DEPARTMENT OF EDUCATION CITIZEN’S CHARTER 2026 (1st Edition)
2 I. Brief History of the Philippine Education System Education in the Philippines has undergone several stages of development from the pre-Spanish times to the present. In meeting the needs of society, education serves as a focal point of the leadership's priorities at certain periods/epochs in our national journey as a race. Table 1. Evolution of the Official Name of Department of Education and Its Titular Head Year Official Name of Department Office Titular Head Legal Bases 1898 Department of Secretaryship of Police and Internal Peace and Order, Justice, Education and Hygiene Department Secretary Decree of June 23, 1898 of President Emilio Aguinaldo 1901 – 1916 Department of Public Instruction General Superintendent Act. No. 74 of the Philippine Commission, Jan. 21, 1901 1916 – 1942 Department of Public Instruction Secretary Organic Act Law of 1916 (Jones Law) 1942 – 1944 Department of Education, Health and Public Welfare Commissioner Renamed by the Japanese Executive Commission, June 11, 1942 1944 Department of Education, Health and Public Welfare Minister Renamed by the Japanese-Sponsored Philippine Republic 1944 Department of Public Instruction Secretary Renamed by Japanese- Sponsored Philippine Republic 1945 – 1946 Department of Public Instruction and Information Secretary Renamed by the Commonwealth Government 1946 – 1947 Department of Instruction Secretary Renamed by the Commonwealth Government 1947 – 1975 Department of Education Secretary E.O. No. 94 October 1947 (Reorganization Act of 1947) 1975 – 1978 Department of Education and Culture Secretary Proc. No. 1081, September 24, 1972 1978 – 1984 Ministry of Education and Culture Minister P.D. No. 1397, June 2, 1978 1984 – 1986 Ministry of Education, Culture and Sports Minister Education Act of 1982 1987 – 1994 Department of Education, Culture and Sports Secretary E.O. No. 117. January 30, 1987 1994 – Department of Secretary RA 7722 and RA 7796,
3 2001 Education, Culture and Sports 1994 Trifocalization of Education Management 2001 – Present Department of Education Secretary RA 9155, August 2001 (Governance of Basic Education Act) In 1947, by virtue of Executive Order No. 94, the Department of Instruction was changed to the Department of Education. During this period, the regulation and supervision of public and private schools belonged to the Bureau of Public and Private Schools. In 1972, it became the Department of Education and Culture by virtue of Proclamation 1081 and the Ministry of Education and Culture in 1978 by virtue of P.D. No. 1397. Thirteen regional offices were created, and major organizational changes were implemented in the educational system. The Education Act of 1982 created the Ministry of Education, Culture and Sports which later became the Department of Education, Culture and Sports in 1987 by virtue of Executive Order No. 117. The structure of DECS as embodied in EO No. 117 has practically remained unchanged until 1994 when the Commission on Higher Education (CHED), and 1995 when the Technical Education and Skills Development Authority (TESDA) were established to supervise tertiary degree programs and non-degree technical-vocational programs, respectively. The Congressional Commission on Education (EDCOM) report provided the impetus for Congress to pass RA 7722 and RA 7796 in 1994 creating the Commission on Higher Education (CHED) and the Technical Education and Skills Development Authority (TESDA), respectively. The trifocal education system refocused DECS’ mandate to basic education which covers elementary, secondary and non-formal education, including culture and sports. TESDA now administers the post-secondary, middle-level manpower training and development while CHED is responsible for higher education. In August 2001, Republic Act 9155, otherwise called the Governance of Basic Education Act, was passed transforming the name of the Department of Education, Culture and Sports (DECS) to the Department of Education (DepEd) and redefining the role of field offices (regional offices, division offices, district offices and schools). RA 9155 provides the overall framework for (i) school head empowerment by strengthening their leadership roles and (ii) school- based management within the context of transparency and local accountability. The goal of basic education is to provide the school age population and young adults with skills, knowledge, and values to become caring, self-reliant, productive and patriotic citizens.
4 II. Mandate The Department of Education was established through the Education Decree of 1863 as the Superior Commission of Primary Instruction under a Chairman. The Education agency underwent many reorganization efforts in the 20th century to better define its purpose vis-à-vis the changing administrations and charters. The present-day Department of Education’s mandate was established through Republic Act 9155, otherwise known as the Governance of Basic Education Act of 2001. The RA substantially provides that the Department of Education (DepEd) formulates, implements, and coordinates policies, plans, programs, and projects in the areas of formal and non-formal basic education. It supervises all elementary and secondary education institutions, including alternative learning systems, both public and private; and provides for the establishment and maintenance of a complete, adequate, and integrated system of basic education relevant to the goals of national development. III. Vision We dream of Filipinos who passionately love their country and whose values and competencies enable them to realize their full potential and contribute meaningfully to nation building. As a learner-centered public institution, the Department of Education continuously improves itself to better serve its stakeholders. IV. Mission To protect and promote the right of every Filipino to quality, equitable, culture- based, and complete basic education, where: a. Students learn in a child-friendly, gender-sensitive, safe, and motivating environment. Teachers facilitate learning and constantly nurture every learner. b. Administrators and staff, as stewards of the institution, ensure an enabling and supportive environment for effective learning to happen. c. Family, community, and other stakeholders are actively engaged and share responsibility for developing life-long learners. V. Service Pledge The Department of Education is committed to providing learners with quality basic education that is accessible, inclusive, and liberating through: • Proactive leadership • Shared governance • Evidence-based policies, standards, and programs
5 • A responsive and relevant curriculum • Highly competent and committed officials, and teaching and non-teaching personnel • An enabling learning environment The Department upholds the highest standards of conduct and performance to fulfill stakeholders’ needs and expectations by adhering to constitutional mandates, statutory, and regulatory requirements, and sustains client satisfaction.
6 LIST OF SERVICES CENTRAL OFFICE ....................................................................................................... 14 EXTERNAL SERVICES .......................................................................................................... 14 Administrative Division – Cash Division ........................................................................................................15 1. Claiming of Checks for Payment of Obligation (made through Checks) ...............................................15 Administrative Service – Records Division ....................................................................................................17 1. Handling of Incoming Documents.........................................................................................................17 2. Issuance of Requested Documents (Online) .........................................................................................18 3. Issuance of Requested Documents (Walk-in) .......................................................................................22 Bureau of Education Assessment – Education Assessment Division ............................................................26 1. Claiming of Philippine Educational Placement Test (PEPT) Results......................................................26 2. Philippine Educational Placement Test (PEPT) – Computer-Based Test ..............................................27 3. Philippine Educational Placement Test (PEPT) – Online Registration ..................................................28 4. Philippine Educational Placement Test (PEPT) – Onsite Registration ..................................................30 5. Philippine Educational Placement Test (PEPT) – Onsite Test ...............................................................32 6. Registration for the Philippine Educational Placement Test (PEPT) for Validation Purposes via Special Administration Test...................................................................................................................................33 7. Request for Assessment Data ...............................................................................................................36 8. Verification and/or Re-issuance of Certificate of Rating (COR) – Online .............................................38 9. Verification and/or Re-issuance of Certificate of Rating (COR) – Onsite .............................................40 Bureau of Human Resource and Organizational Development – Personnel Division ..................................43 1. Application for Permanent Position in the DepEd Central Office ........................................................43 2. Application for Permission to Teach .....................................................................................................44 3. Issuance of Certificate of Appearance ..................................................................................................45 4. Issuance of Certificate of Last Payment ................................................................................................46 5. Issuance of Certificate of Employment and Service Record .................................................................47 Education Facilities Division ..........................................................................................................................49 1. Processing of Request for Payment of Obligation to Contractors with existing School Furniture Contracts with DepEd Central Office ........................................................................................................49 2. Processing of Request for Payment of Obligation to Contractors with existing School Infrastructure Contracts with DepEd Central Office ........................................................................................................51 3. Request for Information related to School Facilities Standards and Designs ......................................52 4. Technical Review and Evaluation of the Project Designs, Specifications, and Estimates ....................53 5. Review and Evaluation of Request for Inclusion in School Infrastructure Programs ...........................54 Finance Service – Employee Account Management Division .......................................................................56 1. Evaluation of Application for APDS Accreditation/ Re-accreditation Process .....................................56 Information and Communications Technology Service – User Support Division .........................................61 1. Issuance of Remittance List and Certification (GSIS / Pag-IBIG Personal Contributions and Loans for Service Rendered Pre-RPSU) – Online ......................................................................................................61 2. Issuance of Remittance List and Certification (GSIS / Pag-IBIG Personal Contributions and Loans for Service Rendered Pre-RPS
7 3. Filing of Motion for Reconsideration ....................................................................................................80 4. Filing of Motion for Reconsideration ....................................................................................................81 5. Review of Memorandum of Agreement (MOA), Memorandum of Understanding (MOU), Procurement Contracts, and Ordinary Contracts .....................................................................................82 National Educators Academy of the Philippines – Professional Development Division ...............................84 1. Scholarship Application at the NEAP Central Office .............................................................................84 National Educators Academy of the Philippines – Quality Assurance Division ............................................87 1. Authorization of Non-DepEd Learning Service Providers .....................................................................87 2. Orientation for Non-DepEd Learning Service Providers .......................................................................92 3. Recognition of Professional Development Program for DepEd Learning Service Providers ................93 4. Recognition of Professional Development Program for Authorized Learning Service Providers ........96 Public Affairs Service – Public Assistance Action Center ............................................................................101 1. Facilitating Concerns through Email ...................................................................................................101 2. Facilitating Concerns through Hotline or Short Message Service (SMS) ............................................102 3. Facilitating Concerns through Social Media .......................................................................................103 4. Facilitating Concerns through Walk-in................................................................................................104 5. Facilitating Referral Letters from Freedom of Information (eFOI Portal) ..........................................105 6. Facilitating Standard Freedom of Information Requests (Email/Walk-in) .........................................106 Public Affairs Service – Publications Division ..............................................................................................107 1. Request for Copies of DepEd Issuances ..............................................................................................107 2. Request for the Formatting of DepEd Order and DepEd Memorandum ...........................................107 3. Request for Issuance of a DepEd Advisory .........................................................................................109 CENTRAL OFFICE ..................................................................................................... 112 INTERNAL SERVICES ......................................................................................................... 112 Administrative Service – Cash Division .......................................................................................................113 1. Payment of Obligation through Checks ..............................................................................................113 2. Payment of Obligation through LDDAP-ADA ......................................................................................115 Bureau of Curriculum Development – Special Curricular Program Division ...............................................119 1. Application for Special Program in Foreign Language ........................................................................119 Bureau of Human Resource and Organizational Development – Personnel Division ................................120 1. Application for Leave ..........................................................................................................................120 2. Application for Retirement .................................................................................................................121 3. Issuance of Foreign Official Travel Authority ......................................................................................121 4. Issuance of Foreign Personal Travel Authority ...................................................................................126 5. Issuance of Certificate of Employment and Service Record ...............................................................129 6. Issuance of Order of Transfer and Reassignment ...............................................................................129 7. Processing of Terminal Leave Benefits ...............................................................................................130 Finance Service – Accounting Division ........................................................................................................132 1. Application for Agency Code/Activation of Organization
8 12. Processing of Disbursement Vouchers – Repairs and Maintenance of Equipment and Motor Vehicles ...................................................................................................................................................183 13. Processing of Disbursement Vouchers – Board and Lodging ...........................................................193 13. Processing of Disbursement Vouchers – Supplies, Materials & Equipment (Non-Big-Tickets)........200 15. Processing of Disbursement Vouchers – Meals ................................................................................211 16. Processing of Disbursement Vouchers – Training ............................................................................219 17. Processing of Disbursement Vouchers – Honorarium ......................................................................228 18. Processing of Disbursement Vouchers – Cash Advance for Activities..............................................232 19. Processing of Disbursement Vouchers – Cash Advance for Salaries, Wages, Allowance, and Other Similar Expenses......................................................................................................................................234 20. Processing of Disbursement Vouchers – Foreign Travel ..................................................................237 21. Processing of Disbursement Vouchers – Local Travel ......................................................................242 22. Processing of Disbursement Vouchers – Salaries for Regular Employees........................................245 23. Processing of Disbursement Vouchers - Salaries for Contract of Service ........................................250 24. Processing of Disbursement Vouchers – Petty Cash Fund ...............................................................253 25. Processing of Disbursement Vouchers – Gasoline Expenses............................................................257 26. Processing of Disbursement Vouchers – Allowances and Other Forms of Compensation ..............259 27. Processing of Disbursement Vouchers – Terminal Leave .................................................................264 28. Processing of Disbursement Vouchers – Collective Negotiation Agreement (CNA) Incentives .......267 29. Processing of Disbursement Vouchers – Special Counsel Allowance...............................................270 30. Processing of Disbursement Vouchers – Financial Assistance .........................................................272 31. Processing of Disbursement Vouchers – Fund Transfers .................................................................274 32. Processing of Disbursement Vouchers – Utilities .............................................................................277 33. Processing of Disbursement Vouchers – Communication Mobile ...................................................280 34. Processing of Disbursement Vouchers – Overtime ..........................................................................282 35. Processing of Disbursement Vouchers – Extraordinary and Miscellaneous Expenses ....................285 36. Processing of Disbursement Vouchers – Registration Fees..............................................................287 37. Processing of Disbursement Vouchers – Remittances .....................................................................290 38. Processing of Disbursement Vouchers – Plane Fare (DBM Procurement) .......................................292 39. Processing of Disbursement Vouchers – Advertising .......................................................................294 40. Processing of Disbursement Vouchers – Subscription Newspaper ..................................................296 41. Processing of Liquidation Report - Petty Cash Fund (PCF) ...............................................................298 42. Processing of Liquidation Report – Training and Activities ..............................................................301 43. Processing of Liquidation Report – Foreign Travel ...........................................................................304 44. Processing of Liquidation Report – Local Travel ...............................................................................308 45. Processing of Liquidation Report – Payroll Fund for Salaries, Wages, Allowances and Other Similar Expenses..................................................................................................................................................310 46. Request for Application, Renewal and Cancellation of Bond ...........................................................312 47. Request for Approval of the Contracts of Various Projects/ Transactions .......................................313 48. Request for BIR Form 2306 and 2307 ...............................................................................................315 49. Request for Photocopy of Supporting Documents from P
9 4. Migration of an Existing Website to the Official DepEd Domain ........................................................333 Information and Communications Technology Service – User Support Division .......................................335 1. Processing of Enterprise Human Resource Information System (EHRIS) Requests (Walk-in)............335 2. Processing of Enterprise Human Resource Information System (EHRIS) Requests (Email) ...............335 3. Virtual Events Assistance ....................................................................................................................336 Legal Service – Investigation Division .........................................................................................................338 1. Issuance of Certification of No Pending or Pendency of Administrative Case and Clearance ...........338 2. Request for an Update on the Status of a Case in the Central Office ................................................339 Legal Service – Legal Division ......................................................................................................................340 1. Request for Legal Opinion...................................................................................................................340 2. Review of Memorandum of Agreement (MOA), Memorandum of Understanding (MOU), Procurement Contracts, and Ordinary Contracts ...................................................................................341 Public Affairs Service – Publications Division ..............................................................................................342 1. Issuance of Office Memorandum, Office Order, Memorandum with Limited Application ...............342 2. Material Production/Binding/Cutting .................................................................................................343 REGIONAL OFFICE ................................................................................................... 345 EXTERNAL SERVICES ........................................................................................................ 345 Administrative Service Division – Asset Management Section ...................................................................346 1. Delivery Inspection and Acceptance of Tangible Assets (Supplies/Materials/Equipment) – Central Office (CO)-Procured with Logistics Services (DepEd Order 41 s. 2021) ................................................346 2. Delivery Inspection and Acceptance of Tangible Assets (Supplies/Materials/Equipment) – Central Office (CO)-Procured (DepEd Order 41 s. 2021) .....................................................................................347 3. Delivery Inspection and Acceptance of Tangible Assets (Supplies/Materials/Equipment) – Regional Office-Procured .......................................................................................................................................349 4. Request for Certificate of Final Acceptance or Certificate of Completion .........................................351 5. Request for Supplier’s Performance Evaluation .................................................................................352 Administrative Service Division – Cash Section ..........................................................................................354 1. Claiming of Checks for Payment of Obligation (made through Checks) .............................................354 Administrative Services Division – Personnel Section ................................................................................356 1. Acceptance and Initial Evaluation of Employment Application..........................................................356 2. Issuance of Certificate of Appearance ................................................................................................358 3. Issuance of Certificate of Employment or Service Record (for Former DepEd RO Employees) .........359 4. Issuance of Certificate of Last Payment (CLP) ....................................................................................360 5. Issuance of Foreign Travel Authority (Official) ...................................................................................362 6. Issuance of Foreign Travel Authority (Personal).................................................................................365 7. Issuance of Regional Clearance for Exchange Visitor Program ..........................................................367 8. Reclassification of Positions for Teachers and School Heads .............................................................368 9. Request for Transfer of Teaching and Non-Teaching Employees to Another Region ........................371 10. Stoppage/Deletion of Deductions in the Payroll (Loans and Insurances) ........................................372 Administrative Service Division – Records Section ..........................................................................
10 1. Correction of Entries in School Records .............................................................................................387 Office of the Regional Director – Public Affairs Unit ...................................................................................389 1. Public Assistance through Email .........................................................................................................389 2. Public Assistance (Hotline) ..................................................................................................................390 3. Public Assistance (Walk-in) .................................................................................................................391 4. Standard Freedom of Information (FOI) Request through Walk-in Facility and Mail (Approval) ......392 5. Standard Freedom of Information (FOI) Request through Walk-in Facility and Mail (Preparation of Requested Document) ............................................................................................................................393 Policy, Planning, and Research Division ......................................................................................................396 1. Request for Education-Related Data ..................................................................................................396 2. Request for Reversion in the Enhanced Basic Education Information System (EBEIS) ......................400 3. Request to Conduct Research Study ...................................................................................................401 4. Review and Confirmation of School Division Office (SDO) Submitted Work and Financial Plans (WFPs) .................................................................................................................................................................404 Quality Assurance Division ..........................................................................................................................406 1. Acknowledgement of Voluntary (Temporary/Permanent) Closure of Private Schools .....................406 2. Approval of Tuition and Other Fees Increase, No Increase, With Increase, and Proposed New Fees of Private Schools ........................................................................................................................................407 3. Verification and Signing of Billing Statements for Government Assistance Subsidy .........................410 4. Grant of Government Permits to Operate and Recognitions (Kindergarten, Elementary, and Junior High School levels) ..................................................................................................................................411 5. Issuance of Special Orders (SO) for Graduation of Private School Learners ......................................414 REGIONAL OFFICE ................................................................................................... 416 INTERNAL SERVICES ......................................................................................................... 416 Administrative Division – Cash Section .......................................................................................................417 1. Handling of Cash Advances .................................................................................................................417 Administrative Division – Personnel Section ..............................................................................................420 1. Application for Leave ..........................................................................................................................420 2. Application for Retirement/Survivorship/Disability Benefit...............................................................422 3. Issuance of Certificate of Employment and/or Service Record ..........................................................424 4. Issuance of Certificate for Remittances ..............................................................................................424 5. Issuance of Foreign Travel Authority ..................................................................................................425 6. Issuance of Foreign Personal Travel Authority ...................................................................................429 7. Processing of Equivalent Record Form (ERF) ......................................................................................430 8. Processing of Study Leave ...................................................................................................................432 9. Processing of Terminal Leave Benefits ...............................................................................................433 10. Stoppage/Deletion of Deductions in the Payroll (Loans and Insurances) ........................................435 Finance Division – Accounting Section ......................................
11 1. Processing of communication received through the Public Assistance Action Center (PAAC) ..........448 2. Request for Certification as to the Pendency or Non-Pendency of an Administrative Case .............449 Quality Assurance Division ..........................................................................................................................450 1. Application for Establishment, Merging, Conversion, and Naming/ Renaming of Public Schools and Separation of Public Schools ...................................................................................................................450 SCHOOLS DIVISION OFFICE ................................................................................... 464 EXTERNAL SERVICES ........................................................................................................ 464 Curriculum and Instruction Division ............................................................................................................465 1. Borrowing and Returning of Supplementary Learning Resources from Library Hub .........................465 2. Registration for an Account in the LRMDS Portal ...............................................................................466 Office of the Schools Division Superintendent – Admin Unit – Cash..........................................................468 1. Claiming of Checks for Payment of Obligation (made through Checks) .............................................468 Office of the Schools Division Superintendent – Legal Unit .......................................................................470 1. Correction of Entries in School Records .............................................................................................470 2. Legal Assistance to Walk-in Clients .....................................................................................................472 Office of the Schools Division Superintendent – Personnel Unit................................................................473 1. Acceptance of Application for Reclassification of Teaching Positions ...............................................473 2. Acceptance of Employment (Non-Teaching and Teaching Related Positions) ...................................475 3. Issuance of Certificate of Employment (COE) .....................................................................................477 4. Issuance of Service Record (SR) ..........................................................................................................478 Office of the Schools Division Superintendent – Property and Supply Unit ...............................................480 1. Delivery Inspection and Acceptance of Tangible Assets (Supplies/ Materials/ Equipment) – Central Office (CO)-Procured with Logistics Services ..........................................................................................480 2. Delivery Inspection and Acceptance of Tangible Assets (Supplies/ Materials/ Equipment) – Central Office (CO)-Procured ...................................................................................................................................481 3. Delivery Inspection and Acceptance of Tangible Assets (Supplies/ Materials/ Equipment) ..............483 4. Request for Certificate of Final Acceptance or Certificate of Completion .........................................484 5. Request for Supplier’s Performance Evaluation .................................................................................486 Office of the Schools Division Superintendent – Records Unit ...................................................................488 1. Issuance of Academic School Record (Referral from the School of the Non-Availability of School Records) ..................................................................................................................................................488 2. Issuance of Academic School Records for Certification, Authentication, and Verification (CAV) of ALS and PEPT Completers/Passers ................................................................................................................490 3. Issuance of Academic School Records for Certification, Authentication, and Verification (CAV) for Learners from Closed Private Schools ....................................................................................................495 4. Issuance of Requested Documents – Walk-In ....................................................................................499 5. Issuance of Requested Documents (Online) .......................................................................................500 6. Handling of Incoming Communications ..............................................................................................502 School Governance and Operations Division ..............................................................................................504 1. Application for the Issuance of Gove
12 7. Application for Tuition and Other Fees Increase, No Increase, and Proposed New Fees of Private Schools ....................................................................................................................................................522 8. Application for Voluntary (Temporary/Permanent) Closure of Private Schools ................................525 9. Endorsement of Voluntary (Temporary/Permanent) Closure of Private Schools ..............................528 10. Recognition of Professional Development (PD) Programs – SDO Level ...........................................529 11. Request for Basic Education Data .....................................................................................................532 SCHOOLS DIVISION OFFICE ................................................................................... 535 INTERNAL SERVICES ......................................................................................................... 535 Curriculum and Instruction Division ............................................................................................................536 1. Quality Assurance of Supplementary Learning Resource ...................................................................536 2. Submission of Contextualized Learning Resources ............................................................................537 Office of the Schools Division Superintendent – Admin Unit – Cash..........................................................540 1. Handling of Cash Advances .................................................................................................................540 Office of the Schools Division Superintendent – Finance Unit – Budget ....................................................542 1. Posting/Updating of Disbursement ....................................................................................................542 2. Processing of Obligation Request and Status (ORS) ...........................................................................542 Office of the Schools Division Superintendent – ICT Unit ...........................................................................545 1. User Account Management for Centrally Managed Systems.............................................................545 2. Troubleshooting of ICT Equipment .....................................................................................................546 3. Uploading of Publications ...................................................................................................................547 Office of the Schools Division Superintendent – Legal Unit .......................................................................548 1. Issuance of Certificate of No Pending Case ........................................................................................548 Office of the Schools Division Superintendent – Personnel Unit................................................................549 1. Application for Equivalent Record Form (ERF) ...................................................................................549 2. Application for Leave ..........................................................................................................................550 3. Application for Retirement .................................................................................................................552 4. Issuance of Certificate of Employment (COE) .....................................................................................554 5. Issuance of Foreign Official Travel Authority ......................................................................................554 6. Issuance of Foreign Personal Travel Authority ...................................................................................557 7. Issuance of Service Record (SR) ..........................................................................................................560 8. Loan Approval and Verification...........................................................................................................561 9. Processing of Appointment (Original, Reemployment, Reappointment, Promotion and Transfer) ..562 10. Processing of Terminal Leave Benefits .............................................................................................565 11. Request for Correction of Name and Change of Status ...................................................................566 Office of the Schools Division Superintendent – Property and Supply Unit ...............................................568 1. Requisition and Issuance of Supplies ..................................................................................................568 2. Property and Equipment Clearance Signing .......................................................................................568 School Governance and Operations Division – Planning and Research Section .................
