Department of Finance FRONTLINES...TAX TAX CREDIT CITIZEN’S EXEMPTION (REGULAR AND MABUHAY LANE) CERTIFICATION (ONE‐STOP SHOP)CITIZEN S CHARTER (INTERNALOFFICES) TRANSACTIONAL

Transactional Offices of DOFTransactional Offices of DOF

Department of Finance

FRONTLINESFRONTLINESENTER

TAXTAX TAXTAX CREDITCREDIT CITIZEN’SCITIZEN’STAX TAX EXEMPTIONEXEMPTION

(REGULAR AND (REGULAR AND MABUHAY LANE)MABUHAY LANE)

TAX TAX CREDITCREDITCERTIFICATION CERTIFICATION ((ONEONE‐‐STOP SHOP)STOP SHOP)

CITIZEN S CITIZEN S CHARTERCHARTER

(INTERNAL OFFICES)(INTERNAL OFFICES)

TRANSACTIONAL OFFICES OF DOF

REVENUE OPERATIONS GROUP (REGULAR LANE)

Mandate

The Revenue Operations Group (ROG) is one of the major frontline offices of the Department tasked to conduct careful review andmonitoring of tax and duty exemptions granted to various sectors by the government in order to prevent excessive leakage ofgovernment revenues. Its functions are reflected on its three (3) divisions namely: Customs and Tariff Division (CTD), Internal RevenueDivision (IRD), and Research and Monitoring Division (RMD).

Customs and Tariff Division acts on requests for exemption, deferment, refund, credit of duties and taxes based on the Tariff andCustoms Code, as amended. Internal Revenue Division, however, is responsible for the tax exemptions under the following laws: theConstitution; Internal Revenue Code; International Agreements and Commitments; and other special laws. Lastly, Research andMonitoring Division serves as a clearing house of the Revenue Office regarding information involving internal revenue and customsand tariff mattersand tariff matters.

Incentive Laws Administered Schedule of Availability of Service:Incentive Laws Administered

Issuance of Certificate of Duty/Tax Exemption

y8:00 AM ‐5:00 PM Monday – Friday

Estimated Duration: 5 Working Days

Mabuhay Lane


Who may avail of the service ARMED FORCES OF THE PHILIPPINES pursuant to RA 10349 Revised ELECTRIC COOPERATIVES pursuant to PD 269 as implemented by ARMED FORCES OF THE PHILIPPINES pursuant to RA 10349 Revised AFP Modernization Act

ASIAN PRODUCTIVITY ORGANIZATION pursuant to article 6(b) of APO (MOA between the Philippines and APO

ASEAN CENTER FOR BIODIVERSITY pursuant to Host Country Agreement

ELECTRIC COOPERATIVES pursuant to PD 269, as implemented by DOF‐NEA Joint Circular 1‐97

FOREIGN EMBASSY pursuant to Section 105 (K) of the Tariff and Customs Code (TCCP) and Section 109 (K) of National Internal Revenue Code, both as amended

ASEAN CENTER FOR BIODIVERSITY pursuant to Host Country Agreement between the GRP and the ASEA Center for Biodiversity, in line with the last paragraph of Sec. 105 of the TCCP and Sec. 105(k) of the NIRC, as amended

BANGKO SENTRAL NG PILIPINAS (BSP) pursuant to Sec. 126of RA 7653

BROADCASTING CORPORATION pursuant to Presidential Decree No 1362

FEDEX pursuant to RP‐US Air Transport Agreement

GOVERNEMNT AGENCIES pursuant to Section 13 of the GAA, as implemented by DOF‐DBM Joint Circular 1‐03 dated August 15, 2003

BROADCASTING CORPORATION pursuant to Presidential Decree No. 1362 –implemented by DOF Order No. 16‐78

NBN PTV 4 pursuant to Section 21 of RA 7306

CIVIL AVIATION AUTHORITY OF THE PHILIPPINES (CAAP) pursuant to Sec 16(a) of RA 9497

GSIS pursuant to Section 39 of RA 8291

IRRI pursuant to RA 2707, as amended by PD 1620

INTERNATIONAL AIRLINES pursuant to International Civil Aviation Sec. 16(a) of RA 9497

COOPERATIVES pursuant to RA 6938 as amended by RA 9520 implemented by DOF‐CDA Joint Circular No. 1‐90

RELIEF ORGANIZATIONS ENDORSED BY DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT (DSWD) pursuant to Section 105 (l) of the TCCP

Organization and Sec. 105(k) of the TCCP and Sec. 109(k) of the NIRC, both as amended

INTERNATIONAL ORGANIZATIONS pursuant to International Agreements and Sec. 105(k) of the TCCP and Sec. 109(k) of the NIRC, both as amendedAND DEVELOPMENT (DSWD) pursuant to Section 105 (l) of the TCCP as amended

Mabuhay Lane


Who may avail of the service

FILIPINO INVENTORS pursuant to Section 6, Article III, RA 7459–implemented by DOF Order No. 121‐93

FOREIGN EMBASSY pursuant to Section 105 (k) of the Tariff and Customs Code (TCCP) and Section 109 (k) of National Internal Revenue Code, both as amended

PHILIPPINE SPORTS COMMISSION (PSC) pursuant to Section 6, Article III, Republic Act No. 7459– implemented by DOF Order No. 121‐93

PHIVIDEC LOCATORS pursuant to Section 8, Presidential Decree No. 538, as amended by PD 1491

amended

LGU’s – CLEAN WATER ACT pursuant to Section 26(a(A) of RA 9275 dated March 22, 2014

MAGNA CARTA FOR DISABLED PERSONS pursuant to Section 42(b) of RA 2

NATIONAL GRID CORP. OF THE PHILS. pursuant to Section 9 of RA 9511

PHILIPPINE POSTAL CORPORATION pursuant to Section 14 of RA 7354 (Posta Service Act 1992)7277

ENTITIES ENDORSED BY NATIONAL ECONOMIC AND DEVELOPMENT AUTHORITY (NEDA) pursuant to Last paragraph of Section 105 of the Tariff and Customs Code

7354 (Posta Service Act 1992)

PHILIPPINE RED CROSS pursuant to RA 10072

SEAFDEC pursuant to Section 1 of PD292 in line with last paragraph of Section 105 of thr TCCP, as amended and Sec. 109(k) of NIRC, as amended

NATIONAL DAIRY AUTHORITY pursuant to Section 18 of RA 7884

NATIONAL GRID CORP. OF THE PHILS. pursuant to Section 9 of RA 9511

STATE COLLEGES pursuant to Section 4 (f) Republic Act No. 8292

STATE COLLEGES pursuant to Section 4(F) of RA 8292

TESDA pursuant to Sectin 18 of RA 7686 (The Dual Training Act of 1994), as implemented by Revenue Regulations No. 10‐96

STATE COLLEGES pursuant to Section 4 (f) Republic Act No. 8292

Mabuhay Lane



ARTICLES BROUGHT INTO THE PHILIPPINES FOR REPAIR/PROCESSING/ RECONDITIONING pursuant to Sec. 105(d) of the TCCP, as amended

MEDALS/BADGES OR SMALL ARTICLES BESTOWED AS TROPHIES OR PRIZES FOR HONORARY DISTINCTION pursuant to Section 105(e) of the TCCP, as amended

ARTICLES/SUPPLIES OF SCHEDULED AIRLINES UNDER CONGRESSIONAL FRANCHISE pursuant to Section 105 (u) of the TCCP, as amended and Section 109 (s) of NIRC

SPAREPARTS OF VESSEL/AIRCRAFT OF FOREIGN RESGISTRYas amended

PUBLIC ENTERTAINMENT/EXHIBIT/DISPLAY pursuant to Sec. 105(i) of the TCCP, as amended

ARTICLES BROUGHT BY FOREGN FILM PRODUCERS pursuant to Section

pursuant to Section 105 (w) of the TCCP, as amended

BAREBOAT CHARTERED pursuant to PD 760

DOMESTIC SHIPPING pursuant to RA 9295105(j) of the TCCP, as amended

CONTAINERS/HOLDERS/RECEPTACLE OF PHIL. PRODUCED pursuant to Section 105(m) of the TCCP, as amended

DEMO/TESTING pursuant to Section 105 (q) of the TCCP, as amended

p

MANILA JOCKEY CLUB pursuant to RA 8407/6631

PAGCOR pursuant to PD 1869

ANIMALS & PLANTS FOR SCIENTIFIC /EXPERIMENTAL/PROPAGATION, ETC. pursuant to Section 105(r) of the TCCP, as amended

REPAIRED ARTICLES pursuant to Section 105(x) of the TCCP, as amended

PHILIPPINE RACING CLUB pursuant to RA 7953

TELECOMMUNICATIONS pursuant to RA 7229

Mabuhay Lane


Documentary Requirements

Complete documentary requirements must be in three (3) sets:Complete documentary requirements must be in three (3) sets:

Common in Documentary Requirements: 1. Import shipping documents (AWB/BL)2. Import commercial documents (Invoice & Packing List)

DOCUMENTARY REQUIREMENTS FOR COOPERATIVES UNDER RA 6938 AS AMENDED BY RA 9520:1. Letter request signed by the President/General Manager of Cooperative

Development Authority (CDA) registered Cooperatives (consignee/applicant)

DOCUMENTARY REQUIREMENTS FOR BROADCASTING CORPORATION:1. Letter request from the Broadcasting Corporation (consignee/applicant)2. Affidavit of End Use of the Consignee/applicant/statement of purpose of

importation (consignee/applicant)2. Affidavit of End Use of consignee/applicant/statement of purpose of

importation3. Certification from CDA that the cooperative is duly registered and qualified

for duty and tax exemption4. Board of Investments (BOI) Certification that the articles are not locally

importation3. Copy of Broadcast Contract Between Philippine Information Agency and the

Corporation4. Favorable recommendation from National Telecommunication Commission

(NTC)5. NEDA Certification that the articles are not locally available in sufficient

i d bl li available in sufficient quantity and comparable quality.5. Articles of Cooperation and By‐Laws6. Latest audited financial statements7. Other relevant documents pertaining to the shipment

quantity and comparable quality6. KBP/PIA Certification bearing on the Airtime Credit of the Corporation.

Mabuhay Lane





DOCUMENTARY REQUIREMENTS FOR ECOLOGICAL SOLID WASTE MANAGEMENT:1. Letter request from the Authorized representative from the

LGU/ENTERPRISE (consignee/applicant)2. Affidavit of Consignee/applicant/statement of purpose of importation3 Department of Trade and Industry (DTI) certification that the articles are

DOCUMENTARY REQUIREMENTS FOR ELECTRIC COOPERATIVES:1. Letter request from Electric cooperative signed by the

President/General Manager of National Electrification Administration (NEA) registered Electric Cooperative ( i / li )3. Department of Trade and Industry (DTI) certification that the articles are

not locally available in sufficient quantity and comparable quality4. Approval of Board of Investments (BOI) of the DTI for the importation of

such machinery, equipment, vehicles and spare parts. 5. Department of Environment and Natural Resources (DENR) certification

that the shipment is needed in the collection, segregation, transportation,

(consignee/applicant)2. Affidavit of End Use of consignee/applicant/statement of purpose

of importation3. Certification from NEA that the Electric Cooperative is duly

registered, stating thereto the date of its registration (PD 269) and that it is qualified for duty exemption and the

recycling, re‐use and composing of solid wastethat it is qualified for duty exemption and the equipment/machinery being imported are necessary in its operations

4. Board of Investments (BOI) Certification that the articles are not locally available in sufficient quantity and comparable quality.

