Citizen's Charter

BUDGETARY ACCOUNT SYSTEM AND PROCESSING OF DISBURSEMENT VOUCHERS - UNDER MDS ACCOUNT

 

Activities Persons Involved Time Frame
 
RECEIVING AND RELEASING SECTION
Receives incoming government financial/business documents ( letter, correspondence, fax messages, and other related documents).  Records / registers in the logbook/computer.  Sorts and forwards those documents to the concerned units ( Budget and Accounting Unit) with the initial of Chief or Supervising Admin Officer of this Division.  Assigns and records number of incoming  disbursement voucher to this Division.
 
Records/Registers outgoing financial/business documents (letters, correspondence, disbursement vouchers, Obligation Requests ( ORS), fax messages, and other related documents).
 
 
 
 Romeo Toribio/
Emmanuel Dionela
 
 
 
 
 
 
 
5 mins
 
BUDGET UNIT
Receives from Department of Budget and Management (DBM) the approved General Appropriations Act (GAA) & Special Allotment Release Order (SARO) based on  GAA as a release document.   The Regional Office releases Sub-Allotment Release Order (Sub-ARO) to Operating Units (OUs).  Records the allotment in the respective registries.  
 
 
 
Elaine Raquel Santos/Evelyn C. Juan
 
 
 
 
5 mins
 
Receives budgetary requests for Centrally Managed Projects (CMPs), salaries of new  Teacher I items together with the supporting documents and other requests related to budget from Regional Office, Division Offices (DOs) and  Secondary Schools with Financial Staff (SS w/ FS).  Elaine Raquel Santos/ Minerva Generoso 3 mins
 
Forwards/endorses the budgetary requests of RO, DOs  and SS w/ FS to DBM - NCR. 
 
Elaine Raquel Santos/ Minerva Generoso 3 mins
 
Receives  SARO with corresponding Notice of Cash Allocation (NCA)  for Miscellaneous Personnel Benefit Fund (MPBF), Pension and Gratuity Fund (PGF) and NCA for the regular and other budgetary requests from DBM-NCR.  Regional Office releases  the Sub-ARO with Notice of Transfer of Allocation ( NTA ) to OUs for Lump Sum Appropriations for cash/chalk allowance, hardship pay, equivalent records forms ( ERF), conversion to Master Teacher (MT), reclassification of positions and payment of step increments. Germa Constantino/ Minerva Generoso 2 mins
 
The Budget Unit receives the request for obligations and verifies the validity of supporting documents including PO, JO, and DV.  Prepares the Obligation Request ( ORS), then posts in the registries for PS/MOOE/CO/FE.
 
Germa Constantino 3 mins
 
Reviews and controls the availability and obligated allotments for the purpose / adjustment necessary, then signs the Box B of the ORS
 
Emelina Barrera 3 mins
 
ACCOUNTING UNIT
Receives  4 copies of Disbursement Vouchers(DV), 4 copies of Obligation Request ( OBR) and other necessary documents   e.g payroll , PO, job order, Contract/Sales Invoices , delivery receipt , etc.
 
 
Bookeeper / Accounting staff
3 mins
 
Determines cash availability based on  the  Obligation Request ( OBR) and available Notice of Cash Allocation.  Rechecks the completeness of all  supporting documents and indicate the MDS account  number, NCA number, appropriate account code and other details on the DV
 
Mark Nival / VinceVincent Bernardo 5 mins
 
Verifies and countersigns the completeness of requirements for payment with the signature of Box A and accounting entries in Box B,    then to the Head of the Accounting unit for certification of the availability of funds. Mark Nival / VinceVincent Bernardo 3 mins
 
Controls, reviews  supporting documents then signs the DV.  Certifies the availability of funds
 
Accounting Unit Head 3 mins
 
Final review  and initials as recommending approval to the approving authority
 
Chief Administrative Officer/Supervising Admin Officer 2 mins
 
Logs Outgoing  DV, OBr and other documents
 
 Romeo Toribio/ Emmanuel Dionela 1 min.
     
