Citizen's Charter - DOLE

DEPARTMENT OF LABOR AND EMPLOYMENT
CITIZEN’S CHARTER
2020 Edition
1
Message
The Department of Labor and Employment, in keeping with the requirements of Republic Act No. 11032
or the Ease of Doing Business and Efficient Government Service Delivery Act of 2018 and its Implementing
Rules and Regulations, presents this updated Citizen’s Charter showing the Department’s standards in the
delivery of its external and internal services.
This updated Charter defines the simple steps for availing a service, action officer and processing time
for each step as well as the applicable fees and documentary requirements in accordance with the latest
applicable laws, rules and regulations. Also, as we recognize that clients’ feedback are of utmost importance,
the Department also provided herein the Feedback and Complaints Mechanisms.
These are all directed towards attaining client satisfaction which has always been at the core of all the DOLE’s service delivery
improvement efforts.
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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:
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 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.
4
List of Services
Page
Name of Service Classification
Number
CENTRAL OFFICE
External Services
1) Clearing of Fabrication Design of Mechanical Equipment 9-18 Highly Technical
2) Disposition of Appealed Cases Filed with the Bureau of Labor Relations 19-21 Highly Technical
3) Disposition of Original Cases Filed with the Bureau of Labor Relations 22-23 Highly Technical
4) Issuance of Certificate of Appearance for Professional Mechanical Engineer/Professional 24-26 Simple
Electrical Engineer
5) Issuance of Certification from DOLE that a Company Has/Has No Pending Case – for Regional 27 Simple
Office Appealed Labor Relations Cases
6) Issuance of Certification from DOLE that a POEA Licensed Recruitment Agency Has/Has No 28-33 Simple
Recruitment Violation Case Pending Before the Office of the Secretary of Labor and
Employment
7) Issuance of Certification that a Company Has/Has No Pending Labor Standards Case 34-36 Simple
Appealed Before the Office of the Secretary of Labor and Employment
8) Legal Assistance for DOLE Central Office Walk-in Clients 37-39 Simple
9) Registration of Workers Association Operating in More Than One Region and 40-48 Complex
Federation/National Union
CENTRAL OFFICE
Internal Services
1) Borrowing and Returning of Books and Other Reading Materials 50-51 Simple
2) Building Maintenance (Minor Repair) 52-53 Simple
3) Processing of Obligation Request and Status 54-112 Complex
4) Processing of Disbursement Voucher 113-165 Complex
5
Page
Number
5) Processing of Payment thru Modified Disbursement System (MDS)/Commercial Checks/List of 166-169 Simple
Due and Demandable Accounts Payable with Advice to Debit Account (LDDAP-ADA)/Notice of
Transfer of Allocation (NTA)
6) Processing of Leave Application 170-174 Simple
7) Procurement of Goods/Services through Public/Competitive Bidding 175-182 Complex
8) Request for Service Records 183-184 Simple
9) Transfer of Accountability of Property 185 Simple
REGIONAL/PROVINCIAL/FIELD OFFICE
External Services
1) Application for Accreditation of Co-Partner 187-190 Complex
2) Application for Alien Employment Permit (New/Renewal) 191-197 Complex
3) Application for Authority to Operate Branch Office of a Private Employment Agency 198-200 Complex
4) Application for Authority to Recruit 201-202 Complex
5) Application for License to Operate Private Employment Agency (PEA) 203-206 Complex
6) Application for Livelihood Project Assistance 207-211 Complex
7) Application for Job Fair Clearance 212-214 Complex
8) Application for Job Fair Permit 215-218 Complex
9) Application for Sugar Workers’ Death Benefit Claim 219-224 Complex
10) Application for Sugar Workers’ Maternity Benefit Claim 225-230 Complex
11) Application for Working Child Permit 231-238 Simple
12) Issuance of Certificate of Appearance for Professional Mechanical Engineer/Professional 239-241 Simple
Electrical Engineer
13) Issuance of Certificate of Exclusion from Alien Employment Permit 242-244 Simple
14) Issuance of Letter of Approval/Disapproval of Construction Safety and Health Program (CSHP) 245-249 Complex
Application
15) Issuance of Permit to Operate Mechanical Installation/Certificate of Electrical Inspection (CEI) 250-258 Highly Technical
16) Registration of Establishment under Rule 1020 of the Occupational Safety and Health 259-261 Simple
Standards
17) Registration of Collective Bargaining Agreement 262-267 Simple
6
Page
Number
18) Registration of Contractors 268-272 Complex
19) Registration of Union 273-280 Simple
20) Registration of Workers’ Association 281-287 Simple
PHILIPPINE OVERSEAS LABOR OFFICE
External Services
1) Issuance of Overseas Employment Certificate (OEC) at Post 289-290 Simple
2) Verification of Overseas Employment Documents 291-296 Simple
7
Central Office
External Services
8
1) Clearing of Fabrication Design of Mechanical Equipment
To ensure that all locally fabricated boilers and pressure vessels are inspected by DOLE to ensure that the technical details
of the equipment at indicated in the Manufacturer’s Data Report are in accordance with the cleared plan.
Office or Division: DOLE-Bureau of Working Conditions (BWC) – Program Management and Technical
Support Service Division (PMTSSD)
Classification: Highly Technical
Type of Transaction: G2B – Government to Business
Who may avail: Establishments covered are those who fabricate boilers and pressure vessels.
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Covering/Transmittal Letter indicating the applicant’s name and contact Applicant

number (1 original copy)
2. Properly filled-out application form for the mechanical equipment (3 www.dole.gov.ph
original copies)
3. Technical drawings of the mechanical equipment to be fabricated to be Applicant
saved in a CD or USB (3 sets-original)
4. Equipment design computation (1 original copy) Applicant
5. Manufacturer’s Data Report of the mechanical equipment (1 original www.dole.gov.ph
copy)
6. Certificate of Appearance of the signing Professional Mechanical BWC-PMTSSD, DOLE Regional Offices –
Engineer (PME) [1 photocopy] Technical Services and Support Division
CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON
PAID TIME RESPONSIBLE
1. Submit three (3) sets of filled-out 1. Receive the application and None 1-20 units = 30 BWC Officer of
application form with the required evaluate the documents as minutes the Day
attachments and an e-copy in pdf per completeness based on
saved in a CD or USB to the the checklist. 21-50 units = 1
BWC Officer of the Day at the 3 rd hour
floor, Muralla Wing, DOLE
9
Building, Intramuros, Manila. 51-75 units =
1.5 hours
76 units &
more = 2 hours
1.1. If complete, endorse the None 30 minutes BWC Officer of
documents to the Records the Day
Officer for recording.
 If incomplete, return
documents to the applicant.
1.2. Record and attach route None 30 minutes Records Officer
slip. OD Records
1.3. Log the application in the None 1-50 units = 30 Records Officer
PMTSSD Logbook, minutes PMTSSD
specifying the date
received and the number 51-75 units = 1
of units applied for. hour
Provide a copy to OD
Records for 76-100 units =
documentation purposes. 1.5 hours
101 units and

more = 2.5
hours
1.4. Evaluate and study the None 1-5 units = 5 Mechanical
plans and check the hours Engineer/
completeness and Professional
correctness of the 6-10 units = 1 Mechanical
equipment computation day & 2 hrs Engineer
10
design as per the 11-15 units = 1 PMTSSD
Standards used as day & 6 hours
references.
16-20 units = 2
Note: If there are days & 2 hours
deficiencies in the
presentation, return the 21-50 units = 3
application. days & 4 hours
51-75 units = 5
days & 5 hours
76-100 units =
7 days & 2
hours
<101 units = 9
days & 4 hours
1.5. Stamp “Cleared” on every None >5 units = 30 Mechanical
page of the mechanical minutes Engineer/
drawings including the Professional
application form. 6-10 units = 1 Mechanical
hour Engineer
PMTSSD
11-15 units = 2
hours
16-20 units = 3
hours
11
21-50 units =
3.5 hours
51-75 units = 7
hours
76-100 units =
1 day & 4
hours
<101 units = 2
days & 4 hours
1.6. Assign numbers to cleared None >5 units = 30 Mechanical
plans and record the same minutes Engineer/
in the database. Professional
6-10 units = 1 Mechanical
hour Engineer
PMTSSD
11-15 units = 2
hours
16-20 units = 3
hours
21-50 units =
3.5 hours
51-75 units = 7
hours
12
76-100 units =
1 day & 4
hours
<101 units = 2
days & 4 hours
1.7. Clear the mechanical None >5 units = 30 Assigned
plans and the application minutes Professional
form by affixing signature Mechanical
on the space provided. 6-10 units = Engineer
1.25 hours PMTSSD
11-15 units = 3 PMTSSD Chief

hours
6-20 units =
3.5 hours
21-50 units =
5.5 hours
1-75 units = 7
hours
76-100 units =
2 days
<101 units = 2
days and 2
hours
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1.8. Compute the fabrication See Table of >5 units = 30 Mechanical
fees and prepare the Service Fees minutes Engineer/
Order of Payment. and Charges on Professional
pages 18-19. 6-10 units = Mechanical
1.5 hours Engineer
PMTSSD
11-15 units = 2
hours
16-20 units = 3
hours
21-50 units = 4
hours
51-75 units = 1
day & 2 hours
76-100 units =
2 days & 2
hours
<101 units = 3
days
1.9. Prepare transmittal letter None 30 minutes Mechanical
to the applicant and to Engineer/
DOLE RO who has Professional
jurisdiction over the Mechanical
location of the fabrication. Engineer
PMTSSD
14
1.10. Sign the transmittal letter. None 30 minutes BWC Director
2. Pay the assessed fabrication fees 2. Release the cleared None 15 minutes BWC Officer of
as indicated in the Order of fabrication design plans the day
Payment and submit a photocopy after a copy of the OR on
of the OR to the BWC Officer of paid fabrication fees were
the Day. submitted.
Notes:
a. The timeliness of the
payment of the amount
as indicated in the Order
of Payment is beyond
the control of BWC.
b. The cleared fabrication
design plans will be
released to the fabricator
and this shall be included
as documents when the
fabricated equipment will
be sold to a client. BWC
has no control as to
whom the equipment be
sold and as to when.
c. During the fabrication
process, DOLE
Technical Inspector will
conduct spot check if
there are changes in the
specifications as
15
indicated in the Cleared
Plans.
TOTAL Applicable >5 Units = 1
Service Fees day, 1.5
and Charges hours, 15
minutes
6-10 Units = 2
days, 1.25
hours, 15
minutes
11-15 Units =
3 days, 1
hour, 15
minutes
16-20 Units =
4 days, 15
minutes
21-50 Units =
7 days, 15
minutes
51-75 Units =
10 days, 15
minutes
16
76-100 Units =
15 days, 15
minutes
<101 Units =
20 days, 15
minutes
Service Fees and Charges:
Amount
Office Nature of Fees/Charges Legal Bases (In Peso Unless
Otherwise Stated)
Bureau of Working Steam Boiler Fabrication Plan Rule1970 of the OSHS
Condition (BWC) / Checking Fee MOA between DOLE &
Regional Offices (ROs) Up to 50 hp DPWH Office of the 100.00
Over 50 to 200 hp Prime Minister Memo 320.00
Over 200 to 500 hp dated July 19, 1983 560.00
Over 500 hp 950.00
Steam Boiler Fabrication Fee D.O. No. 1, s. 1991 as
Examination and Inspection amended by D.O. No. 1-
Up to 10 ph A, S. 1991 D.O. No. 23, 200.00
Over 10 to 20 hp S. 1994 230.00
Over 20 to 30 hp 270.00
Over 30 to 40 hp 320.00
Over 40 to 50 hp 380.00
Over 50 to 60 hp 475.00
Over 60 to 70 hp 540.00
Over 70 to 80 hp 570.00
Over 80 to 90 hp 620.00
Over 90 to 100 hp 670.00
17
Amount
Office Nature of Fees/Charges Legal Bases (In Peso Unless
Otherwise Stated)
For each hp or a fraction 3.00
thereof in excess of 100 hp
Bureau of Working Pressure Vessel Fabrication Plan Rule 1970 of the OSHS
Condition (BWC) / Checking Fee MOA between DOLE &
Regional Offices (ROs) Up to 5 cubic feet (c f) DPWH Office of the 25.00
Up to 5 to 10 c f Prime Minister Memo 40.00
Over 10 to 30 c f dated July 19, 1983 D.O 50.00
Over 30 to 50 c f No. 1, s. 1991 as 65.00
Over 50 to 100 c f amended 80.00
For every c f or a fraction 1.50
thereof in excess of 100 c f
Pressure Vessel Fabrication Rule 1970 of the OSHS
Examination and Inspection Fee MOA between DOLE &
Up to 5 cubic feet (c f) DPWH Office of the 25.00
Up to 5 to 10 c f Prime Minister Memo 40.00
Over 10 to 30 c f dated July 19, 1983 D.O 65.00
Over 30 to 50 c f No. 1, s. 1991 as 80.00
Over 50 to 100 c f amended 115.00
For every c f or a fraction 8.00
thereof in excess of 100 c f
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2) 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)
Type of Transaction: G2C – Government to Citizen
G2B – Government to Business
Who may avail:  Authorized representative of legitimate labor organization
 Employers
 Employee
 Members of labor organizations
Entire Case Records (1 copy) in the Regional Office that includes the Med-Arbitration and Legal Services Unit
following: (MALSU)/Records Section in the DOLE Regional
Office
1. All pleadings filed by the parties;
2. Minutes of hearings/conferences;
3. Order/Resolution issued either by the DOLE Regional Office Mediator-
Arbiter or Regional Director;
4. Audit Report made by Regional Audit Examiner, whenever applicable;
5. Annexes/supporting documents submitted by the parties to
substantiate their allegations/defenses.
1. Submit Memorandum of Appeal to 1. Receive and prepare None 1 day Records Officer
Records Section of DOLE transmittal of entire records Office of the
Regional Office. to Bureau of Labor Regional Director
Relations.
19
See VII. List of Offices for the
office address of DOLE Regional
Offices.
1.1. Receive and record None 15 minutes Records Officer
documents. Office of the BLR
Director
1.2. Conduct initial evaluation None 1 day BLR Director
of the appeal.
1.3. Check completeness of None 1 day Action Officer or
transmitted documents, Alternate
assign docket number BLR-ARU
and assign case to Med-
Arbiter.
1.4. Conduct evaluation of the None 10 days Mediator-Arbiter
case. If the issues are not BLR-ARU
clarified, conduct
Clarificatory Conference.
1.5. Draft Resolution/Decision. None 5 days Mediator-Arbiter
BLR-ARU
1.6. Review Resolution/ None 5 days BLR Director
Decision.
1.7. Revise/finalize reviewed None 1 day Mediator-Arbiter
drafts. BLR-ARU
1.8. Check/Review the None 1 day BLR Director
revised/finalized draft.
1.9. Format finalization and None 30 minutes Action Officer or
printing of finalized draft. Alternate
BLR-ARU
20
1.10. Sign Resolution/Decision. None 15 minutes BLR Director
2. Receive the Resolution/Decision. 2. Release the Resolution/ None 1 day Action Officer or
Decision to the parties Alternate
concerned.* BLR-ARU
TOTAL None 26 days, 1
hour
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.
21
3) 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 Certificate of Non-Forum Shopping; Petitioner or Complainant

(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 Complaint to 1. Receive and record the None 10 minutes Records Officer
the Records Section, Office of the Petition or Complaint. Office of the BLR
th
BLR Director located at 6 Floor, Director
BF Condominium, A. Soriano Ave. 1.1. Conduct initial evaluation None 15 minutes BLR Director
cor. Solana St., Intramuros, of the Petition or
Manila. Complaint.
22
1.2. Assign docket number and None 1 day Action Officer or
assign case to Med- Alternate
Arbiter. BLR-ARU
1.3. Conduct preliminary None 25 days Mediator-Arbiter
conference and BLR-ARU
hearings/Submit
pleadings/position papers.
1.4. Draft Resolution/Decision. None 5 days Mediator-Arbiter
BLR-ARU
1.5. Review Resolution/ None 5 days BLR Director
Decision.
1.6. Revise/finalize reviewed None 3 days Mediator-Arbiter
drafts. BLR-ARU
1.7. Check/Review the None 2 days BLR Director
revised/finalized draft.
1.8. Format finalization and None 30 minutes Action Officer or
printing of finalized draft. Alternate
BLR-ARU
1.9. Sign Resolution/Decision. None 15 minutes BLR Director
2. Receive the Resolution/Decision. 2. Release the Resolution/ None 1 day Action Officer or
Decision to the parties Alternate
concerned.* BLR-ARU
hour, 10
minutes
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.
23
4) 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.
Office or Division: Bureau of Working Conditions

Classification: Simple
Who may avail: Professional Mechanical Engineers and Professional Electrical Engineers
1. Valid Professional Tax Receipt (1 photocopy) Local Government Unit (LGU) – Treasury Office
2. Professional Regulation Commission (PRC) License (1 photocopy) Professional Regulation Commission (PRC) –
Licensure and Registration Division
3. Original Copy of valid Professional Tax Receipt and PRC License (for LGU – Treasury Office
presentation only) PRC – Licensure and Registration Division
1. PME/PEE to personally appear 1. Check completeness of the None 10 minutes BWC Officer of
and submit the complete required documents. the Day
rd
requirements at the 3 floor,
Muralla Wing, DOLE Building,
Intramuros, Manila.
2. Affix 3 specimen signatures on the 2. If requirements are None 5 minutes BWC Officer of
photocopy of the PRC License. complete, require the the Day
PME/PEE to affix three (3)
specimen signatures on the
photocopy of the PRC
License.
24
3. Log in the PME/PEE information 3. Provide the logbook to the None 5 minutes BWC Officer of
logbook. applicant for entry of the Day
required information in the
PME/PEE information
logbook.
4. Get the claim stub. b. Issue claim stub. Forward None 10 minutes BWC Officer of
the document to BWC Focal the Day
Person.
 If the presented
requirements are incomplete,
return to the applicant for
resubmission and indicate
lacking requirements.
4.1. Validate applicant’s None 6 hours, 30 Focal Person
information/documents. If minutes Program
in order, prepare the Management,
Certificate of Appearance Technical
and submit complete Services and
documents to the Office of Support Division
the Director. (PMTSSD)
4.2. Sign the certificate of None 30 minutes BWC Director or
appearance. authorized
representative
 If not in order or if there is
misrepresentation,
endorsement letter to be
sent to Legal Service for
appropriate action.
25
c. Receive the Certificate of 5. Release the Certificate of None 15 minutes Focal Person
Appearance. Appearance with official dry (PMTSSD)
seal.
If the claimant of the requested
service is 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
present original for verification
purposes).
TOTAL None 7 hours, 45
minutes
26
5) 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
G2G – Government to Government
Who may avail: Employers, labor organizations, workers, government agency
Letter requesting for certification (1 original copy) Applicant

1. Submit letter request to BLR- 1. Receive letter request. None 15 minutes Records Officer
ARU located at 6th Floor, BF Office of the BLR
Condominium, A. Soriano Ave. Director
cor. Solana St., Intramuros, 1.1. Process request and print None 5 hours Action Officer or
Manila. certification. Alternate
BLR-ARU
1.2. Review and sign the None 2 hours BLR Director
Certificate.
2. Receive Certificate. 2. Release Certificate either None 45 minutes Action Officer or
thru courier or pick-up and Alternate
file a copy of the BLR-ARU
certification.
TOTAL None 1 day
27
6) Issuance of Certification from DOLE that a POEA Licensed Recruitment Agency Has/Has No
Recruitment Violation Case Pending Before the Office of the Secretary of Labor and Employment
The Certification is issued to POEA Licensed Recruitment Agencies for renewal of license and withdrawal of Escrow
Deposit.
Office or Division: Legal Service (LS) Case Review and Investigation Division (CRID)
Who may avail: POEA Licensed Recruitment Agencies
For renewal of license and other purpose:

1. Written request for Certificate of no recruitment violation case pending Client
before the Office of the Secretary of Labor and Employment (1 original
copy)
2. Company ID or Government issued ID of the requesting party Company/SSS/DFA/LTO/PHLPOST/OSCA,
(1 photocopy) COMELEC/PRC/DOLE/OWWA/MARINA/BIR/
Pag-IBIG, PhilHealth
3. Notarized Special Power of Attorney, if the requesting party is not the Principal
owner or partner of the recruitment agency (for Sole Proprietorship and
Partnership) (1 original copy)
4. Notarized Secretary’s Certificate authorizing the requesting party to Board of Directors of the Corporation
secure the Certification of no pending case for the company (for
Corporation) (1 original copy)
For withdrawal of Escrow Deposit:
1. Written request for Certificate of no recruitment violation case pending Client
before the Office of the Secretary of Labor and Employment (1 original
copy)
2. Company ID or Government issued ID of the requesting party Company/SSS/DFA/LTO/PHLPOST/OSCA,
28
(1 photocopy) COMELEC/PRC/DOLE/OWWA/MARINA/BIR/
Pag-IBIG, PhilHealth
3. Duly executed/signed Escrow Agreement (1 original copy or certified Bank where the fund is deposited
true photocopy)
4. Notarized Special Power of Attorney, if the requesting party is not the Principal
owner or partner of the recruitment agency (for Sole Proprietorship and
Partnership) [1 original copy]
5. Notarized Secretary’s Certificate authorizing the requesting party to Board of Directors of the Corporation
secure the Certification of no pending case for the company (for
Corporation) [1 original copy]
For Renewal of License and Other Purpose:
1. Submit complete required 1. Receive the documents None 5 minutes
documents at the Office of the submitted by the client and
Director, Legal Service located at assign specific identification
th
6 Floor, DOLE Building, Muralla number to the request.
corner General Luna Streets,
Administrative
Intramuros, Manila.
Assistant I (or
2. Wait for the advice of the 2. Assess the application and None 10 minutes
designated
receiving officer as to check the completeness of
Alternate)
completeness of the submitted the required documents.
Office of the
documents and the date/time of Immediately inform the client
Director
release of the requested of any deficiency in the
Legal Service
Certification. documents submitted and
advise them to complete the
requirements upon claiming
the Certificate.
29
3. Get the acknowledgement 3. Issue acknowledgment None 5 minutes Administrative
receipt/claiming stub. receipt to the client that also Assistant I (or
serves as claiming stub. designated
Indorse to CRID Records Alternate)
Officer. Office of the
Director
Legal Service
3.1. Process the request.
Verify with database if
there is/no pending case. Records Officer III
Draft Certification with CRID
None 2 hours
initials. Submit to the CRID (or designated
Chief (or Section Head in Alternate)
the absence of the CRID
Chief) for review.
3.2. Evaluate the draft
Certification with
Attorney V (Chief)
documents submitted and
CRID
recommend for approval of None 3 hours
(or designated
LS Director. Submit to the
Alternate)
Office of the LS Director or
alternate for approval.
3.3. Review for approval of the None 4 hours Director IV (or his
Certification. authorized
signatory)
Office of the
Director Legal
Service
30
4. Give the claiming stub to the 4. Release the Certificate to None 15 minutes Administrative
releasing officer at the Case requesting party or to an Assistant III
Review and Investigation authorized representative CRID (or
Division, claim the Certificate and equipped with the proper designated
sign in the logbook as a proof of Special Power of Attorney or Alternate)
receipt of the Certificate. Secretary’s Certificate.
TOTAL None 1 day, 1 hour,
35 minutes
For Withdrawal of Escrow Deposit:
1. Submit complete required 1. Receive the documents None 5 minutes
documents at the Office of the submitted by the client and
Director, Legal Service located at assign specific identification
6th Floor, DOLE Building, Muralla number to the request.
corner General Luna Streets,
Intramuros, Manila.
2. Wait for the advice of the 2. Assess the application and None 10 minutes Administrative
receiving officer as to check the completeness of Assistant I (or
completeness of the submitted the required documents. designated
documents and the date/time of Immediately inform the client Alternate)
release of the requested of any deficiency in the Office of the
Certification. documents submitted and Director
advise them to complete the Legal Service
requirements upon claiming
the Certificate.
3. Get the acknowledgement 3. Issue acknowledgment None 5 minutes
receipt/claiming stub. receipt to the client that also
serves as claiming stub.
Indorse to CRID Records
Officer.
31
3.1. Process the request. None 2 hours Records Officer III
Verify with database if CRID
there is/no pending case. (or designated
Draft Certification with Alternate)
initials. Submit to the
CRID Chief (or Section
Head in the absence of
the CRID Chief) for
review.
3.2. Evaluate the draft None 3 hours Attorney V (Chief)
Certification with CRID
documents submitted and (or designated
recommend for approval Alternate)
of LS Director. Submit to
the Office of the LS
Director or alternate for
approval.
3.3. Review for approval of None 4 hours Director IV (or his
the Certification. authorized
signatory)
Office of the
Director Legal
Service
4. Give the claiming stub to the 4. Release the Certificate to None 15 minutes Administrative
releasing officer at the Case requesting party or to an Assistant III
Review and Investigation Division, authorized representative CRID (or
claim the Certificate and sign in equipped with the proper designated
the logbook as a proof of receipt Special Power of Attorney or Alternate)
of the Certificate. Secretary’s Certificate.
32
TOTAL None 1 day, 1 hour,
35 minutes
33
7) Issuance of Certification from DOLE 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, renewal of license, accreditation or registration purposes.
Office or Division: Bureau of Working Conditions (BWC) – Labor Standards Review and Appeals
Division (LSRAD)
G2C – Government to Client
Who may avail: Any entity registered and operating in the Philippines which is required by another
entity to acquire the certification
1. Duly accomplished Application Form (Request for Certification that a  BWC Officer of the Day
Company Has/Has No Pending Case Application Form) [1 copy]  www.bwc.dole.gov.ph
2. Letter request indicating purpose of request for certification (1 copy) Requesting Entity
3. Official receipt of the bidding fee (if for bidding purposes) [1 photocopy] Requesting Entity
4. Official list of requirement from requesting company showing that the Requesting Entity
DOLE clearance is being required (1 photocopy)
5. DOLE Registration under Rule 1020 (1 photocopy) Requesting Entity
6. DOLE Registration under D.O. 174-17, if the requesting company is a Requesting Entity
contractor/subcontractor (1 photocopy)
1. Submit the complete required 1. Check the completeness of None 15 minutes BWC Officer of
documents to the BWC Officer of the form and documentary the Day
the Day at the 3rd Floor, Muralla requirements.
Wing, DOLE Building,
Intramuros, Manila.
34
For complete documents:
2. Get the claim stub indicating the 2. Issue claim stub indicating None 10 minutes BWC Officer of
release date of the Certificate. the date of release of the Day
certificate.
 If application and/or
documents are not complete,
return to client indicating the
lacking requirement/s and
explain, as may be
necessary. Application is
deemed not filed.
2.1. Forward the Application None 1 day Office of the
Form with complete Director Staff
documentary requirements
to the Office of the Director
for recording and
endorsement to LSRAD.
2.2. Check with the Case None 1 day LSRAD Focal
Inventory for any pending Person
case and prepare the
Certificate to be signed by BWC Director
the BWC Director.
3. Return to the BWC on the 3. Release the Certificate on None 15 minutes BWC Officer of
scheduled date of release of the the scheduled release date. the Day
Certificate. Present the claim stub
to the Officer of the Day and get
the Certificate.
35
Notes:
a. If the claimant of the Certificate is
other than the one who filed the
application, submit the letter of
authorization together with his/her
photocopy of ID (Filer/Applicant
and Authorized Representative -
to present original for verification
purposes).
b. The Certificate can be claimed

only up to 1 month from the date
of its scheduled release,
otherwise, file a new application.
minutes
36
8) 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)

