Citizen's Charter

Office or Division:

Bids and Awards Committee (BAC); End-User Unit

Classification:

Simple

Type of

Transaction:

Government to Citizen (G2C); Government to Government (G2G); Government to Business Entity (G2E)

Who may avail:

Prospective Bidders/Suppliers

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

   Mayor’s/Business Permit (except for government agencies as lessors-Lease of Real Property or Venue)

       Professional License/Curriculum

Vitae (for Consulting Services)

   PHilGEPS Registration Number (except for government agencies as lessors-Lease of Real Property or Venue)

   Philippine Contractors Accreditation Board (PCAB) License (Infrastructure) (as needed)

   Net Financial Contracting Capacity (NFCC) -  (Infrastructure) (as needed)

   Income/ Business Tax Return ( For ABC’s above P500k, except for government agencies as lessors- Lease of Real Property or Venue)

   Omnibus Sworn Statement ( For ABC’s above 50k-Small Value Procurement and For ABC’s above

500K- Emergency cases & Small

Value Procurement)

Concerned Local Government Unit

Philippine Regulatory Commission

PHilGEPS

PCAB

Bureau of Internal Revenue

GPPB

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Supplier to submit quotation and requirements to BAC Secretariat

1.1 Receive the documents submitted

None

10 minutes

BAC Secretariat (Bids and Awards Committee)

1.2 BAC to evaluate the submitted bids during the regular

BAC meeting*

None

2 hours

Bids and Awards

Committee

1.3 Upon the approval of the Head of the Procuring Entity, BAC Secretariat to prepare and send to the winning supplier the Notice of Award, Notice to Proceed and Purchase Order

None

4 hours

BAC Secretariat (Bids and Awards Committee)

2. Upon receipt of the Notice of Award, Notice to Proceed and Purchase Order, signs the conforme and submit it to LCDFI

2.1 Receive the signed Notice of Award, Notice to Proceed and Purchase Order

None

10 minutes

BAC Secretariat (Bids and Awards Committee)

3. Delivery of goods and/or services

3.1 Acceptance of goods and/or services

None

1 day

End-User Unit

TOTAL

NONE

1 day, 6 hours, 20 minutes

Office or Division:

Office of the President-CEO/Executive Director

Classification:

Simple

Type of

Transaction:

Government to Citizen (G2C)

Who may avail:

Interested applicants

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

       Letter of Application with Resume

(original)

   Personal Data Sheet with 2x2 most recent colored photo (original)

       Transcript of Records (original)

       Diploma (photocopy)

       Birth Certificate (original)

   Resignation Letter (photocopy) and Employee Clearance from previous employer (original)

       Medical Certificate for fitness to work

(CBC, drug test, chest x-ray) (original)

       NBI Clearance (original)

       Photocopy of SSS Membership Form

E-1

   Photocopy BIR Form 2316 or Certification/Waiver of Non- Submission of BIR Form 2316

   Marriage Contact (if applicable) (original)

       Statement of Asset, Liabilities and Net

Worth (original)

       Code of Conduct Certificate

       Data Privacy Consent Form

       Employee Non-disclosure Statement

       Written Exam

       Applicant

       LCDFI

       School where the applicant graduated

       School where the applicant graduated

       Philippine Statistics Authority

       Applicant

       Medical Doctor

       National Bureau of Investigation

       Social Security System

       Previous Employer / Applicant

       Philippine Statistics Authority

       Civil Service Commission or LCDFI

       LCDFI

       LCDFI

       LCDFI

       LCDFI

CLIENT STEPS.

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit complete requirements to LCDFI

1.1 Receive requirements

None

30 minutes

Executive

Assistant

1.2  Review the submitted documents and schedule the applicant for interview if pre- qualified

None

2 hours

Executive

Director

Executive

Assistant

1.3 Inform applicant of the scheduled interview

None

10 minutes

Executive

Assistant

2. Arrive at scheduled

interview

2.1 Interview applicant

None

3 hours

Executive

Director

2.2 If qualified for the position, include in the agenda of the Hiring Committee for approval*

None

2 days

Executive

Committee

2.3 Upon approval, inform of the assumption date and prepare notice of assumption

None

2 hours

Executive

Assistant

Total

None

2 days, 7 hours and 40 minutes

Office or Division:

Finance Unit

Classification:

Simple

Type of Transaction:

Government to Citizen (G2C); Government to Business Entity (G2B); Government to Government (G2G)

Who may avail:

LCDFI Officers and Employees

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

Please see table below for the list of required documents depending on the nature of transaction.

Please see table below.

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the duly accomplished and Box A approved Disbursement Voucher.

1.1 Receive the duly accomplished and Box A approved Disbursement Voucher.

Check the completeness of supporting documents, if incomplete return immediately to the Unit/Personnel concerned.

