citizen’s...3 i. mandate under executive order no. 449: assist in the formulation of policies on...

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CITIZEN’S CHARTER 2020 (2nd Edition)

BUREAU OF THE TREASURY

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I. Mandate

Under Executive Order No. 449:

Assist in the formulation of policies on borrowing, investment and capital market development;

Formulate adequate operations guidelines for fiscal and financial policies; Assist in the preparation by government agencies concerned of an annual

program for revenue and expenditure targets, borrowing levels and cash balances of National Government;

Maintain books of accounts of the cash transactions; Manage the cash resources, collect taxes made by the National

Government (NG) and guarantee forward cover fees due NG, control and service its public debt, both foreign or domestic;

Issue, service, redeems government securities for the account of the National Government as may be authorized by the President pursuant to law;

Administer the Securities Stabilization Fund by purchase and sale in the open market of government bills and bonds to increase the liquidity and stabilize the value of said securities in order to promote private investment in government securities;

Act as principal custodian of financial assets of the National Government, its agencies and instrumentalities;

Bond all accountable public officials and employees pursuant to the provisions of the Public Bonding Law and issue appropriate guidelines therefore;

Perform such other related functions as may be assigned to it by competent authorities.

Under Republic Act No. 245 as amended by Presidential Decree No. 142;

Republic Act No. 1000:

Certify allowable debt and guarantee. Manage contributions to the Bond Sinking Fund and the fund itself. Under Republic Act No. 3844:

1. Manage the Assurance Fund for the redemption of Land Reform Bonds.

Under Republic Act No. 6657:

Manage the Agrarian Reform Fund.

Under Executive Order No. 739 and Republic Act No. 8250:

Offset from the budgetary support to Government-Owned and Controlled Corporations (GOCCs) their corporate cash dividend under R.A. 7656, guarantee fees, advances for loans relent to GOCCs as well as for obligations which are guaranteed by the NG and other valid receivables of NG.

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Under Act No. 3936 as amended by Presidential Decree No. 679:

Initiate legal proceedings for escheat of unclaimed balances in favor of the government.

II. Vision

To be a pro-active manager of the public funds characterized by active duration

management, minimization of interest rate risks and hedging of financial risks.

III. Mission

To efficiently and effectively manage the financial resources of the government by maximizing revenues from available funds and minimizing costs of financing whenever possible.

IV. Service Pledge

We, the Bureau of the Treasury (BTr), commit to provide our clients and stakeholders with transparent, responsive and cost-efficient Treasury services by continually improving our quality management systems and by adopting best practices in governance. We shall be steadfast in pursuing prudent and proactive management of financial resources and debt portfolio of the government.

We adhere to: 1. Deliver our services with excellence, professionalism, competitiveness and

with a high degree of ethical standards in relations with clients, stakeholders and the general public;

2. Comply with all applicable laws, rules and regulations; and 3. Uphold continuous improvement through disciplined exercise of financial

integrity and operational efficiency in our functions.

We advocate a high standard of public service through pro-active quality culture in building economic progress and development, founded on empowered and skilled professionals. We commit to attend to all applicants or requesting parties who are within the premises of the office prior to the end of official working hours and during lunch break. “Makabago, Maunlad at Mabisang Pamamahala ng Ingatang-yaman.”

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V. List of Services

Central Office External Services

1. Data/ Information Request from Various Agencies/Offices .................................. 9

2. Statement of Taxes Withheld by BTr on Interest Income on GS Investments of

Bond Holders ..................................................................................................... 11

3. Reimbursement for Interest/ Redemption Payments due on the 10-year Agrarian

Reform (AR) Bonds Issued by NG ..................................................................... 13

4. Recognition of a Financial Institution (FI) as a Government Securities Eligible

Dealer (GSED) Participant in the Auction of Government Securities (GS) ........ 15

5. Provision of Government Securities (GS) Registry-Related Services ................ 17

a. Request for the creation of a tax exempt account in NRoSS 17

a. Claim for Interest / Redemption Payment by FIs/ PDIC or IC-

designated Receiver/ Liquidator of matured and unredeemed

certificated and CBP book-entry registered GS transferred by BSP to

DOF-BTr pursuant to RA 7653 (The New Central Bank Act). 19

6. Review of Process and Assistance in National Collection System/ Arrangement

.......................................................................................................................... 22

7. Reply/comments on Audit Observation Memorandum ....................................... 26

8. Reply to COA - Audit Observation Memorandum (COA-AOM) .......................... 29

9. Payment of Fidelity Bond Premium of Bonded BTr-Officials and Employees .... 31

10. Processing of Terminal Leave Benefits of Retirees ........................................... 33

11. Issuance of Certification of Deposited National Collections ............................... 35

12. Configuration of NRoSS Tokens and Issuance to System Users ...................... 41

13. NRoSS VPN Connection ................................................................................... 43

14. Preparation/Submission of Certification on Excess Income ............................... 44

15. Preparation of BTr Comments on various House and Senate Bills.................... 46

16. Inspection and Acceptance of Delivered Goods and Services .......................... 48

a. Inspection of delivered simple goods/services (no need for site

inspection and complex testing) vis-à-vis approved and accepted

Purchase Order (PO) / Agreement / Contract and acceptance of the

same if evaluated to be within the terms, conditions, specifications

and / or terms of reference stipulated in the PO/Agreement/Contract. 48

b. Procured Goods/Services Needing Testing/Burning and/or Site

Inspection 49

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c. Procured Goods/Services To Be Delivered in the BTr Regional /

Provincial Offices 50

17. Processing of Payment to Suppliers .................................................................. 52

a. Projects procured through BAC (Public Bidding) 52

b. Projects procured through Shopping, SVP, Lease of Venue 54

18. Release of Retention Money/ Fee ...................................................................... 56

19. Conduct of Legal Investigation .......................................................................... 58

a. Legal Investigation 58

b. For Background Investigation 62

c. Post-Qualification Investigation 66

20. Reactivation of Unclaimed Balances Accounts .................................................. 70

21. Preparation of Position Paper ............................................................................ 78

22. Legal Documentation ......................................................................................... 80

a. Contracts 80

23. Legal Advisory ................................................................................................... 82

a. Tax Exemption 82

b. Other Request For Legal Opinion 84

Internal Services

1. Budget Execution............................................................................................... 87

a. Processing of Obligation Request and Status (ORS) 87

b. Processing of Adjustments on Obligations Incurred through

Notice of Obligation Request and Status Adjustments (NORSA) 94

c. Issuance of Certification of Availability of Funds

(Appropriation/Allotment) 97

2. Review, Preparation and Endorsement of Payment for Utilities (ISP, Leased

Lines etc.) and Contracts / Projects ................................................................. 101

3. Consolidation and uploading of NCS Reports from Regional Offices .............. 102

4. Uploading of NATCOCU deductions ................................................................ 103

5. Uploading of Modified Disbursement Scheme (MDS)/ National Collections (NCs)

data from Government Servicing Banks (GSBs) thru Fund Validation Division

(FVD) ............................................................................................................... 104

6. Provision of Bank Branch Codes and Collecting Officer Codes ....................... 105

7. Database Connection (TOPNET, DMFAS) ...................................................... 106

8. Provision of Level 1 Technical Support* to BTr end users ............................... 107



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11. Regular Preventive Maintenance: Availability of Workstation peripherals ....... 111

12. Website Posting ............................................................................................... 112

Regional Offices

1. Fidelity Bonding ............................................................................................... 114

2. Certification/Confirmation of Deposited National Collections ........................... 117

3. Re-Order of MDS Checks ................................................................................ 120

4. Authority to Open Bank Account/Change or Transfer of Depository Bank/Bank

Branch/Current Account .................................................................................. 122

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CENTRAL OFFICE

EXTERNAL SERVICES

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1. Data/ Information Request from Various Agencies/Offices

Quarterly Report on Domestic Debt Securities Issued by NG

Table 2d - Long Term Debt Securities Table 2e - Debt Securities Table C2 - Maturity of Government Securities Table C3 -Holders of Domestic GS This report provides metadata on domestic debt securities issued by the Central Government, i.e. amount/ maturity/ holders as inputs to the Committee on Global Financial System (CGFS) survey.