Who may avail: Walk-in Clients/General Public
Interview Sheet (1 original copy) Legal Service – Public Assistance and Complaint
Unit
1. Log in to the PACU logbook. 1. Give the logbook to the None 3 minutes PACU Staff
client.
2. Get the interview sheet, queuing 2. Give interview sheet, None 3 minutes PACU Staff
number and feedback form. queuing number and
feedback form.
3. Fill-out and submit the interview 3. Collect interview sheet and None 3 minutes PACU Staff
sheet. Wait for turn. forward to PACU Officer.
37
 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 Officer about 4. Conduct interview and None 30 minutes PACU Officer
the query or request for render legal advice. (for simple
assistance. issues)
 Simple – one to two issues
requiring analysis and 2 hours
application of basic laws and (for complex
general labor laws. issues)
 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 requires other None 5 minutes PACU Officer
assistance, issue referral
form.
38
5. Accomplish the feedback form 6. Encourage client to None 2 minutes PACU Staff
and drop in the designated box. accomplish feedback form.
TOTAL None Simple Issues
– 46 minutes
Complex
Issues – 2
hours, 16
minutes
39
9) 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 Application Form for Registration of  BLR
Workers’ Association Operating in More Than One  www.blr.dole.gov.ph
Region/Federation/National Union  https://blr-ours.dole.gov.ph
40
2. Name of the applicant association’s officers and their respective Applicant association
addresses
3. Minutes of the organizational meeting/s Applicant association
4. List of members who participated in the organizational meeting/s Applicant association
5. Financial reports of the applicant organization if it has been in existence Applicant association
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 association
7. Names of ratifying members Applicant association
8. Minutes of adoption or ratification of the constitution and by-laws and Applicant association
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 association, duly approved Applicant association
by its board of directors
For Federation/National Union –
manual registration
 1 original copy for all application requirements for online
registration
1. Duly-filled out, signed and notarized Application Form for Registration of  BLR
Federation/National Union  www.blr.dole.gov.ph
 https://blr-ours.dole.gov.ph
2. Name of the applicant labor union’s officers and their respective Applicant labor union
addresses
3. Minutes of the organizational meeting/s Applicant labor union
4. List of employees who participated in the organizational meeting/s Applicant labor union
5. Annual financial reports if the applicant union has been in existence for Applicant labor union
one year or more years, unless it has not collected any amount from the
41
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 ratification of CBL. The list of Applicant labor union
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)
9. Resolution of affiliation of at least ten (10) legitimate labor Applicant labor union
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 complete required 1. Receive and review the None 5 days Action Officer or
documents at the BLR-Union application for registration. Alternate
Registration and Workers BLR-URWED
Empowerment Division (URWED)  If documentary requirements
located at 6th Floor, BF are incomplete and/or not in Division Chief
Condominium, A. Soriano Ave. order, notify the applicant in BLR-URWED
cor. Solana St., Intramuros, writing of the lacking
Manila. requirement/s and to
complete the same within
thirty (30) days from receipt
of notice. Otherwise, the
42
application shall be deemed
denied without prejudice to
its re-filing.
2. Get the Order of Payment. 2. For complete documents, None 10 minutes Action Officer or
issue Order of Payment. Alternate
BLR-URWED
 If documentary requirements
are incomplete and/or not in
order, notify the applicant in
writing of the lacking
requirement/s and to
its re-filing.
3. Proceed to the Cashier located at 3. Receive payment and issue P70.00 – 15 minutes Cashier
the 2nd Floor, DOLE Building, OR. registration fee Administrative
Muralla cor. Gen Luna Sts., Service-
Intramuros, Manila. Present the Cash Division
Order of Payment, pay the
registration fee and receive
Official Receipt (OR).
4. Return to BLR-URWED and 4. Receive OR. None 10 minutes Action Officer or
submit OR to the Action Officer. Alternate
BLR-URWED
4.1. Print Certificate of None 1 day Action Officer or
Registration to be signed Alternate
by the Bureau Director or BLR-URWED
43
his/her alternate signatory. Division Chief
BLR-URWED
BLR Director
4.2. Forward Certificate of None 15 minutes Records Officer
Registration to the upon receipt of BLR-URWED
Undersecretary for Labor signed
Relations and Office of the documents
Secretary for endorsement from the Office
and signature. of the Director
4.3. Upon receipt of signed None 30 minutes Records Officer
Certificate of Registration, BLR-URWED
affix seal, scan OR, signed
Certificate of Registration
and all registration
requirements and update
database.
5. Sign in the Registration Logbook. 5. Record the application and None 10 minutes Records Officer
let the applicant sign in the BLR-URWED
Registration Logbook (for
pick-up).
6. Receive Certificate of 6. Release the Certificate of None 15 minutes Records Officer
Registration. Registration either thru BLR-URWED
courier or for pick-up.
6.1. Log-in to https://blr- None 4 hours Action Officer or
ours.dole.gov.ph, change Alternate
status to “Application BLR-URWED
Approved”, encode and
upload scanned copy of Statistician II
Certificate of Registration BLR-URWED
44
& OR and change status
to “Released”.
TOTAL P70.00 6 days, 5
hours, 45
minutes
Online Registration:
1. Log in to None
https://blr-ours.dole.gov.ph, select
and fill-up Workers’ Associations
Operating in more than one
region/ Federation/National Union
Application Form and upload
documentary requirements.
1. Log in to https://blr- None 4 days Action Officer or
ours.dole.gov.ph, open and Alternate
review the application for BLR-URWED
registration submitted online.
Division Chief
BLR-URWED
2. Receive notification. 2. For complete documents, None 10 minutes Action Officer or
notify the applicant when to Alternate
go to DOLE to submit signed BLR-URWED
and notarized application
form, original documents
submitted online.
order, notify the applicant
thru the “Message Section”
45
to complete the application
within thirty (30) days from
receipt of notice. Otherwise,
the application shall be
deemed denied without
prejudice to its re-filing.
3. Proceed to BLR-URWED located 3. Receive and validate None 2 hours Action Officer or
at the 6th Floor, BF Condominium, documents uploaded online Alternate
A. Soriano Ave. cor. Solana St., vis-à-vis the original BLR-URWED
Intramuros, Manila on scheduled documents presented.
date and submit the Division Chief
signed and notarized application BLR-URWED
form and original documents
uploaded online.
4. Get the Order of Payment. 4. If documents are in order, None 10 minutes Action Officer or
Issue Order of Payment. Alternate
BLR-URWED
 If not in order, return to
applicant for completion.
5. Proceed to the Cashier located at 5. Receive payment and issue P70.00 – 15 minutes Cashier
the 2nd Floor, DOLE Building, OR. registration fee Administrative
Muralla cor. Gen Luna Sts., Service-
Intramuros, Manila. Present the Cash Division
Order of Payment, pay the
6. Return to BLR-URWED and 6. Receive OR. None 10 minutes Action Officer or
submit OR to the Action Officer. Alternate
BLR-URWED
46
6.1. Print Certificate of None 1 day Action Officer or
by the Bureau Director or BLR-URWED
his/her alternate signatory.
Division Chief
BLR-URWED
BLR Director
6.2. Forward Certificate of None 15 minutes upon Records Officer
Registration to the receipt of signed BLR-URWED
Undersecretary for Labor documents from
Relations and Office of the the Office of the
Secretary for endorsement Director
and signature.
6.3. Upon receipt of signed None 30 minutes Records Officer
Certificate of Registration, BLR-URWED
affix seal, scan OR, signed
and all registration
requirements and update
database.
7. Sign in the Registration Logbook. 7. Record the application and None 10 minutes Records Officer
let the applicant sign in the BLR-URWED
Registration Logbook (for
pick-up).
8. Receive Certificate of 8. Release the Certificate of None 10 minutes Records Officer
Registration. Registration either thru BLR-URWED
courier or for pick-up.
8.1. Log-in to https://blr- None 1 hour Records Officer
ours.dole.gov.ph, change BLR-URWED
47
status to “Application Statistician II
Approved”, encode and BLR-URWED
upload scanned copy of
to “Released”.
TOTAL P70.00 – 5 days, 4
registration fee hours, 50
minutes
48
Central Office
Internal Services
49
1) 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 Employees Borrower
ii. Non-DOLE Employee Borrower
 Valid Identification Card (any government issued ID)
 If student, school ID/signed Request Letter signed Request Letter – Authorized faculty/school
librarian
Borrowing of Books:
1. Register at the Library Counter 1. Provide the Library Users None 5 minutes Library Staff
located at the Ground Floor, Blas Logbook to client and
F. Ople Hall, Intramuros, Manila. require presentation of valid
Present requirements and inform identification card/Request
the Library Staff of the needed Letter.
book/material. 1.1. Retrieve books/materials. None 10 minutes Library Staff
2. Fill-out book card and receive 2. Request the borrower to fill- None 5 minutes Library Staff
book or material/Get referral slip. out book card, inform the
return due date and release
50
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 Form and drop 2. Provide Feedback Form. None 5 minutes Library Staff
in the designated box. 2.1. Record/Check out None 5 minutes Library Staff
borrowed books in the
library automation
database/system.
TOTAL None 30 minutes
Returning of Books:
4. Register at the Library Counter 3. Request client/ borrower to None 5 minutes Library Staff
and return books/materials. register and receive returned
books/materials.
3.1. Update records in the None 5 minutes Library Staff
library automation
database/system.
3.2. Shelve books/materials. None 5 minutes Library Staff
51
2) 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 Request for Repair Form AS–BA
(1 original copy)
1. Submit Inspection Report and 1. Receive accomplished None 10 minutes Administrative
Request for Repair Form to the Request Form. Aide/Officer
AS-BA located at the 2nd floor, AS-BA
Muralla Wing, DOLE Building, 1.1. Conduct ocular inspection None 30 minutes Administrative
Intramuros, Manila. to determine the scope of Aide/Officer/
repair to be done and Section Head
prepare Inspection Report. AS-BA
1.2. Check availability of None 10 minutes Administrative

materials on stock. Aide/Officer
AS-BA
 If available, release Note:
materials and undertake Processing
52
repair jobs. If unavailable, time in the
notify end-user to conduct of the
purchase needed repair jobs will
materials. depend on the
scope of work
to be done.
2. Sign the Certificate of Completion 2. Receive Certificate of None 10 minutes Administrative
portion of the Request for Repair Completion from end-user. Aide/Officer
Form and submit to AS-BA. AS-BA
TOTAL None 1 hour + the
number of
hours/days
per scope of
work
53
3) 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

Type of Transaction: G2G – Government to Government
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 copies] Claimant/Concerned Program Manager/end-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 certified by the Budget
Officer (1 photocopy)
54
b. Obligations properly charged against available allotment by the

Chief Accountant (1 photocopy)
c. Certificate of Availability of Funds issued by the Chief Accountant
(1 photocopy)
d. Certificate of availability of cash and completeness of the
supporting documents in the Disbursement Voucher (1
photocopy)
e. Legality of transaction and conformity with existing rules and
regulations. The requesting and approving officials shall ensure
that the disbursements of government funds are legal and in
conformity with applicable rules and regulations (1 photocopy)
f. Proper evidence to establish validity of 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)
g. Approval of the disbursement by Head of Office or by his duly
authorized representative (1 photocopy)
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 issued by the Head of
the Agency or his duly authorized representative indicating
the maximum accountability and purpose of cash advance-
55
for initial cash advance (1 photocopy)

 Certification from the Accountant that previous cash
advances have been liquidated and accounted for in the
books (1 photocopy)
 Approved application for bond 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 payment (1 photocopy)
 Approved Payroll or list of payees indicating their net
payments (1 photocopy)
 Approval/authority (presidential directive or legislative
enactment) or legal basis to pay any
allowance/salaries/wages/fringe benefits (1 photocopy)
 Daily Time Record (DTR) approved by the supervisor (1
photocopy)
1.1.2. Petty Cash Fund (PCF)
 Approved estimates of petty expenses for one month (1
photocopy)
1.1.3. Field/Activity Current Operating Expenses (COE)
 Approved Budget for COE of the agency field office or
56
agency activity in the field (1 photocopy)

1.1.4. Traveling Allowances
1.1.4.1. Local Travel
 Office Order/Travel Order approved in accordance with
Section 3 of EO No. 298 (1 photocopy)
 Duly approved itinerary of travel (1 photocopy)
 Certification from the 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 Sections 1 and 2 of EO No. 459 dated
September 1, 2005 (1 photocopy)
o As approved by the Office of the President in case of
the following officials:
- Members of the cabinet and officials of equivalent
rank
o As approved by the respective heads of agencies in
the case of other government officials and employees
regardless of the length of travel:
- National agencies – Department Secretaries or their
equivalents
 Letter of invitation of host/sponsoring country/agency/
organization (1 photocopy)
57
 For plane fare, quotations of three travel agencies or its

equivalent (1 photocopy)
 Flight itinerary issued by the airline/ticketing office/travel
agency (1 photocopy)
 United Nations Development 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 to peso exchange rate at
the date of grant of cash advance (1 photocopy)
 Where applicable, authority from the OP to claim
representation expenses (1 photocopy)
 In case of seminars/trainings
o Invitation addressed to the agency inviting
participants issued by the foreign country (1
photocopy)
o Acceptance of the nominees as participants issued by
the foreign country (1 photocopy)
o Programme Agenda and Logistics Information (1
photocopy)
books (1 photocopy)
1.2. Liquidation/Replenishment of Cash Advances/Reimbursement
of Expenses
58
1.2.1. PayrollFund for Salaries, Wages, Allowances, Honoraria

 Report of Disbursement certified correct by the
accountable officer (1 photocopy)
 Approved payrolls/vouchers duly acknowledged/signed by
the payee/s (1 photocopy)
 Approved daily time records (DTRs) or Certificate of
Service (1 photocopy)
 Approved application for leave (1 photocopy)
 In case of payment of personnel under the “job order”
status, duly verified/accepted accomplishment report (1
photocopy)
 Official Receipt (OR) in case of refund for unclaimed
salaries (1 photocopy)
 Authority from the claimant and identification documents,
if claimed by person other than the payee (1 photocopy)
 Such other pertinent supporting documents as are
required by the nature of expense
1.2.2. Petty Cash Fund
 Summary of Petty Cash Vouchers (1 photocopy)
 Report of Disbursements (1 photocopy)
 Petty Cash Replenishment Report (1 photocopy)
 Approved purchase request with certificate of Emergency
Purchase, if necessary (1 photocopy)
59
 Bills, receipts, sales invoices (1 photocopy)

 Certificate of inspection and acceptance (1 photocopy)
 Report of waste Materials in case of replacement/repair (1
photocopy)
 Approved trip ticket, for gasoline expenses (1 photocopy)
 Canvass from at least three suppliers for purchases
involving P1,000 and above, except for purchases made
while on official travel (1 photocopy)
 Summary/Abstract of Canvass (1 photocopy)
 Petty Cash Vouchers duly accomplished and signed
 OR in case of refund (1 photocopy)
 For reimbursement of toll receipts (1 photocopy)
 Toll Receipts
 Trip tickets
 Such other supporting 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
1.2.4. Traveling Expenses
60
 Paper/electronic plane, boat or bus tickets, boarding

pass, terminal fee (1 photocopy)
 Certificate of appearance/attendance (1 photocopy)
 Copy of previously approved itinerary of travel (1
photocopy)
 Revised or supplemental Office Order or any proof
supporting the change of schedule (1 photocopy)
 Revised Itinerary of Travel, if the previous approved
itinerary was not followed (1 photocopy)
 Certification by the Head of 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 photocopy)
 Reimbursement Expense Receipt (RER) (1 photocopy)
 OR in case of refund of excess cash advance (1
photocopy)
 Certificate of Travel Completed (1 photocopy)
 Hotel room/lodging bills 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
61
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 photocopy)
 Paper/electronic plane tickets, boarding pass, boat or
bus ticket(1 photocopy)
 Certificate of appearance/attendance for
training/seminar participation (1 photocopy)
 Bills/receipts for non-commutable representation
expenses approved by the President under Section 13
of EO No. 248 (1 photocopy)
 For reimbursement of actual travel expenses in excess
of the prescribed rate (EO No. 298):
o Approval by the President (1 photocopy)
o Certification from the Head of Agency that it is
absolutely necessary (1 photocopy)
o Revised Itinerary of Travel, if applicable (1
photocopy)
o Narrative report on trip undertaken/Report on
Participation (1 photocopy)
o OR in case of refund of excess cash advance (1
photocopy)
o Certificate of Travel Completed (1 photocopy)
o Liquidation Report (1 photocopy)
62
2.0. Fund Transfers to Non-Government Organizations/People’s

Organizations (NGOs/POs)
2.1. Release of Funds
 Approved Summary of Budgetary Requirements detailing
the items of expenditure/disbursement to be incurred in the
program/project (1 photocopy)
 List of priority projects which may be implemented by the
NGO/PO published in the newspaper, agency website,
bulletin board and the like (1 photocopy)
 Accreditation of the NGO/PO by the Bids and Awards
Committee (BAC) of the grantee agency (1 photocopy)
 Results of evaluation of financial and technical capability of
selected NGO/PO (1 photocopy)
 Performance security for infrastructure project (1
photocopy)
 NGO/PO proposal or application for funding accompanied
by:
o Certificate of registration from 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 or Articles of Cooperation
as 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
63
authenticated copy)
o Audited financial reports for the past three years
preceding the 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 business, if any (1 photocopy)
o Work and Financial Plan (WFP), and sources and Details
of Proponent’s Equity Participation in the Project (1
photocopy)
o Complete project proposal approved/signed by officers
(1 photocopy)
o List and/or photographs of similar projects previously
completed, if any, indicating the source of funds for
implementation (1 photocopy)
o Sworn affidavit of the secretary 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 has equity equivalent to
20 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)
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 Certification from the 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 (MOA) incorporating therein
the following terms and provisions: (1 photocopy)
o Project name, intended beneficiaries, benefits to be
delivered, project cost estimates, brief description of
project and its site/location;
o Systems and procedures to 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 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 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
65
been submitted);
o Specific period to liquidate the funds granted to NGO/PO
with the GO;
o In case of construction projects like school buildings,
housing and other similar structures, and acquisition of
assets like vehicles and equipment, a stipulation of
turnover of ownership of the infrastructure or fixed asset
(in the procurement of any type of asset out of
government funds, the NGO/PO shall conduct simple
bidding or canvass to ensure the best terms and quality
of purchase);
o In case the asset shall be 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 project implementation and
verification of financial records and reports of the
NGO/PO by the GO;
o Visitorial audit by the officials and personnel of the COA
authorized to perform the audit under an approved office
order;
o Institution of legal action by the 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;
66
o In case of the dissolution of the 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 of a separate
savings/current account for each fund received from the
GO; and
o The return by the NGO/PO to 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, indicating the summary of
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 (1 photocopy)
 Inspection report and certificate of project completion issued
by the GO authorized representative (1 photocopy)
 List of beneficiaries with their signatures signifying their
acceptance/acknowledgment of the
project/funds/goods/services received (1 photocopy)
67
 Proof of verification by the GO official of the validity of the

documents submitted by the NGO/PO (1 photocopy)
 OR issued by the granting GO acknowledging return by the
NGO/PO of any unutilized/excess amount of cash advance,
including interest, if any (1 photocopy)
 List of equipment/vehicles 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 equipment and projects (1
photocopy)
 In case of dissolution of the recipient NGO/PO, in addition
to the OR acknowledging return of unutilized amount, copy
of the vouchers paid by the NGO/PO (1 photocopy)
2.3. Staggered Release of Funds to NGO/PO
 Duly approved Schedule of Fund Release to NGO/PO (1
photocopy)
 Interim Fund Utilization Report on 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)
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 List of beneficiaries of previous releases with their

signatories signifying their acceptance/acknowledgment of
the project funds/goods/services (1 photocopy)
3.0. Fund Transfers
3.1. Transfer of Funds to Implementing Agencies
3.1.1. Transfer
Source Agency:
 MOA/Trust Agreement (1 photocopy)
 Approved Program of Work- for infrastructure project (1
photocopy)
 Approved Project Expenditures or Estimated Expenses
indicating the project objective and expected output-for
other projects (1 photocopy)
 For GOCCs, Board Resolution 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 (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 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 enacted budget:
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- 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 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 Source Agency acknowledging
receipt of funds transferred-for post-audit activities (1
photocopy)
3.1.2. Implementation and Liquidation
Implementing Agency:
 Necessary supporting documents depending on the nature
of transactions
 OR upon receipt of funds transferred (1 photocopy)
 OR issued by the Source Agency evidencing refund of
unexpended/unutilized balance of fund transfer (1
photocopy)
3.1.3. Liquidation
Source Agency:
70
 Report of Checks Issued and 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 Auditor of the IA (1 photocopy)
 OR issued for the refund of unexpended/unutilized balance
of fund transferred (1 photocopy)
3.2. From Trust Fund to the General Fund for unspent
balance/excess amount
 Report of Receipt, Disbursement and Fund Balance
certified by Accountant (1 photocopy)
 Contract, which may be a MOA, 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 transfer the unexpended
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
Documentary Requirements
 Duly approved Appointment (1 certified true copy)
71
 Assignment Order, if applicable (1 photocopy)

 Oath of Office (1 certified true copy)
 Certificate of Assumption (1 photocopy)
 Statement of Assets, Liabilities and Net Worth (1
photocopy)
 Approved DTR (1 photocopy)
 Bureau of Internal Revenue (BIR) withholding certificates
(Forms 1902 and 2305) (1 photocopy)
 Payroll Information on New Employee (PINE) (for agencies
with computerized payroll systems)(1 photocopy)
 Authority from the claimant and identification documents, if
claimed by person other than the payee(1 photocopy)
Additional Requirements for transferees (from one
government office to another
 Clearance from money, property and legal accountabilities
from the previous office (1 photocopy)
 Pre-audited disbursement 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)
 BIR Form 2316- Certificate of Compensation Payment/Tax
Withheld (1 photocopy)
 Certificate of Available Leave Credits (1 photocopy)
 Service Record (1 photocopy)
72
4.1.2. Salary (if deleted from the payroll)

 Notice of Assumption (1 photocopy)
 Approved Application for Leave, 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 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 claim)
- Pertinent contracts/appointment/job order marked
received by the CSC (1 certified true copy)
 Certification by the Local Chief 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 LCE/Personnel Officer that the
activities/services cannot be provided by regular or
permanent personnel of the agency-for first claim (1
photocopy)
 Accomplishment Report (1 photocopy)
73
4.1.4. Salary differentials due to Promotion and/or Step Increment

 Approved appointment in case of promotion or Notice of
Salary Adjustment in case of step increment/salary increase
(1 certified true copy)

 Approved DTR or certification that the employee has not
incurred leave without pay (1 photocopy)
 Certification by the LCE, in case 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
(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 National Statistics Office (NSO) (1
authenticated copy)
o Marriage Contract from NSO, if applicable (1
authenticated copy)
o Birth Certificates of surviving legal heirs by NSO (1
authenticated copy)
74
o Designation of next-of-kin (1 photocopy)

o Waiver of right of children l8 years old and above (1
photocopy)
4.1.7. Maternity Leave
 Approved application for leave (1 certified true copy)
 Maternity leave clearance (1 certified true copy)
 Medical certificate for maternity leave (1 photocopy)
Additional Requirements for Unused Maternity Leave (upon
assumption before the expiration of the 60-day maternity
leave)
 Medical certificate that the employee is physically fit to work
(1 photocopy)
 Certificate of assumption (1 photocopy)
4.2. General Claims through the Automated Teller Machine (ATM)
 Salary Payroll (1 photocopy)
 Payroll Register- hard and soft copy (1 photocopy)
 Letter to the Bank to credit employees' account of their
salaries or other claims (1 photocopy)
 Validated deposit slips (1 photocopy)
5.0. Allowances, Honoraria and Other Forms of Compensation
5.1. Personnel Economic Relief Allowance (PERA)
 Same requirements as those for payment of salaries (4.1)
5.2. Representation and Transportation Allowance (RATA)
 For Individual Claims
75
 Office Order/Appointment- 1st payment (1 photocopy)

 Certificate of Assumption- 1st payment (1 photocopy)
 Certification that the official/employee did not use
government vehicle and is not assigned any government
vehicle (1 photocopy)
 Certificate or evidence of service rendered or approved
DTR (1 photocopy)
 Certification by the LCE, in 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)
 Payroll Register (hard and soft copy) (1 photocopy)
RATA claims, if applicable (1 photocopy)
 Validated deposit slip, if applicable (1 photocopy)
5.3. Clothing/Uniform Allowance
 Approved appointment of new employees (1 certified true
copy)
 Certificate of Assumption of new employees (1 photocopy)
 Certificate of non-payment from previous agency, for
transferees (1 photocopy)
 General Claims Clothing/Uniform Allowance Payroll
 Clothing/Uniform Allowance Payroll (1 photocopy)
76

