Certificate of premiums or loan payment remittances for PHIC, HDMF, GSIS and banks are issued to employees for purposes of clearance due to terminal pay; travel abroad or leave of absence exceeding 30 days; maternity leave and for loan renewal.
| Office or Division: | Administrative Division |
| Classification: | Simple |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Iloilo Provincial Government Personnel |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1.1 original copy Request form | Accounting Offic, Administrative Division |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Client fills out request form and submits to personnel in charge | 1.1 Receives request and records in the logbook |
None |
10 minutes |
Administrative Assistant II |
| 1.2 Checks and verifies against index card | None | 1 Day | ||
| 1.3 Prepares Certificate and affix initials | None | 2 hours | ||
| 1.4 Reviews and affix initials on the Certificate | None | 30 minutes | Division Head | |
| 1.5 Signs the Certificate | None | 10 minutes | OIC-PGDH | |
| 1.6 Releases the requested document | None | 10 minutes | Administrative Assistant II | |
| TOTAL | None | 1 day 3 hours | ||
To extend aid to indigents or citizens in crisis to alleviate financial burden.
| Office or Division: | Processing Division, Provincial Accountant’s Office |
| Classification: | Simple |
| Type of Transaction: | G2C - Government to Citizen |
| Who May Avail: | Indigents / Citizens in Crisis |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
1. Obligation Request - 4 copies 2. Disbursement Voucher - 4 copies |
Provincial Social Welfare and Development Office |
| 3. Certified copy of Death Certificate - 1 original copy | Civil Registrar |
| 4. Certificate of Residency - 1 original copy | Barangay |
| 5. Certificate of Indigency - 1 original copy | Municipal Social Welfare and Development Office |
| 6. Certificate of Eligibility – 1 original copy | Provincial Social Welfare and Development Office |
| 7. Summary Case Study Report – 1 original copy | Provincial Social Welfare and Development Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. 1. Presents voucher with complete supporting documents to designated receiving personnel | 1.1 Recieves financial assistance voucher from budget Office and assigns voucher number. Encodes in the Tracking System and assigns payroll/voucher number |
None |
10 minutes |
Designated Receiving personnel |
| 1.2 Verifies claims as to completeness and validity of supporting documents. Prepares Journal Entry Voucher and affixes signature for checking of PGDH or PGADH | None | 40 minutes | Administrative Officer II, IV or V | |
| 1.3 Certifies financial assistance as to completeness & validity of supporting documents and correctness of Journal Entry, then sig | None | 1hour | OIC PGDH or OIC PGADH | |
| 2. Receives signed financial assistance voucher | 2. Releases financial assistance voucher | None | 10 minutes | Designated Releasing Personnel |
| TOTAL | None | 2 hours | ||
Clearance is signed by the Provincial Accountant to ensure that the employee concerned is cleared from financial accountability prior to his / her leave of absence, such as Maternity Leave, Sick Leave and Vacation Leave for more than 30 days based on DBM, DILG & COA Circulars, CSC Issuances, BIR Tax Rules and Regulations and other regulating bodies.
| Office or Division: | PGDH, Provincial Accountant’s Office |
| Classification: | Simple |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Iloilo Provincial Government Personnel |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Clearance – 4 copies | Respective Office of Concerned Personnel |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1.1 . Presents Clearance for checking and signature of Provincial Accountant | None |
10 minutes |
Administrative Assistant II | |
| 1.2 Verifies in accounting records such as Index Card and NGAs as to financial accountability. If cleared, affixes initials in the Clearance | None | 8 hours | Administrative Assistant II | |
| 1.3 Checks and Signs Clearance as to Financial Accountability | None | 3 hours 40 minutes |
OIC-PGDH | |
| 2. Releases Clearance to requesting employee | None | 10 minutes | Administrative Aide I | |
| TOTAL | None | 1 day 4 hours | ||
Payrolls/ vouchers for salaries and wages of Regular and Casual employees are forwarded to the Provincial Accountant’s Office for processing and certification as to completeness of supporting documents, withholding taxes, and deductions based on the Government Procurement Act (RA 9184), DBM, DILG & COA Circulars, CSC Issuances, BIR Tax Rules and Regulations and other regulating bodies
| Office or Division: | Processing Division, Provincial Accountant’s Office |
| Classification: | Simple |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Requesting Office / Provincial Government Employee |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
1. Obligation Request – 4 copies 2. Payroll/Voucher – 4 copies |
Requesting Office |
For Salary Payroll • DTR – 1 copy • Approved Application for Leave – 1 original • Office/Travel Order (1 certified machine copy) • Certificate of Appearance (if applicable) |
Requesting Office Requesting Office Requesting Office Sponsoring Office / Organization |
For First Salary • Approved Appointment – 1 certified copy • Assignment Order, If applicable 1 copy • Certified true copy of Oath of Office – 1 copy • Certificate of Assumption – 1 copy • Statement of Assets, Liabilities and Net Worth • Approved DTR – 1 copy • ARA Form A, if new – 1 copy • ARA Form B, if transfer – 1 copy |
Administrative Officer V HRMDO HRMDO Administrative Officer V HRMDO Requesting Office Requesting Office Requesting Office |