13 9. Issuance of Learners’ Academic Records for Certification for Local Employment .................................610 10. Issuance of Academic School Records (ASR) for Certification, Authentication and Verification (CAV)611 11. Issuance of Reconstructed Diploma ......................................................................................................615 12. Issuance of School Form 10 – Elementary and Junior High School ......................................................617 13. Issuance of School Form 10 – Senior High School.................................................................................618 14. Issuance of School Form 9 (SF 9), Good Moral Certificate, and Certificate of Enrollment ...................619 15. Public Assistance (Email / Social Media) ...............................................................................................622 16. Public Assistance (Walk-in) ...................................................................................................................623 17. Request for Certificate of Last Payment for Retired/Transferring Teaching/Non-Teaching Personnel (Implementing Unit) ....................................................................................................................................624 18. Reservation Process for the Use of School Facilities.............................................................................625 INTERNAL SERVICES ......................................................................................................... 628 1. Issuance of Special Order for Service Credits and Certification of Compensatory Time Credits ...........629 2. Laboratory and School Inventory ............................................................................................................630 3. School Learning and Development .........................................................................................................631 FEEDBACK AND COMPLAINTS MECHANISM ...................................................... 633 LIST OF OFFICES ...................................................................................................... 635
14 CENTRAL OFFICE EXTERNAL SERVICES
15 Administrative Division – Cash Division 1. Claiming of Checks for Payment of Obligation (made through Checks) Payment of obligations of the Central Office is made either through checks or List of Due and Demandable Accounts Payable – Advice to Debit Account (LDDAP- ADA). The Administrative Service – Cash Division issues checks to Clients for payments of obligation that were made through checks. This service charter pertains to the steps in the claiming of the checks, and is a continuation of the service charter on Payment of Obligation through Checks under Administrative Service – Cash Division. Office or Division: Administrative Service – Cash Division Classification: Simple Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: Any Client that DepEd has financial obligations to CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Identification Card - One (1) photocopy of any government-issued valid ID of the requesting person (ID must have a signature). This may include, but is not limited to, the following: • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Client For an authorized representative Authorization Letter – One (1) Original Copy Client One (1) photocopy of the requesting person’s valid ID (ID must have a signature) Client One (1) photocopy of the requesting person’s valid ID (ID must have a signature) Authorized Representative of the Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Proceed to AS- Cash Division and present required documents to claim the check. 1.1 Check and verify submitted documents None 10 minutes Administrative Officer I, AS- Cash Division 1.2 Give Client releasing logbook and disbursement voucher for signing None 5 minutes Administrative Officer I, AS- Cash Division 2. Sign releasing logbook and 2.1 Check and verify signature against the ID presented None 5 minutes Administrative Officer I, AS- Cash Division
16 disbursement voucher. 2.2 Release check None 5 minutes Administrative Officer I, AS- Cash Division 3. Receive check and validate correctness of data (name of payee and amount). Note: If the Client is a supplier*, the Client must give an official receipt to the Cash Division. 4.1 Receive the official receipt given by the Client* None 5 minutes AO I TOTAL: None 30 minutes
17 Administrative Service – Records Division 1. Handling of Incoming Documents Incoming documents are official mails, letters, correspondence, and communications from external and internal clients addressed to officials/offices/personnel of the DepEd Central Office. This service ensures that these documents are properly received, accurately and completely documented and recorded, and promptly routed and forwarded to the concerned office, official, or personnel for timely and appropriate actions. Office or Division: Administrative Service – Records Division Classification: Simple Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Incoming documents addressed to office/officials/personnel of the DepEd Central Office, including its attachments Applicant / Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit incoming communications to Administrative Service – Records Division Location: DepEd Central Office, Pasig City 1.1 Check completeness of communications based on Checklist of Requirements Slip • Addressee • Date of Document • Subject Matter • Sender/ Signatory of Document • Attachments (if any) Note: Inform Client of lacking documents, if any, and indicate action taken on the checklist of requirements. None 5 minutes Administrative Assistant II, AS- RD 1.2 Receive the documents and stamp “RECEIVED” on receiving copy or airway bill receipt None 3 minutes Administrative Assistant II, AS- RD 1.3 Issue the receiving copy/airway bill receipt to client None 2 minutes Administrative Assistant II, AS- RD
18 1.4 Encode the details of the communication in the Document Management System (DMS), print and attach document slip/QR Code Sticker to the document, then route documents in the DMS to the concerned office None 5 minutes Administrative Assistant II, AS- RD 1.5 Forward document to the concerned office. None 5 minutes Administrative Assistant II, AS- RD TOTAL: None 20 minutes 2. Issuance of Requested Documents (Online) This service offers a convenient and efficient online request system via email and Microsoft Forms for clients unable to transact on site. Certified true copies, photocopies of documents in custody of the Records Division at the DepEd Central Office, subject to verification in accordance with applicable guidelines on access to records and disclosure of information. It includes dedicated assistance to clients with queries, clarification, or guidance regarding information, status, or actions taken on documents. This ensures that every client's inquiry is addressed efficiently, promptly, and accurately. Office or Division: Administrative Service – Records Division Classification: Simple Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: Via Email – All Via Microsoft Form - Current DepEd employees in Schools, Schools Division Offices (SDOs), Regional Offices (ROs) and the Central Office (CO) using their DepEd email address CHECKLIST OF REQUIREMENTS WHERE TO SECURE For requests via official email address (as.rd@deped.gov.ph) Email containing complete details of the specific request or query such as: • Subject matter of document or query • Date of issuance/document • Full name of requesting person • Reason for request or query Applicant / Client Any valid ID of the requesting person (e.g., DepEd ID or any government-issued ID) – One (1) original copy Applicant / Client For requests via Microsoft Form Microsoft Form bit.ly/RD_OnlineRequestOfDocs
19 Any valid ID of the requesting person (e.g., DepEd ID or any government-issued ID) – One (1) original copy Applicant / Client For authorized representative Authorization Letter – One (1) Original Copy Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the requesting person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the authorized person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Authorized Representative of the Applicant / Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE For Certified True Copy 1. Submit request and complete requirements via email or Microsoft 1.1 Check completeness of the submitted requirements and acknowledge receipt of request. Note: Inform Client of lacking documents, if any. None 5 minutes Administrative Officer II, AS- RD 1.2 Fill-out and print the Request Slip based on information provided by the Client None 5 minutes Administrative Officer II, AS- RD 1.3 Search from Records file or Document Management System (DMS) None 15 minutes Administrative Officer II, AS- RD 1.4 Photocopy or print the document None 10 minutes Administrative Officer II, AS- RD 1.5 Authenticate document, and scan document (if advance copy is requested) None 10 minutes Administrative Officer II, AS- RD
20 1.6 Review and verify requested document/s and indicate action taken on the request slip and forward to Supervising Administrative Officer for further review None 5 minutes Administrative Officer V, AS- RD 1.7 Review documents, recommend approval, and affix initial on the request slip, and forward to the Chief Administrative Officer for approval None 5 minutes Supervising Administrative Officer, AS-RD 1.8 Approve the release of requested documents, information and request Slip None 5 minutes Chief Administrative Officer, AS-RD 1.9 Inform the client that the requested document is ready for pick-up and release. None 5 minutes Administrative Officer II, AS- RD For Photocopy of Documents 1. Submit request and complete requirements via email or Microsoft 1.1 Check completeness of the submitted requirements and acknowledge receipt of request. Note: Inform Client of lacking documents, if any. None 5 minutes Administrative Officer II, AS- RD 1.2 Fill-out and print the Request Slip based on information provided by the Client None 5 minutes Administrative Officer II, AS- RD 1.3 Search and verify from Records file or Document Management System (DMS) None 15 minutes Administrative Officer II, AS- RD 1.4 Scan the requested document None 10 minutes Administrative Officer II, AS- RD 1.5 Review and verify requested document/s and indicate action taken on the request slip and forward to Supervising Administrative Officer for further review None 5 minutes Administrative Officer V, AS- RD
21 1.6 Review documents, recommend approval, and affix initial on the request slip, and forward to the Chief Administrative Officer for approval None 5 minutes Supervising Administrative Officer, AS-RD 1.7 Approve the release of requested documents, information and request Slip None 5 minutes Chief Administrative Officer, AS-RD 1.8 Send the requested document to client’s email None 5 minutes Administrative Officer II, AS- RD For Information/Action taken to Queries 1. Submit request and complete requirements via email or Microsoft 1.1 Check completeness of the submitted requirements and acknowledge receipt of request. Note: Inform Client of lacking documents, if any. None 5 minutes Administrative Officer II, AS- RD 1.2 Fill-out and print the Request Slip based on information provided by the Client None 5 minutes Administrative Officer II, AS- RD 1.3 Search from Records file or Document Management System (DMS) None 15 minutes Administrative Officer II, AS- RD 1.4 Validate information requested/action taken None 10 minutes Administrative Officer II, AS- RD 1.5 Review and verify requested document/s and indicate action taken on the request slip and forward to Supervising Administrative Officer for further review None 5 minutes Administrative Officer V, AS- RD 1.6 Review documents, recommend approval, and affix initial on the request slip, and forward to the Chief Administrative Officer for approval None 5 minutes Supervising Administrative Officer, AS-RD 1.7 Approve the release of requested None 5 minutes Chief Administrative Officer, AS-RD
22 documents, information and request Slip 1.8 Send the requested document, information to client’s email None 5 minutes Administrative Officer II, AS- RD TOTAL (for Certified True Copy): None 1 hour and 5 minutes TOTAL (for Photocopy of Document): None 55 minutes TOTAL (for Information/Action taken to Queries): None 55 minutes 3. Issuance of Requested Documents (Walk-in) This service outlines the procedures for walk-in clients requesting certified true copies or photocopies of documents in the custody of the Records Division of the DepEd Central Office, upon receipt of a valid request, subject to verification in accordance with applicable guidelines on access to records and disclosure of information. It includes dedicated assistance to clients with queries, clarification, or guidance regarding information, status, or actions taken on documents. This ensures that every client's inquiry is addressed efficiently, promptly, and accurately. Office or Division: Administrative Service – Records Division Classification: Simple Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Request Slip – One (1) original copy Administrative Service – Records Division Any valid ID – One (1) original and one (1) photocopy Applicant / Client For authorized representative Authorization Letter – One (1) Original Copy Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the requesting person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the authorized person, which may include, but is not limited to, the following: • Philippine ID Authorized Representative of the Applicant / Client
23 • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE For Certified True Copy 1. Submit all requirements Location: DepEd Records Division 1.1 Receive and check the submitted requirements for completeness. Note: Inform Client of lacking documents, if any. In case requested documents and information will not be released within the day, notify the client of the schedule of release. None 5 minutes Administrative Assistant II, AS- RD 1.2 Search and verify requested document from Records file or Document Management System (DMS) None 15 minutes Administrative Assistant II, AS- RD 1.3 Photocopy the document None 10 minutes Administrative Assistant II, AS- RD 1.4 Certify true copy the document None 10 minutes Administrative Officer V, AS- RD 1.5 Review and verify requested document/s and indicate action taken on the request slip and forward to Supervising Administrative Officer for further review None 5 minutes Administrative Officer V, AS- RD 1.6 Review documents, recommend approval, and affix initial on the request slip, and forward to the Chief Administrative Officer for approval None 5 minutes Supervising Administrative Officer, AS-RD 1.7 Approve the release of requested None 5 minutes Chief Administrative Officer, AS-RD
24 documents, information and request Slip 1.8 Release the requested document to the Client None 5 minutes Administrative Assistant II, AS- RD For Photocopy of Documents 1. Submit all requirements Location: DepEd Records Division 1.1 Receive and check the submitted requirements for completeness. Note: Inform Client of lacking documents, if any. In case requested documents and information will not be released within the day, notify the client of the schedule of release. None 5 minutes Administrative Assistant II, AS- RD 1.2 Search requested document from Records file or Document Management System (DMS) None 15 minutes Administrative Assistant II, AS- RD 1.3 Photocopy the document None 10 minutes Administrative Assistant II, AS- RD 1.4 Review and verify requested document/s and indicate action taken on the request slip and forward to Supervising Administrative Officer for further review None 5 minutes Administrative Officer V, AS- RD 1.5 Review documents, recommend approval, and affix initial on the request slip, and forward to the Chief Administrative Officer for approval None 5 minutes Supervising Administrative Officer, AS-RD 1.6 Approve the release of requested documents and request slip None 5 minutes Chief Administrative Officer, AS-RD 1.7 Release the requested document to the Client None 5 minutes Administrative Assistant II, AS- RD For Information/Action taken to Queries
25 1. Submit all requirements Location: 1.1 Receive and check the submitted requirements for completeness. Note: Inform Client of lacking documents, if any. In case requested documents and information will not be released within the day, notify the client of the schedule of release. None 5 minutes Administrative Assistant II, AS- RD 1.2 Validate information requested/action taken None 10 minutes Administrative Assistant II, AS- RD 1.3 Review and verify requested document/s and indicate action taken on the request slip and forward to Supervising Administrative Officer for further review None 5 minutes Administrative Officer V, AS- RD 1.4 Review documents, recommend approval, and affix initial on the request slip, and forward to the Chief Administrative Officer for approval None 5 minutes Supervising Administrative Officer, AS-RD 1.5 Approve the release of requested documents, information and request Slip None 5 minutes Chief Administrative Officer, AS-RD 1.6 Release the requested document/information to the Client None 5 minutes Administrative Assistant II, AS- RD TOTAL (for Certified True Copy): None 1 hour TOTAL (for Photocopy of Document): None 50 minutes TOTAL (for Information/Action taken to Queries): None 35 minutes
26 Bureau of Education Assessment – Education Assessment Division 1. Claiming of Philippine Educational Placement Test (PEPT) Results Learners who took the PEPT Exam may get their results onsite at the Bureau of Education Assessment-Education Assessment Division. Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Simple Type of Transaction: G2C (Government to Citizen) Who may avail: Client (learner/examinee) who took the PEPT Exam CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Examination Stub - One (1) Original Copy Note: The examination stub is given to the Client by BEA-EAD right after taking the PEPT Exam Applicant/Client Identification card of the learner/examinee - One (1) photocopy Note: ID may include, but is not limited to, the following: • School ID • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Applicant/Client For authorized representative Authorization Letter – One (1) Original Copy Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the authorized person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Authorized Representative of the Applicant / Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Present the examination stub Location: 1.1 Check the examination stub and verify records None 5 minutes Education Program Specialist II, BEA-EAD
27 BEA–EAD Registration Room, DepEd Central Office 1.2 Release the Certificate of Rating None 1 minute Education Program Specialist II, BEA-EAD TOTAL: None 6 minutes 2. Philippine Educational Placement Test (PEPT) – Computer-Based Test The Philippine Educational Placement Test (PEPT) Test is administered either onsite at the DepEd Central or through a Computer-Based (CB) Test. The CB-PEPT is an online or internet-dependent platform administered by the Bureau of Education Assessment via live remote proctoring. The test is taken by the Client in his/her location provided that all requirements are met. This service charter outlines the steps for taking the CB-PEPT. Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Complex Type of Transaction: G2C (Government to Citizen) Who may avail: The CB-PEPT is only offered by BEA-EAD to the following clients: a. Clients aged 6 to 9 years old who reside outside Metro Manila, Bulacan, Cavite, Laguna, and Rizal; b. Clients with a current medical condition (supported by a medical certificate) who are not capable to take the exam onsite; c. Clients residing abroad (any age); and d. Clients with exceptional cases. CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirements Laptop / Desktop Computer with working camera and microphone Note: System requirements for laptop / desktop computer: - Windows 10 - At least 4GB RAM - At least 30GB Hard Disk Client Stable Internet Connection Client Safe Exam Browser (must be installed to the laptop/desktop computer before taking the exam) Downloadable through bit.ly/SEBPEPT (will be provided by BEA-EAD via email) Notice of Examination Bureau of Education Assessment-Education Assessment Division (BEA-EAD) Note: BEA-EAD will send a reminder and guidelines prior to the schedule of the exam via email. CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
28 1. Download and install the Safe Exam Browser (SEB) Installer and SEB Client Settings. 1.1 Conduct an orientation to the examinee/s None 1 hour Education Program Specialist II, BEA-EAD 2. Take the test 2.1 Administer the test via live remote proctoring Note: Inform the Client to call or email BEA after ____ working days to verify the availability of the COR None 1 day Education Program Specialist II, BEA-EAD 2.2 Generate the test results from online platform and submit to processing unit None 1 day Education Program Specialist II, BEA-EAD 2.3 (If Client registered for PEPT through online means) Facilitate the payment for the registration fee submitted by the Client through a door- to-door money remittance system during Registration None 1 hour Education Program Specialist II, BEA-EAD TOTAL: None 2 days, 2 hours Note: Time allotment for the exam depends on the age and grade level/s to take (reference: bit.ly/DepEdPEPT) 3. Philippine Educational Placement Test (PEPT) – Online Registration DepEd Order No. 55, s. 2016 entitled “Policy Guidelines on the National Assessment of Student Learning for the K to 12 Basic Education Program”, stated that the Department of Education (DepEd), through the Bureau of Education Assessment (BEA), shall conduct the Philippine Educational Placement Test (PEPT). The test is a nationally administered assessment for learners in special circumstances. The result of this assessment will allow these learners to: a) access or resume schooling; and/or b) obtain certification of completion by grade level in the DepEd formal system. Specifically, it aims to fulfill the following purposes: • To establish that students have met learning standards for specific grade levels. • To determine the appropriate grade level of learners in special circumstances in the formal school system. • To assess competencies in academic areas gained through informal and nonformal means for entry or reentry into formal school. • To assess competencies in academic areas for entry or reentry to formal schools.
29 The test must not be used for grade-level acceleration but for the aforementioned purposes only (E.O. No. 733, s. 1981). To avail of the PEPT, learners may register either onsite via a physical visit to the BEA at the DepEd Central Office (CO) or online via a Google link. This service charter pertains to the steps for the online registration for the PEPT. Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Simple Type of Transaction: G2C (Government to Citizen) Who may avail: a. Learners from non-formal and informal education programs b. Learners who have incomplete or no record of formal schooling c. Learners with back subjects d. Learners who need grade level standards assessment e. Learners who are overage for their grade levels f. Learners from schools without a government permit CHECKLIST OF REQUIREMENTS WHERE TO SECURE For new applicants Certified true copy (CTC) of the permanent school record (e.g., SF10/Form 137) signed by the School Principal/ Registrar/School Administrator; certificate of attendance in intervention programs, or any proof of schooling (if applicable) – One (1) original copy Client Birth certificate duly authenticated and issued by the Philippine Statistics Authority (formerly National Statistics Office) or by the Local Civil Registrar – One (1) original copy and one (1) photocopy PSA (formerly NSO), Local Civil Registrar/ City Hall / Municipal Hall Identical and recently taken (at least within 6 months) 1x1 colored ID pictures with name tags – Two (2) pieces Client Accomplished PEPT Registration Form – One (1) Copy Downloadable through bit.ly/PEPTForm Registration Fee – Php 200.00 Client For retakers and PEPT takers of next grade level Certificate of Rating (COR) – One (1) original copy and one (1) photocopy Client Identical and recently taken (at least within 6 months) 1x1 colored ID pictures with name tags – Two (2) pieces Client Accomplished PEPT Registration Form – One (1) Copy Downloadable through bit.ly/PEPTForm Registration Fee – Php 200.00 Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Download the PEPT Registration Form at 1.1 Check the received application and print the entries None 10 minutes Education Program
30 bit.ly/PEPTForm, then upload the filled- out PEPT Registration Form and the scanned copy of all documentary requirements to bit.ly/PEPTOnlineReg on the registration form received online Specialist II, BEA-EAD 1.2 Evaluate the completeness, validity and authenticity of the documents None 30 minutes Education Program Specialist II, BEA-EAD 1.3 Inform the Client of the payment details for the eligible applicant or the disapproval notice for the ineligible applicant through e- mail None 5 minutes Education Program Specialist II, BEA-EAD 2. Settle a non- refundable payment through a door-to- door money remittance system (e.g., LBC) 2.1 Receive the payment through a door-to-door money remittance system Registration Fee – Php 200.00 (DepEd Order No. 56, s. 2022) 5 minutes Education Program Specialist II, BEA-EAD 2.2 Inform the Client through email of the schedule of the examination None 5 minutes Education Program Specialist II, BEA-EAD TOTAL: Registration Fee – Php 200.00 55 minutes 4. Philippine Educational Placement Test (PEPT) – Onsite Registration DepEd Order No. 55, s. 2016 entitled “Policy Guidelines on the National Assessment of Student Learning for the K to 12 Basic Education Program”, stated that the Department of Education (DepEd), through the Bureau of Education Assessment (BEA), shall conduct the Philippine Educational Placement Test (PEPT). The test is a nationally administered assessment for learners in special circumstances. The result of this assessment will allow these learners to: a) access or resume schooling; and/or b) obtain certification of completion by grade level in the DepEd formal system. Specifically, it aims to fulfill the following purposes: • To establish that students have met learning standards for specific grade levels. • To determine the appropriate grade level of learners in special circumstances in the formal school system. • To assess competencies in academic areas gained through informal and nonformal means for entry or reentry into formal school. • To assess competencies in academic areas for entry or reentry to formal schools. The test must not be used for grade-level acceleration but for the aforementioned purposes only (E.O. No. 733, s. 1981).
31 To avail of the PEPT, learners may register either onsite via a physical visit to the BEA at the DepEd Central Office (CO) or online via a Google link. This service charter pertains to the steps for the onsite registration for the PEPT. Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Simple Type of Transaction: G2C (Government to Citizen) Who may avail: g. Learners from non-formal and informal education programs h. Learners who have incomplete or no record of formal schooling i. Learners with back subjects j. Learners who need grade level standards assessment k. Learners who are overage for their grade levels l. Learners from schools without a government permit CHECKLIST OF REQUIREMENTS WHERE TO SECURE For new applicants Certified true copy (CTC) of the permanent school record (e.g., SF10/Form 137) signed by the School Principal/ Registrar/School Administrator; certificate of attendance in intervention programs, or any proof of schooling (if applicable) – One (1) original copy Client Birth certificate duly authenticated and issued by the Philippine Statistics Authority (formerly National Statistics Office) or by the Local Civil Registrar – One (1) original copy and one (1) photocopy PSA (formerly NSO), Local Civil Registrar/ City Hall / Municipal Hall Identical and recently taken (at least within 6 months) 1x1 colored ID pictures with name tags – Two (2) pieces Client Accomplished PEPT Registration Form – One (1) Copy BEA Registration Room, Room 113, Mabini Building, DepEd Central Office, Pasig City Registration Fee – Php 200.00 Client For retakers and PEPT takers of next grade level Certificate of Rating (COR) – One (1) original copy and one (1) photocopy Client Identical and recently taken (at least within 6 months) 1x1 colored ID pictures with name tags – Two (2) pieces Client Accomplished PEPT Registration Form – One (1) Copy BEA Registration Room, Room 113, Mabini Building, DepEd Central Office, Pasig City Registration Fee – Php 200.00 Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1.Submit the complete requirements to BEA- EAD Registration Room at Room 113, 1.1 Evaluate the completeness, validity and authenticity of the documents None 15 minutes Education Program Specialist II, BEA-EAD
32 Mabini Bldg., DepEd Complex, Pasig City 1.2 Issue the Registration Form and order of payment for the registration fee None 5 minutes Education Program Specialist II, BEA-EAD 2. Fill-out the PEPT Registration Form and pay the registration fee at the Cash Division, Ground Floor, Alonzo Bldg. 2.1 Issue Official Receipt (OR) upon payment. Registration Fee – Php 200.00 (DepEd Order No. 56, s. 2022) 5 minutes Cashier, AS- Cash Division 3. Submit the accomplished PEPT Registration Form and present the official receipt to the BEA Registration Room 3.1 Check the entries and write the last level completed, the level/s to take, and provide Client the schedule of examination None 5 minutes Education Program Specialist II, BEA-EAD TOTAL: None 30 minutes 5. Philippine Educational Placement Test (PEPT) – Onsite Test The Philippine Educational Placement Test (PEPT) is administered either onsite at the DepEd Central or through a Computer-Based (CB) Test. This service charter outlines the steps for taking the PEPT onsite at the Bureau of Education Assessment (BEA) Testing Room (Room 108, 1st Floor, Mabini Building, DepEd Central Office, Pasig City). Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Complex Type of Transaction: G2C (Government to Citizen) Who may avail: Clients who have registered to take the Philippine Educational Placement Test (PEPT) CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirements Identification card of the learner/examinee - One (1) photocopy Note: ID may include, but is not limited to, the following: • School ID • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Client Notice of Examination Bureau of Education Assessment-Education Assessment Division (BEA-EAD)
33 Note: Notice of examination will be given by BEA-EAD after registration (onsite registration) or through email (online registration). CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Proceed to the BEA Testing Room and take the exam Location: Room 108, 1st Floor, Mabini Building, DepEd Central Office, Pasig City 1.1 Administer the PEPT Exam None 1 day Education Program Specialist II, BEA-EAD 2. Submit the Answer Sheet and Test Booklet 2.1 Check the returned materials and issue the examination stub Note: The examination stub will be presented in claiming the Certificate of Rating (i.e. test result) None 10 minutes Education Program Specialist II, BEA-EAD TOTAL: None 1 day and 10 minutes Note: Time allotment for the exam depends on the age and grade level/s to take (reference: bit.ly/DepEdPEPT) 6. Registration for the Philippine Educational Placement Test (PEPT) for Validation Purposes via Special Administration Test The Philippine Educational Placement Test (PEPT) for validation purposes is for learners who completed grade level/s in schools without a government permit. The test, which is done through a Special Administration Test administered by the Division Testing Center in the Schools Division Office (SDO), is to validate whether these learners met the learning standards for specific grade levels. Section 6, Item 5.2 (Testing Centers and Test Administration Schedule) of the DepEd Order 55, s. 2016 or “Policy Guidelines on the National Assessment of Student Learning for the K to 12 Basic Education Program” states that the test may be administered at the school site as Special Test Administration. This supports DepEd Order 23, s. 2019 or “Additional Provision to Section 6: Grade Level Placement Assessment of DepEd Order 55, s. 2016, effective School Year 2019-2020”, which stated that all learners who will take the PEPT for validation purposes shall be given an assessment at their respective Schools Division Offices/centers. This service charter outlines the procedures learners must undergo in registering for the PEPT for validation purposes through the Schools Division Offices. Learners who may register for
34 the PEPT for validation purposes through the division offices should have completed, without failed subjects, the grade level/s to be validated. Schools Division Offices that opt to request for an onsite administration of the PEPT for validation purposes must submit an application to the Bureau of Education Assessment- Education Assessment Division. Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Highly Technical Type of Transaction: G2C (Government to Client) Who may avail: Learners from schools without a government permit CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirements Identical and recently taken (at least within 6 months) 1x1 colored ID pictures with name tags – Two (2) pieces Applicant/Client Accomplished PEPT Registration Form – One (1) Copy Division Testing Center Registration Fee – Php 200.00 Applicant/Client For new applicants Certified true copy of the original (one copy) and one (1) photocopy of the permanent school record (e.g., SF10/Form 137) signed by the School Principal/Registrar/ School Administrator; certificate of attendance in intervention programs, or any proof of schooling (if applicable) Applicant/Client Birth certificate duly authenticated and issued by the Philippine Statistics Authority (formerly National Statistics Office) or by the Local Civil Registrar – One (1) original copy and one (1) photocopy PSA (formerly NSO), Local Civil Registrar/ City Hall / Municipal Hall For retakers and PEPT takers of next grade level Certificate of Rating (COR) – One (1) original copy and one (1) photocopy Applicant/Client For SDOs that opt to request an onsite administration of the PEPT for validation purposes Request Letter signed by the Schools Division Superintendent – one (1) original copy Note: Refer to DM-CI-00272 (Annex A, Item No.6) for the content of the letter and list of learner’s template Schools Division Office Endorsement Letter from the Regional Office – one (1) original copy Regional Office Learners’ complete documents (i.e. documents submitted by the learners to the SDO) Schools Division Office CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
35 1. Submit the complete requirements to the Schools Division Office through the Records Section 1.1 Receive submitted documents and forward to Curriculum and Instruction Division (CID) for appropriate action None 15 minutes Administrative Aide VI, Office of the Schools Division Superintendent- Records Section 1.2 Evaluate the completeness, validity, and authenticity of the documents None 1 day Education Program Specialist II, CID-LRMS 1.3 Prepare all necessary documents for the SDO’s request to conduct onsite administration of PEPT for validation purposes and submit to BEA-EAD through email at bea.ead@deped.gov.ph None 3 days Education Program Specialist II, CID-LRMS 1.4 Acknowledge receipt of email, and provide initial evaluation (on the number of takers, proposed schedule, and date) None 2 hours Education Program Specialist II, BEA-EAD 1.5 Coordinate with the Division Testing Center regarding the details of the request and submission of learner’s documents to BEA-EAD None 4 hours Education Program Specialist II, BEA-EAD 1.6 Submit the learner’s documents (hard copies) to BEA- EAD via courier or hand-carry, and settle a non-refundable payment through: • door-to-door money remittance • deposit the payment of the Landbank of the Philippines (LBP) – NETRC Trust Fund Account No. 3342-1010-3 Registration Fee – Php 200.00 (per learner, based on DepEd Memo No. 151, s.2003) 3 days Education Program Specialist II, CID-LRMS
36 • Cashier (Cash Division) at DepEd Central 1.7 Evaluate the documents and proof of payment submitted by the SDO and coordinate with the DTC regarding the final evaluation of the documents None 2 days Education Program Specialist II, BEA-EAD 1.8 Draft an approval letter and submit to Chief, BEA-EAD for signature None 2 hours Education Program Specialist II, BEA-EAD 1.9 Review and affix signature on the Approval Letter, and forward to Director IV, BEA for approval and signature None 4 hours Chief Education Program Specialist, BEA-EAD 1.10 Affix signature on the Approval Letter, and return to BEA- EAD for release None 4 hours Director IV, BEA 1.11 Send the approval letter to the SDO Note: Letter contains the schedule of the exam, testing center, and name/s of the assigned examiner. None 15 minutes Education Program Specialist II, BEA-EAD TOTAL: Registration Fee – Php 200.00 (per learner) 11 days, 30 minutes 7. Request for Assessment Data In reference to DepEd Order No. 55, s. 2016, internal and external stakeholders can request National Assessment Data from the following national assessments: a. Early Language, Literacy, and Numeracy Assessment (ELLNA) b. National Achievement Test (NAT) for Grades 6, 10, and 12 c. Accreditation and Equivalency (A&E) Test d. National Career Assessment Examination (NCAE) e. Qualifying Examination in Arabic Language and Islamic Studies (QEALIS) Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Complex
37 Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All except for student researchers* (*Note: Student researchers requesting assessment data must refer to the service charter on “Request for Assessment Data for Research Purposes” under Bureau of Education Assessment- Education Research Division) CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirements Formal Request Letter containing the following information: • Details of the Requestor • Type of Assessment Data • School Year covered • Level of the Data (National, Region, Division, School level) • Type of Data • Purpose of Data Request Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the formal letter through walk-in or email at bea.ead@deped.gov.ph 1.1 Receive/ acknowledge receipt of data request None 1 minute Statistician II, BEA-EAD 1.2 Evaluate the completeness of the information on the data requested None 5 minutes Statistician II, BEA-EAD 1.3 Encode in the monitoring tool. None 2 minutes Statistician II, BEA-EAD 1.4 Process the data requested and prepare a response letter None 1 day Statistician II, BEA-EAD 1.5 Submit the processed data request and reply letter to Chief for review and clearance None 1 day Statistician II, BEA-EAD 1.6 Review correctness and completeness of requested data and reply letter, and forward to Director, BEA for approval None 2 days Chief, BEA- EAD 1.7 Review and approve the data request None 1 day Director IV, BEA
38 1.8 Send to Client the requested data through email None 5 minutes Statistician II, BEA-EAD TOTAL: None 5 days, 13 minutes 8. Verification and/or Re-issuance of Certificate of Rating (COR) – Online This service charter is for clients who want to verify the test results, through online, of an individual or learner after taking an examination at the Bureau of Education Assessment (DepEd Central Office) or the School Division Office (SDO)’s Division Testing Center (TDC) and wishes to be re-issued with the Certificate of Rating (COR) and/or Certification for the following examinations: a. Philippine Educational Placement Test (PEPT) b. Accreditation and Equivalency (A&E) Test c. National Career Assessment Examination (NCAE) d. Qualifying Examination in Arabic Language and Islamic Studies (QEALIS) Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Complex Type of Transaction: G2C (Government to Citizen) Who may avail: Individuals/learners who were takers of any of the national assessments and requests to secure another copy of their COR or those who wish to verify test results. CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirements Online Request Form bit.ly/DepEdVerification Payment of Php 50.00 for the issuance of COR or Certification and Php 150.00 for shipping fee Client For Clients who wish to claim their re-issued COR and/or Certification through onsite Identification Card - One (1) photocopy of any government-issued valid ID which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Applicant / Client Printed copy of the notification email from BEA Client For authorized representative Authorization Letter – One (1) Original Copy Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the requesting client, which may include, but is not limited to, the following: • Philippine ID • Passport Applicant / Client
39 • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Identification Card - One (1) photocopy of any government-issued valid ID of the authorized person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Authorized Representative of the Applicant / Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Fill out the online request form. 1.1 Verify the records of the client None 10 minutes Education Program Specialist II, BEA-EAD 1.2 Acknowledge the submission sent via email and provide Client with the request reference number and payment details None 5 minutes Education Program Specialist II, BEA-EAD 2. Settle a non- refundable payment through a door-to- door money remittance system (e.g., LBC) 2.1 Receive the payment through a door-to-door money remittance system PhP 50.00 for the copy of COR and/or CAV Php 150.00 – Shipping Fee 5 minutes Cashier, AS- Cash Division 2.2 Inform the Client through email that the payment has been received None 5 minutes Education Program Specialist II, BEA-EAD 2.3 Verify the request, process and generate the COR and/or Certification None 5 days Education Program Specialist II, BEA-EAD 2.4 Print the COR and/or CAV and endorse to Chief EPS for initial signature None 1 hour Education Program Specialist II, BEA-EAD 2.5 Affix initials on the COR and/or Certification and forward to Director of Bureau of Education None 4 hours Chief, BEA- EAD
40 Assessment for signature 2.6 Affix signature on the COR and/or Certification and forward to BEA-EAD for release None 4 hours Director IV, BEA 2.7 Prepare signed COR and/or Certification for release None 1 hour Education Program Specialist II, BEA-EAD 2.8 Inform the Client through email that the COR and/or CAV is ready for claiming None 10 minutes Education Program Specialist II, BEA-EAD If the Client wish to have the requested documents delivered through courier 2.9 Send the COR and/or CAV to the mailing address through the courier None 15 minutes Education Program Specialist II, BEA-EAD 2.10 Send the shipping details or proof of delivery to the Client via email Note: Client may track the delivery through the link provided by BEA None 5 minutes Education Program Specialist II, BEA-EAD If the Client wish to claim the requested documents onsite 3. Go to BEA Verification Office and present the required documents 3.1 Release the re- issued COR and/or Certification None 5 minutes Education Program Specialist II, BEA-EAD TOTAL (through courier delivery) PhP 50.00 for COR and/or Certification and PhP 150.00 Shipping fee 6 days, 2 hours, 55 minutes TOTAL (through onsite pick-up): PhP 50.00 for COR and/or Certification 6 days, 2 hours, 40 minutes 9. Verification and/or Re-issuance of Certificate of Rating (COR) – Onsite This service charter is for walk-in clients who want to verify the test results of an individual or learner after taking an examination at the Bureau of Education Assessment (DepEd Central Office) or the School Division Office (SDO)’s Division Testing Center (TDC) and wishes to be re-issued with the Certificate of Rating (COR) and/or Certificatio for the following examinations: a. Philippine Educational Placement Test (PEPT) b. Accreditation and Equivalency (A&E) Test
41 c. National Career Assessment Examination (NCAE) d. Qualifying Examination in Arabic Language and Islamic Studies (QEALIS) Office or Division: Bureau of Education Assessment-Education Assessment Division Classification: Complex Type of Transaction: G2C (Government to Citizen) Who may avail: Individuals/learners who were takers of any of the national assessments and requests to secure another copy of their COR or those who wish to verify test results. CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirements Request Form Bureau of Education Assessment – Education Assessment Division Payment of PhP 50.00 for the issuance of COR or Certification Client For authorized representative Authorization Letter – One (1) Original Copy Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the requesting client, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the authorized person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Authorized Representative of the Applicant / Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Fill out the request form at BEA Verification Room Location: Room 113, Mabini Bldg., DepEd Office, Pasig City 1.1 Verify the records of the client None 10 minutes Education Program Specialist II, BEA-EAD 1.2 Issue order of payment for the issuance of COR and/or Certification None 5 minutes Education Program Specialist II, BEA-EAD 2. Pay the request of COR and/or Certification fee 2.1 Issue Official Receipt (OR) upon payment PhP 50.00 for the copy of COR and/or CAV 5 minutes Cashier, AS- Cash Division
42 Location: Cash Division, Ground Floor, Alonzo Bldg., DepEd Central Office, Pasig City 3. Present the official receipt ot the BEA- EAD Notes/Instruction: Inform Client to call or email BEA after two (2) working days to verify the availability of the requested document. 3.1 Process and print the COR and/or Certification request and endorse to Chief EPS for initial signature None 1 hour Education Program Specialist II, BEA-EAD 3.2 Affix initials on the COR and/or Certification and forward to Director of Bureau of Education Assessment for signature None 4 hours Chief, BEA- EAD 3.3 Affix signature on the COR and/or Certification and forward to BEA-EAD for release None 4 hours Director IV, BEA 3.4 Prepare signed COR and/or Certification for release None 1 hour Education Program Specialist II, BEA-EAD TOTAL: None 1 day, 2 hours, 20 minutes
43 Bureau of Human Resource and Organizational Development – Personnel Division 1. Application for Permanent Position in the DepEd Central Office Any individual with interest in applying for a position in the DepEd Central Office may submit his/her credentials and other requirements. This service charter covers the procedures on the submission of application or permanent position in the Central Office. Office or Division: Bureau of Human Resource and Organizational Development – Personnel Division Classification: Simple Type of Transaction: G2C (Government to Citizen) G2G (Government to Government) Who may avail: Any person who has an interest in applying for a position in the DepEd Central Office CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Application Letter – one (1) original copy Applicant/Client Duly accomplished CSC Form 212 with the latest 2x2 ID picture one (1) original copy Civil Service Commission Curriculum Vitae with picture – one (1) original copy Applicant/Client Any government-issued ID – one (1) photocopy copy Applicant/Client CSC eligibility or PRC professional ID, whichever is applicable – one (1) original copy Civil Service Commission / Philippine Regulatory Commission Transcript of Records – one (1) certified true copy or Certification, Authentication and Verification of TOR – one (1) original copy School/s Attended Performance Ratings for the last 3 rating periods – one (1) photocopy or scanned copy of each performance rating Previous/Current employer Certificate of relevant Trainings and Seminars attended – one (1) scanned copy or photocopy Applicant/Client Documentation of Outstanding Accomplishments – one (1) scanned copy or photocopy Applicant/Client Application of Education – one (1) scanned copy or photocopy Applicant/Client Application of Learning and Development – one (1) scanned copy or photocopy Applicant/Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
44 1. Submit complete documents through Google Form provided by the Recruitment, Selection, Placement, and Induction Unit of the BHROD – Personnel Division 1.1 Check completeness of documents submitted None 30 minutes Administrative Officer II, BHROD-PD 1.2 Pre-evaluate qualifications of the applicant vs. qualification standards None 1 hour Administrative Officer II, BHROD-PD TOTAL: None 1 hour, 30 minutes 2. Application for Permission to Teach Permission to teach is an official authorization granted to an official allowing them to teach in a school. Office or Division: Bureau of Human Resource and Organizational Development – Personnel Division Classification: Simple Type of Transaction: G2G (Government to Government) Who may avail: Third level officials (Field Office) CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Request letter for permission to teach – one (1) original copy Applicant/Client Copy documents indicating starting the day of class Applicant/Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the request letter for permission to teach with the attached documents indicating starting the day of class Location: BHROD- Personnel Division 1.1 Check the letter for permission to teach and the attached documents Note: Inform Client that s/he will be notified once the permission to teach is ready for release None 5 minutes Administrative Officer II, BHROD-PD 1.2 Prepare the indorsement letter for permission to teach and forward it to the Chief Administrative Officer for approval and initial None 4 hours Administrative Officer IV, BHROD-PD 1.3 Affix initials in the Indorsement letter None 4 hours Chief Administrative Officer, BHROD-PD
45 1.4 Forward to the Execom-in-Charge of Human Resource and Organizational Development for signature None 15 minutes Administrative Officer II, BHROD-PD 1.5 Sign the Indorsement Letter, and forward to BHROD-PD for release None 1 day Execom-in- Charge, Human Resource and Organizational Development 1.6 Inform Client that the indorsement of permission to teach is ready for pick-up None 15 minutes Administrative Officer II, BHROD-PD 2. Claim the Indorsement 2.1 Release to Client the signed indorsement of permission to teach None 15 minutes Administrative Officer II, BHROD-PD TOTAL: None 2 days, 50 minutes 3. Issuance of Certificate of Appearance Certificate of appearance is issued to confirm that a person attended or appeared in the DepEd Central Office on a given date and time Office or Division: Bureau of Human Resource and Organizational Development – Personnel Division Classification: Simple Type of Transaction: G2G (Government to Government) G2C (Government to Citizen) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Travel Authority of the Client Client Presented Identification Card Client Identification Card - any government-issued valid ID of the requesting person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Present his/her valid ID, Travel 1.1 Check the ID and TA of the client and the None 5 minutes Administrative Officer II, BHROD-PD
46 Authority and fill-up the logbook Location: BHROD- Personnel Division information provided in the logbook 1.2 Prepare the Certification and forward it to the Chief Administrative Officer for approval and signature None 10 minutes Administrative Officer II, BHROD-PD 1.3 Approve and sign the Certification None 4 hours Chief Administrative Officer, BHROD-PD 1.4 Release to Client the signed Certification None 10 minutes Administrative Officer II, BHROD-PD TOTAL: None 4 hours, 25 minutes 4. Issuance of Certificate of Last Payment This process is the issuance of clearance from money accountability and/or overpayment of salary to former CO employees who separate from the service through retirement, resignation, transfer, or death to ensure that the subject employee is cleared of money accountability or with overpayment of salary. Office or Division: Bureau of Human Resource and Organizational Development – Personnel Division Classification: Simple Type of Transaction: G2C (Government to Citizen) Who may avail: Retirees, Transferees, Resigned Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE Signed Clearance – One (1) Original Copy BHROD – Personnel Division Updated Service Record – One (1) Original Copy BHROD – Personnel Division Request letter Applicant/Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the request letter, updated Service Record and Signed Clearance Location: BHROD- Personnel Division 1.1 Receive the submitted documents None 5 minutes Administrative Officer II, BHROD-PD 1.2 Check the Clearance, Service Record and Pay slip of the client None 10 minutes Administrative Officer II, BHROD-PD 1.3 Prepare the Certification and forward it to the Chief Administrative Officer for approval and signature None 10 minutes Administrative Officer II, BHROD-PD
47 1.4 Approve and sign the Certification None 4 hours Chief Administrative Officer, BHROD- PD 1.5 Inform and Release the signed Certification to the client None 15 minutes Administrative Officer II, BHROD-PD TOTAL: None 4 hours, 40 minutes 5. Issuance of Certificate of Employment and Service Record Certificate of employment is used to verify employment history of a former or current employee, while a service record is a collection of material which provide a document history of a personnel’s activities and accomplishments while serving as an employee of the Department at the Central Office Office or Division: Bureau of Human Resource and Organizational Development – Personnel Division Classification: Simple Type of Transaction: G2G (Government to Government) G2C (Government to Citizen) Who may avail: Former and current employee of DepEd Central Office CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Request Form – One (1) original copy BHROD – Personnel Division Accomplished Clearance Form (former employees) - One (1) photocopy Client For authorized representative Special Power of the Attorney (SPA) – One (1) original copy Lawyer / Notary Public Identification Card - One (1) photocopy of any government-issued valid ID of the requesting person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID Client Identification Card - One (1) photocopy of any government-issued valid ID of the authorized person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID Authorized Representative of the Client
48 • Philippine Postal ID CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Fill-up and submit the duly signed Request Form, along with other necessary documents Location: BHROD- Personnel Division 1.1 Receive the duly signed Request Form and other documents None 10 minutes Administrative Officer II, BHROD-PD 1.2 Check the records of the Client and prepare the Certification or service record, and forward to the Chief Administrative Officer for approval and signature None 30 minutes Administrative Officer II, BHROD-PD 1.3 Approve and sign the Certification None 4 hours Chief Administrative Officer, BHROD-PD 1.4 Inform and Release to Client the signed Certification None 15 minutes Administrative Officer II, BHROD-PD TOTAL: None 4 hours, 45 minutes
49 Education Facilities Division 1. Processing of Request for Payment of Obligation to Contractors with existing School Furniture Contracts with DepEd Central Office The EFD processes the request for billing of suppliers that have existing contracts with DepEd CO for the Supply and Delivery of School Furniture. Upon delivery of the school furniture by the Supplier and acceptance by the recipient, a request for payment shall be submitted by the Supplier. The request for payment submitted by the supplier will be evaluated for completeness of documents before submission to the Finance Service - Accounting Division. Office or Division: Education Facilities Division Classification: Complex Type of Transaction: G2B (Government to Business) Who may avail: Suppliers of School Furniture with existing contracts with DepEd CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Letter of Request for Payment – One (1) original copy Client Contract Documents – One (1) original copy (for first billing) or one (1) photocopy (for succeeding billings) Client Duly signed Inspection and Acceptance Report (IAR) – Four (4) original copies Client Delivery Receipt (DR) – One (1) original copy Client Invoice – One (1) original copy Client Delivery photos for each school with geotag or with the school name visible in the photos – One (1) original printed copy Client Certificate of Warranty – One (1) original copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit letter request with the required documents 1.1 Receive request letter and billing documents submitted None 15 minutes Engineer II 1.2 Review and evaluate compliance of submitted documents with billing requirements. Note: If submitted documents are found incomplete, advise Client that processing of request for payment shall commence upon completion of lacking documents. None 2 days Engineer II
50 1.3 Prepare Certificate of Payment (COP) and Disbursement Voucher (DV) with the following: - Summary of Deliveries - Copy of the Pre- Delivery Inspection Report - Certificate of Completion and Acceptance (for progress billing) - Copy of Post-Delivery Inspection Report (for the release of retention money) - Certificate of No Claims Against Warranty (for the release of retention money) - Certificate of 100% Completion and Acceptance (for the release of retention money) None 1 day Engineer II 1.4 Consolidate Obligation Request and Status (ORS) Form and other documents enumerated in the Checklist of Requirements of Accounting Division, and forward to Chief, EFD for signature None 1 day Engineer II 1.5 Approve and sign the COP and DV, and forward to ExeCom-in- Charge of EFD for signature None 4 hours Chief, EFD 1.6 Sign the COP and DV None 1 day ExeCom-in- Charge of EFD 1.7 Transmit signed and completed billing documents to Accounting Division for succeeding steps* None 15 minutes Engineer II TOTAL: None 5 days, 4 hours, 30 minutes *Note: For the service charter on Payment of Obligation, refer to the service charter on “Payment of Obligation” under Finance Service - Accounting Division.
