DIVISION MEMORANDUM /RECEIVED · -duly certified by the BAC - declaration of the supplier with the lowest quotation, indicated 10 BAC Resolution to Award (if amount exceeds P50K)

JXepuMit of tfie Pfjiltppmea;

department of CfcucattonRegion V

SCHOOLS DIVISION OFFICE OF CAMARINES SUR

February 3, 2020 __

DIVISION MEMORANDUM / R E C E I V E DNo. _o32_, s.2020 /

\ B'

REVISED CHECKLIST OF SUPPORTING DOCUMENtK ^ D M EFOR COMMON SCHOOL TRANSACTIONS v ' OF

To: Assistant Schools Division SuperintendentsChiefs of the CID and SGOD Education Program Supervisors Public School District Supervisors (PSDS)School Principals/School Heads of Elementary and Secondaiy Schools All Others Concerned

1. In view of the issuance of COA-DBM-DepEd Join t Circular 2019-1 whichrequires additional attachm ent on the liquidation of cash advances and to include modifications to the existing checklist as deemed necessary, thismemorandum is hereby issued.

2. Effective February 2020, all non-implementing units shall use the attached revised checklist of documentary requirements. This is designed to guide the School Heads on the required attachm ents for every disbursem ent transaction.

3. Supporting documents should be properly sorted and labeled according to the order they are listed in the checklist. Labels shall be placed at the lower center portion of the document using the following format:

SD (supporting document) number of the total num ber of supportingdocuments per transaction/ checklist

Ex: SD 1 o f 50 —------ corresponds to the 1st o f 50 supporting docum entsSD 2 o f 50 —------- - corresponds to the 2n d o f 50 supporting docum ents

4. Assigned document num ber of each attachm ent shall be indicated under the “Remarks” column of the checklist for refrence purposes.

5. The following documents shall be required in each liquidation of school operation fund and /o r special purpose funds:

a. Liquidation Report;b. Cash Disbursement'Register;c. M onthly bank statem ent or transaction print out

6. For the information, guidance and compliance of all concerned.

LOIDA a . NIDEA, CESO VSchools Division S u p erin ten d en t

O '

Address: Freedom Sports Complex, San Jose, Pili, Camarines Sur Email: [email protected] Website: www.depedcamsur.com Telephone No: (telefax) 8713340

mailto:[email protected]

http://www.depedcamsur.com

Revised Checklist of Supporting Documents for Com m on School Transactions

Contents:

1. Procurement of Goods from PSDBM

2. Procurement of Com m on-U se Supplies & Small Equipm ent

3. Procurement of Goods-Altefnative M ode Adopted

4. Repairs and Maintenance of Buildings (materials only)

5. Repairs and M aintenance of School Buildings & Facilities

6. Repair/M aintenance-Equipm ent

7. Photo Copying of Documents8. Survey of School Site

9. Tarpaulin Printing

10. Fidelity Bond

11. Payment of Electric Bill

12. Payment of W ater Consum ption Bill

13. Payment of Postpaid Internet/Mobile Phone

14. Initial Payment Internet Connection

15. Payment of Prepaid Internet/M obile Phone

16. Payment of Telephone Bills

17. Reimbursement of Travelling/Training Expenses

18. Fuel/Grass Cutting

19. Labor/Grass Cutting

20. Hauling Expenses

21. Payment of Janitorial/Security/Office Clerk Services

22. Postage/Courier Service

23. Notarial Fees

24. Payment for CheckBook

25. Payment of Transportation Th ru Payrol

26. GSIS Insurance

27. Honorarium of Guest Speaker (w ho is not a deped em ployee)

28. Payment for Supplies and Materials (with am ount not less than IK )

29. Rental of Generator or Grass Cutter (with am ont of less than IK )

30. Labor for Repair/Maintenance of Building (with am ount of less than IK )

31. Labor for Repair of Equipm ent (with am ount of less than IK )

S ’ CHECKLIST OF SUPPORTING DOCUMENTSPROCUREMENT OF GOODS FROM PS-DBM

Supplier:Items/Goods Purchased:Program/Activity/Purpose:Duration:Amount:Check No:

(Name of School)

So. Required Documents Date ----- KEM&RKSDisbursement Voucher

1 Picture of signed checki Certification that the items/goods are included in the

approved A^P-certified by the Supply Officerand verified by the BAC Sec.

