Office of the Municipal Mayor

 
Providing information or rules of a general or permanent character in implementation or execution of constitutional or statutory powers.
Office/Division: Municipal Mayor’s Office
Classification: Complex
Type of Transaction: G2G – Government to Government , G2C – Government to Citizen
Who may avail: Government and Citizens
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.1 Prepare Executive Order as directed by Municipal Mayor None 30 minutes Clerk
1.2 Sign the Executive Order None 2 minutes Municipal Mayor
1.3 Dissiminate Executive Order to Committee/Offices and to public None 2 hours Messenger
TOTAL None 2 hours and 32 minutes
 
A special order of the government. It is issued for day to day administration. It is a document typically used for communication within an organization.
Office/Division: Municipal Mayor’s Office
Classification: Simple
Type of Transaction: G2G – Government to Government , G2C – Government to Citizen
Who may avail: Government and Citizens
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.1 Prepare Memo as Directed by Municipal Mayor None 5 minutes Clerk
1.2 Sign the Office Memo None 2 minutes Municipal Mayor
1.3 Dissiminate Office Memo to Offices and to public None 30 minutes Messenger
TOTAL None 37 minutes
 
A written document that informs the employees, NGOs, CSOs about an upcoming meeting, the date, time, place, and agenda.
Office/Division: Municipal Mayor’s Office
Classification: Simple
Type of Transaction: G2G – Government to Government, G2C – Government to Citizen
Who may avail: Government and Citizens
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.1 Prepare Memo as Directed by Municipal Mayor None 5 minutes Clerk
1.2 Sign the Notice of Meeting None 2 minutes Municipal Mayor
1.3 Dissiminate Notice of Meeting to Offices, NGOs, and CSOs None 30 minutes Messenger
TOTAL None 37 minutes
 
This is to order the employees to travel to identify the travel purpose and includes necessary information about the travel.
Office/Division: Municipal Mayor’s Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Communication Letter Employees
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present Communication Letter
 1.1 Receive and prepare Travel Order None 5 minutes Mayor’s Clerk
1.2 Sign the Travel Order None 2 minutes Municipal Mayor
1.2 Release the travel order to employee None 2 minutes Mayor’s Clerk
TOTAL None 9 minutes

 

SALN is required by law under Article XI Section 17 of the 1987 Constitution and Section 8 of Republic Act No. 6713, the “Code of Conduct and Ethical Standards for Public Officials and Employees”. It includes a waiver authorizing the Ombudsman or his authorized representatives to attain documents that may show assets, liabilities, net worth, business interests, and financial connections from all appropriate government agencies.
Office/Division:Municipal Mayor’s Office
Classification:Simple
Type of Transaction:G2G – Government to Government
Who may avail:Government Employees
CHECKLIST OF REQUIREMENTSWHERE TO SECURE
1. Filled out SALNLGU Employee
2. Filled out SALN with Receipt (For Teachers)Municipal Treasurer’s Office
CLIENT STEPSAGENCY ACTIONFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Employee must submit Filled out SALN
1.1 Receive SALN from employee (with receipt for Teachers)
None
2 minutes
Clerk
(For Teachers) Must submit filled out SALN with Receipt₱ 75.00
 1.2 Sign the SALNNone2 minutesMunicipal Mayor
 1.3 Return the SALN with Mayor’s signature to employeeNone2 minutesClerk
 TOTAL₱ 75.004 minutes

OFFICE OF THE MUNICIPAL VICE-MAYOR/ SANGGUNIANG BAYAN/ SECRETARY TO THE SANGGUNIAN

 
Compliance of the requisites set forth by the Office of the Sangguniang Bayan for approval of Barangay Ordinances.
Office/Division: Office of the Sanggunian Bayan
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: All Barangay in the Municipality
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Transmittal Letter Punong Barangay/ Barangay Secretary
2. Original copy of the approved Ordinances in seven (7) copies
 Barangay Secretary
3. For those Barangays with penal provisions, attach the following: Barangay Secretary
a. Minutes of Public Consultation
b. Copy of duly accomplished attendance during the public hearing/ public consultation
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Release of the approved SB Resolution 1. Receive and check the completeness of the required documents None 20 minutes Secretary to the SB
1.1 If incomplete advice the client to submit the lacking documents and submit to the Office of the Secretary to the SB; if complete, the Barangay Ordinance will be for inclusion in the Order and Calendar of Business
1.2 SB refers to Committee concerned
1.3 Committee as a whole conducts public hearing
1.4 If the documents are all in order, SB Committee Chairperson, will have its Committee Report for inclusion in the Calendar of Business for deliberation
1.5 If there are no objections, Barangay Ordinance thru a resolution will be declared valid
2. Client makes a follow up of the Barangay Ordinance 2.1 Approved resolution will be released to the client with a copy of Barangay Ordinance None 5 minutes LLSA II
3. Releasing of approved Resolution 3.1 Release to the client None 15 minutes Administrative Aide VI
TOTAL None 40 minutes
 