5.4. Productivity Incentive Allowance (PIB)
 Certification that the 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 Office that the employee has no
administrative charge (1 photocopy)
 General Claims
 PIB Payroll (1 photocopy)
 List of personnel who were 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 the year (1 photocopy)
 List of personnel on Absent Without Official Leave (AWOL)
(1 photocopy)
 Certification that the performance. ratings for the two
 Letter to the Bank to credit employees' account of their PIB
claims (1 photocopy)
5.5. Special Counsel Allowance
77
 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)
 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 designating the BAC composition
and authorizing the members to collect honoraria (1
photocopy)
 Minutes of BAC Meeting (1 photocopy)
 Notice of award to the winning bidder of procurement
activity being claimed (1 photocopy)
 Certification that the procurement involves competitive
bidding (1 photocopy)
 Attendance Sheet listing names of attendees to the BAC
meeting (1 photocopy)
5.7. Hazard Duty Pay
 Certification by the Secretary of the Department of Science
and Technology (DOST)/Department of Health
(DOH)/Department of National Defense (DND)/Director of
78
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 employees or travel report
(1 photocopy)
 Special order from the agency/department head covering the
assignment to hazardous/difficult areas (1 photocopy)
 Approved DTR/Service Report (1 photocopy)
5.8. Longevity Pay
 Certification issued by the 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 necessity and urgency of the
work to be done, and the duration of overtime work (1
photocopy)
 Overtime work program (1 photocopy)
 Quantified Overtime accomplishment duly signed by the
employee and supervisor (1 photocopy)
 Certificate of service or duly approved DTR (1 photocopy)
5.10.Year-End Bonus (YEB) and Cash Gift (CG)
79

(1 photocopy)
 Certification from 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 photocopy)
 Payroll Register-hard and soft copy (1 photocopy)
 Letter to the Bank to credit employees account of their YEB
and CG claims (1 photocopy)
 Deposit slips (1 photocopy)
5.11.Retirement Benefits
Documentary Requirements under RA No. 1616
 Updated Service record 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 photocopy)
 Office clearance from money/property accountability &
administrative/criminal liability (1 photocopy)
 Statement of assets and liabilities (1 photocopy)
 Retirement Gratuity Computation (1 photocopy)
 Affidavit of Undertaking for authority to deduct
accountabilities (1 photocopy)
80
 Affidavit of applicant that there is 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 duly accepted by the Agency
Head (1 photocopy)
Additional requirements in case of death of claimant
 Death certificate by National Statistics Office (NSO) (1
authenticated copy)
 Marriage contract by NSO (1 authenticated copy)
 Birth certificates of all surviving legal heirs by NSO (1
authenticated copy)
 Designation of next-of-kin(1 photocopy)
 Waiver of rights of children 18 years old and above
 Affidavit of two disinterested 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
 Clearance from money, property and legal accountability
from the Central Office and from the Regional Office of last
assignment (1 photocopy)
 Employees leave card as at last 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)
81
 Approved leave application (1 photocopy)

 Complete service record (1 photocopy)
 Statement of Assets, Liabilities and Net Worth (SALN) (1
photocopy)
 Appointment/Notice of Salary 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 benefits duly signed/certified
by the accountant (1 original copy)
 Applicant’s authorization (in affidavit form) to deduct all
financial obligations with the employer/agency/LGU (1
photocopy)
investigation or prosecution against him/her (RA No. 3019)
(1 photocopy)
 In case of resignation, employee’s letter of resignation duly
accepted by the Head of the Agency (1 photocopy)
Additional requirements in case of death of claiman
 Death certificate by NSO (1 authenticated copy)
 Birth certificate of all surviving legal heirs by NSO (1
authenticated copy)
 Designation of next-of-kin (1 photocopy)
 Waiver of rights of children 18 years old and above (1
photocopy)
82
5.13.Monetization
 Approved leave application (10 days) with leave credit
balance certified by the Human Resource Office (1
photocopy)
 Request for leave covering more than ten days duly
approved by the Head of Agency (1 original copy)
 For monetization of 50 percent or more:
 Clinical abstract/medical procedures to be undertaken in
case of health, medical and hospital needs (1 photocopy)
 Barangay Certification in case of need for financial
assistance brought about by calamities, typhoons, fire, etc.
(1 photocopy)
5.14.Loyalty Cash Award/Incentive
 Certificate of non-payment from previous office (for
transferee) (1 photocopy)
 Certification from the HRO 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 within
the 5-year period, as the case may be (1 photocopy)
 Loyalty Cash Award/ Incentive Payroll (1 photocopy)
 Letter to the Bank to credit employee’s account of their
83
 Deposits slips (1 photocopy)

5.15.Collective Negotiation Agreement (CNA) Incentive
 Resolution signed by both parties incorporating the
guidelines/criteria for granting CNA incentive (1 photocopy)
 Comparative statement of DBM approved level of operating
expenses and actual operating expenses (1 photocopy)
 Proof of remittance to the 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)
 CNA (1 photocopy)
 Certificate issued by the Head of the Agency on the total
amount of unencumbered savings generated from cost-
cutting measures identified in the CNA 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 pre-audit purposes (1
photocopy)
 Invoice/Official Receipt or machine validated statement of
account/bill-for post-audit purposes (1 photocopy)
84
6.2. Telephone/Communication Services

 Statement of Account/Bill (1 photocopy)
account-for post-audit activities (1 photocopy)
 Certification by Agency Head or 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 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 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 thereto (1 authenticated
photocopy)
 Approved contract supported by the following documents
which are required under COA Circular No. 2009-001 dated
February 12, 2009 and COA Memorandum No. 2005-027
85
 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 Bid (1 photocopy)
 Letter of Intent (1 photocopy)
 Results of Eligibility Check/Screening (1 photocopy)
 Bidding Documents 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
infrastructure projects, 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)
 Minutes of Pre-Bid Conference, [Approved Budget for
Contract (ABC) P1.0 million and above] (1 photocopy)
 Agenda and/or Supplemental Bulletins, if any (1 photocopy)
 Bidders Technical and Financial Proposals (1 photocopy)
 Minutes of Bid Opening (1 photocopy)
 Abstract of Bids (1 photocopy)
 Post-Qualification Report of Technical Working Group (1
photocopy)
 BAC Resolution declaring winning bidder (1 photocopy)
 Notice of Post Qualification (1 photocopy)
 BAC Resolution recommending approval and approval by
86
the Head of the Procuring Entity of the Resolution of the

BAC recommending award of contract (1 photocopy)
 Notice of Award (1 photocopy)
 Performance Security (1 photocopy)
 Program of Work and Detailed Estimates (1 photocopy)
 Notice to Proceed, indicating the date of receipt by the
contractor (1 photocopy)
 Detailed Breakdown of the ABC (1 photocopy)
 Copy of the Approved PERT/CPM Network Diagram and
detailed computations of contract time (1 photocopy)
 Detailed Breakdown of the 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 reimbursable costs based on
agreed fixed rates and actual costs
 indicating costs and dates of 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 payment and period of lease for lease
contracts
87
 Advertisement of Invitation to Bid/Request for expression of

interest (1 photocopy)
 Newspaper clippings of 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 posted in PhilGEPS
 Certification from the Head of BAC Secretariat on the posting
of advertisement at conspicuous places
 Printout copies of advertisement posted in agency website, if
any
 Documentary requirements 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 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 photocopy)
 Ranking of shortlisted bidders for consulting services (1
photocopy)
 Post Qualification Evaluation Report (1 photocopy)
 Posting of Notice of Award, Notice to Proceed and Contract
of award in the PhilGEPS (1 printout copy)
88
 For 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:
 In the case of a reenacted budget:
previous year's annual and supplemental budgets
 In the case of the regularly enacted budget:
drainage and sewerage, flood control, irrigation
system projects, reclamation projects, or roads and
bridges
specified nor encompassed within the regular
personal services and maintenance operating
expenses
 Evidence of Invitation of three observers in all stages of the
procurement process pursuant to Section 13.1 of the
Revised IRR of RA No. 9184 (1 photocopy)
 Request for purchase or 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
89
 Letter request from 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 Accomplished/Progress Billing (1
photocopy)
 Inspection Report by the Agency's Authorized Engineer (1
photocopy)
 Results of Test Analysis, if applicable (1 photocopy)
 Statement of Time Elapsed (1 photocopy)
 Monthly Certificate of Payment (1 photocopy)
 Contractor's Affidavit on payment of laborers and
materials (1 photocopy)
 Pictures, before, during and after construction of items of
work especially the embedded items (1 photocopy)
 Vouchers of all previous payments (1 photocopy)
 Certificate of completion (1 photocopy)
8.1.1.1. Advance Payment
 Irrevocable Standby Letter of Credit/Security
Bond/Bank Guarantee (1 photocopy)
 Such other documents 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
90
 Additional documents 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 (CO)/Extra Work Order
(EWO) (1 photocopy)
o Approved original plans 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 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 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
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additional/deductive time for the subject Change

Order/Extra Work Order (1 photocopy)
o Approved detailed breakdown of contract cost for the
variation order (1 photocopy)
o COA Technical Evaluation Report for the original
contract (1 photocopy)
o If the Variation Order to be 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
Evaluation Report for the previously approved
variation orders
o Additional performance security in the prescribed form
and amount if variation order exceeds 10 percent of
the original contract cost
o Such other documents peculiar to the contract and/or
to the mode of procurement and considered
necessary in the auditorial review and in the technical
evaluation thereof
8.1.1.3. Progress Payment
General Guidelines
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,
92
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 photocopy)
 Warranty security (1 photocopy)
 Clearance from the 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 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
 Any security in the form of 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-user that the project is
completed and inspected (1 photocopy)
8.1.2. Consulting Services
93

 Additional documents under Annex D 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:
 If not in the Terms of Reference, appropriate approved
documents indicating the expected outputs/deliverables (1
photocopy)
 Approved Manning Schedule 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 (1 photocopy)
 Letter request for payment from the consultant (1 photocopy)
 Approved Consultancy Progress/Final Reports, and/or output
required under the contract (1 photocopy)
 Progress/Final Billing (1 photocopy)
 Contract of Infrastructure Projects subject of Project
Management Consultancy Services (1 photocopy)
8.1.3. Goods
8.1.3.1. Supplies, Materials, Equipment and Motor Vehicles
 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
 Certificate of Exclusive Distributorship, if applicable (1
94
photocopy)
o Samples and brochures/photographs, if applicable (1
photocopy)
o For imported items:
- 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 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 applicable (1 photocopy)
o Tax receipts from the 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 Acceptance Report prepared by the
95
Department Agency property inspector and signed by

the Head of Agency or his authorized representative
(1 photocopy)
o For equipment, Property Acknowledgment Receipt (1
photocopy)
o Warranty Security for a 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 supplies, materials and
equipment duly approved by proper authorities (1
photocopy)
o In case of motor vehicles, (AO No. 14 s. 2018) DBM
authority to purchase from:
- Agency head and Secretary of DBM, or OP
depending on the type of vehicle being provided
(Section 4.0)
Local Chief Executives, including Punong Barangay,
for types of vehicles enumerated under Section 3.1
of AO No. 14 s. 2018 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
96
o For procurement of drugs and medicines

- Certificate of product registration from Food and
Drug Administration (FDA) (1 photocopy)
- Certificate of good 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)
evaluation thereof
8.1.3.2. General Support Services (janitorial, security,
maintenance, garbage collection and disposal and
similar services)
 Additional documents 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:
o For janitorial/ security/ maintenance services,
- appropriate approved documents indicating the
following: (1 photocopy)
 The number of personnel involved and their
corresponding rates/salary
97
 Schedule of work and places of assignment or

station/visits indicating, among others, the number
of hours per visit
 The type and number of equipment to be served
(in case of 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 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 and Disposal (1 photocopy)
- Complete description/specifications (brand name,
model, make/country of origin, hp, piston
98
- 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 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 technical description of the mode
of transportation used
99
- 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 concerned government agency
and/or GOCCs [BIR/Social Security System
(SSS)/Pag-Ibig]
evaluation thereof
8.1.3.3. Rental Contracts
 Additional documents under Annexes L, N and O of
2005 required to be submitted to the Auditor's
Officewithin five days from the execution of the
contract.
o For privately-owned office/building
- Complete building floor plans indicating in shaded
colors the rentable space (1 photocopy)
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- 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)
- Master of Deed Declaration and Restrictions in case
of lease/rental of office condominiums (1 photocopy)
o For equipment rental/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)
 Certificate of occupancy (space/building) (1 photocopy)
 Such other documents peculiar to the contract and/or
to the mode of procurement and considered necessary
in the auditorial review and in the technical evaluation
thereof
101
8.1.3.4. Repair and Maintenance of Aircraft, Equipment and

Motor Vehicle
 Additional documents under Annexes Q and R 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 Pre-repair evaluation 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 case of aircraft (1
photocopy)
o Report of waste materials (1 photocopy)
o Document indicating the history of repair (1
photocopy)
 Post-inspection reports (1 photocopy)
 Warranty Certificate (1 photocopy)
 Request for payment
 Bill/Invoices (1 photocopy)
 Certificate of Acceptance (1 photocopy)
 Pre-repair inspection reports (1 photocopy)
Such other documents peculiar to the contract and/or
102
thereof
8.1.3.5. Advertising Expenses
 Bill/Statement of Account (1 photocopy)
 Newspaper clippings 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
 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 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 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)
103
 Performance and warranty securities, except for shopping

and negotiated procurement under emergency cases,
small value procurement, lease of real property and United
Nation (UN) agencies (1 photocopy)
BAC Resolution recommending and justifying to the Head
of Procuring Entity (HOPE) the use of alternative mode of
procurement and approval by the HOPE of the BAC
Resolution recommending award of contract (1 photocopy)
 Proof of posting of Notice of 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 photocopy)
and equipment, duly approved by proper authorities (1
photocopy)
 Delivery invoice showing the 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 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 duly authorized representative
on the use of the alternative methods of procurement, as
104
recommended by the BAC (1 photocopy)

 Statement of the prospective bidder that it is not blacklisted
or barred from bidding by the Government or any of its
agencies, offices, corporations or LGUs (1 photocopy)
 Sworn affidavit of the 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
 Specific requirements 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:
 Direct invitation to bid served 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 proposal (1 photocopy)
 Abstract of bids showing the most responsive and
complying bidder from among the other bidders who
participated in the bidding (1 photocopy)
Documentary requirements under Sections 23.1 and 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 peculiar to the contract and/or to the
105
mode of procurement and considered necessary in the

auditorial review and in the technical evaluation thereof
 Bid security (required under Section 54.4 IRR-A, RA No.
9184)
8.2.2. Direct Contracting
 Specific requirements to be submitted within five (5) working
 Letter to selected manufacturer/supplier/distributor to
submit a price quotation and conditions of sale (1
photocopy)
 Certificate of Exclusive 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 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 case of procurement of critical
plant components and/or to maintain certain standards (1
photocopy)
 Study/survey done to determine 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)
106

8.2.3. Repeat Order
 Original contract used as basis for repeat order indicating
that the original contract was awarded through public
 Certification from the Purchasing Department/Office that
the supplier has complied with all the requirements under
the original contract (1 photocopy)
8.2.4. Shopping
 Price quotations from at least three bonafide and
reputable manufacturers/ suppliers/distributors (1
photocopy)
 Abstract of canvass (1 photocopy)
8.2.5. Negotiated Procurement
107

 In cases of two failed biddings, emergency cases, take-
over of contract and small value procurement
- Price quotation/bids/final offers from at least be three
invited suppliers (1 photocopy)
- Abstract of submitted Price Quotation (1 photocopy)
- BAC Resolution recommending award of contract to
Lowest Calculated Responsive Bid (LCRB) (1
photocopy)
 Additional requirements for each case:
 In case of two failed biddings
- 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
- Justification as to the necessity of purchase (1
photocopy)
 In case of take-over of contracts
- Terminated contract (1 photocopy)
- Reasons for the termination (1 photocopy)
- Negotiation documents with the second lowest
108
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 procurement
- Letter/invitation to submit proposals (1 photocopy)
 For adjacent or contiguous projects
- Original contract and any document indicating that the
same resulted from competitive bidding (1 photocopy)
- Scope of work which should be related or similar to the
scope of work of the original contract (1 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 the Agency to the Bank to
pay/credit the account of the supplier (1 photocopy)
 Confirmation from the bank that the account of the supplier
109
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 (1
photocopy)
 Schedule of training approved by 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
photocopy)
photocopy)
11.0. Financial Expenses
 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
110
the nature of the transaction

1. Submit ORS, DV and complete 1. Receive documents, write None 1 day Designated
documentary requirements to the date and time of receipt Receiving Officer
FMS-Budget Division located at including name of the FMS-BD
4th floor, General Luna Wing, receiver in the original and
DOLE Building, Intramuros, receiving copies of the ORS.
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 documents and None Designated
evaluate claims. Processor
1.5. Process claims, if in order. FMS-BD
Encode obligation in the
Budget System.
 Simple Transactions 1 day

 Complex Transactions 2 days
1.6. Write Obligation Number
in the ORS, P/A/P, UACS
Code, Responsible Center
and Status of Obligation.
111
 If not in order, return
documents to
client/originating office
using the FMS Return
Document Form.
1.7. Review processed ORS None 1 day, 4 hours Division Chief
and sign in Box B of the FMS-BD
ORS, if in order.

Processor for necessary
correction/appropriate
action.
2. Scan ORS, DV, including None 2 hours Designated
supporting documents, retain Releasing Officer
one (1) copy of signed ORS FMS-BD
and signed printed half sheet
for BD file and release to
Accounting Division.
TOTAL None Simple
Transaction –
3 days, 6
hours
Complex
Transaction -
4 days, 6
hours
112
4) 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

