DOLE-Citizens-Charter-6th-Edition

I.
Mandate
The Department of Labor and Employment (DOLE) is the national government

agency mandated to formulate policies, implement programs and projects as
well as serve as the policy-coordinating arm of the Executive Branch in the field
of labor and employment.
II. Vision
Every Filipino Worker attains full, decent and productive employment
III. Mission
To promote gainful employment opportunities; to develop human resources;

to protect workers and promote their welfare; and to maintain industrial
peace.
IV. Service Pledge
We, the Officials and Employees of the Department of Labor and Employment,
are committed and resolved to perform efficiently and effectively from time to
time, with utmost courtesy and sincere dedication, in order to fulfill the needs
and exceeds the expectations of the public.
Through the collaboration of all staff of the Department, we will continue to

cater the best through:
 Delivering quality services to the public, in accordance with the procedures

and timeframe provided in our service standards;
 Offering numbers of venues which include service facilities, hotlines and

websites in addressing public concerns and for clients to access information
about our services;
 Listening to and responding immediately to public complaints and/or
suggestions through the Department’s Hotline, Help Desks and Public
Assistance and Complaints Units towards client satisfaction and this
Department’s sustainable development;
 Ensuring to attend promptly to our client’s needs, without qualification, and

courteously handle each transaction with patience and in accordance with
our Code of Ethics.
 Attending 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.
LIST OF SERVICES
CENTRAL OFFICE PAGE

CLASSIFICATION
External Services NUMBER
1) Legal Assistance for DOLE Central Office Walk-in 2-3 Simple
Clients
2) Registration of Workers Association Operating in More 4-10 Complex
Than One Region and Federation/National Union
3) Issuance of Certification that a Company Has/Has No 11-13 Simple
Pending Labor Standards Case Appealed Before the
Office of the Secretary of Labor and Employment
4) Issuance of Certification from DOLE that a Company 14 Simple
Has/Has No Pending Case – for Regional Office
Appealed Labor Relations Cases
5) Disposition of Appealed Cases Filed with the Bureau 15-17 Highly Technical
of Labor Relations
6) Disposition of Original Cases Filed with the Bureau of 18-19 Highly Technical
Labor Relations
CENTRAL OFFICE PAGE

CLASSIFICATION
Internal Services NUMBER
1) Procurement of Goods/Services through 21-26 Complex
Public/Competitive Bidding
2) Borrowing and Returning of Books and Other 27-29 Simple
Reading Materials
3) Processing of Leave Application 30-35 Simple
4) Request for Service Records 36-37 Simple
5) Processing of Obligation Request and Status 38-95 Complex
6) Processing of Disbursement Voucher 96-153 Highly Technical
7) Processing of Payment thru Modified Disbursement 154-156 Simple
System (MDS)/Commercial Checks/List of Due and
Demandable Accounts Payable with Advice to Debit
Account (LDDAP-ADA)/Notice of Transfer of
Allocation (NTA)
8) Building Maintenance (Minor Repair) 157-158 Simple
9) Transfer of Accountability of Property 159-160 Simple
REGIONAL/PROVINCIAL/FIELD OFFICE PAGE
CLASSIFICATION
1) Application for Livelihood Project Assistance 162-166 Complex
2) Issuance of Letter of Approval/Disapproval of 167-170 Complex
Construction Safety and Health Program (CSHP)
Application
3) Registration of Workers’ Association 171-176 Simple
4) Registration of Establishment under Rule 1020 of the 177-179 Simple
Occupational Safety and Health Standards
5) Registration of Collective Bargaining Agreement 180-186 Simple
6) Registration of Contractors 186-189 Complex
7) Application for Alien Employment Permit 190-197 Complex
(New/Renewal)
8) Issuance of Certificate of Exclusion from Alien 198-201 Simple
Employment Permit
9) Application for Working Child Permit 202-209 Simple
10) Application for Sugar Workers’ Death Benefit Claim 210-215 Complex
11) Application for Sugar Workers’ Maternity Benefit Claim 216-221 Complex
12) Application for Accreditation of Co-Partner 222-225 Complex
13) Registration of Union 226-232 Simple
14) Clearing of Technical Plans for Mechanical Equipment 233-239 Highly Technical
and Electrical Installation
15) Conduct of Technical Safety Inspection for the 240-242 Highly Technical
Issuance of Permit to Operate (PTO) Mechanical
Installation/Certificate of Electrical Inspection (CEI)
16) Issuance of Permit to Operate (PTO) Mechanical 243-244 Highly Technical
Installation/Certificate of Electrical Inspection (CEI)
17) Issuance of Certificate of Appearance for Professional 245-247 Simple
Mechanical Engineer/Professional Electrical Engineer
18) Application for Job Fair Clearance 248-250 Complex
19) Application for Job Fair Permit 251-254 Complex
20) Application for Authority to Operate Branch Office of a 255-257 Complex
Private Employment Agency
21) Application for Authority to Recruit 258-259 Complex
REGIONAL/PROVINCIAL/FIELD OFFICE PAGE
CLASSIFICATION
22) Application for License to Operate Private 260-263 Complex
Employment Agency (PEA)
PAGE NUMBER
Feedbacks and Complaints Mechanism 264
List of Offices 265-275
Central Office
External Services
1
1) Legal Assistance to DOLE Central Office Walk-in Clients
“Free Legal Advice to DOLE Central Walk-in-Clients” is a public assistance by the

Department of Labor and Employment through its Legal Service. It was established
particularly for walk-in-clients of the Department by giving them an informative and
clarificatory opinions regarding the substance or procedure of the law in relation to their
factual situation.
Office or Division: Legal Service-Public Assistance and Complaint Unit (PACU)

Classification: Simple
Type of Transaction: G2C – Government to Citizen
G2B – Government to Business
G2G – Government to Government
Who may avail: Walk-in Clients/General Public
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Interview Sheet (1 original copy) Legal Service – Public Assistance and

Complaint Unit
FEES TO PROCESSING PERSON

CLIENT STEPS AGENCY ACTION
BE PAID TIME RESPONSIBLE
1. Log in to the PACU 1. Give the logbook to None 3 minutes PACU Staff
logbook. the client.
2. Get the interview 2. Give interview None 3 minutes PACU Staff
sheet, queuing sheet, queuing
number and number and
feedback form. feedback form.
3. Fill-out and submit 3. Collect interview None 3 minutes PACU Staff
the interview sheet. sheet and forward
Wait for turn. to PACU Officer.
 Upon the lapse of

15 minutes,
available lawyers
other than the
PACU Officer shall
conduct the
interview and
render legal advice.
4. Inform the PACU 4. Conduct interview None 30 minutes PACU Officer
Officer about the and render legal (for simple
query or request for advice. issues)
assistance.
 Simple – one to two
2
issues requiring 2 hours
analysis and (for complex
application of basic issues)
laws and general
labor laws.
 Complex – three or
more issues
requiring analysis
and application of
basic laws and
general labor laws.
 Pregnant Women,
Persons with
Disabilities and
Senior Citizens
shall be
immediately
interviewed and be
given legal advice
by either the PACU
Officer or available
lawyer other than
the PACU Officer.
4.1. If the client None 5 minutes PACU Officer

requires other
assistance, issue
referral form.
5. Accomplish the 5. Encourage client to None 2 minutes PACU Staff
feedback form and accomplish
drop in the feedback form.
designated box.
TOTAL None Simple Issues
– 46 minutes
Complex
Issues – 2
hours, 16
minutes
3
2) Registration of Workers’ Association Operating in More Than One
Region and Federation/National Union
Under PD 442 of the Labor Code of the Philippines, as amended, the DOLE is mandated to
process the application for registration of labor organizations in order for them to acquire legal
personality and to enjoy the rights given to legitimate labor organization.
Workers’ Association Operating in more than one region and Federation/National Union
registration refers to the process of determining whether the application for registration of a
labor union organized for collective bargaining or application of workers’ associations
organized for mutual aid and protection except for collective bargaining, complies with the
documentary requirements prescribed under Rule III and IV of DOLE Department Order No.
40-03 and the rules implementing Book V of the Labor Code, as amended.
Office or Division: Bureau of Labor Relations (BLR)

Classification: Complex
Who may avail:  Federations
 National Unions
 Trade Union Center
 Workers’ Association operating in more than one region

For Workers’ Association Operating in More
Than One Region
 1 original and 2 photocopies of all
application requirements for manual
registration
 1 original copy for all application
requirements for online registration
1. Duly-filled out, signed and notarized  BLR

Application Form for Registration of  www.blr.dole.gov.ph
Workers’ Association Operating in More  https://blr-ours.dole.gov.ph
Than One Region/Federation/National
Union
2. Name of the applicant association’s officers Applicant association
and their respective addresses
3. Minutes of the organizational meeting/s Applicant association
4. List of members who participated in the Applicant association
organizational meeting/s
5. Financial reports of the applicant Applicant association
organization if it has been in existence for
one year or more years, unless it has not
collected any amount from the members, in
which case a statement to this effect shall be
included in the application
4
6. Constitution and By-laws (CBL) Applicant association
7. Names of ratifying members Applicant association
8. Minutes of adoption or ratification of the Applicant association
constitution and by-laws and the date when
ratification was made, unless ratification was
done in the organizational meeting(s), in
which case such fact shall be reflected in the
minutes of the organizational meeting(s)
9. Resolution of membership of each member Applicant association
association, duly approved by its board of
directors
For Federation/National Union –
registration
 1 original copy for all application
1. Duly-filled out, signed and notarized  BLR
Application Form for Registration of  www.blr.dole.gov.ph
Federation/National Union  https://blr-ours.dole.gov.ph
2. Name of the applicant labor union’s officers Applicant labor union
and their respective addresses
3. Minutes of the organizational meeting/s Applicant labor union
4. List of employees who participated in the Applicant labor union
5. Annual financial reports if the applicant Applicant labor union
union has been in existence for one year or
more years, unless it has not collected any
amount from the members, in which case a
statement to this effect shall be included in
the application
6. Constitution and By-laws (CBL) Applicant labor union
7. Minutes of adoption or ratification of the CBL Applicant labor union
8. List of members who participated in the Applicant labor union
ratification of CBL. The list of ratifying
members shall be dispensed with where the
CBL was ratified or adopted during the
organizational meeting. In such a case, the
factual circumstances of the ratification shall
be recorded in the minutes of the
organizational meeting(s)
5
9. Resolution of affiliation of at least ten (10) Applicant labor union
legitimate labor organizations, whether
independent unions or chartered locals,
each of which must be a duly certified or
recognized bargaining agent in the
establishment where it seeks to operate
10. Name and addresses of the companies
where the affiliates operate and the list of all
the members in each company involved
Manual Registration:
1. Submit required 1. Receive and None 2 days, 5 Action Officer or
documents at the review the hours Alternate
BLR-Union application for BLR-URWED
Registration and registration.
Workers Division Chief
Empowerment  If documentary BLR-URWED
Division (URWED) requirements are
th
located at 6 Floor, incomplete and/or
BF Condominium, not in order, notify
A. Soriano Ave. the applicant in
cor. Solana St., writing of the
Intramuros, Manila. lacking
requirement/s and
to complete the
same within thirty
(30) days from
receipt of notice.
Otherwise, the
application shall
be deemed
denied without
prejudice to its re-
filing.
2. Get the Order of 2. For complete None 15 minutes Action Officer or

Payment. documents, issue Alternate
Order of BLR-URWED
Payment.
3. Proceed to the 3. Receive payment P70.00 – 30 minutes Cashier

Cashier located at and issue OR. registration Administrative
the 2 nd Floor, fee Service-
DOLE Building, Cash Division
Muralla cor. Gen
Luna Sts.,
6
Intramuros, Manila.
Present the Order
of Payment, pay
the registration fee
and receive Official
Receipt (OR).
4. Return to BLR- 4. Receive OR. None 15 minutes Action Officer or
URWED and Alternate
submit OR to the BLR-URWED
Action Officer.
4.1. Print Certificate None 2 days Action Officer or
of Registration Alternate
and endorse to BLR-URWED
the Office of the
Director for Division Chief
approval and BLR-URWED
signature
BLR Director
4.2. Forward None 30 minutes Records Officer
Certificate of upon receipt of BLR-URWED
Registration to signed
the documents Action Officer or
Undersecretary from the Office Alternate BLR-
for Labor of the Director URWED
Relations and
Office of the
Secretary for
endorsement
and signature.
4.3. Upon receipt of None 45 minutes Records Officer

signed BLR-URWED
Certificate of
Registration,
affix seal, scan
OR, signed
Certificate of
Registration and
update
database.
5. Sign in the 5. Record the None 15 minutes Records Officer
Registration application and let BLR-URWED
Logbook. the applicant sign
in the Registration
Logbook (for pick-
up).
7
6. Receive Certificate 6. Release the None 30 minutes Records Officer
of Registration. Certificate of BLR-URWED
Registration
either thru courier
or for pick-up.
TOTAL P70.00 5 days
Online Registration:
1. Log in to 1. Log in to None 2 days Action Officer or
https://blr- https://blr- Alternate
ours.dole.gov.ph, ours.dole.gov.ph, BLR-URWED
select and fill-up open and review
Workers’ the application for Division Chief
Associations registration BLR-URWED
Operating in more submitted online.
than one region/
Federation/National  If documentary
Union Application requirements are
Form and upload incomplete and/or
documentary not in order, notify
requirements. the applicant thru
the “Message
Section” to
complete the
application within
thirty (30) days
from receipt of
notice. Otherwise,
the application
shall be deemed
denied without
filing
2. Receive notification 2. For complete None 2 hours Action Officer or
and proceed to documents, notify Alternate
BLR-URWED the applicant when BLRURWED
located at the 6th to go to DOLE to
Floor, BF submit signed and Division Chief
Condominium, A. notarized BLR-URWED
Soriano Ave. cor. application form,
Solana St., original BLR Director
Intramuros, Manila documents
on scheduled date submitted online.
or submit thru
courier the signed
and notarized
8
application form,
original documents
uploaded online
and registration fee.
2.1. Receive and None 3 hours Action Officer or

validate Alternate
documents BLR-URWED
uploaded online
vis-à-vis the Division Chief
original BLR-URWED
documents
presented.
3. Get the Order of 3. If original None 15 minutes Action Officer or
Payment and documents are Alternate
proceed to the complete and/or in BLR-URWED
Cashier located at order, Issue Order
the 2nd Floor, of Payment.
DOLE Building,
Muralla cor. Gen.  If not, return to the
Luna Sts., applicant for
Intramuros, Manila. completion.
Present the Order
of Payment, pay the
registration fee and
receive Official
Receipt (OR).
3.1. Receive payment P70.00 – 30 minutes Cashier
and issue OR. registration Administrative
fee Service-
Cash Division
4. Return to BLR- 4. Receive OR. None 15 minutes Action Officer or
URWED and Alternate
submit OR to the BLR-URWED
Action Officer.
4.1. Print Certificate None 2 days Action Officer or
and endorse to BLR-URWED
the Office of the
Director for Division Chief
approval and BLR-URWED
signature.
BLR Director
4.2. Forward None 30 minutes Records Officer

Certificate of upon receipt of BLR-URWED
Registration to signed
9
the documents
Undersecretary from the Office
for Labor of the Director
Relations and
Office of the
Secretary for
endorsement
and signature.
4.3. Upon receipt of None 45 minutes Records Officer
signed Certificate BLR-URWED
of Registration,
affix seal, scan
OR, signed
Certificate of
Registration and
all registration
requirements and
update database.
5. Sign in the 5. Record the None 15 minutes Records Officer
Registration application and let BLR-URWED
Logbook. the applicant sign
in the Registration
Logbook (for pick-
up).
6. Receive Certificate 6. Release the None 30 minutes Records Officer
of Registration. Certificate of BLR-URWED
Registration either
thru courier or for
pick-up.
P70.00 –
TOTAL registration 5 days
fee
10
3) Issuance of Certification that a Company Has/Has No Pending Labor
Standards Case Appealed Before the Office of the Secretary of Labor and
Employment
This Certification is issued to entities mainly for bidding, auditing, and renewal of license,
accreditation or registration purposes.
Office or Division: Bureau of Working Conditions (BWC) – Labor Standards Review and
Appeals Division (LSRAD)
Type of Transaction: G2B – Government to Business
Who may avail: Any establishment/company/business registered and operating in the
Philippines which is required by a third-party client to acquire the
certification.

1. Duly accomplished Application Form  BWC Officer of the Day
(Request for Certification that a Company  www.bwc.dole.gov.ph
Has/Has No Pending Case Application
Form) [1 copy]
2. Letter request indicating purpose of request Requesting Entity
for certification (1 copy)
3. Official receipt of the bidding fee (if for Requesting Entity
bidding purposes) [1 photocopy]
4. Official list of requirement from requesting Requesting Entity
company showing that the DOLE clearance
is being required (1 photocopy)
5. DOLE Registration under Rule 1020 (1 Requesting Entity
photocopy)
6. DOLE Registration under D.O. 174-17, if Requesting Entity
the requesting company is a
contractor/subcontractor (1 photocopy)

1. Submit to Action 1. Check the None 2 hours BWC Officer of
Officer or thru completeness of the Day
bwcsecretary@gma the form and
il.com the filled-out documentary
request form, letter- requirements.
request and other  If application
documentary and/or documents
requirements. are not complete,
return to client
Note: Request or indicating the
11
Application Form can lacking
be downloaded form requirement/s and
from our website explain, as may be
(www.bwc.dole.gov.p necessary.
h) Application is
deemed not filed.
1.1. Forward the None 2 hours Office of the

Application Form Director Staff
with complete
documentary
requirements to
the Office of the
Director for
recording and
endorsement to
LSRAD.
1.2. Focal person None 4 hours LSRAD Focal
checks with the Person
docket records of
pending cases
1.3. Focal person None 1 hour LSRAD Focal
drafts the Person
Certificate
1.4. Division Chief None 1 hour LSRAD Division

reviews the draft Chief
certificate
1.5. Bureau 1 hour BWC Director
Director/
Designated
Approving
Officer signs the
certificate
2. Claim the 2. Release the None 1 hour BWC Officer of
Certificate either Certificate on the the Day
from the Action scheduled release
Officer or via email. date.
 If the claimant of the

requested service is
other than the one
who filed the
application, submit
the letter of
authorization
12
together with
photocopy of their
IDs (Filer/Applicant
and Authorized
Representative - to
present original for
verification
purposes).
Note: The Clearance

Certificate can be
claimed only up to 1
month from the date of
its scheduled release,
otherwise, file a new
clearance/ request
form or letter request.
TOTAL None 1 day,

4 hours
13
4) Issuance of Certification from DOLE that a Company Has/Has No Pending
Case – for Regional Office Appealed Labor Relations Cases
This Certification is issued for Regional Office appealed Inter/Intra Union Cases.
Office or Division: Bureau of Labor Relations (BLR) – Appeals and Review Unit (ARU)
G2C – Government to Citizen
Who may avail: Employers, labor organizations, workers, government agency
Letter requesting for certification (1 original Applicant

copy)
CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON

1. Submit letter 1. Receive letter None 15 minutes Administrative
request with request with Staff-Office of
contact details to contact details. the BLR
BLR-Office of the Director
Director located at
6th Floor, BF 1.1. Process request None 5 hours Administrative
Condominium, A. and print Staff-Office of
Soriano Ave. cor. certification. the BLR
Solana St., Director
Intramuros, Manila
1.2. Review and sign None 2 hours BLR Director
the Certificate.
2. Receive 2. Release None 45 minutes Administrative
Certificate. Certificate either Staff-BLR
thru courier or Appeals and
pick-up and file a
Review Unit
copy of the
certification.
TOTAL None 1 day
14
5) Disposition of Appealed Cases Filed with the Bureau of Labor Relations
This refers to the resolution of appealed inter/intra-union disputes and other related labor
relations disputes filed with the Bureau of Labor Relations.
Office or Division: Bureau of Labor Relations (BLR) – Appeals and Review Unit (Office
of the Director)
Classification: Highly Technical
Who may avail:  Authorized representative of legitimate labor organization
 Employers
 Employee
 Members of labor organizations
Entire Case Records (1 copy) in the Regional Med-Arbitration and Legal Services Unit
Office that includes the following: (MALSU)/ Records Section in the DOLE Regional
Office
1. Memorandum of Appeal
2. All pleadings filed by the parties;
3. Minutes of hearings/conferences;
4. Order/Resolution issued either by the
DOLE Regional Office Mediator-Arbiter or
Regional Director;
5. Audit Report made by Regional Audit
Examiner, whenever applicable;
6. Annexes/supporting documents submitted
by the parties to substantiate their
allegations/defenses.
1. File Memorandum 1. Receive and None 1 day Administrative
of Appeal to prepare Staff-Office of
Records Section of transmittal of the BLR
DOLE Regional entire records to Director
Office. Bureau of Labor
Relations.
See VII. List of
Offices for the
office address of
DOLE Regional
Offices.
1.1. Receive and None 15 minutes Administrative
record Staff-Office of
documents. the BLR
Director
15
1.2. Conduct initial None 1 day BLR Director
evaluation of the
appeal.
1.3. Check None 1 day Administrative
completeness of Staff-BLR
transmitted Appeals and
documents, Review Unit
assign docket
number and
assign case to
Med-Arbiter.
1.4. Conduct None 10 days Mediator-Arbiter
evaluation of the BLR-ARU
case. If the
issues are not
clarified,
conduct
Clarificatory
Conference.
1.5. Draft None 5 days Mediator-Arbiter
Resolution/ BLR-ARU
Decision.
1.6. Review Draft None 5 days BLR Director
Resolution/Deci
sion
1.7. Revise/finalize None 1 day Mediator-Arbiter
reviewed drafts. BLR-ARU
1.8. Check/Review None 1 day BLR Director

the revised/
finalized draft.
1.9. Format None 30 minutes Administrative
finalization and Staff-BLR
printing of Appeals and
finalized draft. Review Unit
1.10. Sign Resolution/ None 15 minutes BLR Director

Decision.
16
2. Receive the 2. Release the None 1 day Administrative
Resolution/ Resolution/ Staff-BLR
Decision. Decision to the Appeals and
parties Review Unit
concerned.*

TOTAL 26 days, 1
None
hour
Note: Disposition of Appealed Cases Filed with the BLR is covered under DOLE Department
Order No. 40 s. 2003, as amended.
*The parties are allowed to file a motion for reconsideration within 10 days from receipt of resolution/decision. Other
parties are allowed to file opposition/ comment to the motion for reconsideration.
17
6) Disposition of Original Cases Filed with the Bureau of Labor Relations
This refers to the resolution of inter/intra-union disputes and other related labor relations
disputes originally filed with the Bureau of Labor Relations on complaints involving
federations, national union, industry unions, trade union centers and their chartered local or
affiliates, and its officers or member organizations.
Office or Division: Bureau of Labor Relations (BLR) – Appeals and Review Unit (Office
of the Director)
Who may avail:  Authorized representative of legitimate labor organization
 Employers
 Employee
 Members of labor organizations

1. Verified Petition or Complaint with Petitioner or Complainant
Certificate of Non-Forum Shopping;
(1 original copy and 1 photocopy)
2. Annexes/supporting documents/affidavits
submitted by the parties to substantiate their
claims and allegations; (1 original copy and
1 photocopy)
3. Where the issue involves the entire
membership of the labor organization, the
complaint or petition shall be supported by at
least thirty percent (30%) of its members. (1
original copy and 1 photocopy)

1. File the Petition or 1. Receive and None 10 minutes Administrative
Complaint to the record the Staff-Office of
Office of the BLR Petition or the BLR
Director located at Complaint. Director
6th Floor, BF
Condominium, A.
Soriano Ave. cor.
Solana St.,
Intramuros, Manila.
1.1. Conduct initial None 15 minutes BLR Director
evaluation of the
Petition or
Complaint.
18
1.2. Assign docket None 1 day Administrative
number and Staff-BLR
assign case to Appeals and
Med-Arbiter. Review Unit
1.3. Conduct None 25 days Mediator-Arbiter
preliminary BLR-ARU
conference and
hearings/Submit
pleadings/
position papers.
1.4. Draft None 5 days Mediator-Arbiter
Resolution/ BLR-ARU
Decision.
1.5. Review Draft None 5 days BLR Director

Resolution/
Decision.
1.6. Revise/finalize None 3 days Mediator-Arbiter
reviewed drafts. BLR-ARU
1.7. Check/Review None 2 days BLR Director
the
revised/finalized
draft.
1.8. Format None 30 minutes Administrative
finalization and Staff-BLR
printing of Appeals and
finalized draft. Review Unit
1.9. Sign None 15 minutes BLR Director
Resolution/Deci
sion.
2. Receive the 2. Release the None 1 day Administrative
Resolution/Decision. Resolution/ Staff-BLR
Decision to the Appeals and
parties Review Unit
concerned.*
42 days, 1
TOTAL None hour, 10
minutes
Note: Disposition of Original Cases Filed with the BLR is covered under DOLE Department Order
No. 40 s. 2003, as amended.
*The parties are allowed to file a motion for reconsideration within 10 days from receipt of resolution/decision. Other
parties are allowed to file opposition/ comment to the motion for reconsideration.
19
Central Office
Internal Services
20
1) Procurement of Goods/Services through Public/Competitive Bidding
The information contained herein are the standard operating procedures on the procurement
process through competitive bidding for goods and services by the DOLE Central Office
consistent with the 2016 Revised Implementing Rules and Regulations of Republic Act
No. 9184.
These step-by-step procedures aims to raise awareness on the process of competitive

bidding for goods and services that ensure promptness and efficiency on the service
delivery of the DOLE Central Office.
Office or Division: DOLE Central Office Bids and Awards Committee (BAC)
Type of Transaction: G2G- Government to Government
Who may avail: DOLE Central Offices

1. Project Procurement Management Plan (1 End-user
photocopy)
2. Purchase Request signed and certified as End-user
to availability of funds with pre-evaluated
goods/services’ description (1 original
copy)
3. As applicable: End-user
 Terms of Reference (1 original copy)
 Market Study (1 original copy)
1. Submit Purchase 1. Receive Purchase None BAC Secretariat
Request and Request and
documentary documentary
requirements at requirements.
the BAC
Secretariat 1.1. If PR is compliant None BAC Secretariat
located at the 2 nd with the
floor, Muralla requirements in
Wing, DOLE the checklist,
Building, record in the
logbook, assign 1 calendar day
Intramuros,
Manila. number in
chronological
order and
schedule the
conduct of Pre-
Procurement
Conference, if
necessary.
21
 If PR is non-
compliant, return to
end-user for
appropriate action.
1.2. Conduct Pre- None 1 calendar day BAC Members,

Procurement (2nd day) BAC-TWG,
Conference. BAC Secretariat,
End-User
Otherwise, the
PR together with
its attachments
shall be returned
to the end-user
for appropriate
action using the
Return
Document Slip
1.3. Post the Bidding Please see 7 calendar BAC Secretariat

Documents and below table days
Invitation to Bid in for the (9th day)
PhilGEPS and applicable
DOLE websites, fee for the
and conspicuous Bidding
place at the Documents
DOLE’s premises
1.4. Conduct Pre-Bid None 1 calendar day BAC Members,

Conference at (10th day) BAC-TWG,
least twelve (12)
calendar days If the PE
before the determines that, by
reason of the
deadline for the method, nature, or
submission and complexity of
receipt of bids, the contract for
but not earlier bidding or when
than seven (7) international
participation will be
calendar days more
from the advantageous to
PhilGEPS the GoP, and if a
posting of the longer period for
Invitation to Bid or the preparation of
bids is necessary,
Bidding the pre-bid
Documents. conference shall
be held at least 30
cds before the
deadline for the
22
submission and BAC Secretariat,
receipt of bids - End-User
(40th day)
1.5. Issue and post None 7 calendar BAC Secretariat

Supplemental/Bid days
Bulletin in (45th day)
PhilGEPS and
DOLE websites
at least seven (7)
calendar days
before the
deadline for the
submission and
receipt of bids
1.6. Submission and None 12 calendar BAC Members,
Receipt of days BAC-TWG,
Bids/Bid (52nd day) BAC Secretariat,
Opening. End-User
1.7. Conduct bid None 7 calendar BAC Members,
evaluation and days BAC-TWG,
prepare bid (59th day) BAC Secretariat,
evaluation report, End-User
Abstract of Bids,
BAC Resolution
and Notice to
Lowest/Single
Calculated
Bidder to be
signed by the
BAC.
1.8. Conduct Post- None 12 calendar BAC-TWG,

Qualification. days
(71st day)
 If the Lowest
Calculated Bidder (In exceptional
failed the criteria for cases, could be
post-qualification, extended up to
the BAC shall 45 calendar days
immediately issue subject to
approval by the
Notice of Post-
Secretary)
disqualification to - (104th day)
be signed by the
BAC Chairperson
23
then the BAC shall
conduct same post-
qualification
process on the
second Lowest
Calculated Bidder.
 The BAC shall be

given the same
fresh period to
conduct the post-
qualification of the
next lowest
calculated bid until
a bidder is post-
qualified.
1.9. Prepare the BAC None 15 calendar BAC Secretariat,

Resolution days BAC TWG,
declaring (119th day) BAC Members,
LCRB/SCRB and Secretary or his
Notice of Award duly authorized
(NOA) to be representative
signed by the
Secretary or his
duly authorized
representative.
1.10. Prepare None 10 calendar BAC Members,
Contract/ days BAC TWG, BAC
Purchase (129th day) Secretariat,
Order/Job Order End-user,
and Notice to Budget Division,
Proceed to be Accounting
approved by the Division,
Secretary or his Secretary or his
duly authorized duly authorized
official, upon representative
receipt of the
winning bidder’s
Performance
Security.
1.11. Issue Notice to None 7 calendar BAC Secretariat
Proceed to the days
winning bidder (136th day)
within seven (7)
calendar days
24
from the approval
of the contract.
Please see
below table
for the
TOTAL applicable 136 days
fee for the
Bidding
Documents
Note: Procurement of Goods/Services through Public/Competitive Bidding is covered under

Republic Act 9184 and its Implementing Rules and Regulations.
Fees:
Bidding Documents
Approved Budget for the Contract Amount
500,000 and below 500.00
More than 500,000 up to 1 Million 1,000.00
More than 1 Million up to 2.5 Million 2,500.00
More than 2.5 Million up to 5 Million 5,000.00
More than 5 Million up to 7.5 Million 7,500.00
More than 7.5 Million up to 10 Million 10,000.00
More than 10 Million up to 15 Million 12,500.00
More than 500 Million 47,500.00
25
Bid Security
Form of Bid Security Amount
a Cash, cashier’s/manager’s check, issued by a Universal
or Commercial Bank.
b Bank draft/guarantee or irrevocable letter of credit Two percent (2%) of ABC
issued by a Universal/Commercial Bank: Provided,
however, that it shall be confirmed or authenticated by
a Universal/ Commercial Bank, if issued by a foreign
bank.
c Surety bond callable upon demand issued by a
surety/insurance company duly certified by the
Five (5%) of the ABC
Insurance Commission as authorized to issue such
security.
d Bid Securing Declaration
Performance Bond
Form of Performance Security Amount
a Cash, cashier’s/manager’s check issued by a Universal
or Commercial Bank.
b Bank draft/guarantee or Irrevocable letter of credit
issued by a Universal/Commercial Bank: Provided, Five (5) % of Total Contract Price
however, that it shall be confirmed or authenticated by a
Universal or Commercial Bank, if issued by a foreign
bank.
c Surety bond callable upon demand issued by a surety or Thirty (30) % of Total Contract
insurance company duly certified by the Insurance
Price
Commission as authorized to issue such security.
26
2) Borrowing and Returning of Books and Other Reading Materials
The DOLE Library is a special government library which cater the needs of its primary
clientele, the DOLE employees, and secondly, the general public. The library ensure that
its clientele can access to informational materials for their research and information
needs about labor and employment and other labor-related information. The library allows its
clientele to borrow books in and out of the library premises and return books borrowed as
prescribed in the library rules and regulations.
Office or Division: DOLE Library

G2G – Government to Government Official or Employee
Who may avail: i. DOLE Officials and Employees
ii. Non-DOLE Employee/General Public

i. DOLE Identification Card of Officials or Borrower
Employees
ii. Non-DOLE Employee Borrower
 Valid Identification Card (any
government issued ID)
 If student, school ID/signed Request signed Request Letter – Authorized
Letter faculty/school librarian
Borrowing of Books:
1. Register at the 1. Provide the None 5 minutes Library Staff
Library Counter Library Users
located at the Ground Logbook to
Floor, Blas F. Ople client and
Hall, Intramuros, require
Manila. Present presentation of
requirements and valid
inform the Library identification
Staff of the needed card/Request
book/material. Letter.
1.1. Retrieve None 10 minutes Library Staff

books/
materials.
2. Fill-out book card and 2. Request the None 5 minutes Library Staff
receive book or borrower to fill-
material/Get referral out book card,
slip. inform the
return due date
27
and release
book/material
(for DOLE
employees).
Non-DOLE
employees are
allowed to read
and photocopy
needed topic
from the book.
If the
book/material
is not available,
refer the
borrower to
other library or
DOLE offices
and issue
referral slip.
3. Fill-out Feedback 3. Provide None 5 minutes Library Staff

Form and drop in the Feedback
designated box. Form.
3.1. Record/ Check None 5 minutes Library Staff
out borrowed
books in the
library
automation
database/
system.
TOTAL None 30 minutes
Returning of Books:
4. Register at the Library 4. Request client/ None 5 minutes Library Staff
Counter and return borrower to
books/materials. register and
receive
returned books/
materials.
4.1. Update None 5 minutes Library Staff
records in the
library
automation
28
database/
system.
4.2. Shelve None 5 minutes Library Staff
books/materi
als.
TOTAL None 15 minutes
29
3) Processing of Leave Application
This covers the implementation of Civil Service rules on leave administration in the DOLE
Central Office.
Office or Division: Human Resource Development Service (HRDS) – Personnel

Administration Division (PAD)
Type of Transaction: G2G – Government to Government
Who may avail:  Secretary
 Undersecretaries
 Assistant Secretaries
 Service and Bureau Directors
 Rank & File (whether permanent, temporary, contractual or co-
terminus)
1. Application for Leave (CSC Form No. 6) [1  Attendance Monitoring Unit
original copy or 1 scanned copy for  HRDS – PAD
employees who are detailed at regional  downloadable at
office or deployed overseas to be http://dolehrds.weebly.com/forms.html
submitted with duplicate (receiving) copy]
2. Medical certificate if leave of absence is Government or private doctor
more than five (5) successive days or
application is filed in advance. In case the
certificate is issued by a private doctor, a
documentary stamp is needed (1 original
copy or 1 scanned copy for employees
who are detailed at regional office or
deployed overseas)
3. Regional/Department Clearance if leave of HRDS – PAD
absence is for thirty (30) days or more
and/or spent outside the country
regardless of the number of days (1
original copy or 1 scanned copy for
employees who are detailed at regional
office or deployed overseas)
Other Documentary Requirements:

 Family/Home Visit Privilege
 Administrative Order on who will HRDS-PAD; Administrative Service–Records
assume official’s duties and Division
responsibilities while on leave (1
original copy)
 Maternity Leave Government or private doctor

 In case of miscarriage, medical
certificate with pathology reports duly
30
signed by attending physician. In case
the certificate is issued by a private
doctor, a documentary stamp is
needed. (1 original copy or 1 scanned
copy for employees who are detailed at
regional office or deployed overseas)
 Solo Parent Leave
 Valid Solo Parent Identification Card (1 City/Municipal Social Welfare and Development
photocopy or 1 scanned copy for Office
 Paternity Leave
 Child’s certificate of live birth and/or Government or private doctor
medical certificate. In case the
certificate is issued by a private doctor,
a documentary stamp is needed; (1
certified true copy or 1 scanned copy
for employees who are detailed at
 In case of miscarriage, medical Government or private doctor
certificate with pathology reports duly
signed by attending physician. In case
the certificate is issued by a private
doctor, a documentary stamp is
needed; (1 original copy or 1 scanned
copy for employees who are detailed
at regional office or deployed
overseas) and,
 Copy of Marriage Contract for first- Philippine Statistics Authority – Serbilis Outlets
time claimants. (1 certified true copy or or City/Municipal Local Civil Registrar
1 scanned copy for employees who
are detailed at regional office or
deployed overseas)
 Rehabilitation Leave
 Relevant reports such as police report, Philippine National Police
if any; (1 certified true copy or 1
scanned copy for employees who are
detailed at regional office or deployed
overseas)
 Medical certificate on the nature of Government or Private Doctor
injuries, the course of treatment
involved and the need to undergo rest,
recuperation, and rehabilitation, as the
case may be; (1 original copy or 1
overseas)
31
 Incident report stating the Head of office of the applicant
circumstances surrounding the
illness/injury; (1 original copy or 1
overseas)
 Evaluation by the resident physician or Government or private doctor
any government physician certifying
that the injury or illness is work related;
(1 original copy or 1 scanned copy for
office or deployed overseas) and,
 Letter request addressed to the Cluster Applicant
Head for DOLE Proper (1 original copy
or 1 scanned copy for employees who
are detailed at regional office or
deployed overseas)
 Sick Leave
 Request for travel authority addressed Applicant
to the Secretary if medical examination
or operation shall be undergone
outside the country;
(1 original copy or 1 scanned copy for
 Administrative/Office Order on who will HRDS-PAD; Administrative Service–Records
assume the duties and responsibilities Division
while employee or official is on leave (1
 Ten-Day Leave under R.A. 9262 (Anti-

violence against Women and their
Children Act of 2004)
 Barangay Protection Order (BPO); (1 Barangay Office
 Temporary Protection Order Regional or Municipal Trial Court
(TPO)/Permanent Protection Order
(PPO); (1 certified true copy or 1
overseas)
32
 If the protection order is not yet issued Punong Barangay/Kagawad or Prosecutor or
by the barangay or the court, a the Clerk of Court
certification that the application for the
BPO, TPO or PPO has been filed with
the said office; (1 certified true copy or
1 scanned copy for employees who are
overseas)
 In the absence of the BPO/TPO/PPO Philippine National Police
or the certification, a police report
specifying the details of the occurrence
of violence on the victim and a medical
certificate may be considered. (1
 Special Leave Benefits for Women [the Government or private doctor
following requirements shall be attached
to the medical certificate upon the
employee’s return to work or at least five
(5) working days prior to the scheduled
date of the gynecological surgery]
 A clinical summary reflecting the
gynecological disorder which shall be
addressed or was addressed by the
said surgery;
 Histopathological report;
 Operative technique used for the
surgery;
 Duration of the surgery including the
peri-operative period (period of
confinement around surgery); and,
 Estimated period of recuperation for
the same. (1 original copy or 1 scanned
copy for employees who are detailed at
 Special Emergency Leave (in case of Barangay Office
disaster/calamity)
 Barangay Certificate stating that the
place of residence is affected by
disaster/calamity (1 original copy or 1
overseas)
33
 Vacation Leave
 Request for travel authority addressed Applicant
to the Secretary if leave of absence is
spent outside the country regardless of
the number of days (1 original copy or
1 scanned copy for employees who are
overseas)
 Administrative/Office Order on who will HRDS-PAD; Administrative Service–Records
assume the duties and responsibilities Division
while employee or official is on leave (1