5. Other relevant documents

Mabuhay Lane





DOCUMENTARY REQUIREMENTS FOR EMBASSY: 1. Note verbal from the Embassy (consignee/applicant)2. Favorable recommendation from the Department of Foreign Affairs

(DFA).

DOCUMENTARY REQUIREMENTS FOR ENTITIES IMPORTING ARTICLES FOR PUBLIC ENTERTAINMENT, DISPLAY IN PUBLIC EXPOSITION, EXHIBIT OR COMPETITION FOR PRIZES, DEVICES FOR PROJECTING PICTURES/PARTS AND APPURTENANCE, TECHNICAL AND SCIENTIFIC FILMS:

DOCUMENTARY REQUIREMENTS FOR ENTITIES IMPORTING CONTAINERS HOLDERS & OTHER SIMILAR RECEPTACLES OF ANY MATERIALS:1. Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

TECHNICAL AND SCIENTIFIC FILMS:1. Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

importation3. Certification of the Organizer, Venue4. Brochure

O h l d i i h hiimportation3. Certification of Identification4. Articles are not made paper, paper board & textile fabrics, readily

identifiable/re‐usable for shipment or transport of goods5. Other relevant documents pertaining to the shipment

5. Other relevant documents pertaining to the shipmen

Mabuhay Lane





DOCUMENTARY REQUIREMENTS FOR ENTITIES IMPORTING ARTICLES FOR REPAIRS, PROCESSING OR RECONDITIONING & TO BE RE‐EXPORTED:

1. Letter request from the consignee/applicant2 Affidavit of End Use of consignee/applicant/statement of purpose of

DOCUMENTARY REQUIREMENTS FOR ENTITIES IMPORTING SAMPLES/MODELS/MEDICAL SAMPLES/ COMMERCIAL SAMPLES FOR DEMONSTRATION AND TESTING PURPOSE AND WILL BE RE‐EXPORTED:1 Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

importation3. Other relevant documents pertaining to the shipment

1. Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

importation3. Prior Authority from the Department of Finance4. Articles are imported for the purpose of introducing a new article in

the market, imported only once in such in such quantity sufficient for , p y q ythat purpose, imported by entities duly registered and identified in the trade, are no in commercial sizes or in bulk and the value should not exceed PHP 10,000.00 for single importation

5. Other relevant documents pertaining to the shipment

Mabuhay Lane





DOCUMENTARY REQUIREMENTS FOR ENTITIES IMPORTING A RETURN SHIPMENT:1. Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

importation

DOCUMENTARY REQUIREMENTS FOR ENTITIES IMPORTING A RETURN SHIPMENT FOR REPAIR PURPOSES:1. Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

importationimportation3. Export Invoice/ Bill of Lading/AWB, Rider (if Consolidated)4. Export Declaration/CAAP Certificate5. Certificate of Inspection and Identification6. One Stop Shop (OSS‐CENTER) Certification7. Other relevant documents pertaining to the shipment

importation3. Brochure4. Export Invoice/ Bill of Lading/AWB5. Export Declaration/CAAP Certificate6. Certificate of Inspection and Identification7. One Stop Shop (OSS‐CENTER) Certification8 Oth l t d t t i i t th hi t8. Other relevant documents pertaining to the shipment

Mabuhay Lane





DOCUMENTARY REQUIREMENTS FOR FOREIGN FILM PRODUCERS/RESIDENT FILIPINO CITIZEN/PRODUCING COMPANIES OF PHILIPPINE REGISTRY:1. Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

DOCUMENTARY REQUIREMENTS FOR INVENTORS:1. Letter request from the Inventor (consignee/applicant)2. Affidavit of Consignee/applicant/statement of purpose of importation3. Favorable recommendation from Department of Science and Technology

(DOST)2. Affidavit of End Use of consignee/applicant/statement of purpose of importation

3. Certification of Identification4. Evidence showing that the owner is a resident Filipino Citizen or a producing

company of Philippine Registry5. Other relevant documents pertaining to the shipment

(DOST)4. Board of Investments (BOI) Certification that the articles are not locally

available in sufficient quantity and comparable quality.

Mabuhay Lane





DOCUMENTARY REQUIREMENTS FOR LGU:1. Letter request signed by the Local Executive (Governor, City Mayor or

Municipal Mayor)/(consignee/applicant)2. Resolution from the Provincial/City/Municipal Council pertaining to the

importation of heavy/firefighting/garbage disposal equipment

DOCUMENTARY REQUIREMENTS FOR ENTITIES ENDORSED BY MARINA:1. Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

importationimportation of heavy/firefighting/garbage disposal equipment 3. Undertaking/Sworn Statement from LGU that the imported articles are for

direct, exclusive and actual use of the LGU; are not for sale, hire or barter and that the words “Entered Duty‐Tax Free under the New Local Government Code” shall be printed in the conspicuous space on the machinery and equipment

4 I A h i f f I S i ( IS)

p3. MARINA Endorsement that the company is duly registered and qualified for

duty and tax exemption4. MARINA Certification that the vessels are not manufactured domestically,

of comparable quality and of reasonable prices.5. MARINA Certification that the vessel is directly chartered by MARINA‐

registered domestic ship‐owner/operator4. Import Authority from Bureau of Import Services (BIS)5. Other relevant documents covering the shipment.

registered domestic ship‐owner/operator6. Other relevant documents pertaining to the shipment

Mabuhay Lane





DOCUMENTARY REQUIREMENTS FOR STATE COLLEGES:1. Letter request from the authorized representative of the State

Colleges (consignee/applicant)2. Resolution of the Board of regents pertaining to the importation

DOCUMENTARY REQUIREMENTS FOR TELECOMMUNICATIONS COMPANIES:1. Letter request signed by the President/General Manager of the

Telecommunication Company2 Affid i f E d U f i / li / f f2. Affidavit of End Use of consignee/applicant/statement of purpose of

importation3. Franchise4. Certificate of National Telecommunication Commission5. Other relevant documents pertaining to the shipment

Mabuhay Lane





DOCUMENTARY REQUIREMENTS FOR ENTITIES ENDORSED BY MARINA:1. Letter request from the consignee/applicant2. Affidavit of End Use of consignee/applicant/statement of purpose of

importation

DOCUMENTARY REQUIREMENTS FOR PHIVIDEC LOCATORS:1. Letter request/Certification from the Phividec

importation3. Contract of Bareboat Charter4. Other relevant documents pertaining to the shipment

DOCUMENTARY REQUIREMENTS FOR ENTITIES ENDORSED BY NEDA:

DOCUMENTARY REQUIREMENTS FOR RELIEF ORGANIZATIONS ENDORSED BY DSWD:1. DSWD recommendation for Duty exemption of

consignee/applicant2. Authenticated Deed of Donation/Acceptance . BY NEDA:

1. NEDA recommendation for Duty exemption of consignee/applicant2. Authenticated Deed of Donation/Acceptance

/ p

Mabuhay Lane

REVENUE OFFICE (RO‐REGULAR LANE)

STAGES IN PROCESSING TAX EXEMPTION (REGULAR LANE)

Regular Lane

Step Applicant/ Client

Services Duration of Activity (Under Normal Circumstances)

In‐Charge LOCATION FEES

1 Get a number Guard‐on‐duty Helpdesk,Podium NonePodium

2Applications for Exemption Revenue Office

Inquiries/Documentary Check 10‐15 minutes per application Officer of the Day (Name of AO is at the window)

Window 1 –Revenue Office, Podium

None

3File the application/request

Receiving/Encoding & Pushing of the application/request soft/hard copy

10‐15 minutes per application Records Officer (Erick Amador, CRMD)

Window 1 ‐CRMD, Podium None

copy

4 Receiving/Recording of the application/request soft /hard copy 10‐15 minutes per application

Tax Specialist II, RO (Ms. Imelda Aniceto)Administrative Aide (RosulaAtienza)

Office of the Director, Revenue Office

None

3Assigning of the Application/request soft /hard copy 30 minutes per application Director, Revenue Office

Office of the Director, None

to the respective Division Revenue Office

4 Receiving/Recording of the application/request soft /hard copy 10‐15 minutes per application

Administrative Aide (Rey Samonte‐CTD; Eduardo Cruz‐IRD; Cesar Ramirez –RMD)

Respective Division, Revenue Office

None

5Assigning of Application/request soft/hard copy to respective Action 30 minutes per application

Chief Tax Specialist (Vacant‐CTD; Pietro Victorio Curio‐IRD; Vacant‐

Respective Division, R Offi None5 soft/hard copy to respective Action

Officer30 minutes per application Pietro Victorio Curio IRD; Vacant

RMD) Revenue Office None

6

Receive/Evaluate/Process/Prepare the endorsement Soft/hard copy to BOC/BIR or other Government 2‐3 Working days per application

Action Officer( 2 Tax Specialist II & 3 Senior Tax Specialist (Vacant)‐CTD; 2 Tax Specialist II & 3 Senior Tax Specialist (1‐ Sr. Tax Specialist Vacant) IRD; 1 Tax Specialist II

Respective Division, Revenue Office None

Agency Vacant)‐IRD; 1 Tax Specialist II (Vacant), 1 Document Examiner II & 1 Senior Tax Specialist –RMD)

7 Review/Affixing of initials 4 hours per applicationSupervising Tax Specialist (Vacant‐CTD; Nelson Guarino‐IRD; HehersonMarayag‐RMD)

Respective Division, Revenue Office None

REVENUE OFFICE (RO‐REGULAR LANE)

STAGES IN PROCESSING TAX EXEMPTION (REGULAR LANE)

Regular Lane




Chief Tax Specialist ((Vacant‐CTD; Pietro Victorio Curio IRD; Vacant

Respective Division8 Review/Affixing of initials 4 hours per application Pietro Victorio Curio‐IRD; Vacant‐

RMD)Division, Revenue Office None

9 Review/Affixing of initials 4 hours per application Director III, Revenue OfficeRespective Division, Revenue Office

None

a) Review/Affixing of Respective

10

a) Review/Affixing ofinitials/Signing of the Certificate of tax/duty exemption (regular transaction)

4 hours per application Director IV, Revenue Office (Vacant)

RespectiveDivision, Revenue Office None

b)Review/Signing of Certificate of Tax/Duty exemption (complex Office of Undersecretary ‐ROG 6/F DOF Building None

transaction)

Releasing of initialed/signed Certificate of Tax/duty exemption to Records/Office

10‐15 minutes

Tax Specialist II, RO (Ms. Imelda Aniceto)Administrative Aide (RosulaAtienza)

Office of the Director None

REVENUE OPERATIONS GROUP (MABUHAY LANE)

Mandate

On May 13, 1994, the DOF issued Department OrderNo. 29‐94 creating the OPLAN: “The Mabuhay Lane”,which is tasked to expeditiously process applicationsfor tax and duty exemption of six (6) sectors offor tax and duty exemption of six (6) sectors ofimporters, namely: Export‐Oriented firms (BOI), etc.;Returning residents; Non‐Profit, Non‐stockeducational institutions; Books and Periodicals; DOEContractor, etc.; 105(r) Livestocks.Contractor, etc.; 105(r) Livestocks.