113
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 copies] Claimant/Concerned Program Manager/end-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 certified by the Budget
Officer (1 photocopy)
b. Obligations properly charged against available allotment by the
Chief Accountant (1 photocopy)
c. Certificate of Availability of Funds issued by the Chief Accountant
(1 photocopy)
d. Certificate of availability of cash and completeness of the
supporting documents in the Disbursement Voucher (1
photocopy)
e. Legality of transaction and conformity with existing rules and
regulations. The requesting and approving officials shall ensure
that the disbursements of government funds are legal and in
114
conformity with applicable rules and regulations (1 photocopy)
f. Proper evidence to establish validity of 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)
g. Approval of the disbursement by Head of Office or by his duly
authorized representative (1 photocopy)
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 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 that previous cash
advances have been liquidated and accounted for in the
books (1 photocopy)
 Approved application for bond 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
 Approved contracts-for initial payment (1 photocopy)
 Approved Payroll or list of payees indicating their net
payments (1 photocopy)
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 Approval/authority (presidential directive or legislative
enactment) or legal basis to pay any
allowance/salaries/wages/fringe benefits (1 photocopy)
 Daily Time Record (DTR) approved by the supervisor (1
photocopy)
1.1.2. Petty Cash Fund (PCF)
 Approved estimates of petty expenses for one month (1
photocopy)
1.1.3. Field/Activity Current Operating Expenses (COE)
 Approved Budget for COE of the agency field office or
agency activity in the field (1 photocopy)
1.1.4. Traveling Allowances
Section 3 of EO No. 298 (1 photocopy)
books (1 photocopy)
the provisions of Sections 1 and 2 of EO No. 459 dated
September 1, 2005 (1 photocopy)
o As approved by the Office of the President in case of
the following officials:
- Members of the cabinet and officials of equivalent
rank
o As approved by the respective heads of agencies in
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o the case of other government officials and employees
regardless of the length of travel:
National agencies – Department Secretaries or their
equivalents
 Letter of invitation of host/sponsoring country/agency/
organization (1 photocopy)
 For plane fare, quotations of three travel agencies or its
equivalent (1 photocopy)
 Flight itinerary issued by the airline/ticketing office/travel
agency (1 photocopy)
 United Nations Development 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 to peso exchange rate at
the date of grant of cash advance (1 photocopy)
 Where applicable, authority from the OP to claim
representation expenses (1 photocopy)
 In case of seminars/trainings
o Invitation addressed to the agency inviting
participants issued by the foreign country (1
photocopy)
o Acceptance of the nominees as participants issued by
the foreign country (1 photocopy)
o Programme Agenda and Logistics Information (1
photocopy)
books (1 photocopy)
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1.2. Liquidation/Replenishment of Cash Advances/Reimbursement
of Expenses
1.2.1. PayrollFund for Salaries, Wages, Allowances, Honoraria
 Report of Disbursement certified correct by the
accountable officer (1 photocopy)
 Approved payrolls/vouchers duly acknowledged/signed by
the payee/s (1 photocopy)
 Approved daily time records (DTRs) or Certificate of
Service (1 photocopy)
 Approved application for leave (1 photocopy)
 In case of payment of personnel under the “job order”
status, duly verified/accepted accomplishment report (1
photocopy)
 Official Receipt (OR) in case of refund for unclaimed
salaries (1 photocopy)
 Authority from the claimant and identification documents,
if claimed by person other than the payee (1 photocopy)
 Such other pertinent supporting documents as are
required by the nature of expense
1.2.2. Petty Cash Fund
 Summary of Petty Cash Vouchers (1 photocopy)
 Report of Disbursements (1 photocopy)
 Petty Cash Replenishment Report (1 photocopy)
 Approved purchase request with certificate of Emergency
Purchase, if necessary (1 photocopy)
 Bills, receipts, sales invoices (1 photocopy)
 Certificate of inspection and acceptance (1 photocopy)
 Report of waste Materials in case of replacement/repair (1
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photocopy)
 Approved trip ticket, for gasoline expenses (1 photocopy)
 Canvass from at least three suppliers for purchases
involving P1,000 and above, except for purchases made
while on official travel (1 photocopy)
 Summary/Abstract of Canvass (1 photocopy)
 Petty Cash Vouchers duly accomplished and signed
 OR in case of refund (1 photocopy)
 For reimbursement of toll receipts (1 photocopy)
 Toll Receipts
 Trip tickets
 Such other supporting 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
1.2.4. Traveling Expenses
 Paper/electronic plane, boat or bus tickets, boarding
pass, terminal fee (1 photocopy)
 Certificate of appearance/attendance (1 photocopy)
 Copy of previously approved itinerary of travel (1
photocopy)
 Revised or supplemental Office Order or any proof
supporting the change of schedule (1 photocopy)
 Revised Itinerary of Travel, if the previous approved
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itinerary was not followed (1 photocopy)
 Certification by the Head of 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)
 Reimbursement Expense Receipt (RER) (1 photocopy)
 OR in case of refund of excess cash advance (1
photocopy)
 Certificate of Travel Completed (1 photocopy)
 Hotel room/lodging bills 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
photocopy)
 Paper/electronic plane tickets, boarding pass, boat or
bus ticket(1 photocopy)
 Certificate of appearance/attendance for
training/seminar participation (1 photocopy)
 Bills/receipts for non-commutable representation
expenses approved by the President under Section 13
of EO No. 248 (1 photocopy)
 For reimbursement of actual travel expenses in excess
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of the prescribed rate (EO No. 298):
o Approval by the President (1 photocopy)
o Certification from the Head of Agency that it is
absolutely necessary (1 photocopy)
o Revised Itinerary of Travel, if applicable (1
photocopy)
o Narrative report on trip undertaken/Report on
Participation (1 photocopy)
o OR in case of refund of excess cash advance (1
photocopy)
o Certificate of Travel Completed (1 photocopy)
o Liquidation Report (1 photocopy)
2.0. Fund Transfers to Non-Government Organizations/People’s
Organizations (NGOs/Pos)
2.1. Release of Funds
 Approved Summary of Budgetary Requirements detailing
the items of expenditure/disbursement to be incurred in the
program/project (1 photocopy)
 List of priority projects which may be implemented by the
NGO/PO published in the newspaper, agency website,
bulletin board and the like (1 photocopy)
 Accreditation of the NGO/PO by the Bids and Awards
Committee (BAC) of the grantee agency (1 photocopy)
 Results of evaluation of financial and technical capability of
selected NGO/PO (1 photocopy)
 Performance security for infrastructure project (1
photocopy)
 NGO/PO proposal or application for funding accompanied
by:
o Certificate of registration from Securities and Exchange
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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 or Articles of Cooperation
as 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 past three years
preceding the 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 business, if any (1 photocopy)
o Work and Financial Plan (WFP), and sources and Details
of Proponent’s Equity Participation in the Project (1
photocopy)
o Complete project proposal approved/signed by officers
(1 photocopy)
o List and/or photographs of similar projects previously
completed, if any, indicating the source of funds for
implementation (1 photocopy)
o Sworn affidavit of the secretary 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)
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 Document showing that NGO/PO has equity equivalent to
20 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 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 (MOA) incorporating therein
the following terms and provisions: (1 photocopy)
o Project name, intended beneficiaries, benefits to be
delivered, project cost estimates, brief description of
project and its site/location;
o Systems and procedures to 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 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 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
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been submitted);
o Specific period to liquidate the funds granted to NGO/PO
with the GO;
o In case of construction projects like school buildings,
o In case the asset shall be 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 project implementation and
verification of financial records and reports of the
NGO/PO by the GO;
o Visitorial audit by the officials and personnel of the COA
authorized to perform the audit under an approved office
order;
o Institution of legal action by the 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 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 of a separate
savings/current account for each fund received from the
GO; and
o The return by the NGO/PO to the granting GO of any
amount not utilized to complete the project, including
interest, if any.
 Other relevant requirements under GPPB Resolution No.
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12-2007 dated June 29, 2007
2.2. Implementation and Liquidation of Funds Released
 Final fund utilization report, indicating the summary of
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 (1 photocopy)
 Inspection report and certificate of project completion issued
by the GO authorized representative (1 photocopy)
 List of beneficiaries with their signatures signifying their
acceptance/acknowledgment of the
project/funds/goods/services received (1 photocopy)
 Proof of verification by the GO official of the validity of the
documents submitted by the NGO/PO (1 photocopy)
 OR issued by the granting GO acknowledging return by the
NGO/PO of any unutilized/excess amount of cash advance,
including interest, if any (1 photocopy)
 List of equipment/vehicles 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 equipment and projects (1
photocopy)
 In case of dissolution of the recipient NGO/PO, in addition
to the OR acknowledging return of unutilized amount, copy
of the vouchers paid by the NGO/PO(1 photocopy)
2.3. Staggered Release of Funds to NGO/PO
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 Duly approved Schedule of Fund Release to NGO/PO (1
photocopy)
 Interim Fund Utilization Report on 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 releases with their
signatories signifying their acceptance/acknowledgment of
the project funds/goods/services (1 photocopy)
3.0. Fund Transfers
3.1. Transfer of Funds to Implementing Agencies
3.1.1. Transfer
Source Agency:
 Approved Program of Work- for infrastructure project (1
photocopy)
 Approved Project Expenditures or Estimated Expenses
indicating the project objective and expected output-for
other projects (1 photocopy)
 For GOCCs, Board Resolution 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 (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 budget:
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previous year’s annual and supplemental budget
o In the case of the regularly enacted budget:
For projects described in generic terms, such as
drainage and sewerage, flood control, irrigation system
projects, or roads and bridges
specified nor encompassed within the regular personal
services and maintenance operating expenses
 Certification by the 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 Source Agency acknowledging
receipt of funds transferred-for post-audit activities (1
photocopy)
3.1.2. Implementation and Liquidation
Implementing Agency:
 Necessary supporting documents depending on the nature
of transactions
 OR upon receipt of funds transferred (1 photocopy)
 OR issued by the Source Agency evidencing refund of
unexpended/unutilized balance of fund transfer (1
photocopy)
3.1.3. Liquidation
Source Agency:
 Report of Checks Issued and Report of Disbursements
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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 Auditor of the IA (1 photocopy)
 OR issued for the refund of unexpended/unutilized balance
of fund transferred (1 photocopy)
3.2. From Trust Fund to the General Fund for unspent
balance/excess amount
 Report of Receipt, Disbursement and Fund Balance
certified by Accountant (1 photocopy)
 Contract, which may be a MOA, 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 transfer the unexpended
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 certified true copy)
 Assignment Order, if applicable (1 photocopy)
 Oath of Office (1 certified true copy)
 Statement of Assets, Liabilities and Net Worth (1
photocopy)
128
 Bureau of Internal Revenue (BIR) withholding certificates
(Forms 1902 and 2305) (1 photocopy)
 Payroll Information on New Employee (PINE) (for agencies
with computerized payroll systems) (1 photocopy)
 Authority from the claimant and identification documents, if
claimed by person other than the payee (1 photocopy)
Additional Requirements for transferees (from one
government office to another
from the previous office (1 photocopy)
 Pre-audited disbursement 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)
 BIR Form 2316- Certificate of Compensation Payment/Tax
Withheld (1 photocopy)
 Certificate of Available Leave Credits (1 photocopy)
4.1.2. Salary (if deleted from the payroll)
 Notice of Assumption(1 photocopy)
 Approved Application for Leave, 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 CSC (for first claim)
- Pertinent contract/appointment/job order (1 certified true
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copy)
- ROP A of the pertinent contract/appointment marked
received by the CSC (1 photocopy)
 For other agencies (for first claim)
- Pertinent contracts/appointment/job order marked
received by the CSC (1 certified true copy)
 Certification by the Local Chief 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 LCE/Personnel Officer that the
activities/services cannot be provided by regular or
permanent personnel of the agency-for first claim (1
photocopy)
 Accomplishment Report (1 photocopy)
4.1.4. Salary differentials due to Promotion and/or Step Increment
 Approved appointment in case of promotion or Notice of
Salary Adjustment in case of step increment/salary increase
(1 certified true copy
 Approved DTR or certification that the employee has not
incurred leave without pay (1 photocopy)
 Certification by the LCE, in case 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
(1 photocopy)
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4.1.6. Salary due to heirs of deceased employee
 Same requirements as those for last salary
 Additional requirements:
o Death Certificate from National Statistics Office (NSO) (1
authenticated copy)
o Marriage Contract from NSO, if applicable (1
authenticated copy)
o Birth Certificates of surviving legal heirs by NSO (1
authenticated copy)
o Designation of next-of-kin (1 photocopy)
o Waiver of right of children l8 years old and above (1
photocopy)
4.1.7. Maternity Leave
 Approved application for leave (1 certified true copy)
 Maternity leave clearance (1 certified true copy)
 Medical certificate for maternity leave (1 photocopy)
Additional Requirements for Unused Maternity Leave (upon
assumption before the expiration of the 60-day maternity
leave)
 Medical certificate that the employee is physically fit to work
(1 photocopy)
 Certificate of assumption (1 photocopy)
4.2. General Claims through the Automated Teller Machine (ATM)
 Salary Payroll (1 photocopy)
 Payroll Register- hard and soft copy (1 photocopy)
 Letter to the Bank to credit employees’ account of their
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5.0. Allowances, Honoraria and Other Forms of Compensation
5.1. Personnel Economic Relief Allowance (PERA)
 Same requirements as those for payment of salaries (4.1)
5.2. Representation and Transportation Allowance (RATA)
 Office Order/Appointment- 1st payment (1 photocopy)
 Certificate of Assumption- 1st payment (1 photocopy)
 Certification that the official/employee did not use
government vehicle and is not assigned any government
vehicle (1 photocopy)
 Certificate or evidence of service rendered or approved
DTR (1 photocopy)
 Certification by the LCE, in 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)
 RATA Payroll (1 photocopy)
RATA claims, if applicable (1 photocopy)
 Validated deposit slip, if applicable (1 photocopy)
5.3. Clothing/Uniform Allowance
 Approved appointment of new employees (1 certified true
copy)
 Certificate of Assumption of new employees (1 photocopy)
 Certificate of non-payment from previous agency, for
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transferees (1 photocopy)
 General Claims Clothing/Uniform Allowance Payroll
 Clothing/Uniform Allowance Payroll (1 photocopy)
5.4. Productivity Incentive Allowance (PIB)
 Certification that the performance ratings for the two
 Certification from the Legal Office that the employee has no
administrative charge (1 photocopy)
 General Claims
 PIB Payroll (1 photocopy)
 List of personnel who were 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 the year (1 photocopy)
 List of personnel on Absent Without Official Leave (AWOL)
(1 photocopy)
 Certification that the performance. Ratings for the two
 Letter to the Bank to credit employees’ account of their PIB
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claims (1 photocopy)
5.5. Special Counsel Allowance
 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)
 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 designating the BAC composition
and authorizing the members to collect honoraria (1
photocopy)
 Minutes of BAC Meeting (1 photocopy)
 Notice of award to the winning bidder of procurement
activity being claimed (1 photocopy)
 Certification that the procurement involves competitive
 Attendance Sheet listing names of attendees to the BAC
meeting (1 photocopy)
5.7. Hazard Duty Pay
 Certification by the Secretary of 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
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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 employees or travel report
(1 photocopy)
 Special order from the agency/department head covering the
assignment to hazardous/difficult areas (1 photocopy)
 Approved DTR/Service Report (1 photocopy)
5.8. Longevity Pay
 Certification issued by the 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 necessity and urgency of the
work to be done, and the duration of overtime work (1
photocopy)
 Overtime work program (1 photocopy)
 Quantified Overtime accomplishment duly signed by the
employee and supervisor (1 photocopy)
 Certificate of service or duly approved DTR (1 photocopy)
5.10.Year-End Bonus (YEB) and Cash Gift (CG)
(1 photocopy)
 Certification from head of Office that the employee is
qualified to receive the YEB and CG benefits pursuant to
135
DBM Budget Circular No. 2003-2 dated May 9,2003 (1
photocopy)
 General Claims
 YEB and CG Payroll (1 photocopy)
 Payroll Register-hard and soft copy (1 photocopy)
 Letter to the Bank to credit employees account of their YEB
and CG claims (1 photocopy)
 Deposit slips (1 photocopy)
5.11.Retirement Benefits
Documentary Requirements under RA No. 1616
 Updated Service record 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 photocopy)
 Office clearance from money/property accountability &
administrative/criminal liability (1 photocopy)
 Statement of assets and liabilities (1 photocopy)
 Retirement Gratuity Computation (1 photocopy)
 Affidavit of Undertaking for authority to deduct
accountabilities(1 photocopy)
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 accepted by the Agency
Head (1 photocopy)
Additional requirements in case of death of claimant
 Death certificate by National Statistics Office (NSO) (1
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authenticated copy)
 Birth certificates of all surviving legal heirs by NSO (1
authenticated copy)
 Waiver of rights of children 18 years old and above
 Affidavit of two disinterested 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
 Clearance from money, property and legal accountability
from the Central Office and from the Regional Office of last
assignment (1 photocopy)
 Employees leave card as at last 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 photocopy)
 Complete service record (1 photocopy)
 Statement of Assets, Liabilities and Net Worth (SALN) (1
photocopy)
 Appointment/Notice of Salary 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 benefits duly signed/certified
by the accountant (1 original copy)
 Applicant’s authorization (in affidavit form) to deduct all
financial obligations with the employer/agency/LGU (1
photocopy)
137
investigation or prosecution against him/her (RA No. 3019)
(1 photocopy)
 In case of resignation, employee’s letter of resignation duly
accepted by the Head of the Agency (1 photocopy)
Additional requirements in case of death of claiman
 Death certificate by NSO (1 authenticated copy)
 Birth certificate of all surviving legal heirs by NSO (1
authenticated copy)
 Waiver of rights of children 18 years old and above (1
photocopy)
5.13.Monetization
 Approved leave application (10 days) with leave credit
balance certified by the Human Resource Office (1
photocopy)
 Request for leave covering more than ten days duly
approved by the Head of Agency (1 original copy)
 For monetization of 50 percent or more:
 Clinical abstract/medical procedures to be undertaken in
case of health, medical and hospital needs (1 photocopy)
 Barangay Certification in case of need for financial
assistance brought about by calamities, typhoons, fire, etc.
(1 photocopy)
5.14.Loyalty Cash Award/Incentive
 Certificate of non-payment from previous office (for
138
transferee) (1 photocopy)
 Certification from the HRO 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 within
the 5-year period, as the case may be (1 photocopy)
 Loyalty Cash Award/ Incentive Payroll (1 photocopy)
 Letter to the Bank to credit employee’s account of their
 Deposits slips (1 photocopy)
5.15.Collective Negotiation Agreement (©) Incentive
 Resolution signed by both parties incorporating the
guidelines/criteria for granting CAN incentive (1 photocopy)
 Comparative statement of DBM approved level of operating
expenses and actual operating expenses (1 photocopy)
 Proof of remittance to the 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 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
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for the year (1 photocopy)
6.0. Other Expenditures
 Statement of Account/Bill- for pre-audit purposes (1
photocopy)
account/bill-for post-audit purposes (1 photocopy)
6.2. Telephone/Communication Services
 Statement of Account/Bill (1 photocopy)
account-for post-audit activities (1 photocopy)
 Certification by Agency Head or 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 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 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 thereto (1 authenticated
photocopy)
140
 Approved contract supported by the following documents
which are required under COA Circular No. 2009-001 dated
February 12, 2009 and COA Memorandum No. 2005-027
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 Bid (1 photocopy)
 Letter of Intent (1 photocopy)
 Results of Eligibility Check/Screening (1 photocopy)
 Bidding Documents 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
infrastructure projects, 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)
 Minutes of Pre-Bid Conference, [Approved Budget for
Contract (ABC) P1.0 million and above] (1 photocopy)
 Agenda and/or Supplemental Bulletins, if any (1
photocopy)
 Bidders Technical and Financial Proposals (1 photocopy)
 Minutes of Bid Opening (1 photocopy)
 Abstract of Bids (1 photocopy)
 Post-Qualification Report of Technical Working Group (1
photocopy)
 BAC Resolution declaring winning bidder (1 photocopy)
 Notice of Post Qualification (1 photocopy)
 BAC Resolution recommending approval and approval by
the Head of the Procuring Entity of the Resolution of the
141
BAC recommending award of contract (1 photocopy)
 Performance Security (1 photocopy)
 Program of Work and Detailed Estimates (1 photocopy)
 Notice to Proceed, indicating the date of receipt by the
contractor (1 photocopy)
 Detailed Breakdown of the ABC (1 photocopy)
 Copy of the Approved PERT/CPM Network Diagram and
detailed computations of contract time (1 photocopy)
 Detailed Breakdown of the 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 reimbursable costs based on
agreed fixed rates and actual costs
 indicating costs and dates of 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 payment and period of
lease for lease contracts
 Advertisement of Invitation to Bid/Request for expression of
interest (1 photocopy)
 Newspaper clippings of advertisement (ABC P5.0 million
142
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 posted in PhilGEPS
 Certification from the Head of BAC Secretariat on the
posting of advertisement at conspicuous places
 Printout copies of advertisement posted in agency
website, if any
 Documentary requirements 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 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 photocopy)
 Ranking of shortlisted bidders for consulting services (1
photocopy)
 Post Qualification Evaluation Report (1 photocopy)
 Posting of Notice of Award, Notice to Proceed and Contract
of award in the PhilGEPS (1 printout copy)
 For 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:
 In the case of a reenacted budget:
previous year’s annual and supplemental budgets
143
 In the case of the regularly enacted budget:
drainage and sewerage, flood control, irrigation
system projects, reclamation projects, or roads and
bridges
specified nor encompassed within the regular
personal services and maintenance operating
expenses
 Evidence of Invitation of three observers in all stages of the
procurement process pursuant to Section 13.1 of the
Revised IRR of RA No. 9184 (1 photocopy)
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 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 Accomplished/Progress Billing (1
photocopy)
 Inspection Report by the Agency’s Authorized Engineer (1
photocopy)
 Results of Test Analysis, if applicable (1 photocopy)
 Statement of Time Elapsed (1 photocopy)
 Monthly Certificate of Payment (1 photocopy)
144
 Contractor’s Affidavit on payment of laborers and
materials (1 photocopy)
 Pictures, before, during and after construction of items of
work especially the embedded items (1 photocopy)
 Vouchers of all previous payments (1 photocopy)
 Certificate of completion (1 photocopy)
8.1.1.1. Advance Payment
 Irrevocable Standby Letter of Credit/Security
Bond/Bank Guarantee (1 photocopy)
 Such other documents 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
 Additional documents enumerated under Annex B of
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 (CO)/Extra Work Order
(EWO) (1 photocopy)
o Approved original plans 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 establishing the
necessity/justification(s) for the need of such CO
and/or EWO which shall include: (a) the computation
145
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 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
additional/deductive time for the subject Change
Order/Extra Work Order (1 photocopy)
o Approved detailed breakdown of contract cost for the
variation order (1 photocopy)
o COA Technical Evaluation Report for the original
contract (1 photocopy)
o If the Variation Order to be 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
Evaluation Report for the previously approved
variation orders
o Additional performance security in the prescribed form
and amount if variation order exceeds 10 percent of
the original contract cost
evaluation thereof
146
8.1.1.3. Progress Payment
General Guidelines
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 E of the
Revised IRR of RA No. 9184).
8.1.1.4. Final Payment
 As-Built plans (1 photocopy)
 Warranty security (1 photocopy)
 Clearance from the 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 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
 Any security in the form of cash, bank guarantee,
irrevocable standby letter of credit from a commercial
bank, GSIS or surety bond callable on demand (1
photocopy)
147
 Certification from the end-user that the project is
completed and inspected (1 photocopy)
8.1.2. Consulting Services
 Additional documents under Annex D of COA Memorandum
No. 2005-027 dated February 28, 2005 required to be
submitted to the Auditor’s Office within five days from the
 If not in the Terms of Reference, appropriate approved
documents indicating the expected outputs/deliverables (1
photocopy)
 Approved Manning Schedule 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 (1 photocopy)
 Letter request for payment from the consultant (1 photocopy)
 Approved Consultancy Progress/Final Reports, and/or output
required under the contract (1 photocopy)
 Progress/Final Billing (1 photocopy)
 Contract of Infrastructure Projects subject of Project
Management Consultancy Services (1 photocopy)
8.1.3. Goods
8.1.3.1. Supplies, Materials, Equipment and Motor Vehicles
 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
o Certificate of Exclusive Distributorship, if applicable (1
148
photocopy)
o Samples and brochures/photographs, if applicable (1
photocopy)
o For imported items:
- 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 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 applicable (1 photocopy)
o Tax receipts from the 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 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 Acknowledgment Receipt (1
photocopy)
149
o Warranty Security for a 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 supplies, materials and
equipment duly approved by proper authorities (1
photocopy)
o In case of motor vehicles, (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
purchased (Sections 7 to 9)
o For procurement of drugs and medicines
- Certificate of product registration from Food and
Drug Administration (FDA) (1 photocopy)
- Certificate of good 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)
150
evaluation thereof
8.1.3.2. General Support Services (janitorial, security,
maintenance, garbage collection and disposal and
similar services)
 Additional documents 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:
o For janitorial/ security/ maintenance services,
- appropriate approved documents indicating the
following: (1 photocopy)
 The number of 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 of equipment to be served
(in case of 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)
151
- Approved documents 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 and Disposal (1 photocopy)
- Complete description/specifications (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 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
152
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 concerned government agency
and/or GOCCs [BIR/Social Security System
(SSS)/Pag-Ibig]
evaluation thereof
8.1.3.3. Rental Contracts
 Additional documents under Annexes L, N and O of
2005 required to be submitted to the Auditor’s Office
within five days from the execution of the contract.
153
o For privately-owned 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)
- Master of Deed Declaration and Restrictions in case
of lease/rental of office condominiums (1 photocopy)
o For equipment rental/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)
 Certificate of occupancy (space/building) (1 photocopy)
 Such other documents peculiar to the contract and/or
thereof
8.1.3.4. Repair and Maintenance of Aircraft, Equipment and
Motor Vehicle
154
 Additional documents under Annexes Q and R 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 Pre-repair evaluation 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 case of aircraft(1 photocopy)
o Report of waste materials(1 photocopy)
o Document indicating the history of repair (1
photocopy)
 Post-inspection reports (1 photocopy)
 Warranty Certificate (1 photocopy)
 Request for payment
 Bill/Invoices (1 photocopy)
 Certificate of Acceptance (1 photocopy)
 Pre-repair inspection reports(1 photocopy)
Such other documents peculiar to the contract and/or
thereof
8.1.3.5. Advertising Expenses
 Bill/Statement of Account (1 photocopy)
 Newspaper clippings evidencing publication and/or CD
in case of TV/Radio commercial (1 photocopy)
8.2. Procurement through Alternative Modes
155
Basic Requirements Common to All Purchases under
alternative mode
 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 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 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 securities, except for shopping
and negotiated procurement under emergency cases,
small value procurement, lease of real property and United
Nation (UN) agencies (1 photocopy)
 BAC Resolution recommending and justifying to the Head
of Procuring Entity (HOPE) the use of alternative mode of
procurement and approval by the HOPE of the BAC
Resolution recommending award of contract (1 photocopy)
 Proof of posting of Notice of Award in the PhilGEPs
website, the website of the procuring entity concerned, if
156
available, and at any conspicuous place reserved for this
purpose in the premises of the procuring entity (1
photocopy)
 Approved Procurement Plan (1 photocopy)
and equipment, duly approved by proper authorities (1
photocopy)
 Delivery invoice showing the 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 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 duly authorized
representative on the use of the alternative methods of
procurement, as recommended by the BAC (1 photocopy)
 Statement of the prospective bidder that it is not blacklisted
or barred from bidding by the Government or any of its
agencies, offices, corporations or LGUs (1 photocopy)
 Sworn affidavit of the 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
 Direct invitation to bid served by the concerned agency to
157
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 proposal (1 photocopy)
 Abstract of bids showing the most responsive and
complying bidder from among the other bidders who
participated in the bidding (1 photocopy)
 Documentary requirements under Sections 23.1 and
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
 Bid security (required under Section 54.4 IRR-A, RA No.
9184)
8.2.2. Direct Contracting
 Specific requirements to be submitted within five (5) working
 Letter to selected manufacturer/supplier/distributor to
submit a price quotation and conditions of sale(1
photocopy)
 Certificate of Exclusive 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)
158
 Certification from the agency 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 case of procurement of critical
plant components and/or to maintain certain standards (1
photocopy)
 Study/survey done to determine 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)
8.2.3. Repeat Order
 Original contract used as basis for repeat order indicating
that the original contract was awarded through public
 Certification from the Purchasing Department/Office that
the supplier has complied with all the requirements under
the original contract (1 photocopy)
8.2.4. Shopping
159
 Price quotations from at least three bonafide and
reputable manufacturers/ suppliers/distributors (1
photocopy)
 Abstract of canvass (1 photocopy)
8.2.5. Negotiated Procurement
 In cases of two failed biddings, emergency cases, take-
over of contract and small value procurement
- Price quotation/bids/final offers from at least be three
invited suppliers (1 photocopy)
- Abstract of submitted Price Quotation (1 photocopy)
- BAC Resolution recommending award of contract to
Lowest Calculated Responsive Bid (LCRB) (1
photocopy)
 Additional requirements for each case:
 In case of two failed biddings
- 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
- Justification as to the necessity of purchase (1
photocopy)
160
 In case of take-over of 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 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 procurement
- Letter/invitation to submit proposals(1 photocopy)
 For adjacent or contiguous projects
- Original contract and any document indicating that the
same resulted from competitive bidding (1 photocopy)
- Scope of work which should be related or similar to the
scope of work of the original contract (1 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 the Agency to the Bank to
pay/credit the account of the supplier(1 photocopy)
 Confirmation from the bank that the account of the supplier
161
has already been credited-for post audit purposes (1
photocopy)
9.0. Cultural and Athletic Activities
photocopy)
photocopy)
10.0. Human Resource Development and Training Program
photocopy)
photocopy)
11.0. Financial Expenses
 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
162
(from Budget Division) 1. Receive documents. None 4 hours Designated
Receiving Officer
1.1. Assign DV Number. FMS-AD
1.2. Determine the nature of
transaction
1.3. Indicate expected date of
release
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, None 1 day, 4 hours Accountant
evaluate and process claims. Processor
FMS-AD
2.1. Check completeness of 2 hours
supporting documents
(per COA Circular 2012-
001) and validity of
claims.
2.2. If not in order, return

documents to client/
originating office using
the Return Document
Form.
163
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.
2.7. Prepare Notice of

Obligation Request and
Status Adjustment for
over or under obligation,
correction of payee/
particulars/funding
source, or cancellation of
transaction.
3. Encode entries in the None 2 hours Assigned Officer
Accounting System. FMS-AD
164
4. Review DV with supporting None 1 day Accountant IV/
documents, determine mode Chief Accountant
of payment and sign Box C FMS-AD
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/Processor.
5. If payment is thru LDDAP- None 4 hours Assigned
ADA, provide LDDAP-ADA Officer/Chief
number for each DV, prepare Accountant
and print LDDAP-ADA form FMS-AD
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 Division the None 30 minutes Assigned
LDDAP-ADA, RANCA, DVs Releasing
and supporting documents. Officer/s
FMS-AD
minutes
165
5) 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
166

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 complete supporting document Financial and Management Service (FMS) –
(3 original copies) Accounting Division (AD)
2. LDDAP-ADA (2 original copies) FMS-AD
(from Accounting Division) 1. Receive and evaluate None 15 minutes Designated
signed DVs with supporting Receiving
documents. Personnel
Cash Division
2. Prepare Check/NTA. None 15 minutes Designated
Personnel/
Admin. Asst. II
(check)/ Admin.
Officer III (NTA)
Cash Division
3. Review Check/ LDDAP- None 30 minutes Chief
ADA/ NTA and supporting Cash Division
documents.
 If in order, sign Check/

LDDAP-ADA/ NTA.
 If not in order, return
167
documents to Receiving
Personnel for appropriate
action.
4. Review and initial/sign on None 2 days AS Director,
Check/LDDAP-ADA/ NTA. FMS Director,
concerned
Undersecretary/
Secretary
5. Receive approved/ signed None 15 minutes Designated
Check/ LDDAP-ADA/ NTA. Receiving
If the payee’s account is not Personnel
LBP, transmit and notify Cash Division
payee.
6. Enrol account and have it None 30 minutes Administrative
approved online. Officer I
and Chief
Administrative
Officer
Cash Division
Receive payment thru bank account 7. If LDDAP-ADA or NTA, None 15 minutes Administrative
or Check. transmit to LBP. If Check, Assistant II
release to payee. (crediting of
payment by
LBP is within
24 hours from
receipt of
LDDAP-
ADA/NTA)
168
hour, 30
minutes
169
6) 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)
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 original copy or 1 scanned  Attendance Monitoring Unit
copy for employees who are detailed at regional office or deployed  HRDS – PAD
overseas to be submitted with duplicate (receiving) copy]  downloadable at
http://dolehrds.weebly.com/forms.html
2. Medical certificate if leave of absence is more than five (5) successive Government or private doctor
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 absence is for thirty (30) days HRDS – PAD
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 assume official’s duties and HRDS-PAD; Administrative Service–Records
responsibilities while on leave (1 original copy) Division
170
 Maternity Leave
 In case of miscarriage, medical certificate with pathology reports Government or private doctor
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)
 Solo Parent Leave
 Valid Solo Parent Identification Card (1 photocopy or 1 scanned City/Municipal Social Welfare and Development
copy for employees who are detailed at regional office or deployed Office
overseas)
 Paternity Leave
 Child’s certificate of live birth and/or medical certificate. In case the Government or private doctor
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 regional office or deployed overseas)
 In case of miscarriage, medical certificate with pathology reports duly Government or private doctor
signed by attending physician. In case the certificate is issued by a
private doctor, a documentary stamp is needed; (1 original copy or 1
deployed overseas) and,
 Copy of Marriage Contract for first-time claimants. (1 certified true Philippine Statistics Authority – Serbilis Outlets
copy or 1 scanned copy for employees who are detailed at regional or City/Municipal Local Civil Registrar
 Rehabilitation Leave
 Relevant reports such as police report, if any; (1 certified true copy Philippine National Police
or 1 scanned copy for employees who are detailed at regional office
or deployed overseas)
 Medical certificate on the nature of injuries, the course of treatment Government or Private Doctor
involved and the need to undergo rest, recuperation, and
rehabilitation, as the case may be; (1 original copy or 1 scanned
copy for employees who are detailed at regional office or deployed
171
overseas)
 Incident report stating the circumstances surrounding the Head of office of the applicant
illness/injury; (1 original copy or 1 scanned copy for employees who
 Evaluation by the resident physician or any government physician Government or private doctor
certifying that the injury or illness is work related; (1 original copy or
1 scanned copy for employees who are detailed at regional office or
deployed overseas) and,
 Letter request addressed to the Cluster Head for DOLE Proper (1 Applicant
original copy or 1 scanned copy for employees who are detailed at
regional office or deployed overseas)
 Sick Leave
 Request for travel authority addressed to the Secretary if medical Applicant
examination or operation shall be undergone outside the country;
(1 original copy or 1 scanned copy for employees who are detailed
 Administrative/Office Order on who will assume the duties and HRDS-PAD; Administrative Service–Records
responsibilities while employee or official is on leave (1 original copy Division
 Ten-Day Leave under R.A. 9262 (Anti-violence against Women and
their Children Act of 2004)
 Barangay Protection Order (BPO); (1 certified true copy or 1 Barangay Office
deployed overseas)
 Temporary Protection Order (TPO)/Permanent Protection Order Regional or Municipal Trial Court
(PPO); (1 certified true copy or 1 scanned copy for employees who
 If the protection order is not yet issued by the barangay or the court, Punong Barangay/Kagawad or Prosecutor or the
a certification that the application for the BPO, TPO or PPO has Clerk of Court
been filed with the said office; (1 certified true copy or 1 scanned
172
copy for employees who are detailed at regional office or deployed
overseas)
 In the absence of the BPO/TPO/PPO or the certification, a police Philippine National Police
report specifying the details of the occurrence of violence on the
victim and a medical certificate may be considered. (1 certified true
copy or 1 scanned copy for employees who are detailed at regional
 Special Leave Benefits for Women [the 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 Government or private doctor
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
 Special Emergency Leave (in case of disaster/calamity) Barangay Office
 Barangay Certificate stating that the place of residence is affected
by disaster/calamity (1 original copy or 1 scanned copy for
employees who are detailed at regional office or deployed
overseas)
 Vacation Leave
 Request for travel authority addressed to the Secretary if leave of Applicant
absence is 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)
 Administrative/Office Order on who will assume the duties and HRDS-PAD; Administrative Service–Records
173
responsibilities while employee or official is on leave (1 original copy Division

