).

CO-PLANS Division looks for a donor agency relative to resource mobilization if GRANT and coordinates with them thru series of meetings/conferences. If LOANS, prepares Concept Paper for presentation to Department of Finance (DOF)-International Finance Group (IFG) of the Office of the Secretary of

Finance

The Concept Paper/Project Proposal on project addressing the priority needs of the LGUs is routed to the concerned Office Directors for review and countersignature and for approval of the Executive Director.

645


Processing Time

Responsible Person


Remarks

4. Director, Project Management Service

(SPMS) reviews Concept Paper/Project

Proposal on project addressing the priority

needs of the LGUs

Concept

Paper/Project

Proposal on

project addressing

the priority needs

of the LGUs

countersigned by

Planning Officer

and Division Chief

1 week SPMS

Director

Concept

Paper/Project

Proposal on

project addressing

the priority needs

of the LGUs

reviewed and

countersigned by

SPMS Director.

If corrections/


the SPMS Director on

the Concept

Paper/Project

Proposal on project


needs of the LGUs, the


PLANS Division for


otherwise the Concept

Paper/Project

Proposal on project



forwarded to the


Executive Director

(DED), Operations.

5. Deputy Executive Director (DED), Operations reviews Concept Paper/Project Proposal on project addressing the priority needs of the LGUs

Concept Paper/Project Proposal on project addressing the priority needs of the LGUs countersigned by

3 days DED for Operations

Concept Paper/Project Proposal on project addressing the priority needs of the LGUs reviewed and

If corrections/ revisions are made by the DED for Operations on the Concept Paper/Project Proposal on project addressing the priority

646


Processing Time

Responsible Person


Remarks

Planning Officer, Division Chief and SPMS Director

countersigned by DED for Operations

needs of the LGUs, the same are returned to PLANS Division for editing/finalization, otherwise the Concept Paper/Project Proposal on project addressing the priority needs of the LGUs are forwarded to the Office of the Executive Director.

6. Office of the Executive Director proofreads Concept Paper/Project Proposal on project addressing the priority needs of the LGUs

Concept Paper/Project Proposal on project addressing the priority needs of the LGUs countersigned by Planning Officer, Division Chief, SPMS Director and DED for Operations


Concept Paper/Project Proposal on project addressing the priority needs of the LGUs proofread by the Executive Assistant

If corrections/ revisions are made by the DED for Operations on the Concept Paper/Project Proposal on project addressing the priority needs of the LGUs, the same are returned to PLANS Division for editing/finalization otherwise the Concept Paper/Project Proposal on project addressing the priority needs of the LGUs are forwarded to the Office of the Executive Director.

647


Processing Time

Responsible Person


Remarks

7. Executive Director reviews and approves/signs Concept Paper/Project Proposal on project addressing the priority needs of the LGUs

Concept Paper/Project Proposal on project addressing the priority needs of the LGUs countersigned by Planning Officer, Division Chief, SPMS Director and DED for Operations


Concept Paper/Project Proposal on project addressing the priority needs of the LGUs reviewed and approved/signed by the Executive Director

If corrections/ revisions are made by the Executive Director on the Concept Paper/Project Proposal on project addressing the priority needs of the LGUs, the same are returned to PLANS Division for editing/finalization

Concept Paper/Project Proposal on project addressing the priority needs of the LGUs, after having been reviewed and countersigned by the concerned

Office Director and approved/signed of the Executive Director, shall be transmitted back to PLANS Division for the next steps.

8. Office of the Executive Director(OED) records and transmits Approved/signed Concept Paper/Project on project addressing the priority needs of the LGUs to PLANS Division

Concept Paper/Project Proposal on project addressing the priority needs of the LGUs reviewed and approved/signed by the Executive Director

1 day Admin Aide Date, time and details of Approved/signed Concept Paper/Project Proposal on project addressing the priority needs of the LGUs recorded in the logbook of OED

648


Processing Time

Responsible Person


Remarks

9. CO-PLANS receives and records Approved/signed Concept Paper/Project on project addressing the priority needs of the LGUs

Approved./signed Concept Paper/Project Proposal on project addressing the priority needs of the LGUs

1 day CO-Records Officer of Records Section

Date, time and details of Approved/signed Concept Paper/Project Proposal on project addressing the priority needs of the LGUs recorded in the logbook of PLANS Division

Xerox copy is kept in the file for Division. Original and duplicate copies approved/signed Concept Paper/Project Proposal on project addressing the priority needs of the LGUs are forwarded to Records Section for filing and transmittal to concerned offices/person. (Refer to Outbound Documents of Records Section)

10. DOF Secretary reviews/approves the Concept Paper/Project Proposal presented

Concept Paper/Project Proposal reviewed and approved by the Executive Director

Secretary of Finance

Concept Paper/Project Proposal approved by the Secretary of Finance

Concept Paper/Project Proposal approved by the Secretary of Finance forwarded to NEDA-ICC for approval. If approved by NEDA, project appraisal/packaging commences

End of Process

649

1.2 Provide technical assistance/advice on available investment opportunities (Provide information on Best Practices,

linkages with Foreign Donors, GFIs, and etc) (Linkages of LGUs to foreign donors).


Processing Time

Responsible Person


Remarks

1. CO-PLANS receives and records Letter-request of LGUs for technical assistance

Letter-request of LGUs

1 hour Admin Aide Date, time and details of Letter request of LGUs recorded in the logbook of PLANS Division

2. CO-PLANS Division prepares and finalizes letter-reply to LGUs

Letter-request of LGUs

1 day Planning Officer

Letter-reply to LGUs countersigned by the PO

Letter-reply to LGUs


Chief to review.

3. CO-PLANS Division reviews Letter -reply to LGUs

Letter-reply to

LGUs

countersigned by

PO

1 hour Division Chief Letter-reply to LGUs reviewed and countersigned by Division Chief

If corrections/



Letter-reply to LGUs,


to Planning Officer

(PO) for



2, otherwise the

Letter-reply to LGUs



of Special Project and

Management Service

650


Processing Time

Responsible Person


Remarks

(SPMS).

4. CO-PLANS records and transmits Letter-reply to LGUs

Letter-reply to

LGUs

countersigned by

PO and Division

Chief

1hour Admin Aide Date, time and details of Letter-reply to LGUs recorded in the logbook of PLANS

The Letter-reply to LGUs is routed to the concerned Office Directors for review and countersignature and for approval of the Executive Director

5. Director, Special Project and Management Service (SPMS) reviews Letter-reply to LGUs

Letter-reply to LGUs countersigned by PO and Division Chief

1 day SPMS Director

Letter-reply to LGUs reviewed and countersigned by SPMS Director

If corrections/



the Letter-reply to

LGUs, the same are

returned to PLANS

Division for



2, otherwise the

Letter-reply to LGUs is

forwarded to the


Executive Director

(DED), Operations

6. Deputy Executive Director (DED), Operations reviews Letter-reply to LGUs

Letter-reply to LGUs countersigned by


Letter-reply to LGUs reviewed and countersigned

If corrections/


the DED for

651


Processing Time

Responsible Person


Remarks

PO, Division Chief and SPMS Director

by DED for Operations

Operations on the

Letter-reply to LGUs,


to PLANS Division for



2, otherwise the


forwarded to the


Director (OED)

7. Office of the Executive Director(OED) proofreads Letter-reply to LGUs

Letter-reply to LGUs countersigned by PO, Division Chief, SPMS Director and DED for Operations


Letter-reply to LGUs proofread by the Executive Assistant

If corrections/



on the Letter-reply to

LGUs, the same are

returned to PLANS

Division for



2, otherwise the


forwarded to

Executive Director

8. DED for Operations reviews the letters to LGUs

Letter reviewed and countersigned


Letter to LGUs reviewed and

652


Processing Time

Responsible Person


Remarks

by SPMS Director countersigned by DED for Operations

9. Executive Director reviews and approves/signs Letter to LGUs

Letter to LGUs countersigned by Planning Officer, Division Chief,


Letter to LGUs reviewed and approved/signed by the Executive Director

If corrections/




LGUs, the same are

returned to PLANS

Division for



2,

10. Office of the Executive Director(OED) records and transmits Approved/Signed Letter to LGUs

Letter to LGUs reviewed and approved/signed by the Executive Director

1 day

Admin Aide Date, time and details of Letter-reply to LGUs recorded in the logbook of OED

11. CO-PLANS receives and records Approved/signed Letter to LGUs

Approved/signed Letter to LGUs


Xerox copy is kept in the file for Division. Original and duplicate copies of the approved/signed letter to LGUs are forwarded to Records Section

653


Processing Time

Responsible Person


Remarks

for filing and transmittal to concerned offices/person (Refer to Outbound Documents from Records Section)

End Of Process

654

2.1 Establish linkages/networks with donor agencies (BLGF to Donor Agencies).


Processing Time

Responsible Person


Remarks

1. CO-PLANS receives and records Letter-request to lending institutions/GFI

Letter-request to lending institutions/GFIs

1 hour Admin Aide Date, time and details of Letter-request to lending institutions/GFIs recorded in the logbook of PLANS Division

2. CO-PLANS Division prepares and finalizes letter-reply to lending institutions/GFIs

Letter-request to lending institutions/GFIs

1 day Planning Officer (PO)

Letter-reply to lending institutions/GFIs countersigned by the PO

Letter-reply to lending

institutions/GFIs is


Chief to review.

3. CO-PLANS Division reviews Letter-reply to lending institutions/GFIs

Letter-reply to

lending

institutions/GFIs

countersigned by

PO

1 day Division Chief Letter-reply to lending institutions/GFIs reviewed and countersigned by Division Chief

If corrections/




institutions/GFIs, the


Planning Officer (PO)

for editing/finalization


2, otherwise the


institutions/GFIs are

forwarded to the


655


Processing Time

Responsible Person


Remarks

of Special Project and

Management Service

(SPMS).

4. CO-PLANS records and transmits Letter-reply to lending institutions/GFIs

Letter-reply to

lending

institutions/GFIs

countersigned by

PO and Division

Chief

1 hour Admin Aide Date, time and details of Letter-reply to lending institutions/GFIs recorded in the logbook of PLANS

The Letter-reply to lending institutions/GFIs is routed to the concerned Office Directors for review and countersignature and for approval of the Executive Director

5. Director, Special Project and Management Service (SPMS) reviews Letter-reply to lending institutions/GFIs

Letter-reply to lending institutions/GFIs countersigned by PO and Division Chief

1 day SPMS Director

Letter-reply to lending institutions/GFIs reviewed and countersigned by SPMS Director

If corrections/



the Letter-reply to

lending



PLANS Division for



2, otherwise the



forwarded to the


656


Processing Time

Responsible Person


Remarks

Executive Director

(DED), Operations

6. Deputy Executive Director (DED), Operations reviews Letter-reply to lending institutions/GFIs

Letter-reply to lending institutions/GFIs countersigned by PO, Division Chief and SPMS Director


Letter-reply to lending institutions/GFIs reviewed and countersigned by DED for Operations

If corrections/


the DED for

Operations on the




PLANS Division for



2, otherwise the



forwarded to the


Director (OED)

7. Office of the Executive Director (OED) proofreads Letter-reply to lending institutions/GFIs

Letter-reply to lending institutions/GFIs countersigned by PO, Division Chief, SPMS Director and DED for Operations


Letter-reply to lending institutions/GFIs proofread by the Executive Assistant

If corrections/




lending



PLANS Division for

657


Processing Time

Responsible Person


Remarks



2, otherwise the



forwarded to

Executive Director

9. Executive Director reviews and approves/signs Letter to lending institutions/GFIs

Letter to lending institutions/GFIs reviewed and countersigned by DED for Operations


Letter to lending institutions/GFIs reviewed and approved/signed by the Executive Director

If corrections/




lending



PLANS Division for



2,

10. CO-PLANS receives and records Approved/signed Letter to lending institutions/GFIs

Approved/signed Letter to lending institutions/GFIs


Xerox copy is kept in the file for Division. Original and duplicate copies of the approved/signed letter to lending

658


Processing Time

Responsible Person


Remarks

institutions/GFIs are forwarded to Records Section for filing and transmittal to concerned offices/person (Refer to Outbound Documents f Records Section)

End Of Process

659

2.2 Collection of feedbacks


Processing Time

Responsible Person


Remarks

1. CO-PLANS Division receives feedbacks/responses of lending institutions/GFIs

Responses of

lending

institutions/GFIs

1 hour Admin Aide Date, time, and

details of letter to

lending

institutions/GFIs

recorded in the log

book of PLANS

Division

2. CO-PLANS Division collates feedbacks or responses of lending institutions/GFIs

Responses of lending institutions/GFIs

1 week

PO Positive response from lending institutions

3. CO-PLANS Division prepares listing of lending institutions/GFIs with responses

Positive response from lending institutions

1 day PO A matrix of lending institutions

Basis for selection

4. CO-PLANS Division submit matrix to Division Chief for review and selection of lending institution

Matrix 1 day Division Chief Choice of lending institution

Supervisors give go-signal for further action

5. CO-PLANS Division prepares communication with the selected lending

Choice of lending institution

1 day Division Chief Letter sent to selected lending institution

6. CO-PLANS records and transmits Letter reply to lending institutions/GFIs

Letter reply to lending

1 hour Admin Aide Date, time and details of Letter-

660


Processing Time

Responsible Person


Remarks

institutions/GFIs countersigned by PO and Division Chief

reply to lending institutions/GFIs recorded in the logbook of PLANS

The Letter-reply to lending institutions/GFIs is routed to the concerned Office Directors for review and countersignature and approval of the Executive

Director

7. Director, Special Project and Management Services (SPMS) reviews Letter-reply to lending institutions/GFIs

Letter-reply to lending institutions/GFIs countersigned by PO and Division Chief

1 day SPMS Director

Letter-reply to lending institutions/GFIs reviewed and countersigned by SPMS Director

If corrections/ revisions are made by the SPMS Director on the Letter-reply to lending institutions/GFIs, the same are returned to PLANS Division for editing/finalization then proceed to Step 5, otherwise the Letter-reply to lending institutions/GFIs is forwarded to the Office of the Deputy Executive Director (DED), Operations

8. Deputy Executive Director (DED), Operations reviews letter-reply to lending institutions/GFIs

Letter-reply to lending institutions/GFIs countersigned by PO, Division Chief and SPMS Director


Letter-reply to lending institutions/GFIs reviewed and countersigned by DED for Operations

If corrections/ revisions are made by the DED for Operations on the Letter-reply to lending institutions/GFIs, the same are returned to

661


Processing Time

Responsible Person


Remarks

PLANS Division for editing/finalization then proceed to Step 5, otherwise the Letter-reply to lending institutions/GFIs is forwarded to the Office of the Executive Director (OED)

9. Office of the Executive Director(OED) proofreads Letter-reply to lending institutions/GFIs

Letter-reply to lending institutions/GFIs countersigned by PO, Division Chief and SPMS Director and DED for Operations


Letter reply to lending institutions/GFIs proofread by the Executive Assistant

If corrections/ revisions are made by the Executive Assistant on the Letter-reply to lending institutions/GFIs, the same are returned to PLANS Division for editing/finalization then proceed to Step 5, otherwise the Letter-reply to lending institutions/GFIs is forwarded to Executive Director

10. Executive Director reviews and approves/signs Letter to lending institutions/GFIs

Letter to lending institutions/GFIs reviewed and countersigned by DED for Operations


Letter to lending institutions/GFIs reviewed and approved/signed by the Executive Director

11. CO-PLANS receives and records Approved/signed 1 day CO-Records Xerox copy is kept

662


Processing Time

Responsible Person


Remarks

Approved/signed Letter to lending institutions/GFIs

Letter to lending institutions/GFIs

Officer of Records Section

in the file for Division. Original and duplicate copies of the approved/signed letter to lending institutions/GFIs are forwarded to Records Section for filing and transmittal to concerned offices/person (Refer to Outbound Documents f Records Section)

END OF PROCESS

663

3.1 Prepare feasibility studies based from potential investment areas, and priority needs for donor agency proposal


Processing Time

Responsible Person


Remarks

1. CO-PLANS Division assists LGUs in the

preparation of feasibility studies to

determine the socio-economic impact and

financial viability of proposed project

1 month Planning

Officer

2. CO-PLANS Division reviews the Draft

Feasibility Study of LGU

Draft feasibility

study of LGU

2 weeks Planning

Officer

Impact and

viability of the

project

The Draft Feasibility

Study of the Proposed

project addressing

the socio-economic

impact and viability of

the project of the LGU

is forwarded to

Division Chief

3. CO-PLANS reviews the Feasibility Study of

the LGU

Impact and

viability of the

project

1 week Division Chief Final Feasibility

Study reviewed

and Division Chief

If corrections/


the Division Chief on

the Feasibility Study,


to Planning Officer for

editing

4. CO-PLANS prepares transmittal letter with

the reviewed feasibility study of LGU

Edited Feasibility

Study

1 day Planning

Officer

Letter of

Transmittal

The transmittal letter

was countersigned by

the Division Chief

664


Processing Time

Responsible Person


Remarks

5.

Director, Project Management Service

(SPMS) reviews transmittal letter together

with the feasibility of the LGU

Letter of

Transmittal

1 day SPMS

Director

Transmittal letter

reviewed and

signed by SPMS

Director.

If corrections/



the transmittal letter,



editing.

6.

CO-PLANS records and transmits Letter of transmittal to Records

Transmittal letter

reviewed and

signed by SPMS

Director.

1 hour Admin Aide Date, time and details of Letter of transmittal recorded in the logbook of PLANS

7. CO-RECORDS OFFICE receives and records signed Transmittal Letter to LGU

Signed Transmittal Letter


Xerox copy is kept in the file for Division. Original and duplicate copies of the signed letter are forwarded to Records Section for filing and transmittal to concerned LGU (Refer to Outbound Documents of Records Section)

END OF PROCESS

665

4.1 Develop approaches and implementation guidelines to include, among others, pre-requisites and conditions for

project approval, unit costing, financing arrangements, and measurement tools or yardsticks for evaluation of project

outputs and results.


Processing Time

Responsible Person


Remarks

1. CO-PLANS Division prepares Project Package to Lending Institution/GFIs

List of LGUs; Financing Arrangement; Timeframe; Budgetary Requirement; Project Management;

6 months Project Development

Officer, Planning

Officer, Loan Examiner

Project Package

2. CO-PLANS Division reviews the Project Package for submission to Division Chief

Project Package 1 month Project Development

Officer

Reviewed Project Package

3. CO-PLANS Division reviews Project Package for submission to SPMS Director


1 week Division Chief


4.

CO-PLANS Division reviews and approves

Project Package


1 week SPMS

Director

Approved

Project

Package

5. CO-PLANS Division prepares transmittal

letter

Approved Project Package

1 day Project

Development

Officer

Prepared Transmittal letter by PDO III

6. SPMS Director reviews transmittal letter Prepared Transmittal letter by PDO III

1 day SPMS

Director

Transmittal letter

reviewed and

countersigned by

If corrections/



666


Processing Time

Responsible Person


Remarks

SPMS Director the transmittal letter,



editing otherwise the

letter is forwarded to

the Office of the DED

for Operations

7. DED for Operations reviews transmittal

letter

Transmittal letter reviewed and countersigned by SPMS Director

1 day DED for

Operations

Transmittal letter

reviewed and

countersigned by

SPMS Director

and DED for

Operations

If corrections/


the DED for

Operations on the

transmittal letter, the

same is returned to

PLANS Division for



the Office of the

Executive Director

8. Office of the Executive Director(OED)

proofreads transmittal letter

Transmittal letter reviewed and countersigned by SPMS Director and DED for Operations

1 day Executive

Assistant

Transmittal letter

proofread by the

Executive

Assistant

If corrections/


the Executive

Assistant on the

transmittal letter, the

same is returned to

PLANS Division for


667


Processing Time

Responsible Person


Remarks


the Office of the


approval.

9. Executive Director signs/approves the

transmittal letter

Transmittal letter proofread by the Executive Assistant

1 day Executive

Director

Signed/approved

transmittal letter

by the Executive

Director

END OF PROCESS

668

5.2 Fund release processing


Processing Time

Responsible Person


Remarks

1. CO PLANS Division computes funds to be downloaded based on approved project centers, work and financial plan and other criteria.

Work and Financial Plan, Data on Numbers of project center per Region

1 day

Project Manager/Financial Staff

Schedule of Expenditures (Amount to be released per region monthly/ quarterly).