Incentive Laws Administered Schedule of Availability of Service:

Issuance of Certificate of Duty/Tax Exemptionunder Mabuhay Lane

8:00 AM ‐5:00 PM Monday – Friday

Estimated Duration: 1‐2 Working Days



IMPORTER’S OF BOOKS/MAGAZINES pursuant to Section 105 (s) of the Tariff and Customs Code and Section 109(r) of NIRC, both as amended and Educational Materials under UNESCO Florence Agreement

FILIPINO BALIKBAYAN HOLDER OF DUAL CITIZENSHIP, 13(g), 13(a) and EXPATRIATES HOLDER OF DIFFERENT VISA STATUS

FILIPINO BALIKBAYAN pursuant to Section 105(f) and 105 (f‐1) of the Tariff and Customs Code (TCCP) and Section 109 [c] of the National Internal Revenue Code (NIRC), both as amended

ENTITIES REGISTERED WITH THE BOARD OF INVESTMENTS (BOI) pursuant to Executive Order No 528 and Executive Order No13(a) and EXPATRIATES HOLDER OF DIFFERENT VISA STATUS

pursuant to Section 105 (h) of the Tariff and Customs Code (TCCP) and Section 109(d) of the National Internal Revenue Code (NIRC), both as amended

PHILIPPINE RETIREMENT AUTHORITY MEMBERS pursuant to

(BOI) pursuant to Executive Order No. 528 and Executive Order No. 226

ENTITIES ENDORSED BY NATIONAL ECONOMIC DEVELOPMENT AUTHORITY (NEDA) pursuant to Section 105[r] of the Tariff and Customs Code and Section 4,109‐1‐B[a] of Republic

Executive Order No. 1037

DEPARTMENT OF FOREIGN AFFAIRS OFFICERS AND EMPLOYEES pursuant to Philippine Foreign Service Act of 1991 (Republic Act 7157)

EXPATRIATES WITHOUT VISA and FOREIGN CONSULTANT OF

, [ ] pAct No. 9337, as implemented by Revenue Regulations No. 16‐2005 dated September 01, 2005

ENTITIES ENDORSED BY DEPARTMENT OF EDUCATION AND COMMISSION ON HIGHER EDUCATION pursuant to S i 4(3) f A i l XIV f h C i i EXPATRIATES WITHOUT VISA and FOREIGN CONSULTANT OF

GOVERNMENT AGENCY pursuant Section 105(g) and 105(g‐1) of the Tariff and Customs Code, as amended

ENTITIES ENDORSED BY DEPARTMENT OF ENERGY pursuant to Presidential Decree Nos. 972, 1442, 87 and 7156

Section 4(3) of Article XIV of the New Constitution

REQUEST FOR PAYMENT OF DUTIES AND TAXES OF PREVIOUSLY RELEASED DUTY AND TAX‐FREE MOTOR VEHICLE

Presidential Decree Nos. 972, 1442, 87 and 7156





DOCUMENTARY REQUIREMENTS ON IMPORTATIONS OF BOOKS AND EDUCATIONAL MATERIALS UNDER UNESCO:1. Recommendation letter from UNESCO (for UNESCO applicant only)2. Letter request for exemption3. Affidavit to the effect that the shipment consists of books and that the

DOCUMENTARY REQUIREMENTS FOR BALIKBAYAN HOLDER OF DUAL CITIZENSHIP, 13(G), 13(A) AND EXPATRIATES HOLDER OF DIFFERENT VISA STATUS:1. Letter request for duty and tax exemption2. Original Passport

same are educational in nature4. Authority of Representative (in lieu of consignee)5. In case of donated books:

Deed of Donation, duly authenticated by Philippine Consulate abroad; and

Deed of Acceptance

3. Affidavit of Ownership4. Authority of Representative (in lieu of consignee)5. Contract of Employment6. Employment Contract (Certified True Copy only)7. Tour of Duty (Certified True Copy only)8 Birth Certificate (copy)p

DOCUMENTARY REQUIREMENTS FOR PRA MEMBER’S:1. Favorable recommendation from the Philippine Retirement Authority2. Affidavit3. Original Passport

8. Birth Certificate (copy) 9. Marriage Contract (if married to Filipino)





DOCUMENTARY REQUIREMENTS FOR EXPATRIATES WITHOUT VISA AND FOREIGN CONSULTANT OF GOVERNMENT AGENCY SECTION 105(G):

1. Letter request for duty and tax exemption2. Original Passport

DOCUMENTARY REQUIREMENTS FOR DFA ATTACHÉ:1. Favorable recommendation for duty and tax exemption from

the Department of Foreign Affairs2. Ceiling Allowance of motor vehicle3. Recall Order 2. Original Passport

3. Affidavit of Ownership4. Authority of Representative (in lieu of consignee)5. Letter application for visa w/ Department of Justice, Bureau of

Immigration or Philippine Economic Zone Authority (for PEZA registered firm)

6 C t t f E l t

4. Certification of Salary/Allowances5. Affidavit of Ownership 6. Authorization from the consignee7. Authorization for an early shipment (if applicable)

6. Contract of Employment7. Employment Certificate


STAGES IN PROCESSING TAX EXEMPTION (MABUHAY LANE)

Mabuhay Lane





1 Get a number Guard‐on‐duty Helpdesk, Podium None1 Get a number Guard on duty Helpdesk, Podium None

2Applications for Exemption Revenue Office

Inquiries/Documentary Check Officer of the DayWindow 1 –Revenue Office (RO), Podium

None

3 Issuance of an Order of PaymentAdministrative Aide, Director’s office, RO (Mr. Leo Sulse Window 2 ‐ RO

P100,000 & below = P200From P100,000 to P400,000 = P400From P400,000 to P700,000 = P600From P700,000 to ,P1,000,000 = P800Over P1,000,000= P1,000

Payment of corresponding Filing Fee Payment of corresponding Filing

Fee to the CashierCash Officer, Cash Section (Mr. Alvin Mendoza)

Window 1, Cash Section, Podium

/ /4 File the application/request

Receiving/recording of the application/request thru TES Records Officer, CRMD (Mr. Erick Amador) Window 3 ‐CRMD,

Podium None

Receiving/recording of the application/request 10‐15 minutes Administrative Aide, RO (Mr. Cesar

Ramirez) RO

5Assigning of the Application/request to the 30 minutes Dir. Eleazar C. Cesista, Director III‐RO Nonerespective Division thru TES



Mabuhay Lane





6Receive/Evaluate/Process/Prepare the endorsement to BOC/BIR or 3 hours

Action Officer ‐ Senior Tax Specialist (Ms. Adoracion Navarro Ms Victoria Pedres None6 e the endorsement to BOC/BIR or

other Government Agency3 hours Adoracion Navarro, Ms. Victoria Pedres

and Ms. Cynthia DelantarNone

7 Forwarded prepared Indorsement/Recommendation 2 minutes Dir. Eleazar C. Cesista, Director III‐RO

8 Review/Signing of the Certificate of tax/duty exemption Within the day Dir. Eleazar C. Cesista, Director III‐ROof tax/duty exemption

9 Encoding of signed Certificate of Tax/Duty Exemption 5‐10 minutes Tax Specialist II, RO (Ms. Imelda Aniceto)

10Releasing of signed Certificate of Tax/duty exemption to Records/Office

10‐15 minutes Administrative Aide, RO (Mr. Cesar Ramirez)Records/Office

ONE STOP SHOP TAX CREDIT AND DUTY DRAWBACK CENTER

The One‐Stop Shop Inter‐Agency Tax Credit and Duty Drawback Center (“CENTER”) exists to provide the highest level of operational

Mission Statement

efficiency, quality service and absolute integrity in administering the country’s tax credit and duty drawback system.

1. Simplify the system of availing credits on taxes and duties arising out of exports as well as safeguard the system from the occurrence of unduel i

Mandate

claims.2. Accept applications for tax credits and duty drawbacks and issue the corresponding tax credit certificate within the following prescribed

period from the date of acceptance of applications with complete documents:a) Thirty (30) working days as provided under Administrative Order No. 266 for tax credit applications filed under the Omnibus

Investments Code of 1987 (E.O. 226);b) Si (60) ki d id d i i f d i i i d f d d b k l i fil d d

I ti L Ad i i t d

b) Sixty (60) working days as provided in Section III of Customs Administrative Order No. 14‐72 for duty drawback claims filed underthe Tariff and Customs Code of the Philippines;

c) One Hundred Twenty (120) working days as provided under Section 112 of the National Internal Revenue Code for tax creditapplications filed under the same.

Article 39 (j) of the Omnibus Investments Code of 1987 or (Executive Order No. 226 (as amended) Section 106 (b) and (c) of the Tariff and Customs Code of the Philippines; Section 112 of the National Internal Revenue Code;

Incentive Laws Administered

Section 35 of Republic Act 8550 or the Philippine Fisheries Code of 1998.


St Fl

General Procedures in Filing Tax Credit Claims

Who may avail of the serviceAcquire a Claimant Information Sheet (CIS) (Annex A) from the Central Records and Management Division (CRMD)

Podium Level

Steps Floors

a) Export manufacturing companies registered with the Board Of Investments (BOI) for not more than 10 years;

b) Fishing Vessels with International Fishing

For first time applicants, secure the appropriate Pre‐Evaluation Checklist Form.

3rd Level

Correctly fill out all the required information in the CIS and have it notarized ) g g

Permit who undertakes fishing beyond the Especial Economic Zone (EEZ);

c) Non‐BOI registered Export manufacturing firms of purely imported materials;

Attach appropriate tables and schedules.

Submit the application docket in 2 separate folders: one set containing the required original documents and one set of Certified True Copies to the Checklist Officer for

3rd Level

p y pd) Export oriented manufacturing companies

which have greatly accumulated input tax.

pre‐assessment (pre‐screening).

Pay the necessary fee at the Cashier Podium Level

FILING FEE PROCESSING FEE TRANSFER FEE CERTIFICATION FEE FILING FEE PROCESSING FEE TRANSFER FEE CERTIFICATION FEE

One and one‐fourth percent (1.25%) of the amount of claim but shall not exceed ONE HUNDRED FIFTY THOUSAND PESOS (P150,000.00) upon completion of the required application

One and one‐fourth percent (1.25%) of the amount of claim but shall not exceed ONE HUNDRED FIFTY THOUSAND PESOS (P150,000.00) upon completion of the required application

1) A fee of P300.00 shall be payable for eachapplication for transfer regardless of theamount of TCC.

2) Where a tax credit certificate is transferredin part, the subsequent application fortransfer of the remaining portion of the taxcredit certificate shall also be subject to the

1) A fee of P300.00 shall be payable for eachapplication for transfer regardless of theamount of TCC.