51 2. Processing of Request for Payment of Obligation to Contractors with existing School Infrastructure Contracts with DepEd Central Office The EFD processes the request for payment of contractors who have existing infrastructure contracts with the DepEd Central Office. The Contractor submits the letter of request for payment with documentary requirements, subject to the evaluation of the Education Facilities Division technical personnel before submission to the Finance Service – Accounting Division. Office or Division: Education Facilities Division Classification: Complex Type of Transaction: G2B (Government to Business) Who may avail: Contractors with existing school infrastructure contracts with DepEd CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Letter of Request for Payment – One (1) original copy Client Contract Documents – One (1) original copy (for first billing) or one (1) photocopy (for succeeding billings) Client Duly signed Statement of Work Accomplishment (SWA) – One (1) original copy Client Final Inspection Report (100% completion) – One (1) original copy Client Certificate of 100% Completion (COC) (for final billing) – One (1) original copy Client Certificate of Final Acceptance (for the release of retention money) – One (1) original copy Client Warranty Security (for the release of retention money) – One (1) original copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit letter request with the required documents 1.1 Receive request letter and billing documents submitted None 15 minutes Engineer II 1.2 Review and evaluate compliance of submitted documents with billing requirements. Note: If submitted documents are found incomplete, advise Client that processing of request for payment shall commence upon completion of lacking documents. None 1 day Engineer II
52 1.3 Prepare Certificate of Payment (COP) and Disbursement Voucher (DV). None 1 day Engineer II 1.4 Consolidate Obligation Request and Status (ORS) Form and other documents enumerated in the Checklist of Requirements of Accounting Division, and forward to Chief, EFD for signature None 1 day Engineer II 1.5 Approve and sign the COP and DV, and forward to ExeCom-in- Charge of EFD for signature None 4 hours Chief, EFD 1.6 Sign the COP and DV None 1 day ExeCom-in- Charge of EFD 1.7 Transmit signed and completed billing documents to Accounting Division for succeeding steps* None 15 minutes Administrative Assistant II TOTAL: None 5 days, 4 hours, 30 minutes *Note: For the service charter on Payment of Obligation, refer to the service charter on “Payment of Obligation” under Finance Service - Accounting Division. 3. Request for Information related to School Facilities Standards and Designs The Education Facilities Division receives requests for information regarding school facilities standards and designs from external parties. The EFD technical personnel evaluate the requests and secure approval from the EFD Director or Chief before issuing any information. Office or Division: Education Facilities Division Classification: Complex Type of Transaction: G2B (Government to Business G2C (Government to Citizens) G2G (Government to Government) Who may avail: Researchers, Donors/CSOs, Project Consultants, various agencies and external partners CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Formal letter request addressed to DepEd – One (1) original copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
53 1. Submit formal request letter for data 1.1 Receive request letter None 5 minutes Senior Administrative Assistant II 1.2 Retrieve and compile requested information, prepare response letter, and forward to Chief EFD for approval. None 3 days Architect III 1.3 Approve and sign the response letter None 1 day Chief, EFD 1.4 Release information to Client None 5 minutes Architect III TOTAL: None 4 days, 10 minutes 4. Technical Review and Evaluation of the Project Designs, Specifications, and Estimates External parties submit school building designs, specifications, and estimates for review and evaluation of the Education Facilities Division (EFD). The EFD ensures that their proposed school building projects are compliant with the DepEd Minimum Performance Standards and Specifications, National Building Code (NBC), and other prevailing laws and issuances. Office or Division: Education Facilities Division Classification: Highly Technical Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: DepEd Regional Offices, Schools Division Offices, Individuals, Donors, CSOs, Project Consultants, Various Agencies, and External Partners CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Request Letter addressed to the Chief of Education Facilities Division – One (1) original copy Client Program of Works – One (1) original copy Client Specifications – One (1) original copy Client Construction Materials Price Data (CMPD) – One (1) original copy Client Detailed Architectural and Engineering Design (DAED) Plans – One (1) original copy Client Site Development Plans – One (1) original copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the required documents 1.1 Acknowledge submitted documents /requirements. None 15 minutes Architect III
54 1.2 Review and evaluate technical documents (Architectural, Structural, Electrical, Plumbing-Sanitary and Program of Works) received None 10 days Architect III 1.3 Prepare an evaluation report with findings and recommendations, and forward to the Chief for approval and signature None 5 days Architect III 1.4 Approve and sign the evaluation report None 4 hours Chief, EFD 1.5 Provide Client the evaluation report None 15 minutes Architect III TOTAL: None 15 days, 5 hours, 30 minutes 5. Review and Evaluation of Request for Inclusion in School Infrastructure Programs External parties submit requests for provision of classrooms or other school facilities. The EFD reviews and evaluates the requests for possible inclusion in the School Infrastructure Masterplan of the DepEd. This is to ensure that the requests are compliant with DepEd priorities and criteria. Office or Division: Education Facilities Division Classification: Simple Type of Transaction: G2C (Government to Citizen) G2G (Government to Government) Who may avail: DepEd Regional Offices, Schools Division Offices, Individuals CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Request Letter addressed to the Chief of Education Facilities Division – One (1) original copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit letter request 1.1 Receive letter request None 5 minutes Senior Administrative Assistant II 1.2 Review and evaluate request None 2 hours Engineer II 1.3 Provide instructions based on the evaluated request None 2 hours Engineer II 1.4 Draft response letter addressed to the None 2 hours Administrative Assistant II
55 client based on the recommended action, and forward to EFD Chief for approval and signature 1.5 Approve and sign the response letter for the Client None 1 day Chief, EFD 1.6 Transmit response letter to the client None 1 hour Administrative Assistant II TOTAL: None 1 day, 7 hours, 5 minutes
56 Finance Service – Employee Account Management Division 1. Evaluation of Application for APDS Accreditation/ Re-accreditation Process This service outlines the process of assessing the application of accreditation or re- accreditation for inclusion of private entities in DepEd Automatic Payroll Deduction System (APDS). The Accreditation provides standards that private entities must comply with to be included in the APDS, it further facilitates the orderly implementation of the limitation on authorized deductions, including observance of minimum monthly net take home pay (NTHP) as well as the order of preference of deductions. Office or Division: Employee Account Management Division Classification: Highly Technical Type of Transaction: G2B – Government to Business Who may avail: Private Lending Institutions/Private Entities/Cooperatives/Insurance Companies/Mutual Benefits Association/Teachers Association CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Letter of Intent – one (1) original copy Applicant/Client Amended Articles of Incorporation/ Cooperation – one (1) original copy Applicant/Client By-Laws – one (1) original copy Applicant/Client General Information Sheet/Cooperative Annual Progress Report – one (1) original copy Applicant/Client Updated Certification from SEC that the entity has not been dissolved nor has the Commission received any information derogatory to said entity that would prevent it from exercising its primary franchise/BSP Certificate of Authority/IC Certificate of Authority/CDA Certificate of Registration – one (1) original copy Security and Exchange Commission PDIC Certificate of Good Standing/CDA Certificate of Compliance – one (1) original copy Philippine Deposit Insurance Corporation Organizational Profile – one (1) original copy Applicant/Client Ownership Structure/percentage of share of ownership of the stockholders/members – one (1) original copy Applicant/Client Curriculum Vitae/Bio Data of Officers – one (1) original copy Applicant/Client List of all products/services offered to DepEd personnel – one (1) original copy Applicant/Client Certification from Chairman/ President that the organization is duly operating under existing laws which are managed by and/or for the benefit of government employees – one (1) original copy Applicant/Client
57 Audited Financial Statements for two (2) immediately preceding years stamped received by BIR – one (1) original copy Applicant/Client Income Tax Returns for two (2) immediately preceding years with proof of payments – one (1) original copy Applicant/Client BIR Certificate of Registration – one (1) original copy Bureau of Internal Revenue List of main and all field offices/branches, including the names of its managers, with complete address, landline telephone numbers and official email addresses, with a corresponding certification that the said offices/branches can sufficiently render all the services mentioned in par 21 of Enclosure 1 of DepEd No. 18, s.2018 – one (1) original copy Applicant/Client Business Permits of all offices/branches intended for its particular purposes – one (1) original copy Applicant/Client Contract of Lease (effective during the term of the TCAA) or proof of ownership of offices/branches – one (1) original copy Applicant/Client For affiliate companies: Certification executed by both the private entity and the affiliate companies stating that the latter can sufficiently render all the services – one (1) original copy Applicant/Client Board Resolution or Secretary’s Certificate approving the application for APDS accreditation with identified authorized personnel to file and process the APDS accreditation – one (1) original copy Applicant/Client Sworn declaration of no contested ownership – one (1) original copy Applicant/Client Certificate of No Intra-Corporate Dispute – one (1) original copy Applicant/Client Certification that there is no pending case with any regulatory agencies – one (1) original copy Applicant/Client For entities applying for accreditation for lending business – one (1) original copy: • Sample amortization schedules for each term of loan, showing the rates of interest, non-interest, and other charges (itemized), following the Effective Interest Calculation Model in Annexes “D-1” to “D-5” of Enclosure 2 • Subscribed statement attesting to the Truth in Lending Act with attached expanded Disclosure Statement on Applicant/Client
58 Loan/Credit Transaction (as required under R.A. 3765, Truth in Lending Act) CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit letter request for an orientation on the revised APDS Guidelines and the APDS Portal addressed to the Officer-in-Charge of EAMD. 1.1 Acknowledge the letter request and confirm with the Private Entity the final schedule of the orientation. None 5 minutes National APDS Task Force (EAMD) 1.2 Conduct the orientation with the Private Entities regarding the revised APDS Guidelines and the APDS Portal None 2 hours National APDS Task Force (EAMD) 2. Registers to the APDS Portal and submit/upload complete set of documentary requirements through the APDS Portal. 2.1 Check the completeness and evaluate submitted requirements, and provide remarks on whether to escalate the application to EAMD for review or to provide remarks on documents for re- uploading by the requesting entity due to wrong documents None 5 days Regional APDS Task Force 2.2 Review the submitted requirements of the requesting entity as initially evaluated by the Regional APDS Task Force and provide remarks on whether to recommend the application for approval or provide remarks on documents for re- uploading by the requesting entity due to wrong documents None 5 days National APDS Task Force (EAMD) 2.3 Conduct final review of the submitted requirements of the requesting entity as recommended for approval by the None 1 hour Officer-in- Charge of EAMD
59 National APDS Task Force (EAMD) and approve the application 2.4 Receive and review the two (2) sets of signed Notarized Terms and Conditions of the APDS Accreditation (TCAA) with Annexes of the TCAA as generated by the requesting entity from the APDS Portal upon the approval of their application None 2 hours National APDS Task Force (EAMD) 2.5 Record, maintain file, and release TCAA to the Execom-in- Charge for Finance None 2 hours AA, Records Division 2.6 Receive, record and refer the same to EAMD for appropriate action None 2 hours Execom-in- Charge, Finance 2.7 Receive and record TCAA and forward the same to in-charge None 10 minutes OUF- AA 2.8 Maintain file, prepare acknowledgement letter, certificate of accreditation as well as the list of authorized Verifiers per province in accordance with the letter of approval signed by the Execom-in-Charge for Finance and forward the same to EAMD SAO and CAO for initial National APDS Task Force (EAMD) 2.9 Review and affix initial None 10 minutes Officer-in- Charge of EAMD 2.10 Record and release acknowledgement letter to Office of Director IV for None 20 minutes EAMD AA II
60 Finance Service for initial 2.11 Review and affix initials None 15 minutes Director IV, Finance Service 2.12 Record and release acknowledgement letter to EAMD None 15 minutes AA of the Office of the Director IV, Finance Service 2.13 Receive, photocopy/ maintain files, record and release to Records Division None 30 minutes EAMD AA II 2.14 Send advance copies to requesting entity through the APDS Portal None 30 minutes National APDS Task Force (EAMD) TOTAL: None 11 days, 3 hours, 15 minutes
61 Information and Communications Technology Service – User Support Division 1. Issuance of Remittance List and Certification (GSIS / Pag-IBIG Personal Contributions and Loans for Service Rendered Pre-RPSU) – Online Active and former DepEd teaching and non-teaching personnel in the Regional Offices (RO), Schools Division Offices (SDO), and Schools may request GSIS and Pag-IBIG remittance list and certification to update their records. Remittance list and certification are those from 2000 until the scheduled roll-out to Regional Payroll Services Unit (RPSU; schedules available here: bit.ly/DepEdRPSURolloutSked). This service charter outlines the steps in requesting the issuance of a remittance list and certification online. Office or Division: Information and Communications Technology Service – User Support Division Classification: Simple Type of Transaction: G2C (Government to Citizen) G2G (Government to Government) Who may avail: Current and former DepEd employees from the RO, SDO, and Schools CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Online Remittance Request Form Downloadable through bit.ly/depedremittances1 Signed Service Record – One (1) scanned copy Client Payroll Register authenticated by the Payroll Master/ In-Charge/HRMO – One (1) original copy Client’s School/SDO/RO Payroll Unit For authorized representative Authorization Letter – One (1) Original Copy Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the requesting person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID • Unified Multi-Purpose Identification (UMID) issued by GSIS, SSS, PhilHealth, and/or Pag-IBIG Authorized Representative of the Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the authorized person, which may include, but is not limited to, the following: • Philippine ID Authorized Representative of the Applicant / Client
62 • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID • Unified Multi-Purpose Identification (UMID) issued by GSIS, SSS, PhilHealth, and/or Pag-IBIG CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE If data is available in the Remittance Online System 1. Accomplish online form and submit complete requirements 1.1 Review submitted documents Note: If incomplete, Client will be advised to provide the lacking document since the Office has no basis to proceed. None 20 minutes Administrative Assistant II, ICTS-USD 1.2 Process Client request and download data from the Remittance Online System None 30 minutes Administrative Assistant II, ICTS-USD 1.3 Prepare and print the generated Remittance List (Abstract of Deductions) None 15 minutes Administrative Assistant II, ICTS-USD 1.4 Review for completeness and duplication of entries, and forward to Chief, ICTS-USD for initials None 30 minutes Administrative Assistant II, ICTS-USD 1.5 Affix initials on all pages None 15 minutes Chief, ICTS- USD 1.6 Review completeness of information, prepare the Certification, then forward to USD Chief for signature None 30 minutes Administrative Assistant II, ICTS-USD 1.7 Affix signature on the Certification None 10 minutes Chief, ICTS- USD 1.8 Forward the signed Remittance List and partially signed Certification to the Accounting Division for further processing of documents None 5 minutes Administrative Assistant II, ICTS-USD
63 1.9 Provide Client with updates through email None 2 minutes Administrative Assistant II, ICTS-USD If data is not available in the Remittance Online System 1. Accomplish online form and submit the complete requirements 1.1 Review submitted documents Note: If incomplete, Client will be advised to provide the lacking document since the Office has no basis to proceed. None 20 minutes Administrative Assistant II, ICTS-USD 1.2 Prepare the Certificate of No Available Data, and forward to Chief, ICTS- USD for signature. None 30 minutes Administrative Assistant II, ICTS-USD 1.3 Affix signature on the Certificate of No Available Data None 10 minutes Chief, ICTS- USD 1.4 Forward the signed Certificate of No Available Data to proceed to Accounting Division for further processing of documents None 5 minutes Administrative Assistant II, ICTS-USD 1.5 Provide Client with updates through email None 2 minutes Administrative Assistant II, ICTS-USD TOTAL (if data is available in the ROS): None 2 hours, 37 minutes TOTAL (if data is not available in the ROS): None 1 hour, 7 minutes 2. Issuance of Remittance List and Certification (GSIS / Pag-IBIG Personal Contributions and Loans for Service Rendered Pre-RPSU) – Walk-in Active and former DepEd teaching and non-teaching personnel in the Regional Offices (RO), Schools Division Offices (SDO), and Schools may request GSIS and Pag-IBIG remittance list and certification to update their records. Remittance list and certification are those from 2000 until the scheduled roll-out to Regional Payroll Services Unit (RPSU; schedules available here: bit.ly/DepEdRPSURolloutSked). This service charter outlines the steps in requesting the issuance of a remittance list and certification through walk-in. Office or Division: Information and Communications Technology Service – User Support Division Classification: Simple Type of Transaction: G2C (Government to Citizen) G2G (Government to Government)
64 Who may avail: Current and former DepEd employees from the RO, SDO, and Schools CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Remittance Request Form – One (1) original copy ICTS-USD Office (Makati/Pasig) Signed Service Record – One (1) original copy or photocopy Client’s School/SDO/RO Personnel Unit Optional Requirement Payroll Register authenticated by the Payroll Master/ In-Charge/HRMO – One (1) original copy Client’s School/SDO/RO Payroll Unit For authorized representative Authorization Letter – One (1) Original Copy Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the requesting person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID • Unified Multi-Purpose Identification (UMID) issued by GSIS, SSS, PhilHealth, and/or Pag-IBIG Authorized Representative of the Applicant / Client Identification Card - One (1) photocopy of any government-issued valid ID of the authorized person, which may include, but is not limited to, the following: • Philippine ID • Passport • Driver's License • Philippine Regulation Commission (PRC) ID • Philippine Postal ID • Unified Multi-Purpose Identification (UMID) issued by GSIS, SSS, PhilHealth, and/or Pag-IBIG Authorized Representative of the Applicant / Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE If data is available in the Remittance Online System 1. Get a copy of the Remittance Request Form (RRF) Location: ICTS-USD Office 1.1 Provide Client with the RRF None 2 minutes Administrative Assistant II, ICTS-USD
65 2. Submit complete requirements and accomplished RRF 2.1 Review submitted documents Note: If incomplete, Client will be advised to provide the lacking document since the Office has no basis to proceed. None 20 minutes Administrative Assistant II, ICTS-USD 2.2 Process Client request and download data from the Remittance Online System None 30 minutes Administrative Assistant II, ICTS-USD 2.3 Prepare and print the generated Remittance List (Abstract of Deductions) None 15 minutes Administrative Assistant II, ICTS-USD 2.4 Review for completeness and duplication of entries, and forward to Chief, ICTS-USD for initials None 30 minutes Administrative Assistant II, ICTS-USD 2.5 Affix initials on all pages None 15 minutes Chief, ICTS- USD 2.6 Review completeness of information, prepare the Certification, then forward to USD Chief for signature None 30 minutes Administrative Assistant II, ICTS-USD 2.7 Affix signature on the Certification None 10 minutes Chief, ICTS- USD 2.8 Release the signed Remittance List and partially signed Certification to the Client, and advise Client to proceed to Accounting Division for further processing of documents None 5 minutes Administrative Assistant II, ICTS-USD If data is not available in the Remittance Online System 1. Get a copy of the Remittance Request Form (RRF) Location: ICTS-USD Office 1.1 Provide Client with the RRF None 2 minutes Administrative Assistant II, ICTS-USD 2. Submit complete requirements and accomplished RRF 2.1 Review submitted documents None 20 minutes Administrative Assistant II, ICTS-USD
66 Note: If incomplete, Client will be advised to provide the lacking document since the Office has no basis to proceed. 2.2 Prepare the Certificate of No Available Data, and forward to Chief, ICTS- USD for signature. None 30 minutes Administrative Assistant II, ICTS-USD 2.3 Affix signature on the Certificate of No Available Data None 10 minutes Chief, ICTS- USD 2.3 Release the signed Certificate of No Available Data, and advise Client to proceed to Accounting Division for further processing of documents None 5 minutes Administrative Assistant II, ICTS-USD TOTAL (if data is available in the ROS): None 2 hours, 37 minutes TOTAL (if data is not available in the ROS): None 1 hour, 7 minutes 3. Processing of Learner Information System (LIS) requests from end-users – Level 1 End-users of the Learner Information System (LIS) may request technical assistance from the Information and Communications Technology Service – User Support Division for the following concerns: • Level 1 - Correction of Date of First Attendance, Age out of Range, and LRN Reactivation, Unmerged LRN, Un-enrollment of Learner, Reopening of Enrollment, Transfer and Enrollment Disputes, Confirmed Transfer from Closed School, Merging of School IDs, and Request to Closed Schools. • Level 2 (escalated issues) - Systems Errors and/or Policy-related concerns. • Assist other information system requests on the LIS: o Enhanced Basic Education Information System (EBEIS) o Basic Education Information System (BEIS) o National School Building Inventory (NSBI) o Wash in School Online Monitoring System (WINS-OMS) This service charter outlines the procedures for requests that are processed and identified as Level 1 concerns. Office or Division: Information and Communications Technology Service – User Support Division Classification: Simple Type of Transaction: G2G (Government to Government) Who may avail: School LIS/ICT Coordinator, Division Planning Officers, Regional Planning Officers
67 CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Ticketing Link bit.ly/HelpdeskTicketingForm Correctly and Completely Filled-out Request Form (downloadable) bit.ly/lisRFs Additional Requirement (depending on the type of request) Birth Certificate (for RF01, RF02, RF03, RF04, RF08, AND RF09) – One (1) scanned copy Client Form 137/138 (School Form 9/10; for RF01, RF02, RF03, RF04, RF08, and RF09) – One (1) scanned copy Client Screenshot of Error/Issue/Concern (required for RF03, RF07, RF10, and Incident Reports; as needed for RF08 and RFD09) Client Justification Letter (required for RF09; for RF07, signed by school head for delays of 1 year; signed by SDS for delays of 2 years or more) Client Endorsement Letter (required from the Division Planning Officer if RF05, or from the Division SGOD if (RF06 Public) Client Permit to Operate/Valid Permit/Recognition (required for RF05 or RF06) Client Masterlist (lists of learners to be updated/enrolled; required for RF07) Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit filled-out Request Form with requirements 1.1 Validate submitted requirements None 20 minutes Information Systems Analyst II/ Administrative Assistant II, ICTS-USD 1.2 Encode issue in Resolution Log None 20 minutes Information Systems Analyst II/ Administrative Assistant II, ICTS-USD 1.3 Process request None 1 hour Information Systems Analyst II/ Administrative Assistant II, ICTS-USD 1.4 Inform Client of resolution of ticketing system through email function of ticketing system, and close ticket None 20 minutes Information Systems Analyst II/ Administrative Assistant II, ICTS-USD TOTAL: None 2 hours
68 4. Processing of Learner Information System (LIS) requests from end-users – Level 2 End-users of the Learner Information System (LIS) may request technical assistance from the Information and Communications Technology Service – User Support Division for the following concerns: • Level 1 - Correction of Date of First Attendance, Age out of Range, and LRN Reactivation, Unmerged LRN, Un-enrollment of Learner, Reopening of Enrollment, Transfer and Enrollment Disputes, Confirmed Transfer from Closed School, Merging of School IDs, and Request to Closed Schools. • Level 2 (escalated issues) - Systems Errors and/or Policy-related concerns. • Assist other information system requests on the LIS: o Enhanced Basic Education Information System (EBEIS) o Basic Education Information System (BEIS) o National School Building Inventory (NSBI) o Wash in School Online Monitoring System (WINS-OMS) This service charter outlines the procedures for requests that are processed and identified as Level 2 concerns. Office or Division: Information and Communications Technology Service – User Support Division Classification: Complex Type of Transaction: G2G (Government to Government) Who may avail: School LIS/ICT Coordinator, Division Planning Officers, Regional Planning Officers CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Ticketing Link bit.ly/HelpdeskTicketingForm Correctly and Completely Filled-out Request Form (downloadable) bit.ly/lisRFs Additional Requirement (depending on the type of request) Birth Certificate (for RF01, RF02, RF03, RF04, RF08, AND RF09) – One (1) scanned copy Client Form 137/138 (School Form 9/10; for RF01, RF02, RF03, RF04, RF08, and RF09) – One (1) scanned copy Client Screenshot of Error/Issue/Concern (required for RF03, RF07, RF10, and Incident Reports; as needed for RF08 and RFD09) Client Justification Letter (required for RF09; for RF07, signed by school head for delays of 1 year; signed by SDS for delays of 2 years or more) Client Endorsement Letter (required from the Division Planning Officer if RF05, or from the Division SGOD if (RF06 Public) Client Permit to Operate/Valid Permit/Recognition (required for RF05 or RF06) Client
69 Masterlist (lists of learners to be updated/enrolled; required for RF07) Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit filled-out Request Form with requirements 1.1 Validate submitted requirements None 20 minutes Information Systems Analyst II/ Administrative Assistant II, ICTS-USD 1.2 Encode issue in Resolution Log None 20 minutes Information Systems Analyst II/ Administrative Assistant II, ICTS-USD 1.3 Process request (SDD) or assess and approve (Process Owner) None 6 days Information Systems Analyst III, ICTS-SDD / Project Development Officer V, PS- EMISD 1.4 Validate if issue is resolved None 1 hour Information Systems Analyst II/ Administrative Assistant II, ICTS-USD 1.5 Provide Client with resolution through email function of ticketing system and close ticket None 20 minutes Information Systems Analyst II/ Administrative Assistant II, ICTS-USD TOTAL: None 6 days, 2 hours
70 Legal Service – Investigation Division 1. Request for Follow-up/Update on the Status of a Case Pending in the Central Office This service charter outlines the procedures for requesting a follow-up or update on the status of a case pending evaluation or investigation in the Central Office through walk-in or email. Office or Division: Legal Service – Investigation Division Classification: Simple Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Memoranda, pleadings, resolutions, decisions, or other filing with reference to the case name and number as designated by DepEd – One (1) original or certified true copy Client Formal request addressed to the Legal Affairs Help Desk (LeAHD) including a detailed statement of the name and nature of the case including but not limited to: (1) the case name and number, (2) the full names and positions of the private complainant and respondent, and (3) a short narration of the nature and cause of the administrative case – One (1) original or certified true copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE Via Walk-in (If case is under jurisdiction of Central Office) 1. Submit required documents 1.1 Receive the submitted documents or provided information, check the Document Management System to identify the Action Officer handling the matter (if applicable), and inform the latter None 20 minutes Administrative Assistant III
71 of the follow-up for appropriate action. 1.2 Direct Client to speak to an action officer who will update them on the status of the pending case or Complaint. None 1 hour Chief, Investigation Division Via Walk-in (If case is under jurisdiction of Regional Office or Schools Division Office) 1. Submit required documents 1.1 Receive the submitted documents or provided information, check the Document Management System to identify the Action Officer handling the matter (if applicable), and inform the latter of the follow-up for appropriate action. None 20 minutes Administrative Assistant III 1.2 Assign an Action Officer for drafting of Indorsement. None 20 minutes Administrative Assistant III 1.3 Review and sign/initial the draft Indorsement None 1 day Chief, Investigation Division 1.4 Submit Indorsement to the proper Disciplining Authority, and furnish requesting client with a copy thereof None 1 day Administrative Assistant III Via E-mail (If case is under jurisdiction of Central Office) 1. Submit the required documents via email at ls.invesdiv@deped.gov.ph or leahd@deped.gov.ph 1.1 Receive the submitted documents or provided information, None 20 minutes Administrative Assistant III
72 check the Document Management System to identify the Action Officer handling the matter (if applicable), and inform the latter of the follow-up for appropriate action. 1.2 Assign an Action Officer for drafting of a Response Letter updating the requesting party of the status of the case or Complaint. None 20 minutes Administrative Assistant III 1.3 Review and sign/initial the draft Response Letter. None 1 day Chief, Investigation Division 1.4 Submit Response Letter addressed to requesting client’s email or physical address, whichever is applicable. None 1 day Administrative Assistant III Via E-Mail (If case is under jurisdiction of Regional Office or Schools Division Office) 1. Submit the required documents via email at ls.invesdiv@deped.gov.ph or leahd@deped.gov.ph 1.1 Receive the submitted documents or provided information, check the Document Management System to identify the Action Officer handling the matter (if applicable), and inform the latter of the follow-up None 20 minutes Administrative Assistant III
73 for appropriate action. 1.2 Assign an Action Officer for drafting of Indorsement. None 20 minutes Administrative Assistant III 1.3 Review and sign/initial the draft Indorsement None 1 day Chief, Investigation Division 1.4 Submit Indorsement to the proper Disciplining Authority, and furnish requesting client with a copy thereof None 1 day Administrative Assistant III TOTAL (through Walk-in – under jurisdiction of Central Office): None 1 hour, 20 minutes TOTAL (through Walk-in – under jurisdiction of RO or SDO): None 2 days, 40 minutes TOTAL (through E-Mail – under jurisdiction of Central Office): None 2 days, 40 minutes TOTAL (through E-Mail – under jurisdiction of RO or SDO): None 2 days, 40 minutes 2. Receiving of Complaints This service charter outlines the procedures on receiving of administrative complaints against DepEd third-level officials (presidential appointees), and teaching and non-teaching personnel through walk-in appointments, courier service, and email correspondence. Office or Division: Legal Service – Investigation Division Classification: Simple Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Complaint duly sworn to and notarized, written in English or Filipino – One (1) original copy and one (1) receiving copy Complaint must containing each of the following essential details: a) Full name and address of the Complainant; Complainant
74 b) Full name, address, and designation or position of the person/s complained of; c) A narration of the relevant and material facts clearly showing the act/s or omission/s allegedly committed by the person/s complained of; and d) A certificate of non-forum shopping. Note: The absence of any or all the essential details may lead to the immediate dismissal of the Complaint for non-conformity with form and content requirements for administrative complaints. One (1) copy of compiled documentary evidence and notarized affidavits of witnesses (original copies or Certified True Copies) in hard copy or digital (Portable Document Format) form as may be applicable, properly itemized, labeled, and indicated in the Complaint. Complainant CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE Via Walk-in 1. Submit the Complaint with documentary evidence and affidavits, if applicable, through PAAC or LeAHD 1.1 Receive the complaint regardless of form and substance and assign to Action Officers for evaluation (for action or indorsement to the proper Disciplining Authority). None 20 minutes Administrative Assistant III Via E-Mail 1. Submit the Complaint with documentary evidence and affidavits, if applicable, via email at ls.invesdiv@deped.gov.ph or leahd@deped.gov.ph 1.1 Acknowledge receipt of the complaint regardless of form and substance and assign to Action Officers for evaluation (for action or indorsement to proper Disciplining Authority). None 1 day Administrative Assistant III
75 Via post office or private courier 1. Submit the Complaint with documentary evidence and affidavits, if applicable, through post office or private courier 1.1 Receive the complaint regardless of form and substance and assign to Action Officers for evaluation (for action or indorsement to proper Disciplining Authority). None 20 minutes Administrative Assistant III TOTAL (through Walk-in): None 20 minutes TOTAL (through E-Mail): None 1 day TOTAL (through Courier): None 20 minutes 3. Request for Case Records This service charter outlines the procedures in processing requests to release case records for use during the prosecution of administrative cases in quasi-judicial bodies with concurrent jurisdiction (CSC, Ombudsman, Sandiganbayan, etc.) and appellate courts (CSC, Court of Appeals, Supreme Court). Office or Division: Legal Service – Investigation Division Classification: Complex Type of Transaction: G2C (Government to Citizen) G2G (Government to Government) Who may avail: • Private citizens and DepEd employees, especially those whose complaints are against the DepEd third-level Officials or DepEd Central Office employees; • Government agencies / quasi-judicial bodies / appellate tribunals exercising jurisdiction over administrative cases against DepEd employees or officials. CHECKLIST OF REQUIREMENTS WHERE TO SECURE For Private Citizen Letter Request addressed to the Office of the Undersecretary for Legal and Legislative Affairs (OULLA) signed by the requesting party specifying the memoranda, pleadings, resolutions, decisions, or other filing documents with reference to the case name and number as designated by DepEd; or a detailed statement of the name and nature of the case including but not limited to: (1) the case name and number, (2) the full names and positions of the private complainant and respondent, and (3) a short narration of the nature and cause of the administrative case – One (1) original copy Client Copies of memoranda, pleadings, resolutions, decisions, or other filing Client