3 Agency Procurement Request -4 Approved Purchase Order

-duly stamped received by COA- date, number, delivery terms, etc. indicated-duly atamped received by the DBM-PS-duly conformed/signed by the DBM-PS

5 .Delivery Receipt-dated-with itemized listings of the goods- with printed name and signature of the DepEDofficial who received the items

6 Inspection and Acceptance Report-duly stamped received by COA-date, number, etc. -indicated-with itemized listing of the goods

Official receipt No:8 Requisition & Issue Slip (RIS)$ Inventory Custodian Slip (ICS) tor non-consumable

supplies or small equipment10 Picture of supplies/materials purchased located in the

school stockroom

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name o f School)

C H EC K LIS T OF SUPPORTING DOCUM ENTS PROCUREM ENT OF COMMON-USE SUPPLIES & SMALL EQUIPM ENT

N O T AVAILABLE A T DBM-PS


No. Documents Date REMARKS.....bisbursement Voucher

1 Picture of signed check2 Certification that the items/goods are included in the

approved APP-certified by the Supply Officerand verified by the BAC Sec.

3 Approved Purchase Request-date, number, other required data indicated- duly stamped received by the BAC Secretariat

4 Activity/Project Proposal-if applicable-date of preparation indicated-duly certified by the end-user/coordinator

-approved by SDS if the amount is 50K and above or ASDSif the amount is below 50K

-duly stamped received by the BAC Secretariat5 Certificate o f Non-Availability of Stocks (CNAS), if applicable6 Cost-benefit analysis with computation and justification7 BAC Resolution No.:

-recommending the approval of the adoption of thealternative mode of procurement

8 Three Requests for Quotatibns (RfQ)-l .R tO o f :2. RIO of:3. RJQ of:

9 Abstract of Quotations and Award- duly dated-duly certified by the BAC- declaration of the supplier with the lowest

quotation, indicated10 BAC Resolution to Award (if amount exceeds P50K)11 Notice o f Award (if amount exceeds P50K)12 Approved Purchase Order

-duly stamped received by COA- date, number, delivery terms, etc. indicated

Page 1 of 2

V,

-duly stamped received by the supplier-conformed/signed by Supplier, over printed name

13 Notice to Proceed ( if amount per lot exceeds P50K)14 rto o i ot Folium 'S Posting (it amount exceeds rsuivj

l.R FQ2. Resolution to Award (RTA)3. Notice o f Award (NOA)4. Purchase Order or Contract5. Notice to Proceed (NTP)

15 Delivery Receipt-dated-with itemized listings of the goods- with printed name and signature of the Dep ED

official who received the items16 Inspection and Acceptance Report

-stamped received by COA-date, number, etc. -indicated-with itemized listing of the goods

17 Requisition & Issue Slip (RIS)18 Picture o f items purchased located in the school stockroom

for purchase o f office supplies19 Official receipt/Sales invoice No:20 BIR Withholding Tax Form- from sources (2306 and 2307)

ADDITIO NAL REQUIREMENTSFOR SEMI-EXPENDABLE ITEMS(costing below P15,000)

21 Approved Project Proposal22 Inventory Custodian Slip23 Picture o f semi-expendable items purchased

24 SUPPLIER'S LEGAL DOCUMENTS (shopping):Mayor’s/Business PermitBIR Certificate o f RegistrationPhilgeps number

Verified by:

(Bookkeeper)

Submitted by:

(School Head)

Page 2 of 2

(Name of School)


CHECKLIST OF SUPPORTING DOCUMENTS(3) PROCUREMENT OF GOODS-ALTERNATIVE MODE ADOPTED

No. kequired Documents iiate 1 REMARKSdisbursement Voucher




4 Activity/Project Proposal-if applicable-date of preparation indicated-duly certified by the end-user/coordinator-approved by SDS if the amount is 50K and above or ASDSif the amount is below 50K

-duly stamped received by the BAC Secretariat5 BAC Resolution No.:


6 Three Requests for Quotations (SfQ>l.R fO of:2. RfO of:3. RfO of:

7 Abstract of Quotations and Award- duly dated-duly certified by the BAG- declaration of the supplier with the lowest

quotation, indicated8 BAC Resolution to Award (if amount exceeds P50K)9 Notice of Award (if amount exceeds P50K)10 Approved Purchase Order