For Salary Casual and Contractual Personnel For other agencies (for first claim) • Certified copy of the pertinent contract/appointment/ job order marked received by CSC - 1 copy • Certification by Local Chief Executive(LCE), in case of LGUs, that the employment/hiring is still within the Personal Services (PS) limitation prescribed under Section 325(a) of RA No. 7160 - 1 copy • Approved DTR - 1 copy
|
HRMDO HRMDO
Requesting Office
|
For Salary Differentials due to Promotion and/or Step Increment • Certified true copy of approved appointment in case of promotion or Notice of Salary Adjustment in case of step increment/salary increase – 1 copy • Certificate of Assumption of Duty – 1 copy • Approved DTR or Certification that the employee has not incurred leave without pay – 1 copy • Certification by the LCE, in case of LGUs, that the promotion/step increment is still within the PS Limitation prescribed under Section 325(a) of RA No. 7160 – 1 copy • ARA Form C – 1 copy |
HRMDO
Requesting Office HRMDO HRMDO Requesting Office |
For Last Salary & *Last Salary due to heirs of deceased employee • Clearance from money, property and Legal accountabilities – 4 copies • Approved DTR – 1 copy • ARA Form D – 1 copy |
Requesting Office Requesting Office Requesting Office |
*Same requirements as those for last salary Additional Requirements: • Death Certificate authenticated by National Statistics Office(NSO) – 1 copy • Marriage Contract authenticated by NSO, if applicable – 1 copy • Birth Certificate of Surviving legal heirs authenticated by NSO – 1 copy • Designation of next-of-kin – 1 copy • Waiver of Right of Children 18 years old and above – 1 copy |
Philippine Statistics Authority Philippine Statistics Authority Philippine Statistics Authority Lawyer Lawyer |
For Maternity Leave • Approved Application for leave – 1 original copy • Maternity leave clearance – 4 copies • Medical Certificate for maternity leave in CSC Form -1 original copy |
Requesting Office Requesting Office Government Doctor |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1.1 Forwarding payroll/ voucher with complete attachments to the Processing Division, Provincial Accountant’s Office | 1.1 Receives payroll/ voucher from Budget Office with necessary supporting documents 1.2 Encodes in the Tracking system 1.3 Assigns payroll / voucher number | None |
1 hour |
Administrative Assistant II |
| 1.4 Verifies payroll/ voucher as to completeness and validity of supporting documents. Prepares Journal Entry Voucher and affixes signature for checking of Division Head/ PGADH then forwards to Accounting Clerk | None | 8 hours | Administrative Officer II, IV or V | |
| 1.5 Accounting Clerk detaches supporting documents for remittances (GSIS, PHIC, HDMF,AIPGE, IPECMPC & Banks) then forwards to Division Chief for review | None | 1 hour | Administrative Aide IV or Admin. Officer IV | |
| 1.4 Reviews and affix initials on the Certificate | None | 30 minutes | Division Head | |
| 1.7 Certifies that allotment is obligated for the purpose; as to completeness of supporting documents; and correctness of Journal Entry | None | 5 hours | Provincial Accountant | |
| 1.8 Records claim in index card | None | 3 hours | Administrative Assistant II | 1.9 Releases payroll/ voucher to Treasurer’s Office-Internal Control Unit | None | 1 hour | Designated Releasing Personnel |
| TOTAL | None | 3 days | ||
Payrolls / individual vouchers for financial claims, allowances and other forms of compensation are forwarded to the Provincial Accountant’s Office for processing and certification as to completeness of supporting documents based on Government Procurement Act (RA 9184), DBM, DILG, COA Circulars, CSC Issuances, BIR Tax Rules and Regulations, and other regulating bodies.
| Office or Division: | Processing Division, Provincial Accountant’s Office |
| Classification: | Simple |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Requesting Office / Provincial Government Employee |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
1. Obligation Request – 4 copies 2. Payroll/Voucher – 4 copies |
Requesting Office |
For PERA Same Requirements as those for payment of salaries |
Requesting Office |
For Communication Allowance • Purchase Request – 4 copies • Invoice/Official Receipt or machine validated statement of account – 1 original copy |
Requesting Office Concerned personnel/officer |
For RATA For individual claims: • Office Order/Appointment (1st payment) –1 copy • Certificate of Assumption (1st Payment)- 1 copy • Certification that the official/employee did not use government vehicle and is not assigned any government vehicle – 1 copy • Certificate or evidence of service rendered or approved DTR – 1 copy • Certification by the LCE, in case of LGU’s, that the revised RATA rates is still within the PS Limitation prescribed under Section 325(a) of RA No..7160(for initial payment) – 1 copy |
Requesting Office Requesting Office Requesting Office
Requesting Office Requesting Office |
For General Claims: • RATA Payroll – 4 copies • Payroll Register • Letter to the Bank to credit employees’ account of their RATA claims, if applicable – 1 copy |
Requesting Office Requesting Office Treasurer’s Office |
For Clothing / Uniform Allowance For individual claims: • Certified true copy of approved appointment of new employees – 1 copy • Certificate of Assumption, new employees - 1 copy • Certificate of non-payment from previous agency, for transferees – 1 copy For General Claims: • Clothing/Uniform Allowance Payroll – 4 copies • Letter to the Bank to credit employees’ account of their salaries – 1 copy |
Requesting Office Requesting Office Requesting Office