1. Submit duly filled- 1. Receive and log None 15 minutes Receiving Clerk
out and approved leave application. HRDS PAD
Leave Application
Form with
documentary
requirements, as
applicable, to the
Receiving Section,
HRDS-PAD located
at the 5th floor,
Muralla Wing,
DOLE Building,
Intramuros, Manila.
1.1. Evaluate None 1 day Desk Officer

application. HRDS AMU
 If not in order,
issue memo to
applicant.
1.2. Record details None 1 day Desk Officer
of application in HRDS AMU
Leave Journal.
1.3. If leave without None 10 minutes Desk Officer

pay, endorse to HRDS AMU
Payroll Unit for
Salary
deduction.
34
1.4. File processed None 15 minutes Desk Officer
leave HRDS AMU
application.
TOTAL 2 days, 40
None
minutes
35
4) Request for Service Records
A service record provides a documentary history of a person’s records of employment and
compensation while serving as a member of a given organization.
Office or Division: Human Resource Development Service (HRDS) – Personnel

Administration Division (PAD)
Who may avail: DOLE employees

Duly accomplished Service Record Request bit.ly/HRDSonline
Form (online).
1. Submit online 1. Receive online
request form to request form.
HRDS-PAD
through this link: 1.1. Check for
Desk Officer
bit.ly/HRDSonline employment None 45 minutes
status whether PAD
with option for a soft
copy or hard copy Permanent or
Regular
Contractual
1.2. Retrieve None 1 hour Desk Officer
Employee Data PAD
Card.
1.3. Prepare Service None 1 hour Desk Officer
Record. PAD
1.4. Review the None 1 hour Unit Head
Service Record. PAD
1.5. Review and None 2 hours Division Chief
Sign the PAD
Service Record. (for rank and file
employees)
Director, HRDS
(for 3rd level
officials)
1.6. Notify the
requestor
through email of
the availability None 15 minutes Desk Officer
of the request
with attached
soft copy (if
36
requested) or
for pickup at
HRDS-PAD for
hard copy.
TOTAL None 6hours and

15 minutes
for soft copy
For Hard Copy

2. Receive the Service 2. Release the None 55 minutes for Desk Officer
Record and sign in Service Record. hard copy
the receiving copy
The release of the
Service Record of
Regular Contractual
Employees will be put
on hold pending their
renewal/reappointme
nt which is subject to
availability of funds.
TOTAL None 7hours and
10 minutes
for hard copy
37
5) Processing of Obligation Request and Status
This is a required process by the Commission on Audit for certification of allotment and
obligation and for future adjustments of expense accounts.
Office or Division: Financial and Management Service (FMS) – Budget Division

Who may avail:  External Clients
 Suppliers/Service Providers
 Contractors
 National Government Agencies
 Local Government Units
 Non-Government Organizations/People’s Organization
 Scholars/Program Beneficiaries
 Internal Clients
 DOLE officials and employees

1. Obligation Request and Status (ORS) [3 Claimant/Concerned Program Manager/end-
copies] user units
2. Disbursement Vouchers (DV) [4 copies] Claimant/Concerned Program Manager/end-

user units
3. Supporting Documents per COA Circular
No. 2012-01 dated June 14, 2012
(depending on the nature of the claim)
Basic Requirements for Disbursement and the

Required Certifications
a. Availability of allotment for obligation Budget Division

certified by the Budget Officer(1
photocopy)
b. Certificate of availability of cash and Accounting Division
completeness of the supporting
documents in the Disbursement Voucher
(1 original; 3 photocopies)
c. Legality of transaction and conformity with Requesting/End-User Unit
existing rules and regulations. The
requesting and approving officials shall
ensure that the disbursements of
government funds are legal and
38
inconformity with applicable rules and
regulations 1 original; 2 photocopies)
d. Proper evidence to establish validity of Requesting/End-User Unit
claim. The Head of the Requesting Unit
shall certify on the necessity and legality
of charges to allotment under his/her
supervision as well as the validity,
propriety and legality of supporting
documents(1 photocopy)
e. Approval of the disbursement by Head of Head of Agency or Authorized Representatives
Office or by his duly authorized
representative (1 original; 3 photocopies)
Specific Requirement for Each Type of
Disbursement
1.0. Cash Advances (CA)
1.1. Granting of Cash Advances
Documentary Requirements
common to all cash advances except
for travels
 Authority of the accountable officer Head of Agency or Authorized Representatives
issued by the Head of the Agency
or his duly authorized
representative indicating the
maximum accountability and
purpose of cash advance -for initial
cash advance (1 photocopy)
 Certification from the Accountant Accounting Division, FMS
that previous cash advances have
been liquidated and accounted for
in the books (1 original)
 Approved application for bond Bureau of Treasury
and/or Fidelity Bond for the year for
cash accountability of more than
P5,000 (1 photocopy)
1.1.1. Payroll Fund for Salaries,
Wages, Allowances, Honoraria
and Other Similar Expenses
Additional Documentary
Requirements
 Approved contracts-for initial Requesting/End-User Unit
payment (1 original)
 Approved Payroll or list of Requesting/End-User Unit
payees indicating their net
payments (1 original; 1 carbon
copy or photocopy)
39
 Approval/authority (presidential Requesting/End-User Unit
directive or legislative
enactment) or legal basis to pay
any allowance/salaries/
wages/fringe benefits (1
photocopy)
 Daily Time Record (DTR) Claimant
approved by the supervisor (1
original)
1.1.2. Petty Cash Fund (PCF) Requesting/End-User Unit
Requirements
 Approved estimates of petty
expenses for one month (1
photocopy)
1.1.3. Field/Activity Current Operating Requesting/End-User Unit
Expenses (COE)
Requirements
 Approved Budget for COE of
the agency field office or
agency activity in the field (1
photocopy)
1.1.4. Traveling Allowances
1.1.4.1. Local Travel
 Office Order/Travel Order Head of Agency or Authorized Representative
approved in accordance with
Executive Order No. 77
dated March 15, 2019, as
implemented by DOLE per
Administrative Order No.
326, series of 2019 (1
photocopy)
 Duly approved itinerary of Claimant; Head of Agency or Authorized
travel (1 original) Representative
 Certification from the Accounting Division, FMS
accountant that the previous
cash advance has been
liquidated and accounted for
in the books (1 photocopy)
1.1.4.2. Foreign Travel
the provisions of Executive
40
Order No. 77 dated March
15, 2019, as implemented by
DOLE per Administrative
Order No. 326, series of
2019 (1 photocopy)
 Letter of invitation of Host/sponsoring country/agency/organization
host/sponsoring country/
agency/organization (1
photocopy)
 For plane fare, quotations of Travel Agencies
three travel agencies or its
equivalent (1 original; 1
photocopy)
 Flight itinerary issued by the Airline/ticketing office/travel agency
airline/ticketing office/travel
agency (1 original or 1
photocopy)
 United Nations Development Website of UNDP
Programme (UNDP) rate for
the daily subsistence
allowance (DSA) for the
country of destination for the
computation of DSA to be
claimed (1 photocopy)
 Document to show the dollar Website of Bangko Sentral or LBP
to peso exchange rate at the
date of grant of cash
advance (1 photocopy)
 Where applicable, authority Office of the President/End-User Unit
from the OP to claim
representation expenses (1
photocopy)
 In case of seminars/trainings
o Invitation addressed to Sponsoring Agency/Country
the agency inviting
participants issued by the
foreign country (1
photocopy)
o Acceptance of the Sponsoring Agency/Country
nominees as participants
issued by the foreign
country (1 photocopy)
o Programme Agenda and Sponsoring Agency/Country
Logistics Information (1
photocopy)
41
1.2. Liquidation/Replenishment of Cash
Advances/Reimbursement of
Expenses
1.2.1. PayrollFund for Salaries, Wages,
Allowances, Honoraria and Other
Similar Expenses
 Report of Disbursement Accountable Officer/Claimant
certified correct by the
accountable officer (1 original;
1 photocopy)
 Approved payrolls/vouchers Accountable Officer/Claimant
duly acknowledged/signed by
the payee/s (1 original)
 Approved daily time records Accountable Officer/Claimant
(DTRs) or Certificate of Service
(1 certified photocopy)
 Approved application for leave Accountable Officer/Claimant
(1 photocopy)
 In case of payment of Claimant; End-User Unit
personnel under the “job order”
status, duly verified/accepted
accomplishment report (1
photocopy)
 Official Receipt (OR) in case of Cash Division, Administrative Service
refund for unclaimed salaries (1
photocopy)
 Authority from the claimant and Claimant
identification documents, if
claimed by person other than
the payee (1 photocopy)
 Such other pertinent supporting Claimant
documents as are required by
the nature of expense
1.2.2. Petty Cash Fund
 Summary of Petty Cash Petty Cash Custodian
Vouchers (1 original)
 Report of Disbursements (1 Petty Cash Custodian
original)
 Petty Cash Replenishment Petty Cash Custodian
Report (1 photocopy)
42
 Approved purchase request End-User Unit
with certificate of Emergency
Purchase, if necessary (1
original)
 Bills, receipts, sales invoices Petty Cash Custodian, suppliers, product
(1 original) providers
 Certificate of inspection and Property Division/Bureau of Working Conditions
acceptance (1 original) (BWC)
 Report of waste Materials in Property Division/Petty Cash Custodian
case of replacement/repair (1
photocopy
 Approved trip ticket, for Head of the Office (driver)
gasoline expenses (1
photocopy)
 Canvass from at least three End-user/Supplier/Contractor
suppliers for purchases
involving P1,000 and above,
except for purchases made
while on official travel (1
original or photocopy)
 Summary/Abstract of Canvass TWG/Property Division
(1 photocopy)
 Petty Cash Vouchers duly Petty Cash Custodian
accomplished and signed (1
original)
 OR in case of refund (1 Cash Division, Petty Cash Custodian
photocopy)
 For reimbursement of toll Toll Operators
receipts
 Toll Receipts (original) Head of the Office (driver)
 Trip tickets Head of the Office (driver)
 Such other supporting Petty Cash Custodian
documents that may be
required and/or required under
the company policy depending
on the nature of expenses
1.2.3. Field/Activity Current Operating
Expenses
 Same requirements as those
for salaries, petty operating
expenses, other personal
services, and maintenance
and other operating expenses
depending on the nature of
expenses incurred
43
1.2.4. Traveling Expenses
 Paper/electronic plane, boat Service Provider
or bus tickets, boarding pass,
terminal fee(1 original)
 Certificate of appearance/ Regional Offices, Certifying Officer at various
attendance(1 original or destinations, Training Institutions
photocopy)
 Copy of previously approved Employee Concerned
itinerary of travel (1
photocopy)
 Revised or supplemental Cluster Head
Office Order or any proof
supporting the change of
schedule(1 photocopy)
 Revised Itinerary of Travel, if Employee concerned; Cluster Head
the previous approved
itinerary was not followed(1
original)
 Certification by the Head of Head of Agency
Agency as to the absolute
necessity of the expenses
together with the
corresponding bills or
receipts, if the expenses
incurred for official travel
exceeded the prescribed rate
per day (certification or
affidavit of loss shall not be
considered as an appropriate
replacement for the required
hotel/lodging bills and
receipts) (1 photocopy)
 Liquidation Report (1 Concerned Employee
photocopy)
 Certification of Expenses not Concerned Employee
Requiring Receipts (original)
 OR in case of refund of Concerned employee; Cash Division
excess cash advance (1
photocopy)
 Certificate of Travel Claimant, Cluster Head/Head of Agency
Completed (1 photocopy)
 Hotel room/lodging bills with Hotel/Lodging
official receipts in the case of
official travel to places within
50-kilometer radius from the
last city or municipality
44
covered by the Metro Manila
Area, or the city or
municipality where their
permanent official station is
located in the case of those
outside the Metro Manila
Area, if the travel allowances
being claimed include the
hotel room/lodging rate (1
original)
 Paper/electronic plane Airlines, Travel agencies, transportation service
tickets, boarding pass, boat, provider
taxi or bus ticket(1 original)
 Certificate of Training association/organization
appearance/attendance for
training/seminar participation
(1 photocopy)
 Bills/receipts for non-
commutable representation Service/product provider/claimant
expenses approved by the
President under Section 13 of
EO No. 248 (1 original)
 For reimbursement of actual
travel expenses in excess of
the prescribed rate (EO No.
77):
o Approval by authorized Office of the President (OP)/ Head of Agency/
official (1 photocopy) Cluster Head
o Certification from the Head Head of Agency
of Agency that it is
absolutely necessary(1
photocopy)
o Revised Itinerary of Travel, Claimant/Cluster Head
if applicable (1 photocopy)
o Narrative report on trip Claimant
undertaken/Report on
Participation (1 photocopy)
o OR in case of refund of Claimant/Cash Division
photocopy)
o Certificate of Travel Claimant/Cluster Head
o Liquidation Report (1 Claimant (signed by Head of Office)
photocopy)
45
2.0. Fund Transfers to Non-Government
Organizations/People’s Organizations
(NGOs/Pos)
2.1. Release of Funds
 Approved Summary of Budgetary Regional Office (RO)
Requirements detailing the items
of expenditure/disbursement to be
incurred in the program/project (1
photocopy)
 List of priority projects which may Non-Governmental Organization
be implemented by the NGO/PO (NGO)/People’s Organization (PO), Regional
published in the newspaper, Office (RO)
agency website, bulletin board
and the like (1 photocopy)
 Accreditation of the NGO/PO by Bids and Awards Committee (BAC)
the Bids and Awards Committee
(BAC) of the grantee agency (1
photocopy)
 Results of evaluation of financial Regional Office (RO)
and technical capability of
selected NGO/PO (1 photocopy)
 Performance security for Insurance Company/Bank
infrastructure project (1
photocopy)
 NGO/PO proposal or application
for funding accompanied by:
o Certificate of registration from SEC, COA, DOLE
Securities and Exchange
Commission (SEC) or either
Cooperative Development
Authority (CDA) or Department
of Labor and Employment
(DOLE) as the case may be (1
photocopy)
o Latest Articles of Incorporation Non-Governmental Organization
or Articles of Cooperation as (NGO)/People’s Organization (PO)
the case may be, showing the
original incorporators/
organizers and the Secretary’s
certificate for incumbent
officers, together with the
Certificate of Filing with the
SEC/Certificate of Approval by
the CDA (1 authenticated copy)
o Audited financial reports for the Non-Governmental Organization
past three years preceding the (NGO)/People’s Organization (PO)
date of project implementation.
46
For NGO/PO which has been in
operation for less than three
years, financial reports for the
years in operation and proof of
previous implementation of
similar projects (1 photocopy)
o Disclosure of other related Non-Governmental Organization
business, if any (1 photocopy) (NGO)/People’s Organization (PO)
o Work and Financial Plan Non-Governmental Organization
(WFP), and sources and (NGO)/People’s Organization (PO)
Details of Proponent’s Equity
Participation in the Project (1
photocopy)
o Complete project proposal Non-Governmental Organization
approved/signed by officers (1 (NGO)/People’s Organization (PO)
photocopy)
o List and/or photographs of Non-Governmental Organization
similar projects previously (NGO)/People’s Organization (PO)
completed, if any, indicating the
source of funds for
implementation (1 photocopy)
o Sworn affidavit of the secretary Secretary of NGO/PO
of the NGO/PO that none of its
incorporators, organizers,
directors or officers is an agent
of or related by consanguinity
or affinity up to the fourth civil
degree to the official of the
agency authorized to process
and/or approve proposed
MOA, and release funds (1
photocopy)
 Document showing that NGO/PO Non-Governmental Organization
has equity equivalent to 20 (NGO)/People’s Organization (PO)
percent of the total project cost,
which shall be in the form of labor,
land for the project site, facilities,
equipment and the like, to be used
in the project (1 photocopy)
 Certification from the Accountant Regional Accountant
that the previous cash advance
granted to the NGO/PO has been
liquidated, liquidation documents
are post-audited and properly
taken up in the books (1
photocopy)
47
 Memorandum of Agreement NGO/PO and RO
(MOA) incorporating therein the
following terms and provisions: (1
photocopy)
o Project name, intended NGO/PO, RO
beneficiaries, benefits to be
delivered, project cost
estimates, brief description of
project and its site/location;
o Systems and procedures to NGO/PO, RO
implement the project such as,
but not limited to, procurement
of goods and services by the
NGO/PO and their distribution
which should be documented
and coordinated with the GO’s
authorized officials and the
respective barangays;
o Time schedules for the NGO/PO, RO
releases of funds, periodic
inspection/evaluation,
reporting, monitoring
requirements, date of
commencement and date of
completion (releases of funds
after the initial fund transfer
must be output-based, that is,
subsequent fund releases must
be dependent on 100%
delivery of physical status of
the project corresponding to
the previous funds received by
the NGO/PO;
o Submission of the required NGO/PO, RO
periodic financial and physical
status reports (no subsequent
fund transfer must be granted
unless previous fund transfers
have been liquidated and
required physical status report
has been submitted);
o Specific period to liquidate the Regional Office (RO)
funds granted to NGO/PO with
the GO;
o In case of construction projects
like school buildings,
48
o In case the asset shall be Regional Office (RO)
owned by a specific
beneficiary, a stipulation that a
Deed of Donation shall be
executed by the GO after the
completion of the project;
o Monitoring and inspection of Regional Office (RO)
project implementation and
verification of financial records
and reports of the NGO/PO by
the GO;
o Visitorial audit by the officials Commission on Audit (COA)
and personnel of the COA
authorized to perform the audit
under an approved office order;
o Institution of legal action by the Regional Office (RO)
GO against the defaulting
NGO/PO which fails to
complete a project covered by
the MOA, or for a material
violation of the provisions of the
MOA or of this Circular, and in
any of these cases, its
subsequent disqualification
from applying for another
project in any other GO;
o In case of the dissolution of the Regional Office (RO)
recipient NGO/PO, voluntary or
involuntary, the lien of the
granting GO on its assets, in
accordance with existing laws,
to the extent of the unexpended
or unutilized portion of the fund;
o Maintenance by the NGO/PO NGO/PO
of a separate savings/current
account for each fund received
from the GO; and
o The return by the NGO/PO to NGO/PO, RO
the granting GO of any amount
not utilized to complete the
project, including interest, if
any.
 Other relevant requirements
under GPPB Resolution No. 12-
2007 dated June 29, 2007
49
2.2. Implementation and Liquidation of
Funds Released
 Final fund utilization report, NGO/PO, Regional Accountant, Regional
indicating the summary of Resident Auditor
expenses and the status report of
accomplishments, certified by the
accountant, approved by the
President/Chairman of the
NGO/PO and verified by the
internal auditor or equivalent
official of the GO (1 photocopy)
 Pictures of implemented projects NGO/PO, RO
(1 photocopy)
 Inspection report and certificate of Regional Office (RO)
project completion issued by the
GO authorized representative (1
photocopy)
 List of beneficiaries with their NGO/PO, RO
signatures signifying their
acceptance/acknowledgment of
the project/funds/goods/services
received (1 photocopy)
 Proof of verification by the GO RO
official of the validity of the
documents submitted by the
NGO/PO (1 photocopy)
 OR issued by the granting GO Cashier of RO
acknowledging return by the
NGO/PO of any unutilized/excess
amount of cash advance,
including interest, if any (1
photocopy)
 List of equipment/vehicles NGO/PO, RO
procured by the NGO/PO out of
the project funds indicating its
brief description, date acquired,
acquisition cost and final
disposition (1 photocopy)
 Warranty for procurement of NGO/PO, RO
equipment and projects (1
photocopy)
 In case of dissolution of the RO, Regional COA
recipient NGO/PO, in addition to
the OR acknowledging return of
unutilized amount, copy of the
vouchers paid by the NGO/PO (1
photocopy)
50
 Liquidation Report (1 photocopy) NGO/PO
2.3. Staggered Release of Funds to
NGO/PO
 Duly approved Schedule of Fund RO
Release to NGO/PO (1
photocopy)
 Interim Fund Utilization Report on NGO/PO, RO
the previous release certified by
the NGO/PO’s Accountant,
approved by its
President/Chairman and verified
by the internal auditor or
equivalent official of the GO
showing a summary of expenses
and a status report of
accomplishment evidenced by
pictures (1 photocopy)
 List of beneficiaries of previous NGO/PO, RO
releases with their signatories
signifying their
the project funds/goods/service (1
photocopy)
3.0. Fund Transfers
3.1. Transfer of Funds to Implementing
Agencies
3.1.1. Transfer
Source Agency:
 MOA/Trust Agreement (1 RO, Bureau as project manager
photocopy)
 Approved Program of Work- for RO, Bureau as project manager
photocopy)
 Approved Project Expenditures RO, Bureau as project manager
or Estimated Expenses
indicating the project objective
and expected output-for other
projects (1 photocopy)
 For GOCCs, Board Resolution Board
ratifying the MOA in case of
transfers not incorporated in the
Corporate Operating Budget
and/or beyond the signing
authority of the Agency Head (1
photocopy)
51
 For Local Government Units Local Sanggunian
(LGUs), as clarified under COA
Memorandum No. 2010-014
dated April 22, 2010,
authorization by local
Sanggunian for the Local Chief
Executive to enter into contract
in case of the following:
o In the case of a reenacted Local Sanggunian
budget:
- For new contracts entered
into by the local chief
executive for contractual
obligations included in the
previous year’s annual and
supplemental budget
o In the case of the regularly Local Sanggunian
enacted budget:
- For projects described in
generic terms, such as
infrastructure projects,
inter-municipal waterworks,
drainage and sewerage,
flood control, irrigation
system projects, or roads
and bridges
- For purchase of goods and
services which are neither
specified nor encompassed
within the regular personal
services and maintenance
operating expenses
 Certification by the Accountant Regional or Central Office (CO) Accountant
that funds previously transferred
to the Implementing Agency (IA)
has been liquidated, post
audited and accounted for in the
books(1 photocopy)
 OR issued by the IA to the Implementing Agency (IA)
Source Agency acknowledging
receipt of funds transferred-for
post-audit activities (1
photocopy)
3.1.2. Implementation and Liquidation
Implementing Agency:
52
 Necessary supporting Implementing Agency (IA)
documents depending on the
nature of transactions
 MOA/Trust Agreement (1 IA, RO or Bureau as Project Manager
photocopy)
 OR upon receipt of funds Implementing Agency (IA)
transferred (1 photocopy)
 OR issued by the Source Cash Division
Agency evidencing refund of
unexpended/unutilized balance
of fund transfer (1 photocopy)
3.1.3. Liquidation
Source Agency:
 Report of Checks Issued and Cash Division/Accounting Division/COA
Report of Disbursements
Accountant, approved by the
Head of the IA, and duly audited
by the Auditor of the IA (1
photocopy)
 Credit Notice issued by the COA
Auditor of the IA (1 photocopy)
 OR issued for the refund of Cash Division
unexpended/unutilized balance
of fund transferred(1 photocopy)
3.2. From Trust Fund to the General Accounting Division
Fund for unspent balance/excess
amount
 Report of Receipt,
Disbursement and Fund
Balance certified by Accountant
(1 photocopy)
 Contract, which may be a MOA, IA and Source Agency
Trust Agreement or
Memorandum of Understanding
governing the utilization of funds
and disposition of any balance
thereof after completion of the
purpose of the funds transferred
(1 photocopy)
 Letter of IA to Source Agency to IA
transfer the unexpended
balance to the General Fund
duly approved by the Source
Agency, if the disposition
53
thereof has not been provided in
the MOA, Trust Agreement or
Memorandum of Understanding
(1photocopy)
4.0. Salary
4.1. Individual Claims
4.1.1. First Salary
 Duly approved Appointment (1 Claimant, Human Resource
certified true copy)
 Assignment Order, if applicable Claimant, Human Resource, International Labor
(1 photocopy) Affairs Bureau (ILAB)
 Oath of Office (1 certified true Claimant, Human Resource
copy)
 Certificate of Assumption (1 Claimant, Head of Office
photocopy)
 Statement of Assets, Liabilities Claimant
and Net Worth (1 photocopy)
 Approved DTR (1 photocopy) Claimant
 Bureau of Internal Revenue Claimant, Human Resource
(BIR) withholding certificates
(Forms 1902 and 2305) (1
photocopy)
 Payroll Information on New Not Applicable
Employee (PINE) (for agencies
with computerized payroll
systems)(1 photocopy)
the payee(1 photocopy)
Additional Requirements for
transferees (from one
government office to another
 Clearance from money, property Claimant, Human Resource
and legal accountabilities from
the previous office (1
photocopy)
 Pre-audited disbursement Chief Accountant from previous agency
voucher of last salary from
previous agency and/or
Certification by the Chief
Accountant of last salary
received from previous office
duly verified by the assigned
auditor thereat (1 certified true
copy)
54
 BIR Form 2316- Certificate of Previous agency
Compensation Payment/Tax
Withheld (1 photocopy)
 Certificate of Available Leave Previous agency
Credits (1 photocopy)
 Service Record (1 photocopy) Previous agency
4.1.2. Salary (if deleted from the payroll)
 Approved DTR (1 photocopy) Claimant, Human Resource
 Notice of Assumption(1 Claimant, Human Resource
photocopy)
 Approved Application for Leave, Claimant, Human Resource
Clearances, and Medical
Certificate, if on sick leave for
five days or more (1 photocopy)
4.1.3. Salary of Casual/ Contractual
Personnel
 For accredited agencies by the Claimant, concerned office, HR
CSC (for first claim)
- Pertinent
contract/appointment/job
order (1 certified true copy)
- ROP A of the pertinent
contract/appointment marked
received by the CSC (1
photocopy)
 For other agencies (for first Claimant, concerned office, HR
claim)
- Pertinent
contracts/appointment/job
order marked received by the
CSC (1 certified true copy)
 Certification by the Local Chief Not applicable
Executive (LCE), in case of
LGUs, that the
employment/hiring is still within
the Personal Services (PS)
limitation prescribed under
Section 325(a) of RA No. 7160
(1 photocopy)
 Certification by the Not applicable
LCE/Personnel Officer that the
activities/services cannot be
provided by regular or
permanent personnel of the
agency-for first claim (1
photocopy)
55
 Accomplishment Report (1 Claimant, Human Resource
photocopy)
4.1.4. Salary differentials due to