The Barangay concern must have to comply the requisites as to the passage of their respective Barangay Annual/Supplemental Budgets before the Sangguniang Bayan approves the same.
Office/Division: Office of the Sanggunian Bayan
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All Barangay in the Municipality
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Transmittal Letter together with its supporting documents for barangay budgets as required in seven (7) copies which includes: Barangay Treasurer/ Barangay Secretary
a. Annual/Supplemental Budget
b. Various barangay plans to support to AIP if it’s an Annual Budget
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. The client submits the Barangay Annual/ Supplemental budgets in seven (7) copies
 1.1 Stamp, receive and check the completeness of the documents
None
20 minutes
Local Legislative Staff (LLSA II)
1.2 Receive the Barangay Annual/ Supplemental Budget is for inclusion the Order and Calendar of Business for the next regular session
1.3 SB endorses to the LFC said document for review, assessment and comments
5 days
Secretary to the SB
1.4 After review, it is returned to the SB for legislation
1.5 The document is ready for inclusion in the Order and Calendar of Business for presentation and approval in the succeeding session Depending on the receipt of the reviewed document Local Legislative Staff (LLSA II)
1.6 SB declares valid thru a resolution of the Barangay Annual/ Supplemental Budget upon endorsement of LFC for its aprroval 3 days after SB Session Secretary to the SB
2. Release of the approved resolution 2.1 The SB Resolution with the Barangay Annual/ Supplemental Budget is released None 8 minutes Local Legislative Staff (LLSA II)
TOTAL None 8 days and 28 minutes/ Depending on the receipt of the reviewed document

OFFICE OF THE MUNICIPAL TREASURER

 
Accountable forms are defined as forms that have the potential to confer a benefit on someone or some organization internal or external to the Government
Office/Division: Municipal Treasurer’s Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All Barangay Treasurer
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Requisition and Issue Slip
Municipal Treasurer’s Office-Revenue Collection Clerk
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Submit the Requisiton and Issuance Slip -in2 copies to the Revenue Collection Clerk
 1.1 Receive the required documents and check for completeness
Accountable Form Fee – PHP 300.00
15 minutes
Revenue Collection Clerk
1.2 Start processing the request
2. Pay the required fees at the Municipal Treasurer’s Office 2.1 Accept the payment and Issue the Official Receipt
TOTAL PHP 300.00 15 minutes
 
The Petty cash fund to be set up shall be sufficient for the recurring petty operating expenses of the agency for on month. The cash advance shall not be used for payment of regular expenses, such as rentals, subsciptions, light and water bills and the like.
Office/Division: Municipal Treasurer’s Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Municipal Officials & Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Cash Advance for Emergency Purchase of Supplies, Materials and Spare Parts
1. Purchase Request – 1 day before (2 copies)
Requesting Office
2. Certificate of Emergency Purchase
Municipal Engineering Office
3. Certificate of inspection and acceptance
 Requesting Office to be signed by Inspector and acceptance officer
4. Report of Waste Materials, in case of replacement/repair
Municipal Engineering Office
5. Bills, receipts, sales invoices
Suppliers/Requesting Office
6. Canvass from at least three suppliers for purchases involving Php 1,000.00 and above
Requesting Office
7. Summary/Abstract of Canvass (Emphasis Supplied)
Requesting Office
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Proceed to the Petty Cash Custodian and submit required documents (see checklist requirement) for reimbursement of expenses. 1.1 Petty Cash Custodian to check the completeness of submitted documents required for reimbursement of expenses None 1 day Municipal Treasurer or the Petty Cash Custodian
2. Sign box A and D of the petty cash voucher and receive payment of reimbursement 2.1 Petty Cash Custodian prepare Petty Cash Voucher and pay reimbursement claims None 2 hours Municipal Treasurer or the Petty Cash Custodian
TOTAL None
1 day and 2 hours
 
The tax ordinance levying the community tax shall authorize the city or municipal treasurer to deputize the barangay treasurers to collect the community tax in their respective jurisdictions. Such deputation shall be limited to the community tax payable by individual taxpayers and shall be extended only to barangay treasurers who are properly bonded in accordance with applicable laws. The proceeds of the community tax collected through the barangay treasurer shall be apportioned as follows; a) Fifty percent (50%) shall accrue to the general fund of the municipality concerned, and b) Fifty percent (50%) shall accrue to the barangay where the tax is collected.
Office/Division: Municipal Treasurer’s Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Barangay Treasurer
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
2a) Requisition of Accountable Form BIR Form No. 0016 (Community Tax Certificate)
1. Requisition and Issue Slip
Office of the Municipal Treasurer
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Accomplished Requisition and Issue Slip – 3 copies 1.1 Validate the document None 10 minutes Barangay Treasurer
2. Sign the Requesed by box in the lower portion 2.1 Signed the approved by box None 10 minutes Municipal Treasurer
3. Sign the received box in the lower portion 3.1 Signed the approved by box None 10 minutes MTO Staff
TOTAL None 30 minutes
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
2b) Remittance of Community Tax collected by the Barangay Treasurer
1. Duplicate copies of BIR form 0016 (Community Tax Certificate)
Respective Barangay Treasurer
2. Report of Collection and Remittance -Excel format
Respective Barangay Treasurer
3. Cash
Respective Barangay Treasurer
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1 a) Detach from the booklet duplicate copies of the Community tax issued. Accomplished Report of Collection and Remittance; a) collections ,b) summary of collections, c) accountability for Accountable forms, d) Certification and the corresponding cash. None 30 minutes Barangay Treasurer
b.) Proceed to the Mun. Treasurer’s Office bring along the booklet of Community Tax Certificate, the duly accomplished Report of /collection and Remittance and the corresponding cash. Check each issuance of official receipt and total the collections.Check also the quantity of official receipts received, issued and balances. Signed box E ACKNOWLEDGEMENT acknowledging the report and cash and the date of remittance. Municipal Treasurer or the Liquidating Officer
TOTAL None 30 minutes