Office or Division: Liability Management Service - Payments Division

Classification: Complex

Type of Transaction: G2G - Government-to-Government Who may avail: Bangko Sentral ng Pilipinas (BSP)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

E-mail request (soft copy) Provided by client

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sends email request

1.1 Receives email request and logs in the record book

None 5 Minutes

Treasury Operations Officer

IV/ Treasury

Operations Officer III /

Administrative Aide V

Payments Division

1.2. Gives directive regarding the request

None 5 Minutes

Chief Treasury Operations Officer II

Payments Division

1.3. Prepares Quarterly Report on Domestic Debt Securities Issued by NG

None 5 Days

Treasury Operations Officer IV/ Treasury

Operations Officer III

Payments Division

1.4. Reviews correctness/ accuracy of report prepared

None 1 Hour


Payments Division

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1.5. Prepares transmittal letter

None 10 Minutes


IV/ Treasury


Payments Division

1.6. Signs transmittal letter

None 10 Minutes


Payments Division

Director III

Liability Management

Service

1.7. Emails report to requesting party

None 10 Minutes

Treasury Operations Officer III

Payments Division

TOTAL: None 5 Days, 1 Hour,

40 Minutes

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2. Statement of Taxes Withheld by BTr on Interest Income on GS

Investments of Bond Holders

For prior taxable years (3-5 years prior to current year)

The report provides information on the amount of final withholding taxes withheld by BTr on the interest income due on the GS investments of financial entities covering prior taxable years to support the issuance by NGDAD of the Certificate of Final Tax Withheld in compliance with Revenue Memorandum Circular No. 85-2012.


Classification: Complex Type of Transaction: G2B - Government-to-Business

Who may avail: Financial Institutions (FIs)


Letter request (1 original hard copy) Provided by client


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sends letter request

1.1 Receives letter request and logs in the record book

None 5 Minutes


Payments Division

1.2 Gives directive regarding the request

None 5 Minutes Chief Treasury Operations Officer II

Payments Division

1.3 Prepares Statement of Final Tax Withheld for the period requested

None 6 Days


Payments Division

1.4 Reviews correctness/ accuracy of report prepared

None 1 Hour


Payments Division

1.5 Prepares memo to Accounting Service transmitting the Statement of Final Tax Withheld to support the

None 10 Minutes


III Payments Division

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preparation of BIR Form No. 2306

1.6 Signs the memo

None 10 Minutes Chief Treasury Operations Officer II

Payments Division

Director III Liability

Management Service

1.7 Forwards signed memo to Accounting Service

None 5 Minutes Administrative Assistant I

Payments Division


35 Minutes

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3. Reimbursement for Interest/ Redemption Payments due on the

10-year Agrarian Reform (AR) Bonds Issued by NG

The report provides information on the actual Agrarian Reform Bond redemption

and interest payments made by LBP to holders of the 10 year AR Bond issuances

of NG which serves as basis of BTr in reimbursing LBP for the said payments.


Classification: Simple Type of Transaction: G2G - Government-to-Government

Who may avail: Land Bank of the Philippines (LBP)


Letter request (1 original hard copy) Provided by client


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sends letter request

1.1 Receives letter request and logs in the record book

None 5 Minutes


Payments Division

1.2. Gives directive regarding the request

None 5 Minutes


Payments Division

1.3. Prepares AR report on Payment of Bond Maturities and Interest

None 2 Days



Payments Division

1.4 Reviews accuracy/ correctness of report prepared

None 15 Minutes


Payments Division

1.5. Prepares memo to MAAD confirming correctness of AR Bond Maturities and Interest Amounts

None 10 Minutes


IV/ Treasury


Payments Division

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1.6 Signs memo to MAAD

None 5 Minutes


Payments Division

1.7 Forwards signed memo to MAAD

None 5 Minutes Administrative Assistant I

Payments Division

1.8 Prepares memo to AMS for processing of reimbursement to LBP

None 10 Minutes



Payments Division

1.9 Signs memo to AMS

None 10 Minutes


Payments Division

Director III

Liability Management

Service

1.10 Forwards signed memo to AMS

None 5 Minutes

Administrative Assistant I

Payments Division


10 Minutes

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4. Recognition of a Financial Institution (FI) as a Government

Securities Eligible Dealer (GSED) Participant in the Auction of

Government Securities (GS)

The BTr issues recognition/ accreditation of a financial institution as a GSED

eligible to participate in the BTr auctions of government securities upon

compliance of certain documentation requirements

Office or Division: Liability Management Service - Securities Origination Division Classification: Highly Technical

Type of Transaction: G2B - Government-to-Business

Who may avail: Financial Institutions (FIs) licensed by Bangko Sentral ng Pilipinas (BSP), the Insurance Commission (IC) or the Securities Exchange Commission (SEC) whose Articles of Incorporation includes buying and selling of GS as a primary or secondary function


1. GS Dealership/ Brokering License issued by SEC; (1 hard copy)

SEC

2. P100 Million unimpaired capital and surplus account; (1 hard copy)

BSP

3. Compliance w/ statutory ratio as certified by the licensing gov’t agency; (1 hard copy)

BSP

4. Autodebit/credit authorization to use Demand Deposit Account w/ BSP for the settlement of the securities purchased/awarded at auction & for payment of NRoSS monthly account maintenance fee as well as the credit of coupon/redemption payment; (3 hard copies)

Provided by client applicant

5. CAMELS / ROCA rating issued by BSP; (1 hard copy)

BSP-Supervision and Examination Sector (SES)

6. Latest three-year (3-yr) audited financial statements (1 hard copy)

Provided by client applicant


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sends application letter to BTr together with documentary requirements.

1.1 Receives and logs in the logbook the application of the FI for Government Security Eligible Dealer (GSED) accreditation attaching the list

None 5 Minutes

Fiscal Examiner II

Securities Origination

Division

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of BTr require-ments

1.2 Evaluates completeness and validity of the documents submitted

None 15 Days


IV/ Treasury

Operations Officer III Securities Origination

Division

1.3 Prepares acknowledgement letter to the FI applicant

None 10 Minutes




Division

1.4 Reviews and initials the letter

None 10 Minutes

Chief Treasury Operations

Officer I


Division

1.5 Approves and signs the accreditation letter of the FI as a GSED

None 1 Day Director Liability

Management Service /

Deputy Treasurer of the Philippines/ Treasurer of the

Philippines

TOTAL: None 16 Days, 25 Minutes

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5. Provision of Government Securities (GS) Registry-Related

Services

a. Request for the creation of a tax exempt account in NRoSS

The SSRD approves the creation of a tax-exempt account in NRoSS upon

compliance by the Tax-Exempt Institution (TEI) applicant of the BTr’s

documentation requirements.

