DILG Citizen's Charter Handbook FY 2023 (1st Edition) Flipbook PDF

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

CITIZEN’S CHARTER 2023 (1st Edition)

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DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT CITIZEN'S CHARTER 2023 (1"t Edition) Approved by:

ATTY. BEy^dAMlN G: ABALOS, JR. Secretary

FEB

Approved Date:

2923

I. Mandate To promote peace and order, ensure public safety and further strengthen local government capability aimed towards the effective delivery of basic services to the citizenry.

II. Mission The Department shall ensure peace and order, public safety and security, uphold excellence in local governance and enable resilient and inclusive communities.

III. Vision A highly trusted Department and Partner in nurturing local governments and sustaining peaceful, safe, progressive, resilient, and inclusive communities towards a comfortable and secure life for Filipinos by 2040.

IV. Service Pledge We in the DILG, imbued with the core values of Integrity, Commitment, Teamwork and Responsiveness, commit to formulate sound policies on strengthening local government capacities, performing oversight function over LGUs, and providing rewards and incentives. We pledge to provide effective technical and administrative services through professionalized corps of civil servants to promote excellence in local governance specifically in the areas of PBEST: Peace and Order Business-Friendliness and Competitiveness Environment-Protection and Climate Change Adaptation Socially Protective and Safe Communities Transparency and Accountability

We commit to attend to clients who are within the premises of the office prior to the end of official working hours and during lunch break. We commit to consistently demonstrate a “Matino, Mahusay at Maaasahang Kagawaran para sa Mapagkalinga at Maunlad na Pamahalaang Lokal”.

V. List of Services EXTERNAL SERVICES 1. Issuance of Certificate for Foreign Travel Authority of Local Government Officials and Employees

2. Request for the Issuance of Certification of Compliance to Full Disclosure Policy (FDP)

3. Request for the Issuance of Department Authority to LGUs to Purchase Vehicle

4. Request for the Issuance of Certification and Certificate of Accreditation to Civil Society Organizations

5. Issuance of Department Authorization to Utilize Additional Confidential Funds of LGUs

6. Provision of DILG-Administered Package of Assistance to the Former Rebels (FRs), Militia ng Bayan (MB) And Former Violent Extremists (FVEs) Under The Enhanced Comprehensive Local Integration Program (E-CLIP)

7. Request for Barangay Officials Death Benefit Assistance (BODBA)

8. Request for Certification for Service Rendered by Local/Barangay official for Application for CSC Eligibility

9. Request for Technical Assistance (Resource Person)

10. Rendition of Legal Opinion

11. Implementation of Decisions/ Orders/ Resolutions of the Ombudsman involving Barangay Officials, Sandigan Bayan, COMELEC etc

12. Provision/ Preparation of Position Papers/comments on Congressional Measures

13. Recruitment, Selection and Promotion of 1st and 2nd Level Positions

14. Provision of Public Assistance and Handling of Complaints

V. List of Services 15. Disposal of Plant, Properties and Equipment: a) thru Transfer Without Cost and b) thru Public Bidding

16. Request for the Issuance of Certificate of Incumbency of Local Officials

17. Issuance of MC to Participate in Activities by LG Leagues or Leagues Federations of Local Elective Officials

18. Preparation of Endorsement letter for the Issuance of appointment for Permanent Vacancy in the Sanggunian (Panlalawigan, Panglungsod of HUCs and ICCs

19. Request for Information on Programs and Services

20. Provision of Barangay Data

21. Response to Complaints Against Barangay and SK Officials

22. Response to Queries on Barangay and SK Matters/Affairs

23. Provision of Information on Programs, Projects, Policies, Activities and/ or Data on Local Government

24. Query/ Following upon Projects Requesting Financial Assistance for: a). Phone-In Clients, b) Walk-In Clients and c) For documents routed through the DILG Document Management System (DMS)

25. Emergency Calls Management

26. Establishment of Local Call Center

27. Review of Appealed Administrative Cases

V. List of Services 28. Issuance of Certificate of No Pending Appeal (ConNPA)

29. Confirmation of Dismissal Orders

30. Comments on Appealed Administrative Cases to CSC

31. Implementation of Ombudsman Decisions (MOLEO Cases)

32. Request for Nominees for Scholarships/ Training Grants

33. Provision of Training for Student (OJT)

34. Request for Access to Documents/Records/ Information

35. Request for DILG Plans and/or Reports

36. Issuance of Memorandum Circulars

INTERNAL SERVICES 1. Leave Application

2. Request for Technical Assistance on ICT Resources

3. Request for Authority to Travel Abroad

V. List of Services 4. Request for Certification and Records on Personnel Matters

100

5. Request for Release of Equipment

101

6. Provision of Vehicular Support Service for DILG Officials and Employees

102

7. Review of MOA/MOU/Contract/ Department Issuances/Presidential Issuances

104

8. Request for the Procurement of Goods, Services, Consultancy and Infrastructure

107

9. Processing and Payment of Claims

122

10. Transfer of Funds

187

11. Request for Function room and DILG Dormitory

191

12. Request for Information Systems Development

192

13. Request for Repair and Maintenance

194

14. Issuance of Brand Identity Manual (BIM) Certification of Compliance

195

15. Issuance of Certificate of No Pending Administrative Case

196

16. Facilitation of Issuance of Authority to Practice Profession

197

17. Preparation of Appointment for Co-Terminus and Contractual

199

18. Preparation of Contract of Services

201

V. List of Services 19. Provision of Internal Audit Services

203

20. Preparation of Department Order on Attendance to Official/Foreign/ Local Trainings/ Seminars/Conventions/Conferences/Fora and Study Leave

214

21. Provision of Graphics and Layout Service

216

22. Provision of Photo and/or Video Coverage

218

23. Facilitation of Personnel Movement

219

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

CITIZEN’S CHARTER 2023 (1st Edition)

EXTERNAL SERVICES

DILG OFFICES HOUR Monday to Friday 8am to 5pm

1. Issuance of Certificate for Foreign Travel Authority of Local Government Officials and Employees

Description of Service:

Section 47 and 96 of the Local Government Code of 1991 provides the approving authority for leave of absence and permission to leave station of local government officials and employees. Further, Section 10, of OP Executive Order No. 77 dated March 15, 2019, provides that the Secretary of DILG shall approve the request of local government officials and employees for an authority to travel abroad. Further, to streamline the procedures in the disposition of requests of local government personnel to travel abroad and to promote administrative efficiency in the performance or delivery of functions and service, the Department thru the BLGS established the FTA On-Line System Application. Lastly, adopting the new normal, the Department's Data Management System received request for authority to travel of local government officials and employees.

Office

Bureau of Local Government Supervision (BLGS); DILG Regional Offices; DILG Field Offices

Classification

Complex Transaction

Total Processing Time

7 Working Days

Type of Transaction

G2C - Government to Citizens

Fees to be paid

None

Who may avail

Local Government Employees, Local Government Elective Officials Documentary requirements

Where to secure

1. Accomplished Citizen's Charter Request Form and apply request for an authority to travel to the FTA On-Line System at www.fta.dilg.gov.ph, or, if the portal is not accessible, the applicant may file to the following modality: a) DMS (Data Management System) through DILG Regional Office concerned, or b) Email to be provided by the DILG Field Offices concerned

DILG Field Office/ DILG official website

For Study and Non-Study Trip 2. Endorsement from: a) the Local Chief Executive (if applicant is a Component and Municipal Mayor, Vice Governor, Vice Mayor, Punong Barangay and LG Employees) b) The Vice Governor/Vice Mayor (if applicant is a Sangguniang Panlalawigan Member, Sangguniang Panlungsod and Sangguniang Bayan and Sangguniang employee, as the case maybe) c) the Punong Barangay (Sangguniang Barangay Member and Barangay Employees including Sangguniang Kabataan)

LGU

3. Invitation Letter from the host country or sponsoring agency

Sponsoring Agency

4. Acceptance Letter from CHED, TESDA, LGA, organizer or donor, as applicable (for study trip only)

Organizer/ Donor/ Agencies

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Documentary requirements

Where to secure

5. Duly notarized affidavit stating the presence or absence of administrative charge or criminal case filed against the applicant, or Oath of Undertaking, if the applicant has a pending case

LGU

6. Clearance from money and property accountabilities

LGU

7. Copy or draft of the Memorandum of Agreement, or Memorandum of Understanding,(Attendance to an event that promotes LG Technical Exchange and Cooperation or Sister-City/Town Twinning relations)

Requesting Party

For Personal Trip of Governors, Mayors of Highly Urbanized Cities and Independent Component Cities 2. Duly accomplished Application Form for Leave of Absence

LGU

3. Duly notarized affidavit stating the presence or absence of administrative charge or criminal case filed against the applicant, or Oath of Undertaking, if the applicant has a pending case

LGU

4. Clearance from Money and Property Accountabilities

LGU

5. Medical certificate (for medical reason)

LGU

Other Elected Officials and LGU Department Heads when the trip exceeds three (3) calendar months 2. Approved Leave of Absence

LGU

3. Duly notarized affidavit stating the presence or absence of administrative charge or criminal case filed against the applicant, or Oath of Undertaking, if the applicant has a pending case

LGU

4. Clearance from Money and Property Accountabilities

LGU

5. Medical certificate (for medical reason)

LGU

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps) 1. Client accomplishes and submits Citizens Charter Request Form and apply request for an authority to travel to the FTA On-Line System at www.fta.dilg.gov.ph, or, if the portal is not accessible, the applicant may file to the following modality: a) DMS (Data Management System) through DILG Regional Office concerned, or b) Email to be provided by the DILG Field Offices concerned

Agency action (Detailed Steps) 1.1. Receive, review the correctness and completeness of the documents.

1.1.1. Act on the request of Component City Mayors, Municipal Mayors, Vice Governors, Vice Mayors, Sanggunian Members, Punong Barangays, Sangguniang Barangay Members, SK Chairpersons and Members, Barangay Appointive Officials, LG Department Heads and below, on OFFICIAL TRIP; or

Person in Charge Position Unit / Division C/MLGOO/ Provincial Focal Person

Regional Focal Person

Central Office Action Officer

1.2.2. Review the action and/or give comment/recommendation, and forward the same to the Office of the Director, BLGS

Division Chief

1.2.3. Recommend and forward the Action to the Office of the Undersecretary/ Office of the Secretary for approval or denial of the request. 1.3, Approve the action document

BLGS Director

Note: (Barangay Level-USBA) (LGU Level-SILG) 1.4, BLGS forwards the approved action document (approval/denial) to CRS for release to concerned RO.

FO: 1 Working Day PO: 1 Working Day RO: 5 Working Days or RO: 1 working day

1.1.2. Receive and evaluate requests of: (a) Official and unofficial (or personal) trips of Governor, HUC and ICC Mayor, Mayor of Pateros, (b) Unofficial trips of all officials (regardless of the position) when the period of travel extends to more than 3 months or during period of emergency or crisis

1.2.1. Receive, evaluate and submit recommendation to the Division Chief, for review for request of the following: (a) Official and unofficial trips of Governor, HUC and ICC Mayor, Mayor of Pateros, (b) (b) Unofficial trips of all officials (regardless of the position) when the period of travel extends to more than 3 months or during period of emergency or crisis

Processing Time

1 Working Day, 7 Hours, 30 Minutes

SILG or USLG

2 Working Days

Designated Records Custodian (Region/Central Office)

15 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

2. Receives the Certificate or denial letter. For approved FTA, accomplish the CSS Form.

2.1, Release the approved Certificate or denial letter to the requesting party and facilitate the filing up of CSS Form.

Person in Charge Position Unit / Division C/MLGOO/ Provincial Officer

Total Processing Time

Processing Time 15 Minutes

7 Working Days

END OF TRANSACTION Note: For clients from LGUs in NCR and HUCs and ICCs in other regions, please note that agency actions to be done at the "Provincial Office" shall be assumed by the concerned Regional Office (as applicable).

DILG OFFICES Monday to Friday 8am to 5pm

2. Request for the Issuance of Certification of Compliance to Full Disclosure Policy (FDP)

Description of Service:

Full Disclosure Policy is one of the efforts of the Department the promotes values of transparency and accountability among LGUs. The FDP requires all level of local governments to fully disclose particular financial transaction through posting in three conspicuous places and in the Portal. The Certificate of Compliance with the FDP is issued to all requesting eligible LGUs intending to avail loans or to access other national program windows, or for any other purpose. These Certifications shall be issued by DILG Central Office provided that all requirements are met by the requesting LGU.

Office

Bureau of Local Government Supervision (BLGS); DILG Regional Offices; DILG Field Offices

Classification

Highly Technical Transaction

Total Processing Time

18 Working Days

Type of Transaction

G2C - Government to Citizens

Fees to be paid

None

Who may avail

All Local Government Units (LGU)

Where to secure

Documentary requirements

1. Accomplished Citizen's Charter Request Form

DILG Field Offices

2. Letter Request of Local Chief Executive stating the purpose

LGU

Client Action (detailed steps)

Agency action (Detailed Steps) 1. Client submits accomplished Citizens 1.1.1. Focal Persons Provincial/HUC/ICC/ C/MLGOO receive documents. Charter Request Form and letter request to the City/Municipal Local 1.1.2. Conduct validation, and confirm the completeness and appropriateness of Government Operations Officer or the posted financial documents in the 3 conspicuous places with the Provincial Focal Person representation of CSO Representative.

Person in Charge Position Unit / Division Provincial/HUC/ICC/ C/MLGOO Focal Persons CSO Representative

Processing Time 30 Minutes 4 Working Days, 7 Hours, 30 Minutes 1 Working Day

1.1.3. If found complete and appropriate, prepare Compliance Certificate, attested by CSO Representative, and transmittal letter to be forwarded to: PO/RO. If not complete, prepare letter reply to requesting LGU informing lacking documents with attached Checklist of FDP financial documents. 1.2. Receive, record, review and endorsed to CO the request for FDP Compliance Certificate.

Provincial Office Focal Person Regional Office Focal Person

3 Working Days 3 Working Days

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Person in Charge Position Unit / Division

Processing Time

BLGS Process Owner, BLGS Director

4 Working Days, 7 Hours, 30 Minutes

1.4. Releasing Officer to forward to DILG Central Records Section the signed action document.

Records Custodian/BLGS Process Owner

30 Minutes

2.1. Release the approved FDP Certification with transmittal letter to the requesting client and facilitate the filing up of CSS Form.

Field Officer/Focal Person

1 Working Day

Agency action (Detailed Steps) 1.3.1. Check, validate and confirm the completeness and appropriateness of the posted FDP financial documents in the portal.

1.3.2. Prepare the FDP Compliance Certification and transmittal letter, for consideration and signature of the Director or duly authorized official. 1.3.3. If not complete prepare letter to requesting LGU, copy furnished, concerned Regional Office.

1.3.4. DILG Regional Office, to inform the concerned LGU on the lacking documents, for appropriate action.

2. Receive the FDP Certificate and accomplish the Customer Satisfaction Feedback Form

Total Processing Time END OF TRANSACTION

18 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

3. Request for the Issuance of Department Authority to LGUs to Purchase Vehicle Description of Service:

To review, assess and ensure that the submitted documentary requirements for the acquisition of government motor vehicles of LGUs is in compliance to DILG Memorandum Circular 2022-105, dated August 23, 2022 and DBM Budget Circular 2022-1, dated February 11, 2022, and that all purchases shall be subject to pertinent budgeting, procurement, accounting and auditing rules and regulations..

Office

Bureau of Local Government Supervision (BLGS); DILG Regional Office; DILG Field Office

Classification

Highly Technical Transaction

Total Processing Time

18 Working Days, 1 Hour if CO approval; 13 Working Days, 1 Hour if RO approval

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

All Local Government Units (LGUs) Documentary requirements

Where to secure

1. Accomplished Citizen's Charter Request Form

DILG Field Office/ DILG official website

2. Indorsement from DILG Provincial/HUC Director C/MLGOO

DILG Provincial/ Regional Office

3. Letter Request of Local Chief Executive stating the purpose a) Purpose and Deployment b) No. of units to be purchased c) Type of vehicles and specification: I. no. of cylinders, fuel and engine II. displacement 4. Certificate of Availability of Funds from Local Accountant, or the Head of the Accounting Unit, or in case of his/her absence, the Local Treasurer or Budget Officer ( with the date of issuance, fund source and the appropriated amount), issued 6 months prior to request of vehicle 5. Certified true copy of an Ordinance approving such purchase (i.e., first two and last pages of the said Ordinance and the page indicating the appropriated amount, per vehicle, to be purchased, and reflecting the name of office the budget was appropriated), and current Sanggunian Resolution on fund utilization in case of trust funds such as, unexpended DRRM fund balances from the previous year(s), and funds transferred/donated to the requesting-LGU from higher-level LGUs, government corporations, etc.; 6. Updated (current calendar year) inventory/accounting of all existing motor vehicles showing their status/conditions/worthiness (e.g., good, fair, repairable or unserviceable) duly certified by the LGU’s Property/Supply Officer/ Accountable 15 officer.

LGU Office of the Local Chief Executive

LGU Office of the Local Accountant/ Treasurer or Budget Officer

LGU Office of the Sanggunian

LGU General Services Office or alike

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps) 1. Accomplish and submit the Citizens Charter Service Request Form (CCSRF) along with the letter request and other required documentary requirements.

Agency action (Detailed Steps) 1.1. Receive, record, conduct initial evaluation of request, and endorse to: Regional Office (requests from ICCs, HUCs, Provinces)

Person in Charge Position Unit / Division Records Officer HUC Staff Field Officer

Processing Time 3 working days

Provincial Office (requests from Component Cities, Municipalities and Barangay) 1.2. Receiving and conduct of appropriate action (PO Level) 1.2.1. Receive and route the request to the concerned Office/Action Officer for review.

Receiving Officer

1.2.2. Action Officer review the endorsed request for completeness and appropriateness.

PO Action Officer

1.2.3. Prepare endorsement signed by PD and transmit to RO

Provincial Director

1.3. Receiving and conduct of appropriate action (RO Level) 1.3.1. Receive and route the request to the concerned Office/Action Officer for review.

3 working days

Regional Focal Person Action Officer Regional Director

1.3.2. Action Officer review the endorsed request for completeness and appropriateness. Prepare: a. Endorsement to CO (requests from ICCs, HUCs, Provinces) b. Department Authority to Purchase Motor Vehicle (requests from Component Cities, Municipalities and Barangay)

Central Office: 3 working days Regional Office: 7 working days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.4. Receiving and conduct of appropriate action (CO Level).

1.4.1. Receive and route the request to the concerned Office/Action Officer for review.

Person in Charge Position Unit / Division OD Receiving Officer/ BLGS-RAD Admin Officer/ Action Officer, BLGS Director

Processing Time Central Office: 7 Working Days

1.4.2. Action Officer review the endorsed request for completeness and appropriateness. 1.4.3. Prepare Department Authority to Purchase Motor Vehicle and forward authority to USLG for approval. 1.5. Review and approved the Authority to Purchase Motor Vehicle 1.6. Release the approved Authority to Purchase Motor Vehicle or Letter reply to RO through the CRS 2. Receive the Authority and accomplish the Customer Satisfaction Feedback Form

2.1. Conduct the Customer Satisfaction Survey prior to the release of the Authority to Purchase Motor Vehicle.

USLG or Designated Officer-In-Charge

Central Office: 2 Working Days

Process Owner/Assigned Action Officer, Releasing Officer C/MLGOO/ Provincial Officer

Central Office: 1 hour

Total Processing Time

END OF TRANSACTION Note: For steps 1.1 to 1.4, if the submitted documents are incomplete, prepare letter reply informing the LGU of the lacking documents. This service is qualified for Multi-Stage Processing.

Regional/ Field Office: 1 hour 18 Working Days, 1 Hour if CO approval; 13 Working Days, 1 Hour if RO approval

DILG OFFICES Monday to Friday 8am to 5pm

4. Request for the Issuance of Certification and Certificate of Accreditation to Civil Society Organizations Description of Service:

Guided by DILG Memorandum Circular No. 2022-005 in building a long-term foundation of good governance, it is important to develop and strengthen collaborative relationship between the government and civil society, as such, DILG has opened spaces for CSOs to co-implement its programs and projects, specifically, in planning, implementation, monitoring and evaluation of initiated programs and project through this service.

Office

Bureau of Local Government Supervision (BLGS); DILG Regional Offices; DILG Field Offices

Classification

Highly Technical Transaction

Total Processing Time

14 Working Days, 30 Minutes

Type of Transaction

G2C - Government to Citizens

Fees to be paid

None

Who may avail

Non-Governmental Organization and Civil Society Organizations Documentary requirements

Where to secure

Requirements for those to be engaged in a volunteer capacity (Sec. 6.3.1 of DILG MC 2022-005): 1. Accomplished Citizen's Charter Request Form

DILG Field Office/ DILG official website

2. Application Form (Annex A of DILG MC 2022-005)

DILG Field Office/ DILG official website

3. Letter of Intent to apply for Accreditation

Request party (CSO/NGO)

4. Certification Under Oath stating the following; Request party (CSO/NGO) a) That the individual filing the application and whose name and signature appears in the Application Form has been duly authorized by the CSO to do so on its behalf; b) That all the documents submitted in support of the application are genuine and authenticated; c) That all information of the Application Form and in the supporting documents are true and correct; d) That the CSO Authorizes that DILG or its authorized representatives to conduct, if needed, ocular inspection of their office/s and to conduct interviews with any representative from their organization or previous partner and e) That the CSO fully understand and agrees to abide by all provision stated in the DILG Memorandum Circular 2018- 89(Guidelines on Engagement with Civil Society Organization)

DILG OFFICES Monday to Friday 8am to 5pm

Documentary requirements

Where to secure

5. Organizational Chart of the CSO and a Data Sheet of the CSO containing the names, Request party (CSO/NGO) addresses, updated contact details and photographs of its current directors, trustees, officers and key personnel. Requirements for those to be engaged in a volunteer with cost capacity (Sec. 6.3.2 of DILG MC 2022-005): 1. Accomplished Citizen's Charter Request Form

DILG Field Office/ DILG official website

2. Application Form (Annex A of DILG MC 2018-89)

DILG Field Office/ DILG official website

3. Letter of Intent to apply for Accreditation

Request party (CSO/NGO)

4. Certification Under Oath stating the following: a. That the individual filling the application , whose name signature appears in the Application Form has been authorized by the CSO to do so on its behalf; b. That all the documents submitted in support of the application are genuine and authenticated; c. That all information in the Application Form and in the supporting documents are true and correct; Request party (CSO/NGO) d. That the CSO authorizes the DILG or its authorized representatives the conduct, if needed, an ocular inspection of their office/s and to conduct interviews with any representatives from their organization or previous partners and; e. That the CSO fully understand and agrees to abide by all the provisions stated in the DILG Memorandum Circular 2018- 89 (Guidelines on Engagements with Civil Society Organizations). 5. Organizational Chart of the CSO and a Data Sheet of the CSO containing the names, Request party (CSO/NGO) addresses, updated contact details and photographs of its current directors, trustees, officers and key personnel. 6. Annual Accomplishment Report for the immediately preceding year or Brochure of Profile of the CSO 7. Copy of Resolution of the CSO’s governing board authorizing the CSO to apply for Request party (CSO/NGO) accreditation and the individual filing the application on its behalf. 8. Certified true copy of the Certificate of Registration form SEC, CDA, DOLE, or HLURB SEC, CDA, DOLE or HLURB as the case may be, including the latest General Information Sheet 19

DILG OFFICES Monday to Friday 8am to 5pm

Documentary requirements

Where to secure

9. Certified true copies of Audited Financial Reports/Statements and Annual Income Tax Returns, as filed with the BIR, for the past three (3) years.

Request party (CSO/NGO)

10. Original Sworn Certification, issued by the chief executive officer or equivalent officer of Request party (CSO/NGO) the CSO, stating that the CSO is not in default or delay in liquidating any funds received form any Government Agency, that neither the CSO nor any of its past or present directors, trustees, officers or key personnel has been blacklisted by any Government Agency, or is a defendant respondent or accused in any civil, administrative or criminal case arising from or involving the use of public funds received by the CSO. 11. Original Certificate of Good Standing, issued not more than three (3) months before the Request party (CSO/NGO) date of application, by the responsible officer or any umbrella organization, federation, coalition, to which the CSO may belong, if applicable Requirements for those to be engaged as provider of goods and services (Sec. 6.3.3 of DILG MC 2022-005): 1. Accomplished Citizen's Charter Request Form

DILG Field Office/ DILG official website

2. Application Form (Annex A of DILG MC 2018-89)

DILG Field Office/ DILG official website

3. Letter of Intent to apply for Accreditation

Request party (CSO/NGO)

DILG OFFICES Monday to Friday 8am to 5pm

Documentary requirements

Where to secure

5. Organizational Chart of the CSO and a Data Sheet of the CSO containing the names, Request party (CSO/NGO) addresses, updated contact details and photographs of its current directors, trustees, officers and key personnel. 6. Annual Accomplishment Report for the immediately preceding year or Brochure of Request party (CSO/NGO) Profile of the CSO 7. Copy of Resolution of the CSO’s governing board authorizing the CSO to apply for Request party (CSO/NGO) accreditation and the individual filing the application on its behalf. 8. Certified true copy of the Certificate of Registration form SEC, CDA, DOLE, or SEC, CDA, DOLE or HLURB HLURB as the case may be, including the latest General Information Sheet 9. Certified true copies of Audited Financial Reports/Statements and Annual Income Tax Returns, as filed with the BIR, for the past three (3) years.

Request party (CSO/NGO)

10. Original Sworn Certification, issued by the chief executive officer or equivalent officer of the CSO, stating that the CSO is not in default or delay in liquidating any funds received form any Government Agency, that neither the CSO nor any of its past or present directors, trustees, officers or key personnel has been blacklisted by any Government Agency, or is a defendant respondent or accused in any civil, administrative or criminal case arising from or involving the use of public funds received by the CSO. 11. Original Certificate of Good Standing, issued not more than three (3) months before the date of application, by the responsible officer or any umbrella organization, federation, coalition, to which the CSO may belong, if applicable 12. Original Certification of No Derogatory Record, issued not more than 3 months before the date of application by the SEC, CDA, DOLE, or HLURB as the case may be. 13. Original Sworn Certification, issued not more than three (3) months before the date of application, by the Head of each Government Agency And Local Chief Executive appearing in the Application Form, stating the programs and projects that the CSO implemented or implementing with the Government Agency and that the CSO has no derogatory record with the Government Agency.

Request party (CSO/NGO)

SEC, CDA, DOLE or HLURB

Request party (CSO/NGO)

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

1. Client submits complete documentary 1.1, Receive and Assessment of Secretariat. Assesses correctness and requirements to concerned office completeness of the documents and forwards to concerned PMO for (Field Office, or Provincial Office, evaluation or Regional Office, or Central Office) either personally or email or thru 1.2, Evaluation of the Secretariat and the PMO handling the program based on technical expertise, and recommends approval/denial of application dropbox/courier or via https://tinyurl.com/DILG-CSO-Apply 1.3, Preparation of Certificate of Accreditation/Declination Notice 1.4, Signs the certificate of accreditation/certification or Declination Notice 2. Receives the Certification and accom plishes the Customer Satisfaction Feedback Form accessible at DILG Field Office/ Regional Office/ Central Office/ DILG official website

2.1, Records and releases the certificate to the Client along with the Customer Satisfaction Feedback Form thru the Records Section

Person in Charge Position Unit / Division

Processing Time

N/R/PAC Secretariat Action Officer

2 Working Days

Concerned PMO

6 Working Days

N/R/PAC Secretariat N/R/PAC SILG/RD/PD

2 Working Days

Records Officer

30 Minutes

Total Processing Time

4 Working Days

14 Working Days, 30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

5. Issuance of Department Authorization to Utilize Confidential Funds of LGUS LGUs whose peace and order is a priority concern and which have duly allocated confidential funds, in their annual appropriation ordinances, are entitled to utilize confidential funds. Description of Service:

Item 4.7 of COA-DBM-DILG-Governance Commission for GOCCs-DND Joint Circular No. 2015-01 dated January 8, 2015 provides that the Secretary of DILG shall approve the request of LGUs for an additional confidential funds in excess of the limitation provided under Item 5.1.3.1 of the same Joint Circular

Office

Bureau of Local Government Supervision (BLGS); DILG Regional Offices; DILG Field Offices

Classification

Highly Technical Transaction

Total Processing Time

18 Working Days

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Local Government Units (Province, City, Municipality) Where to secure

Documentary requirements 1. Accomplished Citizen's Charter Request Form

DILG Field Office/ DILG Official Website

2. Duly approved Three-Year Peace and Order and Public Safety Plan

LGU

3. Local Peace and Order Council Resolution duly approved by two-thirds (2/3) of the total membership approving the POPS Plan and the release of the CF 4. Certification from the concerned PNP Chief of the locality relative to the peace and order situation highlighting in concrete details the circumstances which require the urgency in allocating CF 5. Annual and Supplemental Appropriations Ordinance indicating the appropriations for CF

Local Peace and Order Council

Local PNP

LGU

6. Certification from the Local Budget Officer as to the availability of appropriations

Local Budget Office

7. Statement of itemized POP duly certified by the Local Budget Officer

Local Budget Office

8. Certification of Full Disclosure Policy Compliance posting requirement in at least three (3) conspicuous places 9. Physical and Financial Plan, for both the original allocation for CF and the subject request, indicating the proposed amount allocated for each program, activity and project

DILG Regional Office

LGU

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1. Client accomplishes and submits Citizens Charter Request Form and documentary requirements to the Field Office either personally or email or courier. Request may be filed by the Regional Offices thru DILG Data Management System.

1.1. Receive, review the completeness of the documents and conduct initial evaluation of the request.

C/MLGOO/ Provincial Focal Person Regional Focal Person

2 Working Days 2 Working Days 5 Working Days

Focal Person

1 Working Day

Division Chief, PCMD

1 Working Day

BLGS Director

1 Working Day

Undersecretary for Local Government

2 Working Days

Secretary, DILG

3 Working Days

Note: RO conduct field verification as to the authenticity and the urgency of the request for additional Confidential Funds 1.2.1. Receive, evaluate and submit recommendation to the Division Chief, for review. 1.2.2. Review the action, and/or give comment or recommendation, and forward the same to the Office of the Director, BLGS. 1.2.3. Recommend and forward the action to the Office of the Undersecretary for recommending approval or denial of he request. 1.3. Recommend the approval or denial action of BLGS to the Office of the Secretary 1.4. Approve the action documents (approval/denial).

1.5. BLGS forwards the approved action document (approval/denial) to CRS for release to concerned RO. 2. Receives the Department Authority or denial letter. For approved DA, accomplish the CSS Form.

2.1. Release the approved Department authority or denial letter to the requesting LGU and facilitate the filing up of CSS Form.

BLGS Admin Officer C/MLGOO/ Provincial Officer

Total Processing Time

30 Minutes 7 Hours, 30 Minutes 18 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

6. Provision of DILG-Administered Package of Assistance to the Former Rebels (FRs) and Former Violent Extremists (FVEs) under the Enhanced Comprehensive Local Integration Program (ECLIP)

Description of Service:

The ECLIP is one facet of many strategies of the government to obtain just and lasting peace, social transformation, and inclusive development. By catering to individuals who surfaced and wanted to return to the folds of the law and become productive citizens of the society, ECLIP is an encouraging scheme that promotes reconciliation in a non-violent manner. This process aims to provide DILG-administered package of assistance to FRs and FVEs, such as the following: 1. Immediate Assistance; 2. Livelihood Assistance; 3. Reintegration Assistance; and 4. Firearms Remuneration. The financial package cover immediate assistance, provision of reintegration process, a starting capital for livelihood, as well as remunerating surrendered firearms.

Office

National Barangay Operations Office (NBOO)

Classification

Highly Technical Transaction

Total Processing Time

18 Working Days, 2 Hours

Type of Transaction

G2C - Government to Citizen; G2G - Government to Government

Fees to be paid

None

Who may avail

FRs and FVEs who surfaced and wanted to return to the folds of the law and become productive citizens of the society. And the parameter for entitlement to assistance is the Year-End 2018 Periodic Status Report (PSR) List and shall be the baseline of the cut-off date of the membership in the Communist Terrorist Groups (CTGs) Documentary requirements

Where to secure

1. JAPIC Certification

DILG or BARMM-MILG Provincial/HUC/ICC Offices

2. Enrolment Form

DILG or BARMM-MILG Provincial/HUC/ICC Offices

3. DILG ECLIP Form 7

DILG or BARMM-MILG Provincial/HUC/ICC Offices

4. For Livelihood Assistance: Individual Reintegration Plan (IRP)

DILG or BARMM-MILG Provincial/HUC/ICC Offices

5. For Firearms Remuneration: Property Turn-In Slip(PTIS), Technical Inspection Report (TIR), Cost Valuation of Inventory Firearms (CVIF)

DILG or BARMM-MILG Provincial/HUC/ICC Offices

6. DILG ECLIP Form 8

DILG or BARMM-MILG Regional Offices (RO)

7. DILG ECLIP Form 9

NBOO

8. DILG ECLIP Form 10

FMS 25

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Person in Charge Position Unit / Division

Agency action (Detailed Steps)

1. FRs and FVEs shall fill out 1.1, Encode the details from the Enrolment Form and attach the necessary requirements. the Enrolment Form with the assistance of the Local 1.1.2, Generate endorsement letter (Form 7) of the FR/FVE to the DILG or BARMM-MILG Social Welfare Development Provincial/HUC/ICC Office through the ECLIP IS. Officer (LSWDO)/ BARMM- 1.2, Evaluate the documents submitted by the LSWDO/ BARMM-MILG Authorized Personnel MILG Authorized Personnel 1.2.1, If found in order, endorse the list of FRs/FVEs to the DILG and BARMM-MILG RO together with the duly signed DILG Form 8 through the ECLIP IS approved by DILG P/HUC/ICC Director.

1.3, Evaluate the documents submitted by the DILG or BARMM-MILG P/HUC/ICC Office. 1.3.1, If found in order, endorse the list of FRs/FVEs to the NBOO together with the duly signed DILG ECLIP Form 9 through the ECLIP IS.

1.4,

LSWDO/ BARMMMILG Authorized Personnel DILG/BARMM-MILG Provincial/HUC/ICC ECLIP Focal Persons

DILG/BARMM-MILG Regional ECLIP Focal Persons

Upon receipt of the accomplished DILG ECLIP Form 9 and other attachments through the ECLIP IS, the NBOO ECLIP Focal Person shall generate DILG ECLIP Form 10 to validate the list of FRs/FVEs.

NBOO ECLIP Focal Person

1.4.1, Upload the generated DILG ECLIP Form 10 addressed to the FMS Director, requesting for fund allocation to settle the FR/FVE claim/s for financial assistance, for the approval of the NBOO Director/Assistant Director.

NBOO ECLIP Focal Person, NBOO Director/Assistant Director

1.4.2, Approve through the ECLIP IS the generated DILG ECLIP Form 10 containing the list of FRs/FVEs and submit to the FMS, requesting for transfer of funds. 1.4.3, Furnish copies to the Office of Assistant Secretary for Public Safety and (OASPSS) and requesting RO, as reference.

Security

NBOO ECLIP Focal Person

Processing Time

2 Hours

2 Working Days

1 Working Day

2 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

1.5, Facilitate the processing and issuance of the duly signed Sub-Allotment Release Order (SR) and the Notice of Transfer Allocation (NTA) to the DILG/ BARMM-MILG RO. 1.5.1, Post the approved SR through the Financial Reporting System (FRS) and inform the Accounting Division for the preparation of NTA.

DILG FMS Focal Person

1.6, Transfer the funds to the DILG/BARMM-MILG P/HUC/ICC after the receipt of the NTA, copy furnish the duly signed SR.

Processing Time

6 Working Days

DILG/BARMM-MILG RO Focal Person 2 Working Days

1.6.1, Issue Regional Memorandum to the Finance and Administration Division (FAD) Chief attention to the Budget Officer, copy furnish the concerned DILG Office.

1.7, Prepare the check under the name of the FR/FVE and/or Receiving Unit and shall turn it over to the LGU.

The FR//FVE and/or Receiving 2.1, Award the check to the FR/FVE and/or Receiving Unit. The LSWDO/ BARMMUnit receives the check and MILG Authorized Personnel or a designated LGU personnel shall assist the FR/FVE accomplishes the Customer in the encashment of the check Satisfaction Feedback Form accessible at DILG or BARMM- 2.1.1, Facilitate the filling up of the Customer Satisfaction Survey MILG Field Office/ Central Office/ DILG official website

DILG Regional Director/ BARMMMILG Minister DILG/BARMM-MILG P/HUC/ICC Focal Person

Provincial Governor/HUC/ICC Mayor or the designated representative

3 Working Days

2 Working Days

DILG/BARMM-MILG RO Focal Person

Total Processing Time END OF TRANSACTION

18 Working Days, 2 Hours

DILG OFFICES HOURS Monday to Friday 8am to 5pm

7. Request for Barangay Officials Death Benefit Assistance (BODBA)

Description of Service:

Pursuant to Executive Order (EO) No. 139 dated August 18, 2021, amending EO 115 dated August 5, 2002, barangay officials who died during their term of office are covered by death benefit claims nationwide. • Beneficiaries of a deceased Punong Barangay can receive P20,000 for death benefit and P2,000 for burial expenses. • Beneficiaries of a deceased member of a Sangguniang Barangay, including its Sangguniang Kabataan (SK) chairpersons as ex-officio members, barangay secretary, barangay treasurer and Indigenous People Mandatory Representative (IPMR), can receive P10,000 death benefit and P2,000 for burial expenses.

Office

DILG Field Offices, Regional Offices, NBOO, FMS, OASFAC, and Department of Budget and Management

Classification

Highly Technical Transaction (Multi-Stage)

Total Processing Time

46 Working Days (including the waiting time of 20 Working Days from DBM)

Type of Transaction

G2C - Government to Citizen's; G2G - Government to Government

Fees to be paid

None

Who may avail

Surviving Legitimate Claimant/Beneficiaries of Deceased Barangay Official

Documentary requirements

Where to secure

1. Accomplished Citizen's Charter Service Request Form

DILG Field Office/ DILG official website

2. Oath of Office

Barangay

3. Certificate of Incumbency

DILG Field Officer and/or Punong Barangay

4. Certified true Copy of Death Certificate of the Deceased Barangay Official (DBO)

Local Civil Registrar

5. Photocopy of Government-issued ID of claimant

Postal ID, GSIS, SSS, PAG-IBIG UMID, Drivers License, Passport, etc

Other Necessary Documents to support the Claim: 1. Certified True Copy of Marriage Certificate (If the claimant is the widow/widower of the DBO);

Local Civil Registrar/ PSA

2. Birth Certificate (if the claimant is the son/daughter of the DBO);

Local Civil Registrar/ PSA

3. Certified True copy of birth certificate of the deceased

Local Civil Registrar/ PSA 28

DILG OFFICES HOURS Monday to Friday 8am to 5pm

Documentary requirements

Where to secure

4. Affidavit of two (2) disinterested parties (if the deceased barangay official is single, the claimant is his/ her parent/ brother/ sister and there is a discrepancy in the name of the DBO) 5. Waiver of rights if there is more than one beneficiary in cases of siblings

Lawyer / Notary Public

6. Affidavit of Guardianship (if the claimant is the guardian of the children of DBO who are minors)

Lawyer / Notary Public

7. Affidavit to support that there is no primary and secondary beneficiaries (if claimant is any other person declared by the DBO in the BOIS)

Lawyer / Notary Public

8. Special Power of Attorney, in case claimant/s cannot personally do the transaction.

Lawyer / Notary Public

Person in Charge/ Position/Unit /Division City/ Municipal Local Government Operations Officer and HUC focal persons

1 Working Day

1.2. Verify the correctness and completeness of the DBC request and submit the same to the Regional Office thru the BIS DBC module. For any discrepancy /deficiency, return to the C/MLGOO for appropriate action.

Provincial DBC Focal Person

1 Working Day

1.3. Verify the correctness and completeness of the DBC request and submit the same to the Central Office through the BIS-DBC module. For any discrepancy/deficiency, return to the PO/HUC/ICC focal person for appropriate action.

DILG Regional DBC Focal Person

1 Working Day

1.4. Verify the correctness and completeness of the DBC request and submit the documents to the approving authorities. For any discrepancy/deficiency, return to the RO for appropriate action.

NBOO DBC Focal Person

1 Working Day

Client Action (Detailed steps)

Agency action (Detailed Steps)

1. Claimant accomplishes and submits Citizen’s Charter Request Form and other documentary requirements to the Field Office either personally or thru dropbox/courier.

1.1. Receive, record and evaluate the accomplished Citizen's Charter Service Request Form, and other documentary requirements. If there are noted deficiencies, outright advise the claimant and return the request.

Processing Time

1.1.1. Process the Death Benefit Claim and submit the same to the DILG Provincial Office through the BIS DBC module.

DILG OFFICES HOURS Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.4.1. Submit to the Section Chief the consolidated list through DMS for the preparation of the cover memo for the OASAFC and transmittal letter to the DBM. 1.4.2. Submit the approved cover memo for the OASAFC together with other documents through DMS. 1.5. Sign the transmittal letter to the DBM Secretary.

1.6. Transmit the approved documents to the DBM for fund allocation.

Person in Charge Position Unit / Division NBOO DBC Focal Person; Section Chief

Processing Time

Section Chief; ADC; DC; Asst. Director and Director

ASEC for Administration, Finance and Comptrollership (OASAFC) OASAFC liaison officer

Wait for the DBM to Release Fund Allocation

1 Working Day

20 Working Days

1.7. Receive the Special Allotment Release Order (SARO) and Notice of Cash Allocation, prepare and release the Sub-Allotment Release Order (SRO) to the Respective ROs and prepare the Notice of Transfer Allocation thru the Financial Reporting System (FRS).