76 documents with reference to the case name and number as designated by DepEd, if available – One (1) original copy For Quasi-judicial agencies or other government offices Authorization letter or formal request from the Head of Office addressed to the Secretary of Education or the Undersecretary for Legal and Legislative Affairs – One (1) original copy Client Order from the appellate court directing DepEd to release the case records requested – One (1) original or certified true copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit all required documents to the Office of the Undersecretary for Legal and Legislative Affairs (OULLA) through walk-in, ls.invesdiv@deped.gov.ph, or postal 1.1 Receive the submitted documents or provided information, check the Document Management System to identify the Special Prosecutors handling the administrative case or the Records Division, and inform them of the request for appropriate action. None 20 minutes Administrative Assistant III 1.2 Compile all case records from archives and transmit to the Client via email or courier. None 2 days Administrative Assistant III TOTAL: None 2 days, 20 minutes
77 Legal Service – Legal Division 1. Endorsement for Duty and Tax Exemptions of Private Basic Education Schools A private basic education school may request the endorsement or favorable recommendation of the Department of Education to the Department of Finance, relative to its application for duty and tax exemptions on importation of goods which shall be used actually, directly, and exclusively for educational purposes. Office or Division: Legal Service – Legal Division Classification: Complex Type of Transaction: G2B (Government to Business) Who may avail: Duly Authorized Representative of Private Basic Education Schools CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Notarized letter-application by a duly authorized representative of the institution indicating that the requesting school is a non- stock corporation, and specifying therein the items being imported – One (1) original copy Client Supporting documents – one (1) original copy: a. Bill of Lading/Air Waybill, Invoice or Importation documents such as placement orders; b. Deed of Understanding duly notarized, which must state categorically that the imported articles shall be used actually, directly, and exclusively for educational purposes and shall not be resold, or transferred for a material consideration; c. Certified True Copy of the School’s DepEd Permit/Recognition; d. Certified True Copy of the Articles of Incorporation; e. If a University or College, Commission on Higher Education (CHED), Certification/Indorsement regarding the importation/requesting school In case of Donations – Deed of Donation and the corresponding Deed of Acceptance Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1, Submit the required documents at the Legal Affairs Help Desk (LeAHD) 1.1 Evaluate the completeness of the submitted documents. None 1 hour Legal Affairs Helpdesk/ Administrative Assistant III
78 or via official email leahd@deped.gov.ph Location: 3rd Floor, Mabini Building, Department of Education Central Office, DepEd Complex, Meralco Avenue, Pasig City In case there are lacking documents, the application will only be processed once all required documents are complete. 1.2 Forward the request for indorsement to the Office of the Undersecretary for Legal Affairs (OULA) and/or to the Office of the Assistant Secretary for Legal Affairs (OASLA), as the case may be, which will refer the same to the Legal Division for appropriate action. None 20 minutes Legal Affairs Helpdesk/ Administrative Assistant III 1.3 Assign to an Action Officer None 20 minutes Attorney V / Chief, Legal Division 1.4 Evaluate and prepare the draft indorsement for duty free tax exception, then submit to Chief, Legal Division for initial review. None 2 days Action Officer 1.5 Review the draft indorsement and forward to OULA or the OASLA, as the case may be, for review and approval. None 1 day Attorney V / Chief, Legal Division 1.6 Sign and approve indorsement of recommendation for duty-free tax exception, then forward to LeAHD for release to the requesting party None 1 day Undersecretary for Legal Affairs/ Assistant Secretary for Legal Affairs TOTAL: None 4 days, 1 hour, 40 minutes
79 2. Filing of Appeal Decisions of the Regional Directors imposing a penalty exceeding thirty (30) days suspension or fine in an amount exceeding thirty (30) days salary, may be appealed to the Secretary of Education within a period of fifteen (15) days from receipt thereof, pursuant to DepEd Order No. 49, s. 2006, or the “Revised Rules of Procedures of the Department of Education in Administrative Cases.” Office or Division: Legal Service – Legal Division Classification: Simple Type of Transaction: G2B (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: Parties adversely affected in cases where the penalty imposed is suspension exceeding thirty (30) days of a fine in an amount exceeding thirty (30) days salary CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Notice of Appeal which shall specifically state the date of the decision appealed from and the date of receipt thereof – one (1) original copy Client Appeal Memorandum (3 copies) containing the grounds relied upon for the appeal, together with the certified true copy of the decision, resolution or order appealed from, and certified copies of the documents or evidence. Client Proof of Service of a Copy of the Appeal Memorandum to the Disciplining Office – one (1) original copy Client Proof of payment of the appeal fee – one (1) original copy Php 300.00 (Filing Fee) plus Php 10.00 (Legal Research Fee) Client Statement or certificate of non-forum shopping – one (1) original copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the required documents at the Legal Affairs Help Desk (LeAHD) and the appropriate fee. Location: 3rd Floor, Mabini Building, Department of Education Central Office, DepEd 1.1 Evaluate the completeness of the submitted documents. If the submitted documents are complete, the same shall be received. Otherwise, the submitted documents are Filing Fee – Php 300.00 Legal Research Fee –Php 10.001 1 hour Legal Affairs Helpdesk/ Administrative Assistant III
80 Complex, Meralco Avenue, Pasig City returned to the client with the advice to submit the complete documents. 1.2 Refer the complete documents to the Office of the Assistant Secretary for Legal Affairs for instruction to or action of the Legal Division. None 5 minutes Legal Affairs Helpdesk/ Administrative Assistant III 2. Receive the client’s copy of the Appeal. 2.1 Return the Client’s receiving copy of the Appeal. None 5 minutes Legal Affairs Helpdesk/ Administrative Assistant III TOTAL: Filing Fee – Php 300.00 (Filing Fee), Legal Research Fee – Php 10.00 (Legal Research Fee) 1 hour, 10 minutes 3. Filing of Motion for Reconsideration A party adversely affected by or assailing a decision, resolution, or order of the disciplining authority may file a Motion for Reconsideration within fifteen (15) days from receipt thereof, pursuant to DepEd Order No. 49, s. 2006, otherwise known as the “Revised Rules of Procedure of the Department of Education in Administrative Cases.” Office or Division: Legal Service – Legal Division Classification: Simple Type of Transaction: G2C (Government to Citizen) G2G (Government to Government) Who may avail: Party adversely affected by the decision rendered by the Central Office CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Motion for Reconsideration – One (1) original copy and one (1) certified true copy Client Decision, Resolution, or Order assailed – One (1) certified true copy Client
81 CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the required documents at the Legal Affairs Help Desk (LeAHD) or through email at leahd@deped.gov.ph Location: 3rd Floor, Mabini Building, Department of Education Central Office, DepEd Complex, Meralco Avenue, Pasig City 1.1 Evaluate the completeness of the submitted documents. If the submitted documents are complete, the same shall be received. Otherwise, the submitted documents are returned to the client with the advice to submit the complete documents. None 20 minutes Legal Affairs Helpdesk/ Administrative Assistant III 2. Receive the Client’s Copy of the Motion for Reconsideration 2.1 Receive the complete documents, and return the client’s receiving copy of the Motion for Reconsideration. None 5 minutes Legal Affairs Helpdesk/ Administrative Assistant III TOTAL: None 25 minutes 4. Filing of Motion for Reconsideration A party adversely affected by or assailing a decision, resolution, or order of the disciplining authority may file a Motion for Reconsideration within fifteen (15) days from receipt thereof, pursuant to DepEd Order No. 49, s. 2006, otherwise known as the “Revised Rules of Procedure of the Department of Education in Administrative Cases.” Office or Division: Legal Service – Legal Division Classification: Simple Type of Transaction: G2C (Government to Citizen) G2G (Government to Government) Who may avail: Party adversely affected by the decision rendered by the Central Office CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Motion for Reconsideration – One (1) original copy and one (1) certified true copy Client Decision, Resolution, or Order assailed – One (1) certified true copy Client
82 CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the required documents at the Legal Affairs Help Desk (LeAHD) or through email at leahd@deped.gov.ph Location: 3rd Floor, Mabini Building, Department of Education Central Office, DepEd Complex, Meralco Avenue, Pasig City 1.1 Evaluate the completeness of the submitted documents. If the submitted documents are complete, the same shall be received. Otherwise, the submitted documents are returned to the client with the advice to submit the complete documents. None 20 minutes Legal Affairs Helpdesk/ Administrative Assistant III 2. Receive the Client’s Copy of the Motion for Reconsideration 2.1 Receive the complete documents, and return the client’s receiving copy of the Motion for Reconsideration. None 5 minutes Legal Affairs Helpdesk/ Administrative Assistant III TOTAL: None 25 minutes 5. Review of Memorandum of Agreement (MOA), Memorandum of Understanding (MOU), Procurement Contracts, and Ordinary Contracts Legal documents that contain a cooperative relationship between parties aiming to meet an agreed-upon objective may be reviewed by the Legal Division – Legal Service for their contents and legalities. Office or Division: Legal Service – Legal Division Classification: Highly Technical Type of Transaction: G2G (Government to Government) Who may avail: Any person requesting for Legal Opinion relative to policies involving the Department of Education CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Letter or Memorandum issued by Head of Office requesting for Review of Memorandum of Agreement/Understanding, Procurement Contracts, or Ordinary Contract, as the case may be – one (1) original copy Client Draft Memorandum of Agreement/Understanding, Procurement Client
83 Contract, or Ordinary Contract involved – one (1) original copy Complete Staff Work of the Documents – one (1) orginal copy Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the required documents at the Legal Affairs Help Desk (LeAHD) or through email at leahd@deped.gov.ph Location: 3rd Floor, Mabini Building, Department of Education Central Office, DepEd Complex, Meralco Avenue, Pasig City 1.1 Receive and evaluate the completeness of documents; Scan and record in the system None 30 minutes Legal Affairs Helpdesk/ Administrative Assistant III 1.2 Endorsement to the Office of the Director for Assignment to appropriate Action Officer in the Legal Division None 1 day Director of Legal Service 1.3 Research and drafting of Review None 15 days Attorney V, Chief, Legal Division 1.4 Endorsement to the Office of the Director for Review None 2 days Director of Legal Service 1.5 Endorsement to the Office of the Undersecretary for Legal Affairs for Approval None 1 day Undersecretary for Legal Affairs 1.6 Releasing to appropriate office None 2 hours Legal Affairs Helpdesk TOTAL: None 19 days, 2 hours, 30 minutes
84 National Educators Academy of the Philippines – Professional Development Division 1. Scholarship Application at the NEAP Central Office With the issuance of Learning Systems Strands Division Memorandum No. 2026-08, titled Guidelines on Ensuring Effective Management of NEAP Scholarship Processes, the National Educators Academy of the Philippines (NEAP) reinforces its commitment to transparency, accountability, and excellence in the delivery of scholarship services. Aligned with the principles of this Citizen’s Charter, the Memorandum seeks to streamline scholarship management procedures, promote equitable access to opportunities, and ensure timely and responsive action on calls for applications. It establishes clear standards, defined processes, and responsible personnel to guarantee that educators are guided efficiently from application to completion of their scholarship programs. Office or Division: National Educators Academy of the Philippines – Professional Development Division Classification: Highly Technical Type of Transaction: G2G (Government to Government) G2B (Government to Business) G2C (Government to Citizen) Who may avail: DepEd teaching and teaching-related personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Updated Personal Data Sheet (PDS) – one (1) electronic copy Client/Applicant IPCRF for two (2) consecutive years – one (1) photocopy Client/Applicant Endorsement from the head of office: • For School personnel, Endorsement from school principal/division chief – one (1) electronic copy • For SDO personnel, Endorsement from the Schools Division Office through the Office of the SDS – one (1) electronic copy • For RO or CO personnel, Nomination Letter from the Regional/Bureau Director or his/her duly authorized representative (through the Regional HRDD Chiefs) – one (1) electronic copy Office of Regional Director Office of Schools Division Superintendent Online application Form – one (1) original copy NEAP Scholarship Secretariat Application form as required by /Local and/or International Sponsoring Agencies – one (1) original copy NEAP Scholarship Secretariat Acceptance Letter – one (1) original copy NEAP Scholarship Secretariat/ (Local and International Sponsoring Agencies/Learning Service Providers (LSPs)
85 Scholarship Contract – one (1) original copy NEAP Scholarship Secretariat Work Application Plan – one (1) original copy Client/Applicant CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit necessary Scholarship requirements through Online Application Form 1.1 Receive and acknowledge receipt of application through Online Application Form None 10 minutes NEAP Scholarship Secretariat 1.2 Screen/evaluate applicants based on submitted requirements after the set deadline None 2 days Chief, NEAP- PDD 1.3 Prepare nomination letter with attached screened/evaluated documents None 1 day NEAP Scholarship Secretariat 1.4 Endorse nominees to approving authority None 3 days NEAP Scholarship Secretariat 1.5 Endorse approved nominees to sponsoring agency/LSP None 1 day Chief, NEAP- PDD 1.5 Forward acceptance letter to sponsoring agency/LSP None 2 days NEAP Scholarship Secretariat 1.6 Inform Client and respective Regional Office on the result of application. None 2 hours NEAP Scholarship Secretariat 1.7 Facilitate the contract signing of the designated Approving Authorities None 2 days NEAP Scholarship Secretariat 1.8 Inform client of the Travel protocols (if applicable) and other required documents relative None 1 hour NEAP Scholarship Secretariat
86 to the scholarship program TOTAL: None 11 days, 3 hours, 10 minutes
87 National Educators Academy of the Philippines – Quality Assurance Division 1. Authorization of Non-DepEd Learning Service Providers With the release of DepEd Order No. 001 S. 2020, interested non-DepEd Learning Service Providers (LSP) seeking to offer professional development programs and courses for teachers and school leaders, as part of technical assistance, partnership, or individual paid enrollment basis, are required first to secure an Authorization from NEAP as a Learning Service Provider before they may submit proposals for evaluation and Authorization. Office or Division: National Educators Academy of the Philippines – Quality Assurance Division Classification: Highly Technical Type of Transaction: G2B (Government to Business) G2G (Government to Government) Who may avail: All non-DepEd Learning Service Providers (LSPs) who have attended the Authorization and Authorization Online Orientation for Learning Service Providers CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Digital copy LSP Authorization Application Form – one (1) original copy National Educators Academy of the Philippines – Quality Assurance Division / NEAP Website For Individual/Sole Proprietorship: BIR 2303 Outbound Correspondence Number (OCN) – one (1) electronic copy Bureau of Internal Revenue Business Permit valid within the calendar year – one (1) electronic copy City Hall/Municipal Hall DTI Registration – one (1) electronic copy Department of Trade and Industry NBI Clearance valid within the calendar year – one (1) electronic copy National Bureau of Investigation For Firm/Partnership/Corporation: SEC Registration, with indicated date of incorporation – one (1) electronic copy Securities and Exchange Commission BIR 2303 Outbound Correspondence Number (OCN) – one (1) electronic copy Bureau of Internal Revenue Business Permit valid within the calendar year – one (1) electronic copy City Hall/Municipal Hall For a Government Institution Charter or Republic Act and the date of establishment – one (1) electronic copy Client For Foreign Entity/Firm/Association Proof of Registration of its creation in the country/state of the applicant, which must be duly authenticated by the Philippine Embassy/Consulate in the said country/state and accompanied by an official English translation thereof/Apostile – one (1) electronic copy Client Articles of Incorporation/Partnership/ Creation or its equivalent, which includes as one of its purposes, the training and Client
88 development of professionals – one (1) electronic copy Affidavit of Undertaking subscribed and sworn before the Philippine Embassy/Consulate in the country/state of the applicant – one (1) electronic copy Client Appointment Paper of the representative from the Philippines, duly authorized to represent the foreign entity – one (1) electronic copy Client Curriculum Vitae and relevant credentials of the Executive Director or their equivalent – one (1) electronic copy Client Curriculum Vitae and relevant credentials of Officers – one (1) electronic copy Client Curriculum Vitae and relevant credentials of the key person involved in the financial processes – one (1) electronic copy Client Organizational structure containing the list of employees, indicating their roles and responsibilities, signed by the Executive Director or their equivalent, with corresponding proof of engagement or service – one (1) electronic copy Client At least two (2) completion reports of professional development programs or courses implemented within the immediate past twelve (12) months prior to submission of the application, with full documentation such as course outlines, attendance sheets, completion certificates, and summary or post-training reports – one (1) electronic copy Client Any of the following as proof of access to training venues or platforms – one (1) electronic copy: • Notarized Proof of Ownership or Lease/Rental Agreement of the LSP’s office and training facilities; or • Notarized Contract or Memorandum of Agreement (MOA) with partner training facilities, accompanied by pictures of the venue; or • Proof of active subscription to a Learning Management System (LMS) with administrator access and usage records; or • Proof of active subscription to video conferencing applications used in conducting training programs. Client Any of the following as proof of the LSP’s source of revenue – one (1) electronic copy: Client
89 • Latest Audited Financial Statement (AFS) or Income Tax Return (ITR) duly received by the Bureau of Internal Revenue (BIR); or • Official Receipts, contracts, or invoices showing income or payments received from professional development programs or related services within the last three (3) years; or • Certification of funding support or grants from partner agencies or organizations, if applicable. Checklist of Requirements and Omnibus Sworn Statement for Authorization of LSP – one (1) electronic copy National Educators Academy of the Philippines – Quality Assurance Division Affidavit of Undertaking (To be submitted once the application for Authorization is approved) – one (1) electronic copy National Educators Academy of the Philippines – Quality Assurance Division CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submits all documentary requirements, such as: Authorization Application Form and its required attachments in PDF Format to the following email addresses: neap.od@deped.gov.ph, neap.qad@deped.gov.ph 1.1 Receive and acknowledge receipt of application through NEAP email, and inform Client that the application will undergo checking for completeness None 10 minutes Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.2 Check if the duly accomplished Authorization Application Form with the complete required attachments have deficiencies. None 3 days Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.3 Inform LSP that their requirements for Authorization are complete and will proceed to the next steps. Note: In case of deficiencies, inform LSP that their requirements None 10 minutes Education Program Supervisor / Senior Education Program Supervisor for Authorization
90 for Authorization have deficiencies to be addressed and will repeat Step 1. 1.4 Select and assign members of the Authorization Evaluation Committee None 1 day Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.5 Review and evaluate the application using the Evaluation Form for Authorization None 2 days Authorization Evaluation Committee 1.6 Deliberate on the results of the review and evaluation None 1 day Authorization Evaluation Committee 1.7 Consolidate the results of evaluation using the Consolidation Form for Authorization of LSP None 1 day Authorization Evaluation Committee 1.8 Validate the accomplished Consolidation Form for Authorization of LSP, and prepare the Approval Form for the Authorization of LSP (if approved) or the Notice of Denial (if the application is for disapproval) None 1 day Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.9 Validate and endorse the Approval Form for the Authorization of LSP or the Notice of Denial None 1 day Project Development Officer IV / Project Development Officer V 1.10 Approve the Approval Form for Authorization of None 1 day Director III / Director IV
91 LSP or the Notice of Denial 1.11 Inform LSP about the approval of the application Authorization, and instruct LSP to accomplish and submit an Affidavit of Undertaking For Notice of Denial, inform LSP to comply with the deficiencies 1 year after the receipt of the Notice of Denial. None 10 minutes Education Program Supervisor / Senior Education Program Supervisor for Authorization 2. Submit the notarized Affidavit of Undertaking 2.1 Prepare Certificate of Authorization None 1 hour Education Program Supervisor / Senior Education Program Supervisor for NEAP Authorization 2.2 Endorse Certificate of Authorization None 1 hour Project Development Officer IV / Project Development Officer V 2.3 Sign Certificate of Authorization for successful application None 1 day Director III / Director IV 2.4 Send the signed Certificate of Authorization to the Client through email or courier None 1 hour Education Program Supervisor / Senior Education Program Supervisor for NEAP Authorization TOTAL: None 12 days, 3 hours, 30 minutes *If the Learning Service Provider (LSP) repeats Step 1 due to deficiencies on their application, the processing time of the application for Authorization shall also cease. The Authorization Secretariat shall inform the LSP thru email regarding the deficiencies. The new processing time shall begin once the LSP resubmits the revised Authorization Application Form and its
92 complete required attachments for Authorization through email, compliant with the deficiencies. 2. Orientation for Non-DepEd Learning Service Providers With the release of DepEd Order No. 001 S. 2020, interested non-DepEd Learning Service Providers (LSP) seeking to offer professional development programs and courses for teachers and school leaders, as part of technical assistance, partnership, or individual paid enrollment basis, are required to secure Authorization from NEAP as a Learning Service Provider before they submit proposals for evaluation and recognition. Prior to securing the said authorization, these non-DepEd LSPs shall first attend a virtual or face-to-face Orientation Briefing provided by or requested from the NEAP Central Office (NEAP-CO). Office or Division: National Educators Academy of the Philippines – Quality Assurance Division Classification: Simple Type of Transaction: G2B (Government to Business) Who may avail: All interested non-DepEd Learning Service Providers (LSPs) CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Letter of Interest addressed to the NEAP Director Applicant/Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submits a Letter of Interest indicating a request for face- to-face or virtual orientation to the following email addresses: neap.od@deped.gov.ph, neap.qad@deped.gov.ph 1. Acknowledge receipt of email None 10 minutes SEPS EPS II NEAP-QAD 1.2 Evaluate the application form and informs the client if the request for face-to-face or virtual orientation will be accommodated None 2 days SEPS EPS II NEAP-QAD 2.1 Participates in the Orientation 2.1 Conduct the Orientation None 4 hours Client / SEPS EPS II NEAP-QAD 2.2 Receives Certificate of Attendance via email 2.2 Release the Certification of Attendance None 10 minutes SEPS EPS II NEAP-QAD TOTAL: None 2 days, 4 hours, 13 minutes
93 3. Recognition of Professional Development Program for DepEd Learning Service Providers All DepEd Central Office Bureaus, Services, Units and Regional Offices shall submit application of professional development programs for Recognition on working days during the year. Office or Division: National Educators Academy of the Philippines – Quality Assurance Division Classification: Highly Technical Type of Transaction: G2B (Government to Business) G2G (Government to Government) Who may avail: All non-DepEd Learning Service Providers (LSPs) who have attended the Authorization and Authorization Online Orientation for Learning Service Providers CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Professional Development Program Recognition Application Form – one (1) electronic copy NEAP-QAD/NEAP Website Sample Session Guide – one (1) electronic copy Applicant/Client Sample Slide Deck – one (1) electronic copy Applicant/Client Sample Modules, if applicable – one (1) electronic copy Applicant/Client Sample Non-Print Materials, if applicable – one (1) electronic copy Applicant/Client End-of-Day Evaluation Form (Kirkpatrick’s Evaluation Model - Level 1) – one (1) electronic copy Applicant/Client Summative Assessments, such as a Written Test or a Rubric for Performance-based Assessment (Kirkpatrick’s Evaluation Model – Level 2) – one (1) electronic copy Applicant/Client Workplace Application Plan (WAP) – one (1) electronic copy NEAP-QAD Budget Estimate Form – one (1) electronic copy NEAP-QAD Curriculum Vitae of Resource Speakers or Subject Matter Experts – one (1) electronic copy Applicant/Client PD Program Risk Assessment Form – one (1) electronic copy NEAP-QAD CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit duly accomplished PD Program Recognition Form with the complete required 1.1 Acknowledge receipt of email and submission None 10 minutes Education Program Supervisor / Senior Education
94 attachments in PDF Format to the following email addresses: neap.od@deped.gov.ph, neap.qad@deped.gov.ph Program Supervisor for Authorization 1.2 Check completeness of submitted documents None 3 days Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.3 Inform LSP that their requirements for Authorization are complete and will proceed to the next steps. Note: In case of deficiencies, inform LSP that their requirements for Authorization have deficiencies to be addressed and will repeat Step 1. None 10 minutes Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.4 Select and assign members of the Recognition Evaluation Committee None 4 hours Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.5 Review and evaluate application using the Evaluation Form for Recognition Note: Evaluation is based on the PD Program Design Quality Standards Checklist and PD LRM Quality Standards Checklist None 5 days Recognition Evaluation Committee 1.6 Deliberate on the result of the review and evaluation None 1 day Recognition Evaluation Committee 1.7 Consolidate the result of the evaluation as reflected in the None 2 days Recognition Evaluation Committee
95 Evaluation Form to the Recognition Recommendation Form. Note: If application is for resubmission, the result of the evaluation in the Evaluation Form will be consolidated and reflected to the Recognition Compliance Form. 1.8 Validate the accomplished Recognition Recommendation Form or Recognition Compliance Form, and submit to Project Development Officer IV/ Project Development Officer V None 4 hours Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.9 Validate and endorse the Recognition Recommendation Form or the Recognition Compliance Form, and forward to Director III/IV for approval None 4 hours Project Development Officer IV / Project Development Officer V 1.10 Approve the Recognition Recommendation Form or the Recognition Compliance Form None 4 hours Director III / Director IV 1.11 Inform DLSP about the approval of the application for Recognition or the compliance evaluation results, then draft Recognition Certificate for successful application. Note: If DSLP fails to meet the standards after resubmission, a draft Notice of Denial for unsuccessful application is prepared. None 2 hours Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.12 Review Recognition Certificate for successful application or Notice of Denial for unsuccessful None 1 hour Project Development Officer IV / Project
96 application, and forward to Director III/IV for signature Development Officer V 1.13 Sign Certificate of Recognition for successful application or Notice for unsuccessful application. None 4 hours Director III / Director IV 1.14 Send signed Certificate of Recognition or Notice* of Denial None 10 minutes Education Program Supervisor / Senior Education Program Supervisor for NEAP Authorization TOTAL: None 13 days, 7 hours, 30 minutes *For an LSP with Notice of Denial, an application may be submitted again only after 6 months from receipt of Notice. **If the DepEd Learning Service Provider (DLSP) repeats Step 1 due to deficiencies on their application or compliance evaluation results, the processing time of the application for Recognition shall also cease. The Recognition Secretariat shall inform the DLSP thru email regarding the result, which contains evaluation findings and the notice on the extension of the evaluation cycle. The new processing time shall begin once the DLSP resubmits the revised application for Recognition through email, compliant with the findings of the evaluation results. 4. Recognition of Professional Development Program for Authorized Learning Service Providers All Authorized Learning Service Providers (LSPs) may submit applications for professional development programs for Recognition during the period of Call for Submission as announced by NEAP. Office or Division: National Educators Academy of the Philippines – Quality Assurance Division Classification: Highly Technical Type of Transaction: G2B (Government to Business) G2G (Government to Government) Who may avail: Authorized Learning Service Providers CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Professional Development (PD) Program Recognition Application Form – one (1) electronic copy NEAP-QAD/NEAP Website Sample Session Guide – one (1) electronic copy Applicant/Client Sample Slide Deck – one (1) electronic copy Applicant/Client
97 Sample Modules, if applicable – one (1) electronic copy Applicant/Client Sample Non-Print Materials, if applicable – one (1) electronic copy Applicant/Client End-of-Day Evaluation Form (Kirkpatrick’s Evaluation Model - Level 1) – one (1) electronic copy Applicant/Client Summative Assessments, such as a Written Test or a Rubric for Performance- based Assessment (Kirkpatrick’s Evaluation Model – Level 2) – one (1) electronic copy Applicant/Client Workplace Application Plan (WAP) – one (1) electronic copy NEAP-QAD Budget Estimate Form – one (1) electronic copy NEAP-QAD Curriculum Vitae of Resource Speakers or Subject Matter Experts – one (1) electronic copy Applicant/Client PD Program Risk Assessment Form – one (1) electronic copy NEAP-QAD CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit duly accomplished PD Program Recognition Form with the complete required attachments in PDF Format to the following email addresses: neap.od@deped.gov.ph, neap.qad@deped.gov.ph . 1.1 Acknowledge receipt of email and submission None 10 minutes Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.2 Check completeness of submitted documents None 3 days Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.3 Inform LSP that their requirements for Authorization are complete and will proceed to the next steps. Note: In case of deficiencies, inform LSP that None 10 minutes Education Program Supervisor / Senior Education Program Supervisor for Authorization
98 their requirements for Authorization have deficiencies to be addressed and will repeat Step 1. 1.4 Select and assign members of the Recognition Evaluation Committee None 4 hours Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.5 Review and evaluate application using the Evaluation Form for Recognition Note: Evaluation is based on the PD Program Design Quality Standards Checklist and PD LRM Quality Standards Checklist None 5 days Recognition Evaluation Committee 1.6 Deliberate on the result of the review and evaluation None 1 day Recognition Evaluation Committee 1.7 Consolidate the result of the evaluation as reflected in the Evaluation Form to the Recognition Recommendation Form. Note: If application is for resubmission, the result of the evaluation in the Evaluation Form will be consolidated and reflected to the Recognition Compliance Form. None 2 days Recognition Evaluation Committee
99 1.8 Validate the accomplished Recognition Recommendation Form or Recognition Compliance Form, and submit to Project Development Officer IV/ Project Development Officer V None 4 hours Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.9 Validate and endorse the Recognition Recommendation Form or the Recognition Compliance Form, and forward to Director III/IV for approval None 4 hours Project Development Officer IV / Project Development Officer V 1.10 Approve the Recognition Recommendation Form or the Recognition Compliance Form None 4 hours Director III / Director IV 1.11 Inform DLSP about the approval of the application for Recognition or the compliance evaluation results, then draft Recognition Certificate for successful application. Note: If DSLP fails to meet the standards after resubmission, a draft Notice of Denial for unsuccessful application is prepared. None 2 hours Education Program Supervisor / Senior Education Program Supervisor for Authorization 1.12 Review Recognition Certificate for successful None 1 hour Project Development Officer IV / Project
100 application or Notice of Denial for unsuccessful application, and forward to Director III/IV for signature Development Officer V 1.13 Sign Certificate of Recognition for successful application or Notice for unsuccessful application. None 4 hours Director III / Director IV 1.14 Send signed Certificate of Recognition or Notice* of Denial None 10 minutes Education Program Supervisor / Senior Education Program Supervisor for NEAP Authorization TOTAL: None 13 days, 7 hours, 30 minutes *If a Notice of Denial is received, wait for the next Call for Recognition before resubmission. **If the DepEd Learning Service Provider (DLSP) repeats Step 1 due to deficiencies on their application or compliance evaluation results, the processing time of the application for Recognition shall also cease. The Recognition Secretariat shall inform the DLSP thru email regarding the result, which contains evaluation findings and the notice on the extension of the evaluation cycle. The new processing time shall begin once the DLSP resubmits the revised application for Recognition through email, compliant with the findings of the evaluation results.
