SOP Exhibits

Title:

Mandatory Minimum Supporting Documents for Common Transactions

SOP Number : FS-GP16

ANNEX A

MANDATORY MINIMUM SUPPORTING DOCUMENTS FOR COMMON TRANSACTIONS

1. FIRST SALARY

1.1 UNDER AN ORIGINAL APPOINTMENT

1.1.1 Certified true copy of approved appointment (verified from approved plantilla);
1.1.2 Oath of Office;
1.1.3 Statement of Assets and Liabilities;
1.1.4 Certificate of Service/Daily Time Record; and
1.1.5 Certificate/Notice of Assumption of Office.

1.2 IN CASE OF REINSTATEMENT

1.2.1 Same as requirements in nos. 1.1.1 to 1.1.5; and
1.2.2 Certificate that the appointee has not received any retirement or lay-off gratuity and that the leaves commuted, if any, have all been enjoyed before reinstatement or that the unexpired portion for the leave commuted had been refunded, unless arrangements had been made by the appointee to refund the amount to the paying office.

1.3 IN CASE OF TRANSFER

1.3.1 Certified true copy of approved appointment and authority to transfer;
1.3.2 Same requirements as in nos. 1.1.2 to 1.1.5;
1.3.3 Clearance from cash and property accountability from previous office;
1.3.4 Certificate of leave credits earned from office where appointee was formerly employed;
1.3.5 Certificate showing when the appointee left his former official station. The salary incident to the new position begins to accrue from the date the appointee leaves his former station provided the travels to his new station in ordinary course, otherwise he shall be allowed such salary prior to arrival at his new station for such time only as is ordinarily consumed in travel between the two stations; and
1.3.6 Last salary received duly certified by the Chief Accountant of the former office.
2. PROMOTIONS AND SALARY DIFFERENTIALS
2.1 Certified true copy of approved appointment duly attested by CSC;
2.2 Certificate of Service or Daily Time Record; and
2.3 Certificate/Notice of Assumption to New Position.

3. COMMUTATION OF LEAVE
3.1 Approved Application for Leave of Absence (ALA);
3.2 Clearance if in excess of thirty days; and
3.3 Medical Certificate, in case of sick or maternity leave.
4. TERMINAL LEAVE

4.1 Approved ALA;
4.2 Complete Service Record;
4.3 Clearance from Money, Property and Legal Accountability;
4.4 Fiscal’s Clearance (Place of Residence);
4.5 Affidavit of Applicant that he/she has no pending criminal case (RA 3019);
4.6 Statement of Assets and Liabilities;
4.7 Certified true copy of:

4.7.1 Last appointment
4.7.2 Appointment showing highest salary received if salary under last appointment is not the highest; and,
4.7.3 For Regional Directors/Assistant Regional Directors/Provincial Managers, Clearance from Central Office.
4.8 GSIS Clearance (in case there is no Gratuity Pay adjudication from GSIS)
5. RETIREMENT PAY OPTIONAL

5.1 Same as requirements in nos. 4.1 to 4.8; and
5.2 GSIS Retirement Gratuity Adjudication.

6. OVERTIME PAY

6.1 Certified true copy of the authority to render overtime work with pay duly approved by the Head of Department/Office;
6.2 Daily Time Record;
6.3 List of employees authorized to render overtime work or Daily Overtime Authority; and
6.4 Daily Overtime Authority (DOA).

7. TRAVEL EXPENSES

7.1 Before Travel
7.1.1 Travel Order/Mission Order;
7.1.2 Approved Itinerary of Travel (Schedule A);
7.1.3 Schedule of Activities except for those covered by Mission Order; and
7.1.4 Certificate of Undertaking

7.2 Liquidation of Travel Expenses

7.2.1 Copy of Requirements nos. 7.1.1 to 7.1.3;
7.2.2 Certificate of Completion of Travel (Schedule B);
7.2.3 Certificate of Appearance;
7.2.4 Transportation Tickets and Reimbursement Expense Receipts; and
7.2.5 Authority in case travel is cut-short or extended.