MUNICIPAL BUDGET OFFICE

 
Certify as to existence of available appropriation.
Office/Division: Municipal Budget Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Agency Offices
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Obligation Request (OBR) duly signed by the Department Head Clients (Agency Offices)
2. Disbursement Voucher Clients (Agency Offices)
3. Appendix A & B Clients (Agency Offices)
4. Travel Order Clients (Agency Offices)
5. Certificate of Appearance
 Clients (Agency Offices)
6. Trip Tickets Clients (Agency Offices)
7. Post Travel Narrative Report
 Clients (Agency Offices)
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Claimants and Accounting Unit submit Vouchers and Payrolls, respectively together with all its supporting documents and 3 copies of the Obligation Request (OBR) with signature of the Department Head 1.1 Receives the Vouchers and Payrolls together with all its supporting documents and 3 copies of the Obligation Request (OBR) with signature of the Department Head None 1 minute MBO Staff
1.2 Check with the Registry of Appropriation, Allotments and Obligations (RAO) on the availability of appropriation/allotment None 2 minutes Municipal Budget Officer/ Imelda A. Renegado
1.3 Provide Obligation Request Number and date of obligation None 5 minutes MBO Staff
1.4 Signs the Obligation Request None 1 minute Municipal Budget Officer/ Imelda A. Renegado
1.5 Forward the Obligation Request together with all its supporting documents to the Accounting Unit None 1 minute MBO Staff
TOTAL None 10 minutes
 
Evaluate as to existence of available appropriation and assess whether the proposed procurement is supported with Project Procurement and Management Plan.
Office/Division: Municipal Budget Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Agency Offices
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Purchase Request (PR) Clients (Agency Offices)
2. Program of Works Clients (Agency Offices)
3. Plans Clients (Agency Offices)
4. Program or Training Design
 Clients (Agency Offices)
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Various offices submit Purchase Requests together with all its supportring documents and duly signed by the Requesitioning Department Head 1.1 Receives the Purchase Requests together with all its supporting documents and duly signed by the Requesitioning Department Head None 1 minute MBO Staff
1.2 Check with the Registry of Appropriations, Allotments and Obligations (RAO) as to the existence of appropriation/allotment None 2 minutes Municipal Budget Officer/ Imelda A. Renegado
1.3 Provide Purchase Request Number and Date None 1 minute MBO Staff
1.4 Forward the Purchase Request together with all its supporting documents to the Accounting Unit None 1 minute MBO Staff
TOTAL None 5 minutes
 
Assist the Sangguniang Bayan in the review of budgets of the 20 component barangays.
Office/Division: Municipal Budget Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Barangays
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Barangay Budget Barangay
2. Annual Investment Program together with the ff:
 Barangay
a. Indicative Annual Procurement Plan
b. DILG-endorsed GAD Plan and Budget
c. Barangay Disaster Risk Reduction and Management Plan
d. Barangay Nutrition Action Plan
e. Work and Financial Plan for Senior Citizens (SCs) and Persons with Disabilities (PWDs)
f. Barangay Council for the Protection of Children (BCPC) Work and Financial Plan
g. Registry of Appropriations, Allotments and Obligations (RAO)
h. Status of Appropriations, Allotments and Obligations (SAAO)
i. Financial Statements
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Brgy. Treasurer submits Barangay Budget with endorsement letter for preliminary/ technical review
 1.1 Receive Barangay Budget with all its supporting documents None 1 minute None
1.2 Check the barangay budget as to completeness of the prescribed budget preparation forms and other required supporting documents None 15 minutes None
1.3 Review the budget as to compliance to budgetary requirements and limitations None If without discrepancies – 2 days and if with discrepancies – 5 days None
1.4 Prepare review letter None 3 minutes None
1.5 Endorse the barangay budget to the Office of the Sangguniang Bayan for final review and approval None 5 minutes None
TOTAL None If without discrepancies – 2 days & 24 mintues and if with discrepancies – 5 days & 24 minutes