Requesting Office Treasurer’s Office |
For Cash Advance • Authority of the accountable officer issued by the Head of Agency or his duly authorized representative indicating the maximum accountability and purpose of cash advance (for initial cash advance) – 1 copy • Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books – 1 copy • Approved application for bond and/or Fidelity bond for the year for cash accountability of P2,000 or more – 1 copy |
Governor’s Office Accounting Office Bureau of Treasury |
For Cash Advance Petty Cash Fund (PCF) • Approved estimates of petty expenses for one Month - 1 copy |
Requesting Office |
For Cash Advance Field / Activity Current Operating Expenses (COE) • Approved Budget for COE of the agency field office or agency activity in the field – 1 copy |
Requesting Office |
For Cash Advance Payroll Fund for Salaries, Wages, Allowances, Honoraria and Other Similar Expenses • Approved Contracts (for initial payment) – 1 copy • Approved payroll or list of payees indicating their net payments - 4 copies • Daily Time Record (DTR) approved by the Supervisor – 1 copy |
HRMDO Requesting Office / Administrative Officer Requesting Office / Administrative Officer |
For Cash Advance Traveling Allowances- Local Travel • Office Order/Travel Order approved in accordance with Section 3 of EO No. 298- 1 certified copy • Duly approved itinerary of travel – 2 copies • Certification from the accountant that the previous cash advance has been liquidated and accounted for in the books – 1 copy |
Requesting Office/ Administrative Officer Provincial Administrative Office Provincial Accountant’s Office |
For Cash Advance Foreign Travel • Office Order/ Travel Order approved in accordance with the provisions of Section 1 and 2 of EO No. 459 dated September 1, 2005 - 1 copy • Duly approved itinerary of travel – 2 copies • Letter of Invitation of host/sponsoring country / agency / organization – 1 copy • Flight itinerary issued by the airline/ticketing office/travel agency – 1 copy • Copy of the United Nations Development Programme (UNDP) rate for the daily subsistence allowance (DSA) for the country of destination for the computation of DSA to be claimed – 1 copy • Document to show the dollar to pesos exchange rate at the date of grant of cash advance - 1 copy • Where applicable, authority from the OP to claim representation expenses- 1 copy In case of seminars/trainings: • Invitation addressed to the agency inviting participants (issued by the foreign country) -1 copy • Acceptance of the nominees as participants (issued by the foreign country) – 1 copy • Program Agenda and Logistics Information - 1 copy |
Requesting Office Provincial Administrative Office Sponsoring Agency Airline/ Ticketing Office/ Travel Agency UN Website Forex Office of the President
Sponsoring Agency, Foreign Country Sponsoring Agency Sponsoring Agency |
Liquidation of Cash Advances • Report of Disbursements certified correct by the accountable officer – 1 copy • Approved payrolls/vouchers duly acknowledged/ signed by the payee/s – 4 copies • Approved daily time records (DTRs) or Certificate of Service – 1 copy • Approved Application for Leave – 1 copy • In case of payment of personnel under the “job order” status, duly verified/accepted accomplishment report – 1 copy • Official Receipt (OR) in case of refund for unclaimed salaries – 1 copy • Authority from the claimant and identification documents, if claimed by person other than the payee – 1 copy • Such other pertinent supporting documents as are required by the nature of expense |
Accountable Officer / Petty Cash Custodian Accountable Officer / Petty Cash Custodian Requesting Office / Administrative Officer Requesting Office / Administrative Officer Concerned Job Order (JO) Provincial Treasurer Concerned Job Order |
Petty Cash Fund • Summary of Petty Cash Vouchers – 4 copies • Report of Disbursements – 2 copies • Petty Cash Replenishment Report – 1 copy • Approved purchase request with certificate of Emergency Purchase, if necessary- 4 copies • Bills, receipts, sales invoices – 1 original copy • Certificate of inspection and acceptance- 1 original & 1 second copy • Report of Waste Materials in case of replacement/ repair – 1 copy • Approved trip ticket, for gasoline expenses – 1 copy • Petty Cash Vouchers duly accomplished and Signed – 4 copies • OR in case of refund – 1 original copy • For reimbursements of toll receipts • Toll Receipts – 1 original copy • Trip tickets – 1 original copy • Such other supporting documents that may be required and/or required under the company policy depending on the nature of expenses |
Accountable Officer Accountable Officer Accountable Officer Requisitioning Office Supplier GSO GSO Requisitioning Office / Driver Accountable Officer / Petty Cash Custodian Provincial Treasurer’s Office Service Provider
Service Provider |
Field/Activity Current Operating Expenses • Same requirements as those for salaries, petty operating expenses, other personal services, and maintenance and other operating expenses depending on the nature of expenses incurred |
|
For Traveling Expenses Local Travel • Paper/electronic plane, boat or bus tickets, boarding pass, terminal fee - 1 original copy • Certificate of appearance / attendance - 1 original copy • Copy of previously approved itinerary of travel -1 original / Certified copy • Revised or supplemental Office Order or any proof supporting the change of schedule - 1 copy • Revised Itinerary of Travel, if the previous approved itinerary was not followed - 1 copy • Certification by the Head of Agency as to the absolute necessity of the expense together with the corresponding bills or receipts, if the expenses incurred for official travel exceeded the prescribed rate per day (certification or affidavit of loss shall not be considered as an appropriate replacement for the required hotel/lodging bills and receipts) - 2 copies |