Promotion and/or Step Increment
 Approved appointment in case Claimant, Human Resource
of promotion or Notice of Salary
Adjustment in case of step
increment/salary increase (1
certified true copy
 Certificate of Assumption (1 Claimant, concerned office
photocopy)
 Approved DTR or certification Claimant, Human Resource
that the employee has not
incurred leave without pay (1
photocopy)
 Certification by the LCE, in case Not applicable
of LGUs, that the
promotion/step increment is still
within the PS limitation
prescribed under Section 325(a)
of RA No. 7160 (1 photocopy)
4.1.5. Last Salary
and legal accountabilities (1
photocopy)
4.1.6. Salary due to heirs of deceased
employee
 Same requirements as those for
last salary
 Additional requirements:
o Death Certificate from Claimant, Philippine Statistics Authority (PSA)
National Statistics Office
(NSO) (1 authenticated copy)
o Marriage Contract from NSO, Claimant, Philippine Statistics Authority (PSA)
if applicable (1 authenticated
copy)
o Birth Certificates of surviving Claimant, Philippine Statistics Authority (PSA)
legal heirs by NSO (1
authenticated copy)
o Designation of next-of-kin (1 Claimant
photocopy)
o Waiver of right of children 18 Claimant
years old and above (1
photocopy)
56
4.1.7. Maternity Leave
 Approved application for leave Claimant, Human Resource
(1 certified true copy)
 Maternity leave clearance (1 Claimant, Human Resource
 Medical certificate for maternity Claimant, Human Resource
leave (1 photocopy)
Unused Maternity Leave (upon
assumption before the
expiration of the 60-day
maternity leave)
 Medical certificate that the Medical Doctor
employee is physically fit to
work (1 photocopy)
 Certificate of assumption (1 Claimant, concerned office, HR
photocopy)
4.2. General Claims through the
Automated Teller Machine (ATM)
 Salary Payroll (1 photocopy) Human Resource
 Payroll Register- hard and soft Cash Division
copy (1 photocopy)
 Letter to the Bank to credit Cash Division
employees’ account of their
salaries or other claims (1
photocopy)
 Validated deposit slips(1 Bank
photocopy)
5.0. Allowances, Honoraria and Other
Forms of Compensation
5.1. Personnel Economic Relief
Allowance (PERA)
 Same requirements as those for Please refer to 4.1
payment of salaries (4.1)
5.2. Representation and Transportation
Allowance (RATA)
 For Individual Claims
 Office Order/Appointment- 1st Head of Office, claimant
payment(1 photocopy)
 Certificate of Assumption- 1st Head of Office, claimant
payment(1 photocopy)
 Certification that the Claimant
official/employee did not use
government vehicle and is not
57
assigned any government
vehicle (1 photocopy)
 Certificate or evidence of Claimant, Head of Office, HR
service rendered or approved
DTR (1 photocopy)
 Certification by the LCE, in Not applicable
case of LGUs, that the revised
RATA rates is still within the
PS limitation prescribed under
Section 325(a) of RA No. 7160
(for initial claim)(1 photocopy)
 For General Claims
 RATA Payroll (1 photocopy) Human Resource
 Payroll Register (hard and soft Cash Division
copy) (1 photocopy)
RATA claims, if applicable (1
photocopy)
 Validated deposit slip, if Bank
applicable (1 photocopy)
5.3. Clothing/Uniform Allowance
 Approved appointment of new Claimant, Human Resource
employees (1 certified true
copy)
 Certificate of Assumption of Claimant, Head of Office, HR
new employees (1 photocopy)
 Certificate of non-payment Previous agency
from previous agency, for
transferees (1 photocopy)
 General Claims Clothing/Uniform
Allowance Payroll
 Clothing/Uniform Allowance Human Resource
Payroll (1 photocopy)
copy) (1 photocopy)
salaries or other claims(1
photocopy)
 Validated deposit slips (1 Bank
photocopy)
5.4. Productivity Incentive Allowance
(PIB)
58
 Certification that the Human Resource
performance ratings for the
two semesters given to the
personnel of the concerned
division/office is at least
satisfactory (1 photocopy)
 Certification from the Legal Legal Service
Office that the employee has
no administrative charge (1
photocopy)
 General Claims
 PIB Payroll (1 photocopy) Human Resource
 List of personnel who were Human Resource
suspended either preventively
or as a penalty as a result of
an administrative charge
within the year for which PIB is
paid, regardless of the
duration (except if the penalty
meted out is only a reprimand)
(1 photocopy)
 List of personnel dismissed Human Resource
within the year (1 photocopy)
 List of personnel on Absent Human Resource
Without Official Leave
(AWOL) (1 photocopy)
 Certification that the Human Resource
performance. Ratings for the
two semesters given to the
personnel of the concerned
division/office is at least
satisfactory (1 photocopy)
copy) (1 photocopy)
PIB claims (1 photocopy)
photocopy)
5.5. Special Counsel Allowance Not Applicable
 Office Order/ Designation/ Letter
of the OSG deputizing the
claimant to appear in court as
special counsel (1 photocopy)
59
 Certificate of Appearance issued
by the Office of the Clerk of Court
(1 photocopy)
 Certification that the cases to be
attended by the lawyer personnel
are directly related to the
nature/function of the particular
office represented (1 photocopy)
 Certification issued by the
concerned lawyer and the
Agency Accountant that the
amount being claimed is still
within the limitation under the
GAA of P4,000 per month (1
photocopy)
5.6. Honoraria
 Office Order creating and Bids and Awards Committee (BAC) Secretariat,
designating the BAC Administrative Service
composition and authorizing the
members to collect honoraria (1
photocopy)
 Minutes of BAC Meeting (1 BAC, AS
photocopy)
 Notice of award to the winning BAC, AS
bidder of procurement activity
being claimed (1 photocopy)
 Certification that the BAC, AS
procurement involves
competitive bidding (1
photocopy)
 Attendance Sheet listing names BAC Secretariat, AS
of attendees to the BAC meeting
(1 photocopy)
5.7. Hazard Duty Pay
 Certification by the Secretary of DOST, DOH/DND/PhiVolcs
the Department of Science and
Technology (DOST)/Department
of Health (DOH)/Department of
National Defense (DND)/Director
of the Philippine Institute of
Volcanology and Seismology
that the place of
assignment/travel is a strife-torn/
embattled/ disease-
infested/distresses or isolated
areas/stations, or areas declared
under state of calamity or
60
emergency, or with volcanic
activity and/or eruption (1
photocopy)
 Duly accomplished time record of Claimant
employees or travel report (1
photocopy)
 Special order from the Department Head
agency/department head
covering the assignment to
hazardous/difficult areas (1
photocopy)
 Approved DTR/Service Report (1 Claimant, Human Resource
photocopy)
5.8. Longevity Pay
 Service Record (1 photocopy) Claimant, Human Resource
 Certification issued by the Claimant, Human Resource
Personnel Officer that the
claimant has not incurred more
than 15 days of vacation leave
without pay (1 photocopy)
5.9. Overtime Pay
 Overtime authority stating the Cluster Head
necessity and urgency of the
work to be done, and the duration
of overtime work (1 photocopy)
 Overtime work program (1 Requesting office
photocopy)
 Quantified Overtime Claimant
accomplishment duly signed by
the employee and supervisor (1
photocopy)
 Certificate of service or duly Claimant, Human Resource
approved DTR (1 photocopy)
5.10.Year-End Bonus (YEB) and Cash
Gift (CG)
 Clearance from money, Claimant, Human Resource
property and legal
accountabilities(1 photocopy)
 Certification from head of Head of Office
Office that the employee is
qualified to receive the YEB
and CG benefits pursuant to
DBM Budget Circular No.
2003-2 dated May 9,2003 (1
photocopy)
61
 General Claims
 YEB and CG Payroll (1 Human Resource
photocopy)
 Payroll Register-hard and soft Cash Division
copy(1 photocopy)
employees account of their
YEB and CG claims (1
photocopy)
 Deposit slips (1 photocopy) Bank
5.11.Retirement Benefits
Documentary Requirements under
RA No. 1616
 Updated Service record Cash Division
indicating the number of days on
leave without pay and/or
certification issued by the Human
Resource Office (HRO) that the
retiree did not incur any leave of
absence without pay (1
photocopy)
 Retirement application (1 Retiree/claimant
photocopy)
 Office clearance from Claimant, HR
money/property accountability &
administrative/criminal liability (1
photocopy)
 Statement of assets and Retiree/claimant
liabilities (1 photocopy)
 Retirement Gratuity Computation Human Resource
(1 photocopy)
 Affidavit of Undertaking for Retiree/claimant
authority to deduct
accountabilities(1 photocopy)
 Affidavit of applicant that there is Retiree/claimant
no pending criminal investigation
or prosecution against him/her
(Anti-Graft RA No. 3019)(1
photocopy)
Additional requirement in case of
resignation
 Employee’s letter of resignation claimant
duly accepted by the Agency
Head (1 photocopy)
Additional requirements in case of
death of claimant
62
 Death certificate by National Surviving spouse/next of kin/PSA
Statistics Office (NSO)
(1authenticated copy)
 Marriage contract by NSO (1 Surviving spouse/next of kin/PSA
authenticated copy)
 Birth certificates of all surviving Surviving spouse/next of kin/PSA
authenticated copy)
 Designation of next-of-kin (1 Surviving spouse/next of kin
photocopy)
 Waiver of rights of children 18 Surviving spouse/next of kin
years old and above
 Affidavit of two disinterested Surviving spouse/next of kin
parties that the deceased is
survived by the legitimate and
illegitimate children (if any),
natural, adopted or children of
prior marriage(1 photocopy)
5.12.Terminal Leave Benefits
and legal accountability from the
Central Office and from the
Regional Office of last
assignment (1 photocopy)
 Employees leave card as at last Human Resource
date of service duly audited by
the Personnel Division and
COA/Certificate of leave credits
issued by the Admin/Human
Resource Management Office
(HRMO) (1 certified photocopy)
 Approved leave application (1 Claimant, Human Resource
photocopy)
 Complete service record (1 Human Resource
photocopy)
 Statement of Assets, Liabilities Claimant, Human Resource
and Net Worth (SALN) (1
photocopy)
 Appointment/Notice of Salary Claimant, Human Resource
Adjustment (NOSA) showing the
highest salary received if the
salary under the last appointment
is not the highest (1 certified
photocopy)
 Computation of terminal leave Human Resource, Accounting Division
benefits duly signed/certified by
the accountant (1 original copy)
63
 Applicant’s authorization (in Claimant
affidavit form) to deduct all
financial obligations with the
employer/agency/LGU (1
photocopy)
 Affidavit of applicant that there is Claimant
(RA No. 3019) [1 photocopy]
 In case of resignation, Claimant
employee’s letter of resignation
duly accepted by the Head of the
Agency (1 photocopy)
death of claimant
 Death certificate by NSO (1 Surviving spouse/next of kin/PSA
authenticated copy)
authenticated copy)
 Birth certificate of all surviving Surviving spouse/next of kin/PSA
authenticated copy)
photocopy)
photocopy)
5.13.Monetization
 Approved leave application (10 Applicant, Human Resource
days) with leave credit balance
certified by the Human Resource
Office (1 photocopy)
 Request for leave covering more Applicant
than ten days duly approved by
the Head of Agency (1 original
copy)
 For monetization of 50 percent or
more:
 Clinical abstract/medical Hospital
procedures to be undertaken
in case of health, medical and
hospital needs (1 photocopy)
 Barangay Certification in case Barangay
of need for financial
assistance brought about by
calamities, typhoons, fire, etc.
(1 photocopy)
64
5.14.Loyalty Cash Award/Incentive
 Service Record (1 photocopy) Human Resource
 Certificate of non-payment Previous Office
from previous office (for
transferee) [1 photocopy]
 Certification from the HRO that Human Resource
the claimant has not incurred
more than 50 days authorized
vacation leave without pay
within the 10-year period or
aggregate of more than 25
days authorized vacation
leave without pay within the 5-
year period, as the case may
be(1 photocopy)
 Loyalty Cash Award/ Incentive Human Resource
Payroll(1 photocopy)
copy)(1 photocopy)
employee’s account of their
photocopy)
 Deposits slips(1 photocopy) Bank
5.15.Collective Negotiation Agreement
(CNA) Incentive
 Resolution signed by both parties Management and Employees Union
incorporating the
guidelines/criteria for granting
CAN incentive (1 photocopy)
 Comparative statement of DBM Financial and Management Service (FMS)
approved level of operating
expenses and actual operating
expenses (1 photocopy)
 Proof of remittance to the Not Applicable
National Treasury of its 50
percent dividends share or
percentage approved by the
Department of Finance on the
annual earnings for income-
generating GOCCs/GFIs (1
photocopy)
 CAN (1 photocopy)
 Certificate issued by the Head of Head of Office
the Agency on the total amount
65
of unencumbered savings
generated from cost-cutting
measures identified in the CAN
which resulted from the joint
efforts of labor and management
and systems/productivity/income
improvement (1 photocopy)
 Proof that the planned
programs/activities/projects have
been implemented and
completed in accordance with
targets for the year (1 photocopy)
6.0. Other Expenditures
6.1. Utility Expenses
 Statement of Account/Bill- for Service Provider
pre-audit purposes (1 photocopy)
 Invoice/Official Receipt or Service Provider
machine validated statement of
account/bill-for post-audit
purposes (1 photocopy)
6.2. Telephone/Communication
Services
 Statement of Account/Bill (1 Service Provider
photocopy)
 Invoice/Official Receipt or Service Provider
machine validated statement of
account-for post-audit activities
(1 photocopy)
 Certification by Agency Head or Head of concerned office
his authorized representatives
that all National Direct Dial
(NDD), National Operator
Assisted Calls and International
Operator Assisted Calls are
official calls(1 photocopy)
7.0. Extraordinary and Miscellaneous
Expenses
 Receipts and/or other documents Claimant
evidencing disbursement, if there
are available, or in lieu thereof,
certification executed by the official
concerned that the expense sought
to be reimbursed have been incurred
for any of the purposes
contemplated under
66
the provisions of the GAA in relation
to or by reasons of his position, in
case of NGAs (1 photocopy)
 Other supporting documents as are Claimant
necessary, depending on the nature
of expense charged
8.0. Procurement
Basic Requirements for all types of
procurement through public bidding
 Approved APP and any Requesting office
amendment thereto (1
authenticated photocopy)
 Approved contract supported by Requesting office
the following documents which
are required under COA Circular
No. 2009-001 dated February 12,
2009 and COA Memorandum
2005 to be submitted to the
Auditor’s Office within five days
from the execution of the
contract:
 Invitation to Apply for Requesting office
Eligibility to Bid (1 photocopy)
 Letter of Intent (1 Requesting office
photocopy)
 Results of Eligibility Requesting office
Check/Screening (1
photocopy)
 Bidding Documents Requesting office
enumerated under Section
17.1 of the Revised IRR of RA
No. 9184 which includes a
complete set of approved
plans/drawings and technical
specifications for
complete technical
description of equipment,
aircraft and accessories,
scope of works, if applicable
for goods, and rental and
repair contracts, and Terms of
Reference (TOR) for
consultancy services (1
photocopy)
67
 Minutes of Pre-Bid BAC, AS
Conference,[Approved Budget
for Contract (ABC) P1.0 million
and above] (1 photocopy)
 Agenda and/or Supplemental BAC, AS
Bulletins, if any (1 photocopy)
 Bidders Technical and Bidders
Financial Proposals (1
photocopy)
 Minutes of Bid Opening (1 BAC, AS
photocopy)
 Abstract of Bids (1 photocopy) BAC, AS
 Post-Qualification Report of BAC, AS
Technical Working Group (1
photocopy)
 BAC Resolution declaring BAC, AS
winning bidder (1 photocopy)
 Notice of Post Qualification(1 BAC, AS
photocopy)
 BAC Resolution BAC, AS
recommending approval and
approval by the Head of the
Procuring Entity of the
Resolution of the BAC
recommending award of
contract (1 photocopy)
 Notice of Award(1 photocopy) BAC, AS
 Performance Security (1 Winning bidder/insurance company/bank
photocopy)
 Program of Work and Detailed BAC, AS
Estimates (1 photocopy)
 Notice to Proceed, indicating BAC, AS
the date of receipt by the
contractor (1 photocopy)
 Detailed Breakdown of the BAC, AS
ABC (1 photocopy)
 Copy of the Approved BAC, AS
PERT/CPM Network Diagram
and detailed computations of
contract time (1 photocopy)
Contract Cost: (1 photocopy)
including the detailed
breakdown of estimates
and/or unit cost
analysis/derivation for each
68
work item expressed in
volume/area/lump sum/lot for
infrastructure projects
indicating the following,
among others, for consultancy
services:
- Schedule of basic rates
certified by the consultant
with a sworn statement
- Derivation of the billing
factor/multiplier certified
by the consultant with a
sworn statement
 Detailed breakdown of BAC, AS
reimbursable costs based on
agreed fixed rates and actual
costs
 indicating costs and dates BAC, AS
of acquisition of the
equipment, quantities and
cost of materials, spare
parts, and supplies
furnished by the contractor
for
janitorial/security/maintena
nce services
 indicating the monthly lease BAC, AS
payment and period of
lease for lease contracts
 Advertisement of Invitation to BAC, AS
Bid/Request for expression of
interest (1 photocopy)
 Newspaper clippings of BAC, AS
advertisement (ABC P5.0
million and above for
infrastructure, P2.0 million
and. Above for goods, and
P1.0 million or four months
duration and above for
consulting services)
 Printout copy of advertisement BAC, AS
posted in PhilGEPS
 Certification from the Head of BAC, AS
BAC Secretariat on the
posting of advertisement at
conspicuous places
69
 Printout copies of BAC, AS
advertisement posted in
agency website, if any
 Documentary requirements BAC, AS
under Sections 23.1 and
25.2.b for infrastructure
projects, 23.1 and 25.2a for
goods and 24.1 and 25.2c for
consulting services, of the
Revised IRR of RA No, 9184
 Minutes of Pre-procurement BAC, AS
Conference for projects costing
above P5.0 million for
infrastructure, P2.0 million and
above for goods, and P1.0 million
and above for consulting
services(1 photocopy)
 Bid Evaluation Report (1 BAC, AS
photocopy)
 Ranking of shortlisted bidders for BAC, AS
consulting services (1
photocopy)
 Post Qualification Evaluation BAC, AS
Report(1 photocopy)
 Posting of Notice of Award, BAC, AS
Notice to Proceed and Contract
of award in the PhilGEPS (1
printout copy)
 For LGUs, as clarified under Not Applicable
COA Memorandum No. 2010-
014 dated April 22, 2010,
Executive to enter into contract in
case of the following:
 In the case of a reenacted Not Applicable
budget:
supplemental budgets
 In the case of the regularly
enacted budget:
70
infrastructure projects, Not Applicable
inter-municipal
waterworks, drainage and
sewerage, flood control,
irrigation system projects,
reclamation projects, or
roads and bridges
- For purchase of goods
and services which are
neither specified nor
encompassed within the
regular personal services
and maintenance
operating expenses
 Evidence of Invitation of three BAC, AS
observers in all stages of the
procurement process pursuant to
Section 13.1 of the Revised IRR
 Request for purchase or Requesting office
requisition of supplies, materials
and equipment duly approved by
proper authorities (1 photocopy)
8.1.1. Infrastructure
Additional documentary
requirements common to all
infrastructure transactions
 Letter request from contractors Contractors
for advance/progress/final
payment or for substitution in
case of release of retention
money (1 photocopy)
 Common to progress/final
payments
 Statement of Work Contractors
Accomplished/Progress Billing
(1 photocopy)
 Inspection Report by the AS, Building administration
Agency’s Authorized Engineer
(1 photocopy)
 Results of Test Analysis, if
 Statement of Time Elapsed (1
photocopy)
 Monthly Certificate of Administrative Service
Payment (1 photocopy)
71
 Contractor’s Affidavit on Contractors
payment of laborers and
materials (1 photocopy)
 Pictures, before, during and Contractors
after construction of items of
work especially the embedded
items (1 photocopy)
 Vouchers of all previous AS, Accounting Division
payments (1 photocopy)
 Certificate of completion (1 AS
photocopy)
8.1.1.1. Advance Payment
Additional Documentary Contractors, insurance company/bank
Requirements
 Irrevocable Standby Letter
of Credit/Security
Bond/Bank Guarantee (1
photocopy)
 Such other documents Contractors, BAC, AS
peculiar to the contract
and/or to the mode of
procurement and
considered necessary in the
auditorial review and in the
technical evaluation thereof
8.1.1.2. Variation Order/Change
Order/Extra Work Order
Requirements
 Additional documents Contractor, AS
enumerated under Annex B
of COA Memorandum No.
2005-027 dated February
28, 2005 required to be
submitted to the Office of
the Auditor for the
review/evaluation of the
changes in the contract:
o Approved Change Order Contractor, AS
(CO)/Extra Work Order
(EWO) (1 photocopy)
o Approved original plans Contractor, AS
indicating the affected
portion(s) of the project
and duly revised plans
and specifications, if
72
applicable, indicating the
changes made which shall
be color coded (1
photocopy)
o Agency’s report Contractor, AS
establishing the
necessity/justification(s)
for the need of such CO
and/or EWO which shall
include: (a) the
computation as to the
quantities of the additional
works involved per item
indicating the specific
stations where such works
are needed; (b) the date of
inspection conducted and
the results of such
inspection; (c) a detailed
estimate of the unit cost of
such items of work for new
unit costs including those
expressed in
volume/area/lump-sum/lot
(1 photocopy)
o Approved/revised Contractor, AS
PERT/CPM Network
Diagram which shall be
color coded, reflecting the
effect of
additional/deductive time
on the contract period and
the corresponding
detailed computations for
the
for the subject Change
(1 photocopy)
o Approved detailed Contractor, AS
breakdown of contract
cost for the variation order
(1 photocopy)
o COA Technical Commission on Audit (COA)
Evaluation Report for the
original contract (1
photocopy)
73
o If the Variation Order to be Commission on Audit (COA)
reviewed is not the 1st
variation order, all of the
above requirements for all
previously approved
variation orders, if not yet
reviewed, otherwise, copy
of the COA Technical
previously approved
variation orders
o Additional performance Contractor, insurance company/bank
security in the prescribed
form and amount if
variation order exceeds
10 percent of the original
contract cost
o Such other documents Contractor, BAC, AS
procurement and
considered necessary in
the auditorial review and
in the technical evaluation
thereof
8.1.1.3. Progress Payment
General Guidelines Contractor
Once a month, the
contractor may submit a
statement of work
accomplished (SWA) or
progress billing and
corresponding request for
progress payment for
work accomplished. The
SWA should show the
amounts which the
contractor considers itself
to be entitled to,
up to the end of the
month, to cover the
cumulative value of the
works executed to date
based on the items in the
Bill of Qualities and
adjustments made for
approved Variation
Orders executed (Annex
74
E of the Revised IRR of
RA No. 9184).
8.1.1.4. Final Payment
 As-Built plans (1 Contractor
photocopy)
 Warranty security (1 Contractor
photocopy)
 Clearance from the Provincial Treasurer
Provincial Treasurer that
the corresponding sand and
gravel fees have been paid
[DPWH Department Order
(DO) No. 109 s. 1993 dated
May 4, 1993 and DO No.
119 s. 1993 dated May
11,1993] (1 photocopy)
 Turn over Contractor, requesting office
documents/transfer of
project and facilities such as
motor vehicle, laptops,
other equipment and
furniture included in the
contract to concerned
government agency(1
photocopy)
8.1.1.5. Release of Retention
Money
Requirements
 Any security in the form of Contractor, bank, GSIS, surety bond
cash, bank guarantee,
irrevocable standby letter of
credit from a commercial
bank, GSIS or surety bond
callable on demand (1
photocopy)
 Certification from the end- End-user
user that the project is
completed and inspected (1
photocopy)
8.1.2. Consulting Services
Requirements
 Additional documents under
Annex D of COA Memorandum
2005 required to be submitted to
75
the Auditor’s Office within five
days from the execution of the
contract:
 If not in the Terms of Requesting office
Reference, appropriate
approved documents
indicating the expected
outputs/deliverables (1
photocopy)
 Approved Manning Schedule Requesting office
indicating the names and
positions of the consultants
and staff and the extent of their
participation in the project (1
photocopy)
 Curriculum vitae of the Consultants and Staff
consultants and staff (1
photocopy)
 Letter request for payment from Consultant
the consultant (1 photocopy)
 Approved Consultancy Consultant, requesting office
Progress/Final Reports, and/or
output required under the
 Progress/Final Billing (1 Consultant, requesting office
photocopy)
 Contract of Infrastructure Consultant, requesting office
Projects subject of Project
Management Consultancy
Services (1 photocopy)
8.1.3. Goods
8.1.3.1. Supplies, Materials,
Equipment and Motor
Vehicles
Requirements
 Additional documents
required under Annexes F
and S of COA
Memorandum No. 2005-
027 dated February 28,
2005 required to be
submitted within five days
upon execution of the
contract:
o Certificate of Exclusive Product Distributor
Distributorship, if
76
o Samples and Supplier, end-user
brochures/photographs, if
o For imported items: Foreign Supplier
- Consular Invoice/Pro-
forma invoice of the
foreign supplier with the
corresponding details (1
photocopy)
- Home Consumption
Value of the items (1
photocopy)
- Breakdown of the
expenses incurred in the
Importation(1
photocopy)
 Dealers/Suppliers’ Invoices Dealer/supplier, end-user
showing the quantity,
description of the articles,
unit and the total value duly
signed by the dealer or his
representative, and
indicating receipt by the
proper agency official of
items delivered (1 original
copy)
o Results of Test Analysis, if
o Tax receipts from the BOC, BIR
Bureau of Customs or the
BIR indicating the exact
specifications and/or
serial number of the
equipment procured by
the government as proof
of payment of all taxes
and duties due on the
same equipment,
supplied or sold to the
government
[Administrative Order
(AO) No. 200 dated
November 21, 1990] (1
photocopy)
o Inspection and Property Division, BWC
Acceptance Report
prepared by the
77
Department Agency
property inspector and
signed by the Head of
Agency or his authorized
representative (1
photocopy)
o For equipment, Property Property Division, end-user
Acknowledgment Receipt
(1 photocopy)
o Warranty Security for a Supplier, end-user
minimum period of three
months, in the case of
expendable supplies, or a
minimum period of one
year in the case of non-
expendable supplies,
after acceptance by the
procuring entity of the
delivered supplies(1
photocopy)
o Request for purchase of End-user
supplies, materials and
equipment duly approved
by proper authorities (1
photocopy)
o In case of motor vehicles, Head of Agency, end-user
(AO No. 233 dated August
1, 2008) authority to
purchase from:
- Agency head and
Secretary of DBM, or
OP depending on the
type of vehicle being
provided (Sections 7
and 9)
Local Chief Executives,
including Punong
Barangay, for types of
vehicles enumerated
under Section 7 of AO
No. 233 sourced from
their unencumbered
local funds and if
chargeable under the
GAA, either from the
DBM or OP depending
on the type of vehicles
78
purchased (Sections 7
to 9)
o For procurement of drugs FDA
and medicines
- Certificate of product
registration from Food FDA
and Drug Administration
(FDA) (1 photocopy) FDA
- Certificate of good Manufacturer
manufacturing practice
from FDA (1 photocopy)
- Batch Release
Certificate from FDA (1
photocopy)
- If the supplier’ is not the
manufacturer,
certification from the
manufacturer that the
supplier is an
authorized
distributor/dealer of the
products/items (1
photocopy)
o Such other documents Supplier, end-user
procurement and
thereof
8.1.3.2. General Support Services
(janitorial, security,
maintenance, garbage
collection and disposal
and similar services)
Requirements
under Annexes H to K and
P of COA Memorandum
No.2005-027 dated
February 28, 2005 required
to be submitted to the
Auditor’s Office within five
days from the execution of
the contract:
79
o For janitorial/ security/
maintenance services,
- appropriate approved
documents indicating Service provider
the following: (1
photocopy)
 The number of Service provider
personnel involved
and their
corresponding
rates/salary
 Schedule of work and
places of assignment
or station/visits
indicating, among
others, the number of
hours per visit
 The type and number Service provider
of equipment to be
served (in case of AS, Building Administration
visitorial maintenance
service)
- The scaled floor plans of
the building and other
area/s covered by the
service contract (for
janitorial services) (1
photocopy)
- The group classification
of personnel to
determine the
Equivalent Equipment
Monthly Statutory
Minimum Wage Rate in
accordance with the
applicable Rules
Implementing RA No.
6727 (1 photocopy)
- Approved documents Administrative Service
indicating the minimum
requirements of the
agency on the number
of security personnel to
be involved in the
project (for security
service contract) (1
photocopy)
80
- The population of the
agency where the
services are rendered
(for security service
controls) (1 photocopy)
- Detailed description of
the maintenance
services to be rendered
or activities to be
performed (for
maintenance service
contracts)
o For Garbage Collection Administrative Service
and Disposal (1
photocopy)
- Complete
description/specification
s (brand name, model,
make/country of origin,
hp, piston displacement,
capacity) and number of
units of dump trucks to
be used
- Complete
descriptions/specificatio
ns (age, condition,
brand, etc.) and number
of units of all other
equipment to be
rented/used
Appropriate approved
documents containing
the terms and
conditions, whether
operated or bare rental
for heavy equipment,
whether per trip or
package deal and other
relevant condition
- The designated
dumpsite/location of
dumpsite (if provided in
a separate document)
- The measurement in
kilometers of the total
distance covered by one
complete route for all the
81
required routes to be
traveled
- Estimated volume in
cubic meters of garbage
to be hauled from area
of operation, including
the basis for such
estimates
In cases where the type of
contract differs from the
usual per trip contract
basis, sufficient
justification and
comparative analysis
between the type of
contract adopted against
the basic per trip type of
contract
o For forwarding/shipping/
hauling contract (1
photocopy)
- The type/kind and
technical description of
the mode of
transportation used
- The point of origin and
destination including the
estimated distance/s if
transported by land
- The estimated weight
and volume of cargoes
involved
o Accomplishment Report
(1 photocopy)
o Request for payment (1
photocopy)
o Contractor’s Bill (1
photocopy)
o Record of
Attendance/Service (1
photocopy)
o Certificate of Acceptance
(1 photocopy)
o Proof of remittance to Service Provider
concerned government
agency and/or GOCCs
[BIR/Social Security
System (SSS)/Pag-Ibig]
82
o Such other documents Service Provider, AS

procurement and
thereof
8.1.3.3. Rental Contracts
Requirements
 Additional documents Administrative Service
under Annexes L, N and O
submitted to the Auditor’s
Office within five days from
the execution of the
contract.
o For privately-owned Administrative Service
office/building
- Complete building floor
plans indicating in
shaded colors the
rentable space (1
photocopy)
- Certificate of Occupancy
of the building or
appropriate approved
documents showing the
date the building was
constructed or age of
the building (1
photocopy)
- Complete description of
the building as to type,
kind and class including
its component parts and
equipment facilities such
as, but not limited to,
parking areas,
elevators, air-
conditioning systems,
firefighting equipment,
etc. (1 photocopy)
83
- Master of Deed
Declaration and
Restrictions in case of
lease/rental of office
condominiums (1
photocopy)
o For equipment rental/ End-User
lease/purchase contract:
- Agency evaluation of
equipment utilization (1
photocopy)
- Pertinent data of area of
operation (1 photocopy)
 List of prevailing
comparable property within
vicinity(1 photocopy)
 Vicinity map (1 photocopy)
 Request for payment(1
photocopy)
 Bill Invoices(1 photocopy) Service Provider
 Certificate of occupancy Service Provider
(space/building) (1
photocopy)
 Such other documents Service Provider
procurement and
the auditorial review and in
the technical evaluation
thereof
8.1.3.4. Repair and Maintenance
of Aircraft, Equipment and
Motor Vehicle
Requirements
under Annexes Q and R of
COA Memorandum No.
contract:
o Pre-repair evaluation Property Division
report and approved
84
o detailed plans by the

agency showing in
sufficient detail the scope
of work/extent of repair to
be done (1 photocopy)
o Latest service bulletin, in Not Applicable
case of aircraft(1
photocopy)
o Report of waste Property Division
materials(1 photocopy)
o Document indicating the
history of repair (1
photocopy)
 Post-inspection reports (1 Property Division
photocopy)
 Warranty Certificate (1 Service Provider
photocopy)
 Request for payment Property Division
 Bill/Invoices (1 photocopy) Property Division
 Certificate of Acceptance (1 End-user
photocopy)
 Pre-repair inspection Property Division
reports (1 photocopy)
Such other documents
procurement and
thereof
8.1.3.5. Advertising Expenses
Requirements
 Bill/Statement of Account Advertising service provider
(1 photocopy)
 Newspaper clippings End-User
evidencing publication
and/or CD in case of
TV/Radio commercial (1
photocopy)
8.2. Procurement through Alternative
Modes
Basic Requirements Common to All
Purchases under alternative mode
85
 Documents to be submitted
within five working days from the
execution of the contract as
required under COA Circular No.
2009-001 dated February 12,
2009:
 Purchase Order/Letter End-User, Property Division
Order/Contract, duly approved
by the official concerned and
accepted by the supplier (date
of acceptance must be clearly
indicated, especially when the
time or date of delivery is
dependent on or will be
counted from the date of
acceptance of the purchase
order/letter order/contract) (1
photocopy)
 Proof of posting of invitation or Property Division
request for submission of price
quotation in the PhilGEPS
website, website of the
procuring agency, if available,
and at any conspicuous place
reserved for this purpose in
the premises of the procuring
agency for a period of seven
calendar days in
case of Shopping under
Section 52.1 (b), and
Negotiated Procurement
under Sections 53.1 (two
failed bidding) and 53.9 (small
value procurement) of the
Revised IRR of RA No. 9184
(1 photocopy)
 Performance and warranty Supplier/Contractor
securities, except for shopping
and negotiated procurement
under emergency cases, small
value procurement, lease of
real property and United
Nation (UN) agencies (1
photocopy)
recommending and justifying
to the Head of Procuring Entity
(HOPE) the use of alternative
86
mode of procurement and

approval by the HOPE of the
BAC Resolution
 Proof of posting of Notice of BAC, AS
Award in the PhilGEPs
website, the website of the
procuring entity concerned, if
available, and at any
conspicuous place reserved
for this purpose in the
premises of the procuring
entity (1 photocopy)
 Approved Procurement Plan(1 Administrative Service
photocopy)
 Request for purchase or End-user
requisition of supplies,
materials and equipment, duly
approved by proper authorities
(1 photocopy)
 Delivery invoice showing the Supplier/Contractor
quantity, description of the
articles, unit and total value,
duly signed by the dealer or
his representative and
indicating receipt by the proper
agency official of items
delivered (1 original copy)
 Inspection and acceptance Property Division, BWC
report signed “Inspected by”
by the authorized agency
inspector and signed
“accepted by” by the
authorized end-user to whom
the item was delivered or the
property officer if item is for
stock (1 photocopy)
 Approval by the HOPE or his Head of Agency or authorized representative
duly authorized representative
on the use of the alternative
methods of procurement, as
recommended by the BAC (1
photocopy)
 Statement of the prospective Bidder
bidder that it is not blacklisted
or barred from bidding by the
87
Government or any of its

agencies, offices, corporations
or LGUs (1 photocopy)
 Sworn affidavit of the bidder Bidder
that it is not related to the
HOPE by consanguinity or
affinity up to the third civil
degree (1 photocopy)
8.2.1. Limited Source Bidding
Requirements
 Specific requirements to be
submitted within five working
contract as required under COA
Circular No. 2009-001 dated
February 12, 2009:
 Direct invitation to bid served BAC, AS
by the concerned agency to all
suppliers or consultants
appearing in the pre-selected
list of manufacturers/suppliers
/distributors with known
experience and proven
capability on the requirements
of the particular contract(1
photocopy)
 Winning bidder’s offer or Bidder
proposal (1 photocopy)
 Abstract of bids showing the BAC, AS
most responsive and
complying bidder from among
the other bidders who
participated in the bidding (1
photocopy)
 Notice of Award (1 photocopy) BAC, AS
25.2(a) for goods, 23.1 and 25
.2(b) for infrastructure, 25.1
and 25.2(c) for consultancy
services, of the Revised IRR of
RA No. 9184
 Such other documents BAC, AS
peculiar to the contract and/or
to the mode of procurement
88
and considered necessary in

the auditorial review and in the
 Bid security (required under Winning Bidder/insurance company/bank
Section 54.4 IRR-A, RA No.
9184)
8.2.2. Direct Contracting
Requirements
submitted within five (5) working
February 12, 2009:
 Letter to selected BAC, AS
manufacturer/supplier/
distributor to submit a price
quotation and conditions of
sale(1 photocopy)
 Certificate of Exclusive Distributor
Distributorship issued by the
principal under oath and
authenticated by the
embassy/consulate nearest
the place of the principal, in
case of foreign suppliers (1
photocopy)
 Certification from the agency AS, End-user
authorized official that there
are no sub-dealers selling at
lower prices and for which no
suitable substitute can be
obtained at more
advantageous terms to the
government(1 photocopy)
 Certification of the BAC in BAC
case of procurement of critical
plant components and/or to
maintain certain standards(1
photocopy)
 Study/survey done to determine BAC
that there are no sub-dealers
selling at lower prices and for
which no suitable substitute can
be obtained at more
89
terms to the government (1

photocopy)
 Such other documents peculiar BAC
to the contract and/or to the
8.2.3. Repeat Order
Additional Documentary End-User
Requirements
February 12, 2009:
 Original contract used as basis End-user, BAC
for repeat order indicating that
the original contract was
awarded through public
bidding (1 photocopy)
 Certification from the Property Division
Purchasing Department/Office
that the supplier has complied
with all the requirements under
the original contract (1
photocopy)
8.2.4. Shopping
Requirements
contract as required under
COA Circular No. 2009-001
dated February 12, 12009:
 Price quotations from at least End-user, suppliers
three bonafide and reputable
manufacturers/
suppliers/distributors (1
photocopy)
 Abstract of canvass(1 End-user, Property Division
photocopy)
90
8.2.5. Negotiated Procurement

Requirements
 In cases of two failed End-user, suppliers
biddings, emergency cases,
take-over of contract and
small value procurement
- Price quotation/bids/final End-User
offers from at least be three BAC
invited suppliers (1
photocopy)
- Abstract of submitted Price
Quotation (1 photocopy)
- BAC Resolution
contract to Lowest
Calculated Responsive Bid
(LCRB) (1 photocopy)
 Additional requirements for
each case:
 In case of two failed biddings BAC
- Agency’s offer for
negotiations with selected
suppliers, contractors or
consultants (1 photocopy)
Certification of BAC on the
failure of competitive
bidding for the second time
(1 photocopy)
- Evidence of invitation of
observers in all stages of
the negotiation (1
photocopy)
- Eligibility documents in
case of infrastructure
projects(1 photocopy)
 In emergency cases End-User
- Justification as to the
necessity of purchase (1
photocopy)
 In case of take-over of End-User, BAC
contracts
91
- Terminated contract (1
photocopy)
- Reasons for the
termination (1 photocopy)
- Negotiation documents
with the second lowest
calculated bidder or the
third lowest calculated
bidder in case of failure of
negotiation with the
second lowest bidder. If
negotiation still fails,
invitation to at least three
eligible contractors (1
photocopy)
- Approval by the Head of
the Procuring Agency to
negotiate contracts for
projects under exceptional
cases(1 photocopy)
 In case of small value End-User, BAC
procurement
- Letter/invitation to submit
proposals (1 photocopy)
 For adjacent or contiguous
projects
- Original contract and any
document indicating that
the same resulted from
photocopy)
- Scope of work which
should be related or similar
to the scope of work of the
photocopy)
- Latest Accomplishment
Report of the original
contract showing that there
was no negative
slippage/delay(1
photocopy)
8.3. For procurement through Automatic
Debit Arrangement (ADA) or direct
payment
92
 Same documents required under

goods, infrastructure or
consulting services depending
on the mode of procurement
adopted and the nature of
expenses
 Letter request from the Head of Head of Agency
the Agency to the Bank to
pay/credit the account of the
supplier(1 photocopy)
 Confirmation from the bank that Bank
the account of the supplier has
already been credited-for post
audit purposes (1 photocopy)
9.0. Cultural and Athletic Activities
Documentary Requirement
 Budget estimates approved by the Head of Agency, FMS
Head of Agency (1 photocopy)
 Schedule of training approved by Head of Agency, Human Resource
the Head of the Agency (1
photocopy)
 Same requirements under
procurement depending on the
nature of expense and the mode of
procurement adopted
10.0. Human Resource Development and
Training Program
Head of Agency(1 photocopy)
 Schedule of training approved by Head of Agency, FMS
the Head of the Agency(1
photocopy)
procurement depending on the
nature of expense and the mode of
procurement adopted
11.0. Financial Expenses Not Applicable
 Loan Agreements/ Memoranda of
Agreement together with
supporting documents (1
photocopy)
 Statement of Account (1
photocopy)
 Bank Debit memos (1 photocopy)
93
 Other supporting documents

deemed necessary depending on
the nature of the transaction
1. Submit ORS, DV 1. Receive None 1 day Designated
and complete documents, write Receiving
documentary date and time of Officer
requirements to the receipt including FMS-BD
FMS-Budget name of the
Division located at receiver in the
4th floor, General original and
Luna Wing, DOLE receiving copies of
Building, the ORS.
Intramuros, Manila.
1.1. Check the nature
of transaction if
simple or
complex.
1.2. Assign control

number and
record particulars
of the claim in the
Logbook.
1.3. Forward to
Designated
Processor.
1.4. Receive None Designated
documents and Processor
evaluate claims. FMS-BD
1.5. Process claims, if
in order. Encode
obligation in the
Budget System.
 Simple 1 day
Transactions
 Complex 2 days
Transactions
1.6. Write Obligation
Number in the
ORS, P/A/P,
94
UACS Code,
Responsible
Center and
Status of
Obligation.
return documents
to client/
originating office
using the FMS
Return Document
Form.
1.7. Review None 1 day, 4 hours Division Chief
processed ORS FMS-BD
and sign in Box B
of the ORS, if in
order.
return to
Processor for
necessary
correction/
appropriate
action.
2. Scan ORS, DV, None 2 hours Designated
including Releasing
supporting Officer
documents, retain FMS-BD
one (1) copy of
signed ORS and
signed printed half
sheet for BD file
and release to
Accounting
Division.
Simple
Transaction –
3 days, 6
hours
TOTAL None
Complex
Transaction -
4 days, 6
hours
95
6) Processing of Disbursement Voucher
Disbursement constitutes all cash paid out during a given period in currency (cash) or by
check/ADA. It may also mean the settlement of government payables/obligations by cash,
check, or ADA. It shall be covered by Disbursement Voucher (DV).
The DV is a form used to pay an obligation to employees/individuals/agencies/creditors for

goods purchased or services rendered.
In the processing of DVs or settlement of obligations and in all financial transactions and
operations, we are governed by the following fundamental principles as contained in Section
4 of PD 1445, the Government Auditing Code of the Philippines: provides that all financial
transactions and operations of any government entity shall be governed by the following
fundamental principles:
a. No money shall be paid out of any public treasury or depository except in pursuance of an
appropriation law or other specific statutory authority.
b. Government funds or property shall be spent or used solely for public purposes.
c. Trust funds shall be available and may be spent only for the specific purpose for which the
trust was created or the funds received.
d. Fiscal responsibility shall, to the greatest extent, be shared by all those exercising authority
over the financial affairs, transactions, and operations of the government agency.
e. Disbursement or disposition of government funds or property shall invariably bear the
approval of the proper officials.
f. Claims against government funds shall be supported with complete documentation.
g. All laws and regulations applicable to financial transactions shall be faithfully adhered to.
h. Generally accepted principles and practices of accounting as well as of sound
management and fiscal administration shall be observed, provided that they do not
contravene existing laws and regulations.
Office or Division: Financial and Management Service (FMS) – Accounting Division

Who may avail:  External Clients
 Suppliers/Service Providers
 Contractors
 National Government Agencies
 Non-Government Organizations/People’s Organization
 Scholars/Program Beneficiaries
 Internal Clients

1. Obligation Request and Status (ORS) [3 Claimant/Concerned Program Manager/end-
copies] user units
96
2. Disbursement Vouchers (DV) [4 copies] Claimant/Concerned Program Manager/end-
user units
3. Supporting Documents per COA Circular
No. 2012-01 dated June 14, 2012
(depending on the nature of the claim)
Basic Requirements for Disbursement and
the Required Certifications
a. Availability of allotment for obligation Budget Division
certified by the Budget Officer (1
photocopy)
b. Certificate of availability of cash and Accounting Division
completeness of the supporting
documents in the Disbursement Voucher
(1 original; 3 photocopies)
c. Legality of transaction and conformity Requesting/End-User Unit
with existing rules and regulations. The
requesting and approving officials shall
ensure that the disbursements of
government funds are legal and
inconformity with applicable rules and
regulations 1 original; 2 photocopies)
d. Proper evidence to establish validity of Requesting/End-User Unit
claim. The Head of the Requesting Unit
shall certify on the necessity and legality
of charges to allotment under his/her
supervision as well as the validity,
propriety and legality of supporting
documents(1 photocopy)
e. Approval of the disbursement by Head of Head of Agency or Authorized Representatives
Office or by his duly authorized
representative (1 original; 3 photocopies)
Specific Requirement for Each Type of