-duly stamped received by COA- date, number, delivery terms, etc. indicated-duly stamped received by the supplier-conformed/signed by Supplier, over printed name

11 Notice to Proceed ( if amount per lot exceeds P50K)12 rtoot or jt'miutii'a rostmg (ii amount exceeds fsuk)

l.RFQ2. Resolution to Award (RTA)3. Notice of Award (NO A)4. Purchase Order or Contract5. Notice to Proceed (NIP)

13 Delivery Receipt

Page 1 of 3

No.. Required Documents Date ----- ttUMARky—-dated-with itemized listings of the goods- with printed name and signature of the Dep EDofficial who received the items

14 Inspection and Acceptance Report-stamped received by COA-date, number, etc. -indicated-with itemized listing of thb goods

15 Requisition & Issue Slip (RIS), if* applicable16 Picture of items purchased located in the school storage room

for purchase of office supplies17 Official receipt/Sales invoice No:18 BIR Withholding Tax Form- from sources (2306 and 2307)

ADDITIONAL REQUIREMENTSFOR SEMI-EXPENDABLE ITEMS(costing below P15,000)

19 Approved Project Proposal20 Inventory Custodian Slip21 Picture of semi-expendable items purchased

FOR SHIRTS/SPORTS UNIFORMS -22 Specifications of the shirts/uniforms showing the color,

design, kind of letterings and other specifications(this shpuld be indicated in the PR)

23 Colored drawings or colored pnnt-outs of the shirt/uniform24 Certified distribution list of the t shirts/uniforms with the

following columnar headings: a) name, b) designation/sports event, c) description/kind of uniform received,d) quantity of item received, e) date received, f) signature

FOR CATERING SERVICE25 Menu plan to be served for the entire duration of the26 activity on a daily basis (this should be indicated in the PR and RFQ)27 Daily inspection report indicating the actual set of menu served28 Picture of actual set of1 menu served29 Certified daily attendance sheet indicating the time in and

time out of attendees

FOR MEDICINES30 License to Operate of the Drug Distributor31 Certificates of Product Registrations of the medicines

FOR IDs32 Certification from the Registrar/Admin Officer/Advisers as

to the number of enrollees

FOR INSURANCE OF ATHLETES OR STUDENTS DURING IMMERSION33 Insurance Policy34 Names and designations of the persons to be insure'd

35 SUPPLIER'S LEGAL DOCUMENTS:For Small Value Procurement:

Page 2 of 3

No. Required Documents l>ate REMARKS

Mayors PermitBIR Certificate of RegistrationPhilgeps Registration NumberIncome and Business Tax Returns (if amount exceeds P500K)Omnibus Sworn Statement (if amount exceeds P50K)

For Shopping:Mayors PermitBIR Certificate of RegistrationPhilgeps number

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS © REPAIRS AND MAINTENANCE OF BUILDINGS(materials only)

Supplier:Items/Goods Purchased:Type o f building repaired/maintained;Check No:Amount:

Required Documents "D ate” -----REMARKSDisbursement Voucher

1 Picture of signed checki Certification that the items/goods are included in the

approved APP- certified by the Supply Officerand verified by the BAC Secretariat

5 Approved Project Proposal-date of preparation indicated-duly certified by the endfuser/coordinator

-approved by SDS if the amount is 50K and above or ASDSif the amount is below 5 OK

-duly stamped received by the BAC Secretariat4 Approved Program o f Work5 Approved Purchase Request

-date, number, other required data indicated- duly stamped received by the BAC Secretariat

6 BAC Resolution No.:-recommending the approval of the adoption of thealternative mode o f procurement

Three Requests for Quotations (RfQ)-7 l .R fU o f:

1 MO of:....... ;.....................3. RfU of:

8 Abstract o f Quotations and Award-duly dated-duly certified by the BAC-declaration of the supplier with the lowest quotationspecifically indicated

4 BAC Resolution to Award (if amount exceeds P50K)16 Notice o f Award (if amount exceeds P50K)

"11 Approved Purchase Order-duly stamped received by COA- date, number, delivery terms, etc. indicated-duly atamped received by the supplier-conformed/signed by Supplier, over printed name

l i Notice to Proceed ( if amount per lot exceeds P50K)Frooi ot FhilLrbFi) rosting li amount exceeds rsuiv

l.RFQ

Page 1 of 2

2. Notice o f Award (NpA)3. Notice to Proceed (N IP)4. Purchase Order or Contract

14 Delivery Receipts DR NO:-dated-printed name and signature of the official whoreceived the items indicated-with itemized listing of the procured goods