None

3 hours

Finance Specialist

1.2 Assign control number and record in the QR-FIN-014 Logbook of Payments.

None

1 hour

Finance Specialist

1.3 Prepare the Accounting Entries in Box B of the Disbursement Voucher.

None

1 hour

Finance Specialist

1.4 Check the accounting entries made, certify availability of fund and completeness of supporting documents.

None

5 hours

Accountant

1.5 Disbursement Voucher Approval of Payment.

None

1 hour

President/CEO/HOA

1.6 Prepare the corresponding check or debit memo.

None

2 hours

Bookkeeper/Cashier

1.7 Sign on the check or debit memo.

None

1 day

President/CEO/HOA and Corporate Treasurer

1.8 Prepare the Certificates of Tax Withheld, if applicable.

None

30 minutes

Bookkeeper/Cashier

1.9 Check and sign the Certificate/s of Tax Withheld.

None

30 minutes

Accountant

1.10 Update the QR-FIN-014 Logbook of Payments to fill the necessary information of Disbursement Vouchers processed and paid.

None

1 hour

Bookkeeper/Cashier

1.11 Stamp “PAID” on all documents of Disbursement Vouchers.

None

1 hour

Bookkeeper/Cashier

TOTAL

NONE

= 3 Days

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1. Cash Advance (Local Travel)
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. Approved SF-ADM-043 Travel Authority and Itinerary of Travel (Certified True Copy)
   3. Approved Activity Proposal (Certified True Copy)
   4. Approved Breakdown of Cash Advance
   5. If payment for Service Provider is included in the Breakdown of Cash Advance:

• SF-ADM-022 Notice of Award (Certified by the BAC Secretariat)
• For PhilGEPS posted, SF-ADM-023 Notice to Proceed (Certified by the BAC Secretariat)
• SF-ADM-039 Purchase Order (Certified by the BAC Secretariat)

1. 1. to 1.4

Unit / Personnel Concerned

1.5

BAC Secretariat

2. Communication
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. Statement of Account (Original Copy)
   3. Certification that all National Direct Dial, National Operator Assisted Calls and International Direct Dial calls are official in nature and logbook is maintained

2.1 Unit / Personnel Concerned

2.2 Service Provider

2.3 Administrative Officer

3. Goods and Services
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. Duly accomplished SF-ADM-034 Inspection and Acceptance Report
   3. Annual Procurement Plan (Certified True Copy)
   4. Duly accomplished and approved SF-ADM-030 Procurement Request Form (Certified True Copy)
   5. Approved SF-ADM-001 Abstract of Quotation (Certified True Copy)
   6. SF-ADM-022 Notice of Award (Certified by the BAC Secretariat)
   7. For PhilGEPS posted, SF-ADM-023 Notice to Proceed (Certified by the BAC Secretariat)
   8. SF-ADM-039 Purchase Order (Certified by the BAC Secretariat)
   9. Sales Invoice / Statement of Account
   10. Duly accomplished Delivery Receipt
   11. Report of Waster Materials (For worn-out parts / replacement only)
   12. Duly accomplished SF-ADM-032 Property Acknowledgment Receipt (For property and non-consumable office supplies)

1. 1. to 3.2

Unit / Personnel Concerned

3.3 to 3.8

BAC Secretariat

3.9 to 3.10 Supplier

3.11 to 3.12

Executive Assistant / Property Officer

4. Payroll
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. Payroll Register
   3. Computation to support Payroll Register
   4. Approved Monthly Attendance Report (Certified True Copy)
   5. Duly accomplished and approved SF-ADM-027 Overtime Form

4.1 to 4.3 Bookkeeper

4.4 Executive Assistant

    4.5 Personnel

     Concerned

5. Fidelity Bond
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. List of Accountable Officer for New Applicant
   3. List of Bonded Public Officers for Renewal
   4. Schedule of Premium Rates

5.1 to 5.3 Finance Specialist

1. 5. Bureau of

Treasury

6. Honorarium of Resource Speaker (RS)
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. Training Engagement Invitation/Letter to RS duly accepted and signed (Certified True Copy)
   3. Approved Activity Proposal (Certified True Copy)
   4. For webinar or e-training engagement, Certification that RS has completed the service

6.1 to 6.4

Unit / Personnel Concerned

7. Airfare
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. Approved SF-ADM-043 Travel Authority and Itinerary of Travel (Certified True Copy)
   3. Approved Activity Proposal (Certified True Copy)
   4. Canvass of airfare
   5. Statement of Account / Invoice / Billing / E-Ticket
   6. Official Receipt

7.1 to 7.4

Unit / Personnel Concerned

7.5 to 7.6 Airline Company / Service Provider

8. Notarial Fees
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. Notarized Page (Certified True Copy)
   3. Official Receipt

8.1 to 8.3

Unit / Personnel Concerned

9. Postage
   1. Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2. Approved Activity Proposal (Certified True Copy)
   3. Official Receipt

9.1 to 9.3

Unit / Personnel Concerned

10.Seminars and Trainings

1. 1.  Duly accomplished and approved SF-FIN-016 Disbursement Voucher
   2.  Approved Training / Staff Development Calendar or Recommendation to attend Seminar / Training
   3. Seminar / Training Invitation
   4. Billing / Statement of Account

10.1 Unit / Personnel Concerned

10.2 Immediate Supervisor

10.3 to 10.4 Service Provider

11.Petty Cash Replenishment

11.1 Duly accomplished and approved SF-FIN-016 Disbursement Voucher

11.2 Duly accomplished and approved SF-FIN-007 Petty Cash Fund Voucher and supporting documents (refer to PCF checklist of requirements)

11.3 Duly accomplished and approved SF-FIN-008 Petty Cash Fund Replenishment

11.1 to 11.3

Petty Cash Custodian