101 Public Affairs Service – Public Assistance Action Center 1. Facilitating Concerns through Email Clients may raise concerns (complaints, inquiries, and requests) on DepEd services, facilities, officials, and staff through email at depedactioncenter@deped.gov.ph. Office or Division: Public Affairs Service – Public Assistance Action Center Classification: Simple Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE None None CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Provide the details of the concern 1.1 Document the details of the concern and/or review the documents submitted None 15 minutes Administrative Officer V 1.2 Advise the client on the answer or resolution (for simple concerns). Note: For Complex and Highly Technical concerns (e.g., administrative complaints, requests on transfer of teaching and non-teaching personnel, complaints against offices, etc), advise the client on the next steps and course of action to be taken/referral. None 1 hour Administrative Officer V 1.3 Endorse the concern to the appropriate office (for complex and highly technical concerns) through email. None 5 minutes Administrative Officer V
102 TOTAL: None 1 hour, 20 minutes Note: Updates or responses from the office concerned will be sent to the client’s email as soon as they are received. 2. Facilitating Concerns through Hotline or Short Message Service (SMS) Clients may raise concerns (complaints, inquiries, and requests) on DepEd services, facilities, officials, and staff through DepEd’s hotline or SMS. Hotline: (+63 2) 8636 1663 | 8633 1942 | 8635-9817 | 8638-7530 | 8638-7531 | 8638-7529 | (+63 919) 456 0027 | (+63 995) 921 8461 Mobile numbers: (+63 919) 456 0027 | (+63 995) 921 8461 Office or Division: Public Affairs Service – Public Assistance Action Center Classification: Simple Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE None None CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Provide the details of the concern 1.1 Document the details of the concern and provide a recap to the client None 15 minutes Administrative Officer V 1.2 Advise the client on the answer or resolution (for simple concerns). Note: For Complex and Highly Technical concerns (e.g., administrative complaints, requests on transfer of teaching and non-teaching personnel, complaints against offices, etc), advise the client on the next steps and course of action to be taken/referral. None 1 hour Administrative Officer V 1.3 Endorse the concern to the appropriate office (for None 5 minutes Administrative Officer V
103 complex and highly technical concerns) TOTAL: None 1 hour, 20 minutes Note: Updates or responses from the office concerned will be sent to the client’s phone number. 3. Facilitating Concerns through Social Media Clients may raise concerns (complaints, inquiries, and requests) on DepEd services, facilities, officials, and staff through DepEd Facebook and Instagram (DepEd Philippines). • Facebook: https://www.facebook.com/DepartmentOfEducation.PH • Instagram: https://www.instagram.com/depedphilippines/ Office or Division: Public Affairs Service – Public Assistance Action Center Classification: Simple Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE None None CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Provide the details of the concern or any supporting documents through the office Facebook and Instagram accounts of DepEd 1.1 Document the details of the concern and/or review the documents submitted None 15 minutes Administrative Officer V 1.2 Advise the client on the answer or resolution (for simple concerns). Note: For Complex and Highly Technical concerns (e.g., administrative complaints, requests on transfer of teaching and non-teaching personnel, complaints against offices, etc), advise the client on the next steps and course of action to be taken/referral. None 1 hour Administrative Officer V
104 1.3 Endorse the concern to the appropriate office (for complex and highly technical concerns) through email. None 5 minutes Administrative Officer V TOTAL: None 1 hour, 20 minutes Note: Updates or responses from the office concerned will be sent to the client’s email as soon as they are received. 4. Facilitating Concerns through Walk-in Clients may raise concerns (complaints, inquiries, and requests) on DepEd services, facilities, officials, and staff through walk-in. Office or Division: Public Affairs Service – Public Assistance Action Center Classification: Simple Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement PAAC Form 1A – one (1) original copy PAS-PAAC, 106-A, Ground Floor, Mabini Building, DepEd Complex, Meralco Avenue, Pasig City CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the accomplished PAAC Form 1A. Location: 106-A, Ground Floor, Mabini Building, DepEd Complex, Meralco Avenue, Pasig City 1.1 Document the details of the concern and provide a recap to the client None 15 minutes Administrative Officer V 1.2 Advise the client on the answer or resolution (for simple concerns). Note: For Complex and Highly Technical concerns (e.g., administrative complaints, requests on transfer of teaching and non-teaching personnel, complaints against offices, etc), advise the client on the next steps and course None 1 hour Administrative Officer V
105 of action to be taken/referral. 1.3 Endorse the concern to the appropriate office (for complex and highly technical concerns) None 5 minutes Administrative Officer V TOTAL: None 1 hour, 20 minutes 5. Facilitating Referral Letters from Freedom of Information (eFOI Portal) The Freedom of Information (FOI) is the government’s response to the call for transparency and full public disclosure of information. This allows stakeholders to request information about government transactions and operations. eFOI Portal: https://www.foi.gov.ph/ Office or Division: Public Affairs Service – Public Assistance Action Center Classification: Simple Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Referral of the Request – one (1) original copy FOI Portal CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Provide the concern through the FOI portal 1.1 Log in to the FOI Portal and review the details of the concern. None 15 minutes Administrative Officer V 1.2 Respond to the client on the answer or resolution for simple concerns through email. None 1 hour Administrative Officer V 1.3 Endorse the concern to the appropriate office (for complex and highly technical concerns) through email. None 5 minutes Administrative Officer V TOTAL: None 1 hour, 20 minutes Note: Updates or responses from the office concerned will be sent to the client’s email as soon as they are received.
106 6. Facilitating Standard Freedom of Information Requests (Email/Walk-in) The Freedom of Information (FOI) is the government’s response to the call for transparency and full public disclosure of information. This allows stakeholders to request information about government transactions and operations. Standard FOI requests can be submitted to DepEd through walk-on or email: • Email: depedactioncenter@deped.gov.ph • Walk-in: DepEd Complex, Meralco Ave., Pasig City Office or Division: Public Affairs Service – Public Assistance Action Center Classification: Simple Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE DepEd FOI Form – one (1) original copy Department of Education Central Office – Public Assistance Action Center Unit M-106-A, G/F, Mabini Bldg., DepEd Complex, Meralco Ave., Pasig City Letter Request – one (1) original copy Client Any valid ID such as but not limited to: • Student ID • Philippine Passport • Philippine National ID (PhilSys ID) • Professional Regulation Commission (PRC ID) • Postal ID • Philhealth ID • Driver’s License Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit the required documents 1.1 Document the details of the concern and review the documents submitted None 15 minutes Administrative Officer V 1.2 Advise client regarding the process of acquiring information None 30 minutes Administrative Officer V 1.3 Endorse the concern to the appropriate office None 10 minutes Administrative Officer V TOTAL: None 55 minutes Note: Updates or responses from the office concerned will be sent to the client’s email as soon as they are received.
107 Public Affairs Service – Publications Division 1. Request for Copies of DepEd Issuances This service covers the processing of requests for copies of DepEd issuances that are not available on the DepEd website. Office or Division: Public Affairs Service – Publications Division Classification: Simple Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Letter of request – one (1) original copy Applicant/Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit letter request to PAS- Publications Division through walk-in or via email request at pas.pd@deped.gov.ph 1.1 Acknowledge receipt of request via email or receive letter and stamp “receive”. None 30 minutes Administrative Officer II 1.2 Locate copy of requested issuance and download/print None 4 hours Administrative Officer II 1.3 Provide requested issuance via email or hand-in None 15 minutes Administrative Officer II TOTAL: None 4 hours, 45 minutes 2. Request for the Formatting of DepEd Order and DepEd Memorandum DepEd Issuances are official documents containing policies, procedures, or information released and signed by the Secretary or other authorized officials. These include DepEd Orders (DOs) and DepEd Memorandums (DMs), which differ in scope and purpose. A DepEd Order contains policies promulgated by the Central Office (CO) that are general or permanent in nature. Signed by the Secretary, DOs are department-wide or nationwide in scope and remain in effect unless rescinded or amended by another DO. A DepEd Memorandum disseminates instructions or information such as the creation of committees or task forces, submission of reports, announcements of celebrations, surveys, examinations, contests, conferences or seminars, and the reiteration of regulations or laws issued by other agencies. The DepEd CO and attached agencies request the formatting and styling of DOs and DMs prior to the approval of the Secretary or Executive Committee concerned.
108 Office or Division: Public Affairs Service – Publications Division Classification: Complex Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: Government agencies and partner institutions CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Email Request Applicant/Client Draft Order/Memo with enclosure (if applicable) – one (1) original copy Applicant/Client Policy Proposal Request Form (PPRF) for Order or DepEd Memorandum Evaluation Form (DMEF) for Memorandum – one (1) original copy Planning Service – Policy Research Development Division Clearance/review from the Office of the Undersecretary for Legal and Legislative Affairs – one (1) original copy Office of the Undersecretary for Legal and Legislative Affairs CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Email request to PAS-Publications Division at pas.pd@deped.gov.ph 1.1 Acknowledge receipt of request via email None 15 minutes Administrative Officer II 1.2 Assign the request to appropriate personnel to facilitate request None 20 minutes Administrative Officer V 1.3 Review and format the draft issuance, as necessary, and submit to Administrative Officer V for final review None 4 hours Administrative Officer II / Administrative Officer IV 1.5 Review the revised draft issuance, and submit to Chief Administrative Officer for final check None 4 hours Administrative Officer V 1.6 Review issuance and route to Director, PAS for approval None 4 hours Chief Administrative Officer 1.7 Approve the revised draft issuance None 4 hours Director IV, PAS 1.8 1 Email the PAS- formatted issuance to the Client for final review and vetting None 1 hour Chief Administrative Officer TOTAL: None 2 days, 1 hour, 35 minutes
109 3. Request for Issuance of a DepEd Advisory A DepEd Advisory announces the conduct of programs, projects, and activities requested by external stakeholders. It emanates from organizations and agencies and announces programs or activities, scholarships, and training opportunities for teachers and learners. An Advisory is issued in accordance with the requirements and procedures outlined in DepEd Order (DO) No. 8, s. 2013 titled Policy Guidelines on Regulating the Issuance of DepEd Advisories. Furthermore, per DO 28, s. 2001 titled Prohibiting Commercialization of the DECS Organization Through Endorsements and Accreditation of Goods and Services, an Advisory is issued not for endorsement but solely for the information of DepEd officials, personnel, and the general public. Office or Division: Public Affairs Service – Publications Division Classification: Complex Type of Transaction: G2G (Government to Business) G2C (Government to Citizen) G2G (Government to Government) Who may avail: Government agencies and partner institutions CHECKLIST OF REQUIREMENTS WHERE TO SECURE Standard Requirement Letter of request – one (1) original copy Applicant/Client General Information of the Company/Association – one (1) original copy Applicant/Client Any of the following documents – one (1) scanned copy: • SEC Registration/BIR Registration or DTI Permit • CSC Accreditation, if non- government organization • Republic Act Number and content, if government agency/institution • Certification from the Dean’s Office/Head of Students Affairs Office, if students' organization Applicant/Client Program, Project, Activity (PPA) Profile Applicant/Client Additional Requirements (may be requested by the reviewing office to verify information and provide clarification on the details of the activity) Three-Year Development Plan – one (1) photocopy Applicant/Client End of Activity and Summary of Evaluation Report (if similar activity has been conducted before) – one (1) original copy Applicant/Client For Movie/Stage Play: • MTRCB Approval Rating (for Movie) • E-copy/link of the movie • Synopsis of the story Applicant/Client
110 • Rationale of the play that links to the curriculum • Cast of Characters Other Documents as may be required by the reviewing DepEd CO unit (e.g., activity matrix, detailed description of the activity if registration fee will be charged) – one (1) original copy) Applicant/Client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit all required documents to PAS-Publications Division through email at pas.pd@deped.gov.ph 1.1 Acknowledge receipt of email and check requirements for completeness. Note: Inform Client if in case there are lacking requirements that must be submitted. Processing of the request will only commence once all required documents are submitted. None 30 minutes Administrative Officer II 1.2 Prepare the Screening Form (SF) and Evaluation Request Form (ERF), and submit to Chief Administrative Officer for checking None 4 hours Administrative Officer II 1.3 Check the SF and ERF, and endorse to relevant bureau or service for evaluation None 4 hours Chief Administrative Officer 1.4 Review and evaluate the request based on the submitted documents, and forward to PAS- PD result of the review None 2 days Concerned Bureau of Service
111 Note: Inform Client should there be any comments from the concerned bureau/service that must be complied with. 1.5 Draft the Advisory and submit to Chief Administrative Officer for checking None 2 hours Administrative Officer IV / Administrative Officer V 1.6 Review the draft Advisory and forward to Director IV, PAS for approval None 2 hours Chief Administrative Officer 1.7 Review and approve the draft Advisory, then return the approved Advisory to PAS- PD for uploading to the DepEd website None 4 hours Director IV, PAS 1.8 Assign number, quality check, and upload the approved Advisory in the DepEd website None 1 hour Administrative Officer IV / Administrative Officer V 1.9 Inform the Client that request has been completed and Advisory has been posted to the DepEd website None 15 minutes Administrative Officer II TOTAL: None 4 days, 1 hour, 45 minutes
112 CENTRAL OFFICE INTERNAL SERVICES
113 Administrative Service – Cash Division 1. Payment of Obligation through Checks Payment of obligations of the Central Office is made either through checks or List of Due and Demandable Accounts Payable – Advice to Debit Account (LDDAP- ADA). This service charter pertains to the steps in the payment of obligations made through checks, and is a continuation of the service charter on Processing Disbursement Vouchers from the Finance Service – Accounting Division. Office or Division: Administrative Service – Cash Division Classification: Complex Type of Transaction: G2G (Government to Government) Who may avail: Finance Service – Accounting Division CHECKLIST OF REQUIREMENTS WHERE TO SECURE Processed Disbursement Vouchers, with attached necessary documents Accounting Division CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE For Payment of Obligation amounting to less than Php 10,000,000.00 1. Submit the processed disbursement voucher with attached necessary documents to Administrative Service-Cash Division 1.1 Receive and record submitted documents, verify if the disbursement voucher is duly signed by the Chief Accountant, and encode it in the tracking system. None 10 minutes Administrative Support II, AS- Cash Division 1.2 Forward the documents to the Chief Administrative Officer for the issuance of check. None 3 minutes Administrative Support II, AS- Cash Division 1.3 Determine the type of fund and issue the corresponding check. None 5 minutes Chief Administrative Officer, AS- Cash Division 1.4 Control check and advice number, prepare and encode in the database system, print check and the Advice of Checks Issued and Cancelled (ACIC), then forward to Chief Administrative Officer for review. None 30 minutes Administrative Support II / Administrative Officer V, AS- Cash Division
114 1.5 Review accuracy of data on check and ACIC based on the processed disbursement voucher and affix initials. None 30 minutes Chief Administrative Officer, AS- Cash Division 1.6 Record and transmit the check with the necessary attachments to Finance Service for the Director’s signature. None 20 minutes Administrative Support II, AS- Cash Division 1.7 Sign the check and ACIC and return to AS-Cash Division. None 1 day Director IV, Finance Service 1.8 Create and authorize for check payments thru EMDS None 20 minutes Administrative Officer V / Supervising Administrative Officer / Chief Administrative Officer, AS- Cash Division 1.9 Inform payee of availability of check for release None 5 minutes Administrative Officer III, AS- Cash Division For Payment of Obligation amounting to Php 10,000,000.00 and above 1. Submit the processed disbursement voucher with attached necessary documents to Administrative Service-Cash Division. 1.1 Receive and record submitted documents, verify if the disbursement voucher is duly signed by the Chief Accountant, and encode it in the tracking system. None 10 minutes Administrative Support II, AS- Cash Division 1.2 Forward the documents to the Chief Administrative Officer for the issuance of check. None 3 minutes Administrative Support II, AS- Cash Division 1.3 Determine the type of fund and issue the corresponding check. None 5 minutes Chief Administrative Officer, AS- Cash Division 1.4 Control check and advice number, prepare and encode in the database system, print check and the Advice of Checks None 30 minutes Administrative Support II / Administrative Officer V, AS- Cash Division
115 Issued and Cancelled (ACIC), then forward to Chief Administrative Officer for review. 1.5 Review accuracy of data on check and ACIC based on the processed disbursement voucher and affix initials. None 30 minutes Chief Administrative Officer, AS- Cash Division 1.6 Record and transmit the check with the necessary attachments to Finance Service for the Director’s initials. None 20 minutes Administrative Support II, AS- Cash Division 1.7. Affix initials on the check and ACIC and forward to the Office of the Undersecretary for Finance for the USec’s signature. None 1 day Director IV, Finance Service 1.8 Sign the check and ACIC and return to AS-Cash Division. None 1 day Undersecretary for Finance 1.9 Create and authorize for check payments thru EMDS None 20 mins Administrative Officer V / Supervising Administrative Officer / Chief Administrative Officer, AS- Cash Division 1.10 Informs payee of availability of check for release None 5 minutes Administrative Officer III, AS- Cash Division TOTAL (for payment below 10M) None 1 day, 2 hours, 5 minutes TOTAL (for payment 10M and above) None 2 days, 2 hours, 5 minutes 2. Payment of Obligation through LDDAP-ADA Payment of obligations of the Central Office is made either through checks or List of Due and Demandable Accounts Payable – Advice to Debit Account (LDDAP- ADA). This service charter pertains to the steps in the payment of obligations made through LDDAP- ADA, and is a continuation of the service charter on Processing Disbursement Vouchers from the Finance Service – Accounting Division. Office or Division: Administrative Service – Cash Division Classification: Complex Type of Transaction: G2G (Government to Government)
116 Who may avail: Finance Service – Accounting Division CHECKLIST OF REQUIREMENTS WHERE TO SECURE Processed LDDAP-ADA, with attached necessary documents Concerned Office/Bureau/Service CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE For Payment of Obligation amounting to less than Php 10,000,000.00 1. Submit the processed LDDAP- ADA with attached necessary documents to Administrative Service-Cash Division 1.1 Receive and record submitted documents, verify if the disbursement voucher is duly signed by the Chief Accountant, and encode it in the tracking system. None 10 minutes Administrative Support II, AS- Cash Division 1.2 Generate the hash totals in the FINDES (Landbank’s online system), control, assign check number, and prepare the Windows Advice of Checks Issued and Cancelled (WINACIC) for review of the Chief. None 10 minutes Administrative Support II, AS- Cash Division 1.3 Review hash totals and WINACIC based on the processed LDDAP- ADA and affix initials. None 30 minutes Chief Administrative Officer, AS- Cash Division 1.4 Record and transmit the LDDAP-ADA with the necessary documents to the ExeCom Lead in charge of the payable for signature. None 20 minutes Administrative Support II, AS- Cash Division 1.5 Sign the LDDAP- ADA and forwards to Finance Service for the Director’s signature. None 1 day ExeCom Lead 1.6 Sign the LDDAP- ADA and return to AS- Cash Division. None 1 day Director IV, Finance Service 1.7 Segregate and prepare LDDAP-ADA for submission to authorized government None 30 minutes Administrative Support II, AS- Cash Division
117 depository bank (AGDB). For Payment of Obligation amounting to Php 10,000,000.00 and above 1. Submit the processed LDDAP- ADA with attached necessary documents to Administrative Service-Cash Division 1.1 Receive and record submitted documents, verify if the disbursement voucher is duly signed by the Chief Accountant, and encode it in the tracking system. None 10 minutes Administrative Support II, AS- Cash Division 1.2 Generate the hash totals in the FINDES (Landbank’s online system), control, assign check number, and prepare the Windows Advice of Checks Issued and Cancelled (WINACIC) for review of the Chief. None 10 minutes Administrative Support II, AS- Cash Division 1.3 Review hash totals and WINACIC based on the processed LDDAP- ADA and affix initials. None 30 minutes Chief Administrative Officer, AS- Cash Division 1.4 Record and transmit the LDDAP-ADA with the necessary documents to the ExeCom Lead in charge of the payable for signature. None 20 minutes Administrative Support II, AS- Cash Division 1.5 Sign the LDDAP- ADA and forwards to Finance Service for the Director’s initials. None 1 day ExeCom Lead 1.6. Affix initials on the LDDAP and forwards to the Office of the Undersecretary for Finance for the USec’s signature. None 1 day Director IV, Finance Service 1.6 Sign the LDDAP- ADA and return to AS- Cash Division. None 1 day Undersecretary for Finance 1.7 Segregate and prepare LDDAP-ADA for submission to authorized government None 30 minutes Administrative Support II, AS- Cash Division
118 depository bank (AGDB). TOTAL (for payment below 10M) None 2 days, 1 hour, 40 minutes TOTAL (for payment 10M and above) None 3 days, 1 hour, 40 minutes
119 Bureau of Curriculum Development – Special Curricular Program Division 1. Application for Special Program in Foreign Language The Special Program in Foreign Language (SPFL) is designed to provide learners with varied significant experiences in secondary education that allow them to explore and harness their potential. The program will equip learners with skills and competencies in a foreign language by providing them with greater opportunities through an enhanced research-based curriculum, competent roster of teachers, supportive administrators, and strong collaboration with program partners. Office or Division: Bureau of Curriculum Development – Special Curricular Programs Division Classification: Complex Type of Transaction: G2G – Government to Government Who may avail: Public Junior High Schools (JHS) CHECKLIST OF REQUIREMENTS WHERE TO SECURE 2 Original Copies of Letter of Intent Client 2 Original Copies List of qualified SPFL students Client 2 Original Copies List of qualified SPFL teachers Client 2 Original Copies Pictures of Customized SPFLClassroom with Speech Technology Client 2 Original Copies of Endorsement Letter signedby the Regional Director Regional Office CLIENT STEPS AGENCYACTION FEES TO BE PAID PROCE SSING TIME PERSON RESPONSIB LE 1. Submit letter of intent with the completeset of documentary requirements in the SPFL Manualof Operation 1.1 Receive and record request and forward to assigned personnel None 1 day BCD 1.2 Receive, check the completeness and evaluate requirements None 1 day BCD 1.3 Initial evaluation of application None 2 days BCD 1.4 Conduct online interview for SPFL Teacher-applicants None 1 day BCD / Program Partners 2. Acknowledge School Recognition 2.1 Release list of approved schools to offer SPFL via memorandum None 2 days BCD Total None 7 days
120 Bureau of Human Resource and Organizational Development – Personnel Division 1. Application for Leave Leave of absence, for any person other than serious illness of an officer or employee or any member of his family, must be contingent upon the needs of the service. The grant vacation leave is discretionary on the part of the agency head or authority concerned, thus, mere filing of such leave application does not entitle an officer or employee to go on leave outright. Office or Division: Personnel Division Classification: Simple Type of Transaction: G2G - Government to Government Who may avail: DepEd Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE CSC Form 6 (Leave Form) (2Copies) Personnel Division Medical Certificate (If applying for Sick Leave for more than 5 days) (2Copies) Attending Physician CLIENT STEPS AGENCY ACTION FEES TOBE PAID PROCESSIN G TIME PERSON RESPONSIBLE 1. Submit dulysigned CSCForm No.6 (Leave Form)- attached medical certificate if applicable 1.1 Receive the duly signed CSC Formno. 6 then forwardit to the assigned personnel for processing None 2 days Office Management unit 1.2 Process leave request and update number of leave credits in theService Card None Personnel Records Unit 1.3 Approve leave request and certificate the accuracy of no. of leave credits None Chief/ Supervising Administrative Officer 1.4 Release actioned CSC Form No. 6 to the Records Division None Office Management Unit 2. Receive approved and actionedLeave Form 2.1 Records Division releases action CSC Form no, 6 to the requestingemployee None 1 day RecordsDivision TOTAL: None 3 days
121 2. Application for Retirement Any DepEd personnel can optionally retire is at the age of 60. Officials or employees who have reached the compulsory retirement age of 65 years shall not be retained in the service, except for extremely meritorious reasons in which case the retention shall not exceed six months. Office or Division: Personnel Division Classification: Simple Type of Transaction: G2G - Government to Government Who may avail: DepEd employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE Service Records (1 Original Copy) Personnel Division Letter of Intent (for Optional Retirees) Retiree CSC Form No. 7 - Clearance Form (4Original Copies) Personnel Division CSC Form No. 6 - Leave Form (2Original Copies) *Applicable for Terminal Leave Personnel Division CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCES SING TIME PERSON RESPONSIBL E 1. Submit all required documents forretirement at the Personnel Division 1.1 Receive the applicant's requirements None 2 days Office Management Unit 1.2 Process and evaluate all requirements None Personnel Records Unit and CompenBen Unit 1.3 Sign documents/ forms needed by the retiree None CAO 2. Receive signed and approved documents relevant to GSIS claim ofretiree 2.1 Release documents signed and processes byPD None 1 day Personnel Division- Office Management Unit TOTAL: None 3 days 3. Issuance of Foreign Official Travel Authority Travel Authority (TA) refers to an Order in writing issued by the approving authority allowing an official or employee to proceed to a specific place or location (the regular place of work and where the official/employee is expected to stay most of the time as required by the nature, duties and responsibilities of the position) outside of their permanent official station for a specific period of time to perform a given assignment or accomplish a personal purpose. Based on the Omnibus Travel Guidelines for All Personnel of the Department of Education (DepEd Orders No. 043 and 046, s. 2022) DepEd officials or employees may request TA for either of the following:
122 • Official Travel – trips pursuant to a legitimate function or interest. These may either be official business (where transportation, miscellaneous, and daily travel expenses aside from salaries and benefits, are incurred and funded by the Department) or official time (where no government expenses are incurred/spent aside from the payment of salaries/benefits). • Personal Travel – private trips for personal purpose and undertaken without cost to the government. Official or Personal Travel may be further categorized into foreign (trips outside the Philippines) or local (trips outside the permanent official station). The minimum conditions for a trip to be considered official travel are the following: a. Highly relevant to basic education; for foreign official travel, must be in compliance with an international commitment/contractual obligation. b. Essential to the effective performance of official/employee mandate of functions. c. Projected expenses involve minimum expenditure or are not excessive. d. Presence is critical to the outcome of the activity to be undertaken. e. Absence from the permanent official station will not hamper the operational efficiency of the office. f. Expenses to be incurred is included on the approved Work and Financial Plan of the office/unit concerned. DepEd officials and employees may apply for travel authority for the these foreign official travels: a. International conferences/meetings to which the Philippine government has commitments or to undertake official missions/assignments which cannot be assigned to government officials posted abroad; b. Scholarships, fellowships, trainings, and studies abroad which are grant-funded or undertaken at minimal cost; and c. Invitations for speaking engagements or receiving of awards from foreign governments/ institutions or international agencies/organizations as defined under international law, whether fully or partially funded by the government, upon endorsement to the Department of Foreign Affairs. Note that travel authority shall not be issued for the following officials and employees: a. With pending administrative case; b. Will retire within one year from the date of the foreign official travel; c. Whose previous travel has not been liquidated and cleared; d. Who has not yet complied with reporting requirement/s for any previous travel. Office or Division: Bureau of Human Resource and Organizational Development- Personnel Division (BHROD-PD) Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: DepEd officials and employees meeting the conditions for foreign official travel as stated on DOs 043 and 046, s. 2022, specifically • Requests recommended by the Office of the Schools Division Superintendent (OSDS) and Office of Regional Director (ORD) • Regional Directors and Assistant Regional Directors • Requests from the Central Office CHECKLIST OF REQUIREMENTS WHERE TO SECURE
123 1. One (1) original copy of filled out Travel Authority for Official Travel Form with supporting documents (see below) Annex A, DO 043, s. 2022 https://www.deped.gov.ph/wp- content/uploads/2022/10/DO_s2022_043- corrected-copy.pdf 1. One (1) original copy of the signed invitation addressed to the requesting party Inviting foreign government/institution or international agency/organization 2. One (1) original copy of Itinerary of Travel 3. One (1) original copy of Written justification, addressed to the Approving Authority, to be noted by the Recommending Authority1, explaining the minimum conditions for authorized official travel stated above and why alternatives to travel such as all forms of communication, (e.g. teleconferencing/ videoconferencing, submission of briefs/ position papers) are insufficient for the purpose. Client 4. One (1) original Certificate of No Pending Case Legal unit with jurisdiction over the client 5. One (1) copy of approved Completed Staff Work (CSW) International Cooperation Office (ICO) / Client 6. One (1) copy of Budget Estimate (Travel Cost) Office of the Undersecretary for Finance 7. One (1) copy of Work and Financial Plan Client’s office Optional requirements: - If applying for Cash Advance (CA): Original certification that previous CA has been liquidated Accounting unit with jurisdiction over the client - For Teachers in the Exchange Visitor Program of the US Government: a. TA signed by the Secretary b. Clearance Certificate c. Copy of the Registration Sticker Office of the Secretary Regional Office Commission on Filipino Overseas - For Division Chiefs and higher, a draft Office Order (SO) designating an OIC, if applicable, so as not to hamper the day-to-day operations of the office Signing authority for OO designated by the Secretary - Endorsement letter to the Department of Foreign Affairs (DFA) ICO CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSIN G TIME PERSON RESPONSIBL E 1. Submit complete requirements to the Records Division of 1.1 Check the documents received, process for release to Personnel None 15 minutes Admin Assistant / Officer, Records Division 1 Refer to the Table of Recommending and Approving Authorities for Foreign Travel based on DO 046, s. 2022.