Service Provider Sponsoring Agency Concerned personnel / Claimant Requisitioning Office Requisitioning Office Governor’s Office |
For Foreign Travel • Paper/electronic plane tickets, boarding pass, boat or bus ticket - 1 copy • Certificate of appearance/attendance for training/ seminar/participation - 1 original copy • Bills/receipts for non-commutable representation expenses approved by the President under Section 13 of EO No. 248 - 1 original copy • For reimbursement of actual travel expenses in excess of the prescribed rate (EO No. 298): • Approval by the President - 1 copy • Certification from the Head of Agency that it is absolutely necessary- 1 copy • Hotel room bills with official receipts (certification or affidavit of loss shall not b considered as an appropriate replacement for the required hotel/lodging bills and receipts) - 1 original copy • Revised Itinerary of Travel, if applicable - 1 copy • Narrative Report on trip undertaken/Report on Participation - 1 copy • OR in case of refund of excess cash advance - 1 copy • Certificate of Travel Completed - 1 copy • Liquidation Report - 2 copies |
Service Provider Sponsoring Agency Service Provider Office of the President Governor’s Office Service Provider Concerned personnel / claimant Sponsoring Agency Treasurer’s Office Concerned personnel / claimant Concerned personnel / claimant |
For Liquidation Report - 2 copies • OR in case of refund of excess cash advance - 1 original copy • Certificate of Travel Completed • Hotel room/lodging bills with official receipts in the case of official travel to places within 50 kilometer radius from the last city or municipality covered by the Metro Manila Area, or the city or municipality where their permanent official station is located in the case of those outside the Metro Manila Area, if the travel allowances being claimed include the hotel room/lodging rate - 1 original copy |
Concerned personnel / claimant Sponsoring Agency Treasurer’s Office Concerned personnel / claimant |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Presents vouchers with complete attachments to the designated receiving personnel, Processing Division, Provincial Accountant’s Office | 1.1 Receives payroll/ voucher from Budget Office with necessary supporting documents 1.2 Encodes in the Tracking system 1.3 Assigns payroll / voucher number |
None |
30 minutes |
Designated Receiving Personnel |
| 1.2 Verifies voucher as to completeness and validity of supporting documents. Prepares Journal Entry Voucher and affixes signature for checking of Division Head / PGADH | None | 4hours | Administrative Officer II, IV or V | |
| 1.3 Reviews payroll as to completeness / validity of supporting documents and as to correctness of Journal Entry then affixes her initials on the voucher and JEV for checking of the Provincial Accountant | None | 2 hours | Division Head/ PGADH | |
| 1.4 Certifies that allotment is obligated for the purpose; as to completeness of supporting documents; and correctness of Journal Entry | None | 2 hours | Provincial Accountant | |
| 1.8 Records claim in index card | None | 1 hours | Administrative Aide I, IV | 1.6 Releases voucher/ payroll | None | 30 minutes | Designated Releasing Personnel |
| TOTAL | None | 1 day 2 hours | ||
Payrolls / individual vouchers for financial claims, allowances and other forms of bonuses,benefits and compensation are forwarded to the Provincial Accountant’s Office for processing and certification as to completeness of supporting documents based on Government Procurement Act (RA 9184), DBM, DILG, COA Circulars, CSC Issuances, BIR Tax Rules and Regulations, and other regulating bodies.
| Office or Division: | Processing Division, Provincial Accountant’s Office |
| Classification: | Complex |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Iloilo Provincial Government Employees Only |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Obligation Request - 4 copies 2. Payrolls/voucher- 4 copies | Requesting Office |
Subsistence, Laundry Allowance and Quarters Allowances • Approved DTR – 1 copy |
Requesting Office |
Productivity Incentive Allowance • Certification that the performance ratings for the two semesters given to the personnel of the concerned division/office is at least satisfactory – 1 copy * Additional documentary requirement please refer to COA Cir. No. 2012-001 “5.5.” |
Human Resource Office |
Honoraria • Office Order creating and designating the BAC composition and authorizing the members to collect honoraria – 1 copy • Minutes of BAC Meeting – 1 original or certified copy • Notice of Award to the winning bidder of procurement activity being claimed- 1 copy • Attendance Sheet listing Names of Attendees to the BAC meeting – 1 original copy |
Governor’s Office Bids and Awards Committee Bids and Awards Committee Bids and Awards Committee |
Hazard Pay • Certification from the Technical Committee that the place of assignment/travel is a stride-torn / disease infested/distresses or isolated areas/ stations – 1 copy • Duly accomplished time record of employees or travel report- 1 copy • Copy of special order from the agency/department head covering the assignment to hazardous/ different areas – 1 copy • Approved DTR/Service Report – 1 copy |
Technical committee on the Implementation of Hazard Pay, Subsistence and Laundry Allowance Claimant Office of Assignment Office of Assignment |