Financial Management Service, Central Office

6 Working Days

1.8. Receive Sub-Allotment Release Order and process the transfer of fund to the respective PO/ HUC.

Regional Accountant/ Budget Officer/ Cashier/ Regional Focal Person/ Regional Director / Asst. Regional Director

7 Working Days

1.9. Receive the SRO, prepare check, notify the beneficiary/ies (may be thru the C/ MLGOO also).

PO/HUC Directors

7 Working Days

DILG OFFICES HOURS Monday to Friday 8am to 5pm

Client Action (Detailed steps) 2. Receives the check and accomplishes the Customer/Client Satisfaction Survey Form

Agency action (Detailed Steps) 2.1. Release the check/s to claimant/s and administer the Customer Satisfaction Survey

Person in Charge Position Unit / Division DILG PO/HUC or C/MLGOO (whichever is applicable); Beneficiary

Total Processing Time

Processing Time

(dependent as to when the beneficiary will claim the check) 46 Working Days (including the waiting time of 20 Working Days from DBM)

DILG OFFICES HOUR Monday to Friday 8am to 5pm

8. Request for Certification for Service Rendered by Local/Barangay Official for Application for CSC Eligibility Description of Service:

This procedure standardize the process of the issuance of the Issuance of Certificates on Services Rendered of Local/Barangay Officials

Office

DILG Regional Offices; DILG Field Offices

Classification

Simple Transaction

Total Processing Time

2 Working Days, 4 Hours, 30 Minutes

Type of Transaction

G2C - Government to Citizens

Fees to be paid

None

•

Who may avail

• • •

All Sanggunian Members (PCM) who served on aggregate of 6 years, complete at least 72 units leading to bachelor’s degree (first level eligibility) or an aggregate of 9 years having completed baccalaureate degree (2nd level eligibility). (both should start in 1991)(Can avail the service in the Provincial and Regional DILG Office) All barangay elected Officials who completed one full term of service (Can be availed in the Municipal/City DILG Office) All Barangay Secretaries and Treasurers who served an aggregate of 3 years of service in the same position(Can be availed in the Municipal/ City DILG Office) All Barangay Secretaries and Treasurers who rendered the continuous number of years of satisfactory service from the time of appointment, which must correspond to the number of years covering the term of office of the appointing Punong Barangay and may include services rendered under previous appointment

Documentary requirements

Where to secure

1. Accomplished Citizen's Charter Request Form

DILG Field Office/ DILG official website

2. Original/Certified true copy of Oath of Office

LGU

3. Certification from the following Officials as to the inclusive dates of services rendered with Satisfactory Performance and shall include the date and place of Birth of the Barangay Official (applicant) using the revised CSC Form dated April 2012: a) Punong Barangay b) DILG-Municipal c) DILG-Provincial d) DILG-Regional

a) b) c) d)

Office of the Barangay DILG FO DILG PO DILG RO

4. Appointment as Barangay Treasurer/Secretary Resolution duly concurred by Barangay Treasurer/Secretary

Office of the Barangay

5. Authenticated copy of Birth Certificate and Marriage Contract (if applicable)

PSA 32

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

1. Accomplish Citizen's Charter Service Request Form and submits documentary requirements to Field Office either personally or thru dropbox/courier.

1.1. Check the completeness of the documentary requirements and receive the request.

Person in Charge Position Unit / Division Regional Focal Person/Provincial Focal Person/C/MLGOO

Processing Time 1 Working Day, 4 Hours

1.1.1. Evaluate the documents and check the name of the local official to the Barangay Information System (BIS)/Elective Local Officials Profiling Database System (ELOPDS)/Masterlist of Local Officials. 1.1.2. Prepare the CSC-ERPO-BOE Form 1 (A) or (B) or CSC-SME Form 1 and forward to the Approving Authorities. (Attach portion of the Masterlist of Local Officials, if applicable) Note: For BOE Request: Approving Authority review and sign/approve the certification For SME Request: Review and affix initials on the prepared document and forward to the Regional Director for approval. 1.2, Review and approve the certification For Provincial/HUC/ C/MLGOO Level: ● Review and sign/approve the certification For Regional Level: ● Review and affix initials on the prepared document and forward to the Regional Director for approval.

2. Receive the Certification and accomplish the Customer Satisfaction Feedback Form at DILG Field Office/Regional Office/Central Office/DILG Official Website.

2.1. Release the certification and administer the CSS.

1 Working Day Provincial Director/HUC Director/ C/MLGOO Division/Section Chief; Regional Director/ Authorized Official Records Officer/ C/MLGOO

Total Processing Time

30 Minutes

2 Working Days, 4 Hours, 30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

9. Request for Technical Assistance (Resource Person) Description of Service:

Response to request for resource person on the conduct of trainings, seminars and workshop of the different programs and projects of the Department.

Office

All Bureaus, Regional, Provincial and Field Offices

Classification

Simple Transaction

Total Processing Time

3 Working Days

Type of Transaction

G2C - Government to Citizen; G2B - Government to Businesses; G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Management, DILG Field Offices (Regional and Provincial), National Government Agencies (NGAs), Local Government Units (LGUs), Non-Government Organizations (NGOs), Civil Society Organizations (CSOs), Private Sectors (PS), General Public Documentary requirements

Where to secure

Letter Request Client Action (Detailed steps) 1.Submit Letter Request to any of the DILG Offices through email, walk-in, or courier.

From the requesting party/ Agency Person in Charge Position Unit / Division

Agency action (Detailed Steps)

Processing Time 1 Hour

1.1. Receive letter request from the client, record and route the request to the concerned Action Officer/Head of Office.

FO/PO/RO/CO Receiving Officer

1.2. Evaluate and endorse the request to the concerned office and provide instruction. (For C/MLGOO, skip this step)

Bureau/Regional/ Provincial Director

2 Hours

C/MLGOO;PO Focal; concerned DC/FP (CO,RO)

8 Hours

1.3. Review and evaluate the request as to: a. availability of the module or presentation materials. b. the requested subject matter is within the area of technical expertise/mandate of the DILG c. availability on the date/time specified in the letter request 1.3.1. Prepare the letter reply, review and forward the letter-reply to the approving authority.

4 Hours C/MLGOO/ City/Provincial/ Regional/Bureau Director

1.4. Reviews and signs the letter. 34

8 Hours

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

2. Receive response from concerned Office

2.1. Issue the letter reply and Administer the CSS to requesting client.

3. Actual conduct of training/seminar requested

3.1. Provide Technical Assistance and administer the Post-Training Evaluation to the Training/TA Participants.

Person in Charge Position Unit / Division Assigned Action Officer/Releasing Officer

Processing Time

Assigned Action Officer/Releasing Officer

Depending on the number of training days required by the client

Total Processing Time END OF TRANSACTION

1 Hour

3 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

10. Rendition of Legal Opinion Description of Service:

Evaluation and preparation of response to legal issue/s raised by clients regarding the interpretation of the Local Government Code and other pertinent laws, rules and regulations..

Office

Legal and Legislative Liaison Service (LLLS) - Legal Research, Assistance and Legislative Liaison Division (LRALLD); DILG Regional Offices, Regional Legal Unit

Classification

Highly Technical Transaction

Total Processing Time

Regional Office: - 21 Working Days, 2 Hours Central Office: - 22 Working Days, 10 Hours

Type of Transaction

G2G - Government to Citizen; G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Official/ Employees/ Field Personnel, LGU Officials, NGAs, CSOs, General Public Where to secure

Documentary requirements

Letter request addressed to SILG/other Department Official/Head of LLLS and duly received by LLLS

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.1. Receive the letter-query/request with complete attachments (if warranted) and forward to the Office of the Director 1.2. Assign the letter-query/request for legal opinion.

Regional Records Officer Regional Director

30 Minutes

1.3. Prepare appropriate draft action on the letter-query/request for legal opinion and forward draft action to ARD.

Regional Legal Officer

20 Working Days

Client Action (Detailed steps) 1. Client has the option to: a) Submit to the Regional Office a letterquery/ request for legal opinion, in which case begin with Agency Action – A. Regional Office, Step 1.1. b) Submit the letter-query/request for legal opinion with complete attachments (if warranted) directly to the Department through the Office of the Secretary or Central Records Section, in which case proceed to Agency Action – B. Central Office, Step 1.1.

Requests shall originate from requesting party/office

A. Regional Office

Note: Turnaround time may vary depending on the issues raised by the client.

30 Minutes

Note: For complicated issues- 20 WDs; For incomplete facts/attachmen ts/with pending case- 5 WDs

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Person in Charge Position Unit / Division Assistant Regional Director, Regional Director Regional Legal Unit

1 Working Day

1.1. Receives the letter-query/request for Legal Opinion (in case of direct submission by client to the Central 0ffice) or indorsement from the Regional Office (in cases of novel issues) and route to the Office of the Director, LLLS. 1.2. Receive and route the same to the Legal Research, Assistance and Legislative Liaison Division (LRALLD). 1.3. Assigns and route the received documents to the Action Officer.

Central Records Section

1 Hour

LLLS Director

30 Minutes

Chief, LRALLD

6 hours

1.4. Accept document thru DMS; Action 0fficer/LRALLD staff prepares initial draft of action.

Action Officer

20 Working Days

Client Action (Detailed steps)

Agency action (Detailed Steps)

1.4. Review and approve/sign draft action, if acceptable. 1.5. Record the approved/signed action on the legal query/indorsement/letter-reply in the monitoring log sheet, scan documents and forward to Records Section.

Processing Time

1 Hour

B. Central Office

Note: For complicated issues- 20 WDs; For incomplete facts/attachment s/with pending case- 5 WDs 1.5. Accept document thru DMS, ADC review initial draft, DC signs the memorandum submitted by the Action officer and forward the documents to the Director, LLLS. 1.6. Accepts the finalized draft, review and approve/sign the same.

1.7. Photocopy the signed document and all its attachments and releases the document to the Undersecretary for External, Legal and Legislative Affairs 1.8. Accepts the finalized draft, review and approve/sign the same, if acceptable.

Assistant Division Chief, Division Chief

1 Hour

LLLS Director

30 Minutes

LRALLD Releasing Officer

30 Minutes

Undersecretary for External, Legal and Legislative Affairs

1 Working Day

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

1.9. Receives the signed draft and releases the document to the Central Records Section or concerned office within CO.

1.10. Photocopy/scan copy of legal opinion and releases signed legal opinion to client.

Person in Charge Position Unit / Division LLLS OD, LRALLD Tracking Officer, LRALLD Releasing Officer CRS

Processing Time

1 Working Day

30 Minutes

Regional Office: 21 Working Days, 2 Hours Total Processing Time Central Office: 22 Working Days, 10 Hours

END OF TRANSACTION Note: Turnaround time may vary depending on the attendant circumstances on the LGU concerned.

DILG OFFICES HOUR Monday to Friday 8am to 5pm

11. Implementation of Decisions/Orders/Resolutions of the Ombudsman, Sandiganbayan, COMELEC, etc Description of Service:

Evaluation and preparation of action and recommendation on Decisions/Resolutions/Orders of the Office of the Ombudsman, Sandiganbayan and COMELEC against local officials.

Office

Legal and Legislative Liaison Service (LLLS) - Legal Research, Assistance and Legislative Liaison Division (LRALLD); DILG Regional Offices, Regional Legal Unit

Classification

Highly Technical Transaction

Total Processing Time

24 Working Days, 6 Hours

Type of Transaction

G2C - Government to Citizen; G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Official/Employees/Field Personnel, LGU Officials, General Public Where to secure

Documentary requirements Letter request addressed to SILG/other Department Official/Head of LLLS and duly received by LLLS

Requests shall originate from requesting party/office

Client Action (Detailed steps)

Agency action (Detailed Steps)

1. Client has the option to send the original or certified true copy of its decision/resolution/order to:

1.1. Receive original or certified true copy of the decision/resolution/order from client.

a) Regional Office, if the decision is directed to RO, in which case begin with Agency Action Step No. 1.1 b) Central Office thru the Central Records Section, in which case proceed to Agency Action Step No. 1.6

1.2. Assign the decision/resolution/order. 1.3. Prepare request for authority to implement. 1.4. Review and approve/sign draft action, if acceptable. 1.5. Record the approved/signed request for authority to implement in the monitoring log sheet, update the DMS and forward to Records Section for release of the signed request for authority. 1.6. Receive the decision/ resolution/order (in case of direct submission by client to the Central Office) or request for authority to implement (in cases where decision/ resolution/order are submitted to the Regional Offices)) and route to Office of the Director, LLLS. 1.7. Receive the original or certified true copy of the decision/resolution/order from client and route the same to the LRALLD 1.8. Route the received documents to the Action officer

Person in Charge Position Unit / Division Regional Records Officer

Processing Time

Regional Director

30 Minutes

Regional Legal Officer

4 Working Days

Assistant Regional Director, Regional Director Regional Legal Unit

1 Working Day

Central Records Section

1 Hour

LLLS Director

30 Minutes

Chief, LLRALD

6 hours

30 Minutes

1 Hour

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Person in Charge Position Unit / Division Action Officer

Processing Time

1.10. Accept thru DMS; review the finalized draft and forward to Director.

Chief, LLRALD

1 Hour

1.11. Accept the finalized draft, review and approve/sign the same.

LLLS Director

30 Minutes

LRALLD Releasing Officer

30 Minutes

Undersecretary for External, Legal and Legislative Affairs LLLS Director

1 Working Day

Agency action (Detailed Steps) 1.9. Check documents, route and prepare initial draft of action.

1.12. Photocopy the signed document and all its attachments and release the document to the Undersecretary for External, Legal and Legislative Affairs. 1.13. Accept the finalized draft, review and approve/sign the same. 1.14. Receives the signed draft from the Undersecretary for External, Legal and Legislative Affairs and release the document to the Central Records Section.

1.15. Receive the Memorandum directing the implementation of the decision/resolution/order with complete attachments from the Central Office and forward to RD. 1.16. Assign the document to the Regional Legal Officer. 1.17. Receive the Memorandum from the Central Office with attachments as well as the instruction from the RD and prepare draft memorandum. 1.18. Receive, review and approve the prepared draft of action/Regional memorandum. 1.19. Record the approved/signed action in the monitoring log sheet, photocopies the signed documents and its attachments. 1.20.1. Serves the original or certified true copy of the decision/resolution/order from client. 1.20.2. Prepares Compliance Report indicating therein whether there was a full, partial or non-implementation. 1.20.3. Cause the release of Compliance Report to client.

LRALLD Tracking Officer, LRALLD Releasing Officer Assigned Records Officer from Regional Officer Assistant Regional Director, Regional Director Regional Legal Officer Regional Director Regional Legal Unit Regional Director or Authorized Personnel

Total Processing Time END OF TRANSACTION Note: Turnaround time may vary depending on the attendant circumstances on the concerned LGU 40

2 Working Days

1 Working Day

30 Minutes

1 Working Day 3 Working Days 4 Hours 4 Hours 10 Working Days

24 Working Days, 6 Hours

DILG OFFICES HOUR Monday to Friday 8am to 5pm

12. Provision/ Preparation of Position Papers/Comments on Congressional Measures Description of Service:

Evaluation, preparation and consolidation of comments/position papers on Senate and House Bills as referred by the various Committees or the PLLO.

Office

Legal and Legislative Liaison Service (LLLS) - Legal Research, Assistance and Legislative Liaison Division (LRALLD); Office of the Secretary (OSEC); Office of Undersecretary/Assistant Secretary Concerned; Regional Offices, Regional Legal Unit

Classification

Highly Technical Transaction

Total Processing Time

14 Working Days, 10 Hours

Type of Transaction

G2C - Government to Citizen; G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Official/Employees/Field Personnel, LGU Officials, General Public Documentary requirements

Where to secure

Letter request addressed to SILG/other Department Official/Head of LLLS and duly received by LLLS Client Action (Detailed steps) 1. Senate, House of Representatives or PLLO sends notice for committee hearing/request for submission of Department's position paper/comments.

Requests shall originate from requesting party/office

Person in Charge Position Unit / Division

Processing Time

OSEC Receiving Staff

1 Working Day

1.2. Receive Notice of Meeting/Request for position paper and assign the same to LLLS

Undersecretary for External, Legal and Legislative Affairs

30 Minutes

1.2.1, Assign the request for position paper/comments to LRALLD (in the case of CO)/legal officer (in the case of Regional Offices) for preparation of draft position paper.

LLLS Director/Regional Director

30 Minutes

Agency action (Detailed Steps) 1. Receive notice/request and forward to the Office of the Undersecretary for External, Legal and Legislative Affairs

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Person in Charge Position Unit / Division LRALLD Chief

Processing Time

1.3. Receive the assign request and prepare comments/position paper on the measure/s and forward the draft to the Assistant Regional Director

Regional Legal Officer

5 Working Days

1.3.1. Prepare/draft comments on the measure/s and forward the same to the Assistant Division Chief for initial review

CO Action Officer

6 Working Days

1.4. Approve/sign the draft action, if acceptable, and forward the signed draft to the Regional Legal Officer for release to CO.

ARD/RD

Agency action (Detailed Steps) 1.2.2. Assign the request to action officer

1.4.1. Finalize draft and forward the same to the Director.

LRALLD ADC/DC

6 hours

2 Hours

1.4.2. Approve/sign the Memo for the Undersecretary for External, Legal and Legislative Affairs, if acceptable, and forward the document to the concerned Division for release to the said Undersecretary. 1.5. Receive and record and forward the signed draft comments/position paper to Records Section (for RO) for release to CO or release the signed draft comments/position paper to the Undersecretary for External, Legal and Legislative Affairs (for CO) 1.6. Accept the finalized draft from LLLS, review and approve/sign the same, if acceptable, and return it to LLLS for release to the Central Records Section

Regional Legal LRALLD Releasing Officer

30 Minutes

Undersecretary for External, Legal and Legislative Affairs

1 Working Day

1.7. Receive the signed comments/position paper signed by the Undersecretary for External, Legal and Legislative Affairs and releases the document to the Central Records Section

OD, LRALLD Tracking Officer, LRALLD Releasing Officer

1 Working Day

Central Records Section

30 Minutes

1.8. Release the document to client

LLLS Director

Total Processing Time END OF TRANSACTION

14 Working Days, 10 Hours

DILG OFFICE HOURS Monday to Friday 8am to 5pm

13. Recruitment, Selection and Promotion for 1st and 2nd Level Positions Description of Service:

This service refers to the recruitment, selection and promotion process for 1st and 2nd level career service positions in the Department.

Office

DILG Central Office (Personnel Division, Administrative Service); DILG Regional Offices

Classification

Highly Technical Transaction

Total Processing Time

Central Office (CO): 106 Working Days,10 Minutes Regional Office (RO): 112 Working Days, 10 Minutes

Type of Transaction

G2G - Government to Citizens

Fees to be paid

None

Who may avail

All internal and external applicants Where to secure

Documentary requirements 1. Application Letter (with Position Title and Item Number Indicated) 2. Updated Personal Data Sheet (CSC Form No. 212) with Work Experience Sheet

CSC Form No. 212 may be downloaded from http://csc.gov.ph/2014-02-21-08-2823/pdf-files/category/861-personal-data-sheet-revised-2017.html

3. Photocopy of Transcript of Records

School Graduated

4. Photocopy of Diploma

School Graduated

5. Photocopy of Proof of Eligibility (e.g. CSC Certificate of Eligibility, Certificate/License/ID issued by the Professional Regulation Commission (PRC), Integrated Bar of the Philippines (IBP), etc.) 6. Photocopy of Certificate of Completion of LGOO training course (for LGOO IV -VII positions)

CSC, PRC, IBP, etc.

Issued by Local Government Academy upon completion of LGOO training course

Client Action (Detailed steps)

Agency action (Detailed Steps)

1. Submit complete job application documents via physical submission, online portal/ email/ DMS/ courier.

1.1. Check completeness and correctness of job application letter with supporting documents, then receive documents.

Person in Charge Position Unit / Division CO: PD Receiving Clerk/ Administrative Officer II / IV RO: Administrative Officer III / V (Records Unit/ Personnel Section) P/CO: Designated Records Officer

Processing Time 10 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (Detailed steps) 2. Acknowledge notification of indorsement/regret letter

3. If qualified, confirm attendance to PQE schedule; take the PQE on the said date.

Agency action (Detailed Steps) 2.1.a . Evaluate job applications and inform applicants if they met the QS or not. CO: If QS is met, prepare Indorsement Letter signed by AS-PD Chief and forward to concerned HRMSSPB together with the Application Documents.

Person in Charge Position Unit / Division CO: Administrative Officer II / IV RO: Administrative Officer III / V (Records Unit/ Personnel Section)

Processing Time

1 Working Day

2.1.b. RO: If QS and functional requirements are met, prepare a list of applicants for DILG Pre-Qualifying Examination (PQE).

Action Officer/HRMO

3.1. If qualified per functional requirement of the position, inform applicant of DILG Pre-Qualifying Exam (PQE) schedule thru SMS or e-mail; Otherwise, send regret letter.

HRMSPB/ Secretariat

1 Working Day

Requesting Office/HRMSSPB Secretariat/ Action Officer

CO: 1 Working Day

Psychometrician Action Officer

CO: 5 Working Days

Psychometrician Action Officer / Private Testing Center

RO: 14 Working Days (TAT may vary depending on the mode of PQE)

3.2. For CO: Accomplish the PQE Request Form and forward to Personnel Division, Administrative Service.

3.2.a. CO: Receive PQE request and administer PQE

3.2.b. RO: Administer PQE if RO has registered psychometrician holding a permanent position, or avail services of private testing centers recognized by DILG Central Office

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (Detailed steps) 4. Acknowledge receipt of PQE result

Agency action (Detailed Steps) 4.1. Inform applicant of PQE Result thru SMS, e-mail or regular mail

Person in Charge Position Unit / Division HRMSPB/ Secretariat

Processing Time CO: 5 Working Days (includes waiting time from the Administration of PQE to the release of PQE result to HRMSPB) RO: 10 Working Days (includes waiting time from the Administration of PQE to the release of PQE result)

4.2. Evaluate the Applicants and Endorse to the final Recommending/ Approving Authority/ies 5. Confirm attendance to B/S HRMSPB functional examination and/or Central HRMSPB panel interview on the said date

5.1.1. Conduct assessment of applicants thru: a. Functional examination; b. Group orals; c. Panel Interview; and d. Other competency-based assessment methods Note: Types of assessments may vary in Regional Offices 5.1.2. Deliberate and calibrate on the results of the selection process 5.1.3. Conduct background check on screened applicants and endorse to the final recommending/approving authority. For CO: Notify applicants of CHRMSPB panel interview schedule, and Conduct CHRMSPB assessment and/or panel interview, and deliberate results. 45

Bureau/Service/Regional/ Provincial/City HRMSPB HRMSPB/ Secretariat

70 Working Days

DILG OFFICE HOURS Monday to Friday 8am to 5pm

6. Acknowledge letter and accomplish the CSS Form

6.1. Notify applicant considered for appointment as well as the concerned operating unit, and administer the CSS.

7. Submit basic documentary requirements

7.1. Request applicant/candidate to submit basic documentary requirements.

Person in Charge Position Unit / Division CO: Administrative Officer II / IV RO: Administrative Officer III / V (Records Unit/ Personnel Section)

7.2. Prepare Appointment.

PD Action Officer/HRMO

1 Working Day

8. Sign Appointment documents and other CSC forms

8.1. Approve the Appointment and notify the appointee.

7 Working Days

9. Attend Oath Taking and assume duty

9.1. Conduct of Oath Taking either physical or online.

Designated Approving Authority/Regional Director/Assistant Regional Director/HRMO Designated Approving Authority/Regional Director/Assistant Regional Director/HRMO PD Action Officer/HRMO PD Action Officer/HRMO

CO: 10 Working Days RO: 3 Working Days

PD Action Officer/HRMO

4 Hours

Client Action (Detailed steps)

10. Submit documents in compliance with CSC requirement Requirements for Newly Hired/ Promoted/ Transferred Employees 11. Undergo personnel briefing/ onboarding

Agency action (Detailed Steps)

9.2. Post list of newly-hired/promoted employees in the DILG website and in 3 conspicuous places in the Department (15 calendar days). 10.1. Facilitate completion of appointment documents for submission to CSC.

11.1. Conduct personnel briefing to the appointee.

Processing Time

4 Hours

10 Working Days

1 Working Day

Central Office: 106 Working Days, 10 Minutes Total Processing Time Regional Office: 112 Working Days, 10 Minutes

END OF TRANSACTION Note: *Recruitment, Selection and Placement for 1st and 2nd Level process is anchored on 2017 Civil Service Commission (CSC) Omnibus Rules on Appointment and other Human Resource Actions (ORAOHRA) (revised 2018) **Validity of publication: Nine (9) months reckoned from the date of publication per CSC ORAOHRA (revised 2018) 46

DILG OFFICES HOUR Monday to Friday 8am to 5pm

14. Provision of Public Assistance and Handling of Complaints Description of Service:

This service provides appropriate assistance to the clients who lodged complaints/requests before the Public Assistance and Complaint Center of the Department, through referral and endorsement system.

Office

Public Affairs and Communication Service (PACS); DILG Regional Offices

Classification

Complex Transaction

Total Processing Time

6 Working Days, 1 Hour, 45 Minutes

Type of Transaction

G2C - Government to Citizen; G2G - Government to Government

Fees to be paid

None

Who may avail

All National Government Agencies

Where to secure

Documentary requirements

DILG Public Assistance and Complaint Desk

Complaint Form or Letter Request/Complaint (if any)

Supporting Documents (if any)

Client Action (Detailed steps) 1. Client files complaint at DILG Public Assistance and Complaint Desk and accomplishes necessary Form/s

2. Waits for the advice/instruction of the Action Officer

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.1. Receive query/complaint/ request for assistance and interview client or assess submitted/sent documents/ email/letter-request and forward to Legal Officer or Division Chief for evaluation and determination of jurisdiction, if substantial information is indicated.

Action Officer/ Legal Officer

30 Minutes

Action Officer

3 Working Days

Action Officer/Legal Unit Staff

1 Working Day, 15 Minutes

Division Chief/Legal Officer

1 Working Day, 15 Minutes

For complaints received from regional records officer, route to Office of the Regional Director for instructions 2.1. Evaluates nature of complaint/request (for simple complaints: 1wd, complex: 3wd). For phone in or walk-in clients, inform the client regarding the procedure/process. 2.2. Draft endorsement or letter-reply. 2.3. Forward draft endorsement or letter-reply for review.

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 2.4. Signs the endorsement or reply letter/ routing slip or give further instruction, if any.

3. Clients receives signed endorsement or letter-reply and accomplish the CSS.

3.1. Release signed endorsement or letter-reply

Person in Charge Position Unit / Division Assistant Regional Director/Director Action Officer/ Legal Unit Staff

Processing Time 1 Working Day, 15 Minutes 30 Minutes

3.1.1. Administer CSS for walk-in clients and for online and phone-in clients, administer through email. Total Processing Time END OF TRANSACTION

6 Working Days, 1 Hour, 45 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

15.a, Disposal of Plants Properties, Equipment Thru Donation and Transfer Without Cost Description of Service:

To ensure the proper disposal of properties thru donation and transfer without cost, pursuant NBC No. 425

Office

DILG Central Office - Property Accounts Section , General Services Division, Administrative Service; DILG Regional Offices

Classification

Highly Technical Transaction

Total Processing Time

10 Working Days, 30 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Government Offices (Such as NGAs, Public schools, LGUs and Barangays) Where to secure

Documentary requirements SILG/Authorized Representative Signed/Approved Deed of Donation

DAC Secretariat

SILG/Authorized Representative Property Transfer Report

DAC Secretariat

Client Action (Detailed steps) 1. Submit Letter requesting for properties for donation/transfer without cost thru email or courier.

Agency action (Detailed Steps) 1.1. Receive, record and route Request letter to the Administrative Service Director/Office of the Provincial/Regional Director. 1.2. Approves request.

Person in Charge Position Unit / Division Records Section Unit/Property Officer Director, AS / Regional Director

Processing Time 30 Minutes 1 Working Day

1.3. Check availability of properties and prepare the list.

Property Officer

1 Working Day

1.4. Prepare Disposal and Appraisal Committee (DAC) Resolution.

DAC Secretariat

2 Working Days

1.5. Reviews and approves DAC Resolution for Donation/Transfer of Properties.

1.6. Prepare, review and finalize the Deed of Donation or Property Transfer Report.

1.7. Approves the Deed of Donation/Property Transfer Report. 49

DAC Committee/ SILG/Authorized Representative ; Provincial/Regional Director AC Secretariat/ Legal Officer ; Provincial/ Regional Legal Officer SILG/ Authorized Representative ; Provincial/Regional Secretariat

1 Working Day

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

1.8. Prepare and send letter to requesting office informing the approved donation/transfer. 2. Receipt of the donated/transferred properties and accomplish CSS.

2.1. Release the requested properties. 2.2. Prepare and submit deed of donation to Accounting Section for dropping of the donated properties from the books of account.

Person in Charge Position Unit / Division

Processing Time

DAC Secretariat

1 Working Day

DAC Secretariat/ Property Officer Property Officer Accounting Section Total Processing Time

END OF TRANSACTION

1 Working Day 1 Working Day

10 Working Days and 30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

15.b, Disposal of Plants Properties, Equipment Thru Public Bidding Description of Service:

To ensure the proper disposal of unserviceable properties thru public bidding, pursuant to Government Accounting Manual

Office

DILG Central Office - Property Accounts Section , General Services Division, Administrative Service; DILG Regional Offices

Classification

Highly Technical Transaction

Total Processing Time

11 Working Days, 45 Minutes

Type of Transaction

G2C - Government to Citizens

Fees to be paid

None

Who may avail

Private Bidders

Documentary requirements

Where to secure

Bidding Documents Client Action (Detailed steps)

1. Secure Bid Form and coordinate for the conduct of inspection of disposable properties for public bidding

2. Submit Sealed Bids (together with required documents as stated in the bid form)

3. Receive the approved Contract of Sale for their signatures and notary of the document

DAC Secretariat Agency action (Detailed Steps)

1.1. With head of office’s approved Disposal and Appraisal Committee (DAC) Resolution, advertise the unserviceable properties for disposal thru public bidding 1.2. Issue Bid Forms to bidders with specific calendar of activities for the conduct of public bidding 1.3. Facilitate the conduct of inspection of the disposable properties for public bidding 2.1. Conduct of Opening of Bids

2.2. Determine the highest calculated and responsive bid and declare the winning bidder/s 2.3. Prepare DAC Resolution declaring the winning bidder/s for approval and signature of the head of office 3.1. Prepare Contract of Sale review of Legal Unit and approval of the SILG/Authorized Representative

Person in Charge Position Unit / Division

Processing Time

DAC Secretariat

1 Working Day

DAC Secretariat

15 Minutes

DAC Secretariat

1 Working Day

DAC Committee DAC Secretariat DAC TWG COA Representative Bidders

1 Working Day

DAC Committtee

1 Working Day

DAC Secretariat

1 Working Day

DAC Secretariat LLLS or Regional Office Legal Unit SILG/Authorized Representative

3 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

4. Submit the notarized Dead of Sale and pay the contract price to the Regional cashier 5. Receive the properties for disposal thru public bidding and accomplish CSS.

Person in Charge Position Unit / Division

Processing Time

3.2. Prepare and send letter to the winning bidder/s

DAC Secretariat

1 Working Day

3.3. Furnish the winning bidder of the approved contract

DAC Secretariat

10 Minutes

Agency action (Detailed Steps)

4.1. Assist the winning bidder/s to secure the Order of Payment from the Accounting Section and the payment to the Cash Section 5.1. Release the properties for disposal thru public bidding

5.2. Submit to the Accounting Section the copy of the Release paper, together with the Contract of Sale and DAC Resolutions, for the dropping of the sold properties from the books of account

DAC Secretariat Accounting Division Cash Section DAC Secretariat Accounting Section COA Representative DAC Secretariat Property Office Accounting Section Total Processing Time

END OF TRANSACTION

20 Minutes

1 Working Day

1 Working Day 11 Working Days, 45 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

16. Request for the Issuance of Certificate of Incumbency of Local Officials Description of Service:

This procedure defines the process for issuing Certificate of Incumbency to requesting Local Official.

Office

Field Office

Classification

Simple Transaction

Total Processing Time

3 Working Days

Type of Transaction

G2C - Government to Citizens

Fees to be paid

None

Who may avail

All Local Government Units Documentary requirements

Where to secure

1. Accomplished Citizen's Charter Request Form

DILG Field Office/ DILG official website

2. Letter request

Requesting Party/ Agency

3. Photocopy of valid ID of the official

Requesting Party/ Agency

4. Certification of Services Rendered issued by the barangay (For Barangay Officials only) In case of discrepancy in the name, client must secure any of the following: • Oath of Office • Joint Affidavit of Two (2) Disinterested Persons • Photocopy of Birth Certificate/Marriage Certificate

DILG Field Office Requesting Party

Client Action (Detailed steps)

Agency action (Detailed Steps)

1. Accomplish Citizen's Charter Service Request Form and submit documentary requirements

1.1. Check the completeness of the documentary requirements and receive the request. 1.1.1. Verify name and validate the incumbency of the requesting official in the Elected Local Official Profile Database System (ELOPDS) or the Barangay Information System (BIS) or the Master list of Local Officials (For Request for Certificate of Incumbency) 1.1.2. Prepare the Certificate of Incumbency, if in order. 53

Person in Charge Position Unit / Division C/MLGOO/HUC/ Provincial or Regional Focal Person

Processing Time 2 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.2. Review and approve the Certification.

2. Receive the Certificate and accomplish 2.1. Release the certification including the attach documents and administer the the Customer Satisfaction Feedback Form CSS. at C/MLGOO/HUC/Provincial or Regional Office/DILG Official Website

Person in Charge Position Unit / Division

Processing Time

C/MLGOO/City Director/Provincial or Regional Director

7 Hours

Records Officer/ C/MLGOO

1 Hour

Total Processing Time

3 Working Days

END OF TRANSACTION *Note:

For clients from LGUs in NCR and HUCs and ICCs in other regions, please note that agency actions to be done at the "Provincial Office" shall be assumed by the concerned Regional Office (as applicable). Turnaround time may vary depending on the attendant circumstances on the LGU concerned.

DILG OFFICES HOUR Monday to Friday 8am to 5pm

17. Issuance of Memorandum Circular to Participate in Activities by Local Government Leagues or Leagues Federations of Local Elective Officials Description of Service:

A service that helps in information dissemination among LGUS whenever a particular LG League conducts an activity.

Office

Bureau of Local Government Supervision (BLGS) – Local Government Relations Division (LGRD)

Classification

Complex Transaction

Total Processing Time

4 Working Days, 4 Hours, 25 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Local Government Leagues or Leagues Federation of Local Elective Officials Documentary requirements

Where to secure

1. Letter request

League Secretariat

2. Activity Design/Program Brief

League Secretariat

3. Justification of charging the participation fee, if any

League Secretariat

4. After-Activity Report of previously conducted activity, if applicable

League Secretariat

Client Action (Detailed steps) 1. Client sends letter of request for issuance of authority to participate in activities conducted by the league.

Agency action (Detailed Steps) 1.1. Receives and assess completeness and legal bases of the submitted documents pertinent to the request. 1.2. Drafts the corresponding Department issuance, submits to Assistant Division Chief and Division Chief for review and initial. 1.3. Recommends approval of the draft Department issuance. 1.4. Endorses the draft Department issuance, for the SILG’s approval. 1.5. Signs the Department issuance. 1.6. Release the signed Department issuance to the Central Records Section.

Person in Charge Position Unit / Division

Processing Time

LGRD Action Officer

15 Minutes

LGRD Action Officer

1 Working Day

BLGS Director

4 Hours

HEA/USLG

1 Working Day

SILG

2 Working Days

LGRD Admin Staff

10 Minutes

Total Processing Time END OF TRANSACTION 55

4 Working Days, 4 Hours, 25 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

18. Preparation of the Endorsement Letter for the Issuance of Appointment for Permanent Vacancy in the Sanggunian (Panlalawigan, Panlungsod of HUCs And ICCs) Description of Service:

Service that process the endorsement Letter for the Issuance of Appointment Letter coming from the Office of the President, for the permanent vacancy in the Sangguniang Panlungsod of HUCs and ICCs

Office

Bureau of Local Government Supervision (BLGS)

Classification

Simple Transaction

Total Processing Time

3 Working Days

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

LCEs, Nominees, Highest Official or Chairperson of Political Party Concerned Documentary requirements

Where to secure

1. Nomination signed by the highest official of the political party concerned

Political Party Concerned

2. Certificate of Party Membership of the nominee signed by the highest official of the political party

Political Party Concerned

3. Personal Data Sheet (CSC Form 212)

LGU

4. Certificate of Party Membership of the one who caused the vacancy as certified by the highest official of the said political party

Political Party Concerned

5. Certification from the Local Election Registrar as to Party Affiliation of the person who caused the last vacancy

COMELEC(Local Office)

6. Certificate from the DILG Regional Office on the authenticity of the supporting documents

DILG Regional Office

7. Other supporting documents such as Voter’s Certification of the Nominee, Residence Certification.

COMELEC (Local Office)/LGU of requesting party

Client Action (Detailed steps) 1. Client sends letter of request for issuance of appointment for permanent vacancy.

Person in Charge Position Unit / Division

Processing Time

PCMD Action Officer

3 Hours, 50 Minutes

BLGS Director

4 hours

1.3. Signs cover memo for SILG’s approval.

USLG

1 wd

1.4. Signs the endorsement letter.

SILG

1 wd

PCMD Admin Staff

10 minutes

Agency action (Detailed Steps) 1.1. Receive and evaluate documents and prepare endorsement. 1.2. Recommend approval of the endorsement.

1.5. Release endorsement to Central Records.

Total Processing Time END OF TRANSACTION 56

3 Working Days

DILG OFFICES Monday to Friday 8am to 5pm

19. Request for Information on Programs and Services Description of Service:

Response to request for information on the Bureau’s programs and services

Office

Bureau of Local Government Supervision (BLGS)

Classification

Simple Transaction

Total Processing Time

1 Working Day, 18 Minutes

Type of Transaction

G2G - Government to Citizens

Fees to be paid

None

Who may avail

Local Government Units (LGUs), Organizations (Public and Private) Where to secure

Documentary requirements Letter request

Client Action (detailed steps) 1. Client submit/ send letter to the record section of the Department.

Requesting Party/ Agency

Agency action (Detailed Steps) 1.1, Receive the request or query from CRS thru DMS and forward the same to action officer thru DMS. 1.2, Prepare action to the request/query and route thru DMS to the Office of the Director Admin Officer. 1.3, Sign the reply/ document Route back the signed document to the Division Action Officer thru DMS. 1.4, Release signed communication to Central Records.

END OF TRANSACTION

Person in Charge Position Unit / Division

Processing Time

Admin Staff

5 Minutes

Action Officer

1 Working Day

BLGS Director Bureau Admin Officer

10 Minutes

Division Admin Staff

3 Minutes

Total Processing Time

1 Working Days, 18 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

20. Provision of Barangay Data

Description of Service:

This data/information on barangay and barangay officials is being requested as basis/reference in drafting policies by Senate of the Philippines and House of Representative. It is also being requested by the academe and researchers as reference for their studies, analysis, and other purposes. The list of data being provided is as follows: 1. Directory of Barangay Officials (with Barangay Hall Contact Number only); 2. Statistics related to Profile of Barangay and Barangay Officials; 3. IRA and Population of Barangays (data from the DBM and PSA); and, 4. Certification as to elected barangay officials. In adherence to the Data Privacy Act of 2012, only disaggregated data on the profile of the barangay officials shall be provided to the clients.

Office

National Barangay Operations Office (NBOO)

Classification

Simple/Complex Transaction

Total Processing Time

Simple: 7 Hours, 40 Minutes Complex: 5 Working Days, 5 Hours, 40 Minutes

Type of Transaction

G2C - Government to Citizen; G2G - Government to Government

Fees to be paid

None

Who may avail

Bureaus and Services in the Central Office, Top Management, NGAs, NGOs, CSOs, Liga ng mga Barangay, Senate of the Philippines, House of Representative, Barangay and former Barangay Officials and General Public Where to secure

Documentary requirements 1. Letter of Request 2. Identification Card /Letter of Authorization, if necessary Client Action (Detailed steps) 1. E-mail the letter of request to [emailprotected]

Requesting Party

Agency action (Detailed Steps) 1.1, Receive, record, and route the request to concerned Office/DC/Focal Person for appropriate action.

1.2, Review and assess the data needed in the request.

1.3, Process the data, prepare the Complete Staff Work (CSW) and submit to the next higher Supervisor/s for review/approval; A. If data is readily available, process the request. (Note: If record/data is not available, inform the client) B. If data being requested needs to be processed. 58

Person in Charge Position Unit / Division NBOO Records Officer

Processing Time

Assigned Action Officer Research and Profiling Division Assigned Action Officer Research and Profiling Division

20 Minutes

30 Minutes

Simple: 2 Hours Complex:: 5 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.4, Review/recommend the action document for approval and submit the preapproved transmittal letter to the Office of the Director

1.5, Approve the Action Document and its attachments.

2. Receive and acknowledge the requested data accomplish the Customer Satisfaction Survey [CSS) Form and e-mail to NBOO

2.1, Release the Action Document (signed transmittal letter, requested data, and CSS Form) to DILG-Central Records Section and through email

Person in Charge Position Unit / Division Section Chief/ Assistant Division Chief/Division Chief Division Records Officer

Processing Time

Director/Other Authorized Signatory

4 Hours

Records Officer/Assigned Action Officer

15 Minutes

Total Processing Time

END OF TRANSACTION

35 Minutes

Simple: 7 Hours, 40 Minutes Complex: 5 Working Days, 5 Hours, 40 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

21. Response to Complaints Against Barangay and SK Officials Description of Service:

This service is to provide the client with the necessary assistance, guidance and/or appropriate action on the complaints received against the alleged acts of irregularities, anomalies, and/or inaction, among others, of Barangay and SK Officials.

Office

National Barangay Operations Office (NBOO) – Citizens Affairs and Political Development Division (CAPDD)

Classification

Simple Transaction

Total Processing Time

1 Working Day, 2 Hours, 5 Minutes

Type of Transaction

G2C - Government to Citizen; G2B - Government to Business; G2G - Government to Government

Fees to be paid

None

Who may avail

Barangay and SK Officials, National Government Agencies, Non-Government Organizations (NGOs), Civil Society Organizations (CSOs), Local Government Units (LGUs), Liga ng mga Barangay, and the General Public Documentary requirements

Where to secure

Letter complaint (1 copy)

Client Action (Detailed steps) 1. Send complaint to e-mail address: [emailprotected] or through DMS.

