SOP Exhibits

Title:

Annex B - Instructions on How to Fill Out PPE Documents

SOP Number : GS-PS01

ANNEX B

INSTRUCTIONS ON HOW TO FILL OUT PPE DOCUMENTS

I. PPE Receiving Report (PPEARR)

1. Received from -

name of the supplier/issuing supply officer/Donor

2. Address -

address of the supplier/issuing supply officer/Donor

3. Purchase/Transfer/Donation/Others -

nature of PPE receipt.

4. Date

- date of the receipt of PPE from purchase or donation. If received from transfer, indicate the date of the PPEIR.

5. Property

code

- correct PPE code (if purchased locally coordinate with C.O.-GSD)

6. Description

- complete specification of the PPE or details of the PPE including serial number, if any.

7. Date

Acquired

- date the PPE was acquired/date of purchase

8. Quantity

–number of unit/s received

9. Unit Cost

–cost per unit of measurement such as piece, set, etc.

10. Amount

– acquisition cost of the PPE

11. Received by

- name of the receiving supply officer and have him/her sign over his/her printed name

12. Noted by

- name of GSD-PSMD Division Chief / FDC-SSD Division Chief and have him/her sign over his/her printed name (concerned Division Chief of the receiving department (CPMSD - for newly purchased computers / TRSD - for newly purchased equipment shall affix their initials under the name of the GSD-PSMD Division Chief).

II. PPE Issuance Report (PPEIR)

1. Issued to

- name of the receiving employee/Supply Officer

2. Address

office address of the receiving employee/Supply Officer

3. Transfer to C.O/Transfer to R.O./Transfer to P.O./ Donation/ Dumping/ Destruction /Sale/ Others

- nature of PPE issuance

4. Date

- date of issuance of the PPE

5. Property Code

- correct PPE code

6. Serial number

- serial number of the equipment

7. PPE Specification

- specific description of the PPE

8. Date Acquired

- date the PPE was acquired/date of purchase

9. Acquisition Cost

- total cost the PPEs have been acquired. To be filled out by the GSD/Lead Department / AGS and validated by ASD / F.O. Accounting Unit

10. Accumulated Depreciation

- (if transfer) total amount of accumulated depreciation at the date of transfer. To be filled out by the ASD / F.O. Accounting Unit.

11. Book Value - net book value (net of accumulated depreciation). To be filled out by the ASD / F.O. Accounting Unit.

12. Issued by - name of the issuing department signed by the concerned Division Chief and countersigned by the GSD, PMSDS.
13. Received by - name of the receiving employee and have him/her sign over his/her printed name.
14. Date Received - date the PPE was received
15. Approved by - name of GSD-PSMD Division Chief.
16. Driver’s Printed name and Signature - name of the driver of the delivery vehicle
17. BL No. - Bill of Lading Number.

III. Property Acknowledgement Receipt (PAR)

1. Date

- date of issuance of the PAR

2. PAR Number

– number assigned by the Supply Officer for control purposes

3. Transfer / New Purchase

– put a check mark in the box provided if PAR is due to transfer or new purchase

4. Property Number

–number assigned by the Supply Officer

5. Quantity

–number of unit/s issued to the employee

6. Unit

–unit of measurement such as piece, se, etc.

7. Item Description

- complete specification of the PPE. If PPE is newly purchased, indicate the acquisition date, supplier’s name, Purchase Receipt number and date of PR, Sales invoice number date of SI and PO/LO/JO number and date

8. Unit Cost

- cost per unit of measurement

9. Total Cost of PPE

- total cost of the PPE

10. E.U.L.

– estimated useful life of the PPE

11. Date of Acquired

- exact acquisition date of the PPE.

12. Received from

- name of issuing employee

13. Received by

- name of receiving employee

14. Approved by

- name of approving official

IV. Property Transfer Report (PTR)

1. From Accountable Officer/Dept/Office

– name of the accountable officer and the department or office where the PPE is located

2. To Accountable Officer/Dept/Office

– name of the accountable officer and the department or office where the PPE is to be transferred

3. PTR Number – number assigned by the Supply Officer for control purposes
4. Date - date of issuance of the PTR

5. Transfer Type – put a check mark in the appropriate box corresponding to the type of transfer
6. Date Acquired – acquisition date of the PPE
7. Property Number – number assigned to the PPE transferred
8. Description - complete specification of the PPE.
9. Amount - acquisition cost of the PPE
10. Condition of PPE – present condition of the PPE transferred
11. Reason for transfer – reason for the transfer of the PPE (e.g., retirement, reassignment, etc)
12. Approved by - name of approving official

13. Released / Issued by - name of issuing employee
14. Received by - name of receiving employee

IV. Receipt for Returned Property (RRP)

1. The employee surrendering the PPE shall bring the Certification issued by the concerned Property Inspector to the GSD / FDC.

2. The Receipt for Returned Property (RRP) shall be prepared by the Supply Officer who received the returned/surrendered PPE. Numbering of RRP shall be controlled by the Supply Officer. Separate control numbers shall be maintained for serviceable PPE intended for reissue and those for junked asset received for disposal.

3. The PPE received by the Supply Officer from the Accountable employee shall be enumerated in the RRP and the space immediately after the last item shall be crossed.

4. The corresponding PAR/PTR, property code, description, quantity, unit cost and total cost shall be stated in the proper columns. For junked asset received, the RRP shall be forwarded to Accounting for the determination of the net book value.

5. The RRP shall be approved by the GSD-PSMD Division Chief / RM / PM and shall be signed by the Supply Officer.

6. The PPE returned shall be inspected / examined by the Property Inspector who shall accomplish the Inspection and Acceptance Report.