| 1. Additional documents required under Annexes F and S of COA Memorandum No. 2005-027 dated February 28, 2005 required to be submitted within five days upon execution of the contract: 1.1 Certificate of Exclusive Distributorship, if applicable |
Procurement |
| 1.2 Samples and brochures/photographs, if applicable |
Procurement |
| 1.3 For imported items: 1.3.1Consular Invoice/Pro-forma invoice of the foreign supplier with the corresponding details |
Procurement |
| 1.3.2.Home Consumption Value of the items |
Procurement |
| 1.3.3.Breakdown of the expenses incurred in the Importation |
Procurement |
| 2. Original copy of Dealers/Suppliers' Invoices showing the quantity, description of the articles, unit and total value, duly signed by the dealer or his representative, and indicating receipt by the proper agency official of items delivered. |
Procurement |
| 3.Results of Test Analysis, if applicable |
Procurement |
| 4.Tax receipts from the Bureau of Customs or the BIR indicating the exact specifications and/or serial number of the equipment procured by the government as proof of payment of all taxes and duties due on the same equipment, supplied or sold to the government [Administrative Order (AO) No. 200 dated November 21, 1990] |
Procurement |
| 5. Inspection and Acceptance Report prepared by the Department/Agency property inspector and signed by the Head of Agency or his authorized representative |
Procurement |
| 6.For equipment, Property Acknowledgment Receipt |
Procurement |
| 7. Warranty Security for a minimum period of three months, in the case of expendable supplies, or a minimum period of one year in the case of non-expendable supplies, after acceptance by the procuring entity of the delivered supplies |
Procurement |
| 8.Request for purchase of supplies, materials and equipment duly approved by proper authorities |
Procurement |
| 9. In case of motor vehicles, (AO No. 233 dated August 1, 2008) authority to purchase from: 9.1 Agency head and Secretary of DBM, or OP depending on the type of vehicle being provided (Sections 7 and 9) |
Procurement |
| 9.2 Local Chief Executives, including Punong Barangay, for types of vehicles enumerated under Section 7 of AO No. 233 sourced from their unencumbered local funds and if chargeable under the GAA, either from the DBM or OP depending on the type of vehicles purchased (Sections 7 to 9) |
Procurement |
| 10. For procurement of drugs and medicines: 10.1 Certificate of product registration from Food and Drug Administration (FDA) |
Procurement |
| 10.2Certificate of good manufacturing practice from FDA |
Procurement |
| 10.3Batch Release Certificate from FDA |
Procurement |
| 10.4 If the supplier is not the manufacturer, certification from the manufacturer that the supplier is an authorized distributor/dealer of the products/items |
Procurement |
| 11. Such other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review and in the technical evaluation thereof |
Procurement |
| "For purchase of land " |
|
| 1. Project parcellary survey plan showing that said lot and structures are within the boundaries of the right-of-way |
Procurement |
| 2. Structural Mapping Plan of the lot affected |
Procurement |
| 3.Certification by the implementing agency that the claim is not within the original ROW of a converted local road |
Procurement |
| 4.Certification from the Head of the Implementing Office that there is no previous pending claim and previous payment on subject property |
Procurement |
| 5.Environmental Clearance Certificate (ECC) as required under Section 8 of RA No. 8974 |
Procurement |
| 6. Copy of latest updated master list of Project-Affected-Persons (PAP) approved by Agency's authorized representative |
Procurement |
| 7. In case of death of claimant or owner, judicial settlement duly advertised in newspaper of general circulation |
Procurement |
| For release of retention money 1. Any security in the form of cash, bank guarantee, irrevocable standby letter of credit from a commercial bank, GSIS or surety bond callable on demand |
Client |
| For release of bail bonds 1. Court Order (1 duplicate copy)1. Municipal Trial Court (MCTC) or Regional Trial Court (RTC). |
1. Municipal Trial Court (MCTC) or Regional Trial Court (RTC). |
| 2. Official Receipt (O.R) of Bail Bond posted. |
Municipal Trial Court (MCTC) or Regional Trial Court (RTC). |
| 3. One (1) valid I.D. |
Citizen requesting for release of Bail bond. |
| For release of financial assistance for barangay units 1. Activity Design/POW |
Client |
| 2. Brgy Resolution |
Client |
| 3. MOA |
Client |
| 4 SB Resolution |
Client |
| 5. Obligation Request |
Budget Office |
| For processing of reimbursement 1. Invoices/ Receipts |
Client |
| For processing of reimbursement 1. Invoices/ Receipts |
Client |
| 2. Receipts and/or other documents evidencing disbursement, if there are available, or in lieu thereof, certification executed by the official concerned that the expense sought to be reimbursed have been incurred for any of the purposes contemplated under the provisions of the GAA in relation to or by reasons of his position, in case of NGAs |
Client |
| 3. Other supporting documents as are necessary depending on the nature of the expense charged |
Client |
| For processing of cash advances (except for travels) 1. Authority of the accountable officer issued by the Head of the Agency or his duly authorized representative indicating the maximum accountability and purpose of cash advance (for initial cash advance) |
Client |
| 2. Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books |
Client |
| 3. Approved application for bond and/or Fidelity Bond for the year for cash accountability of P5,001 or more |
Client |
| For processing cash advances specifically for travels: 1. Office Order/Travel Order approved in accordance with Section 3 of EO No. 298 |
Client |
| 2. Duly approved itinerary of travel |
Client |
| 3. Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books |
Client |
| For processing of honorarium, salaries and wages thru Automated Teller Machine (ATM) (regular and casual) 1. Approved Salary Payroll |
HRMO |
| 2. Approved Payroll Register (hard and soft copy) |
HRMO |
| 3. Letter to the bank to credit employees' account of their salaries or other claims |
HRMO |
| 4. Validated deposit slips |
HRMO |
| For processing of honorarium, salaries and wages thru cash advance (regular , casual, and JO personnel) |
|
| 1. Approved contracts (for initial payment) |
HRMO |
| 2. Approved Payroll or list of payees indicating their net payments |
HRMO |
| 3. Approval/authority (presidential directive or legislative enactment) or legal basis to pay any allowance/salaries/ wages/fringe benefits (for initial payment) |
HRMO |
| 4. Daily time record (DTR) approved by the supervisor |
HRMO |