15 Inspection and Acceptance Report-stamped received by COA-date, number, etc. -indicated-with the itemized listing of the goods

16 Requisition & Issue Slip (RIS)17 Official receipt/sales invoices of supplier No:18 BIR Withholding Tax Form-from Sources (2306 and 2307)19 Report o f Waste Materials

-specific action as to disposal of the waste materialsduly indicated (If waste/scrap materials reported in RWMare re-used such as fence, extension etc. attach pictures

ADDITIONAL REQUIREMENTS IF LABOR WILL BE SOURCEDFROM OTHER FUNDS (other than MOOE):

20 Pre and Post Inspection Report-Division PFU Coordinator21 Certificate o f Acceptance o f the School Head22 Pictures taken before, during and after repair

(taken in the same position/angle)

23 SUPPLIER'S LEGAL DOCUMENTS:For Small Value Procurement:Mayors PermitBIR Certificate of RegistrationPhilgeps Registration NumberIncome and Business Tax Returns (if amount exceeds P500K)Omnibus Sworn Statement (if amount exceeds P50K)

Verified by:(Bookkeeper)

Submitted by:(School Head)

Page 2 of 2

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS REPAIRS AND MAINTENANCE OF SCHOOL BUILDINGS & FACILITIES

(LABOR)

Payee:Duration of labor worked:Type of Building/Facility repaired/maintained: Check No:Amount:

No. Kequired Documents Date — REMARKS....IF tME AMdUNt TS M u ̂Disbursement Voucher

1 Picture of signed check2 Certification - as to inclusion in the approved APP3 Approved Project Proposal4 Copy of the approved Program of Work (POW)5 Approved Purchase Request


6 BAC Resolution -recommending the adoption ofalternative mode of procurement

7 Three Requests for Quotations (RfQ)RfO 1RfO 2RfO 3

8 Abstract of Quotations and Award-duly dated-duly certified by the BAC-with the declaration of the laborer with thelowest quotation

9 Pakyaw Contract-specific name of project indicated-specific dates of the number of labor works duly indicated-amount of labor cost indicated-notarized on or before the 1st day of labor work-stamped received by COA

10 KtK, li single payee (amount in words &i in ngures written by payee)11 Labor Payroll (for 2 or more laborers)12 Pre and Post Inspection Report-Division PFU Coordinator13 Certificate of Acceptance of the School Head14 Pictures taken before, during and after repair

(taken in the same position/angle)15 ED or CTC of the laborer

IF THE AMOUNT OF REPAIR IS BELOW 3K (petty repairs)Same requirement as above except:- Proposal and POW no longer required- Pre and post inspection report to be done by School Facilities in-charge

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS ^ REPAIR/MAINTENANCE-EQUIPMENT

Supplier:Equipment repaired/maintained:Check No:Amount:

iSio. Required Documents Date “ REMARKSDisbursement Voucher

l Picture of signed check2 Approved Purchase Request


3 Copy of the Inventory Custodian Slip/ARE4 Certification from the Property Custodian/Supply

Officer of the cause/s of the damages that willwarrant repair/maintenance

5 BAC Resolution No.:-recommending the approval of the adoption of thealternative mode of procurement

Three Requests for Quotations (RfQ)-6.a 1. RfO o f:6.b 2. RfO of:6.c 3. RfO of:7 Abstract of Quotations and Award

-duly dated-duly certified by the BAC-declaration of the supplier with the lowest quotationspecifically indicated

8 Approved Purchase Order-duly stamped received by COA- date, number, delivery terms, etc. indicated-duly atamped received by the supplier

9 Official receipt10 BIR Withholding Tax Form-from Sources (2306 and 2307)11 Report of Waste Materials

-specific action as to disposal of the waste materialsduly indicated

12 Accomplishment Report13 Pre and Post Inspection Inspection Report

-signed by the School Physical facilities Coordinator14 Inspection and Acceptance Report, for replacement of part

-stamped received by COA-date, number, etc. -indicated-with the itemized listing of the goods

15 Warranty16 LEGAL DOCUMENTS:

For Small Value ProcurementMayors PermitBIR Certificate of RegistrationPhilgeps Registration NumberIncome and Business Tax Returns (if amount exceeds P500K)Omnibus Sworn Statement (if amount exceeds P50K)

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS<$w PHOTO COPYING OF DOCUMENTS

Payee:Photocopied Documents: Amount:Check No:

No. |.............................. .........DOCUMENTS ........... ................. Date KEMAKK.5IP YHe AMOUNT i§ i,6od AK® ftHKLOW ...........

