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Documentary Requirements

Note: All documentary requirements must be submitted to Accounting Unit in two (2) copies

1 original and 1 photocopy

MOOE LIQUIDATION REQUIREMENTS

Liquidation Report
Cash Disbursement Register
Photocopy of Disbursement Voucher (CA Liquidated)
Bank Reconciliation
Bank Statement
Summary of Tax Withheld
Narrative Report

SBFP REQUIREMENTS

Liquidation Report
Cash Disbursement Register
Official Receipts/Cash Invoice/Sales Invoice
BIR Forms 2307
Purchase Request
Purchase Order
Canvass from 3 suppliers (purchases P1,000.00 above)
Inspection and Acceptance Report
Approved Work and Financial Plan
Approved Action Plan
20 Days Menu Cycle
Form 1 (Master List of Beneficiaries for SBFP)
Form 2 (SBFP List of Schools)
Form 3 (Summary of Beneficiaries and Start of Feeding)
Form 4 (Record of Daily Feeding)
Pictures of Purchased Goods and on-going feeding
Quotation (for P1,000,000.00 and above)
Abstract of Canvass/Quotation (if applicable)
BAC Resolution
Payroll and DTR (Helper and Cook)
Narrative Report
Summary of Tax Withheld

PAYMENT/REIMBURSEMENT OF REGISTRATION FEE

Travel Order signed by SDS / Regional Director
Memorandum
Certificate of Appearance
Official Receipt (OR)

PAYMENT/ REIMBURSEMENT OF FOOD EXPENSES

Official Receipts/RER
BIR Forms 2307
Memorandum / Notice of Meetings
Approved Budget Proposal
Purchase Request
Purchase Order
Canvass from 3 suppliers (for purchases P1,000.00 and above)
Inspection and Acceptance Report
Attendance Sheet (duly accomplished by participants)
Meal Attendance
Notarized Contact (for 50,000 and above)
BAC Resolution, if applicable (for 50,000 and above)
Notice of Award, if applicable (for 50,000 and above)
Notice to Proceed, if applicable (for 50,000 and above)
Pictures of Purchased Good/s ( signed by the Inspection Committee)

PAYMENT/REIMBURSEMENT OF SUPPLIES

Official Receipts (OR)
Sales Invoice (if applicable)
Delivery Receipts (if applicable)
BIR Forms 2307
Purchase Request
Inspection and Acceptance Form
Purchase Order
Canvass from 3 suppliers (for purchases P1,000.00 and above)
Abstract of canvass (if applicable)
PHILGEPS Posting (for purchases P50,000.00 and above)
Inventory Custodian Slip (for non-consumable items)
Pictures of Purchased Good/s ( signed by the Inspection Committee)
Supplies Issued Form, if applicable
Property Acknowledgement Receipt (for items 15,000 & up)
Memo and proposal (if related to seminar)
BAC Resolution (for 50,000 and above)
Notice of Award (for 50,000 and above)
Notice to Proceed (for 50,000 and above)

PAYMENT/REIMBURSEMENT OF UTILITIES

Official Receipt
Billing Statement
Certification of Official Calls (for mobile allowance only)
Note: For prepaid account - Date of receipt must be within the same month of the claim (ex. January is the claim, date must be from January 1 to 31)

PAYMENT/REIMBURSEMENT OF TRAVELLING EXPENSES

Travel Order signed by SDS / Regional Director OR Locators Slip
Memorandum if applicable
Certificate of Appearance (original copy)
Official Receipt (fare/registration fee/hotel accommodation)
Boarding Pass/Airfare ticket (if available)
Driver's Trip Ticket, if applicable
Certification of Travel Completed
Itinerary of Travel (signed by SDS)
Duly accomplished RER if van hired
Certificate of Not Requiring Receipt (for P300.00 and below)
Note: Please refer to Division Memorandum No. 031, s.2020 dated January 8, 2020 entitled “Reiteration of the Guidelines on Claiming Travel Expense of Division Personnel”

REPAIRS AND MAINTENANCE

Official Receipts (OR)
Delivery Receipts (if not itemized in OR)
BIR Forms 2307
Purchase Request
Inspection and Acceptance Form
Purchase Order (if applicable)
Canvass from 3 suppliers (for purchases P1,000.00 and above)
Abstract of canvass
Program of Works signed by Division Engineer (Materials and Labor - P10,000.00 and above)
Payroll and DTR (for Labor-35% of Gross Amount of Materials)
Pictures of Repair and Materials (Before,During and After) signed by the Inspection Committee
PHILGEPS Posting (for purchases P50,000.00 and above)
BAC Resolution (for 50,000 and above)
Notice of Award (for 50,000 and above)
Notice to Proceed (for 50,000 and above)

PAYMENT/REIMBURSEMENT FOR SEMINARS/TRAININGS VENUE

Approved and duly signed contract (notarized)
Statement of Account (if applicable)
Travel Order
Training Design
Memorandum
Training/Budget Proposal
Canvass from 3 suppliers (for purchases P1,000.00 and above)
Abstract of Canvass
Attendance Sheet (duly accomplished by participants)
Meal attendance, if applicable
Purchase Order
Purchase Request
PHILGEPS Posting (for purchases P50,000.00 and above)
BIR Forms 2307
Supporting Picture/s (signed by the inspection committee)
Inspection and Acceptance Report (signed by the inspection committee)
BAC Resolution (for 50,000 and above)
Notice of Award (for 50,000 and above)
Notice to Proceed (for 50,000 and above)