2. CO PLANS Division prepares and finalizes letter of advice to the bank

Schedule of Expenditures

1 day

Project. Bookkeeper

Letters of advice to the bank countersigned by Project Bookkeeper

3. CO PLANS Division reviews letters of advice to the bank

Letters of advice countersigned by Project Bookkeeper

15 minutes

Division Chief Letters of advice to the bank countersigned by Division Chief

If corrections/revision are made by Division Chief on the letters of advice to the bank, the same are returned to the Project Bookkeeper for editing/finalization, then proceed to step 2, otherwise the letters of advice to the bank is forwarded to the Office of the Director of Special Project and Management Service (SPMS).

669


Processing Time

Responsible Person


Remarks

4. CO PLANS Division records and transmits letters of advice to the bank to the Office of the Director of Special Project and Management Service (SPMS)

Letters of advice to the bank countersigned by Project Bookkeeper and Division Chief

15 minutes

Loan Examiner

Date, time and details of letters of advice to the bank recorded in the logbook of PLANS Division.

The Letter of advice to the bank is routed to the concerned Office Director for review and countersigned and for approval of the Executive Director.

5. Director, Special Project and Management Service (SPMS) reviews Letter of advice to the bank

Letters of advice to the bank countersigned by Project Bookkeeper and Division Chief

1 hour SPMS Director

Letter of advice to the bank reviewed and countersigned by SPMS Director

If corrections/ revision are made by SPMS Director on the Letters of advice to the bank, the same is returned to the PLANS Division for editing/finalization, then proceed to step 2, otherwise the Letters of advice to the bank is forwarded to the Office of the Deputy Executive Director (DED), Operations

6. Deputy Executive Director (DED) for Operations reviews Letters of advice to the bank

Letters of advice to the bank countersigned by Project Bookkeeper, Division Chief and SPMS Director

1 hour

DED for Operations

Letters of advice to the bank reviewed and countersigned by DED for Operations

If corrections/ revision are made by SPMS Director on the Letters of advice to the bank, the same is returned to the PLANS Division for

670


Processing Time

Responsible Person


Remarks

editing/finalization, then proceed to step 2, otherwise the Letters of advice to the bank is forwarded to the Office of the Executive Director (OED)

7. Office of the Executive Director proofreads Letters of advice to the bank

Letters of advice to the bank countersigned by Project Bookkeeper, Division Chief, SPMS Director and DED for Operations


Letter of advice to the bank proofread by Executive Assistant

If corrections/ revision are made by Executive Assistant on the Letters of advice to the bank, the same is returned to the PLANS Division for editing/finalization, then proceed to step 2, otherwise the Letters of advice to the bank is forwarded to the Executive Director for review

7. Executive Director reviews and approves/signs letters of advice to the bank

Letters of advice to the bank countersigned by Project Bookkeeper, Division Chief, SPMS Director and DED for Operations


Letters of advice to the bank reviewed and approved/signed by Executive Director

If corrections/revision are made by Executive Director on the Letters of advice to the bank, the same is returned to the PLANS Division for editing/finalization, then proceed to step

671


Processing Time

Responsible Person


Remarks

2, Letters of advice to the bank, after having been reviewed and countersigned by the concerned Office Directors and for approval of the Executive

Director

8. Office of the Executive Director(OED) records and transmits approved/signed letters of advice to the bank

Approved/signed Letters of Advice to the bank

10 minutes Admin Aide Date, time and details of Approved/signed Letters of advice to the bank recorded in the logbook of OED

9. CO PLANS Division receives and records approved/signed letters of advice to the bank

Approved/signed Letters of Advice to the bank

10 minutes Loan Examiner

Date, time and details of Approved/signed Letters of advice to the bank recorded in the logbook of PLANS Division

10. CO PLANS Division returns the letter of advice to Receiving/releasing staff.

Letters of advice with countersign of Division Chief, SPMS Director and Deputy Executive Director for Operations with signature of Executive Director and the designated Project Cashier.

5 minutes Project Cashier


672


Processing Time

Responsible Person


Remarks

11. CO PLANS Division releases the signed letters of advice to the bank and have them received.



Letters of advice with countersign of Division Chief, SPMS Director and Deputy Executive Director for Operations with signature of Executive Director and the designated Project Cashier. Received officially by the bank.

12. CO PLANS Division releases to the Record Division copies of the letters for mailing to the Regional Offices

Letters of advice with countersign of Division Chief, Service Director and Deputy Executive Director for Operations with signature of Executive Director and the designated Project Cashier. Received officially by the bank.


Letters of advice with countersign of Division Chief, SPMS Director and Deputy Executive Director for Operations with signature of Executive Director and the designated Project Cashier. Received officially by the bank. Mailed to Regional Offices.

13. CO PLANS Division releases the letters of advice to the designated bookkeeper for

Letters of advice with countersign

15 minutes Project Bookkeeper

Duly signed letters of advice filed at

673


Processing Time

Responsible Person


Remarks

recording and filing. of Division Chief, SPMS Director and Deputy Executive Director for Operations with signature of Executive Director and the designated Project Cashier. Received officially by the bank. Mailed to Regional Offices.

PLANS Division

END OF PROCESS

674

6. Develop pro-forma project/loan agreements and management /service contracts with standard terms of reference

for contractors or consultants.


Processing Time

Responsible Person


Remarks

1. CO-PLANS Division develops pro-forma Project Loan Agreement (PLA)

Pro-format of Sub-project Loan Agreement (SPLA)

1 day Division Chief Pro-format SPLA in final form

2. CO-PLANS Division accomplishes Project Loan Agreement

Pro-format SPLA in final form

1 hour

Division Chief SPLA to be forwarded to participating LGUs

For conformance/ signature of the Local Chief Executive (LCE)

3. CO-PLANS Division receives the conformed SPLA for approval of the Approving Officer

SPLA conformed by the LCE

5 minutes Records Officer (Loan

Examiner )

Approved SPLA

4. CO-PLANS Division does the notarization and filing of PLA

Approved SPLA 10 minutes Records Officer (Loan

Examiner )

LGU Loan becomes effective

Ready for request of loan proceeds

END OF PROCESS

675

7 Issuance of certificate of debt service and borrowing capacity of LGUs


Processing Time

Responsible Person


Remarks

1. CO-PLANS receives and records Application Letter together with documentary requirements CO-PLANS Division records applications/received documents from LGUs requesting for the Certification of Debt Service Ceiling (DSC) and Borrowing Capacity (BC)

Application Letter together with documentary requirements

1 hour Records Officer

(Planning Officer)

Date, time and details of Application Letter together with the documentary requirements recorded in the logbook of PLANS Division.

2. CO-PLANS Division receives and evaluates Application Letter together with the papers/documents as to the completeness of requirements

Checklist of required documents (Annex “A”)

1 hour

Loan Examiner

Completed documents ready for evaluation

If there’s lacking documents, prepare letter/telegram to the Local Chief Executive (LCE) copy furnished the Regional Office for the submission of the lacking documents.

3. CO-PLANS Division analyzes financial reports submitted and compute for the DSC in accordance with Sec 324 (b) of the Local Government Code (LGC) and BC.

Completed documents which includes Financial Reports such as Statement of Income and Expenses for the last 3 years shown and to plot on the Working Table ( Annex “B”)


Ready for Certification of DSC and BC based on the computed DSC and BC as shown on Annex “C” as attachment

676


Processing Time

Responsible Person


Remarks

Table on DSC (Annex “C”)

4. CO-PLANS Division prepares the certification of DSC and BC with transmittal letter addressed to the LCE of requesting LGUs

Ready for Certification of DSC and BC based on the computed DSC and BC as shown on Annex “C” as attachment


Certification of DSC and BC with transmittal letter and attachment

5. CO-PLANS Division releases certification of DSC and BC with transmittal letter and Annex “C” to the Chief, PLANS for review/countersign/signature

Certification of DSC and BC with transmittal letter and attachment

1 hour Records Officer (Loan

Examiner)

Certification of DSC and BC with transmittal letter and attachments reviewed/countersigned/signed by Division Chief

6. CO-PLANS Division releases Certification of DSC and BC with transmittal letter and attachment for review/countersign of the SPMS Director


1 hour Records Officer (Loan

Examiner)

Date, time and details of transmittal letter, certification and attachment recorded in the logbook of PLANS Division.

7. SPMS Director reviews/countersigns and signs Certification of DSC and BC with transmittal letter and attachment


1 hour SPMS Director

Certification of DSC and BC with transmittal letter and attachments reviewed/countersigned/signed by SPMS Director

677


Processing Time

Responsible Person


Remarks

8. CO PLANS Division releases Certification of DSC and BC with attachment to DED for Operations for review/countersign/signature

Certification of DSC and BC with transmittal letter and attachments reviewed/countersigned/signed by SPMS Director


Certification of DSC and BC with transmittal letter and attachments reviewed/countersigned/signed by DED for Operations

9. Office of the Executive Director receives Certification of DSC and BC with transmittal letter and attachment for signature of the Executive Director


1 hour Admin Aide Date, time and details of transmittal letter, certification and attachment recorded in the logbook of Executive Director.

10. Executive Director signs Certification of DSC and BC and transmittal letter with attachment



Certification of DSC and BC with transmittal letter and attachments signed by the Executive Director

11. CO PLANS Division release signed Certification to the Central Records thru the division’s records officer

Certification of DSC and BC with transmittal letter and attachments signed by the Executive Director

1 hour

Records Officer (Loan Examiner)

Central Records sends Certification thru registered mail

Central Records also send copy to the Regional Office

678


Processing Time

Responsible Person


Remarks

END OF PROCESS

679


Project Execution and Management Division

680

SERVICE : Special Project and Management Service DIVISION : Project Execution and Management Division (Exec)

UNIT NAME : BRIEF DESCRIPTION : CLIENTS : LGUs (Municipal, Province, Cities), Domestic and International Financial Institution, BLGF

Central & Regional Office, Any Government or Private Entity, General Public; Schedule of Service (Time) : 8am-5pm (working days only) UNIT FUNCTION AND SPECIFIC DUTIES


18. Review and evaluation of technical / financial proposals and bids for management and service contracts relative to foreign assisted projects.

18.1 Preparation of procurement plan (PMS) 18.2 Preparation of TOR 18.3 Supervision of the procurement process 18.4 Provide/create TWG to support procurement process 18.5 Preparation of Contract and assist in the Service

Agreement Management

CPMO (Central Project Mgmt Office) should be handling this function; EXEC Is not doing this directly. Assist in Project Promotions.

19. Prepare for approval of proper authority the (draft) project implementation plans and supporting activity schedules, project budgets, manpower complement, equipment and commodity listings, etc.

2.1 Preparation of Project Implementation Plans and facilitate the approval thereof;

2.2 Preparation of MOA between BLGF and LGU (TOR, payment schedule, conditions, etc.)

2.3 Fund releases management (recommendation, endorsement, facilitation etc.)

Actual fund releases will be done by concerned Office. Facilitate fund release based on M&E recommendations.

20. (Assist in) Supervision, and render technical assistance in, project implementation at the local levels.

3.1 Provide technical advise in project management. 3.2 Collation of progress report. 3.3 Assessment of progress/development of project. 3.4 Field inspections. 3.5 Implement revisions based from the M&E

recommendation.

May be transferred to M&E.

681

21. Enforce policy guidelines on disbursements and operating procedures.

4.1 Establish policy guidelines (donor agency and BLGF). 4.2 Monitor compliance. 4.3 Periodic review of policy guidelines.

Periodic review as necessary.

22. (Assist in) Conduct of training components of foreign-assisted projects.

5.1 Preparation of training design (modules, approaches. Etc.) 5.2 Conduct the training base on the design

Monitoring of progress should be done M&E. Training includes sustainability plans and sub-project completion report (SPCR).

682

SPECIFIC PROCEDURES 1.1 Preparation of procurement plan (PMS)


Processing Time

Responsible Person


Remarks

1. CO EXEC Division conducts inventory of existing and required equipment

1 day Admin Aide Inventory of existing and required equipment

2. CO EXEC Division identifies /prepares list of equipment to be purchase for the Sub-Project Management Office (SPMO)

Inventory of existing and required equipment

1 day Admin Aide List of identified equipment to be procured

3. CO EXEC Division prepares and finalizes Procurement Plan and Transmittal Letter

List of equipment to be procured

2 days Development &

Management Officer (DMO

IV)

Procurement Plan and Transmittal Letter

Procurement Plan and Transmittal Letter forwarded to EXEC Division Chief

4. CO EXEC Division reviews Procurement Plan and Transmittal Letter


1 day EXEC Division Chief

Procurement Plan reviewed and Transmittal Letter countersigned by EXEC Division Chief

In case corrections/ revisions are made, draft Procurement Plan is transmitted to DMO IV for editing/finalization, then proceed to Step 3

683


Processing Time

Responsible Person


Remarks

5. CO EXEC Division records and transmits Procurement Plan and Transmittal Letter to office of the SPMS Director


10 minutes Admin Aide Date, time and details of Procurement Plan and transmittal letter recorded in the logbook of EXEC Division

6. SPMS Director reviews Procurement Plan and Transmittal Letter

Procurement Plan and Transmittal Letter countersigned by the EXEC Division Chief

1 day SPMS Director

Procurement Plan reviewed and countersigned by the Division Chief EXEC, SPMS Director . Transmittal Letter signed by the SPMS Director

In case corrections/ revisions are made, Procurement Plan and Transmittal Letter are transmitted to EXEC Division for editing/finalization, then proceed to step 3, otherwise the same are forwarded to the Office of the Deputy Executive Director (DED) – Operations for review

7. Deputy Executive Director (DED) for Operations reviews Procurement Plan

Procurement Plan with Transmittal Letter countersigned by the DC, EXEC and SPMS Director


Procurement Plan reviewed and countersigned by the DED for Operations

In case corrections/ revisions are made, Procurement Plan and Transmittal Letter are transmitted to EXEC Division for editing/finalization, then proceed to step 3, otherwise the same are forwarded to the

684


Processing Time

Responsible Person


Remarks

Office of the Executive Director for review and approval

8. CO-Office of the Executive Director proofreads the Procurement Plan

Signed Transmittal Letter and Procurement Plan countersigned by the DC EXEC, SPMS Director and DED for Operations


Procurement Plan proofread

In case corrections/ revisions are made, Procurement Plan and Transmittal Letter are transmitted to EXEC Division for editing/finalization, then proceed to step 3, otherwise the same are forwarded to the Executive Director for review and approval

9. Executive Director reviews and approve the Procurement Plan

Signed Transmittal Letter and Procurement Plan countersigned by the DC EXEC, SPMS Director and DED for Operations


Approved Procurement Plan

In case corrections/ revisions are made, Procurement Plan and Transmittal Letter are transmitted to EXEC Division for editing/finalization, then proceed to step 3

10. CO-Office of the Executive Director records and transmit the approved Procurement Plan to the concerned Division (EXEC)

Approved Procurement Plan with signed Transmittal Letter


Director

Date, time and details of approved Procurement Plan and signed Transmittal Letter recorded in the logbook

685


Processing Time

Responsible Person


Remarks

11. CO EXEC Division receives and records the approved Procurement Plan and signed Transmittal Letter

Approved Procurement Plan with the signed Transmittal Letter

10 minutes Admin Aide Date, time and details of approved Procurement Plan and signed Transmittal Letter recorded in the logbook

12. CO EXEC Division conduct procurement/bidding process based on the Procurement Plan (Please see Procedure Title: Supervision/Conduct procurement Process)

Approved procurement Plan

Procurement Officer

End of Process

686

1.2 Preparation of TOR


Processing Time

Responsible Person


Remarks

1. CO EXEC Division identifies/prepares shortlist of technical requirements of consultants for the Project Management Service (PMS)

Qualification of consultant

1 day DMO IV List of Technical requirements of consultants to be hired

2. CO EXEC Division prepares and finalizes Terms of Reference (TOR) and Transmittal Letter

List of technical requirements of consultants to be hired

2 days DMO IV TOR and Transmittal Letter

TOR and Transmittal Letter forwarded to EXEC Division Chief

3. CO EXEC Division reviews TOR and Transmittal Letter

TOR and Transmittal Letter


TOR reviewed and Transmittal Letter countersigned by EXEC Division Chief

In case correction/revisions are made, TOR is transmitted to DMO IV for editing/finalization, then proceed to Step 2

4. CO EXEC Division records and transmits TOR and Transmittal Letter to the SPMS Director

TOR and Transmittal Letter

10 minutes Admin Aide Date, time and details of TOR and Transmittal Letter recorded in the logbook of EXEC Division

The TOR and Transmittal Letter are routed to concerned Office Directors for review and countersignature and/or approval of Executive Director 5. SPMS Director reviews TOR and sign

Transmittal Letter TOR and Transmittal Letter

1 day SPMS Director

TOR reviewed and countersigned by SPMS Director. Transmittal Letter signed by SPMS Director

In case correction/ revisions are made, TOR and Transmittal Letter are transmitted to EXEC Division for editing/finalization, then proceed to step 2, otherwise the same

687


Processing Time

Responsible Person


Remarks

are forwarded to the Deputy Executive Director (DED)-Operations for review

6. Deputy Executive Director (DED)-Operations reviews the TOR

Signed Transmittal Letter and TOR countersigned by EXEC Division Chief and Director SPMS


TOR reviewed and countersigned by DED for Operations

In case correction/ revisions are made, TOR and Transmittal Letter are transmitted to EXEC Division for editing/finalization, then proceed to step 2, otherwise the same are forwarded to the Office of the Executive Director for review and approval

7. Office of the Executive Director proofreads TOR

Signed Transmittal Letter and TOR countersigned by the DC EXEC, Director SPMS and DED for Operations.