Disbursement Voucher1 Picture of signed check2 Certification that the items/goods are included in the


3 Approved Purchase Request-date, number, other required data indicated- duly stamped received by the BAC Secretariat- description, no. of pages & copies duly indicated

4 Inspection and Acceptance Report- stamped received by COA- duly dated-quantities of test papers per subject-indicated

5 Official receipts OR No:6 BIR Withholding Tax Form-from Sources (2306/ 2307)7 Distribution list duly received by subject teachers/advisers

IF THE AMOUNT IS MORE THAN PI,000.00


9 Three Requests for Quotations (RfQ)-9.a 1. RfO of: i9.b 2. RfO of:9.c 3. RfO of:10 Abstract of Quotations and Award


11 Approved Purchase Order-duly stamped received by COA- date, number, delivery terms, etc. indicated-duly atamped received by the supplier-conformed/signed by Supplier; over printed name

12 LEGAL DOCUMENTS:For Small Value ProcurementMayors PermitBIR Certificate of RegistrationPhilgeps Registration NumberOmnibus Sworn Statement (if amount exceeds P50K)

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

Supplier:Program/Activity/Purpose:Amount:Check No.-

| (Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS( D SURVEY OF SCHOOL SITE

INO. Documents Date REMARKSbisbursement Voucher




4 Project Proposal-date of preparation indicated-duly certified by the end-user/coordinator

-duly stamped received by the BAC Secretariat5 BAC Resolution No.:


6 Three Requests tor Quotations (RfQ)-1. RfO of:2. RfO of:3. RfO of:

7 Abstract of Quotations and Award- duly dated-duly certified by the BAC- declaration of the supplier with the lowest

quotation, indicated8 Approved Purchase Order/ Contract

-duly stamped received by COA- date, number, delivery terms, etc. indicated-duly stamped received by the supplier

9 License of geodetic engineer10 Copy of output/lot plan/site development plan11 Inspection and Acceptance Report

-stamped received by COA-date, number, etc. -indicated-with itemized listing of the goods

12 Official receipt ' No:13 BIR Withholding Tax Form|-from Sources (2306/2307)

!14 LEGAL DOCUMENTS:

For Small Value Procurement:Mayors PermitBIR Certificate of RegistrationPhilgeps Registration NumberOmnibus Sworn Statement (if amount exceeds P50K)

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

g ) C H EC K LIS T OF SUPPORTING DOCUM ENTSTARPAULIN PRINTING

(Name o f School)

Payee:School Acvitity: Amount:Check No.

No. Required Documents — Date"""i f the amount is below IKDisbursement Voucher

1 Picture of signed check2 Approved Purchase Request indicating

the school activity where the tarpaulinwill be used.

3 Official Receipt4 Picture of the tarpaulin

I f the amount is IK or above:Will follow the same procedure on regular

procurement process

(School Head)

Submitted by:

(Bookkeeper)

Verified by:

(Name o f School)

© C H EC K LIS T OF SUPPORTING DOCUM ENTS FID ELITY BOND

Payee:Amount:Check No:Effectivity date of the bond: Risk No.Amount of the bond:

1 No. Datedisbursement Voucher

1 Picture of signed check2 Confirmation letter (if available)3 Authority to Accept Payment (ATAP)4 Validated bank depositj

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

Payee:Consumption Period/Billed Period:Amount:Check No:

(Name of School)

( jp CHECKLIST OF SUPPORTING DOCUMENTSPAYMENT OF ELECTRIC BILL

" No. 11 kequired Documents ~ I 5 a te ” --------- REMARKSDisbursement Voucher

l Picture o f signed check2 Statement o f Account3 Official Receipt4 BIR Withholding Tax Form-from Sources (2306/ 2307)

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST o f s u p p o r t in g d o c u m e n t s PAYMENT OF WATER CONSUMPTION BILL