Disbursement
1.0. Cash Advances (CA)
1.1. Granting of Cash Advances
Documentary Requirements common
to all cash advances except for travels
 Authority of the accountable officer Head of Agency or Authorized Representatives
issued by the Head of the Agency or
his duly authorized representative
indicating the maximum
accountability and purpose of cash
advance -for initial cash advance (1
photocopy)
 Certification from the Accountant Accounting Division, FMS
that previous cash advances have
97
been liquidated and accounted for in
the books (1 original)
 Approved application for bond Bureau of Treasury
and/or Fidelity Bond for the year for
cash accountability of more than
P5,000 (1 photocopy)
1.1.1. Payroll Fund for Salaries, Wages,
Allowances, Honoraria and Other
Similar Expenses
Requirements
 Approved contracts-for initial Requesting/End-User Unit
payment (1 original)
 Approved Payroll or list of Requesting/End-User Unit
payees indicating their net
payments (1 original; 1 carbon
copy or photocopy)
 Approval/authority (presidential Requesting/End-User Unit
directive or legislative
enactment) or legal basis to pay
any allowance/salaries/wages/
fringe benefits (1 photocopy)
 Daily Time Record (DTR) Claimant
approved by the supervisor (1
original)
1.1.2. Petty Cash Fund (PCF) Requesting/End-User Unit
Requirements
 Approved estimates of petty
expenses for one month (1
photocopy)
1.1.3. Field/Activity Current Operating Requesting/End-User Unit
Expenses (COE)
Requirements
 Approved Budget for COE of
the agency field office or
agency activity in the field (1
photocopy)
1.1.4. Traveling Allowances
Executive Order No. 77 dated
98
March 15, 2019, as
implemented by DOLE per
Administrative Order No. 326,
series of 2019 (1 photocopy)
the provisions of Executive
Order No. 77 dated March 15,
2019, as implemented by
DOLE per Administrative
Order No. 326, series of 2019
(1 photocopy)
 Letter of invitation of Host/sponsoring country/agency/organization
host/sponsoring
country/agency/ organization
(1 photocopy)
 For plane fare, quotations of Travel Agencies
three travel agencies or its
equivalent (1 original; 1
photocopy)
 Flight itinerary issued by the Airline/ticketing office/travel agency
airline/ticketing office/travel
agency (1 original or 1
photocopy)
 United Nations Development Website of UNDP
Programme (UNDP) rate for
the daily subsistence
allowance (DSA) for the
country of destination for the
computation of DSA to be
 Document to show the dollar Website of Bangko Sentral or LBP
to peso exchange rate at the
date of grant of cash advance
(1 photocopy)
 Where applicable, authority Office of the President/End-User Unit
from the OP to claim
99
representation expenses (1
photocopy)
 In case of seminars/trainings
o Invitation addressed to Sponsoring Agency/Country
the agency inviting
participants issued by the
foreign country (1
photocopy)
o Acceptance of the Sponsoring Agency/Country
nominees as participants
issued by the foreign
country (1 photocopy)
o Programme Agenda and Sponsoring Agency/Country
Logistics Information (1
photocopy)
1.2. Liquidation/Replenishment of Cash
Advances/Reimbursement of
Expenses
1.2.1. PayrollFund for Salaries,
Wages, Allowances, Honoraria
and Other Similar Expenses
 Report of Disbursement Accountable Officer/Claimant
accountable officer (1 original;
1 photocopy)
 Approved payrolls/vouchers Accountable Officer/Claimant
duly acknowledged/signed by
the payee/s (1 original)
 Approved daily time records Accountable Officer/Claimant
(DTRs) or Certificate of
Service (1 certified photocopy)
 Approved application for leave Accountable Officer/Claimant
(1 photocopy)
 In case of payment of Claimant; End-User Unit
personnel under the “job
order” status, duly
verified/accepted
accomplishment report (1
photocopy)
 Official Receipt (OR) in case of Cash Division, Administrative Service
refund for unclaimed salaries
(1 photocopy)
100
 Authority from the claimant Claimant
and identification documents,
if claimed by person other than
 Such other pertinent Claimant
supporting documents as are
required by the nature of
expense
1.2.2. Petty Cash Fund
 Summary of Petty Cash Petty Cash Custodian
Vouchers (1 original)
 Report of Disbursements (1 Petty Cash Custodian
original)
 Petty Cash Replenishment Petty Cash Custodian
 Approved purchase request End-User Unit
with certificate of Emergency
Purchase, if necessary (1
original)
 Bills, receipts, sales invoices Petty Cash Custodian, suppliers, product
(1 original) providers
 Certificate of inspection and Property Division/Bureau of Working Conditions
acceptance (1 original) (BWC)
 Report of waste Materials in Property Division/Petty Cash Custodian
case of replacement/repair (1
photocopy
 Approved trip ticket, for Head of the Office (driver)
gasoline expenses (1
photocopy)
 Canvass from at least three End-user/Supplier/Contractor
suppliers for purchases
involving P1,000 and above,
except for purchases made
while on official travel (1
 Summary/Abstract of Canvass TWG/Property Division
(1 photocopy)
 Petty Cash Vouchers duly Petty Cash Custodian
accomplished and signed (1
original)
 OR in case of refund (1 Cash Division, Petty Cash Custodian
photocopy)
 For reimbursement of toll Toll Operators
receipts
 Toll Receipts (original) Head of the Office (driver)
 Trip tickets Head of the Office (driver)
101
 Such other supporting Petty Cash Custodian
documents that may be
required and/or required under
the company policy depending
on the nature of expenses
1.2.3. Field/Activity Current Operating
Expenses
 Same requirements as those
for salaries, petty operating
expenses, other personal
services, and maintenance
and other operating expenses
expenses incurred
1.2.4. Traveling Expenses
 Paper/electronic plane, Service Provider
boat or bus tickets,
boarding pass, terminal fee
(1 original)
 Certificate of Regional Offices, Certifying Officer at various
appearance/attendance (1 destinations, Training Institutions
 Copy of previously Employee Concerned
approved itinerary of travel
(1 photocopy)
 Revised or supplemental Cluster Head
Office Order or any proof
supporting the change of
schedule (1 photocopy)
 Revised Itinerary of Travel, Employee concerned; Cluster Head
if the previous approved
itinerary was not followed
(1 original)
 Certification by the Head of Head of Agency
Agency as to the absolute
necessity of the expenses
together with the
corresponding bills or
receipts, if the expenses
incurred for official travel
exceeded the prescribed
rate per day (certification or
affidavit of loss shall not be
considered as an
appropriate
102
replacement for the
required hotel/lodging bills
and receipts) [1 photocopy]
 Liquidation Report (1 Concerned Employee
photocopy)
 Certification of Expenses Concerned Employee
not Requiring Receipts
(original)
 OR in case of refund of Concerned employee; Cash Division
photocopy)
 Certificate of Travel Claimant, Cluster Head/Head of Agency
 Hotel room/lodging bills Hotel/Lodging
with official receipts in the
case of official travel to
places within 50-kilometer
radius from the last city or
municipality covered by the
Metro Manila Area, or the
city or municipality where
their permanent official
station is located in the
case of those outside the
Metro Manila Area, if the
travel allowances being
claimed include the hotel
room/lodging rate (1
original)
 Paper/electronic plane Airlines, Travel agencies, transportation service
tickets, boarding pass, provider
boat, taxi or bus ticket (1
original)
 Certificate of appearance/ Training association/organization
attendance for training/
seminar participation (1
photocopy)
 Bills/receipts for non-
commutable representation Service/product provider/claimant
expenses approved by the
President under Section 13
of EO No. 248 (1 original)
 For reimbursement of
actual travel expenses in
excess of the prescribed
rate (EO No. 77):
103
o Approval by authorized Office of the President (OP)/ Head of Agency/
official (1 photocopy) Cluster Head
o Certification from the Head of Agency
Head of Agency that it is
absolutely necessary (1
photocopy)
o Revised Itinerary of Claimant/Cluster Head
Travel, if applicable (1
photocopy)
o Narrative report on trip Claimant
undertaken/Report on
Participation (1
photocopy)
o OR in case of refund of Claimant/Cash Division
photocopy)
o Certificate of Travel Claimant/Cluster Head
Completed (1
photocopy)
o Liquidation Report (1 Claimant (signed by Head of Office)
photocopy)
2.0. Fund Transfers to Non-Government
Organizations/People’s Organizations
(NGOs/POs)
2.1. Release of Funds
 Approved Summary of Budgetary Regional Office (RO)
Requirements detailing the items
of expenditure/disbursement to
be incurred in the program/project
(1 photocopy)
 List of priority projects which may Non-Governmental Organization
be implemented by the NGO/PO (NGO)/People’s Organization (PO), Regional
published in the newspaper, Office (RO)
agency website, bulletin board
and the like (1 photocopy)
 Accreditation of the NGO/PO by Bids and Awards Committee (BAC)
the Bids and Awards Committee
(BAC) of the grantee agency (1
photocopy)
 Results of evaluation of financial Regional Office (RO)
and technical capability of
selected NGO/PO (1 photocopy)
 Performance security for Insurance Company/Bank
photocopy)
 NGO/PO proposal or application
for funding accompanied by:
104
o Certificate of registration from SEC, COA, DOLE
Securities and Exchange
Commission (SEC) or either
Cooperative Development
Authority (CDA) or Department
of Labor and Employment
(DOLE) as the case may be (1
photocopy)
o Latest Articles of Incorporation Non-Governmental Organization
or Articles of Cooperation as (NGO)/People’s Organization (PO)
the case may be, showing the
original incorporators/
organizers and the Secretary’s
certificate for incumbent
officers, together with the
Certificate of Filing with the
SEC/Certificate of Approval by
the CDA (1 authenticated copy)
o Audited financial reports for the Non-Governmental Organization
past three years preceding the (NGO)/People’s Organization (PO)
date of project implementation.
For NGO/PO which has been
in operation for less than three
years, financial reports for the
years in operation and proof of
previous implementation of
similar projects (1 photocopy)
o Disclosure of other related Non-Governmental Organization
business, if any (1 photocopy) (NGO)/People’s Organization (PO)
o Work and Financial Plan Non-Governmental Organization
(WFP), and sources and (NGO)/People’s Organization (PO)
Details of Proponent’s Equity
Participation in the Project (1
photocopy)
o Complete project proposal Non-Governmental Organization
approved/signed by officers (1 (NGO)/People’s Organization (PO)
photocopy)
o List and/or photographs of Non-Governmental Organization
similar projects previously (NGO)/People’s Organization (PO)
completed, if any, indicating
the source of funds for
implementation (1 photocopy)
o Sworn affidavit of the secretary Secretary of NGO/PO
of the NGO/PO that none of its
incorporators, organizers,
directors or officers is an agent
of or related by consanguinity
or affinity up to the fourth civil
105
degree to the official of the
agency authorized to process
and/or approve proposed MOA,
and release funds (1
photocopy)
 Document showing that NGO/PO Non-Governmental Organization
has equity equivalent to 20 (NGO)/People’s Organization (PO)
percent of the total project cost,
which shall be in the form of labor,
land for the project site, facilities,
equipment and the like, to be used
in the project (1 photocopy)
 Certification from the Accountant Regional Accountant
that the previous cash advance
granted to the NGO/PO has been
liquidated, liquidation documents
are post-audited and properly
taken up in the books (1
photocopy)
 Memorandum of Agreement NGO/PO and RO
(MOA) incorporating therein the
following terms and provisions: (1
photocopy)
o Project name, intended NGO/PO, RO
beneficiaries, benefits to be
delivered, project cost
estimates, brief description of
project and its site/location;
o Systems and procedures to NGO/PO, RO
implement the project such as,
but not limited to, procurement
of goods and services by the
NGO/PO and their distribution
which should be documented
and coordinated with the GO’s
authorized officials and the
respective barangays;
o Time schedules for the NGO/PO, RO
releases of funds, periodic
inspection/evaluation,
reporting, monitoring
requirements, date of
commencement and date of
completion (releases of funds
after the initial fund transfer
must be output-based, that is,
subsequent fund releases must
be dependent on 100%
106
delivery of physical status of
the project corresponding to
the previous funds received by
the NGO/PO;
o Submission of the required NGO/PO, RO
periodic financial and physical
status reports (no subsequent
fund transfer must be granted
unless previous fund transfers
have been liquidated and
required physical status report
has been submitted);
o Specific period to liquidate the Regional Office (RO)
funds granted to NGO/PO with
the GO;
o In case of construction projects
like school buildings,
o In case the asset shall be Regional Office (RO)
owned by a specific
beneficiary, a stipulation that a
Deed of Donation shall be
executed by the GO after the
completion of the project;
o Monitoring and inspection of Regional Office (RO)
project implementation and
verification of financial records
and reports of the NGO/PO by
the GO;
o Visitorial audit by the officials Commission on Audit (COA)
and personnel of the COA
authorized to perform the audit
under an approved office order;
o Institution of legal action by the Regional Office (RO)
GO against the defaulting
NGO/PO which fails to
complete a project covered by
the MOA, or for a material
violation of the provisions of the
MOA or of this Circular, and in
any of these cases, its
subsequent disqualification
from applying for another
project in any other GO;
o In case of the dissolution of the Regional Office (RO)
recipient NGO/PO, voluntary or
involuntary, the lien of the
granting GO on its assets, in
accordance with existing laws,
107
to the extent of the
unexpended or unutilized
portion of the fund;
o Maintenance by the NGO/PO NGO/PO
of a separate savings/current
account for each fund received
from the GO; and
o The return by the NGO/PO to NGO/PO, RO
the granting GO of any amount
not utilized to complete the
project, including interest, if
any.
 Other relevant requirements
under GPPB Resolution No. 12-
2007 dated June 29, 2007
2.2. Implementation and Liquidation of
Funds Released
 Final fund utilization report, NGO/PO, Regional Accountant, Regional
indicating the summary of Resident Auditor
expenses and the status report of
accomplishments, certified by the
accountant, approved by the
President/Chairman of the
NGO/PO and verified by the
internal auditor or equivalent
official of the GO (1 photocopy)
 Pictures of implemented projects NGO/PO, RO
(1 photocopy)
 Inspection report and certificate of Regional Office (RO)
project completion issued by the
GO authorized representative (1
photocopy)
 List of beneficiaries with their NGO/PO, RO
signatures signifying their
the project/funds/goods/services
received (1 photocopy)
 Proof of verification by the GO RO
official of the validity of the
documents submitted by the
NGO/PO (1 photocopy)
 OR issued by the granting GO Cashier of RO
acknowledging return by the
NGO/PO of any unutilized/excess
amount of cash advance,
including interest, if any (1
photocopy)
108
 List of equipment/vehicles NGO/PO, RO
procured by the NGO/PO out of
the project funds indicating its
brief description, date acquired,
acquisition cost and final
disposition (1 photocopy)
 Warranty for procurement of NGO/PO, RO
equipment and projects (1
photocopy)
 In case of dissolution of the RO, Regional COA
recipient NGO/PO, in addition to
the OR acknowledging return of
unutilized amount, copy of the
vouchers paid by the NGO/PO (1
photocopy)
 Liquidation Report (1 photocopy) NGO/PO
2.3. Staggered Release of Funds to
NGO/PO
 Duly approved Schedule of Fund RO
Release to NGO/PO (1
photocopy)
 Interim Fund Utilization Report on NGO/PO, RO
the previous release certified by
the NGO/PO’s Accountant,
approved by its
President/Chairman and verified
by the internal auditor or
equivalent official of the GO
showing a summary of expenses
and a status report of
accomplishment evidenced by
pictures (1 photocopy)
 List of beneficiaries of previous NGO/PO, RO
releases with their signatories
signifying their
the project funds/goods/service (1
photocopy)
3.0. Fund Transfers
3.1. Transfer of Funds to Implementing
Agencies
3.1.1. Transfer Source Agency:
 MOA/Trust Agreement (1 RO, Bureau as project manager
photocopy)
 Approved Program of Work- for RO, Bureau as project manager
photocopy)
109
 Approved Project Expenditures or RO, Bureau as project manager
Estimated Expenses indicating
the project objective and
expected output-for other projects
(1 photocopy)
 For GOCCs, Board Resolution Board
ratifying the MOA in case of
transfers not incorporated in the
Corporate Operating Budget
and/or beyond the signing
authority of the Agency Head (1
photocopy)
 For Local Government Units Local Sanggunian
(LGUs), as clarified under COA
Memorandum No. 2010-014
dated April 22, 2010,
authorization by local Sanggunian
for the Local Chief Executive to
enter into contract in case of the
following:
o In the case of a reenacted Local Sanggunian
budget:
supplemental budget
o In the case of the regularly
enacted budget:
infrastructure projects, inter-
municipal waterworks,
drainage and sewerage,
flood control, irrigation
system projects, or roads
and bridges
- For purchase of goods and Local Sanggunian
services which are neither
specified nor encompassed
within the regular personal
services and maintenance
operating expenses
 Certification by the Accountant Regional or Central Office (CO) Accountant
that funds previously transferred
to the Implementing Agency (IA)
has been liquidated, post audited
110
and accounted for in the books (1
photocopy)
 OR issued by the IA to the Source Implementing Agency (IA)
Agency acknowledging receipt of
funds transferred-for post-audit
activities (1 photocopy)
3.1.2. Implementation and Liquidation
Implementing Agency:
 Necessary supporting documents Implementing Agency (IA)
transactions
 MOA/Trust Agreement (1 IA, RO or Bureau as Project Manager
photocopy)
 OR upon receipt of funds Implementing Agency (IA)
transferred (1 photocopy)
 OR issued by the Source Agency Cash Division
evidencing refund of unexpended/
unutilized balance of fund transfer
(1 photocopy)
3.1.3. Liquidation Source Agency:
 Report of Checks Issued and Cash Division/Accounting Division/COA
Report of Disbursements certified
correct by the Accountant,
approved by the Head of the IA,
and duly audited by the Auditor of
the IA (1 photocopy)
 Credit Notice issued by the COA
Auditor of the IA (1 photocopy)
 OR issued for the refund of Cash Division
unexpended/unutilized balance of
fund transferred (1 photocopy)
3.2. From Trust Fund to the General Fund Accounting Division
for unspent balance/excess amount
 Report of Receipt, Disbursement
and Fund Balance certified by
Accountant (1 photocopy)
 Contract, which may be a MOA, IA and Source Agency
Trust Agreement or Memorandum
of Understanding governing the
utilization of funds and disposition
of any balance thereof after
completion of the purpose of the
funds transferred (1 photocopy)
 Letter of IA to Source Agency to IA
transfer the unexpended
111
balance to the General Fund duly
approved by the Source Agency,
if the disposition thereof has not
been provided in the MOA, Trust
Agreement or Memorandum of
Understanding (1photocopy)
4.0. Salary
4.1. Individual Claims
4.1.1. First Salary
 Duly approved Appointment (1 Claimant, Human Resource
 Assignment Order, if applicable Claimant, Human Resource, International Labor
(1 photocopy) Affairs Bureau (ILAB)
 Oath of Office (1 certified true Claimant, Human Resource
copy)
 Certificate of Assumption (1 Claimant, Head of Office
photocopy)
 Statement of Assets, Liabilities Claimant
and Net Worth (1 photocopy)
 Approved DTR (1 photocopy) Claimant
 Bureau of Internal Revenue Claimant, Human Resource
(BIR) withholding certificates
(Forms 1902 and 2305) (1
photocopy)
 Payroll Information on New Not Applicable
Employee (PINE) (for agencies
with computerized payroll
systems) [1 photocopy]
transferees (from one
government office to another
and legal accountabilities from
the previous office (1
photocopy)
 Pre-audited disbursement Chief Accountant from previous agency
voucher of last salary from
previous agency and/or
Certification by the Chief
Accountant of last salary
received from previous office
duly verified by the
112
assigned auditor thereat (1
 BIR Form 2316- Certificate of Previous agency
Compensation Payment/Tax
Withheld (1 photocopy)
 Certificate of Available Leave Previous agency
Credits (1 photocopy)
 Service Record (1 photocopy) Previous agency
4.1.2. Salary (if deleted from the payroll)
 Notice of Assumption(1 Claimant, Human Resource
photocopy)
 Approved Application for Leave, Claimant, Human Resource
Clearances, and Medical
Certificate, if on sick leave for
five days or more (1 photocopy)
4.1.3. Salary of Casual/ Contractual
Personnel
 For accredited agencies by the Claimant, concerned office, HR
CSC (for first claim)
- Pertinent
contract/appointment/job
order (1 certified true copy)
- ROP A of the pertinent
contract/appointment marked
received by the CSC (1
photocopy)
 For other agencies (for first Claimant, concerned office, HR
claim)
- Pertinent
contracts/appointment/job
order marked received by the
CSC (1 certified true copy)
 Certification by the Local Chief Not applicable
Executive (LCE), in case of
LGUs, that the
employment/hiring is still within
the Personal Services (PS)
limitation prescribed under
Section 325 (a) of RA No. 7160
(1 photocopy)
 Certification by the Not applicable
LCE/Personnel Officer that the
activities/services cannot be
provided by regular or
permanent personnel of the
113
agency-for first claim (1
photocopy)
 Accomplishment Report (1 Claimant, Human Resource
photocopy)
4.1.4. Salary differentials due to

Promotion and/or Step Increment
 Approved appointment in case Claimant, Human Resource
of promotion or Notice of Salary
Adjustment in case of step
increment/salary increase (1
certified true copy
 Certificate of Assumption (1 Claimant, concerned office
photocopy)
 Approved DTR or certification Claimant, Human Resource
that the employee has not
incurred leave without pay (1
photocopy)
of LGUs, that the
promotion/step increment is still
within the PS limitation
4.1.5. Last Salary

and legal accountabilities (1
photocopy)
4.1.6. Salary due to heirs of deceased

employee
 Same requirements as those for
last salary
 Additional requirements:
o Death Certificate from Claimant, Philippine Statistics Authority (PSA)
National Statistics Office
(NSO) (1 authenticated copy)
o Marriage Contract from NSO, Claimant, Philippine Statistics Authority (PSA)
if applicable (1 authenticated
copy)
o Birth Certificates of surviving Claimant, Philippine Statistics Authority (PSA)
authenticated copy)
o Designation of next-of-kin (1 Claimant
photocopy)
114
o Waiver of right of children l8 Claimant
photocopy)
4.1.7. Maternity Leave
 Approved application for leave Claimant, Human Resource
(1 certified true copy)
 Maternity leave clearance (1 Claimant, Human Resource
 Medical certificate for maternity Claimant, Human Resource
leave (1 photocopy)
Unused Maternity Leave (upon
assumption before the
expiration of the 60-day
maternity leave)
 Medical certificate that the Medical Doctor
employee is physically fit to
work (1 photocopy)
 Certificate of assumption (1 Claimant, concerned office, HR
photocopy)
4.2. General Claims through the
Automated Teller Machine (ATM)
 Salary Payroll (1 photocopy) Human Resource
 Payroll Register- hard and soft copy Cash Division
(1 photocopy)
photocopy)
 Validated deposit slips(1 Bank
photocopy)
5.0. Allowances, Honoraria and Other Forms

of Compensation
5.1. Personnel Economic Relief Allowance
(PERA)
 Same requirements as those for Please refer to 4.1
payment of salaries (4.1)
5.2. Representation and Transportation
Allowance (RATA)
 Office Order/Appointment- 1st Head of Office, claimant
payment (1 photocopy)
 Certificate of Assumption- 1st Head of Office, claimant
payment (1 photocopy)
115
 Certification that the Claimant
official/employee did not use
government vehicle and is not
assigned any government vehicle
(1 photocopy)
 Certificate or evidence of service Claimant, Head of Office, HR
rendered or approved DTR (1
photocopy)
of LGUs, that the revised RATA
rates is still within the PS limitation
of RA No. 7160 (for initial claim) [1
photocopy]
 RATA Payroll (1 photocopy) Human Resource
copy) [1 photocopy]
employees’ account of their RATA
claims, if applicable (1 photocopy)
 Validated deposit slip, if Bank
5.3. Clothing/Uniform Allowance

 Approved appointment of new Claimant, Human Resource
employees (1 certified true copy)
 Certificate of Assumption of new Claimant, Head of Office, HR
employees (1 photocopy)
 Certificate of non-payment from Previous agency
previous agency, for transferees
(1 photocopy)
 General Claims Clothing/Uniform
Allowance Payroll
 Clothing/Uniform Allowance Human Resource
copy) [1 photocopy]
photocopy)
photocopy)
116
5.4. Productivity Incentive Allowance (PIB)
 Certification that the performance Human Resource
ratings for the two semesters
given to the personnel of the
concerned division/office is at
least satisfactory (1 photocopy)
 Certification from the Legal Office Legal Service
that the employee has no
administrative charge (1
photocopy)
 General Claims
 PIB Payroll (1 photocopy) Human Resource
 List of personnel who were Human Resource
suspended either preventively or
as a penalty as a result of an
administrative charge within the
year for which PIB is paid,
regardless of the duration (except
if the penalty meted out is only a
reprimand) [1 photocopy]
 List of personnel dismissed within Human Resource
the year (1 photocopy)
 List of personnel on Absent Human Resource
Without Official Leave (AWOL) [1
photocopy]
 Certification that the performance. Human Resource
Ratings for the two semesters
given to the personnel of the
concerned division/office is at
least satisfactory (1 photocopy)
copy) [1 photocopy]
employees’ account of their PIB
claims (1 photocopy)
photocopy)
5.5. Special Counsel Allowance Not Applicable
 Office Order/ Designation/ Letter of
the OSG deputizing the claimant to
appear in court as special counsel (1
photocopy)
 Certificate of Appearance issued by
the Office of the Clerk of Court (1
photocopy)
117
 Certification that the cases to be
attended by the lawyer personnel
are directly related to the
nature/function of the particular
office represented (1 photocopy)
 Certification issued by the
concerned lawyer and the Agency
Accountant that the amount being
claimed is still within the limitation
under the GAA of P4,000 per month
(1 photocopy)
5.6. Honoraria
 Office Order creating and Bids and Awards Committee (BAC) Secretariat,
designating the BAC composition Administrative Service
and authorizing the members to
collect honoraria (1 photocopy)
 Minutes of BAC Meeting (1 BAC, AS
photocopy)
 Notice of award to the winning bidder BAC, AS
of procurement activity being
 Certification that the procurement BAC, AS
involves competitive bidding (1
photocopy)
 Attendance Sheet listing names of BAC Secretariat, AS
attendees to the BAC meeting (1
photocopy)
5.7. Hazard Duty Pay
 Certification by the Secretary of the DOST, DOH/DND/Philvocs
Department of Science and
Technology (DOST)/Department of
Health (DOH)/Department of
National Defense (DND)/Director of
the Philippine Institute of
Volcanology and Seismology that
the place of assignment/travel is a
strife-torn/ embattled/ disease-
infested/distresses or isolated
areas/stations, or areas declared
under state of calamity or
emergency, or with volcanic activity
and/or eruption (1 photocopy)
 Duly accomplished time record of Claimant
employees or travel report (1
photocopy)
 Special order from the Department Head
agency/department head covering
118
the assignment to hazardous/difficult
areas (1 photocopy)
 Approved DTR/Service Report (1 Claimant, Human Resource
photocopy)
5.8. Longevity Pay
 Service Record (1 photocopy) Claimant, Human Resource
 Certification issued by the Personnel Claimant, Human Resource
Officer that the claimant has not
incurred more than 15 days of
vacation leave without pay (1
photocopy)
5.9. Overtime Pay
 Overtime authority stating the Cluster Head
necessity and urgency of the work to
be done, and the duration of
overtime work (1 photocopy)
 Overtime work program (1 Requesting office
photocopy)
 Quantified Overtime Claimant
accomplishment duly signed by the
employee and supervisor (1
photocopy)
 Certificate of service or duly Claimant, Human Resource
approved DTR (1 photocopy)
5.10.Year-End Bonus (YEB) and Cash Gift
(CG)
and legal accountabilities(1
photocopy)
 Certification from head of Office Head of Office
that the employee is qualified to
receive the YEB and CG benefits
pursuant to DBM Budget Circular
No. 2003-2 dated May 9,2003 (1
photocopy)
 General Claims
 YEB and CG Payroll (1 Human Resource
photocopy)
 Payroll Register-hard and soft Cash Division
copy(1 photocopy)
employees account of their YEB
and CG claims (1 photocopy)
 Deposit slips (1 photocopy) Bank
119
5.11.Retirement Benefits
Documentary Requirements under RA
No. 1616
 Updated Service record indicating Cash Division
the number of days on leave without
pay and/or certification issued by the
Human Resource Office (HRO) that
the retiree did not incur any leave of
absence without pay (1 photocopy)
 Retirement application (1 Retiree/claimant
photocopy)
 Office clearance from Claimant, HR
money/property accountability &
administrative/criminal liability (1
photocopy)
 Statement of assets and liabilities (1 Retiree/claimant
photocopy)
 Retirement Gratuity Computation (1 Human Resource
photocopy)
 Affidavit of Undertaking for authority Retiree/claimant
to deduct accountabilities (1
photocopy)
 Affidavit of applicant that there is no Retiree/claimant
pending criminal investigation or
prosecution against him/her (Anti-
Graft RA No. 3019) (1 photocopy)
Additional requirement in case of
resignation
 Employee’s letter of resignation duly claimant
accepted by the Agency Head (1
photocopy)
death of claimant
 Death certificate by National Surviving spouse/next of kin/PSA
Statistics Office (NSO) [1
authenticated copy]
authenticated copy)
 Birth certificates of all surviving legal Surviving spouse/next of kin/PSA
heirs by NSO (1 authenticated copy)
photocopy)
 Waiver of rights of children 18 years Surviving spouse/next of kin
old and above
 Affidavit of two disinterested parties Surviving spouse/next of kin
that the deceased is survived by the
legitimate and illegitimate children (if
120
any), natural, adopted or children of
prior marriage(1 photocopy)
5.12.Terminal Leave Benefits

and legal accountability from the
Central Office and from the
Regional Office of last
assignment (1 photocopy)
 Employees leave card as at last Human Resource
date of service duly audited by
the Personnel Division and
COA/Certificate of leave credits
issued by the Admin/Human
Resource Management Office
(HRMO) [1 certified photocopy]
 Approved leave application (1 Claimant, Human Resource
photocopy)
 Complete service record (1 Human Resource
photocopy)
 Statement of Assets, Liabilities Claimant, Human Resource
and Net Worth (SALN) [1
photocopy]
 Appointment/Notice of Salary Claimant, Human Resource
Adjustment (NOSA) showing the
highest salary received if the
salary under the last appointment
is not the highest (1 certified
photocopy)
 Computation of terminal leave Human Resource, Accounting Division
benefits duly signed/certified by
the accountant (1 original copy)
 Applicant’s authorization (in Claimant
affidavit form) to deduct all
financial obligations with the
employer/agency/LGU (1
photocopy)
 Affidavit of applicant that there is Claimant
(RA No. 3019) [1 photocopy]
 In case of resignation, Claimant
employee’s letter of resignation
duly accepted by the Head of the
Agency (1 photocopy)
death of claimant
121
 Death certificate by NSO (1 Surviving spouse/next of kin/PSA
authenticated copy)
authenticated copy)
 Birth certificate of all surviving Surviving spouse/next of kin/PSA
authenticated copy)
photocopy)
photocopy)
5.13.Monetization
 Approved leave application (10 Applicant, Human Resource
days) with leave credit balance
certified by the Human Resource
Office (1 photocopy)
 Request for leave covering more Applicant
than ten days duly approved by
the Head of Agency (1 original
copy)
 For monetization of 50 percent or
more:
 Clinical abstract/medical Hospital
procedures to be undertaken
in case of health, medical and
hospital needs (1 photocopy)
 Barangay Certification in case Barangay
of need for financial
assistance brought about by
calamities, typhoons, fire, etc.
(1 photocopy)
5.14.Loyalty Cash Award/Incentive
 Service Record (1 photocopy) Human Resource
 Certificate of non-payment Previous Office
from previous office (for
transferee) [1 photocopy]
 Certification from the HRO Human Resource
that the claimant has not
incurred more than 50 days
authorized vacation leave
without pay within the 10-year
period or aggregate of more
than 25 days authorized
vacation leave without pay
122
within the 5-year period, as the
case may be (1 photocopy)
 Loyalty Cash Award/ Incentive Human Resource
copy) [1 photocopy]
employee’s account of their
photocopy)
 Deposits slips (1 photocopy) Bank
5.15.Collective Negotiation Agreement
(CNA) Incentive
 Resolution signed by both parties Management and Employees Union
incorporating the
guidelines/criteria for granting
CAN incentive (1 photocopy)
 Comparative statement of DBM Financial and Management Service (FMS)
approved level of operating
expenses and actual operating
expenses (1 photocopy)
 Proof of remittance to the Not Applicable
National Treasury of its 50
percent dividends share or
percentage approved by the
Department of Finance on the
annual earnings for income-
generating GOCCs/GFIs (1
photocopy)
 CAN (1 photocopy)
 Certificate issued by the Head of Head of Office
the Agency on the total amount
of unencumbered savings
generated from cost-cutting
measures identified in the CAN
which resulted from the joint
efforts of labor and management
and systems/productivity/income
improvement (1 photocopy)
 Proof that the planned
programs/activities/projects have
been implemented and
completed in accordance with
targets for the year (1 photocopy)
6.0. Other Expenditures
123
 Statement of Account/Bill- for pre- Service Provider
 Invoice/Official Receipt or machine Service Provider
validated statement of account/bill-
for post-audit purposes (1
photocopy)
6.2. Telephone/Communication Services
 Statement of Account/Bill (1 Service Provider
photocopy)
 Invoice/Official Receipt or machine Service Provider
validated statement of account-for
post-audit activities (1 photocopy)
 Certification by Agency Head or his Head of concerned office
authorized representatives that all
National Direct Dial (NDD),
National Operator Assisted Calls
and International Operator
Assisted Calls are official calls(1
photocopy)
7.0. Extraordinary and Miscellaneous
Expenses
 Receipts and/or other documents Claimant
evidencing disbursement, if there are
available, or in lieu thereof, certification
executed by the official concerned that
the expense sought to be reimbursed
have been incurred for any of the
purposes contemplated under the
provisions of the GAA in relation to or
by reasons of his position, in case of
NGAs (1 photocopy)
 Other supporting documents as are Claimant
necessary depending on the nature of
expense charged
8.0. Procurement
Basic Requirements for all types of
procurement through public bidding
 Approved APP and any amendment Requesting office
thereto (1 authenticated photocopy)
 Approved contract supported by the Requesting office
following documents which are
2009-001 dated February 12, 2009
and COA Memorandum No. 2005-
124
027 dated February 28, 2005 to be
submitted to the Auditor’s Office
within five days from the execution of
the contract:
 Invitation to Apply for Eligibility to Requesting office
Bid (1 photocopy)
 Letter of Intent (1 Requesting office
photocopy)
 Results of Eligibility Requesting office
Check/Screening (1 photocopy)
 Bidding Documents enumerated Requesting office
under Section 17.1 of the Revised
IRR of RA No. 9184 which
includes a complete set of
approved plans/drawings and
technical specifications for
infrastructure projects, complete
equipment, aircraft and
accessories, scope of works, if
applicable for goods, and rental
and repair contracts, and Terms
of Reference (TOR) for
consultancy services (1
photocopy)
 Minutes of Pre-Bid Conference, BAC, AS
[Approved Budget for Contract
(ABC) P1.0 million and above] (1
photocopy)
 Agenda and/or Supplemental BAC, AS
Bulletins, if any (1 photocopy)
 Bidders Technical and Financial Bidders
Proposals (1 photocopy)
 Minutes of Bid Opening (1 BAC, AS
photocopy)
 Abstract of Bids (1 photocopy) BAC, AS
 Post-Qualification Report of BAC, AS
Technical Working Group (1
photocopy)
 BAC Resolution declaring winning BAC, AS
bidder (1 photocopy)
 Notice of Post Qualification (1 BAC, AS
photocopy)
 BAC Resolution recommending BAC, AS
approval and approval by the
Head of the Procuring Entity of the
Resolution of the BAC
125
recommending award of contract
(1 photocopy)
 Performance Security (1 Winning bidder/insurance company/bank
photocopy)
 Program of Work and Detailed BAC, AS
Estimates (1 photocopy)
 Notice to Proceed, indicating the BAC, AS
date of receipt by the contractor (1
photocopy)
 Detailed Breakdown of the ABC BAC, AS
(1 photocopy)
 Copy of the Approved PERT/CPM BAC, AS
Network Diagram and detailed
computations of contract time (1
photocopy)
Contract Cost: (1 photocopy)
including the detailed breakdown
of estimates and/or unit cost
analysis/derivation for each work
item expressed in
volume/area/lump sum/lot for
infrastructure projects indicating
the following, among others, for
consultancy services:
- Schedule of basic rates
certified by the consultant with
a sworn statement
- Derivation of the billing
factor/multiplier certified by the
consultant with a sworn
statement
 Detailed breakdown of BAC, AS
reimbursable costs based on
agreed fixed rates and actual
costs
 indicating costs and dates of BAC, AS
acquisition of the equipment,
quantities and cost of
materials, spare parts, and
supplies furnished by the
contractor for janitorial/
security/maintenance
services
 indicating the monthly lease BAC, AS
payment and period of lease
for lease contracts
126
 Advertisement of Invitation to BAC, AS
Bid/Request for expression of
interest (1 photocopy)
 Newspaper clippings of BAC, AS
advertisement (ABC P5.0
million and above for
infrastructure, P2.0 million
and. Above for goods, and
P1.0 million or four months
duration and above for
consulting services)
 Printout copy of advertisement BAC, AS
posted in PhilGEPS
 Certification from the Head of BAC, AS
BAC Secretariat on the
posting of advertisement at
conspicuous places
 Printout copies of BAC, AS
advertisement posted in
agency website, if any
25.2.b for infrastructure
projects, 23.1 and 25.2a for
goods and 24.1 and 25.2c for
consulting services, of the
Revised IRR of RA No. 9184
 Minutes of Pre-procurement BAC, AS
Conference for projects costing
above P5.0 million for
infrastructure, P2.0 million and
above for goods, and P1.0 million
and above for consulting
services(1 photocopy)
 Bid Evaluation Report (1 BAC, AS
photocopy)
 Ranking of shortlisted bidders for BAC, AS
consulting services (1
photocopy)
 Post Qualification Evaluation BAC, AS
 Posting of Notice of Award, BAC, AS
Notice to Proceed and Contract
of award in the PhilGEPS (1
printout copy)
 For LGUs, as clarified under Not Applicable
COA Memorandum No. 2010-
014 dated April 22, 2010,
127
Executive to enter into contract in
case of the following:
 In the case of a reenacted Not Applicable
budget:
supplemental budgets
 In the case of the regularly Not Applicable
enacted budget:
inter-municipal
waterworks, drainage and
sewerage, flood control,
irrigation system projects,
reclamation projects, or
roads and bridges
- For purchase of goods
and services which are
neither specified nor
encompassed within the
regular personal services
and maintenance
operating expenses
 Evidence of Invitation of three BAC, AS
observers in all stages of the
procurement process pursuant to
Section 13.1 of the Revised IRR
 Request for purchase or Requesting office
requisition of supplies, materials
and equipment duly approved by
proper authorities (1 photocopy)
8.1.1. Infrastructure
Additional documentary
requirements common to all
infrastructure transactions
 Letter request from contractors Contractors
for advance/progress/final
payment or for substitution in
case of release of retention
money (1 photocopy)
128
 Common to progress/final
payments
 Statement of Work Contractors
Accomplished/Progress Billing
(1 photocopy)
 Inspection Report by the AS, Building administration
Agency’s Authorized Engineer
(1 photocopy)
 Results of Test Analysis, if
 Statement of Time Elapsed (1
photocopy)
 Monthly Certificate of Administrative Service
Payment (1 photocopy)
 Contractor’s Affidavit on Contractors
payment of laborers and
materials (1 photocopy)
 Pictures, before, during and Contractors
after construction of items of
work especially the embedded
items (1 photocopy)
 Vouchers of all previous AS, Accounting Division
payments (1 photocopy)
 Certificate of completion (1 AS
photocopy)
8.1.1.1. Advance Payment
Additional Documentary Contractors, insurance company/bank
Requirements
 Irrevocable Standby Letter
of Credit/Security
Bond/Bank Guarantee (1
photocopy)
 Such other documents Contractors, BAC, AS
procurement and
8.1.1.2. Variation Order/Change
Requirements
 Additional documents Contractor, AS
enumerated under Annex B
129
submitted to the Office of
the Auditor for the
review/evaluation of the
changes in the contract:
o Approved Change Order Contractor, AS
(CO)/Extra Work Order
(EWO) [1 photocopy]
o Approved original plans Contractor, AS
indicating the affected
portion(s) of the project
and duly revised plans
and specifications, if
applicable, indicating the
changes made which
shall be color coded (1
photocopy)
o Agency’s report Contractor, AS
establishing the
necessity/justification(s)
for the need of such CO
and/or EWO which shall
include: (a) the
computation as to the
quantities of the additional
works involved per item
indicating the specific
stations where such
works are needed; (b) the
date of inspection
conducted and the results
of such inspection; (c) a
detailed estimate of the
unit cost of such items of
work for new unit costs
including those expressed
in volume/area/lump-
sum/lot (1 photocopy)
Approved/revised Contractor, AS
PERT/CPM Network
Diagram which shall be
color coded, reflecting the
effect of additional/
deductive time on the
contract period and the
corresponding detailed
computations for the
for the subject Change
130
(1 photocopy)
o Approved detailed Contractor, AS
breakdown of contract
cost for the variation order
(1 photocopy)
o COA Technical Commission on Audit (COA)
photocopy)
o If the Variation Order to be Commission on Audit (COA)
reviewed is not the 1st
variation order, all of the
above requirements for all
previously approved
variation orders, if not yet
reviewed, otherwise, copy
of the COA Technical
previously approved
variation orders
o Additional performance Contractor, insurance company/bank
security in the prescribed
form and amount if
variation order exceeds
10 percent of the original
contract cost
o Such other documents Contractor, BAC, AS
procurement and
thereof
8.1.1.3. Progress Payment
General Guidelines Contractor
Once a month, the
contractor may submit a
statement of work
accomplished (SWA) or
progress billing and
corresponding request for
progress payment for
work accomplished. The
SWA should show the
amounts which the
131
contractor considers itself
to be entitled to,
up to the end of the
month, to cover the
cumulative value of the
works executed to date
based on the items in the
Bill of Qualities and
adjustments made for
approved Variation
Orders executed (Annex
E of the Revised IRR of
RA No. 9184).
8.1.1.4. Final Payment
 As-Built plans (1 Contractor
photocopy)
 Warranty security (1 Contractor
photocopy)
 Clearance from the Provincial Treasurer
Provincial Treasurer that
the corresponding sand and
gravel fees have been paid
[DPWH Department Order
(DO) No. 109 s. 1993 dated
May 4, 1993 and DO No.
119 s. 1993 dated May
11,1993] (1 photocopy)
 Turn over Contractor, requesting office
documents/transfer of
project and facilities such as
motor vehicle, laptops,
other equipment and
furniture included in the
contract to concerned
government agency(1
photocopy)
8.1.1.5. Release of Retention