124 DepEd CO a. OSDS – for Teaching and Non-Teaching Personnel in Schools, School Heads, and Division Chiefs and below and Public Schools District Supervisors in Schools Division Offices b. ORD - for Schools Division Superintendent s, Assistant Schools Division Superintendent s, and Division Chief and below in Regional Offices c. Regional Directors and Assistant Regional Directors 1.2 Receive documents from Records Division, log on the database. None 5 minutes Administrative Assistant, PD 1.3 Check documents for completeness and accuracy. If there is no discrepancy in the documents submitted, draft TA (and endorsement letter to DFA, if applicable) and forward to the ICO. Otherwise, inform the client of discrepancies and wait for reply. None 1 day Administrative Officer, PD 1.5 Check the CSW, fund source, and legitimacy of travel documents and forward to the Office of the Undersecretary for Finance (OUF) None 7 hours ICO 1.6 Review documents and prepare Budget Estimate (Travel Cost) and forward to the Approving Authority None 1 day OUF 1.7 Validate documents and sign TA (and endorsement letter to DFA, if applicable) None 2 days Approving Authority (Execom in- charge)2 1.8 Release the signed approved/disapprove d TA (and endorsement letter to DFA, if applicable) to Records Division None 15 minutes Office of the Approving Authority 2 Refer to the Table of Recommending and Approving Authorities for Foreign Travel based on DO 046, s. 2022.
125 2. Receive requested document/s from the Records Division. 2.1 Check documents received and process for release; release document/s to intended recipient. None 25 minutes Administrative Assistant / Officer, Records Division 3. Submit post- travel report addressed to the Office of the Secretary3 3.1 Receive the post-travel report. None (One calendar month after returning to the permanent official station) Administrative Assistant / Officer, Records Division TOTAL None 5 days CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE For officials/personnel the DepEd Central Office: 1. Submit complete requirements endorsed by the applicable Recommending Authority to the Personnel Division (PD) 1.1 Receive documents, log on the database. None 15 minutes Administrative Assistant, PD 1.2 Check documents for completeness and accuracy. If there is no discrepancy in the documents submitted, draft TA (and endorsement letter to the Department of Foreign Affairs, if applicable) and forward to the applicable Approving Authority in DepEd CO. None 4 hours Administrative Assistant / Officer, PD 1.3 Review and approve TA (and endorsement letter to DFA, if applicable) and forward to PD. None 4 days, 4 hours Designated Approving Authority in DepEd CO 1.4 Receive approved TA, update the status of the request on the database, and release documents to the Records Division. None 15 minutes Administrative Assistant / Officer, PD 2. Receive requested document/s from the Records Division 2.1 Check documents received and process for release; release document/s to intended recipient. None 30 minutes Administrative Assistant / Officer, PD 3 For the format and specifics of the required post-travel report, refer to DO 043, s. 2022 at https://www.deped.gov.ph/wp- content/uploads/2022/10/DO_s2022_043-corrected-copy.pdf .
126 3. Submit post-travel report addressed to the Office of the Secretary4 3.1 Receive the post- travel report None (One calendar month after returning to the permanent official station) Administrative Assistant / Officer, Records Division TOTAL None 5 days 4. Issuance of Foreign Personal Travel Authority DepEd officials and employees may apply for travel authority (TA) for private trips purely for personal purpose and undertaken without cost to the government. However, foreign scholarships/trainings sourced and pursued in their personal capacity need to be brought to the attention of the immediate supervisor or head of office before applying for TA. Likewise, those who intend to study abroad may be required to comply with the required service obligation after the period of their leave. Note that those who have pending administrative case/s, unliquidated / no clearance / non- compliance to reportorial requirement for any previous travel shall not be granted foreign personal TA. Office or Division: Bureau of Human Resource and Organizational Development- Personnel Division (BHROD-PD) Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: DepEd officials and employees meeting the conditions for foreign personal travel as stated on DOs 043 and 046, s. 2022, specifically • Regional Directors • Requests recommended by the Office of the Regional Director (ORD) • Requests from the DepEd Central Office CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. One (1) original copy of filled out Travel Authority for Personal Travel Form with supporting documents (see below) Annex D, DO 043, s. 2022 https://www.deped.gov.ph/wp- content/uploads/2022/10/DO_s2022_043- corrected-copy.pdf 2. One (1) original copy of written manifestation, noted by the Head of Office, that absence will not hamper the operational efficiency of the office Client 3. Certificate of No Pending Case Legal unit with jurisdiction over the client 4. CSC Form No. 6, s. 2020 (Leave Form) Civil Service Commission (CSC) / Personnel unit with jurisdiction over the client Optional requirements: - For CO Division Chiefs and higher, a draft Office Order (OO) designating an OIC, if applicable, so as not to hamper the day-to- day operations of the office Signing authority for OO designated by the Secretary 4 For the format and specifics of the required post-travel report, refer to DO 043, s. 2022 at https://www.deped.gov.ph/wp- content/uploads/2022/10/DO_s2022_043-corrected-copy.pdf .
127 - For Study Leave (up to 6 months): Contract between the agency head or authorized representative and the employee concerned Personnel unit with jurisdiction over the client - For leaves that exceed one month: CSC Form No. 7, s. 2017 (Clearance Form) Civil Service Commission (CSC) / Personnel unit with jurisdiction over the client CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit complete requirements to the Records Division of DepEd CO a. Regional Directors b. ORD – for Schools Division Superintendents, Assistant Schools Division Superintendents, Assistant Regional Directors 1.1 Check the documents received, process for release to the Personnel Division (PD) None 15 minutes Administrative Assistant / Officer, Records Division 1.2 Receive documents from Records Division, log on the database. None 5 minutes Administrative Assistant, PD 1.3 Check documents for completeness and accuracy. If there is no discrepancy in the documents submitted, draft TA and forward to the applicable Approving Authority in DepEd CO. Otherwise, inform the client of discrepancies and wait for reply. None 4 hours Administrative Officer, PD 1.4 Review and approve TA and return to PD. None 4 days Designated Approving Authority in DepEd CO 1.5 Receive approved TA, update the status of the request on the database, and release documents to the Records Division. None 15 minutes Administrative Assistant / Officer, PD 2. Receive requested document/s from the 2.1 Check documents None 25 minutes Administrative Assistant /
128 Records Division received and process for release; release TA to intended recipient. Officer, Records Division TOTAL None 5 days CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE For officials/personnel in the DepEd Central Office: 1. Submit complete requirements endorsed by the applicable Recommending Authority to the Personnel Division (PD) 1.1 Receive documents, log on the database. None 15 minutes Administrative Assistant, PD 1.2 Check documents for completeness and accuracy. If there is no discrepancy in the documents submitted, draft the TA and forward to the applicable Approving Authority in DepEd CO. None 4 hours Administrative Assistant / Officer, PD 1.3 Review and approve TA and forward to PD. None 4 days, 4 hours Designated Approving Authority in DepEd CO 1.4 Receive approved TA, update the status of the request on the database, and release documents to the Records Division. None 15 minutes Administrative Assistant / Officer, PD 2. Receive requested document/s from the Records Division 2.1 Check documents received and process for release; release TA to intended recipient. None 30 minutes Administrative Assistant / Officer, PD TOTAL None 5 days
129 5. Issuance of Certificate of Employment and Service Record Certificate of employment is used to verify employment history of a former or current employee, while service record is a collection of material which provide a document history of a personnel’s activities and accomplishments while serving as an employee of the Department. Office or Division: Personnel Division Classification: Simple Type of Transaction: G2G - Government to Government Who may avail: DepEd Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Duly signed Request Form (1 Original Copy) Personnel Division CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIB LE 1. Fill-up and submit the duly signed RequestForm 1.1. Receive the duly signed Request Form None 10 minutes Personnel Division- Personnel Records Unit 2. Wait while the requested Certificationis being processed 2.1. Check the records of the requestor and prepare the Certification None 30 minutes 2.2. Approve and sign Certification None 5 minutes Personnel Division- CAO 3. Receive signed Certification 3.1. Release signed Certification None 5 minutes Personnel Division- Office Management Unit TOTAL: None 48 minutes 6. Issuance of Order of Transfer and Reassignment Order of Transfer is an issuance by the department or agency to transfer its employees to another office while keeping the original employment relationship intact. On the other hand, Reassignment is the movement of an employee across the organizational structure within the same department or agency, which does not involve a reduction in rank, status or salary. Office or Division: Personnel Division Classification: Complex Type of Transaction: G2G - Government to Government Who may avail: DepEd Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
130 1. Letter Request of Employee or Requesting Office for Transfer or Reassignment of Personnel (1 Copy) Requesting Person 2. Indorsement from SDO and RO or Office Concerned where Employee is currently reporting (1 Original Copy) RO/SDO CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCE SSING TIME PERSON RESPON SIBLE 1.Submit requirementsat the Personnel Division 1.1. Receive letter request of transfer and/or reassignment None 1 day Personnel Division- Office Managem ent Unit 1.2. Draft memorandum of transfer and reassignment None Personnel Division- RSPUnit 1.3. Release the drafted memorandum for approval of Supervising ExeCom None Personnel Division- Office Managem entUnit 1.4. Receive and sign the memorandum None 1 day OUHR OD 1.5. Release signed memorandum None 2.Receive signed and approved memorandum 2.1. Records Division releases signed memorandum to the requesting employee and concerned offices None 1 day Records Division TOTAL: None 3 days 7. Processing of Terminal Leave Benefits Terminal leave pay refers to the payment in cash value of an employee. It includes resignation, retirement, and separation from the service. Based on Budget Circular No. 2016-2, dated March 29, 2016. Pursuant to Section 40 of CSC MC No. 14, Terminal Leave Benefits (TLB) payment is based on accumulated leave credits during the service and the computation depends on the highest salary received. Office or Division: Personnel Division Classification: Simple Type of Transaction: G2G - Government to Government Who may avail: DepEd employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
131 1. CSC Form No. 6 (Leave Form)(2 Original Copies) Personnel Division 2. Medical Certificate (if applying for more than 5 days) (2 Copies) Attending Physician CLIENTSTEPS AGENCY ACTION FEES TOBE PAID PROCESSING TIME PERSON RESPONSIBLE 1.Submit duly signed CSC Form No. 6 (Leave Form)attach medical certificate if applicable 1.1. Receive the duly signed CSC Form no. 6 then forward it to the assigned personnel for processing None 2 days Office Management Unit 1.2. Process leave Request and update leave credits in Service Card None Personnel Records Unit 1.3. Approve leave request and certify the accuracy of no. of leave credits None Division chief/ SAO 1.4. Release actioned CSCForm No. 6 to the Records Division None Office Management Unit 2.Receive approved and actioned leave form 2.1. Release action CSC Form no. 6 to PD None Records Division 2.2.Provide requirements for budget allocation None Personnel Records Unit 2.3.Prepare DV and ORS None Personnel CompenBen 3.Receive requirements for payment 3.1 Release all requirements for payment None 1 day RecordsDivision TOTAL None 2 days
132 Finance Service – Accounting Division 1. Application for Agency Code/Activation of Organization Code This service is an application of any government unit including offices, instrumentality for a code specifically intended only for the requesting office/unit. Office or Division: Accounting Classification: Simple Type of Transaction: G2G - Government to Government Who may avail: Non-implementing Units/Division Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Copy of the current GAA wherethe appropriation of the school is reflected Division Office 2.Duly signed latest and updated Personnel Services Itemizationand Plantilla of Positions (PSIPOP) and with Principal position. Financial staff (ADASII and III) and with at least twenty (20) teachers Division Office (HRMO) 3.Copy of attested appointment paper of the current School Principal and Reassignment Order, if any Division Office (HRMO) 4.Copy of attested appointment paper of School Bookkeeper (ADAS III) and School Disbursing Officer (ADAS II) Division Office (HRMO) 5.Copy of Certificate of trainings/seminars attended by financial staff related to Financial Management Concerned Staff 6.Certification of the School Head as to the capacity of the School to comply with submission of financial reports to COA, DBM, NEDA, House of Representatives, etc. duly noted by Schools Division Superintendent School Principal 7.Duly signed EBEIS data on enrolment per grade level for the current school year including School Profile. Division Office - Planning Officer 8.Letter Request for the Issuance of Agency Code by the "current"School Head addressed to the Schools Division Office School Principal
133 9.Indorsement letter from Schools Division Office to Regional Office Division Office 10. Indorsement letter from the Regional Office concerned Regional Office Such other pertinent supporting documents as required CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIB LE 1.Endorse request for Agency Code/activation of Organization Code with required supporting documents to DepEd Central Office - Accounting Division 1.1 Receive request for Issuance of Agency Code/activation of Organization Code None 2 minutes Philip Cauba/ Flordeliza Baga/Arlene Thomas 1.2 Prepare Checklist forthe requesting Division/ School as guide for review None 5 minutes Philip Cauba/ Flordeliza Baga/Arlene Thomas 1.3 Review/Eval uate requestas to completeness of submitted documents and sort/arrange documents according to the checklist) None 30 minutes Philip Cauba/ Flordeliza Baga/Arlene Thomas 1.4 Review Checklist if all required supporting documents are complied None 5 minutes Philip Cauba/ Flordeliza Baga/Arlene Thomas 1.5 Prepares Indorsement Letter to DBM all evaluated requests on a quarterly basis None 30 minutes TOTAL: None 42 minutes 2. Application for Certification of Remittances GSIS and Pag-IBIG Certification of Remittances can be issued to Retirees/Retired DepEd Employees, as well as active DepEd personnel. Office or Division: Accounting Classification: simple Type of Transaction: G2G - Government to Government Who may avail: Retirees/Retired Employees, Active DepEd Members
134 CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. For Government Service Insurance System (GSIS) Personal Share andGovt. Share 1.1. Request from the GSIS member a letter or report issued by the GSIS which indicates his period with paidpremiums (PPP) and total length of service (TLS) variances Government Service Insurance System(GSIS) 1.2. Member's Service Record Member/Employee 1.3. Member's payslip or payroll Member/Employee 2. For GSIS Policy Loans, GSIS educational Loans or GSIS other loans 2.1. Request from the memberhis latest statement of account (SOA) on due anddemandable loans Government Service Insurance System(GSIS) 2.2. Member's payslip or payroll Member/Employee Such other pertinent supporting documents as required CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIB LE 1.Submit request for certification and other documents to Accounting Division – ITR Section 1. Receive request and documents from Member/empl oyee None 15 minutes Cecille Villanueva and Loreto Virgo, Jr 1.1. Upon receipt of the SOA, etc., review or analyze it to determine the variances or unposted payments None 1 day Cecille Villanueva and Loreto Virgo, Jr 1.2. Print and issue copy of scanned remittance list and official receipt of the variance/unp osted remittances None 1 day Cecille Villanueva and Loreto Virgo, Jr 1.3. Record the
135 transaction and release the documents to Member/Emp loyee 15 minutes Cecille Villanueva and Loreto Virgo, Jr TOTAL: None 2 days, 30 minutes 3. Application for Provident Fund Loan Provident Fund Loan defined as a savings scheme consisting of contributions from both the employees and the employer (in monetary form from members- employees, in monetary or non-monetary form from the employers) which serve as a loan facility and provider of supplementary welfare to employees. Office or Division: Accounting Classification: Complex Type of Transaction: G2G - Government to Government Who may avail: DepEd Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Checklist of Requirements (1 Copy) EAMD 1.2. Disbursement Voucher/Payroll - box A - approved (Appendix No. 32 /33 GAM) (3 Copies) EAMD 2. For All Types of Loan 2.1. Loan application Form (LAF) (Completely filled up), endorsed by Personnel Division and Legal Service EAMD 2.2. Authority to Deduct Personnel Division 2.3. Copy of latest available payslip Personnel Division 2.4. Photocopy of DedpEd Identification Card Employee borrower 2.5. Approved Appointment (for First Time borrowers and Co- Terminus employees only) Employee borrower 2.6. First page of notarized Contract of Service for thelast five (5) years (for Co- Terminus employees who also served as COS Employee borrower
136 3. Additional Requirements for Additional Loans 3.1. Letter-request addressed to the Undersecretary of OUF Employee borrower 3.2. Hospitalization/Medical Expenses/Medical Abstract/Certificate/Prescripti on/Diagnosis Employee borrower 3.3. Death Certificate of the deceased family member of the loan applicant within the third civil degree of consanguinity/affinity, as applicable Employee borrower 4. Additional Requirement for Calamity Loans 4.1. Barangay/LGU Certificate/Resolution declaring the borrower's place under State of Calamity Barangay where the borrower is a resident Such other pertinent supporting documents as are required bythe nature of expense CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIB LE 1.Submit Documentsfor Claim of Payments to EAMD 1. Receives and records payroll and supporting documents from EAMD None 5 minutes Designated Releasing & Receiving Staff 1.1. Checks the completeness of the supporting documents (requirements ) None 5 minutes Designat edITRS Staff 1.2. Verifies the balances of previous loans from the Subsidiary Ledger of the borrower None 10 minutes Designat edITRS Staff
137 1.3. Final Review For new loan borrowers: Prepares new subsidiary ledger and encodes data based on the payroll None 10 minutes Designat edITRS Staff 1.4. Pre- audits/certifie None 5 minutes Designated ITRS Staff s funds availability/pr ocesses payroll 1.5. Section Chief and Assistant Chief affix initial and Chief Accountant signs on the payroll depending on the amount None 5 minutes Section Chief, Assistant Chief, Chief Accountant 1.6. Releases the payroll to the Officer-in- Charge, Office of the Director IV (Finance Service - DA for approval None 5 minutes Designated Releasing & Receiving Staff TOTAL: None 50 minutes 4. Issuance of GSIS and Pag-IBIG Certificate of Remittances Process of release of GSIS and Pag-IBIG Certificate of Remittances as proof of the transaction. Office or Division: Accounting Classification: Simple Type of Transaction: G2G - Government to Government Who may avail: Retirees/Retired Teachers, Active DepEdTeachers/Members CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. For Government Service Insurance System (GSIS) Personal Share and Government Share
138 1.1. Request from the GSIS member report issued by theGSIS which indicates the Period with Paid Premiums (PPP) and Total Length of Service (TLS) variances Government Service Insurance System(GSIS) 1.2. Member's Service Record Division Offices/ Implementing Units 1.3. Member's payslip or payroll Division Offices/ Implementing Units 2. For GSIS Policy Loans, GSIS educational Loans or GSIS other loans 2.1. Request from the memberhis latest statement of account (SOA) on due and demandable loans Government Service Insurance System(GSIS) 2.2. Member's payslip or payroll Division Offices/ Implementing Units 3. For Pag-IBIG Fund 3.1. Request from the GSIS member report issued by thePAGIBIG which indicates theperiod with variances as against her total length of service Pag-IBIG Fund 3.2. Member's Service Record Division Offices/ Implementing Units 3.3. Member's payslip or payroll Division Offices/ Implementing Units Such other pertinent supporting documents as required CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSI BLE 1.Submit the documents to DepEd Central Office - Accounting Division CROC Section 1. Receive documents and prepare Certificate of Remittances for GSIS or PAGIBIG None 20 minutes Leticia Mallannao 1.1 Review and Approval None 5 minutes Neliza Advincula 1.2 Issue/Releas e the Certification to Teacher/s None 5 minutes Leticia Mallannao TOTAL: None 30 minutes
139 5. Pre-Audit of Budget Estimates Review amounts included in the budget of DepEd activities, what are allowed and not and what are the maximum standard set. Office or Division: Accounting Classification: Simple Type of Transaction: G2G - Government to Government Who may avail: DepEd Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Signed Authority from Proponents Concerned Office / Proponent 2. Allotment from Budget Division Budget Division 3. Program Work and Financial Plan Clearance / Approval from Planning Division Planning Division 4. Actual or Tentative (if still not available) Place of Venue and Number of Participants per Region Concerned Office / Proponent 5. Detailed TEVs of the Resource Person(s) indicating origin / official station Concerned Office / Proponent 6. List of supplies and materialswith costing and Certification from Asset Management Division Asset Management Division 7. All budget computation (detailed attachments) should be approved by the head of Office Concerned Office / Proponent 8. Indicate the amount for downloading, for direct paymentand for cash advance with name of the Disbursing Officer Requested Concerned Office / Proponent 9. Letter request from Regions/Divisions (if authority is request for downloading of support funds) Requesting Region/Division Such other pertinent supporting documents as required by the nature of claim CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSI BLE
140 1. Submit the complete required documents and Request for Pre- Audit 1. Receive and encode the document by the assigned personnel None 30 minutes Designated PASB Releasing & Receiving Staff 1.1. Encode and Pre-Audit, then forward it to Section Chief None 1 day Designated PASB Pre- Audit Staff 1.2. Review and initial/sign the authority None 1 day and 7 hours Section Chief PAS B , Assistant Chief and Chief Accountant 1.3. Release the authority to the proponent/ concerned office None 30 minutes Designated Staff TOTAL: None 3 days 6. Pre-Audit of Various Authorities Review of authorities such as authority to reimburse, authority to conduct and authority to pay as to completeness of the attached documents for approval of the proper signatory with the amount involved for evaluation. Office or Division: Accounting Classification: Simple Type of Transaction: G2G - Government to Government Who may avail: DepEd Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Signed Authority from Proponents Concerned Office / Proponent 2. Allotment from Budget Division Budget Division 3. Checklist applicable based on expense and/or transaction as required by Pre-Audit Section A Accounting Division - Pre-Audit Section A 4. Portion of Work and Financial Plan where the expense will be charged Concerned Office / Proponent 5. Justification (if applicable) Concerned Office / Proponent Such other pertinent supporting documents as required
141 CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSI BLE 1.Submit the complete required documents and Request forPre- Audit 1. Receive and encode the document by the assigned personnel None 15 minutes Designated PASB Releasing & Receiving Staff 1.1. Encode and Pre-Audit, then forward it to Section Chief None 7 hours and 30 minutes Designated PASB Pre- AuditStaff 1.2. Review and initial/sign the authority None 1 day Section ChiefPAS B, Assistant Chiefand Chief Accountant 1.3. Release the authority to proponent/ concerned office None 15 minutes Designated Staff TOTAL: None 2 days 7. Processing of Disbursement Vouchers – Big-Ticket Goods (Supplies, Materials, Equipment and Motor Vehicles) All big-ticket items, supplies, materials, equipment, and motor vehicles which may be needed in the pursuit of any project or activity of the agency. Office or Division: Accounting Classification: Highly Technical Type of Transaction: G2G - Government to Government Who may avail: DepEd Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Certificate of Availability of Funds Proponent 1.2. Existence of lawful and sufficient allotment duly obligated as certified by authorized officials Proponent 1.3. Legality of transaction and conformity with laws, rules, and regulations Proponent 1.4. Approval of expenditure by Head of Office Proponent
142 1.5. Sufficient and relevant documents to establish validity of claim Proponent 1.6. Checklist of Requirements Accounting Division 1.7. Approved Obligations of Request and Status – box A & box B – Approved (Appendix No. 11 GAM) (3 Copies) Proponent & Budget Division 1.8. Disbursement Voucher – box A – Approved (Appendix No. 32 GAM) (3 Copies) Proponent 2. Basic Requirements for All Types of Procurement Through Public Bidding 2.1. Authenticated photocopy of the approved APP and any amendment thereto Proponent 2.2. Approved contract supported by the following documents: • Invitation to Apply for Eligibility to Bid • Letter of Intent • Results of Eligibility Check/Screening Bidding Documents enumerated under Section 17.1 of Revised IRR of RA 9184 which includes a complete technical description of the equipment and accessories, scope of works, if applicable • Minutes of Pre-Bid Conference, for Approved Budget for Contract (ABC) PHP1million and above • Agenda and/or Supplemental Bulletins,if any • Bidders Technical and Financial Proposals • Minutes of Bid Opening • Abstract of Bids • Post-Qualification Report of Technical Working Group • BAC Resolution declaring winning bidder • Notice of post qualification • BAC Resolution recommending approval and approval by the Head of the Procuring Entity of the Resolution ofthe BAC recommending award of contract • Notice of Award • Performance Security • Program of Work and Detailed Estimates • Notice to Proceed, indicating the date of receipt by the contractor • Detailed Breakdown of the ABC • Copy of the Approved PERT/CPM Proponent
143 Network Diagram and detailed computations of contract time • Detailed Breakdown of the Contract Cost 2.3. Copy of Advertisement of Invitation to Bid/Request for expression of interest • Newspaper clipping of advertisement (ABC 2 million and above) • Printout copy of advertisement posted in PhilGEPS • Certification from the Head of BAC Secretariat on the posting of advertisement at conspicuous places Printout copies of advertisement postedin agency website, if any 2.4. Documentary requirements under Sections 23.1 and 25.2a of the RevisedIRR of RA No. 9184 Proponent 2.5. Minutes of pre-procurement conference for project costing 2 million and above Proponent 2.6. Bid Evaluation Report Proponent 2.7. Post Qualification Evaluation Report Proponent 2.8. Printout copy of posting of Notice of Award, Notice to Proceed and Contract of award in the PhilGEPS Proponent 2.9. Evidence of Invitation of three observers in all stages of the procurement process pursuant to Section 13.1 of the Revised IRR of RA 9184 Proponent 2.10. Approved request for purchase or requisition of supplies, materials and equipment Proponent 2.11. Additional documents required to be submitted 5 days upon execution of contract: • Certificate of Exclusive Distributorship, if applicable • Samples and brochures/photographs, if applicable • For imported items: - Consular Invoice/Pro-forma invoice of the foreign supplier with the corresponding details - Home Consumption Value of the items - Breakdown of the expenses incurred in the Importation Proponent 2.12. Original copy of Dealers/Suppliers’ Invoices showing the quantity, description of the articles, unit, and total value, duly signed by the dealer, and indicating receipt by the proper agency official of items delivered Proponent 2.13. Results of Test Analysis, if applicable Proponent 2.14. Tax receipts from the Bureau of Proponent
144 Customs or the BIR 2.15. Duly approved Inspection and Acceptance Report prepared by the Department property inspector Proponent 2.16. For equipment, Property Acknowledgement Report Proponent 2.17. Warranty Security for a minimum period of three months, in the case of expendable supplies, or a minimum period of one year in the case of non- expendable supplies, after acceptance Proponent 2.18. Request for purchase of supplies, materials, and equipment Proponent 2.19. In case of motor vehicles, authority to purchase from Agency head and Secretary of DBM, or OP depending on the type of vehicle being provided Proponent 2.20. 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 Proponent 3. Basic Requirements for All Types of Procurement Through Alternative Modes 3.1. Documents to be submitted within five working days from the execution of the contract as required under CAO Circular2009-001: • Purchase order/Letter order/Contract, duly approved by the official concernedand accepted by the supplier (date of acceptance must be clearly indicated) • Proof of posting of invitation or request for submission of price quotation in the PhilGEPS website, website of the procuring entity and at any conspicuousplace reserved for this purpose in the premises of the the procuring agency for a period of seven calendar days in case shopping under section 52.1b andNegotiated Procurement under 53.1 (two failed bidding) and 53.9 small value procurement of the Revised IRR of RA 9184 • Performance and warranty securities,except for Shopping and Negotiated Procurement under emergency casesand Small Value Procurement • BAC Resolution recommending and justifying to the Head of Procuring Entity (HOPE) the use of alternative mode of procurement and approval bythe HOPE of the BAC Resolution recommending award of contract • Proof of posting of Notice of Award in the PhilGEPS website, the website of the procuring entity, if available, and at any conspicuous place reserved for this purpose in the premises of theprocuring entity Proponent 3.2. Approved Procurement Plan Proponent 3.3. Request for purchase or requisition of supplies, Proponent
145 materials, and equipment, duly approved by proper authorities 3.4. Original copy of the delivery invoice showing the quantity, description of the articles, unit, and total value, duly signed by the dealer or his representative and indicating receipt by the proper agency official of items delivered Proponent 3.5. Duly approved Inspection and acceptance report Proponent 3.6. Approval by the HOPE or his duly authorized representative on the use of the alternative methods of procurement, as recommended by the BAC Proponent 3.7. Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Government or any of its agencies, offices, corporations or LGUs Proponent 3.8. Sworn affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the third civil degree Proponent 3.9. Additional Requirements for Limited Source Bidding a.Specific requirements to be submitted within 5 days from the execution of the contract: • 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/ distributors with known experience and proven capability on the requirements of the particular contract • Winning bidder’s offer or proposal • Abstract of bids showing the most responsive and complying bidder from among the other bidders who participated in the bidding • Notice of Award Proponent b.Documentary requirements under Section 23.1 and 25.2(a), of the Revised IRR of RA No. 9184 Proponent c. Other documents peculiar to the contract and/or to the mode of procurement and considered necessaryin the auditorial review and in the technical evaluation thereof Proponent d.Bid security (required under Section 5.4IRR-A RA No. 9184) Proponent 3.10. Additional Requirements for Direct Contracting a.Specific requirements to be submittedw/in 5 days from the execution of the contract: • Copy of letter to selected manufacturer/supplier/ distributor tosubmit a price quotation and conditions of sale • Certificate of ExclusiveDistributorship • Certification from the agency authorized official that there are nosub-dealers selling at lower prices and for which no suitable substitutecan be obtained at more advantageous terms to the government • Certification of the BAC in case ofprocurement of critical plant components and/or to maintain Proponent
146 certain standards b.Study/survey done to determine that there are no sub- dealers selling at lower prices and for which no suitablesubstitute can be obtained at more advantageous terms to thegovernment Proponent c. Other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review andin the technical evaluation thereof Proponent 3.11. Additional Requirements for Repeat Order a.Specific requirements to be submittedw/in 5 days from the execution of the contract: • Copy of original contract used as basis for repeat order indicating thatthe original contract was awarded through public bidding • Certification from the purchasing office that the supplier has compiled with all the requirements under theoriginal contract Proponent 3.12. Additional Requirements for Shopping a.Specific requirements to be submittedw/in 5 days from the execution of the contract: • Price quotations from at least three bonafide and reputable manufacturers/suppliers/ distributors Abstract of canvass Proponent 3.13. Additional Requirements for Negotiated Procurement a.Specific requirements to be submittedw/in 5 days from the execution of the contract (in case of two failed biddings, emergency cases, take-overof contract and small value procurement): • Abstract of submitted PriceQuotation • BAC Resolution recommendingaward of contract to Lowest Calculated Responsive Bid (LCRB) Proponent b.Additional requirements in case of twofailed biddings: • Agency’s offer for negotiations withselected suppliers, contractors, or consultants • Certificate of failure of competitivebidding for the second time • Evidence of invitation of observers inall stages of the negotiation Eligibility documents in case ofinfrastructure projects Proponent c. Additional requirements in emergencycases: Justification as to the necessity ofpurchase Proponent d.Additional requirements in case oftake-over of contracts: • Copy of terminated contract • Reasons for the termination Negotiation documents with the second lowest calculated bidder or the third lowest calculated Proponent