TOR proofread In case correction/ revisions are made, TOR and Transmittal Letter are transmitted to EXEC Division for editing/finalization, then proceed to step 2, otherwise the same are forwarded to the Executive Director for review and approval

8. Executive Director reviews and approves TOR

Signed Transmittal Letter and TOR countersigned by the DC EXEC,


Approved Terms of Reference

In case correction/ revisions are made, TOR and Transmittal Letter are transmitted

688


Processing Time

Responsible Person


Remarks

SPMS Director and DED for Operations

to EXEC Division for editing/finalization, then proceed to step 2

9. Office of the Executive Director records and transmits the approved TOR to EXEC Division

Approved TOR 10 minutes Secretary of the Executive

Director

Date, time and details of approved TOR and signed Transmittal Letter recorded in the logbook

10. CO EXEC Division receives and records the approved TOR

Approved TOR 10 minutes Admin Aide Date, time and details of approved TOR recorded in the logbook

End of Process

689

1.3 Supervision procurement process


Processing Time

Responsible Person


Remarks

1. CO EXEC Division prepares and finalizes Bid Documents

Requirements/Specifications of Goods/Services for Bidding

1 day DMO Bid Documents Bid Documents forwarded to EXEC Division Chief

2. CO EXEC Division reviews Bid Documents Bid Documents 1 day EXEC Division Chief

Bid Documents reviewed and countersigned by the EXEC Division Chief

In case corrections/ revisions are made, Bid Documents are transmitted to DMO, EXEC Division for editing/finalization, then proceed to step 1

3. CO EXEC Division records and transmit Bid Documents to the Office of the SPMS Director

Bid Documents 10 minutes Admin Aide Date, time and details of Bid Documents recorded in the logbook of EXEC Division

4. SPMS Director reviews and approves Bid Documents

Bid Documents countersigned by the EXEC Division Chief

1 day SPMS Director

Bid Documents reviewed and approved by the SPMS, Director

In case corrections/ revisions are made, Bid Documents are transmitted to DMO , EXEC Division for editing/finalization, then proceed to step 1

5. CO EXEC Division prepares and finalizes letter of Notice to Bidders

Signed Bid Documents

1 day DMO Letter of Notice to Bidders

Letter of Notice to Bidders forwarded to EXEC Division Chief

6. CO EXEC Division reviews letter of Notice to Bidders

Letter of Notice to Bidders


Letter of Notice to Bidders

In case correction/ revisions are made,

690


Processing Time

Responsible Person


Remarks

countersigned by EXEC Division Chief

Letter of Notice to Bidders is transmitted to DMO , EXEC Division for editing/finalization, then proceed to step 5

7. CO EXEC Division records and transmit Letter of Notice to Bidders to Office of the Director , SPMS

Letter of Notice to Bidders countersigned by the EXEC Division Chief

10 minutes Admin Aide Date, time and details of Letter of Notice to Bidders recorded in the logbook of EXEC Division

8. SPMS Director reviews and approves Letter of Notice to Bidders

Letter of Notice to Bidders countersigned by the EXEC Division Chief

1 day SPMS Director

Letter of Notice to Bidders reviewed and approved by SPMS Director

In case correction/ revisions are made, letter of Notice to Bidders is transmitted to DMO , EXEC Division for editing/finalization, then proceed to step 5

9. CO EXEC Division publish Advertisement for Bidding in leading newspaper for advertisement

Advertisement for Publication

7 days DMO Bid Published

10. CO EXEC Division issue Bid Documents to bidders (with corresponding fee)

Bid Documents 30 days DMO Sale of Bid documents

Sale of Bid Documents;

11. CO EXEC Division Conducts Pre-Bid Conference

Points for Discussions

1 day DMO Bid Conference conducted, list of inquiries from bidders

12. CO EXEC Division Conducts of Bid Opening Submitted Bids 1 day DMO Bid Documents signed by BAC Members, list of Bidders with

691


Processing Time

Responsible Person


Remarks

corresponding bid prices, attendance

13. CO EXEC Division Convenes Technical Working Group (TWG) for Bid Evaluation

Bid Documents 1 day DMO Bid Evaluation Reports

14. CO EXEC Division prepares and finalizes Bid Evaluation result

Bid Evaluation Reports

30 days DMO Bid Evaluation Report/finalized TWG Appraisal Report

Bid Evaluation Results forwarded to EXEC Division Chief

15. CO EXEC Division reviews t Bid Evaluation Report

Bid Evaluation Report


Bid Evaluation Report reviewed countersigned by EXEC Division Chief

In case correction/ revisions are made, Bid Evaluation Report is transmitted to DMO, EXEC Division for editing/finalization, then proceed to step 16

16. CO EXEC Division records and transmit Bid Evaluation Report to Office of the Director , SPMS

Bid Evaluation Report

10 minutes Admin Aide Date, time and details of Bid Evaluation Report recorded in the logbook of EXEC Division

17. SPMS Director reviews and approves Bid Evaluation Report

Bid Evaluation Report countersigned by EXEC Division Chief

1 day SPMS Director

Approved Bid Evaluation Report

In case correction/ revisions are made, Bid Evaluation Report is transmitted to DMO , EXEC Division for editing/finalization, then proceed to step 16

18. CO EXEC Division prepares and finalizes Report of TWG 7 days DMO Resolution to Resolution to Award

692


Processing Time

Responsible Person


Remarks

Resolution to Award Award forwarded to EXEC Division Chief

19. CO EXEC Division reviews Resolution to Award

Resolution to Award


Resolution to Award reviewed and countersigned by EXEC Division Chief

In case correction/revisions are made, Resolution to Award is transmitted to DMO , EXEC Division for editing/finalization, then proceed to step 20

20. CO EXEC Division records and transmits Resolution to Award to the Bids and Awards Committee

Resolution to Award countersigned by EXEC Division Chief

10 minutes Admin Aide Date, time and details of Resolution to Award recorded in the logbook of EXEC Division

21. Bids and Awards Committee reviews and approves Resolution to Award

Resolution to Award countersigned by EXEC Division Chief

1 day Committee of Bids and

Awards

Reviewed and approved Resolution to Award; All members of the BAC will sign the resolution

In case correction/ revisions are made, Resolution to Award is transmitted to DMO , EXEC Division for editing/finalization, then proceed to step 20

22. CO EXEC Division prepares and finalizes Notice of Award

Letter to Award 3 days DMO Letter to winning bidder

23. CO EXEC Division review Notice of Award Notice of Award 1 day EXEC Division Chief

Notice of Award reviewed and countersigned by EXEC Division

In case corrections/ revisions are made, Notice of Award is transmitted to DMO

693


Processing Time

Responsible Person


Remarks

Chief for editing/finalization, then proceed to step 25

24. CO EXEC Division records and transmits Notice of Award to Office of the SPMS Director

Notice of Award countersigned by EXEC Division Chief

10 minutes Admin Aide Date, time and details of Notice of Award recorded in the logbook of EXEC Division

25. SPMS Director reviews Notice of Award for signature/approval

Notice of Award countersigned by EXEC Division Chief

1 day SPMS Director

Signed/Approved Notice of Award by SPMS, Director

In case corrections/ revisions are made, Notice of Award is transmitted to DMO for editing/finalization, then proceed to step 25

26. CO EXEC Division prepares and finalizes contract to winning bidder

Signed Notice of Award

1 day DMO Contract to winning bidder

Contract to winning bidder forwarded to EXEC Division Chief

27. CO EXEC Division review the contract to winning bidder

Contract to winning bidder

EXEC Division Chief

Contract to winning bidder reviewed by EXEC Division Chief

In case corrections/ revisions are made, Letter of Notice to Proceed transmitted to DMO for editing/finalization, then proceed to step 28

28. Contract Signing and receipt of Performance Security Bond

Contract 7 days DMO Signed contract

29. CO EXEC Division prepares and finalizes letter of Notice to Proceed

Signed Contract 3 days DMO Letter to proceed Letter to proceed forwarded to EXEC Division Chief

694


Processing Time

Responsible Person


Remarks

30. CO EXEC Division reviews letter of Notice to proceed

Letter of Notice to Proceed


Letter of Notice to Proceed reviewed and countersigned by the EXEC Division Chief

In case corrections/ revisions are made, Letter of Notice to Proceed is transmitted to DMO for editing/finalization, then proceed to step 31

31. CO EXEC Division records and transmit letter of Notice to Proceed to Office of the SPMS Director


10 minutes Admin Aide Date, time and details of Letter of Notice to Proceed recorded in the logbook of EXEC Division

32. Director SPMS reviews Letter of Notice to Proceed for signature/approval


1 day SPMS Director

Letter of Notice to Proceed reviewed and signed by the SPMS Director

In case corrections/ revisions are made, Letter of Notice to Proceed is transmitted to DMO for editing/finalization, then proceed to step 31

33. CO EXEC Division release Letter of Notice to Proceed to winning bidder

Signed Letter of Notice to Proceed

10 minutes Admin Aide Released Letter of Notice to Proceed to winning bidder. Date, time and details of Letter of Notice to Proceed recorded in the logbook of EXEC Division

695


Processing Time

Responsible Person


Remarks

34. CO EXEC Division inspects and accepts delivered items

Lists of items for delivery/ inspection

7 days DMO Inspection/Acceptance Report

36. CO EXEC Division records and transmits delivery receipt to project cashier for Final Payment

Delivery Receipt 15 days DMO Date, time and details of delivery receipt recorded in the logbook of EXEC Division

End of Process

696

2.1 Prepare PIPs and facilitate approval


Processing Time

Responsible Person


Remarks

1. CO EXEC Division receives and records letter with Project Implementation Plan (PIP) and Letter of Intent (LOI) from Records Section

RPTA A

RPTA B

BTEP

Letter of LGU with Project Implementation Plan (PIP) and Letter of Intent (LOI)

5 minutes Admin Aide Date, time and details of PIP and LOI recorded in logbook

LOI and PIP forwarded to Action Officer (Tax Mapping Examiner)

2. CO EXEC Division prepares and finalizes Transmittal Letter and PIP

PIP 1 day Tax Mapping Examiner

Transmittal Letter and PIP

Transmittal Letter and PIP forwarded to EXEC Division Chief

3. CO EXEC Division reviews Transmittal Letter and PIP

Transmittal Letter and PIP


Transmittal Letter and PIP reviewed and countersigned by EXEC Division Chief

In case corrections/ revisions are made, Transmittal Letter and PIP are transmitted to TM Examiner for editing/finalization, then proceed to step 3

4. CO EXEC Division records and transmits Transmittal Letter and PIP to SPMS Director

PIP and Transmittal Letter

10 minutes Admin Aide Date, time and details of the Transmittal Letter and PIP recorded in the logbook of EXEC Division

5.

SPMS Director signs/approves Transmittal Letter and reviews PIP

Transmittal Letter and PIP reviewed and countersigned by EXEC Division Chief

1 day SPMS Director

Signed /Approved Transmittal Letter and PIP reviewed and countersigned by SPMS Director

Incase corrections/revisions are made, Transmittal Letter and PIP are transmitted to TM Examiner for editing/finalization,

697


Processing Time

Responsible Person


Remarks

then proceed to step 3, otherwise the same are forwarded to the Office of the Deputy Executive Director (DED) – Operations for review

6. Deputy Executive Director (DED)-Operations reviews and approves PIP

Reviewed PIP and countersigned by EXEC Division Chief and SPMS Director. Signed Transmittal Letter attached.


PIP approved Incase corrections/revisions are made, Transmittal Letter and PIP are transmitted to TM Examiner for editing/finalization, then proceed to step 3, otherwise the same are forwarded to concern Division

7. CO-Office of the Executive Director (DED)-Operations transmit the approved PIP to the concerned Division (EXEC)

Approved PIP with attached Transmittal Letter

10 minutes Admin Aide Date, time and details of the PIP and Transmittal Letter recorded in the logbook of Office of the DED for Operations

8. CO EXEC Division receives and record the Approved PIP and Transmittal Letter

Approved PIP and Transmittal Letter

10 minutes Admin Aide Date, time and details of the PIP and Transmittal Letter recorded in the logbook of EXEC Division

698


Processing Time

Responsible Person


Remarks

9. CO EXEC Division records and transmit approved PIP and Transmittal Letter to the Records Section for mailing to the LGU concerned for conforme of LCE

Signed PIP 10 minutes Admin Aide Signed PIP/Released to concerned LGUs

For transmitting/ mailing to LGUs concerned; See Process for “Outbound Documents” under Records Section.

End of Process

699

2.3 Fund releases management (recommendation, endorsement, facilitation etc.)


Processing Time

Responsible Person


Remarks

1 CO EXEC Division receives and records Letter of Recommendation for fund release from M & E Division.

Recommendation Letter from M & E Division

5 minutes Admin Aide Date, time and details of recommendation letter recorded in the logbook of EXEC Division

2 CO EXEC Division reviews the Letter of Recommendation for fund release from M & E Division.

Letter of Recommendation

1 day DMO Reviewed Letter of Recommendation

3 CO EXEC Division prepares and finalizes letter requesting fund release

Reviewed Letter of Recommendation with Evaluation Summary

1 day DMO Letter Request for Fund Release countersigned by DMO

4 CO EXEC Division reviews Letter Requesting for Fund Release

Letter Request for Fund Release countersigned by DMO


Reviewed Letter Request for Fund Release countersigned by EXEC Division Chief .

In case corrections/revisions are made, Letter Request for Fund Release is transmitted to DMO for editing/finalization, then proceed to step 3.

5 CO EXEC Division records and transmits Letter Request for Fund Release to the Office of SPMS Director for review and approval.


5 minutes Admin Aide Date, time and details of Letter Request recorded in the logbook of EXEC Division

700


Processing Time

Responsible Person


Remarks

6 CO-Office of the SPMS Director receives and records Letter Request for Fund Release.


5 minutes Secretary of SPMS

Director

Date, time and details of Letter Request recorded in the logbook of Office of SPMS Director

7 SPMS Director reviews and approves Letter Request for Fund Release


1 day SPMS Director

Reviewed and approved Letter Request for Fund Release

8 CO EXEC Division receives and records approved Letter Request for Fund Release

Approved Letter Request for Fund Release


9 CO EXEC Division records and transmit Letter Request to Project Accountant

Reviewed and signed letter Request for Fund Release

10 minutes Admin Aide Date, time and details of the Letter Request recorded in the logbook of EXEC Division

End of Process

701

3.1 Provide technical advise on project management.


Processing Time

Responsible Person


Remarks

1 CO EXEC Division receives and records request for technical assistance from LGU regarding project implementation

Letter Request from LGU

10 minutes Admin Aide Date, time and details of the request recorded in the logbook of EXEC Division

2 CO EXEC Division reviews/discuss issues/problems of the LGU

Letter request 1 day DMO List of issues /problems of the LGU

3 CO EXEC Division prepares and finalizes recommendations and transmittal letter regarding issues/problems of the LGU

Lists of Issues/problems

1 day DMO Recommendations and Transmittal Letter

4 CO EXEC Division reviews recommendations and approves/signs Transmittal Letter

Recommendations and Transmittal Letter


Recommendations reviewed and approved/signed Transmittal Letter

In case corrections/ revisions are made, Recommendation Letter is transmitted to DMO for editing/finalization, then proceed to step 4

5 CO EXEC Division releases and records Recommendations and Transmittal Letter to records section for mailing to LCE

Approved/signed Transmittal Letter and Recommendations

10 minutes Admin Aide Date, time and details of approved/signed Transmittal Letter and Recommendations recorded in the logbook of EXEC Division

For mailing to concerned LGU, see process for “Outbound Documents” under Records Section

End of Process

702

3.4 Field inspections.


Processing Time

Responsible Person


Remarks

1. CO EXEC Division assists in the orientation of field inspectors

Field inspectors 1 day DMO Oriented field inspectors

2. CO EXEC Division requests ADMIN Division for Travel Order

List of Employees to go on travel , date and place of field inspection

10 minutes DMO For the Process of Preparation of Office/Travel

3. CO EXEC Division receives and records signed/approved Travel Order

Signed Travel Order

3 minutes Admin Aide Date, time and details of signed/approved Travel Order recorded in the logbook of EXEC Division

4. CO EXEC Division prepares Itinerary of Travel Signed Travel Order

2 hours DMO Itinerary of travel

5. CO EXEC Division reviews Itinerary of Travel Itinerary of travel 1 day EXEC Division Chief

Itinerary of Travel reviewed and countersigned by EXEC Division Chief

If corrections/ revisions are made, Itinerary of Travel is transmitted to DMO for editing/finalization, then proceed to step 4

6. CO EXEC Division records and transmits Itinerary of Travel to Office of SPMS Director

Itinerary of Travel countersigned by EXEC Division Chief

10 minutes Admin Aide Date, time and details of Itinerary of Travel recorded in the logbook of EXEC Division

7. SPMS Director reviews and signs/approves Itinerary of Travel

Itinerary of Travel countersigned by EXEC Division

1 day SPMS Director

Itinerary of Travel Signed/approved by SPMS Director

703


Processing Time

Responsible Person


Remarks

Chief

8. CO EXEC Division receives and records signed/approved Itinerary of Travel

Signed/approved Itinerary of Travel

3 minutes Admin Aide Signed/approved Itinerary of Travel

9. CO EXEC Division transmits approved Travel Order and Itinerary of Travel to Project Accountant for Cash Advance

Signed/Approved Itinerary of Travel with Approved Travel Order

5 minutes Admin Aide Date, time and details of Itinerary of Travel with Travel Order recorded in the logbook of EXEC Division

10. Assigned Employee proceeds to LGU for inspection

Signed/approved Travel Order

1 day Assigned Employee

Arrived at the LGU

11. Assigned Employee conducts inspection Materials needed for inspection

3 days Assigned Employee

Report of Inspection

12. Assigned Employee returns to Official Station

Report of Inspection

1 day Assigned Employee

Inspection Report

13. Assigned Employee prepares Inspection Report

Findings/recommendations

5 days Assigned Employee

Draft Inspection Report

14. CO EXEC Division reviews Inspection Report Draft Report of Inspection


Inspection Report reviewed and countersigned by EXEC Division Chief

If corrections/revisions are made, Inspection Report is transmitted to DMO for editing/finalization, then proceed to step 13

15. CO EXEC Division records and transmits Inspection Report to the Office of SPMS Director

Inspection Report countersigned by EXEC Division Chief Division

5 minutes Admin Aide Date, time and details of Inspection Report recorded in the logbook of EXEC Division

704


Processing Time

Responsible Person


Remarks

16. SPMS Director reviews and approves /signs Inspection Report

Inspection Report countersigned by EXEC Division Chief Division

1 day SPMS Director

Inspection Report reviewed and approved/signed by SPMS Director

17. CO EXEC Division receives approved/signed Inspection Report

Inspection Report approved/signed by SPMS Director

5 minutes Admin Aide Date, time and details of approved/signed Inspection Report

18. CO EXEC Division prepares Letter to LGU regarding findings and recommendations

Inspection Report approved/signed by SPMS Director

1 day DMO Letter to LGU regarding findings and recommendations

19. CO EXEC Division reviews Letter to LGU regarding findings and recommendations

Letter to LGU regarding findings and recommendations


Letter reviewed and countersigned by EXEC Division Chief

If corrections/revisions are made, Letter to LGU is transmitted to DMO for editing/finalization, then proceed to step 18

20. CO EXEC Division records and transmits Letter to LGU regarding findings and recommendations to the Office of SPMS Director


5 minutes Admin Aide Date, time and details of Letter regarding findings and recommendations recorded in the logbook of EXEC Division

21. SPMS Director reviews and signs/approves Letter to LGU regarding findings and recommendations


1 day SPMS Director

Letter reviewed and signed/approved

705


Processing Time

Responsible Person


Remarks

22. CO EXEC Division receives and records signed Letter to LGU regarding findings and recommendations

Letter reviewed and signed/ approved


23. CO EXEC Division records and transmits signed/approved Letter to LGU regarding findings and recommendations to Records Sections for mailing

Signed/approved letter regarding findings and recommendations


For mailing to LGUs, see process for “Outbound Documents” under Records Section

End of Process

706

4.1 Establish policy guidelines (donor agency and BLGF).


Processing Time

Responsible Person


Remarks

1. CO EXEC Division assess requirements on Policy Guidelines

Requirements on Policy Guidelines

1 day DMO Assessment on requirements on Policy Guidelines

2. CO EXEC Division prepares and finalizes policy guidelines

Requirements on Policy guidelines

3 days DMO Policy Guidelines

3. CO EXEC Division reviews Policy Guidelines Draft Policy Guidelines


Policy Guidelines reviewed and countersigned by EXEC Division Chief

In case corrections/ revisions are made, Policy Guidelines is transmitted to DMO IV for editing/finalization, then proceed to step 2

4. CO EXEC Division records and transmits Policy Guidelines to the Office of the SPMS Director


10 minutes Admin Aide Date, time and details of the Policy Guidelines recorded in the logbook of EXEC Division

5. SPMS Director reviews and sign/approve Policy Guidelines


1 day SPMS Director

Reviewed and signed/approved Policy Guidelines


6. CO EXEC Division receives and records approved/signed Policy Guidelines from Office of the SPMS Director

Signed/approved Policy Guidelines

5 minutes Admin Aide Date, time and details of the Policy Guidelines recorded in the logbook of EXEC Division

707


Processing Time

Responsible Person


Remarks

7. CO EXEC Division prepares and finalizes Dissemination Letter regarding the approved Policy Guidelines to all project centers

Approved Policy Guidelines

1 day DMO Dissemination Letter with attached approved Policy Guidelines

8. CO EXEC Division reviews Dissemination Letter to all project centers

Dissemination Letter with attached approved Policy Guidelines


Dissemination Letter reviewed and countersigned by EXEC Division Chief. Attached approved Policy Guidelines

In case corrections/ revisions are made Dissemination Letter is transmitted to DMO IV for editing/finalization, then proceed to step 7

9. CO EXEC Division records and transmits Dissemination Letter to the Office of the SPMS Director

Dissemination Letter reviewed and countersigned by EXEC Division Chief with attached approved Policy Guidelines

10 minutes Admin Aide Date, time and details of Dissemination Letter recorded in the logbook of EXEC Division

10. SPMS Director reviews and signs the Dissemination Letter regarding the approved Policy Guidelines

Dissemination Letter reviewed and countersigned by EXEC Division Chief with attached approved Policy Guidelines

1 day SPMS Director

Dissemination Letter reviewed and signed by SPMS Director with attached approved Policy Guidelines

In case corrections/ revisions are made Dissemination Letter is transmitted to DMO IV for editing/finalization, then proceed to step 7

11. CO EXEC Division receives and records Dissemination Letter

Dissemination Letter reviewed and signed by SPMS Director with attached approved Policy


708


Processing Time

Responsible Person


Remarks

Guidelines

12. CO EXEC Division releases Dissemination Letter together with the approve Policy Guidelines to records section for mailing to all project centers

Dissemination Letter reviewed and signed by SPMS Director with attached approved Policy Guidelines


Records Section transmits Disseminations Letter to Project Centers, see “Process for Outbound Documents” under Records Section

End of Process

709

4.2 Monitor compliance


Processing Time

Responsible Person


Remarks

1. CO EXEC Division prepares and finalizes Tracer Letter regarding the adaptation of the revised policy guidelines

Approved Policy Guidelines

1 day DMO Tracer Letter

2. CO EXEC Division reviews Tracer Letter regarding the adaption of the revised policy guidelines

Tracer Letter 1 day EXEC Division Chief

Tracer Letter reviewed and countersigned by the EXEC Division Chief

In case correction/ revisions are made, Tracer Letter is transmitted to DMO IV for editing/finalization then proceed to step 1

3. CO EXEC Division records and transmits Tracer Letter to the Office of the SPMS Director


10 minutes Admin Aide Date, time and details of the Tracer Letter recorded in the logbook of EXEC Division

4. SPMS Director reviews and signs/approves Tracer Letter regarding the adaptation of the revised policy guidelines


1 day SPMS Director

Tracer Letter reviewed and signed by the SPMS Director

5. CO EXEC Division receives and records approved Tracer Letter from Office of the SPMS Director

Signed/approved Tracer Letter

10 minutes Admin Aide Date, time and details of the Tracer Letter recorded in the logbook of EXEC Division

6. CO EXEC Division release Tracer Letter to Records Section for mailing to all project centers

Signed/approved Tracer Letter

10 minutes Admin Aide Date, time and details of the Tracer Letter

710


Processing Time

Responsible Person


Remarks

recorded in the logbook of EXEC Division

7. CO EXEC Division receives and records Letter Response from LGU

Letter Response from LGU

10 minutes Admin Aide Date, time and details of the Letter Response from LGUs recorded in the logbook of EXEC Division

8. CO EXEC Division collates, tabulates/reviews Letter Response from LGU

Letter Response from LGU

2 days DMO IV Letter Response from LGUs collated, tabulated and reviewed

9. CO EXEC Division prepares reports of LGU compliance regarding the adoption of revised Policy Guidelines

Letter Response from LGUs collated, tabulated and reviewed

1 day DMO IV Report of LGU compliance regarding the adoption of revised Policy Guidelines

10. CO EXEC Division reviews and signs/approves Report of LGU Compliance regarding the adoption of revised Policy Guidelines

Report of LGU Compliance


Report of LGU Compliance reviewed and signed/approved by EXEC Division Chief.