Office or Division: Liability Management Service – Scripless Securities Registration Division

Classification: Complex Type of Transaction: G2B - Government-to-Business

Who may avail: Tax-Exempt Entity (TEI)


b. Letter request (1 original hard copy) Provided by TEI-applicant or sponsor dealer/broker on behalf of TEI applicant

c. Endorsement letter of Sponsoring Broker / Dealer Participant (1 hard copy)

Sponsor dealer/broker

d. Current BIR Ruling of the TEI issued not more than one year from the date of application in NRoSS (1 certified true copy)

Bureau of Internal Revenue

e. Board Resolution/Secretary’s Certificate (1 notarized hard copy)

Provided by TEI applicant


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Broker/Dealer endorses letter request of TEI for the opening of a tax-exempt account in NRoSS attaching BTr’s documentary requirements

1.1 Receives and logs letter request in the record book.

None 5 Minutes

Administrative Assistant V/

Administrative Aide II

Scripless Securities

Registration Division

1.2 Endorses for Legal Service review/ opinion the TEI applicant’s submitted BIR Tax Certification/ Ruling

None 10 Minutes Treasury Operations Officer IV/ Treasury

Operations Officer III Scripless Securities


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1.3 Awaits Legal Service Opinion

None 5 Days

2. Sponsoring Dealer/Broker creates the tax exempt account in NRoSS if Legal Service opinion is in the affirmative

2.1 Approves the tax exempt account of TEI in NRoSS

None 10 Minutes




2.2 Prepares letter to TEI-applicant

None 10 Minutes




2.3 Signs letter to TEI

None 5 Minutes


Officer II Scripless Securities


2.4 Forwards signed letter to CRMD for release to TEI

None 5 Minutes Administrative Assistant V/





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b. Claim for Interest / Redemption Payment by FIs/ PDIC or IC-designated

Receiver/ Liquidator of matured and unredeemed certificated and CBP

book-entry registered GS transferred by BSP to DOF-BTr pursuant to RA

7653 (The New Central Bank Act).

Office or Division: Liability Management Service – Scripless Securities Registration Division and Payments Division


Type of Transaction: G2B - Government-to-Business Who may avail: FIs/ PDIC or IC-designated receiver/liquidator


1. Letter request from claimant (1 original hard copy)

Provided by requesting claimant

2. Notarized Deed of Undertaking in favor of BTr rendering the latter, its officers and employees free and harmless against any and all direct losses, suits, claims damages, liabilities, expenses and other actions arising from the payment of the interest/redemption proceeds of the subject bond (1 notarized hard copy)


3. Notarized Board Resolution or Secretary’s Certificate authorizing claim for payment of the matured Treasury Bond (indicate details of the subject Treasury Bonds) (1 notarized hard copy)


4. Certified true copy of any of the following documents issued by BSP to support ownership of the subject bond 4.1. Statement of Securities Account 4.2. Securities Credit Advise 4.3. Purchase Order for GS 4.4. Confirmation of Sale/Purchase

(1 certified true copy of any of the documents above)


5. Certified true copy of the Monetary Board Resolution placing the Bank under PDIC/IC Receivership/Liquidation (1 certified true copy of the MB Reso)


6. Settlement bank account details (indicate RDDA No.) as to where the proceeds of the matured Treasury Bond holdings of the said claimant shall be credited (indicate this information in the letter request of claimant)


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A. CBP Book-Entry Registered Government Securities (GS)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Letter request for payment of interest/redemption value due on matured CBP book-entry registered GS holdings of bondholder attaching relevant requirements above

1.1 Receives and logs letter request in the record book

None 5 Minutes Administrative Assistant V/




1.2 Forwards the docu-ments to Legal Service for opinion

None 5 Minutes


III Scripless Securities


1.3 Awaits Legal Service opinion

None 5 Days Treasury Operations Officer

III



1.4 Prepares memo instruction to PD for the payment of the interest/ redemption value due the settlement bank of the bondholder

None 15 Minutes Treasury Operations Officer

III




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B. Certificated Government Securities (GS)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Letter request for payment of interest/redemption value due on matured certificated GS holdings of bondholder attaching relevant requirements above, as applicable

1.1 Receives and logs letter request in the record book

None 5 Minutes


Payments Division

1.2 Prepares memo instruction to FTD authorizing the payment of interest/ redemption value due to the requesting claimant

None 10 Minutes Treasury Operations Officer

III Payments Division

1.3 Signs memo to FTD

None 10 Minutes

Chief Treasury Operations Officer

II

Payments Division

Director, Liability

Management Serivce

1.4 Forwards signed memo to FTD

None 5 Minutes Administrative Aide V

Payments Division


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6. Review of Process and Assistance in National Collection System/

Arrangement

Provision of Memorandum of Agreement (MOA) template to clients who intends to

adopt electronic national collection and payment solutions from an authorized

government depository banks and/or electronic payment gateway provider.

Office or Division: Asset Management Service – Receipts, Investment, and Disbursement Division (AMS – RIDD); Office of the Treasurer of the Philippines; Office of the Deputy Treasurer of the Philippines; Legal Service, BTr-National Capital Region (NCR); Accounting Service/National Cash Accounting Division (AS/NCAD)

Classification: Highly Technical Type of Transaction: 1. Government-to-Business

2. Government-to-Government

Who may avail: National Government Agencies (NGAs) Authorized Government Depository Banks (AGDBs) Electronic Payment Gateway Providers (EPGPs)


Letter Request (1 original hard copy) National Government Agency

Copy of Standard Memorandum of Agreement (MOA) Template (1 soft copy)

Legal Service / Asset Management Service


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submits letter request/proposal

1.1 Receives the letter request/ proposal and assigns to concerned office/ personnel

None 4 Hours Treasurer of the Philippines/

Deputy Treasurer of the

Philippines/OIC/ Director, Asset Management

Service

1.2 Review the letter request/ proposal and prepares the draft MOA template/ proposed arrangement

None 1 Day Chief Treasury Operations Officer

II/ Treasury

Operations Officer III,

Receipts, Investment, and Disbursement

Division

1.3 Endorse draft MOA for review and comments of relevant offices such as the Legal Service, National Capital

None 4 Hours Chief Treasury Operations Officer

II/ Treasury

Operations Officer IV

Receipts, Investment, and

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Region, Accounting Service/ National Cash Accounting Division

Disbursement Division

1.4 Review of the MOA

None 4 Days Deputy Treasurer of the Philippines

OIC/Director

Asset Management

Service


II/Treasury Operations Officer

III and IV Receipts,

Investment, and Disbursement

Division

Director,

Accounting Service

Chief Treasury

Operations Officer II

National Cash Accounting

Division

Director/ Chief Treasury


BTr-National Capital Region;

Director/Assigned

Personnel

Legal Service

1.5 Dispatch of the MOA template

None 5 Minutes Treasury Operations Officer III Receipts,

Investment, and Disbursement

Division

24

2 Provides the required information in the MOA template and resubmits for review

None 10 Days National Government

Agency

Authorized Government

Depository Bank

Electronic Payment Gateway

Provider

3 Final review of the MOA and signing

None 4 Days Deputy Treasurer of the Philippines

OIC/Director

Asset Management

Service;


II/Treasury Operations Officer

III and IV,


Division

Director,

Accounting Service;

Chief Treasury



Division;

Director/ Chief Treasury


BTr-National Capital Region

Director/Assigned

Personnel Legal Service

National

Government Agency

25

Authorized

Government Depository Bank

Electronic

Payment Gateway Provider

4 Provide copy of the signed MOA

None 5 Minutes Treasury Operations Officer III


Division TOTAL: None 20 Days,

10 Minutes

26

7. Reply/comments on Audit Observation Memorandum

The Audit Observation Memorandum (AOM) is issued by the Commission on Audit

(COA) – Resident Auditor to the BTr regarding its audit findings and

recommendations. The BTr is required to submit its comments on the audit

observations and actions taken on the audit recommendations.