147 bidder in case of failure of negotiation with the second lowest bidder. If negotiation still fails, invitation to at least threeeligible contractors • Approval to negotiate contract forprojects under exceptional cases e.Additional requirements in case ofsmall value procurement: Letter/invitation to submit proposals Proponent f. Additional requirements for adjacentor contiguous projects: • Original contract and any documentindicating that the same resulted from competitive bidding • Scope of work which should be related or similar to the scope ofwork of the original contract Latest Accomplishment Report of theoriginal contract showing that there was no negative slippage/delay Proponent 3.14. Additional Requirements for AdvancePayment a.Irrevocable standby letter of credit of equivalent value /surety bond callableupon demand/bank guarantee Supplier b.Request for Payment Supplier c. Bank details Supplier d.Such other documents peculiar to thecontract and/or to the mode of procurement and considered necessary in the auditorial review andin the technical evaluation thereof Proponent e.Copy of transmittal letter of BAC to COA (9.1 page 32 COA Circular No.2012-01 dtd. 06-14- 2012 BAC 4. Release of Retention Fee 4.1. SBLC/Bank Guaranty - for retention fee substitution Supplier 4.2. Request for Payment Supplier 4.3. Bank details Supplier 4.4. Certification from the End User that theproject in completed and inspected Proponent 4.5. Previous Copy of DisbursementVouchers paid (Retention Fee) Proponent Such other pertinent supporting documents as required by the nature of expense such as but not limited to: Billing Statements/Statement of Account Supplier • Plans and Specifications (bidding documents, SCC, GCC) Proponent • Inspection & Acceptance Reports Proponent • Letter Request for Payment (progress billing, Retention, etc) Supplier • Bank Certificate - Valid Account no. Bank details for LDDAP-ADA Supplier • Sales Invoices/Delivery Receipts Supplier • Photographs / Picture of Accomplishment Supplier • Summary of DRs/IARs Supplier/Proponent
148 • Delivery/Acceptance Receipts Proponent • Computation of Applicable Liquidated Damages Proponent • Bid Allocation List Proponent • Training Checklist Proponent • Approved Request for Re-Allocation, if any Proponent • Approved Extension, if any Proponent • Approved Variation/Change Order, if any Proponent • Performance Bond / Copy of Transmittal Letter to Cash Division Proponent • Certificate of Acceptance Proponent • Certificate of Completion of Deliveries (from CO) Proponent • Certificate of Final Acceptance (From CO) Proponent • Certificate of Acceptance (Division Office/RO) Proponent CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCES SING TIME PERSON RESPONSIBLE 1.Submit Documents for Claim of Payments to Budget Section 1. Receive documents from the Budget Section, and log in the tracking system, and forward Disbursement Vouchers (DV) for the next step None 4 hours Designated Staff & Receiving Staff 1.1. Review of documentation requirements None 56 days Designated Pre-Audit Staff 1.2. Forward received DVs to Head of Accounting Unit for final review None 4 hours Designated Releasing & Receiving Staff 1.3. Final Review ofDV and Supporting Documents If complete, sign DVs and proceed to payment (Proceed to Step 1.5) If incomplete, prepare findings and forward to designated staff for tracking None 2 days and 4hours Head of Accounting Unit/Designa ted Accountant
149 1.4. Forward documents for processing of payment thru ADA or check None 4 hours Designated Releasing & Receiving Staff 1.5. Forward to End- User for compliance None TOTAL: None 60 days *Note: For transactions on CO, the entire turnaround time for big ticket items will be 60 days as agreed on the QMS. These are the centrally procured projects directly delivered to Schools, DO, RO (Textbooks, DepEd Computerization Program, Technical Vocational Livelihood, Science and Mathematics Equipment). 8. Processing of Disbursement Vouchers – Consultancy Services of consultants may be engaged by any procuring entity for agency projects or related activities of such magnitude as would require a level of expertise beyond the optimum in- house capacity of the agency. Office or Division: Accounting Classification: Complex Type of Transaction: G2G - Government to Government Who may avail: DepEd offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Certificate of Availability ofFunds Proponent 1.2. Existence of lawful and sufficient allotment duly obligated as certified by authorized officials Proponent 1.3. Legality of transaction and conformity with laws, rules, and regulations Proponent 1.4. Approval of expenditure by Head of Office Proponent 1.5. Sufficient and relevant documents to establish validity of claim Proponent 1.6. Checklist of Requirements Accounting Division 1.7. Approved Obligations of Request and Status – box A& box B – Approved (Appendix No. 11 GAM) (3 Copies) Proponent & Budget Division 1.8. Disbursement Voucher – box A – Approved (Appendix No.32 GAM) (3 Copies) Proponent 2. Basic Requirements for All Types of Procurement Through Public Bidding
150 2.1. Authenticated photocopy of the approved APP and anyamendment thereto Proponent 2.2. Approved contract supportedby the following documents: • Invitation to Apply for Eligibility to Bid • Letter of Intent • Results of Eligibility Check/Screening Proponent • Bidding Documents enumerated under Section 17.1 of Revised IRR of RA 9184 which includes a complete technical description of the equipment and accessories, scope of works, if applicable • Minutes of Pre-Bid Conference, for Approved Budget for Contract (ABC) PHP1million and above • Agenda and/or Supplemental Bulletins, if any • Bidders Technical and Financial Proposals • Minutes of Bid Opening • Abstract of Bids • Post-Qualification Report of Technical Working Group • BAC Resolution declaring winning bidder • Notice of post qualification • BAC Resolution recommending approval and approval by the Head of the Procuring Entity of the Resolution of the BAC recommending award of contract • Notice of Award • Performance Security • Program of Work and Detailed Estimates • Notice to Proceed, indicating the date of receipt by the contractor • Detailed Breakdown of the ABC • Copy of the Approved PERT/CPM Network Diagram and detailed computations of contract • Detailed Breakdown of the Contract Cost including detailed breakdown of estimates and/or - schedule of basic rates
151 certified by the consultant with a swornstatement; - derivation of the billing factor/multiplier certifiedby the consultant with asworn statement; - detailed breakdown of reimbursable costs based on agreed fixedrates and actual costs 2.3. Copy of Advertisement of Invitation to Bid/Request forexpression of interest • Newspaper clipping of advertisement (ABC 1 million or 4 months andabove) • Printout copy of advertisement posted inPhilGEPS • Certification from the Headof BAC Secretariat on the posting of advertisement atconspicuous places Printout copies of advertisement posted inagency website, if any Proponent 2.4. Documentary requirementsunder Section 25.2c of the Revised IRR of RA No. 9184 Proponent 2.5. Minutes of pre-procurement conference for project costing 1 million and above Proponent 2.6. Bid Evaluation Report Proponent 2.7. Ranking of short-listedbidders Proponent 2.8. Post Qualification Evaluation Report Proponent 2.9. Printout copy of posting ofNotice of Award, Notice toProceed and Contract of award in the PhilGEPS Proponent 2.10. Evidence of Invitation of three observers in all stagesof the procurement process pursuant to Section 13.1 of the Revised IRR of RA 9184 Proponent 2.11. Additional documents required to be submitted 5days upon execution of contract: • If not in the Terms of Reference, appropriate approved documents indicating the expected outputs/deliverables • Copy of the approved manning schedule indicating the named andpositions of the consultants Proponent
152 and staff and the extent of their participation in the project • Copy of the curriculum Vitae of the consultant and staff 2.12. Letter request for paymentfrom the consultant Proponent 2.13. Approved consultancy progress/final reports, and/or output required under the contract Proponent 2.14. Progress/Final Billing Proponent 2.15. Contract of infrastructure projects subject of ProjectManagement Consultancy Services Proponent 3. Basic Requirements for All Types of Procurement Through Alternative Mode 3.1. Documents to be submitted within five working days fromthe execution of the contractas required under CAO Circular 2009-001: • Purchase order/Letter order/Contract, duly approved by the official concerned and accepted bythe supplier (date of acceptance must be clearly indicated) • Proof of posting of invitationor request for submission of price quotation in the PhilGEPS website, websiteof the procuring entity and at any conspicuous place reserved for this purpose in the premises of the procuring agency for a period of seven days for Negotiated Procurement (two failed bidding) and small value procurement • Performance and warranty securities, except for Shopping and Negotiated Procurement under emergency cases and Small Value Procurement • BAC Resolution recommending and justifying to the Head of Procuring Entity (HOPE) theuse of alternative mode of procurement and approval by the HOPE of the BAC Resolution recommending award of contract • Proof of posting of Notice ofAward in the PhilGEPS website, the website of the procuring entity, if available,and at any conspicuous place reserved for this purpose in Proponent
153 the premises ofthe procuring entity 3.2. Approved Procurement Plan Proponent 3.3. Approval by the HOPE or hisduly authorized representative on the use of the alternative methods of procurement, as recommended by the BAC Proponent 3.4. Statement of the prospectivebidder that it is not blacklisted or barred from bidding by the Government or any of its agencies, offices, corporations or LGUs Proponent 3.5. Sworn affidavit of the bidderthat it is not related to the HOPE by consanguinity or affinity up to the third civildegree Proponent 3.6. Additional Requirements for Limited Source Bidding a.Specific requirements to be submitted within 5 days from the execution of the contract: • 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/ distributors with known experience and proven capability on the requirements of the particular contract • Winning bidder’s offer or proposal • Abstract of bids showing the most responsive and complying bidder from among the other bidders who participated in the bidding • Notice of Award Proponent b.Documentary requirements under Section 23.1 and 25.2(a), of the Revised IRR of RA No. 9184 Proponent c. 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 Proponent d.Bid security (required under Section 5.4 IRR-A RA No. 9184) Proponent 3.7. Additional Requirements for Negotiated Procurement a.Specific requirements to be submitted w/in 5 days from the execution of the contract (in case of two failed biddings, Proponent
154 emergency cases, take-over of contract and small value procurement): • Price quotation/bids/finaloffers from at least be three invited suppliers • Abstract of submittedPrice Quotation • BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid (LCRB) b.Additional requirements in case of two failed biddings: • Agency’s offer for negotiations with selectedsuppliers, contractors, or consultants • Certificate of failure of competitive bidding for thesecond time • Evidence of invitation of observers in all stages ofthe negotiation • Eligibility documents incase of infrastructure projects Proponent c. Additional requirements in emergency cases: Justification as to the necessity of purchase Proponent d.Additional requirements incase of take-over of contracts: • Copy of terminated contract • Reasons for the termination • Negotiation documents with 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 Proponent • Approval to negotiate contract for projects under exceptional cases e.Additional requirements in case of small value procurement: • Letter/invitation to submit proposals Proponent f. Additional requirements for adjacent or contiguous projects: Proponent
155 • Original contract and any document indicating that the same resulted from competitive bidding • Scope of work which should be related or similar to the scope of work of the original contract • Latest Accomplishment Report of the original contract showing that there was no negative slippage/delay Such other pertinent supporting documents as required by the nature of expense such as but not limited to: • Approved authority to hire Proponent • Duly approved accomplishment for the scope of payment Supplier/Proponent • PhilGEPS registration for first payment Supplier CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1.Submit Documentsfor Claim of Payments to Budget Section 1. Receive documents from the Budget Section, and log in the tracking system, and forward Disbursemen t Vouchers (DV)for the next step None 4 hours Designated Staff & Receiving Staff 1.1. Review of documentatio n requirements None 3 days and 4 hours Designated Pre- Audit Staff 1.2. Forward received DVs to Head of Accounting Unit for final review None 4 hours Designated Releasing & Receiving Staff 1.3. Final Reviewof DV and Supporting Documents
156 If complete, sign DVs and proceed to payment (Proceed to Step 1.5) If incomplete, prepare findings and forward to designated staff for tracking None 2 days Head of Accounting Unit/Designated Accountant 1.4. Forward documents for processing of payment thru ADA or check None 4 hours Designated Releasing & Receiving Staff 1.5. Forward to End-User for compliance None TOTAL: None 7 days 9. Processing of Disbursement Vouchers – Infrastructure Appropriations authorized under the GAA for the construction of buildings shall be implemented only in accordance with the appropriate standards and specification as prescribed by the DPWH or other appropriate government agencies, as the case may be. Office or Division: Accounting Classification: Complex Type of Transaction: G2G - Government to Government Who may avail: DepEd offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Certificate of Availability ofFunds Proponent 1.2. Existence of lawful and sufficient allotment duly obligated as certified by authorized officials Proponent 1.3. Legality of transaction and conformity with laws, rules, and regulations Proponent 1.4. Approval of expenditure by Head of Office Proponent 1.5. Sufficient and relevant documents to establish validityof claim Proponent 1.6. Checklist of Requirements Accounting Division 1.7. Approved Obligations of Request and Status – box A &box B – Approved (Appendix No. 11 GAM) (3 Copies) Proponent & Budget Division
157 1.8. Disbursement Voucher – boxA – Approved (Appendix No. 32 GAM) (3 Copies) Proponent 2. Basic Requirements for All Types of Procurement Through Public Bidding 2.1. Authenticated photocopy of the approved APP and anyamendment thereto Proponent 2.2. Approved contract supportedby the following documents: • Invitation to Apply for Eligibility to Bid • Letter of Intent • Results of Eligibility Check/Screening Proponent • Bidding Documents enumerated under Section 17.1 of the Revised IRR of RA 9184 which includes a complete set of approved plans/drawings and technical specifications • Agenda and/or Supplemental Bulletins, if any • Bidders Technical and Financial Proposals • Minutes of Bid Opening • Abstract of Bids • Post-Qualification Report of Technical Working Group • BAC Resolution declaring winning bidder • Notice of post qualification • BAC Resolution recommending approval and approval by the Head of the Procuring Entity of the Resolution of the BAC recommending award of contract • Notice of Award • Performance Security • Program of Work and Detailed Estimates • Notice to Proceed, indicating the date of receipt by the contractor • Detailed Breakdown of the ABC • Copy of the Approved PERT/CPM Network Diagram and detailed computations of contract time • Detailed Breakdown of the Contract Cost including detailed breakdown of estimates and/or
158 unit cost analysis/derivation for each work item expressed in volume/area/lump/sum/lot 2.3. Copy of Advertisement of Invitation to Bid/Request for expression of interest • Newspaper clipping of advertisement (ABC 5 million and above) • Printout copy of advertisement posted in PhilGEPS • Certification from the Head of BAC Secretariat on the posting of advertisement at conspicuous places • Printout copies of advertisement posted in agency website, if any Proponent 2.4. Documentary requirements under Sections 23.1 and 25.2b of the Revised IRR of RA No. 9184 Proponent 2.5. Minutes of pre-procurement conference for project costing 5 million and above Proponent 2.6. Bid Evaluation Report Proponent 2.7. Post Qualification Evaluation Report Proponent 2.8. Printout copy of posting of Notice of Award, Notice to Proceed and Contract of award in the PhilGEPS Proponent 2.9. Evidence of Invitation of three observers in all stages of the procurement process pursuant to Section 13.1 of the Revised IRR of RA 9184 Proponent 2.10. Approved request for purchase or requisition of supplies, materials, and equipment Proponent 2.11. Additional documentary requirements common to all infrastructure transactions: • Letter request from contractors for advance/progress/final payment or for substitution in case of release of retention money • Common to progress/final payment - Statement of work accomplished/progress billing - Inspection report by the agency's authorized Engineer - Result of test analysis, if applicable Proponent
159 - Statement of time elapsed - Monthly certificate of payment - Contractor's affidavit on payment of laborers and materials - Pictures, before, during and after construction of items of work especially the embedded items - Photocopy of vouchers of all previous payments Certificate of completion 2.12 Additional Requirements for Advance Payment a.Irrevocable standby letter of credit of equivalent value /surety bond callable upon demand/bank guarantee Supplier b.Request for Payment Supplier c. Bank details Supplier d.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 Proponent e.Copy of transmittal letter of BAC to COA (9.1 page 32 COA Circular No. 2012-01 dtd. 06-14- 2012 BAC 2.13. Additional Requirements for Variation Order / Change Order / Extra Work Order a.Copy of approved change order/extra work order Supplier b.Copy of approved original plans indicating the affected portion/s of the project and duly revised plans and specifications, if applicable, indicating the changes made which shall be color coded Supplier c. Copy of the agency's report establishing the necessity/justification/s for the need of such CO and or EWO which shall include: • the computation as to the quantities of the additional works involved per item indicating the specific stations where such works are needed • the date of inspection conducted Supplier
160 and the results of such inspection • a detailed estimate of the unit cost of such items of work for new unit costs including those expressed in volume/area/limp- sum/lot d.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 for the additional/deductive time for the subject change order/extra work order Supplier e.Copy of the approved detailed breakdown of contract cost for the variation order Supplier f. Copy of the COA technical evaluation report for the original contract Supplier g. If the variation order to be reviewed is not the 1st variation order, all of the above requirements for all previously approved variation orders, it not yet reviewed, otherwise, copy of the COA technical evaluation report for the previously approved variation orders Supplier h.Additional performance security in the prescribed form and amount if variation order exceeds 10 percent of the original contract cost Supplier i. 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 Proponent 2.14. Additional Documentary Requirements for Progress Payment a.Contractor may submit a statement of work accomplished (SWA) or progress billing (note: the SWA should show the amounts which the contractor considers itself to be entitled to, up to the end of the month, to cover the cumulative value of the works executed to date based on the items in the Bill of Qualities and adjustments made for approved variation orders executed Supplier
161 b.Request for progress payment for work accomplished Supplier 2.15. Additional Documentary Requirements for Final Payment a.As-built plans Supplier b.Clearance from the provincial treasurer that the corresponding sand and gravel fees have been paid Supplier c. Copy of turn over documents/transfer of project and facilities to concerned government agency Supplier 2.16. Additional Documentary Requirements for Release of Retention Fee a.Any security in the form of cash, bank guarantee, irrevocable standby letter of credit form commercial bank, GSIS or surety nond callable on demand Supplier b.Request for Payment Supplier c. Certification from the End User that the project in completed and inspected Proponent d.Previous Copy of Disbursement Vouchers paid (Retention Fee) Proponent 3. Basic Requirements for All Purchases Under Procurement Through Alternative Modes 3.1. Documents to be submitted within five working days fromthe execution of the contractas required under CAO Circular 2009-001 dated February 12, 2009: • Purchase order/Letter order/Contract, duly approved by the official concerned and accepted bythe supplier (date of acceptance must be clearly indicated) • Proof of posting of invitationor request for submission of price quotation in thePhilGEPS website, website of the procuring entity and at any conspicuous place reserved for this purpose in the premises of the procuring agency for a period of seven days for Negotiated Procurement (two failed bidding) and small value procurement • Performance and warranty securities, except for Shopping and Negotiated Procurement under emergency cases and Small Value Procurement Proponent
162 • BAC Resolution recommending and justifying to the Head of Procuring Entity (HOPE) the use of alternative mode of procurement and approval by the HOPE of the BAC Resolution recommending award of contract • Proof of posting of Notice of Award in the PhilGEPS website, the website of the procuring entity, if available, and at any conspicuous place reserved for this purpose in the premises of the procuring entity 3.2. Approved Procurement Plan Proponent 3.3. Request for purchase or requisition of supplies, materials, and equipment, duly approved by proper authorities Proponent 3.4. Original copy of the delivery invoice showing the quantity, description of the articles, unit, and total value, duly signed by the dealer or his representative and indicating receipt by the proper agency official of items delivered Proponent 3.5. Duly signed Inspection and acceptance report Proponent 3.6. Approval by the HOPE or his duly authorized representative on the use of the alternative methods of procurement, as recommended by the BAC Proponent 3.7. Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Government or any of its agencies, offices, corporations or LGUs Proponent 3.8. Sworn affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the third civil degree Proponent 3.9. Additional Requirements for Negotiated Procurement a.Specific requirements to be submitted w/in 5 days from the execution of the contract (in case of two failed biddings, emergency cases, take- over of contract and small value procurement): • Price quotation/bids/final offers from at least be three invited suppliers • Abstract of submitted Price Proponent
163 Quotation • BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid (LCRB) b.In case of two failed biddings: • Agency’s offer for negotiations with selected suppliers, contractors, or consultants • Certificate of failure of competitive bidding for the second time • Evidence of invitation of observers in all stages of the negotiation Proponent • Eligibility documents in case of infrastructure projects c. In emergency cases: • Justification as to the necessity of purchase Proponent d.In case of take-over of contracts: • Copy of terminated contract • Reasons for the termination • Negotiation documents with 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 • Approval to negotiate contract for projects under exceptional cases Proponent e.In case of small value procurement: • Letter/invitation to submit proposals Proponent f. For adjacent or contiguous projects: • Original contract and any document indicating that the same resulted from competitive bidding • Scope of work which should be related or similar to the scope of work of the original contract • Latest Accomplishment Report of the original contract showing that there was no negative slippage/delay Proponent Such other pertinent supporting
164 documents as required by the nature of expense CLIENTSTEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIB LE 1.Submit Documentsfor Claim of Payments to Budget Section 1. Receive documents from the Budget Section, and log in the tracking system, and forward Disbursement Vouchers (DV) for the next step None 4 hours Designated Staff & Receiving Staff 1.1. Review of documentation requirements None 3 days and 4 hours Designate d Pre-Audit Staff 1.2. Forward received DVs to Head of Accounting Unit for final review None 4 hours Designated Releasing & Receiving Staff 1.3. Final Reviewof DV and Supporting Documents If complete, sign DVs and proceed to payment (Proceed to Step 1.5) If incomplete, prepare findings and forward to designated staff for tracking (Proceed to Step 1.6) None 2 days Head of Accounting Unit/Designat edAccountant 1.4. Forward documents for processing ofpayment thru ADA or check None 4 hours Designated Releasing & Receiving Staff
165 1.5. Forward to End- User forcompliance None TOTAL: None 7 days 10. Processing of Disbursement Vouchers – General Support Services (Janitorial, Security, Maintenance, Garbage Collection and Disposal, and similar services) All general support services, except consulting services and infrastructure projects, which may be needed in the pursuit of any project or activity of the agency. Office or Division: Accounting Classification: Complex Type of Transaction: G2G - Government to Government Who may avail: DepEd Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Certificate of Availability ofFunds Proponent 1.2. Existence of lawful and sufficient allotment duly obligated as certified by authorized officials Proponent 1.3. Legality of transaction and conformity with laws, rules or regulations Proponent 1.4. Approval of expenditure by Head of Office Proponent 1.5. Sufficient and relevant documents to establishvalidity of claim Proponent 1.6. Checklist of Requirements Accounting Division 1.7. Approved Obligation request and Status – box A & box B –approved (Appendix No. 11 GAM) (3 Copies) Proponent & Budget Division 1.8. Disbursement Voucher – boxA – approved (Appendix No. 32 GAM) (3 Copies) Proponent 2. Basic Requirements for All Types of Procurement Through Public Bidding 2.1. Authenticated photocopy of the approved APP and anyamendment thereto Proponent
166 2.2. Approved contract supportedby the following documents: • Invitation to Apply for Eligibility to Bid • Letter of Intent • Results of Eligibility Check/Screening Proponent • Bidding Documents enumerated under Section 17.1nof Revised IRR of RA 9184 • Minutes of Pre-Bid Conference, for Approved Budget for Contract (ABC) PHP1million and above • Agenda and/or Supplemental Bulletins, if any • Bidders Technical and Financial Proposals • Minutes of Bid Opening • Abstract of Bids • Post-Qualification Report of Technical Working Group • BAC Resolution declaring winning bidder • Notice of post qualification • BAC Resolution recommending approval and approval by the Head of the Procuring Entity of the Resolution of the BAC recommending award of contract • Notice of Award • Performance Security • Program of Work and Detailed Estimates • Notice to Proceed, indicating the date of receipt by the contractor • Detailed Breakdown of ABC • Copy of the Approved PERT/CPM Network Diagram and detailed computations of contract time • Detailed Breakdown of the Contract Cost indicating cost and dates of acquisition of the equipment, quantities and cost of materials, spare parts and supplies furnished by the contractor for janitorial/security/maintenance services
167 2.3. Copy of Advertisement of Invitation to Bid/Request for expression of interest • Newspaper clipping of advertisement (ABC 2 million and above) • Printout copy of advertisement posted in PhilGEPS • Certification from the Head of BAC Secretariat on the posting of advertisement at conspicuous places • Printout copies of advertisement posted in agency website, if any Proponent 2.4. Documentary requirements under Sections 23.1 and 25.2a of the Revised IRR of RA No. 9184 Proponent 2.5. Bid Evaluation report Proponent 2.6. Post Qualification Evaluation Report Proponent 2.7. Printout copy of posting of Notice of Award, Notice to Proceed and Contract of award in the PhilGEPS Proponent 2.8. Evidence of Invitation of three observers in all stages of the procurement process Proponent 2.9. Request for purchase or requisition of supplies, materials and equipment, duly approved by proper authorities Proponent 2.10. Accomplishment Report Proponent 2.11. Request for payment Proponent 2.12. Contractor’s Bill Proponent 2.13. Certificate of Acceptance Proponent 2.14. Record of Attendance/Service Proponent 2.15. Proof of remittance to concerned government agency and/or GOCCs (BIR, SSS, Pag- IBIG) Proponent 2.16. Other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review in the technical evaluation thereof Proponent 2.17. Additional documents required to be submitted 5 days upon execution of contract: For Janitorial/security/ maintenance services: • Appropriate approved Proponent
168 documents indicating the following: - Number of personnel involved and their corresponding rates/salary - Schedule of work and places of assignment or station/visits indicating among others, the number of hours per visit - Type and number of equipment to be served (in case of visitorial maintenance service) • Group classification of personnel to determine the Equivalent Equipment Monthly Statutory Minimum Wage Rate • For janitorial services only: - Scaled floor plans of the building and other area/s covered by the service contract (for janitorial services) • For security service contract only: - Approved documents indicating the minimum requirements of the Agency on the number of security personnel to be involved in the project - Population of the agency where the services are rendered • For maintenance service contracts: - Detailed description of the maintenance services to be rendered or activities to be performed For Garbage Collection and Disposal: • Complete description/ specification and number of units of dump trucks to be used • Complete descriptions/ specifications and number of units of all other equipment to be rented/used • 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 • Designated dumpsite/location of dumpsite (if provided in a separate document)
169 • Measurement in kilometers of the total distance covered by one complete route for all the required routes to be traveled • Estimated volume in cubic meters of garbage to be hauled from area of operation, including the basis for such estimates • 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 trip type of contract For forwarding/shipping/ hauling contract: • Type/kind and technical description of the mode of transportation used • Point of origin and destination including the estimated distance/s if transported by land • Estimated weight and volume of cargoes involved 3. Basic Requirements for All Types of Procurement Through Alternative Modes 3.1. Documents to be submitted within five working days fromthe execution of the contractas required under CAO Circular 2009-001: • Purchase order/Letter order/Contract, duly approved by the official concerned and accepted bythe supplier (date of acceptance must be clearly indicated) • Proof of posting of invitationor request for submission ofprice quotation in the PhilGEPS website, website of the procuring entity and at any conspicuous place reserved for this purpose inthe premises of the procuring agency for a period of seven calendar days in case shopping under section 52.1b and Negotiated Procurement under 53.1 (two failed bidding) and 53.9 small value procurement of the Revised IRR of RA 9184 • Performance and warranty securities, except for Shopping and Negotiated Procurement under Proponent
170 emergency cases and SmallValue Procurement • BAC Resolution recommending and justifying to the Head of Procuring Entity (HOPE) the use of alternative mode of procurement and approval by the HOPE of the BAC Resolution recommending award of contract • Proof of posting of Notice of Award in the PhilGEPS website, the website of the procuring entity, if available, and at any conspicuous place reserved for this purpose in the premises of the procuring entity 3.2. Approved Procurement Plan Proponent 3.3. Request for purchase or requisition of supplies, materials, and equipment, duly approved by proper authorities Proponent 3.4. Duly approved Inspection and acceptance report Proponent 3.5. Approval by the HOPE or his duly authorized representative on the use of the alternative methods of procurement, as recommended by the BAC Proponent 3.6. Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Government or any of its agencies, offices, corporations or LGUs Proponent 3.7. Sworn affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the third civil degree Proponent 3.8. Additional Requirements for Repeat Order a.Specific requirements to be submitted w/in 5 days from the execution of the contract: • Copy of original contract used as basis for repeat order indicating that the original contract was awarded through public bidding • Certification from the purchasing office that the supplier has compiled with all the requirements under the original contract Proponent 3.9. Additional Requirements for Negotiated Procurement
171 a.Specific requirements to be submitted w/in 5 days from the execution of the contract (in case of two failed biddings, emergency cases, take- over of contract and small value procurement): • Price quotation/bids/final offers from at least be three invited suppliers • Abstract of submitted Price Quotation • BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid (LCRB) Proponent b.Additional requirements in case of two failed biddings: • Agency’s offer for negotiations with selected suppliers, contractors or consultants • Certificate of failure of competitive bidding for the second time • Evidence of invitation of observers in all stages of the negotiation • Eligibility documents in case of infrastructure projects Proponent c. Additional requirements in emergency cases: • Justification as to the necessity of purchase Proponent d.Additional requirements in case of take-over of contracts: • Copy of terminated contract • Reasons for the termination • Negotiation documents with 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 • Approval to negotiate contract for projects under exceptional cases Proponent e.Additional requirements in case of small value procurement: • Letter/invitation to submit proposals Proponent f. Additional requirements for adjacent or contiguous projects: Proponent