11. CO EXEC Division records and transmits Report of LGU Compliance regarding the adoption of revised policy guidelines to the Office of the SPMS Director for information

Report of LGU Compliance

10 minutes Admin Aide Date, time and details of the Report of LGU Compliance recorded in the

711


Processing Time

Responsible Person


Remarks

logbook of EXEC Division

End of Process

712

4.3 Periodic review of policy guidelines.


Processing Time

Responsible Person


Remarks

1. CO EXEC Division reviews/revises existing Policy Guidelines

Existing Policy Guidelines

1 day DMO Existing Policy Guidelines reviewed

2. CO EXEC Division prepares and finalizes reviewed/revised Policy Guidelines

Reviewed Existing Policy Guidelines

3 days DMO Revised Policy Guidelines

3. CO EXEC Division reviews reviewed/revised Policy Guidelines

Revised Policy Guidelines


Policy Guidelines reviewed/revised and countersigned by EXEC Division Chief

In case corrections/revisions are made, Policy Guidelines is transmitted to DMO IV for editing/finalization, then proceed to step 2

4. CO EXEC Division records and transmits reviewed/revised Policy Guidelines to the Office of the SPMS Director

Policy Guidelines countersigned by EXEC Division Chief

10 minutes Admin Aide Date, time and details of the revised Policy Guidelines recorded in the logbook of EXEC Division

5. SPMS Director reviews and signs/approves Policy Guidelines

Policy Guidelines countersigned by EXEC Division Chief

1 day SPMS Director

Signed/Approved revised Policy Guidelines


6. CO EXEC Division receives and records Signed/approved 5 mins. Admin Aide Date, time and

713


Processing Time

Responsible Person


Remarks

approved/signed revised Policy Guidelines from Office of the SPMS Director

Policy Guidelines details of the Policy Guidelines recorded in the logbook of EXEC Division

7. CO EXEC Division prepares and finalizes Dissemination Letter regarding the approved Policy Guidelines to all project centers

Approved policy guidelines

1 day DMO IV Dissemination Letter with attached approved Policy Guidelines

Dissemination Letter is forwarded to EXEC Division Chief

8. CO EXEC Division reviews Dissemination Letter to all project centers

Dissemination Letter with attached approved Policy Guidelines


Dissemination Letter reviewed and countersigned by EXEC Division Chief. Attached approved Policy Guidelines

In case corrections/ revisions are made, Dissemination Letter is transmitted to DMO IV for editing/finalization, then proceed to step 7

9. CO EXEC Division records and transmits Dissemination Letter to the Office of the SPMS Director

Dissemination Letter countersigned by EXEC Division Chief with attached approved Policy Guidelines


10. SPMS Director reviews and signs the Dissemination Letter regarding the approved Policy Guidelines

Dissemination Letter countersigned by EXEC Division Chief with attached approved

1 day SPMS Director

Dissemination Letter reviewed and signed by SPMS Director with attached approved Policy

In case corrections/ revisions are made, Dissemination Letter is transmitted to DMO IV for editing/finalization,

714


Processing Time

Responsible Person


Remarks

Policy Guidelines Guidelines then proceed to step 7

11. CO EXEC Division receives and records Dissemination Letter

Dissemination Letter signed by SPMS Director with attached approved Policy Guidelines


12. CO EXEC Division releases Dissemination Letter together with the approved revised Policy Guidelines to Records Section for mailing to all project centers

Dissemination letter signed by SPMS Director with attached approved Policy Guidelines


Records Section transmits Dissemination Letter with attached signed/approved Policy Guidelines to all Project Centers, see “Process for Outbound Documents” under Records Section.

End of Process

715

5.1 Preparation of training design (modules, approaches. Etc.)


Processing Time

Responsible Person


Remarks

1. CO EXEC Division conducts training needs assessment to LGUs

Training needs assessment forms

1 day Training Specialist

Training Needs Assessment Report

2. CO EXEC Division prepares Training Needs Assessment (TNA) Report

Training Needs Assessment Report


Training Needs Assessment Report prepared

3. CO EXEC Division determines training requirements

Assessment report 1 day Training Specialist

Training requirements identified

4. CO EXEC Division prepares and finalizes training design, instructional guide, instructional materials according to Training Needs as embodied under the Training Needs Assessment Report

Training requirements


Training Design countersigned by Training Specialist

5. CO EXEC Division reviews Training Design Training Design countersigned by Training Specialist


Training Design reviewed, and countersigned by the EXEC Division Chief

In case correction/ revisions are made, Training Design is transmitted to Training Specialist for editing/finalization, then proceed to step 3.

6. CO EXEC Division records and releases Training Design to SPMS Director

Training Design countersigned by the EXEC Division Chief

10 minutes Admin Aide Date, time and details of Training Design recorded in the logbook of EXEC Division

716


Processing Time

Responsible Person


Remarks

7. SPMS Director reviews and approves/signs Training Design

Training Design countersigned by the EXEC Division Chief

1 day SPMS Director

Approved/signed Training Design

In case correction/ revisions are made, Training Design is transmitted to Training Specialist for editing/finalization, then proceed to step 3.

8. CO EXEC Division receives and records approved /signed Training Design from Office of the Director SPMS

Approved/signed Training Design

10 minutes Admin Aide Date, time and details of Training Design recorded in the logbook of EXEC Division

End of Process

717

5.2 Conduct the training base on the design


Processing Time

Responsible Person


Remarks

1. CO EXEC Division coordinates with the Project Accountant for funding

Approved Training Design

3 days Training Specialist

Available Funds

2. CO EXEC Division prepares all logistics

Budget

Training Materials

Venue

Transportation

Approved Training Design and Available Funds


Completed training materials, training venue, schedule of training

3. CO EXEC Division identifies Resource Speakers and Participants of participating LGUs

Qualification of Resource Speakers; No. of Participants


Name of Resource Speakers and Participants

4. CO EXEC Division prepares and finalizes Invitation Letter to Speakers and Participants of participating LGUs

Name of Speakers and Participants, Date of training


Invitation Letter countersigned by Training Specialist

5. CO EXEC Division reviews Invitation Letter to Speakers and Participants of participating LGUs

Draft Invitation Letter


Invitation Letter reviewed and countersigned by EXEC Division Chief

In case corrections/ revisions are made, Invitation Letter is transmitted to Training Specialist for editing/finalization, then proceed to step 3.

6. CO EXEC Division records and transmits Invitation Letter to the Office of the Director SPMS

Invitation Letter countersigned by EXEC Division Chief

5 minutes Admin Aide Date, time and details of the Invitation Letter recorded in the logbook of EXEC Division

718


Processing Time

Responsible Person


Remarks

7. SPMS Director reviews and signs/approves Invitation Letter

Invitation Letter countersigned by EXEC Division Chief

1 day SPMS Director

Invitation letter reviewed and signed/approved by the SPMS Director

In case corrections/ revisions are made, Invitation Letter is transmitted to Training Specialist for editing/finalization, then proceed to step 3.

8. CO EXEC Division receives and records signed/approved Invitation Letter from the Office of the SPMS Director

Signed/approved Invitation Letter

5 minutes Admin Aide Date, time and details of the signed/approved Invitation Letter recorded in the logbook of EXEC Division

The duplicate copy of the invitation letter is kept by the Division.

9. CO EXEC Division transmits Signed/approved Invitation Letter to Resource Speakers to Records Section for mailing.

Original Copies of Invitation Letter to Resource Speakers

5 minutes Admin Aide Date, time and details of Invitation Letter recorded in the logbook of EXEC Division

Records Section mail Invitation Letter to Resource Speakers, see Process for Outbound Documents under Records Section.

10. Conduct training Training Program Depends on the duration

of the training

Training Specialist

Training Program Conducted; No. of Participants participated

11. CO EXEC Division analyze the evaluation sheet for the amendment/revision or improvement of training program

Accomplished Evaluation Sheet


Result of training evaluation

Prepare necessary recommendation based on the result of training evaluation

12. CO EXEC Division requires Regional Offices for the submission of Terminal reports

Terminal Reports 15 days Training Specialist

Letter requiring the submission of

Send thru letter or email

719


Processing Time

Responsible Person


Remarks

terminal reports

13. CO EXEC Division prepares/Updates database of LGUs who participated the training program

No. of LGUs; participants


Database updated

End of Process

720


Project Monitoring and Examination Division

721

SERVICE : Special Project Management Service DIVISION : Project Monitoring And Evaluation Division (M&E) UNIT NAME : BRIEF DESCRIPTION : Monitoring and Evaluation Division is under the Special Projects Management Service tasked

to oversee the development/progress of Foreign Assisted Projects implemented by the BLGF

CLIENTS : LGUs (Municipal, Province, Cities), Domestic and International Financial Institution, BLGF Central & Regional Office, Any Government or Private Entity, General Public;



23. Monitor physical work/activities undertaken to determine actual status of projects vis-à-vis fund disbursements.

23.1 Collate progress report 23.2 Conduct site inspection. 23.3 Review progress against PIP. 23.4 Prepare recommendations based on the report

(recommendation on revisions and fund releases). 23.5 (Determine needs for revisions or changes in activity

schedules, staffing, equipment, and commodity support, costing, funds flow, and related matters).

23.6 Determine compliance or conformity of project accomplishments with pre-set, or agreed-upon standards as to qualify, volume, and output.

23.7 Verify/validate project funds expenditures

Progress should conform to fund disbursement. Recommendation forwarded to EXEC.

2. (Determine the needs for revisions or changes in activity schedules, staffing, equipment, and commodity support, costing, funds flow, and related matters)

3. (Determine compliance or conformity of project accomplishments with pre-set, or agreed-upon standards as

722

to qualify, volume, and output.)

4. (Verify/validate project funds expenditures and) certification for project completion.

4.1 Field validation of accomplishments (checklist). Certificate of completion by the LGU Confirmation of the certificate of completion

5. Gather and compile statistics, financial data, and relevant information to determine project impact on revenue generation efforts and overall community development programs of beneficiary or participating LGUs

5.1 Collate impact report, sustainability plan and SPCR on completed projects.

5.2 Prepare analysis of impact report. 5.3 Publication, distribution, knowledge management. 5.4 Facilitate LGU preparation of sustainability progress report. 5.5 Collate and review LGU progress report. 5.6 Recommend compliance on sustainability plan.

6. Prepare recommendations for policy/procedural changes that will enhance LGU participation in foreign-assisted projects.

Task of SPMS PLANS

723

SPECIFIC PROCEDURES

1.1 Collate progress report


Processing Time

Responsible Person


Remarks

1 CO-M&E Division receives and records

Monthly Physical Accomplishment and

Financial reports submitted by the LGUs.

Monthly Physical

Accomplishment

and Financial

Reports (see

attached F1 & F2)


details of the

reports submitted

recorded in the

logbook.

Corresponding CCS

attached.

Monthly Physical

Accomplishment and

Financial reports are

forwarded to

concerned Project

Evaluation Officer

(PEO)

2 CO-M&E Division evaluates and validates

the Monthly Physical Accomplishment and

Financial Reports by counter checking and

computing the percentage of accomplished

tasks (see attachment F1 and F2), to

determine whether the project

accomplishment is within the approved

Project Implementation Plan (PIP).

Monthly Physical

Accomplishment

and Financial

Reports

45 minutes Project

Evaluation

Officer

Percentages of

Physical

Accomplishment

and Disbursement

(Financial)

The project is efficient if percentage of disbursement is not 25% higher than the physical accomplishment; Eligible for fund release if the percentage of accomplishment is met and if previous release is fully liquidated (please refer to project policy); Accomplishment

724


Processing Time

Responsible Person


Remarks

should conform to the schedule stated in the PIP.

3 CO-M&E Division prepares and finalizes

Monitoring Report Form.

Percentages of

Physical

Accomplishment

and Disbursement

(Financial)

15 minutes Project

Evaluation

Officer

Monitoring Report

Form (Evaluation

Summary)

countersigned by

concerned PEO

4 CO-M&E Division files the Monthly Physical

Accomplishment and Financial Reports

together with the Monitoring Report Form

for reference.

Physical and

Financial Reports;

and Monitoring

Report Form

5 minutes Project

Evaluation

Officer

Docketed reports

of the project

center together

with the

Monitoring Report

Form

If the requirement for release is not met, filed reports together with the monitoring report form for the meantime; In case there discrepancies/findings in the reports submitted, the concerned PEO prepares letter (original action) informing LGU of the project status;


letter (original action) informing LGU of its

project status.

Monitoring Report

Form

countersigned by

concerned PEO

20 minutes Project

Evaluation

Officer

Letter to LGU

informing of its

project status

countersigned by

concerned PEO

Letter informing LGU

of its project status is

forwarded to M&E

Chief

725


Processing Time

Responsible Person


Remarks

6 CO-M&E Division reviews and approves the

letter to LGU informing of its project status.

Letter to LGU

informing of its

project status

20 minutes M&E Chief Letter to

concerned LGU

countersigned

M&E Chief


are made by the M&E

Chief on the letter, the

same is returned to

concerned PEO for


otherwise is

forwarded to the

SPMS Director.

6 CO-M&E Division records and transmits the

letter to LGU informing of its project status

to the SPMS Director

Letter to LGUs

countersigned by

M&E Chief


details of letter

recorded in the

logbook

7 SPMS Director reviews and approves the

letter to concerned LGU informing of its

project status.

Letter to

concerned LGU

together with

Monitoring Report

Form

countersigned and

noted by M&E

Chief

20 minutes SPMS

Director

Letter to LGU

reviewed/approve

d by the SPMS

Director


are made by the SPMS

Director on the letter,


to concerned PEO for



5.

726


Processing Time

Responsible Person


Remarks


letter to Records Section for mailing to

concerned LGU.

Signed letter to

LGU


details of letter to

LGU recorded in

the logbook

For mailing to

concerned LGU (see

process of “Outbound

Documents” under

Records Section)

End of Process

727

1.2 Conduct site inspection


Processing Time

Responsible Person


Remarks

1 CO-M&E Division informs the Internal

Administration Office (IAO) of the scheduled

project field inspection/validation

Names of selected

personnel/Approv

ed date of travel

schedule

1 day Admin Aide Office Travel

Order

Submits list of team to

Administration

Division for the

issuance of Office

Travel Order


Office Travel Order from Administration

Division

Approved Travel

Order to conduct

project inspection

and validation.


details of Travel

order recorded in

the logbook of

M&E Division

3 PMET makes representation with the

Municipal Treasurer showing the travel

authority; inform him/her of the purpose of

the visit.

Approved Travel

Order to conduct

project inspection

and validation.

30 minutes Project

Monitoring &

Evaluation

Team

(PMET)

Representation

with Municipal

Treasurer

undertaken.

4 PMET makes a courtesy call with the

Municipal Mayor (Project Manager)

together with the Assessor/Treasurer and

others involved in the implementation of

the project, if possible, informing the latter

of the authority to conduct project

inspection and validation.

Approved Travel

Order to conduct

project inspection

and validation.

1 hour

PMET Courtesy call with

the Municipal

Mayor

undertaken.

The team proceeds

with the conduct of

validation after

courtesy call with the

Mayor

728


Processing Time

Responsible Person


Remarks

5 PMET team examines/validates/verifies the

actual physical outputs against the latest

Physical Accomplishment Reports

submitted.

Latest Physical

Accomplishment

Reports submitted

1 day PMET Validated/verified

physical

accomplishment

report

3 phases of

Taxmapping (TM)

Operations

Pre-field

Field

Post field

Conditions: For Pre-Field Operations go to step 4; For Field Operations go to step 5 and For Post-Field Operations go to step 6.pref

6 Refer to Chapter II, Section 2 (D) (1) of the

Manual on Real Property Appraisal and

Assessment Operations. Physical output

must be in accordance with the said

provision of the manual. (For Pre-Field

Operations)

Base Maps; FAAS;

Pre-TMCR

1 hour PMET Inspected/Verified

/ Validated pre-

field physical

output (Base

Maps; FAAS; Pre-

TMCR)

After step 4 go to step

7





provision of the manual. (For Field

Operations)

Verified/validated

field output (Base

Maps; FAAS; Pre-

TMCR)


/ Validated field

physical output

(Base Maps; FAAS;

Pre-TMCR)


7





provision of the manual. (For Post-Field

Operations)

Base Maps; Tax

Maps (Section

Index Map,

Barangay Index

Map and

Municipality Index


/ Validated field

physical output

(Base Maps; Tax

Maps and TMCR)


7

729


Processing Time

Responsible Person


Remarks

Map) and TMCR

9 PMET team conducts exit conference

together with the LCE and others involved in

the project for the presentation of the

findings, comments and recommendations.

Findings,

comments and

recommendations

during the

validation duly

noted.

1 hour PMET Project Inspection

Report (Physical

duly noted

Project Inspection

report to be prepared

upon return to office

10 PMET prepares and finalizes Project

Inspection Report (Physical)

Project Inspection

Report (Physical)

duly noted

1 day PMET Project Inspection

Report (Physical)

countersigned by

PMET

11 CO-M&E Division reviews and noted the

Project Inspection Report (Physical)

countersigned by the PMET

Project Inspection

Report (Physical)

30 minutes M&E Chief Project Inspection

Report (Physical)

reviewed and

countersigned by

M&E Chief

If corrections/


the M&E Chief on the

Inspection Report, the

same is returned to

the PMET for



10, otherwise is

forwarded to SPMS

Director

12 CO-M&E Division records and transmits

Project Inspection Report (Physical) to the

Project Inspection

Report (Financial)


details of Project

730


Processing Time

Responsible Person


Remarks

SPMS Director. reviewed and

countersigned by

M&E Chief

Inspection Report

in the logbook.

Corresponding CCS

attached.

13 CO-SPMS Director reviews and countersigns

Project Inspection Report (Physical)

Project Inspection

Report (Physical)

reviewed and

countersigned by

M&E Chief

30 minutes SPMS

Director

Project Inspection

Report (Physical)

reviewed and

countersigned by

SPMS Director



Director on the

Inspection Report , the

same is returned to

the PMET for



10, otherwise is

forwarded to DED for

Operations.