2) Where a tax credit certificate is transferredin part, the subsequent application fortransfer of the remaining portion of the taxcredit certificate shall also be subject to the

A fee of P150.00A fee of P150.00P100,000.00 and BELOW P200.00

P100,001.00 up to P400,000.00 P400.00

P400,001.00 up to P700,000.00 P600.00

P700,001.00 up to P1,000,000.00 P800.00 completion of the required application documents by the applicant/claimant.completion of the required application documents by the applicant/claimant.

credit certificate shall also be subject to thepayment of the transfer fee.credit certificate shall also be subject to thepayment of the transfer fee.P1,000,000.00 and above P1,000.00


A D t Ch kli ti P E l ti Di i i (PED)

1 File Tax Credit Claim Pre‐screen documents 10 mins. PED

Step Applicant/ Client Services Duration of Activity (Under Normal Circumstances)

In‐Charge Forms

A. Document Checklisting – Pre‐Evaluation Division (PED)

2 Payment of filing fee CRMD Claimant Information Sheet, Order of Payment (Filing), Routing Slip

3 Assign claim to Document Officer

Less than 2 days PED Head Claim dockets including above forms

4 Checklist documents and prepares report

8 days Document Officer ‐do‐

5 Reviews report Less than 3 days PED Head ‐do‐6 Finalize report (Notice of

Payment (NP) or Less than 1 day PED Pre‐evaluation and

Checklist Report and NP or y ( )Deficiency Letter (DL))

pDL

7 Submit document listed in the Deficiency Letter

30 to 45 days DL with Pre‐Evaluation, Documentation and Checklist Report

8 Payment of processing 10 days CRMDy p gfee as recommended in the Notice of Payment

y

9 Forward claim docket to the Financial and Validation Division

2 hours Receiving and Transmittal Unit


B Fi i l V lid ti Fi i l V lid ti Di i i (FVD)Step Applicant/ Client Services Duration of Activity

(Under Normal Circumstances)In‐Charge Forms

1 Receive docket from Half day FVD Staff

B. Financial Validation – Financial Validation Division (FVD)

PEDy

2 Assign claim toValidation

Half day FVD Head

3 Forward 2nd folder toVAD

Half day FVD Staff

4 Set schedule of validation with Validation Team

Coordinate withclaimant for scheduleof validation

Less than 7 days Validation Team

5 Validation of theclaimant’s book of

1 day Validation Team

accounts6 Preparation of Financial

Validation Report1 day Validation Team

7 Review Report Half day FVD Head8 Finalizes Financial Half day FVD Staff

Validation Report andforward it to VAD


C D t V ifi ti V ifi ti d A th ti ti Di i i (VAD)Step Applicant/ Client Services Duration of Activity


C. Document Verification – Verification and Authentication Division (VAD)

1 Receive 2nd docket from Less than seven (7) days Tax Specialist IIFinancial Validation Division

( ) y p

2 Sorting of documents andpreparation of request forverification/confirmation fromconcerned entities

Tax Specialist II

3 Transmit request letter toconcerned entities

Tax Specialist I

4 Retrieve verification resultsfrom concerned entities

‐do‐

5 Prepare verification report Tax Specialist II

6 Review verification report Supervising Tax Specialist

7 Final review and notation Head, VAD8 Forward Claim Report to the

Claim Evaluation DivisionTax Specialist II

Claim Evaluation Division


D Cl i E l ti Cl i E l ti Di i i (CED)Step Applicant/ Client Services Duration of Activity


D. Claim Evaluation – Claim Evaluation Division (CED)

1 Receive docket together with Less than six (6) days Tax Specialist IgPDCR, FVR and VAR from theVAD

( ) y p

2 Assign claim to evaluator Head, CED3 Analyze PED, FVD and VAD

ReportsClaim Evaluator

4 C t f ll bl t Cl i E l t4 Compute for allowable taxcredit

Claim Evaluator

5 Preparation of EvaluationReport (ER)

Claim Evaluator

6 Review ER Head, CED7 Finalizes and sign ER, prepare Claim Evaluator7 Finalizes and sign ER, prepare

Authority to Print Tax Credit(APTC)

Claim Evaluator

8 Sign Claim Evaluation Reportwith Recommendation

Claim Evaluator and Head of CED

9 Endorse ER to the ExecutiveDirector through the DeputyExecutive Director


E TCC P i ti T C dit I d A li ti Di i i (TCIAD)Step Applicant/ Client Services Duration of Activity


E. TCC Printing – Tax Credit Issuance and Application Division (TCIAD)

1 Receive Evaluation Docket Less than one (1) day Tax Specialist I1 Receive Evaluation Docketwith Evaluation Report andAuthority to Print Tax Credit

Less than one (1) day Tax Specialist I

2 Enter required data into thedatabase

Sr. Tax Specialist

3 Print TCC Sr. Tax Specialist Tax Credit Certificatep

4 Review and initial Tax CreditCertificates

Head, TCIAD Tax Credit Certificate

5 Sign Tax Credit Certificate Deputy Executive Director

Tax Credit CertificateDirector

6 Countersign Tax Credit Executive Director Tax Credit Certificate

7 Scanning Tax Specialist II Tax Credit Certificate

8 Bar coding Tax Specialist I Tax Credit Certificate

9 Issuance of TCC Tax Specialist I CIS Claim Stub


F Cl i E l ti Cl i E l ti Di i i (CED)Step Applicant/ Client Services Duration of Activity


F. Claim Evaluation – Claim Evaluation Division (CED)

1 Present Application Check completeness of Less than three (3) days Liquidation of previously ppfor TDM

pdocuments

( ) y q p yissued TDM

2 Officially files requestfor TDM

CRMD

3 Receive complete application Tax Specialist II4 Check authenticity of TCC and

validation of balancevalidation of balance5 Review and initial Tax Credit

CertificatesHead, TCCIAD Tax Credit Certificate

6 Evaluate validity of transactioncovered by the TDM

7 Computation of allowableTDM amount

8 Encode data on TDM database9 Sign on TDM Head, TCCIAD10 Initial TDM Deputy Executive

Director11 Signature of TDM Executive Director11 Signature of TDM Executive Director12 Scanning for DIVAS13 TDM delivery with appropriate

transmittal memos to BOCTCCIAD Messenger TDM and TCC (IIG and DDG

TCC)14 Release to grantee’s

authorized representativeTCCIAD Messenger TDM and BIR TCCs


G VAT C tifi ti ADHOC TStep Applicant/ Client Services Duration of Activity


G. VAT Certification – ADHOC Team

1 File Request Letter Determine if applicant is qfor VAT Certification

ppCenter Claimant

2 If non‐center claimant pay P150 at Cashier

3 Evaluation of Preparation of Certification

Admin. Asst.

4 Verification of claims covered (DDG, IIG, TRG)

Supvg. Tax Specialist

5 Initial of Processors on the Certification

Admin. Asst./Sr. Tax Specialist

6 Final signature on Certification

Head, TCCIAD

7 Release of VAT Certification Admin. Asst.


H Cl i E l ti Cl i E l ti Di i i (CED)Step Applicant/ Client Services Duration of Activity


H. Claim Evaluation – Claim Evaluation Division (CED)

1 File Request Letter for qReturn Shipment Certification

2 Issuance of Order of Payment

Tax Specialist

3 Payment of yCertification Fee at the DOF Cashier

4 Evaluation and checklisting of submitted documents

Tax Specialist

5 Preparation of Certification Tax Specialist and affix initial

6 Review Certification and affix initial

Sr. Tax Specialist

7 Signature on the Certification

Deputy Executive Director

8 Release of Certification Admin. Asst.

DEPARTMENT OF FINANCE REVENUE OFFICE PROCESS FLOWCHART

Podium Level, DOF Bldg.

Note: ‐ Date to follow‐up is indicated in the checklist. ‐Trace number issued by Records Div. will be the reference number when follow‐up is made.

Note: ‐ Date to follow‐up is indicated in the checklist. ‐Trace number issued by Records Div. will be the reference number when follow‐up is made.

MABUHAY LANE

Follow‐up after 2days

REGULAR/EXPRESS LANE

Window 1 Checklist of Docs by Officer of the Day (OD)

Window 6 – Records Division Filing & encoding of application

For complete Docs

Window 2 Issuance of Order of Payment

The application will be returned to applicant for

incomplete docs

Window 5 – Cash Section Payment of corresponding filing fee

Office of the Director Receiving

Assignment to the respective Division Chief

Processing & Preparation of Action/Recommendation by AO

Window 8 ‐ Records Division Releasing of Indorsement

Review by Division Chief

Guard‐on‐DutySecure Queuing Number

Office of the Director Receiving

Window 7 – Records Section Filing & encoding of application

Start

Approval/Denial by Director IV

Approval/Denial by Undersecretary

Assigning of application/s by the Director to the respective Action

Officers (AO)

Approval/Denial by Director IV

Window 8 ‐ Records Division Releasing of Indorsement

(within 24 hours)

End

End

Assignment to the respective Action Officer/s (AO)

Processing & Preparation of Action/Recommendation by AO

Educational Institutions for the signature of Undersecretary: follow up within 5‐day period is indicated in the checklist

Review by Director III

End

Review by Supervising Tax Specialist

CITIZEN’S CHARTER | INTERNAL OFFICES

VISION AND MISSION CENTRAL ADMINISTRATION OFFICE

DOF CITIZEN CHARTER

HOW TO FEEDBACK USCENTRAL FINANCIAL MANAGEMENT OFFICE

HOW TO FEEDBACK US

INTERNAL OFFICES INFORMATION TECHNOLOGY OFFICE

Atty. Fidel G. Condrada – ChairmanAtty. Corazon M. Reyes – Vice‐Chairman

l Offi

CITIZEN’S CHARTER4th floor, Legal Office

DOF Bldg., BSP ComplexManila, Philippines

Mr. Rommel M. Formaran – Revenue OfficeMr. Carlo V. Baloloy – One‐Stop Shop Tax CreditMs. Rhodora Reyes – Central Records Management Division, CAOMs. Ma. Luisa Notario – Management Division, CFMOMr. Aldrin L. Varilla – IT Office

(02) [email protected]


DOF VISION AND MISSION

VISION // MISSION //

+ A strong economy with stable prices and strong growth;

+ A stable fiscal situation which could adequately finance

Our economy must be one of the most dynamic and active inthe world, globally competitive and onward looking. The DOFshall take the lead in providing a solid foundation for the

VISION // MISSION //

government projects and budgetary programs;

+ A borrowing program that is able to avoid the crowding‐outeffect on the private sector and minimizes costs;

achievement of this objective, by building a strong fiscal position,through the following:

+ Formulation, institutionalization and administration of sound fiscal policies;

+ A public sector debt profile with long maturities and anoptimum mix of currencies that minimizes the impact ofcurrency movement; and

+ A strong economic growth with equity and

p ;

+ Improvement of tax collection efficiency;

+ Mobilization of adequate resources at most advantageous termsto meet budgetary requirements;+ A strong economic growth with equity and

productivity.to meet budgetary requirements;

+ Sound management of public sector debt; and

+ Initiation and implementation of structural reforms.