Overtime Pay • Overtime authority stating the necessity and urgency of the work to be done, and the duration of overtime work – 1 copy • Overtime work program – 1 copy • Quantified Overtime accomplishment duly signed by the employee and supervisor – 1 copy • Certificate of service or duly approved DTR- 1 copy |
Requesting Office Requesting Office Claimant and Supervisor Requesting Office/ Administrative Officer |
Year-end and Cash Gift For General Claims: • Clearance from money, property and legal accountabilities – 1 copy • Certification from head of Office that the employee is qualified to receive the YEB and CG benefits pursuant to DBM Budget Circular No. 2003-2 dated May 9, 2003 – 1 copy |
Office of Assignment Office of Assignment |
For individual claims: • YEB and CG Payroll – 4 copies • Payroll Register • Letter to the Bank Credit employees account of their YEB and CG claims – 1 copy |
Office of Assignment / Administrative Officer Provincial Treasurer’s Office |
Terminal Leave Benefits • GSIS Clearance – 1 copy • Clearance from money, property and legal accountability from Central Office and from Regional Office of Last Assignment – 1 copy • Certified photocopy of employees leave card as to last date of service duly audited by the Personnel Division and COA/Certificate of leave credits issued by the Admin/Human Resource Management Office – 1 copy • Approved leave application – 1 copy • Complete Service Record – 1 copy • SALN – 1 copy • Certified Photocopy of appointment /NOSA showing the highest salary received if the salary under the last appointment if not the highest – 1 copy • Computation of terminal leave benefits duly signed/ certified by the accountant – 1 copy • Applicant’s authorization (in affidavit form) to deduct all financial obligations with the employer/agency/ LGU – 1 copy • Affidavit of applicant that there is no pending/ criminal investigation or prosecution against him/ her (RA No. 3019)- 1 copy • In case of resignation. Employee’s letter of resignation duly accepted by the Head of Agency – 1 copy |
GSIS Office of Last Assignment Office of Assignment / Administrative Officer HRMDO Office of Assignment/ Administrative Officer HRMDO Claimant Office of Assignment/ Administrative Officer Provincial Accountant’s Office Applicant / Claimant Applicant/ Claimant Applicant / Claimant |
*Additional requirements in case of death: • Death certificate authenticated by NSO - 1 copy • Marriage contract authenticated by NSO - 1 copy • Birth certificates of all surviving legal heirs authenticated by NSO - 1 copy • Designation of next-of-kin - 1 copy • Waiver of rights of children 18 years old and above - 1 copy |
NSO NSO NSO Applicant/ Claimant Applicant/ Claimant Applicant / Claimant |
Monetization • Approved leave application(ten days) with leave credit balance certified by the Human Resource Office - 1 copy • Request for leave covering more than ten days duly approved by the Head of Agency - 1 copy • For monetization of 50 percent or more: • Clinical abstract/medical procedures to be undertaken in case of health, medical and hospital needs - 1 copy • Barangay Certification on case of need for financial assistance brought about by calamities, typhoons, fire, etc. - 1 copy • Waiver if monetization is more than 10 days |
HRMDO Office of Assignment Attending Physician
Barangay Employee concerned |
Loyalty Pay For individual claims: • Service Record - 1 copy • Certification from the HRO that the claimant has not incurred more than 50 days authorized vacation leave without pay within the 10-year period or aggregate of more than 25 days authorized vacation leave without pay within the 5-year period, as the case may be - 1 copy For General Claims: • Loyalty Cash Award/Incentive Payroll - 4 copies • Payroll Register (hard and soft) • Letter to the Bank to credit employees’ account of their salaries - 1 copy |
HRMDO Requesting Office / Administrative Officer
Requesting Office Provincial Treasurer’s Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Presents vouchers with complete attachments to the designated receiving personnel, Processing Division, Provincial Accountant’s Office | 1.1 Receives vouchers with necessary supporting documents Encode in the Receiving System (E-DTS) Assigns voucher Number |
None |
1 hour |
Designated Receiving personnel |
| 1.2 Verifies voucher as to completeness and validity of supporting documents. Prepares Journal Entry Voucher and affixes signature for checking of Division Head/PGADH | None | 8 hours | Administrative Officer II, IV or V | |
| 1.3 Accounting Clerk detaches supporting documents for BIR withholding tax remittances (if applicable) then forwards to Division Chief for review | None | 1 hour | Administrative Aide IV | |
| 1.4 Reviews payroll as to completeness / validity of supporting documents and as to correctness of Journal Entry then affixes her initials on the voucher and JEV for checking of the Provincial Accountant | None | 5 hours | Division Head/ PGADH | |
| 1.5 Certifies that allotment is obligated for the purpose; as to completeness of supporting documents; and correctness of Journal Entry | None | 5 hours | Provincial Accountant | |
| 1.6 Records claim in index card | None | 3 hours | Administrative Aide I or IV | |
| 1.7 Releases voucher/ payroll | None | 1 hour | Designated Releasing Personnel | |
| TOTAL | None | 3 days | ||
Disbursement Vouchers for payment to Suppliers are forwarded to the Office of the Provincial Accountant for processing and certification as to completeness of supporting documents, withholding taxes and liquidated damages computations based on the Government Procurement Act (RA 9184), DBM, DILG & COA Circulars, CSC Issuances, BIR Tax Rules and Regulations and other regulating bodies.