1. Submit duly filled-out and 1. Receive and log leave None 15 minutes Receiving Clerk
approved Leave Application Form application. HRDS PAD
with documentary requirements, 1.1. Evaluate application. None 1 day Desk Officer
as applicable, to the Receiving HRDS AMU
Section, HRDS-PAD located at  If not in order, issue memo to
the 5th floor, Muralla Wing, DOLE applicant.
Building, Intramuros, Manila. 1.2. Record details of None 1 day Desk Officer
application in Leave HRDS AMU
Journal.
1.3. If leave without pay, None 10 minutes Desk Officer
endorse to Payroll Unit for HRDS AMU
Salary deduction.
1.4. File processed leave None 15 minutes Desk Officer
application. HRDS AMU
minutes
174
7) Procurement of Goods/Services thru 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 photocopy) End-user

2. Purchase Request signed and certified as to availability of funds with End-user
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 Request and 1. Receive Purchase Request None 5 minutes BAC Secretariat
documentary requirements at the and documentary
BAC Secretariat located at the 2nd requirements.
floor, Muralla Wing, DOLE 1.1. If PR is compliant with the None 10 minutes BAC Secretariat
Building, Intramuros, Manila. requirements in the
checklist, record in the
logbook, assign number in
chronological order and
175
schedule the conduct of
Pre-Procurement
Conference, if necessary.
 If PR is non-compliant, return
to end-user for appropriate
action.
1.2. Conduct Pre-Procurement None 1 hour BAC Members,
Conference. BAC-TWG,
BAC Secretariat,
Otherwise, the PR End-User
together with its
attachments shall be
returned to the end-user
for appropriate action
using the Return
Document Slip
1.3. Approval of the Bidding None 1 day BAC Members,
Documents. BAC-TWG
1.4. Posting of Invitation to Bid Please see 1 day BAC Secretariat
in the PhilGEPS and below table for
DOLE websites, and the applicable
conspicuous place at the fee for the
DOLE’s premises for 7 Bidding
calendar days. Documents
The complete set of the Bidding

Documents shall also be posted
in the PhilGEPS and DOLE
websites)
176
1.5. Conduct Pre-Bid None 1 day BAC Members,
Conference at least twelve BAC-TWG,
(12) calendar days before BAC Secretariat,
the deadline for the End-User
submission and receipt of
bids, but not earlier than
seven (7) calendar days
from the PhilGEPS posting
of the Invitation to Bid or
Bidding Documents.
1.6. Prepare Supplemental/Bid None 1 day BAC Members,

Bulletin for approval of the BAC-TWG,
BAC Members, if BAC Secretariat,
necessary. End-User
1.7. Post Supplemental/Bid None 1 day BAC Secretariat

Bulletin in PhilGEPS and
DOLE websites at least
before the deadline for the
submission and receipt of
bids
1.8. Receive bid envelopes. None 5 minutes BAC Secretariat

1.9. Open bid envelopes. None 3 hours BAC Members,
BAC-TWG,
BAC Secretariat,
End-users
177
1.10. Conduct bid evaluation None 7 calendar BAC Members,
and prepare bid evaluation days BAC-TWG,
report, Abstract of Bids, BAC Secretariat,
BAC Resolution and End-users
Notice to Lowest/Single
Calculated Bidder to be
signed by the BAC.
1.11. Conduct Post- None 12 to 45 BAC-TWG
Qualification. calendar days
 If the Lowest Calculated

Bidder failed the criteria for
post-qualification, the BAC (In exceptional
shall immediately issue cases, could
Notice of Post- be extended
disqualification to be signed up to 45
by the Secretary or his duly calendar days
authorized representative, subject to
then the BAC shall conduct approval by
same post-qualification the Secretary)
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/highest rated bid until a
bidder is post-qualified.
178
1.12. Prepare the BAC None 15 calendar BAC Secretariat,
Resolution declaring days BAC TWG,
LCRB/SCRB and Notice of BAC Members,
Award (NOA) to be signed Secretary or his
by the Secretary or his duly authorized
duly authorized representative
representative.
1.13. Issue Notice of Award to None 1 hour BAC Secretariat
the winning bidder.
Require winning bidder to
post performance security
within 10 calendar days
from receipt of the NOA.
 If the LCRB failed to post

Performance Security within
the period, the bid security
shall be forfeited and the
BAC shall disqualify the
bidder and complete the
post-qualification process on
the second LCB.
 If the SCRB failed to post

Performance Security within
the period, the bid security
shall be forfeited and the
BAC shall disqualify the said
bidder, and declare failure of
bidding and conduct a
179
re-bidding.
1.14. Prepare Contract/ None 10 calendar BAC Members,
Purchase Order/Job Order days BAC TWG, BAC
and Notice to Proceed to Secretariat,
be signed by the Secretary End-user,
or his duly authorized Budget Division,
official, upon receipt of the Accounting
winning bidder’s Division,
Performance Security. Secretary or his
duly authorized
representative
1.15. Issue Notice to Proceed to None 1 hour BAC Secretariat

the winning bidder within
from the approval of the
contract.
2. Receive copies of the 2. Provide the end-user copies None 1 day BAC Secretariat
procurement documents. of the procurement
documents.
TOTAL Please see 83 days
below table for 6 hours,
the applicable 20 minutes
fee for the
Bidding
Documents
Procurement of Goods/Services through Public/Competitive Bidding is covered under Republic Act 9184 and its Implementing Rules
and Regulations.
180
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
Bid Security
181
Form of Bid Security Amount
a Cash, cashier’s/manager’s check, issued by a Universal or Commercial
Bank.
Two percent (2%) of ABC
b Bank draft/guarantee or irrevocable letter of credit 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 Insurance Commission as authorized to issue such Five (5%) of the ABC
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
Five (5) % of Total Contract Price
Universal/Commercial Bank: Provided, 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 insurance company
duly certified by the Insurance Commission as authorized to issue such Thirty (30) % of Total Contract Price
security.
182
9) 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: Active DOLE employees
HRDS Online Request Form Online at
https://docs.google.com/forms/d/e/1FAlpQLSdjfr03
CpbF3kg1jxoV6ZA3ZKYts7EYD0i4ujFDEsDLp10ci
Q/viewform
1. Request Service Record online. 1. Receive request. None 1 minute Desk Officer
PAD
1.1. Retrieve Employee Data None 1 hour Desk Officer
Card. PAD
1.2. Prepare Service Record. None 1 hour Desk Officer
PAD
1.3. Review the Service None 1 hour Unit Head
Record. PAD
1.4. Sign the Service Record. None 30 minutes Division Chief
PAD
(for rank and file
employees)
1 hour Director
183
HRDS
(for 3rd level
officials)
2. Receive the Service Record. 2. Release the Service Record. None 5 minutes Desk Officer
minutes
184
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 Form (1 original copy); AS-PD
2. PAR/ICS (1 photocopy) Transferor/AS-PD
1. Submit complete required 1. Receive Transfer Request None 5 minutes Receiving Officer
documents to the AS-PD located Form and record in the AS-PD
at 2nd floor, Muralla Wing, DOLE logbook.
Building, Intramuros, Manila.
1.1. Review request and None 15 minutes Property Officer
validate submitted AS-PD
PAR/ICS vis-à-vis the
Property Inventory
System.
2. Receive and sign PAR. 2. Prepare and issue PAR to None 5 minutes Property Officer
transferee for signature. AS-PD
3. Submit signed PAR to AS-PD. 3. Receive and file signed None 5 minutes Property Officer
PAR. AS-PD
185
Regional/Provincial/Field Office
External Services
186
1) 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.
Office or Division: DOLE Regional/Provincial/Field Offices

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 form (in 4 sets) DOLE Regional/Provincial/Field Office – Technical
Services and Support Division
2. (1) Certificate of Registration from the Securities and Exchange Securities and Exchange Commission –
Commission (SEC) or Cooperative Development Authority (CDA) or the Information and Communications Technology
DOLE Department or Cooperative Development Authority
(CDA) – Registration Division or the DOLE
3. (1) Authenticated copy of the latest Articles of Incorporation in the case Applicant, SEC, CDA, as applicable
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
187
Certificate of Filing with the SEC/Certificate of Approval by the CDA
4. Audited financial reports for the past three (3) years preceding the date Applicant
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
5. List and/or photographs of similar projects previously completed, if any, Applicant
indicating the source of funds for implementation
6. Sworn affidavit of the secretary of the applicant organization/entity that Applicant
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
1. Submit the complete required 1. Check the completeness of None 15 minutes Action Officer or
documents to the DOLE the form and documentary Alternate
Regional/Provincial/Field Office requirements. TSSD
Action Officer.

office address of DOLE Regional/
Provincial/Field Offices.
2. Get the claim stub. 2. For complete documents, None 10 minutes Action Officer or
issue claim stub indicating Alternate
the date and time of release TSSD
of Accreditation Certificate.
 If application and/or
requirements are not
complete, return the
application form and
188
documents to the client
indicating the lacking
requirement/s and explain,
as may be necessary.
Application is deemed not
filed.
2.1. Conduct ocular site None Action Officer or
inspection and verification Alternate
of documents submitted. TSSD
2.2. Review and recommend None TSSD Chief
for approval/disapproval of 10 days
application.
2.3. Approve/Disapprove None Regional Director
application for
accreditation.
3. Proceed to DOLE Office on the 3. Release the Accreditation None 15 minutes Action Officer or
scheduled date of release of the Certificate or Notice of Alternate
Certificate. Present the claim stub Disapproval on the TSSD
to the Action Officer and get the scheduled date of release.
Accreditation Certificate or Notice
of Disapproval.

service is other than the one filing
the application, submit an
Authorization letter together with
photocopy of their ID
(Filer/Applicant and Authorized
Representative to present original
copies for verification purposes.
189
minutes
190
2) 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.
Office or Division: DOLE Regional Offices

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 (1 original copy)  DOLE Regional Offices – Technical Services
and Support Division (TSSD)
 www.ble.dole.gov.ph
 websites of DOLE Regional Offices
2. Passport with valid visa, except for temporary visitor’s visa in case of  Valid visa – Bureau of Immigration/Department
renewal or Certificate of Recognition for Refugees or Stateless Persons of Foreign Affairs/Department of Justice
(1 photocopy)  Certificate of Recognition – Department of
Justice
3. Notarized appointment or contract of employment enumerating their Philippine-based employer
duties and responsibilities, annual salary, and other benefits of the
foreign national (1 original copy)
4. Mayor’s Permit to operate business (1 certified true copy). In case of concerned Local Government Unit – Business
locators in economic zones, Certification that the company is located Permit and Licensing Office
191
and operating within the Ecozone, while in case of a construction  Certification that the company is located and
company, one photocopy of license from the Philippine Contractors operating within the Ecozone – Philippine
Accreditation Board (PCAB) or DO 174-17 Registration should be Economic Zone Authority or the Ecozone
submitted in lieu of Mayor’s Permit Authority
 PCAB license – Department of Trade and
Industry
 DO 174-17 Registration – concerned DOLE
Regional Office – Technical Services and
Support Division
5. Business Name Registration and Application Form or Securities and  Business Name Registration and Application
Exchange Commission (SEC) Registration and General Information Form – https://bnrs.dti.gov.ph
Sheet (1 certified true copy)  Articles of Incorporation and GIS – SEC–
Information and Communications Technology
Department
6. Special Temporary Permit (STP), if the position title of the foreign Professional Regulation Commission –
national is included in the list of regulated professions (1 certified true International Affairs Office
copy)
7. If the employer is covered by the Anti-Dummy Law, an Authority to Department of Justice or Department of
Employ Foreign National (1 photocopy) Environment and Natural Resources (DENR), in
case of mining
New Application:
documents to the DOLE Regional the Application Form and all Alternate
Office Action Officer. the documentary TSSD
requirements.
Offices.
192
TSSD
 For incomplete documents,
return the application form
and documents to the client
filed.
3. Present the Order of Payment to 3. Receive payment, issue OR P9,000.00 – 15 minutes Regional Office
the Regional Office Cashier, pay and stamp date of release permit fee for an Cashier
the required permit fees and of AEP on the face of the AEP with a
receive Official Receipt (OR). OR. validity of 1
year.
In case the
period of
employment is
more than one
year, P4,000.00
shall be charged
for every
additional year
or fraction
thereof.
3.1. Publish new AEP None 1 day, 7 hours Action Officer or
application within 2 Alternate
working days upon receipt TSSD
193
of application in a
newspaper of general
circulation, DOLE RO
website and PESO.
3.2. Evaluate submitted None 2 days Action Officer or
documents and Alternate
recommend for approval/ TSSD
disapproval.
3.3. If warranted based on None 2 days Action Officer or
documentary evaluation, Alternate
conduct verification TSSD
inspection.
3.4. Approve/Disapprove AEP. None 4 hours Regional Director
3.5. Print AEP Card. None 3 hours Action Officer or
Alternate
TSSD
4. Return to the DOLE Regional 5. Release the AEP if None 15 minutes Action Officer or
Office on the scheduled date of approved or Letter of Alternate
release of the AEP. Present the Denial/Disapproval if denied TSSD
OR to the Action Officer and on the scheduled release
claim AEP/Letter of date.
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
Representative – to present
original for verification purposes).
194
TOTAL P9,000.00 – 6 days, 6
permit fee for hours, 55
an AEP with a minutes
validity of 1
year
In case the
period of
employment is
more than one
year, P4,000.00
shall be charged
for every
additional year
or fraction
thereof.
Renewal:
requirements.
Offices.
TSSD
195
requirement/s and explain, as
may be necessary.
filed.
3. Present the Order of Payment to 3. Receive payment, issue OR Permit fee of 15 minutes Regional Office
the Cashier, pay the required and stamp date of release P4,000.00 for Cashier
permit fee and receive Official of AEP on the face of the each year of
Receipt (OR). OR. validity or
fraction thereof
3.1. Approve/Disapprove None 4 hours Regional Director
AEP.
3.2. Print AEP Card. None 3 hours Action Officer or
Alternate
TSSD
4. Return to the DOLE Regional 4. Release the AEP if None 15 minutes Action Officer or
Office on the scheduled date of approved or Letter of Alternate
release of the AEP. Present the Denial/Disapproval if denied TSSD
OR to the Action Officer and on the scheduled release
claim AEP/Letter of date.
Denial/Disapproval.

ID (Filer/Applicant and Authorized
196
TOTAL Permit Fee of 7 hours, 55
P4,000.00 for minutes
each year of
validity or
fraction thereof
197
3) 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 Filipino citizens, corporations, partnerships or entities at least 75% of the
authorized and voting capital stock of which is owned and controlled by Filipino
citizens shall be permitted to participate in the recruitment and placement of workers
locally
1. DOLE PRS Application form (1 original copy)  DOLE ROs – Technical Services and Support
Division (TSSD)
 www.ble.gov.ph
2. Proof of payment of filing fee of Php2,000.00 (1 copy) DOLE ROs
3. Valid license (1 certified copy) DOLE ROs – TSSD
4. Organizational structure of the branch office, including duly notarized Licensed agency owner
appointments (1copy)
5. NBI clearance of the branch manager and staff members (1 original National Bureau of Investigation/ https://nbi-
copy) clearance-form.pdffiller.com
6. Bio-data and one passport-size picture of the branch manager and staff Licensed agency owner
members (1 original copy each for every staff member)
7. Certification that the branch office has an office space with a minimum Licensed agency owner
floor area of 50 square meters for the exclusive use of the branch office
(1 original copy)
198
requirements.
Offices.
2. Get the Order of Payment for filing 2. For complete documents, None 10 minutes Action Officer or
fee. issue Order of Payment. Alternate
TSSD
filed.
3. Present the Order of Payment to 3. Receive payment and issue P2,000.00 – 15 minutes Cashier
the Cashier, pay the required filing OR. filing fee
fee and receive Official Receipt
(OR).
3.1. Evaluate the documents None 4 days Action Officer or
and conduct an ocular Alternate
inspection of the branch TSSD
office.
3.2. Approve/Deny application None 2 days Regional Director
for license. or his duly
authorized
representative
199
4. Get the Order of Payment for 4. For approved application, None 15 minutes Action Officer or
registration fee/Letter of Denial or Issue Order of Payment. Alternate
Disapproval. Otherwise, issue Letter of TSSD
Denial/Disapproval.
5. Present the Order of Payment to 4. Receive payment and issue P5,000.00 – 15 minutes Action Officer or
the Cashier, pay the required OR. registration fee; Alternate
registration fee, post surety bond TSSD
and receive Official Receipt (OR). P100,000.00 –
Surety Bond
6. Receive the Authority to Operate 5. Issue the authority to operate None 15 minutes Action Officer or
Branch Office. branch office, the validity of Alternate
which is co-terminus with TSSD
Note: Renewal of authority to operate license.
branch office is not earlier than 60
days but not later than 10 days
before its expiration.
TOTAL P107,000.00 6 days, 1
hour, 25
minutes
200
4) Application for Authority to Recruit
workers, locally under such guidelines, rules and regulations as maybe issued by the Secretary of Labor and Employment.

locally
1. Letter request by the agency (1 original copy) Applicant licensed agency owner
2. Certification under oath by the agency or an agreement between the Applicant licensed agency owner
agency and the representative or a special power of attorney stipulating
details of the proposed recruitment activities (1 original copy)
3. NBI clearance and bio-data of the representative with one recent National Bureau of Investigation/ https://nbi-
passport-size picture (1 original copy) clearance-form.pdffiller.com
4. Certificate of no pending recruitment case (1 original copy) DOLE Regional Office – Technical Services and
Support Division (TSSD)/court
5. Certificate of attendance to pre-application seminar (1 original copy) DOLE Regional Office – TSSD
1. Submit the complete required 1. Check the letter request and None 15 minutes Action Officer or
documents to the DOLE Regional completeness of all the Alternate
Office Action Officer. documentary requirements. TSSD
201
CLIENT STEPS AGENCY ACTION FEES TO BE PERSON
PAID RESPONSIBLE
See VII. List of Offices for the  For incomplete documents,
office address of DOLE Regional return the documents to the
Offices. client indicating the lacking
filed.
1.1. Evaluate application None 1 hour Action Officer or
documents. Alternate
TSSD
1.2. Approve/Disapprove the None 1 day Regional Director
application.
2. Get the Order of Payment/Letter 2. For approved application, None 10 minutes Action Officer or
of Denial or Disapproval. issue Order of Payment. Alternate
Otherwise, issue Letter of TSSD
Denial/Disapproval.
the Cashier, pay the required OR. registration fee
4. Receive the Authority to Recruit. 4. Issue the Authority to None 15 minutes Action Officer or
Recruit, the validity of which Alternate
Note: Renewal of authority to is not is co-terminus with license. TSSD
earlier than 60 days but not later than
10 days before its expiration.
TOTAL P2,000.00 – 1 day, 1 hour,
registration fee 55 minutes
202
5) Application for License to Operate Private Employment Agency (PEA)
workers, locally xxx under such guidelines, rules and regulations as maybe issued by the Secretary of Labor.

locally
1. DOLE PEA Application form (1 original copy)  DOLE Regional Office – Technical Services &
Support Division (TSSD)
2. Filing fee of Php 5,000.00 Applicant for license
3. One (1) certified true copy (CTC) of the certificate of business CTC of Business Registration in case of sole
registration and 1 copy of the original application obtained from the proprietorship - DTI-https://bnrs.dti.gov.ph
Department of Trade and Industry (DTI) in the case of single
proprietorship; or 1 certified copy of the Articles of Partnership or CTC of the Articles of Partnership, in case of a
Incorporation duly registered with the Securities and Exchange partnership or Articles of Incorporation in case of a
Commission (SEC), in case of a partnership or a corporation corporation - Securities and Exchange Commission
– Information and Communications Technology
Department
4. Documentary proof of ownership or lease of an office space with a floor Applicant for license as lessee
area of at least fifty (50) square meters for the exclusive use of the
203
agency (1 original copy). In case of lease, the contract must be for a

period of one (1) year with an option for renewal.
5. NBI clearance of the applicant owner, or the partners in case of a National Bureau of Investigation/ https://nbi-
partnership, or in case of corporation, its officers and directors (1 clearance-form.pdffiller.com
original copy)
6. An affidavit of undertaking (1 original copy) stating among others that Applicant for license
the applicant shall:
 Not support or engage in acts involving illegal recruitment, trafficking
in persons, violation of Anti-Child Labor Law or crimes involving
moral turpitude or similar activities;
 Ensure that DOLE standard recruitment are adhered to by the
parties;
 Not collect any fees whatsoever from the applicants
 Assume full responsibility for all acts of its officers, employees and
representatives in connection with recruitment and placement
activities
7. Designate an Office Manager and an Office Secretary or Clerk who
must be knowledgeable in the preparation and review of documents
8. List of representatives who must be at least college level and/or with Applicant for license
relevant training or experience in the recruitment industry (1 original
copy)
9. Certificate of participation/attendance of agency’s management Concerned DOLE Regional Office – TSSD
representative to a pre-application seminar (1 photocopy)
204
See VII. List of Offices for the requirements.
Offices.
TSSD
filed.
the Cashier, pay the required filing OR. filing fee
fee and receive Official Receipt 3.1. Evaluate the documents None 4 days Action Officer or
(OR). and conduct an ocular Alternate
inspection of the office TSSD
premises and equipment.
3.2. Approve/Deny application None 2 days Regional Director
for license. or his duly
authorized
representative
For approved application:
4. Get the Order of Payment for 4. Issue Order of Payment. None 15 minutes Action Officer or
license fee/Letter of Denial or Alternate
Disapproval.  For disapproved application, TSSD
205
issue Letter of Denial/
Disapproval.
5. Present the Order of Payment to 5. Receive payment and issue P15,000.00 – 15 minutes Action Officer or
the Cashier, pay the required OR. license fee; Alternate
license fee, post cash bond & TSSD
surety bond and receive Official P50,000.00 –
Receipt (OR). cash bond;
P100,000.00 –
surety bond
6. Receive the license. 6. Issue the license valid for 3 None 15 minutes Action Officer or
years. Alternate
Note: Renewal of authority to TSSD
operate branch office is not earlier
than 60 days but not later than 10
days before its expiration.
TOTAL P170,000.00 6 days, 1
hour, 25
minutes
206
6) 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.

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
207
 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
 Rebel returnees
 Victims of armed conflict
A. For NGAs including LGUs and SUCs as ACP:
1. Application letter duly signed by the authorized officials, i.e. Local Chief Proponent
Executive (LCE), Chairman/President, Cabinet Secretary, Directors,
among others, addressed to the DOLE Regional Director
2. Detailed project proposal which is duly approved/signed by the Pro-forma project proposal/business plan format –
authorized officials as enumerated in #1 above and indicating equity DOLE Regional/Provincial/Field Office – Technical
Services and Support Division (TSSD)
3. For LGUs and SUCs, Board or Sangguniang Bayan (SB) Resolution LGUs and SUCs
authorizing an official to enter into a Memorandum of Agreement
(MOA) to avail of DOLE livelihood
4. Individual beneficiary profile (with picture) and proponent ACP profile DOLE Regional/Provincial/Field Office – TSSD
5. MOA between the parties. DOLE Regional/Provincial/Field Office – TSSD
6. For LGUs (City, Provincial/Municipal), a copy of the portion of their LGUs
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 Office’s Accountant that the DOLE Regional Office Accounting Unit
previous cash advance granted has been liquidated and stamped
received by Commission on Audit
208
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 the DOLE Regional Director Proponent
2. Detailed and duly signed Project Proposal from the ACP Proponent
(indicating/showing that the ACP has equity equivalent to at least 20%
of the total project cost)
3. Individual Beneficiary Profile (with picture) and Proponent ACP Profile DOLE Regional/Provincial/Field Office – TSSD
4. Copy of ACP Certificate of Accreditation Proponent
5. Board Resolution authorizing a representative to enter into a MOA Proponent
6. MOA between DOLE RO and the ACP DOLE Regional/Provincial/Field Office – TSSD
7. Audited financial reports (statements) for the past three (3) years Proponent
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 details of proponent’s Proponent
equity participation in the project
10. List and/or photographs of similar projects previously completed, if any, Proponent
indicating the source of funds for implementation
11. Sworn affidavit of the secretary of the applicant organization/entity that Proponent
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 that the previous cash DOLE Regional Office Accounting Unit
advance granted has been liquidated and stamped received by the
COA.
209
1. Submit the complete required 1. Check the completeness of None Action Officer or
documents to the DOLE the proposal and Alternate
Regional/Provincial/Field Office documentary requirements. TSSD
Action Officer. 1.1. If complete, conduct None Action Officer or
initial evaluation of Alternate
See VII. List of Offices for the proposal. TSSD
If incomplete, notify the 3 days
proponent and return the
application.
1.2. If met the required rating, None Action Officer or
endorse the evaluation to Alternate
DOLE Regional Office – TSSD
Technical Support
Services Division.
1.3. Validate and concur on None 7 days Regional Project
the result of the Management
evaluation, as indicated Team
in the project appraisal
report. Recommend for
approval/disapproval.
1.4. Approve/Disapprove the None 3 days Regional Director
project proposal and the
grant of livelihood project
assistance.
2. Receive Notice of Approval and a 2. If approved, release the None 15 minutes Action Officer or
copy of the proposed MOA with Notice of Approval and Alternate
schedule of the MOA signing or proposed MOA. Include/line TSSD
Notice of Disapproval, as the up the approved proposal in
210
case may be, thru fax, email or the priority list for funding.
mail.
 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.
minutes
211
7) 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.
Office or Division: DOLE Regional and Field Offices

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 Letter of Intent (1 copy)  DOLE Regional and Field Offices – Technical
 PESOs
2. Agency Profile (1 copy) requesting entity
3. Phil-JobNet Proof of Accreditation (screenshot of the PJN page) requesting entity
[1 copy]
4. Location Map of the proposed venue (1 copy) requesting entity
5. List of Updated Job Vacancies (with number of heads required for each requesting entity
post, indicating the required number for female applicants) [1 copy]
documents to the DOLE the Application Form and all Alternate
Regional/Field Office Action documentary requirements. TSSD
212
Officer not later than ten (10)
working days before the
scheduled Job Fair.