DOF CITIZEN’S CHARTERWe, the Officials and Employees of the Department of Finance, trusting in the Almighty God, profess our commitmentWe, the Officials and Employees of the Department of Finance, trusting in the Almighty God, profess our commitmentto public service and as such we promise to:

P – ROMOTE diligent observance of the tenet that PUBLIC OFFICE IS A PUBLIC TRUST by serving our clients, the taxpaying public, with utmost responsibility,integrity and loyalty;

LL – EAD modest lives appropriate to our status as civil servants and uphold public interest over and above personal interest;

E – NGENDER a culture of excellence, competence and professionalism Among our workforce towards improved service delivery that will breed customer satisfaction;

D‐ ETER opportunities for red tape and graft and corruption by strictly observing compliance to service standards and providing COMPLAINT AND ASSISTANCE DESKthat will immediately address the concerns of the transacting public;

G – ENERATE goodwill by providing prompt courteous and responsive Service to the public;G – ENERATE goodwill by providing prompt, courteous and responsive Service to the public;

E – XERCISE prudence and observe transparency in all transactions by providing access to information in our policies, programs and services through the Citizen’sCharter and the DOF Website www.dof.gov.ph.

Kindly inform us how we became of service to you by doing any of thefollowing:FEEDBACK MECHANISM

Accomplish FEEDBACK FORM

EMAIL US at [email protected]

CALL US at (02) 5241142

Talk to our DESK OFFICER

Feedback/complaints which may be written or verbal shallbe immediately attended to by the Desk Officer of the Daystationed at our Public Assistance and Complaints Desk.The same shall be forwarded to the DOF Task Force onCi i ’ Ch f i i

following:

Citizen’s Charter for appropriate action.



CENTRAL RECORDS MANAGEMENT DIVISION

PERSONNEL SERVICES DIVISION

CAO GENERAL SERVICES DIVISION


l Offi

CITIZEN’S CHARTER 4th floor, Legal OfficeDOF Bldg., BSP ComplexManila, Philippines




CENTRAL RECORDS MANAGEMENT DIVISIONRECEIVING COMMUNICATIONSRECEIVING COMMUNICATIONS

Services Person Responsible Steps/ Description Duration

• Mabuhay Lane

Conrado Orinion Check request and payment made, receive, input in the Tax Exemption System (TES) and transmit to Revenue Office 5 mins

• Revenue Erick Amador Check request, receive, input in the Tax Exemption System (TES) and transmit to Revenue Office 5 mins& ExpressLane

• OSSCenter

Emmanuel CastroVincent Villasanta

• Receives Application for Tax Credit, Tax Debit, Certification/authentication,liquidation

• Logging in assigned logbook• Computes filing/ processing fees• Prepares Order of Payment

15 mins

epa es O de o ay e t• Assignment of Application No., due‐date• Release of Claim Stub• Forwards all application to OSS Center w/in the Day

• Other Gov’tAgencies

Anita Cabadin / Eugenia Dueñas (O)

• Receives and verifies completeness of documents• Encodes to the Data Tracking System, generates bar code and records to Logbook

5 mins

10 minsAgencies

Podium, Receiving Area D ComplexManila, Philippines(02) 5268470

Schedule of Availability:• Monday to Friday – Office Hours

Who May Avail of the Service: (02) 5268470• Public/Private Entities and All DOF Offices


CENTRAL RECORDS MANAGEMENT DIVISIONRELEASING OF TAX EXEMPTION (MABUHAY LANE, REVENUE & EXPRESS LANE)RELEASING OF TAX EXEMPTION (MABUHAY LANE, REVENUE & EXPRESS LANE)


• Mabuhay Rhodora Reyes /Marieta Condicion Accept the signed indorsement in the TES; seal and authenticate it; segregate copies to be given to 10 minsMabuhay Lane

Rhodora Reyes /Marieta Condicion Accept the signed indorsement in the TES; seal and authenticate it; segregate copies to be given tothe applicant and those to be retained in the official file, release the Indorsement to the applicant,scan the original duplicate of the indorsement and supporting documents, index and file.

10 mins

• Revenue Rhodora Reyes / Rene Reyes Accept the signed indorsement in the TES; seal and authenticate it; segregate copies to be given to 10 mins& ExpressLane

the applicant and those to be retained in the official file, release the Indorsement to the applicant,scan the original duplicate of the indorsement and supporting documents, index and file.

• Other G ’t

Anita Cabadin / Ma. Ney PoculanE l C t

Number (for Department issuances), photocopy, disseminate/forward to concernedoffices/recipient scan and file

w/in the dayGov’t Agencies

Emmanuel Castro offices/recipient, scan and file

Podium, Receiving Area DOF Bldg., BSP ComplexManila, Philippines(02) 5268470




CENTRAL RECORDS MANAGEMENT DIVISIONCUSTODY/ DISPOSAL OF RECORDS (TURNED OVER DOCUMENTS)CUSTODY/ DISPOSAL OF RECORDS (TURNED OVER DOCUMENTS)


• Archival /Disposal ofDocs.

Ma. Ney PoculanPauline Velayo

in accordance with duly approved DOF Retention and Disposition Schedule and the GeneralRetention and Disposition Schedule of National Archives of the Philippines (NAP)

n/a

• Scanning f b k &

Fritz RespeciaA i Z b tof back &

forwardFiles

Aries ZabatVincent Villasanta





CENTRAL RECORDS MANAGEMENT DIVISIONOTHER SERVICESOTHER SERVICES


Issuance of Certified‐True‐Copy of documents on file

Rhodora Reyes/ Ma. Ney Poculan / Emmanuel Castro

* For Documents scanned 2007 down

• Present the Letter Request or duly accomplished Request Form

• Verify the Letter‐Request or the dulyaccomplished Request Form vis‐a‐vis IDpresented

• Retrieves the document being requested• Prepare corresponding Order of Payment

5 mins

2 mins

15 mins3 minsp p g y

(P25.00/page)• Photocopy the document• Certify/sign the document as true copy• Release the document

5 mins2 mins2 mins

Mailing Pauline Velayo • Dispatch and Delivery w/in the day





CENTRAL RECORDS MANAGEMENT DIVISIONOTHER SERVICESOTHER SERVICES


Borrowing of Previous Records

Rhodora Reyes / or authorized next‐in‐rank & Records Officer in charge of file

* current file

• Present the Letter‐Request or dulyaccomplished Request Form

• Verify the Letter‐Request or the dulyaccomplished Request Form vis‐à‐visrecords of previous documents borrowed

• Retrieve the document/docket beingrequested

h d b

2 mins

3 mins

15 mins

• Approve in the Form document beingborrowed

• Release the document

2 mins

3 minsLiasoning and Delivery Services

Ernesto CarampotFritz Respecia (O)Aries Zabat (O)

• Within the day• Maximum of 2 days upon receipt• Within the day





PERSONNEL SERVICES DIVISIONHIRING AND PROMOTION OF PERSONNEL

Step Step/ Activities Duration of Activity (Under Normal Circumstances)

Person‐In‐Charge Forms

1 Publish vacant positions 1 dayCarmi Romerosa/ Maye

Fortaleza

‐

HIRING AND PROMOTION OF PERSONNEL

Initial Requirements:

• Resume/Personal Data Sheet• Transcript of Records

l Fortaleza2 Receive approved PRF ‐ ‐DO‐ Personnel Requisition

Form

3 Prepare and route memo to next‐in‐ranks 2 days ‐DO‐ ‐

4 Receive and check requirements based onthe checklist

‐ ‐DO‐ Checklist of requirements

• Diploma• Certificate of Training• Certificate of Employment• NPA (New Performance Appraisal System)C tifi t f Eli ibilit (f t

5 Administer psychological exam ‐ ‐DO‐

6 Interview of candidates by SBmembers

‐ ‐DO‐ Interview Form

7 Prepare evaluation sheet percandidate

30 mins./candidate ‐DO‐ ‐

d f b k d h k

• Certificate of Eligibility (for permanent positions)

8 Conduct of background investigation Integrity Check Team ‐

7th floor, Legal OfficeEDPC Bldg., BSP ComplexManila, Philippines(02) 5250244


Who May Avail of the Service: (02) 5250244• Open to all qualified applicants


PERSONNEL SERVICES DIVISIONREQUEST FOR DOCUMENTS:REQUEST FOR DOCUMENTS:

1. For Service Record, Certificate of Employment and Compensation Ombudsman

Step Step/ ActivitiesDuration of Activity (Under Normal Circumstances)


1 Receive request form 2 mins. (Carmi Romerosa / Request FormCompensation, Ombudsman Clearance, Change of Civil Status *, Acceptance of Resignation, Authority to Transfer, Permanent/ Temporary ID cards

1 Receive request form 2 mins. ( /Maye Fortaleza)

Request Form

2 Prepare document ‐3 Review and initial documents 20 mins. ‐DO‐ ‐

4 R l t CAO f i t 5 i Di L d Z4 Release to CAO for signature 5 mins. Dir. Lourdes Z. Santiago

‐

5 Release to employee/client concerned 2 mins. ‐

6 Transmit to CSC Field Office (for change of 1 day


Schedule of Availability:• Monday to Friday – Office HoursWho May Avail of the Service:

• DOF current/former employees,

6 Transmit to CSC Field Office (for change ofcivil status

1 day

(02) 5250244GSIS, Ombudsman, PAGC


PERSONNEL SERVICES DIVISIONREQUEST FOR PAYMENT

Step Step/ ActivitiesDuration of Activity (Under Normal

Circumstances) Person‐In‐Charge Forms1 Prepare voucher for signature of employees concerned 10 mins. M. Marayag, R. Ebora,

R. AbelgasRequest Form, Voucher

2 Photocopy payroll sheets (Certified True Copy) 5 mins. ‐DO‐ ‐

REQUEST FOR PAYMENT

3 Record and release to Accounting Division 5 mins. ‐DO‐ ‐


Circumstances) Person‐In‐Charge Forms1 Prepare memorandum to all employees 15 mins. E. Macabasco,

Sil‐

STATEMENT OF ASSETS, LIABILITIES AND NETWORTH

M. Silva2 Receive SALN 1 min. ‐DO‐ ‐

3 Review of individual SALN 5 days ‐DO‐ ‐4 Return incomplete forms to employees concerned 2 days ‐DO‐ ‐

5 Prepare list of employees (submitted/not submitted) 3 days ‐DO‐ ‐



Who May Avail of the Service:• All DOF employees

5 Prepare list of employees (submitted/not submitted) 3 days DO

6 Prepare memorandum for those who did not yetsubmit their SALN

15 mins. ‐DO‐ ‐

7 Prepare final list of employees (submitted/notsubmitted)

3 days ‐DO‐ ‐

8 Transmit list to OP/CSC 1 day ‐DO‐ ‐


PERSONNEL SERVICES DIVISIONPREPARATION OF LANDBANK ANDWOMENS INC. LOANS



1 Receive loan application and requirements

continuous M. Marayag, R. Ebora, R. Abelgas

‐

PREPARATION OF LANDBANK AND WOMENS INC. LOANS

Requirements:

Loan Application, Certification from Legal, Leave Credits, Pay slip of Borrower d k h f 2 Compute Net Take Home Pay and

Allowances5 mins. ‐DO‐ ‐

3 Check and verify attachments 2 mins. ‐DO‐ ‐4 Record initialed documents for

signature of Chief Administrative Officer


and Co‐maker, Photocopy of ID, ITR

5 Release to employees concerned 10 mins. ‐DO‐ ‐



Who May Avail of the Service: (02) 5250244• All DOF employees


PERSONNEL SERVICES DIVISIONIRREGULAR PAYROLL PREPARATION



1 Encode absences, tardiness andundertime

2 hours M. Climaco, N. Ceñedo,

‐

IRREGULAR PAYROLL PREPARATION

Requirements:

Endorsement from Miscellaneous Section, deductions (e.g. number of days b l d d )

2 Process payroll in computer 5 mins. M. Marayag, R. Ebora, R. Abelgas

‐

3 Print payroll half day ‐DO‐ ‐h d

absent, late and undertime), photocopies of leave cards, DTR

4 Prepare voucher, ROA andTransmittal

5‐15 mins. ‐DO‐ ‐

5 Record initialed documents andrelease to CAO


6 Transmit to LBP (PACS) 5 mins. ‐DO‐ ‐



Who May Avail of the Service: (02) 5250244• All concerned DOF personnel


PERSONNEL SERVICES DIVISIONPAYSLIP PREPARATION


Circumstances) Person‐In‐Charge Forms1 Print pay slips 2 days M. Marayag, R. Ebora, R.