| Office or Division: | PGDH , Provincial Accountant’s Office |
| Classification: | Highly Technical |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Requisitioning Office |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Disbursement Voucher- 4 copies | Requisitioning Office |
| 2. Obligation Request (OBR) - 4 copies | Requisitioning Office | 3. Original Copy of Supplier’s Invoice/Statement of Account - 1 copy | Supplier |
| 4. Delivery Receipt - 1 copy | Supplier |
| 5. Inspection and Acceptance Report - 1 copy | General Services Office |
| 6. Samples and brochure/photographs (if applicable) – 1 copy | Supplier |
| 7. Photocopy of Warranty Certificate (for equipment ) - 1 copy | Supplier/General Services Office |
| 8. Acknowledgement Receipt for Equipment ( for equipment) – 1 copy | General Services Office |
| 9. Inventory Custodian Slip (ICS) – 1 copy | General Services Office |
| 10. Requisition and Issue Slip (RIS) – 1 copy | General Services Office |
| 11. Waste Material Report – 1 copy | General Services Office |
| 12. Pre & Post Repair Inspection Report (for repairs) 1 copy | General Services Office |
| 13. Report of Utilization – 1 copy | General Services Office |
| 14. Daily Attendance Sheets ( for catering) – 1 copy | Requisitioning Office |
| 15. Activity Design/Program( for catering) – 1 copy | Requisitioning Office |
| 16. Copy of Newspaper Clipping evidencing publication/CD in case of TV or radio | Supplier |
| 17. Print out of posting of Notice to Proceed, Purchase Order or Contract , Notice of Award in Philgeps & agency website (for Bidding) | Bids and Awards Committee |
| 18. Small Value & Shopping with ABC of more than 50,000)- 1 copy | Bids and Awards Committee |
| 19. Print out of posting of General Information of the Contract to Philgeps & agency websit | Claims Assistance Unit, Governor’s Office |
| 20. Notice to Proceed- 1 copy | Claims Assistance Unit, Governor’s Office |
| 21. Approved Purchase Order (PO) or Contract duly stamped “RECEIVED” by the COA- 2 Copies | General Services Office |
| 22. Authorization by the Local Sanggunian for the Local Chief Executive to Enter into Contract ( for Projects described in generic terms) | Local Sanggunian |
| 23. Notice of Award- 1 copy | Bids and Awards Committee |
| 24. Notice of Post qualification – 1 copy | Bids and Awards Committee |
| 25. Notice of Post Disqualification – 1 copy | Bids and Awards Committee |
| 26. BAC Resolution declaring winning bidder & recommending award approved by the HOPE- 1 copy | Bids and Awards Committee |
| 27. Post qualification & Bid Evaluation Report | Bids and Awards Committee |
| 28. Notice to Post-qualify | Bids and Awards Committee |
| 29. Abstract of Bids Quotation - 1 copy | Bids and Awards Committee |
| 30. Minutes of Bid/RFQ Opening - 1 copy | Bids and Awards Committee |
| 31. Checklist of Eligibility Requirements required by BAC with Bid Form & supporting documents - 1 copy | Bids and Awards Committee |
| 32. Minutes of Pre-Bid Conference ( if applicable) - 1 copy | Bids and Awards Committee |
| 33. Memorandum of Agreement - 1 copy | Requisitioning Office |
| 34. SP Resolution authorizing the Governor to enter into Memorandum Agreement - 1 copy | Local Sanggunian |
| 35. Evidence of invitation of 3 observers in all stages of procurement - 1 copy | BAC Secretariat |
| 36. Certification from Head of BAC Secretariat on the posting of advertisement at conspicuous place - 1 copy | BAC Secretariat |
| 37. Print out copies of advertisement posted in Philgeps & Agency website (for Bidding, Small Value & Shopping with ABC of more than 50,000) - 1 copy | Bids and Awards Committee |
| 38. Minutes of Pre-procurement Conference ( if applicable) - 1 copy | Bids and Awards Committee |
| 39. Copy of BAC Resolution determining the mode of procurement ( if mode is other than bidding) - 1 copy | Bids and Awards Committee |
| 40. Approved Purchase Request - 4 copies | Bids and Awards Committee |
| 41. Authority to Purchase Motor Vehicle - 1 copy | Requisitioning Office |
| 42. Detailed breakdown of ABC - 1 copy | Requisitioning Office |
| 43. Authenticated copy of Annual Procurement Plan (APP) - 1 copy | Bids and Awards Committee |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Presents vouchers with complete attachments to the designated receiving personnel, Processing Division, Provincial Accountant’s Office | 1.1 Receives vouchers with necessary supporting documents Encode in the Receiving System (E-DTS) Assigns voucher Number |
None |
1 hour |
Designated Receiving personnel |
| 1.2 Verifies voucher as to completeness and validity of supporting documents. Prepares Journal Entry Voucher and affixes signature for checking of Division Head/PGADH | None | 3 days | Administrative Officer II, IV or V | |
| 1.3 Reviews payroll as to completeness / validity of supporting documents and as to correctness of Journal Entry then affixes her initials on the voucher and JEV for checking of the Provincial Accountant | None | 2 days | Division Head/ PGADH | |
| 1.4 Certifies that allotment is obligated for the purpose; as to completeness of supporting documents; and correctness of Journal Entry | None | 1 day and 5 hours | Provincial Accountant | |
| 1.5 Records claim in index card | None | 1 hour | Administrative Aide I or IV | |
| 1.6 Releases voucher to the Treasurer’s Office, Internal Control Unit | None | 1 hour | Designated Releasing Personnel | |
| TOTAL | None | 7 days | ||
Disbursement Vouchers for Infrastructure are forwarded to the Office of the Provincial Accountant for processing and certification as to completeness of supporting documents, withholding taxes and liquidated damages computations based on the Government Procurement Act (RA 9184), DBM, DILG & COA Circulars, CSC Issuances, BIR Tax Rules and Regulations and other regulating bodies.