OFFICE OF THE MUNICIPAL ACCOUNTANT

 
To check the completeness of Disbursement Vouchers
Office/Division: Municipal Accounting Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Checklist varies on the kind of transaction based on Municipal Accounting Office
COA Circular 2012-001 dated June 14, 2012
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Municipal Budget Office submits Disbursement Vouchers
 1.1 Receive the logbook from Budget Office None 2 minutes Accounting Staff
1.2 Conduct pre-audit on completeness of Disbursement Vouchers & Review/Prepare Checklist None 10 minutes simple (travel, AICS, training, etc.) Municipal Accountant
1 hour for procurement of goods/services
3 hours for contracted projects
1.3 Sign DV (Box A) None 3 minutes Municipal Accountant
1.4 Forward signed DV to MTO with logbook None 3 minutes Accounting Staff
TOTAL
None
 Simple – 18 minutes
Procurement – 1 hour & 8 minutes
Projects – 3 hours & 8 minutes
If with lacking documents/ or for corrections:
*Attach Reasons for returned DV None 5 minutes for simple transactions Municipal Accountant
*Make entry on the logbook the DV details and forward to the concerned office None 20 minutes for procurements/ projects
*For DV returned due to reasons stated on the list:
1. Receives returned DVs with the lacking documents for attachment/ or for corrections
1.1 Conduct pre audit on the returned DV as to the list of reasons stated and review contents
None
 10 minutes for simple transactions Municipal Accountant
30 minutes for procurements/ projects
1.2 Sign DV (Box A) None 5 minutes Municipal Accountant
1.3 Forward signed DV to MTO entry details to logbook None 5 minutes Accounting Staff
TOTAL
None
 Simple – 25 minutes
Procurement/ Projects – 1 hour
 
For processing of bi-monthly salary of employees
Office/Division: Municipal Accounting Office
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Daily Time Record (DTR) HRMO
2. Travel Order/ Application for Leave (for RHU allowances claimed)
Reconcile from HRMO
3. Certification (Transportation Allowance claims)
SB and Municipal Mayor’s Office
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Prepare and print payrolls 1 or 2 days before the 15th and 30th day of the month
 1.1 Prepare and print payrolls
None
1 day
Accounting Staff/ Payroll Maker
1.2 Print Obligation Request per Office to be attached in the payrolls
2. Submit payrolls with complete attachment to Budget Office of Obligation 2.1 Payroll forwarded to Budget Office None 3 minutes Accounting Staff/ Payroll Maker
3. Budget Office submits obligated payrolls 3.1 Review and sign payrolls as to correctness of the services rendered and corresponding appropriation None 20 minutes Municipal Accountant
3.2 Forward payrolls to the Municipal Mayor for approval None 3 minutes Accounting Staff/ Payroll Maker
4. Mayor’s Office submits approved payrolls 4.1 Encode payroll amount to the system (LBP system) None
2 hours
Accounting Staff/ Payroll Maker
4.2 Print the Summary of Payrolls and Payroll Register None
4.3 Check data input and sign the Payroll Register None 10 minutes
Municipal Accountant
4.4 Forward Payroll to MTO for ADA None 2 minutes
TOTAL None 1 day, 2 hours, and 38 minutes
 
For processing of bi-monthly wages of Job Orders/Contractuals and Labor Payrolls
Office/Division: Municipal Accounting Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Daily Time Record (DTR) MEO for labor payrolls/ HRMO for JOs and Contractuals
2. Summary of Payrolls
 MEO for labor payrolls/ HRMO for JOs and Contractuals
3. Accomplishment Reports (per item work accomplished)
 MEO for labor payrolls/ HRMO for JOs and Contractuals
4. Pictures (per project accomplishment)
 MEO for labor payrolls
5. Statement of Completed Project (Last labor payroll)
 MEO for labor payrolls
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Budget Office submits payrolls (with ObR signed)
 1.1 Receive payrolls None 3 minutes
Municipal Accountant
1.2 Control payrolls and review the attachments (based on POW for projects) None 3 hours Depends on the number of labor payrolls
1.3 Forward payrolls to Disbursing Officer None 5 minutes Municipal Accountant/ Accounting Staff
2. Forward Cash Advance after the Payroll has been approved by the LCE 2.1 Sign DV for cash advance None 5 minutes Municipal Accountant/ Accounting Staff
3. Forward Check for Accountant’s bank Advice 3.1 Issue Accountant’s Advice None 10 minutes Municipal Accountant/ Accounting Staff
3.2 Forward to MTO the Accountant’s Advice and checks issued None 3 minutes Accounting Staff/ Payroll Maker
TOTAL None 3 hours and 26 minutes
For Trust Fund Projects:
1. Municipal Engineering Office submits labor payrolls
 1.1 Receive payrolls None 3 minutes Municipal Accountant
1.2 Control payrolls and review the attachments (based on POW for projects) None 2 Hours Depends on the number of labor payrolls for projects Municipal Accountant
1.3 Forward payrolls to Disbursing Officer None 5 minutes Municipal Accountant/ Accounting Staff
2. Forward Cash Advance after the Payroll has been approved by the LCE 2.1 Sign DV for cash advance None 5 minutes Municipal Accountant/ Accounting Staff
3. Forward Check for Accountant’s Bank Advice 3.1 Issue Accountant’s Advice None 10 minutes Municipal Accountant/ Accounting Staff
3.2 Forward to MTO the Accountant’s Advice and checks issued None 3 minutes Municipal Accountant/ Accounting Staff
TOTAL None 2 hours and 26 minutes
 