Office or Division: Accounting Service – Miscellaneous Accounts Accounting Division

Classification: Highly-Technical Type of Transaction: G2G – Government to Government

Who may avail: Commission on Audit


1. Copy of Audit Observation Memorandum issued by COA-Resident Auditor (1 soft or hard copy)

Commission on Audit-Resident Auditor


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Issue Audit Observation Memorandum

1.1 CRMD staff receives the document, logs and forwards to TOP/DTOP/ Director-AS

None

1 Day

CRMD staff Communication

and Record Management

Division

1.2 TOP/ DTOP Director-AS receives, logs and forwards the document to MAAD with instructions

None Office of the Treasurer of the

Philippines Officer of the Treasurer/

Deputy Treasurer of the Philippines

Office of the Deputy Treasurer of the Philippines

Accounting Service /

Director

Accounting Service

1.3 Give the document to the Division Chief

None 1 Minute Treasury Operations

Officer II

Miscellaneous Accounts

Accounting Division

27

1.4 Review the document and give instructions

None 1 Hour Chief Treasury Operations

Officer II


Accounting Division

1.5 Review and validate the audit findings

None 1 Hour Chief Treasury Operations

Officer II


Accounting Division

1.6 Review the transactions and prepare adjustments and necessary action as recommend-ded

None

17 Days


Officer I


Accounting Division

1.7 Draft management comment on the audit findings and attach supporting docu-ments

None 3 Hours


Officer I


Accounting Division

1.8 Review, edit and affix initial

None 2 Hours


Officer II


Accounting Division

1.9 Forward to the authorized signatory

None 10 Minutes Treasury Operations

Officer II


Accounting Division

1.10 Sign/ approve the management comment

None 1 Day

Director

Accounting Service/

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Office of the Deputy Treasurer of the Philippines-

Accounting Service

1.11 Return the documents to MAAD

None 10 Minutes


Staff

Office of the Deputy Treasurer of the Philippines-

Accounting Service

1.12 Receive, reproduce copies and segregate the documents

None 15 Minutes

Treasury Operations

Officer II Miscellaneous

Accounts Accounting

Division

1.13 Transmit the documents to COA – Resident Auditor


Officer II


Accounting Division

TOTAL:

None 20 Days, 7 Hours

29

8. Reply to COA - Audit Observation Memorandum (COA-AOM)

Bank Reconciliation and Analysis Division (BRAD) replies and acts on the COA

audit findings and recommendations.

Office or Division: Accounting Service - Bank Reconciliation and Analysis Division Classification: Complex -Current Year (CY)

Highly Technical -Prior Years (PYs) Type of Transaction: G2G – Government to Government

Who may avail: COA - Resident Auditor CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1.COA Audit Observation Memorandum (hard/soft copy; 1 copy)

COA - Resident Auditor


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Issue audit findings and recommenda-tions.

1.1 Receive the COA Audit Observation Memorandum

None 30 Minutes

Treasury Operations

Officer I Bank

Reconciliation and Analysis Division

1. 2 Verify the audit findings/ observations and acts on the recommendations of the COA Resident Auditor.

None 5 Days for Current Year

and 17 Days for

PYs

Treasury Operations Officer IV

Bank Reconciliation and Analysis Division

1.3 Prepare the reply letter and forward the same for initial.

None 4 Hours



1.4 Review and affix initial in the letter reply to COA-AOM

None 5 Minutes

Officer-in-Charge


1.5 Forward reply letter for signature of the Director III - Accounting


Officer I Bank

Reconciliation and Analysis Divisi

1.6 Review and sign the reply to COA-AOM

None 4 Minutes Director III Accounting

Service

30

1.7 Forward the reply to COA-AOM to the COA Resident Auditor

None 30 Minutes

Treasury Operations

Officer I


TOTAL: None 7 Days, 5 Hours, 1 Minute (for CY)

19 Days, 5 Hours, 1 Minute (for PYs)

31

9. Payment of Fidelity Bond Premium of Bonded BTr-Officials and

Employees

Compliance to Regulations governing the Fidelity Bonding of Accountable Public Officers, pursuant to the Public Bonding Law (Section 313 - 315, Chapter 15, Revised Administrative Code of 1917)

Office or Division: Accounting Service – Bureau Accounting Division Classification: Complex

Type of Transaction: G2G – Government to Government Who may avail: BTr-Officials and Employees required to be bonded


1. Obligation Request and Status (1 hard copy)

Bureau Budget Division

2.Disbursement Voucher (hard copy) Bureau Accounting Division

3.Copy of Latest SALN –Notarized (1 hard copy)

Accountable Public Officer and Employees

4.Accomplished Form 57-A and 58-A (1 hard copy)

Central and Regional Offices Concerned

5.List of Accountable Public Officials and Employees (1 hard copy)

Central and Regional Offices Concerned


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Prepare and submit complete Fidelity Bond requirement. (ORS), Disbursement Voucher (DV) with supporting document to BAD

1.1 Receive/ review/ checks the complete ness of documents document, correctness

None 20 Minutes

Administrative Officer I

Bureau Accounting

Division

1.2 Forward/ prepare the document to BTr NCR for valuation

None 1 Day 30 Minutes

Administrative Officer I

Bureau Accounting

Division

1.3 Sign the ORS/DV for payment

None 15 Minutes


Officer II

Bureau Accounting

Division

1.4 Prepare LDDAP-ADA and transmit to signatories

None 2 Days

Accountant II

Bureau Accounting

Division

32

1.5 Forward to CCD LDDAP-ADA to bank (LBP) for validations

None 2 Days 15 Minutes

Security Guard III

Bureau Accounting

Division

1.6 Releases Confirmation Letter

None 5 Minutes Administrative Officer I

Bureau Accounting

Division

TOTAL None 6 Days, 25 Minutes

33

10. Processing of Terminal Leave Benefits of Retirees

Payment of Unused vacation/sick leave (Terminal Leave) earned during their

government services as converted in equivalent money value, usually claimed by

retired employees

Office or Division: Accounting Service – Bureau Accounting Division

Classification: Complex Type of Transaction: G2G – Government to Government

Who may avail: BTr-Officials and Employees who retires from the service. CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1.Application for Terminal Leave Benefits (1 hard copy)

Retirees concerned

2.Computation of Terminal Leave Benefit (1 hard copy)

Human Resources Management Division

3.Retirement Letter and Clearance (1 hard copy each)

TOP and all concerned units

4.COA Checklist of Supporting Documents (1 hard copy)

Human Resources Management Division

5.Request to DBM for SARO and NCA, Obligation Request and Status and Disbursement Voucher (1 hard copy each)

Bureau Budget Division Bureau Accounting Division


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Retirees to write letter of intent to TOP thru HRMD