8. PURCHASES

8.1 Requisition/RIV/Purchase Request;
8.2 Purchase Order/Letter Order/Contract (original);
8.3 Original Invoice;
8.4 Inspection Report/Waiver of Inspection;
8.5 Result of Test Analysis by Proper Government Agency (if articles are subject to test)
8.6 Emergency Purchase: Canvass papers of at least three (3) bonafide dealers/suppliers except when the amount involved is less than P1,000 or in cases of repeat orders where the price is the same or less than the original price. Repeat orders shall be allowed provided the repeat order shall not result into splitting of requisitions, purchase orders, contracts and payments; the total price of items should not exceed P 1 M except when the previous purchase was done thru public bidding. Repeat order shall be availed of only within the six (6) months period from the date of original purchase order, and certificate of emergency purchase stating the actual conditions at the time of the purchase, the quantity of items needed and the time or period when such items are to be used;
8.7 Purchase thru Exclusive Distributors: Certificate of Being Exclusive Distributors, Certificate that there are no sub-dealers selling at lower prices and that no suitable substitute are available;
8.8 Public bidding for purchases of supplies, materials and equipment in excess of P1 M; Advertisement call for bid, winning bidder’s offer and Bid Tenders of other participants; Letter of Award/Acceptance and Performance Bond of Winning Bidder; and
8.9 Stock Position Sheet for purchases of supplies intended for stock and issue
8.10 Request for pre/post repair inspection report, e.g. purchases of spare parts
8.11 Waste Material Report for purchases of supplies intended for replacement, e.g. spare parts
8.12 Job Order (AFSD) and Bill of Materials and Cost Estimates for purchases of supplies intended for fabrication.
9. NEGOTIATED CONTRACT

9.1 Authority to enter into negotiated contract;
9.2 Contract documents and Performance Bond;
9.3 Plans and Specifications;
9.4 Program of Work and detailed Cost Estimates;
9.5 Notice to Commence Work; and
9.6 Inspection Report and Contractor’s Accreditation.

10. CONTRACT THRU PUBLIC BIDDING

10.1 Same requirements in nos. 9.2 to 9.6;
10.2 Advertisement Call for Bid;
10.3 Winning Bidder’s offer and Bid Tenders of other participants; and
10.4 Letter of Award/Acceptance of Bid Proposal.

11. SUCCEEDING PAYMENTS
11.1 Bill of Creditor and Progress Report of Accomplishment; and
11.2 Inspection Report.

12. PAYMENT FOR CHANGE OF EXTRA WORK ODER AND CONTRACT PRICE ADJUSTMENT
12.1 Requirements in nos. 9, 10 and 11 if not yet in Auditor’s files;
12.2 Certificate of Completion and Final Acceptance;
12.3 Certificate of Final Inspection and Contractor’s Affidavit re: payment of laborers and materialman; and
12.4 Surety Bond, if applicable.

13. FINAL PAYMENT
13.1 Requirements in nos. 9, 10, 11 and 12 if not yet in Auditor’s files;
13.2 Certificate of Completion and Final Acceptance;
13.3 Certificate of Final Inspection and Contractor’s Affidavit re: payment of laborers and materialman; and
13.4 Surety Bond, if applicable.

RELEASE OF 10% RETENTION

a) Authority for release of retention; and
b) Certificate of No-Post Construction Defect.

14. CLAIMS FOR REPAIRS OF EQUIPMENT
14.1 Requirements in nos. 9 and 10 except plans and specifications if repairs are thru negotiated contract or public bidding;
14.2 Job Order/Contract;
14.3 Report of Waste Material;
14.4 Certificate that damage is due to fair wear and tear and not due to negligence; and
14.5 Guaranty of the repairman.