14 CO-DED for Operations reviews and

countersigns Project Inspection Report

(Physical)

Project Inspection

Report (Physical)

reviewed and

countersigned by

SPMS Director

30 minutes DED for

Operations

Project Inspection

Report (Physical)

reviewed and

countersigned

DED- Operations.


are made by the DED


Inspection Report, the

same is returned to

the PMET for



10, otherwise is

forwarded to ED.

731


Processing Time

Responsible Person


Remarks

15 CO-ED Executive Secretary proofreads the

Project Inspection Report (Physical).

Project Inspection

Report (Physical)

reviewed and

countersigned by

DED for

Operations


Secretary

(ES)

Project Inspection

Report (Physical)

proofread by the

ES


are made by the ES on

the Inspection Report,


to the PMET for



10, otherwise is

forwarded to the ED

for approval.

16 CO-ED reviews and approves the Project

Inspection Report (Physical)

Project Inspection

Report (Physical)

proofread by the

ES


Director

Reviewed and

signed Project

Inspection Report

(Physical)

If there is any instruction from the Directors, act accordingly on the matter. Otherwise the Project Inspection Report shall be released to the Records Section for mailing to concerned LGU and Regional Office and secure file copy for future reference.

17 CO-M&E Division receives and records from

the Office of the Executive Director the

signed Project Inspection Report.

Project Inspection

Report (Physical)

reviewed,

concurred and

signed by ED.

5 minutes Admin Aide Reviewed,

concurred and

signed Project

Inspection Report

(Physical)

18 CO-M&E Division records and transmits to

the Records Division the signed Project

Inspection Report for mailing to concerned

Project Inspection

Report (Physical)

reviewed,

concurred and


details of the

Project Inspection

Report (Physical)

CO-M&E Division

secured a file copy for

future reference

732


Processing Time

Responsible Person


Remarks

RO and LGU. signed by ED. recorded in the

logbook of the

Records Division.

End of Process

733

1.3 Review progress against Project Implementation Plan (PIP)


Processing Time

Responsible Person


Remarks

1 CO-M&E Division evaluates the

accomplishment and implementation of the

project if it is in conformity with the

approved schedule stated in the Project

Implementation Plan (PIP).

Docket of Project

Center (Physical

and Financial

Reports and

Project

Implementation

Plan)

20 minutes Project

Evaluation

Officer

Project monitoring

and evaluation.

If project is not within the implementation schedule advice project center to request the extension of project operation, proceed to step 2. Otherwise, continue monitoring of the project for any possible outcome.

2 CO-M&E Division revises implementation

schedule, and modify completion date to

appropriate time.

Project monitoring

and evaluation.

30 minutes Project

Evaluation

Officer

Revised

implementation

Schedule.

If evaluation warrants

the extension of

project

implementation.

3 CO-M&E Division prepares letter (original

action) to the project manager, stating the

project evaluation findings, requiring

him/her to send letter request for extension

of project implementation.

Revised

implementation

Schedule.

30 minutes

Project

Evaluation

Officer

Letter requiring

project manager

to send request

for extension of

project

implementation

countersigned by

the PEO.

Letter requiring

project manager to

send request for

extension of project

implementation is

forwarded to the

Division Chief.

4 CO-M&E Division reviews the letter Letter requiring 20 minutes M&E Chief Letter requiring If corrections/revisions

734


Processing Time

Responsible Person


Remarks

requiring project manager to send request

for project implementation.

project manager

to send request

for extension.

project manager

to send request

for extension of

project

implementation

reviewed and

countersigned by

M&E Chief.

are made by the M&E

Chief on the letter the

same is returned to

the Action Officer (AO)

for editing/

finalization, otherwise,

is forwarded to the

SPMS Director.


the Office of the SPMS Director the letter

requiring project manager to send request

for extension of project implementation.

Letter requiring

project manager

to send request

for extension of

project

implementation

reviewed and

countersigned by

M&E Chief.


details of the

letter recorded in

the logbook of

M&E Divisions.

6 SPMS Director reviews and approves the

letter requiring project manager to send

request for extension of project

implementation.

Letter requiring

project manager

to send request

for extension of

project

implementation.

30 minutes SPMS

Director

Reviewed and

signed letter

requiring project

manager to send

request for

extension of

project

implementation.



Director on the letter


to the Action Officer

(AO) for editing/

finalization, then

proceed to step 3.

735


Processing Time

Responsible Person


Remarks


letter requiring project manager to send

request for extension of project

implementation to Records Division for

mailing al delivery.

Signed letter

requiring project

manager to send

request for

extension of

project

implementation.


details of the

letter recorded in

the logbook of the

Office of the CO-

Records Division.

Secure file copy of

letter requiring project

manager to send

request for extension

of project

implementation.

When the required letter has been received proceed to step 1 of Procedure Title - Prepare recommendations based on the report.

End of Process

736

1.4 Prepare recommendations based on the report (recommendation on revisions)


Processing Time

Responsible Person


Remarks


letter request for extension of project

implementation from participating LGU

signed by the Local Chief Executive (LCE).

Letter request for

extension of

project

implementation

from participating

LGU.


details of letter

request recorded

in the logbook.

Corresponding CCS

attached.

The letter request is

forwarded to

concerned PEO


letter request/recommendation for

extension of project implementation

.together with revised implementation

schedule addressed to CO-EXEC Division.

Letter request for

extension of

project

implementation

from participating

LGU.

1 hour Project

Evaluation

Officer II & III

Letter

request/recomme

ndation for

extension of

project

implementation

with revised

implementation

schedule

countersigned by

concerned PEO;

and letter request

for extension from

LGU.

Letter

request/recommendat

ion for extension of

project

implementation

together with revised

implementation

schedule are

forwarded to M&E

Chief.




implementation.together with revised

Letter

request/recomme

ndation for

extension and

30 minutes M&E Chief Letter

request/recomme

ndation for

extension of

If corrections/



letter

737


Processing Time

Responsible Person


Remarks

implementation schedule addressed to CO-

EXEC Division.

revised

implementation

schedule

countersigned by

PEO

project

implementation

with revised

implementation

schedule

reviewed/counters

igned/signed by

the M&E Chief;

and letter request

for extension from

LGU

request/recommendat

ion for extension and

revised

implementation

schedule, the same

are returned to

concerned PEO for


otherwise, are

forwarded to CO-EXEC

Division




implementation.together with revised

implementation schedule addressed to CO-

EXEC Division.

Letter

request/recomme

ndation for

extension of

project

implementation

with revised

implementation

schedule

reviewed/counters

igned/signed by

the M&E Chief;

and letter request

for extension from

LGU


details of

Memorandum,

amended SPLA

and revised

implementation

schedule recorded

in the logbook

Filed copy of letter request/recommendation for extension of project implementation and revised implementation schedule

CO-EXEC Division prepares and finalizes letter request for extension of project implementation schedule

738


Processing Time

Responsible Person


Remarks

addressed to concerned Office.

End of Process

739

1.4 Prepare recommendations based on the report (recommendation on fund releases)


Processing Time

Responsible Person


Remarks


letter request for fund release from

participating LGU signed by the Local Chief

Executive (LCE).

Letter request for

fund release from

participating LGU.


details of letter

request recorded

in the logbook.

Corresponding CCS

attached.

The letter request is

forwarded to

concerned PEO


letter request/recommendation for fund

release addressed to CO-EXEC Division.

Letter request for

fund release from

participating LGU

1 hour Project

Evaluation

Officer

Letter request/

recommendation

for fund release

countersigned by

PEO; and letter

request for fund

release from LGU.

The letter request/

recommendation for

fund release is

forwarded to M&E

Chief.



release addressed to CO-EXEC Division.

Letter request/

recommendation

for fund release

countersigned by

PEO; and letter

request for fund

release from LGU

30 minutes M&E Chief Letter request/

recommendation

for fund release

reviewed and

signed by M&E

Chief; and letter

request for fund

release from LGU

If corrections/



letter request/

recommendation for

fund release, the same

is returned to

concerned PEO for



otherwise, is

740


Processing Time

Responsible Person


Remarks

forwarded to CO-EXEC

Division.



release to CO-EXEC Division.

Reviewed and

signed letter

request/recomme

ndation for fund

release.


details of letter of

request/recomme

ndation for fund

release recorded

in the logbook

Filed copy of letter request/recommendation for fund release; CO-EXEC Division prepares and finalizes letter request for fund release addressed to concerned Office;

End of Process

741

1.6 Determine compliance or conformity of project accomplishments with pre-set, or agreed-upon standards as to

qualify, volume, and output.


Processing Time

Responsible Person


Remarks

1 Make a representation with the Municipal Assessor, showing the travel authority; inform him/her of the purpose of the visit.

Office Travel Order/Authority

30 minutes Project Evaluation

Team

Authority to conduct a physical inspection/ validation of project output.

This activity shall be conducted during post-field operations.

2 Make a courtesy call with the Municipal Mayor (Project Manager) together with the Assessor and others involved in the implementation of the project. Informing the latter of the authority to conduct project inspection and validation.

Office Travel Order/Authority

1 hour Project Evaluation

Team

Authority to conduct a physical inspection/ validation of project output.

3 Confirms/validates/verifies the latest physical output against the Physical Accomplishment Report submitted. Inspect output based on the latest report.

Latest Physical Accomplishment Report


Team

Confirmed/Verified/ Validated Physical Accomplishment Report.

4

Examines the output if the same conforms to the standard prescribed in the Manual of Real Property Appraisal and Assessments Operations.

Confirmed/Verified/ Validated Physical Accomplishment Report.

2 hours Project Evaluation

Team

Examined/Verified Physical Accomplishment

Tax Maps – refer to Chapter II, Sec. 2, Figure 1, 1-a, 2, 4, 5, 6, 7, 8 and 9. Sectioning – refer to Chapter II, Sec. 2, 3(A). Forms and Records – refer to Chapter VI, Sections 1, 2 and 3. Data must be in accordance with the

742


Processing Time

Responsible Person


Remarks

provisions of the manual, as to the assessment and appraisal, Codes and Numbering system. If outputs are in compliance with the Manual of Operations, sign the Physical Accomplishment Report approving the same (Post-Field Operations).

5 Conducts exit conference and presents all the findings during the field inspection, in case there are adverse findings, recommends immediate mitigating measures to address the problem.

Examined/Verified Physical Accomplishment


Team

Findings/ recommendations on the conduct of project inspection (physical progress)

Field Inspection report should be prepared upon return to Office.

6 CO-M&E Division prepares and finalizes inspection report one week upon return to Office.

Findings/ recommendations on the conduct of project inspection (physical progress )


Team

Field Inspection Report countersigns by concerned PEOs.

Field Inspection Report is forwarded to M&E Chief.

7 CO-M&E Division reviews and countersigns Field Inspection Report

Field Inspection Report

30 minutes M&E Chief Field Inspection Report reviewed and countersigned by M&E Chief

If corrections/ revisions are made on the Field Inspection Report by M&E Chief, the same is returned to concerned PEO for

743


Processing Time

Responsible Person


Remarks

editing/finalization; otherwise is forwarded to the SPMS Director

8 CO-M&E Division records and transmits Field Inspection Report to the SPMS Director.

Field Inspection Report reviewed and countersigned by M&E Chief.

5 minutes Admin Aide Date, time and details of Field Inspection Report recorded in logbook of M&E Division. CCS attached

9 CO-SPMS Director reviews and countersigns Field Inspection Report.

Field Inspection Report reviewed and countersigned by M&E Chief.

30 minutes SPMS Director

Field Inspection Report reviewed and noted by the SPMS Director

If corrections/ revisions are made on the Field Inspection Report by SPMS Director, the same is returned to concerned PEO for editing/finalization; otherwise is forwarded to the DED for Operations.

10 CO-DED for Operations reviews and countersigns the Field Inspection Report.

Field inspection report reviewed and noted by SPMS Director


Field inspection report reviewed and noted by DED for Operations

If corrections/ revisions are made on the Field Inspection Report by DED for Operations, the same is returned to concerned PEO for editing/finalization; otherwise is

744


Processing Time

Responsible Person


Remarks

forwarded to the ED.

11 CO-ED reviews and approves the Field Inspection Report.

Field inspection report reviewed and noted by DED for Operations

30 minutes. ED Field inspection report reviewed, noted and approved the Field Inspection Report.

If there is any instruction from the Directors, act accordingly on the matter. Otherwise the Field Inspection Report shall be released to the Records Section for mailing to concerned LGU and copy furnish concerned RO and likewise secure a copy for future reference.

12 CO-M&E Division receives and transmits the signed Field Inspection Report with notations of the other Directors.

Signed/Noted Field Inspection Report

5 minutes Admin Aide Date, time and details of the report on field inspections recorded in the logbook of the Records Division.

Secure file copy of the field inspection report for future reference; See process of “Outbound documents” under Records Section;

End of Process

745

1.7 Verify/validate project funds expenditures


Processing Time

Responsible Person


Remarks

1. CO-M&E Division examines the total actual expenditures posted in the audited financial reports (Certificate of Status of Funds together with Statement of Expenditures (CSF/SOE) submitted by the project center if the same are in conformity with the Summary of Project Cost indicated in the approved (PIP).

Audited CSF/SOE with supporting documents.

1 hour Project Evaluation

Officer

Audited CSF/SOE Refer to Manual on Financial Management for rules and regulations on disbursement.

2. CO-M&E Division validates the actual expenditures incurred for every component (Tax Mapping, Records Conversion and Tax Collections).

PIP and Audited CSF/SOE with supporting documents.

1 hour PEO Evaluated allocation of project cost and Evaluation summary (financial)

Refer to Manual on Financial Management for rules and regulation on disbursement and the PIP for schedule of costing; The total expenses incurred should not exceed the allocated amount in the summary of project cost indicated in the approved PIP.

If the total actual expenditures exceed the approved allocated amount, the excess amount may be charged against the general fund of the project center. Otherwise, the participating LGU should make a request for realignment of funds.

3. CO-M&E Division receives and records the letter request for realignment of funds from the Office of the Project Manager (Project Center).

Letter request of LGU for the realignment of funds

5 minutes Admin Aide Date, time and details of letter request recorded in the logbook. Corresponding CCS

The letter request is forwarded to concerned PEO

746


Processing Time

Responsible Person


Remarks

attached

4. CO-M&E Division revises the summary of project cost in the PIP according to the requested realignment of fund not exceeding the total project cost per component.

Letter request of LGU for the realignment of funds

45 minutes PEO Summary of project cost revised and countersigned by concerned PEO; letter request of LGU for realignment of funds

5. CO-M&E Division prepares letter to the project manager approving the request for realignment of fund together with revised summary of project cost. Informing also that any cost overrun that may be incurred in connection with the project expenses shall be borne fully by the LGU chargeable against its local funds

Revised summary of project cost

45 minutes PEO Letter to the Project Manager approving the realignment of funds countersigned by concerned PEO; and Revised summary of project cost

The letter approving the realignment of funds and revised summary of project cost are forwarded to M&E Chief

6. CO-M&E Division reviews and approves the letter request for the realignment of fund and the revised summary of project cost.

Letter to the Project Manager approving the realignment of funds countersigned by PEO; and revised summary of project cost.

20 minutes M&E Chief Letter to the Project Manager approving the realignment of funds and revised summary of project cost countersigned by M&E Chief

If corrections/ revisions are made by M&E Chief on the letter to the Project Manager approving the realignment of funds and revised summary of project cost, the same are returned to the PEO for editing/

747


Processing Time

Responsible Person


Remarks

finalization, otherwise, is forwarded to the SPMS Director.

7. CO-M&E Division records and transmits the letter to Project Manager approving the request for realignment of funds together with revised summary of project cost to the Office of the SPMS Director.

Letter to the Project Manager approving the realignment of funds and revised summary of project cost countersigned by M&E Chief.

5 minutes Admin Aide Date, time and details of the letter to the project manager approving the realignment of fund recorded in the logbook of the M&E Division.

8. CO-SPMS Director reviews and approves the letter to Project Manager approving the request for realignment of funds t.

Letter to the Project Manager approving the realignment of funds and revised summary of project cost countersigned by M&E Chief.

30 minutes

SPMS Director

Letter to the Project Manager relative to the realignment of funds and revised summary of project cost reviewed and approved by the SPMS Director.

If corrections/revisions are made by the SPMS Director on the letter to the Project Manager approving the realignment of funds the and the revised summary of project cost, the same are returned to the PEO for editing/ finalization, then proceed to step 5.

9. CO-M&E Division records and transmits to the Records Division approved letter to the project manager relative to the request for realignment of funds together with revised summary of project cost for mailing to concerned LGU.

Approved letter to the Project Manager relative tot the request for realignment of funds together

5 minutes Admin Aide Date, time and details of letter to LGU recorded in the logbook

For mailing to concerned LGU (see process of “Outbound Documents” under Records Section)

748


Processing Time

Responsible Person


Remarks

with revised summary of project cost.

End of Process

749

5.1 Collate impact report, sustainability plan and SPCR on completed projects


Processing Time

Responsible Person


Remarks

1 CO-M&E Division receives and records Sub-Project Completion Report (SPCR), Impact Report and Sustainability Plan (SP) submitted by project centers.

SPCR, Impact Report and SP

10 minutes Admin Aide Date, time and details of the reports recorded in the logbook. Corresponding CCS attached.

Forward to the Project Evaluation Officers the Sub-Project Completion Report (SPCR), Impact Report and Sustainability Plan (SP).

2 CO-M&E Division reviews Sub-Project Completion Report (SPCR) and Sustainability Plan (SP). Evaluate/validate Impact Report.

SPCR, Impact Report and SP


Officer

Reviewed SPCR and SP. Evaluated Impact Report.

3 CO-M&E Division gathers data from reviewed/evaluated/ validated Sub-Project Completion Report (SPCR), Impact Report and Sustainability Plan (SP).



Officer

Data from reviewed SPCR and SP. Evaluated Impact Report.

4 CO-M&E Division files of Sub-Project Completion Report (SPCR), Impact Report and Sustainability Plan (SP) for consolidation with other reports of project centers, in preparation for the Project Completion Report (PCR).


10 minutes Admin Aide Filed Sub-Project Completion Report (SPCR), Impact Report and Sustainability Plan (SP).

Until the submissions of reports are completed and the data are evaluated, validated and gathered the same must be forwarded to PLANS DIVISION for Project Completion Report (PCR) preparation.

End of Process

750

5.2 Prepare analysis of impact report


Processing Time

Responsible Person


Remarks

1 CO-M&E Division receives and records the

Sub-Project Completion Report (SPCR) and

Impact Report (IR) submitted by project

LGUs.

SPCR and Impact

Report


details of SPCR

and IR recorded in

the logbook.

SPCR and IR are

forwarded to

concerned PEO.

2 CO-M&E Division consolidates the data from

Sub-Project Completion Report (SPCR) and

Impact Report submitted by project LGUs.

SPCR and Impact

Report

45 minutes PEO Consolidated data

from SPCR and IR

3 CO-M&E Division prepares data analysis

relative to the impact of the completed

project to Project LGUs.

Consolidated data 45 minutes PEO Analyzed data

prepared by PEO


analysis report with corresponding

Memorandum relative to the impact of the

completed project to the project LGU.

Analyzed data 45 minute PEO Analysis Report

together with

Memorandum

Analysis Report and

Memorandum are

forwarded to M&E

Chief

5 CO-M&E Divisions reviews and makes

comments on the analysis report.

Analysis Report

together with

Memorandum

30 minutes M&E Chief Analysis Report

and Memorandum

reviewed and

countersigned by

M&E Chief


are made by the M&E

Chief on the Analysis

Report and

Memorandum, the


PEO for editing/

finalization, otherwise,

751


Processing Time

Responsible Person


Remarks


SPMS Director.


Analysis Report together with Memorandum

to the SPMS Director.

Analysis Report

together with

Memorandum


details of Analysis

Report and

Memorandum

recorded in the

logbook. CCS

attached.

7 CO-SPMS Director reviews and countersigns

the analysis report and Memorandum.

Analysis Report

together with

Memorandum

30 minutes SPMS

Director

Analysis Report

and Memorandum

reviewed and

countersigned by

SPMS Director



Director on the

analysis report and

Memorandum, the


M&E Division, for



4, otherwise, is


for Operations.

8 CO-DED for Operations reviews and

countersigns analysis report with

Memorandum.

Analysis Report

and Memorandum

reviewed and

countersigned by

30 minutes DED for

Operations

Analysis Report

and Memorandum

reviewed and

countersigned by


are made by the DED


analysis report with

752


Processing Time

Responsible Person


Remarks

SPMS Director DED for

Operations

Memorandum, the


M&E Division, for



4, otherwise, is

forwarded to the ED.