1.1 Receive the approved letter request with computed Terminal Leave Benefit from HRMD

None 10 Minutes Administrative Assistant

Bureau Accounting

Division

2. HRMD to compute for Terminal Leave Benefits.

2.1 BAD to review as to the completeness of records and correctness of computation

None 1 Day, 30 Minutes

Accountant II

Bureau Accounting

Division

2.2 Check record for any unliquidated cash advance or any unsettled accountability.

None 1 Day, 30 Minutes

Accountant II

Bureau Accounting

Division

34

2.3 Preparation of Memo and LARP for the head of agency

None 30 Minutes

Accountant II

Bureau Accounting

Division

2.4 Sign the request for NCA forwarded to BBD

None 15 Minutes


Officer II

Bureau Accounting

Division

TOTAL None 3 Days, 55 Minutes

35

11. Issuance of Certification of Deposited National Collections

The National Cash Accounting Division (NCAD), as the principal record keeper

of the cash accounts of the National Government, is mandated to issue

Confirmation/Certification of Deposited National Collections to National

Government Agencies pursuant to the Special Provisions in the General

Appropriations Act and National Budget Circular which states that “the release

and realignment of funds shall be supported by the necessary certifications from

the Bureau of the Treasury (BTr)”.

Office or Division: Accounting Service – National Cash Accounting Division Classification: Highly-Technical

Type of Transaction: G2G - Government-to-Government Who may avail: National Government Agencies


1.Request Form for Certification of Deposited National Collections accurately and completely accomplished (1 soft or hard copy)

Requesting National Government Agencies (NGAs)

2.Schedule of Deposited Collections (comprising 1 day to 1 quarter transactions of the current year with details as to date deposited and amount) (1 soft or hard copy)

Requesting NGAs

3.Up-to-date, accurate and complete report of deposited collections in the National Collection System (NCS) (1 soft or hard copy)

BTr Regional/Provincial Offices/ Management Information System Service

4.NGA’s Journal Entry Voucher relative to adjustment/reclassification of fund (1 soft or hard copy)

Requesting National Government Agencies

5.List of Deposited Collections (1 soft or hard copy)

Requesting NGAs


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Download Request Form (RF) from the BTr website; accomplish the RF accurately and completely then submit with complete supporting documents either thru email or submission of hard copy to the BTr-CRMD

1.1. Receive request form and required documents and check the completeness thru:

1.1.1 CRMD -

Printed hard copy

None

10 Minutes Administrative Aide VI


Division Treasury

Operations Officer I


Division

36

1.1.2 Electronic Mail – Soft copy

1.2 Assign Control Number on the document received; record in the logbook/external document

None

5 Minutes

Administrative Aide VI


Division

1.3 Fill in the Routing Slip (RS) and forward the document to ADC

None

5 Minutes Administrative Aide VI


Division

1.4. Receive the documents with attached RS

None 2 Minutes Chief Treasury Operations

Officer I


Division

1.5 Check the details of the Request; indicate in the RS the instruction/ remarks then affix initial

None

6 Minutes


Officer I


Division

1.6 Forward documents to the concerned personnel

None 2 Minutes Chief Treasury Operations

Officer I National Cash

Accounting Division

1.7 Receive and analyze the content of the document

None

1 Day



Division

37

1.8 Verify/ validate deposited collections

Note: Each personnel is assigned with a number of NGAs to handle and process certification of deposits.

None 14 Days

Treasury Operations Officer III, Treasury

Operations Officer I,

Administrative Aide VI, Senior

Administrative Assistant II,



Division

1.9 Coordinate with concerned Agencies, BTr ROs/POs and Other Divisions in the Bureau to thresh out problems relating to the NGA’s request.

Indicate the appropriate remarks in the RS

None

2 Days



Administrative Aide I, Senior


Administrative Aide III


Division

1.10 Prepare Journal Entry Voucher (JEV) to take up adjustment/ reclassification of deposits, if any.

None 1 Day Treasury Operations Officer III, Treasury


Administrative Aide III, Senior




Division

38

1.11 Prepare Statement of Deposited Collections and Certification then forward to the Section Chief the printed copy.

None

1 Day







Division

1.12 Review and check the Statement of Deposited Collection and Certification

None

18 Minutes



Division

1.13 Forward the Certification to the Asst. Division Chief

None 2 Minutes Treasury Operations Officer IV


Division

1.14 Recheck the Certifica-tion; affix initial on the duplicate copy and in the RS, then forward to the Division Chief

None

10 Minutes


Officer I


Division

1.15. Affix initial on the 2nd copy of Certifica-tion and in the RS after final review then forward to Administra-tive Aide VI

None

10 Minutes



Division

39

1.16 Forward the Certification of Deposited Collections to the Director, Accounting Service (AS) or the Deputy Treasurer of the Philippines (DTOP):

Director, AS – P10M and below

DTOP – above P10M

None

3 Minutes



Division

1.17 Check then sign the Certification

None 10 Minutes

Director III

Accounting Service


Office of the Deputy Treasurer of the Philippines

1.18 Receive the approved Certification then forward to concerned personnel

None

2 Minutes



Division

1.19 Receive then segregate Certification and the Statement of Deposited Collections: – original copy-NGA; duplicate – NCAD file

None

3 Minutes

Treasury Operations Officer III, Operations Officer I,

Administrative Aide I, Senior Administrative Assistant II,



Division

40

1.20 Contact the Agency representative to inform that Certification is available for pick-up and or email, if possible, the scanned copy of the Certification to the NGA

None 12 Minutes Treasury Operations Officer III, Operations Officer I,





Division

2. Receive the Certification

2.1. Issue the Certification to the NGA representative or;transmit to BTr CRMD for sending to concerned NGA thru delivery or snail mail.

None

5 Minutes



Division

3. Affix signature and data in the logbook upon receipt

3.1 Present the logbook to the client and check if signed

None 5 Minutes Administrative Aide VI


Division

TOTAL: 19 Days, 1 Hour,

40 Minutes

41

12. Configuration of NRoSS Tokens and Issuance to System Users

System Administration Division (SAD) configures tokens based on approved

information to be endorsed to participants.

Office or Division: Management Information System Service – System Administration Division

Classification: Simple Type of Transaction: G2B – Government to Business

G2G – Government to Government Who may avail: NRoSS Direct Participants


1. Email from SSRD containing the participant’s Name, Username, Email at Participant’s Name (Bank)

Scripless Securities Registry Division (SSRD)

2. To claim token from helpdesk:

Copy of Valid ID of representative

Authorization letter if representative

Copy of company ID of authorized user

NRoSS Direct Participant


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Production User Enrollment Form (PUEF) to Scripless Securities Registration Division (SSRD)

1.1 SSRD will evaluate and register the user indicated in the PUEF

None 2 Hours


Registry Staff


Registry Division

1.2 SSRD will turn over the username and other information of the user to Systems Administration Division (SAD) via Email

None 1 Day


Registry Staff


Registry Division

1.3 SAD will configure the e-Token based on the information given by SSRD and package it

None 1 Hour

Technical Assistant

System Administration

Division

42

together with the printed passwords contained in the brown envelop to preserve its confidentiality