Money
Requirements
 Any security in the form of Contractor, bank, GSIS, surety bond
cash, bank guarantee,
irrevocable standby letter of
credit from a commercial
bank, GSIS or surety bond
callable on demand (1
photocopy)
132
 Certification from the end- End-user
user that the project is
completed and inspected (1
photocopy)
8.1.2. Consulting Services
Requirements
 Additional documents under
Annex D of COA Memorandum
2005 required to be submitted to
the Auditor’s Office within five
contract:
 If not in the Terms of Requesting office
Reference, appropriate
approved documents
indicating the expected
outputs/deliverables (1
photocopy)
 Approved Manning Schedule Requesting office
indicating the names and
positions of the consultants
and staff and the extent of their
participation in the project (1
photocopy)
 Curriculum vitae of the Consultants and Staff
consultants and staff (1
photocopy)
 Letter request for payment from Consultant
the consultant (1 photocopy)
 Approved Consultancy Progress/ Consultant, requesting office
Final Reports, and/or output
required under the contract (1
photocopy)
 Progress/Final Billing (1 Consultant, requesting office
photocopy)
 Contract of Infrastructure Consultant, requesting office
Projects subject of Project
Management Consultancy
Services (1 photocopy)
8.1.3. Goods
8.1.3.1. Supplies, Materials,
Equipment and Motor
Vehicles
Requirements
133
required under Annexes F
and S of COA
Memorandum No. 2005-
027 dated February 28,
2005 required to be
submitted within five days
upon execution of the
contract:
o Certificate of Exclusive Product Distributor
Distributorship, if
o Samples and Supplier, end-user
brochures/photographs, if
o For imported items: Foreign Supplier
- Consular Invoice/Pro-
forma invoice of the
foreign supplier with the
corresponding details (1
photocopy)
- Home Consumption
Value of the items (1
photocopy)
- Breakdown of the
expenses incurred in the
Importation (1
photocopy)
 Dealers/Suppliers’ Invoices Dealer/supplier, end-user
showing the quantity,
description of the articles,
unit and the total value duly
signed by the dealer or his
representative, and
proper agency official of
items delivered (1 original
copy)
o Results of Test Analysis, if
o Tax receipts from the BOC, BIR
Bureau of Customs or the
BIR indicating the exact
specifications and/or
serial number of the
equipment procured by
the government as proof
of payment of all taxes
134
and duties due on the
same equipment,
supplied or sold to the
government
[Administrative Order
(AO) No. 200 dated
November 21, 1990] (1
photocopy)
o Inspection and Property Division, BWC
Acceptance Report
prepared by the
Department Agency
property inspector and
signed by the Head of
Agency or his authorized
representative (1
photocopy)
o For equipment, Property Property Division, end-user
Acknowledgment Receipt
(1 photocopy)
o Warranty Security for a Supplier, end-user
minimum period of three
months, in the case of
expendable supplies, or a
minimum period of one
year in the case of non-
expendable supplies,
after acceptance by the
procuring entity of the
delivered supplies (1
photocopy)
o Request for purchase of End-user
supplies, materials and
equipment duly approved
by proper authorities (1
photocopy)
o In case of motor vehicles, Head of Agency, end-user
(AO No. 233 dated August
1, 2008) authority to
purchase from:
- Agency head and
Secretary of DBM, or
OP depending on the
type of vehicle being
provided (Sections 7
and 9)
Local Chief Executives,
including Punong
Barangay, for types of
135
vehicles enumerated
under Section 7 of AO
No. 233 sourced from
their unencumbered
local funds and if
chargeable under the
GAA, either from the
DBM or OP depending
on the type of vehicles
purchased (Sections 7
to 9)
o For procurement of drugs FDA
and medicines
- Certificate of product
registration from Food FDA
and Drug Administration
(FDA) (1 photocopy) FDA
- Certificate of good Manufacturer
manufacturing practice
from FDA (1 photocopy)
- Batch Release
Certificate from FDA (1
photocopy)
- If the supplier’ is not the
manufacturer,
certification from the
manufacturer that the
supplier is an
authorized distributor/
dealer of the products/
items (1 photocopy)
o Such other documents Supplier, end-user
procurement and
thereof
8.1.3.2. General Support Services
(janitorial, security,
maintenance, garbage
collection and disposal
and similar services)
Requirements
under Annexes H to K and
136
P of COA Memorandum
No.2005-027 dated
February 28, 2005
required to be submitted
to the Auditor’s Office
within five days from the
execution of the contract:
o For janitorial/ security/
maintenance services,
- appropriate approved
documents indicating Service provider
the following: (1
photocopy)
 The number of Service provider
personnel involved
and their
corresponding rates/
salary
 Schedule of work and
places of assignment
or station/visits
indicating, among
others, the number of
hours per visit
 The type and number Service provider
of equipment to be
served (in case of AS, Building Administration
visitorial maintenance
service)
- The scaled floor plans of
the building and other
area/s covered by the
service contract (for
janitorial services) (1
photocopy)
- The group classification
of personnel to
determine the
Equivalent Equipment
Monthly Statutory
Minimum Wage Rate in
accordance with the
applicable Rules
Implementing RA No.
6727 (1 photocopy)
137
- Approved documents Administrative Service
indicating the minimum
requirements of the
agency on the number
of security personnel to
be involved in the
project (for security
service contract) (1
photocopy)
- The population of the
agency where the
services are rendered
(for security service
controls) (1 photocopy)
- Detailed description of
the maintenance
services to be rendered
or activities to be
performed (for
maintenance service
contracts)
o For Garbage Collection Administrative Service
and Disposal (1
photocopy)
- Complete
description/specification
s (brand name, model,
make/country of origin,
hp, piston displacement,
capacity) and number of
units of dump trucks to
be used
- Complete descriptions/
specifications (age,
condition, brand, etc.)
and number of units of
all other equipment to be
rented/used
Appropriate approved
documents containing
the terms and
conditions, whether
operated or bare rental
for heavy equipment,
whether per trip or
package deal and other
relevant condition
- The designated
dumpsite/location of
138
dumpsite (if provided in
a separate document)
- The measurement in
kilometers of the total
distance covered by one
complete route for all the
required routes to be
traveled
- Estimated volume in
cubic meters of garbage
to be hauled from area
of operation, including
the basis for such
estimates
In cases where the type of
contract differs from the
usual per trip contract
basis, sufficient
justification and
comparative analysis
between the type of
contract adopted against
the basic per trip type of
contract
o For forwarding/shipping/
hauling contract (1
photocopy)
- The type/kind and
the mode of
transportation used
- The point of origin and
destination including the
estimated distance/s if
transported by land
- The estimated weight
and volume of cargoes
involved
o Accomplishment Report
(1 photocopy)
o Request for payment (1
photocopy)
o Contractor’s Bill (1
photocopy)
o Record of Attendance/
Service (1 photocopy)
o Certificate of Acceptance
(1 photocopy)
139
o Proof of remittance to Service Provider
concerned government
agency and/or GOCCs
[BIR/Social Security
System (SSS)/ Pag-Ibig]
o Such other documents Service Provider, AS
procurement and
thereof
8.1.3.3. Rental Contracts
Requirements
 Additional documents Administrative Service
under Annexes L, N and O
contract.
o For privately-owned Administrative Service
office/building
- Complete building floor
plans indicating in
shaded colors the
rentable space (1
photocopy)
Certificate of Occupancy
of the building or
appropriate approved
documents showing the
date the building was
constructed or age of
the building (1
photocopy)
- Complete description of
the building as to type,
kind and class including
its component parts and
equipment facilities such
as, but not limited to,
parking areas,
elevators, air-
140
conditioning systems,
firefighting equipment,
etc (1 photocopy)
- Master of Deed
Declaration and
Restrictions in case of
lease/rental of office
condominiums (1
photocopy)
o For equipment rental/ End-User
lease/purchase contract:
- Agency evaluation of
equipment utilization (1
photocopy)
- Pertinent data of area of
operation (1 photocopy)
 List of prevailing
comparable property within
vicinity (1 photocopy)
 Vicinity map (1 photocopy)
 Request for payment(1
photocopy)
 Bill Invoices(1 photocopy) Service Provider
 Certificate of occupancy Service Provider
(space/building) (1
photocopy)
 Such other documents Service Provider
procurement and
thereof
8.1.3.4. Repair and Maintenance
of Aircraft, Equipment and
Motor Vehicle
Requirements
under Annexes Q and R of
COA Memorandum No.
contract:
141
o Pre-repair evaluation Property Division
report and approved
detailed plans by the
agency showing in
sufficient detail the scope
of work/extent of repair to
be done (1 photocopy)
o Latest service bulletin, in Not Applicable
case of aircraft (1
photocopy)
o Report of waste materials Property Division
(1 photocopy)
o Document indicating the
history of repair (1
photocopy)
 Post-inspection reports (1 Property Division
photocopy)
 Warranty Certificate (1 Service Provider
photocopy)
 Request for payment Property Division
 Bill/Invoices (1 photocopy) Property Division
 Certificate of Acceptance (1 End-user
photocopy)
 Pre-repair inspection Property Division
reports (1 photocopy)
Such other documents
procurement and
thereof
8.1.3.5. Advertising Expenses
Requirements
 Bill/Statement of Account Advertising service provider
(1 photocopy)
 Newspaper clippings End-User
evidencing publication
and/or CD in case of
TV/Radio commercial (1
photocopy)
8.2. Procurement through Alternative
Modes
Basic Requirements Common to All
Purchases under alternative mode
142
 Documents to be submitted
within five working days from the
execution of the contract as
2009-001 dated February 12,
2009:
 Purchase Order/Letter End-User, Property Division
Order/Contract, duly approved
by the official concerned and
accepted by the supplier (date
of acceptance must be clearly
indicated, especially when the
time or date of delivery is
dependent on or will be
counted from the date of
acceptance of the purchase
order/letter order/contract) (1
photocopy)
 Proof of posting of invitation or Property Division
request for submission of price
quotation in the PhilGEPS
website, website of the
procuring agency, if available,
and at any conspicuous place
reserved for this purpose in
the premises of the procuring
agency for a period of seven
calendar days in case of
Shopping under Section 52.1
(b), and Negotiated
Procurement under Sections
53.1 (two failed bidding) and
53.9 (small value
procurement) of the Revised
IRR of RA No. 9184 (1
photocopy)
 Performance and warranty Supplier/Contractor
securities, except for shopping
and negotiated procurement
under emergency cases, small
value procurement, lease of
real property and United
Nation (UN) agencies (1
photocopy)
recommending and justifying
to the Head of Procuring Entity
(HOPE) the use of alternative
143
approval by the HOPE of the
BAC Resolution
 Proof of posting of Notice of BAC, AS
Award in the PhilGEPs
website, the website of the
procuring entity concerned, if
available, and at any
conspicuous place reserved
for this purpose in the
premises of the procuring
entity (1 photocopy)
 Approved Procurement Plan Administrative Service
(1 photocopy)
 Request for purchase or End-user
requisition of supplies,
materials and equipment, duly
approved by proper authorities
(1 photocopy)
 Delivery invoice showing the Supplier/Contractor
quantity, description of the
articles, unit and total value,
duly signed by the dealer or
his representative and
proper agency official of items
delivered (1 original copy)
 Inspection and acceptance Property Division, BWC
report signed “Inspected by”
by the authorized agency
inspector and signed
“accepted by” by the
authorized end-user to whom
the item was delivered or the
property officer if item is for
stock (1 photocopy)
 Approval by the HOPE or his Head of Agency or authorized representative
duly authorized representative
on the use of the alternative
methods of procurement, as
recommended by the BAC (1
photocopy)
 Statement of the prospective Bidder
bidder that it is not blacklisted
or barred from bidding by the
Government or any of its
144
agencies, offices, corporations
or LGUs (1 photocopy)
 Sworn affidavit of the bidder Bidder
that it is not related to the
HOPE by consanguinity or
affinity up to the third civil
degree (1 photocopy)
8.2.1. Limited Source Bidding
Requirements
February 12, 2009:
 Direct invitation to bid served BAC, AS
by the concerned agency to all
suppliers or consultants
appearing in the pre-selected
list of
manufacturers/suppliers/distri
butors with known experience
and proven capability on the
requirements of the particular
contract(1 photocopy)
 Winning bidder’s offer or Bidder
proposal (1 photocopy)
 Abstract of bids showing the BAC, AS
most responsive and
complying bidder from among
the other bidders who
participated in the bidding (1
photocopy)
25.2(a) for goods, 23.1 and 25
.2(b) for infrastructure, 25.1
and 25.2(c) for consultancy
services, of the Revised IRR of
RA No. 9184
 Such other documents BAC, AS
peculiar to the contract and/or
to the mode of procurement
and considered necessary in
the auditorial review and in the
145
 Bid security (required under Winning Bidder/insurance company/bank
Section 54.4 IRR-A, RA No.
9184)
8.2.2. Direct Contracting
Requirements
submitted within five (5) working
February 12, 2009:
 Letter to selected BAC, AS
manufacturer/supplier/distribu
tor to submit a price quotation
and conditions of sale(1
photocopy)
 Certificate of Exclusive Distributor
Distributorship issued by the
principal under oath and
authenticated by the
embassy/consulate nearest
the place of the principal, in
case of foreign suppliers (1
photocopy)
 Certification from the agency AS, End-user
authorized official that there
are no sub-dealers selling at
lower prices and for which no
suitable substitute can be
obtained at more
government(1 photocopy)
 Certification of the BAC in BAC
case of procurement of critical
plant components and/or to
maintain certain standards(1
photocopy)
 Study/survey done to determine BAC
that there are no sub-dealers
selling at lower prices and for
which no suitable substitute can
be obtained at more
government (1 photocopy)
 Such other documents peculiar BAC
to the contract and/or to the
146
8.2.3. Repeat Order
Additional Documentary End-User
Requirements
February 12, 2009:
 Original contract used as End-user, BAC
basis for repeat order
indicating that the original
contract was awarded through
public bidding (1 photocopy)
 Certification from the Property Division
Purchasing Department/Office
that the supplier has complied
with all the requirements
under the original contract (1
photocopy)
8.2.4. Shopping
Requirements
 Price quotations from at least End-user, suppliers
three bonafide and reputable
manufacturers/ suppliers/
distributors (1 photocopy)
 Abstract of canvass(1 End-user, Property Division
photocopy)
8.2.5. Negotiated Procurement
 In cases of two failed End-user, suppliers
biddings, emergency cases,
147
take-over of contract and End-User
small value procurement BAC
- Price quotation/bids/final
offers from at least be three
invited suppliers (1
photocopy)
- Abstract of submitted Price
Quotation (1 photocopy)
- BAC Resolution
contract to Lowest
Calculated Responsive Bid
(LCRB) [1 photocopy]
 Additional requirements for

each case:
 In case of two failed biddings BAC
- Agency’s offer for
negotiations with selected
suppliers, contractors or
consultants (1 photocopy)
Certification of BAC on the
failure of competitive
bidding for the second time
(1 photocopy)
- Evidence of invitation of
observers in all stages of
the negotiation (1
photocopy)
- Eligibility documents in
case of infrastructure
projects(1 photocopy)
 In emergency cases End-User
- Justification as to the
necessity of purchase (1
photocopy)
 In case of take-over of End-User, BAC
contracts
- Terminated contract (1
photocopy)
- Reasons for the
termination (1 photocopy)
- Negotiation documents
with the second lowest
calculated bidder or the
third lowest calculated
bidder in case of failure of
negotiation with the
second lowest bidder. If
148
negotiation still fails,
invitation to at least three
eligible contractors (1
photocopy)
- Approval by the Head of
the Procuring Agency to
negotiate contracts for
projects under exceptional
cases(1 photocopy)
 In case of small value End-User, BAC
procurement
- Letter/invitation to submit
proposals (1 photocopy)
 For adjacent or contiguous
projects
- Original contract and any
document indicating that
the same resulted from
photocopy)
- Scope of work which
should be related or similar
to the scope of work of the
photocopy)
- Latest Accomplishment
Report of the original
contract showing that there
was no negative slippage/
delay(1 photocopy)
8.3. For procurement through Automatic

Debit Arrangement (ADA) or direct
payment
 Same documents required under
goods, infrastructure or
consulting services depending
on the mode of procurement
adopted and the nature of
expenses
 Letter request from the Head of Head of Agency
the Agency to the Bank to
pay/credit the account of the
supplier(1 photocopy)
 Confirmation from the bank that Bank
the account of the supplier has
149
already been credited-for post
9.0. Cultural and Athletic Activities

 Schedule of training approved by the Head of Agency, Human Resource
Head of the Agency (1 photocopy)
procurement depending on the nature
of expense and the mode of
procurement adopted
10.0. Human Resource Development and
Training Program
 Schedule of training approved by the Head of Agency, FMS
Head of the Agency (1 photocopy)
procurement depending on the nature
of expense and the mode of
procurement adopted
11.1. Financial Expenses Not Applicable
 Loan Agreements/ Memoranda of
Agreement together with
supporting documents (1
photocopy)
 Statement of Account (1
photocopy)
 Bank Debit memos (1 photocopy)
 Other supporting documents
deemed necessary depending on
the nature of the transaction

(from Budget 1. Receive documents. None 4 hours Designated
Division) Receiving
1.1. Assign DV Number. Officer
1.2. Determine the FMS-AD
nature of
transaction
1.3. Indicate expected
date of release
150
CLIENT FEES TO PROCESSING PERSON
AGENCY ACTION
STEPS BE PAID TIME RESPONSIBLE
1.4. Record particulars
of the claim in the
Logbook.
1.5. Write Sequence
Number in the DV.
1.6. Forward to
Designated
Accountant
Processor.
2. Receive documents,
evaluate and process
claims
2.1. Check None 3 days, 4 Accountant
completeness of hours Processor
supporting FMS-AD
documents (per
COA Circular 2012-
001) and validity of
claims.
2.2. If not in order, return 2 hours
documents to
client/originating
office using the
Return Document
Form.
2.3. In case of cash
advance, forward
DV to the Accounts
Analysis
2.4. Section for checking
if the payee has
unliquidated cash
advance.
2.5. If with outstanding
cash advance,
designated
Receiving Officer to
return documents to
originating office.
2.6. In case of utilities
and check & carry
transactions,
prepare Tax
Certificate
151
2.7. Prepare Notice of
Obligation Request
and Status
Adjustment for over
or under obligation,
correction of
payee/particulars/fu
nding source, or
cancellation of
transaction.
3. Encode entries in the None 2 hours Assigned Officer
Accounting System. FMS-AD
4. Review DV with None 2 day Accountant IV/
supporting Chief
documents, determine Accountant
mode of payment and FMS-AD
sign Box C of the DV,
if in order.
4.1. Review computation
of withholding taxes,
deductions, etc. and
completeness of
supporting
documents.
4.2. If not in order, return
documents to
Accountant/Process
or.
5. If payment is thru None 4 hours Assigned
LDDAP-ADA, provide Officer/Chief
LDDAP-ADA number Accountant
for each DV, prepare FMS-AD
and print LDDAP-ADA
form in five (5) copies
and forward four (4)
copies, along with the
DV, RANCA and
supporting documents
to Chief Accountant for
signature.
6. Release to Cash None 30 minutes Assigned

Division the LDDAP- Releasing
ADA, RANCA, DVs Officer/s
and supporting FMS-AD
documents.
152
7 days, 30
TOTAL None
minutes
153
7) Processing of Payment thru Modified Disbursement System
(MDS)/Commercial Checks/List of Due and Demandable Accounts Payable
with Advice to Debit Account (LDDAP-ADA)/Notice of Transfer of
Allocation (NTA)
Three offices in the DOLE are involved in the procedure ‘Processing of Payment’. These offices
are: 1) the requesting office, service or bureau; 2) the FMS; 3) the Cash Division,
Administrative Service (CD, AS). The CD, AS handles the endpoint of the procedure; starting
with the receipt of the Disbursement Vouchers and LDDAP-ADA with complete supporting
documents from the Accounting Division, FMS.
These documents should have been duly:
1) Certified by the concerned Head of Office that the Expenses/Cash Advance is necessary,
lawful and incurred under his/her direct supervision; and
2) Certified by the Department Chief Accountant that Cash is available and supporting
documents are complete and amount claimed proper.
The CD, AS likewise handles and/or coordinates the release of these checks, LDDAP-ADA,
NTAs to the concerned payees or through the Government Servicing Bank.
Office or Division: Administrative Service (AS) – Cash Division (CD)
Who may avail:  Internal Clients
 External Clients
creditors of DOLE not among those enumerated above
 program beneficiaries
 Other National Government Agencies
 Government Corporations, such as GSIS, PhilHealth, HDMF,
and others;
 Utility companies
 Government scholars under WODP program
 Service providers, such janitorial, security services, contracted
services; and Non-regular suppliers/contractors of the agency,
with one-time transactions regardless of the amount of claim

1. Approved Disbursement Vouchers with Financial and Management Service (FMS) –
complete supporting document Accounting Division (AD)
(3 original copies)
154
2. LDDAP-ADA (2 original copies) FMS-AD

(from Accounting 1. Receive and None 15 minutes Designated
Division) evaluate signed Receiving
DVs with Personnel
supporting Cash Division
documents.
2. Prepare None 15 minutes Designated
Check/NTA. Personnel/
Admin. Asst. II
(check)/ Admin.
Officer III (NTA)
Cash Division
3. Review Check/ None 30 minutes Chief
LDDAP-ADA/ Cash Division
NTA and
supporting
documents.
 If in order, sign
Check/ LDDAP-
ADA/ NTA.
return documents
to Receiving
Personnel for
appropriate action.
4. Review and None 2 days AS Director,
initial/sign on FMS Director,
Check/LDDAP- concerned
ADA/ NTA. Undersecretary/
Secretary
5. Receive None 15 minutes Designated
approved/ signed Receiving
Check/ LDDAP- Personnel
ADA/ NTA. Cash Division
If the payee’s
account is not
LBP, transmit
and notify payee.
155
6. Enroll account None 30 minutes Administrative
and have it Officer I
approved online. and Chief
Administrative
Officer
Cash Division
1. Receive payment 7. If LDDAP-ADA or None 15 minutes Administrative

thru bank account NTA, transmit to Assistant II
or Check. LBP. If Check, (crediting of
release to payee. payment by
LBP is within
24 hours from
receipt of
LDDAP-
ADA/NTA)
2 days, 1 hour,
TOTAL None
30 minutes
156
8) Building Maintenance (Minor Repair)
This service covers minor construction/repair/restoration/maintenance job that can be

performed by the Administrative Service – Building Administration personnel.
Office or Division: Administrative Service (AS) – Building Administration (BA)

Type of Transaction: G2G – Government to Government Officials and Employees
Who may avail:  DOLE Central Offices
 DOLE Attached Agencies
 DOLE Central Office Canteen
 Landbank of the Philippines – DOLE Extension Office
Duly accomplished Inspection Report and AS–BA

Request for Repair Form
(1 original copy)

1. Submit Request for 1. Receive None 10 minutes Administrative
Repair Form to the accomplished Aide/Officer
AS-BA located at the Request Form. AS-BA
2 nd floor, Muralla
Wing, DOLE Building,
Intramuros, Manila.
1.1. Conduct None 1 hour Administrative

ocular Aide/Officer/
inspection to Section Head
determine AS-BA
the scope of
repair to be
done and
prepare
Inspection
Report.
1.2. Check None 40 minutes Administrative
availability of Aide/Officer
materials on
stock. Note: (Pause AS-BA
Clock)
 If available, Processing
release time in the
materials and conduct of the
undertake repair jobs will
depend on the
157
repair jobs. If scope of work
unavailable, to be done.
notify end-user
to purchase
needed
materials.
2. Sign the Certificate of 2. Receive None 10 minutes Administrative
Completion portion of Certificate of Aide/Officer
the Request for Completion AS-BA
Repair Form and from end-user.
submit to AS-BA.
2 hours + the
number of
TOTAL None hours/days
per scope of
work
158
9) Transfer of Accountability of Property
It is the process whereby government properties, including semi-expendable properties may
be transferred from one official/employee to another official/employee using the COA
prescribed forms: a) Property Acknowledgement Receipt (PAR) or b) Inventory
Custodian Slip (ICS).
Office or Division: Administrative Service (AS) – Property Division (PD)

Type of Transaction: G2G – Government to Government Officials and Employees
Who may avail: DOLE Officials and Employees

1. Duly accomplished Transfer Request AS-PD
Form (1 original copy);
2. PAR/ICS (1 photocopy) Transferor/AS-PD

1. Submit complete 1. Receive Transfer None 10 minutes Receiving Officer
required Request Form. AS-PD
documents to the
AS-PD located at
2nd floor, General
Luna Wing, DOLE
Building,
Intramuros,
Manila.
1.1. Review None 30 minutes Property Officer
request and AS-PD
validate
submitted
PAR/ICS vis-à-
vis the
Property
Inventory
System.
2. Receive and sign 2. Prepare and None 10 minutes Property Officer
PAR. issue PAR to AS-PD
transferee for
signature.
2.1. Await return of None Note: (Pause Transferor

the signed PAR Clock) Transferee
Processing
time on the
signing of PAR
159
will depend on
the transferor
and transferee
3. Submit signed 3. Receive and file None 10 minutes Property Officer

PAR to AS-PD. signed PAR. AS-PD
1 hour + the
number of
TOTAL None hours/days on
the return of
signed PAR
160
Regional/Provincial/Field Office
External Services
161
1) Application for Livelihood Project Assistance
The beneficiaries of the DOLE Integrated Livelihood Program (DILP) could venture in either
individual or group undertaking. Access to livelihood assistance could either be through Direct
Administration by the DOLE Regional/Provincial/Field Offices or through an Accredited Co-
Partner (ACP) of DOLE to wit: peoples’/workers’ organization, union, association, federation,
cooperative, business association, church-based organization, educational institution, or
private foundation.
The ACPs could act as the proponent who will render technical assistance to the DILP
beneficiaries or as the direct beneficiary of the program.
Funds released to these ACPs is likewise governed by the provisions of COA Circular No.
2012-001 entitled “Prescribing the Revised Guidelines and Documentary Requirements for
Common Government Transactions” and COA Circular No. 2007-001 dated October 25, 2007
entitled “Revised Guidelines in the Granting, Utilization, Accounting and Auditing of the Funds
Released to Non-Government Organizations/Peoples’ Organizations (NGOs/POs)”.
The funds granted to the ACPs shall retain their character as public funds.
Office or Division: DOLE Regional/Provincial/Field Offices

G2B –Government to Business
Who may avail:  Accredited Co-Partners such as Non-
Government Organizations and Private
Organizations
 National Government Agencies (NGAs)
 Local Government Units (LGUs)
 State Universities and Colleges (SUCs)
Beneficiaries:
Working poor, vulnerable and marginalized
workers such as:
 Self-employed with insufficient income
 Marginalized and landless farmers
 Marginalized fisherfolks
 Unpaid family workers
 Women and youth
 Low/minimum wage earners and seasonal
workers
 Workers displaced or to be displaced as a
result of natural disasters or closure of
establishment, retrenchment, termination
 Persons with disability (PWDs)
 Senior Citizens
 Indigenous peoples
 Parents/guardians of child workers
162
 Rebel returnees
 Victims of armed conflict
A. For NGAs including LGUs and SUCs as ACP:

1. Application letter duly signed by the Proponent
authorized officials, i.e. Local Chief
Executive (LCE), Chairman/President,
Cabinet Secretary, Directors, among
others, addressed to the DOLE Regional
Director
2. Detailed project proposal which is duly Pro-forma project proposal/business plan format
approved/signed by the authorized officials –DOLE Regional/Provincial/Field Office –
as enumerated in #1 above and indicating Technical Services and Support Division (TSSD)
equity
3. For LGUs and SUCs, Board or LGUs and SUCs
Sangguniang Bayan (SB) Resolution
authorizing an official to enter into a
Memorandum of Agreement (MOA) to avail
of DOLE livelihood
4. Individual beneficiary profile (with picture) DOLE Regional/Provincial/Field Office – TSSD
and proponent ACP profile
5. MOA between the parties. DOLE Regional/Provincial/Field Office – TSSD
6. For LGUs (City, Provincial/Municipal), a LGUs
copy of the portion of their Local
Development Plan referring to Labor and
Employment/Social Services with detailed
estimates of Approved Project
Expenditures or Estimated Expenses
7. Certification from the DOLE Regional DOLE Regional Office Accounting Unit
Office’s Accountant that the previous cash
advance granted has been liquidated and
stamped received by Commission on Audit
Note: A Focal Person shall be designated by
the NGAs, LGUs or SUCs to coordinate and
transact with DOLE in the availment of
programs and services.
B. For other Types of ACPs:
1. Application letter by the ACP addressed to Proponent
the DOLE Regional Director
2. Detailed and duly signed Project Proposal Proponent
from the ACP (indicating/showing that the
ACP has equity equivalent to at least 20%
of the total project cost)
163
3. Individual Beneficiary Profile (with picture) DOLE Regional/Provincial/Field Office – TSSD
and Proponent ACP Profile
4. Copy of ACP Certificate of Accreditation Proponent
5. Board Resolution authorizing a Proponent
representative to enter into a MOA
6. MOA between DOLE RO and the ACP DOLE Regional/Provincial/Field Office – TSSD
7. Audited financial reports (statements) for Proponent
the past three (3) years preceding the date
of project implementation. For applicant
which has been in operation for less than
three (3) years, financial reports for the
years in operation and proof of previous
implementation of similar projects.
8. Disclosure of other related business, if any Proponent
9. Work and financial plan and sources of and Proponent
details of proponent’s equity participation in
the project
10. List and/or photographs of similar projects Proponent
previously completed, if any, indicating the
source of funds for implementation
11. Sworn affidavit of the secretary of the Proponent
applicant organization/entity that none of its
incorporators, organizers, directors or
officer’s is an agent of or related by
consanguinity or affinity up to the fourth civil
degree to the official of the agency
authorized to process and/or approve
proposed MOA, and release funds
12. Certificate from the DOLE RO’s Accountant DOLE Regional Office Accounting Unit
that the previous cash advance granted has
been liquidated and stamped received by
the COA.

1. Submit the 1. Check the None 3 days Action Officer or
complete required completeness of Alternate
documents to the the proposal and TSSD
DOLE documentary
Regional/Provincia requirements.
l/Field Office
Action Officer.
164
See VII. List of 1.1. If complete, None Action Officer or
Offices for the conduct initial Alternate
office address of evaluation of TSSD
DOLE Regional/ proposal.
Provincial/Field
Offices.  If incomplete,
notify the
proponent and
return the
application.
1.2. If met the None Action Officer or
required rating, Alternate
endorse the TSSD
evaluation to
DOLE Regional
Office –
Technical
Support
Services
Division.
1.3. Validate and None 7 days Regional Project
concur on the Management
result of the Team
evaluation, as
indicated in the
project
appraisal report.
Recommend for
approval/
disapproval.
1.4. Approve/ None 3 days Regional
Disapprove the Director
project
proposal and
the grant of
livelihood
project
assistance.
2. Receive Notice of 2. If approved, None 15 minutes Action Officer or
Approval and a release the Notice Alternate
copy of the of Approval and TSSD
proposed MOA proposed MOA.
with schedule of Include/line up the
the MOA signing or approved proposal
Notice of in the priority list
Disapproval, as the for funding.
case may be, thru
fax, email or mail.
165
 If disapproved,
release a Notice of
Disapproval citing
the reasons and
deficiency/ies
noted.
Note: The release

of funds is not
included in the 10-
day processing
time because
funds/grants for
POs are subject to
funds availability.
TOTAL 13 days, 15
None
minutes
166
2) Issuance of Letter of Approval/Disapproval of Construction Safety and
Health Program (CSHP) Application
The DOLE Department Order No. 198, series of 2018 requires every construction project to
have a suitable Construction Safety and Health Program, which is in accordance with the
Occupational Safety and Health Law and other related issuances by the Department. CSHP
is a set of detailed rules to cover the processes, practices and personnel responsible that
shall be utilized in a specific construction project site.
Office or Division: DOLE Regional and Field Offices
(Application for simplified CSHP may be submitted and processed at

the DOLE Field Offices per AO 24-18 while comprehensive CSHPs
are being received/processed at the Regional Office)
Who may avail:  Simplified CSHP – Project Owner or Contractor
 Comprehensive CSHP – Construction Project Manager, or in

his/her absence, the Project Manager as authorized by the project
owner
For Simplified CSHP (For minor repair
works, 2-storey and below project with less
than 10 workers and not more than P3Million
project cost.)
1. Duly accomplished Application Form (2  DOLE Regional and Field Offices – Technical
copies) Services & Support Division (TSSD)
 www.bwc.dole.gov.ph
2. CSHP template (2 copies) www.bwc.dole.gov.ph
3. The following as attachments:
 Certificate of Training of the designated OSHC, Accredited Safety Training Organization
Safety Officers (Basic Occupational Professional Regulation Commission
Safety and Health in Construction), and
a license certificate of an engineer in
charge, if any; (1 photocopy)
 Copy of the certificate of Training and Accredited Safety Training Organization,
ID of First Aider, if any; (1 photocopy) Organizations Recognized as First Aid Training
Providers
 Photocopy of valid Philippine Department of Trade and Industry (DTI) – PCAB
Contractors Accreditation Board
(PCAB) License of contractor (for
projects with contactor) [1 photocopy]
167
 Proof of Purchase/Existence/ Applicant
Availability of Emergency
Medicines/First Aid Kit to be used in the
construction site (attach pictures or
receipts)
For Comprehensive CSHP (For general
building construction, general engineering
construction, special trade construction
including demolition works and other
undertakings and operations in the
construction industry.)
1. Duly accomplished Application Form (2  DOLE Regional and Field Offices – TSSD
copies)  www.bwc.dole.gov.ph
2. Letter of intent, with name of authorized Applicant
contact person with contact number/s (2
original copies)
3. CSHP template (2 copies)  DOLE Regional and Field Offices – TSSD
 www.bwc.dole.gov.ph
4. The following as attachments (2

photocopies each): DOLE Regional and Field Offices – TSSD
 Registration under OSHS (Rule 1020-
Registration of Establishments)
 Valid PCAB Registration of DTI – PCAB
Contractors/Subcontractors, if any
 Project Contract/any documentary Accredited CHE Testing Organization
proof showing company as
chosen/winning bidder;
 Certificate of Completion on required Accredited Safety Training Organization,
training of all designated OSH Organizations Recognized as First Aid Training
Personnel (i.e., first-aider, safety Providers
officer, OH nurse, OH physician,
dentist), as required under DO 198-18;
 Valid Certificate of Inspection and Accredited CHE Testing Organization
Testing of Construction Heavy
Equipment (CHE) conducted by a
DOLE accredited testing organization;
 Valid NC II to operate Construction Technical Education and Skills Development
Heavy Equipment and other critical Authority (TESDA) – Certification Office
skills/occupation, if any;
 Contract/Memorandum of Agreement Applicant
with nearby hospital/clinic in lieu of the
required hospital (if any).
168
1. Submit the 1. Check the None 1 hour Action Officer or
documents to the all the TSSD
DOLE documentary
Regional/Field requirements and
Office Action duly
Officer. accomplished
form.
See VII. List of
Offices for the
office address of
DOLE Regional/
Field Offices.
For complete
documents:
2. Get the claim stub. 2. Issue claim stub None 15 minutes Action Officer or
indicating the Alternate
date of release of TSSD
Notice of
Approval/
Disapproval.
 If application form
is not properly
accomplished
and/or documents
are not complete,
return the
application form
and documents to
client indicating
the lacking
requirement/s and
explain, as may be
necessary.
Application is
deemed not filed.
2.1. Evaluate CSHP None 3 days Action Officer or
application and Alternate
prepare Notice TSSD
of Approval/
Disapproval.
2.2. Sign Notice of None 1 day Field Director or
Approval/ Authorized
Disapproval. Representative
169
(For Simplified
Projects)
Regional
Director or
Authorized
Representative
(For
Comprehensive
Projects)
3. Return to the 2. Release Notice of None 15 minutes Action Officer or
DOLE Regional/ Approval/ Alternate
Field Office on the Disapproval of TSSD
scheduled date of CSHP application.
release of Notice. Retain copy of
Present the claim issued letter duly
stub to the Action received by client.
Officer and claim
the Notice of
Approval/Disappro
val of CSHP
application.
If the claimant is
other than the one
who filed the
application, submit
the letter of
authorization
together with
photocopy of their
and Authorized
Representative - to
verification
purposes).
4 days, 1
TOTAL None hour, 30
minutes
170
3) Registration of Workers’ Association
process the application for registration of workers’ association organized for the mutual aid
and protection of its members or for other legitimate purposes except collective bargaining in
order for them to acquire legal personality.
Worker’s Association registration refers to the process of determining whether the application
for registration of such organization complies with the documentary requirements for
registration prescribed under Rules III and IV of DOLE Department Order No. 40-03, as
amended.
Office or Division: DOLE Regional/Provincial/Field Office

Who may avail: Working Youth, Overseas Filipino Workers, Working Persons with
Disabilities and all other workers, including ambulant, intermittent
workers, the self-employed, rural workers and those without any
definite employers.

registration
 1 original copy of all application
1. Duly-filled out, signed and notarized  DOLE Regional/Provincial/Field Office –
Application Form for Registration of Technical Services and Support Division
Workers’ Association; (TSSD)
 www.blr.dole.gov.ph
 https://blr-ours.dole.gov.ph
2. Names of the applicant association’s officers Applicant association

and their respective addresses;
3. Minutes of the organizational meeting/s; Applicant association
4. List of members who participated in the Applicant association
organizational meeting/s;
5. Financial Reports of the applicant Applicant association
association if it has been in existence for one
or more years, unless it has not collected
any amount from the members, in which
case a statement to this effect shall be
included in the application;
6. Constitution and By-laws (CBL); Applicant association
7. Names of ratifying members; Applicant association
171
8. Minutes of adoption or ratification of the Applicant association
constitution and by-laws and the date/s of
ratification. (Minutes of adoption or
ratification is not required if it is done
simultaneously with the organizational
meeting and the same is reflected in the
minutes of the organizational meeting)

1. Submit the required 1. Receive and None 4 hours Action Officer or
documents to the review the Alternate
DOLE Regional/ application for TSSD
Provincial/Field registration.
Office Action
Officer.
See VII. List of

Offices for the office
address of DOLE
Regional/
Provincial/Field
Offices.
Order of Payment. TSSD
 If documentary
requirements are
incomplete and/or
not in order, notify
the applicant in
writing of the
lacking
requirement/s and
to complete the
same within thirty
(30) days from
receipt of notice.
Otherwise, the
application shall
be deemed denied
without prejudice
to its re-filing.
172
3. Present the Order of 3. Receive payment P70.00 – 15 minutes Cashier
Payment to the and issue OR. registration
Cashier, pay the fee
receive Official
Receipt (OR).
4. Submit OR to the 4. Receive OR. None 10 minutes Action Officer or
Action Officer. Alternate
TSSD
4.1. Print None 2 hours Action Officer or
Certificate of Alternate
Registration TSSD
and endorse
to the Office of Regional
the Approving Director or
or Authorized his/her alternate
Signatory for signatory
approval and
signature.
4.2. Scan OR and None 15 minutes Action Officer or
signed Alternate
Certificate of TSSD
Registration.
5. Sign in the 5. Record the None 10 minutes Action Officer or

Registration application and let Alternate
Logbook. the applicant sign TSSD
in the Registration
Logbook (for pick-
up).
6. Receive Certificate 6. Release the None 15 minutes Action Officer or

of Registration. Certificate of Alternate
Registration TSSD
either thru courier
or for pick-up.
6.1. Log-in to None 4 hours Action Officer or
https://blr- Alternate
ours.dole.gov. TSSD
ph, change
status to
“Application
Approved”,
encode and
upload
scanned copy
of Certificate
173
of Registration
& OR and
change status
to “Released”.
P70.00 – 1 day, 3
TOTAL registration hours, 15
fee minutes
1. Log in to 1. Log in to https://blr- None 4 hours Action Officer or
https://blr- ours.dole.gov.ph, Alternate
ours.dole.gov.ph, open and review TSSD
select and fill-out the application for
Registration of registration
Workers’ submitted online.
Association For complete
Application Form documents, notify
and upload the applicant when
documentary to go to DOLE to
requirements. submit signed and
notarized
application form,
original documents
submitted online.
2. Receive 2. For complete None 10 minutes Action Officer or

notification. documents, notify Alternate
the applicant TSSD
when to go to
DOLE to submit
signed and
notarized
application form,
original
documents
submitted online.
 If documentary
requirements are
incomplete and/or
the applicant thru
the “Message
Section” to
complete the
application within
thirty (30) days
174
from receipt of
notice. Otherwise,
the application
shall be deemed
denied without
filing.
3. Proceed to DOLE 3. Receive and None 30 minutes Action Officer or
Office on validate Alternate
scheduled date documents TSSD
and submit the uploaded online
signed and vis-à-vis the
notarized original
application form documents
and original presented.
documents
uploaded online.  If in order, issue
Order of Payment.
See VII. List of Otherwise, return
Offices for the to applicant for
office address of completion.
DOLE Regional/
Provincial/Field
Offices.
4. Present the Order 4. Receive payment P70.00 – 15 minutes Cashier

of Payment to the and issue OR. registration
registration
fee and receive
Official Receipt
(OR).
TSSD
5.1. Print Certificate None 2 hours Action Officer or

and endorse to TSSD
the Office of the
Approving or Regional
Authorized Director or
Signatory for his/her alternate
approval and signatory
signature
175
signed Alternate
Certificate of TSSD
Registration.
Registration application, and Alternate
Logbook. let the applicant TSSD
sign in the
Registration
Logbook (for pick-
up) and release
the Certificate of
Registration.
6.1. Log-in to None 1 hour Action Officer or
ours.dole.gov.p TSSD
h, change
status to
“Application
Approved”,
encode and
upload scanned
copy of
Certificate of
Registration &
OR and change
status to
“Released”.
P70.00 –
1 day, 35
TOTAL registration
minutes
fee
176
4) Registration of Establishment under Rule 1020 of the Occupational
Safety and Health Standards
The establishment regardless of size of economic activity, whether small, medium or large
scale in one single location, shall register with the DOLE pursuant to the provisions of the
Occupational Safety and Health Standards to form part of a databank of all covered
establishments.