9 CO-ED Executive Secretary proofreads

analysis report with Memorandum.

Analysis Report

and Memorandum

reviewed and

countersigned by

DED for

Operations


Secretary

Proofread analysis

report with

Memorandum


are made by the


the analysis report

with memorandum,


to M&E Division, for



4; otherwise are

forwarded to the ED

10 CO-ED reviews and approves analysis report

with Memorandum.

Proofread analysis

report with

Memorandum

30 minutes ED Reviewed and

signed analysis

report with

Memorandum


are made by the ED on

the analysis report

with Memorandum,


to M&E Division, for



753


Processing Time

Responsible Person


Remarks

4.

If there are any instructions from the Directors, act accordingly on the matter. Otherwise proceed to next step.


the PLANS DIVISION the analysis report in

preparation for the Project Completion

Report (PCR) and for Publication,

distribution and knowledge management

(please see Procedure Title: Publication,

Distribution and Knowledge Management).

Approved analysis

report with

Memorandum


details of the

analysis report and

Memorandum

recorded in the

logbook.

Secure file copy of the

analysis report and

Memorandum for

future reference.

End of Process

754

5.3 Publication, distribution, knowledge management.


Processing Time

Responsible Person


Remarks

For publication:

1 CO-M&E Division prepares Memorandum requesting the Chief, MIS to publish the analysis report on BLGF website.

Directors reviewed/ commented/concurred/ noted analysis report.

35 minutes PEO Memo requesting MIS Chief to publish analysis report on BLGF website.

The Memorandum requesting for the publication of the analysis report on the BLGF website forwarded to M&E Chief for signature.

2 CO-M&E Division reviews and signs the Memorandum requesting the Chief, MIS to publish the analysis report at BLGF website.


20 minutes M&E Chief Reviewed and signed Memorandum requesting MIS Chief to publish analysis report at BLGF website.

3 CO-M&E Division records and transmits memorandum requesting Chief, MIS to publish the analysis report at BLGF website.

Signed memo requesting Chief, MIS Chief to publish analysis report at BLGF website.

5 minutes Admin Aide Date, time and details of the Memorandum recorded in logbook of M&E Division.

Signed Memorandum requesting Chief, MIS to publish the analysis report on BLGF website is forwarded/released to MIS Division.

For distribution:

1 CO-M&E Division prepares Memorandum Circular informing all the Regional Directors and Local Treasurers and Assessors of the analysis report relative to the impact of the completed project to the LGUs that participated in the project.


45 minutes PEO Memorandum Circular countersigned by the PEO

Memorandum Circular is forwarded to M&E Chief.

755


Processing Time

Responsible Person


Remarks

2 CO-M&E Division reviews the Memorandum Circular informing all the Regional Directors and Local Treasurers and Assessors of the analysis report.

Memorandum Circular countersigned by the PEO

30 minutes M&E Chief Memorandum Circular reviewed and countersigned by the M&E Chief

If corrections/revisions are made by the M&E Chief on the Memorandum Circular, the same is returned to the PEO for editing/finalization, otherwise, is forwarded to the SPMS Director.

3 CO-M&E Division records and transmits to the SPMS Director the Memorandum Circular for information/comment/ concurrence/ notation.

Memorandum Circular reviewed and countersigned by M&E Chief

5 minutes Admin Aide Date, time and details of Memorandum Circular recorded in the logbook of M&E Division. CCS attached

4 SPMS Director reviews and countersigns he Memorandum Circular informing all the Regional Directors and Local Treasurers and Assessors of the analysis report.

Memorandum Circular reviewed and countersigned by M&E Chief

30 minutes SPMS Director

Memorandum Circular reviewed and countersigned by SPMS Director

If corrections/revisions are made by the SPMS Director on the Memorandum Circular, the same is returned to the PEO for editing/finalization, then proceed to step 2, otherwise, is forwarded to DED for Operations.

5 CO-DED, Operations reviews and countersigns Memorandum Circular informing all the Regional Directors and

Memorandum Circular reviewed and countersigned


Memorandum Circular reviewed and countersigned

If corrections/revisions are made by the DED-Operation

756


Processing Time

Responsible Person


Remarks

Local Treasurers and Assessors of the analysis report.

by SPMS Director by DED for Operations

Memorandum Circular , the same is returned to the PEO for editing/finalization, then proceed to step 2, otherwise, is forwarded to the ED.

9 CO-ED reviews and signs the Memorandum Circular informing all the Regional Directors and Local Treasurers and Assessors of the analysis report.

Memorandum Circular reviewed and countersigned by DED for Operations


Memorandum Circular reviewed and signed by ED

If corrections/revisions are made by the ED on the Memorandum Circular, the same is returned to the PEO for editing/finalization, then proceed to step 2, otherwise, is forwarded to the Records Section.

If there are any instructions from the Directors, act accordingly on the matter. Otherwise proceed to next step. 10 CO-M&E Divisions records and transmits to

the Records Division for mailing the Memorandum Circular informing all the Regional Directors and Local Treasurers and Assessors of the analysis report.

Memorandum Circular reviewed and signed by ED

5 minutes Admin Aide Date, time and details of Memorandum Circular recorded in the logbook of the Records Section.

For knowledge management:

1 CO-M&E Divisions prepares memo requesting Chief, INFO to keep hold of a copy of the analysis report in the library for knowledge sharing.

Analysis report 5 minutes Admin Aide Memorandum requesting Chief, INFO to keep hold of a copy of the analysis report in

Memorandum requesting Chief, INFO to keep hold of a copy of the analysis report in the library for

757


Processing Time

Responsible Person


Remarks

the library for knowledge sharing, countersigned by PEO.

knowledge sharing is forwarded to M&E Chief

2 CO-M&E Division reviews and signs the Memorandum requesting Chief, INFO to keep hold of a copy of the analysis report in the library for knowledge sharing.

Memorandum requesting M&E Chief to keep hold of a requesting Info. Division Chief to shelve a copy of the analysis report in the library, for knowledge sharing, countersigned by AO.

30 minutes M&E Chief Reviewed and signed Memorandum requesting Chief, INFO to keep hold of a copy of the analysis report in the library for knowledge.

If corrections/revisions are made by the M&E Chief on the Memorandum , the same is returned to the PEO for editing/finalization, otherwise, is forwarded to Chief, INFO for dissemination.

3 CO-M&E Divisions records and transmits Memorandum requesting Chief, INFO to keep hold of a copy of the analysis report in the library for knowledge sharing.

Signed Memorandum requesting Chief, INFO to keep hold of a copy of the analysis report in the library for knowledge sharing.

5 minutes Admin Aide Date, time, and details of Memorandum recorded in the logbook of M&E Division.

Secured file copy of the Memorandum

End of Process

758

5.4 Facilitate LGU preparation of sustainability progress report


Processing Time

Responsible Person


Remarks

1 CO-M&E Division receives and records Sustainability Plan (SP) submitted by project center.

Sustainability Plan (SP)

5 minutes Admin Aide Date, time and details of the SP recorded in the logbook. Corresponding CCS attached.

Sustainability Plan (SP) forwarded to Project Evaluation Officer.

2 Review SP submitted by project center. SP must contain: Key Areas (Revenue Generation Program, Internal Administration and Capacity Bldg.); Services (Assessment & Treasury Offices); Strategies by Element (Activities or Possible Solution); Timeframe (How much period is needed to accomplish task); Fund Requirement (Amount and Source); Responsible Person (Point Person in achieving the task); Materials/Equipment (Supplies needed); Expected Output/Outcome (What result wanted to achieve?). Sustainability plan must include: Tax Mapping Maintenance; Maintenance of Assessment Records; Updating of RPT Records; Provision of Assessment records; Identification/discoveries of new real property/ies and others.

Sustainability Plan (SP)


Officer

Reviewed Sustainability Plan (SP).

3 CO-M&E Division prepares and finalizes letter requiring project center to submit status report relative to the implementation of Sustainability Plan (SP).

Reviewed Sustainability Plan (SP).


Officer

Letter requiring project center to submit status report countersigned by

Letter is forwarded to the M&E Division Chief.

759


Processing Time

Responsible Person


Remarks

concerned PEO.

4 CO-M&E Division reviews and counter signs the letter requiring project center to submit status report on SP.

Letter requiring project center to submit status report countersigned by concerned PEO.

20 minutes M&E Division Chief

Letter requiring project center to submit status report countersigned by Division Chief.

If corrections/revisions are made by the Division Chief on the letter, the same is returned to the AO for editing/finalization, otherwise, is forwarded to the SPMS Director.

5 CO-M&E Division records and transmits to Director, the letter requiring project center to submit status report on SP.


5 minutes Admin Aide Date, time and details of the letter recorded in logbook of M&E Division.

6 SPMS Director reviews and signs the letter requiring project center to submit status report on SP.


20 minutes Project Centers

SPMS Director

Letter requiring project center to submit status report signed by SPMS Director

If corrections/revisions are made by the SPMS Director on the letter, the same is returned to the AO for editing/ finalization, then proceed to step 3.

7 CO-M&E Division records and transmits to Records Section the signed letter requiring project center to submit status report on SP for mailing to concerned LGU.

Signed letter requiring project center to submit status report on SP.

5 minutes Admin Aide Copy of signed letter docketed

See process of “outbound documents” under Records Section

End of Process

760

Bureau of Local Government Finance

Operating Procedure for Regional Offices

761

DIVISION : Regional Office




1. Performs Administrative and Operational functions over the local treasury and assessment offices of the provinces, cities and municipalities

1.1 Administration 1.1.1 Appointment of Treasurer and Assistant Treasurer 1.1.2 Designation of ICO/OIC Treasurer and Acting Assistant

Treasurer 1.1.3 Detail of Local Treasurer (Assistant Treasurer) 1.1.4 Transfer of Local Treasurer (Assistant Treasurer) 1.1.5 Authority to Travel Abroad of Local Treasurer

(Assistant Treasurer) 1.1.6 Leave of Absence of Local Treasurer (Assistant

Treasurer) 1.1.7 Appointment of Regional Staff 1.1.8 PTWAR of Regional Office Staff / granting of

Productivity Incentive Bonus 1.1.9 Implementation of CSC Rules and Regulations for

Regional Office Staff 1.1.10 UPES of Local Treasury and Assessment Office

1.2 Operation 1.2.1 Preparation of Plans and Programs of the Regional

Office 1.2.2 Review and Approve Plans and Programs of Provincial

762

and City Treasury /Assessment Offices (Set of collection target, revenue generation plan)

1.2.3 Monitor/evaluate Plans and Programs of Provincial and City Treasury /Assessment Offices

1.2.4 Prepare a Semestral UPES 1.2.5 Evaluate /Validate UPES of Provincial and City Treasury

/Assessment Offices

2. Supervises and coordinate the conduct of local treasury and assessment operations of the provinces, cities and municipalities within the region for proper implementation of laws, decrees, rules and regulations and administrative issuances of the Department.

2.1 Local Revenue Performance Evaluation (with checklist, provide recommendation to LCE, monitor remittances/deposits of collection, compliance COA audit findings, compliance reports)

2.2 Supervise the transfer of accountabilities between outgoing to incoming accountable officers (Provincial and City Treasurer only)

2.3 Dissemination and Implementation of laws, decrees, rules and regulations and administrative issuances of the DOF/BLGF

2.4 Monitor and enforce implementation of laws, decrees, rules and regulations and administrative issuances of the DOF/BLGF (i.e. eSRE, LTOM, Assessment Manual)

2.5 Provide technical assistance, inputs and recommendation to the preparation of LGU tax code, updating of tax code and other revenue generating initiatives/sources.

2.6 Monitor fiscal/financial performance of LGUs (19 financial indicator)

3. Establish liaison and linkage with other regional offices and agencies of the national government in the region for the purpose of closer coordination in the execution of national regional plans or programs in the area.

3.1 Election Duties 3.1.1 Transfer of Treasurers 3.1.2 Supervise the transfer of accountabilities between

outgoing to incoming accountable officers (Provincial and City Treasurer only)

3.2 BIR MOA Implementation 3.3 NEDA,DILG, DBM, BLGF, Joint Memorandum Circular

763

Implementation 3.4 Provide inputs, technical assistance and activity

participation to Regional Development Council and other relevant agencies (DAR, LBP, DENR, etc.)

4. Undertake researches, studies and related activities with central office for the purpose of formulation and execution of policies that would promote the financial stability and growth of local government.

4.1 Determine LGU fiscal management best practices, reforms, standardization, improvements and innovations for promotions and opportunities of replication.

4.2 Recommend to BLGF Central Office best practices, reforms, standardization, improvements and innovations for promotions and opportunities of replication.

5. Supervises and monitor the execution of tax mapping and other real property assessment projects of the local governments units within the region.

5.1 Promotion of tax mapping and other real property assessment projects (LGFSP, LOGOFIND, etc.)

5.2 Evaluate and identify LGUs’ eligibility/capability /qualification

5.3 Supervise and monitor the execution of tax mapping and other real property assessment projects (findings, recommendations, adjustments, etc.)

6. Provide technical assistance in the preparation and approval of schedules of market values of real property prepared by the provincial and city assessors in the region

6.1 Promote general revision to LGUs 6.2 Provide technical assistance in the preparation and

approval of SMVs (workshop, writeshop, etc.) 6.3 Monitor city and municipality thru the provincial assessor,

the conduct of general revision.

7. Coordinate the plans, programs and activities of local treasury and assessment offices in the conduct of tax collections drives and tax information and education campaigns.

7.1 Facilitate coordination between Treasury and assessment office on related tax collections drives and tax information and education campaigns.

8. Subject to the approval of the Department of Finance, conduct regional training programs, seminar-workshops, conferences, and other allied activities designed primarily for the improvement of administrative and technical skills in the local treasury and assessment offices

8.1 Prepare annual training programs 8.2 Facilitate conduct of training provided by Central Office to

LGUs (LTOM, eSRE) 8.3 Implement approved training program

764

SPECIFIC PROCEDURES 1.1.3 Detail of Local Treasurer (Assistant Treasurer) 1.1.4 Transfer of Local Treasurer (Assistant Treasurer)


Processing Time

Responsible Person


Remarks

1 RO receives and records request from Local Chief Executives (LCEs) thru Provincial Treasurers (PTs) for for the detail of Local Treasurer

Letter request of LCE with with PT's recommendation and documentary requirements


Date, time and details of the letter request with complete documentary requirements

Forwarded to RD for proper assignment to Action Officer concerned

2 Regional Director (RD) routes/assigns letter request together with documentary requirements, to Action Officer for appropriate action

Letter request with PT's recommendation and documentarty requirements

10 minutes RD Letter request with documentary requirements assigned to ADMIN OFFICER

Letter request assigned to ADMIN OFFICER

3 Evaluates and prepares appropriate action on the letter request of the LCE

Letter request with documentary requirements

30 minutes Admin Officer Letter request routed by ADMIN OFFICER

Letter request evaluated; appropriate action prepared. If documentary requirements are complete, proceed to next step, if not, return to PT thru PT to submit lacking requirements

In case of detail or transfer of Local Treasurer to another Office or LGU,

765


Processing Time

Responsible Person


Remarks

4 Prepares RSPO designating OIC-ICO Local Treasurer, together with Indorse- ment to BLGF CO


20 minutes Admin Officer RSPO prepared RSPO reviewed by ARD; forwards to RD for approval/ signature

5 Approved/signed RSPO for BLGF CO confirmation

RSPO countersigned by ADMIN OFFICER

10 minutes RD RSPO approved/ signed transmitted to BLGF Manila for confirmation

END OF TRANSACTION

766

1.1.5 Authority to Travel Abroad of Local Treasurer (Assistant Treasurer)


Processing Time

Responsible Person


Remarks

1 RO receives and records the indorsement from the PT forwarding the request for travel authority abroad of local treasurers/assistants supported with LCE's approval on the request and recommendation as to who will take charge of the Office pursuant to DPO 335-03 dated October 1, 2003.

Indorsement from PT, LCE's approval on the request for travel of treasurers and his recommendation as to who will be designated OIC/ ICO and documentary requirements,

15 minutes Admin Aide Date, time and details of Indorsement from PT, LCE's approval on the request for travel of treasurers and his recommendation as to who will be designated OIC/ ICO and documentary requirements recorded in the logbook

Complete set of communications forwarded to RD proper assignment to Action Officer ( ADMIN OFFICER )

2 Assigns the set of communication to the Action Officer concerned



Set of communications assigned to Administrative Officer IV (ADMIN OFFICER ) for evaluation and/or appropriate action

767


Processing Time

Responsible Person


Remarks

3 Evaluates completeness/authenticity of supporting documents on the request for travel abroad and on the request of LCE for the designation of an OIC/ICO treasurer/acting assistant


2 hours Admin Officer

Completeness/authenticity of documentary requirements and qualification requirements as OIC/ICO treasurer/ acting assistant met by proposed designee

In case there are lacking requirements, ADMIN OFFICER coor dinates with concerned LGU for the immediate submission/ compliance of requirements, proceed to the next step of the process

4 Prepares indorsement to BLGF Manila, recommending approval on the request of the treasurer/ assistant to travel abroad, together with RSPO designating an OIC/ICO treasurer/acting assistant for confirmation

Complete/authomatic documentary requirements; as met by proposed designee

1 hour Admin Officer

Indorsement to BLGF Manila on the request for Travel Authority and RSPO prepared

Designation of an OIC/ICO treasurer in case of tempo- rary or permanent vacancy is a MUST, while that of an Acting Assistant Treasurer is optional. Submitted to ARD for review and initial

5 Reviews and initials indorsement to BLGF Manila recommending approval on the request of treasurer/ assistant to travel abroad; RSPO; and application

Indorsement to BLGF, Manila, RSPO designating OIC/ICO/Acting Assistant together

30 minutes ARD Indorsement letter; RSPO reviewed/initialled

Forwarded to RD for approval/signature

768


Processing Time

Responsible Person


Remarks

for leave of absence, if applicable will complete/authomatic documentary requirements

6 Reviews documents and if found to be in order, approves/signs

Reviewed/initialed Indorsement and RSPO

30 minutes RD Indorsement to BLGF, Manila and RSPO approved/signed

Return set of communications to ADMIN OFFICER for release by HRMA to BLGF, Manila

7 Records communication to the logbook for outgoing communications

approved/signed Indorsement to BLGF Manila and RSPO

30 minutes

Admin Officer Set of communications sorted out and recorded

8 Releases set of communications to BLGF, Manila

Set of communications

30 minutes

Admin Aide

(HRMA)

Set of communications released and recorded in the logbook for outgoing communications

Distribution: orig and duplicate copies- BLGF, Manila triplicate copies - BLGF, Regional Office files

9 RO - receives and records approved Travel Abroad and confirmed RSPO from BLGF, Manila

Indorsements approving request to travel abroad and application for leave (if personal travel) and confirming the designation of OIC/


(HRMA)

Indorsements approving request abroad and application for leave (if personal travel) and confirming the designation of OIC/ICO treasurer/acting

Set of communications forwarded to RD for proper assignment to Administrative Officer IV

769


Processing Time

Responsible Person


Remarks

ICO treasurer/acting assistant

assistant

10 RD assigns Indorsement with supporting documents to AO

Indorsements approving request to travel abroad and application for leave (if personal travel) and confirming the designation of OIC/ ICO treasurer/acting assistant

10 minutes RD Indorsement assigned to ADMIN OFFICER

11 Prepares Indorsement to concerned treasurer, thru PT concerned

Indorsements approving request to travel abroad and application for leave (if personal travel) and confirming the designation of OIC/ ICO treasurer/acting

30 minutes Admin Officer Indorsement prepared

Indorsement and supporting documents forwarded to ARD for review and initial

770


Processing Time

Responsible Person


Remarks

assistant

12 Reviews and initials Indorsement Indorsements approving request to travel abroad and application for leave (if personal travel) and confirming the designation of OIC/ ICO treasurer/acting assistant

10 minutes ARD Indorsement together with supporting documents reviewed and initialled

Forwarded to RD for approval/signature

13 Approves/signs Indorsement Indorsements approving request to travel abroad and application for leave (if personal travel) and confirming the designation of OIC/ ICO treasurer/acting assistant

10 minutes RD Indorsement signed

Set of communications returned to ADMIN OFFICER for release of HRMA to Treasurer concerned