1.4 SAD will forward it to Helpdesk personnel for release

None 15 Minutes

Technical Assistant


Division

1.5 Upon release to participant, Helpdesk will inform SAD

None 15 Minutes

System Administrative Assistant I or Administrative Assistant VI


Division

1.6 SAD will inform SSRD of the newly released tokens to facilitate the payment charge

PHP 5,000.00

30 Minutes

Technical Assistant


Division

TOTAL: PHP 5,000.00

1 Day, 4 Hours

43

13. NRoSS VPN Connection

The configuration of VPN connections of partners to BTr to connect to NRoSS

Office or Division: Management Information System Service – System Administration Division

Classification: Simple

Type of Transaction: G2B – Government to Business G2G – Government to Government

Who may avail: NRoSS Direct Participants CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Accomplished VPN Connectivity Form (original copy)

BTr website (downloadable)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the duly accomplished VPN Connectivity form to SAD

1.1 SAD will evaluate the VPN Form and Verify with SSRD of the Applicant is a direct participant of NRoSS

None 30 Minutes

Technical Assistant or

IT Officer


Division

1.2 SAD will configure the IPSec Tunnel in the NRoSS Firewall and send the Pre-shared key to contact person provided in the form

None 30 Minutes Technical Assistant or

IT Officer


Division

1.3 SAD will reach the IT contact person of the participant for testing

None 1 Day Technical Assistant or Information

Officer


Division

TOTAL: None 1 Day, 1 Hour

44

14. Preparation/Submission of Certification on Excess Income

Certification / Statement on excess income from the revenues generated by the

Bureau of the Treasury and other income remitted by the National Government

Agencies and Government-Owned and Controlled Corporations to the Bureau

vs. program set for a specific period (Full-year)

Office or Division: Research Service- Fiscal Planning and Assessment Division

Classification: Simple Type of Transaction: G2G – Government to Government

Who may avail: Department of Budget and Management (DBM) CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Bureau of the Treasury (BTr) Income Report (1 hard copy)

Miscellaneous Accounts Accounting Division (MAAD)

2. Dividend Report in absolute value (1 soft and hard copy)

Miscellaneous Accounts Accounting Division

3. BTr income estimates (1 soft or hard copy)

Fiscal Planning and Assessment Division


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request letter/email from DBM

1.1 Request Actual BTr income from MAAD and Dividend Report in absolute value

None 2 Hours Treasury Operations Officer IV

Fiscal Planning & Assessment

Division

1.2 Review and validate BTr income report



Division

1.3 Preparation of BTr Income Assessment (one copy)


Fiscal Planning and Assessment

Division

1.4 Preparation of draft Certification (two copies)

None 1 Hour, 30 minutes


Officer I


Division

45

1.5 Review and approval

None 1 Day Deputy Treasurer of the Philippines

Deputy Treasurer’s Office

1.6 Approval/ signing of Certification

None 1 Day Treasurer of the Philippines

Treasurer’s Office

1.7 Transmittal of signed/ approved Certification to DBM and securing of BTr’s receiving copy (one only) from the latter

None 30 minutes Liaison Officer Communication,

Records and Management

Division

TOTAL: None 3 Days

46

15. Preparation of BTr Comments on various House and Senate Bills

Provides BTr findings/recommendations on House and Senate Bills' provisions

pertaining to funding source/appropriations, e.g., General Appropriations Act and

creation of Funds, e.g., Trust Funds and Special Accounts in the General Fund

(SAGF)

Office or Division: Research Service - Fiscal Planning and Assessment Division Classification: Complex

Type of Transaction: G2G – Government to Government Who may avail: Department of Finance (DOF), Legislative Office (Senate and

Congress) and Office of the President (OP)


1. Request letter (signed by the head of the agency or authorized representative) together with copies of House or Senate Bills for comments (1 soft or hard copy for each bill)

Office of the requesting agency (Legislative Branch, Department of Finance and Office of the President) House of Represetatives (HOR) or Senate official websites (for the copies of house/senate bills not attached in the letter request.


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit request letter (one only) signed by the head of the agency or authorized representative

1.1 Preparation of draft comments (two copies)

None 3 Days Treasury Operations Officer III


Division

1.2 Review of draft comment

None 2 Days Director Research Service



1.3 Approval of BTr comment

None 1 Day Treasurer of the Philippines

Treasurer’s Office



(In case the Treasurer of the Philippines is on

official travel/business)

1.4 Trans- None 1 Day Liaison Officer

47

mittal of the signed BTr comments to the requesting agency or legislative office and securing BTr’s receiving copy (one only) from the concerned agency

Communication, Records and Management

Division

TOTAL: None 7 Days

48

16. Inspection and Acceptance of Delivered Goods and Services

a. Inspection of delivered simple goods/services (no need for site

inspection and complex testing) vis-à-vis approved and accepted

Purchase Order (PO) / Agreement / Contract and acceptance of the same

if evaluated to be within the terms, conditions, specifications and / or

terms of reference stipulated in the PO/Agreement/Contract.

Office or Division: Administrative Service - Property and Supply Management Division

Classification: Simple

Type of Transaction: G2B - Government-to-Business Who may avail: Suppliers


1. Photocopied Terms of Reference / Technical Specifications

Property and Supply Management Division (PSMD)

2. Photocopied Purchase Order / Contract / Agreement


3. Original Copy of Delivery Receipt To be submitted by the Supplier


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Delivery of required goods/services based from approved and accepted Notice to Proceed and Contract/ Agreement

1.1 Inspection of delivered goods/ services vis a vis approved Terms of Reference/ Technical Specifications

None

1 Day

Administrative

Officer V

PSMD–Issuance

Section

Administrative

Officer V

PSMD-

Procurement

Section

Inspection and Acceptance Group

(IAG)

1.2 Acceptance of delivered goods/ services Preparation and Signing of Inspection and Acceptance Report (IAR) / Certificate of Completion and Acceptance

None 1 Day Administrative Officer V

PSMD – Issuance

Section

Administrative

Officer V

PSMD –

Procurement

Section

49

Chief Treasury

Operations Officer

I

PSMD

Inspection and

Acceptance Group

(IAG)

TOTAL: None 2 Days

b. Procured Goods/Services Needing Testing/Burning and/or Site

Inspection

Inspection of delivered intricate goods/services (needing site inspection and

complex testing) vis-à-vis approved and accepted Purchase Order (PO) /

Agreement / Contract and acceptance of the same if evaluated to be within

the terms, conditions, specifications and / or terms of reference stipulated in

the PO/Agreement/Contract.




Who may avail: Suppliers CHECKLIST OF REQUIREMENTS WHERE TO SECURE







FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Delivery of required goods/services based from approved and accepted Notice to Proceed and Contract/ Agreement

1.1. Inspection of delivered goods/services vis a vis approved Terms of Reference/ Technical Specifications

None 3 Days Administrative Officer V

PSMD –

Procurement

Section

Administrative

Officer III

PSMD –

Procurement

Section

Inspection and

Acceptance Group

(IAG)

50



PSMD –

Procurement

Section

Chief Treasury

Operations Officer

I

PSMD

Inspection and

Acceptance Group

(IAG)

TOTAL: None 5 Days

c. Procured Goods/Services To Be Delivered in the BTr Regional /

Provincial Offices

Inspection of goods/services directly delivered to BTr Regional / Provincial

offices vis-à-vis approved and accepted Purchase Order (PO) / Agreement /

Contract and acceptance of the same if evaluated to be within the terms,

conditions, specifications and / or terms of reference stipulated in the

PO/Agreement/Contract.