| Office or Division: | PGDH , Provincial Accountant’s Office |
| Classification: | Highly Technical |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Requisitioning Office/ Liaison Officers |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Disbursement Voucher- 4 copies | Requisitioning Office |
| 2. Obligation Request (OBR) - 4 copies | 3. Letter Request from Contractor for advance/ progress/final payment or for substitution in case of release of retention money- 1 copy | Supplier |
| 4. Liquidated Damages (LD) computation- 1 copy | Requisitioning Office |
| 5. Photocopy of Warranty Certificate (if applicable) - 1 copy | Bids and Awards Committee |
| 6. Inspection and Acceptance Report - 1 copy | General Services Office |
| 7. Posting of Notice to Proceed, Purchase Order or Contract , Notice of Award to Philgeps website (for Bidding, Small Value & Shopping with ABC of more than 50,000)- 1 copy | Claims Assistance Unit |
| 8. Posting of General Information of the Contract to Philgeps website (for Agency-Agency, Direct Contracting ) – 1 copy | Claims Assistance Unit |
| 9. Notice to Proceed- 1 copy | Claims Assistance Unit |
| 10. Approved Purchase Order (PO) or Contract duly stamped “RECEIVED” by the COA- 2 Copies | Claims Assistance Unit |
| 11. PERT-CPM | Bids and Awards Committee |
| 12, Authorization by the Local Sanggunian for the Local Chief Executive to Enter into Contract ( for Projects described in generic terms) - 1 copy | Local Sanggunian |
| 13. Notice of Award- 1 copy | Bids and Awards Committee |
| 14. Notice of Post qualification – 1 copy | Bids and Awards Committee |
| 15. Notice of Post Disqualification – 1 copy | Bids and Awards Committee |
| 16. BAC Resolution declaring winning bidder & recommending award approved by the HOPE- 1 copy | Bids and Awards Committee |
| 17, Post qualification & Bid Evaluation Report - 1 copy | Bids and Awards Committee |
| 18. Notice to Post-qualify - 1 copy | Bids and Awards Committee |
| 19. Abstract of Bids Quotation- 1 copy | Bids and Awards Committee |
| 20. Minutes of BAC Meeting- 1 copy | Bids and Awards Committee |
| 21. Checklist of Eligibility Requirements required by BAC with Bid Form & supporting documents - 1 copy | Bids and Awards Committee |
| 22. Minutes of Pre-Bid Conference ( if applicable) - 1 copy | Bids and Awards Committee |
| 23. Evidence of invitation of 3 observers in all stages of procurement - 1 copy | Bids and Awards Committee |
| 24. Certification from Head of BAC Secretariat on the posting of advertisement at conspicuous place - 1 copy | Bids and Awards Committee |
| 25. Print out copies of advertisement posted in Philgeps & Agency website (for Bidding, Small Value & Shopping with ABC of more than 50,000) - 1 copy | Bids and Awards Committee |
| 26. Minutes of Pre-procurement Conference ( if applicable) - 1 copy | Bids and Awards Committee |
| 27. Copy of BAC Resolution determining the mode of procurement ( if mode is other than bidding) – 1 copy B | Bids and Awards Committee |
| 28. Approved Purchase Request – 1 copy | Bids and Awards Committee |
| 29. Detailed breakdown of ABC - 1 copy | Requisitioning Office |
| 30. Work Program - 1 copy | Requisitioning Office |
| 31. Proof of Ownership of project site - 1 copy | Requisitioning Office |
| 32. Authenticated copy of Annual Procurement Plan (APP) - 1 copy | Requisitioning Office |
Additional Requirements common to all infrastructure transactions:
1. Statement of Work Accomplished/progress billing- 1 copy 2. Inspection Report by the Agency’s Authorized Engineer- 1 copy 3. Results of Test Analysis (if applicable) – 1 copy 4. Statement of Time Elapsed – 1 copy 5. Contract Data – 1 copy 6. Previous Billing Contract Data ( for progress payments) – 1 copy 7. Monthly Certificate of Payment – 1 copy |
Supplier General Services Office Provincial Engineer’s Office Provincial Engineer’s Office Provincial Engineer’s Office Supplier Supplier |
8. Contractor’s Affidavit on payment of laborers and materials – 1 copy 9. Pictures, before, during and after construction of items of work especially embedded items signed by the Inspector- 1 copy 10. Photocopy of Disbursement Vouchers of all previous payments(if applicable)- 1 copy 11. Certificate of Completion- 1 copy 12. Irrevocable Standby letter of Credit/Security Bond/ bank Guarantee ( for advance payment claim) – 1 copy 13. Copy of Approved Change Order/Extra Work Order – 1 copy |
Supplier/Provincial Engineer’s Office Supplier Supplier Provincial Engineer’s Office Surety Company/Bank Provincial Engineer’s Office |
14. Copy of original Plans indicating the affected portions and duly revised plans indicating changes made which shall be color coded – 1 color 15. Copy of Agency’s report establishing the necessity / justification for the need of such change order or extra work order – 1 copy 16. Copy of Revised PERT-CPM – 1 copy 17. Copy of approved variation Order – 1 copy 18. As Built Plans ( for final billing) – 1 copy 19. Warranty Security – 1 copy |
Supplier Provincial Engineer’s Office Supplier Provincial Engineer’s Office Supplier Surety Company/ Bank |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Presents vouchers with complete attachments to the designated receiving personnel, Processing Division, Provincial Accountant’s Office | 1.1 Receives vouchers from Budget Office with necessary supporting documents. Encodes in the Receiving System (E-DTS) and Assigns voucher Numbe |
None |
1 hour |
Designated Receiving personnel |
| 1.2 Verifies voucher as to completeness and validity of supporting documents. Prepares Journal Entry Voucher and affixes signature for checking of Division Head/PGADH | None | 3 days | Administrative Officer II, IV or V | |
| 1.3 Reviews voucher as to completeness / validity of supporting documents and as to correctness of Journal Entry then affixes her initials on the voucher and JEV for checking of the Provincial Accountant | None | 2 days | Division Head/ PGADH | |
| 1.4 Certifies that allotment is obligated for the purpose; as to completeness of supporting documents; and correctness of Journal Entry | None | 1 day and 5 hours | Provincial Accountant | |
| 1.5 Records claim in index card | None | 1 hour | Administrative Aide I or IV | |
| 1.6 Releases voucher to the Provincial Treasurer, Internal Control Unit | None | 1 hour | Designated Releasing Personnel | |
| TOTAL | None | 7 days | ||
Financial Documents from the Provincial Treasurer’s Office of the Iloilo Provincial Government are submitted to the Provincial Accountant’s Office. Bookkeeping Division for the preparation of Financial Reports as mandated by the Commission on Audit.