Conduct physical inspection and evaluate the items delivered if it conforms with the specifications.
Office/Division: Municipal Accounting Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Employees/End User/Suppliers
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Purchase Order End User
2. Delivery Receipt/ Invoices/Billing Statement
Supplier/ End User
3. Inspection & Acceptance Report End User
4. Pictures of the delivered items (Partial/Complete)
 End User
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. End User of the procured goods informs the Inspector of such delivery (Notify the inspector for delivery of supplies and materials)
 1.1 Secure copy of the Purchase Order to check as to quantity and quality based on the specifications stated for substantive inspection None 5 minutes Accounting Staff/ Inspector
1.2 Check details of the items delivered per approved PO, AIR and DR None depends on the volume of items Accounting Staff/ Inspector
2. End user submit the printout of the pictures of the delivered items
 *If items delivered conforms to specifications:
2.1 Receives the proof of delivery documents None 3 minutes Accounting Staff/ Inspector
2.2 Receives the pictures for attachment to support AIR None 2 minutes Accounting Staff/ Inspector
2.3 Sign the Inspection & Acceptance Report under “Inspection” None 2 minutes Accounting Staff/ Inspector
2.4 Return AIR to the end user to be forwarded to the supply officer/ MT for “Acceptance” None 2 minutes Accounting Staff/ Inspector
*If items delivered does not conforms to specifications/ lack of quantity:
The inspector will notify the end-user and supplier the items for Return and lacking in quantity None depends on the volume of items Accounting Staff/ Inspector
TOTAL None 14 minutes (depends on the volume of items)
 
Fuel Slips is issued upon presentation of approved Driver’s Trip Ticket to designated drivers for use of the municipal vehicles and equipment for the operation. This slip is presented to the accredited gasoline station for gassing up of the government vehicles.
Office/Division: Municipal Accounting Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Employees (Drivers)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Approved Request for Municipal Vehicle Official Trip Ticket Mayor’s Office
2. Approved duly filled out Transportation Request Mayor’s Office
3. Fuel Slip Request Mayor’s Office
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
(Drivers)
1. Show completely filled out request/ Trip Ticket 1.1 Check the completeness of the Fuel Request Form None 1 minute Accounting Staff/ Fuel Inspector
1.2 Control and Issue Fuel Slip None 1 minute Accounting Staff/ Fuel Inspector
2. Submit the Delivery Receipt/ Charge Invoice to the Inspector together with the Inspection and Acceptance Report to be submitted to the Office of the Auditor
 2.1 Receive the DR and AIR None 1 minute Fuel Inspector
2.2 Sign the AIR “Inspected” None 1 minute Fuel Inspector
2.3 Forward to the Auditor’s Office within 24 hours None 1 minute Fuel Inspector
TOTAL None 5 minutes
 
To check the completeness of Barangay Disbursement Vouchers for processing of monthly honoraria of Barangay Officials and Personnel.
Office/Division: Municipal Accounting Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Barangay Treasurers/ Barangay Chairman/ Barangay Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Checklist varies on the kind of transaction based on Municipal Accounting Office
COA Circular 2012-001 dated June 14, 2012
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Receives Disbursement Vouchers from Barangay Treasurers
1.1 Conduct pre-audit on completeness of Disbursement Vouchers & Review/ Prepare Checklist
None
 10 minutes simple (travel, AICS, training, etc.)
Barangay Bookkeeper
1 hour for procurement of goods/ services
3 hours for contracted projects
1.2 Post transaction JEV System None 5 minutes Barangay Bookkeeper
1.3 Print JEV None 3 minutes Barangay Bookkeeper
1.4 Review the transaction None 10 minutes Municipal Accountant
1.5 Approve the DV and JEV and JEV posted in the system None 5 minutes Municipal Accountant
2. Receives the approved transactions 2.1 Return the DVs/Payrolls approved None 3 minutes Barangay Bookkeeper
TOTAL
None
 Simple – 36 minutes
Procurement – 1 hour & 26 minutes
Projects – 3 hours & 26 minutes
If with lacking documents/ or for corrections:
*Attach Reasons for returned DV
None
 5 minutes for simple transactions Barangay Bookkeeper
20 minutes for procurements/ projects Municipal Accountant
*Accepts the returned transactions with the Reasons as listed *Return transactions to the Brgy. Treasurer for compliance None 3 minutes Barangay Bookkeeper
*For DV returned due to reasons stated on the list:
1. Receives returned DVs with the lacking documents for attachment/ or for corrections
1.1 Conduct pre audit on the returned DV as to the list of reasons stated and review
None
 10 minutes for simple transactions
Barangay Bookkeeper
30 minutes for procurements/ projects
1.2 Review the transactions returned None 10 minutes Municipal Accountant
1.3 Approves DV and JEV and JEV posted in the system
None
5 minutes
Municipal Accountant
2. Receives the approved transactions 2.1 Return the DVs/Payrolls approved
TOTAL
None
 simple – 33 minutes
procurements/ projects – 1 hour & 8 minutes