771


Processing Time

Responsible Person


Remarks

14 Records coomunication to logbook for outgoing communication

Signed Indorsement approving request to travel abroad and application for leave (personal travel) and confirming the designation of OIC/ICO treasurer/acting assistant

10 minutes Admin Officer Set of communications sorted out, leaving file copies for records

Maintained copies of documents received

15 Releases sets of communications to Treasurer concerned

Indorsement letter together with supporting documents


(HRMA)

Set of communications released and recorded in the logbook for outgoing communicaitions

Distribution: Orig and Duplicate copies - MT thru PT Duplicate copy -file at RO

END OF TRANSACTION

772

1.1.6 Leave of Absence of Local Treasurer (Assistant Treasurer)


Processing Time

Responsible Person


Remarks

1 RO-received and records application for Leaves of Absences exceeding fifteen (15) days of Provincial, City and Assistants Treasurers, in case of municipalities thru the PT

Indorsement duly endorsed by the Provincial Treasurer, together with the application for Leaves

5 minutes Admin Aide Date, time and details of Indorsement with documentary requirements relative to the application for leaves

Forwarded to RD for proper assignment to Action Officer concerned (Administrative Asst II/ADMIN OFFICER )

2 RD assigns the indorsement letter to the Action Officer


30 minutes Admin Aide Application for Leaves assigned to HRMA/ Administrative Officer IV

3 Evaluates completeness/authenticity of supporting documents on the application for leaves of absences of local treasurers (assistants)

Indorsement duly endorsed by the Provincial Treasurer, together with the application for Leaves

2 hours Admin Aide Completeness/ authenticity of documentary requirements

In case there are lacking requirements, ADMIN OFFICER coordinates with concerned LGU for the immediate submission/

4 Prepares Indorsement to BLGF, Manila, recoomending approval on application for Leaves of Absence of Local Treasurers (/Assistants)

Indorsement duly endorsed by the Provincial Treasurer,

2 hours Admin Aide Indorsement to BLGF, Manila, with the recommendation

submitted to ARD for review and initial

773


Processing Time

Responsible Person


Remarks

together with the application for Leaves

of the PT and RD in the application for leaves

5 Reviews Indorsement to BLGF, Manila, for approval on the application leaves of absence of Local Treasurers (Assistants)

Indorsement letter to BLGF, Manila, with recommending approval in the application for leaves of absence

1 hour ARD Indorsement to BLGF, Manila, reviewed/ initialled

Forwarded to RD for approval/ signature

6 Reviews Indorsement to BLGF, Manila, for approval on the application leaves of absence of Local Treasurers (Assistants)

Indorsement countersigned by ARD

30 minutes RD Indorsement approved/ Signed by RD

Set of communications returned to ADMIN OFFICER for release by HRMA to BLGF, Manila

7 Records communication to the logbook for outgoing communications

approved/signed Indorsement to BLGF, Manila


Set of communications sorted out and recorded

END OF TRANSACTION

774

1.2.1 Preparation of Plans and Programs of the Regional Office Step Procedure Input or


Time Responsible

Person Output or


Start the preparation of draft office plans on the basis of previous approved plans and programs to facilitate the easy preparation of plans and programs

1 RO- convenes for any suggestive ideas of the Staff in relation to listed priority thrusts or areas of concerned to be adopt in the preparation of office plans and programs.

Lists of priority thrusts/ areas of concerned

3 hours. ARD Consolidated inputs from regional staff

2 RO- prepares and finalizes the final office plans and programs together with the transmittal letter

Consolidated inputs from regional staff

1 hr. Desig. Planning Officer

Plans and Programs together with transmittal letter countersigned by Planning Officer

Final Office Plans and Programs together with transmittal letter forwarded to ARD for review

3 RO- Assistant Regional Director reviews the final office plans and programs

Final Plans and Programs together with transmittal letter

1 hour Asst. Regional Director

(ARD)

Final Plans and Programs together with transmittal letter countersigned by ARD

If corrections/revisions are made by ARD on Final Plans and Programs together with transmittal letter are forwarded to Desig. Planning Officer for editing/finalization, then proceed to step 2, otherwise the plans and programs are forwarded to RD.

4 Regional Director reviews and approves plans and programs

Final office plans and programs together with transmittal letter countersigned by ARD

1 hour Regional Director

Final Plans and Programs together with transmittal letter reviewed and approved/counter

If corrections/revisions are made by RD on Final Plans and Programs together with transmittal letter are forwarded to

775


Processing Time

Responsible Person


Remarks

signed by RD Desig. Planning Officer for editing/finalization, then proceed to step 2, otherwise the plans and programs are forwarded to Admin Officer I. Approved Final Office Plans and Programs with transmittal letter forwarded to Admin. Officer I

5 RO- Records and transmits Plans and Programs to BLGF-Central Office approval

Approved Plans and :Programs

3 mins. Admin. Officer

Date, time and details of Final Office Plans and Programs and transmittal letter recorded in the logbook of the Regional Office Documents released with Registry Receipt/ Bill No./ Date/Time of transmittal

Original copy of the office plans and programs together with transmittal letter are forwarded to the BLGF Central Office Duplicate copy of the reports are forwarded to the Admin Officer I for file

End of Transaction

776

1.2.2 Review and Approve Plans and Programs of Provincial and City Treasury /Assessment Offices (Set of collection target, revenue generation plan)


Processing Time

Responsible Person


Remarks

1 RO- Records and receives plans and programs from the Local Government Units

All plans and programs

20 mins. Admin Aide Date, time and details of plans and programs with attached CCs recorded in the logbook of the Regional Office

Plans and Programs are forwarded to concerned LTOOs/LAOOs ( Action Office)

2 RO- Action Officer reviews and evaluates the plans and programs from Local Government Units based on the revenue targets on Real Property Tax, Business Tax, Fees and Charges and Economic Enterprises allocated to the Regional Office and properly assigned/distributed according to the taxable assessed value x the tax rate of the Local Government Units and with regards to Bus Tax, Fees and Charges and Eco. Ent is the actual collections with increment factors (year, GDP Growth @ Current Price)

Plans and Programs

1 hour LTOOs/LAOOs (Action Officer)

Reviewed and evaluated Plans and Programs for approval with allocated targets on Real Property Tax, Business Tax, Fees and Charges and Eco. Enterprises together with transmittal letter countersigned by Action Officer

For approval Plans and Programs together with transmittal letter forwarded to ARD for review

3 RO- Assistant Regional Director reviews the plans and programs from Local Government Units together with transmittal letter

Plans and Programs together with transmittal letter

30 mins. Asst Regional Director

(ARD)

Plans and Programs together with transmittal letter countersigned by

Plans and Programs together with transmittal letter are forwarded to Regional Director for approval

777


Processing Time

Responsible Person


Remarks

ARD.

4 Regional Director reviews and approves plans and programs from Local Government Units together with transmittal letter

Plans and Programs of LGUs together with transmittal letter countersigned by ARD.


Approved Plans and Programs together with transmittal letter

Approved Plans and Programs of LGUs with transmittal letter forwarded to Admin Officer I

5 RO- Records and transmits Plans and Programs to the concerned LGUs

Approved Plans and Programs

5 mins. Admin. Officer

Date, time and details of approved Plans and Programs and transmittal letter recorded in the logbook of the Regional Office Documents released with Registry Receipt/ Bill No./Date/Time of transmittal

Original copy of the approved plans and programs together with transmittal letter are returned to the concerned LGUs Duplicate copy of the reports are forwarded to the Admin. Officer I for file.

End of Transaction

778

1.2.3 Monitor/evaluate Plans and Programs of Provincial and City Treasury /Assessment Offices


Processing Time

Responsible Person


Remarks

1 Present the Memorandum Order to the

Municipal Assessor for monitoring and

evaluation of fthe office as mandated by law

Memorandum

Order

1 hour LAOO Representation

with the municipal

assessor

undertaken

Render technical

assistance in the

preparation of

schedule of market

values

2 Make a courtesy call with the local chief

executive and other municipal officials

informing the purpose of the visit

Memorandum

Order

30 minutes1 LAOO Courtesy call with

the Local Chief

Executive and

other municipal

officials

.

3 Determine the appropriate number of real

property units subject for evaluation

Evaluation of real

property units

using the

assessment roll

1 day LAOO No. of real

property units

4 Validate unit value used in arriving at the

market value of the subject properties in

accordance with the approved schedule of

market values

Validation of unit

value against

approved schedule

of market value of

real property units

1 day LAOO Unit values

validated

5 Validate Field Appraisal and Assessment

Sheets, Tax Deeclarations, if it is in

accordance with the approved schedule of

Field Appraisal and

Assessment Sheet,

Tax Declarations

3 days LAOO Validated FAAS

and TD

779


Processing Time

Responsible Person


Remarks

market values validated

6. Conduct on site verification of real

properties subject of the

evaluation/validation

Summary of

records/findings

and observations

1 day LAOO Subject RPU’s tied

up and validated

based on the Tax

Maps and FAAs

subject for

validation

7. Records all the findings/observations noted

in the field validation

Obervations and

findings in the

field noted

3 hours LAOO Findings and

obervatins noted

8. Conduct exit conference to Assessor and LCE

citing all the findings with corresponding

recommendations

Findings on the

conduct of on site

verification

45 min. LAOO Exit conference Repot on field

inspection prepared

upon returning to

office

9. Prepare findings/recommendations on field

inspection conducted

Reports on field

inspection

3 hours LAOO Findings and

recommendation

Letter of inspection

report for submission

to RD

10 Prepares Inspection Report for submission

to RD

Inspection Report 2 hours LAOO Inspection Report

11 Transmit the inspection report with

recommendation to the concered Assessor

and Local Chief Executive

Inspection report

with

recommendation

1 hour Admin

Officer

Tme, date and

details of the

inspection report

recorded in the

Transmitted thru FAX,

email or thru mail with

registry receipt

780


Processing Time

Responsible Person


Remarks

logbook

END OF TRANSACTION

781

2.1 Local Revenue Performance Evaluation (with checklist, provide recommendation to LCE, monitor remittances/deposits of collection, compliance COA audit findings, compliance reports)


Processing Time

Responsible Person


Remarks

25. RD issue directives to concerned employees for the conduct of Revenue Performance Evaluation in the LGUs through the issuance of travel order

Approved Travel Order issued to concerned employees as a team

15 min. RD Approved Travel Order with complete details recorded in the logbook for Travel Orders of the Regional Office.

RO conducts local revenue performance evaluation based on plans and programs and in cases of adverse findings in the Annual Audit Report (AAR).

26. RO prepares the documents needed in the conduct of Revenue Performance Evaluation

Approved Travel Order

1 hour Revenue Evaluation

Team

Forms prepared - Refer to

checklist

The team will proceed

to the LGU for

Revenue Performance

Evaluation on the

scheduled date

27. In the LGU, the team coordinate with the local treasurer for a courtesy call to the LCE and/or any elected officials present

Approved travel order issued to the team

1 hour Team Members

and the local treasurer

The team properly introduced themselves and informed/ briefed the LCE or other officials on the purpose of the travel or the Revenue Performance Evaluation to be conducted within the LGU

After the courtesy call,

the team will proceed

immediately in the

Conduct of Revenue

Evaluation

Performance

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/forms-rev%20eval-field/Checklist-Revenue%20Evaluation.docx

782


Processing Time

Responsible Person


Remarks

28. RO conducts Revenue Evaluation Performance on the following area in compliance with regulations under LTOM, BLF-DOF, COA, DBM, CSC and Other Agency Issuances/Circulars.

The following should be evaluated: Records Management:

- Questionnaire on Revenue Performance Evaluation

Examination of Books:

- Proof of Accountability

- Status of implementation on the COA AAR Findings.

- Cash Count of the Treasurer/Accountable Officers and the Collectors

1.5 to 2 days Team Findings, comments and recommendations duly noted during the revenue performance evaluation. Supporting documents secured, if needed.

If there were shortages found during the cash count of treasurers/liquidating officer/cashier and collectors, a written demand letter should be issued immediately by the team leader to produce the said amount within 24 hours for deposit. A photocopy of the deposit slip will form part of the report.

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/forms-rev%20eval-field/QUESTIONNAIRES

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/forms-rev%20eval-field/QUESTIONNAIRES

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/forms-rev%20eval-field/Proof%20of%20Accountabilities

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/forms-rev%20eval-field/Cash%20Count

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/forms-rev%20eval-field/Demand%20Letter-ms%20achivara.docx

783


Processing Time

Responsible Person


Remarks

- Sampling on

the computation of RPT/BT /FC in conformity with the provincial/municipal ordinances and other issuances or circulars.

Field Validation:

- Verification sheet to validate the collection on business establishments to confirm the computation of taxes and fees being paid (RPT/BT/FC) by the taxpayers.

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/forms-rev%20eval-field/Sampling%20RPT-BT-FC

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/forms-rev%20eval-field/Verification%20Form-Bus.%20Est..doc

784


Processing Time

Responsible Person


Remarks

- Follow-

up/Monitor the status of implementation on the COA Annual Audit Report (AAR) Findings.

29. RO conducts exit conference with the LCE and/or any elected official present together with the treasury personnel for the presentation of findings, comments and recommendation for the improvement of the treasury operations in the LGU

Findings, comments and recommendations duly noted during the revenue performance evaluation.

1.5 hours Team Findings, Comments and Recommendations on Local Revenue Performance duly presented for the improvement of the treasury operations.

End of Revenue Evaluation. Return to the regional office

30. RO prepares Accomplishment Report Findings, Comments and Recommendations on the Local Revenue Performance Evaluation conducted

Within 10 days from return to station

Team Field Accomplishment Report prepared and signed by the team members for the information of the RD.

Findings were initially presented to the Regional Director (RD) upon return to office.

AppData/Roaming/Flor.Florizelda-PC/Desktop/COMM%20ANTONINO/Downloads/forms-rev%20eval-field/AAR-%20Sadanga%202008.doc

785


Processing Time

Responsible Person


Remarks

Same report with indorsement letter to be signed by the RD to be furnished to the LCE, Provincial and Municipal Treasurers concerned.

31. Assistant Regional Director (ARD) reviews indorsement letter and accomplishment report

Accomplishment Report with Indorsement Letter to the LCE, Provincial and Municipal Treasurer concerned

1 hour ARD Accomplishment Report with Indorsement Letter to the LCE, Provincial and Municipal Treasurer concerned countersigned by ARD

If corrections/re …

32. RD signs indorsement letter with the attached accomplishment report of the team on the findings, comments and recommendations

Accomplishment Report with Indorsement Letter to the LCE, Provincial and Municipal Treasurer concerned countersigned by ARD

1 hour RD Signed/Approved Indorsement Letter with the attached Accomplishment Report by RD

Forwarded to the Admin Officer I the indorsement letter with attached Accomplishment Report.

786


Processing Time

Responsible Person


Remarks

33. RO records and transmits the accomplishment report with indorsement letter furnished to the concerned field offices

Signed indorsement letter with accomplishment report

20 mins. Admin Officer

Date, time and details of the indorsement letter with accomplishment report recorded in the logbook of the Regional office. Indorsement letter with accomplishment report released thru mail, or other fastest means

Admin. Officer I maintains office file

END OF TRANSACTION

787

2.2 Supervise the transfer of accountabilities between outgoing to incoming accountable officers (Provincial and City Treasurer only)


Processing Time

Responsible Person


Remarks

1. RO- receives and records letter request from

local chief executive (LCE)for the designation

of an OIC/ICO local treasurer

Letter request

from LCE with the

attached

documentary

requirements of

the recommendee

2 mins. Admin Aide Date, time and

details of the

letter request

recorded in the

logbook of the

Regional Office

Letter request

including the

documentary

requirements

forwarded to RD for

assignment to action

officer

2. Regional Director (RD)assigns the letter

request to action officer concerned

Letter request

from LCE with the

attached

documentary

requirements of

the recommendee

10 mins RD Letter request

assigned to

ADMIN OFFICER

Letter request

including the

documentary

requirements

forwarded to Admin

Officer IV

3 RO – prepares Regional Special Personnel

Order (RSPO) directing the outgoing

treasurer to turn-over accountabilities

to the incoming treasurer concerned

Letter request

from LCE with the

attached

documentary

requirements of

the recommendee

3 mins. Admin

Officer

RSPO prepared

and countersigned

by Admin Officer

IV

In case there is/are

lacking document/s,

Admin Officer IV shall

contact the concerned

LGU thru telephone or

email for the

submission of the

same. Otherwise, the

letter-request

788


Processing Time

Responsible Person


Remarks

together with the

attached documents

are forwarded to ARD

for review

4 ARD reviews the RSPO and documentary

requirements

RSPO with the

attached

documentary

requirements

20mins ARD RSPO

countersigned by

ARD


are made by the ARD,

the RSPO with the

attached documents

are returned to Admin

Officer IV for revision,

otherwise, the same

are forwarded to RD

for review/approval

5 RD reviews and approves the RSPO RSPO countersigned by ARD together with the attached documentary requirements

30 mins RD RSPO approved and signed by RD


are made by the RD,

the RSPO with the

attached documents

are returned to Admin

Officer IV for revision,

otherwise, the same

are forwarded to

Admin Aide IV for

recording and released

6 RO records and releases the approved and signed RSPO

RSPO approved and signed by RD

5 mins Admin AIde Date, time and details of RSPO

Release RSPO to

incoming treasurer

789


Processing Time

Responsible Person


Remarks

recorded in the logbook of the Regional Office

copy furnished the

depository banks,

Local Chief Executives

(LCE),Commission on

Audit, and Provincial

Treasurer in case of

Municipal Treasurers

The documentary

requirements for file

Before proceeding to the LGU concerned an office Order shall be issued by the RD for the purpose – see process on the preparation of Office Order

Implementation of RSPO in the LGU concerned

7 RO makes a courtesy call to LCE informing him/her of the transfer of accountabilities between the outgoing and incoming accountable officers and provide a copy of the RSPO and Office Order

RSPO and Office Order from RD

30 mins SLTE/LTOO and other

RO Staff and the out-going and incoming

treasurers

Information of the activities involved on the transfer given to the LCE and a copy of the RSPO duly received by his/her office

In the absence of the

LCE, make a courtesy

call to the OIC

Provincial

Governor/OIC – City/

/Municipal Mayor

8 RO requires the outgoing treasurer to update and close books of accounts including supplies adjustments, as well as reports on accountable forms

RSPO and Office Order from RD and BLGF Memorandum Circular No. 03- 2007 dated March 5, 2007/ Local Treasury Operations

30 mins. SLTE/LTOO and other

RO Staff and COA

representatives

Updated books of accounts including supplies adjustments, as well as reports on accountable forms and cash books

Time for updating

varies depending on

the bulk of unrecorded

transactions

790


Processing Time

Responsible Person


Remarks

Manual, BLGF,DOF, October 1, 2007

9 RO performs a cash count of all cash, cash items, checks, certificate of time deposits, stock certificates held on hand by the outgoing treasurer/ collecting officers/clerks in the treasury office, Inventory of Properties and Accountable Forms

BLGF Memorandum Circular No. 03- 2007 dated March 5, 2007/ Local Treasury Operations Manual, BLGF,DOF, October 1, 2007

1 day SLTE/LTOO and other

RO Staff and COA

representatives

Cash Count Sheet and Inventory of Properties and Accountable Forms

Time of inventory

depends on the bulk of

accountable forms and

properties.

10 RO witnesses actual turn-over of above accountabilities from outgoing to incoming ICO/OIC-Treasurer

Invoice- Receipt of Transfer of Accountabilities

30 mins SLTE/LTOO and other

RO Staff and COA

representatives

Cashbooks, Inventories and other documents pertaining to the transfer signed by the SLTE,LTOO III and other RO staff and other COA representatives Invoice Receipt of Transfer of Accountabilities certified correct by the outgoing treasurer, duly received by the incoming treasurer

Furnish copies of

Invoice Receipt of

Transfer of

Accountabilities to

BLGF, COA, Incoming

and outgoing

Accountable Officers

Advise the incoming

accountable officer to

secure specimen

signature cards from

the authorized

depository banks and

791


Processing Time

Responsible Person


Remarks

and witnessed by the BLGF and COA representatives

apply fidelity bond

with Bureau of the

Treasury

11 RO prepares Memorandum Report for Regional Director

Invoice Receipt of Transfer of Accountabilities certified correct by the outgoing treasurer, duly received by the incoming treasurer and witnessed by the BLGF and COA representatives

At least 5 working days upon return

to office

SLTE/LTOO and other RO Staff

Memorandum Report for RD

Forwarded to RD for

information and/or

appropriate action

Memorandum Report

including turn over

documents for file by

the Admin Officer I

END OF TRANSACTION

792

2.4 Monitor and enforce implementation of laws, decrees, rules and regulations and administrative issuances of the DOF/BLGF (i.e. eSRE, LTOM, Assessment Manual)


Processing Time

Responsible Person


Remarks

1. RO – Receives and records required reports from field offices (Provincial/City Municipal Treasury and Assessment Offices) as required by BLGF/DOF issuances

Treasury/Assessment Reports

10 minutes Admin. Aide Date, time and details of reports with attached CCS recorded in the logbook of the Regional office.