LABOR (JOB ORDER/MINOR REPAIRS)

DTR
Payroll
If Job Order:
- - Job Order Contract (signed by SDS)
  - Authority to render overtime (if applicable)
If Minor Repairs:
- - Job Order/ Accomplishment Report
  - Inspection and Acceptance Report
  - Supporting Picture/s

REIMBURSEMENT FOR MISCELLANEOUS EXPENSE

Official Receipt
Justification letter
Pictures
Inspection and Acceptance Report (signed by the inspection committee)

GRANTING OF CASH ADVANCE- SEMINARS FACILITATED BY DO AND OTHER DIVISION PROGRAMS AND ACTIVITIES (DO)

Memorandum
Training/Budget Proposal
Approved Request for Cash Advance with actual quotation / computation
Curriculum Vitae (CV)
Any documents showing the monthly salary of the speaker (for honorarium computation)
Note:
Applicable ONLY for payment of honorarium
Amount of cash advance must be based on DBM Circular No. 2007-1
Only NON-DEPED officials are allowed for Honorarium

GRANTING OF CASH ADVANCE- TRAVELLING (DO)

Travel Order
Memo
Request for Cash Advance
Itinerary of travel

Note: No additional cash advance shall be allowed to any official or employee unless proper accounting of the previous cash advance given to him is liquidated and/or settled.

REPAIR/CONSTRUCTION OF SCHOOL BUILDINGS

- Progress Billing (minimum of 20% accomplishment)

Billing of Contractor / Letter Request
Certificate of payment
Approved Program of Works and Specs
Statement of Work Accomplishment
Notice of Award (NOA)
Notice to Proceed (NTP)
Signed Contract
Photographs of Accomplishment
Official Receipt of Contractor (OR)

REPAIR/CONSTRUCTION OF SCHOOL BUILDINGS - Final Billing

Billing request of Contractor
Certificate of payment
Approved Program of Works and Specs
Statement of Work Accomplishment
Notice of Award (NOA)
Notice to Proceed (NTP)
Signed Contract
Photographs of Accomplishment
Official Receipt of Contractor (OR)
Previous Certificate of Payment (COPs)
As-Built Drawings/ Plans for New Construction
Certificate of Completion
Previous Vouchers
Certificate of turn-over
Certificate of Acceptance
Inspection Report

REPAIR/CONSTRUCTION OF SCHOOL BUILDINGS - Mobilization 15% (Optional)

Request for Advance Payment
Signed Contract
Notice of Award (NOA)
Notice to Proceed (NTP)
Unconditional Bank Guarantee, Manager's Check/Letter or Credit equivalent to the advance payment
Construction / repair schedule

RELEASE OF 10% RETENTION MONEY

Billing request of Contractor
Security in the form of cash, bank guarantee, irrevocable standby letter of credit from a commercial bank, GSIS or surety bond callable on demand
Certification from the end user that the project is completed and inspected
Copy of Signed Contract
Copy of Notice of Award (NOA)
Copy of Notice to Proceed (NTP)

RATA REQUIREMENTS

Copy of Office Order / Appointment (1st Payment)
Certificate of Assumption (1st Payment)
Certificate that the official / employee did not use government vehicle and is not assigned any government vehicle
Certificate or evidence of service rendered or approved DTR
Itinerary of Travel (For 1 Month)

PAYMENT/REIMBURSEMENT OF GASOLINE/TOLL EXPENSE

Official Receipts
Driver's Trip Ticket
Certification
Certification of travel completed
Locator slip / travel order
Certificate of appearance (original)

PAYMENT/REIMBURSEMENT OF RENT EXPENSE

Duly accomplished Reimbursement Expense Receipt (RER)
Contract of Lease

REIMBURSEMENT FOR FIDELITY BOND PREMIUM

Deposit Slip
Authority to Accept Payment
Confirmation Letter

REIMBURSEMENT OF NOTARIAL FEE

Official Receipt
Purchase Request
Supporting Picture/s (signed by the inspection committee)
Inspection and Acceptance Report (signed by the inspection committee)
Memorandum
Training/Budget Proposal

PAYMENT/REIMBURSEMENT OF REPAIR OF VEHICLE

Sales Invoice
Official Receipt
Purchase Request
Purchase Order
Inspection and Acceptance Form
Canvass from 3 suppliers (for purchases P1,000.00 and above)
Pictures of Repair and Materials (Before, During and After) signed by the Inspection Committee

GRANTING OF CASH ADVANCE-REPAIR OF VEHICLES (DO)

Job Order or Sales Invoice
Request for cash advance

LIQUIDATION OF SEMINARS FACILITATED BY DO AND OTHER DIVISION PROGRAMS AND ACTIVITIES (DO) – HONORARIUM

Memorandum
Training/Budget Proposal
Approved Request for Cash Advance with actual quotation / computation
Curriculum Vitae (CV)
Any documents showing the monthly salary of the speaker (for honorarium computation)
Accomplished Reimbursement Expense Receipt (RER)
Supporting Picture/s (signed by the inspection committee)

Note:

Must be submitted a day after the event for liquidation processing
Amount must NOT be more than the amount stated in the training proposal
Amount of Liquidation must NOT be lower the amount in Cash Advance

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