OFFICE OF THE MUNICIPAL ENGINEER

 
Office/Division: Municipal Engineering Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Barangay Officials
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Verbal request of Barangay Officials Municipal Engineer/Engineering Staff
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Request for Program of Works
 1.1 Site Inspection NONE 1 hour Municipal Engineer/Engineering Staff
1.2 Preparation for project estimates NONE 8 hours Municipal Engineer
1.3 Type /Encode for finalization of program of works NONE 2 hours Municipal Engineer/Engineering Staff
1.4 Approved by Municipal Engineer NONE 10 minutes Municipal Engineer
TOTAL None 11 hours and 10 minutes
 
Office/Division: Municipal Engineering Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Government Agencies
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Public Infrastructures Municipal Engineer/Engineering Staff
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Request for Program of Works
 1.1 Site Inspection NONE 1 hour Municipal Engineer/Engineering Staff
1.2 Preparation for project estimates NONE 8 hrs. Municipal Engineer
1.3 Type /Encode for finalization of program of works NONE 2hrs. Municipal Engineer/Engineering Staff
1.4 Approved by Municipal Engineer NONE 10 mins. Municipal Engineer
TOTAL None 11 hours and 10 minutes

MUNICIPAL PLANNING AND DEVELOPMENT OFFICE

 
Brgy. Development Plans is one of the supporting of the Brgy. Budget to ensure that all PPA’s appropriated in the Annual Budget are integrated in the approved Annual Investment Plan as mandated by Republic Act 7160.
Office/Division: Municipal Planning & Development Office
Classification: Simple
Type of Transaction: G2C – Government to Government
Who may avail: Applicants for Locational/Zoning Clearance
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Indicative Annual Procurement Plan
 Barangay
2. DILG-endorsed GAD Plan and Budget
 Barangay
3. Barangay Disaster Risk Reduction and Management Plan
 Barangay
4. Barangay Nutrition Action Plan
 Barangay
5. Work and Financial Plan for Senior Citizens and Persons with Disability Barangay
6. Work and Financial Plan for Barangay Council for the Protection of Children (BCPC) Barangay
7. Devolution Transition Plan Barangay
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Barangay Secretary submits Brgy. Annual Investment Program and 20% Priority Development Project with complete supporting plans 1.1 Receives Brgy. Annual Investment Program and 20% Priority Development Project with complete supporting plans None 5 minutes MPDO Staff
1.2 Check the AIP as to completeness of supporting plans None 6 minutes MPDO Staff
1.3 Review the AIP aas to compliance to planning and budgetary requirements and limitations None if without discrepancies – 3 days and if with discrepancies – 4 days MPDO Staff
1.4 Attest as to the completeness of the Barangay Development Investment Plan None 5 minutes Planning Officer/ Zoning Administrator/ Engr. Ricardo M. Renegado, Jr.
1.5 Return to the Barangay Secretary the reviewed Annual Investment Program None 3 minutes MPDO Staff
TOTAL None 3 days and 19 minutes (if without discrepancies) ; 4 days and 19 minutes (if with discrepancies)

GENERAL SERVICES OFFICE

 

Service Information: To monitor daily deliveries of Fuel, Oil and Lubricants
Office/Division:General Services Office
Classification:Simple/Complex
Type of Transaction:G2G – Government to Government
Who may avail:Solidwaste waste management focal person, designated drivers for compactor/dumptruck/backhoe
CHECKLIST OF REQUIREMENTSWHERE TO SECURE
DriversGSO
CLIENT STEPSAGENCY ACTIONFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
GSO1. Prepare Daily Trip Ticket for approval of the Municipal MayorNone GSO
 2. Issue Fuel Slip   
 3. Prepare Inspection & Acceptance Report based on the Delivery Receipt issued and attach PO andor contract/NTPNone5 minutesGSO Clerk
 3.1 Forward the IAR to the Inspector for the inspection of goods and sign the Acceptance as well.None2 minutes 2 minutesGSO Clerk GSO (signs acceptance)
 3.2 Forward the IAR to the Auditor’s OfficeNone1 minuteGSO Clerk
  Simple10 minutes 
  Procurement30 minutes 
  Projects30 minutes 
     
 2. Post the DR on the Schedule of Fuel ExpensesNone5 minutesGSO
 2.1. File copy of the Approved Trip TicketsNone GSo
 TOTALNone1 hour and 15 minutes
 