Complainant

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

1.1. Receive complaint, update DMS and forward to CAPDD-PDS Section Chief.

Admin Staff, Office of the Director

5 Minutes

Section Chief, CAPDD-PDS

10 Minutes

Action Officer concerned

1 Working Day

Section Chief, CAPDD-PDS

20 Minutes

Assistant Division Chief / Division Chief

20 Minutes

Admin. Staff, CAPDD

5 Minutes

1.7. Review, sign and forward to OD Staff for release.

Director, NBOO

1 Hour

1.8. Record and release to CRS letter reply with CSS.

Admin Staff, Office of the Director

5 Minutes

1.2. Receive, evaluate and assign complaint to Action Officer concerned. 1.3. Receive, evaluate, draft memorandum to Regional Office concerned and prepare letter reply to complainant. 1.4. Review, provide inputs and send to ADC/ DC.

1.5. Review, provide inputs and forward to CAPDD Admin. Staff. 1.6. Receive, record and submit to OD.

Total Processing Time END OF TRANSACTION 60

Processing Time

1 Working Day, 2 Hours, 5 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

22. Response to Queries on Barangay and SK Matters/ Affairs Description of Service:

This service is to provide the client with information, guidance or appropriate action on queries pertaining to Barangay and SK governance, operations, and other Barangay and SK matters.

Office

National Barangay Operations Office (NBOO) – Citizens Affairs and Political Development Division (CAPDD) •

For Simple Queries: 1 Working Day, 1 Hour, 55 Minutes; For Complex Queries: 2 Working Days, 3 Hours, 25 Minutes

Classification

Simple Transaction

Total Processing Time

•

Type of Transaction

G2C - Government to Citizen; G2B – Government to Business; G2G - Government to Government

Fees to be paid

None

Who may avail

Documentary requirements Client/Requesting Party

Hard copy of the letter query (1 copy)

Client Action (Detailed steps) 1. Send Letter inquiry to e-mail address: [emailprotected] or through DMS

Agency action (Detailed Steps) 1.1. Receive query, update DMS and forward to CAPDD-PDS Section Chief. 1.2. Receive, evaluate and assign query to Action Officer. 1.3. Receive, evaluate, conduct research, draft letter reply and submit to SC.

1.4. Review, provide inputs and submit to ADC/DC. 1.5. Review, provide inputs and forward to CAPDD Administrative Staff. 1.6. Record and submit to OD.

Person in Charge Position Unit / Division

Office of the Director, Admin Staff Section Chief CAPDD-PDS Action Officer concerned CAPDD-PDS Section Chief Assistant Division Chief/ Division Chief CAPDD Admin. Staff

Processing Time Simple Queries

Complex Queries

5 Minutes

10 Minutes

1 Working Day

2 Working Days

30 Minutes

1 Hour

30 Minutes

1 Hour

5 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.7. Review, sign and forward to OD Staff for release 1.8. Record and release to CRS with CSS

Simple Queries

Director, NBOO

30 Minutes

Office of the Director, Admin Staff

5 Minutes

Total Processing Time

END OF TRANSACTION

Processing Time

Person in Charge Position Unit / Division

For Simple Queries: 1 Working Day, 1 Hour, 55 Minutes;

Complex Queries

1 Hour 5 Minutes For Complex Queries: 2 Working Days, 3 Hours, 25 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

23. Provision of Information on Programs, Projects, Policies, Activities , and/ or Data on Local Government Description of Service:

Providing information, data and IEC materials on the different programs, projects and activities of the Bureau to requesting clients.

Office

Bureau of Local Government Development (BLGD) 1 Working Day, 2 Hours, 45 Minutes

Classification

Simple Transaction

Type of Transaction

G2C - Government to Citizen; G2B - Government to Businesses; G2G - Government to Government

Who may avail

Congress (Senate and House of Representatives), DILG Field Office (Regional and Provincial), National Government Agencies (NGAs), Local Government Units (LGUs), Non-government Organizations (NGOs), Civil Society Organizations (CSOs), Private Sector, International Partners

Total Processing Time

Fees to be paid

Note: Additional 1 working day if such request need endorsement to top management

None

Where to secure

Documentary requirements From the requesting party/ Agency

Request Letter(Request must be received by the office 3- 4 weeks prior to the activity)

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1. Submit Request Letter to the Office of the Director via email, courier or hand carry.

1.1. Receive, record and acknowledge receipt of request letter from the client and record through the DMS.

Admin. Assistant II, Office of the Director

10 Minutes

1.2. Review document, provide instructions and assign to the concerned Division.

Director/ Assistant Director

15 Minutes

1.3. Receive and record document from the Office of the Director and endorse to the Division Chief.

Action Officer of Division concerned Division Chief/ Assistant Division Chief concerned Designated Action Officer/Focal Person of concerned division Division Chief/ Assistant Division Chief concerned

1.4. Review and endorse document to the concerned Action Officer/Focal Person. 1.5. Research and consolidate data/information requested and/or request for related data/information from concerned offices and prepare letter of reply. 1.6. Review and endorse letter of reply for signature of the Director. 63

5 Minutes 1 Hour

1 Working Day

30 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.7. Final Review and approval of the letter of reply for release to concerned division. (*Note: Additional 1 working day if such request needs endorsement to top management)

2. Receive response from BLGD and accomplish the CSS thru email

2.1. Receive and release the approved reply letter thru email, DILG Records Section and/or client and administer the Client Satisfaction Survey.

Person in Charge Position Unit / Division BLGD Director/ Asst. Director

Processing Time

*Action Officer (Office of the Secretary / Undersecretary / Assistant Secretary) Designated Action Officer/Focal Person: LGOO I-III, POs, ADAS (LDPD, LADD, LFRDD)

30 Minutes

15 Minutes

1 Working Day, 2 Hours, 45 Minutes Total Processing Time

END OF TRANSACTION

Note: Additional 1 working day if such request need endorsement to top management

DILG OFFICES HOUR Monday to Friday 8am to 5pm

24. Query/ Following upon Projects Requesting Financial Assistance for Walk-in, Phone-in Clients and documents routed through the DILG Document Management System (DMS) Description of Service:

To provide response to the query/following-up of LGUs and other Government Agency financial assistance for proposed projects for walk-in, phonein, or DMS clients.

Office

Office of Project Development Services

Classification

Simple Transaction (Walk-in and Phone-In Clients) Complex Transaction (Documents routed in DMS)

Total Processing Time

For Walk-in: 1 Hour, 55 Minutes For Phone-in: 20 Minutes For Documents routed in DMS: 6 Working Days, 7 Hours, 35 Minutes

Type of Transaction

G2C - Government to Citizen; G2G - Government to Government

Fees to be paid

None

Who may avail

Local Chief Executives, Elected LGU Officials , Representative/Staff of Senators/ Congressmen, Non-Government Organizations, General Public Where to secure

Documentary requirements Letter Request for Financial Assistance with complete information (Name, contact numbers and email addresses of contact person)

Client Action (Detailed steps) A. For Walk-in Clients: 1. Submit request for financial assistance to OPDS 2. Inquire on the status of their request for financial assistance

Client

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

Administrative Officer/Records Officer, PCDD

15 Minutes

LGOO IV/ V/ Focal Person

1 Hour

Division Chief

15 Minutes

Director

15 Minutes

1.1. Evaluate the Letter Request for Financial Assistance. 2.1. Accept request and provide receiving copy to client.

2.2. Refer to Focal Person for assistance and processing. 2.3. Assess request and advice Client on course and process of action to be undertaken on request. 2.4. Prepare referral letter/response letter to concerned Govt. Office and requesting Client. 2.5. Review and endorse to OD for signature. 2.6. Approved/sign letter response.

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

3. Received the document

3.1. Record and release signed document thru DMS.

B. For Phone-in Clients: 1. Query/Follow-up on the request for Financial Assistance through phone

1.1. Assess the request for financial assistance 1.2. Refer to assigned Action Officer 1.3. Evaluate the documents submitted to the Bureau

Person in Charge Position Unit / Division Administrative Officer/Records Officer, PCDD

Processing Time

Administrative Officer/Records Officer, PCDD

5 Minutes

LGOO IV/V/Focal Person

1.4. Communicate the action taken on the request and suggest/recommend other possible sources of funding C. For Documents routed through the DILG Document Management System (DMS): 1. Submit request/follow-up for 1.1. Receive and record the documents and forward the same to the Office of the financial assistance to OPDS thru Director. DMS 1.2. Assess request and forward to concerned Division/Unit

10 Minutes

5 Minutes 5 Minutes 5 Minutes

Receiving Officer/ Administrative Officer

10 Minutes

Administrative Officer (OD)

10 Minutes

Administrative Officer (Division/Unit)

10 Minutes

1.4. Assess request and prepare response letter

Focal Person

5 Working Days

1.5. Review response letter/s and forward to OD/OUSLG for approval and signature

Division Chief

7 Hours

1.6. OD/ OUSLG Reviews/ Approves/ Signs Letter/s Endorsement

OD/ OUSLG

1 Working Days

Administrative Officer

5 Minutes

1.3. Evaluate and forward to concerned Focal Person

1.7. Record and release signed document thru DMS and administer Client Satisfaction Survey

Total Processing Time END OF TRANSACTION

For Walk-in: 1 Hour, 55 Minutes For Phone-in: 20 Minutes For Documents routed in DMS: 6 Working Days, 7 Hours, 35 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

25. Emergency Calls Management Description of Service:

This service particularly deals with request for emergency response.

Office

Emergency 911 - National Call Center

Classification

Simple Transaction

Total Processing Time

11 Minutes

Type of Transaction

G2C - Government to Citizens

Fees to be paid

None

Who may avail

911 callers from the General Public

Where to secure

Documentary requirements Emergency Call to 911 Hotline

Client Action (Detailed steps) 1. Call 911

Agency action (Detailed Steps) 1.1. Receive/Validate/Record incoming calls. 1.2. Relay/handle/manage legitimate calls and encourage caller to participate in the E911 Client Satisfaction Survey which can be accessed in the E911 website (e911.gov.ph) 1.3. Monitor the progress of response time of responders.

Note: The international standard of emergency response time for respondents is 7 minutes but since this is just monitoring of the progress of response time, the feedback would be within 3 minutes upon dispatch) 1.4. Prepare narrative report and close case.

END OF TRANSACTION

Person in Charge Position Unit/Division Emergency TeleCommunicator Emergency TeleCommunicator

Processing Time 2 Minutes 3 Minutes

Emergency TeleCommunicator

3 Minutes

Emergency TeleCommunicator

3 Minutes

Total Processing Time

11 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

26. Establishment of Local Call Center Description of Service:

This service particularly deals with request on matters related to the establishment of Local Call Centers.

Office

Emergency 911 National Office

Classification

Highly Technical Transaction

Total Processing Time

8 Working Days,1 hour , 15 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Local Government Units Where to secure

Documentary requirements 1. Letter of Intent (1 Original) for the Establishment of Local Call Center (LCC) or confirmation of established LCC addressed to the Chairperson, Emergency 911 Commission through the Emergency 911 Executive Director, Emergency 911 National Office, with the appropriate Sanggunian Resolution passed for that purpose. 2. Proposed Legal, Administrative, Operational, and technical documents and system architecture in conformity with the specification and/or standards of the Emergency 911 National Program, for the approval of the Emergency 911 Commission. 3. Letter of Request for Training and Certification Course addressed to the Chairperson, Emergency 911 Commission through the Emergency 911 Executive Director, Emergency 911 National Office. 4. Notice of Activation of LCC or GO-LIVE of the Emergency 911 System addressed to the Chairperson, Emergency 911 Commission through the Emergency 911 Executive Director, Emergency 911 National Office. Client Action (Detailed steps) 1.Submit pertinent documents except for

Notice of Activation to E911 National Office.

Client/Requesting Party

Agency action (Detailed Steps) 1.1. Receive and record the submitted documents. 1.2. Evaluate documents submitted and forward to Executive Director for approval.

1.3. Approve the request for the establishment of local call center and present to the E911 Commission. 68

Person in Charge Position Unit / Division

Processing Time

Administrative Personnel, E911 National Office

1 Hour

Action Officer concerned

5 Working Days

Executive Director of E911 National Office

1 Working Day

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.4. Send notice of approval to client concerning the submitted documents.

2. Submit letter for Notice of Activation of LCC or GO-LIVE of the Emergency 911 System

2.1. Receive and record the submitted documents. 2.2. Approve the request for the Notice of Activation of LCC or GO-LIVE of the Emergency 911 System and present to the E911 Commission. 2.3. Send request to client thru email to accomplish the CSS.

Person in Charge Position Unit / Division Administrative Personnel, E911 National Office Administrative Personnel, E911 National Office Executive Director of E911 National Office Administrative Personnel, E911 National Office Total Processing Time

END OF TRANSACTION

Processing Time 1 Working Day

10 Minutes 1 Working Days 5 Minutes

8 Working Days, 1 Hour, 15 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

27. Review of Appealed Administrative Cases Description of Service:

Review, affirm, reverse or modify on appeal or upon motion for reconsideration the decision, resolution, order of NAPOLCOM NAB/RAB, BJMP or BFP.

Office

Legal and Legislative Liaison Service, Appellate Division (LLLS, AD)

Classification

Highly Technical Transaction

Total Processing Time

270 days, 1 Hour, 30 Minutes*

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Appellants from PNP, BJMP and BFP Where to secure

Documentary requirements Complete case records from: • NAPOLCOM National Appellate Board (NAB) / Regional Appellate Board (RAB) • Bureau of Fire Protection (BFP) • Bureau of Jail Management and Penology (BJMP)

NAB (decisions rendered by the Chief, PNP); or RAB (decisions rendered by the PNP Regional Directors)

Notice of Appeal (NOA)

Appellant

Memorandum of Appeal (MOA)

Appellant

Client Action (Detailed steps)

Agency action (Detailed Steps)

1. File Notice of Appeal (NOA) with deciding authority, copy furnished appellate authority within ten(10) days from receipt of appealed decision (PNP/BJMP).

1.1. Receive, record, check completeness of documents and forward to the Office of the Director (virtual through DMS / actual receipt of hard copies).

2. File Memorandum on Appeal (MOA) with DILG (Records Section) within 15 days from date of filing of NOA (PNP/ BJMP).For BFP, file the MOA within 15 days from receipt of appealed decision.

2.1. Assign the appealed case for review upon receipt of the complete case records from lower administrative bodies, provided that the NOA/ MOA are already filed with DILG and transmitted to Appellate Division, Legal and Legislative Liaison Service (virtual through DMS / actual receipt of hard copies).

Person in Charge Position Unit / Division Admin Staff, LLLS-AD

Processing Time

Director, LLLS

30 Minutes

Division Chief, AD

15 Minutes

Assistant Division Chief, Attorney III, Attorney II, Legal Assistant

60 Days

1.2. Assign the appealed case to Appellate Division (virtual through DMS / actual receipt of hard copies).

2.2. Draft Decision/Resolution/Order. 70

15 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Person in Charge Position Unit / Division

Processing Time

2.3. Approve the draft Decision/Resolution/Order.

Director, LLLS

120 Days*

2.4. Recommend approval of the draft Decision/Resolution/Order for SILG’s signature.

Director, LLLS

30 Days*

2.5. Review the draft action and forward to SILG for signature, if in order.

HEA

30 Days*

2.6. Approve and sign the recommended Decision/Resolution/Order (virtual through DMS / actual receipt of hard copies).

SILG

30 Days*

AD Releasing Staff Records Section (RS)

30 Minutes

Agency action (Detailed Steps)

2.7. Issue Notice of Decision and release to Central Records Section (virtual through DMS / actual receipt of hard copies). 2.8. Send the certified true copy of the Decision Order/resolution via registered mail.

Central Records Section

Total Processing Time

270 days, 1 Hour, 30 Minutes

END OF TRANSACTION Notes: *This service requires more than 20 working processing days since it requires the use of technical knowledge in the processing and/or evaluation thereof. *The Total Turnaround Time may vary depending on the volume of transactions or complexity of the issues of the case. Governing Rules: The exercise of Appellate jurisdiction Under RA 6975 and NAPOLCOM Memorandum Circular No. 2016-002; BFP/ BJMP Rules on Administrative Cases; EO No.292 or Administrative Code of 1987; CSC 2017 RACCS

DILG OFFICES HOUR Monday to Friday 8am to 5pm

28. Issuance of Certificate of No Pending Appeal (CoNPA) Description of Service:

Issuance of Certificate upon request by proper party.

Office

Legal and Legislative Liaison Service, Appellate Division (LLLS, AD)

Classification

Simple Transaction

Total Processing Time

3 Hours, 55 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

PNP, BFP and BJMP Where to secure

Documentary requirements 1. Letter requesting for the issuance of Certificate of No Pending Action (CoNPA)

Respective office or agency

Note: • If the requesting party is the PNP, BFP or BJMP, the request must be signed by the Head of Office. • If the requesting party is the respondent-appellant in the concerned administrative case, attach competent proof of identification

Client Action (Detailed steps) 1. Transmit all documentary requirements to DILG through its Central Records Section.

Person in Charge Position Unit / Division

Processing Time

Admin Staff, LLLS-AD

15 Minutes

1.2. Receive and route the documents to the Office of the Director. (virtual through DMS / actual receipt of hard copies)

Receiving staff/ AA VI, LLLS

10 Minutes

1.3. Assign the received documents to Appellate Division. (virtual through DMS / actual receipt of hard copies)

Director, LLLS

30 Minutes

1.4. Assign the request for CoNPA to the Action Officer. (virtual through DMS / actual receipt of hard copies)

Division Chief, AD

15 Minutes

1.5. Verify the request and determine the propriety of the request;

Admin Asst. III, AD

30 Minutes

Agency action (Detailed Steps) 1.1. Receive, record, check completeness of documents and forward to LLLS. (virtual through DMS / actual receipt of hard copies)

a. With pending appeal to DILG – no CoNPA to be issued b. With no appeal to DILG – CoNPA may be issued 72

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.6. If entitled to CoNPA, approve draft CoNPA. 1.7. Approve and sign CoNPA and its release.

1.8. Route the approved CoNPA to the CRS. (virtual through DMS / actual receipt of hard copies) 2. Client receives the CoNPA and accomplish the attached CSS form.

2.1. Release CoNPA with attached CSS form thru registered mail or personal appearance of client.

END OF TRANSACTION

Person in Charge Position Unit / Division Division Chief, AD

Processing Time

Director, LLLS

1 Hour

AD Releasing staff/ Admin Asst. III, LLLS

15 Minutes

Admin Staff, Central Records Section

30 Minutes

Total Processing Time

3 Hours, 55 Minutes

30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

29. Confirmation of Dismissal Orders Description of Service:

Preparation of Confirmation of dismissal orders to be issued by SILG.

Office

Legal and Legislative Liaison Service, Appellate Division (LLLS, AD)

Classification

Complex Transaction

Total Processing Time

4 Days, 3 Hours, 25 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

PNP, BJMP and BFP

Where to secure

Documentary requirements 1. Letter from the Head Office/ Disciplining Authority requesting confirmation of Decision dismissing the uniformed/non-uniformed personnel. (Indicate # of copies and whether it is original/photocopy)

Head Office/ Disciplining Authority

2.Certified copy of the abovementioned Decision.

Head Office/ Disciplining Authority

3.Proof of Service of said Decision to concerned respondent

Head Office/ Disciplining Authority

4.Certification that respondent did not file an appeal or motion for reconsideration of said Decision

Head Office/ Disciplining Authority

Client Action (Detailed steps) 1. Transmit all documentary requirements to DILG through its Records Section.

Agency action (Detailed Steps) 1.1. Receive and route the documents to the Office of the Director. (virtual through DMS / actual receipt of hard copies)

1.2. Receive, check and route documents to the Appellate Division. (virtual through DMS / actual receipt of hard copies) 1.3. Assign the request for confirmation to the Action Officer. (virtual through DMS / actual receipt of hard copies)

1.4. Request for certificate of No pending appeal to CRS.

Person in Charge Position Unit / Division Receiving staff/ AA VI, LLLS

Processing Time

Director, LLLS

30 Minutes

Division Chief, AD

15 Minutes

Admin Asst III, AD / Admin Asst I (COS)

3 Working Days

1.4.1. Draft Confirmation Order

10 Minutes

30 Minutes

1.5, Approve the draft Confirmation Order.

Division Chief, AD 74

30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.6. Recommend approval of the draft Confirmation Order. 1.7. Approve and sign the recommended Confirmation Order.

1.8. Forward the signed Confirmation Order to Central Records Section for releasing (virtual through DMS / actual receipt of hard copies).

END OF TRANSACTION

Person in Charge Position Unit / Division Director, LLLS

Processing Time

SILG

1 Working Day

AD Releasing Staff/ Admin Asst III (COS)

30 Minutes

Total Processing Time

4 Days, 3 Hours, 25 Minutes

1 Hour

DILG OFFICES HOUR Monday to Friday 8am to 5pm

30. Comments on Appealed Administrative Cases to CSC Description of Service:

Compliance to CSC Order directing the submission of COMMENTS to appeals from DILG decisions.

Office

Legal and Legislative Liaison Service, Appellate Division (LLLS, AD)

Classification

Highly Technical Transaction

Total Processing Time

45 Days, 5 Hours and 30 Minutes*

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Civil Service Commission Where to secure

Documentary requirements Order issued by CSC officially transmitting a copy of the Appeal filed by Appellant thereto

Person in Charge Position Unit / Division

Processing Time

Receiving staff/ AA VI, LLLS

15 Minutes

Director, LLLS

30 Minutes

Division Chief

15 Minutes

Division Chief, Division Assistant Chief, Attorney II, Attorney III, Legal Assistant

45 Days*

1.5. Approve draft Comment

Division Chief

30 Minutes

1.6. Recommend and sign the draft Comment for release to SILG (virtual through DMS / actual receipt of hard copies)

Director, LLLS

30 Minutes

HEA

1 Hour

SILG

1 Hour

Client Action (Detailed steps) 1. CSC issues an Order directing SILG to file his Comment on the appeal and to transmit the entire case records to CSC for the disposition of the appeal.

Civil Service Commission

Agency action (Detailed Steps) 1.1. Receive CSC Order then route the documents to the Office of the Director (virtual through DMS / actual receipt of hard copies) 1.2. Receive, check and route documents to the Appellate Division (virtual through DMS / actual receipt of hard copies) 1.3. Assign the CSC-appealed case preferably to the Action Officer (AO) who reviewed the case and drafted the Decision/Resolution/Order on appeal to CSC (virtual through DMS / actual receipt of hard copies) 1.4. Draft Comment

1.7. Review the draft comment and forward to SILG for signature if in order 1.8. Approve and sign the recommended Comment

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

Director, LLLS

1 Hour

Releasing staff, Appellate Division/ AA III (COS), LLLS

30 Minutes

1.9. Transmit Comment and complete case records to CSC (virtual through DMS / actual receipt of hard copies) 1.10. Issue Comment and release to Central Records Section (virtual through DMS / actual receipt of hard copies) 1.11. Send the original copy of comment via registered mail, courier or personal service . Copy furnish the appellant and/or counsel if represented with one.

Central Records Section Total Processing Time

END OF TRANSACTION Notes: *This service requires more than 20 working processing days since it requires the use of technical knowledge in the processing and/or evaluation thereof

*The Total Turn Around Time may vary depending on the volume of transactions or complexity of the issues of the case Governing Rules: CSC 2017 RACCS; RA6975 and NAPOLCOM Memorandum Circular No. 2016-002; EO No.292 or Administrative Code of 1987;

45 Days, 5 Hours, 30 Minutes*

DILG OFFICES HOUR Monday to Friday 8am to 5pm

31. Implementation of Ombudsman Decisions (MOLEO Cases) Description of Service:

Preparation of Orders (Indorsements) to be signed by SILG to implement the Ombudsman decisions.

Office

Legal and Legislative Liaison Service, Appellate Division (LLLS, AD)

Classification

Simple Transaction

Total Processing Time

1 Working Day, 4 Hours, 30 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Office of the Ombudsman (Deputy Ombudsman for the Military and Other Law Enforcement Offices or MOLEO) Where to secure

Documentary requirements Indorsement from Ombudsman of a certified copy of its Decision directing SILG to implement said Decision Client Action (Detailed steps) 1. Indorsement of Ombudsman Decision are officially mailed or hand carried to DILG, to the attention of SILG for the latter’s implementation

Office of the Ombudsman

Person in Charge Position Unit / Division Receiving staff/ AA VI, LLLS

Processing Time

1.2. Receive, check and route documents to the Appellate Division (virtual through DMS / actual receipt of hard copies)

Director, LLLS

30 Minutes

1.3. Assign the indorsed Ombudsman Decision to the Action Officer (virtual through DMS / actual receipt of hard copies)

Division Chief, AD

15 Minutes

1.4. Draft Order of Implementation by way of 2nd Indorsement to either the PNP, BJMP, and BFP 1.5. Approve draft Order of Implementation (virtual through DMS / actual receipt of hard copies)

Admin Asst. III - AD

1 Hour

Division Chief

1 Hour

1.6, Recommend approval of draft Order of Implementation (virtual through DMS / actual receipt of hard copies)

Director, LLLS

1 Hour

Agency action (Detailed Steps) 1.1. Receives indorsement from the Ombudsman and route the documents to the Office of the Director (virtual through DMS / actual receipt of hard copies)

15 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.7. Approve and sign the recommended Order of Implementation (virtual through DMS / actual receipt of hard copies) 1.8. Release the signed Order of Implementation to Central Records Section, DILG. (virtual through DMS / actual receipt of hard copies) 1.9. Send the original copy of signed order of implementation via registered mail.

Person in Charge Position Unit / Division SILG

Processing Time

Releasing staff Appellate Division/ AA III (COS), LLLS

30 mins

Central Records Section

Total Processing Time END OF TRANSACTION

1 wd

1 Working Day, 4 Hours, 30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

32. Request for Nominees for Scholarships/ Training Grants Description of Service:

To provide foreign/local scholarship to qualified and deserving staff for their professional and career development, competency enhancement & efficiency in the delivery of services for the achievement of the Department objectives.

Office

Human Resource Management Division, Administrative Service

Classification

Complex Transaction

Total Processing Time

5 Working Days, 1 Hour, 50 Minutes

Type of Transaction

G2C - Government to Citizen

Fees to be paid

None

Who may avail

Donor Institutions (JICA, JDS, KOICA, AAAEP-P, PMDP-DAP) Where to secure

Documentary requirements Upon Application: 1.Updated Personal Data Sheet (FORM 212)/curriculum vitae

CSC Form No. 212 may be downloaded at http://csc.gov.ph/2014-02-21-08-28-23/pdffiles/category/861-personal-data-sheet-revised-2017.html

2.Medical Certificate

Applicant

3.Endorsement from the Director

Concerned Office

4. 9-in-1 Certification

Template may be downloaded at scholar.dilg.gov.ph

5.Proposed Commitment Action Plan (CAP)/REAP

Template may be downloaded at scholar.dilg.gov.ph

Client Action (Detailed steps) 1. Forwards invitation letter to the Department

Agency action (Detailed Steps) 1.1. Receives, download, review, records and encodes in the DMS the invitation letter from the donor institutions then forward to concerned HRMD Action Officers;

Person in Charge Position Unit / Division

Processing Time

Receiving Clerk

10 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.2. HRMD Action Officer shall evaluate/study the invitation and determine the type of scholarships title grant and number of nominees required (determine target recipients, deadlines, course, requirements) 1.3. Communicate the scholarship/training grants opportunity: 1.3.a. Prepare and submit Memorandum addressed to all Regional/Bureau/Service Directors requesting applicants/recommendees for the scholarship/training grants 1.3.b. Upon receipt of the signed Memo- communication, record in the DMS and forward to Records Section for releasing in accordance with the Central Records Management Procedure 1.4. Receive the endorsement of applicants from their respective offices HRMD Action Officer shall receive and evaluate the endorsement.

Person in Charge Position Unit / Division

Processing Time

Administrative Officer V

10 Minutes

Administrative Officer V

1 Working Day

Receiving Clerk

30 Minutes

Administrative Officer V

1 Hour

Administrative Officer V

4 Hours

Administrative Officer V

30 Minutes

Administrative Officer V

15 Minutes

Administrative Officer V

1 Working Day

1.5. Shortlists Qualified Applicants: 1.5.a. Shortlisted qualified applicants, with no outstanding service obligation from: (1) Database of Prospective; and/or (2) received endorsements from respective offices; *we resort to database if there are no takers indorsed by different offices 1.5.b. Forward shortlisted of Prospective Applicants to the HRMD Chief for review and comments 1.5.c. For shortlisted applicants from the database, confirm interest and availability of shortlisted personnel including approval of concerned Head of Office. 1.6. Prepare and review the Comparative Matrix of Applicants for appropriate action of the HRMD Action Officer in case of corrections and adjustments (If there is still ample time, provide instruction to HRMD Action Officer to prepare for the Central Office Human Resource Development Committee (COHRDC) deliberation, Otherwise, if time is already close to the deadline, provide instruction to HRMD Action Officer to prepare HRDC Referendum or a resolution.)

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

1.7. Prepare documents for Human Resource Development Committee (Online deliberation of applicants) 1.7.a. For CHRDC Online deliberation: Prepare Notice of Meeting for CHRDC, Application Notice for schedule of written exam/interview of candidates and communicate to concerned candidates, compilation of documentary requirements, Commitment Action Plan/proposed REAP. 1.7.b. CHRDC Secretariat sends all required documents to CHRDC Board through a link a week before the online deliberation (panel interview) 1.8. CHRDC Secretariat consolidate the results of the online deliberation (then proceed to 2.1) 1.8.a. For CHRDC Referendum/Resolution: prepare and submit the referendum/resolution with complete supporting documents of the candidate (Endorsement from the Director, Updated Personal Data Sheet, 9-in-1 Certification, Medical Certificate and Proposed Commitment Action Plan (CAP)/REAP) for their approval/signature. 1.8.b. CHRDC Secretariat consolidates results of the CHRDC Deliberation Matrix for review of HRMD Chief, for approval of AS Director for HRDC Referendum:

2. Receives the endorsement of Applicants from the department and accomplish CSS

Person in Charge Position Unit / Division

Processing Time

Administrative Officer V 1 Working Day

Administrative Officer V

Administrative Officer V 1 Working Day

Administrative Officer V

1.8.c. Review the candidate’s qualifications and indicate their chosen nominee as principal or alternate by affixing their initial in the column provided.

Administrative Officer V

2.1. Prepare endorsement letter to the donor institution with cover memo and forward to HRMD Chief for review; to AS Director for approval and to OASHRD for approval/ signature of the endorsement letter.

Administrative Officer V

3 Hours

2.2. Forward the endorsement of applicants to the donor institution with complete supporting documents and attach Client Satisfaction Survey

Administrative Officer V

15 Minutes

Total Processing Time END OF TRANSACTION

5 Working Days, 1 Hour, 50 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

33. Provision of Training for Student (OJT) Description of Service:

Application of Students for their On-the-Job Training

Office

Human Resources Management Division, Administrative Service

Classification

Simple Transaction

Total Processing Time

1 Day, 6 Hours, 10 Minutes

Type of Transaction

G2C - Government to Citizen

Fees to be paid

None

Who may avail

Students Where to secure

Documentary requirements Initial: Endorsement letter from school (specify the student course and the number of hours required)

Required to the OJT applicants before acceptance in the department.

Curriculum Vitae

Personal Data provided by the OJT applicant

Recent 1x1 ID Picture (1pc)

Provided by OJT applicant

Duly signed (by the school) OJT Contract

Prepared and issued by the Department thru HRMD, Administrative Service

In the issuance of certificate: Evaluation Form

From the Office-OJT Supervisor

Daily Time Record (DTR)

Issued by the HRMD for attendance monitoring for the number of hours required

Narrative Report

After the OJT Student finished and before the Certificate of Completion would be released.

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1. The Student submits initial requirements to the HRMD-AS Receiving Clerk personally or via email at [emailprotected] or through courier.

1.1. The Administrative Assistant II (Receiving Clerk- COS) reviews/ checks the completeness of the documents, if found complete, stamps received, records, encodes in the DMS and forwards the initial submitted requirements to the HRMD Action Officer (AO IV) for his appropriate action. If through email, request shall be forwarded to the Action Officer.

Administrative Officer IV

5 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

2. Student receives the signed contract from the HRMD Action Officer (AO IV) for signature also in the “CONFORME” and returns/submits to the HRMD the signed contract from her/his school after one day. 3. The Student shall undergo a brief orientation i.e. assignment, organizational awareness, manner/attitude, etc. 4. The student shall receive the issued ID Upon Completion of the required OJT Training Hours: 5. The Student submits to the HRMD Action Officer the requirements #s 5, 6 & 7 for the issuance /release of her/his Certificate of Completion

Agency action (Detailed Steps) 1.2. The HRMD Action Officer (AO IV) evaluates, reviews, checks the database and prepares the OJT Contract (If there is no available slot, HRMD Action Officer prepares reply) 1.3. The HRMD receiving Clerk (COS) records, updates the DMS and releases the OJT contract for signature of the AS Director 1.4. Once signed, the receiving clerk records, updates in the DMS and releases the signed Contract to the Student/OJT applicant for signature in the “CONFORME” by the concerned school 2.1. The receiving clerk stamps received, records, encodes in the DMS the signed contract returned by student/OJT applicant and forwards to the Action Officer

3.1. HRMD Chief or in her/his absence AO IV (Action Officer shall conducts brief orientation to the student-trainee i.e. assignment, organizational awareness, manner/attitude, etc. 4.1. After the briefing, Action Officer shall prepares and issue ID to the studenttrainee 5.1. Action Officer( AO IV) receives, evaluates, review, the documents submitted, if found in order, prepares Certificate of Completion 5.2. The receiving clerk shall records/ updates the DMS and releases the Certificate for signature of the AS Director 5.3. The receiving clerk records, updates the DMS and releases the duly signed Certificate of Completion to the student-trainee

Person in Charge Position Unit / Division

Processing Time

Administrative Officer IV

3 Hours

Administrative Officer IV

5 Minutes

Administrative Officer IV

5 Minutes

Administrative Officer IV

1 Day and 15 Minutes

Administrative Officer IV

1 Hour

Administrative Officer IV

15 Minutes

Administrative Officer IV

1 Hour

Administrative Officer IV

20 Minutes

Administrative Officer IV

5 Minutes

Total Processing Time

END OF TRANSACTION

1 Day, 6 Hours, 10 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

34. Request for Access to Documents/ Records/ Information Description of Service:

Provision on the request for access of records/ documents for Freedom of Information per EO 02, series of 2016.

Office

Central Records Section, General Services Division, Administrative Service

Classification

Simple Transaction

Total Processing Time

2 Hours, 25 Minutes

Fees to be paid

If no. of pages exceeds 50: Php 3.00 per page for reproduction and additional Php 2.00 per page for authentication. If not, the service is free of charge

Type of Transaction

G2C - Government to Citizen; G2G - Government to Government

Who may avail

Local Government Officials and Employees, Other Government Agencies, Students and Researchers, General Public Where to secure

Documentary requirements DILG Request Form Letter-request from the Requesting Party (if bearer is authorized representative only)

Records Section, DILG-Central Office (for hard copy) or at the DILG official website under Reports and Resources>Resources and Downloads>Forms (for electronic copy)

One (1) valid identification card (ID) with picture

Client

Client Action (Detailed steps) 1. Fill-out out all applicable fields in the Request Form. If authorized representative, submit a letter-request of the requesting party. Specify the number of copies of document/record requested. (Note: If the number of pages did not exceeds 50, proceed to step 4)

Agency action (Detailed Steps) 1.1. Receive the accomplished Request Form and the letter-request

1.2. Review the request

1.3. Retrieve the document/record requested by the client 1.3.a. If document/record is not available, disapprove the request and inform the client. 85

Person in Charge Position Unit / Division FOI Receiving Officer/ Administrative Officer I Records Section FOI Receiving Officer/ Administrative Officer I Records Section FOI Receiving Officer/ Administrative Officer I and/or CRS Filing Officer Administrative Officer V Records Section

Processing Time 5 Minutes

15 Minutes

1 Hour

5 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.3.b. If document/ record is available, reproduce the document. 1.3.b.a. If number of pages exceeds 50, assess the applicable fees to be paid by the client.

2. Pay applicable fees, if the number of pages exceeds 50.

2.1. Prepare Order of Payment. 2.2. Issue Official Receipt (OR) for the payment of requested document/ record.

3. Present the OR and a valid ID.

3.1. Write the OR number in the request form and check the ID presented by the client.

4. Wait for the release of requested document/ record.

4.1. Release the document/record, administer the CSS and sign the client’s visitor’s pass slip.

Person in Charge Position Unit / Division

Processing Time

Administrative Officer III Records Section Administrative Officer III Records Section

30 Minutes

Chief Accountant Accounting Division, FMS

15 Minutes

Administrative Officer V Cash Section

5 Minutes

FOI Receiving Officer/ Administrative Officer I Records Section

3 Minutes

FOI Receiving Officer/ Administrative Officer I Records Section

2 Minutes

Total Processing Time END OF TRANSACTION

5 Minutes

2 Hours, 25 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

35. Request for Plans and/or Status Reports on DILG Priority Programs and Projects •

To provide relevant inputs and updates on the plans, targets and/or accomplishments of major deliverables of priority programs and projects as required from the Department by oversight agencies and other NGAs. To provide requesting clients with archived data/information on the plans, targets and/or accomplishments of major deliverables of programs and projects of previous years by Walk-in Clients (academe, CSOs, researchers).

Description of Service:

•

Office

Planning Service (PS) • •

Highly Technical (major deliverables of all priority programs and projects) Complex Transactions (major deliverables of selected programs and projects) Simple Transactions (request for archived data/information on the plans, targets and/or accomplishments of major deliverables of programs and projects of previous years)

Total Processing Time

Highly Technical Transactions – 20 Working Days Complex Transactions – 7 Working Days Simple Transactions – 3 Working Days

Fees to be paid

None

Classification

•

Type of Transaction

G2G - Government to Government; G2C - Government to Citizen

Who may avail

Oversight Agencies (NEDA, DBM, PMS, Cabinet Clusters, Cabinet Secretariat, Senate, House of Representatives, Commission on Audit), including PCW, DFA; Other National Government Agencies (DTI, PSA, etc.); and Walk-in Clients (academe, CSOs, researchers) Where to secure

Documentary requirements Communication/Letter-request with the following information: Specific information/ documents required

Request for DILG Plans - Planning and Programming Division (PPD)

The need for the information/ documents

Request for DILG Accomplishment Reports - Monitoring and Evaluation Division (MED)

Client Action (Detailed steps) 1. Submit request for DILG Plans and/or Status Reports

Agency action (Detailed Steps) 1.1. Receipt of the request 1.1.a. Receive/record requests from offices/agencies and forward the same to the Planning Service Director through Data Management System (DMS), email and/or other online platforms or SMS 1.1.b. Provide instruction (handwritten or verbal or communicated/transmitted via online platforms or thru SMS) to Division Chief/Asst. Division Chief or concerned staff 87

Person in Charge Position Unit / Division

Processing Time

Administrative Assistant III, Office of the PS Director

5 Minutes

PS Director

5 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

1.1.c.

Conduct initial assessment and the corresponding assignment of responsible unit/staff (handwritten or verbal or communicated/transmitted via online platforms or thru SMS)

Person in Charge Position Unit / Division

Processing Time

Request for Plans: PPD Assistant Division Chief / Division Chief 5 Minutes Request for Status Reports: MED Assistant Division Chief / Division Chief

A. If Highly Technical Plans/Status Reports or Complex Plans/Status Reports 1.2. Preparation of draft plan/status report 1.2.a. Request operating units for data, if data needed involves all programs and projects, is not readily available, and/or needs updating, via DMS, email and/or any online platforms

Request for Plans: Planning Officer I / II

Highly Technical: 5 Working Days

Request for Status Reports: Project Evaluation Officer I / II

Complex: 1 Working Days and 4 Hours

Request for Plans: Planning Officer I / II 1.2.b. Process, update and validate the submitted data and prepare draft plan/status report and submit online to immediate supervisor via email and/or any online platforms (google docs)

1.2.c. Review, consolidate and integrate the Department plan/status report for the requesting office/agency and submit the same to the assistant division chief/division chief via email and/or any online platforms

Highly Technical: 3 Working Days

Request for Status Reports: Project Evaluation Officer I / II

Complex: 1 Working Day and 4 Hours

Request for Plans: Planning Officer III

Highly Technical: 5 Working Days

Request for Status Reports: Project Evaluation Officer III

Complex: 1 Working Day

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

1.3. Review and finalize plan/status report and endorse the same to the PS Director for approval, via DMS and/or other online platforms Note: If needing modifications, instructions are provided to the concerned staff for necessary revisions.