| Office or Division: | PGDH , Provincial Accountant’s Office |
| Classification: | Complex |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Iloilo Provincial Government |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
1. Report of Collection and Deposit ● Official Receipts (1 Duplicate Copy) ● Deposit Slip (1 Duplicate Copy) ● Summary of Collection (2 Original Copies) ● Credit Memo Receipt (1 Duplicate Copy) |
Provincial Treasurer’s Office |
2. Report of Check Issued ● Disbursement Vouchers with Check and Supporting Documents (1 Original Copy) |
Provincial Treasurer’s Office |
3. Report of Cash Disbursement ● Disbursement Vouchers with Supporting Documents (1 Original Copy) |
Provincial Treasurer’s Office |
4. Report of ATM Disbursement ● Payroll with Supporting Documents (1 Original Copy) |
Provincial Treasurer’s Office |
5. Report of Cancelled Checks ( Original Copy) ● Cancelled Checks |
Provincial Treasurer’s Office |
6. Report of Stale Checks (Original Copy) ● Stale Checks |
Provincial Treasurer’s Office |
7. Report of Unclaimed Checks (Original Copy) ● Disbursement Vouchers with Unclaimed Check and Supporting Documents |
Provincial Treasurer’s Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Transmit the reports. | 1.1 Receives reports from Treasurer’s Office and checks supporting documents |
None |
15 minutes | Designated Receiving personnel |
1.2 Encode the reports • Report of Collection and Deposit • Report of Check Issued • Report of Cash Disbursement • Report of ATM Disbursement • Report of Cancelled Checks • Report of Stale Checks • Report of Unclaimed Checks |
None | 1 day | Administrative Officer IV/AA II
AO II Administrative Officer IV/AA II |
|
| 1.3 Post the reports to ENGAs | None | 1 day | Accountant II or IV | |
1.4 Prepare Financial Statement (to be submitted to COA, Office of the Governor, Sangguniang Panlalawigan & Provincial Treasure’s Office) • General Fund • SEF • Trust Fund |
None | 3 days | Accountant III | |
| TOTAL | None | 5 days 15 minutes | ||
Disbursement Vouchers for Fund Transfers are forwarded to the Office of the Provincial Accountant for processing and certification as to completeness of supporting documents, based on the Government Procurement Act (RA 9184), DBM, DILG & COA Circulars, CSC Issuances, BIR Tax Rules and Regulations and other regulating bodies.
| Office or Division: | Processing Division, Provincial Accountant’s Office |
| Classification: | Complex |
| Type of Transaction: | G2C - Government to Government |
| Who May Avail: | Provincial Government Employee |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
1. Obligation Request - 4 copies 2. Payrolls / Voucher - 4 copies |
Requesting Office |
| 3. Indorsement to Accountant’s Office - 1 copy | Governor’s Office |
4. Resolution Number or Letter asking for Financial Assistance - 1 copy |
Recipient / Claimant |
For INFRA: • Program of Works and Cost Estimates - 1 copy • Proof of Government Ownership / Deed of Donation / Usufruct Agreement - 1 copy |
Recipient / Claimant Local Assessor |
For Other FAS: • Project Exp/Estimated Exp./Activity Design - 1 copy • Authority of PB/Mayor to sign Resolution - 1 copy • Memorandum of Agreement - 1 copy • SP Resolution No. 2019-623 - 1 copy |
Recipient / Claimant Recipient / Claimant Governor’s Office Sanggunian Panlalawigan |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Presents voucher with complete attachments to the designated receiving personnel, Processing division, Provincial Accountant’s Office | 1.1 Receives vouchers with necessary supporting documents Encodes in the Receiving System (E-DTS) Assigns voucher Number | None |
1 hour | Designated Receiving personnel |
| 1.2 Verifies voucher as to completeness and validity of supporting documents. Prepares Journal Entry Voucher and affixes signature for checking of Division Head/PGADH | None | 3 days |
Administrative Officer II, IV or V
|
|
| 1.3 Reviews payroll as to completeness / validity of supporting documents and as to correctness of Journal Entry then affixes her initials on the voucher and JEV for checking of the Provincial Accountant | None | 2 days | Division Head/ PGADH | |
| 1.4 Certifies that allotment is obligated for the purpose; as to completeness of supporting documents; and correctness of Journal Entry | None | 1 day 5 hours | Provincial Accountant | |
| 1.5 Records claim in index card | None | 1 hour | Administrative Aide I or IV | |
| 1.6 Releases voucher/ payroll | None | 1 hour | Designated Releasing Personnel | |
| TOTAL | None | 7 days | ||