Reports is forwarded to the concerned Section (Treasury/Assessment)

2. Employee assigned for the required reports (Treasury/Assessment Section) will receive and record in the monitoring sheet/logbook and to encode and analyze the report if necessary

Required reports from the LGUs

30 minutes SLTE/ LAOO

Monitoring Sheet/Logbook duly updated Reports encoded and analyzed

10 days after the deadline of submission of required reports, 1st tracer should be sent to the LGUs without reports.

3. SLTE/LAOO or concerned staff will prepare tracers to the LGUs without reports

Tracers with complete information

- Lacking reports

- Sanctions - Deadline

for submission

15 minutes SLTE/ LAOO or

concerned staff

Tracers reviewed and initialed by the ARD

If corrections/

revisions are made by the ARD , the same is returned to the concerned employee

Follow-up tracers should be sent after every ten (10) days of deadline set.

- 2nd tracer

793


Processing Time

Responsible Person


Remarks

- 3rd and final tracer

Legal action to be initiated after the deadline on the issuance of the 3rd and final tracer. Refer to URACCS for the process.

4. Regional Director reviews and signs the tracer

Tracers initialed by the ARD


Tracers reviewed and signed by the Regional Director

If corrections/ revisions are made by the Regional Director, the same is returned to the concerned employee for editing/finalization, otherwise the signed communication is forwarded to the Admin Officer I.

5. RO Admin. Officer I records and transmits the communication to the concerned field offices

Signed communication in reply to the request


Date, time and details of the communication recorded in the outgoing logbook of the Regional office.

Admin. Officer I maintains office files

794


Processing Time

Responsible Person


Remarks

Communication released thru mail, or other fastest means

END OF TRANSACTION

795

2.5 Provide technical assistance, inputs and recommendation to the preparation of LGU tax code, updating of tax code and other revenue generating initiatives/sources


Processing Time

Responsible Person


Remarks

1. RO - Records and receives letter-request from LGUs for technical assistance in the preparation/updating of tax code

Letter-request from the LGU

10 minutes Admin. Aide Date, time and details of letter-request with attached CCS recorded in the logbook of the Regional office.

Letter-request is forwarded to the Regional Director (RD) for information and notation If verbal request the requesting party will be directed to the RD

2. RD assigns the Treasury Section Chief to prepare appropriate communication depending on the letter-request

Letter-request from the LGU


Letter-request with notation of the RD referred to the Treasury Section Chief

Treasury Section Chief

duly acknowledged

the LGU letter-request

in the logbook

3. Treasury Section Chief prepares appropriate communication in reply to the letter-request

Letter-request with notation of the RD

Within 5 days depending

on the request

Local Treasury

Operations Officer (LTOO)/

Supervising Local

Treasury Examiner

(SLTE)

Communication prepared in reply to the letter-request (with attached references, if needed) countersigned by the ARD


are made by the ARD ,


to the concerned


If the request requires

field assistance,

issuance of travel

796


Processing Time

Responsible Person


Remarks

order is necessary.

4. RD reviews and signs the communication in reply to the letter-request (with attached references, if needed)

Communication prepared in reply to the letter-request (with attached references, if needed) countersigned by ARD


Communication in reply to the letter-request reviewed and signed by the RD

If corrections/revisions are made by the RD, the same is returned to the Treasury Section Chief for editing/finalization, otherwise the signed communication is forwarded to the Admin Officer I.

5. RO Admin. Officer I records and transmits the communication to the concerned field offices

Communication in reply to the letter-request reviewed and signed by the RD


Date and details of the communication recorded in the outgoing logbook of the Regional office. Communication released thru mail, or other fastest means


END OF TRANSACTION

797

3.3 NEDA,DILG, DBM, BLGF, Joint Memorandum Circular Implementation


Processing Time

Responsible Person


Remarks

1 RO receives and records letter invitation from DILG for the conduct of joint meeting with concerned agencies (DBM, NEDA, BLGF) relative JMC

Letter invitation from DILG

2 minutes Admin Aide Date, time and details of the letter invitation recorded in the logbook of the Regional Office

Letter invitation forwarded to RD for his information

2 RD instructs Admin Aide IV to record the invitation in the RO calendar of activities

Letter invitation from DILG

2 minutes Admin Aide Letter invitation included in the Calendar of Activities of RO

RD may assign Acting ARD to attend the activity if he/she is not available

3 RO confirms attendance to the invitation Letter invitation from DILG

5 minutes Admin Aide Confirmation of attendance

Confirmation by letter-reply, phone or email

4 RO attends the scheduled meeting

Confirmation of attendance; letter-invitation from DILG

2 hours RD/ARD Attendance to the meeting

The four agencies finalize the date,agenda, speakers and participants for the conduct of harmonization roll out

798


Processing Time

Responsible Person


Remarks

of JMC

5 RO prepares letter-invitation to speakers, treasurers and local chief executives to attend the Roll-Out of JMC

JMC 1 hour Admin Officer

Letter-invitations countersigned by ARD; signed by RD

Approved invitation-letters recorded in the logbook of outgoing communications by Admin Aide IV The 3 agencies invite their own speakers on the topics assigned to them

6 RO prepares lectures, handouts relative Local Revenue Generation and Administration

JMC 2 days ARD, SLTE, LTOO

Powerpoint lectures

DILG, DBM and NEDA prepare their own handouts on the topics assigned to them

7 RO jointly conducts the Roll-Out with NEDA, DILG, DBM

Agenda of the Roll-Out

3 days BLGF, NEDA, DBM, DILG

Accomplishment/Evaluation Report of the activities which transpired during the Roll-Out

Copy of Reports furnished the 3 agencies concerned

END OF TRANSACTION

799

3.5 Provide inputs, technical assistance and activity participation to Regional Development Council and other relevant

agencies (DAR, LBP, DENR, etc.)


Processing Time

Responsible Person


Remarks

1 Receives and records letter-request and or letter of invitation from other national agencies.

Letter request/ invitation with corresponding CCS

20 mins. mins.

Administrativ

e Aide

Date, time and details of communication reflected in the logbook (incoming communications) Corresponding Communication Control Slip (CCS) attached

Letter

request/invitation

forwarded to Assistant

Regional Director

2 Transmit documents to Assistant Regional

Director for his information and action

Letter request/invitation with corresponding CCS

15 mins. Assistant Regional Director

(ARD)

Acted and placed notations on the said letter request/invitation

The letter request is forwarded to Regional Director (RD) for comment

800


Processing Time

Responsible Person


Remarks

3 RO- Notations with comments on the letter

request/invitation

Letter request/invitation with corresponding CCS

30 mins. Regional Director (RD)

For confirmation of the attendance subject to the availability of RD depends upon on the scheduled date

Subject to the availability of RD; or if his representative (Assistant Regional Director/LAOO/LTOO will attend the invitation. Preparation of Travel Order undertaken

4 RO Prepares Travel Order to attend based on the cited invitations

Approved Travel Order issued to concerned employee

15 mins. RD Date, Time and Approved Travel Order

Proceed to Step 5

5 RO- Representative attend based on the cited invitations.

Atend meetings based on the invitation with corresponding approved Travel Order (T O )

1 day ARD/LAOO/LTOO

Attended meetings based on the T O

Representative returned to station

6 RO- Prepares report for submission to RD for his information

Report forwarded to RD

20 mins. Representative

(LTOO/LAOOs ARD)

Prepared report forwarded to RD Same report recorded in the logbook of the Regional Office

RD placed Noted for file on said report.. Admin Officer I maintains the said report on- file of the Regional Office

End of Transaction

801

4.1 Determine LGU fiscal management best practices, reforms, standardization, improvements and innovations for promotions and opportunities of replication


Processing Time

Responsible Person


Remarks

1. RO – Require the LGUs to submit best practices in their localities

Communications with complete details reviewed and initialed by the ARD

30 min. Treasury/Assessment

Section Chief

Communications with complete details, reviewed and signed by the Regional Director

If corrections/


the RD , the same is

returned to the

concerned employee

for editing and

finalization

2. RO Admin. Officer I records and transmits the communication to the concerned field

Communications with complete

10 min. Admin Officer

Date, time and details of the


802


Processing Time

Responsible Person


Remarks

offices details reviewed and signed by the Regional Director

communication recorded in the logbook of the Regional office. Communication released thru mail, or other fastest means

Note: Upon receipt of the required best practices from the LGUs.

3. RO - Records and receives the best practices submitted by the LGUs

Best practices submitted by the LGUs

10 min Admin. Aide Date, time and details of letter-request with attached CCS recorded in the logbook of the Regional office.

Best practices from the LGUs is forwarded to the Regional Director (RD) for information and notation If verbal request the requesting party will be directed to the RD

4. RD assigns the Treasury Section Chief to evaluate the best practices


15 min. RD Best practices with notation of the RD referred to the Treasury Section Chief


duly acknowledged

the LGU letter-request

in the logbook

5. Evaluates and study the best practices submitted and determine the most favorable/excellent practices among the best practices submitted


2 hours Treasury/Assessment

Section Chief

Best practices evaluated and studied

803


Processing Time

Responsible Person


Remarks

6 Field Validation and further documentation of the most favorable/excellent best practices

Best practices evaluated and studied

3 days Treasury/Assessment

Section Chief

Favorable/excellent best practices validated

7 Prepare write ups and full documentation for every advantageous/excellent best practice (process/procedures)

Advantageous/excellent best practices validated


Section Chief

Advantageous/excellent best practices with full write up and documentation

8 Package all the advantageous/excellent best practices in the region

Advantageous/excellent best practices with full write up and documentation


Section Chief

1 package for all the best practices within the region

Best practices will be presented during conferences and trainings within the region for replication by other LGUs

9 Forward to the BLGF Central Office recommending the advantageous/excellent best practices with full write ups and documentations within the region

1 package for all the best practices within the region with indorsement reviewed and initialed by the ARD

20 min. ARD/Treasury/Assessmen

t Section Chief

Indorsement signed by the RD together with the packaged best practices within the region

Office and for replication by other regions.

10 RO Admin. Officer I records and forward to the BLGF CO

Indorsement signed by the RD together with the packaged best practices within the region

15 min. Admin Officer

Date, time and details of the endorsement recorded in the logbook of the Regional office. Communication released thru mail,


804


Processing Time

Responsible Person


Remarks

or other fastest means

END OF TRANSACTION

805

6.1 Promote general revision to LGUs


Processing Time

Responsible Person


Remarks

1 RO receives and records letter/Memo Circular from the BLGF Central Office for promotion of general revision to LGU's.

Letter/ Memo Circular

10 minutes Admin Aide Date, time and details of Memorandum Circular recorded in the logbook

Letter/Memo Circular forwarded to LAOO for inventory of LGU's who have not conducted GR

2 Prepare an inventory of all LGU's that have not conducted GR

Inventory of LGU's

1 day LAOO Inventory of LGU's

reviewed

ARD reviews or render comment on the inventory of LGU's

3 RO prepares and finalizes Memorandum Circular to all LGU's that have not conducted GR

Inventory of LGU's

30 minutes LAOO Memorandum Circular countersigned by the

LAOO

Memorandum Circular forwarded to ARD for review/comment

4 ARD reviews and renders comment on the Memorandum Circular

Memorandum Circular countersigned by LAOO

1 hour ARD Memorandum Circular countersigned by

the ARD

In case of corrections MC is returned to LAOO for editing/retyping

5 RD approves the Memorandum Circular

Memorandum Circular countersigned by ARD

30 minutes RD Memo Circular signed by RD

In case of corrections MC is returned to LAOO for editing/retyping

806


Processing Time

Responsible Person


Remarks

6 RC records and transmits approved and signed Memorandum Circular

Approved Memo

Ciruclar

30 minutes Admin Aide Date, time and details of approved Memorandum Circular recorded in the logbook

Registry Receipt/ Date time of transmittal

END OF TRANSACTION

807

6.2 Provide technical assistance in the preparation and approval of SMVs (workshop, writeshop, etc.)


Processing Time

Responsible Person


Remarks

1 RO receives and records letter request from LGU's that needs technical assistance in the preparation of SMV

Letter-request

from LGU

5 minutes Admin Aide Date, time and details of letter request recorded in the logbook

Letter request forwarded to Regional Director (RD) for review and Instructions

2 RD assigns letter request to LAOO

Letter-request

from LGU

10 minutes RD Letter request with instructions/notations of Regional Director (RD)

Letter forwarded to

LAOO

3 RO prepares and finalizes Memo Order for technical assistance in the conduct of GR

Memo Order for LAOO's based on their area of responsibilities

1 hour LAOO Memorandum Circular countersigned by LAOO

Memorandum Circular forwarded to ARD for comment/ review

4 ARD reviews and renders comment on the Memo Order

Memorandum Circular countersigned by LAOO

1 hour ARD Memo Order reviewed and countesigned by ARD

If corrections/revisions are made by the ARD, the Memo Order is returned to LAOO IV for revision, otherwise MO is forwarded to RD for review/approval

5 RD approve/signs the Memo Order

Memo Order and countesigned

10 minutes RD Memo Order signed by

If corrections/revisions are made by the RD,

808


Processing Time

Responsible Person


Remarks

by ARD

the RD the Memo Order is returned to AO for revision

6 RO records and forwarded the Memo Order to LAOO for implementation

Signed Memo

Order

15 minutes Admin Aide Date, time and details of Memo Order received by the LAOO

7 RO renders technical assistance to LGU's in the preparation of SMV

Technical

assistance

3 days LAOO Technical assistance rendered based on LAR 1-92

See process of LAR 1-92

END OF TRANSACTION

809

8.1 Prepare annual training programs


Processing Time

Responsible Person


Remarks

1 RO prepares survey questionnaire to determine the needs of RO personnel and treasury/assessment officials

Capability Building Program specified in the Annual Plans and Programs

1 day ARD Survey questionnaire

Draft survey-questionnaire forwarded to RD for review If corrections/revisions are made by the RD, the draft survey questionnaire are returned to ARD for revision

2 RO prepares transmittal of the survey questionnaire to treasury/assessment officials

Survey Questionnaire

2 min Admin Officer

Transmittal letter for the survey

RO staff returns the accomplished survey questionnaire to ARD

3 RO analyzes accomplished survey questionnaires from treasury/assessment offices

Accomplished survey questionnaires

1 day ARD Consolidated analysis of the survey questionnaire

ARD may instruct SLTE/LTOO III/ADMIN OFFICER to assist him/her in the said activity

4 RO prepares Annual training programs Consolidated Analysis of the survey questionnaire

1 day ARD/SLTE/LTOO /Admin

Officer

Draft the Annual training program

If corrections/revisions are made by the RD, the draft annual training program is returned to ARD for revision

5 RD approves the annual training program Annual Training 10 min RD Approved Annual RO is now ready to

810


Processing Time

Responsible Person


Remarks

Program Training Program implement the Annual Training Program

END OF TRANSACTION

811

8.2 Facilitate conduct of training provided by Central Office to LGUs (LTOM, eSRE)


Processing Time

Responsible Person


Remarks

1 RO receives letter/memorandum from BLGF C.O. to conduct training to LGUs

Letter/memorandum from BLGF C.O.

5 min Admin Aide Date, time and details of the letter/memorandum recorded in the logbook

Letter/memorandum forwarded to RD for proper assignment to concerned action officer

2 RD assigns preparation of list of participants and required budget for the proposed training program


10 min RD Letter/memorandum with instruction from RD

3 RO prepares and finalizes list of participants, letter-request for funding and transmittal letter to BLGF C.O. for the conduct of training


1 hour ARD List of participants, letter-request for funding and transmittal letter to to BLGF C.O. countersigned by ARD

List of participants, letter-request for funding and transmittal letter to to BLGF C.O. forwarded to RD for review and approval

4 RD reviews list of participants, letter-request for funding and transmittal letter to BLGF C.O.

List of participants, letter-request for funding and transmittal letter to BLGF C.O. countersigned by ARD

15 min. RD List of participants, letter-request for funding and transmittal letter to BLGF C.O. approved by RD

5 RO records and transmits approved list of participants, letter-request for funding and transmittal letter to BLGF C.O.

Approved List of participants, letter-request for funding and

10 min. Admin Aide Date, time and details of the approved list of participants,

812


Processing Time

Responsible Person


Remarks

transmittal letter to BLGF C.O. approved by RD

letter-request for funding and transmittal letter to BLGF C.O. recorded in the logbook

BLGF C.O. approves the list of participants and request for funding and the same to the RO concerned 6 RO receives and records approved list of

participants from BLGF C.O. and funding credited to the trust fund account of RO

Approved List of Participants and funding

10 min. Admin Aide Date, time and details of the approved list of participants and letter advice about fund transfer of the funding from BLGF C.O.LBP credit advice recorded in the logbook

RO should open a trust fund account (if not available) with LBP where funding from BLGF C.O.will be credited

7 RO prepares letter-invitations to speakers and participants to attend the training

Approved List of Participants and funding

1 hour Admin Officer

IV/SLTE/LTOO /LAOO

Letter-invitations countersigned by ARD

Letter-invitations to speakers and participants forwarded to RD for review and approval

8 RD reviews letter-invitations to speakers and participants

Letter-invitations to speakers and participants countersigned by ARD

15 min. RD Letter-invitations to speakers and participants signed by RD

9 RO records and transmits approved letter-invitations to speakers and participants

Letter-invitations to speakers and participants

10 min. Admin Aide Date, time and details of Letter-invitations to

813


Processing Time

Responsible Person


Remarks

speakers and participants recorded in the logbook

10 RO prepares lectures, handouts relative the said training


2 days ARD, SLTE, LTOO, LAOO,

Admin Officer

Powerpoint lectures

All lectures, handouts relative to training are reviewed by concerned speakers/lecturers

11 RO coordinates with venue personnel for food and accommodation of speakers, participants and technical staff


2 days ARD, SLTE, LTOO, LAO,

Admin Officer

Hotel and accommodation within the approved budget

Refer to the process in the procurement of goods and services relative to training expenses in the Regional Office

12 RO conducts the training to LGUs

Agenda of the Training

3 days RD, ARD, SLTE, LTOO,

LAOO, Admin Officer

Training Activities fully implemented; Evaluation Report of Training and Speakers

13 RO prepares and finalizes Terminal Report of the Training, Liquidation Report and transmittal Letter to BLGF C.O.

Evaluation Report of Training and Speakers, documentation of the activities

2 days ARD, SLTE,LTOO

,LAOO , Acting

Accountant

Terminal Report of the Training. Liquidation Report and transmittal letter countersigned by ARD

Terminal Report, Liquidation Report and transmittal letter forwarded to RD for review and approval Liquidation Report composed of the Monthly Certificate of Status of Funds (CSF) and Statement of Receipts and

814


Processing Time

Responsible Person


Remarks

Disbursements (SORD) prepared and certified correct by the Acting Accountant

14 RD reviews Terminal Report, Liquidation Report and transmittal letter to BLGF C.O.

Terminal Report of the Training, Liquidation Report and transmittal letter countersigned by ARD

15 min. RD Terminal Report of the Training, Liquidation Report countersigned by ARD approved by RD

Liquidation Report approved by RD forwarded to Resident Auditor for verification If corrections/revisions are made by the Auditor, the Liquidation Report with the attached documents are returned to Acting Accountant for revision, otherwise, the same are forwarded to Admin Aide IV for recording and release

15 RO records and transmits Terminal Report of the Training, Liquidation Report and transmittal letter to BLGF C.O.

Terminal Report of the Training, Liquidation Report verified by Auditor and transmittal letter approved by RD

10 min. Admin Aide Date, time and details of Terminal Report. Liquidation Report and transmittal letter to BLGF C.O. recorded in the logbook

End of transaction