1.4. Approve and endorse requested document to concerned DILG Official via DMS

Person in Charge Position Unit / Division Request for Plans: PPD Assistant Division Chief / Division Chief Request for Status Reports: MED Assistant Division Chief / Division Chief

PS Director

Processing Time Highly Technical: 2 Working Days and 4 Hours

Complex: 1 Working Day Highly Technical: 2 Working Days Complex: 4 Hours

1.5. Approve and sign the requested document and return to PS for release via DMS

Concerned DILG Official (SILG, Undersecretary or Assistant Secretary)

Highly Technical: 2 Working Days Complex: 1 Working Day

B. If Simple Plans/Status Reports

1.2. Retrieval and reproduction of the requested plan/status report 1.2.a. Retrieve from file and conduct table validation of requested document

Request for Plans: Planning Officer I / II Request for Status Reports: Project Evaluation Officer I / II Request for Plans: PPD Administrative Aide VI

1.2.b. Reproduce the requested document

1 Working Day

4 Hours Request for Status Reports: MED Administrative Aide VI 89

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

Request for Plans: PPD Assistant Division Chief / Division Chief

1.2.c. Authorize the release of the requested document

2. Fill-up client satisfaction form (manual or electronic) upon receipt of the requested document

2.1. Provide advance copy of the requested document thru electronic mail, DMS and/or other online platforms

3. Acknowledge receipt of the requested document

3.1. Record and forward the requested official document to requesting agency/office/private entity through Central Records Section (AS-PD), DMS, email, other online platforms and/or hand-carry delivery; For walk-in clients: release the requested document to client

1 Working Day Request for Status Reports: MED Assistant Division Chief / Division Chief Request for Plans: PPD Administrative Aide VI Request for Status Reports: MED Administrative Aide VI Request for Plans: PPD AA VI Request for Status Reports: MED AA VI

15 Minutes (upon receipt of signed document)

3 Hours and 30 Minutes (upon receipt of signed document)

Central Records Section: Administrative Aide, PD, AS

Total Processing Time

END OF TRANSACTION

Highly Technical: 20 Working Days Complex : 7 Working Days Simple: 3 Working Days

DILG OFFICE HOURS Monday to Friday 8am to 5pm

36. Issuance of Memorandum Circulars Description of Service:

Preparation and issuance of policies in the form of Memorandum Circulars and other issuances on the different programs and projects of the Bureau. (This service shows the entire process however, the defined duration are those within the control of the Bureau)

Office

Bureau of Local Government Development

Classification

Highly technical Transaction

Total Processing Time

8 Working Days, 3 Hours, 45 Minutes

Type of Transaction

G2C - Government to Citizen; G2B - Government to Businesses; G2G - Government to Government

Fees to be paid

None

Who may avail

Congress (Senate and House of Representatives), DILG Top Management, National Government Agencies (NGAs), Local Government Units (LGUs), Non-government Organizations (NGOs), Civil Society Organizations (CSOs), Private Sector, International Partners Documentary requirements

Where to secure

Request letter or memo indicating the need to formulate a Memorandum Circular Client Action (Detailed steps) 1. Submit letter along with the draft MC requesting for assistance via email, courier or hand carry to facilitate the issuance of the said policy

From the requesting party/ Agency

Person in Charge Unit / Division

Agency action (Detailed Steps)

Position

Processing Time

ADAS II Office of the Director

10 Minutes

Director / Asst. Director

30 Minutes

ADAS II Office of the Director

5 Minutes

1.4. Receive, record and endorse to the Division Chief

Action Officer of Division concerned

5 Minutes

1.5. Provide further instructions and endorse to the concerned Action Officer/Focal Person 1.6. Research, consult and draft MC a. Acknowledge receipt of the request (either thru email or letter). b. Research, consult, provide comments/inputs on the draft MC. c. Re-draft MC and prepare letter/memorandum to Legal Service or FMS and other concerned offices to solicit comments and inputs, and memorandum to ISTMS (for posting on the website

Division Chief/ Assistant Division Chief concerned

30 Minutes

Designated Action Officer/ Focal Person: (LGOO I-V)

2 Working Days

1.1. Receive request letter/ endorsement letter from the client and record through the DMS 1.2. Review document, provide instructions and assign to the concerned Division 1.3. Route document to the concerned division

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Person in Charge Position Unit / Division

Agency action (Detailed Steps) 1.7. Review the draft MC and attached letters/memoranda to concerned offices and provide further instructions/comments to the concerned division, if any 1.8. Review the draft MC and attached letters/memoranda to concerned offices and provide further instructions/comments to the concerned division, if any 1.9. Receive, record and forward the signed documents to concerned offices (Legal Service and ISTMS)

Processing Time

Division Chief/ Assistant Division Chief concerned

1 Hour

Director/Assistant Director

1 Hour

Action Officer of Division Concerned

5 Minutes

*FMS and other offices, if necessary Awaiting comments from concerned offices including legal opinion from Legal Service and posting of the draft MC on the DILG website by ISTMS 1.10. Receive, record the receipt of comments from the other offices and forward to the Director/Assistant Director for further instructions

ADAS II Office of the Director

5 Minutes

11. Review the comments and provide further instruction to the concerned Division

Director/Assistant Director

30 Minutes

1.12. Review the comments from other offices and provide instructions to the concerned Action Officer 1.13. Consolidate all inputs and comments, including those from LLLS and ISTMS (other offices, if any), and finalize the MC along with the cover memo to DILG top management 1.14. Review and endorse finalized MC and cover memo for approval of the Director/Assistant Director 1.15. Review the finalized MC along with the cover memo for endorsement to the DILG top management for approval

Division Chief/ Assistant Division Chief concerned

30 Minutes

Designated Action Officer/ Focal Person: (LGOO I-V)

5 Hours

Division Chief/ Assistant Division Chief concerned

1 Hour

Director/Assistant Director

1 Hour

1.16. Route the finalized MC to the top management for approval and signature

Action Officer of Division Concerned

5 Working Days

This step depends on the Citizen’s Charter of Office of the Secretary/ Undersecretary concerned (with constant follow-up)

Awaiting approval/ disapproval of the MC from the top management

1.17. Take further action, if needed, and forward the final document to Central Records Section for its official release/dissemination 92

5 Minutes

Designated Action Officer/ Focal Person: (LGOO I-V)

10 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (Detailed steps) 2. Receive the official copy of approved/disapprove d MC thru email and accomplish the CSS

Person in Charge Position Unit / Division

Agency action (Detailed Steps) 2.1. Inform/provide the client a copy of the approved/disapproved MC and administer the Client Satisfaction Survey thru email

Designated Action Officer/ Focal Person: (LGOO I – V)

Total Processing Time END OF TRANSACTION

Processing Time

5 Minutes

8 Working Days, 3 Hours, 45 Minutes

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

CITIZEN’S CHARTER 2023 (1st Edition)

INTERNAL SERVICES

DILG OFFICE HOURS Monday to Friday 8am to 5pm

1. Leave Application Description of Service:

This service refers to the processing of different types of leave applications based on CSC rules and regulations and DILG policies.

Office

DILG Central Office (Personnel Division , Administrative Service), Regional Offices (Personnel Section, Finance and Administrative Division), Provincial/City Offices (Finance and Administrative Section)

Classification

Simple Transaction

Total Processing Time

2 Working Days, 40 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

All DILG Officials and Employees Documentary requirements

Where to secure

Provide one (1) fully-accomplished CSC Form No. 6 (Application for Leave) with signature of immediate supervisor, and with the appropriate attachment/s for the type of leave to be availed.

Form is available at concerned offices/operating units, and can also be from accessible at the CSC and DILG Websites

Client Action (Detailed Steps) 1. Submit accomplished leave application form, along with complete attachments, via physical submission or email/ DMS.

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.1. Ensure that the leave form used is correct, the supporting documents are complete, and the leave application is filed within the prescribed period; then receive the leave application.

CO: PD Receiving Clerk RO: Administrative Aide IV P/CO: Leave Card Custodian/ Designated HR Officer

5 Minutes

1.2. Review leave application as to correctness of data, and completeness and appropriateness of supporting documents. Process the leave application if found in order and transmit to signing authority.

CO: PD Action Officer RO: Administrative Officer IV P/CO: Designated HR Officer

5 Minutes

CO: PD Section Chief & Division Chief RO: Administrative Officer IV

10 Minutes

1.3. Review the accuracy of leave balance as to correctness of computation and appropriateness of the type of leave.

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (Detailed Steps)

Agency action (Detailed Steps) 1.4. Evaluate leave and sign leave form. (Recommending Approval/Disapproval).

1.5. Approve/Disapprove leave application and sign leave form.

1.6. Update leave card and record earned/deducted leave credits of concerned employee.

2. Receive status and/or copy of leave application as approved/ disapproved and accomplish the Customer Satisfaction Survey Form.

2.1. Notify employee on the status of leave application and/or provide copy of acted upon leave application.

Person in Charge Position Unit / Division

Processing Time

CO: Division Chief/Supervisor of office concerned RO: Division Chief/ Assistant Division Chief/ Section Chief P/CO: Cluster Team Leader /Program Manager/ Section Chief

1 Working Day

CO: Designated Approving Authorities RO: Director IV/ Regional Director P/CO: LGOO VIII/ Provincial Director

1 Working Day

CO: PD Action Officer RO: Designated Leave Officer P/CO: Leave Card Custodian

10 Minutes

RO: Designated Leave Officer P/CO: Leave Card Custodian

10 Minutes

Total Processing Time END OF TRANSACTION

2 Working Days, 40 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

2. Request for Technical Assistance on ICT Resources Description of Service:

An internal service provided by the ISTMS (Central Office) and the ORD-RICTU (Regional Offices) to an end-user who needs technical assistance on ICT resources. The end-user will request technical assistance and ISTMS/RICTU technical personnel will provide resolution or recommendation. Details will be documented in the ICT Technical Assistance Request Form (ICT TARF).

Office

DILG Central Office (Information System and Technology Management Service, Network and Technology Management Division, DILG Regional Office (Regional Information and Communications Technology Unit, Office of the Regional Director)

Classification

Simple Transaction

Total Processing Time

3 Working Days

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Offices/ Services/ Bureaus Where to secure

Documentary requirements ISTMS-NTMD/ ORD-RICTU

Request Form Client Action (Detailed steps) 1. Request for technical assistance thru the accomplished ICT Technical Assistance Request Form (TARF) thru chat, email, online system, letter/memo or walk-in

Agency action (Detailed Steps) 1.1. Receive the ICT TARF from the End-user. Log the necessary information on the ICT TAML and assign/generate an ICT Technical Assistance Reference Number. 1.2. Assign a technical personnel.

1.2.1. Conduct evaluation/ inquiry to identify and isolate end-user concern/ issue (if any). 1.2.2. Render technical assistance or provide resolution/recommendation based on the information gathered. 2. Accept and provide feedback on the technical assistance rendered and accomplish CSS

2.1. Secure signature of the end-user in the ICT TARF and completely accomplish the documentation. Note: No signature required for Online ICT TARF

Person in Charge Position Unit / Division ISTMS Personnel/ RICTU Personnel

30 minutes

Chief/Team Lead, NTMD / Regional Information Technology Officer (RITO)

ISTMS Technical Personnel/RICTU Personnel

ISTMS Technical Personnel/RICTU Personnel Total Processing Time

END OF TRANSACTION

Processing Time

2 wds and 7 hours

30 minutes

3 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

3. Request for Authority to Travel Abroad Description of Service:

This service facilitates request for authorization for travel abroad of personal nature based on the Department of Interior and Local Government (DILG) Policies.

Office

Personnel Section, Finance and Administrative Division (Regional Office); Finance and Administrative Section (Provincial/City Offices)

Classification

Complex Transaction

Total Processing Time

6 Working Days, 2 Hours, 10 Minutes

Type of Transaction

G2G – Government to Government

Fees to be paid

None

Who may avail

Department of Interior and Local Government (DILG) Employees Documentary requirements

Where to secure

1. Letter-Request for Authorization (1 Original Copy) 2. Fully-accomplished CSC Form 6 with signature of immediate supervisor (1 Original Copy)

Form is accessible at the CSC and DILG Regional Websites Template is accessible at the DILG Regional Websites

3. Regional/Provincial/City Clearance (1 Original Copy) 4. Fully-accomplished CSC Form 7 with signature of immediate supervisor (1 Original Copy)

Form is accessible at the CSC and DILG Regional Websites

5. For Provincial/City Offices personnel, Indorsement Letter (1 Original Copy) Person in Charge Position Unit / Division Designated Records Officer

Processing Time

1 Working Day

2.1.1. Endorse request for authorization for the Regional Office.

Designated HR Officer (Provincial/City Director Provincial/City Offices)

2.2. Facilitate approval of CSC Form 7 by authorized signatories.

Personnel Section Staff

2 Working Days

Client Action (Detailed steps)

Agency action (Detailed Steps)

1. Submit Letter-request indicating date and place of travel and leave form, either personally or email or thru DMS.

1.1. Receive Application Letter, fully-accomplished CSC Forms 6 and 7 with signature of concerned personnel.

2. Sign Clearance

2.1. Facilitate approval of CSC Forms 6 and 7 by authorized signatories.

10 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Person in Charge Position Unit / Division

Processing Time

2.3. Process leave application and certify leave credits/balances.

Personnel Section Staff

30 Minutes

2.4. Draft indorsement to Central Office.

Personnel Section Staff

30 Minutes

Regional Director/ Authorized Official

1 Working Day

Regional Records Officer

30 Minutes

Central Office Personnel Division

5 Minutes

Central Office Personnel Division

10 Minutes

Client Action (Detailed steps)

Agency action (Detailed Steps)

2.5. Approve/Disapprove authorization, leave form, and clearances. 2.6. Forwards indorsement to Central Office through Document Management System (DMS). 2.7. Receive indorsement and review completeness and appropriateness of administrative requirements. 2.8. Prepare the Travel Authority and transmit to Undersecretary for Local Government (USLG)/Secretary of the Interior and Local Government (SILG) for approval.

2.9. Sign the Travel Authority.

2.10. Upon approval of Travel Authority, send the approved copy to DILG Central Records Section for releasing to Regional Office. 3. Receive Authorization to Travel Abroad or Letter (if disapproved) and accomplishes the Customer Satisfaction Feedback Form accessible at DILG Regional Office/DILG official website.

3.1. Release Authorization or Letter (if disapproved).

Undersecretary for Local Government/Secretary of the Interior and Local Government Central Office Personnel Division Central Office Personnel Division

Total Processing Time END OF TRANSACTION

2 Working Days

5 Minutes

10 Minutes

6 Working Days, 2 Hours, 10 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

4. Request for Certification and Records on Personnel Matters Description of Service:

This service facilitates request for certificates pertaining to employment and other personnel records of active and inactive employees.

Office

Personnel Section, Finance and Administrative Division (Regional Office); Finance and Administrative Section (Provincial/City Offices)

Classification

Simple Transaction

Total Processing Time

2 Working Days, 7 Hours, 20 Minutes

Type of Transaction

G2G – Government to Government; G2C – Government to Citizen

Fees to be paid

None

Who may avail

Former and Present Employees of the Department of Interior and Local Government (DILG) Documentary requirements

Where to secure

1. Properly filled-out Personnel Records Requisition Form (1 Original Copy)

Client Action (Detailed steps) 1. Submit Personnel Record Requisition Form either personally, thru email or DMS.

Form is accessible at the DILG Regional Website

Agency action (Detailed Steps) 1.1. Check the appropriateness and receive filled-out Personnel Records Requisition Form. 1.2. Check personnel records and/or gather relevant supporting documents to supply the data needed for the request,

Person in Charge Position Unit / Division

10 Minutes Personnel/Accounting Staff

1.3. Prepare the requested document/s.

1 Working Day 1 Working Day

1.4. Check the veracity of the document and submit to the signing authority. 1.5. Sign the document upon verification.

2. Claim the requested document/s and accomplishes the Customer Satisfaction Feedback Form accessible at DILG Regional Office/ DILG official website.

Processing Time

2.1. Release the requested document/s.

HRMO/Personnel/ Accounting Staff Chief Administrative Officer/Authorized Signatory Personnel/Accounting Staff

Total Processing Time END OF TRANSACTION 100

4 Hours 3 Hours

10 minutes

2 Working Days, 7 Hours, 20 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

5. Request for Release of Equipment Description of Service:

To monitor the release and return of office equipment.

Office

Finance and Administrative Division, General Service Section

Classification

Simple Transaction

Total Processing Time

35 Minutes

Type of Transaction

G2G – Government to Government

Fees to be paid

None

Who may avail

DILG Regional and Field Office Personnel Where to secure

Documentary requirements

Finance and Administrative Division, General Service Section

1. Request for Equipment Release Form (1 Original Copy) Client Action (Detailed steps)

Agency action (Detailed Steps)

1. Submit Request for Equipment Release Form signed by their immediate supervisor either personally, thru email or DMS

1.1. Receive and check the details of the Request for Equipment Release Form and the condition of the requested equipment. 1.2. Review and approve the Request for Equipment Release Form.

2. Receive the approved Request Form 3. Submit Request for Equipment Release Form signed by their immediate supervisor either personally, thru email or DMS and accomplish CSS.

1.3. Records the details on the log sheet and return the approved Request Form to the requesting employee, indicate time and date of release. 2.1. Retain copy of the approved Request Form. 3.1. Receive and check the details and condition of the returned equipment, indicate the date and time of return and administer CSS.

END OF TRANSACTION

101

Person in Charge Position Unit / Division General Service Section Staff General Service Section Chief/ Finance and Administrative Division Chief General Service Section Staff General Services Section Staff General Services Section Staff

Processing Time

Total Processing Time

35 Minutes

5 Minutes 5 Minutes

10 Minutes 5 Minutes

10 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

6. Request for Vehicular Support Service for DILG Officials and Employees Description of Service:

To provide transport assistance to all personnel of DILG Central, Regional and Field Offices

Office

DILG Central Office - Motorpool Section, General Services Division, Administrative Service; DILG Regional and Provincial Offices

Classification

Simple Transaction

Total Processing Time

24 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Personnel and DILG Regional Offices

Where to secure

Documentary requirements 1. 2.

Supply and General Services Section (SGSS) – Finance and Administrative Division Motorpool Section

Request for Vehicular Support Services (FM-QP-DILG-AS-RO- 12-0 1) Supporting Documents (e.g. Activity Design, Department Order, Invitation, List of Passengers, etc.)

Client Action (Detailed steps) 1. Submit accomplished vehicle request form attached with necessary supporting documents.

Agency action (Detailed Steps) 1.1. Receive request form and check for supporting documents needed.

For Field Offices: Submit the request letter to any of the DILG Offices within the region For CO: Submit the form no later than 24 hours prior to requested date if the trip is within Metro Manila; 5 days before if the trip is outside Metro Manila.

102

Person in Charge Position Unit / Division

Processing Time

Chief, Motorpool Section/ AA III/ AA II SGSS Staff (RO) FAS Staff (PO/City Office)

2 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

2. Submit the filled-out form.

2.1. Evaluate the request concerning to following: • Official nature of trip • Availability of Driver • Availability of Vehicle

Chief, Motorpool Section / SGSS Staff (RO) FAS Staff (PO/City Office)

10 Minutes

Chief, GSD / GSS Chief (RO) City/Provincial Director (City Office/PO) GSD Staff / SGSS Staff (RO) FAS Staff (PO/City Office) Chief/GSD Staff, Motorpool Section/ AA III / SGSS Staff (RO) FAS Staff (PO/City Office)

5 Minutes

Total Processing Time

24 Minutes

For Central Office, recommend approval to Chief, GSD. NOTE: If above items are all satisfactory complied, indicate the assigned driver/ vehicle on the form and sign the corresponding section to recommend for approval. If there is no available driver/vehicle, proceed to step 3.1 2.2. Review and approve request.

2.3. Record the request and inform the driver on the details of the trip.

3. Receive the result of the request and accomplishes the CSS Form.

3.1. Inform the requesting party on the approval/disapproval of request. Provide the details of driver and vehicle for approved request and administration of Client Satisfaction Survey.

END OF TRANSACTION

103

2 Minutes

5 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

7. Review of MOA/MOU/Contract/Department issuances/Presidential Issuances Description of Service:

Evaluation and preparation of comments and recommendations on draft policies, MOAs, MOUs, and contracts/agreements involving the Department.

Office

Legal and Legislative Liaison Service (LLLS), DILG Regional Offices

Classification

Highly Technical Transaction

Total Processing Time

Regional Office: 11 Working Days, 2 Hours Central Office: 14 Working Days, 2 Hours

Type of Transaction

G2G - Government to Government; G2C - Government to Citizen

Fees to be paid

None

Who may avail

DILG Official/Employees/Field Personnel, LGU Officials, General Public Where to secure

Documentary requirements Letter request addressed to SILG/other Department Official/Head of LLLS and duly received by LLLS

Client Action (Detailed steps) 1. Client submits request for review: a) via Regional Office (For Field Offices and others within their AORs), in which case begin with Step No. 1.1 (Agency Action) b) via CRS/OSEC (For Regional Offices/other NGAs/LGUs/ General Public), in which case proceed to Step No. 1.6 (Agency Action) c) via LLLS Receiving Window/DMS (for OSEC/OUSec/OASec/Bureau/ Service) in which case proceed to Step No. 1.7 (Agency Action)

Requests shall originate from requesting party/office

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.1. Receive, record and route received document (For internal processes proceed to 1.3) 1.2. Assign the request for review/comment.

Regional Records Officer

30 Minutes

Regional Director

30 Minutes

1.3. Evaluate and prepare review/comments. 1.3.1. Conduct legal research on applicable laws, rules, regulations and other issuances. 1.3.2. Prepare draft review/comment and forward draft action to the Assistant Regional Director (ARD).

Regional Legal Officer

10 Working Days

1.4. Review and countersign draft review/comment, if acceptable, and forward to the Regional Director. 1.5. Record the approved/signed review/comment in the monitoring log sheet and forward to the Regional Records Section/requesting office with attached CSS Form or indorsement to CO.

Assistant Regional Director, Regional Director Regional Legal Unit

104

Note: For MOA5WD; Contract3WD; Legal study/Policy Review- 10WD

1 Working Day 1 Hour

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.6. Receive the request and route to the Office of the Director, LLLS.

1.7. Receive and route the same to the Legal Research, Assistance and Legislative Liaison Division (LRALLD). 1.8. Assign and route the received documents to the Action Officer. 1.9. For clients within the Central Office, prepare Memorandum for the Office of the Director, LLLS and draft comments/review to be submitted to the Assistant Division Chief, LRALLD;

Person in Charge Position Unit / Division Central Records Section

Processing Time

LLLS Director

30 Minutes

Chief, LRALLD

6 hours

Action Officer

11 Working Days Note: For MOA6WD; Contract4WD; Legal study/Policy Review- 11WD

For client/s outside the Central Office, prepare Memorandum for the Office of the Director, LLLS, Memorandum for the Undersecretary for External, Legal and Legislative, and draft comments/review to be submitted to the Assistant Division Chief, LRALLD. 1.10. Accept document thru DMS, ADC review initial draft and, if acceptable, forward the same to the DC. DC signs the memorandum submitted by the Action officer, if acceptable, and forward the documents to the Director, LLLS. 1.11. Accepts the finalized draft, review and approve/sign the same.

1 Hour

ADC, DC

1 Hour

Director, LLLS

30 Minutes

LRALLD Releasing Officer

30 Minutes

Undersecretary for External, Legal and Legislative Affairs

1 Working Day

LLLS OD, LRALLD Tracking Officer, LRALLD Releasing Officer

1 Working Day

For client/s within Central Office, approve/sign the same, if acceptable. Return the signed document to LRALLD for release to the client. For client/s outside of the Central Office, approve/sign the Memo for the Undersecretary for External, Legal and Legislative Affairs, if acceptable. Return the signed document to LRALLD for release to the Undersecretary. 1.12. Release the document to the Undersecretary for External, Legal and Legislative Affairs. 1.13. Accept the finalized draft, review and approve/sign the same, if acceptable. Otherwise, the Undersecretary for External, Legal and Legislative Affairs shall return the same to LLLS for clarification/revision/modification. 1.14. Receives the signed draft and releases the document to the Central Records Section or concerned office within CO with attached CSS Form.

105

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.15. Photocopy/scan copy of comments and release to client.

Person in Charge Position Unit / Division CRS

Total Processing Time

END OF TRANSACTION

106

Processing Time 30 Minutes Regional Office: 11 Working Days, 2 Hours Central Office: 14 Working Days, 2 Hours

DILG OFFICES Monday to Friday 8am to 5pm

8. Procurement, Inspection, Acceptance, and Issuance of Goods and Services

Description of Service:

1. Conduct of the procurement process as prescribed by the Government Procurement Reform Act (Republic Act (RA) No. 9184) and its Revised Implementing Rules and Regulations (RIRR). Procurement shall be done through competitive bidding except as provided in R.A. 9184. Resort to AMP shall be made only if: 1) highly exceptional cases; 2) To promote economy and efficiency; 3) Justified by conditions specified in RA 9184. 2. Conduct of inspection, acceptance and issuance of goods and services as prescribed by the Commission on Audit (COA) rules and regulations.

Office

Bids and Awards Committee (BAC) Secretariat, Procurement Planning and Management, and Procurement Contract Management Sections, Procurement Management Division (BSS, PPMS, and PCMS, PMD) and Property Accounts Section, General Services Division (PAS,GSD), Administrative Service (AS) for Central Office and Finance and Administrative Division, Supply and General Services Section (FAD-SGSS) for Regional Offices For Competitive/ Public Bidding: maximum of 136 calendar days (for procurement process only)

Classification

Not Applicable; timeline are determined under RA 9184 and its RIRR and Government Accounting Manual (GAM)

Total Processing Time

For Alternative Methods of Procurement (AMP): maximum of 60 calendar days (for procurement process only) In accordance with the timelines of RA 9184 and GAM

Type of Transaction

Government to Government, Government to Citizen, Government to Business

Who may avail

End users, Supplier/s, Service Provider/s

Fees to be paid

Documentary requirements

N/A

Where to secure

Budget Division (funded PR) and End User Office (Activity Design/ PR, PPMP, and other supporting documents)

1) Approved and funded Purchase Request (PR) (original) 2) Project Procurement Management Plan (PPMP) consolidated into Annual Procurement Plan (APP) 3) Other supporting documents as may be required from time to time (such as Terms of Reference (TOR), Market Analysis, Quotation from Exclusive Supplier/Contractor, Distribution List, Operations Plan and Budget (OPB), Certificate of Availability of Funds (CAF), whichever is applicable) 107

PPMS (PPMP and APP) Accounting Division and Budget Division (CAF), Planning Service (OPB), End user Office

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1. End user submits the approved and funded PR along with the PPMP and other supporting documents

1.1. Receive and record the approved and funded PR and check the completeness, correctness and appropriateness of required supporting documents and assign Control Number.

For CO: PPMS Receiving Officer

5 mins

Note: the PRs received with the same items/category are gathered within 10 CD upon receipt of the first PR or after the communicated deadline of submission.

For RO: SGSS Designated Officer

1.2. Determine the appropriate method of procurement to be used. If for Competitive/Public Bidding, forward the documents to the BAC Secretariat and proceed to step 1.3 -9.1.2, step 20.1 -22.8 If request/s is/are for Direct Contracting, proceed with step 10.1 -13.2, step 20.1 -22.8 If request/s is/are for Alternative Mode of Procurement (AMP) such as Small Value Procurement (SVP), or Shopping (b), proceed to step 14.1 -17.2, step 20.1 -22.8

For CO: PPMS Action Officer, PPMS Section Chief

10 mins

For RO: BAC Secretariat

If request/s is/are for Common-use Supplies available at the PS, DBM, proceed to step 18.1 -22.8 1.3. Receive approved and funded PR and supporting documents from the PPMS and check the completeness of the supporting documents. If deficiency is noted, return to the PPMS

Receiving Officer, BAC Secretariat Section/ BAC Secretariat

1.3.1. Assign the PR/s to the BAC Secretariat Member who will handle the project.

Chief, BAC Secretariat Section/ BAC Secretariat

1.3.2. Consolidate the PRs of the same kind, if applicable.

BAC Secretariat Member

108

15 minutes

10 calendar days (CDs) if with consolidation

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps) 2. End user attends the PreProcurement Conference (for Public Bidding only), if applicable

Agency action (Detailed Steps) 2.1. Conduct Pre-Procurement Conference, if applicable

BAC/ BAC TWG/ BAC Secretariat/ End User

If BAC defers or disapproves the procurement project, return the PR to the end user for revision/compliance of requirements and revert to step 1. 2.2. Prepare the Minutes of the Meeting and forward to the BAC Secretariat Head and BAC Chairperson / Vice Chairperson for review and approval.

2.3. Prepare the Invitation to Bid (IB) and Bidding Documents.

3. Prospective supplier/s and/or service provider/s and end-user/s to attend the PreBidding Conference

Person in Charge Position Unit / Division

BAC Secretariat Member/ BAC Secretariat Head/ BAC Chairperson / Vice Chairperson

Processing Time

1 calendar day

5 calendar days

BAC Secretariat/ BAC TWG

1 calendar day

2.3.1. Forward final IB to the BAC Secretariat Head and BAC Chairperson / Vice Chairperson for review and approval.

BAC Secretariat Member/ BAC Secretariat Head/ BAC Chairperson / Vice Chairperson

1 calendar day

2.3.2. Post the approved IB and Bidding Documents in Philippine Electronic Procurement System (PhilGEPS) website, DILG website and conspicuous places.

BAC Secretariat Member

1 calendar day

3.1. Conduct of Pre-Bidding Conference, (if applicable) to clarify and/or explain any of the requirements, terms and conditions, and technical specifications stipulated in the Bidding Documents

BAC/ BAC TWG/ BAC Secretariat/ End User/ Observers/ Prospective Bidders

Note: Optional for projects with Approved Budget for the Contract (ABC) of below 1M 3.1.1. Prepare the Minutes of the Meeting and forward to the BAC Secretariat Head and BAC Chairperson / Vice Chairperson for review and approval.

BAC Secretariat Member/ BAC Secretariat Head/ BAC Chairperson / Vice Chairperson

3.1.2. If there are amendments on the Bidding Documents, prepare the Bid Bulletin and forward to the BAC Secretariat Head and BAC Chairperson / Vice Chairperson for review and approval.

BAC Secretariat Member/ BAC Secretariat Head/ BAC Chairperson / Vice Chairperson

109

minimum of 8 CD, maximum of 40 CD from Posting*

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

4. Supplier/s and/or service provider/s who purchased the Bidding Documents submit/s their bids on the date, time, and place specified in the IB

4.1. Receive the bids submitted by the bidders who purchased the Bidding Documents on the date, time, and place specified in the IB.

BAC Secretariat Member

5. Supplier/s and/or service provider/s attend/s the Opening of Bids

5.1. Conduct the Opening of Bids and check the submitted documents of each bidder using the non-discretionary "pass/fail" criterion.

BAC/ BAC TWG/ BAC Secretariat/ Observers/ Bidders

If there is no bidder or all bidders were declared ineligible, declare the bidding a failure. 5.1.2. Prepare the Abstract of Bids as Read and forward to BAC for signature

BAC Secretariat Member/ BAC

5.1.3. Prepare the Minutes of the Meeting and forward to the BAC Secretariat Head and BAC Chairperson / Vice Chairperson for review and approval.

BAC Secretariat Member/ BAC Secretariat Head/ BAC Chairperson / Vice Chairperson

5.2. Conduct the Detailed Bid Evaluation

BAC/ BAC TWG-G&S/ BAC Secretariat/ Observers

5.2.1. Prepare the Bid Evaluation Report

BAC Secretariat Member/ BAC TWG

5.2.2. Prepare the Abstract of Bids as Evaluated and forward to BAC for signature

BAC Secretariat Member/ BAC

5.2.3. Notify the S/LCB as Evaluated to submit the post-qualification documents within the prescribed period

BAC Secretariat Member

5.2.4. Prepare the Minutes of the Meeting and forward to the BAC Secretariat Head and BAC Chairperson / Vice Chairperson for review and approval.

BAC Secretariat Member/ BAC Secretariat Head/ BAC Chairperson / Vice Chairperson

110

Processing Time

12 CD from PreBidding Conference

7 CD from Opening of Bids

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps) 6. S/LCRB as evaluated submits PostQualification documents within the prescribed period

7. S/LCRB receives the NOA and submits any forms of Performance Security: a. Cash or cashier’s/manager’s check issued by a Universal or Commercial Bank; b. Bank draft/guarantee or irrevocable letter of credit issued by a Universal or Commercial Bank; c. Surety bond d. Performance-Securing Declaration (PSD)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

6.1. Conduct the Post-Qualification

BAC through the BAC TWG/ BAC Secretariat / Observers

6.1.1. Prepare a Post Qualification Report. If the bidder passed the postqualification stage, proceed to Step 6.2. If it failed, recommend for the disqualification of the bidder

BAC Secretariat Member / BAC TWG

12 CD from the Detailed Bid Evaluation; for exceptional cases, may be extended to a maximum of 45 CD from Detailed Bid Evaluation, upon approval of the HoPE

6.2. Prepare and approve BAC Resolution and Notice of Award (NOA)

BAC Secretariat Member / BAC Secretariat Head/ BAC/ HoPE

7.1. Issue NOA to the S/LCRB

BAC Secretariat Member

7.1.1. Post the signed NOA and approved Resolution in PhilGEPS and DILG websites

BAC Secretariat Member

111

15 CD from Post Qualification

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

7.2. Receive Performance Security from the S/LCRB 7.2.1. Check if the Performance Security posted is in accordance with the required amount/PSD

BAC Secretariat Member 10 calendar days from Receipt of NOA

7.3. Prepare Purchase Order (PO)/Contract, Cover Memorandum and all its attachments 8. S/LCRB receives PO/Contract If contract, S/LCRB notarizes the document and returns the notarized Contract

9. S/LCRB receives the Notice to Proceed (NTP)

8.1. Issue the approved and funded PO/Contract to the S/LCRB

BAC Secretariat Member / SGSS Designated Officer

8.1.1. Once the PO/Contract is signed by the S/LCRB and notarized (for Contract), furnish the COA with the certified true copies of the PO/Contract with supporting documents

BAC Secretariat Member / End user / FMS / SGSS Designated Officer

9.1. Issue NTP to the S/LCRB

BAC Secretariat Member/ BAC Secretariat Head / HoPE

9.1.1. Once the NTP is signed by the S/LCRB, post the NTP and PO/Contract in PhilGEPS and DILG websites

BAC Secretariat Member

9.1.2. Endorse the original documents to the Procurement Contract Management Section (PCMS) (for Central Office) or SGSS / End-user (for Regional Offices) for the implementation and monitoring of the PO/ Contract and proceed to step 20.1

BAC Secretariat Member

Please proceed to Step 20.1 for continuation

112

5 working days

7 CD from Execution of PO/Contract

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

10.1. Requests through Direct Contracting, prepare Request for Quotation (RFQ) along with applicable attachments for review and approval

For CO: PPMS Action Officer/PPMS Chief/ PMD SAO/CAO

2 CDs

For RO: BAC Secretariat/ SGSS Designated Officer/ BAC Chairman

For Consolidated PRs-14 CD

Canvasser

3-7 CD

10.2. Send RFQ to the identified exclusive supplier/ service provider 10. Identified exclusive supplier/ service provider to submit the proposal and eligibility requirements

10.3. Receive the proposal and eligibility requirements and forward the set of documents to the Action Officer

10.4. Prepare and approve BAC Resolution and NOA

For CO: PPMS Action Officer/PPMS Chief/ PMD SAO/CAO / BAC Secretariat Head/ BAC/ HoPE For RO: BAC Secretariat/ SGSS Designated Officer

11. Exclusive supplier/ service provider receives the NOA

11.1. Issue NOA to the Exclusive supplier/ service provider

For CO: PPMS Action Officer

RO: BAC Secretariat/ SGSS Designated Officer Canvasser

113

15 CD

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps) 11.2. Prepare PO/Contract, Cover Memorandum and all its attachments

11.2.1. Prepare Letter request for preferred form of Warranty Security 12. Exclusive supplier/ service provider receives PO/Contract and Warranty Security Letter.

12.1. Issue the approved and funded PO/Contract to the Exclusive supplier/ service provider

If contract, Exclusive supplier/ service provider notarizes the document and returns the notarized Contract.

Person in Charge Position Unit / Division For CO: PPMS Action Officer RO: BAC Secretariat/ SGSS Designated Officer For CO: PPMS Action Officer/ PPMS Chief/ PMD SAO/ CAO

10 CD

RO: BAC Secretariat/ SGSS Designated Officer

12.2. Once the PO/Contract is signed by the exclusive supplier/ service provider and notarized (for Contract), furnish the COA with the certified true copies of the PO/Contract with supporting documents

For CO: PPMS Action Officer RO: BAC Secretariat/ SGSS Designated Officer

12.3. Prepare and approve NTP

13. Exclusive supplier/ service provider receives the NTP

Processing Time

5 WD from the receipt/ execution of PO/ Contract

For CO:PPMS Action Officer/HOPE

13.1. Serve the NTP the exclusive supplier/ service provider by securing the signature of the authorized representative on the conforme portion of the NTP

For RO: BAC Secretariat/ SGSS Designated Officer/HOPE Canvasser

114

7 CD

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

13.2. Endorse the original documents to the PCMS (for Central Office) or SGSS /End-user (for Regional Offices) for the implementation and monitoring of the PO/Contract and proceed to step 20.1

For CO:PPMS Action Officer

Processing Time

1 CD For RO: BAC Secretariat/ SGSS Designated Officer

Please proceed to Step 20.1 for continuation 14.1. Requests through AMP-SVP or Shopping (b), prepare RFQ along with applicable attachments for review and approval *For SVP - If Lease/Rental or other Contracts for SVP, prepare Request for Legal Review 14.1.2. Post the RFQ in the PhilGEPS website and conspicuous places if the ABC is above Php 50,000.00 14.2. Prepare Abstract of Quotation/s setting forth the names of those who responded to the RFQ, and their corresponding price quotation/s.

For CO: PPMS Action Officer/ PPMS Chief/ PMD SAO/ CAO For RO: BAC Secretariat/ SGSS Designated Officer

2 CDs For Consolidated PRs-5 CD

For CO: PPMS Action Officer RO: BAC Secretariat/ SGSS Designated Officer 1 CD

14.3. Conduct of SNPC/BAC/SGSS/TWG Meeting to evaluate the quotations *If requested item/s is/are ICT Resources, prepare Memorandum addressed to ISTMS/RICTU requesting for review of technical specification offered by supplier/s

115

For CO: SNPC Member/ SNPC Secretariat RO: BAC/SGSS/TWG

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps) 14.4 Prepare and approve BAC Resolution and NOA

Person in Charge Position Unit / Division For CO: PPMS Action Officer/PPMS Chief/ PMD SAO/CAO / BAC Secretariat Head/ BAC/ HoPE For RO: BAC Secretariat/ SGSS Designated Officer

15. S/LRCB receives the NOA

15.1 Issue NOA to the S/LCRB

Processing Time

15 CD

For CO: PPMS Action Officer RO: BAC Secretariat/ SGSS Designated Officer Canvasser

15.2 Prepare PO/Contract, Cover Memorandum and all its attachments 15.2.1 Prepare Letter request for preferred form of Warranty Security (if applicable) 16. S/LCRB receives PO/Contract and Warranty Security Letter.

16.1 Issue the approved and funded PO/Contract to the S/LCRB

If contract, S/LCRB provider notarizes the document and returns the notarized Contract.

For CO: PPMS Action Officer

RO: BAC Secretariat/ SGSS Designated Officer For CO: PPMS Action Officer/ PPMS Chief/ PMD SAO/CAO RO: BAC Secretariat/ SGSS Designated Officer

116

10 CD

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

16.2. Once the PO/Contract is signed by the S/LCRB and notarized (for Contract), furnish the COA with the certified true copies of the PO/Contract with supporting documents

For CO: PPMS Action Officer RO: BAC Secretariat/ SGSS Designated Officer

16.3. Prepare and approve NTP

17. S/LCRB receives the NTP

Processing Time 5 WD from the receipt/ execution of PO/ Contract

For CO: PPMS Action Officer/HOPE

17.1. Serve the NTP the S/LCRB by securing the signature of the authorized representative on the conforme portion of the NTP

For RO: BAC Secretariat/ SGSS Designated Officer/HOPE

7 CD

Canvasser 17.2. Endorse the original documents to the PCMS (for Central Office) or SGSS /End-user (for Regional Offices) for the implementation and monitoring of the PO/Contract and proceed to step 20.1

For CO: PPMS Action Officer 1 CD For RO: BAC Secretariat/ SGSS Designated Officer

Please proceed to Step 20.1 for continuation

117

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps) 18.1. For request for Common-use Supplies Available at the Procurement Service, Department of Budget and Management (PS, DBM), prepare Agency Procurement Request (APR), ORS and DV for review and approval For CO: Forward the documents to the end user for approval, Budget Division/Accounting Division, FMS for funding, and Cash Section for preparation of Checks/ADA. For RO: Forward the documents to the end user or to the Budget/Accounting Section for funding purposes and Office of the Regional Director for approval, and Cash unit for preparation of Checks/ADA

Person in Charge Position Unit / Division

PPMS Action Officer/ PPMS Chief/ PMD SAO/ CAO RO: BAC Secretariat/ SGSS Designated Officer/ SGSS Chief/ Designated Officer/s

Processing Time

1 day up to 45 CD for consolidated PRs

*For items with funds that are already included in the virtual store (e-wallet), APR may be dispensed 19.0 End user to sign the APR

19.1. Forward Checks/ADA to PS, DBM (if applicable), or facilitate the online purchase through Virtual store if the pre-payment is already reflected in the ewallet (if applicable) Once order is confirmed, secure a schedule for pick-up or wait for the delivery of PS, DBM, whichever is applicable CO: Forward documents and picked-up/delivered items to Property Account Section (PAS) and proceed to step 21 For RO: Forward the documents and picked-up/delivered items to Inspection Committee/SGSS Designated Officer and proceed to step 21 Please proceed to Step 21 for continuation

118

CO: PPMS Action Officer

RO: BAC Secretariat/ SGSS Designated Officer

1 CD

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

20.1. Receive the original documents from PPMS/BSS for the monitoring of the PO/Contract RO: Schedule delivery and monitor contract

For CO: PCMS Officer

20.2.1. Coordinate with the Property Unit the schedule of delivery of the items and monitor the implementation of the PO/ Contract

RO: SGSS Designated Officer

In accordance with the Contract Delivery Terms

20.2.2. If the items are for delivery, endorse original documents to the Property Unit and keep copies of the documents 21. Supplier delivers the goods and services and provides Delivery Receipt/ Sales Invoice

21.1. Check documentary requirements and receive the delivery of supplies, materials, equipment and services based on the approved PO/ Contract/ APR, PR, Delivery Receipt (DR)/ Sales Invoice (SI), for preparation of Inspection and Acceptance Report (IAR)

CO: Designated Property Accounts Section Officer 5 hours

21.2. Prepare IAR 21.2.2. Forward IAR, original copy of DR/ SI, and approved PO/ Contract/ APR/ PR to Technical Property Inspector for inspection of deliveries 21.3 Inspect and verify items/provided services as to quantity and conformity with specifications based on DR/ SI, approved PO/Contract/ APR and PR

RO: Designated Inspector, Designated GSS Officer CO: Technical Property Inspection Committee/Technical Property Inspector

RO: Designated Inspector 21.4. Accept the deliveries, store the delivered items for issue to the Requisitioning Office and assign Property No. for the accepted/received PPE/s and Semi-Expendable items

CO: Designated Property Accounts Section Officer RO: SGSS Designated Officer

119

5 hours

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

21.5. Furnish the COA Auditor copies of delivery documents within 24 hours from acceptance of deliveries

CO: Designated Property Accounts Section Officer

Processing Time

2 hours RO: SGSS Designated Officer 21.6. Submit documents of the completed delivery to Accounting Division/Unit for preparation of Journal Entry Voucher (JEV)

CO: Designated Property Accounts Section Officer

2 hours RO: SGSS Designated Officer 22.0 End user submits Requisition and Issue Slip (RIS) and accomplish Customer Satisfaction Survey Form upon receipt of delivered items

22.1. Receive RIS from requesting office and issue the deliveries to requesting office 22.1.1. Prepare Property Acknowledgement Receipt or Inventory Custodian Slip to record, monitor and control the accountability of the End User

CO: Designated Property Accounts Section Officer RO: SGSS Designated Officer

1 WD and 2 hours

If the items are not available in stock, the requesting office shall prepare PR

22.2. Administer Client Satisfaction Survey and prepare monthly CSS Monitoring Log sheet and CSS Summary Log sheet

CO: Designated Property Accounts Section Officer 1 hour RO: SGSS Designated Officer

22.3. Prepare Report of Supplies and Materials Issued (RSMI) and forward the signed RSMI to Accounting Division/Unit

CO: Designated Property Accounts Section Officer 1 WD RO: SGSS Designated Officer

120

DILG OFFICES Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

22.4. Prepare/forward documents of delivery for payment to Budget Section/Accounting Unit.

CO: Designated Property Accounts Section Officer

Processing Time

8 hours RO: SGSS Designated Officer 22.5. Receive and record PO/Contracts with additional attachments from the Property Unit

For CO: PCMS Officer

For RO: BAC Secretariat/ SGSS Designated Officer 22.6. Prepare Liquidation Report for Common use Supplies available at PS, DBM indicating the amount of delivered goods based on delivery receipt and forward to Accounting Section

15 minutes

For CO: PCMS Officer For RO: BAC Secretariat/ SGSS Designated Officer

5 CD

For CO: PCMS Officer 22.7. Prepare Disbursement Voucher (DV) for payment of goods and services except PS, DBM and forward DV to the authorized official for approval 22.8. Retain records in accordance with the Control of Retained Documented Information Procedure and the Master list of Records and Update the Process Summary Log Sheet.