Payee:Consumption Period/Billed Period: Amount:Check No:

JNo. Required Documents Date ------ REMARKSDisbursement Voucher

1 Picture o f signed check2 Statement o f Account3 Official Receipt4 BIR Withholding Tax Form-from Sources (2306/ 2307)

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTSPAYMENT OF POSTPAID INTERNET/ MOBILE PHONE

Payee:Consumption Period/Billed Period: Amount:Check No:

No. Required Documents “ Bate"” ......... .. "■REMARKS"” ..........disbursement Voucher

1 Picture of signed check2 Statement of Account3 Official Receipt4 BIR Withholding Tax Form-from Sources (2306/ 2307)

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

Payee:Name of Activity/Project::Amount:Check No.

(Name o f School)

CHECKLIST OF SUPPORTING DOCUMENTSINITIAL PAYMENT OF INTERNET CONNECTION

No. Required Documents Date REMARKSDisbursement Voucher

1 Picture o f signed check2 Approved Purchase Request3 Letter request by the end-user approved by the

School Head indicating the following:- the initial and monthly rate of internet service(amount should not exceed the allocated budget in the WFP)

- number o f computers and speed of internet service-justification for choosing the internet provider

4 Initial Statement o f Account/Billing StatementCopy o f provider's Terms and Conditions

6 Official Receipt7 b lR Withholding Tax Form- from sources (2306 and 2307)

(School Head)

Submitted by:

(Bookkeeper)

Verified by:

^ CHECKLIST OF SUPPORTING DOCUMENTSPAYMENT OF PREPAID INTERNET/ MOBILE PHONE

Payee:Consumption Period/Billed Period:Amount:Check No:

(Name of School)


1 Picture of signed check2 Official Receipt3 Actual usea cara, u appncaoie

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS PAYMENT OF TELEPHONE BILLS

Payee:Billed period; Amount: Check No:

.. No..... Required Documents "TDate REMARKSDisbursement Voucher

1 Picture of signed check2 Statement o f Account3 Official receipt of telephone company4 Certification by the Head Agency that all

National Direct Dial (NDD), naturaloperator assisted calls and internationalassisted calls are otlcials calls

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Nam e o f School)

C H EC K LIS T OF SUPPORTING DOCUM ENTS REIM BURSEM ENT OF TRAVELING/TRAINING EXPENSES

Payee:Position/Designation: Purpose of Travel: Duration of Travel: Amount:Check No:

..No. Required Documents ” Tiate .. R E M A R K S ....disbursement Voucher

l Picture o f signed check2 Original copy of" the letter of- invitation

o f hosl/sponsoring agency/organization3 DepEd National, Regional or Division Memorandum, if applicable4 Approved Travel Order5 Approved Itinerary o f Travel6 Certificate of Travel Completed7 Original copy o f Certificate o f Appearance

with original initial of the activity coordinator8 Official receipt for the registration fee9 Office receipt for the hotel accomodation

if lodging cost exceeds the allowable rate10 Certification from the Head as to

the absolute necessity o f the cost o f thehotel accommodation if the lodging costexceeded the aiiowaoie lodging rate per day

11 Passenger copies o f the bus/van tickets12 Paper/electronic plane tickets13 Boarding pass14 Terminal fee tickets15 RER for taxi fare, motorboat, habal-habal or

Certification o f Expenses not requiring receiptspursuant to COA Circular1 No. 2017-001 dtd 6/19/17for expenses amounting to P300.00 or less

Note: Affidavit o f loss shall not be considered as appropriate replacement

Submitted by: Verified by:

(School Head) (Bookkeeper)

( g ) CHECKLIST OF SUPPORTING DOCUMENTSFUEL/GRASS CUTTING

(Nam e o f School)

Payee:Duration of labor worked: Amount:Check No:

No. Required Documents DateDisbursement Voucher

1 Picture of signed check2 Approved Pruchase Request3 Certification that the items/goods are included in the

approved APP- certified by the Supply Officerand BAC Sec.