Office or Division: Administrative Service - Property And Supply Management Division

Classification: Highly Technical

Type of Transaction: G2B - Government-to-Business Who may avail: Suppliers








FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Delivery of required goods/services based from approved and accepted Notice to Proceed and Contract/Agreement to the BTr ROs / POs

1.1. Inspection of delivered goods/services vis a vis approved Terms of Reference/ Technical Specifications

None

4 Days

OIC / Regional

Director

OIC / Provincial

Head

BTr ROs / POs

Inspection and

Acceptance Group

(IAG)

51


None

2 Days

OIC / Regional

Director

OIC / Provincial

Head

BTr ROs / POs

Inspection and

Acceptance Group

(IAG)

1.3. Sending of IAR and/or Certificate of Completion and Acceptance from BTr ROs/POs to BTr CO

None

4 Days OIC / Regional Director

OIC / Provincial

Head

1.4. Evaluation of DRs vis a vis approved. Terms of Reference and Technical Specifications and Signing of Inspection and Acceptance Report (IAR) / Certificate of Completion and Acceptance (Central Office)


PSMD –

Procurement

Section

Chief Treasury

Operations Officer

I

PSMD

Inspection and

Acceptance Group

(IAG)

TOTAL: None 12 Days

52

17. Processing of Payment to Suppliers

a. Projects procured through BAC (Public Bidding)

Payment to suppliers who completely delivered/rendered goods/services as

stipulated in the approved and accepted Notice to Proceed (NTP) / Contract

/Agreement


Classification: Simple (PSMD part)


Who may avail: Suppliers CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. 1 Original Copy of Approved Purchase Request

Bids and Awards Committee Secretariat

2. 1 Original Copy of Certificate of Availability of Fund


3. 1 Photocopied Approved Technical Specs/Terms of Reference /Scope of Work


4. 1 Photocopied Proof of PhilGEPS Posting


5. 1 Photocopied Bidding Documents (Invitation to Bid, Bid Data Sheet, Instruction to Bidders)


6. 1 Original Abstract of Bids as Read and as Calculated


7. Copy 2 of the Technical and Financial Bid with Breakdown of Bid Amount


8. 1 Photocopied Notice of Post Qualification


9. 1 Photocopied Notice of Award Bids and Awards Committee Secretariat

10. 1 Photocopied Notice to Proceed Bids and Awards Committee Secretariat

11. 1 Photocopied Notarized Agreement signed by Chief of Bureau Accounting Division (BAD)


12. 1 photocopied Proof of submission of procurement documents to COA


13. 1 original ccopy Obligation Request and Status


14. 1 original copy of Delivery Receipts To be submitted by the Supplier

15. 1 original copy of Sales Invoice To be submitted by the Supplier

16. 2 original copies of Inspection and Acceptance Report

Inspection and Acceptance Group (IAG)

17. 2 original copies of Certificate of Completion and/or Acceptance


53

18. 3 copies of original signed Disbursement Voucher

To be prepared by PSMD for signature by end-user / requesting unit


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of Sales Invoice / Billing Statement

1.1 Identification of supporting documents from BAC and supplier and preparation of checklist

None

3 Hours

Administrative Officer III

Property and Supply

Management Division

1.2 Review of pertinent documents and checklist

None

3 Hours Administrative Officer V

Chief Treasury


Property and Supply

Management Division

1.3 Preparation of Disbursement Voucher (DV)

None

1 Hour


Property And Supply

Management Division

1.4 Review of DV

None

1 Hour

Administrative Officer V


Officer I

Property And Supply

Management Division

1.5 Signing of DV by the requesting unit

None

1 Day

Requesting Unit

1.6 Transmittal of DV with pertinent documents to BAD

None 1 Day Documents Control Officer

Property And Supply

Management Division

TOTAL: None 3 Days

54

b. Projects procured through Shopping, SVP, Lease of Venue

Payment to suppliers who completely delivered/rendered goods/services as

stipulated in the approved and accepted Purchase Order (PO)



Type of Transaction: Government-to-Business Who may avail: Supplier


1. 1 original copy of Approved PR with complete specification and estimated unit cost


2. 1 original copy of Certificate of Availability of Fund for Requests amounting toPHP50,000.00 and above


3. 1 photocopied Proof of PhilGEPS posting if request is above PHP50,000.00


4. Original copies of Requests for Quotation


5. Original Copies of Received Quotations


6. Original copy of Abstract of Quotations


7. 1 photocopied Referral of Abstract of Quotations to End-User for Recommendation


8. 1 original copy of End-User Recommendation


9. 1 original copy of approved Purchase Order and duly accepted/signed by the supplier


10. 1 original copy of Obligation Request and Status


11. 1 original copy of Delivery Receipt To be submitted by the Supplier

12. 1 original copy of Sales Invoice To be submitted by the Supplier

13. 2 original copies of Inspection and Acceptance Report (IAR)


14. 2 original copies of Certificate of Completion and/or Acceptance


15. 3 original copies of Disbursement Voucher

To be prepared by PSMD for signature by end-user / requesting unit

55


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of Sales Invoice / Billing Statement

1.1 Identification of supporting documents and preparation of checklist

None

3 Hours


Property and Supply

Management Division


None

3 Hours


Chief Treasury


Property and Supply

Management Division


None

1 Hour


Property and Supply

Management Division

1.4 Review of DV

None

1 Hour


Chief Treasury


Property and Supply

Management Division


None 1 Day Documents Control Officer

Property and Supply

Management Division

TOTAL: None 3 days

56

18. Release of Retention Money/ Fee

Release of 1% Retention Money after complete delivery of goods and/or services

and/or after expiration of the retention period.



Type of Transaction: G2B - Government-to-Business Who may avail: Supplier


1. 1 original copy of Invoice/Billing Statement/Request for Release of Retention Money

To be submitted by the Supplier

1. 1 photocopied Proof of Deduction of Retention Fee

Bureau Accounting Division (BAD)

2. 2 original copies of End-user’s recommendation for the said release

Requesting Unit

3. 1 original copy of Certificate of Final Acceptance

Requesting Unit / BAC Sec / PSMD

4. 3 original copies Disbursement Voucher

To be prepared by PSMD, for signature by end-user / requesting unit


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of letter / Billing Statement to BTr requesting for the Release of Retention Money

1.1Identification of submitted documents and preparation of checklist

None

3 Hours


Property and Supply

Management Division


None

3 Hours

Administrative Officer V and


Officer I

Property and Supply

Management Division


None

1 Hour


Property and Supply

Management Division

57

1.4 Review of DV

None

1 Hour

Administrative Officer V and


Officer I

Property and Supply

Management Division

1.5 Signing of DV by the requesting unit

None

Day

Requesting Unit


None 1 Day Senior Administrative Assistant IV

Property and Supply

Management Division

TOTAL: None 3 Days

58

19. Conduct of Legal Investigation

a. Legal Investigation

As part of the internal control as well as the disciplinary function of the Legal

Service, the Complaints and Investigation Division is tasked to conduct

investigation of erring Treasury employees or complaints filed by persons

against BTr officers and employees for misconduct. The effective

investigation and prosecution of these complaints are keys to ensuring a

disciplined and controversy-free Bureau. An administrative proceeding may

be initiated by the disciplining authority motu proprio or upon complaint of any

other person in writing and subscribed and sworn to by the complainant. In

case initiated by the proper disciplining authority or his/her authorized

representative, a show cause order is sufficient.