Abelgas‐

PAYSLIP PREPARATION

Abelgas

2 Cut printed pay slips 3 days ‐DO‐ ‐3 Initial and sign pay slips 3 days R. Fuerte ‐4 Detach original payslip from duplicate and fold 2 days M. Marayag, R. Ebora,

R. Abelgas‐

5 Sort of payslip per office 1 day ‐DO‐ ‐

6 Release payslip to offices 3 days ‐DO‐ ‐





PERSONNEL SERVICES DIVISIONIRREGULAR PAYROLL VOUCHER



1 Encode absences, tardiness andundertime

2 hours M. Marayag, R. Ebora, R. Abelgas

‐

IRREGULAR PAYROLL VOUCHER

Requirements:

FingerScan print‐out/s, Daily Time Record(DTR), Application’s for Leave of Absence,Offi i l B i (OB) li / T l bora, R. Abelgas

2 Process payroll in computer 5 mins. ‐DO‐ ‐3 Print payroll half day ‐DO‐ ‐4 Prepare voucher, ROA and

Transmittal5‐15 mins. ‐DO‐ ‐

Official Business (OB) pass slip/s, TravelAuthority (TA), Investigation Authority (IA),copy of Department Personnel Order(DPO), Department Order (DO)

For GSIS Loans: Transmittal5 Record initialed documents and

release to CAO5 mins. ‐DO‐ ‐


7 1 hour Admin. Asst. ‐DO‐

•Clearance of no pending administrative case issued by Legal Affairs Office (LAO)•Clearance of no pending criminal case from Revenue Integrity Protection Service (RIPS)

For LBP Livelihood Loan:



Who May Avail of the Service:

•Both borrower and co-maker must have at least 30 days accumulated leave credits

(02) 5250244• All concerned DOF personnel



Step Step/ ActivitiesDuration of Activity (Under Normal Circumstances) Person‐In‐Charge Forms

8 Stamp receive the confirmed FingerScan print‐outs/Daily Time Record (DTR) and theApplication for Leave of Absence

3‐5 mins. per document M. Marayag, R. Ebora, R. Abelgas

9 Compute and conversion of the confirmed FingerScan print‐outs 5‐15 mins. per document (easy) ‐DO‐ FingerScan print‐


30 mins. to 1 hour per document (difficult)

outs/DTRs

10 Record/index of tardiness/undertime conversion in employees’ leave cards 5‐15 mins. per document (easy) ‐DO‐ FingerScan print‐outs/DTRs,

Application for Leave of Absence

11 C t l ith t d l dit d d il / thl b i 30 i t 1 h DO11 Compute leave without pay and leave credits earned on daily/monthly basis 30 mins. to 1 hour ‐DO‐12 Prepare list for payroll purpose:

1. Employees without deduction2. Employees with deductions corresponding number of days and respective

late/undertime

‐DO‐

13 Prepare list of employees included in the particular irregular payroll including theirrespective accumulated leave credits

30 mins to 1 hour ‐DO‐




respective accumulated leave credits





Circumstances Person‐In‐Charge Forms14 Review and initial of list included in the irregular payroll – for signature of 30 mins. M. Climaco,


Chief AO N. Ceñedo,

15 Photocopy FingerScan print‐outs/DTR of employees included in theeirregular payrollFor voucher: photocopying of Leave Cards of concerned employee

1‐3 mins. per document K. Bisquerra ‐

16 Stamp certified true copy of photocopied documents 1‐3 mins. per document R. Galam ‐

17 Forward stamped docs for signature of the Chief AO 3‐5 mins. R. Fuerte ‐

18 Forward (a) certified docs, (b) list of employees included in the irregularpayroll with resp. leave credits, (c) list of employees with deduction and (d)list of employees without deduction to the Payroll Section

3‐5 mins. ‐





PERSONNEL SERVICES DIVISIONREQUEST FOR FINGER SCAN PRINT‐OUT/S

Step Step/ Activities

Duration of Activity (Under Normal Circumstances)


1 Update Time Monitoring System (TMS) –Data gathering

1‐2 hours R. Galam, K Bisquerra

Request Form, Voucher

REQUEST FOR FINGER SCAN PRINT OUT/S

Requirements:

Official Business (OB) Pass Slips, Department Personnel Order (DPO),

ff d ( ) l 2 Encode of OB pass slips, DPO, DO, TA, IA 3‐5 mins. per document ‐DO‐ OB pass slips, copy of DPO, DO, TA, IA

3 Process employees’ file in the TMS 1 hour ‐DO‐ ‐4 Print FingerScan print‐outs 1 min. per document ‐DO‐ ‐5 Review and initial of Transmittal – for 30 mins R Fuerte ‐

Department Office Order (DO), Travel Authority (TA), Investigation Authority (IA)

5 Review and initial of Transmittal forsignature of Chief AO

30 mins. R. Fuerte

6 Record documents in the logbook andrelease to the concerned office/personnel

1 hour R. Galam, K Bisquerra

‐





PERSONNEL SERVICES DIVISIONREQUEST FOR ISSUANCE OF DEPARTMENT PERSONNEL ORDER, LOCAL TRAVEL AND LOCAL TRAINING/SEMINAR & CONFERENCES




1 Receive nomination for local training/seminar orrequest for local travel

3‐5 mins. F. Sotomayor, C. Bumanlag,

Nomination for Local

/

REQUEST FOR ISSUANCE OF DEPARTMENT PERSONNEL ORDER, LOCAL TRAVEL AND LOCAL TRAINING/SEMINAR & CONFERENCES

Requirements:

•Local Training: Accomplished Nomination Form for Local

/ f M. Biano Training/Seminar Form

2 Local Travel: Prepare appropriate DPONomination: Prepare and route clearance on PCDCmembers (if nominees exceeds the allowable number‐evaluate nominees)

1 hour2 hours

‐DO‐

3 Review and initial DPO for signature of Undersecretary 30 mins F Sotomayor

Training/Seminar, Invitation from Training Institution

•Local Official Travel: Letter‐request signed by Head of Office

3 Review and initial DPO for signature of UndersecretaryPDMSGNomination with PCDC clearance

30 mins.30 mins.

F. Sotomayor ‐

4 Prepare DPO upon receipt of PCDC clearance 1 hour C. Bumanlag, ‐

5 Record in the logbook and release DPO to CAO copyfurnished Payroll Section

30 mins. M. Biano ‐





PERSONNEL SERVICES DIVISIONREQUEST FOR TRAVEL AUTHORITY AND ENDORSEMENT TO DFA/OP




1 Stamp‐receive the request for Travel Authority and itsattachments

3‐5 mins. F. Sotomayor, C. Bumanlag,

REQUEST FOR TRAVEL AUTHORITY AND ENDORSEMENT TO DFA/OP

Requirements:

•Official Travel: Letter‐request orendorsement signed by Head of Office,Undersecretary concerned for DOF M. Biano

2 Check/evaluate completeness of required documents 10 mins. ‐DO‐

3 Prepare Travel Authority, Indorsement to OP (ifneeded)

1.5 hours ‐DO‐ ‐

4 Review and initial of documents for signature of 30 mins. R. Fuerte ‐

Undersecretary concerned for DOFpersonnel or authorizedrepresentative/signatory, fully accomplishedRequest for Travel Authority (RTA) from,invitation/email communication, Bank orOffice Resolution for DBP, LBP, SSS only) g

Undersecretary PDMSG5 Record initialed documents in logbook and release to

Director of CAO10 mins. ‐DO‐ ‐

6 Assist in the follow‐up of documents and confirm withDFA

5 mins. ‐DO‐

•For Training/Scholarship administered byTESDA/CHED/DEPED: Additionalrequirements – duly accomplishedScholarship Service Contract, Note Verbale,Letter‐endorsement from TESDA CHED or




Letter endorsement from TESDA, CHED orDEPED



PERSONNEL SERVICES DIVISIONREQUEST FOR CERTIFICATE OF LEAVE CREDITS




1 Encode absences, tardiness and undertime 2 hours R. Galam, K Bisquerra

‐

REQUEST FOR CERTIFICATE OF LEAVE CREDITS

Requirements:

For GSIS Loans:•Clearance of no pending administrative case issued by Legal Affairs Office (LAO)

2 Process payroll in computer 5 mins. M. Marayag, R. Ebora,

R. Abelgas

‐

3 Print payroll half day ‐DO‐ ‐

issued by Legal Affairs Office (LAO)•Clearance of no pending criminal case from Revenue Integrity Protection Service (RIPS)

For LBP Livelihood Loan:•Both borrower and co‐maker must have at

4 Prepare voucher, ROA and Transmittal 5‐15 mins. ‐DO‐ ‐

5 Record initialed documents and release to CAO 5 mins. ‐DO‐ ‐


least 30 days accumulated leave credits





PERSONNEL SERVICES DIVISIONREQUEST FOR AUTHORITY TO TRAVEL (PERSONAL TRAVEL)




1 Stamp‐receive the request for Authority toTravel/Indorsement including attachments

3‐5 mins. M. Climaco, N. Ceñedo,

REQUEST FOR AUTHORITY TO TRAVEL (PERSONAL TRAVEL)

Requirements:1. Letter-request of the concerned

official/employee recommended by Head ofOffice/Bureau/Agency;

2. Application for Leave for the period coveredduly approved by authorities concerned;

gR. Galam, K Bisquerra

2 Check/evaluate completeness of requireddocuments

10 mins. ‐DO‐

3 Prepare Indorsement letter 10 mins DO

duly approved by authorities concerned;3. Clearance duly signed by the responsible

official that the applicant has no pendingadministrative case;

4. Sworn statement of the applicant, attested bythe recommending official, statinga) The estimated cost trip;b) How the trip will be financed; 3 Prepare Indorsement letter 10 mins. ‐DO‐ ‐