Who may avail: Private establishment/company/business registered and operating in
the Philippines
For New Registration/Re-Registration due
to establishment’s change of
name/address/ownership or opening after
previous closing:
1. Duly accomplished form for Registration of  DOLE-Regional and Field Offices – Technical
Establishment under Rule 1020 (3 original Services and Support Division (TSSD)
copies)  www.bwc.dole.gov.ph
2. Department of Trade and Industry (DTI) DTI-https://bnrs.dti.gov.ph
Registration Certificate (1 photocopy)
3. Valid License or Business Permit/Mayor’s Local Government Unit where the establishment
Permit (1 photocopy) operates – Business Permit and Licensing Office

1. Submit the 1. Check the None 20 minutes Action Officer or
documents to the the form and TSSD
DOLE Regional/ documentary
Field Office Action requirements.
Officer.
See VII. List of

Offices for the
office address of
DOLE Regional
and Field Offices.
2. Get the claim stub 2. If documents are None 10 minutes Action Officer or
indicating the date complete, issue Alternate
of release of claim stub TSSD
Certificate. indicating the
177
date of release of
Certificate.
 If incomplete,
return the
Registration
Form and
documents to
client indicating
the lacking
requirement/s
and explain, as
may be
necessary.
Registration is
deemed not filed.
2.1. Evaluate None 1 day Action Officer or

registration and Alternate
recommend for TSSD
approval.
2.2. Sign the None 4 hours Regional
approved Director/
registration. Designated
Approving Officer
3. Return to the DOLE 3. Release the None 15 minutes Action Officer or
Regional/ Field Registration of Alternate
Office on the Establishment TSSD
scheduled date of under Rule 1020
release of on the scheduled
Certificate. Present release date.
the claim stub to
the Action Officer
and get the
Registration of
Establishment
under Rule 1020.
If the claimant is
other than the one
who filed the
application, submit
letter of
authorization
together with
photocopy of their
ID (Filer/Applicant
and Authorized
178
Representative - to
verification
purposes).
TOTAL 1 day, 4 hours,
None
45 minutes
179
5) Registration of Collective Bargaining Agreement
It is the State policy to promote and emphasize the primacy of collective bargaining in setting
working conditions or the creation of a mechanism by which employers and recognized or
certified labor unions bargain collectively.
The registration of Collective Bargaining Agreement (CBA) refers to the process of

determining whether the application for registration complies with the documentary
requirements for registration prescribed in Rule XVII of DOLE Department Order No. 40-03,
as amended.

Who may avail: Parties to the CBA

registration
1. Duly-filled out, signed and notarized  DOLE Regional/Provincial/Field Office –
Application Form for Registration of Technical Services and Support Division
Collective Bargaining Agreement (TSSD)
2. Collective Bargaining Agreement (CBA) Applicant labor union
which must be certified under oath by the
representative/s of the employer/s and
labor/union/s concerned
3. A statement that the CBA was posted in at Union applicant and employer representative
least two (2) conspicuous places in the
establishment/s concerned for at least five
(5) days before its ratification
4. A statement that the CBA was ratified by the Applicant labor union
majority of the employees in the bargaining
unit of the employer/s concerned

1. Submit the 1. Receive and None 4 hours Action Officer or
required review the Alternate
documents to the application for
180
DOLE Regional/ registration. TSSD
Provincial/Field
Office Action
Officer.
See VII. List of

Offices for the
office address of
DOLE Regional/
Provincial/Field
Offices.
Order of Technical
Payment. Services and
Support Division
 If documentary
requirements are
incomplete and/or
the applicant in
writing of the
lacking
requirement/s and
to complete the
same within ten
(10) days from
receipt of notice.
Otherwise, the
application shall
be deemed
denied without
filing.
3. Present the Order 3. Receive payment P1,000.00 – 15 minutes Cashier
receive Official
Receipt (OR).

TSSD
4.1. Print None 2 hours Action Officer or
Certificate of Alternate
Registration TSSD
and endorse to
181
the Office of Regional
the Approving Director or
or Authorized his/her alternate
Signatory for signatory
approval and
signature.
signed Alternate
Certificate of TSSD
Registration.
Registration application and Alternate
sign in the
Registration
Logbook (for pick-
up).
Registration TSSD
either thru courier
or for pick-up.
ours.dole.gov. TSSD
ph, change
status to
“Application
Approved”,
encode and
upload
scanned copy
of Certificate of
Registration &
OR and
change status
to “Released”.
P1,000.00 – 1 day, 3
fee minutes
1. Log in to 1. Log in to None 4 hours Action Officer or
https://blr- https://blr- Alternate
ours.dole.gov.ph, ours.dole.gov.ph, TSSD
182
select and fill up open and review
CBA Application the application for
Form and upload registration
documentary submitted online.
requirements.
the applicant TSSD
when to go to
DOLE to submit
signed and
notarized
application form,
original
documents
submitted online.
 If documentary
requirements are
incomplete and/or
the applicant thru
the “Message
Section” to
complete the
application within
ten (10) days from
receipt of notice.
Otherwise, the
application
deemed denied
without prejudice
to its re-filing.

Office on validate Alternate
scheduled date documents TSSD
and submit the uploaded online
signed and vis-à-vis the
notarized original
application form documents
and original presented.
documents
uploaded online.  If in order, issue
Order of
See VII. List of Payment.
Offices for the Otherwise, return
183
address of DOLE to applicant for
Regional/ completion.
Provincial/Field
Offices.
4. Proceed to 4. Receive payment P1,000.00 – 15 minutes NCMB/RCMB
NCMB/RCMB and issue OR. registration Cashier
Cashier, present fee
the Order of
Payment, pay the
receive the Official
Receipt (OR).
TSSD
and endorse to TSSD, Regional
the Office of the Director or
Approving or his/her alternate
Authorized signatory
Signatory for
approval and
signature.
signed Alternate
Certificate of TSSD
Registration.
Registration application and Alternate
Logbook and let the applicant TSSD
Receive Certificate sign in the
of Registration Registration
Logbook (for
pick-up) and
release the
Certificate of
Registration

ours.dole.gov. TSSD
ph, change
status to
“Application
Approved”,
184
encode and
upload
scanned copy
of Certificate of
Registration &
OR and
change status
to “Released”.
P1,000.00 –
7 hours, 15
TOTAL registration
minutes
fee
185
6) Registration of Contractors
The Certificate of Registration of Contractors is issued to all parties engaged in legitimate
contracting and subcontracting arrangements in accordance with DOLE Department Order
(DO) No. 174, Series of 2017/Rules Implementing Articles 106 to 109 of the Labor Code, as
Amended.
Office or Division: DOLE Regional Offices

Who may avail: Any person or entity engaged in legitimate job contracting and
subcontracting arrangement providing services for a specific job or
undertaking farmed out by principal under a service agreement except
those who are engaged in recruitment and placement activities as
defined in Article 13(b) of the Labor Code.
For New Applications – 3 copies of the

following:
1. Duly accomplished Application Form (TIN  DOLE Regional Offices – Technical Services
required) with attached proof of compliance and Support Division (TSSD)
with substantial capital requirement as  DOLE website – www.dole.gov.ph
defined in Section 3 (I);
2. Any of the following:
 Certified True Copy of the Certificate of Securities and Exchange Commission –
Registration, along with the Articles of Information and Communications Technology
Incorporation; w/ a paid-up capital of Department
P5,000,000.00
 Certified True Copy of Department of DTI-https://bnrs.dti.gov.ph
Trade and Industry (DTI) Registration
Certificate and DTI Certification with net
worth of P5,000,000.00
 Certified True Copy of the Certificate of Cooperative Development Authority –
Registration from the CDA with Registration Division
P5,000,000.00 paid up capital
stocks/shares
 Certified copy of Registration from the DOLE Regional/Provincial/Field Office – TSSD
DOLE if the applicant is a union
3. Certified True Copy of License or Business Local Government Unit where the contractors
Permit/Mayor’s Permit operate – Business Permit and Licensing Office
4. Copy of duly audited financial statement for Company records
Corporation, Partnership, Cooperative or a
labor organization, or copy of the latest
Income Tax Return (ITR),for sole
proprietorship
186
5. Sworn disclosure that the registrant, its Company records
officers and owners or principal stockholders
or any one of them, has not been operating
or previously operating as a contractor under
a different business name or entity or with
pending cases of violations of DO 174-17
and/or labor standards, or with a cancelled
registration. In case any of the foregoing has
a pending case, a copy of the complaint and
the latest status of the case shall be
attached
6. Certified listing, with proof of ownership or Applicant/Contractor
lease contract of facilities, tools, equipment,
premises implements, machineries and
work premises, that are actually used by the
contractor in the performance of completion
of the specific job or work contracted out
7. Listing of services to be contracted out in Applicant/Contractor
accordance with its primary purpose in the
Articles of Incorporation
8. Number of employees Applicant/Contractor
9. Commitment Form specifying the increase Applicant/Contractor
of paid up capital should there be increase
in the number of workers
10. Photo of the office building and premises Applicant/Contractor
where the contractor holds office
For Renewal – 3 copies of the following:

1. Duly accomplished Application Form (TIN DOLE Regional Offices – TSSD
required)
2. Copies of all the updated supporting
documents in letters (a) to (e) of Section 15
of DO 174-17 shall be attached to the duly
accomplished application forms including SSS, BIR, ECC, Pag-ibig
the following:
 Certificate of membership and proof of
payment of SSS, BIR, ECC, Pag-IBIG
contributions for the last three (3) years,
as well as loan amortization; and
 Certificate of pending or no pending labor National Labor Relations Commission, DOLE
standard violations case/s with the NLRC Regional Office – TSSD
and DOLE. The pendency of a case will
not prejudice the renewal of registration,
unless there is a finding of violation of
187
labor standards by the DOLE Regional
Director
**DOLE Clearance (Certificate of no
pending case)
 Application for Clearance/Request Form Applicant/Contractor
or letter request indicating the purpose;
 Identification Card of the Requesting Applicant/Contractor
party
3. Copy of previous Certificate of Registration Applicant/Contractor
4. Proof of submission of Contractor’s/Sub- Applicant/Contractor
Contractor’s Semi-Annual Reports

documents to the the Application TSSD
DOLE Regional Form and all
Office Action documentary
Officer. requirements.
See VII. List of  For complete

Offices for the requirements,
office address of receive the
DOLE Regional application with all
Offices. supporting
documents.
 For incomplete
documents, return
the Application
Form and
documents to the
client indicating
the lacking
requirement/s and
explain, as may
be necessary.
Application is
deemed not filed.
1.1. Review the None 2 days Authorized
application, and Representative
conduct of the Regional
verification Director
inspection.
188
application.
2. Get the Order of 2. Issue Order of None 10 minutes Action Officer or
Payment/Letter of Payment for Alternate
Denial or approved TSSD
Disapproval. application. If
disapproved,
issue Letter of
Denial/
Disapproval.
3. Present the Order 3. Receive payment, P100,000.0 15 minutes Cashier
of Payment to the issue OR and 0–
Cashier, pay the stamp date and registration
registration fee and time of release of fee
receive Official Certificate on the
Receipt (OR). face of the OR.
Regional Office on Certificate of Alternate
the scheduled date Registration. TSSD
of release of
Certificate. Present
the OR to the Action
Officer and claim
Certificate of
Registration.
If the claimant of the

other than the one
who filed the
application, submit
the letter of
authorization
together with
photocopy of their
and Authorized
Representative – to
verification
purposes).
P100,000.00 -
5 days, 55
TOTAL registration
minutes
fee
189
7) Application for Alien Employment Permit (New/Renewal)
Under Article 40 of the Labor Code of the Philippines, as amended, any alien seeking
admission to the Philippines for employment purposes and any domestic or foreign employer
who desires to engage an alien for employment in the Philippines shall obtain an employment
permit from the Department of Labor and Employment.
The Alien Employment Permit (AEP) is a permit issued to a non-resident alien or foreign
national seeking admission to the Philippines for employment purposes after a determination
of the non-availability of Filipino citizen who is competent, able and willing at the time of
application to perform the services for which the alien is desired.

Who may avail: All foreign nationals who intend to engage in gainful employment in the
Philippines and any domestic or foreign employer who desires to
engage an alien for employment in the Philippines
1. Application Form for AEP indicating the valid  DOLE Regional Offices – Technical Services
Taxpayer’s Identification Number (TIN) with and Support Division (TSSD)
supporting documents, if applicable (1  www.ble.dole.gov.ph
original copy);  websites of DOLE Regional Offices
 Concerned BIR Revenue District Office
With expiring AEP card (if for renewal) having jurisdiction over the company
(original)  BIR website - https://ereg.bir.gov.ph
2. Passport bio-page with valid and  Valid visa – Bureau of

appropriate visa, (1 photocopy) Immigration/Department of Foreign
Affairs/Department of Justice
3. Notarized appointment or contract of Philippine-based employer
employment enumerating their position,
duties and responsibilities, annual salary,
and other benefits of the foreign national (1
original copy)
4. Mayor’s Permit to operate business (1 Concerned Local Government Unit – Business
certified true copy); or Certificate of Permit and Licensing Office
Registration in case of locators in economic  Certification that the company is located and
zones. operating within the Ecozone – Philippine
Economic Zone Authority or the Ecozone
Authority
5. DTI Business Name Registration and  Business Name Registration and Application
Application Form (1 certified true copy); OR Form – https://bnrs.dti.gov.ph
190
Securities and Exchange Commission  Articles of Incorporation and GIS – SEC–

(SEC) Registration, General Information Information and Communications
Sheet and Articles of Incorporation (1 Technology Department
6. Any of the following documents, if

applicable:
▪ PCAB license – Department of Trade and
● Original copy of publication of job Industry
vacancy in a newspaper of general ▪ DO 174-17 Registration – concerned DOLE
circulation; Regional Office – Technical Services and
Support Division
● Certified True Copy of Philippine ▪ PAGCOR Offshore Gaming Licensing
Contractors Accreditation Board (PCAB) Department -
License or Certificate of Registration for https://pagcor.ph/regulatory/offshore-
contracting and sub-contracting gaming.php
arrangements (for construction ▪ Professional Regulation Commission –
companies) International Affairs Office
▪ Department of Justice
● Certified True Copy of Philippine ▪ Department of Environment and Natural
Offshore Gaming Operations (POGO) Resources (DENR)
license, accreditation, or appointment
issued by Philippine Amusement and
Gaming Corporation (PAGCOR), and
any other authorized freeport or
economic zones established by a
charter, in case of online gaming
companies (for POGO companies and
related establishments)
● Certified True Copy or proof of

application with original receipt of
Special Temporary Permit (STP) for
practice of profession

Authority to Employ Alien (AEA) for
employers covered by Anti-Dummy Law

Authority to Hire Foreign National
(AHFN) for companies engage in mining
operations and activities
191
New Application:
1. Submit the complete 1. 1. Check the None 15 minutes Action Officer or
required documents to completeness of Alternate
the DOLE Regional the Application
Form and all the TSSD
Office Action Officer.
documentary
See VII. List of requirements.
Offices for the
office address of
DOLE Regional
Offices.
Order of Payment.
TSSD

For incomplete
documents, return
the application
form and
documents to the
client indicating
the lacking
requirement/s and
explain, as may be
necessary.
Application is
deemed not filed.
3. Present the Order 3. Receive payment, P10,000.00 15 minutes Regional Office
of Payment to the issue OR and – permit fee Cashier
Regional Office stamp date of for an AEP
Cashier, pay the release of AEP on
with a
required permit the face of the OR.
fees and receive validity of 1
Official Receipt year.
(OR).
In case the
period of
employment
is more than
one year,
P5,000.00
shall be
charged for
every
additional
year or
192
fraction
thereof.
FEES TO PERSON
PROCESSING
CLIENT STEPS AGENCY ACTION BE PAID RESPONSIBLE
TIME
3.1. Publish new None 1 day, 7 hours Action Officer or
AEP application Alternate
within 2 working TSSD
days upon
receipt of
application in a
newspaper of
general
circulation,
DOLE RO
website and
PESO.
3.2. Evaluate None 2 days Action Officer or
submitted Alternate
documents and TSSD
recommend for
approval/
disapproval.
3.3. If warranted None 2 days Action Officer or
based on Alternate
documentary TSSD
evaluation,
conduct
verification
inspection.
3.4. Approve/ None 4 hours Regional
Disapprove Director
AEP.
3.5. Print AEP Card. None 3 hours Action Officer or
Alternate
TSSD
4. Return to the 4. Release the AEP if None 15 minutes Action Officer or
DOLE Regional approved or Letter Alternate
Office on the of Denial/
scheduled date of Disapproval if TSSD
release of the AEP. denied on the
Present the OR to scheduled release
the Action Officer date.
and claim
AEP/Letter of
Denial/Disapproval
.
193
If the claimant is
other than the one
who filed the
application, submit
the letter of
authorization
together with
photocopy of their
ID (Filer/Applicant
and Authorized
Representative –
to present original
for verification
purposes).
TOTAL P 10,000.00 6 days, 6
– permit fee hours, 55
for an AEP minutes
with a
validity of 1
year
In case the
period of
employment
is more than
one year, P
5,000.00
shall be
charged for
every
additional
year or
fraction
thereof
Renewal:
documents to the the Application
DOLE Regional Form and all the TSSD
See VII. List of

Offices for the
office address of
194
DOLE Regional
Offices.
Order of
Payment. TSSD

For incomplete
documents, return
the application
form and
documents to the
client indicating
the lacking
requirement/s and
explain, as may be
necessary.
Application is
deemed not filed.
3. Present the Order 3. Receive Permit fee 15 minutes Regional Office
of Payment to the payment, issue of Cashier
Cashier, pay the OR and stamp P5,000.00
required permit fee date of release of for each
and receive Official AEP on the face year of
Receipt (OR). of the OR. validity or
fraction
thereof
3.1. Evaluate None 4 days Action Officer or
submitted Alternate
documents and
recommend for TSSD
approval/
disapproval.
3.1. If warranted
based on
documentary
evaluation,
conduct
verification
inspection
3.2. Approve/ None 4 hours Regional
Disapprove AEP. Director
3.3. Print AEP Card. None 3 hours Action Officer or

Alternate TSSD
195
4. Return to the DOLE 4. Release the AEP None 15 minutes Action Officer or
Regional Office on if approved or Alternate
the scheduled date Letter of
of release of the Denial/Disapprov TSSD
AEP. Present the al if denied on the
OR to the Action scheduled
Officer and claim release date.
AEP/Letter of
Denial/Disapproval.
If the claimant is
other than the one
who filed the
application, submit
the letter of
authorization
together with
photocopy of their
ID (Filer/Applicant
and Authorized
verification
purposes).
TOTAL Permit Fee 4 days, 7
of hours, 55
P5,000.00 minutes
for each
year of
validity or
fraction
thereof
In case the
Renewal will
be handled
by a
different
Regional
Office due to
the transfer
of the
company or
person to
another
region, a
publication
fee of
P4,000.00
must be
196
paid since
the Labor
Market shall
be
conducted.
197
8) Issuance of Certificate of Exclusion from Alien Employment Permit
Pursuant to Section 20 of Department Order No. 221, Series of 2021, certain categories of
foreign nationals may be excluded from applying an Alien Employment Permit. These foreign
nationals’ main function is to provide or supply services in the country but their employers are
located abroad. This also covers foreign nationals that do not maintain an employee-
employer relationship with a Philippine-based employer – these conditions are also
enumerated in Section 20 of Department Order No. 221.

Who may avail: All foreign nationals who intend to engage in gainful employment in the
Philippines and any domestic or foreign employer who desires to
engage an alien for employment in the Philippines

1. Letter request addressed to the DOLE Foreign National
Regional Director (1 original copy)
2. Valid business/Mayor’s permit of the LGU (Municipality/City) - Business Permit and
Philippine based company or enterprise (1 Licensing Office
3. Passport (bio page) with valid visa (1 Foreign National
photocopy)
Additional documents shall be required for
specific categories, such as the following:
 For Members of Governing Boards
(excluding those listed in the Foreign
Investment Negative List)
1. Updated General Information Sheet Securities and Exchange Commission –
(GIS) showing the name and position of Information and Communications Technology
the foreign national (1 certified true copy Department
for each foreign national)
2. Duly notarized Secretary’s Certification Employer Company
that the requesting foreign national is a
member of the governing board with
voting rights only, will not in any manner
intervene in the management and
operation of enterprise and with no
intention to obtain gainful employment (1
original copy for each foreign national)
3. Corporate Secretary’s Certificate of Employer Company
Election
 For President and Treasurer, who are part-
owner/s of the company(excluding those
198
listed in the Foreign Investment Negative
List)
1. Updated General Information Sheet Securities and Exchange Commission –
(GIS) showing the name and position of Information and Communications Technology
the foreign national (1 certified true copy Department
2. Duly notarized Secretary’s Certification Employer Company
that the requesting foreign national is
elected President/Treasurer and part-
owner of the company (1 original copy
3. Corporate Secretary’s Certificate of Employer Company
Election
 For Contractual Service Supplier
1. Authenticated Contract of Employment Foreign Employer and Philippine Foreign
from the origin company including proof Service Post
of salary (1 original copy)
2. Duly notarized Service contract between Foreign Employer and Philippine based
the Philippine based company and the company
foreign company (1 original copy)
 For Representative of the Foreign
Principal/Employer assigned in OLMA
1. Letter of Acknowledgment from the POEA
Philippine Overseas Employment
Administration (POEA) [1 original copy]
2. Certified True Copy of the Special POEA
Recruitment Authority of licensed
recruitment/manning agency

documents to the all the TSSD
DOLE Regional documentary
Office Action requirements.
Officer.
See VII. List of

Offices for the
office address of
DOLE Regional
Offices.
199
 For incomplete
documents, return
the application
form and
documents to the
client indicating
the lacking
requirement/s and
explain, as may be
necessary.
Application is
deemed not filed.
3. Present the Order 3. Receive payment, P2,000.00 – 15 minutes Regional Office
of Payment to the issue OR and processing Cashier
Cashier, pay the stamp date of fee per
required fees and release of application
receive Official Certificate on the
Receipt (OR). face of the OR.

Disapprove Director
issuance of
certificate of
exclusion.
Regional Office on Certificate of Alternate
the scheduled date Exclusion if TSSD
of release of approved or Letter
Certificate. Present of Denial/
the OR to the Action Disapproval if
Officer and claim denied on the
Certificate of scheduled release
Exclusion. date.
If the claimant is
other than the one
who filed the letter,
submit an
authorization letter
together with
photocopy of their
ID (Filer/Applicant
and Authorized
200
verification
purposes).
P2,000.00 –
processing 2 days, 55
TOTAL
fee per minutes
application
201
9) Application for Working Child Permit
Under Republic Act No. 9231, the Department is mandated to protect the working child under
allowable work circumstances against abuse, exploitation and discrimination.
As a rule, no child below 15 years of age shall be employed, permitted or suffered to work, in
any public or private establishment except: 1) when the child works under the sole
responsibility of his/her parents or legal guardian, provided that only members of the child’s
family are employed; and 2) when the child’s employment or participation in public
entertainment or information is essential.
A Working Child Permit is issued to any child below 15 years of age before he/she is allowed
to commence work, usually on short-term and per project basis, in a family undertaking or in
public entertainment or information.

G2C – Government to Client
Who may avail: Employer, parent or guardian of a child below 15 years
of age before engaging him or her in any legitimate work not
prohibited by law
For new application:

1. Duly accomplished and notarized Working  DOLE Regional and Field Offices – Technical
Child Permit Application Form (1 original Services and Support Division (TSSD)
copy)  Website of DOLE Regional Offices
2. Proof of schooling (any of the following) Current school of the child applying for permit
 Certificate of Enrolment (1 photocopy)
 Current School ID (1 photocopy)
 Certified True Copy of Current Report
Card (1 photocopy)
If the child is not enrolled, Notarized Child’s Parent or Guardian
Affidavit that the child shall be enrolled in
the next school year (1 original copy)
3. Authenticated copy of the child’s Birth Philippine Statistics Authority – Serbilis Outlets
Certificate or Certificate of Late or City/Municipal Registrar
Registration of Birth (1 photocopy)
4. Medical Certificate (valid within 1 month Issued by a licensed physician showing the
from date of issuance) indicating that the physician’s full name, signature and license
child is fit to work (1 original copy) number
202
5. Passport size photographs of the child (2 Child’s Parent or Guardian
original copy)
6. Any valid government issued ID or Authorized government offices
document to establish the identity of the
parent/guardian (1 photocopy)
7. When the employer is the parent, guardian
or a family member other than the parent of
the child:
 For legal guardian – Authenticated proof Legal Guardian
of legal guardianship (1 photocopy)
 For family member – Proof of Family member
relationship to the child (1 photocopy)
When the employer is in public
entertainment or information
 Certified true copy of the employer’s City or Municipal Government – Business Permit
business permit or Mayor’s permit (1 and Licensing Office
original copy)
 Notarized Employment Contract Employer
between the employer and the child’s
parents or guardian (1 original copy)
8. Official Receipt for the Application fee Regional Office/Field Office Cashier
(P100.00) (to be kept by client)
Additional requirements for persons
exercising substitute parental authority over
the child in case of death, absence or
unsuitability of both parents and in the
absence of a legal guardian:
1. Proof of relationship to the child [e.g. birth Philippine Statistics Authority – Serbilis Outlets
certificate, marriage contract] (1 photocopy) or City/Municipal Registrar
2. Notarized affidavit explaining the reason for Person exercising substitute parental authority
the child (1 original copy)
For succeeding application:
1. Duly accomplished and notarized Working  DOLE Regional and Field Offices – TSSD
Child Permit Application Form (1original  Website of DOLE Regional Offices
copy)
2. Previously issued WCP Card (1 original Child’s Parent or Guardian
copy)
3. Proof of schooling (any of the following): Current school of the child applying for permit
 Certificate of Enrolment (1 photocopy)
 Current School ID (1 photocopy)
 Certified True Copy of Current Report
Card (1 photocopy)
4. Medical Certificate (valid within 1 month Issued by a licensed physician showing the
from date of issuance) indicating that the physician’s full name, signature and license
child is fit to work (1 original copy) number
203
5. Passport size photographs of the child (2 Child’s Parent or Guardian
original copy)
6. Any valid government issued ID or Authorized government offices
document to establish the identity of the
parent/guardian (1 photocopy)
7. Savings Account Certificate or Time Deposit Bank where part of the child’s income is
Account Certificate under an in-trust-for set- deposited
up issued by a bank under the child’s name
in lieu of Trust Fund Certificate [if applicable]
(1 photocopy)
8. When the employer is the parent, guardian
or a family member other than the parent of
the child: Legal guardian
For legal guardian – Authenticated proof
of legal guardianship (1 photocopy)
Family member
 For family member – Proof of
relationship to the child (1 photocopy)
City or Municipal Government – Business Permit
When the employer is in public and Licensing Office
entertainment or information: Employer
 Certified true copy of the employer’s
business permit or Mayor’s permit (1
original copy)
 Notarized Employment Contract
between the employer and the child’s
parents or guardian (1 original copy)
9. Official Receipt for the application fee Regional Office/Field Office Cashier
(PHP100.00) (to be kept by client)
Additional requirements for persons
the child in case of death, absence or
unsuitability of both parents and in the
absence of a legal guardian:
1. Proof of relationship to the child; (e.g. birth Philippine Statistics Authority – Serbilis Outlets or
certificate, marriage contract) (1 photocopy) City/Municipal Registrar
2. Notarized affidavit explaining the reason for Person exercising substitute parental authority
the child (1 original copy)

New Application:
204
Action Officer of Form and
DOLE documentary
Regional/Field requirements.
Office having
jurisdiction over the  If complete,
workplace of the receive the
child at least three application
(3) days prior to documents.
shooting/taping/ Otherwise, return
event. to the client
indicating the
See VII. List of lacking
Offices for the office requirement/s. In
address of DOLE such case, the
Regional/ application is
Provincial/Field deemed not filed.
Offices.
2. Attend interview/ 2. For applicants with None 30 minutes Action Officer or
orientation on complete Alternate
scheduled date, documents, TSSD
time, and place. schedule the
interview/
orientation:
 Immediately – if
the
parent/guardian
and employer or
the child
himself/herself as
may be
appropriate, are
present at the time
of filing the
application.
 Within the next two

working days – if
the parent/
guardian and
employer or the
child himself/
herself as may be
appropriate, are
not present at the
time of filing the
application.
205
2.1. Process request None 1 hour Action Officer or
and review Alternate
documents. TSSD
TSSD
Chief/Provincial
Field Office
Head
3. Get the Order of 3. If approved, issue None 10 minutes Action Officer or
Payment/Letter of Order of Payment. Alternate
Denial. Otherwise, issue TSSD
Letter of Denial.
TSSD
Chief/Provincial
Field Office
Head
4. Present the Order 4. Receive payment P100.00 – 10 minutes Regional
of Payment to the and issue OR. application Office/Field
Cashier, pay the fee Office Cashier
required fees and
receive Official
Receipt (OR).
5. Bring the OR to the 5. Issue claim stub. None 10 minutes Action Officer or
Action Officer and Alternate
receive claim stub. TSSD
5.1. Prepare the WCP None 4 hours Action Officer or
to be approved/ Alternate
signed by the TSSD
Regional/
Provincial
Director.
Note: Validity
period of the
WCP is based
on the
employment
contract but not
to exceed one
(1) year.
6. Present the claim 6. Release the WCP
stub and get the on the scheduled
WCP from the release date.
Action Officer on
the scheduled date
and time.
206
If the claimant of the None 10 minutes Action Officer or
requested service is Alternate
other than the one who TSSD
filed the application,
submit a letter of
authorization together
with a photocopy of
their IDs. Filer/
applicant and
authorized
representative must
present original ID for
verification purposes.
P100.00 –
6 hours, 40
TOTAL application
minutes
fee
Succeeding Application:
Action Officer of Form and
Field Office having requirements.
jurisdiction over the
workplace of the  If complete,
child at least three receive the
(3) days prior to application
shooting/taping/ documents.
event. Otherwise, return
to the client
See VII. List of indicating the
Offices for the office lacking
address of DOLE requirement/s. In
Regional/ such case, the
Provincial/Field application is
Offices. deemed not filed.
1.1. Process request None 1 hour Action Officer or

and review Alternate
documents. TSSD
TSSD
Chief/Provincial
Field Office
Head
207
2. Get the Order of 2. If approved, issue None 10 minutes Action Officer or
Payment/Letter of Order of Payment. Alternate
Denial. Otherwise, issue TSSD
Letter of Denial.
TSSD
Chief/Provincial
Field Office
Head
3. Present the Order 3. Receive payment P100.00 – 10 minutes Regional
of Payment to the and issue OR. application Office/Field
Cashier, pay the fee Office Cashier
required fees and
receive Official
Receipt (OR).
4. Bring the OR to the 4. Issue claim stub. None 10 minutes Action Officer or
Action Officer and Alternate
receive claim stub. TSSD
4.1. Prepare the WCP None 4 hours Action Officer or
to be approved/ Alternate
signed by the TSSD
Regional/
Provincial
Director.
Note: Validity
period of the
WCP is based on
the employment
contract but not to
exceed one (1)
year.
5. Present the claim 5. Release the WCP None 10 minutes Action Officer or
stub and get the on the scheduled Alternate
WCP from the release date. TSSD
Action Officer on
the scheduled date
and time.

other than the one
who filed the
application, submit
a letter of
authorization
together with a
208
photocopy of their
IDs. Filer/applicant
and authorized
representative must
present original ID
for verification
purposes.
P100.00 –
TOTAL application 6 hours
fee
209
10) Application for Sugar Workers’ Death Benefit Claim
The Sugar Workers’ Death Benefit Program is another component of the Social Amelioration
Program (SAP) in the Sugar Industry under R.A. 6982.
The program aims to give financial assistance in the amount of P14,000.00 to defray the cost
of funeral and other expenses upon death of a qualified sugar worker.
The application for death benefit claim shall be filed within three (3) years counted from the
date of the covered worker.

Type of Transaction: Government to Citizen (G2C)
Who may avail: The sugar workers’ death benefit program shall cover mill and field
workers including small farm cultivators, subject to the following
conditions:
a. In the case of mill worker or field worker who is currently employed,

the deceased must have been employed by the mills, planters or
contractors for at least three (3) months of continuous or aggregate
service within the current crop year or the crop year immediately
prior to his or her death;
b. In the case of a worker who is no longer employed or has been

separated from employment due to work related reasons at the
time of his or her death, he or she must have rendered at least five
(5) years of continuous or aggregate service as a worker or
employee of a sugar farm or mill, and his or her death occurred
within a period of three (3) years from the date of his or her last
day of employment.
c. In the case of small farm cultivator, the deceased must have milled
his or her canes within the current crop year or crop year
immediately prior to his or her death.