RO: SGSS Designated Officer

Process Owners

2 CD

1 CD

For Competitive/ Public Bidding: maximum of 136 calendar days (for procurement process only)

Total Processing Time

END OF TRANSACTION Note: This service is covered by RA9184 and its IRR and Government Accounting Manual (GAM) 121

For Alternative Methods of Procurement (AMP): maximum of 60 calendar days (for procurement process only)

DILG OFFICES Monday to Friday 8am to 5pm

9. Processing and Payment of Claims Description of Service:

To facilitate the processing and payment of various claims thru LDDAP-ADA or issuance of check in accordance with accounting rules and regulations.

Office

DILG Central Office - Financial and Management Service (FMS), Administrative Service (AS); DILG Regional Offices - Finance and Administrative Division

Classification

Complex Transaction

Total Processing Time

Central Office: 5 working days, 6 working hours Regional Office: 5 working days, 7 working hours Provincial Office: 3 working days, 7 working hours

Type of Transaction

G2C - Government to Citizen; G2B - Government to Businesses; G2G - Government to Government

Fees to be paid

None

Who may avail

DILG LG Officials and Employees, Financial Institutions (e.g., GSIS, HDMF, EMPC, PHIC, PALIC, AMSLAI, etc.), National Government Agencies (NGAs)/Local Government Units (LGUs), State Universities and Colleges (SUCs)/Civil Society Organizations (CSOs), Suppliers/Dealers, Other Claimants Where to secure

Documentary requirements Obligation Request and Status (ORS)- 1 Original and 3 Photocopy, if applicable

Template downloadable at the COA website/ Government Accounting Manual Vol.2

Disbursement Voucher (DV) -1 Original and 1 Photocopy

Template downloadable at the COA website/ Government Accounting Manual Vol.2

PAYROLL FUND FOR SALARIES, WAGES, ALLOWANCES, HONORARIA AND OTHER SIMILAR EXPENSES 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) Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books Approved application for bond and/or Fidelity Bond for the year for cash accountability of Php 2,000.00 or more

Office Concerned

Approved contracts (for initial payment)

Supplier

Approved payroll or list of payees indicating their net payments

Bureau/Service/Office concerned

Approval/authority (presidential directive or legislative enactment) or legal basis to pay any allowance/salaries/wages/fringe benefits

Website

Daily Time Record (DTR) approved by the supervisor

Personnel Division, Administrative Service

FMS- Accounting Division Office concerned

122

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements TRAVEL EXPENSES LOCAL TRAVEL Office Order / Travel Order

Records Section, GSD, AS

Duly approved itinerary of travel

Bureau/Service/Office concerned

Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books

FMS- Accounting Division

Other supporting document/s:

Bureau/Service/Office concerned

FOREIGN TRAVEL Office Order / Travel Order

Records Section, GSD, AS

Duly approved itinerary of travel

Bureau/Service/Office concerned

Flight itinerary issued issued by the airline/ticketing office/travel agency

airline/ticketing office/travel agency

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 claimed

Concerned office

Document to show the dollar to peso exchange rarte at the date of grant cash advance

Online Platform

Where applicable, authority from the OPP to claim representation expenses

Concerned office

In case of seminars / trainings: a. Invitation adressed to the agency inviting participants ( issued by the foreign country )

Bureau/Service/Office concerned

b. Acceptance of the nominees as participants issued by the foreign country )

Concerned office

c. Programme Agenda and Logistics Information

Bureau/Service/Office concerned

Certification from the acccountant that the previous cash advance has been liquidated and accounted for in the books

FMS- Accounting Division

Other supporting document/s:

Bureau/Service/Office concerned

PETTY CASH FUND

Summary of Petty Cash Vouchers

Bureau/Service/Office concerned

Report of Disbursements

Bureau/Service/Office concerned

Petty Cash Replenishment Report

Bureau/Service/Office concerned

Approved purchase request with certificate of Emergency Purchase, if necessary

Procurement Section, GSD

Bills, receipts, sales invoices

Supplier/Biller

Certificate of inspection and acceptance

GSD, Administrative Service

Report of Waste Materials in case of replacement/repair

Bureau/Service/Office concerned

Approved trip ticket, for gasoline expenses

GSD, Administrative Service

Canvass from at least three suppliers for purchases involving Php 1,000.00 and above, except for purchases made while on official travel

Supplier

Summary/Abstract of Canvass

GSD, Administrative Service

Petty Cash Vouchers duly accomplished and signed

Bureau/Service/Office concerned

OR in case of refund 124

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements For reimbursement of toll receipts a. Toll Receipts

Bureau/Service/Office concerned

b. Trip Tickets

Bureau/Service/Office concerned Bureau/Service/Office concerned

Other supporting documents/s: FIELD / ACTIVITY CURRENT OPERATING EXPENSES Report of Disbursements certified correct by the accountable officer

Bureau/Service/Office concerned

Approved payroll/vouchers duly acknowledged/signed by the payee/s

Bureau/Service/Office concerned

Approved Daily Time Records (DTR) or Certificate of Service

Personnel Division, Administrative Service

Approved Application for Leave

Bureau/Service/Office concerned

In case of payment of personnel under the "job order" status, duly verified/accepted acccomplishment report

employee

Official Receipt (OR) in case of refund for unclaimed salaries

Bureau/Service/Office concerned

Authority from the claimant and identification documents, if claimed by person other than the payee

employee

Summary of Petty Cash Vouchers

Bureau/Service/Office concerned

Report of Disbursements

Bureau/Service/Office concerned

Petty Cash Replenishment Report

Bureau/Service/Office concerned

Approved purchase request with certificate of Emergency Purchase, if necessary

GSD, Administrative Service

Bills, receipts, sales invoices

Supplier

Certificate of inspection and acceptance

GSD, Administrative Service

Report of Waste Materials in case of replacement/repair

GSD, Administrative Service

Approved trip ticket, for gasoline expenses

Concerned personnel

125

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Canvass from at least three suppliers for purchases involving Php 1,000.00 and above, except for purchases made while on official travel

GSD, Administrative Service

Summary/Abstract of Canvass

GSD, Administrative Service

Petty Cash Vouchers duly accomplished and signed

Bureau/Service/Office concerned

OR in case of reffund

Bureau/Service/Office concerned

For reimbursement of toll receipts

a. Toll Receipts

Concerned personnel

b. Trip Tickets

Concerned personnel Bureau/Service/Office concerned

For reimbursement of toll receipts TRAVEL EXPENSES LOCAL TRAVELS Paper/electronic plane, boat or bus tickets, boarding pass, terminal fee

External Parties, Airlines

Certificate of appearance/attendance

Concerned personnel

Copy of previously approved itinerary of travel

Concerned personnel

Revised or supplemental Office Order or any proof supporting the change of schedule

Bureau/Service/Office concerned

Revised Itinerary of Travel, if the previously approved itinerary was not followed

Bureau/Service/Office concerned

Certification by the Head of Agency as to the absolute necessity of the expenses 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

Bureau/Service/Office concerned

Liquidation Report

Bureau/Service/Office concerned

Certification of Expenses not Requiring Receipts

Bureau/Service/Office concerned

126

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements OR in case of refund of excess cash advance

Bureau/Service/Office concerned

Certificate of Travel Completed

Concerned personnel

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 outside the Metro Manila Area, if the travel allowances being claimed include the hotel room/lodging rate

External parties(Hotels)

Other supporting document/s:

Bureau/Service/Office concerned FUND TRANSFERS TO NON-GOVERNMENT ORGANIZATIONS/PEOPLE'S ORGANIZATIONS (NGOs/POs)

RELEASE OF FUNDS Approved Summary of Budgetary Requirements detailing the items of expenditure/disbursement to be incurred in the program/project

Financial Management Service

List of priority projects which may be implemented by the NGO/PO published in the newspaper, agency website, bulletin board and the like

Online platforms

Accreditation of the NGO/PO by the Bids and Awards Committee (BAC) of the grantee agency

Administrative Service

Results of the evaluation of financial and technical capability of selected NGO/PO

Concerned personnel

Performance security for infrastructure project

Concerned personnel

NGO/PO proposal or application for funding accompanied by; a. Certificate of registration from Securities and Exchange Commission (SEC) or either Cooperative Development Authority (CDA) or Department of Labor and Employment as the case may be

Security and Exchange Commission, Cooperative Development Authority (CDA) or Department of Labor and Employment

b. Authenticated copy of the latest Articles of Incorporation or Articles of Cooperation as the case may be, showing the original incorporators/organizers and the Secretary's certificate for incumbent officers, to other with the Certificate of Filing with the SEC/Certificate of Approval by the CDA

Security and Exchange Commission, Cooperative Development Authority (CDA) or Department of Labor and Employment

127

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements c. Audited financial reports for the past three years preceding the date of project implementation. For NGO/PO which has been in operation for less than three years, financial reports for the years in operation and proof of previous implementation of similar projects

Financial Management Service

d. Disclosure of other related business, if any

Office concerned

e. Work and Financial Plan (WFP), and sources and details of Proponent's Equity Participation in the Project

Office concerned

f. Complete project proposal approved/signed by officers

Office concerned

g. List and/or photographs of similar projects previously completed, if any, indicating the source of funds for implementation

Office concerned

h. Sworn affidavit of the secretary of the NGO/PO that none of its incorporators, organizers, directors or officers is an agent of or related by consanguinity or affinity up to the fourth civil degree to the official of the agency authorized to process and/or approve proposed MOA, and release funds

Office concerned

Document showing that NGO/PO has equity equivalent to 20 percent of the total project cost, which shall be in the form of labo, land for the project site, facilities, equipment and the like, to be used in the project

Office concerned

Certification from the Accountant that the previous cash advance granted to the NGO/PO has been liquidated, liquidation documents are post-audited and properly taken up in the books

Financial Management Service

Memorandum of Agreements (MOA) incorporating therein the following terms and provisions:

Office concerned

a. Project name, intended beneficiaries, benefits to be delivered, project cost estimates, brief description of projects and its site/location

Office concerned

b. Systems and procedures to implement the project such as, but not limited to, procurement of goods and services by the NGO/PO and their distribution which should be documented and coordinated with the GO's authorized officials and the respective barangays

Office concerned

128

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements c. Time schedules for the releases of funds, periodic inspection/evaluation, reporting, monitoring requirements, date of commencement and date of completion (releases of funds after the initial funds transfer must be output-based, that is, subsequent funds releases must be dependent on 100% delivery of physical status of the project corresponding to the previous funds received by the NGO/PO)

Office concerned

d. Submission of the required periodic financial and physical status reports (no subsequent fund transfer must be granted unless previous funds transfers have been liquidated and required physical status report has been submitted)

Office concerned Office concerned

e. Specific period to liquidate the funds granted to NGO/PO with the GO f. In case of construction projects like school buildings, housing and other similar structures, and acquisition of assets like vehicles and equipment, a stipulation of turnover of ownership of the infrastructure or fixed asset (in the procurement of any type of asset out of government funds, the NGO/PO shall conduct simple bidding or canvass to ensure the best terms and quality of purchase

Office concerned

g. In case the asset shall be owned by a specific beneficiary, a stipulation that a Deed of Donation shall be executed by the GO after the completion of the project

Office concerned

h. Monitoring and inspection of project implementation and verification of financial records and reports of the NGO/PO by the GO

Office concerned

i. Visitorial audit by the officials and personnel of the COA authorized to perform the audit under an approved office order

COA

j. Institution of legal action by the GO against the defaulting NGO/PO which fails to complete a project covered by the MOA, or for a material violation of the provisions of the MOA or of this Circular, and in any of these cases, its subsequent disqualification from applying for another project in any other GO

Office concerned

k. In case of the dossolution of the recipient NGO/PO, voluntary or involuntary, the lien of the granting GO on its assets, in accordance with existing laws, to the extent of the unexpended or unutilized portion of the fund

Office concerned

l. Maintenance by the NGO/PO of a separate savings/current account for each fund received from the GO

Office concerned

m. The return by the NGO/PO to the granting GO of any amount not utilized to complete the project, including interest, if any

Office concerned 129

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Other relevant requirements under GPPB Resolution No. 12-2007 dated June 29, 2007

Office concerned

IMPLEMENTATION AND LIQUIDATION OF FUNDS RELEASED Final fund utilization report, indicating the summary of expenses and the status report of accomplishments certified by the accountant, approved by the President/Chairman of the NGO/PO and verified by the internal auditor or equivalent official of the GO

Office concerned

Office concerned Pictures of implemented projects

Inspection report and certificate of project completion issued by the GO authorized representative

Office concerned

List of beneficiaries with their signatures signifying their acceptance/acknowledgement of the project/funds/goods/services received

Office concerned

Proof of verification by the GO official of the validity of the documents submitted by the NGO/PO

Office concerned

OR issued by the granting GO acknowledging retrun by the NGO/PO of any unutilized/excess amount of cash advance, including interest, if anyexcess amount of cash advance, including interest, if any

Office concerned

List of equipment/vehicles procured by the NGO/PO out of the project funds indicating its brief description, date acquired, acquisition cost and final disposition

Office concerned

Warranty for procurement of equipment of projects

Office concerned

In case of dssolution of the recipient NGO/PO, in addition to the OR acknowledging the return of unutilized amount, copy of the vouchers paid by the NGO/PO

Office concerned

Liquidation Report

Office concerned

Other supporting document/s:

Office concerned

130

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements STAGGERED RELEASE OF FUNDS TO NGO/PO Office concerned Duly approved Schedule of Fund Release to NGO/PO Interim Fund Utilization Report on the previous release certified by the NGO/PO's Accountant, approved by its President/Chairman and verified by the internal auditor or equivalent official of the GO showing a summary of expenses and a status report of accomplishment evidenced by pictures List of beneficiaries of previous releases with their signatories signifying their acceptance/acknowledgment of the project funds/goods/services

Office concerned

Office concerned Other supporting document/s: TRANSFER OF FUNDS TO IMPLEMENTING AGENCIES TRANSFER: SOURCE AGENCY

Copy of MOA/Trust Agreement

Bureau/Service/Office concerned

Copy of Approved Program of Work (for infrastructure project)

Bureau/Service/Office concerned

Approved Project Expenditures or Estimated Expenses indicating the project objective and expected output (for other projects)

Bureau/Service/Office concerned

For GOCCs, Board Resolution ratifying the MOA in case of transfers not incorporated in the Corporat Operating Budget and/or beyond the signing authority of the Agency Head

Office concerned

For local government units (LGUs), as clarified under COA Memorandum No. 2010-014 dated April 22, 2010, authorization by local Sanggunian for the Local Chief Executive to enter into contract in case of the following:

Office concerned

In the case of a reenacted budget: For new contracts entered into by the local chief executive for contractual obligations included in the previous year's annual and supplemental budget

131

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements In the case of the regularly enacted budget: a. For projects described in generic terms, such aas infrastructure projects, intermunicipal waterworks, drainage and sewerage, flood control, irrigation system projects, reclamation projects or roads and bridges

Office concerned

b. For purchase of goods and services which are neither specified nor encompassed within the regular personal services and maintenance operating expenses

Office concerned

Certification by the Accountant that funds previously transferred to the Implementing Agency (IA) has been liquidated, post audited and accounted for in the books

Accounting Division, FMS

Copy of the OR issued by the IA to the Source Agency acknowledging recipt of funds transferred (for post-audit activities)

Office concerned

Other supporting document/s: IMPLEMENTATION AND LIQUIDATION IMPLEMENTING AGENCY Necessary supporting documents depending on the nature of transactions

Bureau/Service/Office concerned

Copy of MOA/Trust Agreement

Bureau/Service/Office concerned

Copy of OR upon receipt of funds transferred

Bureau/Service/Office concerned

Copy of OR issued by the Source Agency evidencing refund of unexpended/unutilized balance of fund transfer

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned LIQUIDATION

SOURCE AGENCY Report of Checks Issued and Report of Disbursements certified correct by the Accountant, approved by the Head of the IA, and duly audited by the Auditor of the IA

Administrative Service, FMS

132

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Copy of Credit Notice issued by the Auditor of the IA

COA

Copy of OR issued for the refund of unexpended/unutilized balance of fund transferred

Office concerned

Other supporting document/s: FROM TRUST FUND TO THE GENERAL FUND FOR UNSPENT BALANCE/EXCESS AMOUNT Report of Receipt, Disbursement and Fund Balance certified by Accountant Contract, which may be a MOA, Trust Agreement or Memorandum of Understanding governing the utilization of funds and disposition of any balance thereof after completion of the purpose of the funds transferred

Accounting Division, FMS

Letter of IA to Source Agency to transfer the unexpended balance to the General Fund duly approved by the Source Agency, if the disposition thereof has not been provided in the MOA, Trust Agreement or Memorandum of Understanding

Office concerned

Other supporting document/s:

FIRST SALARY Certified true copy of duly approved Appointment

Personnel Division, Administrative Service

Assignment Order, if applicable

Personnel Division, Administrative Service

Certified true copy of Oath of Office

Personnel Division, Administrative Service

Certificate of Assumption

Personnel Division, Administrative Service

Statement of Assets, Liabilities and Net Worth

Bureau/Service/Office concerned

Approved DTR

Personnel Division, Administrative Service

Bureau of Internal Revenue (BIR) withholding certificates (Forms 1902 and 2305)

Accounting Division, FMS

Payroll Information on New Employee (PINE) (for agencies with computerized payroll systems

Accounting Division, FMS

Authority from the claimant and identification documents, if claimed by person other than the payee

Concerned personnel

133

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements ADDITIONAL REQUIREMENTS FOR TRANSFEREES (FROM ONE GOVERNMENT OFFICE TO ANOTHER Clearance from money, property and legal accountabilities from the previous office

Other concerned office

Certified true copy of pre-audited disbursement voucher of last salary from previous agency and/or Certification by the Chief Accountant of last salary received from previous office duly verified by the assigned auditor thereat

Other concerned office

BIR Form 2316 (Certificate of Compensation Payment/Tax Withheld)

BIR

Certificate of Available Leave Credits

Personnel Division, AS / concerned personnel

Service Record

Personnel Division, AS / concerned personnel

Other supporting document/s:

Bureau/Service/Office concerned SALARY (IF DELETED FROM THE PAYROLL)

Approved DTR

Personnel Division, Administrative Service

Notice of Assumption

Personnel Division, Administrative Service

Approved Application for Leave, Clearances, and Medical certificate, if on sick leave for five days or more

Personnel Division, Administrative Service

Other supporting document/s:

Bureau/Service/Office concerned SALARY OF CASUAL/CONTRACTUAL PERSONNEL

FOR ACCREDITED AGENCIES BY THE CSC (FOR FIRST CLAIM) a. Certified true copy of the pertinent contract/appointment/job order

Personnel Division, Administrative Service

b. Copy of the ROPA of the pertinent contract/appointment marked received by the CSC

Personnel Division, Administrative Service

FOR OTHER AGENCIES (FOR FIRST CLAIM) a. Certified copy of the pertinent contract/appoinment/job order marked received by the CSC

Personnel Division, Administrative Service

134

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Certification by the Local Chief Executive (LCE), in the case of LGUs, that the employment/hiring is still within the Personal Services (PS) limitation prescribed under Section 325(a) of RA No. 7160

Personnel Division, Administrative Service

Certification by the LCE/Personnel Officer that the activities/services cannot be provided by regular or permanent personnel of the agency (for first claim)

Other concerned office

Accomplishment Report

Personnel Division, Administrative Service

Approved DTR

Personnel Division, Administrative Service

Other supporting document/s:

Bureau/Service/Office concerned SALARY DUE TO HEIRS OF DECEASED EMPLOYEE

Clearance from money, property and legal accountabilities

Personnel Division, Administrative Service

Approved DTR

Personnel Division, Administrative Service

Death Certificate authenticated by National Statistics Office (NSO)

Philippine Statistics Authority

Marriage Contract authenticated by NSO, if applicable

Philippine Statistics Authority

Birth Certificates of surviving legal heirs authenticated by NSO

Philippine Statistics Authority

Designation of next-of-kin

Concerned employee

Waiver of right of children 18 years old and above

Philippine Statistics Authority

Other supporting document/s:

Concerned employee MATERNITY LEAVE

Certified true copy of approved application for leave

Personnel Division, Administrative Service

Certified true copy of maternity leave clearance

Personnel Division, Administrative Service

Medical certificate for maternity leave

Medical establishments

135

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements

ADDITIONAL REQUIREMENTS FOR UNUSED MATERNITY LEAVE (UPON ASSUMPTION BEFORE THE EXPIRATION OF THE 60-DAY MATERNITY LEAVE) Medical certificate that the employee is physically fit to work

Medical establishments

Certificate of assumption

Personnel Division, Administrative Service

Approved DTR

Personnel Division, Administrative Service

Other supporting document/s:

Bureau/Service/Office concerned GENERAL CLAIMS THROUGH AUTOMATED TELLER MACHINE (ATM)

Salary Payroll

Bureau/Service/Office concerned

Payroll register (hard and soft copy)

Bureau/Service/Office concerned

Letter to the Bank to credit employee's account of their salaries or other claims

Bank

Validated deposit slips

Bank

Other supporting document/s:

Bureau/Service/Office concerned PERA DURING FIRST SALARY

Certified true copy of duly approved Appointment

Personnel Division, Administrative Service

Assignment Order, if applicable

Personnel Division, Administrative Service

Certified true copy of Oath of Office

Personnel Division, Administrative Service

Certificate of Assumption

Personnel Division, Administrative Service

Statement of Assets, Liabilities and Net Worth

Personnel Division, Administrative Service

Approved DTR

Personnel Division, Administrative Service

Bureau of Internal Revenue (BIR) withholding certificates (Forms 1902 and 2305)

BIR

Payroll Information on New Employee (PINE) (for agencies with computerized payroll systems

Other concerned office

Authority from the claimant and identification documents, if claimed by person other than the payee

Concerned employee

136

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements

ADDITIONAL REQUIREMENTS FOR TRANSFEREES (FROM ONE GOVERNMENT OFFICE TO ANOTHER Clearance from money, property and legal accountabilities from the previous office

FMS

Accounting Division, FMS

BIR Form 2316 (Certificate of Compensation Payment/Tax Withheld)

BIR

Certificate of Available Leave Credits

Personnel Division, Administrative Service

Service Record

Personnel Division, AS / concerned personnel

Other supporting document/s: PERA (IF DELETED FROM THE PAYROLL) Approved DTR

Personnel Division, Administrative Service

Notice of Assumption

Personnel Division, Administrative Service

Approved Application for Leave, Clearances, and Medical certificate, if on sick leave for five days or more

Personnel Division, Administrative Service

Other supporting document/s:

Bureau/Service/Office concerned PERA DUE TO HEIRS OF DECEASED EMPLOYEE

Clearance from money, property and legal accountabilities

Approved DTR

Personnel Division, Administrative Service

Death Certificate authenticated by National Statistics Office (NSO)

Philippine Statistics Authority

Marriage Contract authenticated by NSO, if applicable

Philippine Statistics Authority

Birth Certificates of surviving legal heirs authenticated by NSO

Philippine Statistics Authority

Designation of next-of-kin

Concerned employee

Waiver of right of children 18 years old and above

Philippine Statistics Authority

Other supporting document/s:

Bureau/Service/Office concerned GENERAL CLAIMS THROUGH AUTOMATED TELLER MACHINE (ATM)

PERA Payroll

FMS-Accounting Division

Payroll register (hard and soft copy)

Bureau/Service/Office concerned

Letter to the Bank to credit employee's account of their salaries or other claims

Bureau/Service/Office concerned

Validated deposit slips

Bank

Other supporting document/s:

Bureau/Service/Office concerned PERA OF CASUAL/CONTRACTUAL PERSONNEL

FOR ACCREDITED AGENCIES BY THE CSC (FOR FIRST CLAIM)

Certified true copy of the pertinent contract/appointment/job order

Bureau/Service/Office concerned

Copy of the ROPA of the pertinent contract/appointment marked received by the CSC

CSC

FOR OTHER AGENCIES (FOR FIRST CLAIM) Certified copy of the pertinent contract/appoinment/job order marked received by the CSC

CSC

138

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Other Office concerned

Certification by the LCE/Personnel Officer that the activities/services cannot be provided by regular or permanent personnel of the agency (for first claim)

Personnel Division, Administrative Service

Accomplishment Report

Personnel Division, Administrative Service

Approved DTR

Personnel Division, Administrative Service

Other supporting document/s: PERA ON LAST SALARY Clearance from money, property and legal accountabilities

Personnel Division, Administrative Service

Approved DTR

Personnel Division, Administrative Service

Other supporting document/s:

Other Office concerned REPRESENTATION AND TRANSPORTATION ALLOWANCE (RATA)

FOR INDIVIDUAL CLAIMS Copy of Office Order/Appointment (1st payment)

Personnel Division, Administrative Service

Certificate of Assumption (1st payment)

Personnel Division, Administrative Service

Certification that the official/employee did not use government vehicle and is not assigned any government vehicle

Personnel Division, Administrative Service

Certificate or evidence of service rendered or approved DTR

Personnel Division, Administrative Service

Certification by the LCE, in case of LGUs, that the revised RATA rates is still within the PS limitation prescribed under Section 325(a) of RA No. 7160 (for initial claim)

Personnel Division, Administrative Service

Other supporting document/s:

139

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements

FOR GENERAL CLAIMS RATA Payroll

FMS-Accounting Division

Payroll Register (hard and soft copy)

FMS-Accounting Division

Letter to the Bank to credit employees' account of their RATA claims, if applicable

FMS-Accounting Division

Validated deposit slip, if applicable

Bank

Other supporting document/s:

Bureau/Service/Office concerned SUBSISTENCE, LAUNDRY AND QUARTERS ALLOWANCES Personnel Division, Administrative Service

Payroll of personnel entitled to claim subsistence, laundry and quarters allowance Approved DTR

Personnel Division, Administrative Service

Authority to collect (for initial claim)

Personnel Division, Administrative Service

Other supporting document/s:

Bureau/Service/Office concerned PRODUCTIVITY INCENTIVE ALLOWANCE (PIB)

FOR INDIVIDUAL CLAIMS Certification that the performance ratings for the two semesters given to the personnel of the concerned division/office is at least satisfactory

Personnel Division, Administrative Service

Certification from the Legal Office that the employee has no administrative charge

Legal Office

Other supporting document/s:

Bureau/Service/Office concerned

GENERAL CLAIMS PIB Payroll

FMS-Accounting Division

List of personnel who were suspended either preventively or as a penalty as a result of an administrative charge within the year for which PIB is paid, regardless of the duration (except if the penalty meted out is only a reprimand)

FMS-Accounting Division

FMS-Accounting Division List of personnel dismissed within the year 140

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements

List of personnel on Absent Without Official Leave (AWOL)

FMS-Accounting Division

Certification that the performance ratings for the two semesters given to the personnel of the concerned division/office is at least satisfactory

FMS-Accounting Division

Payroll Register (hard and soft copy)

FMS-Accounting Division

Letter to the Bank to credit employees' account their PIB claims

FMS-Accounting Division

Validated deposit slips

Bank

Other supporting document/s:

Bureau/Service/Office concerned SPECIAL COUNSEL ALLOWANCE

Office Order/Designation/Letter of the OSG deputizing the claimant to appear in court as special counsel

Legal Office/other concerned office

Certificate of Appearance issued by the Office of the Clerk of Court

Legal Office/other concerned office

Certification that the cases to be attended by the lawyer personnel are directly related to the nature/function of the particular office repsented

Legal Office/other concerned office

Certification issued by the concerned lawyer and the Agency Accountant that the amount being claimed is still within the limitation under the GAA of Php 4,000.00 per month

Other concerned office

Other supporting document/s:

Bureau/Service/Office concerned HONORARIA FOR PERSONNEL INVOLVED IN GOVERNMENT PROCUREMENT

Office Order creating and designating the BAC composition and authorizing the members to collect honoraria

BAC section, Administrative Service

Minutes of BAC Meeting

BAC section, Administrative Service

Notice of Award to the winning bidder of procurement activity being claimed

BAC section, Administrative Service

Certification that the procurement involves competitive bidding

BAC section, Administrative Service BAC section, Administrative Service

Attendance Sheet listing names of attendees to the BAC meeting BAC section, Administrative Service

Other supporting document/s:

Concerned personnel HONORARIA FOR RESOURCE PERSONS, LECTURERS AND FACILITATORS

Office Order/Invitation Letter duly confirmed by lecturer, resource person and facilitator

Concerned personnel

Course syllabus/program of lectures

Concerned personnel

Report/Certification of DILG Coordinator/Focal Person on the accomplishments of the lecturer, resource person and facilitator indicating (1) name of the lecturer, resource person and facilitator, (2) the actual days/hours rendered and (3) the covered activity/topic module

Bureau/Service/Office concerned

Daily Time Record (DTR) for facilitators

Bureau/Service/Office concerned

Approved Activity/Training Design

Bureau/Service/Office concerned

Curriculum Vitae of the lecturer, resource person and facilitator

Concerned personnel

142

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Certified true copy of Attendance Sheet duly signed by the DILG Training Coordinator/Focal person, in case the attendees of the activity are more than 50 participants

Bureau/Service/Office concerned

Justification duly signed by the Head of Office, in case the activity needs two or more lecturers/resource persons in the same time slot/s

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned LONGEVITY PAY

Service Record

Personnel Division, AS / concerned personnel

Certification issued by the Personnel Officer that the claimant has not incurred more than 15 days of vacation leave without pay

Personnel Division, AS / concerned personnel

Other supporting document/s:

Bureau/Service/Office concerned OVERTIME PAY

Overtime authority stating the necessity and urgency of the work to be done, and the duration of overtime work

Financial Management Service

Overtime work program

Concerned personnel

Quantified Overtime accomplishment duly signed by the employee and supervisor

Concerned personnel

Certificate of service or duly approved DTR

Personnel Division, Administrative Service

Other supporting document/s:

Concerned personnel YEAR-END BONUS (YEB) AND CASH GIFT (CG)

FOR INDIVIDUAL CLAIMS Clearance from money, property and legal accountabilities

Personnel Division, Administrative Service

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

Personnel Division, Administrative Service

Other supporting document/s:

Personnel Division, Administrative Service

143

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements

GENERAL CLAIMS YEB and CG Payroll

FMS- Accounting Division

Payroll Register (hard and soft copy)

FMS- Accounting Division

Letter to the Bank to credit employees account of their YEB and CG claims

FMS- Accounting Division

Deposit slips

Bank

Other supporting document/s:

Concerned personnel HONORARIA FOR SPECIAL PROJECTS

Performance evaluation plan formulated by project management used as basis for rating the performance of members

Concerned personnel

Office Order designating members of the special project

Bureau/Service/Office concerned

Terms of Reference

Bureau/Service/Office concerned

Certificate of completion of project deliverables

Bureau/Service/Office concerned

Special Project Plan

Bureau/Service/Office concerned

Authority to collect honoraria

Bureau/Service/Office concerned

Certificate of acceptance by the agency head of the deliverables per project component

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned HONORARIA FOR SCIENCE AND TECHNOLOGICAL ACTIVITIES

Office Order

Bureau/Service/Office concerned

Plan/Program of Activities

Bureau/Service/Office concerned

Accomplishment Report/Certificate of completion of programmed activities

Bureau/Service/Office concerned

Authority to collect honoraria

Bureau/Service/Office concerned

144

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Certificate of acceptance by the Agency Head of the deliverables/project output

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned HAZARD DUTY PAY

Duly accomplished time record of employees or travel report

Personnel Division, AS

Copy of special order from the agency/department head covering the assignment to hazardous/difficult areas

Personnel Division, AS

Approved DTR/Service Report

Personnel Division, Administrative Service

Other supporting document/s:

Personnel Division, AS RETIREMENT BENEFITS

Under RA No. 1616 Updated Service record indicating the number of days on leave without pay and/or certification issued by the Human Resource Office (HRO) that the retiree did not incur any leave of absence without pay

Personnel Division, AS

Retirement application

Concerned personnel

Office clearance from money/property accountability & administrative/criminal liability

Personnel Division, AS

Statement of assets and liabilities

Personnel Division, AS

Retirement Gratuity Computation

Personnel Division, AS

Affidavit of Undertaking for authority to deduct accountabilities

Personnel Division, AS

Affidavit of applicant that there is no pending criminal investigation or prosecution against him/her (Anti-Graft RA No. 3019)

Legal Department

Additional requirement in case of resignation Concerned personnel

Employee's letter of resignation duly accepted by the Agency Head

145

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Additional requirements in case of death of claimant Death certificate authenticated by National Statistics Office (NSO)

Philippine Statistics Authority

Marriage contract authenticated by NSO

Philippine Statistics Authority

Birth certificates of all surviving legal heirs authenticated by NSO

Philippine Statistics Authority

Designation of next-of-kin

Concerned personnel

Waiver of rights of children 18 years old and above

Philippine Statistics Authority

Affidavit of two disinterested parties that the deceased is survived by legitimate and illegitimate children (if any), natural, adopted or children of prior marriage

Concerned personnel

Other supporting document/s:

Concerned personnel TERMINAL LEAVE BENEFITS

Clearance from money, property and legal accountability from the Central Office and from Regional Office of last assignment

Personnel Division, AS

Certified photocopy of employees leave card as at last date of service duly audited by the Personnel Division and COA/Certificate of leave credits issued by the Admin/Human Resource Management Office (HRMO)

Personnel Division, AS

Approved leave application

Concerned office

Complete service record

Personnel Division, AS

Statement of Assets, Liabilities and Net Worth (SALN)

Personnel Division, AS

Certified photocopy of appointment/Notice of Salary Adjustment (NOSA) showing the highest salary received if the salary under the last appointment is not the highest

Personnel Division, AS

Computation of terminal leave benefits duly signed/certified by the accountant

Personnel Division, AS

Applicant's authorization (in affidavit form) to deduct all fmancial obligations with the employer/agency/LGU

Personnel Division, AS

Affidavit of applicant that there is no pending criminal investigation or prosecution against him/her (RA No. 3019)

Legal 146

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements In case of resignation, employee's letter of resignation duly accepted by the Head of the Agency

Concerned personnel

Additional requirements in case of death of claimant: Death certificate authenticated by NSO

Philippine Statistics Authority

Marriage contract authenticated by NSO

Philippine Statistics Authority

Birth certificates of all surviving legal heirs authenticated by NSO

Philippine Statistics Authority

Designation of next-of-kin

Concerned personnel

Waiver of rights of children 18 years old and above

Philippine Statistics Authority

Other supporting document/s:

Concerned personnel MONETIZATION

Approved leave application (ten days) with leave credit balance certified by the Human Resource Office

Concerned office

Request for leave covering more than ten days duly approved by the Head of Agency

Concerned personnel

For monetization of 50 percent or more: Clinical abstract/medical procedures to be undertaken in case of health, medical and hospital needs

Medical Establishmment

Barangay Certification in case of need for financial assistance brought about by calamities, typhoons, fire, etc.