4 Review and initial of Indorsement for signature ofUndersecretary PDMSG

30 mins. R. Fuerte ‐

5 Record initialed documents in logbook and release 10 mins. R. Galam ‐

b) How the trip will be financed;c) If on his own account, the total income of

the applicant for the preceding tax yearand the amount of income tax paid;

d) If for the account of other person/s, theincome earned by such person/s for thepreceding tax year and the income taxpaid to include Philippine or foreign




gto Director of CAO

paid, to include Philippine or foreignincome tax



PERSONNEL SERVICES DIVISIONNOMINATION FOR FOREIGN TRAINING/SEMINAR




1 Receive nomination letter with applicant’s resume 3‐5 mins. F. Sotomayor, C. Bumanlag,

NOMINATION FOR FOREIGN TRAINING/SEMINAR

Requirements:

Nomination letter signed by Head of Office;nominee’s resume

M. Biano

2 Prepare Nominee’s Profile, Evaluation of Nominees andLetter of Nomination with PCDC Clearance

1.5 hours ‐DO‐ Criteria for Selection PCDC

Clearance3 Review and initial documents for signature and release 30 mins ‐DO‐ ‐

Selected Nominee: Transcript of Records,Diploma, Service Record, Certificate of NoPending Administrative Case. PAR , ifneeded, Actual Duties and Responsibilities,Certificate of No Pending Nomination and NoPending Service Obligation 3 Review and initial documents for signature and release

to CAO30 mins. DO

4 Upon completion of PCDC clearance, contact nomineefor submission of required documents

1 hour ‐DO‐ ‐

5 Release nomination letter and required documents tonominee for submission to TESDA/CHED/DEPED


g g





PERSONNEL SERVICES DIVISIONAPPLICATION FOR ON‐THE‐JOB TRAINING

Step Step/ ActivitiesDuration of Activity (Under Normal Circumstances) Person‐In‐Charge Forms

1 Receive letter‐request ofstudent/applicant

3‐5 mins. F. Sotomyor, C. Bumanlag, M. Biano

APPLICATION FOR ON THE JOB TRAINING

Requirements:

Letter-request from school, applicant’s resume, 2 ID pictures, evaluation forms from school

2 Process application for OJT 1 hour ‐DO‐ PDS, Request for ID Form,

Referral Slip3 Interview and refer applicant to

appropriate DOF office/s30 mins. ‐DO‐ ‐

4 Prepare acceptance letter 30 mins. ‐DO‐ ‐

schoolFor issuance of Certificate of Completion: Accomplished DTR confirmed by Supervisor, Accomplished Evaluation Form

5 Conduct orientation on trainees 2 hours ‐DO‐ ‐6 Upon completion of required hours,

prepare Certificate of Completion30 mins. ‐DO‐

7 Conduct exit interview and submitcertificate for initial and signature

20 mins. R. Fuerte





PERSONNEL SERVICES DIVISIONMEDICAL CERTIFICATE: SICK LEAVE, MATERNITY/PATERNITY LEAVE, FIT TO RETURN TO WORK, TEACHINGMEDICAL CERTIFICATE: SICK LEAVE, MATERNITY/PATERNITY LEAVE, FIT TO RETURN TO WORK, TEACHING PURPOSES, TRAVEL, SERVICE EXTENSION

Step Applicant/Client Service Provider



1 S b i i f R i th t f 3 5 i T M d A li ti f

Requirements:

Accomplished Application for Leave Form,Medical Certificate of Attending Physician 1 Submission of

Approved Leave FormReceive the request forMedical Certificate

3‐5 mins. T. Mercado, R. Hernaez

Application for Leave

2 Update medical record ofconcerned personnel

5 mins. ‐DO‐

3 Prepare the certificate 10 mins. ‐DO‐ ‐4 Validate medical certificate 30 mins DO

Medical Certificate of Attending Physician

4 Validate medical certificatepresented (for signature ofresident physician)


5 Record documents in theLogbook and release toTransaction Section or




• DOF current/former employees,

concerned personnel

(02) 5250244GSIS, Ombudsman, PAGC


PERSONNEL SERVICES DIVISIONMEDICAL CERTIFICATE: AS DOCUMENTARY REQUIREMENTS FOR PRE‐EMPLOYMENT

Step Applicant/ClientDuration of Activity (Under Normal Circumstances) Person‐In‐Charge Forms

1 Fill up of index card (medical record) 5 mins. T. Mercado, R. Hernaez

2 Prepare the referral form for laboratory 5 mins. ‐DO‐

MEDICAL CERTIFICATE: AS DOCUMENTARY REQUIREMENTS FOR PRE EMPLOYMENT

Requirements:

Laboratory Results

3 Review laboratory results 10 mins. ‐DO‐ ‐

4 Accomplishing Health Examination Record 5 mins. ‐DO‐ General Form 86

5 Perform Physical Examination 1 hour T. Mercado, R. Hernaez, R. Cruz

‐

6 Prepare the certificate for signature ofphysician

10 mins. ‐DO‐

7 Record documents and release toconcerned personnel

5 mins. ‐DO‐



Who May Avail of the Service: (02) 5250244• All qualified DOF personnel


GENERAL SERVICES DIVISIONPROCUREMENT AND PUBLIC BIDDING OF GOODSPROCUREMENT AND PUBLIC BIDDING OF GOODS

StageClient

(Bidders) Office Activity Duration of Activity Person‐In‐Charge FeesForms

(Documentation)

1

Pre‐Procurement Conferencea) Identification of projectsb) Scope of works to be undertakenc) Estimated budget for the contract

1‐2 hours BAC Draft Bid Documents

c) Estimated budget for the contractd) Procurement method to be adoptede) Time schedule for each procurement

2Preparation of ITAEB 1 CD BAC Secretariat Invitation to Apply for

Eligibility and to Bid (ITAEB)

3Approval of ITAEB 1 CD (depends on the

availability of the signatory)BAC Chair

y g y)

4Posting of ITAEB in Philgeps/WebsitePublication in newspaper

7 CD1 CD

BAC Secretariat/MIS

ITAEB

5Issuance and availability of Bid Docsa) Issuance of Order Payment to bidders for

payment to DOF Cashierb) Recording of names of bidders that purchased bid

Available for at least 7 CD from the date of issuance

BAC SecretariatBAC Secretariat

PhP 300++ (Based on ABC)

Order PaymentBid DocumentsBid Documents

docs.c) Issuance of bid docs.



Who May Avail of the Service: (02) 5268475• PHILGEPS registered companies



StageClient


(Documentation)

6Pre‐bid Conference 12 CD before deadline on

submission and opening of bids

BAC/BAC‐TWG/Bidders

BAC Secretariat

Bid Docs

7Preparation/review/approval/Issuance of Bid Bulletin participating Bidders

Not later than 7CD before submission of bids

BAC Bid BulletinBid Bulletin

8Submission/opening of Bids(Not later than the date and time specified in the bidding

1 CD (includes eligibility check)

BAC Bid Proposalsp g

documents))

9Bid Evaluation 7 CD BAC‐TWG Bid Proposals submitted by

participating bidders

10Post‐Qualification 7 CD BAC‐TWG Bid Proposals

Report of TWGApproval of BAC Resolution/ 7 CD BAC BAC Resolution

11 Issuance of Notice of Award Members/Designated Undersecretary

Notice of Award






StageClient


(Documentation)

12Contract Preparation/Contract Review

10 CD BAC SecretariatLegal Affairs Office

Draft contractDraft contract

13Approval of Contract by approving/designated signatory 15 CD Designated

SignatoryNotice to Proceed

14Issuance of Notice to Proceed 3 CD BAC Notice to Proceed

15Submission of Performance Security 1 CD Winning Bidder Performance Security

16Issuance of Notice to Proceed 3 CD BAC Notice to Proceed





GENERAL SERVICES DIVISIONPROPERTY AND PROCUREMENT SECTION: REQUISITION OF OFFICE SUPPLIESPROPERTY AND PROCUREMENT SECTION: REQUISITION OF OFFICE SUPPLIES

StageClient


(Documentation)

1Abstract of Canvass for signature of end‐user andmembers of Bids and Awards Committee

3‐5 days End‐User/ BAC Members

Abstract of Canvass

2Preparation/approval of Job/Purchase Order or contractfor service with ROA

2‐3 days End‐userBudget Div

Job/Purchase Order or Contract2 for service with ROA Budget Div.

Accounting Div.Director‐In‐Charge

Contract

3Upon approval of PO/JO it will be served to the winningbidder for the delivery of goods

Within the day C. Bunan, M. Abraham, E. Abanador

Approved PO/JO

Preparation of Notice of Delivery Within the day ‐DO‐ Notice of delivery4

p yRequest for Inspection

Inspection and Acceptance Report

y yRequest for InspectionInspection and Acceptance Report

5Issuance of Purchased Items Within the day ‐DO‐ RIS

Preparation of Payment Within the day ‐DO‐ Approved Disbursement




6 Voucher

(02) 5268475• PHILGEPS registered companies


GENERAL SERVICES DIVISIONPROPERTY AND PROCUREMENT SECTION: PREPARATION OF PURCHASE QUOTATION AND ABSTRACT OF CANVASSPROPERTY AND PROCUREMENT SECTION: PREPARATION OF PURCHASE QUOTATION AND ABSTRACT OF CANVASS

StageClient


(Documentation)1 Acceptance of Approved Requisition and Issue Slip 1 CD C. Bunan,

M. Abraham, E. Abanador

Requisition and Issue Slip

2 If items are on Check availability of supplies in the stockroom for Within 4 hrs ‐DO‐ Requisition and Issue Slip2 If items are onstock

Check availability of supplies in the stockroom forissuance

Within 4 hrs. ‐DO‐ Requisition and Issue Slip

3 If items notavailable

Prepare a Purchase Quotation (PQ) Within 30 mins. ‐DO‐ Purchase Quotation

4 PQ for approval/signature of Director, Central Admin.Office

Within 5 mins. Director‐CAO Purchase Quotation

5 Posting of PQ at the Philgeps/DOF Website At least 7 CD C. Bunan, Purchase Quotationg Q g p / ,M. Abraham, E. Abanador

Q

6 PQ for canvass if no quotations were received 1‐2 days ‐DO‐ Purchase Quotation

7 Preparation of Abstract of Canvass from at least three (3)prospective bidders

15 mins. ‐DO‐ Abstract of Canvass

8 Ab t t f C f i t f d d 3 5 d E d U / BAC Ab t t f C



• All DOF,PHILGEPS registered

8 Abstract of Canvass for signature of end‐user andmembers of Bids and Awards Committee

3‐5 days End‐User/ BAC Members

Abstract of Canvass

(02) 5268475companies


GENERAL SERVICES DIVISIONCASH AND PAYROLL SECTION: COLLECTIONS, DISBURSEMENT AND REPORTSCASH AND PAYROLL SECTION: COLLECTIONS, DISBURSEMENT AND REPORTS