4 Inspection and Acceptance; Report-stamped received by COA

5 Accomplishment report of the laborer- signed by the laborer-certified by the School Head-specific date/s and areas where the grass cutting

were made, duly indicated,

Dates Areas No. of Liters Used

Note: The allowed fuel consumption is 10-15 liters per hectare

6 Pictures taken before, during and after the grasscutting were made (taken same position/angle/place)

7 Official receipt o f the gasoline8 Official receipt o f 2T oil, if applicable

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

(Name o f School)

C H EC K LIS T OF SUPPORTING DOCUM ENTS LABOR/GRASS C U TTIN G

Payee:Duration of labor worked: Amount:Check No:

N o.'... Required Documents Date "REM ARKSDisbursement Voucher

1 Picture o f signed check2 Approved Purchase Request3 Pre and Post Inspection Report by School Physical

Facilities Coordinator4 Pictures taken before, during and after the grass

cutting were made (taken same position/angle/place)5 Accomplishment report o f the laborer

- signed by the laborer-certified by the School Head-specific date/s and areas where the grass cuttingwere made, duly indicated

Dates Areas JNo. of Liters Used

6 RER-amounts in words and in figures written by payee

7 ID or CTC o f the laborer

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

CHECKLIST OF SUPPORTING DOCUMENTS HAULING EXPENSES

Payee:Goods/items hauled Amount:Check No:

(Name of School)

No. Required Documents Date REMARKSIJthe amount is IK or above:Disbursement Voucher

1 Picture of signed check2 Approved Purchase Request



Three Requests for Quotations (RfQ)-4.a 1. RfO of:4.b 2. RfO of:4.c 3. RfO of:5 Abstract of Quotations and Award


6 Contract of Service (notarized)-duly stamped received by COA-name of project/nature of service, amount,

no. of days & specific dates indicated7 Official receipt, if any or RER (amounts in words

and in figures written by payee)8 Photo copy of the Driver's License9 Photo copy of the LTO registration

of the vehicle10 Certified list of the items/goods hauled, showing their

quantities that warranted the hauling thereofsigned by the hired driver

11 Picture of hauled items situated inside the hired vehicle

I f the amount is below IK (for short-distance hauling,upland and/or not passable roads)

Disbursement Voucher1 Photo copy of the check2 Approved Purchase Request3 RER

-amounts in words and in figures written by payee4 Accomplishment Report5 Picture of hauled items

,

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

(Name o f School)

CHECKLIST OF SUPPORTING DOCUMENTS PAYMENT OF JANITORIAL/SECURITY/OFFICE CLERK SERVICES

Payee:Pay Period: Amount: Check No:

JNo. Required Documents Date Remarks

For janitorial/security/qffice clerk services-£)isbursement Voucher

1 Picture of signed check1 Job Order contract3 Accomplishment report prepared and

signed by the laborer and verified bythe School Head - specifying the areaand rooms cleaned, and the dates

4 M R5 RER (amounts in words and in figures written by payee6 it) or CTC o f janitor/watchman

t or General Services -(procured on some cases only, such as

cutting of tree branches afterjtyphoon.removal of debris after typhoon, etc.)

Disbursement Voucher1 Picture of signed check2 Purchase Request3 Accomplishment Report4 Pictures taken before, during and after service4 RER j .......................

-amounts in words and in figures written by payee' 5 IT) or CTC ot payee

i

Submitted by: Verified by:i

(School Head) (Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS POSTAGE/COURIER SERVICE

Payee:Documents mailed: Amount:Check No:

No. Required Documents Date " M m M S " ..""Disbursement Voucher

1 Picture o f signed check2 Approved Purchase Request3 Official Receipt

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

(Name o f School)

C H EC K LIS T OF SUPPORTING DOCUM ENTS NOTARIAL FEES

Payee: Amount: Check No:

JNo. Required Documents Date " R E M X W SDisbursement Voucher

1 Picture o f signed check2 Approved Purchase Request3 Official receipt o f the notary official/lawyer4 Photo copy o f the document notarized

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

CHECKLIST OF SUPPORTING DOCUMENTS PAYMENT FOR CHECKBOOK

(Name o f School)

Payee: Amount: Check No.