1. Duly accomplished application form (1 copy)  DOLE Regional/Provincial/Field Office –
Technical Services and Support Division
(TSSD)
 Accredited Planters’ Association or
Cooperative and Mill through their accredited
representatives having jurisdiction over the
workplace or residence of the deceased
worker
2. The application shall be supported by an
affidavit executed by the claimant attesting
210
to relationship with the deceased covered
worker, and the fact that claimant is the
beneficiary to the exclusion of the others.
The affidavit shall be accompanied by the
following basic documents:
a. (1) Copy of Death Certificate of the Local Civil Registrar
deceased sugar worker subject to
presentation of the original copy;
b. (1) Copy of the CBF special payroll Planters’ Association/Planter/Sugar Mill
certified by the employer which will
match or is the same as the file copy of
the RO.
3. If claimant is the legitimate spouse of Local Civil Registrar
the deceased, in addition to the
documentary requirements provided under
item no. 2, the claimant shall submit the true
copy of marriage certificate/contract duly
certified by the LCR.
4. If claimant is a child of the deceased, in Local Civil Registrar
addition to the documentary requirements
provided for under item no. 2, the claimant
shall submit a copy of his or her birth
certificate (indicating that the deceased is
one of his or her parents), or adoption
certificate of claimant certified by the LCR (1
copy);
5. If the claimant is a legitimate ascendant, Local Civil Registrar
in addition to the documentary
requirements provided under item no. 2, the
claimant shall submit the true copy of birth
certificate of deceased sugar worker
certified by the LCR (1 copy).
6. If the claimant is a legitimate brother or Local Civil Registrar
sister, in addition to the documentary
requirements provided under item no. 2, the
claimant shall submit the following:
a. (1) Copy of birth certificate of deceased
sugar worker certified by the LCR;
b. (1) Copy of death certificate of parents
certified by the LCR; and
c. (1) Copy of birth certificate of claimant
certified by the LCR.
7. If the deceased is a small farm cultivator, in
addition to the basic documents establishing
the relationship of the claimant with the
211
deceased, the claimant shall submit the
following:
a. (1) Certificate of membership specifying Planters' Association (for affiliated planters) or
that the deceased was: Sugar Mill (for unaffiliated planters)
 a small farm cultivator with five (5)
hectares and below directly worked
by himself or with
 the help of immediate household
members;
 and currently milling at the time of
his/her death.
8. If the claimant is a third party who defrayed
cost of burial and related expenses, in
addition to the documentary requirements
provided under item no. 2, establishing the
identity of the deceased, the third‐party
claimant shall submit the following:
a. Joint affidavit and waiver of the Third party and immediate family
beneficiary attesting to the fact and
circumstances of assistance rendered/
extended by the third party to the
immediate heir/s of the deceased and
waiving the beneficiary’s claim over the
benefit; and
b. Receipt/s of burial expenses certified Third party
under oath by the claimant.
1. Submit the 1. Check whether the None 15 minutes Action Officer or
complete required submitted alternate
documents to the application form is TSSD
DOLE Regional/ properly
Provincial/Field accomplished/fille
Office Action d-out and provided
Officer, accredited supporting
Planters’ documents are
Association/ complete.
Cooperatives and
Mill through their
respective
accredited
representatives
having jurisdiction
over the workplace
or residence of the
deceased.
212
See VII. List of
Offices for the
office address of
DOLE Regional/
Provincial/Field
Offices.
2. Get the claim stub. 2. If the application None 15 minutes Action Officer or
form is properly alternate
accomplished and TSSD
supporting
documents are
complete,
accomplish and
provide the client
with the claim stub
indicating the
expected date of
release of the
benefits. Inform
the client that the
office will conduct
further verification
of the claim and
the submitted
supporting
documents.
Explain to the
client that the
office may still
contact them, if
deemed
necessary.
 If the application
form is not properly
accomplished or
supporting
documents are
incomplete, return
all the documents
to the client and
explain the specific
deficiencies or
reasons why the
claim may not be
considered as
filed.
213
2.1. Perform None 10 days Action Officer or
checking and Alternate
verification of TSSD
claim and
supporting Regional
documents Director
submitted by the
client. The
Action Officer
may perform
phone or field
verification and
coordinate with
the concerned
Local
Government
Unit or other
offices which
issued the
supporting
documents
provided by the
client. Endorse
the claim for
approval of the
Regional
Director, if found
proper.
 If there are
established
concerns on the
legitimacy of the
claim or on the
authenticity of
provided
supporting
documents,
contact the client
and explain the
reason why the
claim cannot be
processed.
2.2. Prepare the None 5 days Action Officer or
Disbursement Alternate
Vouchers and TSSD
other necessary
accounting
214
documents for Regional
processing by Director
concerned
DOLE
personnel and
approval by the
Regional
Director.
3. Return to the DOLE 3. Release the check None 15 minutes Action Officer or
Regional/ corresponding to Alternate
Provincial/Field the benefits to be TSSD
Office on scheduled received by the
date of release of client. Ensure that
the benefits. the client will
Present the claim properly sign all
stub to the Action the necessary
Officer and receive accounting
the check documents as
corresponding to proof of receipt of
the amount of benefits.
benefits from the
Program. Sign all
accounting
documents.
15 days, 45
TOTAL None
minutes
Note: Service is covered under the D.O. 114-11 or the Amended Implementing Rules and
Regulations of Republic Act No. 6982.
See Rule IX. Socio-Economic Plans and Programs, Section 3: Death Benefit Program
215
11) Application for Sugar Workers’ Maternity Benefit Claim
The Sugar Workers’ Maternity Benefit Program is implemented by virtue of Republic Act No.
6982 or the Sugar Act of 1991 which aims to provide financial assistance of P8,000 to
qualified women sugar workers to defray expenses for every delivery or therapeutic abortion.
A woman sugar worker is only allowed to claim the maternity benefit on her first four
deliveries.
The application for maternity benefit claim shall be filed within three (3) years counted from
the date of her delivery or therapeutic abortion.

Who may avail: The Sugar Workers’ Maternity Benefit Program shall cover mill and field
workers including small farm cultivators, subject to the following
conditions:
 In case of a woman sugar worker who is currently employed, the

worker‐claimant must have rendered at least ninety days (90)
days of continuous or aggregate service during the current crop
year or the last crop year immediately prior to such delivery.
 An unemployed woman sugar worker shall be entitled to this
maternity benefit if she has a record of service in a sugar mill or
sugar farm of at least ninety (90) days for the last crop year
immediately prior to her delivery.
 In case of small farm cultivator, she must have milled her canes
within the current crop year or the crop year immediately prior to
such delivery.
 The maternity benefit shall be paid only for the first four deliveries
of the claimant reckoned from the effectivity of the Act.
A woman sugar worker who is a managerial employee is not covered

and therefore not entitled to maternity benefits.

1. As general rule, filing shall be done after
delivery. However, it may be filed not earlier
than the 7th month.
2. Duly accomplished application form (1 copy)  DOLE Regional/Provincial/Field Office –
Technical Services and Support Division
(TSSD)
 Accredited Planters’ Association or
Cooperative and Mill through their accredited
representatives having jurisdiction over the
workplace or residence of the covered
woman worker
216
3. The application for the maternity benefit
must be supported by the following
documents:
i. If the claim is filed before delivery not
earlier than the 7th‐month of her
pregnancy
a. Medical Certificate (1 original or duly A physician or hospital or rural health unit
authenticated copy) attesting to the fact of pregnancy
b. Latest Cash Bonus Fund (CBF) Planters’ Association/Planter
special payroll (1 original or certified
true copy)
ii. If the claim is filed after her delivery or
abortion
a. In case of full‐term/complete delivery
(live/still birth):
o Certificate of live birth (1 Certified Local Civil Registrar
True Copy); or
o In case of unavailability of the Claimant and attending physician, a registered
same, a duly notarized affidavit, nurse or midwife or “komadrona”
attesting to the fact of delivery or
childbirth; and
o Latest CBF Special payroll (1 Planters’ Association/Planter
original or certified true copy)
b. In case of therapeutic abortion
o Medical certificate attesting to the Physician
fact that abortion was performed
to save life of the pregnant woman
and/or preserve the woman’s
physical or mental health; and
o Latest CBF special payroll (1 Planters’ Association/Planter
original or certified true copy)
iii. In cases where the claimant woman
sugar worker cannot claim the benefit,
the following may be allowed to file in her
behalf subject to the additional
requirements as maybe required, such
as authority from the worker‐claimant
and evidence of relationship:
a. Legitimate spouse
b. Child of legal age
c. Parent
d. Legitimate brother or sister
iv. In case the claimant is a small farm
cultivator, in addition to the requirements
provided under items (ii)a or (ii)b as
applicable, the claimant shall submit the
following:
217
a. Certificate of membership (1 original Planters' Association (for affiliated
copy) of the sugar worker specifying planters)/Sugar Mill (for unaffiliated planters)
that the claimant is:
o A small farm cultivator with five
(5) hectares and below and
directly worked by herself or with
the help of immediate household
members; and
o Currently milling at the time of
her delivery.

1. Submit the 1. Check whether the None 15 minutes Action Officer or
complete required submitted Alternate
documents to the application form is TSSD
DOLE Regional/ properly
Provincial/Field accomplished/
Office Action filled-out and
Officer, accredited provided
Planters’ supporting
Association or documents are
Cooperative and complete.
Mill through their
accredited
representatives
having jurisdiction
over the workplace
or residence of the
covered woman
worker
See VII. List of

Offices for the
office address of
DOLE Regional/
Provincial/Field
Offices.
2. Get the claim stub. 2. If the application None 15 minutes Action Officer or
form is properly Alternate
accomplished and TSSD
supporting
documents are
complete,
accomplish and
provide the client
with the claim stub
218
indicating the
expected date of
release of the
benefits. Inform
the client that the
office will conduct
further verification
of the claim and
the submitted
supporting
documents.
Explain to the
client that the office
may still contact
them, if deemed
necessary.
 If the application
form is not properly
accomplished or
supporting
documents are
incomplete, return
all the documents
to the client and
explain the specific
deficiencies or
reasons why the
claim may not be
considered as
filed.
2.1. Perform checking None 10 days Action Officer or
and verification of Alternate
claim and TSSD
supporting
documents Regional
submitted by the Director
client. The Action
Officer may
perform phone or
field verification
and coordinate
with the
concerned Local
Government Unit
or other offices
which issued the
219
supporting
documents
provided by the
client. Endorse
the claim for
approval of the
Regional
Director, if found
proper.
 If there are
established
concerns on the
legitimacy of the
claim or on the
authenticity of
provided
supporting
documents,
contact the client
and explain the
reason why the
claim cannot be
processed.
2.2. Prepare the None 5 days Action Officer or
Disbursement Alternate
Vouchers and TSSD
other necessary
accounting
documents for
processing by
concerned DOLE
personnel and
approval by the
Regional
Director.
3. Return to the DOLE 3. Release the check None 15 minutes Action Officer or
Regional/ corresponding to Alternate
Provincial/Field the benefits to be TSSD
Office on scheduled received by the
date of release of client. Ensure that
the benefits. the client will
Present the claim properly sign all
stub to the Action the necessary
Officer and receive accounting
the check documents as
corresponding to
220
the amount of proof of receipt of
benefits from the benefits.
Program. Sign all
accounting
documents.
15 days, 45
TOTAL None
minutes
Note: Service is covered under the D.O. 114-11 or the Amended Implementing Rules and
Regulations of Republic Act No. 6982.
See Rule IX. Socio-Economic Plans and Programs, Section 2: Maternity Benefit Program
221
12) Application for Accreditation of Co-Partner
The accreditation of co-partners (ACPs) is governed by the provisions of COA Circular No.
2012-001 entitled “Prescribing the Revised Guidelines and Documentary Requirements for
Common Government Transactions and COA Circular No. 2007-001 dated October 25, 2007
entitled “Revised Guidelines in the Granting, Utilization, Accounting and Auditing of the Funds
Released to Non-Government Organizations/People’s Organizations (NGOs/POs)”.
For this purpose, accreditation is the acceptance by the DOLE of the NGO, PO, Government
Organization (GO) or Local Government Unit (LGU) to implement the former’s project after
proper verification and validation of required documents.

Who may avail:  Peoples’/Workers’ Organizations
 Private Sector Unions/Federations
 Cooperatives
 Church-Based Organizations
 Private Educational Institutions
 Private Foundations
1. Duly accomplished and signed application DOLE Regional/Provincial/Field Office –
form (in 4 sets) Technical Services and Support Division
2. (1) Certificate of Registration from the Securities and Exchange Commission –
Securities and Exchange Commission Information and Communications Technology
(SEC) or Cooperative Development Department or Cooperative Development
Authority (CDA) or the DOLE Authority (CDA) – Registration Division or the
DOLE
3. (1) Authenticated copy of the latest Articles Applicant, SEC, CDA, as applicable
of Incorporation in the case of a corporation,
or the Articles of Cooperation in the case of
cooperative, or Constitution and By-laws in
the case of unions/associations, showing
the original incorporators/organizers and
the Secretary’s Certificate for incumbent
officers, together with the Certificate of
Filing with the SEC/Certificate of Approval
by the CDA
4. Audited financial reports for the past three Applicant

(3) years preceding the date of project
implementation. For applicant which has
been in operation for less than three (3)
years, financial reports for the years in
222
operation and proof of previous
implementation of similar projects
5. List and/or photographs of similar projects Applicant
previously completed, if any, indicating the
source of funds for implementation
6. Sworn affidavit of the secretary of the Applicant
applicant organization/entity that none of its
incorporators, organizers, directors or
officers is an agent of or related by
consanguinity or affinity up to the fourth civil
degree to the official of the agency
authorized to process and/or approve
proposed Memorandum of Agreement
(MOA), and release funds
documents to the the form and TSSD
Provincial/Field requirements.
Office Action
Officer.
See VII. List of

Offices for the
office address of
DOLE Regional/
Provincial/Field
Offices.
2. Get the claim stub. 2. For complete None 10 minutes Action Officer or
documents, issue Alternate
claim stub TSSD
indicating the date
and time of
release of
Accreditation
Certificate.
 If application
and/or
requirements are
not complete,
return the
application form
and documents to
223
the client
indicating the
lacking
requirement/s and
explain, as may be
necessary.
Application is
deemed not filed.
2.1. Conduct ocular None 10 days Action Officer or
site inspection Alternate
and verification TSSD
of documents
submitted.
2.2. Review and None TSSD Chief
recommend for
approval/
disapproval of
application.
2.3. Approve/ None Regional
Disapprove Director
application for
accreditation.
3. Proceed to DOLE 3. Release the None 15 minutes Action Officer or
Office on the Accreditation Alternate
scheduled date of Certificate or TSSD
release of the Notice of
Certificate. Present Disapproval on the
the claim stub to scheduled date of
the Action Officer release.
and get the
Accreditation
Certificate or
Notice of
Disapproval.
If the claimant of
the requested
service is other
than the one filing
the application,
submit an
Authorization letter
together with
photocopy of their
ID (Filer/Applicant
and Authorized
224
Representative to
present original
copies for
verification
purposes.
TOTAL 10 days, 40
None
minutes
225
13) Registration of Union
process the application for registration of labor organizations in order for them to acquire legal
personality and to enjoy the rights given to legitimate labor organization.
Union registration refers to the process of determining whether the application for registration
of a labor union organized for collective bargaining, complies with the documentary
requirements prescribed under Rule III and IV of DOLE Department Order No. 40-03 and the
rules implementing Book V of the Labor Code, as amended.

Who may avail: All persons employed in commercial, industrial and agricultural
enterprises, including employees of government-owned or controlled
corporations without original charters established under the
Corporation Code, as well as religious, charitable, medical or
educational institutions whether operating for profit or not, shall have
the right to self-organization and to form, join or assist labor unions for
purposes of collective bargaining: provided, however, that supervisory
employees shall not be eligible for membership in a labor union of the
rank-and-file employees but may form, join or assist separate labor
unions of their own. Managerial employees shall not be eligible to form,
join or assist any labor unions for purposes of collective bargaining.
Alien employees with valid working permits issued by DOLE may

exercise their right to self-organization and join or assist labor unions
for purposes of collective bargaining if they are nationals of a country
which grants the same or similar rights to Filipino workers, as certified
by the Department of Foreign Affairs, or which has ratified either ILO
Convention No. 87 and ILO Convention No. 98.
Creation of Local Chapter –

registration
1. Duly accomplished Application Form for  DOLE Regional/Provincial/Field Office –
Registration of Local Chapter Technical Services and Support Division
(TSSD)
226
2. Charter Certificate Applicant local union/Federation
3. The names of the local chapter’s officers, Applicant local union/Federation
their addresses and the principal office
address of the local chapter
4. The chapter’s constitution and by-laws Applicant local union/Federation
provided, that where the chapter’s
constitution and by-laws are the same as
that of the federation or the national union,
this fact shall be indicated accordingly
Independent Union –
registration
1. Duly filled up, signed and notarized Applicant labor union
Application Form for Registration of
Independent Union
2. Names of the applicant labor union’s Applicant labor union
officers and their respective addresses
together with the approximate number of
employees in the bargaining unit where it
seeks to operate, with a statement that it is
not reported as a chartered local of any
federation or national union
3. Minutes of the organizational meeting/s Applicant labor union
4. List of employees who participated in the Applicant labor union
5. Name of all its members comprising at least Applicant labor union
20% of the employees in the bargaining unit
6. Annual financial reports if the applicant has Applicant labor union
been in existence for one or more years,
unless it has not collected any amount
from the members, in which case a
statement to this effect shall be included in
the application
7. Constitution and By-laws (CBL) Applicant labor union
8. Minutes of adoption or ratification of the Applicant labor union
Constitution and By-laws and date/s of
ratification (Minutes of adoption or
ratification is not required if it is done
227
simultaneously with the organizational
meeting and the same is reflected in the
minutes of the organizational meeting)
9. List of members who participated in the Applicant labor union
ratification of CBL. (The list of ratifying
members shall be dispensed with where the
CBL was ratified or adopted during the
organizational meeting. In such a case, the
factual circumstances of the ratification
shall be recorded in the minutes of the
organizational meeting(s)

1. Submit the 1. Receive and None 4 hours Action Officer or
required review the Alternate
documents to the application for TSSD
DOLE Regional/ registration.
Provincial/Field
Office Action
Officer.
See VII. List of

Offices for the
office address of
DOLE Regional/
Provincial/Field
Offices.

 If documentary
requirements are
incomplete and/or
the applicant in
writing of the
lacking
requirement/s and
to complete the
same within thirty
(30) days from
receipt of notice.
Otherwise, the
228
application shall
be deemed denied
without prejudice
to its re-filing.
receive Official
Receipt (OR).
TSSD

and endorse to TSSD
the Office of the
Authorized Director
Signatory for or his/her
approval and alternate
signature. signatory
4.2. Scan the OR None 15 minutes Action Officer or
and signed Alternate
Certificate of TSSD
Registration.
Registration application and let Alternate
Logbook. the applicant sign TSSD
in the
Registration
Logbook (for pick-
up)
Registration either TSSD
thru courier or for
pick-up.
ours.dole.gov.ph, TSSD
change status to
“Application
Approved”,
229
encode and
upload scanned
copy of
Certificate of
Registration &
OR and change
status to
“Released”.
P70.00 – 1 day, 3
fee minutes
1. Log in to https://blr- 1. Log in to None 4 hours Action Officer or
ours.dole.gov.ph, https://blr- Alternate
select and fill- out ours.dole.gov.ph, TSSD
Application Form open and review
and upload the application for
documentary registration
requirements. submitted online.
For complete
documents, notify
the applicant when
to go to DOLE to
submit signed and
notarized
application form,
original
documents
submitted online.
the applicant TSSD
when to go to
DOLE to submit
signed and
notarized
application form,
original
documents
submitted online.
 If documentary
requirements are
incomplete and/or
230
the applicant thru
the “Message
Section” to
complete the
application within
thirty (30) days
from receipt of
notice. Otherwise,
the application
shall be deemed
denied without
filing.
Office on scheduled validate Alternate
date and submit the documents TSSD
signed and uploaded online
notarized vis-à-vis the
application form original
and original documents
documents presented.
uploaded online.
 If in order, issue
See VII. List of Order of Payment.
Offices for the Otherwise, return
office address of to applicant for
DOLE Regional/ completion.
Provincial/Field
Offices.
receive Official
Receipt (OR).
TSSD
and endorse to TSSD
the Office of the
Authorized Director or
Signatory for his/her alternate
approval and signatory
231
signature.

signed Alternate
Certificate of TSSD
Registration.
Registration application, and Alternate
sign in the
Registration
Logbook (for pick-
up) and release
the Certificate of
Registration.

ours.dole.gov.p TSSD
h, change
status to
“Application
Approved”,
encode and
upload
scanned copy
of Certificate of
Registration &
OR and
change status
to “Released”.
P70.00 – 1 day, 35
TOTAL registration minutes
fee
232
14) Clearing of Technical Plans for Mechanical Equipment and Electrical
Installation
For the effective administration, enforcement and implementation of the Occupational Safety
and Health Standards (OSHS), specifically in the conduct of technical safety inspection in
industrial establishments including agricultural enterprises, as well as the basic safety
provisions in the operation and use of mechanical equipment such as boilers, pressure
vessels, internal combustion engines, elevators/manlift/dumbwaiter, power piping lines,
crane and hoist and turbines as well as electrical wiring installations.
Office or Division: DOLE-Regional Offices (ROs)

Who may avail: Establishment covered by DOLE Technical Safety Inspection operating
and using mechanical equipment such as boilers, pressure vessels,
internal combustion engines, elevators and other similar mechanical
equipment, as well as electrical wiring installation
1. Covering/ transmittal letter with contact Applicant
name and contact number (1 original copy)
2. Duly accomplished application form and Application forms are downloadable from DOLE
technical drawings for each unit of website – www.dole.gov.ph
mechanical equipment or electrical
installation applied for in three (3 sets-
original) and an e-copy of all the documents
submitted saved in USB
3. Valid Professional Regulation Commission PRC License – PRC-Licensure and Registration
(PRC) license and Professional Tax Receipt Division
(PTR) of the Professional Mechanical
Engineer (PME) or Professional Electrical PTR – Local Government Unit (City, Municipality,
Engineer who signs the technical drawings Economic Zones) – Treasury Office
(1 photocopy)
4. Certificate of Appearance of the signing DOLE Regional Offices
Professional Mechanical Engineer (PME)
for clearing of mechanical equipment or
Professional Electrical Engineer (PEE) for
electrical installation
1. Submit complete 1. Receive and
requirements to evaluate the
DOLE Regional documents
Offices.
233
See VII. List of submitted as to its None 1 hour Officer of the
Offices for the completeness Day
office address of based on
DOLE Regional checklist.
Offices and list of
PMEs/PEEs Note: Incomplete
assigned to clear applications as per
technical plans documents
required will be
returned
immediately to the
applicant.
1.1. Endorse to the None 1 hour Officer of the

Record Officer Day
the application
for recording.
1.2. Record the None 1 hour Records Officer
application and
attach route slip
for routing
purposes.
1.3. Evaluate the None 3 days Assigned ME /
plans as to the EE
completeness of
the documents
submitted and
the correctness
of the required
computations in
the design plan.
1.3.1. For
mechanical
applications,
the minimum
units to be
evaluated
per day is
five (5) units.
1.3.2. For electrical

applications,
the minimum
number of
applications to
be evaluated
234
per day is two
(2) units.
Note:
 If during
evaluation, there
is/are
deficiency/ies in
the application,
the application will
be returned back
to the applicant
with a
communication
stating the
deficiency/ies.
 For Regional
Offices with
Professional
Mechanical
Engineer(PME) /
Professional
Electrical
Engineer (PEE),
proceed to step
number 2.2 after
step 1.3.2.
1.4. Prepare the None 1 hour TSSD assigned

transmittal letter personnel
and indorsed to
Office of the
Director for
his/her
signature
1.5 Sign the None 1 day Regional
transmittal Director or
letter. authorized
representative
1.6 Arrange the None 4 hours TSSD assigned
parcel of personnel
application
plans along
with transmittal
letter and
indorse the
235
parcel to the
Record Section
Note: Indorsement
shall be within five
(5) days from the
result of evaluation
1.7 Records None 1 day Records Officer

section to of the Records
transmit the Section
parcel to its
recipient region
of destination
through courier
Note: Transmittal
upon receipt of
courier is not
covered by the
Process Cycle Time
(DOLE Regional Office 2. Receive the None 1.5 hour Officer -in-
with NO authorized application from Charge
PMEs/PEEs shall the DOLE
endorse initially Regional Office
evaluated applications) sender and
endorse to the
Record Officer the
application for
recording
2.1. Record the None 1.5 hour Records Officer

application and of receiving
attach route slip DOLE Office
for routing
purposes
2.2. Professional None 7 days Assigned PME

Engineer to for mechanical
check and plans or
evaluate the plan assigned PEE
design based on for electrical
the Standards plans
used as
reference
236
Note: If there is/are
noted
deficiency/ies,
return the
application to the
sending DOLE RO
with transmittal and
checklist indicating
the deficiencies
2.3. Stamp “Cleared” None 1 day Assigned

on every page of PME/ME for
the technical mechanical
drawings plans or
including the assigned
application forms. PEE/EE for
electrical plans
Note:
 For mechanical
applications, the
minimum units to
be stamped per
day is at least five
(5).
 For electrical
applications, the
minimum number
of applications to
be stamped per
day is at least two
(2).
2.4. Assign the None 1 day Assigned

cleared PME/ME for
application mechanical
numbers and plans or
record the same assigned
in the database. PEE/EE for
electrical plans
Note:
 For mechanical
applications, the
minimum units to
be numbered per
day is at least five
(5).
237
 For electrical
applications, the
minimum number
of applications to
be numbered per
day is at least two
(2).
2.5. “Clear” the None 1 day PME or PEE

evaluated
mechanical or
electrical plans.
Note:
 For mechanical
applications, the
minimum units to
be signed per
day is at least
five (5).
 For electrical
applications, the
minimum
number of
applications to
be signed per
day is at least
two (2).
2.6. Prepare the None 1 hour PME/PEE or the
transmittal letter assigned
for the applicant ME/EE
and for the DOLE
RO who has
jurisdiction over
the place where
the mechanical/
electrical
installation.
Client should be
notified.
2.7. Sign the None 1 day Regional
transmittal letter. Director or
authorized
representative
238
2.8. Arrange the None 4 hours TSSD assigned
parcel of personnel
application plans
along with
transmittal letter
and indorse the
parcel to the
Record Section
Note: The
applications
must be sent
back to the
Regional Office
within five (5)
days after the
evaluation of
the authorized
PME/PEE
2.9. Records section None 1 day Records Officer

to transmit back of the Records
to DOLE RO with Section
NO PME/PEE the
cleared/
evaluated plans
Note:Transmittal
upon receipt of
courier is not
included in the
Process Cycle
Time
For RO without
PME/PEE:
19 days
TOTAL None
For RO with
PME/PEE:
16 days
239
15) Conduct of Technical Safety Inspection for the Issuance of Permit to
Operate (PTO) Mechanical Installation/Certificate of Electrical
Inspection (CEI)


1. Request for Inspection from Establishment Applicant
(1 original copy)
2. Cleared plans (electrical/ mechanical) and DOLE Regional Office
letter from the clearing Regional
Office/Bureau (3 sets-original)

1. Request for the 1. Receive the None 1 hour Officer of the
conduct of technical request for the Day
inspection of conduct of
equipment/installati Technical Safety
on based on the Inspection.
cleared plans
(mechanical or
electrical).
1.1. Endorse the None 1 hour Officer of the
request to the Day
Records Officer
for recording.
1.2. Route the None 1 hour Records Officer

request to the
TSSD Focal
Person.
240
1.3. Prepare the None 1 hour TSSD Focal
Authority to Person
conduct technical
safety inspection.
1.4. Sign the None 1 day Regional
Authority to Director or
conduct technical authorized
safety inspection. personnel
1.5. Issue the None 1 day TSSD Focal
Inspection person
Authority for the
conduct of
Technical Safety
Inspection.
1.6. Conduct None 5 days Technical
inspection in the Safety Inspector
assigned
establishment
and issue Notice
of Results
indicating there in
the mechanical
equipment/
electrical
installation
inspected by the
assigned control
number.
1.6.1. Prepare
inspection
reports. If the
establishment
is compliant,
compute the
fees to be paid
and prepare
the Order of
Payment
1.6.2. If there are
deficiencies
noted in the
conduct of
inspection, it
shall be noted
241
in the Notice of
Results
indicating there
in the
correction
period. The
Order of
Payment shall
not be issued
to the
applicant.
Note: Establishment
with deficiency shall
comply with the
finding/s given by the
inspector and after
correction the
process will return to
steps number 2.
1.7. Submit report to None 1 day Technical

the TSSD Chief Safety Inspector
or authorized
personnel.
1.8. Review None 4 hours TSSD Chief or
correctness of authorized
the report. personnel
1.9. Sign the Order None 1 day Regional
of payment. Director or
Authorized
Note: Payable to the Representative
Local Government
Unit (City,
Municipality,
Economic Zones)
where the equipment
or wiring installation is
installed.
TOTAL None 10 days
242
16) Issuance of Permit to Operate (PTO) Mechanical Installation/Certificate
of Electrical Inspection (CEI)


1. Receipt of payment issued inspection fee Local Government Unit (City, Municipality,
from Local Government Unit for PTO or CEI Economic Zones)
(1 photocopy)

1. Submit photocopy 1. Receive the None 1 hour Officer of the
of Official Receipt photocopy of OR Day
(OR) and present and check its
the original copy. authenticity with
the original copy.
Note: The
submission of the
photocopy of the
OR is beyond the
control of the
DOLE Regional
Office.
1.1. Submit to None 1 hour Officer of the
TSSD the copy Day
of the OR for
the preparation
of CEI/PTO.
1.2. Prepare and None 1 day, 4 hours TSSD Focal
print the Person
CEI/PTO.
243
1.3. Review None 3 hours TSSD Chief or
correctness of authorized
printed personnel
CEI/PTO.
1.4. Indorse the None 1 hour TSSD Chief or
printed authorized
CEI/PTO to personnel
Regional
Director or
authorized
personnel for
approval.
1.5. Approve the None 1 day Regional
printed Director or
CEI/PTO. authorized
personnel
1.6. Inform the None 1 hour TSSD Chief or
client for the authorized
releasing of personnel
PTO/CEI
2 Claim the PTO or 2. Release the None 1 hour Officer of the
CEI. CEI/PTO to Day
applicant.
Note: DOLE has

no control as to
when the PTO or
CEI will be claimed
by the applicant
3 days,
TOTAL None
4 hours
244
17) Issuance of Certificate of Appearance for Professional Mechanical
Engineer/Professional Electrical Engineer
The Certificate of Appearance for Professional Mechanical Engineer (PME)/Professional

Electrical Engineer (PEE) is issued to professional engineers who will be preparing
mechanical and electrical plans, and installation of mechanical equipment and of electrical
wiring in industrial establishments covered by DOLE Technical Safety Inspection.

Who may avail: Professional Mechanical Engineers and Professional Electrical
Engineers
1. Valid Professional Tax Receipt (1 Local Government Unit (LGU) – Treasury Office
photocopy)
2. Professional Regulation Commission (PRC) Professional Regulation Commission (PRC) –
License (1 photocopy) Licensure and Registration Division
3. Original Copy of valid Professional Tax LGU – Treasury Office
Receipt and PRC License (for presentation PRC – Licensure and Registration Division
only)
1. PME/PEE to 1. Check None 10 minutes Action Officer or
personally appear completeness of Alternate
and submit the the required TSSD
complete documents.
requirements at the
DOLE Regional
Office.
See VII. List of

Offices for the
office address of
DOLE Regional
Offices.
2. Affix 3 specimen 2. If requirements None 5 minutes Action Officer or
signatures on the are complete, Alternate
photocopy of the require the PME/ TSSD
PRC License. PEE to affix three
(3) specimen
signatures on the
photocopy of the
PRC License.
If the presented
245
requirements are
incomplete, return
to the applicant for
resubmission and
indicate lacking
requirements.
3. Log in the 3. Provide the None 5 minutes Action Officer or
PME/PEE logbook to the Alternate
information applicant for entry TSSD
logbook. of required
information in the
PME/PEE
logbook.
4. Get the claim stub. 4. Issue claim stub. None 10 minutes RO Officer of
Forward the the Day
document to RO
Focal Person.
 If the presented
requirements are
incomplete, return
to the applicant for
resubmission and
indicate lacking
requirements.
4.1. Validate None 6 hours, 30 Focal Person

applicant’s minutes RO
information/
documents. If
the information/
documents are
in order, prepare
the Certificate of
Appearance
and submit
complete
documents to
the Office of the
Director.
4.2. Sign the None 30 minutes Regional
Certificate of Director or
Appearance. authorized
representative
 If not in order or if
there is
misrepresentation,
246
endorsement
letter to be sent to
Legal Service for
appropriate action.
5. Receive the 5. Release the None 15 minutes Focal Person

Certificate of Certificate of RO
Appearance. Appearance with
official dry seal.
other than the
PME/PEE, submit
the letter of
authorization
together with
photocopy of their
ID and copy of claim
stub (Filer/Applicant
and Authorized
Representative - to
verification
purposes).
TOTAL 7 hours, 45
None
minutes
247
18) Application for Job Fair Clearance
The Clearance to Conduct Job Fair is an authority issued to the requesting entity to host or
sponsor a Job Fair.
The requesting party refers to the entity requesting to host or sponsor a Job Fair. Job Fair
may be conducted, hosted, sponsored and/or co-sponsored by National Government
Agencies (NGAs), Public Employment Service Offices (PESOs), Job Placement Offices, and
Educational Institutions and participated in by other Government Agencies, Local Employers,
Licensed Recruitment Agencies, Private Recruitment and Placement Agency (PRPA) and
Private Employment Agency (PEA) or registered job contractors/sub-contractors.

Who may avail: National Government Agencies (NGAs), Public Employment Service
Offices (PESOs), State Universities and Colleges, Government-Owned
and Controlled Corporations
1. Job Fair Clearance Application Form with  DOLE Regional and Field Offices – Technical
Letter of Intent (1 copy) Services and Support Division (TSSD)
 PESOs
 www.ble.dole.gov.ph
2. Agency Profile (1 copy) requesting entity
3. Phil-JobNet Proof of Accreditation requesting entity
(screenshot of the PJN page)
[1 copy]
4. Location Map of the proposed venue (1 requesting entity
copy)
5. List of Updated Job Vacancies (with number requesting entity
of heads required for each post, indicating
the required number for female applicants)
[1 copy]
DOLE Form and all
Regional/Field documentary
Office Action requirements.
Officer not later
than ten (10)
working days
before the
248
scheduled Job Fair.
See VII. List of

Offices for the
office address of
DOLE Regional
Offices.
2. Get the claim stub. 2. For complete None 10 minutes Action Officer or
documents, issue Alternate
claim stub. TSSD
 For incomplete
documents, return
the Application
Form and
documents to the
client indicating
the lacking
requirement/s and
explain, as may be
necessary.
Application is
deemed not filed.
2.1. Evaluate the None 4 days Action Officer or
submitted Alternate
documents, TSSD
conduct ocular
inspection and
recommend for
approval/
disapproval.
2.2. Approve/ None 1 day Regional
Disapprove Job Director/ Field
Fair Clearance. Office Head/
Designated
Approving
Officer
3. Attend orientation 3. Conduct None 1 day Action Officer or
on rules and orientation. Alternate
regulations in the TSSD
conduct of Job Fair.
4. Return to the DOLE 4. Release the Job None 15 minutes Action Officer or
Regional/ Field Fair Clearance or Alternate
Office on the Letter of Denial/ TSSD
scheduled date of Disapproval on
249
release of the scheduled
Clearance. Present release date.
the claim stub to the
Action Officer and
claim Job Fair
Clearance or Letter
of
Denial/Disapproval.
If the claimant is
other than the one
who filed the
application, submit
the letter of
authorization
together with
photocopy of their
ID (Filer/Applicant
and Authorized
verification
purposes).
TOTAL 6 days,
None
40 minutes
250
19) Application for Job Fair Permit
The Permit to conduct Job Fair is an authority issued to the requesting private entity to host
or sponsor a Job Fair.
The requesting party refers to the entity requesting to host or sponsor a Job Fair. Job Fair
may be conducted, hosted, sponsored and/or sponsored by Non-Government Organizations
and/or any private entities participated in by Local Employers, Licensed Recruitment
Agencies, Private Recruitment and Placement Agency (PRPA) and Private Employment
Agency (PEA) or registered job contractors/sub-contractors.