Barangay

Other supporting document/s:

Concerned personnel COLLECTIVE NEGOTIATION AGREEMENT (CNA) INCENTIVE

Resolution signed by both parties incorporating the guidelines/criteria for granting CNA incentive

Agency Union

Comparative statement of DBM approved level of operating expenses and actual operating expenses

FMS

147

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Proof of remittance to the National Treasury of its 50 percent dividends share or percentage approved by the Department of Finance on the annual earnings for income-generating GOCCs/GFIs

Other office concerned

Copy of CNA

Other office concerned

Certificate issued by the Head of the Agency on the total amount of unencumbered savings generated from cost-cutting measures identified in the CNA which resulted from the joint efforts of labor and management and systems/productivity/income improvement

Concerned Office

Proof that the planned programs/activities/projects have been implemented and completed in accordance with targets for the year

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned OTHER EXPENDITURES

UTILITY EXPENSES Statement of Account/Bill (for pre-audit purposes)

Third Party

Invoice/Official Receipt or machine validated statement of account/bill (for postaudit purposes)

Third Party

Other supporting document/s:

Concerned Office

TELEPHONE/COMMUNICATION SERVICES Statement of Account/Bill

Telecom company

Invoice/Official Receipt or machine validated statement of account (for post audit activities)

Telecom company

Certification by Agency Head or his authorized representatives that all National Direct Dial (NDD), National Operator Assisted Calls and International Operator Assisted Calls are official calla

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned

148

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements EXTRAORDINARY AND MISCELLANEOUS EXPENSES Invoices/receipts for GOCCs/GFis and LGUs

Bureau/Service/Office concerned

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

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned ALL TYPES OF PROCUREMENT THROUGH PUBLIC BIDDING

Authenticated photocopy of the approved APP and any amendment thereto

Procurement Section/AS

Approved contract submitted to COOA 5 days from its execution, supported by the ff:

Administrative Service

a. Invitation to Apply for Eligibility to Bid

Administrative Service

b. Letter of Intent

Administrative Service

c. Results of Eligibility Check/Screening

Administrative Service

d. Bidding Documents which include a complete set of approved plans/drawings and technical specifications for infrastructure projects, complete technical description of equipment, aircraft and accessories, scope of works, if applicable, for goods and rental and repair contracts, and Terms of Reference (TOR) for consultancy services

Administrative Service

e. Minutes of Pre-bid Conference, (ABC of 1M and above)

Administrative Service

f. Agenda and/or Supplemental Bulletins

Administrative Service

g. Bidder’s Technical and Financial Proposals

Administrative Service

h. Minutes of Bid Opening

Administrative Service

i. Abstract of Bids

Administrative Service

j. Post-Qualification Report of TWG

Administrative Service

149

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Administrative Service k. BAC Resolution declaring winning bidder l. Notice of Post Qualification

Administrative Service

m. BAC resolution recommending approval by the HOPE of the Resolution of the BAC recommending award of contract

Administrative Service

n. Notice of Award

Administrative Service

o. Performance Security

Administrative Service

p. Program of Work and Detailed Estimates

Administrative Service

q. Notice to Proceed, indicating the date of receipt by the contractor

Administrative Service

r. Detailed breakdown of the ABC

Administrative Service

s. Copy of the approved PERT/CPM Network Diagram and detailed computations of Contract Time

Administrative Service

t. Detailed Breakdown of the Contract Cost

Administrative Service

Copy of Advertisement of Invitation to Bid/Request for expression of interest

Administrative Service

Documentary requirements under Sections 23.1 and 25.2b for infrastructure projects, 23.1 and 25.2a for goods, and 24.1 and 25.2c for consulting services of the Revised IRR of RA No. 9184

Administrative Service

Minutes of Pre-procurement Conference for projects costing above 5M for infrastructure, and 1M and above for consulting services

Administrative Service

Bid Evaluation Report

Administrative Service

Ranking of short listed bidders for consulting services

Administrative Service

Post Qualification Evaluation Report

Administrative Service

Print-out copy of Notice of Award, Notice to Proceed and Contract of Award in the PhilGEPS

Administrative Service

For LGUs, Board Resolution authorizing the LCE to enter into contract

Administrative Service

Evidence of Invitation of three observers in all stages of the procurement process

Administrative Service 150

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Request for purchase or requisition of supplies, materials, and equipment duly approved by proper authorities

Administrative Service

Other supporting document/s:

Administrative Service INFRASTRUCTURE

ADDITIONAL DOCUMENTARY REQUIREMENTS: Letter request from contractors for advance/progress/final payment or for substitution in case of release of retention money

Bureau/Service/Office concerned

Common to progress/final payments

Bureau/Service/Office concerned

a. Statement of Work Accomplished/Progress Billing

Bureau/Service/Office concerned

b. Inspection Report by the Agency's Authorized Engineer

Bureau/Service/Office concerned

c. Results of Test Analysis, if applicable

Bureau/Service/Office concerned

d. Statement of Time Elapsed

Bureau/Service/Office concerned

e. Monthly Certificate of Payment

Bureau/Service/Office concerned

f. Contractor's Affidavit on payment of laborers and materials

Bureau/Service/Office concerned

g. Pictures, before, during and after construction of items of work especially the enbedded items

Bureau/Service/Office concerned

h. Photocopy of vouchers of all previous payments

Bureau/Service/Office concerned

i. Certificate of completion

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned ADVANCE PAYMENT

ADDITIONAL DOCUMENTARY REQUIREMENTS: Irrevocable Standby Letter of Credit/Security Bond/Bank Guarantee

Bank

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

Office concerned

151

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements VARIATION ORDER/ CHANGE ORDER/EXTRAWORK ORDER ADDITIONAL DOCUMENTARY REQUIREMENTS: Office concerned Copy of Approved Variation Order/ Change Order/ Extra Work Order Copy of Approved original plans indicating the affected portions of the project and duly revised plans and specifications, if applicable, indicating the changes made which shall be color coded

Office concerned

Copy of the agency’s report establishing the necessity/justifications for the need of such CO and/or EWO which shall include (a) Computation as to quantities of the addt’l works involved per item indicating the specific stations where such works are needed (b) date of inspection conducted andthe results (c) detailed estimate of the unit cost of such items of work for new unit costs includingthose expressed in volume/area/lump-sum lot

Office concerned

Copy of the approved/revised PERT/CPM Network Diagram which shall be color coded reflecting the effect of additional/deductive time on the contract period and the corresponding detailed computations

Office concerned

Copy of the COA Technical Evaluation Report for the original contract

COA

If the variation order to be reviewed is not the 1 stvariation order, all the above requirements for all the previously approved variation orders, if not yet reviewed, otherwise, copy of the COA Technical Evaluation Report of the previously approved Variation Orders

COA

Additional Performance security in the prescribed form and amount if variation order exceeds 10% of the original contract cost

Office concerned

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

Office concerned

PROGRESS PAYMENT

ADDITIONAL DOCUMENTARY REQUIREMENTS: Office concerned

Request for Progress Payment for Work Accomplished 152

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Statement of Work Accomplished (SWA)/Progress Billing

Office concerned

Other supporting document/s:

Office concerned CONSULTING SERVICES

ADDITIONAL DOCUMENTARY REQUIREMENTS: If not in the Terms of Reference, appropriate approved documents indicating the expected outputs/deliverables

Office concerned

Copy of the Approved Manning Schedule indicating the names and positions of the consultants and staff and the extent of their participation in the project

Office concerned

Copy of the curriculum vitae of the consultants and staff

Office concerned

Letter request for payment from the consultant

Office concerned

Approved Consultancy Progress/Final Reports, and/or output required under the contract

Office concerned

Progress/Final Billing

Office concerned

Contract of Infrastructure Projects subject of Project Management Consultancy Services

Office concerned

Other supporting document/s:

Office concerned

SUPPLIES, MATERIALS, EQUIPMENT AND MOTOR VEHICLE ADDITIONAL DOCUMENTARY REQUIREMENTS: Certificate of Exclusive Distributorship, if applicable Samples and brochures/photographs, if applicable

Supplier

For Imported Items:

Supplier

a. Consular Invoice/Pro-forma invoice of the foreign supplier with the corresponding details

Supplier

b. Home Consumption Value of the Items

Supplier

c. Breakdown of the expenses incurred in the Importation

Supplier 153

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Original copy of Dealers/Suppliers' Invoices showing the duly signed by the dealer or his representative, and indicating receipt by the proper agency official of items delivered

Suppliers

Results of Test Analysis, if applicable

Office concerned

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

Bureau of Customs or the BIR

Inspection and Acceptance Report prepared by the Department/Agency property inspector and signed by the Head of Agency or his authorized representative

Administrative Service

For equipment, Property Acknowledgment Receipt

GSD, Administrative Service

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 nonexpendable supplies, after acceptance by the procuring entity of the delivered supplies

Office concerned

Request for purchase of supplies, materials and equipment duly approved by proper authorities

Office concerned

In case of motor vehicles, authority to purchase from: a. Agency head and Secretary of DBM, or OP depending on the type of vehicle being provided

Office concerned

b. 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)

Office concerned

For procurement of drugs and medicines a. Certificate of product registration from Food and Drug Administration (FDA)

Food and Drug Administration (FDA)

b. Certificate of good manufacturing practice from FDA

Food and Drug Administration (FDA)

c. Batch Release Certificate from FDA

Food and Drug Administration (FDA)

154

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements d. If the supplier is not the manufacturer, certification from the manufacturer that the supplier is an authorized distributor/dealer of the products/items

Food and Drug Administration (FDA)

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

Concerned Office

GENERAL SUPPORT SERVICES (JANITORIAL, SECURITY, MAINTENANCE, GARBAGE COLLECTION AND DISPOSAL AND SIMILAR SERVICES

ADDITIONAL DOCUMENTARY REQUIREMENTS: For janitorial/security/maintenance services: a. Appropriate approved documents indicating the following: a.1 The number of personnel involved and their corresponding rates/salary

Administrative Service/concerned office

a.2 Schedule of work and places of assignment or station/visits indicating, among others, the number of hours per visit

Concerned office

a.3 The type and number of equipment to be served (in case of visitorial maintenance service)

Administrative Service/concerned office

b. The scaled floor plans of the building and other area/s covered by the service contract (for janitorial services)

Administrative Service/concerned office

c. The group classification of personnel to detennine the Equivalent Equipment Monthly Statutory Minimum Wage Rate in accordance with the applicable Rules Implementing RA No. 6727

Administrative Service/concerned office

d. Approved documents indicating the minimum requirements of the agency on the number of security personnel to be involved in the project (for security service contract)

Administrative Service/concerned office

e. The population of the agency where the services are rendered (for security service controls)

Administrative Service/concerned office

f. Detailed description of the maintenance services to be rendered or activities to be performed (for maintenance service contracts)

Administrative Service/concerned office

For Garbage Collection and Disposal a. Complete description/specifications (brand name, model, make/country of origin, hp, piston displacement, capacity) and number of units of dump trucks to be used 155

Administrative Service/concerned office

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements b. Complete descriptions/specifications (age, condition, brand, etc.) and number of units of all other equipment to be rented/used

Concerned Office

c. Appropriate approved documents containing the terms and conditions, whether operated or bare rental for heavy equipment, whether per trip or package deal; and other relevant condition

Concerned Office

d. The designated dumpsitellocation of dumpsite (if provided in a separate document)

Concerned Office

e. The measurement in kilometers of the total distance covered by one complete route for all the required routes to be traveled

Concerned Office

f. Estimated volume in cubic meters of garbage to be hauled from area of operation, including the basis for such estimates

Concerned Office

g. In cases where the type of contract differs from the usual per trip contract basis, sufficient justification and comparative analysis between the type of contract adopted against the basic per trip type of contract

Concerned Office

For forwarding/shipping/hauling contract a. The type/kind and technical description of the mode of transportation used

Concerned Office

b. The point of origin and destination including the estimated distance/s if transported by land

Concerned Office

c. The estimated weight and volume of cargoes involved

Concerned Office

Accomplishment Report

Concerned personnel

Request for payment

Concerned personnel

Contractor's Bill

Contractors

Certificate of Acceptance

Concerned personnel

Record of Attendance/Service

Concerned personnel

Proof of remittance to concerned government agency and/or GOCCs [BIR/Social Security System (SSS)/Pag-Ibig]

GOCCs [BIR/Social Security System (SSS)/Pag-Ibig]

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

Concerned Office 156

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements RENTAL CONTRACTS ADDITIONAL DOCUMENTARY REQUIREMENTS: For privately-owned office/building: a. Complete copy of the building floor plans indicating in shaded colors the rentable space

Municipal

b. Copy of the Certificate of Occupancy of the building or appropriate approved documents showing the date the building was constructed or age of the building

Municipal

c. Complete description of the building as to type, kind and class including its component parts and equipment facilities such as, but not limited to, parking areas, elevators, air-conditioning systems, firefighting equipment, etc.

Municipal

d. Copy of the Master of Deed Declaration and Restrictions in case of lease/rental of office condominiums

Municipal

For equipment rental/lease/purchase contract: a. Agency evaluation of equipment utilization

Administrative Service/concerned office

b. Pertinent data of area of operation

Administrative Service/concerned office

List of prevailing comparable property within vicinity Vicinity map

Municipal

Request for payment

Third party/Biller

Bill/Invoices

Third party/Biller

Certificate of occupancy (space/building)

Third party/Biller

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

Third party/Biller

157

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements

REPAIR AND MAINTENANCE OF AIRCRAFT, EQUIPMENT AND MOTOR VEHICLES ADDITIONAL DOCUMENTARY REQUIREMENTS: Copy of the pre-repair evaluation report and approved detailed plans by the agency showing in sufficient detail the scope of work/extent of repair to be done

Administrative Service/concerned office

Copy of the latest service bulletin, in case of aircraft

Administrative Service/concerned office

Report of waste materials

Administrative Service/concerned office

Copy of document indicating the history of repair

Administrative Service/concerned office

Post-inspection reports

Administrative Service/concerned office

Warranty Certificate

Administrative Service/concerned office

Request for payment

Third party/Biller

Bill/Invoices

Third party/Biller

Certificate of Acceptance

Administrative Service/concerned office

Pre-repair inspection reports

Administrative Service/concerned office

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

Concerned Office

PROCUREMENT THROUGH LIMITED SOURCE BIDDING Purchase Order/Letter Order/Contract

Administrative Service/concerned office

Proof of posting of invitation or request for submission of price quotation

Administrative Service/concerned office

Performance and warranty securities

Administrative Service/concerned office

BAC resolution recommending and justifying to the HOPE the use of alternative mode of procurement, approval by the HOPE of the BAC resolution recommending award of contract

Administrative Service/concerned office

Proof of posting of Notice of Award

Administrative Service/concerned office 158

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Approved Procurement Plan

Administrative Service/concerned office

Request for purchase or requisition of supplies, materials and equipment, duly approved by proper authorities

Concerned office

Original copy of the delivery invoice

Third party/Biller/AS

Duly accomplished Inspection and Acceptance Report

Administrative Service

Approval by the HoPE or his duly authorized representative on the use of alternative method of procurement, as recommended by BAC

Administrative Service

Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Gov’t or any of its agencies, offices, corporations or LGUs

Administrative Service

Sword affidavit of the bidder that it is not related to the HOPE by consaguinity or affinity up to the third civil degree

Administrative Service

Copy of direct invitation to bid served by the concerned agency to all suppliers or consultants appearing in the pre-selected list of manufacturers/suppliers/ distributor with known experience and proven capability on the requirements of the particular contract

Administrative Service/concerned office

Winning bidder’s offer or proposal

Administrative Service

Abstract of bids showing the most responsive and complying bidder from among the other bidders who participated

Administrative Service

Notice of Award

Administrative Service

Documentary requirements under Sections 23.1 and 25.2b for infrastructure projects, 23.1 and 25.2a for goods, and 24.1 and 25.2c for consulting services of the Revised IRR of RA No. 9184

Concerned office

Such other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review an in the technical evaluation thereof

Concerned office

Bid security

Administrative Service

Other supporting document/s:

Concerned office

159

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements PROCUREMENT THROUGH DIRECT CONTRACTING Purchase Order/Letter Order/Contract

Administrative Service/concerned office

Proof of posting of invitation or request for submission of price quotation

Administrative Service/concerned office

Performance and warranty securities

Administrative Service

BAC resolution recommending and justifying to the HOPE the use of alternative mode of procurement, approval by the HOPE of the BAC resolution recommending award of contract

Administrative Service

Proof of posting of Notice of Award

Administrative Service/concerned office

Approved Procurement Plan

Administrative Service

Request for purchase or requisition of supplies, materials and equipment, duly approved by proper authorities

Administrative Service/concerned office

Original copy of the delivery invoice

Administrative Service/concerned office

Duly accomplished Inspection and Acceptance Report

Administrative Service/concerned office

Approval by the HoPE or his duly authorized representative on the use of alternative method of procurement, as recommended by BAC

Administrative Service/concerned office

Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Gov’t or any of its agencies, offices, corporations or LGUs

Administrative Service/concerned office

Sworn Affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the 3rd civil degree

Administrative Service/concerned office

Copy of letter to selected manufactures/supplier/distributor to submit a price quotation and conditions of sale

Administrative Service/concerned office

Certificate of Exclusive Distributorship issued by the principal

Administrative Service/concerned office

Certification form the agency’s authorized official that there are no sub-dealers selling at lower prices and for which no suitable substitute can be obtained at more advantage to the govt

Administrative Service/concerned office

160

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Certification of the BAC in case of procurement at critical plant components and/or to maintain certain standards

Administrative Service/concerned office

Study/survey done to determine the there are no sub-dealers selling at lower prices and for which no suitable substitute can be obtained at more advantage to the govt

Administrative Service/concerned office

Such other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review an in the technical evaluation thereof

Administrative Service/concerned office

Other supporting document/s:

Concerned office PROCUREMENT THROUGH REPEAT ORDER

Purchase Order/Letter Order/Contract

Administrative Service/concerned office

Proof of posting of invitation or request for submission of price quotation

Administrative Service/concerned office

Performance and warranty securities

Administrative Service/concerned office

BAC resolution recommending and justifying to the HOPE the use of alternative mode of procurement, approval by the HOPE of the BAC resolution recommending award of contract

Administrative Service/concerned office

Proof of posting of Notice of Award

Administrative Service/concerned office

Approved Procurement Plan

Administrative Service/concerned office

Request for purchase or requisition of supplies, materials and equipment, duly approved by proper authorities

Administrative Service/concerned office

Original copy of the delivery invoice

Administrative Service/concerned office

Duly accomplished Inspection and Acceptance Report

Administrative Service/concerned office

Approval by the HoPE or his duly authorized representative on the use of alternative method of procurement, as recommended by BAC

Administrative Service/concerned office

Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Gov’t or any of its agencies, offices, corporations or LGUs

Administrative Service/concerned office

161

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Sworn Affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the 3rd civil degree

Administrative Service/concerned office

Copy of the original contract used as basis for repeat order indicating that it was awarded thru public bidding

Administrative Service/concerned office

Certification from the Purchasing Dept/Office that the supplier has complied with all requirements under the original contract

Administrative Service/concerned office

Other supporting document/s:

Concerned office PROCUREMENT THROUGH SHOPPING

Purchase Order/Letter Order/Contract

Administrative Service/concerned office

Proof of posting of invitation or request for submission of price quotation

Administrative Service/concerned office

Performance and warranty securities

Administrative Service/concerned office

BAC resolution recommending and justifying to the HOPE the use of alternative mode of procurement, approval by the HOPE of the BAC resolution recommending award of contract

Administrative Service/concerned office

Proof of posting of Notice of Award

Administrative Service/concerned office

Approved Procurement Plan

Administrative Service/concerned office

Request for purchase or requisition of supplies, materials and equipment, duly approved by yproper authorities

Administrative Service/concerned office

Original copy of the delivery invoice

Administrative Service/concerned office

Duly accomplished Inspection and Acceptance Report

Administrative Service/concerned office

Approval by the HoPE or his duly authorized representative on the use of alternative method of procurement, as recommended by BAC

Administrative Service/concerned office

Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Gov’t or any of its agencies, offices, corporations or LGUs

Administrative Service

Sworn Affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity uo to the 3rd civil degree

Administrative Service/Bidder

162

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Price quotations from at least three bonafide and reputable manufacturers/suppliers/ distributors

Supplier, Concerned office

Abstract of canvass

Administrative Service/concerned office

Other supporting document/s:

Concerned office NEGOTIATED PROCUREMENT

Purchase Order/Letter Order/Contract

Administrative Service/concerned office

Proof of posting of invitation or request for submission of price quotation

Administrative Service/concerned office

Performance and warranty securities

Administrative Service/concerned office

BAC resolution recommending and justifying to the HOPE the use of alternative mode of procurement, approval by the HOPE of the BAC resolution recommending award of contract

Administrative Service/concerned office

Proof of posting of Notice of Award

Administrative Service/concerned office

Approved Procurement Plan

Administrative Service/concerned office

Request for purchase or requisition of supplies, materials and equipment, duly approved by proper authorities

Administrative Service/concerned office

Original copy of the delivery invoice

Administrative Service/concerned office

Duly accomplished Inspection and Acceptance Report

Administrative Service/concerned office

Approval by the HoPE or his duly authorized representative on the use of alternative method of procurement, as recommended by BAC

Administrative Service/concerned office

Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Gov’t or any of its agencies, offices, corporations or LGUs

Administrative Service

Sword affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the third civil degree

Administrative Service/Bidder

163

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements

IN CASE OF TWO FAILED BIDDINGS, EMERGENCY CASES, TAKE-OVER OF CONTRACT AND SMALL VVALUE PROCUREMENT: Price quotation/bids/final offers from at least be three invited suppliers

Supplier/Concerned Office

Abstract of submitted Price Quotation

Supplier/Concerned Office

BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid

Administrative Service

IN CASE OF TWO FAILED BIDDINGS: Agency's offer for negotiations with selected suppliers, contractors or consultants

Administrative Service

Certification ofBAC on the failure of competitive bidding for the second time

Administrative Service

Evidence of invitation of observers in all stages of the negotiation

Administrative Service

Eligibility documents in case of infrastructure projects

Administrative Service

IN EMERGENCY CASES: Concerned office

Justification as to the necessity of purchase IN CASE OF TAKE-OVER OF CONTRACTS:

Copy of terminated contract

Concerned personnel

Reasons for the termination

Administrative Service/concerned office

Negotiation documentwith the second lowest calculated bidder or the third lowest calculated bidder in case of failure of negotiation with the second lowest bidder. If negotiation still fails, invitation to at least three eligible contractors

Administrative Service/concerned office

Approval by the Head of the Procuring Agency to negotiate contracts for projects under exceptional cases

Administrative Service/concerned office

IN CASE OF SMALL VALUE PROCUREMENT: Letter/invitation to submit proposals

Concerned office

164

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements FOR ADJACENT OR CONTIGUOUS PROJECTS: Original contract and any document indicating that the same resulted from competitive bidding

Administrative Service/concerned office

Scope of work which should be related or similar to the scope of work of the original contract

Administrative Service/concerned office

Latest Accomplishment Report of the original contract showing that there was no negative slippageg/delay

Administrative Service/concerned office

Other supporting document/s:

Administrative Service/concerned office ADVERTISING EXPENSES

ADDITIONAL DOCUMENTARY REQUIREMENTS: Bill/Statement of Account

Supplier/Biller

Copy of newspaper clippings evidencing publication and/or CD in case of TV/Radio commercial

Supplier/Biller

Other supporting document/s:

Concerned Office FOR PROCUREMENT THROUGH AUTOMATIC DEBIT ARRANGEMENT (ADA) OR DIRECT PAYMNET

Same documents required under goods, infrastructure or consulting services depending ont he mode of procurement adopted and the nature of expenses

Administrative Service , Concerned Office

Letter request from the Head of the Agency to the Bank to pay/credit the account of the supplier

Administrative Service , Concerned Office

Confirmation from the bank that the account of the supplier has already been credited (for post audit purposes)

Bank

Other supporting document/s:

Concerned Office CULTURAL AND ATHLETIC ACTIVITIES

Budget estimates approved by the Head of Agency

FMS

Other supporting document/s:

Concerned Office

165

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements HUMAN RESOURCE DEVELOPMENT AND TRAINING PROGRAM Budget estimates approved by the Head of Agency

FMS

Schedule of training approved by the Head of the Agency

Concerned Office

Other supporting document/s:

Concerned Office FINANCIAL EXPENSES

Loan Agreements/Memoranda of Agreement together with supporting documents

Third Party

Statement of Account

Third Party

Bank Debit memos

Bank

Other supporting document/s:

Concerned personnel SALARY OF CONTRACT OF SERVICE (COS)/JOB ORDERS (JO)

Certified Copy of Notarized Contract received by COA Personnel Division, Administrative Service/concerned personnel

Original and Approved DTR

Administrative Service/concerned personnel

(In case of handwritten entries, shall be supported with Raw Swipe from PD or Logbook Entries duly certified by the CSU, AS) Original Accomplishment Report, noted by immediate supervisor/IPCR for the period claimed signed by the immediate supervisor and Head of Office

concerned personnel

Duly signed SPSMS Monthly DPCR Monitoring Form No. 4

Administrative Service/concerned personnel

DO/PTL noted by the CSU/TO and CA for official travels/businesses

Records Section/Concerned personnel

DO if Exempted on Using the Biometrics Machine

Records Section/Concerned personnel

Original Certificate of Services rendered (signed by immediate supervisor) (If exempted to the usage of biometrics)

Administrative Service/concerned personnel

Photocopy of BIR Certifications (BIR Forms 1901/0605, Certificate of Registration)

concerned personnel

Members Data Record (MDR) 166

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Clearance (end of Contract/resignation/termination)

Personnel Division AS

Overtime Order (for rendered OT)

FMS, Concerned Office

Accomplishment Report (Report duly certified by Supervisors for rendered OT)

Concerned Office

Permission Slip, if any For community facilitators: a. Work Plan

Concerned Office

b. Implementation Diary

Concerned Office

Overtime Slip

Concerned Office

Other supporting document/s:

Concerned Office DEATH CLAIM BENEFIT

Death Certificate

Philippine Statistics Authority

Marriage Contract (authenticated by NSO)

Philippine Statistics Authority

a. Certified True Copy of Marriage Certificate (If the claimant is the widow/widower of the DBO;

Philippine Statistics Authority Philippine Statistics Authority

Birth Certificate of all surviving heir (authenticated by NSO) a. Birth Certificate (if the claimant is the son/daughter of the DBO

Philippine Statistics Authority

b. Certified True copy of birth certificate of the deceased or affidavit of two (2) disinterested parties (if the deceased barangay official is single and the claimant is his/her parent/brother/sister)

Philippine Statistics Authority

Waiver of right of children 18 years old and below

Philippine Statistics Authority

Waiver of rights if there is more than one beneficiary in cases of siblings

Concerned Personnel/Claimant

Affidavit of guardianship if the deceased is the widow/widower/ single if the claimant is the guardian of the children who are minors

Concerned Personnel/Claimant 167

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements In the absence of the primary and secondary beneficiaries, the claimant may present valid ID or certification from the barangay that the claimant is a resident of the barangay

Concerned Personnel/Claimant

Special Power of attorney, in case claimant/s cannot personally do the transaction.

Lawyer

Valid ID of Claimant/Beneficiary but not limited to: Voter’s ID, Driver’s License, Postal ID, Passport, Certification from the Barangay that he/she is a resident of the said barangay

Concerned Personnel/Claimant

Other supporting document/s:

Concerned Personnel/Claimant HONORARIA OF LTIA BOARD MEMBERS

Department Order

Record Section, GSD, Administrative Service

Accomplishment Report

Concerned Personnel

Computation/Basis of amount of honoraria

Concerned Personnel

Other supporting document/s:

Concerned Personnel MID-YEAR BONUS (MYB)

FOR INDIVIDUAL CLAIMS Clearance from money, property and legal accountabilities

Personnel Division, AS

Certification from head of Office that the employee is qualified to receive the MYB

Personnel Division, AS

Other supporting document/s:

Concerned Personnel

GENERAL CLAIMS MYB Payroll

Accounting Division, FMS

Payroll Register (hard and soft copy)

Accounting Division, FMS

Letter to the Bank to credit employees account of their MYB claims

Accounting Division, FMS

Deposit slips

Bank

Other supporting document/s:

Concerned Personnel 168

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements PERFORMANCE BASED BONUS (PBB) PBB Payroll

FMS-Accounting Division

Guidelines, if applicable

Administrative Service

Certification from the Personnel Div.,

Personnel Division, AS

Certification of Non-receipt of Bonus

Personnel Division, AS

Other supporting document/s:

Personnel Division, AS MEALS (reimbursement)

Certified Correct Attendance Sheet

Bureau/Service/Office concerned

Certificate of Attendance duly signed by the Head Of Office

Bureau/Service/Office concerned

Aprroved Activity Design

Bureau/Service/Office concerned

3 Quotations

GSD, Administrative Service

Approved PPMP

Office concerned

Official Receipts/Cash invoice

Hotel

Activity Report/Minutes of the Meeting/Program of Activities signed by the Head of Office

Office concerned

Purchase Request

Office concerned

Inspection & Acceptance Report

Administrative Service

Other supporting document/s:

Office concerned CATERING, LEASE OF VENUE AND ACCOMMODATION

Certified Correct Attendance Sheet signed per day -(AM and PM)

Bureau/Service/Office concerned

Original Statement of Account/Charge Invoice/Delivery Receipt/Bill or Official Receipts

Supplier/Biller

169

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Notarized Contract Received by COA/Approved Purchase Order/Job Order/MOA and comment of Legal Service

Office concerned

Justification on the late submission of Contract to COA

Office concerned

Photocopy of Approved Activity Design

Office concerned

3 Quotations (with menu)

GSD, Administrative Service Office concerned

Photocopy of Approved APP/PPMP/Supplemental PPMP BAC Resolution

BAC, Administrative Service

Certificate of Availability of Funds

FMS Office concerned

Certificate of Attendance signed by the Head of Office Justification if the amount exceeded the allowable allocation/contract price

Office concerned

Justification if no. of participants is less than the guaranteed participants in the contract

Office concerned

Program of Activities

Office concerned

Omnibus Sworn Statement Cert. of Registration from PhilGEPs

PhilGEPs

Latest Income/Business Tax Return and Business Permit

BIR/FMS

Approved Purchase Request

GSD, Administrative Service

Request for Quotation (at least 3 suppliers)

Suppliers

PhilGeps Posting for catering services Php 50,000 and above, if applicable

PhilGeps

PhilGEPS posting of Award of Notice

PhilGeps

Abstract of Quotation

Office concerned

Duly Signed Inspection and Acceptance Report

Office concerned 170

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Terminal Report/Post Activity Report

Concerned Office

Order/Memorandum for the conduct of training/seminar

Concerned Office

Notice of Award

Administrative Service

Notice to proceed

Administrative Service

Requisition and Issue Slip

Administrative Service

Abstract of Quotation

Administrative Service

Registration Card/Sheet

Administrative Service

Order Slip

Administrative Service

Invitation

Administrative Service

Office/Travel Order of Visitors, for indirect invitation

Administrative Service

Rooming List/Guest Folio

Administrative Service

Letter of Authorization

Administrative Service

Inspection and Acceptance Report

Administrative Service

Compliance Rating

Administrative Service

Minutes of Meeting

Concerned Office Concerned Office

Other supporting document/s: SUPPLIES PURCHASED THRU PS-DBM Original copy of Approved Purchase Request

GSD, Administrative Service

Original copy of Approved and Funded APR

Administrative Service

Photocopy of Approved Approved PPMP-highlight the items to be procured

Office Concerned

Changes on the amount in the PR should be typewritten and initialed by authorized official (if any)

Office Concerned 171

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Price Quotation and Stock Availability Certification

Administrative Service

Purchase Order

Administrative Service

Duly Accomplished IAR

Administrative Service

Inspection Report

Administrative Service

RIS/ICS/PAR

Administrative Service Office Concerned

Training/Activity Design, if applicable

Annual Procurement Plan

Administrative Service

Other supporting document/s:

Office Concerned PAYMENT FOR MOBILIZATION FEE

Irrevocable Standby Letter of Credit/ Security bond/Bank Guarantee

Bank

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

Office Concerned

REMITTANCES TO VARIOUS FINANCIAL INSTITUTIONS

Summary of Remittance (Employee and/or Employer Contributions) signed by the Accountant

Financial Management Service

Other supporting document/s:

Office Concerned FIDELITY BOND

Notice of Renewal from BTr or Request for Bonding and/or Cancellation of Bond of Accountable Officials and Employees, whichever is applicable

Bureau of Treasury

List of Accountable Public Officers and Employees/List of Bonded Officials certified by CAO (Form N - New/Form B - Renewal)

Bureau of Treasury

Form 57A with ID Picture

Bureau of Treasury

Form 58A with ID Picture

Bureau of Treasury 172

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Official receipt, in case of reimbursement

supplier

Confirmation, in case of reimbursement

Administrative Service

Statement of Assets, Liabilities and Net worth (SALN)

Administrative Service

Regional Order - Designation of Bonded Officer

Administrative Service

Other supporting document/s:

Administrative Service LEASE PURCHASE

Original copy of the Notarized contract received by COA

Record Section, GSD, Administrative Service

Original Purchase Request

GSD, Administrative Service

3 Quotations

GSD, Administrative Service

Photocopy of Approved PPMP/BAC

GSD, Administrative Service

Photocopy of Certificate of Sole Distributorship(Exclusive Dealer)

GSD, Administrative Service

Photocopy of Statement of Account

Supplier

Original copy of the Property Acknowledgement Receipt (PAR)

GSD, Administrative Service

Photocopy of Income/Business Tax Return & Business Permit

GSD, Administrative Service

Photocopy of Cert. of Registration from PhilGEPs

GSD, Administrative Service

Other supporting document/s: SUBSCRIPTIONS

BAC Resolution

BAC, Administrative Service

PPMP/Approved APP

Procurement Service, Admin Service

Contract received by COA

Supplier

Statement of Account

Supplier

173

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Delivery Receipt/Certification of Delivery

GSD, Administrative Service

Approved Purchase Request

GSD, Administrative Service

Other supporting document/s:

Concerned office RELEASE OF ASSISTANCE FOR FORMER REBELS (FRS) E-CLIP

A. FOR REINTEGRATION ASSISTANCE, IMMEDIATE ASSISTANCE AND LIVELIHOOD ASSISTANCE JAPIC Certification

Regional Office, NBOO

E-CLIP Enrolment Form

Regional Office, NBOO

Other supporting document/s:

Regional Office, NBOO

B. FIREARMS REMUNERATION Property Turn-In Slip (PTIS)

Regional Office, NBOO

Technical Inspection Report (TIR)

Regional Office, NBOO

Cost Valuation Certificate

Regional Office, NBOO

Other supporting document/s:

Regional Office, NBOO

C. FOR CONSTRUCTION AND/OR REHABILITATION OF EXISTING FACILITY TO SERVCE AS HALFWAYHOUSE BY LGU OR RECEIVING UNIT Request from the LGU/ Receiving Unit

Regional Office, NBOO, concerned personnel

Program of Works

Regional Office, NBOO, concerned personnel

Sanggunian Resolution (LGU), if applicable

Regional Office, NBOO, concerned personnel

Proof of Donation of Land

Regional Office, NBOO, concerned personnel

Other supporting document/s:

Regional Office, NBOO, concerned personnel

174

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements RELEASE OF SGLG INCENTIVE

Regional Office, concerned personnel

Certified true copy of the Annual Investment Program AIP or Local Development Investment Program (LDIP)/Provincial Development Investment Program (PDIP) for the year (page indicating the project by the Secretary of the Sanggunian)

Regional Office, concerned personnel

Checklist of Project (Annex D) indicating the proposed project duly approved by the LCE

Regional Office, concerned personnel

Certification from Agency Accountant or Bank certified of the Existing Trust Fund Account of LGUs for new awardees

Regional Office, concerned personnel

Other supporting documents necessary based on the guidelines for the year

Regional Office, concerned personnel DONATIONS

Department Order

Record Section, GSD, Administrative Service

Letter Request

Concerned personnel

BAC Resolution

BAC Section Administrative Service

Deed of Donation

Concerned personnel

Other supporting document/s:

Concerned personnel INTERNET/COMMUNICATION EXPENSES

Call Cards and/or Official Receipt

Bureau/Service/Office concerned

SOA and Official Receipt

Telecommunication company

Certification that the calls made/internet usage are official

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned

CHECKBOOKS AND ACCOUNTABLE FORMS/OFFICIAL RECEIPTS A. CHECKBOOKS (MDS AND TRUST FUND) GSD, Administrative Service

Approved purchase request 175

DILG OFFICES Monday to Friday 8am to 5pm

Where to secure

Documentary requirements Request to order checks

Administrative Service

Authorization to order check books issued by Bureau of Treasury

Administrative Service

Monthly Estimates/Accounts Payable that cannot be paid through ADA

Financial Management Service

Statement of Accountability for Accountable Forms w/o Money Value

Bureau/Service/Office concerned

Loan Agreements/Memoranda of Agreement together with supporting documents, if applicable

Bureau/Service/Office concerned

Bank debit memos, if applicable

Bank

Other supporting document/s:

Concerned Office

B. ACCOUNTABLE FORMS/OFFICIAL RECEIPTS Purchase Request

Concerned Office

Other supporting document/s:

Bureau/Service/Office concerned TRAINING REGISTRATION/TRAINING FEE

Travel Order/Regional Order/Provincial Order/ Department Order of Attendees

Concerned Office

Invitation/Memorandum, if applicable

Concerned Office

Official receipt/s (for reimbursement, if paid by attendee)

Concerned staff

Certificate of attendance for the training

Bureau/Service/Office concerned

Statement of Account

Hotel

Activity Design

Bureau/Service/Office concerned

Other supporting document/s:

Bureau/Service/Office concerned

176

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.1. Receive and check the Obligation Request & Status (ORS)/Budget Utilization Request and Status (BURS) and Disbursement voucher (DV) with corresponding attachment based on the checklist of Documentary Requirements. If incomplete, return/notify client for appropriate action.

Receiving Officer COS-ADA VI - Budget Division

1 Hour

A. CENTRAL OFFICE 1. Submit a copy of ORS/BURS and DV with corresponding Documentary Requirements depending on the type of claim.

1.2. Review and process the ORS/BURS: ▪ Allocate funds by verifying against the availability of funds then assign UACS Object Code ▪ Encode the ORS/BURS details in the Financial Reporting System (FRS) for the system generated ORS number for appropriate action ▪ Record in the book of registries 1.3. Validate the correctness and accuracy of the processed ORS/BURS, initially approve the ORS/BURS in the FRS and affix initial in the Box B of ORS/BURS (physical copy)

1.4. Certify the availability of allotment and obligation, approve the ORS/BURS in the FRS and sign the Box B of the ORS (physical copy)

177

Admin Officer II/IV-Budget Division

3 Hours

Admin Officer V – Budget Division

1 Hour

Chief, Budget Division

1 Hour

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.5. Detach the original signed copy of the ORS/BURS for filing, update monitoring log-sheet and forward the approved ORS/BURS to Accounting Division/ASProcurement Section

Releasing Officer – (COSADAS VI) – Budget Division

50 Minutes

Client Action (Detailed steps)

CO: Receiving Officer(COSADAS III/VI/Driver I) – Acctg. Div

30 mins.

1.7. Assign Processor

(COS-ADAS III/VI) – Acctg. Div

30 mins.

1.8. Process Disbursement Voucher: ▪ Check the completeness and appropriateness of supporting documents and its compliance with auditing and accounting rules and regulations ▪ Record the details of the claim on the Individual Index of Payment (IIP) Card ▪ Update the needed details in the Financial Reporting System (FRS)

Admin Officer IV, Accountant II,ADAS III, (COS-ADAS VI/Sr. Admin. Assistant II) - Acctg. Div.

2 Working Days, 4 Hours

1.6. Receive the DV with the supporting documents, check against the details in the Data Management System (DMS)/Monitoring log sheet and generate DV no. from the Financial Reporting System

Admin Assistant II/Admin. Officer II – Acctg. Div

1.9. Verify the availability of cash

178

30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

Chief Disbursement Section/Assistant Div. Chief/Div. Chief- Acctg. Division

1 Hour

Releasing Officer (COSAdmin Assistant III/VI/Driver I) - AD

30 Minutes

1.11. Review and approve processed disbursement voucher: ▪ Review the completeness and appropriateness of supporting documents and its compliance with accounting and auditing rules and regulations ▪ Accuracy in the computation of the claim ▪ Correctness of the entries in Box B of the disbursement voucher and IIP card as well as the details on the Financial Reporting System

1.12. Release approved disbursement voucher to Cash Section or to Approving Officials.

1.13. Receive, record and check the approved/signed Disbursement Voucher with attached supporting documents and determine whether LDDAP or check.

1.13.a. For LDDAP-ADA: Prepare the List of Due and Demandable Accounts Payable-Advice to Debit Account.

1.13.a.1. Review and sign LDDAP-ADA. Verifies completeness of signature and check the amount against the disbursement vouchers for issuance of LDDAP-ADA.

1.13.b. For CHECK: Prepare Check and record in the check register.

179

Admin Officer I/ Admin Aide IV - Cash Section, GSD Administrative Service Admin Officer I - Cash Section, GSD Administrative Service Admin Officer I - Cash Section, GSD Administrative Service

Chief- Cash Section, GSD Administrative Service

1 Hour

2 Hours

30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Person in Charge Position Unit / Division

Processing Time

Admin Officer I- Cash Section, GSD Administrative Service

1 Working Day

1.15. Prepare Advice of Checks Issued and Cancelled (LDDAP-ACIC), Financial Data Entry System (FinDES)

Admin Assistant II, Admin Aide IV, Section Chief, Cash Section

2 Hours

1.15.1. Review and sign the LDDAP-ACIC and Financial Data Entry System (FinDES)

Section Chief, Cash Section

1.16. Route the LDDAP-ACIC and Financial Data Entry System (FinDES) to authorized signatories.

Admin Aide IV,Chief,GSD, Director AS

Agency action (Detailed Steps) 1.14. Check the accuracy of entries in the LDDAP-ADA, if found in order, affix initial . 1.14.1. Route all reviewed original LDDAP-ADAs and Checks with supporting documents to designated signatories.

2. Receive payment thru direct credit to payee’s bank account or thru check and accomplish the CSS Form

2.1. Transmit approved LDDAP-ADA, LDDAP-ACIC and FinDES to the Government Servicing Bank (LBP) for crediting to payees/claimant’s bank account or release check to concerned client and administer the CSS

Admin Aide II/VI

Total Processing Time END OF TRANSACTION Notes: The total time may vary per transaction based on the following: 1. Number of claims/vouchers/training designs/PPMPs/PRs received during the day 2. Complexity of transactions/claims 3. Availability of cash allocation 4. Availability of authorized signatories 5. Completeness and correctness of submitted documents - Payment of Services/Salaries are given priority every after the first and second half of the month. - Transactions/Claims by External Clients shall be given top priority 180

30 Minutes

1 Hour

5 Working Days, 6 Hours

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

B. REGIONAL OFFICE 1. Submit a copy of ORS/BURS and DV with corresponding Documentary Requirements depending on the type of claim

1.1. Receive and check the ORS/BURs with DV and other supporting documents. If incomplete, return/notify client for appropriate action

1.2. Review and process the ORS/BURS: ▪ Check the completeness of the supporting documents ▪ Allocate funds by verifying against the availability of funds then assign UACS Object Code ▪ Approve and sign the Box B of the ORS/BURS to certify that allotment is available and the claims obligated is for its deemed purpose 1.3. Validate the correctness and accuracy of the processed ORS/BURS, initially approve the ORS/BURS in the FRS and affix initial in the Box B of ORS/BURS (physical copy)

1.4. Certify the availability of allotment and obligation, approve the ORS/BURS in the FRS and sign the Box B of the ORS (physical copy)

1.5. Detach the original signed copy of the ORS/BURS for filing,update monitoring logsheet and forward the approved ORS/BURS to Accounting Division/ASProcurement Section.

181

Person in Charge Position Unit / Division

Processing Time

Receiving Officer (ADA VI,ADAS II,AO IV)- Budget Section

1 hr

Budget Staff (COS,AO II,II,IV)-Budget Section

2 hrs

Budget Staff (COS,AO II,II,IV)- Budget Section

1 hr

AO IV/V- Budget Section

50 mins

ADA VI, AA IV,AO IV)Budget Section

40 mins

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.6. Receive the DV with the supporting documents, check against the details in the Data Management System (DMS)/Monitoring log sheet and generate DV no. from Financial Reporting System and assign processor

Receiving Officer ADAS II/III,AO IV-Accounting Section

30 mins

ADAS II/III, Accountant II & III Accounting Section

2 wd

Client Action (Detailed steps)

1.7.

Process Disbursement Voucher: ▪ Check the completeness and appropriateness of supporting documents and its compliance with auditing and accounting rules and regulations ▪ Record the details of the claim on the Individual Index of Payment (IIP) Card ▪ Update the needed details in the Financial Reporting System (FRS)

1.8. Verify the availability of cash

30 mins

1.9. Review and approve processed disbursement voucher: ▪ Review the completeness and appropriateness of supporting documents and its compliance with accountingand auditing rules and regulations ▪ Accuracy in the computation of the claim ▪ Correctness of the entries in Box B of the disbursement voucher and IIP card as well as the details on the Financial Reporting System

Accountant II/III- Accounting Section

1.10. Release approved disbursement voucher to Cash Section or to Approving Officials

Accounting staff (COS)ADA IV – Accounting Section

1 hr

1.11. Receive, record and check the approved/signed Disbursement Voucher with attached supportingdocuments and determine whether LDDAP or check

Admin Aide IV, ADAS II Cash Sec/Unit

1 hr

Admn Officer III (cashier), ADAS II –Cash Sec/Unit

2 hrs

1.12.a. For LDDAP-ADA: Prepare the List of Due and Demandable Accounts Payable-Advice to Debit Account

182

1 hr

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

1.13.a.1. Review and sign LDDAP-ADA. Verifies completeness of signatureand check the amount against the disbursement vouchers for issuance of LDDAP-ADA

Processing Time 30 mins

Admn Officer III(cashier),ADAS II – Cash Sec/unit 1.13.b. For CHECK: Prepare Check and record in the check register

1.14. Check the accuracy of entries in the LDDAP-ADA, if found in order, affix initial

30 mins

Accountant II /I II , Head of the Agency or Authorized representative

7 hrs and 30 mins

1.15. Prepare Advice of Checks Issued and Cancelled(LDDAP-ACIC), Financial Data Entry System (FinDES)

Admn Officer III(cashier),ADAS II (Disbursing Officer)

2 hrs

1.15.1. Review and sign the LDDAP-ACIC and Financial Data Entry System (FinDES)

Admn Officer III(cashier),ADAS II (Disbursing Officer)

30 mins

1.14.1. Route all reviewed original LDDAP-ADAs and Checks with supporting documents to designated signatories

183

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

1.16. Route the LDDAP-ACIC and Financial Data Entry System (FinDES) to authorized signatories

Processing Time

30 mins

ADA IV,ADAS II 2. Receive payment thru direct credit to payee’s bank account or thru check and accomplish the CSS Form

2.1. Transmit the approved LDDAP-ADA, Advice of Checks Issued, LDDAP-ACIC and FinDES to Land Bank for crediting to payees specific bank accounts or issuance of check and accomplish CSS

1 hr

Total Processing Time END OF TRANSACTION

Notes a. The total time may vary per transaction based on the following: 1. Complexity of transactions/claims 2. Availability of cash allocation 3. Availability of authorized signatories 4. Completeness and correctness of submitted documents b. Not all regions are using Data Management System or DMS

184

5 working days 7 hrs

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Processin g Time

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

1.1. Receive and check the DV ) with corresponding attachment based on the checklist of Documentary Requirements. If incomplete, return/notify client for appropriate action, update the Processing and Payment of Claims Monitoring Log Sheet then assign processor.