172 • Original contract and any document indicating that the same resulted from competitive bidding • Scope of work which should be related or similar scope of the original contract • Latest Accomplishment Report of the original contract showing that there was no negative slippage/delay 3.10. Additional Requirements for Advance Payment a.Irrevocable standby letter of credit of equivalent value /surety bond callable upon demand/bank guarantee Supplier b.Request for Payment Supplier c. Bank details Supplier d.Such other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review and in th technical evaluation thereof Proponent e.Copy of transmittal letter of BAC to COA (9.1 page 32 COA Circular No. 2012-01 dtd. 06-14-2012 BAC 4. Release of Retention Fee 4.1. SBLC/Bank Guaranty - for retention fee substitution Supplier 4.2. Request for Payment Supplier 4.3. Bank details Supplier 4.4. Certification from the EndUser that the project in completed and inspected Proponent 4.5. Previous Copy of Disbursement Vouchers paid(Retention Fee) Proponent Such other pertinent supporting documents as required by the nature of expense such as but not limited to: • DTR and Summary of DTR CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBL E 1.Submit Documentsfor Claim of Payments to Budget Section 1.Receive documents from the Budget Section, and log in the tracking system, and None 4 hours Designated Releasing & Receiving
173 forward Disbursement Vouchers (DV) for the next step Staff 1.1. Review of documentation requirements None 3 days and 4 hours Designated Pre-Audit Staff 1.2. Forward received DVs to Head of Accounting Unit for final review None 4 hours Designated Releasing & Receiving Staff 1.3. Final Review of DV and Supporting Documents If complete, sign DVs and proceed to payment (Proceed to Step 1.5) If incomplete, prepare findings and forward to designated staff for tracking (Proceed to Step 1.6) None 2 days Head of Accounting Unit/Designated Accountant 1.4. Forward documents for processing of payment thru ADA or check None 4 hours Designated Releasing & Receiving Staff 1.5. Forward to End-User for compliance None TOTAL: None 7 days
174 11. Processing of Disbursement Vouchers – Rental Contract Rental services for buildings, offices, equipment or other related property that are paid in rent which may be needed in the pursuit of any project or activity of the agency. Office or Division: Accounting Classification: Complex Type of Transaction: G2G - Government to Government Who may avail: DepEd Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Certificate of Availability of Funds Proponent 1.2. Existence of lawful and sufficient allotment duly obligated as certified by authorized officials Proponent 1.3. Legality of transaction and conformity with laws, rules or regulations Proponent 1.4. Approval of expenditure by Head of Office Proponent 1.5. Sufficient and relevant documents to establish validity of claim Proponent 1.6. Checklist of Requirements Accounting Division 1.7. Approved Obligation request and Status – box A & box B – approved (Appendix No. 11 GAM) (3 Copies) Proponent & Budget Division 1.8. Disbursement Voucher – box A – approved (Appendix No.32 GAM) (3 Copies) Proponent 2. Basic Requirements for All Types of Procurement Through Public Bidding 2.1. Authenticated photocopy ofthe approved APP and any amendment thereto Proponent
175 2.2. Approved contract supportedby the following documents: • Invitation to Apply for Eligibility to Bid • Letter of Intent • Results of Eligibility Check/Screening • Bidding Documents enumerated under Section Proponent 17.1 of Revised IRR of RA 9184 • Minutes of Pre-Bid Conference, for Approved Budget for Contract (ABC) PHP1million and above • Agenda and/or Supplemental Bulletins, if any • Bidders Technical and Financial Proposals • Minutes of Bid Opening • Abstract of Bids • Post-Qualification Report of Technical Working Group • BAC Resolution declaring winning bidder • Notice of post qualification • BAC Resolution recommending approval and approval by the Head of the Procuring Entity of the Resolution of the BAC recommending award of contract • Notice of Award • Performance Security • Program of Work and Detailed Estimates • Notice to Proceed, indicating the date of receipt by the contractor • Detailed Breakdown of the ABC • Copy of the Approved PERT/CPM Network Diagram and detailed computations of contract time • Detailed Breakdown of the Contract Cost 2.3. Copy of Advertisement of Invitation to Bid/Request for expression of interest • Newspaper clipping of Proponent
176 advertisement (ABC 2 million and above) • Printout copy of advertisement posted in PhilGEPS • Certification from the Head of BAC Secretariat on the posting of advertisement at conspicuous places • Printout copies of advertisement posted in agency website, if any 2.4. Documentary requirements under Sections 23.1 and 25.2a of the Revised IRR of RA No. 9184 Proponent 2.5. Bid Evaluation report Proponent 2.6. Post Qualification Evaluation Report Proponent 2.7. Printout copy of posting of Notice of Award, Notice to Proceed and Contract of award in the PhilGEPS Proponent 2.8. Evidence of Invitation of three observers in all stages of the procurement process Proponent 2.9. Request for purchase or requisition of supplies, materials and equipment, duly approved by proper authorities Proponent 2.10. List of prevailing comparable property within the vicinity Proponent 2.11. Vicinity map Proponent 2.12. Request for payment Proponent 2.13. Bill/Invoices Proponent 2.14. Certificate of occupancy (space/Building) Proponent 2.15. 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 Proponent 2.16. Additional documents required to be submitted 5 days upon execution of contract: Proponent For privately-owned office/building: • Complete copy of the building
177 floor plans indicating in shaded colors the rentable space • 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 • Complete description of the building as to type, kind and class including its component parts and equipment facilities such as but not limited to areas, elevators, air- conditioning systems, firefighting equipment etc. • Copy of master deed of declaration and restrictions in case of lease/rental of office condominiums For equipment rental/lease/purchase contract: • Agency evaluation of equipment utilization • Pertinent data of area of operation 3. Basic Requirements for All Types of Procurement Through Alternative Modes 3.1. Documents to be submitted within five working days fromthe execution of the contractas required under CAO Circular 2009-001: • Purchase order/Letter order/Contract, duly approved by the official concerned and accepted bythe supplier (date of acceptance must be clearly indicated) • Proof of posting of invitationor request for submission of Proponent price quotation in the PhilGEPS website, website of the procuring entity and at any conspicuous place reserved for this purpose in the premises of the the procuring agency for a period of seven days for Negotiated Procurement (two failed bidding) and small value procurement
178 • Performance and warranty securities, except for Shopping and Negotiated Procurement under emergency cases and Small Value Procurement • BAC Resolution recommending and justifying to the Head of Procuring Entity (HOPE) the use of alternative mode of procurement and approval by the HOPE of the BAC Resolution recommending award of contract • Proof of posting of Notice of Award in the PhilGEPS website, the website of the procuring entity, if available, and at any conspicuous place reserved for this purpose in the premises of the procuring entity 3.2. Approved Procurement Plan Proponent 3.3. Request for purchase or requisition of supplies, materials, and equipment, duly approved by proper authorities Proponent 3.4. Original copy of the delivery invoice showing the quantity, description of the articles, unit and total value, duly signed by the dealer or his representative and indicating receipt by the proper agency official of items delivered Proponent 3.5. Duly approved Inspection and acceptance report Proponent 3.6. Approval by the HOPE on the use of the alternative methods of procurement Proponent 3.7. Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Government or any of its agencies, offices, corporations or LGUs Proponent 3.8. Sworn affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the third civil degree Proponent 3.9. Additional Requirements for Limited Source Bidding
179 a.Specific requirements to be submitted w/in 5 days from the execution of the contract: • Copy of direct invitation to bid served by the concerned agency to all suppliers appearing in the pre-selected list of suppliers with known experience and proven capability on the requirements of the particular contract • Winning bidder's offer or proposal • Abstract of bids showing the most responsive and complying bidder from among the other bidders who participated in the bidding • Notice of Award Proponent b.Documentary requirements under Section 25.2b of the Revised IRR of RA No. 9184 Proponent c. Bid Security Proponent d.Other documents peculiar to the contract and/or to the mode of procurement and Proponent considered necessary in the auditorial review and in the technical evaluation thereof 3.10. Additional Requirements for Direct Contracting a. Specific requirements to be submitted w/in 5 days from the execution of the contract: • Copy of letter to selected supplier to submit price quotation and conditions of sale • Certificate that the supplier has compiled with all the requirements under the original contract Proponent b. 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 Proponent 3.11. Additional Requirements for Negotiated Procurement
180 a.Specific requirements to be submitted w/in 5 days from the execution of the contract (in case of two failed biddings, emergency cases, take-over of contract and small value procurement): • Price quotation/bids/final offers from at least be three invited suppliers • Abstract of submitted Price Quotation • BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid (LCRB) Proponent b.Additional requirements in case of two failed biddings: Proponent • Agency’s offer for negotiations with selected suppliers, contractors, or consultants • Certificate of failure of competitive bidding for the second time • Evidence of invitation of observers in all stages of the negotiation • Eligibility documents in case of infrastructure projects c. Additional requirements in emergency cases: • Justification as to the necessity of purchase Proponent d.Additional requirements in case of take-over of contracts: • Copy of terminated contract • Reasons for the termination • Negotiation documents with 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 Proponent
181 to at least three eligible contractors • Approval to negotiate contract for projects under exceptional cases e.Additional requirements in case of small value procurement: • Letter/invitation to submit proposals Proponent f. Additional requirements for adjacent or contiguous projects: • Original contract and any document indicating that Proponent the same resulted from competitive bidding • Scope of work which should be related or similar to the scope of work of the original contract • Latest Accomplishment Report of the original contract showing that there was no negative slippage/delay 3.12. Additional Requirements for Advance Payment a.Irrevocable standby letter of credit of equivalent value /surety bond callable upon demand/bank guarantee Supplier b.Request for Payment Supplier c. Bank details Supplier d.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 Proponent e.Copy of transmittal letter of BAC to COA (9.1 page 32 COA Circular No. 2012-01 dtd. 06-14-2012 BAC 4. Release of Retention Fee 4.1. SBLC/Bank Guaranty - for retention fee substitution Supplier 4.2. Request for Payment Supplier 4.3. Bank details Supplier
182 4.4. Certification from the EndUser that the project in completed and inspected Proponent 4.5. Previous Copy of Disbursement Vouchers paid (Retention Fee) Proponent Such other pertinent supporting documents as required by the nature of expense CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIB LE 1.Submit Documents for Claim of Payments to Budget Section 1. Receive documents from the Budget Section, and log in the tracking system, and forward Disbursement Vouchers (DV) for the next step None 4 hours Designated Releasing & Receiving Staff 1.1. Review documentary requirement None 3 days and 4 hours Designated Pre-Audit Staff 1.2. Forward received DVs to Headof Accounting Unit for final review None 4 hours Designated Releasing & Receiving Staff 1.3. Final Reviewof DV and Supporting Documents If complete, sign DVs and proceed to payment (Proceed to Step 1.5) None 2 days Head of Accounting Unit/Designat edAccountant
183 If incomplete, prepare findings and forward to designated staff for tracking (Proceed to Step 1.6) 1.4. Forward documents for processing of payment thru ADA or check None 4 hours Designated Releasing & Receiving Staff 1.5. Forward to End-User for compliance None TOTAL: None 7 days 12. Processing of Disbursement Vouchers – Repairs and Maintenance of Equipment and Motor Vehicles Repair and maintenance services of equipment and motor vehicles which may be needed in the pursuit of any project or activity of the agency. Office or Division: Accounting Classification: Complex Type of Transaction: G2G - Government to Government Who may avail: DepEd Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Certificate of Availability of Funds Proponent 1.2. Existence of lawful and sufficient allotment duly obligated as certified by authorized officials Proponent 1.3. Legality of transaction and conformity with laws, rules or regulations Proponent 1.4. Approval of expenditure by Head of Office Proponent 1.5. Sufficient and relevant documents to establish validity of claim Proponent 1.6. Checklist of Requirements Accounting Division
184 1.7. Approved Obligation request and Status – box A & box B – approved (Appendix No. 11 GAM) (3 Copies) Proponent & Budget Division 1.8. Disbursement Voucher – box A – approved (Appendix No.32 GAM) (3 Copies) Proponent 2. Basic Requirements for All Types of Procurement Through Public Bidding 2.1. Authenticated photocopy of the approved APP and any amendment thereto Proponent 2.2. Approved contract supportedby the following documents: • Invitation to Apply for Eligibility to Bid • Letter of Intent • Results of Eligibility Check/Screening Proponent • Bidding Documents enumerated under Section 17.1 of Revised IRR of RA 9184 • Minutes of Pre-Bid Conference, for Approved Budget for Contract (ABC) PHP1million and above • Agenda and/or Supplemental Bulletins, if any • Bidders Technical and Financial Proposals • Minutes of Bid Opening • Abstract of Bids • Post-Qualification Report of Technical Working Group • BAC Resolution declaring winning bidder • Notice of post qualification • BAC Resolution recommending approval and approval by the Head of the Procuring Entity of the Resolution of the BAC recommending award of contract • Notice of Award • Performance Security • Program of Work and Detailed Estimates • Notice to Proceed, indicating the date of receipt by the contractor • Detailed Breakdown of the
185 ABC • Copy of the Approved PERT/CPM Network Diagram and detailed computations of contract time • Detailed Breakdown of the Contract Cost 2.3. Copy of Advertisement of Invitation to Bid/Request for expression of interest • Newspaper clipping of advertisement Proponent • Printout copy of advertisement posted in PhilGEPS • Certification from the Head of BAC Secretariat on the posting of advertisement at conspicuous places • Printout copies of advertisement posted in agency website, if any 2.4. Documentary requirements under Sections 23.1 and 25.2a of the Revised IRR of RA No. 9184 Proponent 2.5. Bid Evaluation report Proponent 2.6. Post Qualification Evaluation Report Proponent 2.7. Printout copy of posting of Notice of Award, Notice to Proceed and Contract of award in the PhilGEPS Proponent 2.8. Evidence of Invitation of three observers in all stages of the procurement process Proponent 2.9. Request for purchase or requisition of supplies, materials and equipment, duly approved by proper authorities Proponent 2.10. Additional documents required to be submitted 5 days upon execution of contract: • Copy of pre-repair evaluation report and approved detailed plans by the agency showing in sufficient detail the scope of work/extent or repair to be Proponent
186 done • Report of waste materials • copy of documents indicating the history of repair 2.11. Post-inspection reports Proponent 2.12. Warranty certificate Proponent 2.13. Request for payment Proponent 2.14. Bill/Invoices Proponent 2.15. Certificate of acceptance Proponent 2.16. Pre-repair inspection reports Proponent 2.17. 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 Proponent 3. Basic Requirements for All Types of Procurement Through Alternative Modes 3.1. Documents to be submitted within five working days fromthe execution of the contractas required under CAO Circular 2009-001: • Purchase order/Letter order/Contract, duly approved by the official concerned and accepted bythe supplier (date of acceptance must be clearly indicated) • Proof of posting of invitationor request for submission ofprice quotation in the PhilGEPS website, website of the procuring entity and at any conspicuous place reserved for this purpose inthe premises of the procuring agency for a period of seven calendar days in case shopping under section 52.1b and Negotiated Procurement under 53.1 (two failed bidding) and 53.9 small value procurement of the Revised IRR of RA 9184 • Performance and warranty securities, except for Shopping and Negotiated Procurement under emergency cases and Proponent
187 Small Value Procurement • BAC Resolution recommending and justifying to the Head of Procuring Entity (HOPE) the use of alternative mode of procurement and approval by the HOPE of the BAC Resolution recommending award of contract • Proof of posting of Notice of Award in the PhilGEPS website, the website of the procuring entity, if available, and at any conspicuous place reserved for this purpose in the premises of the procuring entity 3.2. Approved Procurement Plan Proponent 3.3. Request for purchase or requisition of supplies, materials, and equipment, duly approved by proper authorities Proponent 3.4. Original copy of the delivery invoice showing the quantity, description of the articles, unit and total value, duly signed by the dealer or his representative and indicating receipt by the proper agency official of items delivered Proponent 3.5. Duly approved Inspection and acceptance report Proponent 3.6. Approval by the HOPE or his duly authorized representative on the use of the alternative methods of procurement, as recommended by the BAC Proponent 3.7. Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Government or any of its agencies, offices, corporations or LGUs Proponent 3.8. Sworn affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the third civil degree Proponent 3.9. Additional Requirements for Limited Source Bidding
188 a.Specific requirements to be submitted w/in 5 days from the execution of the contract: • Copy of direct invitation to bid served by the concerned agency to all suppliers appearing in the pre-selected list of suppliers with known experience and proven capability on the requirements of the particular contract • Winning bidder's offer or proposal • Abstract of bids showing the most responsive and complying bidder from among the other bidders who participated in the bidding • Notice of Award Proponent b.Documentary requirements under Section 23.1 and 25.2(a), of the Revised IRR of RA No. 9184 Proponent c. 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 Proponent d.Bid security (required under Section 5.4 IRR-A RA No. 9184) Proponent 3.10. Additional Requirements for Direct Contracting a.Specific requirements to be submitted w/in 5 days from the execution of the contract: • Copy of letter to selected supplier to submit price Proponent quotation and conditions of sale • Certificate of Exclusive Distributorship • Certification from the agency authorized official that there are no sub- dealers selling at lower prices and for which no suitable substitute can be obtained at more advantageous terms to the government
189 • Certification of the BAC in case of procurement of critical plant components and/or to maintain certain standards b.Study/survey done to determine that there are no sub-dealers selling at lower prices and for which no suitable substitute can be obtained at more advantageous terms to the government Proponent c. 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 Proponent 3.11. Additional Requirements for Repeat Order a.Specific requirements to be submitted w/in 5 days from the execution of the contract: • Copy of original contract used as basis for repeat order indicating that the original contract was awarded through public bidding • Certification from the purchasing office that the supplier has compiled with all the requirements under the original contract Proponent 3.12. Additional Requirements for Shopping a.Specific requirements to be submitted w/in 5 days from the execution of the contract: • Price quotations from at least three bonafide and reputable manufacturers/suppliers/ distributors • Abstract of canvass Proponent 3.13. Additional Requirements for Negotiated Procurement a.Specific requirements to be submitted w/in 5 days from the execution of the contract (in case of two failed biddings, Proponent
190 emergency cases, take-over of contract and small value procurement): • Price quotation/bids/final offers from at least be three invited suppliers • Abstract of submitted Price Quotation • BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid (LCRB) b.Additional requirements in case of two failed biddings: • Agency’s offer for negotiations with selected suppliers, contractors, or consultants • Certificate of failure of competitive bidding for the second time • Evidence of invitation of observers in all stages of the negotiation • Eligibility documents in case of infrastructure projects Proponent c. Additional requirements in emergency cases: Proponent • Justification as to the necessity of purchase d.Additional requirements in case of take-over of contracts: • Copy of terminated contract • Reasons for the termination • Negotiation documents with 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 • Approval to negotiate contract for projects under exceptional cases Proponent e.Additional requirements in case of Proponent
191 small value procurement: • Letter/invitation to submit proposals f. Additional requirements for adjacent or contiguous projects: • Original contract and any document indicating that the same resulted from competitive bidding • Scope of work which should be related or similar to the scope of work of the original contract • Latest Accomplishment Report of the original contract showing that there was no negative slippage/delay Proponent 3.14. Additional Requirements for Advance Payment a.Irrevocable standby letter of credit of equivalent value Supplier /surety bond callable upon demand/bank guarantee b.Request for Payment Supplier c. Bank details Supplier d.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 Proponent e.Copy of transmittal letter of BAC to COA (9.1 page 32 COA Circular No. 2012-01 dtd. 06- 14-2012 BAC 4. Release of Retention Fee 4.1. SBLC/Bank Guaranty - for retention fee substitution Supplier 4.2. Request for Payment Supplier 4.3. Bank details Supplier 4.4. Certification from the End User that the project in completed and inspected Proponent 4.5. Previous Copy of Disbursement Vouchers paid(Retention Fee) Proponent
192 Such other pertinent supporting documents as required by the nature of expense • Approved Job Order Proponent • Approved RIS (consumable) orICS (non-consumable) Proponent CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBL E 1.Submit Documentsfor Claim of Payments to Budget Section 1. Receive documents from the Budget Section, andlog in the tracking system, and forward Disbursement Vouchers (DV) for the next step None 4 hours Designated Releasing & Receiving Staff 1.1. Review of documentation requirements None 3 days and 4 hours Designated Pre- Audit Staff 1.2. Forward received DVs to Head of Accounting Unit for final review None 4 hours Designated Releasing & Receiving Staff 1.3. Final Review of DV and Supporting Documents If complete, sign DVs and proceed to payment (Proceed to Step 1.5) If incomplete, prepare findings and forward to designated staff for tracking (Proceed to Step 1.6) None 2 days Head of Accounting Unit/Designated Accountant 1.4. Forward documents for
193 processing of payment thru ADA or check None 4 hours Designated Releasing & Receiving Staff 1.5. Forward to End-User for compliance None TOTAL: None 7 days 13. Processing of Disbursement Vouchers – Board and Lodging Board and lodging services which may be needed in the pursuit of any project or activity of the agency. Office or Division: Accounting Classification: Complex Type of Transaction: G2G - Government to Government Who may avail: DepEd Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Certificate of Availability of Funds Proponent 1.2. Existence of lawful and sufficient allotment duly obligated as certifiedby authorized officials Proponent 1.3. Legality of transaction and conformity with laws, rules or regulations Proponent 1.4. Approval of expenditure by Head of Office Proponent 1.5. Sufficient and relevant documentsto establish validity of claim Proponent 1.6. Checklist of Requirements Accounting Division 1.7. Approved Obligation request and Status – box A & box B – approved (Appendix No. 11 GAM) (3 Copies) Proponent & Budget Division 1.8. Disbursement Voucher – box A – approved (Appendix No. 32 GAM)(3 Copies) Proponent 2. Basic Requirements for All Types of Procurement Through Public Bidding 2.1. Authenticated photocopy of the approved APP and any amendment thereto Proponent
194 2.2. Approved contract supported by the following documents: • Invitation to Apply for Eligibility toBid • Letter of Intent • Results of Eligibility Check/Screening • Bidding Documents enumerated under Section 17.1 of Revised IRRof RA 9184 • Minutes of Pre-Bid Conference, for Approved Budget for Contract (ABC) PHP1million and above Proponent • Agenda and/or Supplemental Bulletins, if any • Bidders Technical and Financial Proposals • Minutes of Bid Opening • Abstract of Bids • Post-Qualification Report of Technical Working Group • BAC Resolution declaring winning bidder • Notice of post qualification • BAC Resolution recommending approval and approval by the Head of the Procuring Entity of theResolution of the BAC recommending award of contract • Notice of Award • Performance Security • Program of Work and Detailed Estimates • Notice to Proceed, indicating thedate of receipt by the contractor • Detailed Breakdown of the ABC • Copy of the Approved PERT/CPM Network Diagram and detailed computations of contract time • Detailed Breakdown of the Contract Cost 2.3. Copy of Advertisement of Invitationto Bid/Request for expression of interest • Newspaper clipping of advertisement • Printout copy of advertisement posted in PhilGEPS • Certification from the Head of BAC Secretariat on the posting of Proponent
195 advertisement at conspicuous places • Printout copies of advertisement posted in agency website, if any 2.4. Documentary requirements under Sections 23.1 and 25.2a of the Revised IRR of RA No. 9184 Proponent 2.5. Bid Evaluation report Proponent 2.6. Post Qualification Evaluation Report Proponent 2.7. Printout copy of posting of Notice of Award, Notice to Proceed and Contract of award in the PhilGEPS Proponent 2.8. Evidence of Invitation of three observers in all stages of the procurement process Proponent 2.9. Additional documents required to be submitted 5 days upon execution of contract: • Samples and brochures/ photographs, if applicable Proponent 2.10. Tax receipts from the Bureau of Customs or the BIR Proponent 2.11. Request for purchase or requisition of supplies, materials and equipment duly approved by proper authorities Proponent 2.12. 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 Proponent 3. Basic Requirements for All Types of Procurement Through Alternative Modes 3.1. Documents to be submitted within five working days from the execution of the contract as required under CAO Circular 2009-001: • Purchase order/Letter order/Contract, duly approved bythe official concerned and accepted by the supplier (date ofacceptance must be clearly indicated) • Proof of posting of invitation or request for submission of price quotation in the PhilGEPS website,website of the procuring entity and at any conspicuous place reservedfor this purpose in the premises of the the procuring agency for a period of seven days for Negotiated Procurement (two failed bidding) and small value procurement • Performance and warranty securities, except for Shopping Proponent and Negotiated Procurement under
196 emergency cases and Small Value Procurement • BAC Resolution recommending and justifying to the Head of Procuring Entity (HOPE) the use of alternative mode of procurement and approval by the HOPE of the BAC Resolution recommending award of contract • Proof of posting of Notice of Award in the PhilGEPS website, the website of the procuring entity, if available, and at any conspicuous place reserved for this purpose in the premises of the procuring entity 3.2. Approved Procurement Plan Proponent 3.3. Request for purchase or requisition of supplies, materials, and equipment, duly approved by proper authorities Proponent 3.4. Approval by the HOPE or his duly authorized representative on the use of the alternative methods of procurement, as recommended by the BAC Proponent 3.5. Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Government or any of its agencies, offices, corporations or LGUs Proponent 3.6. Sworn affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the third civil degree Proponent 3.7. Additional Requirements for Limited Source Bidding a.Specific requirements to be submitted w/in 5 days from the execution of the contract: • Copy of direct invitation to bid served by the concerned agency to all suppliers appearing in the pre- selected list of suppliers with known experience and proven capability on the requirements of the particular contract • Winning bidder's offer or proposal Proponent • Abstract of bids showing the most responsive and complying bidder from among the other bidders who participated in the bidding • Notice of Award
197 b.Documentary requirements under Section 23.1 and 25.2(a), of the Revised IRR of RA No. 9184 Proponent c. 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 Proponent d.Bid security Proponent 3.8. Additional Requirements for Direct Contracting a.Specific requirements to be submitted w/in 5 days from the execution of the contract: • Certificate of no sub-dealers selling at lower prices and for which no suitable substitute can be obtained at more advantageous terms to the government • Certification of the BAC in case of procurement of critical plant components and/or to maintain certain standards Proponent b.Study/survey done to determine that there are no sub-dealers selling at lower prices and for which no suitable substitute can be obtained at more advantageous terms to the government Proponent c. 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 Proponent 3.9. Additional Requirements for Repeat Order a.Specific requirements to be submitted w/in 5 days from the execution of the contract: Proponent • Copy of original contract used as basis for repeat order indicating that the original contract was awarded through public bidding • Certification from the purchasing office that the supplier has compiled
198 with all the requirements under the original contract 3.10. Additional Requirements for Negotiated Procurement a.Specific requirements to be submitted w/in 5 days from the execution of the contract (in case of two failed biddings, emergency cases, take-over of contract and small value procurement): • Price quotation/bids/final offers from at least be three invited suppliers • Abstract of submitted Price Quotation • BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid (LCRB) Proponent b.Additional requirements in case of two failed biddings: • Agency’s offer for negotiations with selected suppliers or contractors • Certificate of failure of competitive bidding for the second time • Evidence of invitation of observers in all stages of the negotiation Proponent c. Additional requirements in emergency cases: • Justification as to the necessity of purchase Proponent d.Additional requirements in case of take- over of contracts: • Copy of terminated contract • Reasons for the termination • Negotiation documents with the second lowest calculated bidder or the third lowest calculated bidder in case of failure of Proponent negotiation with the second lowest bidder. If negotiation still fails, invitation to at least three eligible contractors • Approval to negotiate contract for projects under exceptional cases e.Additional requirements in case of small value procurement: • Letter/invitation to submit proposals Proponent
199 f. Additional requirements for adjacent or contiguous projects: • Original contract and any document indicating that the same resulted from competitive bidding • Scope of work which should be related or similar to the scope of work of the original contract • Latest Accomplishment Report of the original contract showing that there was no negative slippage/delay Proponent Such other pertinent supporting documents as are required by the nature of expense but not limited to: • Approved Activity Request/Authority to Conduct with details of budget estimate Proponent • Billing Statement / Statement of Account duly received by the proponent Supplier • List of attendance certified by the Head of Office Proponent • Approved Authority to pay Proponent CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESS ING TIME PERSON RESPONSIB LE 1.Submit Documents for Claim of Payments to Budget Section 1. Receive documents from the Budget Section, and log in the tracking system, and forward Disbursement Vouchers (DV) for the next step None 4 hours Designated Releasing & Receiving Staff 1.1. Review of documentation requirements None 3 days and 4 hours Designated Pre-Audit Staff 1.2. Forward received DVs to Head of Accounting Unit for final review None 4 hours Designated Releasing & Receiving Staff 1.3. Final Review of DV and Supporting Documents If complete, sign DVs and proceed to payment (Proceed to Step 1.5) None Head of Accounting
200 If incomplete, prepare findings and forward to designated staff for tracking (Proceed to Step 1.6) 2 days Unit/Designat ed Accountant 1.4. Forward documents for processing of payment thru ADA or check None 4 hours Designated Releasing & Receiving Staff 1.5. Forward to End- User for compliance None TOTAL: None 7 days 13. Processing of Disbursement Vouchers – Supplies, Materials & Equipment (Non-Big-Tickets) All non-big-ticket items, supplies, materials, equipment, and motor vehicles which may be needed in the pursuit of any project or activity of the agency. Office or Division: Accounting Classification: Highly Technical Type of Transaction: G2G - Government to Government Who may avail: DepEd offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Requirements 1.1. Certificate of Availability of Funds Proponent 1.2. Existence of lawful and sufficient allotment duly obligated as certified by authorized officials Proponent 1.3. Legality of transaction and conformity with laws, rules, and regulations Proponent 1.4. Approval of expenditure by Head of Office Proponent 1.5. Sufficient and relevant documentsto establish validity of claim Proponent 1.6. Checklist of Requirements Accounting Division