Office/Division: General Services Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Inspection and Acceptance Report
 BAC Sec
2. PO BAC Sec
3. Delivery Receipt
Supplier/Inspector
4. Pictures Supplier/Inspector
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. The Inspector notifies the GSO about the deliveries made during the day 1. Check the items delivered None 30 minutes GSO
2. Signs on the portion “Acceptance”
3. Post items on Stock Cards
4. Prepare ARE/ICS
5. Furnish copy of ARE/ICS to the Accountable Person
TOTAL None 30 minutes
 
Office/Division: General Services Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1.Requisition Issue Slip (RIS)
Requesting Office present RIS to GSO Staff
2. SSMRI
3. Submit Monthly Report to Accounting Office
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Requisition Issue Slip 1. Fill-out Requisitioning Issue Slip None 3 minutes Requisitioning Office
2. Check availability of supplies in consonance with Inspection & Acceptance Report. If supplies are available, chronologically number RIS None 10 minutes GSO/GSO Clerk
3. Issuance/approval of requested supplies None 2 minutes GSO/GSO Clerk
4. Collate RIS every end of the month & prepare Report of Materials Received and Issued including stock cards maintained & submit report to COA & City Accounting Office None 2 hours GSO Clerk
TOTAL None 2 hours and 15 minutes
 
Office/Division: General Services Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1 Inventory Report GSO/GSO Clerk
2. ARE/ICS files GSO/GSO Clerk
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Conduct Inventory Report 1. Conduct Physical Count Inventory before the year ends None Office supplies – 2 days / PPE’s 2 days GSO/ GSO Clerk/ Inventory Comm
2. Reconcile with the Accounting Office on the recording of Inventories and PPEs, Road Networks None 2 days GSO/GSO Clerk
3. Update the stock cards on supplies, Road Network Property Cards, Propertyy Cards. and prepare the corresponding report for submission to Accounting Office and COA at yearend. None 3 days GSO/GSO Clerk
4.Make proper report on the missing/lost and unserviceable items to LCE None 1 day GSO
TOTAL None 10 days
 
Office/Division: General Services Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Employee’s Clearance
Requesting Employee or HR
2. ARE/ICS files
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Clearance 1.Determine which properties are to be re ARE’d or returned. None 30 minutes GSO/GSO Clerk
2. Check completeness of documents submitted None 30 minutes GSO/GSO Clerk
3. Inspect the items with ARE under his/her name None 3 hrs GSO/GSO Clerk
4. Sign Clearance from Property Accountabilities None 2 minutes GSO
TOTAL None 4 hours and 2 minutes

 

Office/Division:General Services Office
Classification:Simple/Complex
Type of Transaction:G2G – Government to Government
Who may avail:Employees
CHECKLIST OF REQUIREMENTSWHERE TO SECURE
1.Request/ Notification of Scheduled Event
 
Requesting Office present RIS to GSO Staff
  
CLIENT STEPSAGENCY ACTIONFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1.Notice1.Check the notice of the event, theme, time, venue, and instructionsNone30 minutesGSO/ GSO Clerk/ Foreman/ Maintenance Personnel
 2. Provide the kind of logistics neededNone4 hours 
 TOTALNone4 hours and 30 minutes
 
Office/Division: General Services Office
Classification: Simple/Complex
Type of Transaction: G2G – Government to Government
Who may avail: Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1.Request for maintenance
Requesting Office present RIS to GSO Staff
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Receive Requests for Maintenance 1. Fill out and receive request and let the foreman checks the availability of materials needed for the maintenance and available personnel None 30 minutes Requesting Office/ GSO/ GSO Clerk/ Foreman/Maintenance Personnel
2. Issue the materials need and assign personnel who will undertake the maintenance requested None 30 minutes Property Officer/Personnel
3. Fill in the Action Taken on the Request Form None 30 minutes Property Office
TOTAL None 1 hour and 30 minutes