StageClient


(Documentation)A. COLLECTIONS

1 Receipt of Order Payment 5 mins. J. San Pascual. A. Mendoza

Order Payment

2 Preparation of Cash Deposit 30 mins DO Deposit Slip2 Preparation of Cash Deposit 30 mins. ‐DO‐ Deposit Slip3 Collection deposited to LBP 15 mins. ‐DO‐ Deposit Slip

B. DISBURSEMENT1 Preparation of Checks/Advice 10‐15 mins. E. Estrada,

M. AguilarChecks/Advice

2 Approval of Checks/Advice Depending on the availability of the

Designated Signatory

Checks/Advice availability of the

signatorySignatory

3 Issuance of Check to Payee E. Estrada, M. Aguilar

E. Estrada, M. Aguilar

Check

C. REPORT1 Preparation of Checks Issued and Cancelled (RCIC)

Weekly ReportWithin the day E. Estrada,

M AguilarRCIC




Weekly Report M. Aguilar2 Transmittal to Accounting Division Within the day A. Mendoza RCIC

(02) 5268475• All DOF employees


GENERAL SERVICES DIVISIONLIBRARY SECTION: LIBRARY ADMINISTRATION AND MANAGEMENTLIBRARY SECTION: LIBRARY ADMINISTRATION AND MANAGEMENT

StageClient


(Documentation)A. CIRCULATION

1 DOF Personnel Searching documents thru card catalog and LEX LIBRIS Within 5 mins. C. Iglesia, Card Catalog/LEX LIBRIS

2 Charge and discharge of reading materials Within 5 mins. C. Iglesia, R. Zabat Book Card/Borrower’s2 Charge and discharge of reading materials Within 5 mins. C. Iglesia, R. Zabat Book Card/Borrower s Authorization Slip

Recall overdue books Within the day R. Zabat Overdue Notice

B. ASSISTANCE TO WALK‐IN RESEARCHER1 Outside Researcher Searching documents thru card catalog/LEX LIBRIS Within 10 mins. C. Iglesia, Card Catalog/LEX LIBRIS

d d h h f h b / h2 Provide documents copy thru photocopy after presentingO.R. from Cash

Within 20 mins. R. Zabat P2.50/page Photocopy Request Form

3 Refer to concerned offices/division/other governmentagencies (if research needs detail information; if researchis not related to DOF)

Within 5 mins. C. Iglesia,

4 R f t DOF b it f t ti it f th C I l i




4 Refer to DOF website for current activity of theDepartment

C. Iglesia,




StageClient


(Documentation)C. PHONE INQUIRIES

1 Searching documents thru card catalog/LEX LIBRIS Within 5 mins. C. Iglesia, Card Catalog/LEX LIBRIS2 Provide copy thru fax Within 10 mins. R. Zabat Book Card/Borrower’s

Authorization Slip3 Refer and give the contact number of offices concerned to their research (if

research is not related to DOF and/or needs detail informationWithin 5 mins. C. Iglesia Overdue Notice

D. COLLECTION DEVELOPMENT1 Book

JobbersSubscriptions (periodicals, journals, official gazette)‐request price quotation /invoice At least 7 CD

C. Iglesia, R. Zabat Requisition and Issue

‐ forward request Within the day Slip2 Purchase of books and other reading materials

‐ select materials to be purchased‐ inquire price quotation /invoice and copy of certification of exclusivedistributorship‐ Forward request

5 CD7 CD

Within the day

C. Iglesia, R. Zabat Catalogue

Requisition and Issue




Slip




StageClient


(Documentation)E. DONATIONS

1 Donors Inquire institution accepting request for donations /complimentary copy 5 CD C. Iglesia2 Sent letter request for donation Within the day C. Iglesia Request Letter

3 Sent acknowledgment receipt of donations received Within the day C. Iglesia Thank you Letter



Who May Avail of the Service: (02) 5268475• All DOF employees


ACCOUNTING DIVISION

BUDGET DIVISION

CFMO MANAGEMENT SERVICES DIVISION


l Offi





ACCOUNTING DIVISIONPROCESSING OF DISBURSMENT VOUCHERSPROCESSING OF DISBURSMENT VOUCHERS

Steps Description of stepsPersonnel responsible Rationale

Duration

1 Receives copies of DVs and supporting documents, stamped “Received” , and indicates date of receipt and initials on the stamped portion of the DVs, if with complete supporting documents, if incomplete

WelmerPadaoang

5 minutes

returns to the concerned offices for completion;Assigns DV number and record to the logbook the DV number and date, payee, particulars and amount, and forward to the processor.

2 Reviews DV for completeness and propriety of supporting documents/OBRs ;Checks Index of Payments from file to determine whether there are prior payment of the same claim.

Emma Sauza,Roderick

Action Officers process transactions on a per

111 minutes

(If prior payment was made return the papers to claimant with notation);Records the following in the IP : name, address of creditor, DV date and number, particulars and the amount;Computes the amount for payments net of taxes (if applicable) and other deductions;Set‐up payables to the system (ENGAs), Prints Journal Entry Vouchers (JEV);Initials Box A of DV and JEV Forwards copies of DVs original supporting documents (applicable to

Guiao,Fe Evangelista,Kenneth Alcedo,Ma Caridad

account basis ‐ Personal Services,Maintenance and Other Operating Expenses and Capital Outlays for General Fund andInitials Box A of DV and JEV, Forwards copies of DVs, original supporting documents (applicable to

claims) with printed JEV to Section Head (Disbursement and Payment Section) for review and initials. Ma. CaridadTanoy

General Fund and Special Funds





ACCOUNTING DIVISIONPROCESSING OF DISBURSMENT VOUCHERSPROCESSING OF DISBURSMENT VOUCHERS

Steps Description of stepsPersonnel responsible Rationale

Duration

3 Reviews DVs and supporting documents, initials Box A of DV, reviews initials and JEVs, checks data in the system , forwards to the Chief Accountant.

MaricelEscobar

Section Chief conducts review of all

15 minutes

disbursement voucherssubject for approval

4 Final review of DVs and attached supporting documents, signs Box A of DVs, and JEV;Checks subsidiary ledgers /approve JEVs in the ENGAS;Posts all expenses/payments to be made in the Notice of Cash Allocation Monitoring Sheets by

LolitaVerdadero

As accountable officer, careful review of all transactions need to be

21 minutes

Expense : Personal Services (PS), Maintenance and Other Operating Expenses (MOOE), Capital Outlays (CO) by Fund Code (Fund 101, Fund 171) and Accounts.

done prior to payment approval

5 Records in the Logbook the date of release of copies of DV, original supporting documents with OBRs and forwards to Office of the Director – Central Financial Management Office for initial to Box B of DVs.

WelmerPadaoang

1 minute




initial to Box B of DVs.

(02) 5235624• Open to all qualified applicants


BUDGET DIVISIONPROCESSING OF OBLIGATION REQUEST (ObR)

StepsDescription of steps

Personnel responsibleRationale

Duration

1 Receipt of documents from CAO record in the logbook & make initial evaluation of documents

Mr. Jose Ventura If incomplete documents return to originating units

5 minutes

PROCESSING OF OBLIGATION REQUEST (ObR)

2 Issuance of ObR and processing of claims using e‐budget system

Ms. Eliza P. Saavedra/Ms. Wilma R. Silva

For MOOE check PPMP/AP 25 minutes

3 Head of Budget approves ObR thru e‐budget system M. Eutiquia C. Mutiangpili For MOOE/CO check contract/ 30 minutesg pp g y q gp / /documents if complete

4 Release to Accounting Division Mr. Edgar Polistico 5 minutes





BUDGET DIVISIONPROCESSING OF OBLIGATION REQUEST (ObR)



Duration

1 Receipt of documents from CAO record in the logbook & make initial evaluation of documents

Mr. Jose Ventura If incomplete documents return to originating units

5 minutes

PROCESSING OF OBLIGATION REQUEST (ObR)

2 Issuance of ObR and processing of claims using e‐budget system

Ms. Eliza P. Saavedra/Ms. Wilma R. Silva

For MOOE check PPMP/AP 25 minutes

3 Head of Budget approves ObR thru e‐budget system M. Eutiquia C. Mutiangpili For MOOE/CO check contract/ 30 minutesg pp g y q gp / /documents if complete

4 Release to Accounting Division Mr. Edgar Polistico 5 minutes





MANAGEMENT DIVISIONPROCESSING OF INSPECTION AND ACCEPTANCE



Duration

1 Receipt of documents from General Services Division/Property and Procurement Section, make initial

Mr. Edilberto M. Gamurot For repair, check index of PPE for history of repair

5 minutes

PROCESSING OF INSPECTION AND ACCEPTANCE

evaluation, if incomplete documents return to originatingunits

2 Action Officer process Inspection and Acceptance Report Ms. Liceria A. Te Checks accurateness and validity of supporting documents attached to IAR (MOOE and CO)

25 minutes

3 Head of MSD signs/noted by portion of IAR Ms. Ma. Luisa M. Notario 5 minutes

4 Release to Property and Procurement Section Mr. Edilberto M. Gamurot 5 minutes





LEVEL 1: ON‐CALL SERVICES

LEVEL 2: ON‐SITE SERVICES

IT‐OFFICE LEVEL 3: SPECIALIZED SERVICES


l Offi





LEVEL 1: ON‐CALL SERVICES

Identify and

Service Desk StaffService EngineerAll DOF Groups

SimpleIdentify and

Input IT problem in the e-Ticket

system

5 mins

Analyzeand Resolve the problem through

on-call then close the ticket

Store cases in the knowledge base for stock answers to speed up response time?

5 mins10 ‐15mins 5minsIT issues

and problems Complex

TOTAL RESPONSE TIME: 20 ‐ 30 MINSLEVEL 2 – ON SITE SERVICE

4th floor, DOF Bldg., BSP ComplexManila, Philippines(02) 5265035 | 5254697


Who May Avail of the Service: (02) 5265035 | 5254697• DOF Offices and Attached Agencies


LEVEL 2: ON‐SITE SERVICES

Identify and

Service Desk StaffService EngineerAll DOF Groups

SimpleIdentify and

Input IT problem in the e-Ticket

system

5 mins

Analyze and Resolve the problem on-site then close the

ticket

Store cases in the knowledge base for stock answers to speed up response time?

5 mins30‐45mins 5minsIT issues

and problems Complex

TOTAL RESPONSE TIME: 40‐60 MINS




LEVEL 3 – SPECIALIZED SERVICE

(02) 5265035 | 5254697• DOF Offices and Attached Agencies


LEVEL 3: SPECIALIZED SERVICES

Service Desk Staff

•Chief Information Officer•Information Technology Officer

All DOF Groups • e-Governance and BusinessProcess Reengineering Projects

Types of Specialized Services

Identify and Input IT

problem in the e-Ticket

system

Analyze the problem and recommend a

plan according to the type of ?

• Systems Development Projects

• IT Solutions and InfrastructureDevelopment Projects

E d t E d ICT S t S isystem

5 mins

ypservice

60 ‐ 120 minsIT issues

and problems

• End-to-End ICT Support Services

Simple: 3 Months

• Business Intelligence and DataWarehouse Strategies

Complex: 6 Months ++



Who May Avail of the Service: (02) 5265035 | 5254697• DOF Offices and Attached Agencies