Offices.
2. Get the claim stub. 2. For complete documents, None 10 minutes Action Officer or
issue claim stub. Alternate
TSSD
return the Application Form
filed.
2.1. Evaluate the submitted None 4 days Action Officer or
documents, conduct Alternate
ocular inspection and TSSD
recommend for
2.2. Approve/Disapprove Job None 1 day Regional Director/
Fair Clearance. Field Office Head/
Designated
Approving Officer
213
CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSIN PERSON
PAID G TIME RESPONSIBLE
3. Attend orientation on rules and 3. Conduct orientation. None 1 day Action Officer or
regulations in the conduct of Job Alternate
Fair. TSSD
4. Return to the DOLE Regional/ 4. Release the Job Fair None 15 minutes Action Officer or
Field Office on the scheduled date Clearance or Letter of Alternate
of release of Clearance. Present Denial/Disapproval on the TSSD
the claim stub to the Action Officer scheduled release date.
and claim Job Fair Clearance or
Letter of Denial/Disapproval.

together with photocopy of their ID
TOTAL None 6 days,
40 minutes
214
8) 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 of intent (1 copy)  DOLE Regional and Field Offices – Technical
 PESOs
2. Company Profile (1 copy) requesting entity
3. Securities and Exchange Commission (SEC)/Department of Trade and SEC – Information and Communications
Industry (DTI)/Department of Labor and Employment (DOLE) Technology Department
Registration (whichever applies) [1 photocopy]
DTI – https://bnrs.dti.gov.ph
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 (screenshot of the PJN page) requesting entity
[1 copy]
6. Location Map of the proposed venue (1 copy) requesting entity
215
7. List of Updated Job Vacancies (with number of heads required for each requesting entity
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)
Additional requirements, based on the nature/type of company/business:
1. Private Employment Agency/PEA License or License for Private DOLE Regional Office – Technical Services and
Recruitment Agency/PRPA (for private employment agencies) Support Division
[1 photocopy]
2. Land Transportation Franchising and Regulatory Board (LTFRB) LTFRB
Certificate to operate a tourist car transport (1 photocopy)
3. Philippine Contractors’ Accreditation Board (PCAB) License (for Department of Trade and Industry – PCAB
construction firms and related companies/businesses) [1 photocopy]
4. Certificate of Registration from the Cooperative Development Authority CDA – Registration Division
(CDA) [for Cooperatives], DOLE License (for manpower agencies) [1
photocopy] DOLE – Regional Office-Technical Services and
Support Division
documents to the DOLE the Application Form and all Alternate
Regional/Field Office Action documentary requirements. TSSD
Officer not later than ten (10)
working days before the scheduled
Job Fair.

Offices.
216
issue order of payment. Alternate
TSSD
filed.
3. Present the Order of Payment to 3. Receive payment and issue Php3,000.00 – 15 minutes Cashier
the Cashier, pay the permit fee OR. Permit Fee
and receive Official Receipt (OR).
4. Provide copy of the OR to the 4. Receive copy of the OR and None 4 days Action Officer or
Action Officer and get the claim issue claim stub. Evaluate Alternate
stub. the submitted documents, TSSD
conduct ocular inspection
and recommend for
4.1. Approve/Disapprove Job None 1 day Regional Director/
Fair Permit. Field Office Head/
Designated
Approving Officer
5. Attend orientation on rules and 5. Conduct orientation. None 1 day Action Officer or
regulations in the conduct of Job Alternate
Fair. TSSD
6. Return to the DOLE Regional/ 6. Release the Job Fair Permit None 15 minutes Action Officer or
Field Office on the scheduled date or Letter of Denial/ Alternate
of release of permit. Present the TSSD
217
claim stub to the Action Officer Disapproval on the
and claim Job Fair Permit or Letter scheduled release date.
of Denial/Disapproval.

TOTAL P3,000.00 – 6 days, 1
permit fee hour, 10
minutes
218
9) 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 P10,000.00 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.
219
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 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 deceased sugar worker subject Local Civil Registrar
to presentation of the original copy;
b. (1) Copy of the CBF special payroll certified by the employer which Planters’ Association/Planter/Sugar Mill
will match or is the same as the file copy of the RO.
3. If claimant is the legitimate spouse of the deceased, in Local Civil Registrar
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 addition to the documentary Local Civil Registrar
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, in addition to the Local Civil Registrar
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).
220
6. If the claimant is a legitimate brother or sister, in addition to the Local Civil Registrar
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
deceased, the claimant shall submit the following:
a. (1) Certificate of membership specifying that the deceased was: Planters' Association (for affiliated planters) or
 a small farm cultivator with five (5) hectares and below directly Sugar Mill (for unaffiliated planters)
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 beneficiary attesting to the fact and Third party and immediate family
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 under oath by the claimant. Third party
1. Submit the complete required 1. Check whether the submitted None 15 minutes Action Officer or
documents to the DOLE application form is properly alternate
Regional/Provincial/Field Office accomplished/filled-out and TSSD
Action Officer, accredited provided supporting
221
Planters’ Association/ documents are complete.
Cooperatives and Mill through
their respective accredited
representatives having jurisdiction
over the workplace or residence of
the deceased.

2. Get the claim stub. 2. If the application form is None 15 minutes Action Officer or
properly accomplished and alternate
supporting documents are TSSD
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
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
222
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 and None 10 days Action Officer or
verification of claim and Alternate
supporting documents TSSD
submitted by the client.
The Action Officer may Regional Director
perform phone or field
verification and coordinate
with the concerned Local
Government Unit or other
offices which issued the
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.
223
2.2. Prepare the Disbursement None 5 days Action Officer or
Vouchers and other Alternate
necessary accounting TSSD
documents for processing
by concerned DOLE Regional Director
personnel and approval by
the Regional Director.
3. Return to the DOLE Regional/ 3. Release the check None 15 minutes Action Officer or
Provincial/Field Office on corresponding to the benefits Alternate
scheduled date of release of the to be received by the client. TSSD
benefits. Present the claim stub to Ensure that the client will
the Action Officer and receive the properly sign all the
check corresponding to the necessary accounting
amount of benefits from the documents as proof of
Program. Sign all accounting receipt of benefits.
documents.
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
224
10) 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 P5,000 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
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.
225
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 –
(TSSD)
 Accredited Planters’ Association or Cooperative
and Mill through their accredited representatives
having jurisdiction over the workplace or
residence of the covered woman worker
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 authenticated copy) A physician or hospital or rural health unit attesting
to the fact of pregnancy
b. Latest Cash Bonus Fund (CBF) special payroll (1 original or Planters’ Association/Planter
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 True Copy); or Local Civil Registrar
o In case of unavailability of the same, a duly notarized affidavit, Claimant and attending physician, a registered
attesting to the fact of delivery or childbirth; and nurse or midwife or “komadrona”
o Latest CBF Special payroll (1 original or certified true copy) Planters’ Association/Planter
b. In case of therapeutic abortion
o Medical certificate attesting to the fact that abortion was Physician
performed to save life of the pregnant woman and/or preserve
the woman’s physical or mental health; and
226
o Latest CBF special payroll (1 original or certified true copy) Planters’ Association/Planter
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:
a. Certificate of membership (1 original copy) of the sugar worker Planters' Association (for affiliated planters)/Sugar
specifying that the claimant is: Mill (for unaffiliated planters)
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 complete required 1. Check whether the submitted None 15 minutes Action Officer or
documents to the DOLE Regional/ application form is properly Alternate
Provincial/Field Office Action accomplished/filled-out and TSSD
Officer, accredited Planters’ provided supporting
Association or Cooperative and documents are complete.
Mill through their accredited
representatives having jurisdiction
over the workplace or residence of
the covered woman worker.
227
2. Get the claim stub. 2. If the application form is None 15 minutes Action Officer or
properly accomplished and Alternate
supporting documents are TSSD
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
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.
228
2.1. Perform checking and None 10 days Action Officer or
verification of claim and Alternate
supporting documents TSSD
submitted by the client.
The Action Officer may Regional Director
perform phone or field
verification and coordinate
with the concerned Local
Government Unit or other
offices which issued the
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 Disbursement None 5 days Action Officer or
Vouchers and other Alternate
necessary accounting TSSD
documents for processing
by concerned DOLE
229
personnel and approval by
the Regional Director.
3. Return to the DOLE Regional/ 3. Release the check None 15 minutes Action Officer or
Provincial/Field Office on corresponding to the benefits Alternate
scheduled date of release of the to be received by the client. TSSD
benefits. Present the claim stub to Ensure that the client will
the Action Officer and receive the properly sign all the
check corresponding to the necessary accounting
amount of benefits from the documents as proof of
Program. Sign all accounting receipt of benefits.
documents.
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
230
11) 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 Child Permit Application  DOLE Regional and Field Offices – Technical
Form (1 original copy) Services and Support Division (TSSD)
 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)
231
If the child is not enrolled, Notarized Affidavit that the child shall be Child’s Parent or Guardian
enrolled in the next school year (1 original copy)
3. Authenticated copy of the child’s Birth Certificate or Certificate of Late Philippine Statistics Authority – Serbilis Outlets
Registration of Birth (1 photocopy) or City/Municipal Registrar
4. Medical Certificate (valid within 1 month from date of issuance) Issued by a licensed physician showing the
indicating that the child is fit to work (1 original copy) physician’s full name, signature and license
number
5. Passport size photographs of the child (2 original copy) Child’s Parent or Guardian
6. Any valid government issued ID or document to establish the identity of Authorized government offices
the parent/guardian (1 photocopy)
7. When the employer is the parent, guardian or a family member other Child’s Parent or Guardian
than the parent of the child:
 For legal guardian – Authenticated proof of legal guardianship (1
photocopy)
 For family member – Proof of relationship to the child (1 photocopy)
When the employer is in public entertainment or information
 Certified true copy of the employer’s business permit or Mayor’s City or Municipal Government – Business Permit
permit (1 original copy) and Licensing Office
 Notarized Employment Contract between the employer and the Employer
child’s parents or guardian (1 original copy)
8. Official Receipt for the Application fee (P100.00) (to be kept by client) Regional Office/Field Office Cashier
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 certificate, marriage Philippine Statistics Authority – Serbilis Outlets
contract] (1 photocopy) or City/Municipal Registrar
2. Notarized affidavit explaining the reason for exercising substitute Person exercising substitute parental authority
parental authority over the child (1 original copy)
232
For succeeding application:
1. Duly accomplished and notarized Working Child Permit Application  DOLE Regional and Field Offices – TSSD
Form (1original copy)  Website of DOLE Regional Offices
2. Previously issued WCP Card (1 original copy) Child’s Parent or Guardian
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 from date of issuance) Issued by a licensed physician showing the
indicating that the child is fit to work (1 original copy) physician’s full name, signature and license
number
5. Passport size photographs of the child (2 original copy) Child’s Parent or Guardian
6. Any valid government issued ID or document to establish the identity of Authorized government offices
the parent/guardian (1 photocopy)
7. Savings Account Certificate or Time Deposit Account Certificate under Bank where part of the child’s income is deposited
an in-trust-for set-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:
For legal guardian – Authenticated proof of legal guardianship (1 Legal guardian
photocopy)
 For family member – Proof of relationship to the child (1 photocopy)
Family member
When the employer is in public entertainment or information:
 Certified true copy of the employer’s business permit or Mayor’s City or Municipal Government – Business Permit
permit (1 original copy) and Licensing Office
 Notarized Employment Contract between the employer and the Employer
child’s parents or guardian (1 original copy)
9. Official Receipt for the application fee (PHP100.00) (to be kept by client) Regional Office/Field Office Cashier
233
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 certificate, marriage Philippine Statistics Authority – Serbilis Outlets
contract) (1 photocopy) or City/Municipal Registrar
2. Notarized affidavit explaining the reason for exercising substitute Person exercising substitute parental authority
parental authority over the child (1 original copy)
New Application:
documents to the Action Officer of the Application Form and Alternate
DOLE Regional/Field Office documentary requirements. TSSD
having jurisdiction over the
workplace of the child at least  If complete, receive the
three (3) days prior to application documents.
shooting/taping/event. Otherwise, return to the
client indicating the lacking
See VII. List of Offices for the requirement/s. In such case,
office address of DOLE Regional/ the application is deemed
Provincial/Field Offices. not filed.
2. Attend interview/orientation on 2. For applicants with complete None 30 minutes Action Officer or
scheduled date, time, and place. documents, schedule the Alternate
interview/orientation: TSSD
 Immediately – if the
parent/guardian and
employer or the child
himself/herself as may be
appropriate, are present at
234
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.
2.1. Process request and None 1 hour Action Officer or
review documents. Alternate
TSSD
TSSD
Chief/Provincial
Field Office Head
3. Get the Order of Payment/Letter of 3. If approved, issue Order of None 10 minutes Action Officer or
Denial. Payment. Otherwise, issue Alternate
Letter of Denial. TSSD
TSSD
Chief/Provincial
Field Office Head
4. Present the Order of Payment to 4. Receive payment and issue P100.00 – 10 minutes Regional
the Cashier, pay the required fees OR. application fee Office/Field Office
and receive Official Receipt (OR). Cashier
5. Bring the OR to the Action Officer 5. Issue claim stub. None 10 minutes Action Officer or
and receive claim stub. Alternate
TSSD
235
a. Prepare the WCP to be None 4 hours Action Officer or
approved/signed by the Alternate
Regional/Provincial TSSD
Director.
Note: Validity period of the

WCP is based on the
employment contract but not to
exceed one (1) year.
6. Present the claim stub and get the 6. Release the WCP on the None 10 minutes Action Officer or
WCP from the Action Officer on the scheduled release date. Alternate
scheduled date and time. TSSD

service is other than the one who
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.
TOTAL P100.00 – 6 hours, 40
application fee minutes
Succeeding Application:
documents to the Action Officer of the Application Form and Alternate
DOLE Regional/Field Office documentary requirements. TSSD
having jurisdiction over the
workplace of the child at least
236
three (3) days prior to  If complete, receive the
shooting/taping/event. application documents.
Otherwise, return to the
See VII. List of Offices for the client indicating the lacking
office address of DOLE Regional/ requirement/s. In such case,
Provincial/Field Offices. the application is deemed
not filed.
1.1. Process request and None 1 hour Action Officer or
review documents. Alternate
TSSD
TSSD
Chief/Provincial
Field Office Head
2. Get the Order of Payment/Letter 2. If approved, issue Order of None 10 minutes Action Officer or
of Denial. Payment. Otherwise, issue Alternate
Letter of Denial. TSSD
TSSD
Chief/Provincial
Field Office Head
3. Present the Order of Payment to 3. Receive payment and issue P100.00 – 10 minutes Regional
the Cashier, pay the required fees OR. application fee Office/Field Office
and receive Official Receipt (OR). Cashier
4. Bring the OR to the Action Officer 4. Issue claim stub. None 10 minutes Action Officer or
and receive claim stub. Alternate
TSSD
4.1. Prepare the WCP to be None 4 hours Action Officer or
approved/signed by the Alternate
Regional/Provincial TSSD
237
Director.
Note: Validity period of the

WCP is based on the
employment contract but not to
exceed one (1) year.
5. Present the claim stub and get the 5. Release the WCP on the None 10 minutes Action Officer or
WCP from the Action Officer on scheduled release date. Alternate
the scheduled date and time. 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.
TOTAL P100.00 – 6 hours
application fee
238
12) 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.
Office or Division: DOLE-Regional Offices (ROs)

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

Offices.
2. Affix 3 specimen signatures on the 2. If requirements are None 5 minutes Action Officer or
photocopy of the PRC License. complete, require the PME/ Alternate
PEE to affix three (3) TSSD
239
photocopy of the PRC License. specimen signatures on the
photocopy of the PRC
License.
3. Log in the PME/PEE information 3. Provide the logbook to the None 5 minutes Action Officer or
logbook. applicant for entry of Alternate
required information in the TSSD
PME/PEE logbook.
4. Get the claim stub. 4. Issue claim stub. Forward None 10 minutes BWC Officer of
the document to RO Focal the Day
Person.
4.1. Validate applicant’s None 6 hours, 30 Focal Person
information/documents. If minutes RO
the information/documents
are in order, prepare the
Certificate of Appearance
and submit complete
documents to the Office of
the Director.
240
4.2. Sign the Certificate of None 30 minutes Regional Director
Appearance. or authorized
representative
 If not in order or if there is
misrepresentation,
endorsement letter to be
sent to Legal Service for
appropriate action.
5. Receive the Certificate of 4. Release the Certificate of None 15 minutes Focal Person
Appearance. Appearance with official dry RO
seal.
service is other than the
PME/PEE, submit the letter of
authorization together with
photocopy of their ID and copy of
claim stub (Filer/Applicant and
purposes).
minutes
241
13) Issuance of Certificate of Exclusion from Alien Employment Permit

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 Regional Director (1 original Foreign National
copy)
2. Valid business/Mayor’s permit of the Philippine based company or LGU (Municipality/City) - Business Permit and
enterprise (1 certified true copy) Licensing Office
3. Passport (bio page) with valid visa (1 photocopy) Foreign National
Additional documents shall be required for specific categories, such as the
following:
 For President, Treasurer, and Members of Governing Boards (excluding
those listed in the Foreign Investment Negative List)
1. Updated General Information Sheet (GIS) showing the name and Securities and Exchange Commission –
position of the foreign national (1 certified true copy for each foreign Information and Communications Technology
national) Department
2. Certification that the requesting foreign national is a member of the Employer Company
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. Board Secretary’s Certificate of Election Employer Company
 For Intra-corporate Transferee
1. Contract of Employment from the Origin company including proof of Foreign Employer
242
Salary (1 original copy)

2. Secondment Agreement (1 original copy) Foreign Employer
 For Contractual Service Supplier
1. Contract of Employment from the Origin company including proof of Foreign Employer
Salary (1 original copy)
2. Service contract between the Philippine based company and the Foreign Employer and Philippine based company
foreign company (1 original copy)
 For Consultant
1. Service Contract between the Philippine based company and the Philippine based company and foreign national or
consultant or foreign consulting company (1 original copy) foreign consulting firm
 For Representative of the Foreign Principal/Employer assigned in
OLMA
1. Letter of Acknowledgment from the Philippine Overseas POEA
Employment Administration (POEA) [1 original copy]
documents to the DOLE Regional all the documentary Alternate
Office Action Officer. requirements. TSSD

Offices.
TSSD
243
filed.
3. Present the Order of Payment to 3. Receive payment, issue OR P500.00 – 15 minutes Regional Office
the Cashier, pay the required fees and stamp date of release of processing fee Cashier
and receive Official Receipt (OR). Certificate on the face of the per application
OR.
3.1. Approve/Disapprove None 1 day Regional Director
issuance of certificate of
exclusion.
4. Return to the DOLE Regional 4. Release the Certificate of None 15 minutes Action Officer or
Office on the scheduled date of Exclusion if approved or Alternate
release of Certificate. Present the Letter of Denial/Disapproval TSSD
OR to the Action Officer and claim if denied on the scheduled
Certificate of Exclusion. release date.

one who filed the letter, submit an
authorization letter together with
photocopy of their ID
TOTAL P500.00 – 1 day, 55
processing fee minutes
per application
244
14) 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.
(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 copies)  DOLE Regional and Field Offices – Technical
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 Safety Officers (Basic OSHC, Accredited Safety Training Organization
Occupational Safety and Health in Construction), and a Professional Regulation Commission
245
license certificate of an engineer in charge, if any; (1 photocopy)
 Copy of the certificate of Training and ID of First Aider, if any; (1 Accredited Safety Training Organization,
photocopy) Organizations Recognized as First Aid Training
Providers
 Photocopy of valid Philippine Contractors Accreditation Board Department of Trade and Industry (DTI) – PCAB
(PCAB) License of contractor (for projects with contactor)
[1 photocopy]
 Proof of Purchase/Existence/ Availability of Emergency Applicant
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 copies)  DOLE Regional and Field Offices – TSSD
2. Letter of intent, with name of authorized contact person with contact Applicant
number/s (2 original copies)
3. CSHP template (2 copies)  DOLE Regional and Field Offices – TSSD
4. The following as attachments (2 photocopies each):
 Registration under OSHS (Rule 1020- Registration of DOLE Regional and Field Offices – TSSD
Establishments)
 Valid PCAB Registration of Contractors/Subcontractors, if any DTI – PCAB
 Project Contract/any documentary proof showing company as Accredited CHE Testing Organization
chosen/winning bidder;
 Certificate of Completion on required training of all designated Accredited Safety Training Organization,
OSH Personnel (i.e., first-aider, safety officer, OH nurse, OH Organizations Recognized as First Aid Training
physician, dentist), as required under DO 198-18; Providers
246
 Valid Certificate of Inspection and Testing of Construction Heavy Accredited CHE Testing Organization
Equipment (CHE) conducted by a DOLE accredited testing
organization;
 Valid NC II to operate Construction Heavy Equipment and other Technical Education and Skills Development
critical skills/occupation, if any; Authority (TESDA) – Certification Office
 Contract/Memorandum of Agreement with nearby hospital/clinic in Applicant
lieu of the required hospital (if any).
1. Submit the complete required 1. Check the completeness of None 1 hour Action Officer or
documents to the DOLE all the documentary Alternate
Regional/Field Office Action requirements and duly TSSD
Officer. accomplished form.