Who may avail: Non-Government Organizations and/or any private entities

General Requirements, regardless of the
nature/type of company/business:
1. Job Fair Permit Application Form with letter  DOLE Regional and Field Offices – Technical
of intent (1 copy) Services and Support Division (TSSD)
 PESOs
2. Company Profile (1 copy) requesting entity

3. Securities and Exchange Commission SEC – Information and Communications
(SEC)/Department of Trade and Industry Technology Department
(DTI)/Department of Labor and Employment
(DOLE) Registration (whichever applies) [1 DTI – https://bnrs.dti.gov.ph
photocopy]
DOLE Regional Office – Technical Services and
Support Division
4. Business Permit (1 photocopy) concerned Local Government Unit - Business
Permit and Licensing Office
5. Phil-JobNet Proof of Accreditation requesting entity
(screenshot of the PJN page)
[1 copy]
6. Location Map of the proposed venue (1 requesting entity
copy)
7. List of Updated Job Vacancies (with number requesting entity
of heads required for each post, indicating
the required number for female applicants)
[1 copy]
Note: In the absence of the COC, CERTIFICATE OF NO PENDING CASE from the DOLE Regional
Office – depending on the region of deployment (i.e. DOLE NCR RO if deployment is within NCR
only)
251
Additional requirements, based on the
nature/type of company/business:
1. Private Employment Agency/PEA License DOLE Regional Office – Technical Services and
or License for Private Recruitment Support Division
Agency/PRPA (for private employment
agencies)
[1 photocopy]
2. Land Transportation Franchising and LTFRB
Regulatory Board (LTFRB) Certificate to
operate a tourist car transport (1 photocopy)
3. Philippine Contractors’ Accreditation Board Department of Trade and Industry – PCAB
(PCAB) License (for construction firms and
related companies/businesses) [1
photocopy]
4. Certificate of Registration from the CDA – Registration Division
Cooperative Development Authority (CDA)
[for Cooperatives], DOLE License (for DOLE – Regional Office-Technical Services and
manpower agencies) [1 photocopy] Support Division

1. Submit the complete 1. Check the None 30 minutes Action Officer or
required documents completeness of Alternate
to the DOLE the Application TSSD
Regional/Field Form and all
Office Action Officer documentary
not later than ten requirements.
(10) working days
before the
scheduled Job Fair.
See VII. List of

address of DOLE
Regional Offices.

order of payment. TSSD
 For incomplete
documents, return
the Application
Form and
documents to the
client indicating
252
the lacking
requirement/s and
explain, as may be
necessary.
Application is
deemed not filed.
3. Present the Order of 3. Receive payment P3,000.00 – 15 minutes Cashier
Payment to the and issue OR. Permit Fee
Cashier, pay the
permit fee and
receive Official
Receipt (OR).
4. Provide copy of the 4. Receive copy of None 4 days Action Officer or

OR to the Action the OR and issue Alternate
Officer and get the claim stub. TSSD
claim stub. Evaluate the
submitted
documents,
conduct ocular
inspection and
recommend for
approval/
disapproval.
4.1. Approve/ None 1 day Regional
Disapprove Job Director/ Field
Fair Permit. Office Head/
Designated
Approving
Officer
5. Attend orientation 5. Conduct None 1 day Action Officer or
on rules and orientation. Alternate
regulations in the TSSD
conduct of Job Fair.
6. Return to the DOLE 6. Release the Job None 15 minutes Action Officer or
Regional/ Field Fair Permit or Alternate
Office on the Letter of Denial/ TSSD
scheduled date of Disapproval on the
release of permit. scheduled release
Present the claim date.
stub to the Action
Officer and claim
Job Fair Permit or
Letter of Denial/
Disapproval.
253
 If the claimant is
other than the one
who filed the
application, submit
the letter of
authorization
together with
photocopy of their
ID (Filer/Applicant
and Authorized
verification
purposes).
6 days, 1
TOTAL P3,000.00 –
hour, 10
permit fee
minutes
254
20) Application for Authority to Operate Branch Office of a Private
Employment Agency
Private Sector Participation in the Recruitment and Placement of Workers. Pursuant to

national development objectives and in order to harness and maximize the use of private
sector resources and initiatives in the development and implementation of comprehensive
employment program, the private employment sector shall participate in the recruitment and
placement of workers, locally xxx under such guidelines, rules and regulations as maybe
issued by the Secretary of Labor.
Office or Division: DOLE Regional Offices (ROs)

Who may avail: Only resident Filipino citizens, corporations, partnerships or entities at
least 75% of the authorized and voting capital stock of which is owned
and controlled by resident Filipino citizens shall be permitted to
participate in the recruitment and placement of workers locally

1. DOLE PRS Application form (1 original  DOLE ROs – Technical Services and
copy) Support Division (TSSD)
 www.ble..dole.gov.ph
2. Proof of payment of registration fee of DOLE ROs
Php5,000.00 (1 copy)
3. Valid license (1 certified true copy) DOLE ROs – TSSD
4. Organizational structure of the branch office, Licensed agency owner
including names of manager and staff
members (1copy)
5. NBI clearance of the branch manager and National Bureau of Investigation
staff members (1 original copy)
6. Certification that the branch office has an Licensed agency owner
office space with a minimum floor area of 30
square meters for the exclusive use of the
branch office (1 original copy)

DOLE Regional Form and all the
See VII. List of
255
Offices for the
office address of
DOLE Regional
Offices.
2. Get the Order of 2. For complete None 20 minutes Action Officer
Payment for documents, issue or Alternate
registration fee. Order of Payment. TSSD
 For incomplete
documents, return
the application
form and
documents to the
client indicating
the lacking
requirement/s and
explain, as may be
necessary.
Application is
deemed not filed.
3. Present the Order 3. Receive payment P5,000.00 – 20 minutes Cashier

required filing fee
Receipt (OR).
documents and Alternate
conduct an TSSD
ocular
inspection of the
branch office.
3.2. Approve/Deny None 2 days Regional
application for Director or his
license. duly authorized
representative
4. Get the Order of 4. For approved None 15 minutes Action Officer or
Payment for surety application, Issue Alternate
bond/Letter of Order of Payment. TSSD
Denial or Otherwise, issue
Disapproval. Letter of Denial/
Disapproval.
256
5. Present the Order 4. Receive payment P100,000.0 15 minutes Action Officer or
of Payment to the and issue OR. 0 – Surety Alternate
Cashier, submit Bond TSSD
evidence of posting
of surety bond
issued by bonding
company
accredited by the
Insurance
Commission, and
receive Official
Receipt (OR).
6. Receive the 5. Issue the authority None 15 minutes Action Officer or

Authority to to operate branch Alternate
Operate Branch office, the validity TSSD
Office. of which is co-
terminus with
Note: An application to license.
renew an authority
shall be filed at least
fifteen (15) days before
the date of its
expiration
For approved
application to
Operate
Branch
Office:
6 days, 1
hour, 40
TOTAL P105,000.00 minutes
For
disapproved
application:
2 days, 55
minutes
257
21) Application for Authority to Recruit
placement of workers, locally under such guidelines, rules and regulations as maybe issued
by the Secretary of Labor and Employment.

and controlled by resident Filipino citizens shall be permitted to participate
in the recruitment and placement of workers locally

1. Letter request by the agency indicating the Applicant licensed agency owner
list of job vacancies, potential employers,
exact date and venue of the recruitment
activity, and the names of the designated
representatives (1 original copy) (1 original
copy)
2. Valid PEA license (1 Certified True Copy) DOLE Regional Office - Technical Services and
Support Division (TSSD)
3. NBI Clearance of the authorized National Bureau of Investigation
representative (1 original copy)
4. Certificate of No Pending Case from DOLE DOLE Regional Office – TSSD/Court
(1 original copy)
1. Submit the 1. Check the letter None 15 minutes Action Officer or
complete required request and Alternate
documents to the completeness of TSSD
DOLE Regional all the
See VII. List of  For incomplete

Offices for the documents, return
office address of the documents to
DOLE Regional the client
Offices. indicating the
lacking
requirement/s and
258
explain, as may be
necessary.
Application is
deemed not filed.
1.1. Evaluate None 2 hours Action Officer or
application Alternate
documents. TSSD
application.
2. Get the Order of 2. For approved None 10 minutes Action Officer or
Payment/Letter of application, issue Alternate
Denial or Order of Payment. TSSD
Disapproval. Otherwise, issue
Letter of Denial/
Disapproval.
3. Present the Order 3. Receive payment P500.00 – 1 hour Cashier
required
receive Official
Receipt (OR).
4. Receive the 4. Issue the Authority None 1 day Action Officer or
Authority to Recruit. to Recruit, valid in Alternate
the date and
venue as indicated
for a maximum of
five (5) days. The
recruitment
activity shall be
conducted during
the normal
business hours.
P500.00 – 3 days, 3
fee minutes
259
22) Application for License to Operate Private Employment Agency (PEA)

placement of workers, locally xxx under such guidelines, rules and regulations as maybe
issued by the Secretary of Labor.

and controlled by Filipino citizens shall be permitted to participate in the
recruitment and placement of workers locally
1. DOLE PEA Application form (1 original  DOLE Regional Office – Technical Services
copy) & Support Division (TSSD)
2. Filing fee of Php 5,000.00 Applicant for license
3. Valid NBI Clearance of the applicant owner, National Bureau of Investigation
or the partners in case of partnership, or in
case of corporation, its officers and
directors
4. One (1) certified true copy (CTC) of the CTC of Business Registration in case of sole
certificate of business registration and 1 proprietorship - DTI-https://bnrs.dti.gov.ph
copy of the original application obtained
from the Department of Trade and Industry
(DTI) in the case of single proprietorship; or
5. 1 certified copy of the Articles of CTC of the Articles of Partnership, in case of a
Partnership or Incorporation duly partnership or Articles of Incorporation in case of
registered with the Securities and a corporation - Securities and Exchange
Exchange Commission (SEC), in case of a Commission – Information and Communications
partnership or a corporation Technology Department
6. Documentary proof of ownership or lease Applicant for license as lessee
of an office space with a floor area of at
least forty (40) square meters for the
exclusive use of the agency (1 original
copy). In case of lease, the contract must
be for a period of one (1) year with an
option for renewal.
260
7. Certificate of participation/attendance of by Concerned DOLE Regional Office – TSSD
the owner, partners, president, general
managers, or agency’s management
representative to the Pre-Application
Orientation (1 photocopy)
8. Certificate of No Pending Case from DOLE DOLE Regional Office
9. Notarized affidavit of undertaking (1 original Applicant for license
copy) stating that the applicant shall:
 not collect fees whatsoever from the
applicants;
 denounce and never support nor
engage in any or all acts involving illegal
recruitment, trafficking in persons,
violation of Anti-Child Labor Laws or
crimes involving moral turpitude or
similar activities;
 not engage in illegal recruitment,
trafficking in persons, anti-child labor
violation, or crimes involving moral
turpitude in relation to illegal recruitment
activities;
 assume full responsibility for all acts of
its officers, employees, and
representatives in the conduct of
recruitment and placement activities;
 not engage in job contracting or
subcontracting;
 provide bonds issued by bonding
company accredited by Insurance
Commission
10. For the net worth, notarized Statement of Applicant for license
Assets, Liabilities, and Net Worth (SALN)
or an audited financial statement duly
received by the Bureau of Internal
Revenue. For the paid-up capital, Articles
of Partnership or Incorporation and certified
true copy of the GIS.
1. Submit the complete 1. Check the None 30 minutes Action Officer or
required documents completeness of Alternate
to the DOLE the Application TSSD
Regional Office Form and all the
Action Officer. documentary
requirements.
261
See VII. List of
address of DOLE
Regional Offices.

Payment. documents, Alternate
issue Order of TSSD
Payment.
 For incomplete
documents,
return the
application form
and documents
to the client
indicating the
lacking
requirement/s
and explain, as
may be
necessary.
Application is
deemed not
filed.
3. Present the Order of 3. Receive P5,000.00 – 20 minutes Cashier
Payment to the payment and filing fee
Cashier, pay the issue OR.
required filing fee
Receipt (OR).
documents Alternate
and conduct TSSD
an ocular
inspection of
the office
premises and
equipment.
3.2. Approve/Deny None 2 days Regional

application for Director or his
license. duly authorized
representative
262
For approved
application:
4. Get the Order of 4. Issue Order of None 15 minutes Action Officer or

Payment for license Payment. Alternate
fee/Letter of Denial TSSD
or Disapproval.  For disapproved
application,
issue Letter of
Denial/
Disapproval.
5. Present the Order of 5. Receive P15,000.00 15 minutes Action Officer or
Payment to the payment and – license Alternate
Cashier, pay the issue OR. fee; TSSD
required license fee,
post cash bond P50,000.00
submit evidence of – cash
posting of surety bond;
bond issued by
bonding company P100,000.00
accredited by the – surety
Insurance bond
Commission, and
receive Official
Receipt (OR).
6. Receive the license. 6. Issue the None 15 minutes Action Officer or

license valid for Alternate
Note: An application 3 years. TSSD
for renewal of license
must be filed at least
fifteen (15) days
before its expiration.
TOTAL P170,000.00 For approved

applications
for license:
6 days, 1
hour, 55
minutes
For
disapproved
applications
for license:
2 days, 1
hour, 10
minutes
263
VI. Feedback and Complaints
FEEDBACK AND COMPLAINTS MECHANISMS

How to send a feedback?
Accomplish the feedback form available in
offices/main entrances of DOLE building/Public
Assistance and Complaint Unit (PACU)/Public
Assistance and Complaint Desk (PACD) and drop in
the drop box.
Send your feedback thru email at

micd_fmsdole@yahoo.com. It will be forwarded to the
concerned office for prompt action.
Call the DOLE Hotline 1349.
Visit and talk to the PACU/PACD Officer of the Day.
How feedback is processed? Every week, survey/feedback boxes are collected and delivered
to the Office of the Secretary for the opening and gathering of
feedback forms. It will be sent to the Committee on Anti-Red
Tape (CART) Secretariat for tabulation and analysis.
Results of the feedback are transmitted thru a report to the

relevant office for their information and appropriate action.
How to file a complaint?  Accomplish the feedback form available in offices/main
entrances of DOLE building/PACU/PACD and drop in the
drop box.
 Email at micd_fmsdole@yahoo.com.
 Call the DOLE Hotline 1349.
How complaints are Complaints received are forwarded to the relevant office for
processed? appropriate action.
The office will be required to submit a reply within 3 working

days upon receipt of the complaint.
The designated employees will give the feedback to the client.

Contact Information of ARTA, ARTA: complaints@arta.gov.ph
PCC, CCB 1-ARTA (2782)
PCC: 8888
CCB: 0908-881-6565 (SMS)

1-6565 (Hotline Number)
264
VI. List of Offices
Office Address Contact Information
CENTRAL OFFICE
Office of the Secretary 6th – 7th floors, DOLE 8527-3000 loc. 701 / 703 / 704 / 705 / 709
Building, Muralla cor. belaguesma@dole.gov.ph
Gen. Luna Sts., osec@dole.gov.ph
Intramuros, Manila
STAFF SERVICES
Administrative Service 2nd floor, Muralla Wing, 8527-3000 loc. 201 and 202
DOLE Building, as@dole.gov.ph/dole.gov.ph
Intramuros, Manila administrativeservice@gmail.com
Financial and 4th floor, General Luna 8527-3000 loc. 411 and 412
Management Service Wing, DOLE Building, fmsod.dole@yahoo.com
Intramuros, Manila
Human Resource 5th floor, Muralla Wing, 8527-3000 loc. 502
Development Service DOLE Building, dolehrds.od@gmail.com
Intramuros, Manila
Information and 5th floor, General Luna 8527-3000 loc. 624 and 625
Publication Service Wing, DOLE Building, dole_lco@yahoo.com
Intramuros, Manila
Internal Audit Service 4th floor, Muralla Wing, 8527-3000 loc. 455
DOLE Building, Ias_dole@yahoo.com
Intramuros, Manila
Legal Service 6th floor, Muralla Wing, 8527-3000 loc. 610 and 611
DOLE Building, dole.ls.od@gmail.com
Intramuros, Manila
Planning Service 6th floor, Muralla Wing, 8527-3000 loc. 617
DOLE Building, ps@dole.gov.ph
Intramuros, Manila
BUREAUS
Bureau of Labor Relations 6th Floor, First Intramuros 8527-2551
BF Condominium blr@dole.gov.ph / od@blr.dole.gov.ph
Corporation, Solana St.,
cor. Andres Soriano Ave.
(Aduana St.), Intramuros,
Manila
Bureau of Local 6th Floor, First Intramuros 8528-0087 / 8528-108
Employment BF Condominium ble@dole.gov.ph
Corporation, Solana St.,
cor. Andres Soriano Ave.
(Aduana St.), Intramuros,
Manila
265
Bureau of Workers with DOLE Annex Building, 8527-3000 loc. 319
Special Concerns Cabildo St., corner bwsc@dole.gov.ph
Muralla St., Intramuros,
Manila
Bureau of Working 3rd floor, Muralla Wing, 8527-3000 loc. 308
Conditions DOLE Building, bwc@dole.gov.ph
Intramuros, Manila
REGIONAL OFFICES
DOLE-Cordillera DOLE-CAR New Bldg., (074) 443-5339
Administrative Region Cabinet Hill, Baguio City car@dole.gov.ph
(CAR)
DOLE-National Capital DOLE-NCR Building, 967 (02) 8400-6242
Region (NCR) Maligaya St., Malate, ncr@dole.gov.ph
Manila
DOLE-Regional Office RSRK Building, Diversion (072) 607-9981
No. 1 (Ilocos Region) Road, Brgy. Biday, City of ro1@dole.gov.ph
San Fernando, La Union
DOLE-Regional Office Regional Government (078) 304-5085

No. 2 (Cagayan Valley) Center, Carig Sur, ro2@dole.gov.ph
Tuguegarao City,
Cagayan
DOLE-Regional Office Diosdado Macapagal (045) 455-1613 / (045) 1614
No. 3 (Central Luzon) Regional Government ro3@dole.gov.ph
Center, Brgy. Maimpis,
San Fernando City,
Pampanga
DOLE-Regional Office 3rd and 4th Floors, (049) 545-7360
No. 4A (CALABARZON) Andenson Bldg. II, ro4a@dole.gov.ph
Parian, Calamba City, dole4imsd@yahoo.com
Laguna
DOLE-Regional Office 3rd Floor, Confil Bldg., (043) 288-6078
No. 4B (MIMAROPA) Roxas Drive cor. dolemimaropa@gmail.com
Sampaguita St., ro4b@dole.gov.ph
Lumangbayan, Calapan
City, Oriental Mindoro
DOLE-Regional Office Doña Aurora St., Old (052) 480-3058 / (052) 480-5831 / 0981-
No. 5 (Bicol Region) Albay, Legaspi City 461-8788
ro5dole@yahoo.com
ro5@dole.gov.ph
DOLE-Regional Office Kuang Da Building, De (033) 320-6904 / (033) 320-8024 / (033)
No. 6 (Western Visayas La Rama Street, Brgy. 320-8026
Region) Zamora-Melliza, Iloilo City ro6@dole.gov.ph
doleregion6@yahoo.com
doleregion6@gmail.com
266
DOLE-Regional Office 3rd and 4th Floors, DOLE- (032) 266-2792
No. 7 (Central Visayas RO 7 Bldg., Gen. ro7@dole.gov.ph
Region) Maxilom Ave. cor.
Gorordo Ave., Cebu City
DOLE-Regional Office DOLE Compound, Trece (053) 832-0697
No.8 (Eastern Visayas Martires St., Tacloban ro8@dole.gov.ph
Region) City
DOLE-Regional Office 3rd Floor, Cortez Building (062) 955-0214
No. 9 (Zamboanga Evangelista St., Sta. ro9@dole.gov.ph
Peninsula Region) Catalina., Zamboanga
City
DOLE-Regional Office Trinidad Bldg., Corrales- (088) 858-1658
No. 10 (Northern Yacapin St., Cagayan de ro10@dole.gov.ph
Mindanao Region) Oro City
DOLE-Regional Office Quimpo Boulevard, Brgy. (082) 227-4289
No. 11 (Davao Region) 74-A Matina Crossing, ro11@dole.gov.ph
Davao City and 4/F AMQ
Bldg., Dacudao Ave.
corner Lakandula St.,
Agdao, Davao City
DOLE-Regional Office 102 Acepal Bldg., Mabini (083) 228-2190 / (083) 520-0125
No. 12 Extension, Koronadal dole12.ro@gmail.com
(SOCCSKSARGEN) City ro12@dole.gov.ph
DOLE-Regional Office Nimfa Tiu Bldg., J. P. (085) 225-3229
No. 13 (CARAGA Region) Rosales Ave., Butuan dolecaraga13@gmail.com/
City caraga@dole.gov.ph
PROVINCIAL/FIELD/SATELLITE OFFICES
Cordillera Administrative Region

Abra Field Office Barangay Calaba, 09950904650
Bangued, Abra abradole@yahoo.com
car_abra@dole.gov.ph
Apayao Satellite Office Old LNB Building, Purok 09458036324 / 09219319025
Bayanihan car_apayao@dole.gov.ph
Poblacion, Luna, Apayao
Baguio-Benguet Field DOLE-CAR New (074) 442-2447
Office Building, Cabinet Hill, car_baguiobenguet@dole.gov.ph
Baguio City
Ifugao Field Office Guimbatan Bldg., Dotal 09458036325 / 09219319024
St., Lagawe, Ifugao car_ifugao@dole.gov.ph
Kalinga Field Office Capitol Hills, Bulanao 09458036327 / 09219319023
Tabuk City, Kalinga car_kalinga@dole.gov.ph
267
Mt. Province Field Office Red Cross Bldg., Bontoc, 0998 239 2564
Mountain Province car_mountain@dole.gov.ph
National Capital Region

CAMANAVA Field Office PPIA Building, 122 A. Del (02) 8282-1842 , (02) 8283-5044
Mundo Street, between ncr_camanava@dole.gov.ph
10th and 11th Avenues,
Grace Park, Caloocan
City
Makati & Pasay Field 2nd Floor, 355 ECC Bldg., (02) 8772-8210, (02) 8800-7211
Office Sen. Gil J. Puyat Avenue ncr_makatipasay@dole.gov.ph
Extension, Makati City
Manila Field Office 4th Floor, DY International (02) 8244-1532, (02) 8244-1318
Bldg., 1650 Gen. Malvar ncr_manila@dole.gov.ph
cor. San Marcelino Sts.,
Malate, Manila
MUNTAPARLAS Field 3rd Floor, Valenzuela (02) 8815-0086, (02) 8808-6165
Office Bldg., Alabang-Zapote ncr_muntaparlas@dole.gov.ph
Road, Pamplona 3, Las
Piñas City
PAPAMAMARISAN Field 4th Floor, Rudgen II Bldg., (02) 8477-3630
Office 17 Shaw Blvd., Brgy. San ncr_papamamarisan@dole.gov.ph
Antonio, Pasig City
Quezon City Field Office 4th Floor, Arcadia Bldg., (02) 8921-4973
860 Quezon Avenue, ncr_quezoncity@dole.gov.ph
Quezon City
Regional Office No. 1
Central Pangasinan Brgy. Tambac, Dagupan (075)515-2590
(Dagupan) Field Office City, Pangasinan ro1_centralpangasinan@dole.gov.ph
Ilocos Norte Field OfficeDon Gregorio Guerrero (077) 772-0727 / 600-2748

St., Laoag City, Ilocos ro1_ilocosnorte@dole.gov.ph
Norte
Ilocos Sur Field Office Bonifacio St., cor. (077) 604-9250
Sikatuna, Vigan City, ro1_ilocossur@dole.gov.ph
Ilocos Sur
La Union Field Office Parammata Bldg. A, Sitio (072) 607-2238
5, Brgy. Biday, City of ro1_launion@dole.gov.ph
San Fernando, La Union
Eastern Pangasinan Brgy. Carmay, Rosales, (075)636-4939
(Rosales) Field Office Pangasinan ro1_easternpangasinan@dole.gov.ph
Western Pangasinan 2nd Floor BHF Rural Bank (075) 551-4525
(Alaminos) Field Office Inc., Quezon Avenue, ro1_westernpangasinan@dole.gov.ph
Alaminos City,
Pangasinan
268

Cagayan – Batanes Field DOLE RO2 Bldg., (078) 377-7725
Office Regional Government dole_cagayanfieldoffice@yahoo.com
Center, Carig Sur,
Tuguegarao City,
Cagayan
Isabela Field Office Alciv Building, National dole_isabela@yahoo.com
Highway
Alibagu, City of Ilagan,
Isabela
Nueva Vizcaya Field Lotus Building, Diversion (078) 392-0081
Office Road dolenvfo@gmail.com
Sta. Rosa, Bayombong,
Nueva Vizcaya
Quirino Field Office San Marcos, 0927-250-7534
Cabarroguis, Quirino dolequirino15@gmail.com
Batanes Satelite Office San Antonio, Basco, 09198932273
Batanes dolebatanes@yahoo.com

Aurora Field Office 344 Mabini St. cor. Recto 0999 993 4213
St., Baler, Aurora dolero3aurora@gmail.com
Bataan Field Office 2nd Floor, Loren & Lorna (047) 237-7225 / (047) 240-2554,
Bldg., Manahan St., 09175547717, 09258150222
Tenejero, Balanga City, dolero3bataan@gmail.com
Bataan dolero3bataan2@gmail.com
Bulacan Field Office 2nd Floor Malolos 0917 771 9233, 09258150220
Rehabilitation Center, bulacan.dolero3@gmail.com
158-C Rosario St.,
Guinhawa, City of
Malolos Bulacan
Clark Satellite Office One-Stop-Shop Center (045) 499-3173, 09636075423,
for OFWs, Clark Skills 09636075424
and Training Center, dolero3clark@gmail.com
JASA, CFZ
Nueva Ecija Field Office Old Capitol Compound, 0917 554 7669, 09270715081,
Burgos St., Cabanatuan 09610134389
City dolero3nuevaecija2@gmail.com
Pampanga Field Office 2nd Flr., Kingspire (045) 961-7563, 09145548259,
Business Centre, 09258150223
MacArthur H-way, City of dolero3pampanga@gmail.com
San Fernando,
Pampanga
269
Tarlac Field Office 2nd Floor, MAQS Bldg., 0917 554 9718, 0963710054
Mac Arthur Highway, San dolero3tarlac@gmail.com
Rafael, Tarlac City
Zambales Field Office 2nd Flr. Herrera Bldg. 0917 555 6899, 09258150225
West Bajac Bajac, dolero3zambales@gmail.com
Olongapo City, Zambales
Freeport Area of Bataan Lower Ground Floor (047) 935-4099
Satellite Office AFAB Administrative doleafab@gmail.com
Bldg., FAB, Mariveles,
Bataan
Regional Office No. 4A
Batangas Provincial Unit L, The Olan Place (043) 981-2959 / (043) 312-0484
Office Business Center, Brgy. dole4a.bpo@gmail.com
Maraouy, Lipa City, bpo.dole4a@gmail.com
Batangas
Cavite Provincial Office One FS Industrial Bldg., (046) 419-0830 / (046) 423-3223 / (046)
Governor’s Drive, Brgy. 419-1996
Hugo Perez, Trece 0933-812-6032
Martires City, Cavite dole_cavite@yahoo.com
cpo.dole4a@gmail.com
Laguna Provincial Office 2nd Floor, Puregold Jr. (049) 545-7361 / (049) 545-7358
Bldg., Brgy. Parian, 0933-812-6033
Calamba City, Laguna lpo.dole4a@gmail.com
lpo_dole4a@yahoo.com
Quezon Provincial Office 2nd Floor Grand Central (042) 710-3023 / (042) 785-0894
Terminal, Lucena City, 0933 812 6035
Quezon dole_qfo@yahoo.com
qpo.dole4a@gmail.com
Rizal Provincial Office 2nd Floor J&P Bldg., (02) 682-1532 / (02) 212-1648
Soliven Avenue II, Brgy. dole4a_rpo@yahoo.com
San Isidro, Cainta, Rizal rpo.dole4a@gmail.com
dole4a.quezon@gmail.com
Regional Office No. 4B (MIMAROPA)

Marinduque Field Office Barangay Santol, Boac (042) 754-7011
Marinduque 0927 045 3422 / 0999 933 7083
ro4b_marinduque@dole.gov.ph
Occidental Mindoro Field 2F and 3F, A. P. Fordan (043) 457-0463
Office Building, F.Y. Manalo 0905 476 8414 / 0910 629 1413
Avenue, Brgy. Pag-Asa, ro4b_ocmindoro@dole.gov.ph
San Jose, Occidental
Mindoro
Oriental Mindoro Field Anita Uy Bldg. Roxas cor. (043) 288-6372
Office Camia St., Brgy. 0917 163 8108 / 0938 472 9594
ro4b_ormindoro@dole.gov.ph
270
Lumangbayan, Calapan
City, Oriental Mindoro
Palawan Field Office National Hi-way, (048) 433-2208
Barangay San Pedro 09063758797 / 09084067803
Puerto Princesa City ro4b_palawan@dole.gov.ph
Palawan
Romblon Field Office Brgy. Dapawan, (042) 567-5777
Odiongan, Romblon 0905 476 8434 / 0961 467 8334
ro4b_romblon@dole.gov.ph
Albay Provincial Office 4th Floor, Ayala Malls, (052) 480-5987
Legazpi City 0938-161-7978 / 0956-399-1015 / 0951-
699-5280
ro5_albay@dole.gov.ph
Camarines Norte 2nd Floor Tanzo Bldg., 0946-397-4325 / 0939-938-5810
Provincial Office National Diversion Road, ro5_camarinesnorte@dole.gov.ph
Brgy. Itomang,Talisay,
Camarines Norte
Camarines Sur Provincial DOLE Bldg., City Hall 0929-283-5382 / 0915-928-5037

Office Compound, J. Miranda ro5_camarinessur@dole.gov.ph
Avenue, Naga City,
Camarines Sur
Catanduanes Provincial Llantino Bldg., Brgy. 0931-890-8032 / 0912-025-3120
Office Conception, Virac, ro5_catanduanes@dole.gov.ph
Catanduanes
Masbate Provincial Office 2nd Floor, Sanchez Bldg., 0948-443-2990 / 0977-392-2421
Crossing St., Brgy. ro5_masbate@dole.gov.ph
Nursery, Masbate City
Sorsogon Provincial DOLE Building, City 0919-755-2721
Office Hall Complex, Cabid- ro5_sorsogon@dole.gov.ph
an, Sorsogon City

Aklan Field Office San Vicente Building, L. 0917-327-3132
Barrios St., Kalibo, Aklan ro6_aklan@dole.gov.ph
Antique Field Office 2nd floor, Barbaza MPC (036) 540-7067 , 0917-327-5313
Building, Cerdeña St., ro6_antique@dole.gov.ph
Brgy. 5, San Jose de
Buenavista, Antique
Capiz Field Office Hemingway Street, Brgy. 0917-327-5220
XI, Roxas City, Capiz ro6_capiz@dole.gov.ph
271
Guimaras Field Office 2nd Floor Gallo 0917-658-2101
Commercial Complex, ro6_guimaras@dole.gov.ph
(New Site) San Miguel,
Jordan, Guimaras
Iloilo Field Office 2nd floor, Kuang Da (033) 502-1004, 0917-327-6719
Bldg., Dela Rama St., ro6_iloilo@dole.gov.ph
Brgy. Zamora-Melliza,
Iloilo City
Negros Occidental Field SWLC Bldg., Cottage (034) 434-2214 / 434-2219, 709-1690,
Office Road, Bacolod City, 0917-327-5919
Negros Occidental ro6_negrosoc@dole.gov.ph

Bohol Field Office 2nd Floor, Tres Reyes (038) 501-0277 / (038) 411-0806
Bldg., CPG Avenue, ro7_bohol@dole.gov.ph
Tagbilaran City, Bohol
Cebu Provincial Field 4th Floor, DOLE-VII (032) 266-7424
Office Building, Corner Gorordo ro7_cebu@dole.gov.ph
& Gen. Maxilom Avenue
&, Cebu City
Negros Oriental Field South National Highway, (035) 422-9741 / 09751761424
Office Banilad, Bacong Negros ro7_negrosor@dole.gov.ph
Oriental
Siquijor Field Office Polangyuta, Siquijor, (035) 480-9244
Siquijor ro7_siquijor@dole.gov.ph
Tri-City Field Office 4th Floor, DOLE-VII (032) 513-2566 /234-3317
Building, Corner Gorordo 09616965058 / 09616965057
& Gen. Maxilom Avenue ro7_tricity@dole.gov.ph
&, Cebu City
Biliran Field Office 2nd Floor, Yulifem Bldg., (053) 500-9765
Vicentillo St., Naval, ro8_biliran@dole.gov.ph
Biliran
Eastern Samar Field Brgy. Alang-Alang, (055) - 560-8594
Office Borongan, Eastern ro8_easternsamar@dole.gov.ph
Samar
North Leyte Field Office DOLE Bldg., Trece (053) 832-4067
Martires St., Tacloban ro8_northleyte@dole.gov.ph
City
Northern Samar Field Balite St., Brgy. (055) 500- 9722
Office Calachuchi, Catarman, ro8_northernsamar@dole.gov.ph
Northern Samar
Samar Field Office San Bartolome St., (055) 543- 9398
Segunda Ubanon, ro8_samar@dole.gov.ph
Catbalogan City, Samar
272
Southern Leyte Field 3rd floor Alvarez Bldg., (053) 570-0013
Office Brgy. Mambajao ro8_southernleyte@dole.gov.ph
Maasin City, Southern
Leyte
Western Leyte Field Batitinan St. Sitio Kalipay, (053) 561-4518
Office Brgy. Cogon ro8_westernleyte@dole.gov.ph
Ormoc City
Isabela City Field Office Tan Building, Roxas (062) 200 3666 / 0917-724-4338
Ave., cor. Strong dolebasilan@yahoo.com
Boulevard, Isabela City,
Basilan
Zamboanga City Field Ground Floor, Cortez (062) 991 3376 0917-724-4339
Office Building Evangelista St., dolezambocity@yahoo.com
Sta. Catalina.,
Zamboanga City
Zamboanga Del Norte ABC Lessor Building, (065) 212-2394 / 0917-570-6303
Provincial Office Malvar Street, Barangay dolezanorte@yahoo.com
Central Dipolog City,
Zamboanga del Norte
Zamboanga Del Sur Beehives Building, Roxas (062) 214-2473 / 0917-724-4337
Provincial Office Street, San Francisco dolezambosur@yahoo.com
District Pagadian City,
Zamboanga del Sur
Zamboanga Sibugay 3rd Floor Chiong Bldg., (062) 333-2267 0917-724-4332
Provincial Office African Daisy dolesibugay@yahoo.com
Poblacion, Ipil,
Zamboanga Sibugay
Bukidnon Provincial Provincial Capitol (088) 813-3401
Office Ground, Malaybalay City, ro10_bukidnon@dole.gov.ph
Bukidnon
Cagayan De Oro City 3rd Floor Trinidad (088) 857-2583
Field Office Building, Corrales- ro10_cagayandeoro@dole.gov.ph
Yacapin Street, Cagayan
de Oro City
Camiguin Provincial Villa Paraiso Commercial (088) 387-0481
Office Bldg., Upper Ummyco, ro10_camiguin@dole.gov.ph
Rizal St., Poblacion,
Mambajao, Camiguin
Province
Lanao Del Norte OREDC Building, (063) 221-6683
Provincial Office Badelles Ext. St., Ubaldo ro10_lanaodelnorte@dole.gov.ph
Laya, Iligan City,
273
Misamis Occidental Field G/F DOLE Bldg., CEO ro10_misamisoc@dole.gov.ph
Office Compound Judge M.
Enerio St, Upper
Langcangan, Oroquieta
City, Misamis Occidental
Misamis Oriental Field 3rd Floor Trinidad Bldg., (088) 859-3794
Office Corrales-Yacapin Sts., ro10_misamisor@dole.gov.ph
Cagayan De Oro City
Davao City Field Office 4/F AMQ Bldg., Dacudao (082) 227-8772 / (082) 227-7165
Ave. corner Lakandula ro11_davaocity@dole.gov.ph
St., Agdao, Davao City
Davao Del Norte Field Provincial Capitol (084) 216-1437
Office Compound, Mankilam, ro11_davaodelnorte@dole.gov.ph
Tagum City, Davao del
Norte
Davao Del Sur Field Jankin Commercial (082) 553-2597
Office Center, Rizal Ave., Brgy. ro11_davaodelsur@dole.gov.ph
San Jose Digos City,
Davao Del Sur
Davao De Oro Field Office G/F Merca Bldg., Arabejo 0935-243-6182
St., Purok 13, ro11_davaodeoro@dole.gov.ph
Nabunturan
Davao Occidental Field Geverola St., Poblacion, 0935-416-3389
Office Malita, Davao Occidental ro11_davaooc@dole.gov.ph
Davao Oriental Field MIEL Bldg., Rizal 0912-182-1652 / 0977-326-8052
Office Extension, Brgy. Central, ro11_davaoor@dole.gov.ph
City of Mati
Davao IGACOS Prk 3-B, Sitio Pasig, Brgy. 0931-186-8988
Extension Office Peñaplata, Samal ro11_davaoigacos@dole.gov.ph
District, Island Garden
City of Samal
Davao Del Sur Extension Municipal Compound, (082) 553-2597
Office Zone 1, Sta. Cruz, Davao ro11_davaodelsur@dole.gov.ph
del Sur
General Santos City Field 2/F Villamor Bldg., (083) 826-1230
Office Pendatun Avenue, Brgy. ro12_gensan@dole.gov.ph
Dadiangas North,
General Santos City
North Cotabato Field Romeo Ma Building, (064) 577-1271 (083) 826-1363
Office Quezon Boulevard, ro12_northcotabato@dole.gov.ph
Kidapawan City
Sarangani Field Office 2nd Floor, CAM Bldg., CP (083) 508-0044, (083) 826-1352
Garcia St., Alabel, ro12_sarangani@dole.gov.ph
Sarangani Province
274
South Cotabato Field 102 Acepal Bldg., Mabini (083) 826-1231, (083) 520-0545
Office Extension, Koronadal ro12_southcotabato@dole.gov.ph
City, South Cotabato
Sultan Kudarat Field Door A, GRL Building, (064) 200-3929, (083) 826-1365
Office National ro12_sultankudarat@dole.gov.ph
Highway, Barangay San
Pablo, Tacurong City,
Sultan Kudarat
Regional Office No. 13 (CARAGA)
Agusan del Norte Field 2nd Floor, Nimfa Tiu Bldg. (085) 300-1004 / 0950-774-2568
Office VII, J.P. Rosales Avenue, caraga_agusandelnorte@dole.gov.ph
Butuan City
Agusan del Sur Field 2nd Floor, D’ Survi Bldg., 0950-774-2565 / (086) 839-5379
Office Brgy 3, San Francisco, caraga_agusandelsur@dole.gov.ph
Agusan del Sur
Surigao del Norte Field 2nd Floor, LML Bldg., (086) 827-2606 / (086) 827-4786
Office Km. 1, Washington, caraga_surigaodelnorte@dole.gov.ph
Surigao City, Surigao del
Norte
Surigao del Sur Provincial 2nd Floor, Eduhome (086) 214-3378/ 0933-858-8324
Office Motorcycle Bldg., Quintos caraga_surigaodelsur@dole.gov.ph
St., Tandag City, Surigao
Del Sur
Province of Dinagat Purok 5, Brgy. 09507742564
Islands Satellite Office Mahayahay, Municipality caraga_dinagat@dole.gov.ph
of San Jose, Province of
Dinagat Islands
275

DOLE-Citizens-Charter-6th-Edition

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

DOLE-Citizens-Charter-6th-Edition

Uploaded by

Copyright:

Available Formats

I.

The Department of Labor and Employment (DOLE) is the national government

Every Filipino Worker attains full, decent and productive employment

To promote gainful employment opportunities; to develop human resources;

IV. Service Pledge

Through the collaboration of all staff of the Department, we will continue to

 Delivering quality services to the public, in accordance with the procedures

 Offering numbers of venues which include service facilities, hotlines and

 Ensuring to attend promptly to our client’s needs, without qualification, and

CENTRAL OFFICE PAGE

CENTRAL OFFICE PAGE

“Free Legal Advice to DOLE Central Walk-in-Clients” is a public assistance by the

Office or Division: Legal Service-Public Assistance and Complaint Unit (PACU)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Interview Sheet (1 original copy) Legal Service – Public Assistance and

FEES TO PROCESSING PERSON

 Upon the lapse of

4.1. If the client None 5 minutes PACU Officer

Office or Division: Bureau of Labor Relations (BLR)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Duly-filled out, signed and notarized  BLR

2. Get the Order of 2. For complete None 15 minutes Action Officer or

3. Proceed to the 3. Receive payment P70.00 – 30 minutes Cashier

4.3. Upon receipt of None 45 minutes Records Officer

2.1. Receive and None 3 hours Action Officer or

4.2. Forward None 30 minutes Records Officer

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

FEES TO PROCESSING PERSON

1.1. Forward the None 2 hours Office of the

1.4. Division Chief None 1 hour LSRAD Division

 If the claimant of the

Note: The Clearance

TOTAL None 1 day,

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter requesting for certification (1 original Applicant

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON

TOTAL None 1 day

1.8. Check/Review None 1 day BLR Director

1.10. Sign Resolution/ None 15 minutes BLR Director

FEES TO PROCESSING PERSON

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

FEES TO PROCESSING PERSON

1.5. Review Draft None 5 days BLR Director

These step-by-step procedures aims to raise awareness on the process of competitive

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1.2. Conduct Pre- None 1 calendar day BAC Members,

1.3. Post the Bidding Please see 7 calendar BAC Secretariat

1.4. Conduct Pre-Bid None 1 calendar day BAC Members,

1.5. Issue and post None 7 calendar BAC Secretariat

1.8. Conduct Post- None 12 calendar BAC-TWG,

 The BAC shall be

1.9. Prepare the BAC None 15 calendar BAC Secretariat,

Note: Procurement of Goods/Services through Public/Competitive Bidding is covered under

Office or Division: DOLE Library

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1.1. Retrieve None 10 minutes Library Staff

3. Fill-out Feedback 3. Provide None 5 minutes Library Staff

Office or Division: Human Resource Development Service (HRDS) – Personnel

Other Documentary Requirements:

 Maternity Leave Government or private doctor

 Ten-Day Leave under R.A. 9262 (Anti-

FEES TO PROCESSING PERSON

1.1. Evaluate None 1 day Desk Officer

1.3. If leave without None 10 minutes Desk Officer