BIDS AND AWARDS COMMITTEE

 
Procurement Request of Goods – Items, Supplies and Materials received by the Bids and Awards Committee Secretariat from all requesting agency. All procurement shall be done through competitive bidding except as provided in R.A. 9184. Resort to alternative methods shall be made based on R.A. 9184 and its IRR.
Office/Division: Bids and Awards Committee
Classification: Technical/Secretariat
Type of Transaction: G2G – Government to Government
Who may avail: All LGU Offices
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Purchased Request (3 copies) Requesting Department
2. Project Proposal or Program of Work if applicable
 Requesting Department
3. Approved Annual Procurement Plan (APP)
 BAC Secretariat
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit approved Purchased Request (PR) to BAC Secretariat together with the required documents 1.1 Review submitted PR then attached approved APP None 1 hour BAC Secretariat
1.2 Posting of Invitation to BID None seven (7) calendar days BAC Secretariat
1.3 Prepare the Bidding Documents None 1 day BAC Secretariat
1.4 Set schedules for the procurement activities (from Pre-procurement Conference to approval of Notice of Award (NOA) None 119 calendar days based on Annex “C” of the 2016 IRR of RA 9184 BAC Secretariat
1.5 Approval of BAC Resolution and Issuance of NOA to winning bidder None 1 calendar day Head of Procuring Entity (HOPE)
1.6 Prepare Contract Agreement (CA) or Purchase Order (PO) None 10 calendar days (based on Annex “C” of the 2016 IRR of RA 9184) BAC Secretariat/ Admin Office Staff
1.7 Forward Contract Agreement or Purchase Order to HOPE for approval None 20 or 30 calendar days (based on Annex “C” of the 2016 IRR of RA 9184) BAC Secretariat/ Admin Office Staff
1.8 Preparation of Obligation Request (ObR) for signature of the Budget Officer None 1 day End User/ Admin Office Staff/ BAC Secretariat
1.9 Issuance of Notice to Proceed (NTP) None 1 day BAC Secretariat/ Admin Office Staff
TOTAL None 160 or 170 CD, 1 hour
 
Procurement Request of Goods – Items, Supplies and Materials received by the Bids and Awards Committee Secretariat from all requesting agency. All procurement shall be done through competitive bidding except as provided in R.A. 9184. Resort to alternative methods shall be made based on R.A. 9184 and its IRR.
Office/Division: Bids and Awards Committee
Classification: Technical/Secretariat
Type of Transaction: G2G – Government to Government
Who may avail: All LGU Offices
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Purchased Request (3 copies) Requesting Department
2. Project Proposal or Program of Work if applicable
 Requesting Department
3. Approved Annual Procurement Plan (APP)
 BAC Secretariat
4. Request for Quotation (RFQ)
 Requesting Department
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit approved Purchased Request (PR) to BAC Secretariat together with the required documents 1.1 Review submitted PR then attached approved APP None 1 hour BAC Secretariat
1.2 Posting of RFQ to Philgeps Website for Negotiated Procurement- Small Value Procurement with ABC above Php 50,000.00 None three (3) calendar days BAC Secretariat
1.3 Evaluate and Rank Quotation/s None 1 working day BAC Members/ BAC Secretariat
1.4 Prepare documents for award (Abstract of quotation, Purchase Order and BAC Resolution) None 1 working day BAC Secretariat/ Admin Office Staff
1.5 Issuance of Notice of Award (NOA) to the winning bidder None 2 working days Head of Procuring Entity (HOPE)
1.6 Issuance of Notice to Proceed (NTP) None 1 working day BAC Secretariat/ Admin Office Staff
1.7 Winning Bidder to deliver the purchased items/supplies None Minimum of 10 or 15 calendar days after receipt of NTP BAC Secretariat/ Admin Office Staff
TOTAL None 18 or 23 CD, 1 hour

HUMAN RESOURCE MANAGEMENT OFFICE

 
Employees accrued leave credits each month and such credits may be used by the employee when the need to temporarily leave from work arises, either due to illness or personal circumstances. Actual leave are deducted from the leave credits.
Office/Division: Office of the Municipal Mayor/ HRMO
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All LGU Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. CSC Form 6 or Application for Leave Form HRMO
2. Medical Certificate for Sick Leave (exceeding 5 days)
 Hospital/Clinic/RHU
3. CSC Form 7 or Clearance from money and/or property responsibilities, if claiming terminal leave HRMO
4. Photocopy of birth certificate of newly born child for Paternity Leave PSA/LCR
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Request hard or soft copy of Application for Leave form 1.1 Provide the Application for Leave form None 3 minutes HRMO/HRMO Staff
2. Fill out the Application for Leave form in 4 copies 2.1 Receives Application for Leave form None 2 minutes HRMO/HRMO Staff
3. Submit the accomplished Leave form including the documentary requirements 3.1 Review completeness of documentary requirements and certify leave balances None 10 minutes HRMO
3.2 Forward to Recommending Authority for approval None 10 minutes HRMO/HRMO Staff
3.3 Forward to Office of the Mayor for approval None 10 minutes HRMO/HRMO Staff
3.4 Releases the copy of approved/disapproved leave application to employee concerned None 5 minutes HRMO/HRMO Staff
4. Receive the copy of approved/disapproved leave application 4.1 Record the approved leave application None 5 minutes HRMO/HRMO Staff
TOTAL None 45 minutes
 
Service Records, Certifications (Employment, Loan, Maturity, Leave Credits, etc.)
Office/Division: Office of the Municipal Mayor/ HRMO
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All LGU Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request Form HRMO
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submits request form 1.1 Prepare the requested certification/record None 10 minutes HRMO/HRMO Staff
1.2 Sign the requested certification/record by authorize signatory None 5 minutes HRMO/ Municipal Mayor
2. Signs the logbook for release of requested certification/record 2.1 Release the requested certification/record None 3 minutes HRMO/HRMO Staff
TOTAL None 18 minutes