Field Offices.
For complete documents:
2. Get the claim stub. 2. Issue claim stub indicating None 15 minutes Action Officer or
the date of release of Notice Alternate
of Approval/Disapproval. TSSD
 If application form is not

properly accomplished
and/or documents are not
complete, return the
application form and
documents to client
247
filed.
2.1. Evaluate CSHP None 3 days Action Officer or
application and prepare Alternate
Notice of Approval/ TSSD
Disapproval.
2.2. Sign Notice of Approval/ None 1 day Field Director or
Disapproval. Authorized
Representative
(For Simplified
Projects)
Regional Director
or Authorized
Representative
(For
Comprehensive
Projects)
3. Return to the DOLE Regional/ 2. Release Notice of Approval/ None 15 minutes Action Officer or
Field Office on the scheduled Disapproval of CSHP Alternate
date of release of Notice. Present application. Retain copy of TSSD
the claim stub to the Action issued letter duly received by
Officer and claim the Notice of client.
Approval/Disapproval of CSHP
application.
If the claimant is other than
248
the one who filed the application,
IDs (Filer/Applicant and
purposes).
hour, 30
minutes
249
15) Issuance of Permit to Operate (PTO) Mechanical Installation/Certificate of Electrical Inspection
(CEI)
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-Bureau of Working Conditions (BWC)

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 name and contact number Applicant
(1 original copy)
2. Application form and technical drawings for each unit of mechanical Application forms are downloadable from DOLE
equipment or electrical installation applied for (3 sets-original) and an website – www.dole.gov.ph
e-copy of all the documents submitted saved in a CD or USB
3. Valid Professional Regulation Commission (PRC) license and PRC License – PRC-Licensure and Registration
Professional Tax Receipt (PTR) of the Professional Mechanical Division
Engineer (PME) or Professional Electrical Engineer who signs the
technical drawings (1 photocopy) PTR – Local Government Unit (City, Municipality,
Economic Zones) – Treasury Office
4. Request for Inspection from Establishment (1 original copy) Applicant
5. Cleared plans (Electrical/ mechanical) and letter from the clearing Bureau of Working Conditions, DOLE Regional
Regional Office/Bureau (3 sets-original) Office
250
6. Receipt of payment issued inspection fee from Local Government Unit Local Government Unit (City, Municipality,
for PTO or CEI (1 photocopy) Economic Zones)
1. Submit requirements nos.1 to 3 1. Receive and evaluate the None 1 hour Officer of the Day
to DOLE ROs with PME or PEE documents submitted as to
for the clearing of mechanical its completeness based on
equipment design or electrical checklist.
wiring installation.
 Incomplete applications as
See VII. List of Offices for the per documents required will
office address of DOLE Regional be returned immediately to
Offices. the applicant.
1.1. Endorse to the Record None 30 minutes Officer of the Day

Officer the application for
recording.
1.2. Record the application None 30 minutes Records Officer

and attach route slip for
routing purposes.
1.3. Evaluate the plans as to None 1 day Assigned ME or

the completeness of the EE
documents submitted and
the correctness of the
required computations in
the design plan.
251
 For mechanical applications,
the maximum units to be
evaluated per day is five (5).
 For electrical applications,

the maximum number of
applications to be evaluated
per day is two (2).
Note:
 If during evaluation, there
are mistakes in the
application, the application
will be returned back to the
applicant with a
communication stating the
deficiency/ies.
 If the DOLE RO has no

PME/PEE to clear the plans,
the application will be
endorsed to BWC or the
nearest DOLE RO who has
PME or PEE. The transmittal
of the plans to another
Region will entail added
processing time.
252
1.4. Study the plan/s None 3 days Assigned PME for
submitted and check the mechanical plans
correctness of the design or assigned PEE
based on the Standards
used as reference.
1.5. Stamp “Cleared” on every None 1 day Assigned
page of the technical PME/ME for
drawings including the mechanical plans
application forms. or assigned
PEE/EE for
Note: electrical plans
stamped per day is five (5).

applications to be stamped
per day is two (2).
1.6. Assign the cleared None 1 day Assigned
application numbers and PME/ME for
record the same in the mechanical plans
database. or assigned
PEE/EE for
Note: electrical plans
numbered per day is five (5).
253
applications to be numbered
per day is two (2).
1.7. “Clear” the evaluated None 1 day PME or PEE
mechanical or electrical
plans.
Note:
signed per day is five (5).

applications to be signed per
day is two (2).
1.8. Prepare the transmittal None 30 minutes PME/PEE or the
letter for the applicant assigned ME/EE
and for the DOLE RO
who has jurisdiction over
the place where the
mechanical/ electrical
installation.
1.9. Sign the transmittal letter. None 30 minutes Bureau Director
or Regional
Director or
authorized
representative
254
2. Claim the cleared plans. 2. Release the cleared plans None 30 minutes Officer of the Day
to the applicants.
Note: The claiming of the

Cleared plans is beyond the
control of the DOLE Office
involved.
3. Submit original and receiving 3. Receive the original copy of None 15 minutes Officer of the Day
copy of request for inspection request for Technical Safety
with the RO copy of cleared Inspection with the cleared
plans (mechanical or electrical). plans subject to inspection.
3.1. Endorse the documents None 30 minutes Officer of the Day
to the Records Officer for
recording.
3.2. Route the documents to None 30 minutes Records Officer
the TSSD Focal Person.
3.3. Prepare the Authority to None 30 minutes TSSD Focal
conduct technical safety Person
inspection.
3.4. Sign the Authority to None 1 day Regional Director
conduct technical safety or authorized
inspection. personnel
3.5. Issue the Inspection None 1 day TSSD Focal
Authority for the conduct person
of Technical Safety
Inspection.
3.6. Conduct inspection in the None 5 days Technical Safety
assigned establishment Inspector
and issue Notice of
Results. Prepare
255
inspection reports.
Compute the fees to be
paid and prepare the
Order of Payment if the
establishment is
compliant.
 If there are deficiencies

noted in the conduct of
inspection, it shall be noted
in the Notice of Results and
the Order of Payment will 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 12.
3.7. Submit report to the None 1 day Technical Safety
TSSD Chief or authorized Inspector
personnel.
3.8. Review correctness of None 1 hour TSSD Chief or
the report. authorized
personnel
3.9. Issue Order of payment. None 1 day Technical Safety
Inspector
Note: Payable to the Local
Government Unit (City,
Municipality, Economic Zones)
256
where the equipment or wiring
installation is installed.
4. Submit photocopy of Official 4. Receive the photocopy of None 15 minutes Officer of the Day
Receipt (OR) and present the OR and check its authenticity
original copy. with the original copy.
Note: The submission of the

photocopy of the OR is beyond
the control of the DOLE
Regional Office.
4.1. Submit to TSSD the copy None 15 minutes Officer of the Day
of the OR for the
preparation of CEI/PTO.
4.2. Prepare and print the None 1 day TSSD Focal
CEI/PTO. Person
4.3. Review correctness of None 4 hours TSSD Chief or
printed CEI/PTO. authorized
personnel
4.4. Indorse the printed None 15 minutes TSSD Chief or
CEI/PTO to Regional authorized
Director or authorized personnel
personnel for approval.
4.5. Approve the printed None 1 day Regional Director
CEI/PTO. or authorized
personnel
5. Claim the PTO or CEI. 6. Release the CEI/PTO to None 30 minutes Officer of the Day
applicant.
Note: DOLE has no control as

to when the PTO or CEI will be
257
claimed by the applicant.
hours, 30
minutes
258
16) 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 Establishment under Rule  DOLE-Regional and Field Offices – Technical
1020 (3 original copies) Services and Support Division (TSSD)
2. Department of Trade and Industry (DTI) Registration Certificate (1 DTI-https://bnrs.dti.gov.ph
photocopy)
3. Valid License or Business Permit/Mayor’s Permit (1 photocopy) Local Government Unit where the establishment
operates – Business Permit and Licensing Office
documents to the DOLE Regional/ the form and documentary Alternate
Field Office Action Officer. requirements. TSSD

and Field Offices.
259
2. Get the claim stub indicating the 2. If documents are complete, None 10 minutes Action Officer or
date of release of Certificate. issue claim stub indicating Alternate
the date of release of TSSD
Certificate.
 If incomplete, return the

Registration Form and
documents to client
Registration is deemed not
filed.
2.1. Evaluate registration and None 1 day Action Officer or
recommend for approval. Alternate
TSSD
2.2. Sign the approved None 4 hours Regional Director/
registration. Designated
Approving Officer
3. Return to the DOLE Regional/ 3. Release the Registration of None 15 minutes Action Officer or
Field Office on the scheduled date Establishment under Rule Alternate
of release of Certificate. Present 1020 on the scheduled TSSD
the claim stub to the Action Officer release date.
and get the Registration of
Establishment under Rule 1020.

submit letter of authorization
260
Representative - to present
TOTAL None 1 day, 4
hours, 45
minutes
261
17) 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.
Office or Division: DOLE Regional/Provincial/Field Office

Who may avail: Parties to the CBA

manual registration
 1 original copy of all application requirements for online registration
1. Duly-filled out, signed and notarized Application Form for Registration of DOLE Regional/Provincial/Field Office –
Collective Bargaining Agreement Technical Services and Support Division
(TSSD)
 www.blr.dole.gov.ph
2. Collective Bargaining Agreement (CBA) which must be certified under Applicant labor union
oath by the representative/s of the employer/s and labor/union/s
concerned
3. A statement that the CBA was posted in at least two (2) conspicuous Union applicant and employer representative
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 majority of the employees Applicant labor union
in the bargaining unit of the employer/s concerned
262
1. Submit the complete required 1. Receive and review the None 4 hours Action Officer or
documents to the DOLE application for registration. Alternate
Regional/ Provincial/Field Office TSSD
Action Officer.

Technical
 If documentary requirements Services and
are incomplete and/or not in Support Division
complete the same within ten
(10) days from receipt of
notice. Otherwise, the
application is deemed denied
without prejudice to its re-
filing.
the Cashier, pay the registration OR. registration fee
(OR).
4. Submit OR to the Action Officer. 4. Receive OR. None 10 minutes Action Officer or
Alternate
TSSD
263
4.1. Print Certificate of None 2 hours Action Officer or
by the Regional Director TSSD
or his/her alternate
signatory. Regional Director
or his/her
alternate
signatory
4.2. Scan OR and signed None 15 minutes Action Officer or
Certificate of Registration. Alternate
TSSD
5. Sign in the Registration Logbook. 5. Record the application and None 10 minutes Action Officer or
let the applicant sign in the Alternate
Registration Logbook (for TSSD
pick-up).
6. Receive Certificate of 6. Release the Certificate of None 15 minutes Action Officer or
Registration. Registration either thru Alternate
courier or for pick-up. TSSD

status to “Application TSSD
to “Released”.
TOTAL P1,000.00 – 1 day, 3
minutes
264
1. Log in to
https://blr-ours.dole.gov.ph, None
select and fill up CBA Application
Form and upload documentary
requirements.
1. Log in to https://blr- None 4 hours Action Officer or

review the application for TSSD
registration submitted
online.
go to DOLE to submit TSSD
signed and notarized
application form, original
documents submitted
online.
within 10 days from receipt
application deemed denied
265
without prejudice to its re-
filing.
3. Proceed to DOLE Regional/ 3. Receive and validate None 30 minutes Action Officer or
Provincial/Field Office on documents uploaded online Alternate
scheduled date and submit the vis-à-vis the original TSSD
signed and notarized application documents presented.
uploaded online.

TSSD
5. Proceed to NCMB/RCMB 5. Receive payment and issue P1,000.00 – 15 minutes NCMB/RCMB
Cashier, present the Order of OR. registration fee Cashier
Payment, pay the registration fee
and receive the Official Receipt
(OR).
Alternate
TSSD
by the Regional Director or TSSD
266
Regional Director
or his/her
alternate
signatory
TSSD
pick-up).
Registration. Registration. Alternate
TSSD
8.1. Log-in to https://blr- None 1 hour Action Officer or
to “Released”.
TOTAL P1,000.00 – 1 day, 50
registration fee minutes
267
18) 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.

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 required) with attached proof  DOLE Regional Offices – Technical Services
of compliance with substantial capital requirement as defined in Section and Support Division (TSSD)
3 (I);  DOLE website – www.dole.gov.ph
2. Any of the following:
 Certified True Copy of the Certificate of Registration, along with the Securities and Exchange Commission –
Articles of Incorporation; w/ a paid-up capital of P5,000,000.00 Information and Communications Technology
Department
 Certified True Copy of Department of Trade and Industry (DTI) DTI-https://bnrs.dti.gov.ph

Registration Certificate and DTI Certification with net worth of
P5,000,000.00
 Certified True Copy of the Certificate of Registration from the CDA Cooperative Development Authority – Registration
with P5,000,000.00 paid up capital stocks/shares Division
 Certified copy of Registration from the DOLE if the applicant is a DOLE Regional/Provincial/Field Office – TSSD
union
268
3. Certified True Copy of License or Business Permit/Mayor’s Permit Local Government Unit where the contractors
operate – Business Permit and Licensing Office
4. Copy of duly audited financial statement for Corporation, Partnership, Company records
Cooperative or a labor organization, or copy of the latest Income Tax
Return (ITR),for sole proprietorship
5. Sworn disclosure that the registrant, its officers and owners or principal Company records
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 lease contract of facilities, Applicant/Contractor
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 accordance with its primary Applicant/Contractor
purpose in the Articles of Incorporation
8. Number of employees Applicant/Contractor
9. Commitment Form specifying the increase of paid up capital should Applicant/Contractor
there be increase in the number of workers
10. Photo of the office building and premises where the contractor holds Applicant/Contractor
office
For Renewal – 3 copies of the following:
1. Duly accomplished Application Form (TIN required) DOLE Regional Offices – TSSD
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 the following:
 Certificate of membership and proof of payment of SSS, BIR, ECC, SSS, BIR, ECC, Pag-ibig
Pag-IBIG contributions for the last three (3) years, as well as loan
269
amortization; and
 Certificate of pending or no pending labor standard violations case/s National Labor Relations Commission, DOLE
with the NLRC and DOLE. The pendency of a case will not prejudice Regional Office – TSSD
the renewal of registration, unless there is a finding of violation of
labor standards by the DOLE Regional Director
**DOLE Clearance (Certificate of no pending case)
 Application for Clearance/Request Form or letter request indicating Applicant/Contractor
the purpose;
 Identification Card of the Requesting party Applicant/Contractor
3. Copy of previous Certificate of Registration Applicant/Contractor
4. Proof of submission of Contractor’s/Sub-Contractor’s Semi-Annual Applicant/Contractor
Reports
Office Action Officer. documentary requirements. TSSD
See VII. List of Offices for the  For complete requirements,

office address of DOLE Regional receive the application with
Offices. all supporting documents.

filed.
270
1.1. Review the application, None 2 days Authorized
and conduct verification Representative of
inspection. the Regional
Director
1.2. Approve/Disapprove the None 3 days Regional Director
application.
2. Get the Order of Payment/Letter 2. Issue Order of Payment for None 10 minutes Action Officer or
of Denial or Disapproval. approved application. If Alternate
disapproved, issue Letter of TSSD
Denial/Disapproval.
3. Present the Order of Payment to 3. Receive payment, issue OR P100,000.00 – 15 minutes Cashier
the Cashier, pay the registration and stamp date and time of registration fee
fee and receive Official Receipt release of Certificate on the
(OR). face of the OR.
4. Return to the DOLE Regional 4. Release the Certificate of None 15 minutes Action Officer or
Office on the scheduled date of Registration. Alternate
release of Certificate. Present the TSSD
OR to the Action Officer and claim
Certificate of Registration.

filed the application, submit the
letter of authorization together
with photocopy of their IDs
271
TOTAL P100,000.00 – 5 days, 55
272
19) Registration of Union
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.
273
Creation of Local Chapter –

manual registration
1. Duly accomplished Application Form for Registration of Local Chapter  DOLE Regional/Provincial/Field Office –
(TSSD)
2. Charter Certificate Applicant local union/Federation
3. The names of the local chapter’s officers, their addresses and the Applicant local union/Federation
principal office address of the local chapter
4. The chapter’s constitution and by-laws provided, that where the Applicant local union/Federation
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 –
manual registration
1. Duly filled up, signed and notarized Application Form for Registration of Applicant labor union
Independent Union
2. Names of the applicant labor union’s officers and their respective Applicant labor union
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 organizational meeting/s Applicant labor union
5. Name of all its members comprising at least 20% of the employees in Applicant labor union
the bargaining unit
274
6. Annual financial reports if the applicant has been in existence for one Applicant labor union
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 Constitution and By-laws and Applicant labor union
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)
9. List of members who participated in the ratification of CBL. (The list of Applicant labor union
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)
Action Officer.

TSSD
275
its re-filing.
3. Present the Order of Payment to 3. Receive payment and issue P70.00 – 15 minutes Cashier
(OR).
Alternate
TSSD
Regional Director
or his/her
alternate
signatory
4.2. Scan the OR and signed None 15 minutes Action Officer or
TSSD
276
pick-up)
to “Released”.
TOTAL P70.00 – 1 day, 3
minutes
1. Log in to https://blr-
ours.dole.gov.ph, select and fill- None
out Application Form and upload
registration submitted online.
277
documents submitted
online.
the application shall be
deemed denied without
prejudice to its re-filing.
uploaded online.

278
 If not in order, return to TSSD
(OR).
Alternate
TSSD
signatory.
TSSD
pick-up).
TSSD
279
to “Released”.
TOTAL P70.00 – 1 day, 50
280
20) Registration of Workers’ Association
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.

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.

manual registration
1. Duly-filled out, signed and notarized Application Form for Registration of  DOLE Regional/Provincial/Field Office –
Workers’ Association; Technical Services and Support Division
(TSSD)
2. Names of the applicant association’s officers and their respective Applicant association
addresses;
3. Minutes of the organizational meeting/s; Applicant association
4. List of members who participated in the organizational meeting/s; Applicant association
5. Financial Reports of the applicant association if it has been in existence Applicant association
for one or more years, unless it has not collected any amount from the
281
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
8. Minutes of adoption or ratification of the constitution and by-laws and the Applicant association
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)
Action Officer.

TSSD
282
its re-filing.
(OR).
Alternate
TSSD
signatory. Regional Director
or his/her
alternate
signatory
Certificate of Alternate
Registration. TSSD
pick-up).
283
to “Released”.
TOTAL P70.00 – 1 day, 3
minutes
1. Log in to
https://blr-ours.dole.gov.ph,
select and fill-out Registration of None
Workers’ Association Application
Form and upload documentary
requirements.
registration submitted
online.
documents submitted online.
284
the application deemed
its re-filing.
uploaded online.

TSSD
(OR).
285
Alternate
TSSD
Regional
Director or his/her
alternate
signatory
TSSD
pick-up).
TSSD
to “Released”.
286
TOTAL P70.00 – 1 day, 50
287
Philippine Overseas Labor Office
External Services
288
1) Issuance of Overseas Employment Certificate (OEC) at Post
Overseas Employment Certificate (OEC) is a clearance issued to Overseas Filipino Workers (OFWs), known as Balik-
Manggagawa (BM) who exit from the Philippines for employment purpose.
Pursuant to Section 35, Migrant Workers and Overseas Filipinos Act 1995 (Republic Act 8042), OFWs shall be exempted
from the payment of travel tax and airport terminal fee upon presentation of the OEC exit clearance which shall serve as:
 Travel exit pass for OFWs at the airports
 An exemption certificate from payment of Travel Tax and airport terminal fee upon presentation to the airline counter
and airport terminal fee counter
 Worker’s guarantee that he/she is covered by government protection and benefits
Office or Division: Philippine Overseas Labor Offices (POLOs)

Who may avail:  OFWs on leave/vacationing or returning to same employer after a specified term of
contractor to same employer who has transferred to another jobsite.
 OFWs who have partially served their present employer
 Undocumented OFWs (tourists, dependents, students, businessman) who became
OFWs and have partially served the same employer
1. Valid passport (1 original, 1 photocopy) Applicant

2. Verified employment contract (1 photocopy) Applicant
3. Copy of plane ticket or printed e-ticket Applicant
4. Balik Manggagawa (BM)- online log on ID and password Applicant
5. Other, as may be necessary – Any proof that OFW is returning to the Applicant
same employer (such as: company ID, employment certificate and visas
if OFW has no record on file at POEA)
289
1. Log in to the BM Online System 1. Assist the client in filling out None 5 minutes Administrative
(bmonline.ph) or POEA official the required information. Staff
webpage (poea.gov.ph). Sign up POLO
and fill-out the required online
forms and get an appointment.
2. Visit the POLO on the appointed 2. Validate the data entries. None 5 minutes Administrative
time and date and present the Staff
required documentary POLO
requirements.
3. Pay the required OEC fee and 3. Receive payment, write or OEC Fee of 2 minutes Administrative
receive Certificate bearing the encode and print the details P100.00 or its Staff
details of the OFW, date and fee on the face of the certificate equivalent in POLO
paid. and issue the duly signed local currency
and accomplished OEC.
TOTAL P100.00 or its 12 minutes
equivalent in
local currency
290
2) Verification of Overseas Employment Documents
Verification of overseas employment documents at post provide for a built-in mechanism for verifying overseas employment
documents as a requisite to authentication with Section 21 of the Labor Code and the rules of POEA. It aims to protect the
interest of Filipino Workers abroad pursuant to EO 1022 and its implementing rules and regulations per Joint
DOLE/DFA/DBM/DOF/COA Circular No. 3-99.
Office or Division: Philippine Overseas Labor Offices (POLOs)

Who may avail:  OFWs
 Employer/s
 Foreign Recruitment Agencies (FRAs)
For Employment Contract

1. Photocopy of the passport of the OFW Applicant
2. Authority to work or equivalent Work Permit from the host country Applicant
3. Photocopy of the Plane Ticket Applicant
4. Proof Visa Approval (if applicable) Applicant
5. Photocopy of the passport or valid/national ID of the employer Employer/FRA
6. Photocopy of the Verified Job Order (JO) Employer/FRA
7. Valid Official Receipt for OWWA Membership OWWA
For Recruitment Agreement (RA)/Service Agreement (Land-based) or
Manning Agreement (Sea-based)
1. Photocopy of valid POEA License Recruitment Agency
2. Legal personality of the employer/principal (e.g. equivalent SEC/DTI Employer/Principal
registration of the employer/principal or company; equivalent DOLE
license/authority to recruit)
291
3. Proof of financial capability of the employer/principal Employer/Principal

4. Legal personality of the employer/principal (e.g. equivalent SEC/DTI
registration of the employer/principal or company; equivalent Ship
registration
5. Proof of financial capability of the employer/principal Employer/Principal
For Special Power of Attorney (SPA)
1. Photocopy of valid POEA license Recruitment Agency
2. Legal personality of the employer/principal (e.g. equivalent SEC/DTI Employer/Principal
registration of the employer/principal or company)
3. Equivalent DOLE license/authority to recruit from the Host Country DOLE
For Proof of Visa Availability (if necessary)
1. Photocopy of the passport of the OFW Applicant
2. Authority to work or equivalent Work Permit from the host country Applicant
3. Photocopy of the passport or valid/ national ID of the employer Employer/Foreign Recruitment Agency
For Job Order (JO) or Manpower Request with Master/Model
Employment Contract of Employment
1. Photocopy of valid POEA license POEA
2. Legal personality of the Recruitment Agency/employer/principal (e.g. Employer/Principal
equivalent DOLE license/ authority of the recruitment agency)
3. Photocopy of passport or valid/national ID of the Employer/signatory Employer
of all the documents
4. Master/Model Contract of Employment Employer
5. Letter requesting the foreign recruitment agency to do the Requesting Employer
recruitment for the company
6. Legal personality of the employer/principal (e.g. \equivalent SEC/DTI Requesting Employer
registration with proof of financial capability)
7. Photocopy of passport or valid/national ID of the Employer/signatory Requesting Employer
of all the documents
292
8. Particulars (e.g. no. of OFW per position with the corresponding Requesting Employer
salary rates)
9. Other related documents as may be necessary, i.e. Master/Model Requesting Employer
Contract of Employment
1. Submit to the POLO 1. Check the completeness of None 30 minutes Administrative
Administrative Staff the original the form and documentary Staff
documents to be verified with the requirements. POLO
 If incomplete, return the
See VII. List of Offices for the application form and
office address of POLOs. documents to the client
as maybe necessary.
filed.
2. Pay the required Verification fee 2. Conduct interview, as may US $10 or its 4 hours Administrative
to POLO window and receive be deemed necessary. equivalent in Staff
Official Receipt (OR) indicating Receive payment, stamp OR local currency POLO
the release date and time and with the release date and for individual
Authentication fee at DFA time and issue OR. contract of
cashier/window. employment/
Master Model or
Pro-Forma
Contract, Proof
of Visa,
Availability, Job
Order/Manpower
293
Requests,
Special Power of
Attorney, and
other similar
documents.
US $30 or its
equivalent in
local currency
for Group
Service Contract
of Employment,
Recruitment
Agreement/Man
ning Agreement,
and other similar
contract/agreem
ent/document
2.1. Segregate the Client’s None 20 minutes Administrative
original copy for Staff
authentication and POLO POLO
copy. Stamp the
embassy chop on every
page and the Verification
Fee chop on the last
page of the document.
2.2. Encode/write the details None 15 minutes Administrative
of the payment in the Staff
cashbook in sequential POLO
294
order with the OR
number.
2.3. Encode/update the index None 15 minutes Administrative
of employer/principal/ Staff
recruitment agency/JO POLO
profile.
2.4. Review/check the None 3 hours Administrative
provisions of the contract/ Staff
agreement/related POLO
documents for verification
if consistent with the Labor Attache/
terms & conditions of Authorized
employment with the Overseas Labor
DOLE, POEA Rules and Officer in post
Regulations and
compliant with the laws of
host country which are for
the benefit of the Filipino
workers.
2.5. Verify the legal None 2 hours Administrative
personality of the Staff
employer/principal, POLO
financial capability of the
employer/principal and
conduct ocular work site
inspection to determine
viability of the project/s,
as maybe necessary.
295
2.6. Transmit the documents None 4 hours Administrative
for authentication to the Staff
Philippine Consular POLO
Office.
3. Return to the POLO on the 3. Release the verified None 1 day Administrative
scheduled date of release of documents on the Staff
documents. Present the OR to the scheduled release date and POLO
Administrative Staff and claim time.
verified and authenticated
documents.
Note: If the claimant of the

requested service is other than
the one who filed the application,
IDs (Filer/Applicant and
Authorized Representative – to
purposes).
TOTAL US $10 or its 2 days, 6

equivalent in hours, 20
local currency minutes
US $30 or its
equivalent in
local currency
296
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 fms_management@dole.gov.ph.