ADAS II/III,AO IV/Acctg StaffAccounting Unit

1 hr

ADA II/III, Accountant II & III-Acctg. Sec. /Unit

2 wd

C. PROVINCIAL OFFICE 1. Submit a copy of DV with corresponding Documentary Requirements depending on the type of claim

1.2. Process Disbursement Voucher: ▪ Check the completeness and appropriateness of supporting documents and its compliance with auditing and accounting rules and regulations.

ADA I /III-Acctg Sec/Unit

1.3. Verify the availability of cash

30 mins

1.4. Review and approve processed disbursement voucher: ▪ Review the completeness and appropriateness of supporting documents and its compliance with accounting and auditing rules and regulations

ADAS II/III –Acctg Sec/Unit

1hr

ADAS II-Acctg Sec/Unit

30mins

Admin Aide IV, ADAS II,

1 hr

▪ Accuracy in the computation of the claim

1.5. Release approved disbursement voucher to Approving Officials.

1.6. Receive, record and check the approved/signed Disbursement Voucher with attached supporting documents and determine whether LDDAP or check

185

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.7. Review and Verifies completeness of signature on the disbursement vouchers and reviews the amount of the check against the DVs

1.8. Prepare Check and record in the check register.

2. Receive payment thru check and accomplish the CSS Form

Person in Charge Position Unit / Division RO/PO:Admn Officer III(cashier),ADAS II (Disbursing Officer),Cash Unit RO/PO:Admn Officer III(cashier),ADAS II (Disbursing Officer),Cash Unit

Processing Time 30 mins

40 mins

1.9. Review and sign Check.

ADAS II(Disbursing Officer)Cash Unit

7 hrs 30 mins

1.10. Route all reviewed Checks with supporting documents to designated signatories

ADAS II (Disbursing Officer)

30 mins

1.11. Prepare Advice of Checks Issued and Cancelled(LDDAP-ACIC),

ADAS II (Disbursing Officer)

20 mins

1.12. Route the LDDAP-ACIC to authorized signatories

ADA IV,ADAS II

30 mins

2.1, Transmit approved LDDAP-ACIC Government Servicing Bank (LBP) for creditingto payees/claimant’s bank account or release check to concerned client and administer the CSS

ADA IV,ADAS II

1 hr

Total Processing Time END OF TRANSACTION

Notes The total time may vary per transaction based on the following: 1. Complexity of transactions/claims 2. Availability of cash allocation 3. Availability of authorized signatories 4. Completeness and correctness of submitted documents Provincial Office is not yet using FRS

186

3 wd 7 hrs

DILG OFFICES HOUR Monday to Friday 8am to 5pm

10. Transfer of Funds Description of Service:

To facilitate the issuance of Sub-Allotment Release Order (SRO) and Notice of Transfer Allocation (NTA) to Regional Offices.

Office

Financial and Management Service (FMS)

Classification

Complex Transaction

Total Processing Time

5 Working Days, 4 Hours, 20 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Regional Office/Operating Unit Where to secure

Documentary requirements Letter request for fund transfer (Sub-Allotment Release Order and Notice of Transfer Allocation) with any of the following applicable attachment: • 1 Photocopy of Operations Plan and Budget (OPB) • 1 Photocopy Activity Design • 1 copy of funding requirement breakdown per Program, Activity and Project (PAP) and per corresponding Expense account name/code. • 1 Photo copy of Notice of Fund Transfer (if not included in OPB) • Schedule of NTA For Barangay Official Death Claims (DBC) and Administrative Personnel Benefits (APB): ● 1 Photocopy of SARO with NCA and list of beneficiaries

Operating/Requesting Unit/Regional Office

DBM

Client Action (Detailed steps)

Agency action (Detailed Steps)

1.Submit letter request of fund transfer (SRO and NTA) with corresponding supporting documents.

1.1, Check, receive and record in Process Summary log sheet the Letter request for fund transfer from Operating units or SARO w/ NCA from DBM (for DBC,APB others) based on set documentary requirements then forward to Chief of Budget Division.

ln the case of DBC and APB, submit the copy of SARO with NCA and list of beneficiaries from DBM.

1.1.a, Letter-Request of Fund Transfer: Receive letter request for fund transfer via Data Management System (DMS) or physical copy with applicable supporting documents then attach Transfer of Fund tracker. 1.1.b, Special Allotment Release Order (SARO) with Notice of Cash Allocation (NCA): Receive and record the copy of SARO with NCA if applicable from DBM thru OASFC with complete supporting documents then attach Transfer of Fund tracker. 187

Person in Charge Position Unit / Division

Processing Time

Receiving clerk (COS) /Administrative Assistant/ Administrative Officer IIBudget Division

1 Hour

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.2, Review and determine if transfer of funds can be allowed and provide instruction/s in the Transfer of Funds tracker

1.3, Validate details of the request as to funds and amount against the supporting documents (e.g. Activity Design, OPB, SARO)

Person in Charge Position Unit / Division

Processing Time

Chief, Budget Division

1 Hour

Administrative Officer IV, Budget Division

1 Working Day, 5 Hours, 45 Minutes

1.3.1, Record transfer of funds data/details in the appropriate Registry of Allotments, Obligation and Disbursement (RAOD) per PAP

10 Minutes

1.3.2, Prepare and attach Memo-transmittal.

5 Minutes

1.4, Review transfer of fund request with memo transmittal. If found in order, affix signature. If not, return to Operating unit or processor and provide instructions in the Transfer of fund tracker.

1.5, Conduct final review on the request. If found in order, prepare the SRO and forward to Division Chief

Administrative Officer V, Budget Division

4 Hours

Supervising Administrative Officer, Budget Division

2 Hours

Chief, Budget Division

30 Minutes

COS(ADAS VI) ADAS/AO II, Budget Division

20 Minutes

Note: The absence of Section Chief and Supervising Admin Officer, the Chief of Budget Division can conduct the final review of the SRO

1.6, Certify availability of Fund in the SRO and affix initials on the Memotransmittal and provide instruction to release the SRO 1.7, Update the PSL then forward SRO to the office of the Director to secure signature on the Certification on the Availability of Funds portion of the SRO

188

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time 1 Hour

Note: Approval of SRO will depend on the availability of the authorized signatories

FMS Director/ OASAFC/Authorized Signatories

Client Action (Detailed steps) 1.8, Approve SRO

1.9, Receive and Encode approved SRO to Process Summary Log sheet (cloud encoding)

Administrative Assistant/ AO II, BD / Designated 0Budget Staff

1.9.1, Scan the approved SRO and supporting documents then upload to Financial Reporting System (FRS) then notify the concerned staff from the Accounting Division thru fund transfer, for the preparation of NTA. 1.10, Receive SRO through email/hard copy or through FRS and prepare NTA

1 Working Day

Administrative Assistant, Accounting Division

1 Hour

Administrative Staff, AD (Administrative Assistant I)

30 Minutes

Chief, Accounting Division

1 Hour

Administrative Staff, OASFC Administrative Assistant I Administrative Staff /Assigned Accounting Personnel, Accounting Division Administrative Officer IV, Budget Division

1 Hour

Note: • Preparation of NTA will depend on the indicated month to be downloaded to regions based on the attached schedule of NTA in the request. • If SRO received toward the end of the quarter, NTA will be prepared 1 st working day of the following month 1.11, Accounting division shall secure a copy of the SROs in FRS

1.12, Review and affix initial on the NTA 1.12.1, Forward the NTA to Office of the Director then to OASFC for signature/approval 1.13, Approve the NTA and forward NTA to Accounting Division for info and recording. 2. Region/s received NTA and accomplish the CSS online.

2.1, Submit approved NTA to Land Bank to effect crediting of funds to the Region’s LBP-MDS Account,

2.1.a Encode the SRO number to corresponding beneficiaries per region in the Barangay Information System (BIS), upload the required attachments and administer Client Satisfaction Survey. 189

1 Working Day

30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 2.2 Scan approved NTA and upload to FRS for information and updating of records of the regional office/s

Person in Charge Position Unit / Division

Processing Time

Administrative Staff, AD

30 minutes

Total Processing Time END OF TRANSACTION Notes: The total time may vary per transaction based on the following: 1. Number of claims/vouchers/training designs/PPMPs/PRs/Contracts received during the day 2. Completeness and correctness of submitted documents (Funding Requirement and Schedule of NTA) 3.Availability of cash allocation 4.Availability of authorized signatories

190

5 Working Days, 4 Hours, 20 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

11. Request for Function Room and DILG Dormitory Description of Service:

To ensure all request for Function Room and DILG Dormitory is in proper coordination

Office

Auxiliary Section, General Services Division, Administrative Service

Classification

Simple Transaction

Total Processing Time

3 Working Days

Type of Transaction

G2C - Government to Citizen

Fees to be paid

None

Who may avail

DILG Central Office, DILG Regional Office & NAPOLCOM Office Where to secure

Documentary requirements

Request for Function Room or Request for Dorm Accommodation

Auxiliary Section

Client Action (Detailed steps)

Agency action (Detailed Steps)

1. Fill-up prescribe request form. The form can be download at DILG website or you can request a copy for Auxiliary Section, GSD

1.1, Receive the requested letter with recommendation of Administrative Service Director. 1.2, Check availability of function room, DILG Dormitory. 1.3, Check the availability of the said request and ready the request to be filled by the end user. 2.1, Prepare send letter to the requester.

2. Letter request address to Director of Administrative Service 3. Letter request address to GSD Chief

Person in Charge Position Unit / Division Administrative Aide III Administrative Aide III

Administrative Aide III Administrative Aide III

3.1, Prepare and submit letter requesting party.

Administrative Aide III Total Processing Time

191

1 Working Day

Administrative Aide III

2.2, Release the approved request form.

END OF TRANSACTION

Processing Time

1 Working Day 1 Working Day 3 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

12. Request for Information Systems Development Description of Service:

The Service adopted the following steps to ensure the application systems developed are of quality and produced in a timely manner

Office

Information System and Technology Management Service (ISTMS) – Information Systems, Planning, Development and Project Management Division (IS-PDPMD)

Classification

Highly Technical Transaction

Total Processing Time

122 Working Days, 4 hours and 5 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Bureaus and Services of the Department Where to secure

Documentary requirements Request-Letter

Office concerned

Client Action (Detailed steps) 1. Submit request letter

Agency action (Detailed Steps)

1.1. Receive letter request 1.2. Assess the type of request and assign a technical staff 1.3. Conduct initial meeting with client

2. Submit reference materials

2.1. Gather System Requirements 2.2. Provide User Requirements List for Client’s review

3. Finalize the requested features of the system. Acknowledge the provided User Requirements List

3.1, Receive the signed Requirements List

Person in Charge Position Unit / Division Administrative Assistant III/AA VI, TOSD

Processing Time

Director/ IS-PDPMD Chief

3 Working Days

IS-PDPMD Chief

1 Working Day

Assigned IS-PDPMD Technical Staff Assigned IS-PDPMD Technical Staff Assigned IS-PDPMD Technical Staff

5 Minutes

1 Working Day 1 Working Day 2 Working Days

3.2. Conduct System Study and Formulate System Design

Assigned IS-PDPMD Technical Staff

22 Working Days

3.3. Perform Systems Development

Assigned IS-PDPMD Technical Staff

88 Working Days

3.4. Present the System

IS-PDPMD Chief, Assigned IS-PDPMD Technical Staff

4 Hours

192

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 3.5. Provide User Acceptance Certificate to client

4. Accomplish the provided User Acceptance Certificate

4.1. Receive the accomplished User Acceptance Certificate

Person in Charge Position Unit / Division Assigned IS-PDPMD Technical Staff Assigned IS-PDPMD Technical Staff

Total Processing Time

Processing Time 2 Working Days 2 Working Days

122 Working Days, 4 hours and 5 Minutes

END OF TRANSACTION Note: Some requests may not be acted upon immediately or the total time may vary depending on the prioritized systems to be developed based on the MITHI funded projects, volume of request received and availability of web developers.

193

DILG OFFICES HOUR Monday to Friday 8am to 5pm

13. Request for Repair and Maintenance Description of Service:

Handling of request for the minor repair and maintenance of the DILG Central Office premises

Office

Auxiliary Section, General Services Division, Administrative Service

Classification

Simple Transaction

Total Processing Time

1 Working Day

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Central Office

Where to secure

Documentary requirements Auxiliary Section

Request for Repair and Maintenance Client Action (Detailed steps) 1. Letter request address to GAS Chief

2. Receive hard copy of the letter request and accomplish CSS

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

1.1. Receive the requested letter with recommendation of Administrative Service Director

Administrative Aide III/Staff, Auxiliary Section

1.2. Check the availability of the maintenance personnel 1.3. Check the availability of the said request and ready the request to be filled by the end user 1.4. Prepare send letter to the requester.

Auxiliary Section Staff

Note: For major repairs, seek approval to GSD, NAPOLCOM 1.5. Release the approved request form 2.1. Submit letter to the requesting party with attached Client Satisfaction Survey thru Central Records Section

Auxiliary Section Staff

194

1 Working Day

Auxiliary Section Staff Auxiliary Section Staff Total Processing Time

END OF TRANSACTION

Processing Time

1 Working Day

DILG OFFICES HOUR Monday to Friday 8am to 5pm

14. Issuance of Brand Identity Manual (BIM) Certification of Compliance Description of Service:

This service is to provide the client with the certification of compliance to the DILG’s Brand Identity Manual to all drafted designed coming from other offices before being printed and used to all DILG-related activities, seminars and workshops.

Office

Public Affairs and Communication Service, Creative Services Division (CSD, PACS)

Classification

Simple Transaction

Total Processing Time

2 Hours, 23 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

All DILG-CO offices Where to secure

Documentary requirements 1. DMS routing slip, request letter (memorandum format) – including the sample image of the design Client Action (Detailed steps)

1. Prepares a request letter in the form of memorandum with attached sample image of item/s via DMS and hand-carry

Public Affairs and Communications Service

Person in Charge Position Unit / Division Office of the Director Staff/ Director

Processing Time

Office of the Director Staff

2 Minutes

Admin Aide VI

2 Minutes

Admin Officer II

2 Hours

Admin Aide VI

5 Minutes

Division Chief/ Director

5 Minutes

1.7. Scan and route through DMS the memorandum certification/response

Admin Aide VI

5 Minutes

2.1. Contact the person referenced in the request memorandum to receive the hardcopy certification/response

Admin Aide VI

2 Minutes

Agency action (Detailed Steps) 1.1. Receive the memorandum, update DMS and forward to OD 1.2. Forward the hard-copy request with attached sample image of items to CSD 1.3. Receive, update DMS and route to Division Chief (DC)

1.4. Evaluate the attached sample item 1.5. Draft a memorandum certification/response 1.6. Print and submit to the Division Chief then to Office of the Director for signature 2. Contacted by PACS-CSD and receives the BIM certification of compliance from PACS-CSD staff in charge of issuance.

Total Processing Time

END OF TRANSACTION 195

2 Minutes

2 Hours, 23 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

15. Issuance of No Pending Administrative Case Description of Service:

Preparation and issuance of Certificate of No Pending Administrative Case as requested by DILG Personnel/ LGU Elected Officials. The certification is issued if upon verification in the TID’s official record/data base, there is no pending administrative case/s filed before the Department against such personnel or LGU official.

Office

Legal and Legislative Liaison Service, Trial and Investigation Division (LLLS, TID)

Classification

Simple Transaction

Total Processing Time

46 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Department Personnel and LGU Officials Documentary requirements

Where to secure

Accomplished Request Form

LLLS Receiving Officer

Clearance Log Sheet

LLLS Receiving Officer Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.1. Receive Accomplished Request Form and update the Clearance Log Sheet

LLLS Receiving Officer/ TID Receiving Officer

11 Minutes

1.2. Validation and verification of Request and/or other pertinent data

TID Action Officer

10 Minutes

1.3. Preparation of the Certification and Internal Memorandum for LLLS Director

TID Action Officer

10 Minutes

Chief, Trial and Investigation Division, LLLS

5 Minutes

Director, LLLS

5 Minutes

TID Receiving Staff

5 Minutes

Client Action (Detailed steps) 1. Accomplish and submit duly accomplished request form Note: In Person or Online request/ submission

1.4. Review of Certification and Signature of Internal Memorandum for LLLS Director 1.5. Approval/Signature of Certification 1.6. Release of Certification

Total Processing Time END OF TRANSACTION

196

46 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

16. Issuance of Authority to Practice Profession Description of Service:

This service refers to the facilitation of issuance of Department Order allowing the practice of profession of DILG officials and 8personnel.

Office

Personnel Division, Administrative Service

Classification

Complex Transaction

Total Processing Time

3 Working Days, 35 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

All DILG Officials and Employees Documentary requirements

Where to secure Concerned official or personnel

Letter request from the concerned official or personnel Indorsement/Permission from head of office/operating unit

Client Action (detailed steps) 1. Submit recommendation/justification

Note: For LGA and Regional Offices, only officials and personnel with SG-24 and above shall be processed in the Central Office per Delegation of Authority

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

PD Receiving Clerk/ Action Officer

2 Minutes

1.2. Review completeness and appropriateness of administrative requirements

PD Action Officer

3 Minutes

1.3. Prepare the Department Order and transmittal to SILG

PD Action Officer

10 Minutes

1.4. Review Department Order and transmittal a. Division Level b. Service Level c. Assistant Secretary Level

PD Division Chief AS Director ASEC for HRD

15 Minutes

Approving Authority per Delegation of Authority

3 Working Days

1.1. Receive indorsement and/or request

Mode of Receipt of Documents: Physical Document/Scanned Documents may be received through DILG Document Management System, email and/or regular mail

1.5. Approval of Department Order 197

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps) 1.6. Retain approved copy of Department Order in the 201 file.

Person in Charge Position Unit / Division

Processing Time

PD Action Officer

5 Minutes

Total Processing Time END OF TRANSACTION

198

3 Working Days, 35 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

17. Preparation of Coterminous and Contractual Appointments Description of Service:

This service refers to the preparation of Coterminous and Contractual appointments of personnel recommended by concerned operating units/office.

Office

Personnel Division, Administrative Service

Classification

Complex Transaction

Total Processing Time

3 Working Days, 1 Hour, 5 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Executive Offices, Offices of Bureau/Service Directors – Coterminous Appointments; Project Management Offices – Contractual Appointments Documentary requirements

Where to secure Operating Office/Unit Concerned CSC Form No. 212 may be downloaded at http://csc.gov.ph/2014-02-21-08-28-23/pdffiles/category/861-personal-data-sheet-revised-2017.html

Recommendation for Hiring of Coterminous or Contractual Personnel Attachments: CSC Form No. 212 with Work Experience Sheet

Client Action (detailed steps) 1. Submit recommendation/proposal NOTE: *Appointees which are primarily confidential in nature, such as Executive Assistant, Private Secretary 1 and 2 positions, are exempted from the CSC qualification requirement.

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

PD Receiving Clerk/ Action Officer

5 Minutes

1.2. Review completeness and appropriateness of documents

PD Action Officer

20 Minutes

1.3. Prepare appointment of recommended personnel and transmittal to concerned operating office/unit

PD Action Officer

1.1. Receive recommendation/proposal of concerned operating office/unit Mode of Receipt of Documents: Physical Document/Scanned Documents may be received through DILG Document Management System, email and/or regular mail

1.4. Review appointment and transmittal, and recommend for approval, if found in order. a. Division Level b. Service Level c. Assistant Secretary Level 199

PD Division Chief AS Director ASEC for HRD

10 Minutes

15 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps) 1.5. Transmit appointment to the concerned operating office/unit

1.6. Approval of appointment by concerned official 2. Receive copy of approved appointment

Person in Charge Position Unit / Division

Processing Time

PD Action Officer

5 Minutes

Appointing Authority per Delegation of Authority

3 Working Days

PD Action Officer

10 Minutes

2.1. Upon approval, provide the concerned operating office/unit of approved appointment.

2.1.1. Transmit approved appointment to Civil Service Commission for validation, and provide a copy to the concerned operating office/unit, and retain a copy in 201 file.

Total Processing Time END OF TRANSACTION

200

3 Working Days, 1 Hour, 5 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

18. Preparation of Contract of Services Description of Service:

This service refers to the preparation of Contract of Services based from the recommendation/justification of concerned operating office/unit.

Office

Personnel Division, Administrative Service

Classification

Complex Transaction

Total Processing Time

6 Working Days, 45 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

Executive Offices, Bureaus, Services, Project Management Office Documentary requirements

Where to secure

1. Recommendation/justification of concerned operating office/unit

Operating Office/Unit Concerned

2. CSC Form No. 212 Personal Data Sheet with Work Experience Sheet of each recommendee to be hired under COS

CSC Form No. 212 may be downloaded at http://csc.gov.ph/2014-02-21-08-28-23/pdffiles/category/861-personal-data-sheet-revised-2017.html

3. NBI Clearance

NBI

4. Drug Test Result

Drug Testing Laboratory

5. Terms of Reference

Operating Office/Unit Concerned

6. Previous Contract (if any)

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1. Submit recommendation/justification for the hiring of COS personnel

1.1. Receive recommendation/justification for hiring of personnel under COS.

PD Receiving Clerk/ Action Officer

5 Minutes

PD Action Officer

5 Minutes

1.2. Review completeness and appropriateness of administrative requirements.

201

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1.3. Prepare resolution on hiring of COS personnel for the approval and signature of the Review and Evaluation Committee on the Hiring or Renewal of Contract of Services.

PD Action Officer

3 Working Days

1.4. Prepare contract for the approval of the SILG

PD Action Officer

10 Minutes

1.5. Review the resolution and contract, and recommend for approval, if found in order. a. Division Level b. Service Level c. Assistant Secretary Level

PD Division Chief AS Director ASEC for HRD

15 Minutes

Approving Authority per Delegation of Authority

3 Working Days

1.7. Copy furnish signed contract to Commission on Audit (COA) and Financial and Management Service (FMS)

PD Action Officer

5 Minutes

1.8. Retain approved copy of contract in 201 file.

PD Action Officer

5 Minutes

1.6. Approval of contract by concerned official

Total Processing Time END OF TRANSACTION

202

6 Working Days, 45 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

19. Provision of Internal Audit Services Description of Service:

This service delivers the main function of IAS which is the conduct of Compliance, Management and Operations Audits, to determine compliance with applicable laws, rules and regulations including Department issuances; evaluate the adequacy of internal controls; and the 4Es (Effectiveness, Efficiency, Economical and Ethical) of operations. The service includes the four phases of the audit process: Audit Engagement Planning, Audit Execution, Audit Reporting and Audit Follow-up.

Office

Internal Audit Service

Classification

Highly Technical Transaction

Total Processing Time

363 working days, 7 hours

Type of Transaction

Government-to-Government (G2G)

Fees to be paid

None

Who may avail

Auditees: LG Sector: Central Office (Offices, Bureaus & Services); Regional & Field Offices, Local Government Academy (LGA) Interior Sector: Bureau of Fire Protection (BFP) and Bureau of Jail Management and Penology (BJMP)-National Headquarter (NHQ), Regional & Field Offices and Philippine Public Safety College (PPSC) Other attached agencies: National Youth Commission (NYC), National Council on Muslim Filipinos (NCMF) and Philippine Commission on Women (PCW) Documentary requirements

Where to secure

Documents, Records, and Reports relevant to the Audit area/coverage Client Action (Detailed steps)

Concerned Office Agency Action (Detailed steps)

Person in Charge Position Unit/Division

Processing Time

Audit Team Member/s, Team Leader

2 Working Days

IAS Head

1 Working Day

IAS Admin. Staff

1 hour

AUDIT ENGAGEMENT PLANNING 1.

SILG - Direct the conduct of audit through the issuance of the Department Order

1.1 Prepare, review and release Department Order directing the conduct of internal audit for approval of the SILG 1.1.1 Prepare and review the Department Order with memo transmittal on the conduct of internal audit 1.1.2 Final review and approval of the Memo Transmittal and forward to IAS Action Officer for release

1.1.3 Release the Department Order to OSEC for SILG’s approval/ signature

203

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

2. Auditee – Provide relevant documents, records and reports of the audit areas

2.1 Prepare, review and release Audit Notification Memorandum (ANM) requesting relevant document, records, and reports with attached approved Department Order 2.1.1 Prepare and review ANM on the conduct of the internal audit and matrix or list of required documents.

Audit Team Member/s, Team Leader

2 Working Days

2.1.2 Final review and sign the ANM and forward to IAS Action Officer for release.

IAS Head

2.1.3 Release the ANM with attached approved Department Order and Matrix or List of Required Documents through DMS or CO Records Section for distribution.

IAS Admin. Staff

1 Working Day

1 hour

AUDIT ENGAGEMENT PLANNING 2. Auditee – Provide relevant documents, records and reports of the audit areas

2.2 Understand the programs, projects, activities, systems and processes (PPASP) 2.2.1 Gathering of initial documents through research and receipt of relevant documents, records and reports 2.2.2 Process gathered documents through table review/validation and interview 2.2.3 Request for an orientation meeting with the concerned office/personnel, if necessary 2.2.4 Process updated documents gathered from the auditees. Review relevance and completeness of information in the Audit Area Profile

Audit Team/s Audit Team/s

5 working days

Audit Team/s Audit Team/s, Team Leader

2.3 Develop the Audit Engagement Plan

2.3.1 Prepare and review the Audit Engagement Plan 2.3.2 Final review and approval of the Audit Engagement Plan

204

Audit Team Member/s IAS Head

3 working days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

AUDIT ENGAGEMENT PLANNING 2. Auditee – Provide relevant documents, records and reports of the audit areas

2.4 Prepare, review and approve the Audit Work Program which indicates the activities and timelines per phases of audit (planning, execution, reporting, followup) 2.4.1 Preparation and review the Audit Work Program. Indicate detailed audit work instructions to accomplish the steps and methodologies. Prepare Summary of Audit Team Roles and Responsibilities as an attachment. 2.4.2 Approve the Audit Work Program

Audit Team Member, Team Leader 3 Working Days

IAS Head

2.5 Prepare, review and approve audit planning tools/workpaper templates 2.5.1 Identify and list the specific laws/policy/guidelines/standards, indicate the requirements and sample MOVs for review of Team Leader and approval of IAS Head 2.5.2 Prepare the System/Process Flowcharts from the analyzed process/system documentations to identify controls and other process details 2.5.3 Refer to the audit checklists to identify controls from CC and ICC. Input in the Walkthrough Test for review of the Team Leader

END OF AUDIT ENGAGEMENT PLANNING

205

Audit Team Member, Team Leader, IAS Head Audit Team Member, Team Leader Audit Team Member, Team Leader

2 Working Days

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (detailed steps)

Person in Charge Position Unit / Division

Processing Time

3.1.1 Prepare and review of Notice of Entry Conference Memorandum (NECM) to all concerned Office/s. Final review and sign the NECM. Forward and release the NECM to concerned offices

Audit Team Member, Team Leader

6 Hours

3.1.2 Prepare memo invitations for top officials for review of the Team Leader and signature of the IAS Head. Forward/release the memo invitations for top officials and concerned offices.

Audit Team Member, Team Leader, IAS Head, IAS Admin. Staff

3.1.3 Prepare entry conference powerpoint presentations. Review and approve the powerpoint presentations.

Audit Team Member, Team Leader, IAS Head

6 Hours

Team Leader/Audit Teams

2 Hours

Audit Team Member

2 Hours

Audit Team Member, Team Leader, IAS Head, IAS Admin. Staff

5 Hours

Agency action (Detailed Steps) AUDIT EXECUTION

3. Auditees - Participate in the Entry Conference: Provide reply or comments/concur in the Minutes of the Entry Conference

Top officials- receive Memo invitations for the conduct of entry conference: deliver message

3.1 Prepare for the conduct of Entry Conference

6 Hours

3.2 Conduct of Entry Conference 3.2.1 Conduct of Entry Conference with the auditees 3.2.2 Take down notes including the auditee’s view for the overall framework for the conduct of the audit and record proceedings of the meeting Auditees- Participate in the Entry Conference: Provide reply or comments/concur in the Minutes of the Entry Conference

3.2.3 Prepare the Entry Conference Notes for review of the Team Leader (Sublevel Entry Conference or IAS Head (General Entry Conference) and release with Memo Transmittal for concurrence of the auditee

206

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

AUDIT EXECUTION

4. Auditee - Participate in the actual conduct of audit Provide requested documents during the audit

Submit self for checklist administration, interview and walkthrough Provide logistical support, if necessary Reply/comment Memorandum

the

Interim Audit

4.1 Conduct of Actual Audit 4.1.1 Process information documents in the checklists and determine “Yes” answers with complete information/document, “Yes” answers with lacking information/document and “No” answers. If not, subject to interim analysis. Record the result in the corresponding checklist. 4.1.2 Perform walkthrough of document and process flow on the subject matter of audit. If present, do a test of controls. If absent, subject to interim analysis. Record the result in the Walkthrough Test 4.1.3 Perform test of control of document and process flow based on sampling on the subject matter of audit. If control is ineffective, subject to interim analysis. Conduct substantive tests through samples and record the result in the Test of Control. Include all non-existing controls in the Summary of Gaps. 4.1.4 Determine if interview is needed. If controls are present, perform substantive test through sampling. If absent, subject to interim analysis. Conduct the interview and document the result in the Interview Notes. 4.2 For additional documents needed, prepare Audit Inquiry Memorandum (AIM), as necessary 4.2.1 If there are additional documents needed and/or clarification, prepare Audit Inquiry Memorandum. Review and sign Audit Inquiry Memorandum. Release Audit Inquiry Memorandum to concerned auditees.

Audit Team Member, Team Leader Audit Team Member, Team Leader

Audit Team Member, Team Leader

Audit Team Member/s, Team Leader

4.3 Develop audit findings 4.3.1 Draft audit findings in terms of the 4Cs. Prepare the Individual Audit Findings 4.3.1.1 Draft audit condition on the results of review and appraisal of control in case of Compliance and Management audit based on sampling and evaluation of 4Es in case of Operations Audit

207

5 Working Days (4.1 to 4.6)

Audit Team Member/s, Team Leader Audit Team Member/s, Team Leader

5 Working Days (4.1 to 4.6)

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

AUDIT EXECUTION 4. Auditee - Participate in the actual conduct of audit

4.3.1.2 Process probable/root cause analyses on the established audit condition and draft the audit cause. Probable Cause for Compliance Audit and Root Cause for Management/Operations Audit.

Audit Team Member/s, Team Leader

4.3.1.3 Process conditions with criteria to draw audit conclusions

Audit Team Member/s, Team Leader

4.4 Prepare Interim Audit Memorandum, if any 4.4.1 Draft report on significant deficiencies requiring immediate action and its probable cause for review of team Leader and IAS Head

Audit Team Member/s, Team Leader, IAS Head

4.5 Finalize and organize working papers 4.5.1 Index, file, collect and prepare workpapers for analysis and process all workpapers for the preparation of audit findings

Audit Team

4.6 Prepare Initial Audit Report and the Highlight of Audit Findings 4.6.1 Process the Individual Audit Findings and consolidate results in the Initial Audit Report. Draft the Highlights of Audit Findings in terms of 2Cs (criteria and condition). Prepare a memo transmittal. For review of the Team Leader (Sub-level Exit Conference) and IAS Head (General Exit Conference)

208

Audit Team Member/s, Team Leader/IAS Head

5 Working Days (4.1 to 4.6)

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

Audit Team Member, Team Leader/IAS Head

1 Working Day

AUDIT EXECUTION 4. Auditee - Participate in the actual conduct of audit

Auditee- Receive the Notice of Exit Conference Memorandum and communicate Top officials- receive and confirm attendance/ participation in the exit conference

4.7 Prepare, review and approve the Progress Assessment Report (PARe) before the conduct of Exit Conference 4.7.1 Prepare, review and approve the Progress Assessment Report (PARe.). Accomplish the A, C and D sections of PARe before the sub-level Exit Conference. Consolidate the results of A, C and D sections of PARes of sub-level Exit Conference and accomplish B and E sections before the General Exit Conference. 4.8 Prepare for the conduct of exit conference

4.8.1 Discuss necessary documents and activities in the conduct of exit conference for the identification of attendees, location and schedule and the preparation and review of the Notice of Exit Conference Memorandum. 4.8.2 Prepare and review the memo invitations for top officials. Final review and sign the memo invitations for top officials. Forward/release the memo invitations for top officials and to concerned offices. 4.8.3 Prepare the powerpoint presentation. Review and approve the powerpoint presentations using the Exit Conference Powerpoint template. Review and approve the powerpoint presentations.

209

Audit Team Member/s, Team Leader Audit Team Member/s, Team Leader, IAS Head, IAS Admin. Staff Audit Team Member/s, Team Leader, IAS Head

1 Working Day

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

AUDIT EXECUTION 5. Auditees – • Participate in the Exit Conference to provide initial comments on the Highlights of Audit Findings • Receive/Accept the Highlights of Audit Findings and submit Management Reply/Comments

5.1 Conduct of Exit Conference 5.1.1 Conduct of Exit Conference with the Head of Internal Audit and/or Audit Team Leader and the Auditee 5.1.2 Take down notes including additional information to be considered in the audit report and record proceedings of the meeting 5.1.3 Prepare the Exit Conference Notes, attach the Highlights of Audit Findings requiring submission of Management Comments within 10wd and Memo transmittal for review of Team Leader (Sub-level- Exit Conference) or IAS Head (General Exit Conference) 5.2 Administer the Audit Feedback Survey, record, analyze using the Internal Audit Feedback Survey Analysis Report and include the results in the Internal Audit Report 5.2.1 Administer the Audit Feedback Survey Form to the attendees of the exit conference and to other key auditees. Record and analyze the result in the CSS Summary Logsheet and in the Internal Audit Feedback Survey Analysis Report. Process and include the results in the Monitoring and Feedback section of the Internal Audit Report END OF AUDIT EXECUTION

210

Audit Team Member/s, Team Leader Audit Team Member/s, Team Leader

Audit Team Member/s, Team Leader, IAS Head

Audit Team/s

1 Working Day

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

AUDIT REPORTING 6. OSEC- Receive Internal Audit Report with the Recommendations for approval of the SILG

6. Prepare the Internal Audit Report (IAR) 6.1.1 Refer to the Test of Control workpapers, analyze results and summarize the deviations noted from the conduct of the test of controls in the Summary of Gaps. 6.1.2 Refer to the sub-level InARs and prepare IAR

SILG- approves the Internal Audit Report

6.1.3 Prepare Memo Transmittal to SILG with Memo Auditees/s directing the implementation of the recommendations and requiring the submission of the auditee’s action plan

6. OSEC- Receive Internal Audit Report with the Recommendations for approval of the SILG

6.1.4 Release the approved IAR with Memo to Auditees directing the implementation of the recommendations and requiring the submission of the auditee’s action plan END OF AUDIT REPORTING

211

Audit Team Member/s Audit Team Member/s, Team Leader/s Audit Team Member/s, Team Leader/s, IAS Head IAS Admin. Staff

30 Working Days

30 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

AUDIT FOLLOW-UP 7. Auditee - Implement the Audit Recommendations and report Status of Implementation through the submission of AAPIS to the Internal Audit Service and participate in the conduct of Audit Followup validation activity, as necessary AuditeeReceive Audit Inquiry Memorandum, communicate to concerned office/personnel and submit additional documents requested

7.1 Prepare for the conduct of audit follow-up to monitor the implementation of approved audit findings and recommendations 7.1.1 Process the Internal Audit Report and prepare the Audit Follow-up Program listing the audit activities to be performed for the evaluation of compliance with audit recommendations for review and approval of IAS Head 7.1.2 Prepare, review and approve the Audit Follow-up Notification Memorandum (AFNM) with attached AAPIS. Release the AFNM to concerned office/s. 7.2 Validate status of implementation and evaluate compliance with audit recommendations using the Internal Assessment of Compliance to Audit Recommendations (IAsCARes) 7.2.1 Process the submitted AAPIS to validate and evaluate the documents and supporting evidences submitted, and status of action or actions taken by the auditee on each recommendation using the IAsCARes

Auditee Receive Audit Inquiry Memorandum, communicate to concerned office/ personnel and submit additional documents requested Auditee- Receive the IAsCARes

7.2.2 Prepare Audit Inquiry Memorandum requesting additional documents needed and/or clarification in the implementation of audit recommendations. Record receipt of additional documents of implementation, perform cursory evaluation on the checklist of submitted documents and process the additional documents received. 7.2.3 Prepare and review the IAsCARes and Memo transmittal to communicate to the auditee the result of the monitoring and assessment of their compliance to audit recommendations and release to the concerned office.

212

Audit Team Member/s 5 Working Days Audit Team Member/s, Team Leader, IAS Head

Audit Team Member/s

Audit Team Member/s/ Team Leader

Audit Team Member/s/ Team Leader, IAS Head, IAS Admin. Staff

4 Quarters (264 Working Days)

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

AUDIT FOLLOW-UP 8. OSEC- Receive the Internal Audit Follow-up Report (IAFR) for the approval of the SILG

SILG- Approve the Internal Audit Followup Report

8.1 Prepare, review and submit the IAFR to the Office of the Secretary 8.1.1 After the 4th IAsCARes or validated full compliance whichever comes early, prepare and review the IAFR.

8.1.2 Submit the IAFR with Memo Transmittal to OSEC for the SILG’s approval

Audit Team/s, Team Leader, IAS Head

30 Working Days

IAS Admin. Staff

8.2 Accomplish the Completion Assessment Report (ComARe) 8.2.1 Prepare, review and approve the Completion Assessment Report

Audit Team/s, Team Leader, IAS Head

1 working day

IAS Admin. Staff

30 minutes

8.3 Retain Records 9.3.1 Retain documented information in accordance with the Control of Retained Documented Information Procedure and Master List of Retained Documented Information END OF AUDIT FOLLOW-UP

END OF TRANSACTION *Note: Remote approach is used during pandemic and implementation of alternative work arrangement

213

DILG OFFICES HOUR Monday to Friday 8am to 5pm

20. Preparation of Department Order on Attendance to Official/Foreign/Local Trainings/Seminars/Conventions/Conferences/Fora and Study Leave Description of Service:

Issuance of the Department Order and Travel Authority

Office

Human Resource Management Division, Administrative Service

Classification

Complex Transaction

Total Processing Time

5 Working Days, 6 Hours, 25 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

DILG Officials & Employees (LG Sector: Central Office – Bureaus & Services, Regional/ Field Offices/ LGA Interior Sector: BFP, BJMP, PNP-NHQ/ Regional/Field Offices/ PPSC Where to secure

Documentary requirements

Local Endorsement from the Head of Office

Applicant’s Respective Regional/Bureau/Service Directors

Invitation Letter

From the Donor Institutions or Agency Foreign

Endorsement from the head of office

Applicant’s Respective Regional/Bureau/Service Directors

Invitation Letter

From the Donor Institutions/Agency

Clearances (Central/ Regional/ Provincial Office)

Respective Applicants Office

Certification (No Pending Administrative Case)

Respective Applicants Office

Personal Data Sheet (recent)

Applicant

Approved Application for Leave

Respective Applicants HR Division

Scanned copy of Vaccination ID/Certification

Applicant

Client Action (Detailed steps)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

1. Submit to Human Resource Management Division (HRMD) thru email: [emailprotected] the request with complete requirements.

1.1. Receive e-copy of the request, review completeness and appropriateness of the supporting documents and record in the DMS; then forward to concerned HRMD Action Officer;

HRMD Receiving Officer

15 Minutes

214

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Agency action (Detailed Steps) 1.2. Prepare the Department Order (and travel authority for travel abroad) with cover memo then submit for review of HRMD Chief/Assistant Chief. 1.3. Review the content of the D.O., then recommend for approval, thru DMS, if found in order, a. Division Chief b. Administrative Service Director c. Assistant Secretary for Human Resource Development

HRMD Division Chief AS Director ASEC for HRD

Processing Time

2 Hours

1 Working Day, 3 Hours, 20 minutes

Designated Action Officer

1 Working Day

SILG

3 Working Days

1.6. Scan the approved/signed DO then forward the hard copies to HRMD and the soft copies thru DMS for their appropriate action

OSEC Record Officer

20 Minutes

1.7. Forward the hard copies and the soft copies (thru DMS) to Central Records Section for numbering/releasing to concerned offices in accordance with the Central Records Management procedures. 2.1. Accomplish and submit e-copy of the Client Satisfaction Feedback (CSS) Form to HRMD upon receipt of signed/ approved D.O.