DV FOR APPROVAL
 
Director  
 
FOR CHECK PREPARATION
 
Cashier  
 
END OF TRANSACTION

 

APPLICATION FOR CERTIFICATION OF LAST PAYMENT (CLP)

AVAILABILITY  OF SERVICE : Monday to Friday (7:00 AM-6:00 PM)
 
Who may avail of the service?
  • Teaching and non-teaching personnel under RPSU payroll

What are the requirements?

  • Division Clearance
  • Service Record
  • DTR

PROCEDURE:

STEP APPLICANT/ CLIENT SERVICE PROVIDER DURATION OF ACTIVITY PERSON IN-CHARGE FEES FORM
1 Submit Division Clearance / Service Record and other requirements as needed for evaluation (e.g. Daily Time Record, copy of Form 7, etc. depending on the nature and date of retirement) to the DepEd Regional Payroll System Unit (RPSU) Check as to the completeness of the requirements Within 5 minutes Receiving clerk     
2   Receive application with complete requirements which computation of overpayments (if there is any) and/or payments due to retiree/client were computed/ checked/ verified/ recorded Within 10 to 20 minutes Data Controller in-charge as per RPSU’s work assignment    
3   Prepare CLP Within 10 minutes Data Controller in-charge as per RPSU’s work assignment    
4   Issue initialed CLP for  the approval of the Regional Accountant/Supervising Administrative Officer Within 3 minutes Data Controller in-charge as per RPSU’s work assignment    
5   Approval/Signature by the Regional Accountant/Supervising Administrative Officer or Authorized Representative Within 10 minutes Supervising Administrative Officer/
Finance Chief
   
END OF TRANSACTION

 

 

APPLICATION FOR CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV) OF SCHOOL RECORDS

AVAILABILITY OF THE SERVICE: Monday to Friday (8:00 AM to 6:00 PM)
- Who may avail of the service?
Kindergarten pupils up to secondary students of both public and private schools in the National Caiptal Region
- Who may avail of the service?
1. Student's Permanent Record (F-137)
2. Diploma (K-12 Graduates)
3. Special Order for Secondary Level (Private School Graduates only from school where he/she graduated)
4. Certification of Enrolment from the Principal or his/her Representative (from the school where he/she graduated)
5. Certification for CAV from Schools Division Superintendent of his/her Representative (from the Division where school is located)
 
STEP APPLICANT/ CLIENT SERVICE PROVIDER DURATION OF ACTIVITY PERSON IN-CHARGE FEES FORM
1 Secure application form from the DepEd Regional Office, Records Section   Within 5 minutes Adm. Asst./ Authorized Employee    
  Download application form at (http://www.depedncr.ph/node/327) and proceed to Step 2          
2 Submit the accomplished application form with complete required documents to the Regional Office, Records Section Check as to the completeness of the requirements Within 10 minutes Adm. Asst./ Authorized Employee    
3   Refer to the Legal Unit in case of discrepancy in the name/date of birth/ place of birth etc. Within 10 minutes Legal Asst./ Attorney III    
4   Receive application with complete requirements and refer to Cashier for payment of Documentary Stamp (P15.00) Within 10 minutes Adm. Asst./ Authorized Employee    
5   Record application which shall be processed in three (3) working days Within 5 minutes Adm. Asst./ Authorized Employee    
6   Issue claim stub and advise applicant to claim his/her documents indicating the date of release of DFA (five (5) working days from date of transmittal) Within 10 minutes Adm. Asst./ Authorized Employee    
7   Retrieval of file of applicants Within 5 minutes Adm. Asst./ Authorized Employee    
8   Verify the authenticity of school records Within 30 minutes Admin. Officer  V    
9   Refer to School/Division concerned in case of discrepancy Within 30 minutes Admin. Officer  V    
10   Preparation of CAVs form to be numbered and initialed Within 1 day Adm. Asst./ Authorized Employee    
11   Review and initial for recommending approval Within 1 day AO  V
SAO
   
12   Approval/Signature of the RD/Authorized Representative Within 1 day Chief AO
ARD
RD
   
END OF TRANSACTION

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