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 EODB
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 fms_management@dole.gov.ph.
297
 Call the DOLE Hotline 1349.
How complaints are processed? Complaints received are forwarded to the relevant office for 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, PCC, ARTA: complaints@arta.gov.ph
CCB 1-ARTA (2782)
PCC: 8888
CCB: 0908-881-6565 (SMS)
298
VII. List of Offices
Office Address Contact Information
CENTRAL OFFICE
Office of the Secretary 6th – 7th floors, DOLE Building, Muralla cor. 8527-3000 loc. 701
Gen. Luna Sts., Intramuros, Manila
Staff Services
Administrative Service nd
2 floor, Muralla Wing, DOLE Building, 8527-3000 loc. 202
Intramuros, Manila administrativeservice@gmail.com
Financial and Management Service 4th floor, General Luna Wing, DOLE Building, 8527-3000 loc. 412
Intramuros, Manila fmsod.dole@yahoo.com
Human Resource Development Service 5th floor, Muralla Wing, DOLE Building, 8527-3000 loc. 502
Intramuros, Manila dolehrds.od@gmail.com
Information and Publication Service Ground Floor, DOLE Executive Building, 8527-3000 loc. 625
Intramuros, Manila dole_ips@yahoo.com
Internal Audit Service 4th floor, Muralla Wing, DOLE Building, 8527-3000 loc. 455
Intramuros, Manila Ias_dole@yahoo.com
Legal Service 6th floor, Muralla Wing, DOLE Building, 8527-3000 loc. 610
Intramuros, Manila dole.ls.od@gmail.com
Planning Service 6th floor, Muralla Wing, DOLE Building, 8527-3000 loc. 617
Intramuros, Manila ps@dole.gov.ph
Bureaus
Bureau of Labor Relations 6th Floor, First Intramuros BF Condominium 8527-2551
Corporation, Solana St., cor. Andres Soriano blr_od@yahoo.com
Ave. (Aduana St.), Intramuros, Manila
Bureau of Local Employment 6th Floor, First Intramuros BF Condominium 8528-0087
Corporation, Solana St., cor. Andres Soriano od_ble@yahoo.com
Ave. (Aduana St.), Intramuros, Manila
299
Bureau of Workers with Special Concerns 9th Floor, Antonino Building, J. Bocobo St. cor. 8404-3336
TM Kalaw Ave., Ermita, Manila mail@bwsc.dole.gov.ph
Bureau of Working Conditions 3rd floor, Muralla Wing, DOLE Building, 8527-3000 loc. 303
Intramuros, Manila bwcsecretary@gmail.com
International Labor Affairs Bureau 3rd Floor, General Luna Wing, DOLE Building, 8527-3000 loc. 102
Intramuros, Manila dole.ilab@ymail.com
REGIONAL OFFICES
DOLE-Cordillera Administrative Region Cabinet Hill, Baguio City (074) 442-2447
(CAR) dolecar88@yahoo.com
DOLE-National Capital Region (NCR) DOLE-NCR Building, 967 Maligaya St., Malate, (02) 310-4018
Manila dolencr2008@gmail.com
DOLE-Regional Office No. 1 (Ilocos Parammata Building B, Biday, San Fernando (072) 607-9981
Region) City, La Union dole_ro1@yahoo.com
DOLE-Regional Office No. 2 (Cagayan Regional Government Center, Carig Sur, (078) 304-5085
Valley) Tuguegarao City, Cagayan doler02@gmail.com
DOLE-Regional Office No. 3 (Central Diosdado Macapagal Regional Government (045) 455-1613
Luzon) Center, Brgy. Maimpis, San Fernando City, dolero3@gmail.com
Pampanga
DOLE-Regional Office No. 4A 3rd and 4th Floors, Andenson Bldg. II, Parian, (049) 545-7360
(CALABARZON) Calamba City, Laguna dolero4a@gmail.com
DOLE-Regional Office No. 4B 3rd Floor, Confil Bldg., Roxas Drive cor. (043) 288-2078
(MIMAROPA) Sampaguita St., Lumangbayan, Calapan City,
Oriental Mindoro
DOLE-Regional Office No. 5 (Bicol Doña Aurora St., Old Albay, Legaspi City (052) 481-0768
Region) ro5dole@yahoo.com
DOLE-Regional Office No. 6 (Western Swan Rose Bldg., Commission Civil St., Jaro, (033) 320-8026
Visayas Region) Iloilo City ro6@dole.gov.ph
DOLE-Regional Office No. 7 (Central 3rd and 4th Floors, DOLE-RO 7 Bldg., Gen. (032) 266-9722
Visayas Region) Maxilom Ave. cor. Gorordo Ave., Cebu City ro7@dole.gov.ph
300
DOLE-Regional Office No.8 (Eastern DOLE Compound, TreceMartires St., Tacloban (053) 325-6293
Visayas Region) City ro8@dole.gov.ph
DOLE-Regional Office No. 9 (Zamboanga 3rd Floor, QNS Bldg., Vet. Ave. Ext., Tumaga (062) 991-2673
Peninsula Region) Rd., Zamboanga City dole9record@yahoo.com
DOLE-Regional Office No. 10 (Northern Trinidad Bldg., Corrales-Yacapin St., Cagayan (088) 858-1658
Mindanao Region) de Oro City dole10imsd@gmail.com
DOLE-Regional Office No. 11 (Davao 4th Floor, AMQ Bldg., cor. Dacudao Ave. and (082) 227-4289
Region) Lakandula St., Agdao, Davao City dole11regionaloffice@gmail.com
DOLE-Regional Office No. 12 102 Acepal Bldg., Mabini Extension, Koronadal (083) 228-2190
(SOCCSKSARGEN) City dole12.ro@gmail.com
DOLE-Regional Office No. 13 (CARAGA Nimfa Tiu Bldg., J. P. Rosales Ave., Butuan (085) 817-2358
Region) City dolecaraga13@gmail.com
PROVINCIAL/FIELD/SATELLITE OFFICES
Cordillera Administrative Region
Abra Field Office 2ndFloor, Calixterio Bldg., Capitulacion St., (074) 752-8593
Zone 1, Bangued, Abra
Apayao Satellite Office New Market Bldg., Luna, Apayao 09458036324
Baguio-Benguet Field Office DOLE-CAR Regional Office, Cabinet Hill, (074) 442-2447
Baguio City
Ifugao Field Office Guimbatan Bldg., Dotal St., Lagawe, Ifugao 09458036325
Kalinga Field Office Batala Bldg., Bulanao, Tabuk, Kalinga 09458036327
Mt. Province Field Office Red Cross Bldg., Bontoc, Mountain Province (074) 602-1001
National Capital Region
CAMANAVA Field Office 5thFloor, Araneta Square Center, Monumento (02) 8282-1842
Circle, Caloocan City dole_camanava@yahoo.com
Makati–Pasay Field Office 2nd Floor, 355 ECC Bldg., Sen. Gil J. Puyat (02) 8772-8210
Avenue, Makati City dolencrmpfo@yahoo.com
301
Manila Field Office 4th Floor, DY International Bldg., 1650 Gen. (02) 8244-1532
Malvar cor. San Marcelino Sts., Malate, Manila dolencr_wawd@yahoo.com
MUNTAPARLAS Field Office 3rd Floor, Valenzuela Bldg., 263 Alabang- (02) 8815-0086
Zapote Road, Pamplona 3, Las Piñas City mtplfo@yahoo.com
PAPAMAMARISAN Field Office 4th Floor, Rudgen II Bldg., 17 Shaw Blvd., Brgy. (02) 8477-3630
San Antonio, Pasig City papamamarisan@yahoo.com
Quezon City Field Office 4th Floor, Arcadia Bldg., Quezon Avenue, 8921-4973
Quezon City dolencrqcfo@yahoo.com
Regional Office No. 1
Central Pangasinan Field Office Gingin Lair Realty, Tambac Highway, Dagupan (075)515-2590
City, Pangasinan
Ilocos Norte Field Office Pacific Hardware Bldg., Abadilla St., Laoag (077) 772-0727
City, Ilocos Norte
Ilocos Sur Field Office Hollywood Bldg., Rizal St. cor. Escribano St., (077) 604-9250
Vigan City, Ilocos Sur
La Union Field Office So Bldg., #2 F. Ortega Highway, Brgy. Tanqui, (072) 607-2238
San Fernando City, La Union
Rosales Field Office Government Center, Brgy. Carmay, Rosales, (075)636-4939
Pangasinan
Western Pangasinan Field Office BHF Rural Bank Inc., Quezon Avenue, (075) 551-4525
Alaminos City, Pangasinan
Cagayan – Batanes Field Office DOLE RO2 Bldg., Regional Government (078) 846-8573
Center, Carig Sur, Tuguegarao City, Cagayan dole_cagayanfieldoffice@yahoo.com
Isabela Field Office Building B, Units 9-10 Triton Strip Mall, 0927-250-7534
Alibagu, City of Ilagan, Isabela dole_quirino@yahoo.com
302
Nueva Vizcaya Field Office Capitol Compound, Bayombong, Nueva (078) 392-0081
Vizcaya dolenvfo@gmail.com
Quirino Field Office San Marcos, Cabarroguis, Quirino (078) 323-3623
Basco Satelite Office Building B, Unit 9-10 Triton Strip Mall (078) 323-3623
Alibagu, Ilagan City, Isabela dole_isabela@yahoo.com
Aurora Field Office Mabini St., cor. Recto St. Brgy. 1, Baler, Aurora 0917 566 3906
dolero3aurora@gmail.com
Bataan Field Office 2nd Floor, Loren & Lorna Bldg., Manahan St., (047) 237-7225
Tenejero, Balanga City, Bataan dolero3bataan@gmail.com
Bulacan Field Office Mark III Bldg., A. Mabini St., Brgy. Mojon, 0917 771 9233
Malolos City, Bulacan bulacan.dolero3@gmail.com
Clark Satellite Office One-Stop-Shop Center for OFWs Clark (045) 499-3317
Polytechnic dolero3clark@gmail.com
Nueva Ecija Field Office Annex Bldg. No. 578 Burgos St., Brgy. (044) 940-0756
Sangitan, Cabanatuan City, Nueva Ecija dolero3nuevaecija@gmail.com
Pampanga Field Office rd
3 Floor Plaza Garcia Bldg., Dolores, San (045) 961-7563
Fernando City, Pampanga dolero3pampanga@gmail.com
Tarlac Field Office nd
2 Floor, MAQS Bldg., Mac Arthur Highway, 0917 554 9718
San Rafael, Tarlac City dolero3tarlac@gmail.com
Zambales Field Office Macariola Bldg., 2284 Rizal Avenue East 0917 555 6899
Bajac-Bajac, Olongapo City, Zambales dolero3zambales@gmail.com
Regional Office No. 4A
Batangas Provincial Office Unit L, The Olan Place Business Center, Brgy. (043) 404-9085
Marawoy, Lipa City, Batangas dole4a.bpo@gmail.com
Cavite Provincial Office One FS Industrial Bldg., Governor’s Drive, (046) 419-0830
Brgy. Hugo Perez, Trece Martires City, Cavite dole_cavite@yahoo.com
303
Laguna Provincial Office 2nd Floor, Puregold Jr. Bldg., Brgy. Parian, (049) 545-7361
Calamba City, Laguna lpo.dole4a@gmail.com
Quezon Provincial Office 2F Grand Central Terminal, Lucena City, (042) 710-3023
Quezon dole4a.quezon@yahoo.com
Rizal Provincial Office 2F J&P Bldg., Soliven Avenue II, Brgy. San (02) 682-1532
Isidro, Cainta, Rizal dole4a_rpo@yahoo.com
Regional Office No. 4B
Marinduque Field Office Casa Del Var II, 22 National Road, Santol, (042) 754-7011
Boac, Marinduque
Occidental Mindoro Field Office 2nd Floor, Gessnec Bldg., Rizal St., San Jose, (043) 457-0463
Occidental Mindoro
Oriental Mindoro Field Office 2nd Floor, CONFIL Bldg., Roxas Drive cor. (043) 288-2272
Sampaguita St., Lumangbayan, Calapan City,
Oriental Mindoro
Palawan Field Office 2nd Floor, SIA Bldg., Wescom Road, Brgy. San (048) 433-2208
Pedro, Puerto Princesa City, Palawan
Romblon Field Office G/F, John Marpee Bldg., Gen. Luna St., Brgy. (042) 567-5777
Dapawan, Odiongan, Romblon
Albay Field Office Ground Floor, DOLE 5 Bl;dg., Doña Aurora St., (052) 480-5987
Old Albay, Legaspi City, Albay dole5albay@yahoo.com
Camarines Norte Field Office 2nd Floor, Barcelona Bldg. II Magallanes, (054) 440-2157
Ilawod, Brgy. 1, Daet, Camarines Norte dole5camnorte@yahoo.com
Camarines Sur Provincial Field Office 2nd Floor, DOLE Bldg., City Hall Compound, J. (054) 473-5826
Miranda Avenue, Naga City, Camarines Sur dole5camsur@yahoo.com
Catanduanes Field Office No. 3 Concepcion Co., Bldg., Virac, (052) 811-2838
Catanduanes dole5catanduanes@yahoo.com
304
Masbate Provincial Field Office 2nd Floor, Sanchez Bldg., Crossing, Quezon (056)333-3822
St., Masbate City dole5masbate@yahoo.com
Sorsogon Provincial Field Office 2nd Floor, Pikal Bldg., Magsaysay St., (056) 421-5822
Almendras-Cogon Sorsogon City dole5sorsogon@yahoo.com
Aklan Field Office 2nd Floor, Casa Martelino Bldg., 19 Martyrs St. (036) 500-7107
cor. Goding Ramos St., Kalibo, Aklan
Antique Field Office 2nd Floor, Barbaza Multi-Purpose Cooperative (036) 540-7067
Bldg., Cerdeña St., San Jose, Antique
Capiz Field Office Ground Floor, MarlynBascos Bldg., Km. 3, (036) 522-5220
Brgy. Lawaan, Roxas City, Capiz
Iloilo Field Office Ground Floor, Swan Rose Bldg., Commission (033) 320-6905
Civil St., Jaro, Iloilo City
Guimaras Field Office 2nd Floor, Gallo Commercial Bldg., San Miguel, 09177236436
Jordan, Guimaras
Negros Occidental Field Office SWLC Bldg., Cootage Road, Bacolod City, (034)434-2219
Negros Occidental
Bohol Field Office 2nd Floor, Tres Reyes Bldg., CPG Avenue, (038) 501-0277
Tagbilaran City, Bohol
Cebu Provincial Field Office 4th Floor, DOLE-VII Building, Gen. Maxilom (032) 266-7424
Avenue cor. Gorordo Avenue, Cebu City
Negros Oriental Field Office (035) 422-9741
Siquijor Field Office Polangyuta, Siquijor, Siquijor (035) 480-9244
Tri-City Field Office 4th Floor, DOLE-VII Building, Gen. Maxilom (032) 480-9244
Avenue cor. Gorordo Avenue, Cebu City
305

Biliran Field Office Vicentillo St., Naval, Biliran (053) 500-9765
dolero8_bfo@yahoo.com
Eastern Samar Field Office Brgy. Alang-Alang, Borongan, Eastern Samar (055) - 560-8594
dolero8_esfo@yahoo.com
North Leyte Field Office DOLE Bldg., TreceMartires St., Tacloban City, (053) 832-4067
Leyte dolero8_nlfo@yahoo.com
Northern Samar Field Office Balite St., Brgy. Calachuchi, Catarman, (055) 500- 9722
Northern Samar dolero8_nsfo@yahoo.com
Samar Field Office Brgy. Segunda, Ubanon, Catbalogan, Samar (055) 543- 9398
dolewesternsamar@yahoo.com
Southern Leyte Field Office Gracel Bldg., Combado, Maasin City, Southern (053) 570-8099
Leyte dolero8_slfo@yahoo.com
Western Leyte Field Office Brgy. San Isidro, Owak, Ormoc City, Leyte (053) 561-4518
dolero8_wlfo@yahoo.com
Isabela City Field Office G/F F.H.J Bldg., La Piedad, Isabela City, (062) 200 3666
Basilan Province dolebasilan@yahoo.com
Zamboanga City Field Office Room 200, Cortez Bldg., Evangelista St., Sta. (062) 991 33376
Catalina, Zamboanga City dolezambocity@yahoo.com
Zamboanga Del Norte Field Office 2nd Floor, DBP Bldg., Turno, Dipolog City (065) 212-2394
dolezanorte@yahoo.com
Zamboanga Del Sur Field Office 2nd Floor, Limbo Bldg., Roxas cor. Sanson St., (062) 214-2473
San Francisco District, Pagadian City dolezambosur@yahoo.com
Zamboanga Sibugay Field Office Ground Floor, Simon Bldg., Ipil, Zamboanga (062) 333-2267
Sibugay dolesibugay@yahoo.com
306
Bukidnon Provincial Office Provincial Capitol Ground, Malaybalay City, (088) 813-3401
Bukidnon dole10.bukidnon@gmail.com
Cagayan De Oro City Field Office 3rd Floor Trinidad Bldg., Corrales-Yacapin Sts., (088) 857-2583
Cagayan De Oro City dole10.wmox@gmail.com
Camiguin Provincial Office 3rd Floor, HH Commercial Bldg., Lagunde (088) 387-0481
Baybay Interior, Poblacion Mambajao, dole10.camiguin@gmail.com
Camiguin
Lanao Del Norte Field Office 3rd and 4th Floors, Soda Trade Bldg., Mariano (063) 221-6683
Balledes St. cor. De Leon St., Iligan City, dole10.lanaodelnorte@gmail.com
Lanao Del Norte
Misamis Occidental Field Office DOLE Bldg., CEO Compound, Judge M. Euerio dole10.misocc@gmail.com
St., Upper Langcaugan Oroquieta City,
Misamis Occidental
Misamis Oriental Field Office 3rd Floor Trinidad Bldg., Corrales-Yacapin Sts., (088) 859-3794
Cagayan De Oro City dole10.emo@gmail.com
ComVal Province Field Office Ground Floor, Merca Bldg., Arabejo St., Purok 0975-038-2809
13 Nabunturan, Compostela Valley Province dole11cvfo@gmail.com
Davao City Field Office 3/F AMQ Bldg., Dacudao Ave. corner (082) 227-8772
Lakandula St., Agdao, Davao City dole11dcfo@gmail.com
Davao Del Norte Field Office G/F Milan Bldg., National Highway, Tagum (084) 216-1437
City, Davao Del Norte dole11dnfo@gmail.com
Davao Del Sur Field Office Jankin Commercial Center, Rizal Ave., Brgy. (082) 553-2597
San Jose Digos City, Davao Del Sur dole11dsfo@gmail.com
Davao Occidental Field Office 0917-138-6131
dole11docfo@gmail.com
Davao Oriental Field Office 1/F Oriental Arcade & suites Bldg., Old Airport (084) 811-3424
Road, Dahican, City of Mati Davao Oriental dole11dofo@gmail.com
307

Cotabato City Field Office Door 6, Roma Building, Sinsuat Avenue, (064) 421-2378
Cotabato City dole12.cc@gmail.com
North Cotabato Field Office 2F Roma Bldg., Quezon Blvd., Kidapawan City, (064) 288-1271
North Cotabato dole12.northcot@gmail.com
General Santos City Field Office G/F Meetrovi Bldg., South Osmeña St., (083) 552-3952
General Santos City dole12.sargen@gmail.com
Sarangani Field Office 2nd Floor, CAM Bldg., CP Garcia St., Alabel, (083) 508-0044
Sarangani Province dole12.sarfo@gmail.com
South Cotabato Field Office 102 Acepal Bldg., Mabini Extension, Koronadal (083) 520-0545
City, South Cotabato dole12.southcot@gmail.com
Sultan Kudarat Field Office 2nd Floor, Water Market Bldg., Alunan Highway, (065) 200-3929
Tacurong City, Sultan Kudarat dole12.sk@gmail.com
Regional Office No. 13/CARAGA
Agusan del Norte Provincial Office 2nd Floor, Nimfa Tiu Bldg. VII, J.P. Rosales (085) 300-1004
Avenue, Butuan City dole_adn@yahoo.com
Agusan del Sur Provincial Office NGPI Bldg., Brgy. 5 San Francisco, Agusan del (085) 839-5379
Sur dole_ads@yahoo.com
Surigao del Norte Provincial Office 2nd Floor, LML Bldg., National Highway, (086) 310-0622
Surigao City, Surigao del Norte dole.sdnfo@gmail.com
Surigao del Sur Provincial Office 2nd Floor, Eduhome Bldg., Quintos St., Tandag dolesurigaodelsur@gmail.com
City, Surigao del Sur
Province of Dinagat Islands Satellite Office Purok 1, Brgy. San Juan, San Jose, Dinagat 09507742564
Islands dole_pdi@yahoo.com
PHILIPPINE OVERSEAS LABOR OFFICE (POLO)
ASIA
308
POLO Brunei Darussalam Philippine Embassy (6732) 237-052
Simpang 336, Diplomatic Enclave, Jalan
Kebangsaan, Bandar Seri Begawan, Brunei
Darussalam BA1210
POLO Hong Kong Philippine Consulate General (852) 2866-0640
A16 & 18th Floors, Mass Mutual Tower, 33
Lockhart Road, Wan Chai, Hong Kong
POLO Kaohsiung MECO Labor Center (8867) 398-2475
9F-3, No. 80 Minzu 1st Road, San Min District,
Kaohsiung City, Taiwan 807
POLO Korea Philippine Embassy (822) 3785-3634 / 35
2nd Floor, 17 Hoenamu-ro, 42-gil, Yongsan-gu,
Seoul 04346, Korea
POLO Kuala Lumpur Philippine Embassy (603) 2148-4233 loc. 122
No. 1 Changkat Kia Peng, 50450 Kuala
Lumpur, Malaysia
POLO Macau Philippine Consulate General (853) 2871-5039
Unit 1406, 14th Floor AIA Tower, 251A-301, de
Commercial de Macau, Macau SAR
POLO Singapore Philippine Embassy (65) 6737-3977 loc. 107,134
20 Nassim Road, Singapore 258395
POLO Taichung MECO Labor Center (8864) 23228836
No. 220, 20th Floor Sec. 2 Taiwan Boulevard
West District, Taichung City 40354, Taiwan
POLO Taipei MECO Labor Center (8862) 2658-9210
2F, Chang Hong New Era Building, 55 & 57
Zhouzi Street, Neihu District 114, Taipei,
Taiwan ROC
POLO Tokyo Philippine Embassy (813) 6441-0428 / 0478
309
1-15-5 Roppongi Minato-Ku, Tokyo 106-8537,
Japan
POLO Australia Philippine Embassy (612) 6273-8882
No. 1 Moonah Place, Yarralumla, ACT 2600,
Australia
MIDDLE EAST
POLO Abu Dhabi Philippine Embassy (9715) 62709157
W-48, Street No. 8, Sector 2-23 Plot 51, Al
Qubaisat, Abu Dhabi, UAE P.O Box 3215
POLO Alkhobar Philippine Overseas Labor Office (96613) 894-1846
4th Street Prince Hamoud, Aqrabiya, Alkhobar,
Kingdom of Saudi Arabia
POLO Bahrain Philippine Embassy (973)177-40951
Villa 939 Road 3220, Blk 332, Mahooz Area,
PO Box 26681, Kingdom of Bahrain
POLO Dubai Philippine Overseas Labor Office (9714) 220-7011
Villa No. 2 Street No. 26, Beirut Street, Al
Qusais 3, P.O. Box 4960 Dubai UAE
POLO Israel Philippine Embassy (9723) 602-2496
18 Bnei Dan Street, Tel-Aviv, Israel
POLO Jeddah Philippine Consulate General (9665) 698-19720
Building No. 4663, Fajer Street, Al Rehab
District 6, P.O. Box 16254, Jeddah 21464
POLO Jordan Philippine Overseas Labor Office (9626) 593-0464
No. 28 113 Al Manar Bldg., Khalil Yaseen Al
Talhouni St., Deir Ghbar Amman, Jordan
POLO Kuwait Philippine Embassy (965) 2202-2162 to 65
Villla 816, Block 1, Street 101 corner
310
Abdullah Abdullaziz Al Humaidi Street, Al
Siddeeq Area, South Surra, State of Kuwait
POLO Lebanon Philippine Embassy (961) 71778241
2nd Floor W Building, Mar Geries Street
Hadath, Baabda, Lebanon 1003
POLO Libya Philippine Embassy (21891) 7102382
Gargaresh Road, Km. 7, Hay Andalous, Tripoli,
Libya P.O.Box 12508
POLO Oman Philippine Embassy (96824) 605-177
House No. 1045, Way No. 305 Al Kharijiyah
Street, Al ShattiQurum, Muscat
POLO Qatar Philippine Embassy (974) 4488-3858
20th Floor, Al Jazeera Tower
Bldg. 186, Conference Center Street
No. 836, Zone 61, West Bay
Doha, State of Qatar
POLO Riyadh Philippine Overseas Labor Office
No. 49 Shat Fairuz, Umm Al Hamam Ash
Sharqi, P.O. Box 94366, Riyadh 12321,
POLO Syria Philippine Embassy
56 Hamze IBM Abdul Mutaleb Street, West
Mezzeh, Damascus, Syria
POLO Unaizah Philippine Overseas Labor Office
No. 49 Shat Fairuz, Umm Al Hamam Ash
Sharqi, P.O. Box 94366, Riyadh 12321,
AMERICAS & TRUST TERRITORIES
POLO Los Angeles Philippine Consulate General
311
3435 Wilshire Blvd Suite 550, Los Angeles, CA
90010, USA
POLO Toronto Philippine Consulate General (1416) 975-8252
160 Eglinton Avenue East Suite 200, Toronto
Ontario M4P 3B5 Canada
POLO Vancouver Philippine Consulate General (1604) 641-1234
Philippine Overseas Labor Office
Suite 611, World Trade Center Office Complex
999 Canada Place, Vancouver, BC, Canada
V6C3E1
POLO Washington D.C. Philippine Embassy (1202) 467-9426
1600 Massachusetts Ave., N.W. Washington,
D.C. 20036
EUROPE
POLO Berlin Philippine Embassy
Kurfűrstendamm 194, 10707, Berlin, Germany
POLO Cyprus Philippine Overseas Labor Office (35722) 106995
Flat 13 4thFlorr, 26 GrivasDigenis Avenue
1066 Nicosia , Cyprus
POLO Geneva Philippine Mission to the United Nations (4122) 738-7513
47 Avenue Blanc 1202 Geneva, Switzerland
POLO Greece Philippine Embassy (30210) 698-3335
10 Fthiotidos Street, Ambelokipi, Athens,
Greece 115 23
POLO London Philippine Embassy (44207) 451-1832
6 Suffolk Street, London, SW1Y 4HG
POLO Madrid Philippine Overseas Labor Office (3491) 577-6755
Calle Serrano 161 Planta Baja
28002, Madrid, Spain
312
POLO Milan Philippine Consulate General (3902) 668-4647
VialeStelvio 71 – Via Bernina 18, Milan 20159,
Italy
POLO Rome Philippine Embassy (3906) 397-46101
Via DelleMedaglieD’Oro, 112-114, 00136
Rome, Italy
313

Citizen's Charter - DOLE

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DEPARTMENT OF LABOR AND EMPLOYMENT

Every Filipino Worker attains full, decent and productive employment

IV. Service Pledge

1. Covering/Transmittal Letter indicating the applicant’s name and contact Applicant

101 units and

11-15 units = 3 PMTSSD Chief

Service Fees and Charges:

1. Verified Petition or Complaint with Certificate of Non-Forum Shopping; Petitioner or Complainant

Office or Division: Bureau of Working Conditions

Letter requesting for certification (1 original copy) Applicant

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON

For renewal of license and other purpose:

b. The Certificate can be claimed

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

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

 Complex – three or more

 Pregnant Women, Persons

Office or Division: Bureau of Labor Relations (BLR)

For Workers’ Association Operating in More Than One Region

members, in which case a statement to this effect shall be included in

Office or Division: DOLE Library

Non-DOLE employees are

If the book/material is not

Office or Division: Administrative Service (AS) – Building Administration (BA)

1.2. Check availability of None 10 minutes Administrative

Office or Division: Financial and Management Service (FMS) – Budget Division

b. Obligations properly charged against available allotment by the

for initial cash advance (1 photocopy)

agency activity in the field (1 photocopy)

 For plane fare, quotations of three travel agencies or its

1.2.1. PayrollFund for Salaries, Wages, Allowances, Honoraria

 Bills, receipts, sales invoices (1 photocopy)

 Paper/electronic plane, boat or bus tickets, boarding

permanent official station is located in the case of

2.0. Fund Transfers to Non-Government Organizations/People’s

 Certification from the Accountant that the previous cash

o In case of the dissolution of the recipient NGO/PO,

 Proof of verification by the GO official of the validity of the

 List of beneficiaries of previous releases with their

- For projects described in generic terms, such as

 Report of Checks Issued and Report of Disbursements

 Assignment Order, if applicable (1 photocopy)

4.1.2. Salary (if deleted from the payroll)

4.1.4. Salary differentials due to Promotion and/or Step Increment

 Certificate of Assumption (1 photocopy)

o Designation of next-of-kin (1 photocopy)

 Office Order/Appointment- 1st payment (1 photocopy)

 Letter to the Bank to credit employees' account of their

 Office Order/ Designation/ Letter of the OSG deputizing the

the Philippine Institute of Volcanology and Seismology that

 For Individual Claims

 Affidavit of applicant that there is no pending criminal

 Approved leave application (1 photocopy)

 Deposits slips (1 photocopy)

6.2. Telephone/Communication Services

 dated February 28, 2005 to be submitted to the Auditor's

the Head of the Procuring Entity of the Resolution of the

 Advertisement of Invitation to Bid/Request for expression of

 For LGUs, as clarified under COA Memorandum No. 2010-

 Letter request from contractors for advance/progress/final