Office or Division: Legal Service - Complaints and Investigation Division

Classification: Highly Technical Type of Transaction: G2G – Government to Government

G2C - Government-to-Citizen G2B - Government-to-Business

Who may avail: The Bureau and other concerned entities/agencies


Requesting party must submit at least one (1) hard copy of the following:

1. Memorandum/Letter request/referral for appropriate action; and

2. Supporting documents/ evidence

Official repository of documents to be presented (i.e. SALN-OMB, Service Record-HRMD, etc.)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. The requesting party shall submit his/her request for conduct of legal investigation to Legal Service.

(Note: Requesting party’s participation is passive and shall only wait until referred matter has been

1.1 Receiving and recording of documents

None

10 Minutes Administrative Assistant

Legal Service

1.1.1 The requirements will be received by ODLS and forward the same to CID

None


Legal Service

59

resolved or acted upon.)

1.1.2 Receives the forwarded request and attachments in the Records Management System of the Division. It shall then be transmitted to Attorney V/OIC/ Attorney IV for review and distribution of assignment.

None

5 Minutes Administrative Officer

Complaints and Investigation

Division

1.2 Assigning of Legal Investigation and Preparation of Mission Order

None



Division

Attorney V/OIC/Attorney IV


Division

Director III

Legal Service

1.2.1 Reviews the document, identify to whom the investigation will be assigned, and instructs the preparation of Mission Order.

None

5 Minutes Attorney V/OIC/Attorney IV


Division

1.2.2 Drafts and prepares the Mission Order.

None



Division

1.2.3 Reviews the Mission Order and puts initial, if found in order. It will be submitted through Records

None



Division

60

Management System the document to the Director for approval.

1.2.4 Reviews, approves and signs in Records Management System uploaded Mission Order.

None 5 Minutes Director III Legal Service

1.3 Conduct of Legal Investigation Conducts legal investigation by coordinating with the concerned government agencies/offices to verify, validate or confirm the authenticity and genuineness of the documents submitted for legal investigation.

After verification of the documents in concerned government agencies and gathering of relevant information, a corresponding report should be made, subject to review and approval of the Immediate Supervisor and Director.

None

10-20 days

(Note: 1. It excludes waiting time for the response/ confirmation of concerned government and private entities/ agencies/ offices; 2. Subject to extension depending on complexity of legal issue)

Special Investigator


Division



Division

Director III Legal Service

61

2. Requesting party

receives a copy of

the legal

investigation

Report

2.1 Releasing 2.1.1 Administrative Officer shall serve the report to the requesting party. A file copy shall be retained.

None 10 Minutes Administrative Officer


Division

TOTAL: None 20 Days

62

b. For Background Investigation

The Complaints and Investigation Division, in the fulfillment of its mandate, is

tasked to provide background investigation on new entrants of the Bureau,

pursuant Section 26 (1), Chapter 5, Subtitle A, Title I, Book V, Executive Order

No. 292 series of 1987, otherwise known as the Administrative Code of 1987

and subject to Republic Act No. 10173, otherwise known as the Data Privacy

Act of 2012, its Implementing Rules and Regulations and other issuances by

the National Privacy Commission. This includes among others, the verification

of qualifications, including occupational competence, moral character and

devotion to duty of a new entrant. The results of the investigation shall be

used as a basis for recommending the approval or disapproval of the

appointment to a permanent position of the new entrants in the Bureau.

Office or Division: Legal Service - Complaints and Investigation Division Classification: Highly Technical

Type of Transaction: G2G – Government-to-Government G2C - Government-to-Citizens G2B - Government-to-Business

Who may avail: The Bureau and its concerned officials/offices


Requesting party must submit at least one (1) hard copy of the following: 1. Memorandum request for the

conduct of legal investigation 2. Personal Data Sheet of the subject

entrant 3. Personal History Statement 4. NBI Clearance 5. Court Clearance 6. Clearance from previous employer, if

any 7. Certificate of Employment in relation

to Item 6 8. Barangay Clearance 9. Police Clearance 10. Neuro-Psychological Evaluation

Report 11. Certificate of Eligibility or Certificate

of Professional License, whichever is applicable

12. Authorization Letter authorizing the Bureau to validate the documents submitted by the employee

13. Official Transcript of Records 14. Diploma 15. Certificate of Good Moral Character

from Last School Attended

Documents forwarded by HRMD

63

16. Statement of Assets, Liabilities and Net Worth upon assumption of duties

17. Other documents deemed material in the conduct of investigation


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. The requesting

party shall submit

his/her request for

conduct of legal

investigation to

Legal Service.

(Note: Requesting party’s participation is passive and shall only wait until referred matter has been resolved or acted upon.)

1.1 Receiving and recording of documents

None


Legal Service

1.1.1 All requests for character investigation shall be submitted to the Legal Service. It shall be recorded in the EDDR/Logbook and uploaded to the RMS. Requests with incomplete attachments/ requirements shall not be accepted.

None


Legal Service

1.1.2 Receives the forwarded request and attachments in the Records Management System of the Division. It shall then be transmitted to Attorney V/OIC/ Attorney IV for review and distribution of assignment.

None



Division

64

1.2 Assigning of Legal Investigation and Preparation of Mission Order

None



Division



Division


1.2.1 Reviews the document, identify to whom the investigation will be assigned, and instructs the preparation of Mission Order.

None

5 Minutes Attorney V/OIC/Attorney IV Complaints and

Investigation Division

1.2.2 Drafts and prepares the Mission Order.

None



Division

1.2.3 Reviews the Mission Order and puts initial, if found in order. It will be submitted through Records Management System the document to the Director for approval.

None



Division

1.2.4 Reviews, approves and signs in Records Management System uploaded Mission Order.

None 5 Minutes Director III Legal Service

65

1.3 Conduct of Legal Investigation Conducts legal investigation by coordinating with the concerned government agencies/offices to verify, validate or confirm the authenticity and genuineness of the documents submitted for legal investigation.

After verification of the documents in concerned government agencies and gathering of relevant information, a corresponding report should be made, subject to review and approval of the Immediate Supervisor and Director.

None

10-20 days

(Note: 1. It excludes waiting time for the response/ confirmation of concerned government and private entities/ agencies/ offices; 2. Subject to extension depending on complexity of legal issue)

Special Investigator


Division



Division


2. Requesting party receives a copy of the legal investigation Report

2.1 Releasing 2.1.1 Adminis-trative Officer shall serve the report to the requesting party. A file copy shall be retained.

None 10 Minutes Administrative Officer


Division

TOTAL: None 20 Days

66

c. Post-Qualification Investigation

The Complaints and Investigation Division is mandated to conduct legal

investigation in relation to procurement laws. Upon the request of the units of

the Bureau, the Complaints and Investigation Division conducts post-

qualification investigation on contractors, suppliers or entities that have official

transactions with the Bureau in accordance with Republic Act (RA) No. 9184,

otherwise known as the Government Procurement Reform Act. Results of the

post qualification investigation are used as basis for recommending the

accreditation of concerned contractors, suppliers or entities to conduct official

transactions with the Bureau.

Office or Division: Legal Service - Complaints and Investigation Division Classification: Highly Technical

Type of Transaction:

G2G – Government-to-Government G2C - Government-to-Citizens G2B - Government-to-Business

Who may avail: The Bids and Awards Committee, PSMD and other concerned offices of the Bureau


Requesting party must submit Co