..N o r " 11 Required Documents liate REMARK!'!disbursement Voucher

i Picture of signed check2 Approved Purchase Request3 Official Receipt4 Copy of accomplished check reorder form5 Inspection and Acceptance Report

-duly stamped received by COA-date, number, etc. -indicated-with itemized listing of the goods

(School Head)

Submitted by:

(Bookkeeper)

Verified by:

(Nam e o f School)

CHECKLIST OF SUPPORTING DOCUMENTSPAYMENT OF TRANSPORTATION THRU PAYROLL

Payee:Program/Activity/Purpose:Duration:Amount:Check No:

No. kequired Documents Date ------REMARKS” ....Disbursement Voucher

1 Picture of signed check2 Approved Purchase Request3 List of passengers - prepared by the activity coordinator

and certified by the School Head4 Daily Payroll5 OR and CR of the jeepneys6 Driver’s license of the driver7 Picture of jeepney/vehicle used with the passengers

;

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS GSIS INSURANCE

Payee:Insurance service procured: Amount:Check No:


1 Picture o f signed check2 Approved Purchase Request

- stamped received by the BAC Secretariat3 Certification that the items/goods are included in the

approved APP- certified by the Supply Officerand BAC Sec.

4 BAC Resolution recommending Negotiated Procurement- Agency to Agency

5 Insurance Policy6 Names and designations of the persons to be insured7 Official Receipt

Submtted by:

(School Head)

Verified by:

(Bookkeeper)

I

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS HONORARIUM OF GUEST SPEAKER

(who is not a DepEd employee)

Payee:Name of Activity: Date of Activity: Amount:Check No.

No. Required Documents Date “ REMARKSDisbursement Voucher

1 Picture o f signed check1 Approved Proposal

-date of preparation indicated-duly certified by the end-user/coordinator

-approved by SDS if the amount is 50K and above or ASDSif the amount is below 50K

3 Approved Purchase Request4 Letter o f Invitation to the Speaker5 Training Matrix/Programme6 Certification of Salary of the Guest Speaker

certified by the employer's HR Officer7 BIR Withholding Tax Form- from sources (2307)

Note:Computation: Constant factor of ft 023 x monthly salary rate x no. of actual lecture/training hours

I i i

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS (5|) PAYMENT for SUPPLIES AND MATERIALS

(with amount of less than 1k)I

Payee:Name of Activity/Project:Amount:Check No.

No. Required Documents “ Date ' “ TO Em U kSdisbursement Voucher

1 Picture o f signed check2 Approved Purchase Request3 Sales Invoice4 Inspection and Acceptance Report

-duly stamped received by COA-date, number, etc. -indicated-with itemized listing of the goods

s Picture o f purchased items6 Inventory Custodian Slip (tor non-consumable items)

(School Head)

Submitted by:

(Bookkeeper)

Verified by:

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS RENTAL OF GENERATOR OR GRASS CUTTER

(with amount of less than 1k)

Payee:Name of Activity: Date of Activity: Amount:Check No.

No. Required Documents b a te "REMARKSDisbursement Voucher

1 Picture o f signed check2 Approved Purchase Request3 Official Receipt or RER (amounts in words and in figures written by payee)4 ID or CTC of payee (if RER is issued)

;

Submitted by:

(School Head)

Verified by:

(Bookkeeper)

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTSLABOR FQR REPAIR/MAINTENANCE OF BUILDING


Payee:Name of Activity/Project:: Amount:Check No.

No. Required Documents b a te 'M A R K ? .......disbursement Voucher

1 Picture of signed check2 Approved Purchase kequest3 Accomplishment Report4 Pre and Post Inspection Inspection Report by the

School Physical Facilities Coordinator5 Waste Material Report, if applicable6 Pictures (before, during and alter repair)1 R lik (amounts in words and in figures written by payee)8 ID or CTC ol the payee

(School Head)

Submitted by :

(Bookkeeper)

Verified by:

(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS (g ) LABOR FOR REPAIR OF EQUIPMENT


Payee:Equipment to be repaired:Amount:Check No.

^ f o . ' Required Documents “ Date " ------KEMXEKS........Disbursement Voucher

1 Picture o f signed check2 Approved Purchase Request


3 Copy of the Inventory Custodian Slip/AkE4 Certification from the Property Custodian/Supply

Officer o f the cause/s o f the damages that willwarrant repair/maintenance

5 Pre and Post Inspection Inspection Report-signed by the School Physical facilities Coordinator

6 Inspection and Acceptance Report (for replacement o f parts)-duly stamped received by COA-date, number, etc. -indicated-with itemized listing of the goods

7 Accomplishment Report8 Official Receipt9 Report o f Waste Materials

-specific action as to disposal of the waste materialsduly indicated

Submitted by:

(School Head)

Verified by:

(Bookkeeper)