HRMD Receiving Officer

20 Minutes

Requesting Party

10 minutes

1.4. Review and approve in DMS (soft copies) and print out documents (hard copies), if found in order, else return to HRMD for necessary correction/revision: a. Office of the Undersecretary (if applicable) b. Head Executive Assistant (HEA) for her/his review 1.5. Sign / approve the Department Order (and travel authority for travel abroad)

2. Release the signed / approved D.O.

Person in Charge Position Unit / Division HRMD Action Officer

Total Processing Time END OF TRANSACTION

215

5 Working Days, 6 Hours, 25 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

21. Provision of Graphics and Layout Service Description of Service:

Office

Public Affairs and Communication Service, Creative Services Division (CSD, PACS)

Classification

Complex Transaction

Total Processing Time

5 Days, 47 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

All DILG-CO Offices Documentary requirements

Where to secure

Request letter (in memorandum format) – including the specifications and details thru email Client Action (Detailed steps) 1. Submit a request letter to CSD-PACS in the form of memorandum with attached sample image of item/s via DMS and hand-carry

Concerned Offices

Agency action (Detailed Steps) 1.1. Receive the memorandum, update DMS and forward to DC 1.2. Evaluate the attached sample item 1.3. Draft a memorandum certification/response 1.4. Fill up the digital job order form based on the given request memorandum and designate the job order to Graphics Artist (GA) 1.5. Draft design according to the prescribed period: graphic layouts (3 wds) insider layouts (5 days) magazine/coffee table books, compendiums (30 days) 1.6. Review and approve the draft design

2. Proceed to the Admin. Staff/ Front Desk Officer of PACS-CSD

2.1. Discuss the request including the submission date, duration and specifications of the request. Conceptualize and develop the job order’s design and submission date

216

Person in Charge Position Unit / Division

Processing Time

Admin Aide VI

5 Minutes

Div. Chief / CSD Admin. Officer II Admin Aide VI/ Division Chief Admin Aide VI/ Division Chief

5 Minutes 2 Minutes 5 Minutes

CSD graphic artists

5 Days

Division Chief

5 Minutes

Division Chief

10 Minutes

DILG OFFICES HOUR Monday to Friday 8am to 5pm

Client Action (Detailed steps)

Person in Charge Position Unit / Division

Processing Time

2.2. Conceptualize and develop the job order’s design and submission date

Division Chief/ CSD Graphic Artist

5 Minutes

2.3. Fill up the job order form based on the given request memorandum and designate the job order to Graphics Artist (GA)

Admin Aide VI/ Division Chief

5 Minutes

Division Chief/ CSD Graphic Artist

5 Minutes

Total Processing Time

5 Days, 47 Minutes

Agency action (Detailed Steps)

2.4. Submit draft design to Division Chief for review and approval

END OF TRANSACTION

217

DILG OFFICES HOUR Monday to Friday 8am to 5pm

22. Provision of Photo and/or Video Services Description of Service:

This service is to provide the client with Photo and/or Video Services to document the activities and programs of the different Offices of the Department as well as its Attached Agencies.

Office

Public Affairs and Communication Service, Creative Services Division (CSD, PACS)

Classification

Simple Transaction

Total Processing Time

2 Hours, 37 Minutes

Type of Transaction

G2G - Government to Government

Fees to be paid

None

Who may avail

All DILG Offices Bureaus and Attached Agencies Documentary requirements

Where to secure

1. Memorandum - Letter of Request Person in Charge Position Unit / Division

Processing Time

CSD-PACS receiving officer

1 Minute

1.2. Review job specifications and assess availability of resources and staff

CSD Photo Section Action Officer

5 Minutes

1.3. Arrange for the logistics with the requesting office

CSD Photo Section Action Officer

5 Minutes

1.4. Assign a photographer to cover the event

CSD Photo Section Action Officer

2 Hours

1.5. Put the event on schedule

CSD Photo Section Action Officer

2 Minutes

2. Personally request for the Photo and or Video Files to the Photo Section providing the details of the files being requested. And provide the sufficient storage device for the files.

2.1. Receive the Request

CSD Photo Section Action Officer

1 Minute

Section Chief/Photo Section

3 Minutes

2.3. Search for the files on the computer or storage device

Section Chief/Photo Section

5 Minutes

3. Submit the request letter to CSD-PACS thru e-mail

3.1. Download the files to the storage provided by the requesting office

Corresponding Photographer

3.2. Send the files requested via email

Corresponding Photographer

Client Action (Detailed steps) 1. Submit the request letter to CSD-PACS thru a memorandum

Agency action (Detailed Steps) 1.1. Receive the letter request

2.2. Determine whose in charge of the coverage

15 Minutes

Total Processing Time END OF TRANSACTION 218

2 Hours, 37 Minutes

DILG OFFICE HOURS Monday to Friday 8am to 5pm

23. Facilitation of Personnel Movement Description of Service:

This service refers to the facilitation of movement of personnel (i.e., designation, reassignment, detail) based on CSC rules and regulations and DILG policies, through the issuance of appropriate Department Order.

Office

Personnel Division, Administrative Service

Classification

Complex Transaction

Total Processing Time

3 Working Days, 45 Minutes

Type of Transaction

Government to Government

Fees to be paid

None

Who may avail

All DILG Officials and Employees, PNP Officials and Employees Documentary requirements

Where to secure

A. Personnel Movement – Central Office Operating office/unit concerned 1. Indorsement from operating office/unit concerned 2. Supporting Documents -For Designation: Office Order -For Reassignment/Detail: Request/Approval from receiving office/unit B. Confirmation of Regional Order 1. Indorsement from Regional Office Regional Office 2. Regional Order C. Detail Service of PNP personnel 1. Indorsement from NAPOLCOM Note: NAPOLCOM holds records of detail service of PNP personnel 2. Supporting documents: -Indorsement from PNP Chief -Request from receiving agency/office

NAPOLCOM

PNP DPRM Requesting Agency

219

DILG OFFICE HOURS Monday to Friday 8am to 5pm

Client Action (detailed steps)

1. Send indorsement of request for movement of personnel (i.e., designation, reassignment, and detail)

Agency action (Detailed Steps)

Person in Charge Position Unit / Division

Processing Time

PD Receiving Clerk/ Action Officer

5 Minutes

1.2. Review completeness and appropriateness of administrative requirements

PD Action Officer

5 Minutes

1.3. Prepare the appropriate Department Order to implement the request for movement of personnel and transmit to approving authority for approval

PD Action Officer

10 Minutes

1.4. Review the Department Order a. Division Level b. Service Level c. Assistant Secretary Level

PD Asst. Division Chief & PD Division Chief AS Director ASEC for HRD

15 Minutes

1.5. Approval of Department Order

Approving Authority per Delegation of Authority

3 Working Days

1.6. Upon approval of Department Order, send the approved copy to DILG Central Records Section for numbering and releasing

PD Action Officer

5 Minutes

1.7. Retain approved copy of Department Order in 201 file (Applicable for Central and Regional Office personnel only; for PNP personnel, the NAPOLCOM keeps records of their detail service)

PD Action Officer

5 Minutes

1.1. Receive indorsement with complete documentary requirements Mode of Receipt of Documents: Physical Document/Scanned Documents may be received through DILG Document Management System, email and/or regular mail

Total Processing Time END OF TRANSACTION

220

3 Working Days, 45 Minutes

VI. Feedback and Complaints Kindly give us your comment/s on the way we deliver our service to you by doing any of the following: ●

● ● ●

Accomplish the Feedback/ Complaint Form available in our DILG Public Assistance and Complaint Center located at the 10th Floor, DILGNAPOLCOM Center Building, EDSA cor. Quezon Avenue, West Triangle, Quezon City. In the case of Regional, Provincial, City and Municipal Offices, approach the Desk/Officer of the Day; E-mail us your feedback/issues/complaints through [emailprotected] You may also reach us at telephone no. 8925-7343 or Facebook Page - DILG Philippines and Twitter Account - @DILGPhilippines Talk to our Desk Officer of the Day at the 10th Floor, DILG-NAPOLCOM Center Building, EDSA corner Quezon Avenue, West Triangle, Quezon City

Feedback/issues/complaints which may be written or verbal shall be immediately attended to by the Desk Officer of the Day stationed at our Public Assistance and Complaint Center. For further queries and clarifications, you may also contact the following:

AGENCY

CONTACT DETAILS

ANTI-RED TAPE AUTHORITY

8475-5091; 8478-5099 www.arta.gov.ph ; [emailprotected]

PRESIDENTIAL COMPLAINT CENTER

8888; 8736-8645; 8736-8603; 8736-8629 [emailprotected]

CONTACT CENTER NG BAYAN

0908-8816565 (SMS) email@ [emailprotected]

THANK YOU for helping us continuously improve our services.

VII. List of Offices Office

Address

Contact Information

Office of the Secretary

19th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue

Direct Line No.: 8925-8888 Fax No. 8722-8116 Trunkline: 8876-3454 Local: 1001

Office of the Undersecretary for Local Government

26th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue

Direct Line No.: 8925-0347 Fax No. 8925-0361 Trunkline: 8876-3454 Local: 2101

Office of the Undersecretary for Operations

26th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue

Direct Line No.: 8925-1135 Trunkline: 8876-3454 Local: 3201

Office of the Undersecretary for Plans, Public Affairs and 27th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue Communication

Direct Line No.: 8925-0382 Trunkline: 8876-3454 Local: 2601

Office of the Undersecretary for Peace and Order

26th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue

Trunkline: 8723-0401 Local: 6228

Office of the Undersecretary for Public Safety

27th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue

Trunkline: 8876-3454 Local: 2701

Office of Undersecretary for Barangay Affairs

26th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue

Trunkline: 8876-3454 Local: 2402

Office of Undersecretary for External and Legislative 11th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue Affairs

Trunkline: 8876-3454 Local: 2501

Office of Assistant Secretary for Administration, Finance 22nd Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue and Comptrollership

Direct Line No.: 8925-0375; Telefax No.: 8925-0334 Trunkline: 8876-3454 Local. 3102

Office

Address

Contact Information

26th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue

Trunkline: 8876-3454 Local: 3301

Office of Assistant Secretary for Human Resources 23rd Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue Development

Trunkline: 8876-3454 Local: 3001

Office of Assistant Secretary for Community Participation 10th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue and Barangay Affairs

Trunkline: 8876-3454 Local: 3501

Office of Assistant Secretary for Mindanao Affairs and 10th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue Special Concerns

Trunkline: 8876-3454 Local: 3701

Office of Assistant Secretary for Peace and Order

Trunkline: 8723-0401 Local: 6233

Office of Assistant Secretary for Plans and Programs

10th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon Avenue

Office of Assistant Secretary for Public Safety and 27th Floor, DILG-NAPOLCOM Center, DSA, cor. Quezon Avenue Security

Trunkline: 8876-3454 Local: 3201

Bureau/ Service

Office Office of the Director

Contact Information Direct Line No.:8929 9235 Telefax No.: 927-7852

Trunkline: 8876-3454 Local: 4101

Direct Line No.: 8929 9235

Trunkline: 8876-3454 Local: 4102

Direct Line No.:8925-0356

Trunkline: 8876-3454 Local: 4106

Direct Line No.: 8925-0356

Trunkline: 8876-3454 Local: 4108

Local Fiscal Resource Development Division Direct Line No.: 8925-0356

Trunkline: 8876-3454 Local: 4104

Office of the Director

Direct Line No.:8928-9181

Trunkline: 8876-3454 Local: 4201

Direct Line No.: 8925-0351

Trunkline: 8876-3454 Local: 4202

Direct Line No.:8925-0356

Trunkline: 8876-3454 Local: 4210

Direct Line No.: 8925-1151

Trunkline: 8876-3454 Local: 4206

Local Governance Performance Management Direct Line No.: 8925-0356 Division

Trunkline: 8876-3454 Local: 4208

Office of Assistant Director

Bureau of Local Government Development Local Administrative Development Division Local Development Planning Division

Office of Assistant Director

Policy Compliance Monitoring Division Bureau of Local Government Local Government Relations Division Supervision

Recognition and Awards Division

Direct Line No.:

Trunkline: 8876-3454 Local: 4202

Address

25th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon

Bureau/ Service

Office of Project Development Services

National Barangay Operations Office

Office

Contact Information

Office of the Director

Direct Line No.: 8929-9601 Telefax No. : 8929-9406

Office of Assistant Director

Direct Line No.: 8929-9601 Telefax No.: 8929-9406

Project Monitoring and Evaluation Division

Direct Line No.: 8929-9601 Telefax No.: 8929-9406

Trunkline: 8876-3454 Local: 4306

Project Capacity Development Division

Direct Line No.: 8929-9601 Telefax No. 8929-9406

Trunkline: 8876-3454 Local: 4304

Office of the Director

Direct Line No.: 8929-0371 Telefax No. : 8929-1137

Trunkline: 8876-3454 Local: 4401

Office of Assistant Director

Direct Line No.: Telefax No.:

Trunkline: 8876-3454 Local: 4409

Capacity Direct Line No.: 8925-0328 Telefax No.:

Trunkline: 8876-3454 Local: 4403

Direct Line No.: 8925-1139 Telefax No.

Trunkline: 8876-3454 Local: 4405

Citizens Affairs and Political Development Direct Line No.:8925-0371 Telefax No. Division

Trunkline: 8876-3454 Local: 4407

Community Development Division

Research and Profiling Division

Address

Trunkline: 8876-3454 Local: 4301 Trunkline: 8876-3454 Local: 4302 24th Floor,DILG-NAPOLCOM Center, EDSA, cor. Quezon

24th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon

Bureau/ Service

Administrative Service

Financial Management Service

Office

Contact Information

Office of the Director

Direct Line No.: Telefax No. :

Personnel Division

Direct Line No.: 8920-7918 Telefax No.: 8920-7918

General Services Division

Direct Line No.: 8925-0365 Telefax No.

Human Resource Management Division

Direct Line No.: 8925-0371 Telefax No.

Procurement Management Division

Direct Line No.: Telefax No.

Office of the Director

Direct Line No.: 8920-4987 Telefax No. :

Budget Division

Direct Line No.: 8928-2447 Telefax No.: 8928-2447

Accounting Division

Direct Line No.: 8929-9491 Telefax No.: 8929-9491

Management Division

Direct Line No.: 8925-0338 Telefax No.: 8925-0338

Address

Trunkline: 8876-3454 Local: 5102 Trunkline: 8876-3454 Local: 5103 Trunkline: 8876-3454 Local: 5107

23rd Floor, DILGNAPOLCOM Center, EDSA, cor. Quezon

Trunkline: 8876-3454 Local: 5105 Trunkline: 8876-3454 Local: 5100 Trunkline: 8876-3454 Local: 5201

Trunkline: 8876-3454 Local: 5204 Trunkline: 8876-3454 Local: 5202

Trunkline: 8876-3454 Local: 5206

22nd Floor, DILGNAPOLCOM Center, EDSA, cor. Quezon

Bureau/ Service

Planning Service

Internal Audit Service

Office

Contact Information

Office of the Director

Direct Line No.: 8927-4112 Telefax No.: 8925-0337

Trunkline: 8876-3454 Local: 5601

Monitoring and Evaluation Division

Direct Line No.: 8927-4112 Telefax No.:

Trunkline: 8876-3454 Local: 5603

Planning and Programming Division

Direct Line No.: 8927-4112 Telefax No.:

Trunkline: 8876-3454 Local: 5605

Office of the Director

Direct Line No.: 8925-6552 Telefax No. :

Trunkline: 8876-3454 Local: 5301

Operations Audit Division

Direct Line No.: 8925-6552 Telefax No.: 8925-6552

Trunkline: 8876-3454 Local: 5303

Management Audit Division

Direct Line No.: 8925-6552 Telefax No.: 8925-6552

Trunkline: 8876-3454 Local: 5305

Office of the Director

Direct Line No.: 8929-7912 Telefax No. :

Trunkline: 8876-3454 Local: 5401

Appellate Division

Direct Line No.: 8920-5503 Telefax No.:

Trunkline: 8876-3454 Local: 5403

Trial and Investigation Division

Direct Line No.: 8925-3847 Telefax No.:

Trunkline: 8876-3454 Local: 5407

Legal Research, Assistance and Legislative Direct Line No.:8920-8016 Telefax No.: Liaison Division

Trunkline: 8876-3454 Local: 5405

Legal and Legislative Liaison Service

Address

22nd Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon

21st Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon

Bureau/ Service

Office

Office of the Director Information Communication Research Division

Public Affairs and Communication Service

Information Systems and Technology Management Service

Emergency 911 National Office

Contact Information

Address

Direct Line No.: 8925-0349 Trunkline: 8876-3454 Telefax No. : Local: 5701 and Direct Line No.: 8925-0349 Trunkline: 8876-3454 Telefax No. : Local: 5703

Public Relations Division

Direct Line No.: 8925-7343 Trunkline: 8876-3454 Telefax No. : Local: 5705

Creative Services Division

Direct Line No.: Telefax No. :

Office of the Director

Direct Line No.: 8928-8065 Trunkline: 8876-3454 Telefax No. : Local: 5501

Direct Line No.: Network and Technology Management Division Telefax No.:

21st Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon

Trunkline: 8876-3454 Local: 5707

Trunkline: 8876-3454 Local: 5505

Information Systems, Planning, Development & Direct Line No.: Telefax No.: Project Management Division

Trunkline: 8876-3454 Local: 5507

Technical and Operations Support Division

Direct Line No.: Telefax No.:

Trunkline: 8876-3454 Local: 5503

Office of the Director

Direct Line No.: 8925-9111 Trunkline: 8876-3454 Local: 556101 Telefax No. : 8928-7281

20th Floor, DILG-NAPOLCOM Center, EDSA, cor. Quezon

Region

Office

Contact Information

Address

Office of the Regional Director

Direct Line No.:(072) 888-2108 Fax No.: 700-2703 Trunkline: (02) 8876-3454 Local: 7101

Office of the Regional Assistant Director

Direct Line No.:(072) 888-2108 Fax No.: 700-2703 Trunkline: (02) 8876-3454 Local: 7102

Finance and Administration Division

Trunkline: (02) 8876-3454 Local: 7103

Local Government Capability Development Division

Trunkline: (02) 8876-3454 Local: 7104

Local Government Monitoring and Evaluation Division

Trunkline: (02) 8876-3454 Local: 7105

La Union

Direct Line No.:(072) 888-2165/ 607-7169 Local: 7131

Aguila Rd., Sevilla, San Fernando City, La Union

Ilocos Norte

Direct Line No.:(077) 772-3003 / 772-0134 Local: 7111

Asuncion Compund Brgy 7B, D.Samonte St.,Laoag City, Ilocos Norte

Ilocos Sur

Direct Line No.:(077) 632-0862 Local: 7121

Pangasinan

Direct Line No.:(075) 542-6077/ 542-5003 Local: 7141

Region I - Ilocos Region

Aguila Rd., Sevilla, San Fernando City, La Union

Liga ng mga Barangay Bldg.,Bantay, Ilocos Sur Alvear St., Lingayen, Pangasinan

Region

Office

Office of the Regional Director

Office of the Regional Assistant Director

Finance and Administration Division

Local Government Capability Development Division

Region II - Cagayan Valley Region

Local Government Monitoring and Evaluation Division

Contact Information Direct Line No.:(078) 304 5378 Fax No.: (078) 304 9345 Local: 7201 Direct Line No.:(078) 304 5378 Fax No.: (078) 304 9345 Local: 7202 Direct Line No.:(078) 304 5378 Fax No.: (078) 304 9345 Local: 7203 Direct Line No.:(078) 304 5378 Fax No.: (078) 304 9345 Local: 7204 Direct Line No.:(078) 304 5378 Fax No.: (078) 304 9345 Local: 7205

Address

Regional Government Center Carig Sur, Tuguegarao City, Cagayan

Batanes

Local: 7211

Capitol Compound, Brgy. Kayhuvokan, Basco, Batanes

Cagayan

Local: 7221

Regional Government Center Carig Sur, Tuguegarao City, Cagayan

Isabela

Local: 7231

Provincial Capitol, Brgy. Alibagu, City of Ilagan, Isabela

Nueva Vizcaya

Local: 7241

Rtc Building, Capitol Street, Bayombong, Nueva Vizcaya

Quirino

Local: 7251

Capitol Hills, San Marcos, Cabarroguis, Quirino

Region

Office Office of the Regional Office of the Regional

Contact Information Director Assistant Director

Finance and Administration Division Local Government Capability Development Division Local Government

Region III - Central Luzon

Direct Line No.: (045) 455 2405 Local: 7301 Direct Line No.: (045) 455 2473 Local: 7302 Direct Line No.: (045) 455 2410 Local: 7303 Direct Line No.: (045) 455 2433 Local: 7304

Address

Diosdado Macapagal Government Center Maimpis, City of San Fernando, Pampanga

Monitoring and Evaluation Division

Direct Line No.: (045) 455 2406 Local: 7305

Aurora

Mobile Number: 09285525723 Local: 7311

DILG Provincial Office, Burgos Ext., Brgy. 05, Baler, Aurora

Bataan

Direct Line No.:(047) 237 3571 Local: 7321

Capitol Compound, Tenejero, City of Balanga, Bataan

Bulacan

Direct Line No.: (044) 796 1286 Local: 7331

Capitol Compound, Guinhawa, City of Malolos, Bulacan

Nueva Ecija

Direct Line No.: (044) 940 0616 Local: 7341

Ramoso St.,Old Capitol Compound, Cabanatuan City, Nueva Ecija

Pampanga

Direct Line No.: (045) 961 3185 Local: 7351

DILG Pampanga Provincial Office, Brgy. Sto Nino, City of San Fernando, Pampanga

Tarlac

Direct Line No.: (045) 982 0309 Local: 7361

Macabulos Drive, Tarlac City, Tarlac

Zambales

Direct Line No.: (047) 811 1218 Local: 7371

DILG Provincial Office, Rizal St., Zone V, Iba, Zambales

Region

Office

Contact Information

Office of the Regional Director

Office of the Regional Assistant Director Local Government Capability Development Division Local Government Division

Monitoring

and

Direct Line No.: (049) 827 4587 Trunkline: (02) 876 3454 Local: 7401 Direct Line No.: (049) 827 3143 (049) 827 4587 Local: 7303 Direct Line No.: (049) 827 4560 Local: 7304

Address

3/F Andenson Bldg. 1, National Highway, Brgy. Parian, City of Calamba, Laguna 4027, Manila S Rd, Calamba, 4027 Laguna

Evaluation Direct Line No.: (049) 827 4560 Local: 7305

Cavite

Direct Line No: (046) 419 2535 Local: 7421

Municipal Compound, Congressional Rd, Poblacion 1, General Mariano Alvarez, 4117 Cavite

Laguna

Direct Line No.: (049) 501 7847 Local: 7431

3/F Andenson Bldg. 1, National Highway, Brgy. Parian, City of Calamba, Laguna 4027, Manila S Rd, Calamba, 4027 Laguna

Batangas

Direct Line No.:(043) 723 7030 Local: 7411

Capitol Site, Kumintang Ibaba, Batangas City, Batangas

Rizal

Direct Line No.:(02) 620 2400 Local: 7451

Manuel L Quezon Ave, Angono, 1920 Rizal

Quezon Province

Direct Line No.:(042) 797 2455 Local: 7441

Lucena, 4301 Quezon

Lucena City

Direct Line No.: (042) 710 4755 661 7976

Old City Hall, Old Manila South Road, Lucena, 4301

Region IV-A CALABARZON

Region

Office

Contact Information

Office of the Regional Director Office of the Regional Assistant Director Finance and Administration Division Local Government Capability Development Division Local Government Division

Monitoring

and

Direct Line No.: (052) 480 1484 Local: 7501 Direct Line No.: (052) 480 1489 Local: 7502 Direct Line No.: (052) 480 1486 Local: 7503 Direct Line No.: (049) 827 4560 Local: 7504

Address

Rizal Avenue, Old Albay District, Legazpi City, 4500 Albay

Evaluation Direct Line No.: (052) 742 5022 Local: 7505

Albay

Direct Line No: (052) 742 2483 Local: 7511

Capitol Annex, Old Albay District ,Albay, Legazpi City

Camarines Norte

Direct Line No.: (054) 885 1023 Local: 7521

2nd Floor Siennas Bldg., Binanuaan, Talisay, Camarines Norte

Camarines Sur

Mobile No.: 0917 708 2475 Local: 7531

2nd Floor, J&A Abucar Bldg., Maharlika Highway, Mabolo,Naga City

Catanduanes

Direct Line No.: (052) 811 4218 Local: 7541

Masbate

Local: 7551

Sorsogon

Direct Line No.: 0977 376 1123 0919 836 2000 Local: 7561

Region V - Bicol Region

Capitol Compound, Bgy. Francia, Virac, Catanduanes Capitol Road F, Masbate City

City Hall Compound, Bgy. Cabin-An, Sorsogon City

Region

Office

Contact Information

Office of the Regional Director Office of the Regional Assistant Director Finance and Administration Division Local Government Capability Development Division Local Government Division

Region VI - Western Visayas

Monitoring

and

Direct Line No.: (033) 503 7084 Local: 7601 Direct Line No.: (033) 503 7084 Local: 7602 Direct Line No.: (033) 337 4708 (033) 300 0018 Local: 7603 Direct Line No.: (033) 337 5449 Local: 7604

Address

Pepita Aquino Street Fort San Pedro, Iloilo City 5000

Evaluation Direct Line No.: (033) 337 9214 Local: 7605

Aklan

Direct Line No: (036) 500 8808 Local: 7611

Capitol Site, Estancia, Kalibo, Aklan

Antique

Direct Line No.: (036) 540 8520 Local: 7621

Gen. Fullon St., Brgy. 8, San Jose de Buenavista, Antique

Guimaras

Direct Line No.: (036) 621 6025 Local: 7631 Direct Line No.: (033) 581 2035 Local: 7641

Iloilo

Direct Line No.: (033) 337 4270 Local: 7651

Gaisano ICC Mall Benigno Aquino Ave., Diversion Road, Iloilo City

Negros Occidental

Direct Line No.: (034) 707 0979 Local: 7661

La Luz Building, Mandalagan Highway, Bacolod City

Iloilo CIty

Direct Line No.: (034) 704 2363

5th/F New Iloilo City Hall Plaza Libertad, Iloilo City

Bacolod City

Direct Line No.: (036) 500 8808

3rd Floor Old City Hall cor. Araneta and Luzuriaga St., Bacolod

Aklan

Direct Line No: (036) 500 8808 Local: 7611

Capitol Site, Estancia, Kalibo, Aklan

Capiz

Provincial Park, Roxas City San Miguel, Jordan, Guimaras

Region

Office

Contact Information

Office of the Regional Director Office of the Regional Assistant Director Finance and Administration Division Local Government Capability Development Division Local Government Division

Monitoring

and

Direct Line No.: (033) 503 7084 Local: 7601 Direct Line No.: (033) 503 7084 Local: 7602 Direct Line No.: (033) 337 4708 (033) 300 0018 Local: 7603 Direct Line No.: (033) 337 5449 Local: 7604

Address

Sudlon, Lahug, Cebu City 6000

Evaluation Direct Line No.: (033) 337 9214 Local: 7605

Siquijor

Direct Line No: (038) 4112096 Local: 7711 Direct Line No.: (032) 254 2370 Local: 7721 Direct Line No.: (035) 225 4411 Local: 7731 Direct Line No.: (035) 344 2009 Local: 7741

Cebu CIty

Direct Line No.: (032) 254 7837

2nd Floor, Ramos Public Market Gen. Echavez Ext. Cor. D. Jakoslem St., Cogon Ramos, Cebu City

Mandaue City

Direct Line No.: (032) 346 0746

Centro Mandaue Mandaue City, Cebu

Lapu-lapu City

Direct Line No.: (032) 467 9764 (032) 340 0033

Lapu-lapu City, Cebu

Bohol

Region VII - Central Visayas Cebu Province Negros Oriental

Airport Road, Tagbilaran City, Bohol Capitol Compound, Cebu City Capitol Area, Dumaguete City Siquijor Provincial Capitol, Siquijor

Region

Office

Contact Information

Office of the Regional

Director

Local: 7801

Office of the Regional

Assistant Director

Local: 7802

Finance and Administration Division

Local: 7803

Local Government Capability Development Division

Local: 7804

Local Government Division

Local: 7805

Monitoring and Evaluation

Address

Kanhuraw Hill, Tacloban City, Leyte

Biliran

Local: 7811

Capitol Compound, Barangay Calumpang, Naval, Biliran

Eastern Samar

Local: 7821

Capitol Site, Borongan City, Eastern Samar

Leyte

Local: 7831

Kanhuraw Hill, Barangay 25, Tacloban City, Leyte

Northern Samar

Local: 7841

Brgy. Dalakit, Catarman, Northern Samar

Samar (Southern Samar)

Local: 7851

Capitol Compound, Catbalogan City, Samar

Southern Leyte

Local: 7861

Capitol Site, Asuncion, Maasin City, Leyte

Region VIII - Eastern Visayas

Region

Office

Contact Information

Office of the Regional

Director

Office of the Regional

Assistant Director

Finance and Administration Division Local Government Capability Development Division Local Government Division

Region IX - Zamboanga Peninsula

Direct Line No: (062) 925 0258 Local: 7901 Direct Line No: (062) 925 0282 Local: 7902 Direct Line No: (062) 925 0282 Local: 7903 Direct Line No: (062) 925-0283 Local: 7904

Address

Pres. Corazon C. Aquino Government Regional Center, Balintawak, Pagadian City

Monitoring and Evaluation Direct Line No: (062) 925-0283 Local: 7905

Zamboanga Del Norte

Direct Line No.: (065) 212 3594 Local: 7911

2nd Floor Old Zamboanga del Norte Provincial Hospital Compound, Lakaya St. Biasong, Dipolog City

Zamboanga Del Sur

Direct Line No.: (062) 215 1537 Local: 7921

Provincial Capitol Compound, Pagadian City

Zamboanga Sibugay

Direct Line No.: (062) 333 5401 Local:7931

Gen. Villamor St., Tirso Babiera, Ipil, Zamboanga Sibugay

Zamboanga City

Direct Line No.: (062) 991 5956 Local: 7911

Petit Barracks, Zamboanga City

Isabela City

Direct Line No.: (062) 200 7558 Local: 7911

Isabela City Hall Building, Sunrise, Isabela City

Dapitan City

Direct Line No.: (065) 213 6292 Local: 7911

Meriterio St., Dawo, Dapitan City

Pagadian City

Direct Line No.: (062) 215 1455 Local: 7911

Pagadian City Hall Building, Gatas, Pagadian City

Dipolog City

Direct Line No.: (065) 212 2491 Local: 7911

Bonifacio Street, Dipolog City

Region

Office

Contact Information

Office of the Regional Director Office of the Regional Assistant Director Finance and Administration Division Local Government Capability Development Division Local Government Division

Region X - Northern Mindanao

Monitoring

and

Direct Line No: (088) 859 0502 Local: 8101 Direct Line No: (088) 859 0504 Local: 8102 Direct Line No: (088) 827 3143 Local: 8103 Direct Line No: (088) 859 0506 Local: 8104

Address

Masterson Ave, Cagayan de Oro, 9000 Misamis Oriental

Evaluation Direct Line No: (088) 859 0506 Local: 8105

Bukidnon

Direct Line No.: (088) 813 5085 Local: 8011

9 San Victores St, Malaybalay, Bukidnon

Camiguin

Direct Line No.: (088) 387 0060 Local: 8021

Old Parola, JP, Jose Rizal St, Poblacion, Mambajao, Camiguin

Lanao del Norte

Direct Line No.: (063) 341 5214 Local:8031

HAmza St, Marawi City, Lanao del Norte

Misamis Occidental

Direct Line No.: (088) 531 1007 Local: 8041

Provincial Engineering Office, Capitol Compound, Capitol Dr, Oroquieta City, 7207 Misamis Occidental

Misamis Oriental

Direct Line No.: (088) 859 0502 Local: 8051

Masterson Ave, Cagayan de Oro, 9000 Misamis Oriental

Cagayan de Oro City

Direct Line No.: (088) 857 3901

Dilg Building, Upper Carmen Street, Cagayan De Oro City, Misamis Oriental

Iligan City

Direct Line No.: (063) 221 4310

Iligan City Hall, Buhanginan Hills, Palao Iligan City

Region

Office

Contact Information

Office of the Regional Director Office of the Regional Assistant Director Finance and Administration Division Local Government Capability Development Division Local Government Division

Monitoring

and

Direct Line No: (082) 297 2701

Davao Del Sur

Direct Line No.: (088) 813 5085 Local: 8111 Direct Line No.: (084) 655 6438 (084) 655 9391 Local: 8121 Direct Line No.: (082) 553 2039 Local:8131

Davao Occidental

Mobile No.: 0917 655 6134

Davao Oriental

Direct Line No.: (087) 388 3794 Local: 8141

Davao City

Direct Line No.: (082) 225 3864

Compostela Valley Davao Del Norte

58 McArthur Highway, Matina, Davao City, 8000, Davao

Evaluation Direct Line No: (082) 297 2701 Local: 8005

Project Development and Management Unit Region XI - Davao Region

Direct Line No: (082) 297 2724 Local: 8001 Direct Line No: (082) 297 2604 Local: 8002 Direct Line No: (082) 297 2600 Local: 8003 Direct Line No: (082) 297 2701 Local: 8004

Address

Government Center, Mankilam, Tagum City

58 McArthur Highway, Matina, Davao City, 8000, Davao del Sur

Region

Office

Contact Information

Office of the Regional Director Office of the Regional Assistant Director Local Government Capability Development Division Local Government Division

Region XII SOCCSKSARGEN

Monitoring

and

Direct Line No: (083) 228 1421 Local: 8201 Direct Line No: (083) 228 7960 Local: 8203 Direct Line No: (083) 877 2971 Local: 8204

Address

DILG XII Building, Prime Regional Government Center, Carpenter Hill, Koronadal City, 9506

Evaluation Direct Line No: (083) 877 2969 Local: 8205

South Cotabato

Direct Line No.: (083) 228 2363 Local: 8231

Capitol Compound. Alunan Avenue, 9506 Koronadal City

North Cotabato

Direct Line No.: (064) 577 6865 Local: 8211

Capitol Compound, Amas, Kidapawan City 9400

Sultan Kudarat

Direct Line No.: (064) 201 3496 Local:8241

Municipal Hall Compound, Kalawag III, Isulan, Sultan Kudarat

Sarangani

Direct Line No.: (083) 508 2106 Local: 8221

Jabilles St., Alabel, Sarangani Province

General Santos City

Direct Line No.: (083) 302 4185 Local: 8141

2/F City Hall Bldg, City Hall Drive, General Santos City

Cotabato City

Direct Line No.: (064) 552-0621 Local: 8121

Ground Floor, People's Palace Building, Malagapas, Cotabato City

Region

Office

Contact Information

Office of the Regional Director

Office of the Regional Assistant Director Finance and Administration Division Local Government Capability Development Division Local Government Division

Region XIII - CARAGA

Monitoring

and

Direct Line No: (085) 342 2045 Fax No.: (085) 815 1299 Local: 8301 Direct Line No: (085) 342 2045 Fax No.: (085) 815 1299 Local: 8302 Direct Line No: (085) 342 2045 Local: 8303 Direct Line No: (085) 342 2045 Local: 8304

Address

Barangay Libertad, Butuan City, 8600

Evaluation Direct Line No: (085) 342 2045 Local: 8305

Agusan Del Norte

Direct Line No.: (085) 817 1720 Local: 8311

Matimco Building, J.C. Aquino Avenue, Libertad, Butuan City, Agusan del Norte

Agusan Del Sur

Direct Line No.: (085) 343 7179 Local: 8321

Municipality of Prosperidad Hall, National Highway, Prosperidad City, 8500 Agusan del Sur

Dinagat Island

Direct Line No.: Local:8331

Surigao Del Norte

Direct Line No.: (086) 826 0167 Local: 8341

Matimco Building, J.C. Aquino Avenue, Libertad, Butuan City, Agusan del Norte

Surigao Del Sur

Direct Line No.: (086) 211 3470 Local: 8351

Lianga, Surigao del Sur

Barangay Cuarinta. Province, Dinagat Islands, San Jose, Dinagat Islands.

Region

Office

Contact Information

Office of the Regional

Director

Office of the Regional

Assistant Director

Finance and Administration Division Local Government Capability Development Division Local Government Division

Cordillera Administrative Region

Direct Line No: (074) 422 3644 Local: 8401 Direct Line No: (074) 442 0085 Local: 8402 Direct Line No: (074) 442 0085 Local: 8403 Direct Line No: (074) 443 9840 Local: 8404

Direct Line No.: (074)752 8095 Local: 8311

Apayao

Mobile No.: 0998 530 8851 Local: 8321

Benguet

Direct Line No.: (074) 422 4635 Local:8331

Mountain Province

Direct Line No.: (074)382 2028 Local: 8341 Mobile No.: 0919 994 0546 Local: 8351 Direct Line No.: (074) 606 8163 Local: 8351

Baguio City

Direct Line No.: (074) 442 8130

Kalinga

Barangay Center, Upper Session Road corner North Drive, Baguio City

Monitoring and Evaluation Direct Line No: (074) 442 9030 Local: 8405

Abra

Ifugao

Address

Esmer Building, Partelo St., Zone 4, Bangued, Abra Poblacion, Luna, Apayao Capitol Compound, La Trinidad, Benguet Capitol Compound, Lagawe, Ifugao Bulanao, Tabuk, Kalinga Upper Caluttit, Bontoc, Mt. Province 2nd Floor, Baguio City Hall, Baguio City

Region

Office

Contact Information Direct Line No: (02) 995 7725 Telefax No.: 995 7831 Trunkline : (02) 876 3454 Local: 8501 Direct Line No: (02) 995 7725 Telefax No.: 995 7831 Trunkline : (02) 876 3454 Local: 8502

Office of the Regional Director

Office of the Regional Assistant Director Finance and Administration Division

Local: 8503

Local Government Capability Development Division

Local: 8504

Local Government Division

Local: 8505

Occidental Mindoro MIMAROPA

Oriental Mindoro

Marinduque

Romblon

Palawan

Monitoring

and

Evaluation

Direct Line No.: (043) 711 1000 Telefax No.: 995 7725 Trunkline : (02) 876 3454 Local: 8521 Direct Line No: (043) 286 7089 Telefax No.: 995 7725 Trunkline : (02) 876 3454 Local: 8531 Direct Line No: (042) 332 1363 Telefax No.: 995 7831 Trunkline : (02) 876 3454 Local: 8511 Direct Line No: (042) 5675235 Telefax No.: 995 7831 Trunkline : (02) 876 3454 Local: 8551 Direct Line No: (048) 433 2681 Telefax No.: 995 7831 Trunkline : (02) 876 3454 Local: 8541

Address

822 Quezon Ave, Diliman, Quezon City, 1103 Metro Manila

Provincial Capitol Complex. Brgy. Payompon, Mamburao, Occidental Mindoro Provincial Capitol Complex, Brgy. Camilmil, Calapan City

Bgry, Santol, Boac, Marinduque

S. Faigao St, San Agustin, Romblon

SPS Government Center, Puerto Princesa, Palawan

Region

Office

Contact Information

Office of the Regional Director

Office of the Regional Assistant Director

Finance and Administration Division

Local Government Capability Development Division Local Government Division National Capital Region

Monitoring

and

Trunkline : (02) 876 3454 Local: 8601 Direct Line No: 782 0196 Trunkline : (02) 876 3454 Local: 8602 Direct Line No: 781 9953 Trunkline : (02) 876 3454 Local: 8603 Direct Line No: 782 0334 Trunkline : (02) 876 3454 Local: 8603

Address

4th Floor, Annex Building SRA, Sugar Center, North Avenue, Diliman, Quezon City, Philippines

Evaluation Trunkline : (02) 876 3454 Local: 8603

Caloocan

Direct Line No.: 336 5597

3/F Malapitan Hall, Caloocan City Hall 8th Ave., Caloocan City

Las Piñas

Direct Line No.: 551 5985

2/F Administrative Building, City Hall Compound, Las Piñas City

Makati

Direct Line No.: 899 8931

5/F Main Building, Makati City Hall J.P Rizal St., Brgy. Poblacion, Makati City

Malabon

Direct Line No.: 921 7624 281 4999 Local: 5007

5/F Malabon City Hall, Brgy. San Agustin, Malabon City

Mandaluyong

Direct Line No.: 535 7305

1/F Old Building, Mandaluyong City Hall Compound, Maysilo Circle, Plainview, Mandaluyong City

Manila

Direct Line No.: 484 4438

G/F Manila Barangay Bureau Bldg. Antonio Villegas St., Ermita, Manila

Region

National Capital Region

Office

Contact Information

Address

Marikina

Direct Line No.: 532 6003

3/F New Marikina Public Market, W. Paz Street, Sta. Elena, Marikina City

Muntinlupa

Direct Line No.: 862 4935

3/F Annex Building, Muntinlupa City Hall, Putatan, Muntinlupa City

Navotas

Direct Line No.: 374 5513

Navotas City Hall, Brgy. Sipac Almacen, Navotas City

Parañaque

Direct Line No.: 820 3222

3/F Parañaque City Hall, San Antonio Avenue, SAV1, Brgy. San Antonio, Parañaque City

Pasay

Direct Line No.: 833 1894

Pasig

Direct Line No.: 643 1116

8/F Pasig City Hall, Caruncho Avenue, Pasig City

Pateros

Direct Line No.: 643 6379

5/F Pateros Municipal Hall, G. de Borja St., Municipality of Pateros

Quezon City

Direct Line No.: 435 1656

4/F National Government Offices Building, Gate 5, Quezon City Hall, Kalayaan Ave, Quezon City

San Juan

Direct Line No.: 728 9856

2/F Room 205, San Juan Government Center, Pinaglabanan Road, San Juan City

Taguig

Direct Line No.: 642 4906

2/F Left Wing Annex Building, Taguig City Hall, Brgy. Tuktukan, Taguig City

Valenzuela

Direct Line No.: 352 1000 Local: 2976

3/F Valenzuela City Trade Center, Mc Arthur Highway, Valenzuela City

Room 414 Pasay City Hall, Harrison St., Pasay City

DILG Citizen&#39;s Charter Handbook FY 2023 (1st Edition) Flipbook PDF - PDF Free Download (2025)

DILG Citizen's Charter Handbook FY 2023 (1st Edition) Flipbook PDF - PDF Free Download (2025)